City of Corona
Staff Report
400 S. Vicentia Ave.
Corona, CA 92882
File #: 22-0363
REQUEST FOR CITY COUNCIL ACTION
DATE: 05/04/2022
TO: Honorable Mayor and City Council Members
FROM: Public Works Department
SUBJECT:
Professional Services Agreement with USA Shade & Fabric Structures for the Shade Installation Park Playgrounds Project.
EXECUTIVE SUMMARY:
The action included herein includes the creation of a new Capital Improvement Project titled "Shade Installation at Park Playgrounds,” Project No. 2022-06, to install shade for children and equipment at newly installed playgrounds. This item also includes the execution of a Professional Services Agreement for the purchase of equipment and engineering services for shade structures at three City playgrounds.
RECOMMENDED ACTION:
That the City Council:
a. Authorize the creation of a new Capital Improvement Project titled "Shade Installation at Park Playgrounds,” Project No. 2022-06.
b. Authorize the transfer of $500,000 in Park Development Impact Fees (Fund 217) from existing Capital Improvement Project No. 7902 titled "Park Improvements" to the new Capital Improvement Project.
c. Authorize the City Manager, or his designee, to execute the attached Professional Services Agreement with USA Shade & Fabric Structures for the purchase of shade structures for Mountain Gate, Lincoln, and Santana Park Playgrounds.
d. Authorize the Purchasing Manager to issue a purchase order to USA Shade & Fabric Structures in the amount of $143,025 for the purchase of shade structure equipment and engineering City of Corona Page 1 of 5 Printed on 4/27/2022
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File #: 22-0363
services for Mountain Gate, Lincoln, and Santana Park Playgrounds. e. Make a determination under Corona Municipal Code Section 3.08.140(c) that competitive bidding has been satisfied based upon the reasons provided in the "Basis for Determination of Competitive Bidding" section of this report.
BACKGROUND & HISTORY:
The recently adopted City of Corona (City) Strategic Plan identified several goals, including providing sound infrastructure and a safe community. Providing sound infrastructure can be achieved by investing in public infrastructure, including parks, buildings, equipment, roads, and technology.
Protecting residents' quality of life is done by ensuring the community is safe and clean, as well as enhancing the experience of residents. The City has made great strides and investments in this area, a portion of which has been the investment in several new playgrounds over the last three years.
While the community has shown support and enthusiasm for these new playgrounds, it has also been consistent in its desire to see more shade at parks and playgrounds.
The Western Regional Climate Center recorded temperatures in Riverside, CA, from 1949 to 2006 and indicated, on average, that there are 95 days per year where temperatures are over 90 degrees Fahrenheit. Providing shade over newly installed playground equipment provides multiple benefits, which include protecting the City’s infrastructure investment, providing a more enjoyable and comfortable environment for children and caregivers visiting Corona’s playgrounds, and making outdoor play accessible for more hours of the day year-round.
ANALYSIS:
City staff conducted research on various options for coverage at several parks in the City, focusing mainly on the new playgrounds installed at Mountain Gate, Lincoln, and Santana Parks. On October 12, 2021, this information was presented to the Parks and Recreation Commission to provide information on best practices, costs, and advantages and disadvantages of various coverage options.
These options included using large trees to shade areas adjacent to the playgrounds, providing a shade structure to cover 100% of the playground, and providing a combination approach that utilizes shade structures over specific equipment and providing large trees adjacent to the playground.
The Parks and Recreation Commissioners provided thoughtful feedback and expressed their individual desires and goals for shade at Corona's playgrounds and parks. This information became the basis for draft recommendations that were subsequently presented to the Parks and Recreation Commission on February 8, 2022. The draft recommendations for shade included the following:
· Utilize best practices to mitigate sun and heat exposure at playgrounds by:
o providing warning signs of high temperatures from equipment and surfaces exposed to direct sun;
o shading slides, platforms, and steps or locating them out of direct sun; and o shading the playground and providing shaded areas nearby for rest and for spectators. · Provide a combination of shade structures and trees to provide targeted coverage of equipment and seating areas consistent with best practices, to achieve a balance of nature in the park’s appearance, maintain cost efficiency and provide an overall cooling effect for the City of Corona Page 2 of 5 Printed on 4/27/2022
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playground and spectators, too.
· Use a full-coverage, multi-panel structure when easily achievable based upon the playground size and where economical to provide as much shade as possible but still provide an open feel.
· Install shade at the time that playground equipment is replaced for maximum financial benefit and playground esthetics.
· Initially requesting $350,000 in funds to provide shading at three playgrounds based upon initial cost estimates provided for Lincoln, Mountain Gate, and Santana Park Playgrounds.
Since that time, Cresta Verde Park playground was installed and re-opened. In line with the above recommendations, staff is requesting an additional $150,000 for shade at the new Cresta Verde Park playground. City staff will work with appropriate consultants to determine the best shade solution for the playground based upon the above draft recommendations.
Location Shade Type Estimated Cost
Cresta Verde Park
Playground
To be determined $150,000
Lincoln Park Playground Combination shade structures and large trees
$110,000
Santana Park Playground Combination shade structures and large trees
$150,000
Mountain Gate Park
Playground
Full-coverage multi-panel shade
structure
$90,000
Total: $500,000
The cost estimates above are inclusive of the shade structures, mature trees, design and engineering documentation, all materials and supplies, and installation.
The Parks and Recreation Commission unanimously recommended the above draft guidelines to provide shade at Corona's three newest playgrounds following best practices and an appropriation of $350,000 to provide shade protection at playgrounds at Mountain Gate, Lincoln, and Santana Parks.
Based upon the draft guidelines, staff is also requesting $150,000 in additional funds to evaluate and purchase shade for the City’s newest playground at Cresta Verde Park, for a total of $500,000.
Tehachapi Park Playground, also recently installed, has an integrated shade structure and mature trees surrounding the playground and, therefore, meets the draft recommendations. The investment in shade not only helps make the play experience better for children and adults alike but will also serve to protect the new equipment at these sites. The Parks and Recreation Commission recommendations on the use of shade will be provided to the consultant for as part of the Parks and Recreation Master Plan.
Based upon the Parks and Recreation Commission's recommendation, staff recommends a transfer of funds from an existing Capital Improvement Project No. 7902 titled "Park Improvements" to begin the project. In addition, staff is recommending approval of a PSA with USA Shade & Fabric Structures for the purchase of the shade structure equipment and engineering services only based on the determination of competitive bidding findings in the next section of this report. The engineering City of Corona Page 3 of 5 Printed on 4/27/2022
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determination of competitive bidding findings in the next section of this report. The engineering services provided by USA Shade & Fabric Structures consist of providing design and engineering for the structure and foundation, as well as stamped drawings and calculations. The installation portion of the project will be conducted through a formal public bidding process, which is why the total amount requested for the Capital Improvement Project differs from the PSA agreement total.
BASIS FOR DETERMINATION OF COMPETITIVE BIDDING
The Public Works Department is requesting to purchase the proposed equipment pursuant to Corona Municipal Code (C.M.C.) Section 3.08.140(c) based upon competitive bidding already being completed. "When the purchasing agent and authorized contracting party, with the approval of the City Manager, determines that:
(1) A competitive bid procedure has been conducted by another public agency including, but not limited to, another local agency, the state through the California Multiple Award Schedule (CMAS), the federal government through the General Services Administration (GSA), the U.S. Communities Government Purchasing Alliance, or the Western States Contracting Alliance (WSCA); and
(2) The price to the city is equal to or better than the price to that public agency." Staff is requesting approval of the proposed purchase of shade sails for Mountain Gate, Lincoln, and Santana Park Playgrounds from USA Shade & Fabric Structures based upon the determination that a competitive bidding process has already been conducted by another public agency, Sourcewell.
Sourcewell is a purchasing cooperative that leverages the buying power of multiple agencies when awarding contracts for goods and services. Utilizing cooperative purchasing agreements is recommended by the California Association of Public Procurement Officials (CAPPO) based upon conducting extensive due diligence and market research. CAPPO recommends public procurement should consider the use of cooperative contracts in order to lower prices, lower administrative costs, increase competition, and obtain more favorable terms and conditions. USA Shade & Fabric Structures is a subsidiary of PlayPower. PlayPower, Inc., was awarded Contract #010521-LTS-6 from Sourcewell, a State of Minnesota local government agency and service cooperative formerly known as the National Joint Powers Alliance (NJPA), for the purchase of playground and water play equipment with related accessories and services after a competitive bid process conducted in 2020.
On November 10, 2020, Sourcewell advertised Request for Proposals (RFP) #010521 for Playground and Water Play Equipment with Related Accessories and Services. Proposals for RFP #010521 were due by January 5, 2021, and a total of 25 proposals were received by the due date and time. After review by a Proposal Evaluation Committee comprised of four individuals, six vendors were recommended for award of Sourcewell Contract #010521, with PlayPower, Inc. being one of the awardees. PlayPower, Inc., through wholly-owned subsidiaries such as USA Shade & Fabric Structures, maintains a large distribution force delivering sales and service throughout the United States and Canada, and they offer participating entities financing options and a solid discount off of list price - 10% for purchases over $50,000.
Additionally, by purchasing the equipment directly from the manufacturer, the City can be confident that it will receive a quality product that meets the City’s requirements at a price that is consistent with what other agencies would pay. If the City solicited bids for equipment and installation at the City of Corona Page 4 of 5 Printed on 4/27/2022
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with what other agencies would pay. If the City solicited bids for equipment and installation at the same time, the contractor would be allowed to provide alternative as-equal substitutions of equipment and would charge a mark-up on the equipment as well. Based on these reasons and the previously conducted bid process by Sourcewell, the Public Works Department requests to proceed with r the purchase of shade structures from USA Shade & Fabric Structures, Inc. in the amount of $143,025.
COMMITTEE ACTION:
This item was presented to the Parks and Recreation Commission on October 12, 2021, and February 8, 2022, and was recommended for City Council consideration.
FINANCIAL IMPACT:
The proposed actions will transfer $500,000 from Park Development Impact Fee Fund (Fund 217) in an existing Capital Improvement Project No. 7902 titled "Park Improvements" to a new Capital Improvement Project titled "Shade Installation at Park Playgrounds,” Project No 2022-06. Capital Improvement Project No. 7902 currently has a balance of $2,855,109, which is sufficient for the recommended fund transfer.
ENVIRONMENTAL ANALYSIS:
This action is categorically exempt pursuant to Sections 15301 of the Guidelines for the California Environmental Quality Act (CEQA), which states that the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of use beyond that existing at the time of the CEQA determination, and is therefore exempt from CEQA. This action involves the purchase of shade structures for future installation at existing park playgrounds for the purpose of enhancing the experience at the existing public facility. Therefore, no environmental analysis is required, and staff will file a Notice of Exemption with the County of Riverside.
PREPARED BY: TRACY MARTIN, CAPITAL IMPROVEMENT PROJECT MANAGER REVIEWED BY: SAVAT KHAMPHOU, PUBLIC WORKS DIRECTOR
Attachments:
1. Exhibit 1 - Sourcewell Contract #010521-LTS-6 for USA Shade-PlayPower, Inc.
2. Exhibit 2 - Professional Services Agreement
3. Exhibit 3 - Presentation to Parks Commission titled "Park Equipment & Playground Shade Recommendations"
City of Corona Page 5 of 5 Printed on 4/27/2022
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