City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JUNE 14, 2022 FROM: PARKS, RECREATION AND COMMUNITY WARDS: ALL
SERVICES DEPARTMENT
SUBJECT: PURCHASE OF ENGINEERED WOOD FIBER PLAYGROUND SURFACE MATERIAL FOR VARIOUS PARKS’ PLAYGROUNDS FROM GAME TIME C/O GREAT WESTERN RECREATION OF FORT PAYNE, ALABAMA IN AN AMOUNT NOT TO EXCEED $75,000.
ISSUE:
Authorize the purchase of Engineered Wood Fiber playground surface material for various parks’ playgrounds from Game Time c/o Great Western Recreation, of Fort Payne, Alabama, under the OMNIA Partners Cooperative Purchasing Program Agreement #2017001134, pursuant to Purchasing Resolution 23812, Section 602(f), in an amount not to exceed $75,000.
RECOMMENDATIONS:
That the City Council:
Authorize the purchase of Engineered Wood Fiber playground surface material for various parks’ playground from Game Time c/o Great Western Recreation, of Fort Payne, Alabama, under the OMNIA Partners Cooperative Purchasing Program Agreement #2017001134, in an amount not to exceed $75,000.
Authorize the City Manager, or designee, to execute all documents necessary to effectuate this purchase including making minor and non-substantive changes.
BACKGROUND:
The Parks Division of Parks, Recreation, and Community Services Department maintains a variety of playground surfacing, including poured-in-place rubber and loose-fill materials. Engineered Wood Fiber (EWF) or playground wood chips, a type of loose-fill material, is used in Citywide parks playground as fall protection due to its ability to absorb impacts and is designed specifically for use as a playground safety surface under and around playground equipment. EWF can become compacted over time, reducing its effectiveness as a fall attenuating surface and requiring regular raking and routine replenishment. To ensure that there is sufficient EWF to provide a safe surface for the play equipment, there should be 12 inches of fresh uncompacted engineered wood fiber covering the playground area.
As budgeted this fiscal year, staff will be replenishing the Engineered Wood Fiber material at all eleven playgrounds located at Castleview Park, Rancho Loma Park, Rutland Park, Thurdersky Park, Taft Park, Bergamont Park, Patterson Park, Hunter Hobby Park, Ryan Bonaminio Park, Doty Trust and Collett Park.
DISCUSSION:
Engineered Wood Fiber (EWF) was selected because it is ADA Compliant and offered the most economical initial option for fill material that met American Society for Testing and Materials (ASTM) guidelines for playground safety; It is also widely available and easy to replace.
Through research and due diligence, it was discovered that the City could expedite the purchase by procuring the Engineered Wood Fiber playground surface materials directly from Game Time C/O Great Western Recreation, of Fort Payne, Alabama, through the OMNIA Partners Cooperative Purchasing Program Agreement #2017001134. The OMNIA multi-state cooperative purchasing program provides pre-negotiated discounts to participating agencies. This cooperative purchasing program has been competitively bid nationally and meets the City’s procurement requirements under Purchasing Resolution 23812, Section 602 (f), which provides that: “Competitive Procurement through the Informal and Formal Procurement process shall not be required in any of the following circumstances: …(f) When Cooperative Purchasing is available and undertaken or when Goods can be obtained through Federal, State and/or other public entity pricing contracts or price agreements.” The Purchasing Manager Concurs that the recommendation to purchase is in compliance with Purchasing Resolution No. 23812, Section 602 (f).
STRATEGIC PLAN ALIGNMENT:
The work contributes to Strategic Priority 1 – Arts, Culture, and Recreation, which aims to provide diverse community experiences and personal enrichment opportunities for people of all ages.
The purchase of Engineered Wood Fiber playground surface material for various parks’ playground supports goal 1.3, Improve parks, recreational amenities, open space, and trail development, and fulfill critical lifecycle and facility maintenance needs, and goal 1.4 Prioritize safety at parks, trail, arts, cultural and recreational facilities..
The item aligns with each of the five Cross-Cutting Threads as follows:
Community Trust – Well maintained parks’ playgrounds serve the public interest, benefit the City’s diverse populations, and result in greater public good.
Equity – Parks, Recreation and Community Services Department strives to improve all City’s playgrounds to provide safe and well-maintained playgrounds to all parks around the City.
Fiscal Responsibility – Parks Division is a prudent steward of public funds and ensures responsible management of the City’s financial resources while providing quality public services to all by purchasing the most economical material option in maintaining the playground areas.
Innovation – Riverside is inventive and timely in meeting the community’s changing needs and prepares for the future through adaptive processes to meet the playground standard safety and guidelines.
Sustainability & Resiliency – Engineered Wood Fiber (EWF) materials are considered best practices in the industry. The use of EWF greatly benefits the environment, providing extra layers of protection, and adding longevity to our playground surfaced.
FISCAL IMPACT:
The total fiscal impact of this action is $75,000. Sufficient funds are budgeted and available in the General Fund, Parks & Recreation, Maintenance/Repair of Buildings and Improvements account number 5215000-424130.
Prepared by: Pamela M. Galera, Parks, Recreation and Community Services Director Certified as to
availability of funds: Edward Enriquez, Interim Assistant City Manager/Chief Financial Officer/Treasurer
Approved by: Kris Martinez, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Fiber playground surface materials ● Page 2