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Home My WebLink About071922-06.7 ADMINISTRATIVE STAFF REPORT 6.7 TO: Mayor and Town Council July 19, 2022 SUBJECT: Resolution No. 60-2022, awarding a construction contract for the Oak Hill Park Playground Replacement Project, CIP No. B-544 BACKGROUND The Town owns and maintains six playgrounds at its parks, along with one additional playground at Montair Elementary School as part of a joint use agreement with the School District. As these playgrounds age, the equipment requires replacement approximately every 15 to 20 years, essentially establishing a rotational replacement program. The next playground in the rotation and scheduled for replacement is at Oak Hill Park, which was last renovated in 2000. While repairs over the years have extended the life of the playground, it is now appropriate to consider replacing the equipment. DISCUSSION The Parks, Recreation and Arts Commission reviewed various playground concepts and designs over a series of meetings earlier this year . At their May 11 meeting, the Commission approved the playground equipment and layout, and ranked various options for the Town Council to choose from based on the funding that was available. At their June 14 Study Session, the Council selected the option with a fibar safety surface and no shade structures and directed staff to move forward with the project. Staff recommends entering into a cooperative agreement with Ross Recreation Equipment, Inc. (Ross), a National Purchasing Partners Government cooperative purchasing contractor, to construct the project. As a National Purchasing Partners Government contractor, Ross must offer goods and/or services to the Town based on what the State or Federal government has paid for a similar item. 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. Cooperative agreements contracts provide flexibility while still maintaining compliance with procurement statutes. Upon approval of the cooperative agreement, construction would be expected to begin towards the end of 2022. Oak Hill Park Playground 2 July 19, 2022 PUBLIC CONTACT Posting of the meeting agenda serves as notice to the general public. A standard Town Capital Improvement sign will be placed at the project site. FISCAL IMPACT The amount for the construction contract is $820,000. An additional 25% contingency in the amount of $205,000 results in a total construction budget of $1,025,000. The Capital Improvement Program currently includes an appropriation of $500,000 for the project, and an estimated $200,000 remains unexpended in CIP No. B-544, resulting in $700,000 being available for the project. Staff recommends appropriating an additional $325,000 from the Park Dedication Impact Fund to fully fund the project. RECOMMENDATION Adopt Resolution No. 60-2022, awarding a construction contract for the Oak Hill Park Playground Replacement Project, CIP No. B-544. Prepared and Reviewed by: Dave Casteel Maintenance Services Director Attachments: A - Resolution No. 60-2022 B - CIP Page No. B-544 RESOLUTION NO. 60-2022 AWARDING A CONSTRUCTION CONTRACT FOR THE OAK HILL PARK PLAYGROUND REPLACEMENT PROJECT, CIP NO. B-544 WHEREAS, plans and specifications for the Playground Replacement Project at Oak Hill Park, CIP No. B-544, have been reviewed and approved by the City Engineer; and WHEREAS, Section 3-8.14 of the Danville Municipal Code authorizes the Town to participate in voluntary cooperative purchasing agreements with the State of California and other public agencies, following the procedures of any such cooperative purchasing agreement; and WHEREAS, National Purchasing Partners Government is a cooperative purchasing agreement in which the Town may participate; and WHEREAS, Ross Recreation Equipment, Inc. is a contractor participating in the National Purchasing Partners Government program, offering the purchase and installation of playgrounds; and WHEREAS, the Town has determined that entering into a contract for the purchase and installation of the playground at Oak Hill Park through the National Purchasing Partners Government program offers the least expensive and most efficient means of completing this project; now, therefore, be it RESOLVED, by the Danville Town Council, that the Town award the construction contract for the Playground Replacement Project at Oak Hill Park, CIP No. B-544 to Ross Recreation Equipment, Inc. of Santa Rosa, California; and, be it further RESOLVED, by the Danville Town Council, that the Town Manager be and hereby is authorized to execute, on behalf of the Town, a written contract with Ross Recreation Equipment, Inc. of Santa Rosa, California, for $820,000 and authorize use of a 25% contingency of $205,000 for a total construction budget of $1,025,000 for work in connection therewith, and the City Clerk is hereby directed to attest same and affix thereto the official seal of the Town. ATTACHMENT A PAGE 2 OF RESOLUTION NO. 60-2022 APPROVED by the Danville Town Council at a regular meeting on July 19, 2022, by the following vote: AYES: NOES: ABSTAINED: ABSENT: MAYOR APPROVED AS TO FORM: ATTEST: CITY ATTORNEY CITY CLERK ATTACHMENT A www.danville.ca.gov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rojects ATTACHMENT B