DATE: August 20, 2024
TO: Mayor and City Council
FROM: Director of Maintenance Services
SUBJECT: Adopt A Resolution Awarding the Construction Contract to GameTime (MRC) for the Playground Equipment Design and Installation at Various Landscape and Lighting Assessment District Parks in an Amount Not-to-Exceed $745,000
RECOMMENDATION
That Council adopts a resolution (Attachment II) awarding the construction contract to GameTime (MRC) for the playground equipment design and installation at various Landscape and Lighting District (LLAD) parks in an amount not-to-exceed $745,000.
SUMMARY
The Landscape Maintenance Division manages maintenance in eighteen (18) Landscape and Lighting Assessment Districts (LLAD) throughout the City. Two parks within the LLAD, Twin Bridges Park (LLAD 7) and Gordon E. Oliver Eden Shores Park (LLAD 10) have aging playground infrastructure in need of capital replacement. Staff released a Request for Proposal (RFP) in February 2024 to solicit the design and installation of new play structures at each location. Staff recommends awarding the construction contract to MRC in an amount not-to-exceed $745,000 to support this effort.
BACKGROUND AND DISCUSSION
Twin Bridges Park, a three-acre park, includes one play structure and two swing sets on a mulch surface. The Park also has a basketball court, volleyball court, an open lawn area, and picnic tables with barbeque pits. Gordon E. Oliver Eden Shores Park, a twenty-five-acre park, includes two play structures and a swing set on a mulch surface. The Park also has a basketball court, tennis courts, an open space with grassy area and walking path, an amphitheater seating gazebo, and picnic tables. Both parks’ play structures and swing sets are nearing the end of their useful life. To ensure structural integrity and physical safety and to provide outdoor recreational activities to the residents and visitors of these Districts, these play structures need to be replaced.
In February 2024, staff released RFP 24-027 to solicit proposals for the design, removal, and installation of new play structures and swings. From April - July 2024, staff received and reviewed thirty-two (32) proposals from four (4) vendors. Concurrently, staff communicated with the respective LLAD homeowner association (HOA) group(s) and homeowners of the bid, responses, and construction schedules. The HOAs and homeowners provided input on the preferred design features on the received bids.
Funding for the new play structures and swings will be provided through the respective Districts’ budget. These budgets are collected through annual property tax assessments. There will be no impact to homeowners, HOAs, or the General Fund since both Districts’ have sufficient appropriated budgets.
ECONOMIC IMPACT
Installing new play structures will provide safe recreational areas for residents and visitors, encourage outdoor physical activity, and increase property values.
FISCAL IMPACT
The Adopted FY 2025 LLAD Budgets have sufficient funds appropriated to complete these capital replacements for both parks. There will be no impact to the General Fund.
Fund 274 – FY 2025 Appropriated Budget is $315,000.
Twin Bridges Park – Contract $223,000
Twin Bridges Park – Contingency $ 22,000
Total $245,000
Fund 277 – FY 2025 Appropriated Budget is $500,000.
Gordon E. Oliver Eden Shores Park – Contract $457,000
Gordon E. Oliver Eden Shores Park – Contingency $ 43,000 Total $500,000
STRATEGIC ROADMAP
This agenda item is a routine operational item and does not directly relate to the projects outlined in the Council’s Strategic Roadmap. However, this item does enhance quality of life by providing active public spaces and implementing community enrichment through access to recreational spaces.
PUBLIC CONTACT
The RFP was released to the public from February– April 2024. From April – July 2024, staff notified the respective HOAs and homeowners of the results of the bid and to gather input on which proposal best fit the needs for each District.
NEXT STEPS
If Council approves this item, the City Manager will negotiate and execute a construction contract with GameTime (MRC) for the design and installation of new playground structures in an amount not-to-exceed $745,000.
Prepared by: Manny Grewal, Management Analyst
Recommended by: Todd Rullman, Director of Maintenance Services Approved by:
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Dustin Claussen, Interim City Manager