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HomeMy WebLinkAbout5J Purchase and Install Rice Lake Park Playground Equipment 04 P�O�P u 4646 Dakota Street SE Prior Lake, MN 55372 4010,Tssolt. CITY COUNCIL AGENDA REPORT MEETING DATE: JULY 27, 2015 AGENDA#: 5J PREPARED BY: KATY GEHLER, PUBLIC WORKS DIRECTOR PRESENTED BY: KATY GEHLER, PUBLIC WORKS DIRECTOR AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING EXPENDITURES FOR THE DEVELOPMENT OF RICE LAKE PARK; AND ACCEPTING THE BID AND AUTHORIZING THE EXECUTION OF THE CITY'S STANDARD CONSTRUCTION CONTRACT FOR THE PURCHASE AND INSTALLATION OF PLAYGROUND EQUIPMENT AT RICE LAKE PARK. DISCUSSION: Introduction The purpose of this agenda item is to seek City Council authorization to develop Rice Lake Park and to enter into the City's Standardized Construction Contract with Midwest Playscapes, Inc. Playworld Systems for the installation of playground equipment as identified in the Capital Improvement Program (CIP). History Each year the City Council adopts the Capital Improvement Program (CIP) which involves funding for various improvement projects. In 2014 Rice Lake Park was identified for development given the number of homes completed in this subdivision. This park presented several challenges for the prototypical neighborhood park design the City has used for over 10+ years. The site is heavily wooded and includes a high quality wetland that limited the placement of play elements and amenities. The Parks Advisory Committee (PAC) reviewed the issues related to the park design in March 2014 as identified in the attached staff report. The PAC was supportive of moving forward with a "Pathways to Play" concept to preserve the natural environment of this park. The purpose of Pathways for Play is to integrate play into walkable, bikeable, shared use community pathway networks infused with "play pockets" providing opportunities for playing along the way. Play pockets vary in size and may contain a mix of natural, living, and manufactured elements located on and linked to the pathways. Because of the limited space for a traditional park and the unique relationship to the existing natural features the Pathways for Play model is a perfect fit for this park. As part of the development preparation process, the PAC held two neighborhood meetings to solicit input from the neighborhood. The Phone 952.447.9800 / Fax 952.447.4245/www.cityofpriorlake.com meetings were held on June 26, 2014 and July 17, 2014 with about 25 in attendance at the first meeting and two at the second. Generally the feedback was supportive for development of the park, however, there was a desire to maintain a location for a typical play structure. Using the feedback from these meetings a park plan was developed. The attached figure shows the park improvements still utilizing the Pathways concept, yet incorporating some of the standard elements. There are a total of 9 play pockets or nodes with elements that include a typical play structure, tree house, tire swing, basket swing, balance beams, spinner, climber, and steppers. Beyond the identified nodes are the neighborhood houses. As part of this park development staff has worked hard to assure buffering to the surrounding residences where natural buffering does not exist or was impacted by the construction process. Construction of our neighborhood parks is typically accomplished through a combination of in-house labor and contract work. The Public Works maintenance crews complete all grading and site preparation work related to the installation of the playground elements, including placement of handicapped accessible resilient surfaces, preparation of base work for curbing, installation of drain tile and complete all landscaping and seeding. This work is typically completed in the fall as the summer maintenance needs become less. The City contracts out separately for the equipment, including installation, and container edging. The Rice Lake Park was included in Capital Parks Portion of the 2015 budget as amended on April 13, 2015. As per state statute, all purchases over $20,000 are brought back to the Council for final purchase authorization. Current Circumstances For Rice Lake Park there are two pieces of equipment that require council approval (> $20,000): The Play structure and Treehouse. The Plans and Specifications used for the solicitation of bids were based on a per element selection. Two proposals for the playground equipment were received last fall. Both companies were provided the opportunity to review and update the quotes since it had been several months since the original bid. Midwest Playscapes honored their 2014 pricing. The following vendors submitted proposals: • Flagship Recreation representing Landscape Structures • Midwest Playscapes Inc. representing Playworld Systems Using the selection process developed by the City of Prior Lake each proposal delivered by the play equipment vendors were evaluated against the following criteria: • Play Value/Number and Variety of Components 2 • Layout/Design • Equipment Durability • Age Appropriateness • Overall Aesthetic Appeal • Design Creativity • Safety/Risk Management • Warranty • CPSC/ASTM/ADA Compliance and ADA Opportunity • References The Public Works and Natural Resources Director, the Maintenance Superintendent, the Parks Maintenance Foreman and the Public Works Assistant evaluated all of the vendor proposals and prepared recommendations for the award based upon the above criteria. The proposal that offers the best design, best conforms to the evaluator criteria and meets the specifications is the Playworld Systems play structure and treehouse offered from Midwest Playscapes. Inc. In addition, the cost for each piece of equipment is lowest through this vendor. Vendort �p�i��i�lti�u�i��,�����, . °�� ! =_' Y��� � V ,Litreehko se' Flagship Recreation (Landscape $51,113 $47,693 Structures) Midwest Playscapes(Playworld $43,300 $45,835 Systems) Conclusion Both the Playworld Systems equipment and Midwest Playscapes. Inc are reputable companies. Staff is recommending that the City Council accept the proposal for playground equipment from Midwest Playscapes, Inc. and approve the resolution to authorize the execution of the City's standard contract to purchase playground equipment from Flanagan Sales Inc. ISSUES: The development and construction of Rice Lake Park is a departure from the standard neighborhood park design that has been used for the last 10+ years. The plan developed will allow that area to remain primarily in its natural state while allowing park users to integrate their family recreation endeavors into the natural setting which Prior Lake is known for. FINANCIAL The 2015 budget identifies $120,000 for the development and construction IMPACT: of Rice Lake Park. The two items for which approval is sought total $89,135. The remaining $30,865 will be used to purchase the additional play equipment identified in the plan and completion of the site work. Funds are available in the Capital Park Fund, which consists of fees dedicated by development for new City parks. Any minor costs beyond these amounts will be absorbed by the Parks Budget. ALTERNATIVES: 1. Motion and a second to accept the bids and authorize the Mayor and City Manager to execute the City's Standardized Construction Contract 3 with Midwest Playscapes, Inc./Landscape Structures for Rice Lake Park completion. 2. Table this item for a specific reason and provide staff with direction 3. Direct staff not to proceed with the project. RECOMMENDED Motion and second to approve Alternative # 1 as part of the consent MOTION: agenda. 4 E > 4646 Dakota Street SE 'fizvxdsolt" Prior Lake, MN 55372 RESOLUTION 15-xxx A RESOLUTION ACCEPTING THE BIDS AND AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE CITY'S STANDARD CONTRACT FOR THE PURCHASE AND INSTALLATION OF PLAYGROUND EQUIPMENT AT RICE LAKE PARK Motion By: Second By: WHEREAS, The City of Prior Lake is committed to providing parks and park amenities in accordance with the Comprehensive Plan; and WHEREAS, Playgrounds provide for physical and mental stimulation and are considered a high priority in the development of the Prior Lake Park system; and WHEREAS, The development and construction of Rice Lake Park was identified in the 2014 CIP and the 2015 amended Capital Parks Fund budgeted $120,000 for the development of park; and WHEREAS, Bids were advertised and received according to law as tabulated below: Ve $t`r a 'e0 Piis e„# "� � ”� `�Wzs��r �. � ;PIaY �ruc�faC �1� s , Flagship Recreation $51,113 $47,693 Midwest Playscapes $43,300 $45,835 ; and WHEREAS, Midwest Playscapes, Inc. provided the best design and meets the specifications. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. The Mayor and City Manager are hereby authorized to execute the City's Standardized Construction contract with Midwest Playscapes, Inc./Playworld Systems to purchase the play structure and treehouse in an amount not to exceed $89,135. 3. Funding for Rice Lake Park shall be drawn from Capital Park Fund account#225-45145.00-55530.00 PASSED AND ADOPTED THIS 13th DAY OF JULY 2015. VOTE Hedberg Keeney McGuire Morton Thompson Aye E ❑ ❑ ❑ ❑ Nay ❑ ❑ ❑ ❑ 0 Abstain ❑ ❑ ❑ 0 0 Absent 0 ❑ 0 0 ❑ Frank Boyles, City Manager U � Parks Advisory Committee Agenda Report 4iNNEsdtP Date: March 20, 2014 Agenda Item: 2 & 3 Agenda Title: Rice Lake Park Development Prepared by: Katy Gehler, Public Works and Natural Resources Director History: Over the past 10+ years, playground development has followed a pretty standard formula. From the type of amenities to the location of the playground, each neighborhood park looks very similar. Generally the parks include a play structure, shelter, small ball field, and a half basketball court which is generally in line with the Comprehensive Plan. With the development of the last two parks, play structure vendors have provided information on new trends in their product lines. In addition staff has been provided new research information from the Minnesota Parks and Recreation Association on park development in continuing education seminars. One of the emerging concepts is"Pathways to Play". In 2014, Rice Lake Park is scheduled for development. The site is heavily wooded and includes a high quality wetland. Due to the topography and the natural resources located in the park, siting the standard park amenities would be challenging. An area would have to be cleared and filled to accommodate a play structure and shelter. It is unlikely that a ball field or basketball court could be located at this site without loss of the wetland. Due to the challenges of developing Rice Lake Park in the traditional method, staff sees an opportunity to use a"Pathways to Play" concept. The site lends itself naturally to the concept having the potential for a 0.5 mile looping trail, integration of natural elements with play elements reducing the environmental impact, and having several educational opportunities. Since it has been quite some time since the play structure specifications have been reviewed and Rice Lake Park is starting development, Staff asked four vendors to present current information on play structures, including equipment that could be used for Pathways to Play. Staff would like to discuss the information provided, specifically related to Rice Lake Park and the park development process. Discussion 1. Design Items: 2. Specifications 3. Community Involvement Plan Design The current design process for a playground is fairly contained. Due to the standardized approach, little design has been necessary outside of placing the park amenities to accomplish appropriate drainage. If a different style park is desired for Rice Lake Park, more design will be required. The design process will consist of finalizing the trail alignment, determining the number and location of the pods, and specifying the amenities in each of the pods. In addition, a specification will need to be created that will be used in the bidding 17073 Adelmann Street SE/Prior Lake,MN 55372 Phone 952.447.9800 / Fax 952.440.9678/www.cityofpriorlake.com process. This design process will be key to optimizing the opportunities with the natural land creating a successful Pathways to Play park. Staff is recommending that a portion of the park development funds be dedicated to using a landscape architect to prepare the plan. A landscape architect brings working knowledge from projects in other communities. Although staff could undertake this portion of the project, time would have to be spent becoming familiar with potential design elements. It would be difficult to take on this work with the current work commitments. Specifications In the past, specifications for playground equipment have been very prescriptive. The City has specified not only the equipment that have been required in the park, but also the style and dimensions of each. Playground equipment has changed over the years. Innovative ideas, improved safety guidelines, and creative designs are offered by playground manufacturers. By being prescriptive in our specifications, the City is assured of receiving tried and true equipment, but are we missing new equipment which would bring more activity to our parks and to our community? An alternate method for specifications would be to give vendors more flexibility in optimizing play structures given the current equipment offerings and budget constraints. We would like the Committee to express any impression you had from the vendor presentations. Was there any piece(s)of equipment that you would like to discuss using in our parks moving forward or would like additional information on? Are there any specific ideas for Rice Lake Park? Community/PAC Involvement Neighborhood meetings can be held at many different points in the process and their input can be solicited for many different areas of the development. In order to better inform the neighbors of the proposed changes to Rice Lake Park, staff would like to discuss what the community involvement plan should be for this park. In the past we typically have had one meeting to get input on the location of the park amenities within the park boundary. With the departure from our past standard, we are suggesting adding a meeting. The following is an example project schedule: March 20th PAC meeting to discuss process May 15th Design firm selection brought to PAC May/June Neighborhood Meeting June 19th Draft park plans brought to PAC June/July Neighborhood Meeting July 17 Final park plan brought to PAC July 21-August 15th Park RFP out to vendors, August 21st Vendor recommendation for Council approval September 8th Council for approval September/October Park installed - . '..L-/' \ \,,. 'z"-- -., i \ f ' / , LAYOUT NOTES: conFLuEncE . .. , ._ ; ‘,-_----_--7. --.._ . , \ . - '.,A,., .., . — '.. , \ I I / .1. nu CURBS RAMPS To BE Bum As sss FEDERAL Accsssmury 'z ' ( 's- ''-- " -- -7 `:` ''' '1 --:::------''S< I/:.---\61E/SS,I.. 4;'-'; '. ' — '"''. ''''''-' -.....1 , f / LANDSCAPE ARCHITECT ---- ,'-.-- -- ' • : r''z':';,, - `,‘..,,>,,.•' i .___, ,..._ , ..,S 4:•)_044., /, 1 \ '2, en' / I (' B. 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