CITY COUNCIL STAFF REPORT
Meeting: July 6, 2023
Subject
Award a contract for the Creekside Park School Age Play Area to Ross Recreation Equipment, Inc. for purchase and installation of themed playground equipment.
Recommended Action
Award an equipment procurement and installation contract for the Creekside Park School Age Play Area (Budget Unit 420-99-085) in the amount of $283,873.50 to Ross Recreation Equipment, Inc. using pricing established through the National Purchasing Partners; Authorize the City Manager to execute an equipment procurement and installation contract when all conditions have been met; and Authorize the Director of Public Works to execute any necessary change orders up to a contingency amount of $28,388 (10%) for a total contract amount of $312,261.50.
Reasons for Recommendation
The Annual Playground Equipment Replacement Project (Project) was initially authorized as a five-year program in Fiscal Year (FY) 2020 – 2021 committing $300,000 each year to fund the replacement of aging playgrounds. The Creekside Park Play Areas were selected to be the first of the replacement projects due to their age and condition. The City of Cupertino completed improvements to the Creekside Park Tot Lot in FY 2022 - 2023.
The Parks and Recreation System Master Plan (Master Plan) calls for support of all-inclusive and universal play by providing a destination for all-inclusive play and adding additional inclusive elements to existing play areas. Inclusive elements allow users with special needs or sensory challenges access to enjoyable recreation opportunities. The playground equipment that will be installed in this project incorporates inclusive elements, meets Americans with Disabilities Act (ADA) requirements, and meets the Master Plan goal of building and repairing existing parks. This increases the level of service while allowing a specific demographic an equal opportunity to play using specialized playground equipment.
Background
A November 2020 community survey considered themed playground equipment for Creekside Park and the residents selected "creek" as the top theme. Having themed playground equipment addresses the Master Plan recommendation to incorporate themed play areas as part of a diversity initiative for outdoor recreation.
On May 4, the proposed layout, inclusive elements, and theme were presented to the Parks and Recreation Commission for input and the Commission selected three inclusive elements for the design. Attachment A illustrates the proposed playground equipment with these inclusive design elements incorporated.
Discussion
Competitive pricing for playground equipment purchases and installation for this project was provided through the National Purchasing Partners LLC dba NPPGov. This program allows California State and local agencies to contract with qualified suppliers without a separate competitive bidding process. Ross Recreation Equipment Inc. (Ross) is a qualified supplier whose equipment options and proposed design layout were the best match for the park playground’s requirements, including theme and inclusivity. The scope of work will include design, manufacturing, installation of the playground equipment, and the installation of surfacing. Ross is a qualified contractor that can meet the requirements of this project.
Award of this project using the NPPGov pricing meets public contract code requirements for a competitive process pursuant to Public Contracts Code section 10298(a). The City could decide to bid the project through the typical Request for Proposal process, but it is unlikely to result in increased savings and would take additional time.
Accessibility improvements to the pathway from the playground will be required. This additional work will be contracted and implemented by others, separate from this project.
Sustainability Impact
This project increases the level and diversity of services within walking distance of many homes. Increasing amenities accessed by walkers, people with strollers, and wheelchair access is consistent with the Climate Action Plan Goal 2 – Encourage Alternative Transportation.
Fiscal Impact
No additional funding is needed. Approving this item will expend $283,873.50, with a project contingency of $28,388.00. The current Capital Improvement Budget for this program (Account # 420-99-085) contains $602,861.04.
Current Fiscal Summary:
Current Funding Status
Amount
Budgeted Funds for Playground Replacement projects (Capital Reserve) $900,000.00
Expenses to Date (Creekside Park Tot Lot)
($297,138.96)
Subtotal
$602,861.04
Proposed Funding Impact
Amount
Projected Misc. Project Costs (permit fees, ADA scope, etc.) ($68,654.21)
Projected Construction Total
($312,261.50)
Subtotal
($380,915.71)
Total Remaining Program Budget after Project Completion $221,945.33
California Environmental Quality Act (CEQA)
The project is categorically exempt from CEQA per CEQA Guidelines sections 15301 (existing facilities), 15302(replacement or reconstruction of existing structures), and 15304(minor alterations to land). _____________________________________
Prepared by: Evelyn Moran, Project Manager
Reviewed by: Susan Michael, Capital Improvement Programs Manager Reviewed by: Chad Mosley, Interim Public Works Director Reviewed by: Matt Morley, Assistant City Manager
Approved for Submission by: Pamela Wu, City Manager
Attachments:
A – Representation of Proposed Playground Equipment
B - Draft Contract