Agenda Item Wording:
title
Approve shade structure contract for Village Park - Authorize the City Manager to award playground shade structure design & installation services at Village Park to Bakersfield Paving of Bakersfield for an amount not to exceed of $98,703.00.
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Deadline for Action: 6/3/2024
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 shade structure at Village Park to Bakersfield Paving, Inc. of Bakersfield, CA, in the amount of and not to exceed $98,703.00, per specifications of RFP 23-24-12C.
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 seven parks that were void of shade structures over the playground and would increase the usability of the playground for the community. To expedite the Request for Proposal timeline and because of the likeness of the projects, all seven parks went through the RFP process concurrently. These parks included Recreation Park, Provident Skate Park, Village Park, Houk Park, Whitendale Park, Stonebrook Park, and Sunset Park.
RFP #23-24-12C was advertised on March 12, 2024, and March 19, 2024, for the design and construction of a new shade structure over the dimensions of the existing playground fall surfacing area. Two mandatory proposer conferences were conducted on March 27, 2024, and March 28, 2024, where staff answered questions and toured the playground area with several contractors. Proposals for the RFP were due on April 11, 2024. The City received a total of three design submissions from three proposers. A selection committee was formed and met on April 30, 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 #23-24-12C. During their review the committee felt that the proposals submitted by Zoom Recreation Inc., and Bakersfield Paving Inc. 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 May 8, 2024, to review the cost for each of the top two designs and concluded that the Bakersfield Paving Inc. design proposal was the overall winner that best meets the requirements of RFP #23-24-12C and the needs of the community.
The project is expected to begin by the end of the summer.
Fiscal Impact:
The fiscal impact for RFP 23-24-12C a construction contract for Playground Shade Structure Design & Installation Services at Village 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 Shade Structure Installation Project at Village Park, to Bakersfield Paving, Inc. (RFP 23-24-12C) for a not to exceed amount of $98,703.00.
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Environmental Assessment Status: N/A
CEQA Review: N/A
Attachments: RFP 23-24-12C, RFP 23-24-12C Addendum 1, Bakersfield Paving, Inc. Proposal, Evaluation Form, Committee Score Totals.