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August 15, 2022
TO: Honorable Mayor and City Council
FROM: Parks Recreation and Community Service Department SUBJECT: PURCHASE ORDER CONTRACT AWARD TO TURBOSCAPE, INC
FOR ENGINEERED WOOD FIBER MATERIALS
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the proposed action is exempt from the California Environmental Quality Act ("CEQA") pursuant to State CEQA Guidelines Section 15061 (b)(3) (Common Sense Exemption [formerly the General Rule]); and
2. i) Accept the bid dated May 24, 2022 submitted by Turboscape, Inc in response to specifications for engineered wood fiber for Playgrounds; ii) reject all other bids received; and, iii) authorize the Interim City Manager to enter into a purchase order contract with Turboscape Inc. for an amount not to exceed $208,930 (which includes an $18,994 contingency) over a three year period with the option of two, one-year extensions in the annual amount of $69,643 (which includes a $6,331 contingency), at the discretion of the City ManageL
BACKGROUND:
The Parks, Recreation and Community Services Department (PRCS) purchases and utilizes engineered wood fiber (EWF). material under and around City playground equipment. Engineered wood fiber is a material designed to cushion the impact of a fall.
Through the City's Playground Inspection Program, PRCS performs weekly inspections of 24 playgrounds to ensure proper fiber wood fill depth requirements are met to prevent injuries.
The PRCS Department issued a Notice Inviting Bids for playground engineered wood fiber on May 5, 2022 via PlanetBids and published it in the Pasadena Journal and Pasadena Independent. A total of 481 vendors received the notice and 13 vendors downloaded the formal bid specifications. On May 24, 2022, two vendors submitted bids. No submissions were received from local Pasadena vendors. 08/15/2022 MEETING OF _____ _ 5 AGENDA ITEM NO. ____ _
Purchase Order Contract Award to Turboscape, Inc.
August 15, 2022
The bid results are as follows:
Bidder
1.Turboscape, Inc
2. Miracle Playground Sales
Location
Lake Elsinore, CA
Corona, CA
Annual Amount ($)
$4,584
$7,335
The bid proposal is based on 100 cubic yards of EWF and includes the cost of freight, fuel surcharge and tax. PRCS uses approximately 1,400 tons of EWF playground material annually. The estimated annual cost of $69,643 is based on the average use of 1,400 cubic yards of material and a contingency for allowable CPI increases. As the responsive and responsible lowest bidder, PRCS recommends awarding this purchase order contract to Turboscape, Inc. for a three-year period in an amount not to exceed $208,930 with two, one-year optional renewals for a possible grand total of $348,216.
The contract amounts are as follows:
Year 1 to 3
Base Bid
Contingency Allowance
Not to Exceed Amount
$189,936
$18,994
$208,930
Year4
Optional
1st
Extension
$63,312
$6,331
$69,643
TOTAL
Years
Optional
2nd
Extension
$63,312
$6,331
$69,643
$348,216
My Bark Co Inc., located in Valley Spring, California has been the City's EWF playgrounq material provider since 2018; with a total five-year cost of $202,000. They did not participate in this bid opportunity.
COUNCIL POLICY CONSIDERATION:
This action is consistent with the City Council's goals to improve, maintain, and enhance public facilities and infrastructure, to support and promote the quality of life and local economy, and ensure public safety.
ENVIRONMENTAL ANALYSIS:
This action is exempt from the CEQA pursuant to State CEQA Guidelines Section 15061(b)(3), the Common Sense Exemption (formerly the general rule) that CEQA applies only to projects which have the potential for causing a significant effect on the environment.
Purchase Order Contract Award to Turboscape, Inc.
August15,2022
FISCAL IMPACT:
The maximum cost of this action will be $348,216 if all options are exercised. Funding for this action will be addressed by the utilization of existing budget appropriations in the · Parks, Recreation, and Community Services Department Operating Budget ( 10118071 - 811400).
Prepared by:
. Tseg Selassie
Management Analyst IV
Approved by:
Respectfully submitted,