Agenda Item
City Council
Item #: 3.4. 10/11/2022 File #: 22-0539
TO: Honorable Mayor and Members of the City Council
THRU: Rob Houston, City Manager
FROM: Leslie Hardy, Community Services Director
1. SUBJECT
Agreement with Robertson Industries, Inc. for maintenance and repair of rubberized play surface material for tot lots in four City parks.
2. SUMMARY
This agreement provides for the ongoing maintenance and repair for the rubberized safe fall zones for tot lots in four City parks, including El Camino Real, Fred Barrera, Serrano, and Steve Ambriz Parks. The agreement term is three years, with the option for one, one-year extension.
3. RECOMMENDED ACTION
Approve agreement with Robertson Industries, Inc. in an amount of $80,625 and authorize the Mayor and City Clerk to execute on behalf of the City.
4. FISCAL IMPACT
The total expenditure for this agreement is $80,625 and will be funded through the General Fund (100).
5. STRATEGIC PLAN GOALS
Goal 1: Provide for a safe community
b: Provide and maintain infrastructure necessary to ensure the safety of the public.
Goal 3: Enhance and promote quality of life in the community a: Renovate, maintain, develop, and/or expand public use places and spaces.
6. DISCUSSION AND BACKGROUND
Background
The City currently maintains tot lots (playgrounds) at 16 parks. Fred Barrera, Serrano, and Steve Ambriz Parks utilize poured-in-place rubberized play surface material to constitute a safety surface while El Camino Real Park has a combination engineered wood fiber and rubberized surface (the remaining tot lots all have engineered wood fiber surfaces). Daily maintenance includes sweeping, blowing, spot cleaning, and inspection to ensure the surface is free of harmful debris and damage. All City playgrounds have the required safety surface that meets the American Society for Testing and Materials (ASTM F 1292-99) Specification for Impact Attenuation of Surface Systems under and City of Orange Printed on 10/6/2022Page 1 of 2
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Item #: 3.4. 10/11/2022 File #: 22-0539
around playground equipment.
Discussion
In addition to the daily maintenance, the rubberized surfaces also require annual maintenance which includes pressure washing, re-coating, and repair. Staff is recommending Robertson Industries, Inc. (Robertson) to provide tot lot rubberized play surface maintenance and repair services. The City has had a positive experience with Robertson, as they have provided these services in the past.
Robertson, a Playcore Company, is covered under national cooperative agreement #R220203 between Playcraft, a Playcore Company, and Region 4 Education Service Center and OMNIA Partners. The pricing structure for all services under this proposed agreement will be per the OMNIA awarded rates. As such, competitive bidding for these services has already taken place and the City may utilize this agreement for covered services without additional competitive bidding.
The maintenance program includes a variety of efforts applied to each surface, depending on need and, as such, the cost varies each year. The contractor’sproposal and the compensation schedule reflect the annual not-to-exceed amounts. The agreement also includes an option for a one-year term extension per the contractor’sproposal (based on approved OMNIA rates in 2025) to be executed by the City Manager.
The total expenditure for this three-year agreement is $80,625. The annual not to exceed amount for current Fiscal Year 2022-23 is $29,995. Each year of the remaining term of the agreement is dependent upon City Council approval of sufficient funds for the agreement as part of the annual budget process.
7. ATTACHMENTS
· Maintenance Services Agreement
· Playground Systems, Installation, Services, and Related Items with Region 4 Education Services Center and OMNIA agreement
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