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Staff Report
City Council
Item No. 6.D
Meeting Date: August 23, 2023
From: John Corella, Director of Engineering/Public Works Title: Authorization of Cooperative Purchases for equipment and amenities for the Dream Homes Park Project CIP No. 7021
City Council
RECOMMENDATION:
For the City Council to authorize the City Manager to execute purchase orders or any other required documents in the total amount of $1,191,668.69 for the following:
· Purchase and installation of fabric shade structures wit h USA Shade & Fabric Structures, Inc.
· Purchase and installation of playground equipment and soft surface with Landscape Structures, Inc.
· Purchase of site furnishing with Coast Creation, Inc. · Purchase of hardtop shade structures with Icon Shade Systems Inc. · Purchase of exercise equipment with Greenfields Outdoor Fitness, Inc.
All the above required for the construction of Dream Homes Park Project CIP No. 7021.
BACKGROUND:
In December 2021, California State Parks awarded Cathedral City $8,498,000 of Statewide Park Program (SPP) Round 4 grant funds for the Dream Homes Park Project (Project). Following the notice of award, in February 2022, the City received authorization from California State Parks to proceed with the design and construction of the Project.
In June 2022, Verde Design, Inc. was awarded a Design Professional Services Agreement for Professional Landscape Architect, Design, and Engineering Services of the Dream Homes Park to prepare final design and engineering plans, contract bid documents and provide technical oversight during the construction of the Dream Homes Park.
During the Project design process, City Staff and Designer determined most of the Project’s specialized park equipment and amenities can be procured via existing cooperative purchasing agreements. The advantage of using cooperative purchasing is
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the City can "piggyback" on existing bids from other large federal, state and local agencies. The cooperative purchasing process allows the City to get a lowe st available price for the required items, avoiding the time required for the competitive bidding process.
As further background, t he City is a member of many cooperative purchasing agencies (BuyBoard, Sourcewell, etc.) which it utilizes to support the day-to-day functions of the City. Additionally, when specialized new or refurbishment projects occur, City Staff looks for opportunities to procure the equipment and/or amenities (with prevailing wage installation included) via this State Code approved purchasing process. As a recent example, the City used a cooperative purchase agreement with Sourcewell to purchase and install shade structures for the playground equipment at Panorama Park and Century Park.
DISCUSSION:
The City proposes using cooperative purchasing to secur e the purchase of equipment and amenities for the Dream Homes Park Project.
Below is a description of the park equipment specified in the Plans and Specifications for the Project and attached are the detailed submittal document for each item.
Fabric Shade Structures
USA Shade & Fabric Structures, Inc. (USA Shade) is proposed to provide the fabric shade structures required for specific locations on the Project site. These locations include the dog park, the fitness equipment, and the playground areas.
Each of the fabric shade structures are described in the USA Shade quote attached to this report. The total cost for the fabric shade structures is $422,566.36 and includes furnishing and installation at a prevailing wage rate.
The cooperative purchasing with USA Shade is made available to the City through Sourcewell.
Playground Equipment and Rubber Surfacing
Landscape Structures, Inc. is proposed to provide the children’s playground equipment and rubber surfacing for the playground areas of the Project site.
The total cost for the playground equipment for ages 2 to 5, the playground equipment for ages 5 to 12, and the respective rubberized soft surfacing for each is $500,386.99.
This total includes the furnishing and installation of the equipment at prevailing wage rates. The Landscape Structures, Inc. quote is attached to this report , including the various models of the playground equipment and characteristics of the poured in place rubber soft surfacing.
The cooperative purchasing with Landscape S tructures, Inc. is made available to the City through Sourcewell.
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Site Furnishing
Coast Creation Inc. is proposed to provide site furnishing for the Project. Coast Creation Inc. quoted steel benches with and without backrest s and BBQ grills as specified in the Plans and Specifications for the construction of the Project. The quote is attached to this report. The total cost for site furnishing is in the amount of $69,399.25 and includes the furnishing and installation at a prevailing wage rate.
The coope rative purchasing with Coast Creation Inc. is made available to the City through Keyston Purchasing Network.
Hardtop Shade Structures
Icon Shade Systems, Inc. (ICON) is proposed to provide the hardtop shade structures for the individual picnic areas and group picnic area in the Project.
Each hardtop shade structure is described in the ICON quote attached to this report.
The total cost for the hardtop shade structures is in the amount of $158,188.00. The quote is for purchasing and furnishing the hardtop shade structures only. The general contractor for the Project will be responsible for the installation of these structures.
The cooperative purchasing with ICON is made available to the City through GoodBuy.
Exercise Equipment
Greenfields Outdoor F itness, Inc. (Greenfields) is proposed to provide the fitness equipment stations for the Project.
Each of the seven (7) different fitness equipment stations are described in the Greenfields quote attached to this report . The cost for these stations is in the amount of $41,128.09. This quote is for the purchase and furnishing of material only. The general contractor will be responsible for the installation of the fitness equipment.
This cooperative purchasing with Greenfields is made available to the Cit y through Sourcewell.
Please note there will be other cooperative purchasing items (restroom building, et al) for the Project will be presented to the City Council at later dates.
Overall, Staff is recommending that the City Council a uthorize the City Ma nager to execute purchase orders or any other required documents in the total amount of $1,191,668.69 for the following:
• Purchase and installation of fabric shade structures with USA Shade & Fabric Structures, Inc.
• Purchase and installation of playground equipment and soft surface with Landscape Structures, Inc.
• Purchase of site furnishing with Coast Creation, Inc.
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• Purchase of hardtop shade structures with Icon Shade Systems Inc • Purchase of exercise equipment with Greenfields Outdoor Fitness, Inc.
All the above are required for the construction of Dream Homes Park Project CIP No. 7021.
FISCAL IMPACT:
Funding for the Dream Homes Park Project will come from the City’s Proposition 68 Statewide Park Development and Community Revitalization Program Grant awar d of $8,498,000. The award covers 100% of the eligible costs, including purchasing the construction items mentioned in the summary table below.
Item Manufacture Amount
Fabric Shade Structures
USA Shade & Fabric Structures,
Inc. $422,566.36
Hardtop Shade Structures Icon Shade Systems, Inc. $158,188.00 Playground Equipment and
Rubber Surface Landscape Structures, Inc $500,386.99
Site furnishing Coast Creation, Inc. $69,399.25
Exercise Equipment Greenfields Outdoor Fitness, Inc. $41,128.09
Total $1,191,668.69
For these purchases, they will be charged to the construction phase, the account code 331-150-150-156-8800-8802. The remaining balance of Proposition 68 Statewide Park Development and Community Revitalization Program Grant includi ng on -going consultant agreements, miscellaneous items, and the cooperative purchasing items is as follows:
Total Grant Award $ 8,498,000.00
Encumbrances
Description Amount
MVR Consulting - Grant Support Contract $ 93,900.00 On going Verde Design - Design Contract $ 560,000.00 On going Miscellaneous Items (as of August 2023) $ 934.41 Cooperative Purchasing Items $ 1,191,668.69
Total encumbrances $ 1,846,503.10
Remaining Balance $ 6,651,496.90
FIVE-YEAR STRATEGIC PLAN:
GOAL B: COMMUNITY INVESTMENT
Objective: Cathedral City roads, gateways, public spaces, and other city infrastructure are well planned, designed, constructed, and maintained.
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ATTACHMENTS:
Fabric Shade Structures - USA Shade - Quote
Hardtop Shade Structures - ICON - Quote
Playground Equipment & Rubber Surface - Landscape Structures - Quote Site Furnishing - Dumor - Quote
Fitness Equipment - Greenfields - Quote
Cooperative Items - Submittal Attachments