TITLE
Recommendation to adopt resolution authorizing City Manager, or designee, to execute a contract with PlayCore Wisconsin, Inc., dba GameTime, of Fort Payne, AL, including any necessary amendments, for the purchase of playground equipment, in the amount of $520,000, and authorize a 5 percent contingency in the amount of $26,000, for a total contract amount not to exceed $546,000, inclusive of taxes and fees. (Districts 1,4,6,7)
DISCUSSION
City Council approval is requested to enter into a contract with PlayCore Wisconsin, Inc., dba GameTime (Gametime), for the purchase of playground equipment to be installed at Drake Park, Los Cerritos Park, Veterans Park, and Whaley Park.
On June 7, 2016, Long Beach voters approved the Measure A ballot initiative, which added a transactions and use tax for a period of ten years on the sale and/or use of all tangible personal property sold throughout the City. Measure A has since funded necessary improvements to public infrastructure and the maintenance of critical Public Safety services. As a part of the Measure A initiative, Drake Park, Los Cerritos Park, Veterans Park, and Whaley Park will undergo playground improvements. The City has already purchased a portion of the equipment for these parks under a separate procurement, and is now seeking to procure the remainder of the equipment.
The City has developed concept designs for each of these four parks, with each carrying a unique theme, and age appropriate play areas (Exhibit A).
1. Drake Park will encompass the theme of butterfly gardens and natural elements. This playground will feature butterfly themed panels, vine climbers, nature benches, flower petal steps, and a log balance beam.
2. Los Cerritos Park will encompass the theme of a treehouse and the woods. This playground will feature tree swings, a zipline, a hillside wave slide, and a glass fiber reinforced concrete (GFRC) encased tree house that will emulate the appearance of real wood.
3. Veterans Park will encompass the theme of a geometric challenge/obstacle course. This playground will feature twisted climbable nets, a traverse wall, floating boards, sway steps, and two larger climbable net structures.
4. Whaley Park will encompass the theme of arts and sciences, incorporating musical components in the design. This playground will feature a large climbable net structure, colorful shadow play equipment, helix and twisted climbable nets, and musical equipment such as xylophones, chimes, and hand drums.
To standardize ongoing maintenance efforts, the City generally procures products from vendors that offer equipment with interchangeable components that are not difficult to repair or replace. Gametime is an equipment provider that the City has a history of using for this purpose, since many pieces of equipment that they produce have standard parts across all lines. A competitive procurement process for the purchase is not feasible due to the uniqueness of the playground equipment. Gametime is the only manufacturer in the North American market that manufactures the custom playground elements incorporated into each of the concept designs for each park, such as the butterfly-themed panels, shadow play flowers, and GFRC encased treehouse.
City Charter Section 1801 requires that contracts for City purchases be awarded to the lowest responsible bidder after a competitive bid process, but allows for awards without a competitive bid process if accompanied by a Resolution adopted by the City Council.
This matter was reviewed by Deputy City Attorney Linda T. Vu on July 10, 2017 and by Budget Management Officer Rhutu Amin Gharib on July 21, 2017.
TIMING CONSIDERATIONS
City Council action to adopt a Resolution and execute a contract concurrently is requested on August 8, 2017, to ensure the new contract is in place expeditiously and allow for the timely completion of these Measure A projects.
FISCAL IMPACT
The total cost of the playground improvements is estimated at $2.8 million and includes the contract award amount of $546,000, including contingency, and the cost for design, construction management, labor compliance, and project oversight. The total project cost is supported by Measure A funds and is appropriated in the Capital Projects Fund (CP 201) in the Public Works Department (PW).
The Parks, Recreation and Marine Department (PR) will be responsible for maintenance of these four playgrounds. PR estimates annual General Fund costs in an amount of $56,000 for maintenance of the four new playgrounds. This includes costs for preventative maintenance, cleaning, replacement of parts, removal of graffiti, etching or other vandalism, and trash clean up and mitigation of transient activity. Funding for these costs have not been identified, and will be requested as part of the FY 19 budget process. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
BODY
[Enter Body Here]
Respectfully Submitted,
CRAIG A. BECK
DIRECTOR OF PUBLIC WORKS
MARIE KNIGHT
DIRECTOR OF PARKS, RECREATION AND MARINE
APPROVED:
PATRICK H. WEST
CITY MANAGER