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Staff Report
City Council
Item No. 6.D
Meeting Date: January 12, 2022
From: John Corella, Director of Engineering/Public Works Title: Purchase of Fencing and Shade Structure for the Panorama Dog Park
City Council
RECOMMENDATION:
Authorize the C ity Manager to execute the documents required for the purchase and installation of the Echelon Plus Fencing in the amount of $187,634, including tax; and authorize the purchase and installation of a USA Shade double wide cantilever fabric shade structure in the amount of $76,486, including tax; resulting in a revised budget of $610,000, including a General Fund budget amendment for the increase in costs in the amount of $110,000.
BACKGROUND:
The Panorama Dog Park is listed in the FY 2021/ 2022 Parks Impro vement and Maintenance Plan Budget with a total budgeted project cost of $500,000. In September 2021, City Council approved the Verde Design , Inc. proposal to develop conceptual drawings of the Panorama Dog Park (Dog Park) and approved City Staff to act as the “General Contractor” and coordinate its construction and purchasing of material. After multiple meetings and site visit s, Verde Design, Inc., provided City Staff with a finalized conceptual design.
The site consists of approximately 0.60 acres to be split into a large and small dog park.
The design provided quantities for the shade structure, fencing, landscape and other park amenities. With the design and quantities finalized, City Staff has secured costs for materials and labor needed for the Dog Park construction. These costs for labor and materials were provided through direct contracts or purchase orders, either directly or through cooperative purchasing agreements (piggyback purchasing).
DISCUSSION:
Staff is requesting authorization to initiate the purchase the materials for the Panorama Dog Park starting with the two most costly items that consume the better part of the budget for the Dog Park. These two items are the fencing and the shade structure(s) .
A variety of options for each item w ere explored and compared. City Staff also visited
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nearby dog parks in the surrounding cities to understand the options and why they are beneficial.
Perimeter Fencing
For the perimeter fencing and sally port entrance, three options were explored: standard galvanized chain link fence, PVC coated black chain link fence or Echelon Plus style aluminum fencing. During the site visits to neighboring cities dog parks, Echelon Plus fencing was used at all the other dog parks except one that had a more costly wel ded wire fence.
Standard chain link fencing consists of the post , general chain link mesh , top and bottom rails. Chain link fencing can be enhanced with a protective PVC black coating (including top rails, bottom rails , posts), making it more aesthetic ally pleasing . The extra PVC coating feature increases the costs by 67%.
In a cost comparison between the enhanced chain link fence and Echelon Plus fencing, the Echelon Plus fencing is approximately 18% higher than the enhanced chain link fence. (Note: The City’s Municipal Code Section 9.80.120 Permitted Enclosures, cites that chain link fences shall not be permitted, unless a waiver is obtained). The costs comparisons are cited below:
• Standard chain link fence: $94,630
• Enhanced chain link fence: $158,430
• Echelon Plus fencing: $187,640
Photos of each are attached to this Staff Report for reference.
For functionality and aesthetics, Staff is recommending the Echelon Plus Fencing as the long term, most aesthetically pleasing cost-effective enclosure.
Shade Structure(s)
For the shade structure , there are two material options: hard roof (steel) or soft roof (fabric) shade structures. In a cost comparison, the steel shade structures have a longer service life but cost approximately 1 9% more and ha ve relatively longer lead time s for delivery when compared to fabric shade structures (Note: the longest fabric shade structure warranty encountered is for 10 years). Per the last Dog Park update at the November 30 th City Council Study Session meeting, the City Council indicated a preference for durability, economy, and was open to individual smaller steel shade structures to be placed in the large and small dog parks, respect ively, vs. a single larger shade structure for both parks . This consideration was w eighed significantly in Staff’s efforts to secure economical quotes.
After extensive evaluation and costing out of various shade structures (using buy board, piggyback pricing), the most economical, functional for shade and aesthetically pleasing structure is a double wide cantilever fabric shade structure. If a steel shade structure is desired, the costs would increase by 13% due to two (2) individual shade structures would be needed , one for each dog park . The two (2) steel shade structure proved to be less costly than one large steel shade structure.
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The comparison of the costs of each type and of shade structure are as follows:
• Double wide cantilever fabric shade structure: $76,486 • Steel rectangle roof 4 post gable structure (x2): $86,600
An image of each type of shade structure is attached to this Staff report for reference.
Overall Cost Considerations Above Large Purchases
Understanding that the budget of $500,000 was the cost approved in the FY 2021 /2022 budget for the Dog Park, Staff is hav ing challenges attaining the goal of completing the Dog Park with basic quality base materials. Costs are increasing monthly, as contractor’s availability is limited, the cost for materials are increasing, and delivery times are being extended. Cost of m aterials and goods have increased approximately 20% within the past year.
With the large budgetary items known, City Staff put together four (4) options based on the materials and costs.
Option 1 (below) includes purchasing two rectangle steel structures and standard chain link fencing. The fencing will span 7 76 linear feet (LF) and include gates for maintenance and the sally port, standard chain link fencing. To achieve this design, an additional budget request amount of $26,000 would be required.
• Option 1 – Steel Shade Structure and Standard Chain Link Fence:
o Steel Shade Structure – $86,600
▪ Model: REK 16 ft. x 24 ft. (2x)
▪ Roof Type: Gable
o Chain Link Fence – $94,630
Budget $500,000.00
Current Expenditures to date (Verde Design) $6,760.00
Paid for by 246 funds $13,907.00
Planned Expenditures $471,172.00
10% Contingency $47,118.00
Total $525,050.00
Option 2 (below) includes purchasing two rectangle steel structures and the enhanced chain link fence featuring the PVC black-coated chain link fence, top and bottom rail. To achieve this design , an additional budget request amount of $104,000 would be required.
• Option 2 – Steel Shade Structure and Enhanced Chain Link Fence:
o Steel Shade Structure - $86,600
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▪ Model: REK 16 ft. x 24 ft. (2x)
▪ Roof Type: Gable
o Chain Link Fencing - $158,430
Budget $500,000.00
Current Expenditures To Date (Verde Design) $6,760.00
Paid for by 246 funds $13,907.00
Planned Expenditures $548,877.00
10% Contingency $54,888.00
Total $603,765.00
Option 3 (below) includes purchasing a single cantilevered fabric shaded structure and purchasing the Echelon Plus fencing. To achieve this design , an additional budget request amount of $110,000 would be required.
Option 3 – Fabric Shade Structure and Echelon Plus Fencing:
o Fabric Shade Structure – $76,486
▪ Model: Double Wide Hip Design, 36 ft x 40 ft
▪ Roof Type: Cantilever
o Echelon Plus Fencing - $187,000
Budget $500,000.00
Current expenditures to date (Verde Design) $6,760.00
Paid for by 246 funds $13,907.00
Planned expenditures $554,106.00
10% Contingency $55,411.00
Total $609,517.00
Option 4 (below) also includes purchasing the two rectangle steel structures and the purchasing of Echelon Plus fencing. To achieve this design , an additional budget request in the amount of $121,000 would be required.
• Option 4 – Steel Shade Structure and Echelon Plus Fencing:
o Steel Shade Structure - $86,600
▪ Model: REK 16 ft. x 24 ft. (2x)
▪ Roof Type: Gable
o Echelon Plus Fencing - $187,640
Budget $500,000.00
Current Expenditures to date (Verde Design) $6,760.00
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Paid for by 246 funds $13,907.00
Planned Expenditures $564,178.00
10% Contingency $56,418.00
Total $620,596.00
Attached to this Staff Report are estimates for the four (4) Options in fencing and shade structures as related to the overall Dog Park Project construction cost.
In order to move the Panorama Dog Park closer to construction, Staff is requesting that the fencing and the shade structures be ordered at this time as these have th e longest lead times. Staff is recommending Option 3 be the selected option combining the Echelon Plus fencing with the double wide cantilever fabric shade structure which will provide the best aesthetics and durability for the costs. Option 3 will require a budget amendment of an additional $110,000 to be able to complete the Project within the Option 3 Project estimate provided.
Staff is requesting that if Option 3 is selected, the City Manager be authorized to execute the documents for the purchase a nd installation of the Echelon Plus Fencing in the amount of $187,634 including tax and the purchase and installation of the USA Shade double wide cantilever fabric shade structure in the amount of $76,486 including tax. Note: Prevailing wages will apply for all installation labor.
Staff is still working on lowering the quotes for other items shown on the attached Panorama Dog Park Expense Options worksheets. At subsequent City Council meetings, Staff will present additional purchase requests for mater ials and labor to complete the Panorama Dog Park.
FISCAL IMPACT:
Funds for the purchase and installation of the Echelon Plus Fencing in the amount of $187,634 including tax and the purchase and installation of the USA Shade double wide cantilever fabric shade structure in the amount of $76,486 including tax will be funded from the FY 2021 /2022 Parks Improvement and Maintenance Budget , item Panorama Dog Park 100-500-510-511-8800-8802 funded at $500,000.
An FY 2021/2022 budget amendment in the amount of $ 110,000 is requested for the Parks Improvement and Maintenance Budget item Panorama Dog Park 100 -500-510- 511-8800-8802 for a revised total budget of $610,000.
ATTACHMENTS:
Panorama Dog Park Expense Options 1-4
Fencing - Images
Shade Structures - Images