Subject
title
Award and Authorize the City Manager to Execute a Rider Agreement with Playcore Wisconsin, Inc. dba GameTime of Maryland for an initial term through July 1, 2026, with options to renew, for an annual amount not-to-exceed $450,000, pursuant to the OMNIA contract for Parks and Recreation and Outdoor Fitness Equipment, Site Accessories, Surfacing and Related Products 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 which rides the contract issued pursuant to OMNIA RFP #269-2017-028 to Playcore Wisconsin, Inc. dba GameTime for an annual amount not-to-exceed $450,000 from funding subject to Mayor and Council appropriation, and for an initial term through July 1, 2026, with options to renew.
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 contract are post and platform structures, slides, swings, climbers, activity panels, roofs, picnic tables, benches, trash cans, and playground safety surfacing. This requirements contract provides a means to complete repairs and on an as-needed basis, as well as allows new installations and replacements as approved in the Playground Structure Replacement: FY21 - FY25 (RC21) project.
The contract will be used for new installation and replacement of playground equipment at various parks citywide, along with picnic tables, benches, and trash cans at the sites. There are several playgrounds currently scheduled to be replaced throughout the term of this contract. Playground replacement schedule is subject to change based on a number of factors including condition, use,
budget appropriations, and the availability of grant funding. The Procurement Department will issue Purchase Orders on a project-by-project basis for new installation and replacements.
The contract will also be used for the ongoing need of 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, as-required basis, will be issued annually for this need.
All play equipment will be in compliance 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 standards of 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.
Procurement
OMNIA is a cooperative purchasing entity that works through local governments to obtain competitively bid goods and services that are available to all its members. The City is a member of OMNIA. Staff believes that riding the OMNIA Contract provides the best value and benefit for the City because the vendor has the staffing and equipment to handle the projects needed within the City. Additionally, the scope fits the City’s needs, and the OMNIA contracts have multiple line items with estimated quantities larger than the City’s and, as such, provide more competitive pricing based on higher volume.
In accordance with subsection (b) of City Code Section 17-71, Cooperative Procurement,
The City may contract with any contractor who offers goods, services, insurance or
construction on the same terms as provided other state or local governments or agencies
thereof who have arrived at those terms through a competitive procurement process
similar to the procedure used by the City.
In accordance with Section 17-39 of the Rockville City Code, Awarding Authority, (a) All
contracts involving more than two hundred and fifty thousand dollars ($250,000.00) shall be
awarded by the Council.
Playcore Wisconsin, Inc. dba GameTime is a non-Minority, Female, Disabled, or Veterans (non-MFD-V) business.
To view all of the OMNIA contract documents, please click the link provided below:
<https://www.swisstransfer.com/d/af092a2a-0549-4ed0-a391-ae67f425145d>
Fiscal Impact
Funds are available in the Capital Improvements Program, Playground Structure Replacement: FY21 - FY25 (RC21) project (Attachment 2) for the replacement play structures specifically. Associated items such as damaged or worn playground components, park benches, picnic tables and trash cans are funded in the operating accounts of the Department of Recreation and Parks, Division of Parks and Facilities Maintenance. Future appropriations are subject to approval by the Mayor and Council.
Next Steps
Upon the Mayor and Council approval, the Procurement Division will complete execution of the contract, secure insurance, issue rider agreements, and issue Master Agreements and Purchase Orders to Playcore Wisconsin, Inc. dba GameTime for Parks and Recreation and Outdoor Fitness Equipment, Site Accessories, Surfacing and Related Products and Services.
Attachments
• ATTACHMENT 1 (Draft of the Contract)
• ATTACHMENT 2 (RC21 Department Funds)