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 CITY COUNCIL AGENDA ITEM NO. 2


Meeting Date: October 14, 2008

Subject/Title: Adopt a Resolution approving the purchase of playground apparatus for Apple Hill Park from Miracle Playsystems Inc. and authorizing the City Manager or her designee to execute a purchase order in the amount of $58,885.25 and necessary documents and amend the budget sheet for Parks Play Equipment Replacement CIP Project Number 352-52410.

Prepared by: Barry Margesson, Landscape/Facilities Supervisor
Roger Stromgren, Landscape/Facilities Manager

Submitted by: Craig D. Bronzan, Director of Parks and Recreation


RECOMMENDATION
Adopt a Resolution approving the purchase of playground apparatus for Apple Hill Park from Miracle Playsystems Inc. and authorizing the City Manager or her designee to execute a purchase order in the amount of $58,885.25 and necessary documents and amend the budget sheet for Parks Play Equipment Replacement CIP Project Number 352-52410.

PREVIOUS ACTION
On May 27, 2008, by Resolution 2008-137 City Council 1) Adopted the Negative Declaration and 2) Adopted the 2008/09 – 2012/13 Capital Improvement Program.

BACKGROUND
The design for Apple Hill Park was approved in 1996 and construction was completed in 1997. The playground is of wood construction, including 36 wooden support posts. The wooden posts have demonstrated that they consistently hold moisture and have begun to rot, from the inside out. Due to the short life span of wooden play structures, and the cost to replace them, the City of Brentwood no longer approves this type of construction material for our play structures. Staff has received a quote of over $50,000 just to replace the posts on this apparatus.

Staff met with the Park and Recreation Commission at its regular meeting on May 22, 2008 and established a subcommittee to explore options and replacement recommendations. Commissioners assigned to the subcommittee included Sandra Myers and Ernie Rodrigues. The subcommittee, along with Parks and Recreation Department staff, met at the project site with a playground vendor representing Columbia Cascade products, the manufacturer of the original equipment, on July 22, 2008 to look at options. At the Park and Recreation Commission meeting on July 24, 2008, the Commission made a recommendation to replace the entire structure. The proposed design will be for the 5 to 12 year old age group and will have a castle theme (concept plan is attached).

Quotes for the purchase of the playground apparatus were requested and were due September 12, 2008. Three quotes received are as follows:

VENDOR TOTAL AMOUNT
Columbia Cascade Company $74,703.33
Miracle Playsystems Inc. $58,885.25
All About Play $38,646.12
The components and features of the equipment quoted by the three companies were not fully standardized or of uniform quality therefore, in accordance with Purchasing Policy section 6.3.2.2, the lowest bid does not need to be awarded the contract. Staff reviewed the quotes, and compared them to the original concept plan and budget. In addition to price, the following three factors were given the greatest weight in choosing the successful quote:

1. The mandatory specification under Section 2. STRUCTURE – Post And Beams in the Request for Quote, requiring “5” OD schedule 40 steel pipe” was met only by Columbia Cascade and Miracle Equipment Company. Compliance with this specification provides increased longevity to the play equipment’s structural supports. .
2. The Mandatory specification under Section 1A. The structure must comply with all specification and recommendations related to provisions of the Americas with Disabilities Act. By incorporating a connector ramp between the surrounding walkway and the play structure deck, the design submitted by Miracle Equipment permits ADA accessibility to approximately 80% of the structures play features. This was the only quote to show a transition directly into the play feature from the surrounding concrete surfacing. The existing concrete wheelchair ramp into the play area does not comply with the ADA standard that it be less than a 2% grade, and would have to be redesigned to allow ADA accessibility in the other two design submittals by Columbia Cascade and All About Play.
3. The Park and Recreation Commission, Apple Hill Playground Replacement subcommittee members: Ernie Rodrigues and Sandra Myers reviewed the three submitted quotes and judged the Miracle Recreation design as containing the most innovative design, and best use of the existing site.

The lowest quote which met the requirements and intent of the Request for Quotes was submitted by Miracle Playsystems Inc., and it is within the range included in the project scope of work. It is staff’s recommendation to purchase the playground apparatus from Miracle Playsystems Inc. and move forward with the project.

This project will be a combined effort between staff and a certified playground installer. Staff will remove the old apparatus and prepare the site for the new construction. Staff will then go out to bid and contract with a certified playground installer. The installing contractor will then schedule the installation.

Estimated delivery of the play equipment from the manufacturer is 8 to 12 weeks from the date of order. The estimated time line for completion is December 2008.

FISCAL IMPACT
The Parks Play Equipment Replacement project is currently unfunded in the adopted FY 2008/09 – 2012/13 Capital Improvement Program. Three quotes were received and based on the bids; there is no increase to the budget and the total funding requested for FY 2008/09 is $105,000. This is a one-time charge which will be funded by the Parks and LLD Replacement Fund. No revenue offsets are expected due to this amendment and there will be no known future reduction of costs.

Attachment(s):
Resolution
Concept Plan
Amended CIP Budget Sheet

RESOLUTION NO.


A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD APPROVING THE PURCHASE OF PLAYGROUND APPARATUS FOR APPLE HILL PARK FROM MIRACLE PLAYSYSTEMS INC. AND AUTHORIZING THE CITY MANAGER OR HER DESIGNEE TO EXECUTE A PURCHASE ORDER IN THE AMOUNT OF $58,885.25 AND NECESSARY DOCUMENTS AND AMEND THE BUDGET SHEET FOR PARKS PLAY EQUIPMENT REPLACEMENT PROJECT CIP PROJECT NO. 352-52410

WHEREAS, the playground equipment at Apple Hill Park has failed and is now closed to the public; and

WHEREAS, on May 22, 2008 a subcommittee of the Park and Recreation Commission was established to research options for replacement of the playground equipment at Apple Hill Park; and

WHEREAS, on May 27, 2008, by Resolution 2008-137 City Council 1) Adopted the Negative Declaration and 2) Adopted the 2008/09 – 2012-13 Capital Improvement Program; and

WHEREAS, on July 22, 2008 the Park and Recreation Commission subcommittee and City staff met with a playground equipment vendor to determine options and budget for replacement of the existing equipment; and

WHEREAS, on July 24, 2008, the Park and Recreation Commission approved a concept plan to bring forward a recommendation to City Council for replacement of the play equipment; and

WHERAS, Parks and Recreation staff requested bids for the replacement playground apparatus and recommend that the City purchase equipment from Miracle Playsystems Inc. for $58,885.25;

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Brentwood approves the purchase of playground apparatus for Apple Hill Park from Miracle Playsystems Inc. and authorizes the City Manager or her designee to execute a purchase order in the amount of $58,885.25 and necessary documents and amends the budget sheet for Parks Play Equipment Replacement Project CIP No. 352-52410.

PASSED, APPROVED, AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on October 14, 2008, by the following vote:
 
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