CITY COUNCIL AGENDA ITEM NO.

CITY COUNCIL AGENDA ITEM NO. %

Meeting Date: November 12, 2013

Subject/Title: A Resolution approving the purchase and installation of playground equipment for Spirit and Glory Parks, and authorizing the City Manager or his designee to execute a purchase order in the amount of $172,434.25 with NSP3, through a Houston-Galveston Area (HGAC) Buy Cooperative Purchasing Agreement, for Spirit and Glory Park Playground Replacement, CIP Project No. 352-52420 Prepared by: Roger Stromgren, Park/Maintenance Manager

Submitted by: Craig D. Bronzan, Director of Parks and Recreation

RECOMMENDATION

Adopt a Resolution approving the purchase and installation of playground equipment for Spirit and Glory Parks, and authorizing the City Manager or his designee to execute a purchase order in the amount of $172,434.25 with NSP3, through a Houston-Galveston Area (HGAC) Buy Cooperative Purchasing Agreement, for Spirit and Glory Park Playground Replacement, CIP Project No. 352-52420

PREVIOUS ACTION

City Council adopted the Parks, Trails, and Recreation Master Plan and adopted the Initial Study and Mitigated Negative Declaration on June 25, 2002.

On October 14, 2008, City Council adopted a Resolution approving the purchase of playground apparatus for Apple Hill Park from Miracle Play Systems Inc. and authorizing the City Manager or her designee to execute a purchase order in the amount of $58,885.25 and necessary documents and amend the budget sheet for Parks Play Equipment Replacement CIP Project Number 352-52410.

On August 11, 2009, by Resolution 2009-171, City Council approved the contract documents, awarding the bid and authorizing the City Manager or designee to execute a construction contract and necessary documents for McClarren Park Improvements, CIP Project No. 352-52407 with Dominguez Landscape Services Inc. in the amount of $120,522.22, plus a 10% contingency of $12,052.22 for a total amount of $132,574.44 and amended the CIP budget sheet.

On March 23, 2010, Council adopted a Resolution amending the project sheet to install a new playground at Summerwood Park. This action adopted a Resolution 1) approving the purchase and installation of the playground apparatus for Summerwood Park, 2) authorizing the City Manager or her designee to execute purchase orders in the amount of $90,000.00, and 3) amending the project sheet for the Parks Play Equipment Replacement project, CIP No. 352-52410.

BACKGROUND

The Parks and Recreation Department established the Capital Improvement Program (CIP), Parks Play Equipment Replacement Project, CIP Project No. 352-52410, as the need was identified to replace aging play equipment. This CIP number applied to all previous play equipment replacement projects, including Apple Hill, McClarren, and Summerwood Park. In fiscal year 2012/13, the project was revised to address specific parks, with site specific CIP numbers. The Spirit Park and Glory Park Playground Replacement Project has been assigned CIP Project No. 352-52420 and has a budget of $175,156.

The designs for Spirit Park and Glory Park were approved and constructed in 1998. The playgrounds are of wood construction, including several wooden support posts. The wooden posts have demonstrated that they consistently hold moisture and have begun to rot from the inside out. Due to the short life span of wooden play structures, and the cost to replace them, the City of Brentwood no longer approves this type of construction material for our play structures.

At the January 24, 2013 regular Park and Recreation Commission meeting, the Commission and staff discussed the replacement plan for the Spirit Park and Glory Play Equipment Replacement project. During the discussion, it was determined that the City and Commission needed to reach out to the local residents in close proximity to the parks. On Tuesday, August 20, 2013, a meeting was held at Glory Park in which all local residents were invited to attend. Approximately twelve (12) residents attended the meeting and provided input on themes, design, and amenities that they would like in the park. These ideas were taken into consideration by the Park and Recreation Commission when coming up with a design. At the request of the Park and Recreation Commission, staff started requesting options from various play equipment vendors. The criteria for vendors were based on quality and contracts through cooperative purchasing programs. The vendors invited to design these options were Gametime, Miracle and NSP3. The subcommittee and staff included all public comments into the design criteria and solicited bids for the play equipment.

The lowest quote which met the requirements and intent of the Request for Quotes was submitted by NSP3, and it is within the range included in the project scope of work. To make sure the project could be constructed within budget, this project will be a combined effort between Park/Maintenance staff and NSP3’s certified playground installer. Park/Maintenance staff will remove the old apparatus and prepare the site for the new construction. Included in this project is rubberized safety surfacing in all play and exercise areas, play equipment for 2 to 5 year olds at Spirit Park, and 2 to 12 year old play equipment at Glory Park. Also at Glory Park will be a 6-swing/3-bay swing set, including 4 belt swings, 1 tot swing, and 1 all access swing seat. The 3-bay swing set can be altered to meet the needs of the future by exchanging belt swings for tot or all access use. In addition, the exercise station at Spirit Park will be replaced with an exercise station designed by Ripken Design, with an easy-to-understand instructional sign.

It is the Park and Recreation Commission’s recommendation to purchase the playground apparatus and exercise equipment from NSP3 and move forward with the project. Estimated delivery of the play equipment from the manufacturer is 8 to 12 weeks from the date of order. The estimated time line for completion of this project is March 31, 2014.

FISCAL IMPACT

Funding for this project is included in the City Council adopted 2013/14-2017/18 Capital Improvement Program, which includes the Spirit Park and Glory Park Play Equipment Replacement Project, CIP Project No. 352-52420.

Maintenance for this park is funded by the City-Wide Park Maintenance District No. 98-1 and is approved in the FY 2012/13 – 2013/14 Operating Budget. An increase in maintenance costs is not anticipated for this project.

Attachments: Resolution Site Map CIP Sheet

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD APPROVING THE PURCHASE AND INSTALLATION OF PLAYGROUND EQUIPMENT FOR SPIRIT AND GLORY PARKS, AND AUTHORIZING THE CITY MANAGER OR HIS DESIGNEE TO EXECUTE A PURCHASE ORDER IN THE AMOUNT OF $172,434.25 WITH NSP3, THROUGH A HOUSTON-GALVESTON AREA (HGAC) BUY COOPERATIVE PURCHASING AGREEMENT, FOR SPIRIT AND GLORY PARK PLAYGROUND REPLACEMENT, CIP PROJECT NO. 352-52420

WHEREAS, City Council adopted the Parks, Trails, and Recreation Master Plan and adopted the Initial Study and Mitigated Negative Declaration on June 25, 2002; and

WHEREAS, Spirit Park and Glory Park were constructed in 1998, and the wooden posts have demonstrated that they consistently hold moisture and have begun to rot from the inside out; and

WHEREAS, on June 11, 2013, City Council adopted Resolution 2013-76, approving the 2013/14 - 2017/18 Capital Improvement Program, including Spirit Park and Glory Park Playground Equipment Replacement, CIP Project No. 352-52420; and

WHEREAS, on August 20, 2013, a meeting was held at Glory Park in which all local residents were invited to attend; and

WHEREAS, staff distributed a Request for Quotes, and the lowest quote which met the requirements and intent of the project was submitted by NSP3;

WHEREAS, it is the Park and Recreation Commission’s recommendation to purchase the playground apparatus and exercise equipment from NSP3 and move forward with the project;

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Brentwood hereby approves the purchase and installation of playground equipment for Spirit and Glory Parks, and authorizes the City Manager or his designee to execute a purchase order in the amount of $172,434.25 with NSP3, through a Houston-Galveston Area (HGAC) Buy Cooperative Purchasing Agreement, for Spirit and Glory Park Playground Replacement, CIP Project No. 352-52420.

PASSED, APPROVED, AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on November 12, 2013, by the following vote:

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SPIRIT PARK AND GLORY PARK PLAYGROUND REPLACEMENT

Northwest corner of Ford Street and Browning Court

and northeast corner of Nunn Street and Carey Lane

PROJECT LOCATION (GLORY PARK) Un ion Pa cific _Ra ilro_ad PROJECT LOCATION (SPIRIT PARK)

CITY OF BRENTWOOD

2013/14 - 2017/18

Project Title:

Spirit Park and Glory Park Playground Replacement

Location: Redevelopment Area: No

Project Mgr:

Project Priority: 1C - Mandatory Construction: City General Plan Relationship: Consistent

Project Description: Justification:

Project Expenditures 2013/14 2014/15 2015/16 2016/17 2017/18 TOTAL

70239 Legal

90040 Planning and Design

90050 Construction 175,156 $ 175,156 90070 Project Administration 90100 Land/ROW/Acquisitions TOTAL $ 175,156 $ 175,156 Funded Carryover 47xxx General Fund 47xxx Facility Fees 47xxx Enterprise 44xxx Federal/State Funding 46xxx Development Contributions 48xxx Redevelopment

47708 Parks and LLD Replacement 175,156 $ 175,156

Unfunded

TOTAL $ 175,156 $ 175,156 Project Narrative:

Project Funding Prior

A. Wanden

PROJECT FINANCING CURRENT PROPOSED

Prior

Future Annual Operating / Maintenance Cost $1,500

2013/14 2014/15 2015/16 2016/17 2017/18 TOTAL

City wide

Constructing roadways is a significant investment for the City. Preventative maintenance is the best means for keeping this large investment in good, operable condition.

Prior history for the Pavement Management Program can be found in the 2010/11 - 2014/15 CIP, under CIP No. 336-30830. Current roads identified may require the following treatments: cape sealing, slurry sealing, crack sealing and concrete curb and gutter repairs. This project is exempt from the Public Art requirement.

Northwest corner of Ford Street and Browning Court and northeast corner of Nunn Street and Carey Lane

Replace play equipment in Spirit and Glory parks to meet current ADA accessibility guidelines and Consumer Product Safety Commission guidelines. Resilient safety surfacing in playground areas will be renovated.

Play equipment, installed at various parks by the City and developers, is aging. Replacement parts can become unavailable and may create a situation where the playgrounds no longer meet either the current Consumer Product Safety Commission guidelines on safety, or the current ADA guidelines. The play equipment at Spirit and Glory parks were constructed in 1998 and are made of wood that is aging and becoming a potential safety hazard.

The City's goal is to bring older parks play equipment up to current requirements and standards. The Parks Play Equipment Replacement project (CIP No. 352-52410), funded the replacement of the playground equipment at Summerwood Park and Apple Hill Park. This project is exempt from the Public Art requirement.