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HomeMy WebLinkAboutStaff Report 3.D 12/05/2016DATE: December 5, 2016 Agenda Item #3.D TO: Honorable Mayor and Members of the City Council through City Manager FROM: Dan St. John, F.ASCE — Director, Public Works and Utilities Ron DeNicola, Parks & Facilities Manager, Public Works and Utilities SUBJECT: Resolution Approving the Purchase of Playground Equipment for Arroyo Park RECOMMENDATION It is recommended that the City Council adopt a Resolution Approving the Purchase of Playground Equipment for Arroyo Park. BACKGROUND With the Americans with Disability Act (ADA), all playgrounds are required to meet Federal standards. Existing City playgrounds that are deemed inadequate are replaced as funding becomes available. Twelve play structures have been replaced to date, and the most recently replaced play structure in Meadow View Park was completed in March 2015. Playgrounds that still require replacement are located at Arroyo, Grant, McDowell, Miwok and Anna's Meadow Parks. In addition, playgrounds at Bond, Wiseman, Kenilworth, and Westridge Parks require new ground cover for increased safety and accessibility. DISCUSSION Arroyo Park, located on Garfield Drive at Village East Drive, is the next priority for playground replacement. Arroyo Park's larger play structure, sized for five to twelve year old children and installed more than 30 years ago, is made of wood and metal, which has begun to deteriorate. Various play components have been removed due to safety concerns. Selection of the proposed play equipment included review and input by the Petaluma Mothers Club. Club representatives and Park staff met on -site to review options and selected the recommended play structure. It is similar to the existing one with a tower, bridge, slides, a small tower with a shade roof, stand swing, and an ADA accessible spinnable seating pod which can accommodate several children. The structure fits in the existing playground footprint allowing for the required fall zone areas. The play structure is marketed by Ross Recreation Equipment, located in Santa Rosa, CA, who has furnished and installed play structures in numerous Petaluma parks over the years. The Recreation, Music, and Parks Commission was apprised of this playground replacement project during its tour of park sites on May 18, 2016 and supports the project. California Public Contract Code Section 3400(c)(2) allows the City to specify a product purchase by brand name if that brand is required in order to match other products in use on a particular public improvement either completed or in the process of completion. Petaluma Municipal Code Section 4.04.050 provides an exemption from the City's competitive bidding requirements when the commodity can be obtained from only one vendor. The purchase of Play Structures Play Booster equipment from the sole source vendor, Ross Recreation Equipment (RRE), is justified as follows: The Play Booster is a unique set of play equipment components available solely from RRE. The Play Booster playground equipment uniquely matches the City's needs because it is similar to other recently replaced playgrounds so that replacement parts and maintenance can be standardized. RRE has submitted a proposal to supply the subject equipment for a total of $106,786.44, including installation. This is in line with recent prices for playground equipment, considering inflation. As well, the price is the same as the pricing available through California Multiple Award Schedules, which is a cooperative purchasing program managed by the State. The proposed action meets Council Goals: "Plan for and implement priority capital projects as funding permits ". FINANCIAL IMPACTS The FY 16 -17 CIP Budget for Playground Replacements, Project Number 000400205, is $100,000. Since the purchase price exceeds the CIP budget, the balance will be funded by two sources: $4,786.44 will be funded from the Parks General Fund, Maintenance Operating Budget cost center, which does have uncommitted budget to cover the average, and $2,000 from Parkland Impact Fees. ATTACHMENTS 1. Resolution 2 RESOLUTION APPROVING THE PURCHASE OF PLAYGROUND EQUIPMENT FOR ARROYO PARK WHEREAS, the FY 16/17 Capital Improvement Program Budget includes the Playground Replacement Project (CIP Project C00400205), funded at $100,000 for Playground Replacements; and WHEREAS, Arroyo Park play structure is in need of replacement and is designated as such on the City's Capital Improvements Program; and WHEREAS, purchase of a Play Booster play structure from Ross Recreation Equipment complies with City Municipal Code 4.04.050 which exempts from competitive bidding requirements purchase of items obtainable from only one vendor; and WHEREAS, a sole source procurement is necessary to meet the specific choice of play structure type and components; and WHEREAS, the sole source finding is justified because the vendor, Ross Recreation Equipment, is the exclusive local distributor of the required Play Structures Play Boosters equipment. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Petaluma: 1. Makes the necessary sole source finding for the purchase of the subject equipment from Ross Recreation Equipment to meet the specific needs of the park and park users, in accordance with California Public Contract Code Section 3400(c)(2) and Petaluma Municipal Code Section 4.04.050. 2. Authorizes the City Manager to execute all related documents to purchase and install one Play Booster 5 -12 play structure for the Arroyo Park playground, in a total amount not to exceed $106,786.44, from Ross Recreation Equipment. 3. Authorizes the City Manager to make mid -year budget adjustments to augment the FY 16/17 CIP budget as described in the related Council staff report.