CITY OF SAN MATEO
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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 11 Section Name: {{section.name}} Account Number: 10-6143 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Parks and Recreation Department
MEETING DATE: June 16, 2025
SUBJECT:
East Hillsdale Park Playground Improvements Project – Approval RECOMMENDATION:
Adopt a Resolution to approve an alternative purchasing procedure for awarding a purchase contract with Miracle Playsystems (Vendor) for the purchase of playground equipment, for the East Hillsdale Park Playground Improvements Project (Project) in the amount of $191,246.54; authorize a contingency amount of $19,124.65 for a total amount not to exceed $210,371.19; and authorize the Parks & Recreation Director to execute the contract in substantially the form presented.
BACKGROUND:
In 2020, a survey was conducted to identify what the community would expect to see from a potential playground update at East Hillsdale Park. The preference from the surrounding residents was for a consolidated location for a new play area on the Northern side of the park, with separate play areas for toddlers and older kids, no restroom and no BBQs. With the neighborhood preference in mind, the Parks and Recreation Department solicited several designs for consideration prior to the preparation of construction plans to be used for public bidding.
On October 28, 2021, a virtual community meeting was held where residents reviewed the design alternatives and related documents. There was consensus amongst attendees strongly suggesting that the designs be reconsidered with a "less is better" approach.
In January 2022, a follow up community meeting was held to present the revised play area design along with alternative play equipment designs and answered general questions about the park tree plan and park infrastructure. Each of the three alternative play equipment designs were prepared by a different play equipment manufacturer. The community’s preferred play equipment design was Hags Equipment, by Miracle Playsystems. In addition, the community noted concerns with the existing irrigation system, poor stormwater drainage and the deteriorated condition of the perimeter pathway around the park. These issues would be studied in the design development phase and addressed in the final set of construction documents.
In March 2022, staff provided a project update to the Park & Recreation Commission and presented the community preferred play equipment design. A majority of the Commissioners were in support of the Hags Equipment by Miracle Playsystems.
In 2024, construction documents were completed by the design consultant, Callander Associates Landscape Architects.
The playground improvements scope of work included the protection of existing trees, demolishing existing play equipment and pathways, excavation and grading, installing new playground equipment, new play area safety surfacing, new pathway paving, adding more pathway lighting and switching to LED lamps, improving the stormwater drain system,
CITY OF SAN MATEO
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site furnishings, synthetic turf, irrigation and landscaping. The city will purchase the new play equipment and provide it to the Contractor to install as part of their scope of work.
Construction cost savings would be achieved by utilizing an alternative purchasing procedure to purchase the playground equipment directly from the Vendor, securing a discounted price and avoiding a contractor mark-up. The Vendor is a participating vendor with Sourcewell, a purchasing cooperative for educational, governmental and non-profit agencies, thereby ensuring a competitive price and saving time and resources for participating agencies. For this reason, it is in the best interest to use an alternative purchasing procedure pursuant to San Mateo Municipal Code Section 3.60.070(h)(3) in this case.
Based on the above, staff recommends for City Council to adopt a Resolution approving an alternative purchasing procedure for awarding a purchase contract to Miracle Playsystems, for playground equipment, in the amount of $191,246.54. Staff also recommend establishing a 10 percent contingency reserve in an amount not to exceed $19,124.65 to address any unanticipated items that may arise due to market volatility, inflation, or installation, for a total budget not to exceed $210,371.19.
BUDGET IMPACT:
There are sufficient budget funds available for the Project to cover the purchase of the playground equipment and contingency reserve.
ENVIRONMENTAL DETERMINATION:
This project is categorically exempt from CEQA as an “existing facility,” because it consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of use. (CEQA Guidelines Section 15301.). The purchase of the play equipment by the city will not cause a physical change to the environment.
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – Proposed Resolution
Att 2 – Proposed Contract
STAFF CONTACT
King Leong, Sr. Project Manager
[email protected]
(650)522-7542