8.H.
City Council Meeting - FINAL
- Meeting Date:
- 12/03/2024
- Co-Submitter:
- Gino Leoni
- From:
- Amy Hagin, Assistant Parks and Recreation Director
TITLE:
Consideration and Approval of Contract: Cooperative Purchase Contract with ExerPlay, Inc. for the Mobile Haven Park and Smokerise Park playground replacement in the amount of $165,603.33
STAFF RECOMMENDED ACTION:
- Approve the Cooperative Purchase Contract in the amount of $165,603.33 with ExerPlay, Inc. replacing the aged playgrounds with new playgrounds as a turnkey project through the 1GPA Cooperative Purchasing Agreement #23-07P-04; and
- Authorize the City Manager to execute the necessary documents.
Executive Summary:
Approval of this Cooperative Purchase Contract with ExerPlay, Inc. will allow the City to purchase two (2) turnkey (installed) play structures including demolition and haul away of the existing playground at both Mobile Haven and Smokerise Parks. Both play structures are designed for ages two to five years of age and match or mirror the structures at each location for ages five to twelve.
Playground inspection certified Parks staff evaluated all play structures in the City's park grounds system and identified these two play structures as the second and third highest priorities for replacement as part of the PROSE Division BBB-Recreation 5-Year Capital program, as strategically planned with the Parks and Recreation Commission. The first priority, Ponderosa Trails Park, was completed with a replacement in August 2024.
Playground inspection certified Parks staff evaluated all play structures in the City's park grounds system and identified these two play structures as the second and third highest priorities for replacement as part of the PROSE Division BBB-Recreation 5-Year Capital program, as strategically planned with the Parks and Recreation Commission. The first priority, Ponderosa Trails Park, was completed with a replacement in August 2024.
Financial Impact:
Project Name: Replacement Playground Equipment Purchase and Installation at Mobile Haven and Smokerise Parks
Cost: $165,603.33
Account Number Budgeted: 055-11-158-3067-5-4433
FY Budgeted Amount: $150,000 plus any carryforwards from previous year and the $200,000 Deferred Maintenance/Project Fund in the same account
Grant Funded: No
Funding Source: BBB Rec Capital
Cost: $165,603.33
Account Number Budgeted: 055-11-158-3067-5-4433
FY Budgeted Amount: $150,000 plus any carryforwards from previous year and the $200,000 Deferred Maintenance/Project Fund in the same account
Grant Funded: No
Funding Source: BBB Rec Capital
Policy Impact:
There are no policy impacts
Previous Council Decision or Community Discussion:
None
Options and Alternatives to Recommended Action:
- Approve the Cooperative Purchase Contract in the amount of $165,603.33 with ExerPlay, Inc. replacing the aged playgrounds with new playgrounds as a turnkey project through the 1GPA Cooperative Purchasing Agreement #23-07P-04 and authorize the City Manager to execute the necessary documents
- Not approve the contract and direct staff toward a different direction.
Background and History:
During the calendar year of 2021, staff worked with the Parks and Recreation Commission to create a capital priorities list to build the BBB Recreation 5-Year Capital program. This strategic planning effort brings forward funds each fiscal year to replace aged playground equipment throughout the parks system. The funds budgeted per fiscal year total $150,000 per year, and any leftover funds are carried forward into the next fiscal year to build the fund balance for larger pieces of equipment.
Playground inspection certified Parks staff evaluated all playground equipment in the park grounds system and created a priority list of aged equipment for replacement, which vary in size and ages of play style. The play structure at Ponderosa Trails Park was the highest priority for replacement due to age, obsolete parts and components no longer able to repair through a fiscally responsible lens and was replaced earlier this year. The next two play structures that need to be replaced due to the same reasons are at Mobile Haven Park and Smokerise Park. The selected replacement equipment from Exerplay updates both Parks' playgrounds for 2-5 year-olds, and closely resembles the existing playgrounds for 5-12 year-olds for a consistent aesthetic throughout the park.
The Procurement Section identified a cooperative purchase agency contract to utilize the purchase of playground equipment and services. 1GPA is a State of Minnesota local government agency, Procurement Department, Public Sector that conducted a competitive and open procurement process through Request for Proposal Solicitation No.# 23-07P that resulted in Contract #23-07P-04, with Contractor Procurement staff that determined the procurement was a fair and competitive process, and that the resulting cooperative purchase contract is applicable to this project.
Playground inspection certified Parks staff evaluated all playground equipment in the park grounds system and created a priority list of aged equipment for replacement, which vary in size and ages of play style. The play structure at Ponderosa Trails Park was the highest priority for replacement due to age, obsolete parts and components no longer able to repair through a fiscally responsible lens and was replaced earlier this year. The next two play structures that need to be replaced due to the same reasons are at Mobile Haven Park and Smokerise Park. The selected replacement equipment from Exerplay updates both Parks' playgrounds for 2-5 year-olds, and closely resembles the existing playgrounds for 5-12 year-olds for a consistent aesthetic throughout the park.
The Procurement Section identified a cooperative purchase agency contract to utilize the purchase of playground equipment and services. 1GPA is a State of Minnesota local government agency, Procurement Department, Public Sector that conducted a competitive and open procurement process through Request for Proposal Solicitation No.# 23-07P that resulted in Contract #23-07P-04, with Contractor Procurement staff that determined the procurement was a fair and competitive process, and that the resulting cooperative purchase contract is applicable to this project.
Connection to PBB Priorities and Objectives:
Livable Community: Provide amenities and activities that support a healthy lifestyle
Connection to Regional Plan:
REC.1.5: Incorporate sustainable building and maintenance technologies and universal design into parks and recreation facilities
Connection to Carbon Neutrality Plan:
IR-2: Ensure equity, accessibility, and inclusion across all City of Flagstaff Parks and Recreation facilities, helping all members of the Flagstaff community to meet their health and wellness needs
Connection to 10-Year Housing Plan:
None