STAFF REPORT. District of North Saanich. To: Rob Buchan Date: March 28, 2017 Chief Administrative Officer

Transcription

1 %f District of North aanich TAFF REPORT To: Rob Buchan Date: March 28, 2017 Chief Administrative Officer From: Re: Eymond Toupin Director of nfrastructure ervices Jubilee Park Play tructure Procurement RECOMMENDATON(): That Council: 1) Approve procurement of the aircraft themed climbing structure from Dynamo Playgrounds at the quoted price of $1 30,250 (exclusive of GT). TRATEGC PLAN MPLCATON: This matter relates to the following Council strategic priorities: Maintain a afe and Healthy Community Maintain a trong ense of Community Ensure trong Leadership, Fiscal Responsibility and Transparent Government

2 Play Rob Buchan, ChiefAdministrative Officer Page 2 Re: Jubilee Park tructure Procurement BACKGROUNDDCUON: n August 2015, Council resolved to proceed with the phased development of a children s playground at Jubilee Park. The full build-out ofthe selected concept is illustrated in Figure 1. The park was envisioned to be developed in four major phases. Figure 1 : Jubilee Park Full Build-Out The initial phases of the playground were envisioned to be constructed in westerly portion of the park as shown in Figure 2. The playground structures which had been proposed, and which were included in the concept approved by Council in 2015, were sourced from Dynamo Playgrounds, a Canadian manufacturer of playground equipment. One of the focal elements of the early phases of the playground was the Dynamo Beaver Climber (based on the de Havilland Beaver), as shown in Figure 2. When this concept was developed in 201 5, the estimated cost of this climber was $160,000.

3 . F.. (...A4$. \ 7 : : \ :.. %* c _::_:s:*t%s: k\%%\% %\ r#,/ : \* 7%% s s s s hi ),. V..., -,ct FBRE-U E A.... zr CLN i fl4 DYNAMO GENE CLMBER - PHAE Figure 2: Climbing tructures for the nitial Phases of the Original Playground Concept

4 An application for Canada 50 grant funding was submitted in June, taff were notified of award of the grant in late 2016 with a formal agreement for the funding provided in early The funding granted was $60, 00. The grant will be payable to the District upon project completion and cannot exceed 50% of the total project cost. Grant funding can also only be applied against external costs, i.e. not against work completed using internal forces and equipment. n November, 2016, staff issued an REP to procure engineering and landscape planning and design services for the early phases of the proposed playground. Only one submission was received and staff attempted to negotiate a suitable agreement with the proponent. However, after a few iterations and discussions in early 2017, an agreement could not be reached to the satisfaction of District staff. The proponent was recently notified that the District would proceed with advancing design using its own forces. During the REP process, an alternate aircraft themed play structure was identified which would be an attractive focal point for the initial phase of park (Figure 3). This structure would replace the Beaver Climber which had been proposed for the northwest corner of the playground site (Figure 2) and would be a more functional and appealing structure to draw children and families to the park. The alternate aircraft climber shown in Figure 3 is also a Dynamo Playgrounds product, the supplier sourced for the original playground concept. t is staff s understanding that this product was custom designed for a previous client of Dynamo Playgrounds, the District would therefore effectively benefit from design costs which were largely borne by the original purchaser of the structure. taff have secured a quote of $1 30,250 for supply, delivery and installation of the aircraft themed climbing structure shown in Figure 3 above from Dynamo Playgrounds. These costs would be eligible for the Canada 50 grant of $60, 1 00 awarded to the District. Delivery would be anticipated approximately 6 months from acceptance of the quote and provision of the 50% deposit. To minimize costs, staff propose to complete the design and construction of the site preparation works (site regrading, drainage, structure foundations, and surfacing) using District forces ahead of installation of the play structure for an estimated total project cost of $200,000. The quoted price for the play structure is less than the estimated cost of $1 60,000 for the originally proposed Beaver Climber, is within the budget set for the initial phase of the park, and is commensurate for the size of structure and area of playground being proposed for the first phase of the playground. The alternative to accepting the quote from the supplier would be to issue an REP and specify this specific product or an approved equal aircraft themed play structure (to allow other potential suppliers to come forward). Potential bidders would then have to source the specified product and add cost/overhead for its supply and installation or attempt to source an alternate product which would have to be evaluated for equivalency. The REP process would add an estimated 4 to 6 weeks to the procurement of the play structure.

5 .. Play Rob Buchan, Chief Administrative Officer Page 5 Re: Jubilee Park tructure Procurement 7L U-- E _,.. Jubilee Park r Pr L e t% Perspective DC Figure 3: Alternate Aircraft Themed Climbing tructure from Dynamo Playgrounds

6 Play Rob Buchan, ChiefAdministrative Officer Page 6 Re: Jubilee Park tructure Procurement OPTON: Council can: 1) Approve procurement of the aircraft themed climbing structure from Dynamo Playgrounds at the quoted price of $1 30,250 (exclusive of GT). 2) Direct staff to issue an REP to procure the specifically proposed playground structure and allow for an alternate equivalent aircraft themed structure to be proposed by potential bidders. 3) Other. FNANCAL MPLCATON: A total of $200,000 was included in the 2017 budget for the development of the Jubilee Park playground. The supply and installation of the structure is within the proposed budget. The play structure would also be eligible for the Canada 150 grant of $60,100 awarded to the District for this project which must be expended in LEGAL MPLCATON: None anticipated. CONULTATON: None. NTERDEPARTMENTAL NVOLVEMENT/MPLCATON: This report was circulated to Directors for their review and concurrence.

7 Play Rob Buchan, ChiefAdministrative Officer Re: Jubilee Park tructure Procurement Page 7 UMMARYCONCLUON: n August 2015, Council resolved to proceed with the phased development of a children s playground at Jubilee Park. The playground structures which had been proposed, and which were included in the concept approved by Council in 2015, were sourced from Dynamo Playgrounds, a Canadian manufacturer of playground equipment. One of the focal elements of the early phases of the playground was the Dynamo Beaver Climber (based on the de Havilland Beaver) at an estimated cost of $160,000. taff have secured a quote of $1 30,250 for supply, delivery and installation of an alternate more functional and attractive aircraft themed climbing structure from Dynamo Playgrounds. These costs would be eligible for the Canada 50 grant of $60, 00 awarded to the District for expenditure in To minimize costs, staff propose to complete the design and construction of the site preparation works (site regrading, drainage, structure foundations, and surfacing) using District forces ahead of installation of the play structure for an estimated total project cost of $200,000 which has been included in the 2017 budget already presented to Council. The quoted price for the play structure is less than the estimated cost of $1 60,000 for the originally proposed Beaver Climber, is within the budget set for the initial phase of the park, and is commensurate for the size of structure and area of playground being proposed for the first phase of the playground. taff recommend procurement of the aircraft themed climbing structure from Dynamo Playgrounds at the quoted price of $1 30,250 (exclusive of GT). Respectfufly submitted, k:; Eyni.efd Toupin D$ctor of nfrastructure Rob Buchan Chief Administrative Officer Concurrence: Anne Berry, Director Planning & Community ervices Cuni, Dector Corporate ervices John Trelford, Director Emergency ervices