03.05 Tot Lots Maintenance and Repair1. SUBJECT
Agreement with Robertson Industries, Inc. for maintenance and repair of rubberized play surface
material for tot lots in four City parks.
2. SUMMARY
This agreement provides for the removal and replacement of the tot lot surface at El Camino Real
Park, as well as ongoing maintenance and repair for the rubberized safe fall zones for four tot lots
in four City parks, including El Camino Real Park. The agreement term is two years, with the
option for two, one -year extensions.
3. RECOMMENDED ACTION
Approve agreement with Roberson Industries, Inc. in an amount not to exceed $58,390 and
authorize the Mayor and the City Clerk to execute on behalf of the City.
4. FISCAL IMPACT
Upon approval of the proposed annual Fiscal Year 2018 -2019 (FY 19) budget, funds will be
available for year one of the agreement as follows:
100.7022.51420.00000 Maintenance Contracts
100.7022.51700.00000 Contractual Services
$12,765
32,325
Total: $45,090
Year two of the agreement, as well as the two optional one -year extensions are contingent upon
City Council approval of sufficient funds in the corresponding annual budget.
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 tot lots at sixteen parks. Fred Barrera, Serrano, and Steve Ambriz
Parks utilize poured -in -place rubberized play surface material to constitute a safety surface while
El Camino Real Park has a combination engineered wood fiber and rubberized surface. (The
remaining tot lots all have engineered wood fiber surfaces.) All City playgrounds have the required
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.
The Parks Division maintains the rubber surfaces daily which includes: sweeping/blowing, spot
cleaning, and inspecting the material to ensure it is free of harmful debris and damage. The
rubberized surfaces also require annual maintenance, including pressure washing, re- coating, and
repair.
Discussion
The Community Services Department is recommending Robertson Industries, Inc. to provide tot
lot rubberized play surface maintenance, repair and installation. Robertson Industries, Inc.
(Robertson Recreational Surfaces) is an authorized distributor to Sports Services Specialties, LLC
which is party to The Cooperative Purchasing Network (TCPN) agreement #R162204 awarded
through the National Intergovernmental Purchasing Alliance (IPA). The National IPA compliance
letter is included in Exhibit A of the agreement. The pricing structure for all services under this
proposed agreement will be per the IPA awarded rates. As such, competitive bidding for these
services has already taken place and the City may utilize this agreement for covered services
without additional competitive bidding.
ITEM 2 5/8/2018
The proposed agreement includes:
FY 19
• rubberized tot lot surface replacement at El Camino Real Park $32,325
• maintenance of the four rubberized tot lot surfaces
(Fred Barrera, Serrano, Steve Ambriz, and El Camino Real) $12,765
$45,090
FY 20
• maintenance of the four rubberized tot lot surfaces
(Fred Barrera, Serrano, Steve Ambriz, and El Camino Real) $13,300
Which brings the total contract amount to 58 390
The maintenance program includes a variety of efforts applied to each surface, depending on need
and, as such, the cost varies each year. The contractor's proposal and the compensation schedule
reflect the annual not -to- exceed amounts, including the two term extensions.
The agreement also includes the option for two, one -year term extensions per the contractor's
proposal and compensation schedule, to be executed by the City Manager based on City Council's
approval of appropriate funding through the annual budget process.
The IPA purchase agreement is also structured with an option of two, one -year extensions. If the
City extends the agreement beyond the first term, and the current IPA agreement establishing the
pricing and purchase authority is extended accordingly, the maintenance cost will be $18,840 in
FY 21 and $15,940 in FY 22. If the IPA agreement is not extended beyond FY 20, the City has the
option of advertising for competitive bids or utilizing a new governmental agency purchasing
agreement to continue this service. The two optional extensions are also contingent upon City
Council approval of sufficient funds with the corresponding annual budget.
8. ATTACHMENTS
• Draft Agreement
ITEM 3 5/8/2018
CITY COUNCIL MINUTES MAY 8, 2018
3. CONSENT CALENDAR
All items on the Consent Calendar are considered routine and are enacted by one motion
approving the recommended action listed on the Agenda. Any member of the City Council,
staff or the public may request an item be removed from the Consent Calendar for
discussion or separate action. Unless otherwise specified in the request to remove an item
from the Consent Calendar, all items removed shall be considered immediately following
action on the remaining items on the Consent Calendar.
3.1 Confirmation of warrant registers dated April 5, April 13, April 19, and April 27,
2018. (C2500.J.1.7)
ACTION: Approved.
3.2 City Council Minutes, Adjourned Regular Meeting of March 27, 2018; and Regular
Meeting of April 10, 2018. (C2500.D.4)
ACTION: Approved.
3.3 Waive reading in full of all ordinances on the Agenda.
ACTION: Approved.
3.4 Monthly Treasurer's Reports for January, February, and March 2018. (C2500.F)
ACTION: Received and filed.
3.5 Agreement with Robertson Industries, Inc. for maintenance and repair of rubberized
play surface material for tot lots in four City parks. (A2100.0; AGR -6602)
ACTION: Approved agreement with Robertson Industries, Inc. in the amount not -to-
exceed $58,390; and authorized the Mayor and the City Clerk to execute on behalf of the
City.
3.6 First Amendment to Custodial Services for All City Buildings Agreement No. 6225;
with Ultimate Maintenance Services, Inc. (A2100.0; AGR- 6225.1)
ACTION: Approved First Amendment with a one -year extension to the Agreement with
Ultimate Maintenance Services, Inc. for an amount not -to- exceed $405,000; and
authorized the Mayor and City Clerk to execute on behalf of the City.
(ITEM REMOVED AND HEARD SEPARATELY)
3.7 First Amendment and rate adjustment to Street Sweeping Agreement No. 5963 with
CR &R Environmental Services Incorporated (CR &R). (A2100.0; AGR - 5963.1)
City Engineer Frank Sun clarified Councilmember Alvarez's question regarding the
contract amount. The current contract amount is $510,000 and the proposed increase of
$10,387 is included in the FY 2018 -19 budget.
MOTION — Alvarez
SECOND — Nichols
AYES — Alvarez, Whitaker, Smith, Murphy, Nichols
Moved to approve First Amendment to the agreement with CR &R for an amount not -to-
exceed $530,000, including a 2% rate adjustment; and authorize the Mayor and City Clerk
to execute on behalf of the City.
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