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Brentwood City Commission Agenda

Meeting Date:	12/13/2021
Resolution 2021-146 - Agreement with Custom Recreation for Purchase & Installation of Inclusive Playground Equipment for Granny White Park
Submitted by:	Dave Bunt, Parks & Recreation
Department:	Parks & Recreation

Information

Subject

Resolution 2021-146 - Agreement with Custom Recreation for Purchase and Installation of inclusive Playground Equipment for Granny White Park

Background

On June 28, 2021, the City Commission authorized the Parks and Recreation Department to solicit proposals for inclusive playground equipment to be installed at the Miles Together Playground in Granny White Park.

As discussed previously, the purchase and installation of playground equipment is not part of the playground site construction contract as it was anticipated the City would get a better price and equipment configuration by soliciting proposals directly for the playground equipment. Staff prepared a request for proposals (RFP) package with the assistance of the site design team (Kimley-Horn) and community ad hoc committee to finalize specific equipment preferences and budget limitation ranging from $500,000 to $700,000. Each vendor was allowed to submit up three proposals each of varying dollar values.

On September 17, 2021, the City received nine proposals, with 18 different equipment configuration options to evaluate. After staff evaluated and scored each proposal the selection was narrowed down to four proposals but because three of those proposals were priced at over $1,000,000 each they could not be considered for the project. Custom Recreation’s original proposal was scored the highest and came in at $699,897.

On November 7, staff meet with the community ad hoc committee to review all proposals and recommend the company to be selected. During that meeting several items were discussed and staff was asked to attempt to negotiate those changes with the vendor. On Nov 16, the vendor and staff met with the community ad hoc committee to review changes made, and the vendor then took these changes and resubmitted drawings and a modified price breakdown. The following is basically what changed from the original proposal to the final proposal:

Modifications:

Eliminated freestanding shade structure
Eliminated picnic table
Eliminated double web crawl
Added infinity flex 1
Added 8' tall double wide independent slide
Added caterpillar
Added frog
Added dragon head
Made the modular larger by adding a rest deck which changed the orientation of the entrance ramp. Added a couple deck mount panels on the new rest deck
Changed the surface from poured in place to artificial grass in the area with the quite-zone. New square footage is around 3,550 sq.ft. of artificial turf and 18,500 sq. ft. of poured in place.

After the vendor made all the requested changes the new proposal price is $729,990. Staff is also requesting an additional $10,000 contingency amount for any unforeseen items that come up during installation. An overall project funding and budget summary is attached. This summary reflects an overall estimated project cost of $1.675 million. Note that while this amount is higher than the original budget target of $1 million, the scope of work was expanded to include significant additional parking, an additional bathroom building to accommodate an adult changing station, fencing of the playground, and a slightly larger playground footprint.

Staff has reviewed all aspects of the proposal and finds that Custom Recreation is very capable of providing a quality 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 $729,990 is within the amount anticipated for the project. If approved, it will be the goal of the Department to have the project completed and open to the public during summer 2022. 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 is $739,990 inclusive of staff-requested $10,000 contingency.

Fiscal Impact

Amount :	$739,990
Source of Funds:	Capital Projects Fund
Account Number:	311-44400-3003

Fiscal Impact:

The total cost of $729,990 and an additional $10,000 contingency allowance for any unforeseen items that come up during installation.

Overall project budget summary is attached.

Attachments
Resolution 2021-146
COB Contract 2021-215
Exhibit A - Request for Proposals
Exhibit B - Proposal (New Pricing)
New layout
Original Proposal
Original Pricing
Budget and Funding Plan
Signed Resolution
Signed Contract