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Item 4M CITY OF SOUTHLAKE 4M - 1 MEMORANDUM October 7, 2016 To: Shana Yelverton, City Manager From: Chris Tribble, Director of Community Services Subject: Approve purchase of playground equipment for Chesapeake Park from GameTime by Total Recreation Products in an amount not to exceed $182,662 Action Requested: City Council approval of the purchase of playground equipment for Chesapeake Park from GameTime by Total Recreation Products through the BuyBoard Cooperative Purchasing contract in an amount not to exceed $182,662. Background Information: The design and installation of a new park playground at Chesapeake Park is a recommendation of the Southlake 2030 Parks, Recreation & Open Space/Community Facilities Master Plan. The purpose of this item is for City Council to consider the purchase of the playground equipment for the park from GameTime by Total Recreation Products, Inc. through the BuyBoard Cooperative State Purchasing Contract of which the City of Southlake is a member. On October 4, 2016, GameTime by Total Recreation Products submitted the attached quote for materials and installation of the playground equipment, meeting the City's specifications and design for the project, in the amount of$182,662. Funding for the project in the amount of $235,000 is approved in the FY 2015 CIP for the Chesapeake Park Playground Improvements. Additionally, the City is the recipient of the "Promote Quality of Life" grant from GameTime in collaboration with the Texas Recreation and Park Society (TRAPS) in the amount of $46,028, which will offset costs for the playground equipment. City of Southlake Values.- Integrity alues.Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Shana Yelverton, City Manager 4M - 2 Meeting Date—October 18, 2016 Page 2 of 2 Staff has been working with the Chesapeake Place HOA on the project, and the representatives of the HOA are in support of the design and components of the playground. Financial Considerations: This request is funded through the FY 2015 Capital Improvement project budget. Strategic Link: Approval of the purchase is linked to the City's Strategy Map related to the Focus Areas of Quality Development and Infrastructure. The item also delivers on the Corporate Objective to provide attractive and unique spaces for enjoyment of personal interests and interests and invest to provide & maintain high quality public assets. Citizen Input/ Board Review: Installation of a new park playground at Chesapeake Park was a recommendation of the 2030 Parks, Recreation and Open Space/Community Facilities Master Plan. City Council consideration October 18, 2016 Legal Review: None Alternatives: Alternatives may include: • Approve as presented • Approve with input as desired • Decision not to approve Supporting Documents: 0 Quote from GameTime by Total Recreation Products • Copy of award letter for grant from GameWorks and TRAPS Staff Recommendation: City Council approval of the purchase of playground equipment for Chesapeake Park from GameTime by Total Recreation Products through the BuyBoard Cooperative Purchasing contract in an amount not to exceed $182,662. City of Southlake Values.- Integrity alues.Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork to 1�}Il la 1.L' i�pc¢ " by Total Recreation Products,Inc. 17802 Grant Road Cypress,Texas 77429 M(;ATE c6am71m1�*� Phone: 281-351-2402 #75764 Toll Free: 800-392-9909 A PLAYCORE Co-parry Fax: 281-351-2493 10/04/2016 TP-07153-16 REV 3 Chesapeake Park- PowerScape Custom Units 2-5 & 5-12 City of Southlake 2 f S �t.� Ship To Zip: 75126 Attn: Chris Tribble 1400 Main Street Ste.,210 Southlake,TX 76092 (� Phone: 817-748-8021 ctribble@ci.southlakthlake.tx.usQuantity Part# Description Unit Price Amount' 1 RDU Game Time-TP-07153-2A2R1 Custom $36,836.00 $36,836.00 PowerScape 2-5 Unit 1 RDU Game Time-TP-07153-2A1RI Custom $55,220.00 $55,220.00 PowerScape 5-12 Unit 1 GRANT Game Time-TRAPS GRANT MATCHING ($46,028.00) ($46,028.00) FUNDS 1 031TSA P1ayWorx GT-Tree House- $52,515.00 $52,515.00 ITEM REQUIRES A MINIMUM DEPOSIT AMOUNT OF$16,.200 I RDU Game Time- Swing Package(3-Bay Xscape, $5,830.00 $5,830.00 2 Expression Swings,4 Belt Seats) 1 5032 Game Time-2-5 Age Appropriate Fiberglass $1,057.00 $1,057.00 Sign 1 5033 Game Time- 5-12 Age Appropriate Fiberglass $1,057.00 $1,057.00 Sign 1 RDU Game Time- Surfacing Accessories(2 Rolls $1,242.00 $1,242.00 GeoTextile) 1 W27616 GT-Impax- 156 CY of Engineered Wood $3,500.14 $3,500.14 Fiber(4023sf)- Price includes discount of$349.50 and freight to zip code 76092 1 INSTALL Game Time-Demo&Installlation- $62,758.34 $62,758.34 Demo of existing unit, scrape back existing EWF and redistribute. Installation of Above Equipment and New Surfacing including Rock Sub-Base for Drainage Only;No other site work, demolition or concrete work included. Acquisition of any and all permits is the sole responsibility of the customer. Standard installation does not include any extra or additional machinery, drillers, etc.,for rock excavation. Page 1 of 3 TP-07153-16 REV 3 Chesapeake Park- PowerSeape Custom Units 2-5 & 5-12 4M QU40TE #75764 10/04/2016 Freight Calculated to Installer zip code 75126 SubTotal: $173,987.48 Discount: ($902,60) DUE TO RISING FUEL COSTS,FREIGHT SHOWN IS ESTIMATED Estimated Freight: $9,577.23 FREIGHT, ACTUAL FREIGHT WILL BE DETERMINED AT THE Total Amount: $182,662.11 TIME OF YOUR ORDER.PLEASE FEEL FREE TO CONTACT US TO VERIFY CURRENT FREIGHT CHARGES PRIOR TO PLACING YOUR ORDER. TRAPS GRANT MATCHING FUNDS ARE A MAILABLE FOR ORDERS PLACED THROUGH OCTOBER 1 S, 2016 Contract: Buy Board Contract#512-16 onions- ease evi w To place an order,you must provide one of the following:a Purchase Order assigned to GameTime;or this Price Quotation,signed by an authorized purchaser,with a check made payable to GameTime.GameTime will also accept payment by Visa,MasterCard,or American Express.A current approved credit application is required for Net 30 terms. This t do explicitly excludes any and g1l items not expressly specified r identified above.No other product,equipment,or service is included,regardless of any Contract Document,Contract Section,Plans,Specifications,Drawing,or Addendum.Delivery for most GameTime equipment is approximately 5-6 weeks after all order documents have been received and payment terms have been approved. A current,approved credit application is required for N30 terms.To place an order,you must provide a purchase order or a signed Total Recreation Products,Inc.(hereafter described as TRP)quote,assigned to GameTime.Neither general contractor nor subcontractor contracts can be accepted.Purchase documents that contain indemnity or hold harmless conditions cannot be accepted. Retainage is not permitted.The following must be received before your order can be processed:complete billing and shipping addresses, a contact name and phone#,and all color choices.Manufacturer's colors may vary from year to year.You are responsible for ensuring that any required submittal approvals are completed before placing your order for processing.TRP reserves the right to limit submittals to one copy.Shop drawings,bluelines,sepias,are not available.Closeout documents may be limited to GameTime or TRP standard issue.If Sales Tax Exempt,a copy of your tax exemption form or resale certificate must accompany your order,or any applicable sales tax,will be added to your invoice.Most GameTime products are shipped from the Ft,Payne,AL plant.GameTime cannot hold orders or store equipment.Equipment is invoiced when shipped.If a cash sale,your payment must be received in full before the order will be processed.Contractors must also provide copies of current,fully executed bid/performance/payment bonds,as applicable.Pricing shown does not include any charges for permits,bonding,prevailing wage,or additional insured certifications.Unless otherwise noted,any quantity of surfacing or playcurbs quoted has been calculated specifically for the equipment and layout shown.No additional surfacing or curbing is included,and no allowance has been made,for an unleveled,convoluted or larger site,or for a different layout.Neither GameTime nor TRP is responsible for any surface,curbing,border,or drain that is provided by others.Also please confirm that your area is adequate for the equipment that you are purchasing. Installation charges,if quoted,are for a"standard"installation unless specifically noted to be otherwise.Installation charges are due upon completion.Standard installations are based upon a soil work site,that is freely accessible by truck,(no fencing,tree/landscaping or utility obstacles,etc.),and level,(+1-1-2%maximum slope).An accessible water source must be available to the installer.Any site work that is not expressly described is excluded.Standard installation does not include any extra or additional machinery,drillers,etc., for rock excavation.If rock conditions are encountered,additional charges will apply.Standard installations generally require from 2-10 business days to complete,depending upon the amount and type of equipment,site conditions,weather,and the installer's schedule Work may or may not be performed in consecutive days,Playcurbs are staked in,not set in concrete.Engineered wood fiber and shredded rubber surfacings are spread,not compacted,rolled,or watered.Landscape timbers are not warranted.The Customer is responsible for locating and clearly marking all underground utilities in the installation area before any installation work can begin.The installer is not responsible for damages,repairs,or discontinuance of business due to damaged utilities.If applicable,sprinkler system locates,re-working and repairs are excluded from installation charges.Installation of all products,(equipment,borders,fall surfacing and amenities)are as quoted and approved by acceptance of quotes and drawings.As a precautionary measure,work in progress areas will be taped off at the end of the workday.Pier spoils from installation shall be spread at site,site will be left rough grade.The installer is not responsible for any damages or re-work resulting from after hours events or activities during the work in progress period. Temporary fencing is only provided by specific request,and additional charges will apply.Collectively and/or individually,not the manufacturer,TRP,their representatives,nor the installation company shall be held liable for any damages resulting from misuse, vandalism,or neglect.Any deviations from approved and accepted placement of all items,along with additional work,over and above quoted items,will be chargeable to the customer.Once work is completed the customer will be notified if present at the job site,and all responsibility of any new work will be transferred to the customer.The customer is responsible for maintaining the integrity of completed installation work until all components have seated and/or cured(concrete footings,etc.).Your project site must be completely prepared and ready to receive your equipment before any installation work begins.Acquisition of any and all permits is the sole responsibility of the customer.Additional charges may be billed for any extra hours or trips needed as a result of the work site not being ready.Neither the installation contractor,GameTime nor TRP will be responsible for delays caused by shortages,incorrect parts, weather conditions,other contractors,or lack of site readiness. Page 2 of 3 TP-07153-16 REV 3 Chesapeake Park- PowerScape Custom Units 2-5 & 5-12 4M QATE #75764 10/04/2016 If you are receivingyoureauiomgnyyo are responsible for unloading and accepting delivery from the freight company and re on rting any damaged freight or shortages on the freight bill at the time.You will also be responsible for a complete inventory of your received equipment and reporting any discrepancies to us immediately.Neither the freight company nor the manufacturer will resolve shipment discrepancies that are not reported immediately.Make sure that all it m hay&begn reccived beforeanX type of in tallati n work is scheduled.The freight carrier will be instructed to call your designated contact 24 hours before delivery to arrange a delivery appointment. Once accepted,orders can only be changed or canceled with the consent of GameTime and TRP,and on terms that will indemnify them against loss.Changed or canceled orders are subject to a$100.00 service charge.Additionally,canceled orders are subject to a 25% restocking fee,plus freight charges(to and from).Built-to-order equipment orders are non-cancelable.Changes to orders that have been shipped and invoiced are subject to the above$100.00 service charge plus additional restocking/return charges of 25%.Non-returnable items shall he charged at full invoice value.Any return transportation charges shall be for the Buyer's account.Replacemgnt parts are also subject to the cancellation/returns policy.Please carefully review any research information that has been sent to you and confirm that you are ordering the correct replacement parts for your equipment.This quotation is valid 30 days.After 30 days,please request an updated quote.Prices may be subject to material and fuel surcharges at the time of shipment and are subject to change without notice. Current prices will apply at the time of shipment.Acceptance of this quote indicates your agreement to GameTime's credit terms,which are net 30 days,FOB shipping with approved credit.Any deviations from this proposal may invalidate the quoted pricing and/or terms. THIS QUOTATION IS SUBJECT TO POLICES IN THE CURRENT GAMETIME PARK AND PLAYGROUND CATALOG AND THE FOLLOWING TERMS AND CONDITIONS.OUR QUOTATION IS BASED ON SHIPMENT OF ALL ITEMS AT ONE TIME TO A SINGLE DESTINATION,UNLESS NOTED,AND CHANGES ARE SUBJECT TO PRICE ADJUSTMENT.PURCHASES IN EXCESS OF $1,000.00 TO BE SUPPORTED BY YOUR WRITTEN PURCHASE ORDER MADE OUT TO GAMETIME,C/O TOTAL RECREATION. Please complete and return with your required form of payment: i Acceptance of quotation/n: Accepted By(p ' d): C�R S TizIfia�f- P.O.No: Signature: 7,/K I Date: IDC. ^l Title: VCS Phone: �7— 7yFr i q I Facsimilie: q�7 -R-t RO27 Purchase Amount: $182,662.11 Order Information: i Bill To: L���l S /��L� Ship To: Company: 67-YbF 907,f7HL-+ � Company:_21TYbF9V&THC+K Attn:_ 14) IDIS 7k' BIS Attn:__Me—c— )247fs /EA" E Address: ILIOt7 I1IAH ST. <ulri�21C4 Address: City,State,Zip: Z{7'raLr¢ � 7 02- City,State,Zip: 77-jLr¢+Irb/ 7x �6�9z Contact: C�IPK re/BSLF, Contact: 411YF, 9"04'�� Email Address: Cfri,bl<�C/.5oa�hl6kt.,�x.l�S Email Address:J]M/`P4.S^ge_rL0 G/.SvA_itilakC . 4A OU-C Tel: �1?- 7YK- 80Z/ Tel: 217- 744- G$'S l Fax: 7- 7w— 2)27 _ Fax: 1 For non-taxable purchases: Please also provide a copy of your Sales Tax Exemption Certificate or Resale Certificate. Page 3 of 3 I 4M - 6 :rr Email:inFo@buyboard.com MCOOP, � rsarlrr Purskas7apM-1,orRe Me Log Off Vendor Contract Information Search! Vendor Nam#: GarrsatiWotal Recreation Froduta,Irc. I Address: 17802 Grant Road 0 AA Cypress,7X77429 O Phare Number: {281)351.2403 �VaratrClarquntsr)nrt� Email: keByQtotalrecrestoanet a Ca��sg PriGny Ong• Website: httnlhnwapametune.tam Refine Your Search: Federal ID: 74.2647681 Contact KOIO'Conner Vendors Accepts RFQs: Yes None S9ledad Price Reade Whorily Owned: No Shoo al PIM Women Owned: Na Cs_CeggfY Service-Disabled Veteran Owed: No Nm@ S@k�.tei EDGAR: Yes Cfld—t Paras and Recreation Equlpmwt Conhol Name: Parks and Rweati n Equipment and heti Lighting Prcducts and Installation and Fled L�hlq PrAQucts all Contractll: 512.10 ✓F Ntanuorpq EffecOv@ Date: IMIQ016 Expiration Date: 0913002019 Additional Searches: PaymentTerms: Net 30 days Delivery Days: 30 mor Shipping Terms: Pre-paid and added to Rvatm Browse Contracts Freight Terms: FOBDespnalim Ship7w Common Carrier Region Served: Texas Regiam I, States Served: Lou[siana,Tesas Additional Info: EDGAR Cam ono@ documents(2 CFR Part 2DD&Appendix Iq are included in theVendor Additional Resources response dotrlment,andoan be found in the Vendor Proposal File link near the bonom of the Page- QuoteReferenceNumber- 512.16 Return Pdicy: 30 day rtum ppFry whh 25%restocking in plus freight,naratums on custom items Contract Documents EDGAR Notice: Click to view EDGAR Notice Proposal Cdcum#nts: Click to view Buvlgoard Proposal Documents Regulatory Notice: Clicktoview Bonding Reoulato[yNotice ConsttuctonServices Advisory: Clicktoview the ConstmctionRelated Goods and SeffresAdvisory Proposal Files: Click to view Vendor Proposal Files Documents i Cortsct us SCC-699-29:9 i G�r�si>I�T'me�, c/o Total Recreation Products Customer: City of South la ke-Chesapeake (800) 392-9909 Toll Free Project: TP-07153-16 Rev 2 (281)351-2493 Fax quote: 75381 Color Selection Sheet Please select a play palette or the Indicated colors that are needed for the items below. Once you have everything completed, please sign the form and send it back to us to get your order in progress. Thank you! Please reference the next page of this document(or pgs 206-209 of the 2016 GameTime catalog) for the colors selections available. TP- 7153-2A2Rl Cultom PowerScape 2-5 Unit Forest Calor Palette Choice(will apply chosen color to all below Items) or select a color choice for each of the below items: Beige Accent&Arch Color Selection(Metal Choice) Brown Upright Basic Color Selection(Metal Choice) Green Plastic Slides,Tubes& Roof Calor Selection(Roto Plastic Choice) Brown Deck Transfer Color Selection(Metal Choice) Cedar Plastic Square&Tri Deck Color Selection(Recycled Wood Cedar) Tree Calor Big Stump Climber,Tree House,Notched Log Climber Beige,Brown Timber Slated Railings(Timber Choice) TP-07153-2AiR1 Custom Pow2r5cane 5-12 Unit Beige Accents&Arches Color Selection(Metal Choice) Brown Upright Basic Color Selection(Metal Choice) Green Plastic Slides,Tubes,Panels,Seals,Vine Steps Color Selection(Roto Plastic Choice) Brown Deck Color Selection(Metal Choice) Brown Timber Slat Roof(Roof Color) Green/Beige Hand Cycler(HDPE 2 Color) Beige Scramble UP(HDPE 1 Color) SWINGS Brown Xscape Swing (Frame Color) Brown Expression Swing SIGNS Brown Age Appropriate Signs (I Signature Date Color Choices Located on Next Page 2016 Color Palette Options for GameTime Play Systems (Discrete or Custom) Pacific(comprised of.,Sky Blue Plastics,Metallic Uprights, Spring Green Metal and Blue Decks) Timber(comprised of:Brown Plastics, Beige Uprights, Green Metal and Brown Decks) Forest(comprised of:Green Plastics, Brown Uprights, Beige Metal and Brown Decks) CzameTime® A PLAYCoRI-E Company City of Southlake Attn: Chris Tribble 1400 Main Street, Ste.210 City of South Lake, Texas 76092 Dear Chris, We are pleased to inform you that your essay was selected and you have been approved to receive a grant for your organization in the amount of$46,028.00.This grant is made possible through the Promote Quality of Life grant, in collaboration with GameTlme and the Texas Recreation and Park Society(TRAPS). Your playground project, once installed, will serve as National Demonstration Sites (NDS) for data collection and as agreed in the grant guidelines, will contribute data toward the publication of a White Paper to be launched at the 2017 TRAPS institute and Expo, highlighting best practices and outcomes achieved by the state-wide initiative. All of us at GameTime extend best wishes for success in your goals of promoting quality of life through play and recreation. Please work directly with your GameTime representative, Bryan O'Connor of Total Recreation on the product selection and installation timing to align with the stated terms of agreement, rules and regulations pertaining to the grant. Congratulations, Robert Barron Senior Vice President of Sales GameTime 401 Chestnut Street, Suite 410 Chattanooga,TN 37402 141 i E - r ON L WoodlL4 �, r MI. 1 0 .Mmpwiqpp� � IFA M-' r 4L. ;d A-0 1 i n 1 � . i a� - .�, odmom jpr dft Se r + 10 , - 1' II Idpi .I 1 1 � i lF�J�7ir f 1 f I r i r i r • 5t f 1 t , t J WA