Agenda Item Wording:
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Playground Award - Authorize the City Manager to award a contract to Playground Design & Installation Services at Rotary Park to R.E Schultz Construction for a not-to-exceed amount of $259,630.
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Deadline for Action: 4/15/2024
Submitting Department: Community Services
Contact Name and Phone Number: Daryl Tillman, Park Maintenance Supervisor 713-4435; daryl.tillman@visalia.city <mailto:daryl.tillman@visalia.city> Alvin Dias, Parks and Facilities Manager 713-4564; alvin.dias@visalia.city <mailto:alvin.dias@visalia.city> John Lollis, Assistant City Manager 713-4323; john.lollis@visalia.city <mailto:john.lollis@visalia.city>
Department Recommendation:
It is recommended that the City Council authorize the award of a construction contract for the installation of new playground equipment at Rotary Park to R. E. Schultz Construction, Inc. of Orange, CA, in the amount of and not to exceed $259,630.00, per specifications of RFP 23-24-30.
Background Discussion:
At the December 20, 2021, City of Visalia Council Work Session, City Council approved the appropriation of $29,364,455 from the American Rescue Plan Act (ARPA), of which $3,900,000 were appropriated for citywide park improvements. There are several park projects that are slated to be completed with these funds, such as shade structures, arbor replacement, updating park amenities, and park playground replacement. Staff identified six parks that needed playground replacement due to age, vandalism, or the ability to obtain replacement parts. Rotary Park is the fifth of the six parks to go through the RFP process.
RFP #23-24-30 was advertised on January 2, 2024, and January 9, 2024, for the design, demo, and construction of a new play structure within the dimensions of the existing playground fall surfacing area. Two mandatory proposer conferences were conducted on January 17, 2024, and January 18, 2024, where staff answered questions and toured the playground area with several contractors. Proposals for the RFP were due on February 1, 2024. The City received a total of six design submissions from four proposers. A selection committee was formed and met on February 29, 2024, to review the design proposals and select the design they felt met the requirements of the RFP and gave the most playability to the community. The selection committee was comprised of four City staff members Daryl Tillman, Katrina Bonds, Julia Kirkman, and Zach Huff. These members were selected for the review committee to gain several different perspectives of the submitted designs, from both a maintenance and parent with small children’s standpoints.
The selection committee reviewed the designs in a two-part process. The first review of the proposals that were submitted used the design criteria that was established in RFP #23-24-30. During their review the committee felt that the proposals submitted by Zoom Recreation Option 1, R. E. Schultz Option 1, and R. E. Schultz Option 2 had the top two designs. Staff then submitted the results to the Purchasing Division and the sealed cost proposals were released to the selection committee for review. The selection committee then meet again on March 20, 2024, to review the cost for each of the top two designs and concluded that the R. E. Schultz Option 2 design proposal was the overall winner that best meets the requirements of RFP #23-24-30 and the needs of the community.
Fiscal Impact:
The fiscal impact for RFP 23-24-30 a construction contract for Playground Design & Installation Services at Rotary Park is funded by the American Rescue Plan Act (ARPA) Fund 642, of which $3,900,000.00 has been budgeted.
Prior Council Action: None
Other: None
Alternatives: Reject proposals and go out for another Request for Proposals.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to award a contract for the Playground Structure Replacement Project at Rotary Park, to R. E. Schultz Construction, Inc. (RFP 23-24-30) for a not to exceed amount of $259,630.00.
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Environmental Assessment Status: N/A
CEQA Review: N/A
Attachments: RFP 23-24-30, RFP 23-24-30 Addendum 1, Site Map, R. E. Schultz Construction, Inc. Proposal, R. E. Schultz Proposal Fee, Evaluation Forms 1.