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Home My WebLink AboutItem 5c - Authorization to Applu for the 2025 Community Champions Playground Grant Item 5c Department: Parks and Recreation Cost Center: 7001 For Agenda of: 1/20/2026 Placement: Consent Estimated Time: N/A FROM: Greg Avakian, Parks & Recreation Director Prepared By: Lily Honer-Hollstien, Business Analyst; Devin Hyfield, Recreation Manager SUBJECT: AUTHORIZATION TO APPLY FOR THE 2025 COMMUNITY CHAMPIONS PLAYGROUND GRANT RECOMMENDATION 1. Adopt a Draft Resolution affirming the submittal of a Community Champions Playground Grant application (Attachment A) requesting an award of grant funds toward the purchase of a new playground system for the Vista Lago Park, from GameTime, a PlayCore Company (GameTime); and 2. Authorize the Assistant City Manager to execute the necessary grant documents and appropriate the grant amount into the Vista Lago Playground Re placement project (CIP No. 2000033-02) budget to support the replacement of the playground equipment upon grant award. POLICY CONTEXT The City’s Financial Management Manual, Section 740, requires City Council authorization to submit grant applications in excess of $5,000. Section 3(d) states: For grants in excess of $5,000, prepare a Council Agenda Report requesting authorization to seek grant funding. This report should describe the grant program's conformance with this policy, including the results of the cost/benefit analysis. The grant, if awarded, would be in the amount of $55,448, exceeding the $5,000 threshold. DISCUSSION Background The City of San Luis Obispo (City) park system includes a diverse mix of 28 parks and recreation facilities covering approximately 206 acres. The City’s parks include a broad range of recreational features, which necessitate continual maintenance and upgrades over time. As such, there are various park and facility improvements or enhancements scheduled in the City’s 2027-28 Capital Improvements Program (CIP), including a project Page 17 of 114 Item 5c to upgrade and replace playground equipment at Vista Lago Park. At this time, grant opportunities are available that can augment City funds for the purposes of developing and revitalizing City parks’ recreational amenity offerings. GameTime, a PlayCore Company, is an internationally recognized playground manufacturer that specializes in providing innovative play equipment for community and academic purposes. They specialize in equipment that is accessible and environmentally sustainable. GameTime equipment has been utilized in several City parks including DeVaul Ranch, French, Islay and new Avila Ranch parks. In addition, GameTime was identified by Oasis Associates, who are the contracted landscape design agency for the new playground projects, as the preferred design company for the new upgraded playground equipment for the DeVaul Park and Vista Lago Park projects. Staff initially applied for the Community Champions Playground Grant and included both the DeVaul and the Vista Lago playground projects on the application (Attachment B). Due to an outstanding grant application related to DeVaul Park, it was determined n ot eligible. Staff and in discussion with GameTime representatives determined that the Vista Lago Park Playground Replacement project is eligible for grant support funding. The Community Champions Playground Grant is classified as a privately funded grant opportunity through GameTime, a PlayCore Company. If awarded, the grant will provide supplementary funding for the purchase of the playground equipment. The Vista Lago Park Playground CIP project (CIP No. 2000033-02) is currently fully designed for construction and funded within the 2027-28 CIP program. The project currently includes replacement and expansion of the nearly 20-year-old playground at Vista Lago Park with updated and modern equipment for ages 0-5 and 5-12, expansion of ADA pathways, and seating bordering the playground (Attachment C). If awarded, the Playground Grant would offset 50% of the playground equipment purchase costs. The financial savings offset would remain in the project fund to support the overall approved park project or provides an opportunity to allocate funds back to the general CIP Fund at the completion of the project. Due to the timing of the Community Champions Playground Grant application due date of October 17, 2025 (extended to November 2025), staff applied for the grant on November 18, 2025, for the Vista Lago Playground Replacement Project subject to the subsequent authorization of the City Council. Staff is requesting that the City Council confirm authorization for the application. If Council does not authorize the submittal of the grant application, staff will withdraw the application from consideration and move forward with the current project plan of playground replacement. Staff anticipates receiving notification of grant award or rejection by Summer 2026, allowing adequate notification to support the scheduled project in 2027-28 CIP program. Public Engagement The Vista Lago Park playground replacement project was developed through multiple public engagement efforts. These included an on-site forum held in July 2023 at Vista Lago Park, outreach at Parks and Recreation Department events such as the Monday Page 18 of 114 Item 5c Meet-Up booths during the summers of 2024 and 2025, and input received at several Parks and Recreation Commission (PRC) meetings, including:  August 16, 2023 – Parks and Recreation Commission received a staff update on the Vista Lago Park playground replacement project, including community outreach efforts and project status.  October 11, 2023 – Parks and Recreation Commission reviewed proposed draft layout options for the Vista Lago Park playground replacement project and provided direction to staff on the preferred layout to advance.  January 10, 2024 – Parks and Recreation Commission conducted a final review of the proposed conceptual layout for the Vista Lago Park playground replacement project and provided direction to staff to proceed with preparation of construction documents. ENVIRONMENTAL REVIEW Compliance with the California Environmental Quality Act, will be conducted prior to project approval, and authorization to advertise and construct the proposed park improvements. FISCAL IMPACT Budgeted: Yes Budget Year: 2027-28 Funding Identified: Yes Fiscal Analysis: Funding Sources Total Budget Available Current Funding Request Remaining Balance Annual Ongoing Cost General Fund $629,000 $629,000 $0 State Federal Fees Other: Grant $55,448 Total $629,000 $55,448 $629,000 $0 The Vista Lago Playground Replacement project (CIP No. 2000033 -02) is currently funded in the FY 2027–28 Capital Improvement Program with an appropriation of $629,000 from the Capital Outlay Fund – LRM (401.9501.71006). The approved project scope includes replacement of the playground equipment (City estimated to cost $157,378), and construction of ADA-accessible pathways and additional seating. The full scope of the project is fully budgeted and planned for construction, which accounts for the remainder of the appropriation. The Community Champions Playground Grant provides an opportunity to supplement approximately 50% of the playground equipment purchase cost allocated within the CIP Page 19 of 114 Item 5c Funds. Staff have applied for an award of up to 50% funds to support replacement of playground amenities, which would supplement the current appropriation from the City. The current estimated cost, by GameTime , a PlayCore Company, for the playground equipment is $110,896 and this grant would supplement the cost at $55,448, listed as “Other” in the Fiscal Analysis table above. If awarded, the grant would support the improvements at Vista Lago Park without increasing General Fund commitments. No additional City funds are anticipated at this time as the project funds are currently allocated in the 2027-28 CIP. ALTERNATIVES The City Council could deny the request to submit a grant application. Should City Council choose this option, the City will withdraw its application and proceed with the currently funded project scope consisting of the playground replacement and associated ADA improvements. ATTACHMENTS A - Draft Resolution Approving the Application for the Community Champions Playground Grant B - Community Champions Playground Grant Application Form C - Concept Design Plans for Vista Lago Park Playground Replacement (CIP No. 2000033-02) Page 20 of 114 RESOLUTION NO. _______ (2026 SERIES) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS OBISPO, CALIFORNIA APPROVING THE GRANT APPLICATION FOR THE COMMUNITY CHAMPIONS PLAYGROUND GRANT FOR THE VISTA LAGO PARK PLAYGROUND REPLACEMENT PROJECT WHEREAS, the GameTime (a PlayCore Company) is is an internationally recognized playground manufacturer that specializes in providing innovative play equipment for community and academic purposes; and WHEREAS, in June 2025, City Council adopted the 2025-27 Financial Plan, including the 2027-28 CIP Program containing the Vista Lago Park Playground Equipment Replacement CIP project (CIP No. 2000033-02); WHEREAS, in 2025, GameTime (a PlayCore Company) began accepting applications for the Community Champions Playground Equipment Grant for up to 50% the cost of new playground equipment purchases. and; WHEREAS, the City of San Luis Obispo (applicant) applied for the Community Champions Playground Equipment Grant program to support the project scope of CIP No. 2000033-02; and; WHEREAS, the applicant certifies by resolution the approval of the application and the availability of eligible matching funds prior to submission of the application to the State. NOW, THEREFORE, BE IT RESOLVED that the City of San Luis Obispo hereby: Section 1. Certifies that the applicant has reviewed, understands, and agrees to the General Provisions contained in the contract shown in the Grant Administration Guide; and Section 2. Agrees to abide by 54 U.S.C. §200305(f)(3) which requires, “No property acquired or developed with assistance under this section shall, without the approval of the Secretary, be converted to other than public outdoor recreation use. The Secretary shall approve a conversion only if the Secretary finds it to be in accordance with the then-existing comprehensive statewide outdoor recreation plan and only on such conditions as the Secretary considers necessary to ensure the substitution of other recreation properties of at least equal fair market value and of reasonab ly equivalent usefulness and location.” Section 3. Certifies that said agency has matching funds from eligible source(s) and can finance 100 percent of the project, which up to half of the playground equipment purchase may be reimbursed; and Section 4. Agrees to comply with all applicable federal, state and local laws, Page 21 of 114 Resolution No. _____ (2025 Series) Page 2 R ____ ordinances, rules, regulations and guidelines. Section 5. Appoints the City of San Luis Obispo Assistant City Manager as agent of the applicant to conduct all negotiations and execute and submit all documents, including, but not limited to, applications, contracts, amendments, payment requests, and compliance with all applicable current state and federal laws which may be necessary for the completion of the aforementioned project. We acknowledge the project would require compliance with the National Environmental Policy Act ("NEPA") 42 U.S.C. § 4321 et seq., overseen by the National Parks Service ("NPS"). Based on the project scope, staff anticipates that it will qualify for a Categorical Exclusion. Staff will revisit NEPA compliance if the grant is approved. Upon motion of _______________________, seconded by _______________________, and on the following roll call vote: AYES: NOES: ABSENT: The foregoing resolution was adopted this _____ day of _____________________ 2026. ________________________ Mayor Erica A. Stewart ATTEST: _______________________________ Teresa Purrington City Clerk APPROVED AS TO FORM: _____________________________________ J. Christine Dietrick City Attorney IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of San Luis Obispo, California, this ______ day of ______________, _________. _______________________________ Teresa Purrington City Clerk Page 22 of 114 Submit Your GameTime Playground Grant Application https://www.gametime.com/funding/playground-grant/application 1 of 6 12/17/2025, 3:23 PM Page 23 of 114 Submit Your GameTime Playground Grant Application https://www.gametime.com/funding/playground-grant/application 2 of 6 12/17/2025, 3:23 PM Page 24 of 114 Submit Your GameTime Playground Grant Application https://www.gametime.com/funding/playground-grant/application 3 of 6 12/17/2025, 3:23 PM Page 25 of 114 Submit Your GameTime Playground Grant Application https://www.gametime.com/funding/playground-grant/application 4 of 6 12/17/2025, 3:23 PM Page 26 of 114 Submit Your GameTime Playground Grant Application https://www.gametime.com/funding/playground-grant/application 5 of 6 12/17/2025, 3:23 PM Page 27 of 114 • • • • • • • • • • • • • Submit Your GameTime Playground Grant Application https://www.gametime.com/funding/playground-grant/application 6 of 6 12/17/2025, 3:23 PM Page 28 of 114 Proposal for Oasis Associates Prepared by 12-05-2025 Job # 109740-01 Vista Lago Park Playground Option 8 435-760-5103 | www.gwpark.com Page 29 of 114 Page 30 of 114 Page 31 of 114 Page 32 of 114 Page 33 of 114 Page 34 of 114 Page 35 of 114 Page 36 of 114 Page 37 of 114 Page 38 of 114 Page 39 of 114 Page 40 of 114 Oasis Associates Attn: Scott Wright 3427 Miguelito Court San Luis Obispo, CA 93401 United States scott@oasisassoc.com Ship to Zip 93405 Quantity Part #Description Unit Price Amount 1 RDU GameTime - Custom 5-12 Playground - Drawing Reference #109740-01-Opt 8 $150,078.00 $150,078.00 1 RDU GameTime - Swings- Drawing Reference #109740-01-Opt 8 $3,087.00 $3,087.00 1 RDU GameTime - Sensory Wave Wall - Drawing Reference #109740-01-Opt 8 $6,940.00 $6,940.00 1 5179 GameTime - Welcome Sign (5-12)$825.00 $825.00 Contract: OMNIA #2017001134 Sub Total $160,930.00 Grant ($63,555.17) Freight $5,000.00 Tax $8,520.30 Total $110,895.13 Comments Your Sales Rep is Tyler Kyriopoulos. Please reach out to Tyler at 435-760-5103 if you should have any questions regarding this quote. Due to the volatility of freight costs, the freight pricing is subject to change at the time of order. Pricing is subject to change. Request updated pricing when purchasing from quotes more than 30 days old. Shipping to site: 1269 Vista del Lago San Luis Obispo, CA 93405 *Freight charges are based on listed zip code and are subject to change if shipping information changes. *Deposit may be required. Permitting not included, unless otherwise noted. Customer is responsible for offloading. Installation not included. Omnia Contract #4001795 GameTime C/O Great Western Recreation P.O. Box 680121 Fort Payne, AL 35967 Office: 435-245-5055 Fax: 435-245-5057 www.gwpark.com 12/05/2025 Quote # 109740-01-09 Vista Lago Park Playground Option 8 Page 1 of 4 Page 41 of 114 Remit Payment to: GameTime P.O. Box 680121 Fort Payne, AL 35968 Taxes: All applicable taxes will be added at time of invoicing unless otherwise included or a tax-exempt certificate is provided. If sales tax exempt, you must provide a copy of certificate to be considered exempt. Prices: FOB Factory. Orders: All orders shall be in writing by purchase order, contract, or similar document made out to PlayCore Wisconsin Inc., dba GameTime. Standard GameTime equipment orders over $100,000 may require a deposit of 25% at the time of order and an additional 25% at or before order ships Standard orders with equipment, installation and surfacing are requested to be split billed. Equipment, Taxes & Freight as noted above Installation and Surfacing billed as completed and Due Upon Receipt. Terms: Cash With Order Discount (CWO): Orders for GameTime equipment paid in full at time of order via check, Electronic Funds Transfer (ACH or wire) are eligible for a three percent (3%) cash with order discount. Payment via credit card: If you elect to pay by credit card, GameTime charges a 2.50% processing fee that is assessed on the amount of your payment. This fee is shown as a separate line item and included in the total amount charged to your credit card. You have the option to pay by check, ACH or Wire without any additional fees. Credit terms are Net 30 days, subject to approval by the GameTime Credit Manager. A completed credit application must be submitted and approved prior to the order being received. Please allow at minimum 2 days for the credit review process. GameTime may also require: Completed Project Information Sheet (if applicable) Copies of Payment and Performance Bonds (if applicable) A 1.5% per month finance charge will be imposed on all past due invoices. Retainage not accepted. Orders under $5,000 require payment with order. GameTime C/O Great Western Recreation P.O. Box 680121 Fort Payne, AL 35967 Office: 435-245-5055 Fax: 435-245-5057 www.gwpark.com 12/05/2025 Quote # 109740-01-09 Vista Lago Park Playground Option 8 Page 2 of 4 Page 42 of 114 ACCEPTANCE OF QUOTATION: Billing and Shipping information will be as stated on quote unless indicated below. Change billing information to: Address: _______________________________________________________ ________________________________________________________ Contact: _______________________________________________________ Change shipping information to: Address: _______________________________________________________ ________________________________________________________ Contact: _______________________________________________________ Colors: Per Renderings Yes or No Palette _____________________________ Per Submittals ____________________________________________________________ Other Colors, please specify __________________________________________________________________ ____________________________________________________________________________________________ ____________________________________________________________________________________________ ____________________________________________________________________________________________ Purchase Amount: $110,895.13 Signature: _______________________________________ Date: _____________________ Printed Name: ____________________________________ Title: _______________________ Acceptance of this proposal indicates your agreement to the terms and conditions stated herein. GameTime C/O Great Western Recreation P.O. Box 680121 Fort Payne, AL 35967 Office: 435-245-5055 Fax: 435-245-5057 www.gwpark.com 12/05/2025 Quote # 109740-01-09 Vista Lago Park Playground Option 8 Page 3 of 4 Page 43 of 114 SUPPLY ONLY: All items are quoted supply only. Installation services are not included. Customer is responsible for coordinating delivery, receipt, unloading, and inventory equipment. Missing or damaged equipment must be reported within 60 days of delivery. GameTime C/O Great Western Recreation P.O. Box 680121 Fort Payne, AL 35967 Office: 435-245-5055 Fax: 435-245-5057 www.gwpark.com 12/05/2025 Quote # 109740-01-09 Vista Lago Park Playground Option 8 Page 4 of 4 Page 44 of 114