PISMO BEACH COUNCIL AGENDA REPORT
Agenda Item #12.D
SUBJECT/TITLE:
DIRECTION ON PALISADES AND CHUMASH PARKS PLAYGROUND PROJECT
RECOMMENDATION:
Provide staff with direction on how to proceed with the Palisades and Chumash Parks Playground project.
BACKGROUND:
One of the City Council’s top goals is to “build on the strength of our local community to preserve the City’s ‘Classic California’ charm and ensure an exceptional quality of life for residents.” The priorities for this goal over the next two years are to:
Invest in neighborhoods, including road, sidewalk, and park improvements Relocate tennis courts located at the site of the future public safety center and add basketball courts/pickleball courts to offer improved recreational opportunities for residents at the new site
Complete updates to the Local Coastal Plan, General Plan and Zoning Ordinance, emphasizing issues important to the community, such as managed growth, appropriate design, and neighborhood preservation
Engage the community and communicate the benefits of a visitor economy to quality of life for residents (e.g., tourism, hospitality)
Evaluate the locations and potential expansion of recreation programs to meet community needs (i.e., mobile home community centers)
Implement community beautification strategies (e.g., James Way Beautification Plan), and establishing City policy about tree planting programs Evaluate the option of assessment districts to address major infrastructure improvements (e.g., Shell Beach drainage; undergrounding utilities) Deliver exceptional services to the public
To achieve this goal, the 10-year Capital Improvement Plan and Fiscal Year 2022 budget includes two projects; “Palisades Park improvements” and “Chumash Park Improvements.”
At its December 9, 2021 meeting, the Parks, Recreation, and Beautification Commission (PRBC) reviewed inspirational designs for both parks, and made the following recommendations:
Playground designs should be unique, creative, promote physical activity, foster imagination, and encourage social interaction for all ages. Palisades Park design should reflect the neighborhood aesthetic; could be inspired by nature or ocean themes; with a color palette to complement the natural surroundings of the park and residential area.
Chumash Park design should follow nature-inspired themes and could possibly include a culturally appropriate Native American component within the design.
12.D-1Council Agenda 3-15-2022
A request for proposals (RFP) to provide playground design and playground equipment manufacture and delivery was issued on December 16, 2021 (site plans included in the RFP are provided as Attachment 1) and eight proposals were received on January 21, 2022. The proposals were reviewed by an ad hoc committee, comprised of members of the PRBC and staff based on the following:
Uniqueness, creativity, and capacity to challenge children both physically and mentally
Appropriateness for stated age demographics
Understanding of contract requirements as a whole and the unique capabilities to perform the services required
Quality of references
Identification of key personnel assignments including any sub-contractors to be hired for this project
Ability to commit staff for the duration of the project with little or no change-out and establishment of a primary contact for the project
Two consultants, Recreation West Outdoor Products (RecWest) and Park and Play Structures (Park and Play) were selected for final consideration. Staff and the ad hoc committee met with RecWest and Park and Play representatives to select designs that met the above criteria while providing maximum play value for the community.
At its February 3, 2022 meeting, the PRBC reviewed playground design submissions and approved the ad hoc committee to select the final design company to move forward.
RecWest was selected by the ad hoc committee to design both Palisades and Chumash Park playgrounds.
The PRBC made the following recommendations to the ad-hoc committee with regards to final design:
Change the colors in park designs to complement their surrounding areas. Make a concentrated effort to include swings into both playground designs. Consider the height requirements of Palisades Park and re-design elements as needed.
Have a rendering of the final designs placed in a more realistic background that reflects the actual surroundings when design is finalized.
The ad hoc committee’s final design selection (Attachment 2) was presented to the PRBC on March 3, 2022, and the PRBC recommend the designs be presented to City Council for final approval.
A separate RFP for preparation of construction documents was issued on December 30, 2021. A single proposal was received on January 27, 2022. The proposal was evaluated by a review panel based on the following:
Understanding of the scope of work to be performed
Methods, schedule and procedures to be used
Management, personnel and experience
Consultation and coordination with the City of Pismo Beach
12.D-2Council Agenda 3-15-2022
Initial budgeting cost estimate for improvements at both parks was $450,000. The current estimate for both park improvement projects is $1.1 million. The significantly increased costs are a result of cost increases for installation services, softfall pour-in-place (PIP) surface installation, and the amount of access improvements (ADA) that must be constructed in both parks. Staff estimates a budget shortfall of $651,000 to complete both parks. The actual budget shortfall would not be known until the construction bids are received. However, based on the current approved budget for the projects and anticipated project costs, staff has identified two options for moving forward with the project.
Option 1: Renovate Both Palisades and Chumash Parks
Staff could move forward with the selected consultants to purchase equipment and develop construction plans to renovate both Palisades and Chumash Parks. Staff would return at the next Council meeting with an item to award contracts for both the purchase of the equipment and preparation of construction documents. The project would then be advertised for bids and staff would return to Council to award a construction contract and appropriate any budget shortfall at that time. The costs that exceed budget would need to be appropriated from the General Fund available fund balance, or other available sources as discussed with the City Council at the meeting of March 1, 2022.
Option 2: Renovate Palisades Park Only
Staff could move forward with the selected consultants to purchase equipment and develop construction plans to renovate Palisades Park only. The current play equipment at Chumash Park is approximately 20 years old, however despite its age and being eligible for replacement, it is still in relatively good shape and still “plays well” as it remains quite busy and is a popular park with families. Based on the condition of the play equipment at Chumash Park, staff estimates that replacement could be delayed three to seven years, with only the PIP surfacing needing to be replaced and/or repaired at this time. Staff would return at the next Council meeting with an item to award contracts for both the purchase of equipment and preparation of construction documents for Palisades Park only, and replacement and/or repair of the softfall at Chumash Park. The project would then be advertised for construction bids and staff would return to Council to award a construction contract and appropriate the budget shortfall at that time. This approach would likely fall within the existing budget or require very little contribution from the General Fund available fund balance, or other available sources. The playground replacement then could be placed into the Capital Improvement Plan budget four years out so the City could begin preparing for the playground’s replacement in the future.
Conclusion and Recommendation
Staff recommends that the City Council discuss options for the Palisades Park and Chumash Park Playground Project and provide staff with direction on how to proceed.
FISCAL IMPACT:
The estimates shown below are based on similar size and scope projects. Once a consultant design team is under contract and a topographic site survey is performed the consultant team will identify the limits of the ADA improvements required to update the parks.
12.D-3Council Agenda 3-15-2022
The FY 2022 Adopted Budget includes $100,000 for Palisades Park funded by Park Development Fund resources and $350,000 for Chumash Park funded by General Fund resources for a total project budget of $450,000. Staff estimates that Option 1 could cost $1,101,000 based on the current proposals received and estimated costs for the project components, leaving a $651,000 budget shortfall The following table lists the estimated costs.
Project Budget $450,000
Play structure materials and equipment (Palisades) $110,000 Play structure materials and equipment (Chumash) $220,000 PIP surfacing material and installation (Palisades) $84,000 PIP surfacing material and installation (Chumash) $131,000 Construction Documents preparation (both parks) $86,000 Construction and CM services (both parks) $470,000
Estimated Project Total $1,101,000
Projected Budget Shortfall $651,000
Staff estimates that Option 2 could cost $603,000 based on the estimated costs for the project components, leaving a $153,000 budget shortfall. This estimate would be refined with updated proposals from the consultants if the Council recommends moving forward with Option 2. The following table lists the estimated costs.
Project Budget $450,000
Play structure materials and equipment (Palisades) $110,000 PIP surfacing material and installation (Palisades) $84,000 PIP surfacing material and installation (Chumash) $131,000 Construction Documents preparation $43,000
Construction and CM services $235,000
Estimated Project Total $603,000
Projected Budget Shortfall $153,000
In order to support the estimated budget shortfall, staff could use General Fund unassigned fund balance to support this project.
With either Option 1 or Option 2, the actual project costs would not be known until construction bids are received and staff would return to Council to award a construction contract and appropriate any budget shortfall at that time.
ALTERNATIVES:
1. Provide alternative direction to staff regarding the project.
12.D-4Council Agenda 3-15-2022
ATTACHMENTS:
1. Site plans from the RFP
2. Playground design for Palisades and Chumash Park
Prepared by: Erin Olsen, Management Analyst Meeting Date: March 15, 2022 Submitted by: Benjamin A. Fine, P.E., Director of Public Works/City Engineer City Manager Approval:
12.D-5Council Agenda 3-15-2022
Please review the highlighted areas for consideration.
Attachment 1
12.D-6Council Agenda 3-15-2022
Please review the highlighted areas for consideration.
Original Playground
Removed
New Playground
Site
Picnic Tables
Relocated (2)
Attachment 1
12.D-7Council Agenda 3-15-2022
Palisades Park Playground
Design Option #1
Attachment 2
12.D-8Council Agenda 3-15-2022
Attachment 2
12.D-9Council Agenda 3-15-2022
Attachment 2
12.D-10Council Agenda 3-15-2022
Attachment 2
12.D-11Council Agenda 3-15-2022
Attachment 2
12.D-12Council Agenda 3-15-2022
Attachment 2
12.D-13Council Agenda 3-15-2022
Attachment 2
12.D-14Council Agenda 3-15-2022
Attachment 2
12.D-15Council Agenda 3-15-2022
Chumash Park Playground
Design Option #1
Attachment 2
12.D-16Council Agenda 3-15-2022
Attachment 2
12.D-17Council Agenda 3-15-2022
Attachment 2
12.D-18Council Agenda 3-15-2022
Attachment 2
12.D-19Council Agenda 3-15-2022
Attachment 2
12.D-20Council Agenda 3-15-2022
Attachment 2
12.D-21Council Agenda 3-15-2022
Attachment 2
12.D-22Council Agenda 3-15-2022
Attachment 2
12.D-23Council Agenda 3-15-2022
Attachment 2
12.D-24Council Agenda 3-15-2022
Alternate Surfacing Color Option
Attachment 2
12.D-25Council Agenda 3-15-2022
Attachment 2
12.D-26Council Agenda 3-15-2022
Attachment 2
12.D-27Council Agenda 3-15-2022