To: From: Prepared By: CITY COUNCIL AGENDA MEMORANDUM Mayor and City Council Charles Ozaki, City and County Manager Kevin Standbridge, Deputy City and County Manager David Shinneman, Director of Community Development David Allen, Director of Public Works City and County of Broomfield, Colorado Gary Schnoor, Parks Superintendent Katie Allen, City and County Engineer Ronda Jo Ackerman Alford, CIP Project Manager Meeting Date Agenda Category Agenda Item # November 15, 2016 Council Business 11(c) 1. Proposed Resolution No. 2016-190, Authorizing an Agreement with Miracle Recreation Company, Inc. (Churchich Recreation) Cottonwood Park for the Playground Replacement Program; and Agenda Title: 2. Proposed Resolution No. 2016-191 Authorizing an Agreement with Children s Playstructures & Recreation, Inc. (Playworld) Crofton Park for the Playground Replacement Program Summary The 2016 Capital Improvement Program (CIP) budget in the Open Space and Park Land Fund includes funding to replace two playgrounds. The two playgrounds set for replacement are: o Cottonwood Park (north of Westlake Drive and west of Irving Court in the Westlake subdivision) and; o Crofton Park (south of W. 125 th Ave. in the Crofton Park subdivision), The playgrounds selected for replacement were based on age of playground, existing surfacing material (type and condition), frequency of maintenance, availability of replacement parts, and potential safety issues. A public notice sign was placed at the playgrounds to allow for public comment by park users on the upcoming replacement. No comments were received. Both proposed agreements exceed $75,000 and require Council approval. If the agreements are approved, staff will authorize the playground suppliers to proceed with fabrication. Fabrication is estimated to be completed eight to 12 weeks after final approval of the design. Installation will be scheduled and the playgrounds will be closed for three to four weeks for demolition and installation. The work is weather dependent. Proposed Resolution No. 2016-190 authorizes an agreement with Miracle Recreation Company, Inc. in the amount of $132,992 for the replacement of the playground at the Cottonwood Park. Proposed Resolution No. 2016-191 authorizes an agreement with Children s Playstructures & Recreation in the amount of $96,549 for the replacement of the playground at the Crofton Park. Prior Council Action Council authorized funds in the 2016 budget for the Playground Replacement Projects. Council reviewed a pre-bid memo for the 2016 Playground Replacement Project on July 12, 2016. Financial Considerations As shown in the sources and uses of funds summary below, the project can be implemented within the budgeted amount. SOURCES AND USES OF FUNDS 2016 Playground Replacement Project Sources of Funds: 2016 Playground Improvements - Citywide $ 257,175 Total Funds Available $ 257,178 Uses of Funds: Proposed Design Build Agreement for Cottonwood Park with Miracle Recreation Company, Inc. (Churchich Recreation) Construction Contingency for Cottonwood Park (10%) Proposed Design Build Agreement for Crofton Park with Playworld (Children s Playstructures & Recreation, Inc.) Construction Contingency for Crofton Park (10%) Other: Landscaping, Benches, Irrigation Repair, Mulch replacement $ 132,992 13,299 96,549 9,655 4,000 Total Uses of Funds $256,495 Projected Balance $ 683 Alternatives Decide not to proceed with the Playground Replacement Program. Proposed Actions/Recommendations If Council desires to proceed with the projects, the appropriate motions are... That Resolution No. 2016-190 and No. 2016-191 be adopted. Page - 1
2016 Playground Replacement: Cottonwood and Crofton Park Playgrounds Page 2 BACKGROUND The 2016 Capital Improvement Program (CIP) budgets in the Open Space and Park Land Fund include funding for the Playground Replacement Project to replace two playgrounds. Those playgrounds are: Cottonwood Park (north of Westlake Drive and west of Irving Court); and Crofton Park (South of W. 125 th Avenue in the Crofton Park subdivision). The City and County has an on-going assessment, maintenance and replacement program for playgrounds. Playground conditions are assessed each year and ranked for replacement based on safety, maintenance conditions (time and cost of replacement parts), availability of replacement parts, and surfacing conditions. The two recommended parks are at the top of the list for replacement. The Cottonwood Park Playground is located north of Westlake Drive and west of Irving Court. It is currently designed for children ages five to 12 years old. A vicinity map of the proposed improvement location is shown below. The Crofton Park Playground is located south of W. 125 th Avenue and east of Lowell Boulevard. It is currently designed for children ages two to five years old. A vicinity map of the proposed improvement location is shown below. Page - 2
2016 Playground Replacement: Cottonwood and Crofton Park Playgrounds Page 3 The scope of work at each park includes: PROPOSED WORK Demolition and disposal of the existing structure; Removal and disposal of the existing surfacing; Installation of a poured-in-place transfer station; Installation of accessory play items; Installation of swings; and Installation of new play structures. The play equipment at Cottonwood Park includes the installation of a zip line which was a resident request two years ago. At that time, the playground to be replaced (Willow Run) did not have space to allow for installation of a zip line. The Cottonwood playground is located near a large cottonwood tree. Due to the shade provided by the tree, programmed age (5 to 12 year olds) of the playground, size of the playground, and proposed structure (play structure has a large integral roof), a separate shade structure has not been included. Cottonwood Park Playground is approximately 5,000 square feet and has the length to allow for the installation of a zip line. The play structure at Crofton Park includes a shade sail over the main play structure to provide additional shade for the younger users. Adjacent to this play area in Crofton Park is an existing shelter. PROPOSAL RESULTS A request for proposals was posted on BidNet and was sent to outdoor playground equipment vendors who have previously worked with Broomfield. A prebid meeting was held on September 1, 2016, and attended by six vendors. Six proposals were received. The review committee includes members of the Parks Maintenance staff involved with inspecting and maintaining playgrounds, Recreation Services staff involved with preschool, youth and teen services, and CIP staff. Staff reviews the proposals for effective use of space, creativity, product quality, cost effectiveness and playability. Staff reviewed all of the proposals and selected the following vendors: Page - 3
2016 Playground Replacement: Cottonwood and Crofton Park Playgrounds Page 4 Playground Cottonwood Park Playground Crofton Park Playground Vendor Miracle Recreation Company, Inc. (Churchich Recreation) Children s Playstructures & Recreation, Inc. (Playworld) The review committee selected the proposal from Miracle Recreation Company, Inc. (Churchich) for the Cottonwood Park Playground. The proposed design is included as Attachment 1. Miracle Recreation Company, Inc. (Churchich) has completed playground replacements in Broomfield in previous years including: Brandywine North Playground, and the original Community Park: Ballfields. Children s Playstructures & Recreation, Inc. (Playworld) was selected for Crofton Park. The proposed design is included as Attachment 2. Children s Playstructures & Recreation, Inc. (Playworld) has completed the fitness course at East Park in Interlocken. FINANCIAL CONSIDERATIONS Below is a summary of the sources and uses of funds for the project. SOURCES AND USES OF FUNDS 2016 Playground Replacement Project Sources of Funds: 2016 Playground Improvements - Citywide $ 257,178 Total Funds Available $ 257,178 Uses of Funds: Proposed Design Build Agreement for Cottonwood Park with Miracle Recreation Company, Inc. (Churchich Recreation) Construction Contingency for Cottonwood Park (10%) Proposed Design Build Agreement for Crofton Park with Playworld (Children s Playstructures & Recreation, Inc.) Construction Contingency for Crofton Park (10%) Other: Landscaping, Benches, Irrigation Repair, Mulch replacement PROJECT SCHEDULE If approved, the final review of the design will be completed and the project will be released for fabrication. Fabrication and delivery can take eight to 12 weeks. Once a ship date is provided, an installation date will be scheduled. The playground will be closed for approximately three to four weeks to allow for demolition and installation of the new playground equipment. Installation will be weather dependent. PROPOSED RESOLUTION NOS. 2016-190 and 2016-191 Proposed Resolution No. 2016-190 would approve a design-build agreement in the amount of $132,992 with Miracle Recreation Company, Inc. (Churchich) for the Playground Replacement Cottonwood Park project and authorizes the City and County Manager to approve change orders in an aggregate amount not to exceed $13,299. Proposed Resolution No. 2016-191 would approve a design-build agreement in the amount of $96,549 with Children s Playstructures & Recreation (Playworld) for the Playground Replacement Crofton Park project and authorizes the City and County Manager to approve change orders in an aggregate amount not to exceed $9,655. Staff recommends approval of the resolutions. $ 132,992 13,299 96,549 9,655 4,000 Total Uses of Funds $256,495 Projected Balance $ 683 Page - 4
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