City Council
Report
City Council Meeting: July 12, 2022
Agenda Item: 5.C
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Architecture Services Subject: Authorization to enter into Agreement with Vortex Aquatic Structures International for the Virginia Avenue Park Splash Pad Repairs Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and execute a design-build agreement with Vortex Aquatic Structures International (Vortex) for the design, permitting, and replacement of equipment at the splash pad playground at Virginia Avenue Park for the Public Works Department. This recommended award is made as an exception to the competitive bidding process, pursuant to Section
2.24.250(c), and is for an amount not to exceed $271,483 (including a 14% contingency).
Summary
Following an assessment of the splash pad playground at Virginia Avenue Park, staff identified rehabilitation and replacement of the pad’s equipment as a priority project because of the popularity of the feature and the age of the current system. Originally opened in 2005, key components of the splash pad equipment have reached the end of their useful life.
Staff recommends awarding a design-build agreement to Vortex for the design, permitting, and replacement of equipment at the splash pad playground at Virginia Avenue Park in an amount not to exceed $271,483 (including a 14% contingency). Staff anticipates work would begin in Fall 2022 and be completed by Summer 2023. The project would be funded by Community Development Block Grant (CDBG) funding.
Discussion
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An assessment of the existing equipment and safety systems showed the equipment for the Virginia Avenue Park splash pad playground was nearing the end of its lifespan and requires replacement. Without improvements, the splash pad would eventually need to be closed to the public for safety reasons. Improvements would include the replacement of existing splash pad pumps, valves, and filtration equipment.
To avoid potential closure and expedite project delivery by up to six months, staff recommends that the City make an exception to competitive bidding by piggybacking off another government agency’s competitive process and enter into a design-build agreement with Vortex for the design, permitting, and replacement of equipment at the splash pad playground at Virginia Avenue Park.
Staff anticipates up to 12 months for the design and repair phases of the project, with work beginning Fall 2022 and project completion by Summer 2023. 3 of 4
Vendor Selection
Exception to Competitive Bidding
Staff recommends Vortex for the design, permitting, and replacement of equipment as an exception to competitive bidding per Muni Code 2.24.250 (c), which authorizes an exception if competitive procedures were followed by another governmental agency, including a joint power agency; those procedures are equivalent to the procedures set out in SMMC Chapter 2.24; and the City is obtaining the goods or services at the same or better price as provided to that other agency.
On March 15, 2021, NPP Gov, a government agency that establishes national leveraged and competitively solicited purchasing contracts for education, government, and non-profits, issued a Request for Proposals (RFP) for the procurement of recreation and playground equipment, accessories, and supplies.
Under the terms of the RFP and the resulting NPP Gov’s contract with Vortex (contract #PS21115 set to expire March 15, 2027), the City as a member agency receives competitive bids without additional RFP process, saving time and money in procurement processes.
Vortex has provided turn-key solutions for similar playground and recreationrelated equipment, accessories, and supplies for several municipalities in California, including the City of Los Angeles, City of Glendora, and City of Walnut.
Architecture Services staff conducted outreach to the City of Los Angeles, and they recommended Vortex for its reliability, expertise, and affordability. Vortex offers industry leading custom design and manufacturing expertise, local project and playground design consultation/site evaluation, and safety audits by independent CPSI certified playground inspectors. Installation services offered through Vortex are completed by certified installers.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the CDBG Fund to award an agreement to Vortex for design/build services for the splash pad playground at Virginia Avenue Park. 4 of 4
Funds are available in the FY 2022-23 Capital Improvement Program Budget for this project.
Prepared By: William Clerk, Architectural Associate
Approved Forwarded to Council
Attachments:
A. June 23, 2020 Staff Report (Web Link)
B. OaksForm-Vortex
Agreement
FY 2022-23
Request Amount
CIP Account # Contract Amount
$271,483 C1908120.689000 $271,483