REQUEST FOR CITY COUNCIL ACTION
DATE: 03/16/2022
TO: Honorable Mayor and City Council Members
FROM: Public Works Department
SUBJECT:
Title
Purchase of playground equipment from Great Western Recreation for the Border and Fairview Park Playground Replacement Project.
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EXECUTIVE SUMMARY:
This action is to award a contract to Great Western Recreation for the Border and Fairview Park Playground Replacements, Project No. 2021-32, to design and purchase the equipment for the two playgrounds. This Project will remove the existing playgrounds at Border and Fairview Parks and replace them with new playground equipment and rubberized surfacing. This contract is for the design and purchase of playground equipment only. Construction plans will be prepared following the award of this contract, and installation will be accomplished through a separate public bidding process.
RECOMMENDED ACTION:
Recommended action
That the City Council:
a. Award Request for Proposals 22-023RH for the Border and Fairview Park Playground Replacements, Project No. 2021-32 to Great Western Recreation of Logan, UT for a total not to exceed amount of $161,149.
b. Authorize the City Manager, or his designee, to execute the attached Sales Quotation 105105-01-02 with Great Western Recreation in the amount of $161,149.
c. Authorize the City Manager, or his designee, to negotiate and execute non- substantive extensions, amendments and change orders up to 10% or $16,115 of the original Council approved amount as authorized in Corona Municipal Code Section 3.08.080(I).
d. Authorize the Purchasing Manager to issue a Purchase Order to in the amount of $161,149.
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BACKGROUND & HISTORY:
The current playground equipment at Border and Fairview Parks requires replacement. During the Park and Facilities Inventory Project, the Border Park playground was rated as poor, and Fairview Park’s playground was rated as fair. Both playgrounds also required upgrades to provide appropriate Americans with Disabilities Act (ADA) access to ground-level components. Based upon the condition of the existing equipment, its remaining useful life, and required ADA surfacing improvements, it was recommended that both playgrounds be replaced. The Border and Fairview Park Playground Replacement Project (Project) was included in the current fiscal year Capital Improvement Project (CIP) budget as Project No. 76430.
Consistent with recent playground replacements, the City of Corona was looking to match the creativity of new playground equipment recently selected and installed at Mountain Gate, Santana, Lincoln, Cresta Verde, and Tehachapi Parks. The Request for Proposal Scope of Work was designed to elicit similar results and contained criteria for prospective vendors to meet with their submissions. Proposals were requested to match specific budgets for each playground, incorporate shade, provide a high level of play value and accessible and inclusive features, and most importantly, meet all applicable equipment safety and design standards.
ANALYSIS:
The City issued Request for Proposals (RFP) 22-023RH for the design and purchase of the playground equipment for this Project. The RFP was posted on the City’s PlanetBids bidding website and advertised in the Sentinel Weekly on November 3, 2021. A total of 50 prospective bidders were solicited, and three proposals were received by the December 3, 2021, due date and time. The three proposals received are as follows:
|
Vendor |
City |
|
Coast Recreation, Inc. |
Costa Mesa, CA |
|
Great Western Recreation |
Logan, UT |
|
Pacific Play Systems, Inc. |
Carlsbad, CA |
All three vendors were rated by City staff and had passing scores based upon the RFP’s evaluation criteria. The criteria included: overall responsiveness and understanding of the City’s goals and desires; safe, durable, and accessible playground equipment; incorporation of shade; original and creative playground concept; a variety of materials, experiences, and equipment types; the ability to meet established budgets; the value of the equipment with respect to materials and the overall cost; and lastly, the vendor was required to provide the City with pricing based upon a joint powers authority or other government contract pricing, which is described in more detail in the below report.
Selection Process
Staff presented the three playground designs to the Parks and Recreation Commission at its January 11, 2022 meeting to obtain feedback and further reduce the number of vendors to the final two. Overall, the Parks and Recreation Commission liked designs from two of the vendors and made some suggestions regarding the desire to include ADA swings and, if possible, to add additional swings. A member of the public made a suggestion regarding changing the color of the metal in one of the designs from black to a different color due to heat concerns. The comments were passed along to the two remaining vendors that would be proceeding in the selection process, and the third vendor was notified that they did not pass on to the final round of evaluations. Some of the changes suggested at the Parks and Recreation Commission meeting were able to be made by the remaining two vendors, who provided updated designs. The additional swings were not able to be added, as suggested, due to the budget requirements and fall-zone constraints.
Staff sought input from our most important group for the final selection - the public. An online survey was posted via the City’s Facebook page on January 24th, inviting the community to vote on their favorite playground design. The survey was open until February 6th and yielded 549 submissions. The vendor that received the most votes from the survey was Great Western Recreation, with a total of 333 votes. Their proposed playground designs feature a nature theme with logs, reeds, and lily-pads for Border Park and an exciting rocket ship theme for Fairview Park. Staff appreciates the efforts from all the vendors that took the time to submit their proposals and participate in this process.
As a requirement of the Request for Proposals, all vendors were to provide pricing that was either government pricing or was the result of a competitive bidding procedure by another government agency. Great Western Recreation is an exclusive representative of PlayCore Wisconsin, Inc. dba GameTime. The pricing provided by Great Western is OMNIA Partners pricing, based on Contract Number 2017001134. OMNIA Partners is the largest cooperative purchasing organization for public sector procurement. The National IPA and U.S. Communities cooperative purchasing organizations merged into OMNIA Partners. OMNIA Partners are certified public procurement professionals and cooperative purchasing experts that leverage the buying cooperative for public agencies. Their cooperative contracts are competitively solicited and publicly awarded by a government entity that serves as the lead agency. OMNIA Contract Number 2017001134 was awarded from a competitive solicitation conducted by the City of Charlotte, North Carolina on January 25, 2017 for playground equipment, outdoor fitness equipment, site accessories, surfacing, and related products under RFP #269-2017-028. The RFP was sent to 18 companies, and a total of 5 companies submitted proposals by the due date and time of March 16, 2017. As a result of the evaluation process, GameTime play equipment was awarded the contract All the information regarding the competitive bid and process can be found online at Omnia Partners.
Based upon the aforementioned analysis, staff recommends awarding RFP 22-023RH for the design and purchase of playground equipment for Border and Fairview Parks to Great Western Recreation and executing the sales quotation in the amount of $161,149.
COMMITTEE ACTION:
This item was taken to the Parks and Recreation Commission on January 11, 2022 for design review and received a recommendation for public input on the final design.
FINANCIAL IMPACT:
The Fiscal Year 2021/22 Capital Improvement Program includes a Project titled Border and Fairview Park Playground Replacement, Project No. 2021-32, CIP No. 76430. The total funding available for this Project is $244,100, which is sufficient for the recommended action.
ENVIRONMENTAL ANALYSIS:
This action is categorically exempt pursuant to Section 15302 of the Guidelines of the California Environmental Quality Act (CEQA), which states that the replacement or reconstruction of existing structures and facilities, where the new structure will be located on the same site as the structure replaced and will have substantially the same purpose and capacity as the structure replaced, is exempt from CEQA. This action involves the purchase of equipment for the replacement of two existing playgrounds to be placed in the same location as the existing playground. Therefore, no environmental analysis is required, and staff has filed a Notice of Exemption with the County of Riverside.
PREPARED BY: TRACY MARTIN, UTILITIES PROJECT MANAGER
REVIEWED BY: SAVAT KHAMPHOU, PUBLIC WORKS DIRECTOR
Attachments:
1. Exhibit 1 - Playground Renderings
2. Exhibit 2 - Sales Quote 105105-01-02 dated 01.19.2022 for Border and Fairview Parks Playgrounds Opt 2