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Brentwood City Commission Agenda

Meeting Date:	02/13/2017
Resolution - 2017-14 - Authorizing Agreement w/Custom Recreation for Purchase/Installation of Picnic Shelter and Playground Equipment for Smith Park
Submitted by:	Dave Bunt, Parks & Recreation
Department:	Parks & Recreation

Information

Subject

Resolution 2017-14 - Agreement with Custom Recreation for Purchase and Installation of Picnic Shelter and Playground Equipment for Smith Park

Background

The Parks and Recreation Department recently solicited proposals for a picnic shelter and playground equipment to be installed during Phase 2 construction of Smith Park. The project is budgeted at $125,000. As discussed previously with the City Commission, installation of playground equipment is not part of the park construction contract as it was anticipated the City would get a better price and equipment configuration by soliciting proposals directly for the playground equipment and shelter. The goal is to have the shelter/playground facilities completed about the same time the park construction is scheduled for completion in the summer of this year. Funding for the playground equipment is included in the current Capital Projects Fund. Funding for the shelter is included with monies received from the Citizens for Brentwood Green Space in the Donations Held in Trust Fund.

The City received five proposals, with 10 different equipment/shelter configuration options to evaluate. The goal was to obtain the shelter/playground equipment from a highly reputable vendor that would provide the highest quality amenities for this park. A proposal received from Custom Recreation (their option C) reflects the largest variety of features as defined within the general scope of the request for proposals. Custom Recreation's proposal cost also includes the installation of the shelter/playground equipment. The installer will be responsible for receiving and storing the shelter/equipment at its location and transporting to Smith Park for installation. The playground equipment is designed for two age groups of children (2-5 and 5-12) and is detailed in the attachments.

Also included in the proposal is a 30’ X 60’ picnic shelter with eight picnic tables and a large size grill. In addition, staff has elected to substitute components (equal value items) as detailed in the RFP guidelines. The new revised option C proposal is attached for your review. Staff made these choices based on years of experience observing the equipment children seem to enjoy, as well as maintenance issues. Staff will also select actual color schemes to complement the surroundings if the contract is approved.

On a side note, Division 2 (contractor for Flagpole/ Wikle Parks) is the contractor for phase 2 construction at Smith Park. Since Division 2 and Custom Recreation worked well together on that project, staff believes that awarding this work to Custom Recreation will improve the coordination of the installation. Staff has reviewed all aspects of the proposal and finds that Custom Recreation is very capable of providing a total “turnkey” project for the City. This company has a successful track record with the City, having also worked on projects at River Park, Granny White Park and Owl Creek Park. Custom Recreation has also installed numerous shelters and playgrounds in the Nashville area. Staff recommends approval of the services from Custom Recreation. The total cost of $124,959.00 is within the amount allocated for the project. If approved, it will be the goal of the Department to have the project completed during this summer. Please contact the Parks and Recreation Director if you have any questions.

Staff Recommendation

Staff recommends approval of the services from Custom Recreation. The total cost of $124,959.00 is within the amount allocated for the project.

Previous Commission Action

No previous Commission action on this item.

Fiscal Impact

Amount :	49,959.00
Source of Funds:	Capital Projects Fund
Account Number:	311-44400-3015

Fiscal Impact:

The total cost of $124,959.00 is within the amount allocated for the project. $75,000 will be funder through the DHT - Fund. The remaining $49,959.00 will be funded through the Capital Improvements Fund.

Amount :	75,000
Source of Funds:	DHT Fund
Account Number:	615-41900-83153

Fiscal Impact:

The total cost of $124,959.00 is within the amount allocated for the project. $75,000 will be funded through the DHT Fund. The remaining $49,959 will be funded through the Capital Improvements Fund.

Attachments
Resolution 2017-14
Contract
Custom Recreation Option C
Custom Recreation Revised Option C
RFP Guidelines
Signed Resolution