Our Process - Polytan
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HOW TO GET A SPORTS SURFACE

At Polytan, we understand that choosing to design and build a new sports facility or upgrade your existing aged track/field or pitch is a big decision and a commitment to invest. Our skilled team plus tried and tested processes will help you every step of the way to ensure your investment meets your individual needs.

With Polytan on your team, rest assured we can be as involved as much or as little as you like. From initial design concepts to planning and manufacturing, from project management to installation and servicing, it’s all part of the outstanding Polytan service you can rely on with designing and constructing a new synthetic sports facility.

Our team will ensure that all our works go to plan, and you will be kept informed throughout the entire process. Below is a diagram showing you the steps taken when embarking on this exciting experience.

How to get a synthetic field installed

Our Process

The first step to your obtaining your sporting facility is to choose the right company for you. This decision comes down to:

  •  Who provides the best initial advice and direction?
  •  Who will provide the best project assistance with regular, open communication?
  •  Who has a strong track record and been around for long enough?
  •  What do their previous customers say and what do those facilities look like after an extended time?
  •  Will your selected partner be around to service warranties and offer advice?
  •  Who can you rely on to get the best result with a hassle-free process?

 

We believe when all this is considered Polytan is the partner for you. There are a few things you may want to consider before taking the next step, such as:

  •  Have you got the best team together your end – for a new design and construct, this will be significant civil construction project so have you got your team experts and champions?
  •  What are the hours of use each week for the facility?
  •  Do you have any physical restrictions or safety concerns?
  •  Is the facility home to elite athletes or community participation?
  •  What style of construction will suit the location?
  •  What will you do to ensure the right level of maintenance is undertaken?
  •  Have you considered a sinking fund for future resurfacing?
  •  How do you integrate into adjoining areas?
  •  What is your budget and how much is this all likely to cost?
  •  Have you secured funding or been approved an approximate budget?

 

As you can see, there are many things to consider when researching your new synthetic sports facility. The good news is, we have many answers to your questions.

To discuss your requirements and help with some of your questions, contact us today and we’ll provide all the information you need. We’ve got you covered!

THE PROJECT IS IDEAL FOR THE SITE, BUT IS THE SITE IDEAL FOR YOUR PROJECT?

Ensuring that the proposed location is suitable for the proposed development is a critical consideration. Polytan suggests an early technical assessment of the location to ensure a solid base can be constructed – the basic premise for the success of your project.

Polytan offers recommendations and advice on site assessment, ensuring the appropriate professionals undertake geotechnical analysis and a detailed survey of the location.

This information is essential in determining the likely design considerations and overall project budget. Until you have this work undertaken, the best anyone can offer is a guess at what the project will cost.

The next step in the process is to meet and discuss the results with our experienced engineering team, either from the comfort of your own location or in our offices.

IMPORTANT – this does not mean you are committed, you will not get a hard sell, rather your specific requirements identified and advice provided for you to consider and discuss with your team.

All Polytan engineers and experienced project managers have the skills to understand and interpret the site investigation results and the critical issues for your development and included sport(s). In addition, we are thinking about the environmental effects and any possible project conflicts as well as budget considerations.

With your input, we fine-tune everything to create a preliminary design and overlay for your finished sports facility.

Once the scope of works is confirmed, it is time to get down to business with preparation of detailed cost estimates. Serious thought goes into this process to prevent any unexpected costs arising mid-construction.

Ensuring that the product surface you want to be installed is the best suited for your needs, you may need to know a bit more about your options. We exclusively use our partner company and manufacturing arm, Advanced Polymer Technology (APT Asia Pacific) because quality is the critical to a successful result. There are many choices in the market, but a quality product is the only option when it comes to your project and its longevity. The range of sports surfaces from APT are high in quality, scientifically proven to withstand the harshest Australian climate and are made right here in Australia.

APT Asia Pacific manufactures the product range in their award-winning, ISO 9001:2014 Certified factory in Melbourne. APT Asia Pacific is a global leader in the development and manufacture of innovative, high performance and environmentally friendly sports and recreational surfacing systems. Working hand-in-hand with our surface supplier affords us the opportunity to ensure that your surface of choice is customised to suit your installation needs. A visit through our ‘Hall of Fame’ state-of-the-art facility in Dandenong South, will give you an understanding of the process we bring to your project you could actually return to see your project being manufactured!

Take the time to visit the Polytan and APT factory, talk with our team and ask all the questions you need to ensure you become an educated buyer. Whatever your sport requirements, Polytan has you covered and has a surface to suit.

Our design will ensure specific works packages are prepared for pricing from various selected partners and appropriate local companies. Sufficient time is provided for them to consider their costs and involvement, and communication during this process removes the need for unnecessary contingencies to be applied.

A tender or pricing submission should be thorough and complete with any clarifications or exclusions clearly identified. You can rely on Polytan’s detailed pricing breakdown to cover all the requirements. There no hidden costs with us, but you should be aware that not all companies operate with the same philosophy.

Post tender interviews, presentations, discussions and clarifications are deemed essential – and if you do not ask all the right questions, we will.

Polytan always offers a draft contract for your consideration and work within the Australian Standards.

Time to hold hands and jump in – commitment is now required by both parties!

Be sure you understand your commitments and that of your contractor when agreeing to the following:

  • Scope – the extent of works is discussed and agreed.
  • Final Check – any questions now might have been covered but time to ask one last time and ensure every item is understood.
  • Late Changes – we understand this can happen, but time for those changes is now.
  • Terms – you now understand what we are doing, how you will ensure it gets done, and when payments are required.
  • Authorisation – the site is ready to go, and it is time to put pen to paper.

 

With Polytan as your contractor, you know we are committed to:

  • Price – it is not an estimate; it is a firm price. There are no hidden costs and charges, and if there are unknowns, we have identified them to you clearly along with a fair process for working out any costs and margins.
  • Timing – our detailed works programme identifies the start and finish dates, and while the weather can be unpredictable, we understand planning has begun on the facility start date.

Polytan understands this is the day you have been waiting for and will work with you to make sure it kicks off in style.

Site establishment will include the implementation of all the agreed processes and plans:

  • Work Health and Safety – all project employees and subcontractors will be inducted and made aware of agreed plans.
  • Traffic Management – the agreed plan will be formalised and closely monitored to ensure minimal disruption to the public.
  • Environmental – we understand the site requirements and expectations of local authorities and required standards.
  • Quality – the construction process identified various ‘hold points’ and sufficient notification will be provided for the relevant checks to be undertaken.
  • Site Meetings – these were agreed upon early in the process, and regular updates will be provided at meetings to ensure you are well aware of progress.
  • Communication – Polytan is committed to making sure you can pass on information to your key players, stakeholders and management team in a timely manner.

We now need to put your surface selection into production where our highly skilled craftsman and manufacturing team bring your dreams into reality.

Your sporting surface is custom made specifically for you in Dandenong, Melbourne. We use not only the best Australian practices but maximise vertical integration from yarn extrusion right through to in-house backing materials. No excuses, no third parties, no worries. It all sits with us.

Here is your last chance to consider changes to items such as line marking for the field and any alternative sport markings.

None of our competitors can come even close to our quality in the manufacturing process and there will be no disappointments at this crucial time.

Polytan understands the coordination and control of works is one of the most important elements of a successful project.

This role is taken seriously by our company with a can-do attitude to any reasonable requests. Any unforeseen developments or possible cost savings will be raised early and quickly to ensure they are dealt with efficiently and with minimal effect on project timing and cost.

Various contractors need direction and supervision to ensure a safe and well-organised workplace – this is second nature to our experienced and highly qualified team.

We know you will find Polytan a good partner to work with and a willing and flexible team that are eager to please.

We did not get to design and construct the four of the last five Olympic hockey fields without outstanding customer service, thorough project management, exceptional product quality and an experienced team who are passionate to deliver the worlds best synthetic sporting surfaces.

All our synthetic sports field and athletics facility installations are controlled and overseen by highly trained, experienced technicians and engineers working with our full team or local labour in an efficient and effective manner.

Our team has specialist equipment to make sure the installation runs smoothly with the closest attention to critical areas.

No uncontrolled subcontractors to just ‘get the job done’ but in-house specialists with previous experience giving them the knowledge to apply to your synthetic sports surface.

With Polytan, rest assured your installation or resurfacing is controlled by a team who has overseen work on an numerous Olympic and Commonwealth Game venues, World Cups and elite athletics facilities. Every project has a subsequent post-completion visit to double check you are happy and completely satisfied with the end result.

Prior to the anticipated completion, your team will be contacted to conduct a final walk over and check of the site. This gives you the opportunity to identify any areas you may believe require some final attention. Of course we would be happy to oblige with any final requests to ensure the scope of works is completely fulfilled satisfactorily.

At that handover meeting, our team will provide Operation and Maintenance manuals along with instructions to your personnel on how to maintain your new surface and facility.

Any areas that will require attention-to-detail such as drainage outlets and high traffic areas will be identified and advice provided on how best to attend to them.

Arrangements will be confirmed for post-completion testing, if required and a clear briefing provided on the process as agreed prior to the project commencement.

Polytan surfaces are guaranteed to meet all governing sports body requirements for global or national certification. Whether it be AFL/CA, IAAF, FIH, FIFA, WR, RFL or ITF, the published performance requirements will be achieved.

We will have already made you aware of the care and maintenance procedures and agreed responsibility to maintain your new synthetic sports facility. Our after-sales support will assure many years, trouble free use from your synthetic sporting surface. Any questions about the use and maintenance of your synthetic sports surfaces can be directed to our friendly team at any time. We are here to help and will be around for the life of your field to support you throughout the next 50 years.

Want to increase your knowledge of facility planning a little more? There are many ways to do this:

•  Attend one of Polytan’s Concept to Creation – Sports Field Symposiums. A free 1 day event ran at various venues across Australia that teaches you about the critical stages and elements in the planning and construction of your next synthetic sporting facility. Visit our news section to find out when our next event is.

 

•  Book a factory tour – make an appointment to attend a Polytan and APT factory tour with one of our engineers, who can tailor the visit to suit your particular needs and sporting requirements. Our scientists and chemists from the R&D department will also educate you on what to look for in a synthetic surface to ensure it retains it colour, functionality and consistency.

 

•  Visit other facilities that offer a similar surface to what you are looking for. Research always pays off and looking at other completed projects is one key factor that helps each planning team confirm what they want included in the design. It also shows the latest in innovation and technology as sport continues to evolve. Contact Polytan today for a list of venues near you that you can visit. We are happy to put you in contact with facility and project managers whom you can learn from.

 

•  Come and see us at the National Sports Convention. As Gold Sponsors of this National event, we are always available to speak about your upcoming project and often run short educational seminars within it.

 

So, is it time to start your own process? If so, call Polytan to discuss your upcoming facility and see what information, workshops, factory visits or reference we can provide you with to help turn your sporting concept into a spectacular creation.

Our friendly and experienced team are awaiting your call on 1800 663 812.

The Process
The Process
Book a Factory Tour
Book a Factory Tour
More References
More References
What We Do
What We Do

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