City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2023-01125 9/12/2023 Consent Item 14.
Contract: Loose-Fill Surface Material for Park Playgrounds File ID: 2023-01125
Location: Citywide
Recommendation: Pass a Motion: 1) awarding a contract to Air Applied Mulch, LLC, for the purchase of loose-fill surface material for park playgrounds starting September 2023; and 2) authorizing the City Manager or the City Manager’s designee to execute the contract and to extend the contract for up to two additional years for total amount not-to-exceed $976,578.18 over the potential three-year period, provided sufficient funds are available in the budget adopted for the applicable fiscal year.
Contact: Shawn C. Aylesworth, Park Maintenance Manager, (916) 808-4070, [email protected], Youth, Parks & Community Enrichment Department (YPCE) Presenter: None
Attachments:
1-Description/Analysis
2-Contract
Description/Analysis
Issue Detail: Loose-fill surface material for playgrounds in parks provides a soft surface to prevent injuries from falling and is required to meet safety standards for public playgrounds. Due to wear and tear from use and weather conditions, this material needs to be topped off or renewed periodically.
Playgrounds in the City are on a two-year rotation schedule for topping off loose-fill surface material.
The contract with Air Applied Mulch, LLC., will supply the material and the labor for installation of the material in the City’s playgrounds.
Policy Considerations: The recommendations in this report are in accordance with the provisions of the City Code Chapter 3.56 related to the purchase of services and supplies.
File ID: 2023-01125 9/12/2023 Consent Item 14.
Economic Impacts: Not applicable.
Environmental Considerations: The installation of loose-fill surface material in City parks is exempt from environmental review under the California Environmental Quality Act Guidelines Section 15301, which exempts the maintenance of existing facilities.
Sustainability: The loose-fill surface material purchased in the contract is comprised of wood chips from 100% virgin forest wood, a renewable resource.
Commission/Committee Action: None
Rationale for Recommendation: On June 16, 2023, the Department of Youth, Parks & Community Enrichment (YPCE), in accordance with City Code Chapter 3.56 issued Invitation for Bid No.
B23191311008 for the purchase and installation of loose-fill material for park playgrounds.
The City received four bid responses. Two bids were deemed invalid - one due to a calculation error and the other submitted two alternate bids contrary to City Code section 3.56.130 (D). The lowest responsive and responsible bidder was determined to be Air Applied Mulch, LLC. A summary of the bid results is provided below.
Company Bid Amount LBE Notes
Air Applied Mulch, LLC $976,578.18 Yes
Jet Mulch, Inc. $963,091.80 Yes Invalid
Applied Landscape Materials, Inc. $994,459.50 Yes Invalid Grimaldo Construction Company, Inc. $6,793,135.70 No
Financial Considerations: The one-year contract for the period beginning September 2023, will not exceed $325,526.06. The contract contains the option to extend it for up to two additional one-year periods. If all extensions are exercised, the maximum total will not exceed $976,578.18 for the three- year term.
There is sufficient funding in YPCE’s current annual operating budget for this contract. Any future extensions of this contract will be subject to sufficient funding in the applicable fiscal years’ budget.
Local Business Enterprise (LBE): Air Applied Mulch, LLC. is a certified LBE.
Air Applied Mulch LLC
0675407
202622355
1108944