HomeMy WebLinkAboutItem 4.5 - 2415 Play Equipment Replacement
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STAFF REPORT
CITY COUNCIL
DATE: February 5, 2019
TO: Honorable Mayor and City Councilmembers
FROM:
Christopher L. Foss, City Manager
SUBJECT:
Request for Waiver of Bid Requirement as Authorized by the Municipal
Code and Authorization to Purchase Play Equipment Replacement for
Mape Memorial Park from Landscape Structures, Inc.
Prepared by: Rosemary Alex, Parks and Facilities Development Coordinator
EXECUTIVE SUMMARY:
The City Council will consider authorizing the purchase of play equipment for Mape
Memorial Park (CIP Project No. PK0319) from Landscape Structures, Inc . through a
cooperative purchasing agreement under the California Municipal Awards Schedules
program.
STAFF RECOMMENDATION:
Adopt the Resolution Authorizing the Purchase of Replacement Playground Equipment
from Landscape Structures Inc. for the Mape Memorial Park Playground Replacement,
CIP No. PK0319.
FINANCIAL IMPACT:
Sufficient funds are available in the project budget for these improvements.
DESCRIPTION:
The 2018-2019 Capital Improvement Program includes funds for the replacement of the
two play equipment areas (Ages 2-5) and (Ages 5-12) at Mape Memorial Park (CIP
Project No. PK0319). The playground area at Mape Memorial Park was last upgraded in
1996 and needs complete replacement (Attachment 1). In October 2018, Staff solicited
three options for replacement play equipment from Landscape Structures Inc. that
would provide variety and age appropriate play elements based on the following design
themes:
1) Contemporary Theme
2) Nature Theme
3) Traditional Theme
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On November 2, 2018, Staff presented the three options at the Dublin Elementary
School Afterschool Program. The presentation was attended by program staff and 25
children. After reviewing the different features of each option, Staff provided four
stickers to the participants and asked that they select the top two play structures, as
well as their top two-color preferences from the three-color palettes (Attachment 2).
Options #2 and #3 received the most votes with 19 votes and 17 votes, respectively.
Additionally, the preferred color scheme was Option #1 Palette AZ with 20 votes, while
Options #2 and #3 tied for second with 15 votes each.
On December 17, 2018, Staff presented the three options and color schemes to the
Parks and Community Services Commission. The Parks and Community Services
Commission recommended the play equipment shown in Option #2 the “Nature Theme”
and the green and blue color scheme that was shown in Option #1(Attachment 3). Staff
plans to proceed with the options as stated above.
Play Equipment Procurement
Staff is seeking to purchase the new playground equipment from Landscape Structures
Inc., with a proposed cost not to exceed $140,000.
Section 2.36.100(B)(9) of the Dublin Municipal Code allows for exceptions to the typical
public bidding process when the City is able to procure items from a competitive bid
process administered by another public agency. Purchases made in this manner in
excess of $45,000 still require City Council approval (Section 2.36.090). Landscape
Structures Inc. has an active agreement listed in the California Multiple Award Schedule
system, which offers local agencies access to a variety of competitively bid agreements
for products and services, and therefore meets the bidding exception cited above.
The installation portion of this project will be advertised for competitive bid and
completed under separate contract.
Staff anticipates the project to begin in spring of 2019 with completion of the
improvements anticipated by the end of summer 2019.
STRATEGIC PLAN INITIATIVE:
None.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS:
1. Existing Playground Conditions
2. Dublin Elementary Input Results
3. Parks and Community Services Commission Recommendation
4. Resolution Authorizing the Purchase of Replacement Playground Equipment from
Landscape Structures Inc. for the Mape Memorial Park Playground Replacement, CIP
No. PK0319
5. CIP Narrative PK0319 Mape Memorial Park Playground Replacement
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Mape Memorial Park – Existing Conditions
Photo A – Play Area Ages 2-5
Photo B – Play Area Ages 5-12
Dublin Elementary School – Input Results
Option #1 – 14 Votes
Option #2 – 19 Votes
Option #3 – 17 Votes
Color Option #1 – 20 Votes
Color Options #2 and #3 –Tied at 15 Votes
Parks and Community Services Commission Recommendation - Option #2
Option #2 Features
Parks and Community Services Commission Recommendation - Color Option #1
ATTACHMENT #4
RESOLUTION NO. XX - 19
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
* * * * * * * * * * *
AUTHORIZING THE PURCHASE OF REPLACEMENT PLAYGROUND EQUIPMENT FROM
LANDSCAPE STRUCTURES INC. FOR THE MAPE MEMORIAL PARK PLAYGROUND
REPLACEMENT, CIP NO. PK0319
WHEREAS, the City of Dublin has solicited three proposals from Landscape Structures
Incorporated through the California Multiple Award Schedule (CMAS) system; and
WHEREAS, upon review of all three proposals, the Parks and Community Services Commission
recommends Option #2 “Nature Theme” in the green and blue color scheme; and
WHEREAS, Staff will proceed with the recommendation by the Commission pending City Council
approve of purchase authorization; and
WHEREAS, Section 2.36.100(B)(9) of the Dublin Municipal Code allows for exceptions to the
typical public bidding process when the City is able to procure items from a competitive bid process
administered by another public agency; and
WHEREAS, Landscape Structures Inc. has a valid pricing agreement publicly bid by California
Municipal Awards Schedules, which meets this Municipal Code provision for a publicly bid
agreement; and
WHEREAS, Section 2.36.090 of the Dublin Municipal Code requires City Council approval of
purchased items with a cost greater than or equal to forty-five thousand dollars ($45,000); and
WHEREAS, the estimated cost of the playground equipment under the Landscape Structures
Inc. cooperative purchasing agreement will not exceed $140,000.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby
waives the competitive bidding requirement and authorizes the City Manager as Purchasing Agent to
procure the replacement playground equipment from Landscape Structures, Inc. under a purchasing
agreement publicly bid by California Municipal Awards Schedules, at a cost not to exceed $140,000.
PASSED, APPROVED AND ADOPTED this 5th day of February 2019, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Mayor
ATTEST:
ATTACHMENT #4
_________________________________
City Clerk
Parks City of Dublin Capital Improvement Program 2018-2023 Page 45 Number – PK0319 MAPE MEMORIAL PARK PLAYGROUND REPLACEMENT Program – PARKS PROJECT DESCRIPTION This project provides for the design and replacement of play equipment at Mape Memorial Park, a 2.68-acre neighborhood park located west of San Ramon Boulevard on Mape Way. Mape Memorial Park was previously renovated in 1997. The renovation included several improvements, including the re-construction of two play areas, one area designed for ages 2-5 and the other area designed for older children. The existing play areas are at the end of their useful life and need to be replaced. Project design will commence in Fiscal Year 2018-2019. ANNUAL OPERATING IMPACT: None MANAGING DEPARTMENT: Public Works 2018-2023 CAPITAL IMPROVEMENT PROGRAM ESTIMATED COSTS PRIOR YEARS 2017-2018 BUDGET2018-20192019-2020 2020-2021 2021-2022 2022-2023 FUTURE YEARS TOTALS 9100 - Salaries & Benefits $14,400 $14,400 9200 - Contract Services $24,170 $24,170 9400 - Improvements $259,430 $259,430 9500 - Miscellaneous $2,000 $2,000 TOTAL $300,000 $300,000 FUNDING SOURCE PRIOR YEARS 2017-2018 BUDGET2018-20192019-2020 2020-2021 2021-2022 2022-2023 FUTURE YEARS TOTALS 6205 - Internal Service Fund - Facilities Replacement $300,000 $300,000 TOTAL $300,000 $300,000 ANNUAL OPERATING IMPACT