Track project update at Jimmie Snider Field

As we near completion of the track project at Jimmie Snider Field, I would like to provide an update on the work that has been done and the rationale for decisions that were made during the project.

The project:

A capital levy was passed last November, which allowed the district to collect $195,000 per year during the 2013 and 2014 calendar years. The total amount of the capital levy was $390,000. In addition, the district received a donation of $130,000 from Project 56. The combination of the two funds allowed for a total project of $520,000.

Following the RFQ and bid process, Design West Architects out of Pullman were awarded the design phase of the project. Design West has also served as the project manager continuing to assist the district throughout the summer. In addition, The Land Group has worked with Design West as part of the design and construction oversight. Our contract with Design West is for $50,950.

After the design phase we went to bid in order to select a contractor for the construction phase of the project. The winning bid was awarded to Halme Builders out of Davenport for $441,570. There were several items that we were not able to get into the base bid of the project (because of financial reasons) but that were bid alternates. During construction we could have financed bid alternates if other portions of the project came in under bid or if we chose to spend additional funds to purchase the alternates. Two items that we wanted to have in the project, but that came in as bid alternates, were an underground sprinkler system and a red all-weather track surface.

As mentioned, the tax collection for the project will occur in 2013 and 2014. In order to complete the project this summer we decided to obtain an LGO bond (limited general obligation), which allowed us to borrow $325,000 that will be collected in future taxes. At the time we obtained the LGO interest rates were extremely low, and we were able to borrow the funds at 1.39 percent interest. Altogether, the fees associated with securing the LGO and the interest totaled roughly $10,000.

When you combine the architect’s fee of $50,950, the base bid contract of $441,570 and the fees and interest of the LGO bond of roughly $10,000, the total project came in at $502,520. As mentioned, we had $390,000 from the capital levy and $130,000 from the Project 56 donation for a total of $520,000. When combined with the funds we had in our capital projects account, we had close to $540,000 as we began the all-weather track project. Consequently, at the beginning of the project we had roughly $37,500 in capital funds for project overruns and any unforeseen costs.

Initially we debated whether or not to stay with the base bid and the black all-weather surface or to use our available capital funds and a potential donation from a private party in order to commit to a red all-weather surface. The red all-weather surface would cost the district an additional $50,000 as a bid alternate. After discussing the issue, the Board decided not to pursue the red surface (and I support their decision and rationale) so that we had funds available during the project for any unforeseen costs. As the project has progressed this has turned out to be a very wise decision.

Additional costs on the project:

As many of you know, and I have learned, there are always issues that come up during a construction project. During construction we have run into several issues that have added to the cost of the project. To begin with, the existing water line around the track turned out to be directly under the area where the new curbing and drain were to be located.

Therefore, as we abandoned the water line we had to find a temporary way (which turns out to be a long-term solution) to water the football field.

Consequently, we purchased a large sprinkler that is similar to an end gun a farmer would use to water the corner of a pivot. This end gun is solar powered and automatically reels in a large sprinkler the full length of the football field. This sprinkler runs on an inch and a half hose that is connected to the only water supply we had available (the main box where water enters the property).

The sprinkler can water the entire field in three sets and has allowed us to keep the field in great shape during the construction of the track. The sprinkler was not cheap. It was $5,600, but we will continue to use it until we can put in underground sprinklers at some point in the future. When that occurs, we will transfer the sprinkler to the baseball and softball fields to add to our water system at the ball fields.

The sprinkler we purchased allowed us to continue the track construction without delay. However, we had to make a decision on what we wanted to do in order to provide a long-term water solution for the property. After considering several options, we decided on a $12,325 add on that allowed us to run water to the grand stands (with back flow protection), added a three-inch line and hose bibs around the perimeter of the football field, and added a line under the track to water the grounds on the east side of the property next to the golf course.

In addition to the above-mentioned costs, we entered into a contract with ALLWEST Testing and Engineering. They served as our inspector/representative in order to ensure proper earthwork testing on the track surface (soil and gravel) and density testing on the asphalt. The cost of this service was $5,923. Initially I did not understand the importance of this service. However, after we have gone through the process of soil and gravel compaction and the laying of asphalt, I completely understand the need for this type of service as it helps ensure the quality of the product that we will be laying our all-weather track surface upon.

Altogether, the additional costs of the project have totaled roughly $24,000. The $37,500 we had in additional capital funds has been critical to completing this project in the proper manner. Even though some community members will be disappointed that we were not able to install a red surface (to be honest I am too), from a financial standpoint I am glad that we made the decision not to add the red surface as a bid alternate. If we would have, we would have been in serious trouble when we needed additional funds for costs that we did not foresee (water issues and testing services).

Project Completion:

We were scheduled to begin the installation of the all-weather surface on Monday, Sept. 16. After the installation of the all-weather surface we will schedule striping. At this time we are tentatively scheduled for a Sept. 25 final meeting and review with Design West and The Land Group.

Thank you!

Finally and most importantly, I want to thank the taxpayers and Project 56 for making this project become a reality. In the end, I believe we will have a project and a track facility that our students, community, taxpayers, and all who have donated to Project 56 can be extremely proud of.

If you have any questions about the track project, please contact superintendent Rob Roettger at [email protected] or at 509-659-1660.