title
APPROVE PLAYGROUND EQUIPMENT REPLACEMENT, PROJECT NO. PW1512
recommended action
RECOMMENDATION
It is recommended that the City Council adopt a resolution authorizing the City Manager to:
1. Approve the plans and specifications for the Playground Equipment Replacement, Project No. PW1512.
2. Approve findings supporting an exception to the competitive bid process.
3. Approve the purchase and installation of new playground equipment at Holmes Park through a National Joint Powers Alliance (NJPA) contract with Miracle Playsystems, Inc., of Alamo, CA, in the amount of $91,956.18.
4. Approve a budget amendment to the Fiscal Year (FY) 2015-16 Capital Improvement Program Budget to reallocate funding from the Playground Wood Fiber Fall Surfacing Conversion, Project No. PW1416, in the amount of $120,400, to the Playground Equipment Replacement, Project No. PW1512.
It is further recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this resolution.
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Summary
The Capital Improvement Plan (CIP) for FY 2015-16 identified park playgrounds at Atherton, Liberty, and Holmes Parks as priorities for replacement due to worn and obsolete equipment. The FY 2015-16 CIP appropriation provided funding for the Atherton Park playground replacement. The Liberty Park playground was replaced in June and fully funded by a grant and community volunteers. Reallocating savings from the Playground Wood Fiber Fall Surfacing Conversion Project (PW 1416) will provide funding to replace playground equipment at Holmes Park.
To move forward with the Holmes Park playground replacement project, staff recommends the equipment be purchased and installed through a NJPA contract with Miracle Playsystems, Inc. of Alamo, CA. The total purchase cost of the playground, including demolition, site preparation, and installation, is $91,956.18 (Attachment A). Reallocation of the savings in the amount of $120,400 from PW1416 will provide funding for the playground equipment and project overhead. .
DISCUSSION
Background
Public Works provides and maintains play equipment at 59 park and open space locations. As part of ongoing evaluation of playground equipment Public Works prioritized playground replacements in the 2015-2020 Capital Improvement Plan (CIP). The CIP for FY 2015-16 allocated funding to replace the playground equipment at Atherton Park, and identified the playgrounds at Liberty and Holmes Parks as priorities for future replacement due to worn and obsolete equipment, and lack of compliance with current safety requirements. The CIP project for Atherton Park playground replacement is in progress, and the Liberty Park playground was replaced in June through a partnership between Reinvent South Stockton and Kaboom, utilizing volunteer services with grant funding from Kaiser Permanente.
Savings has been realized from a park playground project that could be used for Holmes Park, which is the next playground on the priority list. Project No. PW1416 is a FY 2014-15 CIP project to replace wood fiber surface material at various playgrounds. PW1416 was completed under budget as a result of cost savings measures that included direct staff management of the project, and the use of the San Joaquin Regional Conservation Corps. The project savings from PW1416 are general fund dollars that can be reallocated for another purpose at Council direction, including another capital project. Funding for the Holmes Park playground replacement was not planned until FY 2017-18. Staff recommends using the PW1416 savings to complete the Holmes Park playground equipment replacement project earlier than scheduled.
Staff assessed various procurement options for the Holmes Park project and concluded that purchase and installation of the new equipment could most efficiently be accomplished through use of a NJPA contract.
Present Situation
The NJPA establishes and provides nationally leveraged and competitively solicited purchasing contracts under the guidance of the Uniform Municipal Contracting Law (Attachment B).
Joint Powers laws enable State and local governments to legally purchase through NJPA awarded contracts.
The selection of a NJPA approved contractor streamlines the required purchasing process, reduces the net purchasing cost by obtaining low bids, without the expenses associated with conducting the bid process. Staff time and related costs to develop specifications and prepare documents are minimized.
The NJPA has a contract with Miracle Playsystems, Inc. for the purchase and installation of commercial-grade playground systems. The specification for the playground equipment available through the NJPA contract meets the City’s requirements for this type of equipment. Staff recommends purchase of new replacement playground equipment from Miracle Playsystems, Inc. utilizing a cooperative purchasing agreement with the NJPA.
There are no local vendors that sell and install this type of equipment with the proper license and California Department of Industrial Relations registration. Miracle Playsystems, Inc. will coordinate the delivery, demolition of the existing playground, site preparation, and installation of the playground equipment.
Findings
Stockton Municipal Code (SMC) section 3.68.070 (B) provides for an exception to the competitive bidding requirements in cases where Council has approved findings which support and justify the purchase through a cooperative purchasing agreement. Proposed findings to support this purchase are as follows:
1) The City is a member of NJPA, which established a cooperative purchasing agreement for the purchase of playground equipment.
2) The NJPA established this cooperative purchasing agreement pursuant to a competitive bidding process.
3) The bid specification used by the NJPA has been assessed as compatible to the City’s standards.
Staff recommends replacement of this playground through the above-mentioned cooperative purchasing agreement.
FINANCIAL SUMMARY
This action authorizes project savings from PW 1416 to be reallocated to replace playground equipment at Holmes Park. The FY 2015-16 allocation for playground equipment was spent on Atherton Park.
City staff pursued playground discount grant from Miracle Playsystems, Inc. that was recently approved for a credit of $9,100 towards the Holmes Park playground. The total purchase amount for the playground purchase and installation with the discount is $91,958.18. Sufficient funds are available by reallocating project savings from. PW1416 to the Play Equipment Replacement, Project No. PW1512 as indicated in the table below.
|
From Project |
Account |
Amount |
|
PW1416 |
301-0000-492 |
$120,400 |
|
PW1416 |
301-3070-640 |
$120,400 |
|
To Project |
Account |
Amount |
|
PW1512 |
301-000-492 |
$120,400 |
|
PW1512 |
301-3070-640 |
$120,400 |
The remaining funds will be used for project contingency, staff costs, and city-wide indirect costs.
There is no additional cost to the City’s General Fund or to any other unrestricted fund as a result of taking the recommended action.
Attachment A - Quote from Miracle Playsystems, Inc.
Attachment B - Miracle Playsystems, Inc. NJPA Contract Award