title
APPROVE MOTION TO AUTHORIZE STANDARD AGREEMENT AMENDMENT NO. 1 FOR THE PURCHASE OF PLAYGROUND EQUIPMENT AT FAKLIS, ILOILO, SHROPSHIRE, AND UNITY PARKS
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Approve findings pursuant to Stockton Municipal Code 3.68.070 in support of an exception to the competitive bidding process.
2. Authorize Standard Agreement Amendment No. 1, in the amount of $117,521.48, with Playcraft Systems, LLC and authorized dealer Park Planet for the purchase of replacement and upgraded playground equipment at Faklis, Iloilo, Shropshire, and Unity Parks.
3. Authorize an additional $100,000 of purchasing authority for future Playcraft Systems, LLC playground replacement components at City parks.
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this motion.
body
Summary
Public Works’ staff has found playground equipment degradation due to normal wear and tear along with vandalism that has made some of the equipment unsafe at Faklis, Iloilo, Shropshire, and Unity Parks and recommends replacing various components at each park (Attachment A). On June 27, 2023, the City executed Cooperative Purchase Agreement (COOP) No. R220203 in the amount of $32,161.34 with Playcraft Systems, LLC and authorized dealer Park Planet to purchase and install playground parts to refurbish the S.L. Fong Park playground with an expiration date of April 30, 2025. Amending the existing contract for the repairs at Faklis, Iloilo, Shropshire, and Unity Parks will allow for delivery and installation of a turn-key project with minimized staff time and associated costs.
It is recommended that Council approve a motion authorizing the City Manager to execute Standard Agreement Amendment No. 1 in the amount of $117,521.48 with OMNIA Partners on behalf of Playcraft Systems, LLC and authorized dealer Park Planet of Red Bluff, CA, for the purchase of replacement and upgraded playground equipment at Faklis, Iloilo, Shropshire, and Unity Parks (Attachment B). Standard Agreement Amendment No. 1 also authorizes an additional $100,000 of purchasing authority for future PlayCraft Systems, LLC playground replacement components at City parks. The new total not to exceed amount of the contract will be $249,682.82 and will expire on April 30, 2025.
DISCUSSION
Background
The Public Works Department provides and maintains playground equipment at 59 parks and open space locations throughout the City. The City has a total of 14 playgrounds manufactured by Playcraft Systems, LLC including the playgrounds at Faklis, Iloilo, Shropshire, and Unity Parks. Public Works’ staff inspects playground equipment on a regular basis and arranges for repairs and replacements of deteriorated or vandalized components as funding becomes available. During these inspections, Public Works’ staff found playground equipment degradation due to normal wear and tear along with vandalism that has made some of the equipment unsafe at Faklis, Iloilo, Shropshire, and Unity Parks (Attachment A).
On June 27, 2023, the City executed COOP No. R220203 in the amount of $32,161.34 with Playcraft Systems, LLC and authorized dealer Park Planet to purchase and install playground parts to refurbish the S.L. Fong Park playground with an expiration date of April 30, 2025. The repairs to the S.L. Fong Park playground were completed in the fall of 2023. Amending the existing contract for the repairs at Faklis, Iloilo, Shropshire, and Unity Parks will allow for delivery and installation of a turn-key project with minimized staff time and associated costs.
Present Situation
OMNIA Partners is a national cooperative procurement organization that offers publicly solicited contracts to government entities nationwide. OMNIA Partners serves a variety of government and non-profit organizations. The use of a COOP streamlines administrative costs and procedures and takes advantage of volume purchasing while maintaining the integrity of the competitive bidding process.
The use of these contracts is optional and is available to California State and local government agencies. OMNIA Partners has a contract with Park Planet to purchase and install commercial-grade playground systems and their components.
The quotes for the playground parts available through OMNIA Partners’ contract meet the City’s requirements for this type of equipment. By utilizing this type of COOP, administrative costs are reduced because OMNIA Partners obtains low bids for volume purchasing, and local agencies avoid the expense associated with conducting the bid process. Staff time and associated costs are minimized.
There are no Stockton-based vendors with the proper license and Department of Industrial Relations registration that sell and install this type of equipment. Park Planet can provide a turn-key project and coordinate the delivery and installation of this playground equipment. Parts being replaced through this project include ramps, handholds, and grips, as well as slides, climbing components, walls, and steps. The materials are due for replacement due to vandalism and normal wear and tear.
It is recommended that Council approve a motion authorizing the City Manager to execute Standard Agreement Amendment No. 1, in the amount of $117,521.48, with Park Plant of Red Bluff, CA, and authorize an additional $100,000 of purchasing authority for future Playcraft Systems, LLC playground replacement components at City parks (Attachment B). With the previous repairs to S.L. Fong Park playground, in the amount of $32,161.34, the new total not to exceed amount of the contract will be $249,682.82 and will expire on April 30, 2025.
Findings
Pursuant to Stockton Municipal Code (SMC) section 3.68.070, Council may approve findings which support an exception to the competitive bid process. These findings include:
1. OMNIA Partners established a COOP with Park Planet for the purchase and installation of commercial-grade playground systems and their components.
2. The Park Planet COOP was established pursuant to a formal competitive bidding process conducted by OMNIA Partners on behalf of its governmental members, of which the City is one.
3. Taking advantage of the leveraged procurement agreement negotiated by OMNIA Partners will save the administrative expense of City staff conducting a separate procurement.
4. The bid specification used by OMNIA Partners has been assessed as compatible with the City’s standards. Playcraft Systems, LLC is one of the standard brands in use at the City’s playgrounds.
FINANCIAL SUMMARY
Funding for the purchase and installation of the playground components was included in the Stockton Consolidated Landscape and Lighting Maintenance Assessment Districts’ Fiscal Year 2023-24 budgets. There is sufficient funding in the operating accounts for each of the zones that support these parks to approve Standard Agreement Amendment No. 1:
PARK ACCOUNT(S) AMOUNT
Faklis 4540-708-630006-270-019-30-45-000-000- $20,113.81
Iloilo 4540-708-630006-270-019-30-45-000-000- $20,849.95
Shropshire 4540-708-630006-270-014-30-45-000-000- $28,879.13
Shropshire 4540-708-630006-270-028-30-45-000-000- $11,404.21
Unity 4540-708-630006-270-025-30-45-000-000- $36,274.38
Available for future purchases from appropriate accounts
(Unencumbered) $100,000.00
TOTAL $217,521.48
There is no impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended actions.
Attachment A - Vicinity Map
Attachment B - Standard Agreement Amendment No. 1