SUBJECT/RECOMMENDATION:
Title
Approve a purchase order to Rep Services, Inc., of Longwood, Florida for the purchase and installation of playground equipment at Coachman Park located at 300 Cleveland Street in the total amount of $350,362.74, 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.
Body
SUMMARY:
The existing playground at Coachman Park, installed as part of the Imagine Clearwater Coachman Park Renovation, has been widely enjoyed by residents and visitors alike for the past three years. However, the Parks & Recreation Department has received numerous requests from parkgoers for more shade provisions in Coachman Park, specifically within the playground. In addition, the sand component of the playground has proved a persistent maintenance issue as the sand frequently gets displaced requiring constant replenishment and it creates damage to the poured in place surfacing next to the sand.
The proposed playground equipment includes 1,792 square feet of shade from four new shade structures, one new enclosed tube slide to replace the large open slide and Poured in Place rubberized surfacing to replace the sand component of the playground. The rubberized surfacing will provide for more accessible ground activities. The materials used in the proposed playground structure are constructed of recycled plastic materials and are made in the USA. The proposed amenities are attractive, easy to maintain, sustainable, and are anticipated to have a life cycle greater than 20 years, providing savings for the City with reduced maintenance costs and longer lifespan as compared to existing loose sand surface. The Poured in Place rubberized surface meets all applicable safety standards.
Included in the recently approved Memorandum of Agreement between the City and Duke Energy is a provision that Duke provides a total of $600,000 over 20 years or $30,000 a year for improvements to Coachman Park including shade structures, playground improvements and upgrade to the electrical system within the park. The City will provide appropriate signage recognizing Duke’s contribution to this project. Initial funding for this work will be paid for from existing capital project funds, specifically project M2502 - Coachman Park Improvements, and the revenue received from the Duke Energy Sponsorship Agreement will deposit into project M2502 - Coachman Park Improvements to help off set the costs of these improvements.
The proposed pricing from Rep Services, Inc. is based on their agreement with the School Board of Manatee County under Contract No. 26-0041-MR. Rep Services, Inc. was selected as one of the awarded vendors for the replacement of park and playground equipment under this contract, which was approved by the Manatee County School District on September 1, 2025, and expires August 31, 2030.
Rep Services has offered the City of Clearwater an additional two percent discount on the playground equipment beyond the pricing outlined in Contract No. 26-0041-MR resulting in a additional savings of $2,756.53 beyond the three percent discount of $4,131.94 associated with Manatee County Contract No. 26-0041-MR for total combined savings of $6,891.57. In accordance with Section 2.563(1)(c) piggyback, authorization is requested to piggyback the School Board of Manatee County’s Contract No. 26-0041-MR for playground equipment and installation in the amount of $326,631.73, which includes $52,322.20 (shade structures), $14,834.25 (playground equipment), $63,783.32 (rubber poured-in-place surfacing) and $195,691.96 (installation).
Additionally, in accordance with Section 2.563(1)(d), non-competitive purchase, a total of $23,731.01 is deemed impractical to bid under Proposal No. 21406.09. This amount includes $6,600.00 (engineering services), $6,689.01 (freight), and $10,442.00 (required performance bond).
The base cost ($326,631.73) plus the impractical costs ($23,731.01) yields a total of $350,362.74.
Upon City Council approval, the Parks and Recreation Department will proceed with submitting the purchase request to Rep Services, Inc. to secure the proposed pricing.
APPROPRIATION CODE AND AMOUNT:
Funds are available in capital improvement project M2502 - Coachman Park Improvements funded by revenues from the General Fund.
USE OF RESERVE FUNDS:
N/A
STRATEGIC PRIORITY:
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.
