HomeMy WebLinkAbout2025-11-18; City Council; 06; Construction Contract for the Poinsettia Community Park Synthetic Turf Field Replacement ProjectCA Review TL
Meeting Date: Nov. 18, 2025
To: Mayor and City Council
From: Geoff Patnoe, City Manager
Staff Contact: Kyle Lancaster, Parks & Recreation Director
kyle.lancaster@carlsbadca.gov, 442-339-2941
Subject: Construction Contract for the Poinsettia Community Park Synthetic Turf
Field Replacement Project
District: 3
Recommended Action
Adopt a resolution awarding a construction contract to Byrom-Davey, Inc., for the Poinsettia
Community Park Synthetic Turf Field Replacement Project, Capital Improvement Program
Project No. 4614, in an amount not to exceed $1,823,446.
Executive Summary
The existing synthetic turf on the large multi-purpose athletic field at Poinsettia Community
Park is approaching the end of useful life and needs replacement due to its age and wear.
Staff and the design consultant developed the plans, specifications and contract documents for
the Poinsettia Community Park Synthetic Turf Field Replacement Project, Capital Improvement
Program Project No. 4614. The project consists of removing and recycling the athletic field’s
existing synthetic turf and rubber infill material, re-grading and re-compacting the subsurface,
and installing the new synthetic turf system - which does not have an infill material.
The City Council adopted the project’s plans, specifications and construction documents for the
project and authorized advertising it for public bids on Oct. 7, 2025. Staff completed the public
bidding process and received one bid on Nov. 6, 2025. Staff recommend that the City Council
award a construction contract to the low bidder, Byrom-Davey, Inc., in an amount not to
exceed $1,823,446.
Sufficient funds are available for the project’s construction contract, construction management
and inspection, and contingency in the Capital Improvement Program Project Budget.
Carlsbad Municipal Code Section 3.28.080(C) requires the city to use formal bidding procedures
for construction contracts when the value exceeds $220,000. Only the City Council has the
authority to award such contracts under Municipal Code Section 3.28.080(I)(6).
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Docusign Envelope ID: 70664F94-5D35-47BE-A08C-391631EDA26A
Explanation & Analysis
Background
The large, multi-purpose athletic field at Poinsettia Community Park was initially converted
from a natural grass surface to a synthetic turf surface in 2004. That conversion was initiated
due to challenges with maintaining the natural grass in good playing condition under heavy
programming of various athletic user groups. The original synthetic turf included a rubber infill
material.1 After about 11 years of heavy programming, the original synthetic turf field system
was replaced with a comparable synthetic turf field system in 2015.
After nearly 11 additional years of heavy programming, the existing synthetic turf field is
approaching the end of its useful life and needs replacement. On June 17, 2025, the City Council
adopted the Fiscal Year 2025-26 Capital Improvement Program Budget, which included the
Poinsettia Community Park Synthetic Turf Field Replacement Project. Staff subsequently
engaged a design consultant with extensive experience in athletic fields to review the synthetic
turf field systems currently available. That review included consideration of several factors,
including performance and durability, health concerns, environmental impacts, maintenance
costs, and performance and durability. The Pivot, a non-infill synthetic turf field system
manufactured by TenCate, was ultimately specified for this project.
Bidding process
The steps in the public bidding process included:
•Oct. 7, 2025: City Council authorized advertising the project for public bids
•Oct. 8, 2025: Staff advertised the project for public bids
•Oct. 20, 2025: Staff held a mandatory pre-bid meeting onsite
•Nov. 6, 2025: Staff received one bid for the project
•Nov. 10, 2025: Staff completed reviewing the bid received
Staff determined that Byrom-Davey, Inc. was a responsive and responsible bidder, with a bid
amount of $1,823,445.50.
Fiscal Analysis
The City Council has appropriated $2,200,000 to date for the project from the Infrastructure
Replacement Fund. The engineer’s estimate for the project’s construction contract was
$1,914,456. The estimate for the project’s total costs is $2,200,000. Sufficient funds are
therefore available in the project’s Capital Improvement Program Budget.
In keeping with Carlsbad Municipal Code Section 3.28.040(C)(5), the City Manager or designee
may approve change orders in an amount equal to the contingency set at the time the contract
is awarded, which is $296,305 for this project.
1 Infill material is the granular substance poured between artificial turf fibers to add weight, stability, shock
absorption and a natural look and feel, while also aiding in drainage and temperature regulation.
Nov. 18, 2025 Item #6 Page 2 of 6
Docusign Envelope ID: 70664F94-5D35-47BE-A08C-391631EDA26A
The available funds and estimated total costs for this project are shown below.
Next Steps
Staff will process the construction contract and coordinate the contractor’s submittal of a
detailed construction schedule. Staff anticipate that the work will commence by mid-January
2026. The estimated duration of construction for the project is two months.
Environmental Evaluation
The proposed action for awarding a construction contract for the Poinsettia Community Park
Synthetic Turf Field Replacement Project is categorically exempt from environmental review
under California Environmental Quality Act Guidelines Section 15301 because it involves the
maintenance, repair or minor alteration of existing facilities with negligible or no expansion of
the existing or former use. No exceptions to the categorical exemption as set forth in CEQA
Guidelines Section 15300.2 or Carlsbad Municipal Code Section 19.04.070(C) apply.
Exhibits
1.City Council resolution
Poinsettia Community Park Synthetic Turf Field Replacement Project - CIP No. 4614
Appropriations to date (Infrastructure Replacement Fund) $2,200,000
Expenditures and encumbrances to date -$51,749
Total available balance $2,148,251
Construction contract -$1,823,446
Construction contingency (estimated) -$296,305
Construction management, inspection and testing (estimated) -$28,500
Total estimated construction cost
$2,148,251
Additional appropriation needed $0
Nov. 18, 2025 Item #6 Page 3 of 6
Docusign Envelope ID: 70664F94-5D35-47BE-A08C-391631EDA26A
Exhibit 1
RESOLUTION NO. 2025-249 .
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, AWARDING A CONSTRUCTION CONTRACT TO BYROM-
DAVEY, INC., FOR THE POINSETTIA COMMUNITY PARK SYNTHETIC TURF
FIELD REPLACEMENT PROJECT, CAPITAL IMPROVEMENT PROGRAM
PROJECT NO. 4614, IN AN AMOUNT NOT TO EXCEED $1,823,446
WHEREAS, the City Council of the City of Carlsbad, California has determined it necessary,
desirable, and in the public interest to replace the multi-purpose synthetic turf athletic field at
Poinsettia Community Park via the Poinsettia Community Park Synthetic Turf Field Replacement
Project, Capital Improvement Program, or CIP, Project No. 4614, or project; and
WHEREAS, the existing synthetic turf multi-purpose athletic field at Poinsettia Community Park
is nearly 11 years old and needs replacement due to its age and wear; and
WHEREAS, the heavy use of this field over time has resulted in splits/tears, and diminished
overall quality of the synthetic turf; and
WHEREAS, on June 17, 2025, the City Council adopted the Fiscal Year 2025-26 Capital
Improvement Program Budget, which included the project; and
WHEREAS, in preparation for this replacement, staff engaged a design consultant with extensive
experience in athletic fields to review the synthetic turf systems currently available and that review
included performance/durability, health concerns, environmental impacts and maintenance costs; and
WHEREAS, the Pivot, a non-infill synthetic turf field system manufactured by TenCate, was
ultimately specified for the project; and
WHEREAS, the project consists of removing and recycling the athletic field’s existing synthetic
turf and rubber infill material, regrading and re-compacting the subsurface, and installing the new
synthetic turf field system; and
WHEREAS, on Oct. 7, 2025, the City Council adopted a resolution adopting the plans,
specifications, and contract documents, and authorizing the City Clerk to advertise the project for bids;
and
WHEREAS, the project was advertised for public bids on October 8, 2025, and the engineer’s
estimate for the construction contract cost was $1,914,456; and
Nov. 18, 2025 Item #6 Page 4 of 6
Docusign Envelope ID: 70664F94-5D35-47BE-A08C-391631EDA26A
WHEREAS, staff received one bid for the construction of the project on Nov. 6, 2025, and
determined that Byrom-Davey, Inc. was a responsive and responsible bidder, with a bid amount of
$1,823,445.50; and
WHEREAS, the project appropriations to date total $2,200,000 from the Infrastructure
Replacement Fund, and the project expenditures and encumbrances to date total $51,749; and
WHEREAS, the total cost of the project - including expenditures and encumbrances,
construction contract, construction contingency, and construction management - is estimated to be
$2,200,000; and
WHEREAS, sufficient funds are available for the construction contract, construction
administration, and project contingency in the Capital Improvement Program Project Budget; and
WHEREAS, staff will complete the execution of the construction contract with Byrom-Davey,
Inc., schedule a pre-construction meeting, and issue a notice to proceed.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows:
1.That the above recitations are true and correct.
2.That the proposed action for awarding a construction contract for the Poinsettia Community
Park Synthetic Turf Field Replacement Project is categorically exempt from environmental
review under California Environmental Quality Act Guidelines Section 15301 because it
involves the maintenance, repair or minor alteration of existing facilities with negligible or
no expansion of the existing or former use. No exceptions to the categorical exemption as
set forth in CEQA Guidelines Section 15300.2 or Carlsbad Municipal Code Section
19.04.070(C) apply.
3.That the bid in the amount of $1,823,445.50 submitted by Byrom-Davey, Inc. for
construction of the Poinsettia Community Park Synthetic Turf Field Replacement Project is
hereby accepted and the Mayor is hereby authorized to execute the construction contract
in an amount not to exceed $1,823,446.
4.That the City Manager or designee is hereby authorized to approve change orders to the
project’s construction contract in an amount not to exceed $296,305.
Nov. 18, 2025 Item #6 Page 5 of 6
Docusign Envelope ID: 70664F94-5D35-47BE-A08C-391631EDA26A
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City
of Carlsbad on the 18th day of November, 2025, by the following vote, to wit:
AYES: Blackburn, Bhat-Patel, Burkholder, Shin.
NAYS:
ABSTAIN:
ABSENT:
Acosta.
None.
None.
______________________________________
KEITH BLACKBURN, Mayor
______________________________________
SHERRY FREISINGER, City Clerk
(SEAL)
Nov. 18, 2025 Item #6 Page 6 of 6
Docusign Envelope ID: 70664F94-5D35-47BE-A08C-391631EDA26A