DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: City Wide
SUBJECT:
Alamodome Turf Project - Change Order
SUMMARY:
This contract change order will reflect an agreement on the delivered turf and authorize Swank Sports, LLC d/b/a AstroBuilders to provide all labor, material and equipment to provide additional portable artificial infill turf for the Alamodome, in the amount of $120,894.49.
Funding for this change order is available through Hotel Occupancy Tax (HOT) Improvement & Contingency Fund.
BACKGROUND INFORMATION:
On June 12, 2014, City Council approved and issued Ordinance 2014-06-12-0413, accepting the bid from 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, one turf grooming machine and one turf paint remover machine for the Alamodome. The contract value total was $701,575.00.
The turf system installation was completed in August 2014 and currently supports the UTSA football games and other athletic events at the Alamodome. The parties have reached an agreement on a credit should the City decide to accept the delivered turf, which did not in all respects match the turf proposed. The Alamodome is also requesting additional turf for the All American Bowl. The contractor will provide customized turf panels and logos to match existing turf and logos previously installed at the Alamodome. The All American Bowl requires that the host stadium where the game is to be played prominently displays the logos for the All American Bowl.
ISSUE:
This purchase will provide for additional Astroturf GameDay Grass 3D60 Xtreme turf to include four additional end zone turf panels. Each panel measures 15' X 172', and will be inlaid with the U.S. Army Star logos (2 for each end zone). Contractor shall also provide four additional turf panels for the center of the field. Each panel shall measure 15' X 172', and be inlaid with the center field logo approved by the All American Bowl. Contractor shall provide all labor and equipment to install the additional turf panels and shall inlay all sports markings per plans. The logo inlays are permanently installed in the turf. Delivery and installation must occur no later than December 14, 2014.
The Astroturf Gameday Grass 3D60 Xtreme turf is warranted against defects in materials and workmanship for a period of eight years. The warranty for all labor is one year. Warranties shall start on the day of City's written acceptance of the turf.
Terms of this change order provide for a partial payment to the contractor in the amount of $111,879.68 for the originally delivered turf, and a credit should the City decide to accept the delivered turf, while being tested and evaluated for performance and durability. The evaluation period terminates at the conclusion of the 2014 NCAA Collegiate Football season.
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 change order not be approved, the Alamodome would continue to use the new turf system installed in August 2014. Additional marketing revenues could be lost if the Bowl host's logos are not provide in the turf as recommended.
FISCAL IMPACT:
This change order authorizes a purchase with Swank Sports, LLC d/b/a AstroBuilders to provide artificial infill turf for a total cost of $120,894.49 available through the HOT Improvement and & Contingency Fund.
RECOMMENDATION:
Staff recommends the approval of the change order with Swank Sports, LLC d/b/a AstroBuilders to provide the Convention and Sports Facilities Department with additional turf customized for the All American Bowl for a total cost of $120,894.49.
The original contract was procured on the basis of a low bid and a Contracts Disclosure Form is not required.