School Board Briefing/Proposed Action Report

School Board Briefing/Proposed Action Report Informational (no action required by Board) Action Report (Board will be required to take action) DATE: February 25, 2016 FROM: Dr. Larry Nyland, Superintendent LEAD STAFF: Dr. Lester Herndon, Associate Superintendent, Facilities and Operations, (206) 252-0644, ltherndon@seattleschools.org I. TITLE BTA III: Award Construction Contract K5066, Bid No. B11535 to Coast to Coast Turf, Inc., for Athletic Field Turf Replacement at Franklin High School. For Introduction: March 02, 2016 For Action: March 16, 2016 II. WHY BOARD ACTION IS NECESSARY Per Board Policy No. 6220, Procurement, all contracts exceeding $250,000 must be approved by the Board. The Public Works Contract K5066 for the Athletic Field Turf Replacement at Franklin High School exceeds $250,000. III. FISCAL IMPACT/REVENUE SOURCE The revenue source for this motion is BTA III Capital Levy. The total project budget is $1,606,341.00. Expenditure: One-time Annual Other Source IV. POLICY IMPLICATION Per Board Policy No. 6220, Procurement, all contracts over $250,000 must be brought before the Board for approval. V. RECOMMENDED MOTION I move that the School Board authorize the Superintendent to execute Contract K5066 with Coast to Coast Turf, Inc., for the Athletic Field Turf Replacement at Franklin High School project in the amount of $604,422, plus Washington State sales tax, in the form of the draft contract dated and attached to the Board Action Report, with any minor additions, deletions, and modifications deemed necessary by the Superintendent and to take any necessary actions to implement the contract. VI. BOARD COMMITTEE RECOMMENDATION This motion was discussed at the Operations Committee Meeting on February 25, 2016. The Committee moved this item forward to the full Board for consideration. 1

VII. BACKGROUND INFORMATION The scope of work arises from the need to replace the existing synthetic turf at Franklin High School as this facility is at the end of its wear cycle. The project, Athletic Field Turf Replacement at Franklin High School, will be publicly bid March 1, 2016. Nine (9) firms requested bid documents. A copy of the Bid Tab will beis attached. VIII. STATEMENT OF ISSUE Whether to execute the construction contact with Coast to Coast Turf, Inc. for the Athletic Field Turf Replacement at Franklin High School project. IX. ALTERNATIVES If the contract is not approved, the work approved by the voters for athletic field turf replacement in the BTA III Capital Levy will not be completed. X. RESEARCH AND DATA SOURCES / BENCHMARKS Building Condition Survey, Meng Analysis March, 2006 & April, 2009. Seattle School District Athletic Field Replacement Schedule DA Hogan & Associates, September 2009 XI. TIMELINE FOR IMPLEMENTATION / COMMUNITY ENGAGEMENT Upon Board approval, the construction contract will be executed and a Notice to Proceed will be issued to the contractor. XII. ATTACHMENTS Contract K5066 (Placeholder) Architect s Recommendation (Placeholder) Contractor References (Placeholder) Bid Tab (Placeholder) 2

March 8, 2016 Seattle Public Schools John Stanford Center for Educational Excellence MS 22-337 PO Box 34165 Seattle, WA 98124-1165 ATTN: Ms. Jeanette J. Imanishi, Project Manager RE: Reference Check for Coast to Coast Turf, Inc. ATHLETIC FIELD TURF REPLACEMENT AT FRANKLIN HIGH SCHOOL 3013 S Mt. Baker Blvd. Seattle, WA 98144 Dear Jeanette: Our apparent low bidder for the Athletic Field Turf Replacement at Franklin High School, Seattle, Washington, was Coast to Coast Turf, out of Spokane, Washington. We spoke with Mr. Steve Webb from Coast to Coast and they are comfortable with the bid they provided on this project. We placed calls to several references provided by Coast to Coast. Our consultant, SLA Landscape Architecture, also placed calls to four other references on three separate projects (two references were with Auburn School District). SLA Landscape Architecture spoke with Starfire Sports, Coast to Coast s first reference, in regards to the contractor s work on the facility. Starfire is the home of the Seattle Sounders home training facility. Coast to Coast completed three outdoor full size soccer fields and two indoor fields for this client. The work was completed on time, with upmost care and respect for the facility with their ongoing active usage by customers and various user groups. Starfire rated them as an excellent and local firm that has answered any questions, provided equipment and maintenance as needed and requested. The second reference was from the University of Portland. Coast to Coast completed a full sized collegiate NCAA baseball field with synthetic turf infields and outfield. The Assistant Athletic Director,

March 8, 2016 Seattle Public Schools ATTN: Ms. Jeanette J. Imanishi, Project Manager RE: Reference Check for Coast to Coast Turf, Inc. ATHLETIC FIELD TURF REPLACEMENT AT FRANKLIN HIGH SCHOOL 3013 S Mt. Baker Blvd. Seattle, WA 98144 Page 2 of 2 Mr. Buzz Stroud, indicated they were satisfied with Coast to Coast s installation and follow up maintenance and care. The installation was completed in 2014. Coast to Coast s third provided reference was the Auburn School District. We were not able to reach them via phone within the timeframe of this review. A fourth reference was Western Washington University NCAA Rugby/Soccer field, located on campus in Bellingham, Washington. Coast to Coast provided the installation of an Astroturf product over an elastic layer system. The Western Washington University NCAA Rugby/Soccer field was designed by SLA Landscape Architecture and Zervas Architects of Bellingham, Washington. The project was delayed due to site work issues, and Coast to Coast and Astroturf held the product in storage after manufacture. The work commenced approximately two months later, and Coast to Coast installed the field at their original bid pricing with no claims for delay or storage. Installation proceeded smoothly and the project site is in current use by the University. Based on contractor s comfort with their bid and on the positive feedback from references, we recommend proceeding work on the Athletic Field Turf Replacement at Franklin High School with Coast to Coast Turf, Inc. Feel free to email or call if you have any questions. We look forward to working with Coast to Coast on this project. Sincerely, FREEMAN ARCHITECTS, INC Freeman Fong, AIA

Project Name: Athletic Field Turf Replacement at Franklin High School Bid Opening: March 1, 2016 Project Manager: Jeanette Imanishi Consultant: Freeman Architects Contractor Sprinturf, An ITS Company, Mount Pleasant, SC Hells Construction, Inc., Dallas, TX Coast to Coast Turf, Inc., Spokane, WA A-1 Landscaping and Construction, Snohomish, WA Addenda Nos. 1 X X X X Contractor's Bid Bond X X X X Subcontractor Work Listing X X X X Base Bid $ 632,330 $ 724,000 $ 597,422 $ 1,190,000 Total Base Bid Evaluation Amount $ 632,330 $ 724,000 $ 597,422 $ 1,190,000 ALTERNATE DESCRIPTION: A1: Provide Sweeper $ 13,900 $ 12,800 $ 7,000 $ 20,000 Total Selected Alternates: $ 13,900 $ 12,800 $ 7,000 $ 20,000 TOTAL BASE BID EVALUATION AMOUNT & SELECTED ALTERNATES PLUS WASHINGTON STATE SALE TAX (WSST) @ 9.6% $ 646,230 $ 736,800 $ 604,422 $ 1,210,000 $ 62,038 $ 70,733 $ 58,025 $ 116,160 TOTAL INCLUDING STATE SALES TAX $ 708,268 $ 807,533 $ 662,447 $ 1,326,160