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HomeMy WebLinkAboutPW Freitas Park Renovations Phase II; Purchase Equipmentcrrro�� Agenda Item No: 7 Meeting Date: February 22, 2011 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Community Services Prepared by: Carlene McCart, Director City Manager Approval: ..1J SUBJECT: Purchase of Playground Equipment for Freitas Park Renovation Phase II, Project No. 10732. RECOMMENDATION: Approve the Resolution authorizing staff to purchase the specified equipment from a sole source distributor. BACKGROUND: A major renovation of Freitas Park took place in 1999. The project stopped short of completing its plan due to funding. Installation of the children's playground was designated as Phase II. Since that time the surrounding neighborhood has attempted to raise the funds necessary for the installation. Recently two State Grant opportunities made available the majority of the funds needed. The California Clean Water, Clean Air, Safe Neighborhood Parks and Coastal Protection Act of 2002 in part is intended to restore and preserve cultural resources. The City of San Rafael has received two grants in conjunction with this Act under the Roberti, Z'Berg Harris Block Grant Program and the Per Capita Fund. The City has utilized these funds to renovate Bret Harte, Sun Valley, Gerstle Parks, Falkirk Cultural Center and to build McInnis Skatepark in collaboration with the County of Marin. $103,077 is available to this project if funds can be spent by June 2011 In the Fall of 2010, Community Services Department staff conducted a community outreach process to determine neighborhood priorities for the project design. Neighbors met twice with the landscape architect to contribute ideas to the plan. The playground equipment style, type and function were approved by the neighborhood representatives. In November 2010 the Park and Recreation Commission reviewed the plan proposals in public hearing. The Commission voted unanimously to recommend the final design to the City Council for approval. Phase II Improvements to Freitas Park consist of installing a new play structure adjacent to the restrooms. The new play structure includes accessible pathways, resilient play surfaces as well as benches and landscaping. This bid documents for this project include two alternatives to provide additional play structures. We anticipate incorporating these alternatives into the project if the alternative bids received are within the total project budget. FOR CITY CLERK ONLY File No.: 44 —/ -6.19 -� 9 , 9 - 6 Council Meeting: �-� 2 ��f� tt Disposition: L, '00 AJ F�- ! 3i c) �- SAN RAFAEL CITY COUNCIL AGENDA REPORT / PaLre: 2 ANALYSIS: With City Council approval The Freitas Park Phase II Project will be authorized to go out to bid after February 22. The bid and award process will enable the project to commence in April. Typically, the successful bidding contractor purchases the playground equipment required for the project. The specified equipment for the base bid is available only from Landscape Structures. The City is eligible to receive $103,077 from the 2002 State Resources Bond Act for the project. The funds must be spent by June 30, 2011. By purchasing the sole source equipment for the project now, the State funds can be expended before the deadline. Delaying the purchase until the contract is awarded will add another 6 weeks to the construction schedule and possibly jeopardize the State funds for the project. FISCAL IMPACT: The total amount of purchase and shipping of the specified playground equipment is $65,000. The project expenditure is eligible for reimbursement by the 2002 State Resources Bond Act. OPTIONS: 1. Authorize the sole source purchase of playground equipment specified for Freitas Park Renovation Phase II 2. Delay the purchase of the playground equipment specified for Freitas Park Renovation Phase II and include it in the base bid contract for construction. 3. Deny the purchase of the playground equipment specified for Freitas Park Renovation Phase II and direct staff to resubmit the project plans ACTION REQUIRED: Approve the Resolution authorizing staff to purchase the specified equipment from a sole source distributor. Encls. RESOLUTION NO. 13107 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL TO AUTHORIZE PURCHASE OF PLAYGROUND EQUIPMENT FOR FREITAS PARK RENOVATION, PHASE II, PROJECT NO. 10732 WHEREAS, the City of San Rafael adopted a Masterplan for the renovation of Freitas Park in 1999, and WHEREAS, Phase I of the Masterplan was completed in 2000; and WHEREAS, funding is available for the completion of Phase II, the children's playground installation; through 2002 State Resources Act, neighborhood contributions, and Parkland Dedication funds; and WHEREAS, the City Council authorized the Freitas Park Phase II project to go to bid; and WHEREAS, San Rafael Municipal Code, Section 2.55.070 provides the City the authority for sole source purchasing; and WHEREAS, the Evos #2501 Play Structure, manufactured by Landscape Structures, distributed by Ross Recreation Equipment, and associated playground furnishings, approved by neighborhood residents and specified in the plans and construction documents are manufactured and distributed by sole source; and WHEREAS, purchase of the specified playground equipment by the City will qualify reimbursement from the 2002 State Resources Act grant funding; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN RAFAEL DOES RESOLVE, DETERMINE AND ORDER AS FOLLOWS: To authorize purchase of playground equipment for Freitas Park Renovation Phase II, Project No. 10732, not to exceed $65,000. I, Esther C. Beirne, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of the City of San Rafael, held on Tuesday, the 22nd day of February, 2011, by the following vote, to wit: AYES: Councilmembers: Brockbank, Connolly, Heller, Levine & Mayor Boro NOES: Councilmembers: None ABSENT: Councilmembers: None c-7- - / u &,e . Esther C. Beirne, City Clerk INSTRUCTIONS: FROM: DEPARTMENT: DATE CITY OF SAN RAFAEL ROUTING SLIP / APPROVAL FORM USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY. Carlene McCart Community Services February 15, 2011 TITLE OF DOCUMENT: SRRA / SRCC AGENDA ITEM NO. DATE OF MEETING: February22, 2011 R E(r;6 E I IV E u" FEB 16 2011 CITY ATTORNEY RESOLUTION TO AUTHORIZE PURCHASE OF PLAYGROUND EQUIPMENT FOR FREITAS PARK RENOVATION PHASE II, PROJECT NO. 10732 He'Ad (signature) (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL / AGENCY AGENna �M: City si natur NOT APPROVED REMARKS: APPROVED AS TO FORM: City Attorney (signature)