HomeMy WebLinkAboutItem 07 - Islay Hill Park Playground Renovation ProjectDepartment Name: Public Works
Cost Center:
For Agenda of:
Placement:
Estimated Time:
5002
November 12, 2019
Consent
N/A
FROM: Shelly Stanwyck, Assistant City Manager Community Services
Prepared By: Shelsie Kloepper, Engineer III
SUBJECT: ISLAY HILL PARK PLAYGROUND RENOVATION, SPECIFICATION NO.
91654
RECOMMENDATION
1.As recommended by the Parks and Recreation Commission, approve the Project Plans
(Attachment A) and Special Provisions (Attachment B) for the Islay Hill Park Playground
Renovation Project, Specification Number 91654; and
2.Authorize staff to advertise for bids and authorize the City Manager to award the
construction contract if the lowest responsible bid is within the publicly disclosed
Funding Amount of $300,000; and
3.Approve a City Sole Source purchase from GameTime Equipment in an amount not to
exceed $150,000 for purchase of playground equipment and authorize Finance Director
to execute Purchase Order upon receipt of final quote.
DISCUSSION
Background
Replacing playground equipment in the City’s parks limits the City’s liability exposure and
keeps the City in compliance with State regulations. In 1999, staff developed a plan to identify
replacement of the City’s park playground equipment, which anticipates the useful life of the
equipment to be 15 years. Islay Hill Park Playground was built in 1997 and is the next
playground scheduled to be replaced. In 2008, the State passed AB 1144 which mandates that all
play equipment constructed between 1994 and 1999 must be replaced or upgraded within 15
years of installation.
The scope of the Islay Hill Park Playground Renovation is to replace the existing playground
equipment and provide a new playground layout within the existing playground footprint. The
project also includes Americans with Disabilities Act (ADA) path of travel upgrades from the
parking lot to the playground.
Staff contracted with Wallace Group to propose new playground layout alternatives, engage in
public outreach and discussion of improvement options, and design the playground renovation as
well as the associated civil engineering and site improvements. During the preliminary design
phase, Wallace Group worked with several playground equipment vendors and presented options
from three different vendors to the Parks and Recreation Commission (PRC). The PRC approved
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Figure 1: Five to twelve-year-old interconnective climbing course
a final playground layout with equipment manufactured by GameTime. The final GameTime
layout incorporates shade features for all ages and focuses on a unique interconnective climbing
course for the five to twelve-year-old play area. The layout also included many of the most voted
on elements from the public outreach events for the two to five-year-old play area including
mini-monkey bars, musical components, a teeter-totter, and a spinner.
In order for the contractor to be able to construct the playground as approved by PRC, the
contractor must use GameTime play equipment. GameTime equipment provides a discount to
government organizations when purchased directly. Staff recommends purchasing the play
equipment directly from GameTime Equipment (Attachment C) which will reduce construction
cost by approximately $20,000.
Previous Council or Advisory Body Action
This project was identified in the 2017-19 Financial Plan that was approved by Council. The
PRC approved the proposed project layout with GameTime equipment at the April 3, 2019,
meeting.
Policy Context
Per the October 2018 Purchasing Policy Update to the July 2015 Financial Management Manual,
Council approval is required for Public Projects that cost over $175,000. The PRC is an advisory
body that reviews projects and provides recommendations to Council. Through the review and
approval of the Islay Hill Park Playground layout the PRC recommends approval of the project
to Council.
Public Engagement
Public engagement was done throughout the design of this project. Several public outreach
events were conducted at the park and the park design was discussed at the February 6, 2019
(Attachment D), and April 3, 2019 (Attachment E), PRC Meetings. During the February 6th
meeting the PRC reviewed layouts from three playground vendors and provided feedback to
create the final layout. During the April 3rd meeting the PRC approved the final layout with
GameTime equipment.
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CONCURRENCE
There is concurrence from Parks and Recreation, Public Works, and Community Development
Departments.
ENVIRONMENTAL REVIEW
This project is exempt from environmental review under Section 15301 Class 1 (existing
facilities) of the California Environmental Quality Act (CEQA) Guidelines because the project
proposes to replace the existing playground with similar equipment. The project is consistent
with the applicable general plan policies as well as with applicable City Regulations.
FISCAL IMPACT
Budgeted: Yes Budget Year: 2020
Funding Identified: Yes
Fiscal Analysis:
Funding Sources Current FY Cost
Annualized
On-going Cost
Total Project
Cost
General Fund: Local
Revenue Measure Fund $500,000 $500,000
State
Federal
Fees
Other:
Total $500,000 N/A $500,000
Project Cost Estimate
City Playground
Equipment Purchase
$150,000
Construction Estimate $270,000
Contingency (28% of
Construction Estimate)
$75,000
Materials Testing $5,000
Total for Project $500,000
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While the construction estimate is $270,000, staff is requesting authorization to award a contract
up to the Publicly Disclosed Funding amount of $300,000 in compliance Public Contract Code
Section 20103.8C. If the full $300,000 have to be allocated, the construction contingency will be
lowered accordingly.
This project is funded by the Local Revenue Measure.
ALTERNATIVES
The Council could choose to deny authorization to advertise. This is not recommended because
the playground equipment is deteriorating, and the playground will need to be closed if not
replaced soon.
Attachments:
a - COUNCIL READING FILE - Project Plans
b - COUNCIL READING FILE - Project Special Provisions
c - Sole Source Justification for GameTime
d - COUNCIL READING FILE - February 6, 2019 PRC Meeting Minutes
e - COUNCIL READING FILE - April 3, 2019 PRC Meeting Minutes
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City of San Luis Obispo Sole Source Justification Form
GameTime c/o Great Western
It is the policy of the City of San Luis Obispo to solicit quotations or bids for purchases of commodities or
services for specified dollar amounts and to select vendors on a competitive basis (See City of San Luis
Obispo Financial Management Manual, Section 201, Exhibit 201‐B).
Pursuant to San Luis Obispo Municipal Code Chapter 3.24.060, certain acquisitions in which the products
or services may only be obtained from a single source may be purchased without engaging in bidding
procedures. Such Sole Source acquisitions must be justified in sufficient detail to explain the basis for
suspending the usual competitive procurement process and approved by the approving authority before
such a purchase is made.
1. What product or service is being requested? Why is it necessary?
The purchase of park playground equipment. The playground equipment is required for the Islay Hill
Park Playground Renovation project.
2. Is this “brand” of product or services offered the only one that meets the City’s requirements? If
yes, what is unique about the product/services?
This vendor produces equipment that will completely match the layouts that were reviewed and
approved by the Parks and Recreation commission. There are other playground equipment
manufacturers, but GameTime’s equipment was specifically chosen by the Parks and Recreation
Commission.
3. Is the product or service proprietary or is it available from various dealers? Have you verified this?
Playground equipment is available from various dealers, but this specific layout can only be created
from GameTime. This was verified during the design stage.
4. Have other products/vendors been considered? If yes, which products/vendors have been
considered and how did they fail to meet the City’s requirements?
Yes two other playground equipment manufacturers were considered and reviewed. The Parks and
Recreation Commission and the public reviewed layouts from other manufacturers. The other
vendors’ products and layout designs were ultimately not selected as the best fit for this park
renovation.
5. Is the purchase an upgrade or addition to an existing system or brand of products adopted citywide?
If so, will purchase of this product avoid other costs as opposed to purchasing another product or
service (e.g., additional training required; data conversion; implementation of a new system; etc.)?
This purchase will be an upgrade to the existing system in order to meet current ADA and State
Requirements. The purchase of this equipment directly from the manufacturer will result in a $20,000
discount for the City. Purchase of this equipment is specific to the Islay Park Renovation Project,
future park renovations may utilize another equipment manufacturer.
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City of San Luis Obispo Sole Source Justification Form
6. Is this a request for services by a contractor with necessary, unique and critical knowledge of
established City systems or programs? If so, will using the contractor’s services avoid other costs
(e.g.: significant staff time in compiling information, data transfers, etc.)?
This request does not eliminate the need for a competitive bidd ing process for the construction of the
project. The Contractor will be required to meet the appropriate licensing requirements to install the
purchased equipment.
7. What is the quoted price for the product or services and is it reasonable (based on other products
or services in the same field or based on historical pricing for the City for similar products or
services)?
The estimated price for the playground equipment is $144,502.26. This is a reasonable fee for the
equipment provided.
Approved:
______________________________________ _____________________
Name: Date
Title:
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