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Home My WebLink AboutF-11 Staff Report - Veterans Playground Equip Replacement Vendor ChangeTO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL VIA: SERGIO GONZALEZ, CITY MANAGER CONSENT ITEM F-11 FROM: MIKI CARPENTER, DIRECTOR OF COMMUNITY RESOURCES ROBERT DELGADILLO, P.E., DIRECTOR OF PUBLIC WORKS DATE: APRIL 19, 2021 SUBJECT: APPROVE THE PURCHASE AND INSTALLATION OF PLAYGROUND EQUIPMENT AT VETERANS FREEDOM PARK BY MIRACLE PLAYGROUND SALES AND THEIR SUBCONTRACTOR ORTCO, INC. BACKGROUND: On February 1, 2021, City Council approved the acceptance of Measure A funding and project awards for the replacement of playground equipment at Memorial Park and Veterans Freedom Park. Subsequent attempts with GameTime to work out final details on price breakdown and design proved to be unsuccessful based on limitations from their manufacturer. Staff reached out to Miracle Playground Sales to see if they could provide the desired product and design within the approved budget and timeframe. Based on economies of scale and availability of equipment, Miracle Playground Sales was able to meet Azusa’s needs and stay within the previously established parameters of the project. This staff report awards the installation of playground equipment at Veterans Freedom Park to Miracle Playground Sales and subcontractor Ortco, Inc. RECOMMENDATIONS: Staff recommends that the City Council take the following actions: 1)Waive the competitive bid process as authorized under Azusa Municipal Code Section 2.521(a) and approve the purchase and installation of new playground equipment at Veterans Freedom Park by Miracle Playground Sales and subcontractor Ortco, Inc. in the amount of $164,800.25, which includes a 10% contingency. ANALYSIS: On February 1, 2021, City Council approved the replacement of the playground equipment at Memorial Park and Veterans Freedom Park due to the age and condition of existing equipment. Replacement of the playground equipment was established as a high priority by the Parks and Recreation Commission and will be funded by Azusa’s Measure A allocation dollars. The theme chosen for Veterans Freedom Park was red, white and blue. Shade structures were included in this concept and design fully utilized the space available. As final detail discussions on price breakdown and APPROVED CITY COUNCIL 4/19/2021 Purchase and Installation of New Playground Equipment Apri 19, 2021 Page 2 design were in process, it became apparent that GameTime would not be able to stay within the established project parameters due to manufacturer price increases. Staff reached out to Miracle Playground Sales, who has a long history of successful project completion with the City of Azusa, and has been awarded the replacement of the playground equipment at Memorial Park. Based on economies of scale, manufacturer availability, and pricing, Miracle Playground Sales was able to meet the City’s request while maintaining pricing. Miracle Playground Sales is a member of a cooperative purchasing organization for local government, and has conducted a competitive bidding process on the City’s behalf. ENVIRONMENTAL REVIEW The proposed project is exempt from environmental review pursuant to the California Environmental Quality Act (Pub. Resources Code, §§21000 et seq.) (“CEQA”) and the State CEQA Guidelines (Cal. Code Regs, tit. 14, §§ 15000 et seq.). Specifically, the proposed project qualifies for a Class I Categorical Exemption (State CEQA Guidelines, § 15301), which applies to the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing former use. The subject project would rehabilitate equipment to meet current standards for safety and provide for improved safety or health protection devices in conjunction with existing structures and facilities. FISCAL IMPACT: There is no fiscal impact to the General Fund associated with the recommended actions. Total estimated project costs for the Veterans Freedom Park Playground Replacement are $164,800.25. This includes the purchase and installation of the playground equipment, funding for required signage and 10% contingency. Funding for these projects are available in Azusa’s Measure A Annual Allocation funds. Upon Council approval, staff will prepare a budget amendment and increase the budget by $164,800 using Measure A funds. Prepared by: Reviewed and Approved: Nikki Rosales Robert Delgadillo, P.E. Senior Management Analyst Director of Public Works Reviewed and Approved: Fiscal Impact Review: Miki Carpenter Talika M. Johnson Director of Community Resources Administrative Services Director Reviewed and Approved: Sergio Gonzalez City Manager Attachment: 1) Miracle Playground Sales Quotation for Veterans Freedom Park QUOTATION Date 4/12/2021 Quotation # 2021-19132 Name/Billing Address City of Azusa Ship To Miracle Recreation Equipment Co PO Box 734154 Dallas TX 75373-4154 Project Veterans Freedom Park Terms Net 30 Rep Rob FOB Factory Thank you for your business. Signature Phone #800-264-7225 Fax #951-676-8706 E-mail sales@miracleplayground.com Web Site www.miracle-recreation.com Total Subtotal Sales Tax (10.25%) THIS QUOTE IS LIMITED TO AND GOVERNED BY THE TERMS CONTAINED HEREIN. Miracle objects to any other terms proposed by the customer in writing or otherwise, as materials alterations, and all such proposed terms shall be void. Customer authorizes Miracle to ship the equipment and agrees to pay Miracle the total amount specified. Shipping terms are FOB the place of shipment via common carrier designated by Miracle. Payment terms are Net 30 days from invoice with approved credit and all charges are due and payable in full at PO Box 734154 Dallas TX 75373-4154 unless notified otherwise by Miracle in writing. Customer agrees to pay all additional service charges for past due invoices. Customer must provide proper tax exemption certificates to Miracle, and shall promptly pay and discharge all otherwise applicable taxes, license fees, levies and other impositions on the equipment at its own expense. Purchase orders and payments should be made to Miracle Recreation. EFFECTIVE 10/1/18 WE HAVE A NEW REMITTANCE ADDRESS! ALL PURCHASE ORDERS & PAYMENTS MUST BE MADE OUT TO: Miracle Recreation Equipment Co PO Box 734154 Dallas, TX 75373-4154 Item Description Qty Rate Total Miracle Miracle KC Play System Ages 5-12 Top-view attached 1 67,305.70 67,305.70T Miracle 5" OD Swing Frame with 2 Belt Seats and Integrated Shade 1 7,529.73 7,529.73T Freight Commercial Freight (MREC)1 6,918.00 6,918.00 Fibar Fibar System 112 includes: 3417 sqft of Fiber EWF (Compacted) FibarFelt FibarMats (5) 1 6,791.25 6,791.25T Freight Commercial Freight (Fibar)1 997.00 997.00 EXCLUSIONS Structural calculations for playground equipment can be added for an additional fee if required. Unloading, storage, installation, site work, safety surfacing are not included. 0.00 0.00 Page 1 Attachment 1 QUOTATION Date 4/12/2021 Quotation # 2021-19132 Name/Billing Address City of Azusa Ship To Miracle Recreation Equipment Co PO Box 734154 Dallas TX 75373-4154 Project Veterans Freedom Park Terms Net 30 Rep Rob FOB Factory Thank you for your business. Signature Phone #800-264-7225 Fax #951-676-8706 E-mail sales@miracleplayground.com Web Site www.miracle-recreation.com Total Subtotal Sales Tax (10.25%) THIS QUOTE IS LIMITED TO AND GOVERNED BY THE TERMS CONTAINED HEREIN. Miracle objects to any other terms proposed by the customer in writing or otherwise, as materials alterations, and all such proposed terms shall be void. Customer authorizes Miracle to ship the equipment and agrees to pay Miracle the total amount specified. Shipping terms are FOB the place of shipment via common carrier designated by Miracle. Payment terms are Net 30 days from invoice with approved credit and all charges are due and payable in full at PO Box 734154 Dallas TX 75373-4154 unless notified otherwise by Miracle in writing. Customer agrees to pay all additional service charges for past due invoices. Customer must provide proper tax exemption certificates to Miracle, and shall promptly pay and discharge all otherwise applicable taxes, license fees, levies and other impositions on the equipment at its own expense. Purchase orders and payments should be made to Miracle Recreation. EFFECTIVE 10/1/18 WE HAVE A NEW REMITTANCE ADDRESS! ALL PURCHASE ORDERS & PAYMENTS MUST BE MADE OUT TO: Miracle Recreation Equipment Co PO Box 734154 Dallas, TX 75373-4154 Item Description Qty Rate Total DUE TO RISING RAW MATERIAL COSTS, THIS QUOTE EXPIRES ON APRIL 30, 2021. Page 2 _____________________________________ This quote shall not become binding until signed and delivered by both customer and Miracle Recreation "Miracle". To submit this offer, please sign and forward a complete copy of this quote via fax to 877-215-3869 or email sales@miracleplayground.com.$97,908.41 $89,541.68 $8,366.73 QUOTE DATE 4/5/2021 QUOTE # 2021-253 NAME / ADDRESS ROY CHAVEZ 320 N. ORANGE PLACE AZUZA CA 91702 ORTCO, INC. PROJECT VETERANS FREEDOM PARK IF YOU HAVE ANY QUESTIONS PLEASE CALL BILLY POLICE AT 714.998.3998 SIGNATURE TOTAL 714 998-3998 714 998-3996 Fax DIR #1000001641 License #657695 2163 N. Glassell Street Orange, CA 92865 ITEM DESCRIPTION QTY COST TOTAL DEMO DEMO AND DISPOSE OF EXISTING WOOD CHIP SURFACING. APPROXIMATELY 3,417 SQFT. 5,126.00 5,126.00 DEMO DEMO AND DISPOSE OF EXISTING EQUIPMENT 3,000.00 3,000.00 INSTALL INSTALLATION ONLY OF MIRACLE RECREATION EQUIPMENT - TO BE INSTALLED PER MANUFACTURER'S SPECIFICATIONS. ORTCO IS A MREC CERTIFIED INSTALLER 37,450.00 37,450.00 FIBAR INSTALLATION ONLY OF FIBAR 312 SYSTEM. APPROXIMATELY 3,417 SQFT. 6,334.00 6,334.00 EXCLUSIONS EXCLUSIONS: DELIVERY/UNLOADING, DEMO AND/OR REMOVAL OF ANY EXISTING EQUIPMENT OR STRUCTURES, SAFETY SURFACING, ASPHALT, CONCRETE, BORDERS, CURBS, SUB-BASE AND COMPACTION. ANY OTHER ITEMS OTHER THAN THOSE SPECIFICALLY STATED IN THIS QUOTE. PERMITS NOT INCLUDED. AREA TO BE CLEAR & LEVEL. UNDERGROUND UTILITIES MUST BE MARKED. NOT RESPONSIBLE FOR DELAYS CAUSED BY WEATHER. DIR REQUIREME... WHEN REQUIRING CERTIFIED PAYROLL TO BE UPLOADED ON THE DIR WEBSITE, PLEASE FORWARD YOUR DIR PROJECT NUMBER TO US ALONG WITH YOUR PO BEFORE COMMENCEMENT OF THE PROJECT SO WE MAKE SURE WE ARE COMPLIANT IN SUBMITTING ALL PAYROLLS IN A TIMELY MANNER. Page 1 QUOTE DATE 4/5/2021 QUOTE # 2021-253 NAME / ADDRESS ROY CHAVEZ 320 N. ORANGE PLACE AZUZA CA 91702 ORTCO, INC. PROJECT VETERANS FREEDOM PARK IF YOU HAVE ANY QUESTIONS PLEASE CALL BILLY POLICE AT 714.998.3998 SIGNATURE TOTAL 714 998-3998 714 998-3996 Fax DIR #1000001641 License #657695 2163 N. Glassell Street Orange, CA 92865 ITEM DESCRIPTION QTY COST TOTAL ADDTL INSURA... DIRECT COST FOR ANY ADDITIONAL INSURANCE ABOVE AND BEYOND 1 MILLION FOR GL, WC, AUTO, AND UMBRELLA WILL BE CHARGED DIRECTLY TO CUSTOMER , IF REQUIRED BY CONTRACT. PRICES PRICES ARE GOOD FOR 60 DAYS Page 2 _____________________________________ $51,910.00