I. RECOMMENDATION:
Staff is requesting City Council Authorization to Purchase two (2) Shade Structures from Southern Hemisphere Shades to cover the recently purchased and delivered Greenfield Outdoor Fitness Small Package Outdoor Fitness Equipment at Centennial Park and Sandalwood Park under the Parks Per Capital Grant. The total amount for both shades are $36,554.57.
II. BACKGROUND:
The City of Coalinga was allocated $187,000 in parks per capital funding in 2019 for park improvements. On September 2, 2021 the City Council approved the scope of work for Centennial Park and Sandalwood Park by purchasing and installing Outdoor Fitness equipment which includes seven (7) stations and signage at each park location. It would be installed on a concrete slab and the City would also install a large shade structure over the outdoor fitness area. Purchase and delivery of Greenfields exercise equipment has already been completed.
Request for Proposal (RFP) 22-005-01 sought proposals from qualified vendors for the design and delivery of shade structures at both parks. Installation of the Fitness Equipment, Shade Sails, and other construction items will all be performed by a separate contractor as part of a separate Invitation to Bid.
Basis of the design for the cost proposal is a square and rectangular hip shade structure. The RFP also gave vendors the opportunity to provide proposals for alternative designs of their choosing. The budget allocated to shade structures at each park is approximately $25,000.
III. DISCUSSION:
The RFP was distributed to several known vendors, as well as advertised on the Fresno and Tulare-Kings County Builders Exchanges, and the City of Coalinga website. The RFP which was issued on August 18, 2022, remained available for 4 weeks until the September 22, 2022 submission deadline. The RFP is provided as an attachment to this report.
Tri City engineering received electronic proposals from the following vendors:
- Miracle Playsystems
- Park Planet
- Southern Hemisphere Shades
- USA Shade
It was quickly determined that the alternative design options provided by each vendor fell outside the allocated budget for the shade structures. Proposals were evaluated based on responsiveness to the RFP and criteria, design and aesthetics, quality and warranty, overall cost, and product availability and lead times.
All proposals received met the minimum requirements of the RFP. In addition to cost breakdowns, vendors provided technical specifications, drawings, warranty information, and lead times. All submittals were received by the 4:00PM deadline on September 22, 2022.
All proposed hip structures have 10’ entry heights, 4 steel columns, HDPE shade fabric, with pier footing installation. Steel posts, wires, and tensioners seem to be equivalent in nature. Fabric and Frame colors are rainforest green as specified. All proposals meet minimum requirements. Primary designs are equivalent products.
All vendors utilize the same fabric in their designs with the exception of USA Shade. All fabrics are flame resistant and provide 96% UVR protection in the color green. There is no apparent distinction between Alnet Extrablock fabric and the Shadesure fabric utilized by USA Shade.
Southern Hemisphere Shades provided the lowest lump sum proposals for primary design with $18,519.21 and $18,035.36 for Centennial and Sandalwood Parks respectively. Miracle Playsystems is approximately 20% higher and came in second. Park Planet is a close third, and USA provided the most expensive option.
It is recommended that the City of Coalinga Award Southern Hemisphere Shades with the contract to design and deliver shade structures for Centennial and Sandalwood parks. Their primary design proposal meets all the specified requirements, and their low bid will allow for savings on the project.
IV. ALTERNATIVES:
- Do not go with staff's recommendation and direct staff accordingly.
V. FISCAL IMPACT:
The authorization amount for this purchase is $36,554.57 paid for from grant proceeds. |