SUBJECT/RECOMMENDATION:
Title
Authorize a purchase order to Rep Services, Inc., of Longwood, Florida for the purchase and installation of playground equipment at Forest Run Park located at 3450 Landmark Drive and Soule Road Park located at 2191 Soule Rd in the total amount of $806,393.48, pursuant to Clearwater Code of Ordinances Sections 2.563(1)(c), piggyback, and 2.563(1)(d), Impractical, and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
The City has 27 playgrounds distributed geographically across the city. Certified playground inspectors within the parks department inspect playgrounds monthly to perform safety inspections and maintenance as needed. This proactive maintenance program has allowed most of the playground equipment to have a life span of between 12 to 15 years.
During FY 2024/25 playground equipment at Forest Run Park and Soule Road Park are due for replacement. These playgrounds have served the local community and its visitors well for the past 15 years but are now in need of replacement. The existing playgrounds have limited ADA accessibility. The new playgrounds will exceed ADA standards for accessible elevated and ground activities, as well as ground level play structures.
The proposed new freestanding playground equipment is nature themed, featuring climbing structures, rope bridges, custom slides, individual free-standing spinners and a three bay multi-purpose swing sets with an ADA Buddy Swing that will allow for a unique play experience creating many lasting memories for all children. Additionally, environmental educational signage is built into the playground structures and is tailored to fit frequently observed animals that occupy park grounds. For example, Soule Road Park Playground will have educational signage that provides education on the gopher tortoise, as there is a high population within this park. The playground colors for Soule Road Park were chosen by the local Boy Scout Troop. Forest Run playground will have a tree house-like feel with other botanically inspired play features.
The materials used in the proposed playground structures are made of recycled plastic materials and are made in the USA. The amenities are attractive, easy to maintain, sustainable, and are anticipated to have a life cycle longer than 20 years providing savings to the City with reduced maintenance costs and longer lifespan compared to the existing playgrounds. The playgrounds will also provide rubberized play surface that meets all safety standards, which will further reduce maintenance compared to wooden chip playground mulch.
The proposed pricing for Rep Services, Inc. is based on a contract with the School District of Manatee County under Contract No. 21-0053-MR. On August 25, 2020, the School District of Manatee County Commissioners approved Rep Services, Inc. as the most responsive bidder for the replacement of park and playground equipment. The contract, originally set to expire on August 31, 2023, has been extended through August 31, 2025.
Rep Services, Inc. has extended an additional discount to the City of Clearwater, beyond the pricing outlined under Contract No. 21-0053-MR, providing an extra savings of $14,976.64. Under the 2.563(1)(c) piggyback provision, the total piggyback cost is $746,877.48, which includes $333,285.21 for playground equipment, $205,484.65 for rubberized poured-in-place surfacing, and $208,107.62 for installation. Additionally, under 2.563(1)(d), non-competitive purchase under proposal No. 20707.06, a total of $59,516.00 is deemed impractical to bid competitively. This amount includes $24,136.00 for the required bond, $8,650.00 for engineering services, and $26,730.00 for freight.
Upon Council approval, the Parks and Recreation Department will promptly submit the purchase request to Rep Services to secure the pricing.
APPROPRIATION CODE AND AMOUNT:
Funds are available in capital improvement project M2206 - Parks & Beautification R&R ($484,787.02) and C2406 -Pour-in-Place Playground Improvements ($321,606.46). These projects are funded with General Fund revenues.
STRATEGIC PRIORITIES:
Funding the purchase of the new playground equipment aligns with the following City of Clearwater Strategic Plan Objectives:
• 1.2: Maintain public infrastructure, mobility systems, natural lands, environmental resources, and historic features through systematic management efforts.
• 1.3: Adopt responsive levels of service for public facilities and amenities, and identify resources required to sustain that level of service.
• 1.5: Embrace a culture of innovation that drives continuous improvement and successfully serves all our customers; and
• 2.3: Promote Clearwater as a premier destination for entertainment, cultural experiences, tourism, and national sporting events.
