Administrative
Report
N.2., File # 23-5672 Meeting Date: 3/21/2023
To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
DISCUSSION AND POSSIBLE ACTION ON THE DOMINGUEZ PARK PLAYGROUND EQUIPMENT
IMPROVEMENT PROJECT
APPROVE THE PLANS AND SPECIFICATIONS FOR THE DOMINGUEZ PARK PLAYGROUND EQUIPMENT IMPROVEMENT PROJECT, JOB NO. 30730, AND AUTHORIZE THE CITY CLERK TO
ADVERTISE THE PROJECT FOR COMPETITIVE BIDDING
EXECUTIVE SUMMARY
The Dominguez Park Playground Equipment Improvement Project, Job No. 30730, (Project) is included in the City’s Capital Improvement Program budget to improve the playgrounds, surrounding pathways and landscaping at Dominguez Park. The Project will replace badly worn play equipment and reposition the play areas, maintenance drives, landscaping and pedestrian walkways within the playground area to create a more continuous, connected space. The Project will be completed in two coordinated phases. Phase one will address site improvements while the second phase includes the procurement and installation of playground equipment and rubberized playground surfacing. The Community Services Department identified the preferred playground equipment supplier through a competitive design process that included public outreach and input from the Recreation and Parks Commission. The proposed design is attached and will be presented at the City Council Meeting.
Plans and specifications for the first phase of the Project have been prepared and are now ready to be advertised for competitive bids. The plans and specifications are available for review in the Plans and Specifications Review Area located behind the Engineering Services Division counter at City Hall. The specifications allow six months to complete construction and project close-out.
BACKGROUND
This project will replace badly worn play equipment at Dominguez Park and reposition the play areas, maintenance drives, landscaping and pedestrian walkways in the playground area to create a more cohesive space. In May 2018, the Recreation and Park Commission (RPC) approved an outreach plan to discuss replacement of the play equipment. Outreach began in August 2018 and the feedback was presented to the RPC in December of that year. That discussion grew to include a broader scope including the adjoining landscaping and pathways, which required additional funding.
In December of 2019, one of the City’s on-call landscape architects developed a conceptual design for the reimagining of the 1.25-acre area around the play equipment. Several design priorities were provided by the City, including new playground equipment, rubberized surfacing, new pathways and
N.2., File # 23-5672 Meeting Date: 3/21/2023
provided by the City, including new playground equipment, rubberized surfacing, new pathways and trail layout, a joined playground incorporating the lower level in a way that is “fully inclusive/full spectrum, focusing on both the physical and social aspects of inclusion and development through play.”
Site visits were completed in January 2020 and a community meeting was held on February 22, 2020 to gather feedback. COVID restrictions delayed a discussion with the RPC until October of 2020.
The RPC was able to review and discuss the conceptual design prepared by the consultant and provide comments. Staff changes, and COVID related work load challenges, delayed the project for over a year. In early 2022, the new Director of Community Services and staff were briefed on the status of the project and direction was given to proceed with next steps using the vetted conceptual design as the starting point. The budget level cost estimate for the conceptual design is $1.75M, which includes a $245,000 allowance for the playground equipment.
The Engineering Services Division of the Public Works Department engaged a firm to provide design development and construction documents for the civil site work. Civil site work includes site demolition and grading, reshaping and improvements to the pedestrian pathways and maintenance drives, landscaping and irrigation improvements. Design of the civil site improvements was completed in February 2023. The engineering estimate for the civil site work is $1,000,000. Staff anticipates advertising the Project in April 2023 with a construction award following in June 2023, with construction beginning in July 2023. Construction is expected to take approximately six months to complete. Plans and specifications for the first phase of the Project have been prepared and are now ready for bidding. Therefore, staff recommends that the City Council approve the civil site plans and authorize advertisement for competitive bids.
In a parallel process, the Community Services Department engaged with playground equipment suppliers to assist in developing conceptual designs for playground equipment including desired elements highlighted through the community feedback collected in 2018. Due to the time elapsed since the community feedback first took place, the RPC reviewed and re-affirmed the conceptual plan and playground elements at its September 14, 2022 meeting. Following this meeting, staff contacted nine playground manufacturers to notify them of the RFP and request the submittal of playground designs that were consistent with the conceptual plan and additional information included in the RFP.
Initial design submittals were specific to playground equipment only.
Three playground manufacturers submitted proposals for consideration, with each vendor providing multiple options ranging in price and playground elements, resulting in a total of seven playground design options to select from. Staff reviewed all proposals and found that three proposals significantly exceeded the $245,000 budget and were, therefore, removed from consideration. Two proposals that included elements, themes, and playground designs not consistent with input received from the community and the RPC were also eliminated. The two remaining options met the guidelines and input received from the community and RPC and were within the City Council approved project budget for playground equipment.
These designs, both provided by GameTime, were reviewed by the RPC at its January 11, 2023 meeting. Following an extensive discussion, the RPC determined that there were select playground elements desired from each option and were unable to make a recommendation on one of the proposed designs. The RPC created the Dominguez Park Playground Subcommittee (Subcommittee) to work directly with GameTime to develop a new, integrated design that stayed within the $245,000 budget. The Subcommittee and staff worked with GameTime representatives to
N.2., File # 23-5672 Meeting Date: 3/21/2023
within the $245,000 budget. The Subcommittee and staff worked with GameTime representatives to develop the final playground design, which was reviewed and recommended for approval by the RPC on February 8, 2023.
Since the play surface design and color scheme is integral to the project, GameTime developed a series of playground surfacing designs for the Subcommittee to consider. Following a series of outreach meetings, the Subcommittee selected a final design for the play equipment and the play surface. The contract with GameTime is under development and following City Council’s approval of the project design will be completed and returned for consideration of approval. The playground equipment and surfacing approved by the RPC was incorporated into the civil site work specifications (first phase) for informational and coordination purposes only. The vendor awarded the purchase and install contract will be responsible for the delivery and installation of the playground equipment and surfacing in the second phase of the construction.
COORDINATION
The development of Project Plans and Specifications was coordinated by the Public Works Department, Engineering Division with support from the Community Services Department. The Community Services Department managed the public outreach portion of the project and shepherded the selection of the final design recommendation of the playground equipment and surfacing.
Conceptual design of the area was developed with input from the public and the Recreation and Parks Commission. Project construction will be coordinated with the Community Services Department and Public Works Parks and Urban Forestry Division.
FISCAL IMPACT
The Project's estimated cost includes the playground equipment, estimated at $253,000, rubber playground surfacing, estimated at $325,000, site work (phase one) estimated at $1,000,000, and project management costs. The project budget is funded through the Subdivision Parks Trust Fund, General Fund, and the CIP Fund in the current Capital Improvement Program and totals $1,979,971.
Additional expenses for the project are also shown in the table below.
Funding: Expenditures:
Subdivision Trust Fund $ 1,539,971 Design $ 81,000
General Fund $ 200,000 Phase 1 Construction $ 1,000,000 CIP Fund $ 240,000 CM Mgmt./PM Mgmt $ 120,971
Inspection $ 100,000
Contingency (10%) $ 100,000
Phase 2 Purchase/Install $ 578,000
Total $ 1,979,971 Total $ 1,979,971
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Recreation and Park Commission-approved playground design