Item No. 7
Town of Atherton
CITY COUNCIL STAFF REPORT – REGULAR AGENDA
TO: HONORABLE MAYOR AND CITY COUNCIL
GEORGE RODERICKS, CITY MANAGER
FROM: ROBERT OVADIA, PUBLIC WORKS DIRECTOR
DATE: NOVEMBER 19, 2025
SUBJECT: APPROVE A SERVICE CONTRACT FOR THE SUPPLY AND
CONSTRUCTION OF THE HOLBROOK-PALMER PARK
PLAYGROUND REPLACEMENT PROJECT
CEQA: This action is exempt from the California Environmental Quality Act pursuant to CEQA Guidelines section 15303 (new construction or conversion of small structures), section 15304 (minor alterations to land), and section 15183 (projects consistent with zoning).
RECOMMENDATION
It is recommended that the City Council approve the an agreement to supply and construct the playground replacement at Holbrook-Palmer Park with GameTime, in the amount of $1,191,257.25 and authorize change orders up to $125,000; direct the City Attorney to prepare the agreement; and authorize the City Manager to execute the contract on behalf of the Town.
BACKGROUND
The City Council approved the replacement of the Holbrook-Palmer Park Playground through the adoption of the FY 2024-25 Capital Improvement Program and a design/project management services task order with Interwest Consulting Group for design and project management associated with the replacement of the playground at Holbrook-Palmer Park.
Following significant community outreach and coordination with the Parks and Recreation Committee, staff presented two options regarding design direction for the proposed playground improvements at the December 4, 2025, City Council Study Session, including a conventional playground design and a proposal from the Magical Bridge Foundation for a more inclusive playground. Following review and discussion, the Council deferred the selection of a design option to provide an opportunity for Council to further evaluate the options, provide individual feedback and concerns and allow for the project team to outline costs for additional options and features as may be suggested following the meeting.
Interwest Consulting Group reached out to the equipment manufacturer to obtain additional HPP Park Playground Project
NOVEMBER 19, 2025
information regarding costs associated with the additional features desired for the Conventional Playground. Additional costs were provided to assist in better defining the desired components and associated costs before revising the conceptual design for the playground. On December 13, 2024, the Magical Bridge Foundation advised the Town that they were withdrawing their offer regarding the playground.
On January 15, 2024, the City Council approved the selected changes in the conventional playground which have since been included in the updated conceptual design for the Holbrook Palmer Park Playground Replacement Project.
The playground equipment selected is through GameTime, a Playcore company. GameTime is a vendor available through Omnia Partners via a joint procurement platform. The platform allows access to various joint procurement and publicly awarded agreements that are competitively solicited, in compliance with public purchasing regulations. This allows for a more efficient procurement process.
ANALYSIS
Following approval of the selected changes that have been incorporated into the final concept (Attachment 2), Staff have developed the preliminary construction documents for the playground replacement and obtained a quote for the supply of the playground equipment with all updated changes. As noted above, a cooperative agreement is available through the Omnia Partners publicly awarded cooperative contract.
Through the cooperative agreement, Gametime will supply the material, obtain required Building Permit approvals, and construct the playground. The cost for the supply and construction contract is $1,191,257.25. The material, and construction/installation costs, include demolition, site preparation, drainage, surfacing (rubberized, engineered wood fiber, decomposed granite), concrete curbing, playground equipment, and all other construction activities to finish the project per the construction plans. Final costs with Gametime would be based on the approved building permit plans, associated modifications, and any approved change orders. Additionally, the Town would be responsible to purchase items that are not included in the cooperative agreement such as the Willow Hut and Wooden bench swings.
Staff are seeking Council approval of the cooperative agreement to supply and construct the desired playground at Holbrook Palmer Park.
FISCAL IMPACT
The supply and construction contract with cooperative pricing (Attachment 1) is $1,191,257.25 with a contingency of $125,000.00 bringing the total to $1,316,257.25. The estimated cost for the Willow Hut is $15,000 and the budgeted amount for Wooden Bench Swings is $20,000. $1,300,000 was allocated toward construction of the playground replacement project in the FY 2024-25 and 2025-26 Capital Improvement Program Budgets. sufficient funds are available for the balance in the allocated budget for Holbrook-Palmer Park assessment and repairs.
GOAL ALIGNMENT
HPP Park Playground Project
NOVEMBER 19, 2025
This Report and its contents are in alignment with the following Council Policy Goals:
• Goal A - Preserve Small Town Character & Quality of Life • Goal E - Maintain and Improve Public Infrastructure
POLICY FOCUS
The policy focus for this item is regarding Council approval of the cooperative agreement to supply and construct the desired playground a Holbrook-Palmer Park.
PUBLIC NOTICE
Public notification was achieved by posting the agenda, with this agenda item being listed, at least 72 hours prior to the meeting in print and electronically. Information about the project is also disseminated via the Town’s electronic News Flash and Atherton Online. There are approximately 1,200 subscribers to the Town’s electronic News Flash publications. Subscribers include residents as well as stakeholders –to include, but be not limited to, media outlets, school districts, Menlo Park Fire Protection District, service provides (water, power, and sewer), and regional elected officials.
COMMISSION/COMMITTEE FEEDBACK/REFERRAL
This item has not been before a Town Committee or Commission
ATTACHMENTS
1. HPP Playground Concept Layout
2. Gametime Omnia Contract