HomeMy WebLinkAbout12-03-2013 c4 santa rosa park play equipment replacement proj
FROM: Daryl R. Grigsby, Director of Public Works
Prepared By: Bridget Fraser, Senior Civil Engineer
SUBJECT: SANTA ROSA PARK PLAY EQUIPMENT REPLACEMENT PROJECT;
SPECIFICATION NO. 91028
RECOMMENDATION
1. Approve plans and specifications for the "Santa Rosa Park Play Equipment Replacement
Project, Specification No. 91029,”
2. Authorize staff to advertise for construction bids and authorize the City Manager to award a
contract if the lowest responsible bid is less than the Engineer’s Estimate of $150,000.
3. Authorize the transfer of $157,996 from the Play Equipment Replacement master construction
account to the equipment acquisition ($129,000), construction ($26,250), and design ($2,746)
phases of the project’s account.
4. Approve a California Multiple Award Schedule (CMAS) agreement purchase with Landscape
Structures, Inc. in an amount not-to-exceed $129,000 for the purchase of play equipment for
Santa Rosa Park Play Equipment Replacement project and authorize the Finance Director to
execute a purchase order following the bid opening.
DISCUSSION
Background
Starting in 1999, a program was created to replace the City’s playground equipment based on a 15-
year replacement schedule. This schedule enables the City to maintain compliance with State
regulations and provide a safe and enjoyable play experience for children. The Playground
Equipment Replacement Program is adopted as a part of the Capital Improvement Plan.
In addition to the City’s Playground Equipment Replacement Program, State Assembly Bill No.
1144, passed in 2008, mandates that playgrounds constructed between 1994 and 1999 be replaced
within fifteen years of installation. The equipment at Santa Rosa Park was installed in 1995 as part
of several playground renovation projects at that time. The equipment is 18 years old and due for
replacement.
This project will replace all of the play equipment within the existing playground areas; provide
safety surfacing underneath the equipment; construct access ramps into the play pit; and install a
new drainage system for the play area. This project will also remove the large concrete entry stairs
and ramps. During the design phase, staff received recommendations from parents, park
maintenance staff, police and parks and recreation staff for the removal of this feature. The raised
walls of the structure make it difficult to see into the play area from the adjacent fields and parking
lots and monitor activities in the play area. Removing the structure not only increases visibility into
the playground area from all sides it also opens up more useable space for the playground and the
equipment.
Meeting Date
Item Number 12/3/2013
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Santa Rosa Park Play Equipment Replacement (91029) Page 2
Plans and specifications (available for review in the Council Reading File) have been prepared for
the playground improvements and the project is ready for solicitation of bids. As in past play
equipment projects, it is recommended that the play equipment be purchased separately via
cooperative purchasing agreements and provided to the Contractor for installation on the project.
Play Equipment Purchase
During the spring of 2012, play equipment manufacturers were selected via a Request for
Qualification (RFQ) process to provide equipment for use in City playground projects. On May 9,
2012, the City Manager approved the top three manufacturers for the purchase of play equipment –
GameTime, Landscape Structures, Inc. and Miracle Recreation Equipment Company. One criterion
for selection was that the manufacturers participate in cooperative purchasing programs such as the
California Multiple Award Schedule (CMAS) and/or US Communities. This requirement enables
the City to purchase equipment and supplies at discounted prices. The City has purchased play
equipment via these programs since 2006 and staff recommends continuing with this approach.
During the design phase for this project, play equipment designs were solicited from all three
manufacturers using a nature-inspired tree house theme based on input received from a
neighborhood workshop on May 30, 2012. The final equipment selection was based on review and
comments from staff. A color rendering of the proposed equipment is provided in Attachment 2.
The final design was approved by the Parks and Recreation Commission at its December 5, 2012
meeting and includes equipment from Landscape Structures, one of the approved vendors. The play
equipment shall be purchased through a CMAS agreement. Staff recommends processing the
purchase order for procurement of the play equipment after bids are opened when award for
construction is imminent.
CONCURRENCES
1. The project was approved by the Parks and Recreation Commission at its December 5, 2012
meeting (Attachment 3).
2. The Community Development Department has granted a Categorical Exemption in
accordance with the California Environmental Quality Act (CEQA).
FISCAL IMPACT
There is currently $139,750 available in the project’s construction phase account from a Housing
Related Parks (HRP) Grant administered by the California State Department of Housing and
Community Development. These funds were appropriated into this project by Council at their
October 2, 2012 meeting.
Additionally, the 2009-11 Financial Plan, Appendix B, pages 3-238 to 3-241, identifies $430,000 to
support the construction phases for Emerson Park, Santa Rosa Park and Johnson Park playground
equipment replacement projects. To date, a total of $220,300 has been used for the Emerson and
Johnson Park playground projects leaving a remaining balance in the Play Equipment Replacement
Master account of $209,700 to support the construction and equipment acquisition for the Santa
Rosa Park play equipment replacement project. Staff recommends a transfer of $155,250 from the
master account to the Santa Rosa Park Play Equipment Replacement account to support this project.
A Budget Amendment Request will be prepared to make this transfer. All remaining funds in the
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Santa Rosa Park Play Equipment Replacement (91029) Page 3
Play Equipment Replacement Master Account will be carried forward for use on the future
Sinsheimer Playground project, currently under design.
The proposed budget and estimated equipment and construction phase costs for the Santa Rosa Park
Play Equipment Replacement project are shown below.
Proposed Budget:
HRP Grant $139,750
Transfer from Play Equipment Master Account $157,996
Total Proposed Budget $297,746
Estimated Project Costs:
Estimated Equipment Costs:
Landscape Sturctures Estimate $128,000
Additional Design $2,746
Contingencies $1,000
Total Estimated Costs $131,746
Estimated Construction Costs:
Construction $150,000
Contingencies $15,000
Misc., printing, advertising $1,000
Total Engineer's Estimated Costs $166,000
Total Estimated Project Costs $297,746
Construction management and inspection will be handled by in-house staff.
Staff recommends approval to award a CMAS purchase agreement to Landscape Structures, Inc. in
an amount not-to-exceed the proposed budget of $129,000 for the purchase of play equipment for
Santa Rosa Park Play Equipment Replacement project. Staff will execute a purchase order
following construction contract award.
ATTACHMENTS
1. Location map
2. Play Equipment Rendering
3. Parks and Recreation Commission minutes – December 5, 2012
AVAILABLE FOR REVIEW IN THE COUNCIL OFFICE
Plans and Specifications.
t:\council agenda reports\2013\2013-12-03\santa rosa park play equip spec 91030(grigsby-fraser)\council agenda report.docx
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ATTACHMENT 2
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ATTACHMENT 2
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Parks and Recreation Commission
MINUTES
Council Chambers
990 Palm Street
San Luis Obispo, CA 93401
Wednesday, December 5, 2012, 5:30 p.m.
CALL TO ORDER: Chair Steve Davis called the meeting to order at 5:30 p.m.
ROLL CALL: Commissioners: Craig Kincaid, Steve Davis, David Hensinger, Ron Regier,
Jeff Whitener and Susan Updegrove
ABSENT: Michael Parolini
STAFF: Shelly Stanwyck, Marti Reynolds, James Bremer, Devin Hyfield, Bridget
Fraser
Public Comment
Facilities and Aquatics Supervisor James Bremer introduced Devin Hyfield as the new Aquatics
Coordinator at SLO Swim Center.
1. Consideration of Minutes
MOTION: (Henderson/Whitener) Approve the November 7, 2012 minutes as submitted.
Approved: 6 yes: 0 no: 1 absent (Parolini)
Chair Davis approved reordering of the agenda items as follows:
2. Presentation: Santa Rosa Park Playground Equipment Replacement Review & Approval -
Bridget Fraser
City Engineer Bridget Fraser gave a PowerPoint presentation to the Commissioners explaining the
history and plans for replacement of the Santa Rosa Park playground equipment which was originally
installed in 1995 as part of several playground renovation projects. According to California State
Playground Safety Regulations, public agencies are required to bring playgrounds and play equipment
installed before 1999 into compliance with current playground-related standards set forth by the
American Society for Testing and Materials and the guidelines set forth by the US Consumer Product
Safety Commission. Parks and Recreation also has a policy of scheduling play equipment replacement
on a 15-year cycle (considered the standard useful life of playground equipment). Preliminary cost
estimate is $270K funded through Measure Y General Funds and a Housing Related Parks Program
Grant. The existing park had a raised area and wall feature that obstructs the view of certain play areas
from parents. Removing this feature will add 30 percent more space to the park. Plans are to install the
new play equipment by late summer or fall of 2013.
Engineer Fraser then introduced Leif McKay, Landscape Architect with RRM Design Group, who
worked on the design of the replacement equipment, focusing on end-user needs. McKay gave an
ATTACHMENT 3
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Parks and Recreation Commission Draft Minutes – December 5, 2012
Page 2 of 6
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overview of the public outreach program. A neighborhood workshop was held on May 30 to preview
the two playground layout options which were chosen from seven proposed layouts including a nature
theme. The workshop directly involved children at Bishop Peak Elementary School and residents near
the park to see what specifically would be intriguing to them. Children were allowed to draw out
favorite features or ‘dream parks’. The nature/forest-themed model was selected as best suited for the
desires of the children and layout of the park.
Commissioners discussed and made inquiries as to timing of replacement, funding and design.
MOTION: (Kincaid/Regier) Recommend Council approve the proposed improvements to the
playground area at Santa Rosa Park Playground Equipment as presented.
Approved: 6 yes: 0 no: 1 absent (Parolini)
3. Presentation: Johnson Park Playground Equipment Replacement Review & Approval –
Bridget Fraser
City Engineer Bridget Fraser gave a PowerPoint presentation to the Commissioners explaining the
history and plans for replacement of the Johnson Park playground equipment which, like Santa Rosa
Park, was also originally installed in 1995 as part of several playground renovation projects. This
project will also correct accessibility issues by replacing the sand surfacing with wood fiber and
installing ramps for access from the sidewalks. Predominate users of the play area are preschool and
elementary school-aged children. Preliminary cost estimate is $126K funded through Measure Y
General Funds. Although 570 invitations were mailed to the neighborhood and posted on Facebook as
well as a webpage, attendance was extremely low for the September 18 workshop. The traditional-
themed model with a variety of components was selected as the best-suited layout for the park.
Commissioners entered into discussion and Commissioner Whitener noted that he would prefer the
PRC be involved in the replacement of playground equipment at an earlier stage such as during the
vision process.
MOTION: (Whitener/Updegrove) Recommend Council approve the option for replacement of
Johnson Park Playground Equipment as presented.
Approved: 6 yes: 0 no: 1 absent (Parolini)
4. Volunteer of the Quarter – Davis
It is with great appreciation that the Parks and Recreation Commission recognizes the outstanding
volunteer for the quarter, Marv Daniels.
Marv has been volunteering his time to the Parks and Recreation department for years. In addition
to assisting with trail building at the large TrailWerks event, Marv has also donated apple trees from
ATTACHMENT 3
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