DEPARTMENT: Finance Department
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: City Wide
SUBJECT:
Alamodome Turf Project
SUMMARY:
This ordinance authorizes a contract with Swank Sports, LLC d/b/a AstroBuilders to provide all labor, material and equipment and training to install approximately 105,300 square feet of a portable artificial infill turf system with two sets of green end zones, a turf grooming machine and a turf paint remover machine for the Alamodome for a one-time cost of $701,575.00. Funding for this contract is available through the Hotel Occupancy Tax (HOT) I&C Fund.
BACKGROUND INFORMATION:
Submitted for Council consideration and action is the attached tabulation of three bids for a Contractor to provide all labor, material, equipment and training to install approximately 105,300 square feet of a portable artificial infill turf system with two sets of green end zones and furnish one turf grooming machine and one turf paint remover machine for the Alamodome. A Formal Invitation for Bid was issued and three bid responses were received. Swank Sports, LLC d/b/a AstroBuilders Bid 1 for AstroTurf GameDay Grass 3D 60Xtreme with two sets of green end zones for $619,800.00, and one Kromer Field Commander Turf Groomer for $45,275.00, is the lowest responsive bidder for Items 1 and 2. Swank Sports, LLC d/b/a AstroBuilders Alternate Bid response for one Pioneer Athletics Paint Extractor for $36,500.00, is the lowest responsive bidder for Item 3. The total cost of this purchase is $701,575.00.
The new portable artificial infill turf system and related equipment are required to maintain the Alamodome's viability in continuing to support University of Texas at San Antonio football games, other sports events and attract premier sports events with the most current turf system and equipment available on the market. The Alamodome must possess the most current turf system and equipment to remain competitive and to continue to attract domestic and international sporting events.
The Alamodome was originally installed with an Astro Turf System upon its completion in 1993. The original Astro Turf system was utilized until it was replaced in 2004 due to the age of the turf system and its condition. A third replacement of the turf system occurred in 2009. Since then, the current turf system has been heavily utilized and has multiple tears in the turf and the velcro system that secures the turf panels in place is failing.
A bid protest was submitted by Hellas Construction, Inc. to the Finance Director on May 21, 2014 regarding the recommended contract award to Swank Sports LLC. The Finance Director performed a review of the protest and responded on May 23, 2014, denying the protest. Hellas Construction, Inc. submitted an Appeal of Denial on May 27, 2014 to the City Manager. This appeal was reviewed by the City Manager's Office and the previous denial was upheld. Hellas Construction, Inc. was notified on June 4, 2014 of the City's decision. The City Manager's decision is considered final with no further appeals process.
ISSUE:
This purchase will provide for an AstroTurf GameDay Grass 3D 60Xtreme artificial turf system, with two sets of green end zones, one Kromer Field Commander Turf Groomer and one Pioneer Athletics Paint Extractor, and includes all labor, materials, equipment and training necessary for the delivery and complete installation at the Alamodome for the Convention and Sports Facilities Department. The installation must be completed by September 1, 2014.
The Alamodome has been the host for University of Texas at San Antonio football for three seasons. The first game of the fourth season is scheduled on September 4, 2014. Additionally the Alamodome hosts the Alamo Bowl, U.S. Army All American Bowl, which is the nation's premier high school All-American game, and various High School football games. The Alamodome also hosts High School band competitions and University Interscholastic League events.
Swank Sports, LLC d/b/a AstroBuilders shall provide one, 8 hour, on-site training to Alamodome staff on all aspects of properly maintaining the artificial infill turf system to include turf installation, turf grooming, paint application, paint removal and turf removal and storage.
The AstroTurf GameDay Grass 3D 60Xtreme has an eight year warranty on materials and workmanship from the date of installation and acceptance. The Hook and Loop quick release seams (velcro system) are warranted for one year.
The Kromer Field Commander Turf Groomer is warranted for three years on parts and one year on labor, plus six months of travel costs; if equipment fails to operate properly within the first six months, a representative will travel site to troubleshoot and repair the equipment.
The Pioneer Athletics Paint Extractor is warranted for one year parts and labor.
The Small Business Economic Development Advocacy Ordinance requirements were waived due to the lack of qualified SMWBE's available to provide the goods and services.
There were no bids submitted from local bidders for this contract; therefore, the Local Preference Program was not applied.
The Veteran-Owned Small Business Preference Program does not apply to goods/supplies contracts, so no preference was applied to this contract.
ALTERNATIVES:
Should this contract not be approved, the Alamodome would use the current turf system which has exceeded useful life. Delaying replacement now could have a negative impact on the turf, decreasing its playability value and ultimately costing more money to replace in the future. The Alamodome could lose revenue because sporting organizations and other venue renters may want to use a turf system that is in premier condition and not as heavily utilized.
FISCAL IMPACT:
This ordinance authorizes a purchase with Swank Sports, LLC d/b/a AstroBuilders to provide a portable artificial infill turf system and related equipment for the Alamodome for a total cost of $701,575.00 available through the HOT I&C Fund.
RECOMMENDATION:
Staff recommends the approval of this purchase with Swank Sports, LLC d/b/a AstroBuilders to provide the Convention and Sports Facilities Department with a portable artificial infill turf system and related equipment for the Alamodome for a total cost of $701,575.00.
This contract is procured on the basis of low bid and a Contracts Disclosure Form is not required.