CITY COUNCIL AGENDA ITEM NO.

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1 CITY COUNCIL AGENDA ITEM NO. Meeting Date: March 8, 2016 Subject/Title: Prepared by: A Resolution approving the purchase and installation of playground equipment for Palomino Park, and authorizing the City Manager or his designee to execute a purchase order in the amount of $96, with Landscape Structures, Inc., through an HGAC Buy Cooperative Purchasing Agreement for Palomino Park Playground Replacement, CIP Project No Aaron Wanden, Park Maintenance Manager Submitted by: Bruce Mulder, Director of Parks and Recreation RECOMMENDATION Adopt a Resolution approving the purchase and installation of playground equipment for Palomino Park, and authorizing the City Manager or his designee to execute a purchase order in the amount of $96, with Landscape Structures, Inc., through an HGAC Buy Cooperative Purchasing Agreement for Palomino Park Playground Replacement, CIP Project No PREVIOUS ACTION On June 24, 2014, by Resolution , City Council adopted the 2014/ /16 Operating Budget. On May 26, 2015, by Resolution , City Council adopted 2015/ /20 Capital Improvement Program (CIP), which includes the Palomino Park Playground Replacement CIP Project No BACKGROUND The Parks and Recreation Department established the Capital Improvement Program (CIP), Parks Play Equipment Replacement Project, CIP Project No , as the need was identified to replace aging play equipment. This CIP number applied to all previous play equipment replacement projects, including Apple Hill Park, McClarren Park, and Summerwood Park. In Fiscal Year 2012/13, the CIP was revised to address specific parks, with site specific CIP numbers. The Palomino Park Playground Replacement Project has been assigned CIP Project Number The budget for this playground replacement is $100,000. The design for Palomino Park was approved and constructed in The playground is 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. On Wednesday, November 18, 2015, a meeting was held at Palomino Park in which all local residents were invited to attend. Approximately ten (10) adults and fifteen(15) children from nearby residences attended the meeting and provided input on what amenities they d like to see in the new play equipment for both Appaloosa and Palomino Parks, as these parks are both Agenda Item B.6 Page 1 of 8

2 located within the same neighborhood. At the December 10, 2015 Special Park and Recreation Commission meeting, the Commission and staff discussed the replacement plan for the Palomino Park and Appaloosa Park Playground Replacement projects. Based on input from the residents, a decision was made to start requesting options from various play equipment vendors. The criteria for vendors were based on the quality of their products and the City s ability to utilize cooperative purchasing agreements/programs. The vendors invited to design these options were Ross Recreation/Landscape Structures, Inc., Miracle Playsystems, 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 for Palomino Park was submitted by Landscape Structures, Inc. and the estimate is within the range included in the project scope of work. Included in the project is the purchase and installation of play equipment for the 5 to 12-year old age group with a large shade structure. It is the Park and Recreation Commission s recommendation to purchase the playground apparatus from Landscape Structures, Inc. to 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 June 30, FISCAL IMPACT Funding for this project is included in the City Council adopted 2015/ /20 Capital Improvement Program, which includes the Palomino Park Playground Replacement Project, CIP Project Number , and will be funded through the Parks and Landscape and Lighting Assessment District (LLAD) Replacement fund. The projected fund balance in the Parks and LLAD Replacement fund at June 30, 2016 is $11,303,620. Maintenance of this park is funded by the Landscape and Lighting Assessment District (LLAD) 02-3 FY 2014/ /16 Operating Budget. An estimated $1,000 annual maintenance savings is anticipated by replacing the wood structures with the combination of metal and plastic structures. Attachments: Resolution Site Map CIP Sheet Concept Plans Agenda Item B.6 Page 2 of 8

3 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD APPROVING THE PURCHASE AND INSTALLATION OF PLAYGROUND EQUIPMENT FOR PALOMINO PARK, AND AUTHORIZING THE CITY MANAGER OR HIS DESIGNEE TO EXECUTE A PURCHASE ORDER IN THE AMOUNT OF $96, WITH LANDSCAPE STRUCTURES, INC., THROUGH AN HGAC BUY COOPERATIVE PURCHASING AGREEMENT FOR PALOMINO PARK PLAYGROUND REPLACEMENT, CIP PROJECT NO WHEREAS, Palomino Park was constructed in 2007, and the wooden posts have demonstrated that they consistently hold moisture and have begun to rot from the inside out; and WHEREAS, on June 24, 2014, by Resolution , City Council adopted the 2014/ /16 Operating Budget; and WHEREAS, on May 26, 2015, by Resolution , City Council adopted the 2015/ /20 Capital Improvement Program, which includes the Palomino Park Playground Replacement Project, CIP Project Number , and WHEREAS, on November 18, 2015, a meeting was held at Palomino Park in which all local residents were invited to attend to provide input on the replacement play equipment for both Palomino and Appaloosa Parks; and WHEREAS, staff distributed a Request for Quotes to three vendors and the lowest quote which met the requirements and intent of the Palomino Park Playground Replacement Project was submitted by Landscape Structures, Inc.; and WHEREAS, it is the Park and Recreation Commission s recommendation to purchase the playground apparatus from Landscape Structures, Inc. for Palomino Park 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 Palomino Park, and authorizes the City Manager or his designee to execute a purchase order in the amount of $96, with Landscape Structures, Inc., through an HGAC Buy Cooperative Purchasing Agreement for Palomino Park Playground Replacement, CIP Project No PASSED, APPROVED, AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on March 8, 2016, by the following vote: Agenda Item B.6 Page 3 of 8

4 PALOMINO PARK PLAYGROUND REPLACEMENT Blue Ridge Avenue and Blackstone Drive M O J A V E DR CEDAR FALLS DR TAMA LPAIS CT GREAT FA LLS DR RED ROCK RD EL DORADO AVE BLU E RIDGE AVE WHITE SANDS ST T A MA LPA IS AVE SH ADY WILLO W LN PROJECT LOCATION KEYSTON E W AY TREMO NT C T BA RCELO NA WAY CAPITAL DR SP AN ISH TRAIL CT SP AN ISH TR AIL ARCH CT BA RCELO NA CT INDIAN SPRINGS CT APRICOT WAY INDIA N SPR IN GS DR B LAC K STONE DR BLAC KSTO NE D R EMPIRE AVE EMPIRE A VE ROYAL PALM LN YA TES CT. ROPER C IR COR NELL DR NASSAU LN Agenda Item B.6 Page 4 of 8

5 CITY OF BRENTWOOD Capital Improvement Program Project 2015/ /20 Project Title: Palomino Park Playground Replacement Project # Location: Project Mgr: B. Johnson Project Priority: 1C - Mandatory Construction: City General Plan Relationship: Consistent Project Description: Justification: Play equipment, installed at various parks by the City and developers, is aging. The playground at Palomino Park was built in 2007 and is constructed out of wood that has many safety hazards due to the decline in the wood. The wood is in very bad condition and is cracking and splitting in numerous areas. The cost to replace the declining sections of the structure would not be worth the time and effort as the life expectancy of the wood has lasted only seven years thus far. Project Expenditures Prior 2015/ / / / /20 TOTAL Legal Planning and Design Construction 100,000 $ 100, Project Administration Land/ROW/Acquisitions TOTAL $ 100,000 $ 100,000 Project Funding City Bluewide Ridge Avenue and Blackstone Drive Replace play equipment in Palomino Park to meet current ADA accessibility guidelines and Consumer Product Safety Commission guidelines. Resilient safety surfacing in playground areas will be renovated. PROJECT FINANCING CURRENT PROPOSED Prior Funded Carryover 2015/ / / / /20 TOTAL 47xxx General Fund 47xxx Facility Fees 47xxx Enterprise 44xxx Federal/State Funding 46xxx Development Contributions Replacement - Parks and LLAD 100,000 $ 100,000 Other Unfunded TOTAL $ 100,000 $ 100,000 Project Narrative: Future Annual Operating / Maintenance Cost $1,500 The City's goal is to bring older parks' play equipment up to current requirements and standards. The approximate annual maintenance cost savings for replacing the wood structure is $1,000. This project will be fundedthrough the Parks and Landscape andlighting Assessment District (LLAD) Replacement fund. Thispark is located in LLAD Thisproject is exempt from the Public Art requirement. Parks and Trails Improvements Page 121 Agenda Item B.6 Page 5 of 8

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