Agenda Item
City Council
Item #: 3.12. 2/14/2023 File #: 22-0696
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, Interim City Manager
FROM: Leslie Hardy, Community Services Director
1. SUBJECT
Award of Contract to Robertson Industries, Inc. for the rubberized tot lot surface installation at El Modena Park and the replacement of the rubberized tot surface at Serrano Park.
2. SUMMARY
As part of the El Modena Area Renovation Capital Improvement Project (30048), the existing engineered wood fiber surface at the El Modena Park tot lot will be replaced with new rubberized surfacing. In addition, installation of a 1.5-inch retop of the rubberized surface material will be installed at the tot lot at Serrano Park to complete the Rubberized Tot Lot Surface Replacement Capital Improvement Project (20440).
3. RECOMMENDED ACTION
1. Approve contract with Robertson Industries, Inc. in the amount of $190,547.50; and authorize the Mayor and City Clerk to execute on behalf of the City.
2. Authorize the appropriation of $32,764.50 in unreserved Park Acquisition (Infill) (510) fund balance to expenditure account 510.7021.56020.20440 - CIP Building and Improvements.
4. FISCAL IMPACT
The total expenditure for this contract is $190,547.50 and will be funded through:
Rubberized Tot Lot Replacement (20440) Park Acquisition (Infill) (510) $ 80,514.50 El Modena Area Renovation (30048) El Modena Cell Tower (512) 110,033.00 $190,547.50
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 and Discussion
City maintained tot lots (playgrounds) at City parks utilize poured-in-place rubberized surface, engineered wood fiber surfaces, or a combination of engineered wood fiber and rubberized surface.
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Item #: 3.12. 2/14/2023 File #: 22-0696
engineered wood fiber surfaces, or a combination of engineered wood fiber and rubberized surface.
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 around playground equipment.
Tot lot rubberized surfaces are installed to ensure playground safety, allow for ADA accessibility and are an aesthetic asset to park facilities. These surfaces have a longevity of approximately 10 years with proper maintenance and care. As part of the phased El Modena Park Area Renovation Capital Improvement Project, the existing engineered wood fiber surfacing at the park’splayground will be replaced with a rubberized surface. The scope of work includes the demo and removal of cracked and displaced concrete, removal of existing wood fibers, preparation of sub-grade, raising the existing slide to provide proper clearance at slide exit, installation of new concrete, installation of the rubberized play surface, and filling gaps along the perimeter of the tot lot.
In addition, the rubberized surface at the tot lot at Serrano Park is past its useful life. The top surface is worn, weathered, and is requiring increasingly more work to maintain it as a safe playing surface.
The scope of work includes the installation of a 1.5-inch retop of the rubberized surface material to address the cracks and wide gaps between the play surface and surrounding concrete walkways. A complete renovation of the surface is not necessary as the base and sub-surface still meet City and Industry Safety Standards.
Staff is recommending Council approve a contract with Robertson Industries, Inc. (Robertson), in the amount of $190,547.50, to perform the work on both playgrounds. Robertson, a Playcore Company, is covered under national cooperative contract #R220203 between Playcraft, a Playcore Company, and Region 4 Education Service Center and OMNIA Partners. The pricing structure for all services under this proposed contract will be per the OMNIA awarded rates. As such, competitive bidding for these services has already taken place and the City may utilize this contract for covered services without additional competitive bidding. The City has had a positive experience with Robertson, as they have provided these services in the past.
The cost for new rubberized surfacing at El Modena is $100,030 and the cost of the Serrano Park resurfacing is $73,195. The total expenditure for the work outlined is $173,225. The contract also includes a 10% contingency of $17,322.50 to be divided between the projects. Therefore, the amount of this contract is $190,547.50 and will be funded as follows:
Rubberized Tot Lot Replacement (20440) Park Acquisition (Infill) (510) $ 80,514.50 El Modena Area Renovation (30048) El Modena Cell Tower (512) 110,033.00 $190,547.50
The City Council appropriated $47,750 for the Rubberized Tot Lot Surface Replacement project (20440) as part of the Fiscal Year 2020-2021 budget adoption. Since then, the cost of petroleum products and labor has increased. Additionally, Robertson obtained a new purchasing contract with new rates in early 2022. Therefore, the estimated expense for the project has increased by $32,764.50. Staff is also recommending that the City Council appropriate this balance to the 20440 project expenditure account in order to facilitate the resurfacing.
7. ATTACHMENTS
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Item #: 3.12. 2/14/2023 File #: 22-0696
· Attachment 1 - Contract - Robertson Industries
· Attachment 2 - Exhibit A - Scope of Work El Modena and Serrano · Attachment 3 - OMNIA Cooperative Contract
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