SR - AGR-6441 - ANNUAL AND AS NEEDED PLAYGROUND WOOD CHIPS FOR PARK TOT LOTS1. SUBJECT
Contract with Turboscape, Inc. for annual and as needed replenishment of certified playground
wood chips for park tot lots.
2. SUMMARY
This contract provides wood chips to maintain safe fall zones for all City tot lots per the
American Society for Testing and Materials Specification. The contract term is three years and
five months.
3. RECOMMENDED ACTION
Approve contract with Turboscape, Inc. in the amount not to exceed $150,000 and authorize the
Mayor and the City Clerk to execute on behalf of the City.
4. FISCAL IMPACT
Funds are available to cover the costs for services in Fiscal Year 2017 (FY17) as follows:
100.7022.51420.00000 Maintenance Contracts $45,122
5. STRATEGIC PLAN GOAL(S)
1. Provide for a safe community.
b. Provide and maintain infrastructure necessary to ensure the safety of the public.
3. Enhance and promote quality of life in the community
a. Refurbish, maintain, develop and /or expand public use places and spaces.
6. GENERAL PLAN IMPLEMENTATION
Natural Resources Element Goal 5.1: Maintain existing City parks at levels that provide
maximum recreational benefit to City residents.
7. DISCUSSION and BACKGROUND
Background
The City currently maintains seventeen tot lots at sixteen parks. Of the seventeen tot lots, thirteen
utilize all certified playground wood chips to constitute a safety surface, one is a combination
wood chip and rubberized surface, and three 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. 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, including an annual
inspection, and wood chips are replenished in the tot lots annually or more frequently when
required.
The City entered into a five year contract in 2013 for tot lot wood chip replacement at a cost of
$36 per cubic yard, with an annual not to exceed amount of $20,000. This allowed for 555 cubic
yards of wood chips annually. After inspection in July 2016, it was determined the annual
replenishment amount should be closer to 885 cubic yards. The accumulation of limited annual
replenishment over the past several years has contributed to the need to catch -up. In addition an
increase in our annual allotment is needed to stay at the minimum recommended depth. The City
currently needs 1,401 cubic yards to replenish all fourteen tot lots to the minimum standard. This
can be accomplished through a combination of the existing contract, and a new contract which
addresses the replenishment need and an annual program for the next three fiscal years.
Staff prepared a scope of services with a quantity of wood chips, to address both the
replenishment as well as an increased annual amount to ensure maintenance of the minimum
depth standard.
ITEM 2 1/10/2017
Discussion
A Request for Bids (RFB) was advertised on November 2, 2016 for a four year service Contract.
It required bidders to provide a unit cost per cubic yard installed for each of the four years of the
proposed Contract for tot lot wood chip replacement.
One bid was received on November 23, 2016. Turboscape Inc., our current contractor, was the
only bidder. The new unit price is $39 per cubic yard for the first two fiscal years, and $40 per
cubic yard in years three and four. Turboscape is a qualified vendor and has provided good
service in the past. Despite only receiving one bid, the proposed price per cubic yard is
competitive.
The draft contract includes allowances for wood chips based on historical needs and projected
expenditures. The term of the contract will be from February 1, 2017 through June 30, 2020
covering the remainder of FY17 as well as Fiscal Years 2018 (FY18), 2019 (FY19), and 2020
(FY20). The FY17 amount for the contract cost for wood chips is $30,456 to bring the depth up
to standard, plus an additional $14,666 for replenishments on an as- needed basis through the end
of the fiscal year. This will ensure that the wood chip level is at the required minimum 12" depth
before the busy summer season. Following FY17, an annual spring replenishment program will
be scheduled for FY 18, FY 19, and FY20 for a total contract amount not to exceed $150,000 for
the entire term of the contract. The attached replenishment program summary provides detailed
quantity and correlating dollars per park, per fiscal year.
The first five months of service in FY17, at a cost of $45,122, will be funded within the existing
Parks Division budget. The remaining term of the contract is dependent upon City Council
approval of sufficient funds as part of the annual budget process for FYI through FY20.
8. ATTACHMENTS
• Tot Lot Woodchip Replenishment Program Summary
• Draft Contract
ITEM 3 1/10/2017
CITY COUNCIL MINUTES JANUARY 10, 2017
3. CONSENT CALENDAR (Continued)
CONTRACTS
3.9 Approval of a contract with Turboscape, Inc. for annual and as needed replenishment
of certified playground wood chips for park tot lots. (A2100.0; AGR -6441)
ACTION: Approved contract with Turboscape, Inc. in the amount not to exceed $150,000;
and authorized the Mayor and City Clerk to execute on behalf of the City.
3.10 Final Contract Change Order for Agreement No. 6379, Bid No. 156 -45; Reservoir 2
Paving Project (W -675). (A2100.0; AGR -6379)
ACTION: 1) Authorized the appropriation of $12,186 from the water fund unreserved fund
balance to Account No. 600.8041.53830.00000, Asphalt Products; and 2) Approved Final
Contract Change Order in the amount of $12,186 to Hardy & Harper, Inc. for additional
cost.
3.11 Final Acceptance of Bid No. 156 -47; Collins Avenue Storm Drain Improvement
Project performed by Grbcon, Inc.; and authorization to file the Notice of Completion
with the County Recorder. (No staff report required.)
ACTION: Accepted public work improvements, authorized release of SureTec Insurance
Company of Texas Bond No. 4409025 in the amount of $234,530.00 to the contractor on
said job; and authorized the Mayor and City Clerk to execute the Notice of Completion.
QUITCLAIMS
3.12 Quitclaim of an old Santa Ana Irrigation Company (S.A.V.I.) easement at 2935 E.
Walnut Avenue. (D4000.0)
ACTION: Authorized the Mayor and City Clerk to execute a Quitclaim Deed to the
property owner, GS Home Services, LLC, for the S.A.V.I. easement located at 2935 E.
Walnut Avenue.
REPORTS
3.13 Request to reclassify several Library Page and Library Clerk positions. (C2500.I)
ACTION: 1) Approved the reclassification of a full -time Library Page position as a full -
time Library Clerk position; 2) Approved the reclassification of a 20 -hour Library Clerk
position to a 20 -hour Library Page position; and 3) Approved the reclassification of a 19-
hour Library Clerk position to a 19 -hour Library Page position.
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