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Home My WebLink About061422-03.3 STUDY STUDY SESSION MEMORANDUM 3.3 TO: Mayor and Town Council June 14, 2022 SUBJECT: Oak Hill Park Playground Replacement BACKGROUND A component of CIP Project No. B-544 – Oak Hill Park Capital Maintenance is the replacement of the children’s play area. In order to complete this project in a timely manner, it is necessary to complete the work later this year. This is a result of the need to focus on designing and constructing ARPA funded projects during the 2023 – 2026 time frame while still constructing other previously planned CIP projects. At their May 11 meeting, the Parks, Recreation and Arts Commission (Commission) approved the equipment and layout for the Oak Hill Park playground replacement project. Additionally, the Commission considered additions to the base scope of the project, which included poured-in-place safety surfacing rather than engineered wood fiber, and shade structures. Acknowledging that the Town Council has many budget priorities to balance, the Commission ranked their preferences in the order shown in the table below so that the Council could make a final determination based on the funding that is available. DISCUSSION The Town Council discussed this project during their May 17 and May 24 Budget Study Sessions, ultimately deciding to get bid prices based on the various project scope alternatives and make a decision on what to include at that time. That direction was based upon the understanding that the Town would be adhering to a typical solicitation and bid process to select a contractor to construct the project. However, given the short time frame that the Town has to operate within staff has worked directly with a playground vendor to develop the costs with the goal of using a cooperative purchase agreement, similar to the process used for the Diablo Vista Park synthetic turf replacement and sports field lighting installation. The Town’s purchasing policy allows the Town to enter into a cooperative purchasing agreement or program with the State, County, other cities or public agencies if it would be advantageous to the Town. Utilizing a cooperative agreement would reduce staff time spent on administrative tasks and creating in-house specifications and bid documents. Oak Hill Park Playground 2 June 14, 2022 As mentioned previously, a primary factor for staff’s recommendation to use a cooperative agreement is the number and scale of projects coming up, making it beneficial to complete the playground project prior to other projects consuming staffing resources. Working directly with the vendor on the cooperative agreement process has allowed staff to obtain more accurate pricing than typical initial project estimates. As a result, the figures shared with the Council at their May 24 meeting should accurately reflect project costs for each of the scope options. The estimated project costs based on the various scope options are outlined below: Scope Estimated Cost Estimated Cost Plus 25% Contingency* Additional Appropriation Required** New playground equipment with poured- in-place safety surface and shade structures $1,340,000 $1,675,000 $975,000 New playground equipment with poured- in-place safety surface (no shade structures) $1,200,000 $1,500,000 $800,000 New playground equipment with fibar safety surface and shade structures $960,000 $1,200,000 $500,000 New playground equipment with fibar safety surface (no shade structures) $820,000 $1,025,000 $325,000 The scope options are listed in the order of the Commission’s preference and ranking, and range from $1,675,000 on the high end for a project that includes poured-in-place safety surface and shade structures, down to $1,025,000 on the low end for an engineered wood fiber (“fibar”) surface with no shade structures. The design and layout of the playground equipment would be the same for all four options. The anticipated lead time for the playground equipment is approximately 20 weeks. Based on the timelines of the many other projects that are coming up, staff hopes to begin Oak Hill Park Playground 3 June 14, 2022 the playground project by late fall/early winter. As such, after receiving direction from the Council, staff will prioritize expediting this project to balance staffing resources and scheduling as we move forward. The Capital Improvement Program currently includes an appropriation of $500,000 for 2022/23, from the Park Facilities Fund (General Fund). An estimated $200,000 remains unexpended in CIP Project B-544, resulting in a total of $700,000 being available to construct this project. The four options outlined above will require an additional appropriation ranging from a minimum of $325,000 to a maximum of $975,000. CIP Table E (attached) shows 2022/23 estimated available balances of $1,734,257 in the Park Facilities Fund, and $908,410 in the Park Dedication Impact Fund. The 2026/27 estimated available balances shows ($676,367) for the Park Facilities Fund and $438,410 for the Park Dedication Impact Fund. The CIP General Purpose Revenue Fund has a positive fund balance for both 2022/23 and 2026/27. However, it may be appropriate to hold these funds in reserve until the Town can obtain bid prices for several projects that will be funded using ARPA funds, in order to ensure that those projects can be fully funded. In selecting any of the four projects presented, it is recommended that the additional funds required be appropriated using 1) Park Dedication Impact Funds and 2) Park Facilities Funds. This will impact the Town’s ability to construct other park projects over the next five years, absent an infusion of additional funds from another source. RECOMMENDATION Provide direction to Town staff regarding the scope of the Oak Hill Park playground project. A resolution to award a contract and appropriate additional funding would be presented to the Town Council for action at a future regular meeting. Prepared by: Dave Casteel Maintenance Services Director Reviewed by: Joseph Calabrigo Town Manager Attachment – CIP Table E oT N a a a. 1a Ð T¡-b.Ie.-E.:.-5..u-m.mary.sf-Esf i.mp-te--d.ÇlP.Eund.Ac.rivi-ty. CIP Funding Sources Estimated Available June 30, 2022 2022123 202212t 2022123 Budgeted Recommended Estimated Transfers ln CIP Project Year-end Appropriation Avaìtable Generat Purpose AssetReptcmntLibrarv----- 5s¡¡,gge CIP Gen Purpose Rev-------- Sttr,lzz,too CivicFacititiesFund------ $37,2341 Park Facitities- 52,448,163 Speciat Purpose - Town 5o 5o Sz,ooo.ooo $ss,ooo 52,¡¿o,6oo SzT,ooo 52,065,500 Ss,323,869 $o SzSo,ooo 5848,24o Sszo.ooo 5o $zo,ooo 5o 5rz5,ooo 5s,ooo $¿za,ags $9,¡gr,soo f $642541 St,llt,zsl $o 529s,779 $2,197,518 $4or.z¿o 5690,915 $o $¡g¡,0¡a $or¡,2¡o $goa,¿ro $zo,ooo 51,is1,s94 23,869 Chitd Care Fund-------- Gas Tax------ Meas I Rtrn to Src--------- Meas J Maior 5t24c------- Meas I Sub Trans 28c------ Downtown Pkg ln Lieu------- Park Dedication lmpact--- Cleanwater Program--------- Mitigation Fees CommerciaI TIP--------- Misc. Devetopment Fees---- P.E.C.----------- Residentiat Tl P Solid Waste VIF-------- Speciat Purpose - JPA Dou gherW Vallev-----------. 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