Agenda Item No. 9
CITY COUNCIL STAFF REPORT
TO: Honorable Mayor and City Council DATE: September 23, 2024 FROM: Matthew Bronson, City Manager
PREPARED BY: Greg Ray, Public Works Director/City Engineer Erin Wiggin, Capital Improvement Project Manager
SUBJECT: Authorization to Purchase Ramona Garden Park Playground Equipment
RECOMMENDATION
Authorize purchase order for playground equipment associated with the Ramona Garden Park Rehabilitation Project, Phases 1 and 2 (CIP 1259).
BACKGROUND
On November 1, 2022, the City Council and the Parks, Recreation and Beautification Commission (PRBC) conducted a joint meeting that included review of playground options for the new playground proposed in Phase 1 of the Ramona Garden Park Rehabilitation Project. The City’s project design consultant worked with three different playground equipment vendors (Great Western, Play and Park, and Kompan) on concept designs to present to the Council and PRBC with estimated costs between $800,000 and $1.2 million. The Council and PRBC provided direction in support of the Play and Park option with modifications such as the addition of swings, changing the color scheme, and enhancing the play elements for the 2-5 age group. The PRBC on February 16, 2023 recommended the selection of the updated Play and Park playground design shown in Attachment 1 which the Council approved on April 10, 2023.
The initial cost estimate of the playground was $900,000. To lower this cost and leverage Cityspecific pricing, the project was designed to enable the City to procure the equipment directly via an OMNIA Partners contract, a cooperative purchasing contract for the public sector. The equipment quote of $460,296.30 provided through this process by Play and Park will expire and the price will go up if the equipment is not purchased now ahead of construction of the project which is anticipated in spring 2025 following the project construction bidding process. Staff is recommending purchasing the equipment at this time and storing it until needed with construction of the new park facility. The equipment cost does not include the playground surfacing cost of $300,000 which is included in the total Phase 1 cost estimate.
The lead agency that issued the competitive request for proposals (RFP) for the products on behalf of OMNIA and all public agencies is the Region 4 Education Service Center. The RFP contains language that allows the contract to be accessible nationally to public agencies whose laws allow for the use of “piggybacking”. Region 4 ESC, as the Principal Procurement Agency partnered with OMNIA Partners, Public Sector (“OMNIA Partners”) to make the resultant contract (also known as the “Master Agreement” in materials distributed by OMNIA Partners) from this solicitation available to other public agencies nationally, including state and local governmental entities (“Public Agencies”), through OMNIA Partners’ cooperative purchasing program. Region 4 ESC is acting as the contracting agency for any other Public Agency that elects to utilize the Staff Report: Authorization to Purchase Playground Equipment Page 2 September 23, 2024
resulting Master Agreement. The RFP was advertised for 35 days and vendors responded to the solicitation with sealed responses that were publicly opened. Region 4 ESC evaluated those responses based on evaluation criteria identified in the RFP to award contracts. A copy of the Uniform System of Financial Records (USFR) Compliance Questionnaire prepared by OMNIA Partners is included as Attachment 3 to this report. Pursuant to the above competitive criteria, the purchase is being made pursuant to a Cooperative Agreement Purchase.
FISCAL IMPACT
The cost of this purchase is $460,296.30. Given the timing, General Fund reserves will be used to fund this purchase which will be reimbursed with the $3.3M CDBG grant awarded to the Ramona Garden Park Rehabilitation Project, Phases 1 and 2 (CIP 1259). The City anticipates being able to submit reimbursements using these grant funds within the next few months.
ALTERNATIVES
The Council has the following alternatives to consider:
1. Authorize purchase order in the amount of $460,296.30 for playground equipment associated with the Ramona Garden Park Rehabilitation Project, Phases 1 and 2 (CIP 1259); or
2. Do not authorize purchase order and provide alternative direction to staff.
PUBLIC NOTIFICATION
The agenda was posted in accordance with the Brown Act.
Attachments
1. Playground Design and Equipment
2. Purchase Order
3. USFR Compliance Questionnaire
Attachment 1
Play & Park Structures of Central
Coast CA
2390 C #170 Los Posas Rd.
Camarillo, CA, 93010
Phone: 661-964-7626
Fax:
Email:
[email protected]
Contact: Kathy Wiggins
Ramona Garden Park
City of Grover Beach
Attn: Erin Wiggin
993 Ramona Avenue
Grover Beach, CA 93433
Phone: 805-473-4568
Quote Number: 821-154465D
Quote Date: 9/13/2024
Stock ID Description Quantity Weight Unit Price Amount
RDU CUSTOM SUPERMAX 5-12 STRUCTURE 1 15007.78 $206,043.00 $206,043.00 71031 -- RING CLAMP ASSEMBLY 68
71949 -- 12' TUBE TO OPEN-REVERSE 1
71776 -- SQUARE FABRIC SHADE 1
71645 -- SPY BARRIER 1
71878 -- LARGE ALPINE CLIMBER 2
71886 -- ORIGAMI ENTRYWAY 4
60062 -- SMALL KICKPLATE 3
71002 -- ISOSCELES DECK 6
71879 -- SMALL ALPINE CLIMBER 1
71558 -- TRIPLE SLIDE 1
71651 -- METAL LEAF CLIMBER 1
71531 -- CLUB HOUSE CLIMBER 1
71529 -- 8'-0"ROPE LADDER 1
71903 -- LONG EXIT SECTION 2
71676 -- CURVE RIGHT SECTION 6
71678 -- SLIDE SUPPORT 2
71672 -- DOUBLE CASCADE ENTRANCE 1
71968 -- Shop Panel 1
71667 -- 6'-0"ZIP STEP CLIMBER 1
M15013 -- LOG CLIMBER MODULE D,MET 1
M15012 -- LOG CLIMBER MODULE C,MET 1
M15011 -- LOG CLIMBER MODULE B,MET 1
71166 -- 'S'HORIZ LOOP LADDER 2'-8 1
71530 -- LABYRINTH LINK W/TREE 1
71928 -- GFRC TREE W/DECK & ROOF 1
61046 -- TRIANGLE TRANSFER POINT 1
71505 -- BEANSTALK CLIMBER 4'-8" 1
71403 -- SPIN & WIN PANEL 1
71514 -- SLAT BARRIER W/RAIN WHEEL 1
60061 -- SMALL KICKPLATE-8"SPACE 2
71904 -- PARAGON CLIMBER 40" 1
71775 -- EQUILATERAL FABRIC SHADE 1
71001 -- TRIANGLE DECK 1
71472 -- DECK TO DECK STAIR 2'-0" 1
71512 -- SQ SLAT ROOF 1
71340 -- LEG LIFT 1
71000 -- SQUARE DECK 1
MT3142 -- CLIMBING WALL W/OPTION 2 1
60040 -- 11'POST W/O CAP ALUM 3
G60089 -- 5"OD GALV UPR W/O CAP 12 3
60178 -- 5"OD ALUM UPR 8' W/CAP 1
60947 -- 5"OD ALUM UPR 13' W/CAP 1
60948 -- 5"OD ALUM UPR 11' W/CAP 5
G60944 -- 5"OD GALV UPR 15'W/O CAP 4
RDU CUSTOM SUPERMAX 2-5 STRUCTURE 1 2748.18 $59,515.00 $59,515.00 71031 -- RING CLAMP ASSEMBLY 31
Attachment 2
71104 -- INCLINE WALL CLIMBER 4'-0 1
71649 -- LEFT CURVED SLIDE (4') 1
71461 -- TRANSFER MODULE 2'-8" 1
71775 -- EQUILATERAL FABRIC SHADE 1
71344 -- RAIN WHEEL 1
71753 -- PINNACLE CLIMBER SINGLE
ATTACH 1
71212 -- BUG PANEL 1
71542 -- BEANSTALK CLIMBER 2'-8" 1
71677 -- EXIT SECTION 1
71674 -- STRAIGHT SECTION 1
71671 -- SINGLE CASCADE ENTRANCE 1
71001 -- TRIANGLE DECK 2
71308 -- CABLE SWAY LINK 1
71512 -- SQ SLAT ROOF 1
71513 -- SLAT BARRIER 1
71000 -- SQUARE DECK 2
60061 -- SMALL KICKPLATE-8"SPACE 2
60956 -- 5"OD ALUM UPR 9'W/CAP 2
60040 -- 11'POST W/O CAP ALUM 4
60059 -- 5"OD ALUM UPR 10'W/CAP 1
G60040 -- 11'POST W/O CAP GALV 3
RDU HILLSLIDE - ROLLER SLIDE 1 927 $25,045.00 $25,045.00 71763 -- ROLLER SLIDE 1
71464 -- SLIDE TRANSFER 1
60948 -- 5"OD ALUM UPR 11' W/CAP 4
RDU HILLSLIDE - SKYVIEW TUBE 1 740 $13,698.00 $13,698.00 71266 -- 'S'SKYVIEW 5'-4"-TINTED 1
60948 -- 5"OD ALUM UPR 11' W/CAP 4
71464 -- SLIDE TRANSFER 1
RDU ACTIVITY METERS 1 266 $18,785.00 $18,785.00
7360 -- 20" TWO SIDED ROLLER BALLS 1
7344 -- 20"2-SIDE PIANO W/SWITCH 1
7310 -- 20"HYPNETIC WHEEL 2-SIDE 1
7348 -- 20" 2-SIDED COLOR WHEEL 1
7346 -- 20" Two Sided Water Wave 1
68115 -- ACTIVITY METER 5
67951 TELESCOPE 3 84 $753.00 $2,259.00
65218 INCLUSIVE ORBIT 1 794 $18,490.00 $18,490.00
MBT427 SPORT BOARD SPRING RIDER 1 159 $3,310.00 $3,310.00 67994 CLIMB & DISCOVER CAVE-PRI 1 628 $6,004.00 $6,004.00 313199 PPS OWNER'S KIT 1 11 $0.00 $0.00
YP322 MERIDIAN CYPRESS SPINNER 1 0 $19,023.00 $19,023.00 RDU DOUBLE TEMPLE TROLLEY 1 3028 $53,495.00 $53,495.00
65277 -- TempleTrolley Belt Seat Package 1
65279 -- Temple Trolley Made-For-Me
(Beige) 1
65275 -- Double Temple Trolley 1
SF-126 6' BENCH INGROUND 4 452 $1,018.00 $4,072.00
SF-168 8' HD PICNIC TABLE ADA 6 1638 $2,323.00 $13,938.00 RDU 5" ARCH SWINGS / 2-BAYS 1 905 $7,844.00 $7,844.00
68037 -- 5"OD STD ARCH SWING AAB 1
67564 -- 5"OD ADA ARCH SWING FRAME 1
67598 -- BELT SEAT PKG 5"OD 2
65174 -- SELFIE TOT SWING 5" 1
67919 -- 5"MADE-FOR-ME SEAT GV 2-5 1
CUSTOM CUSTOM ROPE HILL CLIMBERS 2 0 $3,500.00 $7,000.00 65195 NDS NATURE GROUNDS SIGN PKG 1 62 $0.00 $0.00
67866 AGE APPROPRIATE SIGN 2-5 1 82 $1,898.00 $1,898.00 67867 AGE APPROPRIATE SIGN 5-12 2 164 $1,898.00 $3,796.00 65192 NDS PLAY ON SIGN PKG 1 62 $0.00 $0.00
YP419 14" HALF SPHERE PREMIUM 1 30 $748.00 $748.00
YP422 20" FULL SPHERE PREMIUM 1 126 $2,155.00 $2,155.00 YP424 28" Full Sphere Premium 1 168 $4,432.00 $4,432.00 UP501 NatureROCKS STEPPING BOULDERS - SET OF
3 (5-12 yr). 1 0 $3,745.00 $3,745.00
GRN-MD NatureROCKS GRANITE BOULDER - MEDIUM 1 0 $15,427.00 $15,427.00 3TST NatureROCKS TREE STUMPS - SET OF 3 (2-5
yr.) 1 0 $4,308.00 $4,308.00
8FT NatureROCKS 8' FALLEN TREE BALANCE
BEAM 1 0 $6,560.00 $6,560.00
5TSL NatureROCKS TREE SLICES - SET OF 5 1 0 $2,246.00 $2,246.00 Pricing per National IPA / OMNIA Partners Public Sector Contract #R220202._________ Please reference contract number on your purchase order made out to Play and Park Structures.
Total Weight: 28081.96 SubTotal: $503,836.00
Discount: $122,749.53
Estimated Freight: $45,864.76
Tax: $33,345.07
Total Amount: $460,296.30
THIS QUOTATION IS SUBJECT TO POLICIES IN THE CURRENT PLAY & PARK STRUCTURES CATALOG AND THE FOLLOWING TERMS AND CONDITIONS. OUR QUOTATION IS BASED ON SHIPMENT OF ALL ITEMS AT ONE TIME TO A SINGLE DESTINATION, UNLESS NOTED, AND CHANGES ARE SUBJECT TO PRICE ADJUSTMENT. PURCHASES IN EXCESS OF $1,000.00 TO BE SUPPORTED BY YOUR WRITTEN PURCHASE ORDER MADE OUT TO PLAY & PARK STRUCTURES, C/O Play & Park Structures of Central Coast CA.
Pricing: f.o.b. factory, firm for 30 days from date of quotation.
Freight charges: Prepaid & added
Submittals: our design proposal reflects the spirit and intent of the project plans and specifications. While some variations may exist between our quotation and the project design, the differences do not materially affect the intended use. Play & Park Structures designs and specifications are unique and not intended to be identical in all respects to other manufacturers. We shall submit for review and approval by the owner's representative detailed drawings depicting the equipment to be furnished accompanied by specifications describing materials. Once approved, these drawings and specifications shall constitute the final documents for the project and shall take precedence over all other requirements.
Exclusions: unless specifically included, this quotation excludes all site work and landscaping; removal of existing equipment; acceptance of equipment and off-loading; storage of goods prior to installation; equipment assembly and installation; safety surfacing; borders and drainage provisions.
Acceptance of quotation:
Accepted By (printed): P.O. No:
Signature: Date:
Title: Phone:
Purchase Amount: $460,296.30 E-mail:
Order Information
Bill to: Ship to:
Company: Company:
Attn: Attn:
Address: Address:
City/State/Zip: City/State/Zip:
Billing Contact: Jobsite Contact:
Billing Phone: Jobsite Phone:
Billing Fax: Jobsite Fax:
Enter desired color palette name: OR
Enter desired color: Uprights ( ) Decks ( )
Accents ( ) Roofs/Tubes ( ) Slides/Panels ( )
Play & Park Structures of Central Coast CA
By:
Salesperson's signature
Salespersons's Signature Customer's Signature
USFR Compliance Questionnaire
YES/NO COMMENTS
1. Based upon review of this contract for the procurement of construction, materials, and/or services that exceeded $100,000, did the cooperative follow the School District Procurement Rules (R7-2-1001 et seq)? YES
a. For this contracts awarded through competitive sealed bidding or competitive sealed proposals, did the cooperative:
1) Give adequate notice of the invitation for bid (IFB) or request for proposal (RFP)? R7-2-1022 or R7-2-1042(C) YES
2) Compile and maintain a list of persons who requested to be added to a list of prospective bidders, if any? R7-2-1023 YES See RFP Request list
3) Issue the IFB or RFP at least 14 days before the due date and time set for bid or proposals, as applicable, unless a shorter time was determined necessary? R7-2-1024(A) or
R7-2-1042(B)
YES
4) Include all required information in the IFB or RFP?
(Note: If the answer is “No,” the “Comments” should
specifically indicate which requirements were not complied with.) R7-2-1024(B) or R7-2-1042(A)
YES
5) Stamp sealed bids or proposals with the time and date upon receipt and store bids or proposals unopened until the due date and time set for opening? R7-2-1029 or R7-2-1045
YES See Bid Receipt List
6) If a multiple award was made for the IFB or RFP:
i. Did the cooperative establish and follow procedures for the use of multiple award contracts? R7-2-1031(D) and
R7-2-1050(C) YES
ii. Did the cooperative include in the solicitation(s)
notification that multiple contracts may be awarded, the cooperative’s basis for determining whether to award
multiple contracts, and the criteria for selecting vendors for the multiple contracts? R7-2-1031(C) and R7-2-1050(B)
YES
iii. Determine, with the specific reason(s) in writing, that a single award was not advantageous to the cooperative’s
members and retain documentation that supported the basis for a multiple award? R7-2-1031(D)
YES
See Multi-Award
Justification.
iv. Limit contract awards to the least number of suppliers necessary to meet the requirements of the members?
R7-2-1031(D) and R7-2-1050(C) YES
YES/NO COMMENTS
7) For contracts where only one responsive bid or proposal was received, determine that the price submitted was fair and reasonable, and that either other prospective offerors had reasonable opportunity to respond or there was not adequate time for resolicitation, and retain documentation that
supported the basis for the determination? R7-2-1032 or R7-2-1046(A)(1)
NA
Multi-Award
b. For this contract awarded through competitive sealed bidding, did the cooperative award the contracts to the lowest responsible and responsive bidder whose bid conformed, in all material respects, to the requirements and evaluation criteria set forth in the IFB? (Note: If the answer is “No,” the “Comments” should specifically indicate which requirements were not complied with.) R7-2-1031 NA RFP c. For this contract awarded through competitive sealed proposals, did the cooperative award the contract to the offeror whose proposal was determined, with the specific reason(s) in writing, to be most advantageous to the cooperative’s members based on the factors set forth in the RFP and retain documentation that supported the determination? R7-2-1050
YES See Evaluation
Documentation
2. Did the cooperative have signed conflict-of-interest disclosures filed for any employee or nonemployee evaluation committee members? R7-2-1008 and R7-2-1015
NO
3. If the cooperative used a qualified select bidders list to procure construction services, did the cooperative comply with requirements of R7-2-1101?
NA
4. If the cooperative used construction-manager-at-risk, design-build, or job-order-contracting to procure construction services, did the cooperative comply with the requirements of R7-2-1100 through R7-2-1115?
NA
5. If the cooperative procured goods and services using reverse auctions or electronic bidding, did the cooperative comply with the requirements of R7-2-1018, R7-2-1021, or R7-2-1041? NA
6. For purchases made through the Simplified School Construction Procurement Program, did the cooperative follow the requirements of R7-2-1033? (Note: If the answer is “No,” the “Comments” should specifically indicate which requirements were not complied with.) NA
7. If the cooperative used multi-term contracts for any of the contracts tested in question 1:
a. Were the terms and conditions of renewal or extension, if any, included in the IFB or RFP? A.R.S. §15-213(K) and R7-2-1093 YES
b. For materials or services and contracts for job-order-contracting construction services that were entered into for more than 5 years, did the cooperative determine in writing, before the procurement solicitation was issued, that a contract of longer duration would be advantageous to its members? A.R.S.
§15-213(K) and R7-2-1093
NA
8. Did the cooperative prevent additional purchases by new members that would materially change the volume of goods or services estimated in the original solicitation? R7-2-1011 NO
YES/NO COMMENTS
9. Did the cooperative maintain current cooperative purchasing agreements with participating school districts? R7-2-1191 through R7-2-1195 YES
For questions 10 and 11: If the cooperative had any emergency or sole source procurements, the audit firm must test all such procurements.
10. Based upon review of any emergency procurements, was the basis for each emergency procurement reasonable; did the cooperative maintain a written statement for each emergency procurement documenting the basis for the emergency, the selection of the particular contractor, and why the price paid was reasonable; and was such statement signed by the individual authorized to initiate emergency procurements? R7-2-1055 and R7-2-1056 NA
11. Based upon review of any sole source procurements, was the basis for the sole source procurement reasonable, and did the cooperative retain its written determination that there was only one source for the required materials, service, or construction items? R7-2-1053 NA