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14.

Brentwood City Commission Agenda

Meeting Date:	06/26/2023
Authorization of Additional Cost Related to Installation of T-Cool Material at Crockett Park Turf Fields
Submitted by:	Kirk Bednar, Administration
Department:	Administration

Information

Subject

Authorization of Additional Cost Related to Installation of T-Cool Material at Crockett Park Turf Fields

Background

At its November 22, 2021 meeting, the Board of Commissioners approved an agreement with Liberty Tire Recycling for the purchase and installation of T-Cool material on the new synthetic turf baseball fields at Crockett Park. T-Cool is a material that helps cool the temperature of the turf when activated by wet weather or hand watering. Liberty Tire Recycling was the sole source vendor authorized by the turf installation company Geo Surfaces.

The approved contract amount was $94,600 based on an estimated volume of 210,000 cy of material at $0.36/cy ($75,600) plus $19,000 in freight charges. Given the delays in completing turf installation on the two fields, the T-Cool material was not installed until fall of 2022 in FY 2023. The actual volume of material used was 220,000 cy, resulting in a final total cost of $98,200, an increase of $3,600 from the initial estimate. While this small additional cost was accounted for in the project budget and the associated budget amendment, an amendment to the Liberty Tire Recycling contract was not processed at the time of final billing and requires City Commission approval prior to the close of FY 2023.

Staff Recommendation

Staff recommends City Commission authorization for an additional $3,600 in costs for T-Cool material associated with the Crockett Park turf field project.

Previous Commission Action

The original agreement with Liberty Tire Recycling was approved by the Board of Commissioners via Resolution 2021-136 at its November 22, 2021 meeting.

Fiscal Impact

Amount :	$3,600
Source of Funds:	Capital Projects Fund
Account Number:	311-44400-3001

Fiscal Impact:

With this additional cost, the total cost for the T-Cool installation was $98,200, including $79,200 for the T-Cool material itself and $19,000 for freight. This additional $3,600 cost was previously accounted for in the overall project budget and associated budget amendment to increase funding for this project in the Capital Projects Fund due to cost overages related to sinkhole remediation, additional rock removal, etc.

Attachments
Final T-Cool Invoice