May 16, 2006

SUBJECT: Award of Contract to Replace the Playground Equipment at Raynor Park (F0504-68)

REPORT IN BRIEF

Approval is requested for the award of a contract to Ross Recreation Equipment of Santa Rosa to replace the playground equipment at Raynor Park for the Department of Parks and Recreation Parks Division.

BACKGROUND

The existing playground equipment at Raynor Park was manufactured by Landscape Structures and was installed in 1986.  Although it has served the public well, the equipment has reached the end of its anticipated life cycle, both in terms of play value and structural integrity.  Specifically, the wooden materials are deteriorating and will most likely become a safety issue in the near future. 

DISCUSSION

It is the City’s practice to replace park playground equipment on a 20-year cycle.  Replacement priorities are determined by an extensive survey and review of all the park playgrounds.  Staff updates the survey each year and adjusts planning, based on actual conditions of the equipment. 

Over the years, the City has standardized on Landscape Structures playground equipment.  At this time, approximately 75 percent of the playground equipment in City parks is manufactured by Landscape Structures.  This equipment has been found to hold up well under heavy use; and it is well known in the industry for its creative designs, exceptional engineering and use of only the safest materials.  Standardization allows parks staff to become more proficient in equipment maintenance and repair and makes parts stocking and replacement more efficient.

The requested replacement includes preschool (2-5 years) and school age (5-12 years) equipment.

Section 2.08.070 (b) of the Sunnyvale Municipal Code exempts from competitive bidding contracts for which the City’s requirements can be met solely by a single proprietary article or process available from a single source.  In this case, optimum efficiencies can be gained by purchasing playground equipment that is compatible with the existing infrastructure; and Ross Recreation Equipment is the sole California distributor for Landscape Structures playground equipment. 

FISCAL IMPACT

Cost to the City will be $88,818, including applicable taxes and freight. Funds are available, as follows:

RECOMMENDATION

It is recommended that Council award a contract, in substantially the same form as the attached draft Purchase Order and in an amount not to exceed $88,818, to Ross Recreation Equipment for the purchase of playground equipment for the Raynor Park.

Prepared by:

Elaine Wesely

Purchasing Officer

Reviewed by:

Mary J. Bradley

Director, Finance

Reviewed by:

David Lewis

Director, Parks and Recreation

Approved by:

Amy Chan

City Manager

Attachment

A.  Draft Purchase Order(pdf)