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Information |
TITLE: |
Consideration and Approval of Cooperative Contract: Approve the Cooperative Purchase Contract with Exerplay, Inc. for replacement playground equipment for Cheshire Park. |
STAFF RECOMMENDED ACTION: |
- Approve the cooperative purchase contract in the amount of $76,431.18 with Exerplay, Inc. to purchase and install replacement playground equipment at Cheshire Park through 1Government Procurement Alliance Contract # 18-04P-03; and
- Authorize the City Manager to execute the necessary documents.
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Executive Summary: |
Approval of this cooperative purchase contract with Exerplay, Inc. will allow the City to purchase and install replacement playground equipment at Cheshire Park. The existing playground equipment at Cheshire Park is twenty-two (22) years old. Playground equipment has a life expectancy of approximately twenty (20) years as age and the availability of replacement parts become obsolete. This purchase will allow for the replacement play structure that is not only in need of replacement for safety and feasibility factors, but also will allow for a structure that is more accessible to children of all abilities to play, learn and grow together.
Staff facilitated a poll survey on the Flagstaff Community Forum to ascertain a design theme of the playground equipment as well as desired features. Three (3) differing themes were provided as concept designs for the polling survey. There were 191 votes submitted with the "Nature Theme" being the top design winning 45% of the vote. In addition to the polling, comments were analyzed by Staff with the intent to incorporate desired features into the playground equipment and surrounding areas within budget. Features such as shade, infant swings and a ramada will be incorporated into the design. |
Financial Impact: |
The amount of $76,431.18 is budgeted in account 001-06-155-0561-5-4433. Due to nationwide steel tariffs, procurement of the equipment is needed before the end of the calendar year to avoid an increase of nearly five (5) percent.
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Policy Impact: |
There are no policy impacts. |
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan: |
The new playground equipment supports the Council goal of Environmental and Natural Resources by continuing to maintain and grow the region's healthy system of convenient and accessible parks. |
Has There Been Previous Council Decision on This: |
There has not been a previous Council decision on this cooperative purchase contract. |
Options and Alternatives: |
1) Approve the cooperative purchase contract as recommended; or
2) Not approve the cooperative purchase contract and direct Staff to open a formal procurement. |
Background and History: |
In 1996, the Parks Section started a replacement program of all playground equipment that was outdated and did not meet current playground safety standards. Cheshire Park was the first one to have the equipment replaced in the late nineties. Old metal and wooden structures were replaced with new updated equipment that met all safety requirements. This equipment is now twenty-two (22) years old, meeting the life expectancy and replacement parts are no longer available. The replaced equipment will be salvaged with the intent to use the parts for other equipment as needed.
Staff requested three (3) differing concept designs (a Nature, Traditional, and Modern Contemporary) from Exerplay, Inc. to facilitate and obtain community input on the Flagstaff Community Forum. The concept designs on the forum survey were open for two (2) weeks. After analysis of the vote and the comments received, the Nature Theme concept design was selected as the preferred design. The key results are attached inclusive of the public comments.
The Flagstaff Community Forum can be found at the following link: https://www.flagstaff.az.gov/3284/Flagstaff-Community-Forum. To review the Cheshire Park Playground forum, go to Closed Topics, and select the park forum for additional information.
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Key Considerations: |
When considering the replacement of the existing obsolete playground equipment, a key consideration was providing the opportunity for the community to vote on not only a design theme, but to also provide feedback to staff on desirable features of the park. Each of the concept designs provided different inclusive play elements that offer many opportunities for play by any child. |
Community Involvement: |
This playground is located within a neighborhood park and attracts users from Flagstaff Arts & Leadership Academy, allowing a wide range of recreational opportunities. It is important for all children to have a variety of sensory experiences for healthy development. These include experiences that involve movement, climbing, and a mix of tactile, and visual experiences. |
Expanded Options and Alternatives: |
Inform: The community was informed of the proposed playground improvements through the City of Flagstaff's website, social media, informative signage posted at Cheshire Park, and the Flagstaff Community Forum.
Consult: The community was able to provide informative feedback by choosing a concept design through a survey posted on the Flagstaff Community Forum. In addition to the polling, the comments were analyzed with the intent of determining what features could be incorporated into the playground equipment and surrounding areas within budget. The need for shade surrounding the playground equipment, infant swings, and a ramada will be incorporated into the improvement project.
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