Authorize FieldTurf contract for Community Center playground safety surface

RESOLUTION NO. 2026- A RESOLUTION OF THE VILLAGE OF PINECREST, FLORIDA, AUTHORIZING THE VILLAGE MANAGER TO ENTER INTO A CONTRACT WITH FIELDTURF FOR PINECREST COMMUNITY CENTER PLAYGROUND SAFETY SURFACE; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, FieldTurf is based on the Sourcewell contract # 031622-FTU; and WHEREAS, Sourcewell provides predetermined preferential pricing through approved vendors; and WHEREAS, individual municipalities do not have to duplicate the bidding process per Sourcewell Contract, since the products have already been bid at the national level; and WHEREAS, pursuant to Section 2-287 of the Code of Ordinances, the Village Manager is authorized to execute contracts, as entered into by other governmental authorities, provided that the governmental authority has followed a competitive bidding procedure leading to the award of the bid or contract in question; and WHEREAS, the Village Manager wishes to enter into a contract with FiledTurf for the renovation of the playground safety surfaces at the Pinecrest Community Center;

NOW, THEREFORE,

BE IT RESOLVED BY THE VILLAGE COUNCIL OF PINECREST, FLORIDA, AS FOLLOWS: Section 1. That the Village Council hereby authorizes the Village Manager, pursuant to Section 2-287 of the Code of Ordinances, to “piggyback” through the Sourcewell cooperative purchasing contract (#031622-FTU); for the renovation of the playground safety surfaces at the Pinecrest Community Center in amount not to exceed $79,950, funded within the capital improvement funds for the current fiscal year. Section 2. This resolution shall take effect immediately upon adoption. PASSED AND ADOPTED this ___ day of ________, 2026. Joseph M. Corradino, Mayor Attest: ____________________________ Priscilla Torres, MMC Village Clerk Approved as to Form and Legal Sufficiency: ____________________________ Mitchell Bierman Village Attorney Consent Agenda DATE: May 22, 2026 TO: Yocelyn Galiano, ICMA-CM, Village Manager FROM: Robert C. Mattes, CPRE, CPSI, Parks and Recreation Director RE: Pinecrest Community Center Playground Safety Surface The Parks and Recreation Department respectfully recommends that the Village Council approve moving forward with the renovation of the playground safety surfaces at the Pinecrest Community Center. This project includes renovating the existing poured-in-place safety surface in the 2–12-year- old play area and replacing the synthetic turf safety surface in the Mobius climber area. Both surfaces have reached the end of their expected service life and now require replacement to maintain the safety, functionality, and overall quality of the playground environment. As one of the Village’s most heavily utilized playgrounds, replacing these worn safety surfaces is a critical investment in preserving a safe, accessible, and enjoyable recreational space for the community. The proposed improvements will enhance fall protection, improve aesthetics, and extend the long-term usability of the playground. The project is fully prepared to move forward and is funded through the current fiscal year Capital Improvement Program budget. To ensure an efficient and cost-effective procurement process, the Department has secured a partnership with FieldTurf through the Sourcewell cooperative purchasing contract (#031622-FTU). Utilizing this competitively solicited contract allows the Village to expedite project delivery while maintaining compliance with procurement standards and achieving competitive pricing. The total cost for both of the safety surface installations is $79,950, and is funded within the capital improvement funds for the current fiscal year. Given the immediate need for replacement, the project’s readiness, the availability of funding, and the importance of maintaining safe and high-quality recreational amenities for the community, staff respectfully recommends that the Village Council approve moving forward with the Pinecrest Community Center playground safety surface renovation project at this time. COOP PRICING PROPOSAL Pinecrest Community Center Playground, FL May 21, 2026 FieldTurf USA, Inc. is pleased to present the following proposal. FieldTurf pricing is based on the Sourcewell contract. Sourcewell provides predetermined preferential pricing through approved vendors. Since the products have already been bid at the national level, individual municipalities do not have to duplicate the bidding process per Sourcewell Contract # 031622- FTU. Click on the following Sourcewell hyperlink for contract due diligence documentation: Sourcewell Danny Alberty, CPRP Assistant Parks and Recreation Director P: 305.284.0900 E: dalberty@pinecrest-fl.gov Description Quantity Units Total Synthetic Turf 1 - Removal of existing turf materials (approx 4,800sf) - Existing pad and stone to remain. Small corrections to planarity included. Pricing for replacement - Preparation of existing Pour in Place system for turf installation - Supply and install Command Core with 4lbs/sf sand infill. Includes red/yellow circle area on existing playground - Glue and tape for glued seams - Private wages - Freight and applicable taxes 8,815 SF $79,950.00 *Pricing to remove or replace existing nailer board, stone, pad, polyurethane filler not included in price. These items to be priced out separately as required. ** Assumes existing PIP system meets Fall Height Criteria and turf system improves upon the existing ratings COOP PRICING PROPOSAL PRICE DOES NOT INCLUDE: 1. Any markings or logos 2. The base upon which the FieldTurf artificial turf surface will be placed. FieldTurf shall not be responsible for the planarity, stability, porosity, nor the approval of the base upon which the FieldTurf surface will be installed, the drainage system, nor any construction or modification of existing installations around the fields. 3. Any Gmax or HIC testing 4. Any costs associated with necessary changes relating to delineation of the field. 5. The supply or installation of the field edging and perimeter nailer board. 6. The supply of or adjustment to manholes or clean-outs, grates and supply of the manhole covers. 7. Any alteration or deviation from specifications involving extra costs, which alteration or deviation will be provided only upon executed change orders, and will become an extra charge over and above the offered price. 8. Site security. 9. Repair or resurfacing existing asphalt parking lot if damaged by truck traffic. 10. Site restoration, sodding, landscaping or grow-in. 11. Permit fees, Inspection fees. Performance and Payment Bond fees. 12. A vehicle to tow FieldTurf maintenance equipment. 13. Anything not explicitly noted in the inclusions. The price is valid for a period of 90 days. TERMS AND CONDITIONS • Installation will be scheduled upon receipt of approved purchase order, signed agreement, or signed subcontract. • Price is based on assumption that area is free and clear of installed playground or sporting equipment. • This quote is bid to Manufacturer’s specifications. • Payment in full is due within thirty (30) days of completion of installation. Payment is not conditioned upon receipt of payment from the owner or upper tier contractors. Retainage shall not apply. • Proposal includes only what is stated in this proposal. Any alterations or deviations will be executed only upon written orders and will become an extra charge over and above the estimate. Any overages will be billed accordingly. • FT Commercial must be notified within 48 hours of any changes to confirmed installation dates. Redeployment fees of $1,500.00 per occurrence will be assessed if crews are delayed or turned away following confirmed dates. Restocking and shipping fees may also apply for projects that are rescheduled, cancelled or delayed more than three days. • Installation Supervisor will act as our on-site representative but is not able to bind the company to any agreements, including verbal. All decisions are to be made by authorized office personnel only. • Any delays caused by weather conditions and/or temperatures that are unsafe, or delays by Owner, Contractor, or any other subcontractors not under the direct control of Fieldturf commercial must be extended regardless of the extension allowed by owner. • Any additional site work not included within the stated scope of work, including sub-base, grading, drainage, etc., is the responsibility of the owner. • FT Commercial will provide a brief visual inspection of the sub-base. There is no testing we can do to ensure the base was done correctly. Proceeding with installation of surfacing does not constitute acceptance of the sub-base. COOP PRICING PROPOSAL • Security during install and upon completion is the responsibility of the owner. • Warranties will not be issued until payment in full is received. • All projects over $10,000.00 may be issued a preliminary lien. CONSTRUCTION ASSUMPTIONS • Our pricing is based on the ability to perform all our work with clear, sequential, and continuous access without interruption during normal daytime working hours. We will require exclusive access to the area for our work during the construction process. • We have assumed one mobilization for the installation, including the delivery and staging of materials. FT Commercial should be notified in advance if prior staging of materials is required so that the project may be priced accordingly, otherwise additional mobilization fees will apply. • Pricing assumes secure storage and adequate lay down area for our tools, equipment, and materials, within close proximity to the installation site. • Pricing assumes access to electrical outlets and water available within 100 feet of work area. • FT Commercial cannot be responsible for moving or repairing of any underground utility lines such as electrical, telephone, gas, water, or sprinkler lines that may be encountered during installation. Please feel free to reach out to any member of our project team with questions about our offer: David Trevisonno - Project Manager (514) 375-2645 David.Trevisonno@FieldTurf.com Name: Company:____________________________________ Signature: Title: ____________________Date: _________ Thank you again for your interest in FieldTurf, we look forward to working with you. The present proposal serves to provide an overview of the terms and conditions governing the business relationship between the parties for the completion of the above-referenced transaction. The parties hereby undertake to subsequently formalize their agreement by signing a more detailed agreement and/or purchase order (“Contract”) and as such the amount listed herein shall be an estimate which will be formalized in said Contract. FieldTurf USA, Inc. holds the Cooperative Purchase contract, any PO for Contract must be made out to FieldTurf USA, Inc. 175 N Industrial Blvd NE. Calhoun, GA 30701 If you have questions regarding the FieldTurf and Beynon SmartBuy Cooperative Purchasing Program, please contact Eric Fisher at: Eric.Fisher@smartbuycooperative.com.