DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Sports Turf Replacement for the Alamodome
SUMMARY:
This ordinance authorizes acceptance of a contract with Hellas Construction, Inc. to provide all labor, material, equipment and training needed to install approximately 154,761 square feet of a portable artificial turf system for the Alamodome for a total cost of $704,235.00. Funding for this ordinance in the amount of $704,235.00 is available from the Alamodome Improvement and Contingency Fund included in the FY 2019 - FY 2024 Capital Improvement Program.
BACKGROUND INFORMATION:
Submitted for City Council consideration and action is the attached tabulation of eight bids for a contractor to provide all labor, material, equipment and training needed to install approximately 154,761 square feet of Fusion XP2 60 Synthetic Turf System, one additional set of end zones measuring 30’ x 172’ and four additional rolls for the midfield, measuring 15’ x 172’ each for the Alamodome for a total cost of $704,235.00. Hellas Construction, Inc. submitted one original bid and two alternate bids. The alternate bids submitted by Hellas Construction, Inc. were the lowest priced responses received; however, were deemed non-responsive for failing to meet the minimum product specifications contained in the bid document. The Convention and Sports Facilities Department is recommending the third lowest priced bid response submitted by Hellas Construction, Inc. The original bid submitted Hellas Construction, Inc. meets the bid specifications and the Fusion XP2 60 Turf System has proven to be effective at major sports facilities. The Fusion XP2 60 Turf System will enable the Alamodome to remain competitive and attract premier domestic and international sporting events to San Antonio.
The new portable artificial turf system will allow the Alamodome to maintain viability by continuing to support University of Texas at San Antonio football games, Valero Alamo Bowl, and University Interscholastic League events.
The four additional rolls of turf for the midfield included on this contract will give the Alamodome the flexibility to make conversions in a short period of time. The additional turf rolls are necessary due to the variety of games and other events that take place at the Alamodome. The Alamodome will utilize the additional turf rolls to convert the field at these events such as Bands of America and soccer qualification games instead of using turf panels with existing logos. The turf system at the Alamodome has historically been replaced every 5 years due to continued assembling and disassembling of the turf system causing wearing conditions and stretching of the logos. The Alamodome turf was replaced in 2004, 2009 and 2014.
The Valero Alamo Bowl Organization will purchase a set of additional turf rolls for their own use for the midfield section with their own logos to be utilized for the Valero Alamo Bowl. The additional turf rolls for the Valero Alamo Bowl will be stored at the Alamodome.
Convention and Sports Facilities Department is coordinating the sale of the existing turf with an interested buyer, thus the service for the removal and disposal of this existing turf is not included in the award of this contract. In the event an agreement cannot be reached with an interested buyer the Convention and Sports Facilities Department will store the turf temporarily until a viable means of disposal can be determined.
ISSUE:
This contract with Hellas Construction, Inc. will provide all labor, material, equipment, and training needed to install approximately 154,761 square feet of a portable artificial turf system at the Alamodome. The turf system is a Fusion XP2 60 Synthetic Turf System and is manufactured by Hellas Construction, Inc. The turf system includes one additional set of end zones measuring 30’ x 172’ and four additional rolls for the midfield, measuring 15’ x 172’ each. Hellas will provide training to Alamodome staff on how to install and disassemble the turf system. Hellas will also provide 5 hours of service, for up to 20 conversions (100 hours total), per year over the life of the turf at no additional cost to the Convention and Sports Facilities Department. This service will be will be requested on as needed basis by the Alamodome.
Installation of the turf system must be completed by August 12, 2019 in order to be ready for the 2019 UTSA Football season.
Hellas Construction, Inc. provides an eight-year warranty on material and workmanship.
The Small Business Economic Development Advocacy (SBEDA) Ordinance requirements were waived due to the lack of small, minority, and/or women businesses available to provide these goods and services.
There were no local bids submitted from local bidders for this contract; therefore, the Local Preference Program was not applied.
The Veteran-Owned Business 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 be required to continue to use the current turf system which has exceeded its useful life. Delaying replacement of the turf system could have a negative impact; decreasing its playability and affecting events at the Alamodome. The Alamodome could also lose future revenue because sporting organizations and other venue renters may want to use a turf system that is in premier condition and current with today’s turf systems.
FISCAL IMPACT:
This ordinance authorizes the purchase of a portable artificial turf system, one additional set of end zones and four additional rolls for the midfield from Hellas Construction, Inc. in the amount of $704,235.00. Funding for this ordinance is available from the Alamodome Improvement and Contingency Fund included in the FY 2019 - FY 2024 Capital Improvement Program.
RECOMMENDATION:
Staff recommends the approval of this purchase with Hellas Construction, Inc. to provide the Convention and Sports Facilities Department with a portable artificial turf system, one additional set of end zones and four additional rolls for the midfield for the Alamodome for a total cost of $704,235.00.
This contract is procured on the basis of low bid and a Contracts Disclosure Form is not required.