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Home My WebLink About02/19/2008, C3 - FRENCH PARK PLAYGROUND EQUIPMENT REPLACEMENT PROJECT, SPECIFICATION NO. 90421 0 0 council °° February 19,2008 ac Enda wpoin 1�.Nwb� c:3 CITY OF SAN LUIS OBISPO FROM: Jay Walter Public Works Director Prepared By: Bridget Fraser,Engineer III SUBJECT: FRENCH PARK PLAYGROUND EQUIPMENT REPLACEMENT PROJECT,SPECIFICATION NO.90421 CAO RECOMMENDATION 1. As recommended by the Parks and Recreation Commission, approve plans and specifications for "French Park Play Equipment Replacement Project, Specification No. 90418"and authorize staff to advertise for bids for project construction. 2. Authorize the CAO to award the contract if the lowest responsible bid, plus the accepted alternate,is within Engineer's Estimate of$91,375. 3. Authorize the Finance Manager to issue Purchase Orders (after bid opening and construction contract award) to GameTime in an amount not to exceed $43,000 for the purchase of play equipment pursuant to U.S. Communities Contract No.040376. DISCUSSION Project Scope. The French Park play equipment requires replacement due to lack of playground safety code compliance, accessibility issues, as well as clear signs of deterioration. This playground was built around 1991 prior to implementation of.playground safety and accessibility regulations. The equipment,as well as access to the equipment,fails to meet current regulations and codes. This project will correct the deficiencies by removing the old equipment and sand surfacing and replacing them with new compliant equipment and accessible wood fiber surfacing. In addition, a concrete ramp will be added to provide access into the play area and an underground drainage system will be replaced to keep the play area properly drained. Procurement Strategy. In the last few years, there have been significant increases in construction and manufacturing costs driven by escalating fuel and steel prices. In particular, play equipment prices have increased over 15% in the last three years. As a way to help reduce costs, staff recommends purchasing the equipment directly from the manufactlner, and furnishing it to a contractor who will prepare the site and install the equipment. By taking advantage of a cooperative purchasing agreement through U.S. Communities Government Purchasing Alliance, the City will save approximately 25% on the cost of the equipment — a discount not offered to contractors. This o French Park Playground Equipment Replacement Page 2 approach was successfully used for the Anhohn Park play equipment replacement project during the summer of 2006. Through U.S. Communities, government agencies can"piggy back"on to competitively solicited contracts for many commodities, one of which is playground equipment. In this case, contracts were awarded to GameTime, Landscape Structures, and Little Tykes play equipment manufacturers — all considered leaders in providing municipal grade play equipment. These manufacturers were selected by U.S. Communities through a formal request for proposal (RFP) procurement process where criteria such as: price discounts; quality and warranty of materials; extensiveness of product lines; among others, was used as a basis for award. These manufacturers offer discounts ranging from six% to 26 % over standard pricing. More information on U.S. Communities is available in the Council reading file or can be found on its website at http://www.uscommumties.org. Equipment layouts/designs were received from the manufacturers based on size and available budget. In accordance with the Parks and Recreation Element; a neighborhood.meeting was conducted on August 8, 2007 to solicit preferences and comments on the designs. The layout provided by GameTime was selected and fine-tuned using input and preferences received from participants. The Parks and Recreation Commission reviewed and recommended approval of the proposed design at its October 3,2007 meeting. Based on this recommended design, plans and specifications have been prepared for site preparation and installation of the play equipment. The project is ready for solicitation of bids. Purchase Orders for the equipment will be prepared for GameTime through the US Communities cooperative purchasing contracts and should be issued after bids are opened and award for construction is Imminent. Bid Alternate. Based on recommendations by both the neighborhood and the Parks and Recreation Committee, concrete pad locations were added to the project to allow for placement of additional benches along the outside perimeter of the play area away from afternoon sun. Staff recommends including these additional concrete bench pads as additive bid items. If bids come in at or below the Engineer's estimate, the additional bench pads can be added to the cx retract. If bids come in over the Engineer's estimate,the bench pads will not be included in the contact;however,during construction staff can add them in by change order if adequate contingency funds remain. CONCURRENCES The Parks and Recreation Commission reviewed and recommended approval of the plans at its October 3, 2007 meeting (Attachment 2). The Community Development Department has reviewed and approved this project as a minor/incidental project and has granted this project a Categorical Exemption in accordance with the California Environme>rtal Quality Act(CEQA). C3- z u French Park Playground Equipment Replacement Page 3 FISCAL IMPACT This project was originally identified in the 2003-05 Financial Plan Appendix B on pages 223 through 227. Additional funds were allocated in the 2007-09 Fiancial Plan. Funding is available through the City's Parkland Development and General fiords and a Robert-Z'berg-Harris Block Grant funded through a State 2002 Resources Bond Act (aka Proposition 40). There is currently a total of$140,898 remaining in the project design and construction accounts to support this project. The estimated project accounting is shown below. Available fending $1409898 Estimated Project Costs: Printing/Misc. 500 Equipment Purchase Estimate 43,000 Constriction Base Estimate 86,875 Additive Bid Alt.-Bench Pads 4,500 Total Engineer's Estimate $ 91,375 Total Estimated Costs $1349875 Available for Contingencies $69023 There are sufficient fiords to support this project, leaving $6,023 for contingencies. (Approximately 6.5% of construction costs). Given the simple nature of the work, staff anticipates this amount will be adequate to handle any unanticipated costs. ATTACHMENTS 1.Vicinity Map 2. Parks and Recreation Commission Meeting Minutes COUNCIL READING FILE 1. Plans and Specifications 2. Quotes for Play Equipment 3. US Communities Play equipment solicitation summary and contracts tbouncit agenda mportslpublic%Ub=M421W"Cnch W.doc _ C3 - 3 ATTACHMENT �� ® � s ❑ -� TES I`EL e p p10 O� BASKET BA GROUP �C z ❑ BBO PAR InT Jam/ �s 0 f9 LOTIlk I � PI ❑❑❑ Baa �� n � e � I $•V A ❑� SINSNEINEP VAPI( y1 � JN `JL�1."JIIDJ _y j u Ob R r 3 3 OJ C OflCIRf 4w, OCATION o3L rANN EARN , a �. d S mml llgq��IIIIII;II�I (; ,O� FRENCH PARK Ill��u__4u (� 'a4n'/ C PLAY EQUIPMENT REPLACEMENT PROJECT M ` US OBISPO SPECIFICATION 90421 Public Works Department LOCATIONNICINITY MAP 919 Palm Street San Luis Obispo, CA 93401 c3- y ATTACHMENT 2 Parks and Recreation Commission MINUTES Council Chambers,990 Palm Street San Luis Obispo, CA Wednesday, October 3, 2007, 7:00 p.m. CALL TO ORDER: Chair Lemieux called the meeting to order at 7:00 p.m. ROLL CALL: Chair Jill Lemieux, Vice Chair Bob Wolf, Commissioners: Rick May, Craig Kincaid, David Hensinger,Don Dollar and Kylie Hatch ABSENT: STAFF: Director Betsy Kiser, Bridget Fraser, Casey Paterson, Todd Beights and Marti Reynolds CONSIDERATION OF MINUTES: The minutes from September 5,2007 were approved as submitted- 1. ubmitted1. Public Comment None. 2. Volunteer of the Month None. 3. French Park Playground Equipment Replacement—Fraser Engineer Bridget Fraser of the Public Works Department presented the Commissioners with a PowerPoint presentation detailing replacement of the French Park Playground equipment. The equipment currently in use is from 1989. Layouts of the new choices within the budget were passed out to the Commissioners. The August 81h public meeting invitations were sent to 400 families of which approximately 10 families attended. There was no clear preference as to style of new equipment. Staff chose the traditional structure and added two more swings; the capacity for use being approximately 50 children. Seating will be oriented to the west to capture sunset views. Commissioners discussed the project with Ms. Fraser who clarified questions on maintenance and informed them that there were not many of this fairly new type of equipment installed yet and therefore not many use reports available. Ms. Fraser also clarified that neither concrete pads for benches nor the benches themselves were part of the budget. Commemorative bench program utilization was then discussed as well as surface types. Todd Beights, Parks Maintenance Supervisor, indicated that strong prevailing wind on the site has replaced sand and raised turf and is therefore concerned wood surfaces might migrate as well. MOTION: (Hatch/Wolo Approve proposed improvements to the play equipment at the French Park Playground and forward the recommendation as is to the City Council. Approved: 7 Yes: 0 No: 0 Absent 1-1 C3 -S