Consideration and Approval of Contract: Cooperative Purchase Contract with ExerPlay, Inc. for the Ponderosa Trails Park playground replacement in the amount of $138,821.35.

1. Approve the Cooperative Purchase Contract in the amount of $138,821.35 with ExerPlay, Inc. replacing the aged playground with a new playground as a turnkey project through the 1GPA Cooperative Purchasing Agreement #23-07P-04; and 
2. Authorize the City Manager to execute the necessary documents.

Approval of this Cooperative Purchase Contract with ExerPlay, Inc. will allow the City to purchase a turnkey (installed) play structure including demolition and haul away of the existing playground at Ponderosa Trails Park.  Playground inspection certified Parks staff evaluated all play structures in the City's park grounds system and identified Ponderosa Trails Park play structure as the highest priority for replacement as part of the PROSE Division BBB-Recreation 5-Year Capital program, as strategically planned with the Parks and Recreation Commission. 
   
The project will provide a new play structure and swing sets to the popular neighborhood park with the top ranked design selected by the Ponderosa Trails Neighborhood Home Owners' Association through outreach from the Division.  Three potential designs were provided with one shining as the top choice from the park users.

The amount of $150,000 is budgeted within account 055-11-158-3067-5-4433.  Leftover funds will be a carry forward into the next fiscal year for the next play structure to replace.

Priority Based Budget Key Community Priorities and Objectives
Carbon Neutrality Plan
Regional Plan

There has not been a previous Council decision on this cooperative purchase contract.

1. Approve the Cooperative Purchase Contract in the amount of $138,821.35 with ExerPlay, Inc. replacing the aged playground with a new playground as a turnkey through the 1GPA Cooperative Purchasing Agreement #23-07P-04; and 
2. Authorize the City Manager to execute the necessary documents.

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 is the highest priority for replacement due to age, obsolete parts and components no longer able to repair through a fiscally responsible lens.  

Staff performed outreach through the residential homeowner association soliciting feedback on three potential designs of play including a swing set.  The feedback was overwhelming with a choice on the proposed design plus a desire for more swings.  Parks staff worked with the manufacturer to spatially plan for additional swings as requested by the community and neighborhood park users.  Ensuring accessibility and inclusive play for all were key ingredients to all three potential designs.  

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.

The cooperative playground manufacturer will provide demolition and hauling of the existing structure along with installation of the new structure, enabling Parks staff to focus on daily operations.  The turnkey quote is competitive and does not exhaust all budgeted funds, which creates a carry forward to add to next fiscal years' balance for another play structure replacement.  

Ponderosa Trails Park is a neighborhood park with nearly 700 residences nearby to enjoy usage.