Title
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH S&S PROCESSING (ATHLETIC FIELD PROS) FOR THE INSTALLATION OF INFIELD MATERIAL AND FORTIFICATION OF INFIELD INFRASTRUCTURE AT THE BARLOW FARM PARK BASEBALL COMPLEX; AND DECLARING AN EMERGENCY.
Brief Description: In review, the four (4) baseball fields at Barlow Farm Park required safety related repairs/renovations due to years of excessive wear and failing infrastructure. The immediate Phase I needs were completed in the fall of 2019 with a change order to the Public Works landscaping contract with Vizmeg Landscaping. Phase II of the field improvements have been publicly bid and staff is prepared to award the contract.
Body
Legislative History
17-149 - Authorized a two-year contract with Vizmeg Landscape; 10/3/2017 -amended in 2019 to start phase 1 of baseball field renovations.
Resolution No. 19-185, authorizing the City Manager, during the year 2020, to advertise for bids or to utilize the various Charter-authorized governmental competitive purchase programs for equipment; passed December 17, 2019.
Purpose & Explanation
After numerous concerns regarding the safety and playability of the Barlow Farm Park baseball fields (acknowledging that spring 2019 was extremely excessive with rainfall), Staff has had discussions with multiple field consultants to determine a solution to correct the current adverse conditions. Following these discussions about the concerns that had consistently arisen at the Barlow Farm Park baseball fields during the beginning of the 2019 season, staff has documented several underlying issues of concern.
1. The initial construction of these fields provided for run off drainage through the infield dugout areas. This has caused many infield base line issues with safety and playability problems over the past15 years particularly during excessively wet seasons.
2. The original soils materials used to construct the infields has a very high silt content that allows the infields to “move” with rainfall and wind. Any sub surface drainage that was originally placed is no longer functioning.
In order to provide safe, functioning fields, the above items need to be corrected most expeditiously. There are additional improvements planned which are not safety related in nature and will be completed in the fall of 2020.
We are recommending a two-stage approach.
First Stage Repairs/Renovations - Started in fall of 2019 and near completion.
First to be addressed will be the infield areas for safety of play purposes. The fields would be lowered in elevation and regraded to achieve positive drainage around the dugout areas and away from the infields. This would include removal of existing materials under the fence lines and along all baselines. The outfield/infield interface would be stripped and re-seeded to receive the new grading. Lastly the fields would be laser graded for positive drainage and safe playability. The above items need to be completed this fall 2019
Second Stage Repairs/Renovations - This agreement
This work includes integrating new infield mix material that alleviates the high silt concern and provides for proper water drainage and repelling capabilities. Sub-surface fortification bricks would be installed at pitchers’ mounds and home plate area for improved wear tolerance and safety/playability. This work would take place (weather dependent) in the spring of the 2020 season and is budgeted in the Parks Budget for 2020.
Project bids were received from S & S Processing, Vizmeg Landscape and Hickory Valley Sod Farm (see attached bid-Tab).
Staff wishes to proceed with the second stage safety of play repairs/renovations With S & S Processing as the lowest bidder.
Stage 2 cost-----------$25,808.28
Legal Authority for Proposed Legislation
Pursuant to Charter Section 6.04:
x to be competitively bid and advertised for two consecutive weeks. yes
Joint or Cooperative Purchase Program
Professional Services
Other
Total Price for installation = $25,808.28
Fiscal Impact
X Currently Budgeted
Supplemental Appropriation Required
Appropriation Not Required.
Does this legislation require use of an emergency clause?
X Yes, in order to get completed (weather dependent) for 2020 baseball season and ensure safe playable field conditions.
No
Recommendation
Suggested Action
Staff recommends that City Council authorize the City Manager to enter into a contract with S & S Processing 478 Beaver Road, West Pittsburg PA 16160, (724)535-3110, for the installation of infield mix and infrastructure fortification materials at Barlow Farm Park baseball complex at a total cost not to exceed $25,808.28; And declaring an emergency.
Submitted by,
Jane Howington, City Manager
Frank Comeriato, Assistant City Manager-Operations
Trent Wash, Assistant Director Public Works