|Back To Agenda||Print Page|
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: DIRECTOR OF PUBLIC WORKS
SUBJECT: RYAN PARK IMPROVEMENT PROJECT
DATE: September 3, 2002
STAFF COORDINATOR: Don Noble, Deputy Director of Public Works
In May of 2002, Playground Services Company was retained to audit the playground equipment in each of the City’s five park sites. Based on the outcome of this audit it is apparent that the equipment at Eastview, Hesse and Ladera Linda is in relatively good condition in that only minor repairs are needed. Staff estimates that all repairs will cost less than $20,000. However, the equipment at Abalone Cove and Ryan Park should be replaced. The equipment at Ryan Park is more utilized and is therefore the site of first priority.
Ryan Park has five areas where playground equipment is installed. The equipment includes three structures (a lighthouse, lookout and ship), two swing sets, a small metal arch climber and a fish shaped apparatus with a slide.
These items were manufactured more than thirty years ago. In the interim, there have been numerous changes in safety standards for playground equipment. An audit of the playground recommended that:
Staff explored a number of options relevant to the replacement of this equipment. Initially, it was hoped that the "ship" and "lighthouse" could be duplicated, as these items are very popular with residents. However, neither item is currently manufactured. Additionally the cost (exclusive of the design and engineering expense) to custom-make an identical ship and lighthouse would be excessive. Furthermore, it is unlikely that any firm would be willing to fabricate these items because of potential liability concerns.
Based on discussions with playground consultants, vendors and visits to other cities, it was determined that each of the existing items should be replaced with similar (including nautical theme items) equipment available through Little Tykes Commercial Play Systems. Therefore, it is recommended that staff be authorized to remove all playground equipment at Ryan Park and replace it with the following items:
In addition to safety issues related to play equipment other issues that need to be addressed at Ryan Park include:
In addition to the modification to the playground equipment, and play area safety surface, the fiscal year 2001-2002 Budget includes $66,700 for needed improvements to the upper parking lot at Ryan Park.
Staff estimates the cost of the Ryan Park Improvement Project as follows:
Preliminary Project Cost Estimates
As purposed, staff plans to purchase the playground equipment through the California Multiple Award Schedule (CMAS) Program. This is a departure from normal procedures in that competitive bids will not be obtained; however, it’s imperative that the length of time required to complete this project be kept to a minimum, as the grant completion deadline is February 2003. The CMAS program, established in May 1994, enables California State Agencies and local government agencies to streamline purchases by removing repetitive; resource intensive, costly and time consuming bid processes. Section 2.44.050 (Use of vendors selected by another agency) of City’s Municipal Code allows the City Manager to purchase services, supplies and equipment for which the city would normally follow its own bid procedures from a vendor awarded a bid by another public agency if said agency utilized procedures substantially the same as those normally utilized by the city. Pursuant to CMAS requirements, Little Tikes Commercial Play Systems has offered product prices from an already existing competitively assessed cost compared multiple award contract. Therefore, it is recommended that the Director of Public Works, acting on behalf of the City Manager, be authorized to purchase the new playground equipment directly through the CMAS program for a cost not exceed $67,000. The City will store the equipment until installation.
While pursuing the purchase of the new playground equipment plans will be prepared for the installation of the equipment as well as modifications to the playground for safety and access issues and for the improvements to the parking lot. When completed a construction contract will be advertised and awarded in accordance with standard bid procedures. The recommended actions include the award of a contract to JMC2 Engineering and Management Consultants, for a cost not to exceed $8,000, to provide the required services.
Adopting the staff recommendations will authorize the purchase of replacement equipment, and the approval of engineering services for plans to install the equipment and to construct other site improvements.
As outlined below, the City’s current budget including yet to be received grant funds for the Ryan Park Improvement Project is $221,700. Based on the estimated construction costs of $227,000, there is an apparent shortfall of $5,300. The actual shortfall amount and a budget amendment resolution will be submitted to Council following the receipt of project bids.
Current Sources of Project Funding
Uses of Funding
Dean E. Allison