TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Amber Shah, Parks & Public Works Director/City Engineer DATE: June 27, 2025
SUBJECT: APPROVAL TO PROCURE AND INSTALL PHASE TWO OF
THE LACY PARK PLAYGROUND REPLACEMENT PROJECT
FROM PACIFIC PLAY SYSTEMS, INC. IN THE AMOUNT OF
$273,938 AND AUTHORIZE THE PARKS AND PUBLIC
WORKS DIRECTOR/CITY ENGINEER TO APPROVE
CONTINGENCIES IN AN AMOUNT NOT TO EXCEED
$26,062
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Fiscally Responsible and Transparent City Government
Inviting and Relevant City Facilities
Safe Community
Well-Maintained Infrastructure
BACKGROUND
Gretchen Shepherd Romey, Mayor
Tony Chou, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Calvin Lo, Council Member
Beginning in FY 2022-23 the City Council appropriated funds in the Capital Improvement Budget for the Lacy Park Playground Management Program to explore potential replacement of the existing equipment, which at the time was over 10 years old and had begun to show signs of wear and aging. To address this need thoughtfully and with community input, the City formed a subcommittee in 2023, comprised of members of both the Public Safety and Recreation Commissions to evaluate replacement options. Additionally, a comprehensive playground safety audit was conducted in 2023 to assess whether repairs were feasible or if full equipment replacement was necessary.
Following the audit results and subsequent discussions with the Playground Committee and the City Council, a multi-year, phased approach to replace the playground equipment was approved by the City Council as part of the FY 2024-25 budget. On October 25, 2024, staff presented three (3) design concepts for the first phase of the project to replace the swing set and age group 5-12 structure to the City Council and received approval to move forward with selection of a final design and to procure and construct the first phase. That same evening, staff conducted an innovative community engagement effort during the City’s Trunk-or-Treat event, where families had the opportunity to view and vote on the three (3) different playground design concepts for the age group 5-12 structure. This direct community involvement resulted in the selection of the design that was ultimately constructed by Pacific Play Systems, ensuring the new playground reflected the preferences of the community. In March 2025, Phase 1 was successfully completed. The next phase will focus on the replacement of the age group 2-5 structure and the installation of new freestanding pieces, with the design process carefully coordinated to complement the new swing set and age group 5-12 structure.
Notably, one of the popular freestanding pieces featured in the initial design vote, the “Spin Max Orbit”, which was not part of the winning Phase 1 design, but garnered notable interest has been incorporated in the next phase.
On May 30, 2025, the City Council approved the Fiscal Year 2025-26 Operating and Capital Improvement budgets. As part of the CIP budget, the City Council approved the appropriation of $300,000 for the Lacy Park Playground Management Program. Staff now seek authorization to initiate Phase 2 of the project to procure and install the equipment, aiming for completion prior to the Lacy Park Centennial Event in September.
DISCUSSION
During the initial planning stages for this project, staff engaged with multiple playground vendors to explore design options and develop a phased replacement plan that aligned with the City’s budgetary framework. Pacific Play Systems, Inc. was ultimately selected to perform the work after soliciting proposals from multiple vendors to design, procure, and install the first phase of the project.
Phase 1, successfully executed by Pacific Play Systems, was completed on schedule and within budget. Pacific Play Systems demonstrated strong project management, attention to detail, and a commitment to minimizing disruption to park users during construction. Their proactive communication and adherence to safety standards ensured a smooth and efficient installation process.
Since the installation of the new swing set and structure for ages 5-12, staff have received overwhelmingly positive feedback from community members, families, and park visitors praising the modern design and enhanced play value. The new equipment has been widely welcomed as a significant improvement to the park, encouraging active and imaginative play for children.
Building on the success of the community-driven approach, the design of the upcoming age group 2-5 structure was developed in coordination with the newly constructed age group 5-12 structure to provide a cohesive and inviting play environment for children of all ages. The inclusion of the “Spin Max Orbit”, a freestanding play piece that garnered notable interest during the initial community vote, along with a unique “Home Tree” sculptural freestanding play piece, further enhance the design of the next phase of this project.
Given Pacific Play Inc.’s proven performance and their participation in CMAS, a cooperative purchasing alliance that manages the solicitation process and awards contracts on behalf of government and non-profit agencies, staff recommend awarding Phase 2 of the project to Pacific Play Systems, Inc. in the amount of $273,938, plus contract contingency of $26,062. The requested contingency will cover costs due to unforeseen site conditions and change orders for additional work requested by the City. The total amount for the procurement and installation of Phase 2 of the Lacy Park Playground Management Program plus the contingency is $300,000.
Agencies that purchase supplies and equipment through CMAS benefit from lower costs by combining the purchasing power of more than 50,000 government, education, and non-profit organizations. As such, the purchase complies with the City’s procurement policy per SMMC 2.06.05.B.6, allowing bidding requirements to be waived, thereby facilitating an efficient continuation of the project.
FISCAL IMPACT & PROCUREMENT REVIEW
The City Council adopted FY 2025-26 Capital Improvement Budget includes $300,000 for the Lacy Park Playground Management Program.
Below is a table showing the FY 2025-26 adopted budget by account #:
Account # Adopted
FY 2025-26 Budget
394-50-4600-7039 $293,900
281-50-4600-7039 $6,100
Total Available Funding $300,000
As such, a sufficient amount is available to cover the cost of the project.
The Finance Director has reviewed this staff report for compliance with San Marino City Code §02.06.05.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the City Council approve the procurement and installation of Phase 2 of the Lacy Park Playground Management Program from Pacific Play Systems, Inc. in the amount of $273,938, authorize the Parks and Public Works Director/City Engineer to approve contract change orders in an amount not to exceed $26,062, and authorize the City Manager to execute the Agreement. If the Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to 1) approve the procurement and installation of Phase 2 of the Lacy Park Playground Management Program from Pacific Play Systems, Inc. in the amount of $273,938 and authorize the City Manager to execute the Agreement, and 2) authorize the Parks and Public Works Director/City Engineer to approve contract change orders in an amount not to exceed $26,062.”
ATTACHMENTS
1. Pacific Play Systems Proposal
2. Pacific Play Systems Phase 2 Design
3. Lacy Park Playground Management Program CIP Form