HomeMy WebLinkAboutStaff Report 2501-3998CITY OF PALO ALTO
CITY COUNCIL
Monday, June 09, 2025
Council Chambers & Hybrid
5:30 PM
Agenda Item
9.Approval of Construction Contract No. C25193640 with FieldTurf USA, Inc. in the Amount
of $3,064,185 for Stanford Palo Alto Community Playing Fields Turf Replacement Project
PG-26000, and Authorization of Contract Contingency in an Amount Not-to-Exceed
$306,419; and Amend the FY 2025 Budget in the Capital Improvement Fund and the
Parks Dedication Fund; CEQA status – categorically exempt under CEQA Guidelines
sections 15301 (Existing Facilities) and 15302 (Replacement or Reconstruction). At-Places
Supplemental Report Added
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City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Community Services
Meeting Date: June 9, 2025
Report #:2501-3998
TITLE
Approval of Construction Contract No. C25193640 with FieldTurf USA, Inc. in the Amount of
$3,064,185 for Stanford Palo Alto Community Playing Fields Turf Replacement Project PG-
26000, and Authorization of Contract Contingency in an Amount Not-to-Exceed $306,419; and
Amend the FY 2025 Budget in the Capital Improvement Fund and the Parks Dedication Fund;
CEQA status – categorically exempt under CEQA Guidelines sections 15301 (Existing Facilities)
and 15302 (Replacement or Reconstruction).
RECOMMENDATION
Staff recommends that City Council:
1. Approve and authorize the City Manager or their designee to execute construction
contract with FieldTurf USA, Inc. (Contract No. #C25193640)1 in the amount not to
exceed $3,064,185 for the purchase and installation of a synthetic field replacement for
Stanford Palo Alto Community Playing Fields Turf Replacement Capital Improvement
Program project (PG-26000); and
2. Authorize the City Manager or their designee to negotiate and execute one or more
change orders to contract No. C25193640 with FieldTurf USA, Inc. for related additional
but unforeseen work which may develop during the project, the total value of which
shall not exceed $306,419.
3. Amend the Fiscal Year 2025 Budget Appropriation (requires a 2/3 approval) for:
a) Capital Improvement Fund by:
i) Increasing the Transfer In from the Parks Dedication Fund by $961,490;
and
1 Contract No. #C25193640
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ii) Increasing the appropriation for Stanford Palo Alto Community Playing
Fields Turf Replacement Project (PG-26000) by $961,490;
b) Parks Dedication Fund by:
i) Increasing the Transfer To appropriation to the Capital Improvement
Fund by $961,490; and
ii) Decreasing the Ending Fund Balance by $961,490.
EXECUTIVE SUMMARY
The synthetic turf fields at the Stanford Palo Alto Community Playing Fields (Mayfield fields),
installed in 2016, are now at the end of their useful life and require full replacement to
maintain safe and high-quality playing conditions. The current infill material, thermoplastic
elastomer (TPE), has performed poorly in the Bay Area‘s climate, leading to heat-related
degradation and user complaints throughout fields in the region.
To address this, staff evaluated a range of replacement options through site visits to
comparable fields, consultation with stakeholders, and technical analysis. Alternative infill
materials were assessed for safety, performance, and compatibility with existing site
infrastructure. Based on findings, cork infill emerged as a viable, irrigation-free, organic
alternative.
The scope of work includes replacing the synthetic turf, infill, and the underlying pad, which has
also reached the end of its useful life and a maintenance contract for the life of the eight-year
warranty. Staff recommends moving forward with FieldTurf USA, Inc. through a cooperative
purchasing agreement to ensure timely project delivery and continuity of service at this high-
demand community recreational facility.
BACKGROUND
On May 2, 20052, the City Council approved the City of Palo Alto and Stanford Development
Agreement and Lease. Under this agreement, the City accepted the completion of the Stanford
Palo Alto Community Playing Fields (also known as the Mayfield fields), including two synthetic
turf soccer fields and a practice area, from Stanford University on August 9, 2006. This initiated
a 51-year lease term. The six-acre site is dedicated exclusively to park and recreational use for
the duration of the lease. Since installation, the fields have been highly utilized and continue to
experience high demand from youth and adult soccer leagues, as well as drop-in users.
2 City Council, May 2, 2005; Agenda Item #8 SR #236:05,
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To maintain the safety and usability of the site, the City Council approved the replacement of
the synthetic turf on the two soccer fields on November 30, 20153. While the base, drainage,
and shock pad remained in good condition, the turf surface and infill were replaced with a
Greenfields synthetic turf system using thermoplastic elastomer (TPE) infill. This system was
selected in part because it contained no recycled tire products, representing an improvement
over the original installation. However, the TPE infill has not performed well in the Bay Area‘s
climate. High temperatures have caused the infill to soften and melt, leading to ongoing issues
with field quality and user experience throughout fields in the Bay Area. To prolong the use of
the fields, most of the deteriorating TPE infill was removed in December 2022 and replaced
with a higher grade of TPE rated for higher heat and ultraviolet light resistance. Some
deteriorating TPE remained as it could not be removed without damaging the turf and this is
melting and clumping in high heat.
The Community Services Department manages four synthetic athletic fields: El Camino Park, the
Stanford Palo Alto Community Playing Fields, and a field at Cubberley. Two of these synthetic
turf fields, El Camino Park and Stanford Palo Alto Community Playing Fields, have reached or
are near the end of their useful life and require replacement.
To address this, a Capital Improvement Project (PG-24000) for the replacement of the El
Camino Park synthetic turf field was included in the FY 2024 Adopted Capital Budget. However,
at the Finance Committee meeting on May 21, 20244, the City Council directed staff to conduct
additional analysis to inform future field replacements. In response, the City Council approved a
refined Turf Study on April 21, 20255, focusing initially on evaluating turf options for El Camino
Park. The study is currently underway and will inform the decision for El Camino Park PG-24000
in FY 2026.
In the meantime, staff has identified an urgent need to replace the synthetic turf, base, and pad
at the Stanford Palo Alto Community Playing Fields (CIP Project PG-26000) in FY 2025. This
field’s condition has deteriorated to a point where safety concerns could soon necessitate
partial or full closure. Delaying the replacement of the synthetic turf system could lead to field
closures, directly affecting youth and adult leagues, scheduled programming, general drop-in
use, and revenue loss, and would limit staff’s ability to effectively coordinate construction
timelines, as other capital projects are scheduled based on this project’s timeline. Addressing
3 City Council, November 30, 2015; Agenda Item #11; SR #6284
https://www.cityofpaloalto.org/files/assets/public/v/1/agendas-minutes-reports/reports/city-manager-reports-
cmrs/year-archive/2015/id-6284-stanford-palo-alto-fields.pdf
4 Finance Committee, May 21, 2024; Agenda Item #1; SR# 2402-2664,
https://cityofpaloalto.primegov.com/Portal/viewer?id=0&type=7&uid=543c404f-2b05-4cbb-b9df-75ffb768545d
5 City Council, April 21, 2025; Agenda Item #12, SR #2503-4446,
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=83366
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this replacement now ensures continued community access, avoids compounding delays, and
aligns with broader operational capacity planning.
ANALYSIS
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To participate under this agreement, staff issued a Request for Quotation to Sourcewell and
received a proposal from FieldTurf USA, Inc. on April 2, 2025. During preliminary planning and
research for turf replacement projects, staff proactively explored alternative pricing options
and obtained informal estimates from vendors outside of cooperative purchasing agreements.
These estimates were significantly higher. In addition, feedback from industry professionals,
including turf manufacturers and installers, consistently recommended cooperative purchasing
agreements as the most cost-effective and transparent procurement method for public
agencies, due to reduced rates achieved through economies of scale.
Pursuant to Palo Alto Municipal Code section 2.30.360(j), the city is authorized to utilize
cooperative purchasing agreements in lieu of conducting its own competitive solicitation.
FISCAL/RESOURCE IMPACT
The majority of the funding necessary for the actions recommended in this report is available in
the FY 2025 Adopted Capital Improvement Program. Additional funding of $961,490 is
requested from the Parks Dedication Fund.
The increase over the original project budget is primarily due to a revised scope of work. The
original estimate did not include full replacement of the shock pad and aggregate base, both of
which have deteriorated and must be replaced to ensure field safety and long-term
performance. Furthermore, the aggregate base of rock and fines has become unstable and no
longer provides adequate drainage. Staff has reviewed the proposal and believes the pricing is
reasonable and aligned with current industry standards for a project of this scale and
complexity.
STAKEHOLDER ENGAGEMENT
To ensure a transparent and informed process, staff have proactively engaged a range of
stakeholders throughout the planning phase. This has included conducting site visits,
researching best practices, and holding discussions with representatives from nearby
jurisdictions. Staff extended invitations to members of the Parks and Recreation Commission’s
Playing Field Ad Hoc Committee, as well as the former Playing Field and Racquet Court Ad Hoc
Committee, to participate in field evaluations and observe turf performance across various
installations. Additionally, staff notified user groups of the Stanford Palo Alto Community
Playing Fields about the planned replacement project and anticipated construction timeline.
The project was also referenced during the April 21, 20256, City Council meeting as part of the
6 City Council, April 21, 2025; Agenda Item #12, SR #2503-4446,
https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=83366
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broader discussion on the Turf Study contract. The Parks and Recreation Commission has
received updates on this maintenance project throughout the year, both through Departmental
Reports and during the annual CIP Review presented in the December 2024 and January 2025
meeting agendas.
ENVIRONMENTAL REVIEW
APPROVED BY:
Item No. 9. Page 1 of 2
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City Council
Supplemental Report
From: Kristen O'Kane, Community Services Director
Meeting Date: June 9, 2025
Item Number: 9
Report #:2506-4816
TITLE
Approval of Construction Contract No. C25193640 with FieldTurf USA, Inc. in the Amount of
$3,064,185 for Stanford Palo Alto Playing Fields Turf Replacement Project PG-26000, and
Authorization of Contract Contingency in an Amount Not-to-Exceed $306,419; and Amend the
FY2025 Budget in the Capital Improvement Fund and the Parks Dedication Fund; CEQA status -
categorically exempt under CEQA Guidelines section 15301 and 15302.
Question from Councilmember Reckdahl:
During Council's previous discussion about artificial turf, staff's intention was to select artificial
turf whose grass blades did not contain PFAS. This week's turf-replacement staff report doesn't
indicate whether or not the grass blades will contain PFAS. Are PFAS-free blades still planned?
Since PFAS can be added to the chemical mix or can also be generated during the
manufacturing processes' chemical reactions, will the final blades be tested to confirm no
PFAS?
Staff Response:
Staff have conducted further due diligence on the synthetic turf manufacturer, FieldTurf,
selected for the Stanford Palo Alto Playing Fields Turf Replacement Project, including reviewing
products to verify availability of a PFAS-free synthetic turf product.
Public Works Environmental Services Watershed Protection and Community Services met with
the California Department of Toxic Substances Control (DTSC) to learn more about the specific
product being considered, and PFAS in general. Specifically, staff met with DTSC scientists that
are evaluating artificial turf as part of their Safer Consumer Products program. DTSC indicated
that it is most concerned with intentionally-added PFAS, or PFAS added during the
manufacturing process.
Based on this research and follow-up, staff have confirmed that FieldTurf manufactures
synthetic turf products without intentionally-added PFAS and this is the product that will be
Item No. 9. Page 2 of 2
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installed at Stanford Palo Alto Playing Fields. FieldTurf will test the product after installation to
verify no intentionally-added PFAS. While testing of the product immediately prior to
installation might be preferable, it would result in significant project delays as the time from
manufacture to installation is a few weeks, while obtaining testing results could take several
months.
APPROVED BY: