SR - AGR-5998.1 - TOT LOT WOOD CHIPS COST INCREASEG� °c AGENDA ITEM
9�... a November 25, 2014
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ReviewedNerified By:
City Manager
TO: Honorable Mayor and Finance Direc r
Members of the City Council To Be Presented y: Marie Knight
THRU• John W. _Sibley X Cons Calendar — City Mgr Rpts
C ity anager Council Reports _ Legal Affairs
Boards /Cmtes _ Public Hrgs
FROM: Marie Knight Admin Reports Plan/Environ
Community Services Direct
1. SUBJECT
First Amendment to Agreement 5998 with Turboscape, Inc. to increase the total not to exceed
amount from $90,000 to $100,000.
2. SUMMARY
First Amendment to Agreement for delivery and installation of certified playground wood chips
at various Park tot lots. The City currently spends approximately $18,000 a year on wood chip
replacement. This Amendment will increase expenditures to $20,000 annually and increases the
contract amount by $2,000 for each of the five (5) years of the Agreement for a total increase of
$10,000.
13. RECOMMENDED ACTION
Approve the First Amendment to Agreement 5998 and authorize the Mayor and City Clerk to
execute on behalf of the City.
4. FISCAL IMPACT
Funds are available in the Parks operating budget as follows:
100.7022.51700.00000 (Contractual Services)
$2,000
Funding for future fiscal years will be contingent upon City Council appropriating the necessary
funds during the annual budget process.
15. STRATEGIC PLAN GOAL(S)
3a. Enhance and promote quality of life in the community — Refurbish, maintain, develop and /or
expand public use places and spaces.
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ITEM &-// 11/25/2014
6. GENERAL PLAN IMPLEMENTATION
GOAL 5.0 Provide recreational facilities and programs that adequately serve the needs of
residents.
5.1 Maintain existing City parks at levels that provide maximum recreational benefit to City
residents.
17. DISCUSSION and BACKGROUND
Community Services staff maintains 17 tot lots at 16 of the City's parks. Of the 17 tot lots, 12
utilize certified playground wood chips to constitute a safety surface, one is a combination wood
chip and rubberized surface, and 4 are all rubberized surfaces. All playgrounds are required to
have a safety surface that meets the American Society for Testing and Materials (ASTM F 1292-
99) Specification for Impact Attenuation of Surface Systems under and around playground
equipment. Certified playground wood chips meet that specification and are maintained at a
minimum depth of 12" (recommended) in all tot lots where they are used.
The Parks Division maintains the wood chip surfaces daily, cleaning and raking the material to
ensure it is free of harmful debris and is level and at an acceptable depth to meet the ASTM
specification. Tot lot wood chips are regularly tilled to prevent compaction and maintain an
appropriate safety surface. Each tot lot's need for replenishment of wood chips varies based on
the amount of use and other factors such as degradation and compaction due to rain. Tot lot
surfaces receive regular evaluations (at least annually) and wood chips are replenished in the tot
lots annually or more frequently if required.
The Parks Division currently spends $18,000 annually to replenish wood chips in the tot lots
under a five -year agreement with Turboscape Products, Inc. The high activity in the City's tot
lots, as well as weather and other factors cause rapid depletion of the wood chips. These factors
have resulted in the tot lots requiring more frequent replenishment of wood chips than the current
contract amount supports. The current aggregate amount of the Agreement is $90,000. This
Amendment will increase the amount of the Agreement by $2,000 annually, bringing the total
aggregate amount of the five -year Agreement to $100,000. The additional $2,000 annually this
Amendment provides will help staff maintain the required 12" depth for all fall surfaces and
keep the tot lots safe.
18. ATTACHMENTS
• Draft First Amendment
• Agreement 5998
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ITEM 11/25/2014