SUBJECT/RECOMMENDATION:
Title
Approve a purchase order to Rep Services, Inc., of Longwood, Florida for the purchase and installation of playground equipment at McKay Park located at 605 Mandalay Avenue in the total amount of $301,015.02, 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 existing playground has served the local community and its visitors well for the past 20 years but is now in need of replacement. The materials used in the existing playground are subpar in comparison to materials used in today’s playground building materials standards.
The proposed new freestanding playground equipment is coastal themed (appropriately named ‘Crab Trap’ by the manufacturer) featuring a climbing structure, slide, individual free-standing spinners and a three bay multi-purpose swing set will allow for a unique play experience that will create many lasting memories. Additionally, four cantilever shade structures are also proposed for the playground and park.
The materials used in the proposed amenities are made of recycled plastic materials and hot dipped galvanized steel. These materials were chosen due to the playground’s proximity to the Gulf of Mexico and the Intercoastal Waterway and the anticipated elevated levels of salt exposure. The hot dipped galvanized steel offers enhanced corrosion resistance for coastal environments to ensure superior durability. 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 as compared to that as has been provided by the existing playground.
The proposed pricing for Rep Services, Inc. is established under a contract with Clay County, pursuant to RFP No. 18/19-2. Rep Services, Inc. was approved by the Clay County Board of County Commissioners as the most responsive bidder for replacement of Park and Playground Equipment on May 28, 2019, for an initial contract term expiring May 22, 2022. Extension of contract no. RFP 18/19-2 was approved by the Clay County Board of County Commissioners on May 24, 2023, for an additional one-year renewal expiring May 22, 2024. Pursuant to 2.563(1)(c) piggyback, the amount of piggyback will be $273,821.60 ($184,963.70 for playground equipment and $88,857.90 for installation).
Pursuant to 2.563(1)(d), non-competitive purchase under proposal no. 19356.08, a total of $27,193.42 will be considered impractical ($8,767.42 for the required bond, $5,250.00 for engineering services, and $13,176.00 for freight). These items of the purchase are impractical as shipping, bonding, and engineering are provided by the manufacturer and any deviation from using the manufacturer will cause delays in the delivery of the product and will void warranties.
Upon council approval of this item, the Parks and Recreation Department will immediately submit the purchase request to Rep Services to lock in the pricing.
APPROPRIATION CODE AND AMOUNT:
Funds are available in capital improvement project C2403, McKay Play Field Improvements, to fund this purchase order.
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.
