Subject
title
Award and Authorize the City Manager to Execute a Rider Agreement with PlayPower, LT Farmington Inc. a subsidiary of PlayPower, Inc., in the amount not-to-exceed $1,500,000 for the initial term, with terms and pricing consistent with Sourcewell Contract #101625-PLP, for Playground, Water Play and Aquatic Equipment, Site Amenities, and Outdoor Fitness Equipment with related Accessories and Services.
end
Department
Rec & Parks - Parks & Facilities
Recommendation
Staff recommends that the Mayor and Council Award and Authorize the City Manager to Execute a Rider Agreement in an amount not-to-exceed $1,500,000 with terms and pricing consistent with Sourcewell Contract #101625-PLP, for Playground, Water Play and Aquatic Equipment, Site Amenities, and Outdoor Fitness Equipment with related Accessories and Services to PlayPower LT of Farmington, Inc., of Missouri, a subsidiary of PlayPower, Inc. of North Carolina, for the contract period ending December 17, 2027, with the option to renew for four (4) additional one year periods through December 17, 2032.
Discussion
This contract provides for all design, labor, materials, equipment and quality control inspection for the complete and satisfactory installation and repairs to citywide playgrounds. Play structure components included in the contracts are post and platform structures, slides, swings, climbers, activity panels, roofs, picnic tables, benches, trash cans, and playground safety surfacing. These requirements contracts provide a means to complete repairs on an as- needed basis, as well as new installations and replacements as approved in the Playground Structure Replacement capital improvement projects (“CIP”).
This contract will be used for new installation and replacement of playground equipment at various playgrounds and parks citywide, along with picnic tables, benches, and trash cans at the sites. The playgrounds currently scheduled to be replaced throughout the term of this contract are the large play unit at Horizon Hill Park, replacement at Montrose Woods Park and replacement at Silver Rock Park (FY2027), replacement at Mattie J. T. Stepanek Park (FY2028), replacement at Kavanagh Park and Hillcrest Park (FY2029), replacement at Rockmead Park and North Farm Park (FY2030) and replacement of large play unit at Woottons Mill Park and College Gardens Park (FY2031). A Purchase Order or Master Agreement will be issued on a project-by-project basis for new installation and replacements.
This contract will also be used for the ongoing need for unscheduled maintenance and repairs on the existing playground structures citywide, which generally include replacement of damaged or vandalized equipment and refurbishing the safety surfacing. A Master Agreement, to be used on an as-needed and as-required basis, will be issued annually.
All play equipment will comply with the current U.S. Consumer Products Safety Commission guidelines, the American Society for Testing and Materials Standards, the Americans with Disabilities Act, and the International Play Equipment Manufacturers Association.
Mayor and Council History
This is the first time this item has been brought before the Mayor and Council.
Public Notification and Engagement
For new playground installations and replacements, staff meet with volunteers from the surrounding neighborhood to review designs, preferred play activities, site layout, colors and other design criteria and amenities. Previous volunteers have included parents, scout troops, schools, daycares and members of Homeowners Associations.
Procurement
The City is currently utilizing Houston-Galveston Area Council of Governments (H-GAC) Contract #PR11-20 and US Communities Contract #2017001134 for various playground equipment. Having this Rider Agreement in place, as well as the Houston-Galveston Area Council of Governments (H-GAC) Contract and US Communities Contract, does not preclude the City from pursuing its own solicitations for specific sites. But it does allow the City to be contractually compliant for emergency and urgent repairs (virtually all repairs are urgent as they almost always pose safety issues). It also allows staff to reach out to each of the three contractors for design/build proposals on playground installation and replacement projects, which will give the neighborhood advisory groups contract-compliant options when voicing opinions on new equipment.
This is a cooperative through the Sourcewell Contract #101625-PLP that has multiple line items with estimated quantities larger than the City's and, as such, provides more competitive pricing based on higher volumes. By using the Sourcewell Contract, the city can benefit from a broad scope of work that includes various playground equipment with related Accessories and Services.
In accordance with Rockville City Code, Section 17-71(b), Cooperative Procurement, the City may contract with any contractor who offers goods, services, insurance, or construction on the same terms as provided to other State or local governments or agencies thereof, who have arrived at those terms through a competitive procurement procedure similar to the procedure used by the City.
In accordance with Rockville City Code, Section 17-39(a), Awarding Authority, all contracts involving more than two hundred fifty thousand dollars ($250,000) shall be awarded by the Mayor and Council.
PlayPower, LT of Farmington, Inc. is a non-Minority, Female, Disabled, or Veteran (MFD-V) business.
The draft contract is attached as Attachment 1.
To view all contract documents, please click the link provided below:
1.
Sourcewell Contract #101625-PLP2. <https://rockvillemd.legistar.com/View.ashx?M=AO&ID=182933&GUID=f64d2eab-da9b-493c-9db4-673611699d5d&N=QUdFTkRBIElURU0gMjYtMjQxNSBTT1VSQ0VXRUxMIENPTlRSQUNU>
Sourcewell Contract #101625PLP PlayPower, Inc. Price Information <https://rockvillemd.legistar.com/View.ashx?M=AO&ID=182934&GUID=fb46c16c-02b1-456c-bf3a-4fa87dd62436&N=QUdFTkRBIElURU0gMjYtMjQ2MSBQTFlBUE9XRVIgSU5DLiBQUklDRSBJTkZPIFNPVVJDRVdFTEwgQ09OVFJBQ1Q%3d>
Fiscal Impact
Funding for planned replacement of specific structures is included in the Playground Structure Replacement (RC26) CIP project. Current FY27 funding in the amount of $1,045,000 is available for Horizon Hill Park, Montrose Woods Park, and Silver Rock Park. All projects will be completed with one of the three playground vendors based on the neighborhood advisory group recommendation.
Funding totaling $50,000 for associated items such as the replacement of damaged or worn playground components, park benches, picnic tables, safety surfacing and trash cans is included in the FY 2027 operating budget in the Department of Recreation and Parks, Parks and Facilities Maintenance Division.
All future funding is subject to Mayor and Council appropriation.
Next Steps
Upon Mayor and Council approval, the Procurement Department will issue contracts, secure
insurance and issue Master Agreements and/or Purchase Orders, as appropriate, to PlayPower, LT of Farmington, Inc.