HomeMy WebLinkAboutItem 11d -Purchase of Playground Equipment at Hugo Reid ParkPurchase of Playground Equipment
For Hugo Reid Park
March 19, 2019
Page 1 of 3
DATE: March 19, 2019
TO: Honorable Mayor and City Council
FROM: Tom Tait, Public Works Services Director
Sara Somogyi, Director of Recreation and Community Services
By: Dave Thompson, Streets Superintendent
SUBJECT: PURCHASE ORDER WITH PLAY AND PARK STRUCTURES FOR THE
PURCHASE AND INSTALLATION OF PLAYGROUND EQUIPMENT AT
HUGO REID PARK AND AUTHORIZE AN APPROPRIATION OF
$72,335.77
Recommendation: Approve
SUMMARY
The Public Works Services Department (“PWSD”) is responsible for the maintenance
and repair of all City parks and facilities. The playground equipment at Hugo Reid Park
is over 20 years old and in need of replacement. Arcadia Unified School District
(“AUSD”) has agreed to cost share in replacing the play equipment at Hugo Reid Park.
Using the National Intergovernmental Purchasing Alliance (“NIPA”), a national
cooperative purchasing program, enables the City to streamline the process of
procuring this equipment and receive the best price possible.
It is recommended that the City Council award a purchase order to Play and Park
Structures for the purchase and installation of playground equipment at Hugo Reid Park
and authorize an appropriation from the Capital Outlay Fund in the amount of
$72,335.77.
DISCUSSION
The PWSD routinely inspects all play equipment located at City parks. State law
requires that playground equipment be inspected and meet safety standards set forth by
the National Recreation and Park Association or be replaced. The playground
equipment at Hugo Reid Park is over 20 years old and following an inspection by PWSD
it was determined that the equipment would need extensive repairs or be replaced.
The PWSD determined that the costs to repair and upgrade the existing playground
Purchase of Playground Equipment
For Hugo Reid Park
March 19, 2019
Page 2 of 3
equipment would cost more than the purchase of brand-new equipment. The proposed
new playground equipment is suited for ages 5 to 12, will have five different slides, six
different climbers, overhead bars, interactive panels, and will meet the National
Recreation and Park Association’s current safety standards. This playground
equipment is heavily utilized by both park patrons and students at Hugo Reid Primary
School. AUSD has offered to pay for half of the cost for the purchase and installation of
the new playground equipment.
Play and Park Structures has offered an additional 20% discount, a savings of
approximately $11,000, on top of their current cooperative purchasing price for the
purchase of a 2018 playground equipment model. This model stock is limited and
available on a first come, first served basis. The California Government Code authorizes
public agencies to participate in cooperative purchasing agreements such as those
established by NIPA while still remaining within the City’s adopted rules and procedures
for purchasing. By utilizing a cooperative purchasing program, the City is able to
streamline the procurement process and purchase this equipment at a lower cost than
traditional competitive bidding.
NIPA has awarded a contract to Play and Park Structures for playground systems,
installation, service, and related items. The bidding process and contract documents
with Play and Park structures have been reviewed by the PWSD and both have been
determined to meet the City’s procurement requirements. A copy of the agreement
between NIPA and Play and Park Structures are attached.
ENVIRONMENTAL ANALYSIS
The proposed action does not constitute a project under the California Environmental
Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the
environment. Thus, this matter is exempt under CEQA.
FISCAL IMPACT
The total cost for purchase, delivery, and installation of the playground equipment is
$72,335.77. The City and Arcadia Unified School District will each pay $36,167.88, or
half the total cost. An authorization of an appropriation of $72,335.77 from the Capital
Outlay Fund is requested from the FY 2018-19 Budget for the project, which the Arcadia
Unified School District will reimburse the City for half of the cost. Recreation Impact
Funds cannot be used for this project, as the mere replacement of equipment would not
increase capacity at the park. By purchasing this equipment now, the City will save
approximately $11,000, in addition to saving approximately $36,000 by cooperating with
the School District on the project.
Purchase of Playground Equipment
For Hugo Reid Park
March 19, 2019
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RECOMMENDATION
It is recommended that the City Council approve a Purchase Order with Play and Park
Structures for the purchase and installation of playground equipment at Hugo Reid Park
and authorize an appropriation in the amount of $72,335.77.
Attachments: Play and Park Equipment Proposal
NIPA Contract
Sun Country Systems
11710 Chisholm Ct
Santa Clarita, CA, 91390
Phone: 661-268-1550
Fax:
Email:
beckyh@suncountrysystems.com
Contact: Becky Hollinger
Nature's Castle Quote
City of Arcadia
Attn: Dave Thompson
11800 Goldring Road
Public Works Services Dept
Arcadia, CA 91006
Phone: 626-256-6676
dthompson@arcadiaca.gov
Quote Number: 697-122154A
Quote Date: 2/14/2019
Stock ID Description Quantity Weight Unit Price Amount
RDU Nature's Castle 1 5447.42 $63,862.00 $63,862.00
TCPN TCPN Discount 1 0 ($31,931.00) ($31,931.00)
INSTALL Installation 1 0 $22,350.00 $22,350.00
EWF 119 CY of EWF - Delivered 1 0 $6,871.50 $6,871.50
- 2400 SF Coverage ___ 12 Inch Depth
Pricing per TCPN Contract #R170303. Please reference contract number
on your purchase order made out to Play and Park Structures.
Total Weight: 5447.42 SubTotal: $61,152.50
Material Surcharge: $2,107.45
Estimated Freight: $5,189.38
Tax: $3,886.44
Total Amount:$72,335.77
THIS QUOTATION IS SUBJECT TO POLICIES IN THE CURRENT PLAY & PARK STRUCTURES CATALOG AND THE FOLLOWING TERMS AND
CONDITIONS. OUR QUOTATION IS BASED ON SHIPMENT OF ALL ITEMS AT ONE TIME TO A SINGLE DESTINATION, UNLESS NOTED, AND
CHANGES ARE SUBJECT TO PRICE ADJUSTMENT. PURCHASES IN EXCESS OF $1,000.00 TO BE SUPPORTED BY YOUR WRITTEN PURCHASE
ORDER MADE OUT TO PLAY & PARK STRUCTURES, C/O Sun Country Systems.
Pricing: f.o.b. factory, firm for 30 days from date of quotation.
Freight charges: Prepaid & added
Installation: A certified Play & Park Structures Installer is recommended for play equipment installation. Customer shall be responsible for
scheduling coordination and site preparation. Site should be level and permit installation equipment access. Purchaser shall be responsible
for unknown conditions such as buried utilities, tree stumps, bedrock or any concealed materials or conditions that may result in additional
labor or material costs.
Submittals: our design proposal reflects the spirit and intent of the project plans and specifications. While some variations may exist
between our quotation and the project design, the differences do not materially affect the intended use. Play & Park Structures designs and
specifications are unique and not intended to be identical in all respects to other manufacturers. We shall submit for review and approval
by the owner's representative detailed drawings depicting the equipment to be furnished accompanied by specifications describing
materials. Once approved, these drawings and specifications shall constitute the final documents for the project and shall take precedence
over all other requirements.
Exclusions: unless specifically included, this quotation excludes all site work and landscaping; removal of existing equipment; acceptance
of equipment and off-loading; storage of goods prior to installation; equipment assembly and installation; safety surfacing; borders and
drainage provisions.
Acceptance of quotation:
Accepted By (printed): P.O. No:
Signature: Date:
Title: Phone:
Purchase Amount: $72,335.77 Facsimilie
Order Information
Bill to: Ship to:
Company: Company:
Attn: Attn:
Address: Address:
City/State/Zip: City/State/Zip:
Billing Contact: Jobsite Contact:
Billing Phone: Jobsite Phone:
Billing Fax: Jobsite Fax:
Enter desired color palette name: OR
Enter desired color: Uprights ( ) Decks ( )
Accents ( ) Roofs/Tubes ( ) Slides/Panels ( )
Sun Country Systems
By:
Salesperson's signature
Salesman's Signature Customer's Signature
Page 1 of 3
Playground Systems, Installation, Service and Related Items
Executive Summary
Lead Agency: Region 4 Education Service Center
(ESC)
Solicitation: 17-03
RFP Issued: February 1, 2017 Pre-Proposal Date: N/A
Response Due Date: March 15, 2017 Proposals Received: 12
Awarded to: Play and Park Structures
Region 4 Education Service Center (ESC) issued RFP #17-03 on February 1, 2017, to establish a national
cooperative contract for Playground Systems, Installation, Service and Related Items.
The solicitation included cooperative purchasing language in Section A. Introduction:
I. Background on Region 4 Education Service Center
Region 4 Education Service Center (“Region 4 ESC” herein “Lead Public Agency”) on behalf of
itself and all state, local governments, school districts, and higher education institutions in the
United States of America, and other government agencies and non-profit organizations (herein
“Participating Agencies”) solicits proposals from qualified Offerors to enter into a Vendor Contract
(“contract”) for the goods or services solicited in this proposal.
Contracts are approved and awarded by a single governmental entity, Region 4 ESC, and are
only available for use and benefit of all entities complying with state procurement laws and
regulations (public and private schools, colleges and universities, cities, counties, non-profits, and
all governmental entities). These types of contracts are commonly referred to as being
“piggybackable”.
Region 4 ESC’s purchasing cooperative was established in 1997 as a means to increase their
economic and operational efficiency. The purchasing cooperative has since evolved into a
National Cooperative used to assist other government and public entities increase their
economical and operational efficiency when procuring goods and services.
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Notice of the solicitation was sent to potential offerors, as well as advertised in the following:
• Region 4 Education Service Center (ESC) website
• National IPA website
• USA Today, nationwide
• Arizona Business Gazette, AZ
• San Bernardino Sun, CA
• Honolulu Star-Advertiser, HI
• The Advocate – New Orleans, LA
• New Jersey Herald, NJ
• Times Union, NY
• Daily Journal of Commerce, OR
• The State, SC
• South Carolina website/newsletter (get from Chris White)
• Houston Community Newspapers, Cy Creek Mirror, TX
• Deseret News, UT
• Richmond Times, VA
• Seattle Daily Journal of Commerce, WA
• Helena Independent Record, MT
On March 15, 2017 proposals were received from the following offerors:
• Charles J Becker and Bro, Inc DBA Beckers School Supplies
• Adventure Playground Systems, Inc
• BCI Burke Company, LLC
• Exofit Outdoor Fitness
• Icon Shelter Systems, Inc
• Landscape Structures, Inc
• Parkitect, LLC
• Play and Park Structures
• Playcraft Systems
• Playworld Systems, Inc
• Spohn Ranch, Inc
• Superior International Industries, Inc DBA Superior Recreational Products
The proposals were evaluated using the evaluation criteria established in the RFP. Region 4 Education Service
Center (ESC) elected to award to BCI Burke Company, LLC, Landscape Structures, Inc., Play and Park Structures,
Playcraft Systems and Spohn Ranch, Inc.
Region 4 Education Service Center (ESC) executed contracts with effective of May 1, 2017.
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Contract includes:
• Commercial Playgrounds, Swings, Site Furnishings and Recreation Solutions
• Surfacing
• Early Childhood Play
• Accessible Playgrounds
Term:
Initial three year agreement from May 1, 2017 through April 30, 2020 with the option to renew for two
(2) additional one-year periods through April 30, 2022.
Pricing/Discount: Varies based on manufacturer
National IPA Web Landing Pages: www.nationalipa.org/Vendors/Pages/PlayParkStructures.aspx