Exhibit 1 - Agenda Information Sheet
City of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: October 17, 2023
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager to execute a contract with MasterTurf Products and Service, Inc. through the
Buy Board Cooperative Purchasing Network Contract # 706-23, for the athletic field renovations project
for the Parks and Recreation Department; providing for the expenditure of funds therefor; and providing an
effective date (File 8332 – awarded to MasterTurf Products and Service, Inc., for one (1) year, with the
option for two (2) additional one (1) year extensions, in the total three (3) year not-to-exceed amount of
$2,000,000.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Strengthen Community and Quality of Life.
INFORMATION/BACKGROUND
On March 1, 2022, the Parks, Recreation, and Trails System Master Plan (PRTSM) was adopted by the City
Council. The Park Planning Division for the Parks and Recreation Department assists with the management,
coordination, and execution of various projects proposed within the PRTSM. In addition, the Park
Maintenance Division is responsible for maintaining multiple assets within the park system, including
athletic fields such as baseball, softball, soccer, football, etc.
Athletic fields are held to Class AA maintenance classification, which requires higher maintenance
(watering, mowing, prepping, staff time) to provide a safe playing environment for the users. Maintenance
staff must constantly conduct repairs or enhance athletic fields throughout the year to reduce maintenance
efforts or create safe playing conditions. The lifecycle of a ball field is typically 25-30 years, depending on
the use. Park Planning & Maintenance staff has identified the need to start renovating specific ballfields
that create unsafe playing conditions and/or add maintenance responsibilities that can be avoided with
necessary improvements, such as the Denia Park Renovation project that is a current park planning project
with a scope of renovating the softball/baseball fields.
The proposed contract will assist staff in performing full or partial renovations of various athletics fields
within the Parks and Recreation inventory system. Service includes but is not limited to re-grading infield
and/or outfield, sod repairs/replacement, and infield mix addition. While the exact amounts will vary
depending on project requirements, staff anticipates allocating funds for these services annually. In addition,
this will help the Park Planning staff, as they have been taking on more projects as the General Contractor
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
(GC), to reduce costs and allocate more funding for the actual construction work. Overall, this contract is
expected to accelerate and facilitate the timely delivery of completed projects for the benefit of the
community.
Year 1 Year 2 Year 3 Total
*$1,100,000 $400,000 $400,000 $1,900,000
Contingency $100,000
Total $2,000,000
*Costs reflect the Denia Park Renovation Project.
Pricing was obtained through the Buy Board Cooperative Purchasing Network, has been competitively bid,
and meets the statutory requirements of Texas Local Government Code 271.102.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On February 1, 2005, the City Council approved the interlocal agreement with the Buy Board Cooperative
Purchasing Network (Ordinance 2005-034).
RECOMMENDATION
Award a contract with MasterTurf Products and Services, Inc. for the athletic field renovations project for
the Parks and Recreation Department, in a not-to-exceed amount of $2,000,000.
PRINCIPAL PLACE OF BUSINESS
MasterTurf Products and Services, Inc.
Hurst, TX
ESTIMATED SCHEDULE OF PROJECT
This is an initial one (1) year contract with options to extend the contract for two (2) additional one (1) year
periods, with all terms and conditions remaining the same. This Buy Board contract expires on May 31,
2026.
FISCAL INFORMATION
The City will only pay for services rendered and is not obligated to pay the full contract amount unless
needed. Funds will be used from various sources, such as the American Rescue Plan Act (ARPA), Park
Dedication and Development Funds, Capital Improvement, or Capital Maintenance accounts. Funds may
also be used from other City Departments requiring the services listed within the contract.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940) 349-7100
Purchasing Manager
For information concerning this acquisition, contact: Russell Koch, (940) 349-8232.
Legal point of contact: Marcella Lunn at (940) 349-8333.