Request for City Commission Agenda
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- Peregrine Kelley
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1 Item # Request for City Commission Agenda Agenda Date Requested: January 13, 2015 Contact Person: Description: Kara Petty, CPRP, Director Parks and Recreation Department Request Commission approval to authorize purchase of a custom play structure from Playmore Company pursuant to the School District of Palm Beach County Bid# 10C-54B Playground Equipment, Surfacing, Shade structures and Fitness trails. Fiscal Impact: $61, Budget Line Item #/Title: Improvements Other Than Buildings Impact on Cost of Housing: N/A Required Attachment: A cover memo from the Department Head to the City Manager further describing the requested agenda item and providing back up information, analyses, and documentation. THE REMAINDER OF THE FORM IS RESERVED FOR PROCESSING OF THE REQUEST Ordinance Resolution Presentation Quasi Judicial Public Hearing Public Hearing Public Hearing 2 nd Reading General Item Consent Agenda Final Action Consent Agenda First Reading Discussion Item OK FOR AGENDA: COMMENTS: BD 12/29/14 By Date
2 Memorandum TO: FROM: DATE: RE: Burgess Hanson, City Manager Kara Petty, CPRP, Director of Parks and Recreation January 13, 2014 Commission Meeting Mayo Howard Play and Shade Structure Installation The purpose of this memo is to request approval from the City Commission to utilize cooperative purchasing through the School District of Palm Beach County contract Bid#10C-54B to have a playground constructed at Mayo Howard Park by Playmore Recreational Products and Services. The custom play and shade structures were designed to complement the recently installed tot lot as Phase II of this project. The total projected amount for the playground and installation is $61, The School District of Palm Beach County has competitively solicited Bid#10C-54B Playground Equipment, Surfacing, Shade Structures and Fitness Trails to multiple companies and a contract was awarded to Playmore Recreational Products and Services. The contract term is May 3, 2010 through May 2, In accordance with the City of Deerfield Beach procurement requirements, cooperative purchasing through a governmental agency s solicitation is an authorized process and considered to have been pre-negotiated for best price. In the FY budget workshops, the need for playground improvements were discussed and this project was subsequently approved in the budget process. The Parks Maintenance Division allocated funds in Capital Improvements, for the purpose of improving play areas throughout the park system. Staff is requesting approval of the Commission to acquire these services. If you have any other questions or need further information, please contact me at (954)
3 TO: FROM: FOR: Kara Petty, Director of Parks and Recreation David Santucci, Purchasing Manager Commission Approval of Piggyback Contract DATE: December 16, 2014 RE: School District of Palm Beach County, Bid#10C-54B On April 1, 2014 the City Commission awarded a contract to Playmore Recreational Products and Services to construct a playground at Mayo Howard Park. In this fiscal year s budget funds have been allocated for additional playground equipment at the park. After reviewing your procurement requirement for the subject item and in consideration of the City s available options, it is my opinion that the most cost effective and operationally efficient method of procurement is to piggyback the School District of Palm Beach County s Contract for Playground Equipment, Surfacing, Shade Structures, and Fitness Trails. This contract was developed as a discount off of list price bid, and includes a wide array of Parks and Playground products and services. Furthermore, it is a multiple award contract; meaning an award was made to all responsive and responsible bidders for the various items each vendor offers. Aside from the competitively awarded contract pricing, the Contractor, Playmore, is offering an additional Five-Thousand Dollar ($5,000.00) incentive on this order. The formal competitive solicitation process in this instance would not be a practical option because the prices offered on the subject contract are competitive, reflect the discounts we can expect if we issued a bid, and releasing a bid for this project would only offset the saving with the substantial administrative costs of the competitive solicitation process. Lastly the playground structure should match that which is currently there. DS Att. School District of Palm Beach County, Bid#10C-54B
4 RESOLUTION NO. 2015/ A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DEERFIELD BEACH, FLORIDA APPROVING THE UTILIZATION OF COOPERATIVE PURCHASING THROUGH THE SCHOOL DISTRICT OF PALM BEACH COUNTY CONTRACT BID#10C-54B TO HAVE A PLAYGROUND CONSTRUCTED AT MAYO HOWARD PARK BY PLAYMORE RECREATIONAL PRODUCTS AND SERVICES AS APPROVED IN THE APPLICABLE FISCAL YEAR BUDGET BY THE CITY COMMISSION WHEREAS, the most cost effective and operationally efficient method of procurement for playground equipment is to piggyback the School District of Palm Beach County s contract for Playground Equipment, Surfacing, Shade Structures, and Fitness Trails, Bid# 10C-54B; and WHEREAS, the contract was developed as a discount off of list price bid, and includes a wide array of Parks and Playground products and services; and WHEREAS, the contract is from May 3, 2010 through May 2, 2015; and WHEREAS, Staff recommends that the Commission approve the utilization of cooperative purchasing through the School District of Palm Beach County contract Bid#10C- 54B to have a playground constructed at Mayo Howard Park by Playmore Recreational Products and Services; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DEERFIELD BEACH, FLORIDA, AS FOLLOWS: Section 1. The above referenced Whereas clauses are true and correct and made a part hereof. Section 2. The City Commission does hereby approve the utilization of cooperative purchasing through the School District of Palm Beach County contract Bid#10C-54B to have a playground constructed at Mayo Howard Park by Playmore Recreational Products and Services. The City Manager or designee is hereby authorized to execute the appropriate documents. Section 3. This Resolution shall become effective immediately upon adoption. PASSED AND ADOPTED THIS DAY OF, JEAN M. ROBB, MAYOR 1
5 ATTEST: SAMANTHA GILLYARD, CMC, CITY CLERK Deerfield/Resolutions/Purchasing/Playground equipment Palm Beach ITB
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