SR - AGR-6526 - SHADE CANOPY STRUCTURES FOR TOT LOT PLAY AND EXERCISE EQUIPMENT AT SHAFFER PARK1. SUBJECT
Agreement with USA Shade & Fabric Structures for design, materials and installation of shade
canopy structures over the tot lot play and exercise equipment at Shaffer Park and appropriation
of corresponding Park Development funds for the tot lot play shades.
2. SUMMARY
In coordination with the Shaffer Park Renovation project and consistent with the City's capital
improvement plan to eventually cover all City tot lots with shade, this agreement provides for
shade sail canopies over the existing tot lot play equipment and the exercise equipment to be
constructed as part of the renovation project at Shaffer Park.
3. RECOMMENDED ACTION
1) Appropriate $86,375 from unreserved Fund 510 (Park Acquisition — Infill) to
510.7021.56020.20059 (Tot Lot Shade Sails);
2) Approve agreement with USA Shade & Fabric Structures in the amount not to exceed
$160,768.68; and
3) Authorize the Mayor and the City Clerk to execute on behalf of the City.
4. FISCAL IMPACT
Upon appropriation, funds will be available to cover the cost of the agreement as follows:
510.7021.56020.20059 Tot Lot Shade Sails $86,375
510.7021.56020.30042 Shaffer Park Renovation $74,394
$160,769
ITEM 3.5
1 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 design portion of the $6.3 million Design/Build Shaffer Park Renovation project is now
complete, and construction has begun on September 29. The original scope of work for the
renovation project included installation of shade sails covering the new exercise equipment.
However, in exchange for completing needed repairs to the existing restroom roof identified after
award of bid, the exercise equipment shade sails were removed from the final scope of work. This
change in scope allows for the existing restroom to be addressed as part of the larger construction
project, and exercise shade sail to be completed by combining this work with the tot lot shade sail
installation, originally planned as a separate capital improvement project (CIP).
In addition, Tot Lot Shade Sails CIP 20059 is a multi -year project to install shade sails for existing
City tot lots. It was originally planned to complete the Shaffer Park tot lot shade project next fiscal
year. Staff has determined it is most prudent financially, for construction efficiencies, as well as
the best service for the public, to complete the project now, in coordination with the current Shaffer
Park Renovation project.
Shade sails protect users, especially children, from the sun, and provides needed shade during hot
months to allow the equipment to be used year- round.
Discussion
Staff is recommending an award of contract to USA Shade & Fabric Structures (USA Shade) in
accordance with the National Joint Powers Alliance (NJPA) purchasing agreement in an amount
not to exceed $160,768.68. This includes two separate 40 ft. x 40 ft. Hypar sails for the tot lot play
equipment, plus a 10% contingency, for a total amount not to exceed $86,375. It also includes one
35 ft. x 80 ft. Hypar sail over the exercise equipment, plus a 10% contingency, for a total amount
not to exceed $74,394. The contingency is included for potential design changes during the permit
process, and/or unforeseen utility conflicts during installation.
ITEM 2 10/24/17
The direct purchase through the manufacture, as part of the NJPA agreement, results in a savings
of $12,368 over the cost proposed by the Shaffer Park Renovation contractor.
Funding for the exercise equipment shade sails is available within the appropriated budget for the
Shaffer Park Renovation project. Funding for the tot lot shade sails needs to be appropriated from
unreserved Park Acquisition Fees, Fund 510, as the installation was moved up one fiscal year to
coincide with the renovation schedule.
S. ATTACHMENTS
• Draft Agreement
• USA Shade Structures Proposal
• NJPA Contract Information
ITEM 3 10/24/17
CITY COUNCIL MINUTES OCTOBER 24, 2017
3. CONSENT CALENDAR (Continued)
3.5 Agreement with USA Shade & Fabric Structures for design, materials and
installation of shade canopy structures over the tot lot play and exercise equipment
at Shaffer Park and appropriation of corresponding Park Development funds for the
tot lot play shades. (A2100.0; AGR -6526)
ACTION: 1) Appropriated $86,375 from unreserved Fund 510 (Park Acquisition — Infill)
to 510.7021.56020.20059 (Tot Lot Shade Sails); 2) Approved agreement with USA Shade
& Fabric Structures in the amount not -to- exceed $160,768.68; and 3) Authorized the
Mayor and the City Clerk to execute on behalf of the City.
3.6 Number not used.
3.7 Request to accept and appropriate into the City's revenue budget a $41,000 Grant
from California Library Literacy Services (CLLS) for FY 2017 -2018 (FY18).
(C2500.I)
ACTION: Accepted in the City's revenue budget a $41,000 grant from CLLS into revenue
account 100.2001.45290.30100, State Grants — CA Literacy (CLLS) FY18; and authorized
the appropriation of $41,000 into expenditure account 100.2001.53001.30100, Materials
& Supplies -CLLS Grant FY18.
3.8 Request to accept and appropriate into the City's revenue budget a $24,000 donation
from the Friends of the Orange Public Library (Friends). (C2500.I)
ACTION: Accepted into the City's revenue budget a $24,000 donation from the Friends
into revenue account number 100.2001.48390.19990 (Friends Donations); and
appropriated $24,000 into the following expenditure account numbers:
100.2001.53011.19990 - FOPL (Employee Recognition Program) $2,000
100.2001.53301.19990 - FOPL (Book Budget) $16,300
100.2004.51423.19990 — FOPL (Maintenance & Equipment) $700
100.2016.53340.19990 - FOPL (Craft supplies- Adult) $500
100.2017.53340.19990 - FOPL (Craft supplies - Children & Teen) $4,500
$24,000
3.9 Bid No. 178 -14; Approval of plans and specifications for Annual Concrete
Replacement at Various Locations (FY18). (S4000.S.7)
ACTION: Approved plans and specifications and authorized advertising for bids for the
Annual Concrete Replacement at Various Locations Project (FY18).
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