Agenda Item Wording:
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Playground Award - Authorize the City Manager to award a contract to Playground Design & Installation Services at John Combs Park.
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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 John Combs Park to PlayCore Wisconsin, Inc. dba GameTime MRC, of San Francisco, CA, in the amount of and not to exceed $183,160.00, per specifications of RFP 23-24-29.
Background Discussion:
At the City of Visalia City Council Work Session on December 20, 2021, the Council approved the appropriation of $29,364,455 from the federal 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. John Combs Park is the third of the six parks to go through the Request for Proposals (RFP) process.
RFP 23-24-29 was advertised on December 14, 2023, and December 21, 2023, for the design, demolition, 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 3, 2024, and January 4, 2024, during which staff answered questions and toured the playground area with several contractors. Proposals for the RFP were due on January 25, 2024. The City received a total of nine design submissions from six proposers. A selection committee was formed and met on February 14, 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, including 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 the standpoints of both maintenance and parent with small children.
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 23-24-29. During their review the committee felt that the proposals submitted by Anchor 41 Construction, R. E. Schultz Option 2, and PlayCore, dba GameTime, had the top three 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 met again on February 29, 2024, to review the cost for each of the top three designs and concluded that the PlayCore, dba GameTime design proposal best meets the requirements of RFP 23-24-29 and the needs of the community.
Fiscal Impact:
The fiscal impact for RFP 23-24-29 a construction contract for Playground Design & Installation Services at John Combs Park is funded by the federal 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 solicit 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 John Combs Park to PlayCore Wisconsin, Inc. dba GameTime MRC, of San Francisco, CA, (RFP 23-24-29) for a not to exceed amount of $183,160.00.
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Environmental Assessment Status: N/A
CEQA Review: N/A
Attachments: RFP 23-24-29, RFP 23-24-29 Addendum 1, RFP 23-24-29 Addendum 2, Site Map, PlayCore Wisconsin, Inc. dba GameTime MRC Proposal, PlayCore Wisconsin, Inc. dba GameTime MRC Fees, Evaluation Forms.