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CC - CONSENT ITEM: (1) Approval of a Non-Bid Construction Contract with Miracle Playground Sales in the Amount of $94,000 for the El Marino Park Age 2 - 5 Playground Equipment Replacement Project; and (2) Authorization to the Parks, Recreation and Community Services Director to Approve Change Orders in an Amount Not-to-Exceed $26,000.
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Meeting Date: April 29, 2024
Contact Person/Dept: Dani Cullens/Parks, Recreation, and Community Services
Department
Phone Number: (310) 253-6682
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: Yes [ ] No [X]
Public Notification: (Email) Meetings and Agendas - City Council (04/24/2024); (Email) Parks, Recreation and Community Services Commission (04/23/24)
Department Approval: Ted Stevens, PRCS Director (04/08/24)
RECOMMENDATION
Staff recommends the City Council (1) approve a non-bid construction contract with Miracle Playground Sales in the amount of $94,000 for the El Marino Park Age 2 - 5 Playground Equipment Replacement Project (Project); and (2) authorize the Parks, Recreation and Community Services (PRCS) Director to approve change orders in an amount not-to-exceed $26,000.
BACKGROUND/DISCUSSION
For this Project, in order to save on cost, the existing structural poles for the playground will stay in place and new playground elements will replace the current playground elements. The initial playground was purchased from Miracle Playground Sales. In order to keep the existing structural poles, the City can only purchase from Miracle Playground Sales as the sole proprietor. Miracle Playground Sales, as part of their quote, have included the parts to refresh the existing playground, demolition, site preparation and installation.
El Marino 2-5 Playground Surfacing
The reason the PRCS Department is fast-tracking the Project is to replace the surfacing at the El Marino 2-5 Playground. The current surfacing is not able to be repaired and has exceeded its useful life, which could potentially pose issues with public safety. As part of its quote, Miracle Playground Sales will replace all surfacing at the playground with new recycled rubber surfacing. Utilizing the cost savings by keeping the existing poles, PRCS would like to invest in surfacing that comes from recycled materials. PRCS is requesting a higher contingency amount to cover the unknown costs of the recycled surfacing materials and additional inclusive play elements.
Exception from Bidding Requirements
Based on the foregoing, this procurement is exempt from bidding requirements, pursuant to Culver City Municipal Code Section 3.07.055.B, as the equipment is a component for equipment or a system of equipment previously acquired by the City, and is necessary to repair, maintain or improve the City’s utilization of the equipment.
Public Notice and Meeting
In order to ensure public safety, PRCS fenced off the current playground on Tuesday, April 9, 2024. On the fence was a public notice announcing the public meeting for the Project. In addition to the public notice, a GovDelivery email notification was sent to the public on April 11.
The community meeting took place on Tuesday, April 23, 2024 at El Marino park facility. At the meeting, community members were shown renderings of the playground based on the current pole structure. In addition to the primary playground, staff shared possible secondary sensory elements that could be added around the edges of the playground to allow for more inclusiveness.
FISCAL ANALYSIS
The Adopted Budget for Fiscal Year 2023-2024 includes sufficient funding in CIP Account No. 42080000.730100.PP014 (Park Playground Rehabilitation) to cover the cost of the contract and a contingency. Due to the cost savings from reusing the existing poles, City staff recommends that the City Council authorize a contingency amount of $26,000 to the base contract amount of $94,000, for a total project amount not-to-exceed $120,000.
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Approve a non-bid construction contract with Miracle Playground Sales in the amount of $94,000 for the El Marino Park Age 2 - 5 Playground Equipment Replacement Project; and,
2. Authorize the PRCS Director to approve change orders in an amount not-to-exceed $26,000; and,
3. Authorize the City Attorney to review/prepare the necessary documents; and,
4. Authorize the City Manager to execute such documents on behalf of the City.