The Pleasanton ISD held a workshop on Tuesday, November 6, to go over the procurement methods the district must use and to discuss the upcoming projects for the Eagle Stadium construction. There were about 35 people in attendance. Trustees Laurie Daughtrey and Pete Pawelek were not in attendance, but Edward Zamarippa, Blasa Chapa, Pat Cox, Dr. Jimmy Zuniga and President Frank Tudyk, Jr. were present.
Linda Donato, Interim Financial Director, offered a presentation on the procurement methods. For any project over $50,000, the Board must decide on a delivery/ contract award method. There are six types: competitive bidding; competitive sealed proposals; design build; job order contracts; construction manager-agent and construction manager-at-risk. The job of the school board and administrators is to determine which is most cost effective and best for the district.
The competitive bidding must include construction documents, estimated budget, project scope and estimated completion date. The district will select an architect or engineer to prepare the construction document required. Procurement time is estimated from six to nine months.
For competitive sealed proposals, requests must be sent out and upon submission, they must be ranked, negotiated and then a general contractor must be hired for the construction. The proposals will be based on the same criteria as shown in the first example. Procurement time is from six to nine months.
Under the design build method, the Board will select a single entity to provide both design and construction services. The firm must include an architect or engineer and a construction contractor. Procurement time for that is six to nine months.
The job order contract is for ongoing projects with a maximum value of $50,000, so it is used for smaller projects. The term may not exceed two years, but the procurement turnaround is from three to six months.
The Board and administration must choose an agent to serve as consultant during the design and construction phase. That construction manager-agent will also manage multiple contracts with contractors during construction. The Board must still decide on the contracting method and make sure all the criteria are followed. The District will select an architect or engineer to prepare the construction documents before hiring the construction manager-agent.
The final method is that of construction manager-at-risk. Under this method, the District contracts with an architect or engineer for design and construction and then contract separately for the manager to serve as general contractor and to provide consultation throughout the project.
Ms. Donato continued her presentation with the recommendations for the Eagle Stadium Complex upgrades. The first was the installation of two water wells that will cost approximately $190,000. She recommends the competitive sealed proposal because it offers the most protection for the District. There should only be a two to three month procurement timeline for this.
Regarding the choosing of natural turf for $270,180 or synthetic grass for $1,200,000, she suggested also going with the competitive sealed proposals on either and expected the process to be from two to five months, after the design. Other stadium projects being considered are the replacement of the track and bathroom updates, both of which she suggests using the same procurement method as recommended previously. There are other district improvements on the horizon, such as the replacement of the HVAC in Primary, Junior High and High School, since the units are original to the buildings. Also, updates to the Ag facility are being considered. As for items that could be procured under the job order contracts would be the improvement of the parking lots and some roof replacements. The timelines on these would, of course, vary.
The presentation was for information only; the Board was not making any decision tonight.
Superintendent Dr. Matthew Mann added that combining the construction on the track and replacing the turf would be the most cost effective way to handle that. He wants to see that the Board and administration make good, solid decisions on what type of funding and procurement methods are used.
Funding would come from two sources: the remaining bond funds of $1.5 million and the local funds amounting to about $7 million, after allowing for the suggested three months’ expenditure balance to be maintained.
Mann also said that they would have to prioritized the timing of the projects, such as re-roofing in the summer, to prevent academic disruption. Non-urgent projects could certainly be postponed to next year. It is a Board decision as to budget how much of the fund balance they are comfortable using. The presentation tonight was to educate the Board on the procedures of procurement and the timelines involved. No date has been set for any construction. It will be at least another six to nine months after the design and approving the procurement method.
A member of the audience asked if there could be a referendum, allowing the public to vote on whether they wanted the natural grass or the turf? Mann said that was a possibility.
Patsy Troell pointed out that in the additional paperwork handed out by Donato, it shows that in the long run, City water would be cheaper than paying to have the wells built.
Synthetic Turf Presenation
At this point, Brian Parks from Hellas out of Austin, was allowed to address those assembled. His company does specific construction with synthetic turf, making their own fiber, installing the turf and providing maintenance, if wanted, but also providing an eightyear warranty. Hellas has installed turf on about 2,900 fields, including for the Dallas Cowboys, the Houston Texans, the Miami Dolphins and Legacy Field in Katy. Their fibers are non-petroleum based material and do not heat as much as some others, topping out at around 100 degrees. Some in the audience felt that was too hot, but Arthur Troell said that he has himself tested grass turf and found that it gets up to over 100 degrees during the heat of summer.
They also use an underlayment that stands up better under heavy foot traffic. Hellas does the geo-tech reports and studies the drainage so they know how best to level the field. Pea gravel is used to help water migration because of its permeability and it also serves as shock absorption. Parks claims that with his turf, a game can be played on a flooded field after the lightning stops, having been tested to five inches of rain per hour. After ten years, it is their practice to evaluate the field and laser grade the fill and re-lay turf if necessary.
Natural Turf Presentation
Lee Smith, from Texas Multi Chem, presented information on the natural turf field. His company began in 1981, but by the mid ‘80s, they found themselves helping keep up school football fields. They eventually got out of the chemical business and went into the grass/ turf business. They have a new way of draining that does not involve the current “turtle back” method, but has the drainage going to the four corners of the field. Drains are placed at the track edge and every 30 feet, pipes tie into the drains.
They carry a newer grass variety, which can handle more traffic, although, admittedly, not as much as artificial turf. The two Bermuda hybrids are Latitude 36 and Tiff Tuff. However, he prefers to look at the cost of installation and maintenance. Initial cost is from $200,000 to $300,000, with an annual maintenance cost of $10,000 to $12,000. It is not a maintenance free field, neither are, but eight years down the road, they are not likely to have to replace it.
His company uses a nine-inch sand and peat layer; they use clippings to feed the organic peat. Every eight years, there may need to be resodding. If the fields are graded, they could be used to play soccer, as well. They did the Toyota Field.
At this point, the floor was opened up to speakers. Dorothy Young just thanked the Board for allowing her and her friends use the track to walk every day.
Arthur Troell said that he was looking to the future of the city and the school. He is concerned that no playoffs can be held here because we have a grass field and seven lanes instead of eight on the track. The cost is an investment in the community and necessary if they want to reach their potential. “We’ve accepted mediocrity in this town for too long,” he stated. “We need to look to the future, look to what’s best for the students.”
David Diaz spoke next, reiterating what Troell had said. Everything is built too small, with no consideration to the inevitable growth of the District. The track was built too small and PAC was too small to even hold graduation. He feels they’ve cut a lot of corners and they should be asking themselves if that is the right thing to do? There would be a lot more use out of the turf, but whichever way they choose, they have to include the maintenance in the budget.
Patsy Troell agreed that maintenance had to be a priority. However, academics was the most important thing for the school. Students are not graduating with qualifications to go to college. She added that the turf would be usable by the community, not just the school. A proper track and field should accommodate playoffs.
Myron Repka pointed out that according to their own figures, after twelve years, the City water is cheaper than the wells. Arthur Troell added that the turf replacement came up on the list of what to do with left over money from the bond projects. Water wells were not on that list and he feels not drilling the wells is the better option.
With no one else signed up to speak, President Tudyk adjourned the meeting at 7:50 p.m.