Agenda Item Wording:
title
Award annual contract for engineered wood fiber to various city playground sites - Authorize the City Manager to award contract to Air Applied Mulch, of Wilton, CA, for an annual amount not to exceed amount of $45,000.
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Deadline for Action: 1/20/2026
Submitting Department: Parks and Recreation Department
Contact Name and Phone Number: Daryl Tillman, Park Maintenance Supervisor 559-713-4435 daryl.tillman@visalia.gov; Zach Huff, Urban Forestry Supervisor 559-713-4295 zach.huff@visalia.gov; Ivan Nicar, Parks and Facilities Manager 559-713-4564 ivan.nicar@visalia.gov; Jason Glick, Parks and Recreation Director 559-713-4042 jason.glick@visalia.gov
Department Recommendation:
Staff recommend that the City Council authorize the award of an annual contract for engineered wood fiber supply services to Air Applied Mulch, of Wilton, CA, for an annual amount not to exceed $45,000.00.
Summary:
The City of Visalia maintains 51 playgrounds in its neighborhood and pocket parks. These playgrounds routinely need replenishing of engineered wood fiber as safety fall surfacing. To remain compliant with current standards and manufacturer recommendations, the playgrounds must maintain a specific level of surfacing ensuring fall attenuation and compliance with ADA requirements. The cost of this contract is budgeted annually in the appropriate divisions that use this contract.
Background Discussion:
On September 2, 2025, and September 9, 2025, the City solicited bids by advertising in the Visalia Times-Delta with the RFB posted on Bid-Net. The City also mailed RFB notices, inviting vendors to participate in this bidding process.
On October 1, 2025, the City received bids from one (1) vendor, Air Applied Mulch. Staff have reviewed the bid for calculation errors and conformance with specifications outlined in the RFB.
BIDDER SUMMARY
|
Bidders name |
Location |
Annual cost |
Cost per yard |
|
Air Applied Mulch |
Wilton, CA |
$45,000 |
$30 per cubic yard |
Air Supply Mulch has not previously performed work for the City of Visalia. Staff have called the listed references to confirm relevant qualifications and customer satisfaction. While only one bid was received, due to the specialized nature of the service and the limited number of qualified vendors in the area, city staff finds this acceptable.
Annual price increase adjustments at the time of renewal of the contract are based on the Consumer Price Index. Cost for future additions to the project area (if necessary) will be calculated by multiplying the contractor’s unit price by the square footage of the area being added to the contract.
The initial agreement is for a 12-month period, with an option to renew annually for 4 one-year periods upon providing satisfactory performance and as mutually agreed.
Fiscal Impact:
The services for this contract are budgeted in the Parks Maintenance fund, 1622-54024, and 2731-55100, Landscape and Lighting Districts fund and will not need a budget amendment.
Prior Council Action: None
Other: None
Alternatives: Reject bid and go out for another Request for Bidders.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City Manager to award an annual contract to Air Applied Mulch to supply and install engineered wood fiber at the stated bid price of $30 per cubic yard, not to exceed $45,000 annually.
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Environmental Assessment Status: N/A
CEQA Review: N/A
Attachments: RFB 24-25-24, Air Applied Mulch signed bid form, Sample Contract, Disclosure Form