TITLE
Consider a memorandum/resolution authorizing the purchase, installation, and insurance of special needs playground equipment at Lions Club Park through the TASB BuyBoard.
SUMMARY
DATE: April 18, 2017
TO: Ronald L. Olson, City Manager
FROM: Brett E. Williams, Executive Director of Community Services
SUBJECT: LCP Special Needs Playground
BACKGROUND AND FINDINGS:
Staff made a presentation to the Greater Killeen Lions Foundation in the fall of 2016 to gauge the organization’s interest in partnering to fund the construction of a special needs playground within Lions Club Park. The Greater Killeen Lions Foundation, which is comprised of members from the Killeen Evening Lions Club and Killeen Noon Lions Club, committed $40,000 to serve as the required matching contribution for the organization to be the recipient of a $40,000 grant from the Lions Club International Foundation. The partnership with the Greater Killeen Lions Foundation would enable the scope of the project to be doubled in funding from $80,000 to $160,000.
THE ALTERNATIVES CONSIDERED:
The alternative to purchasing the equipment via the TASB BuyBoard would be having a playground vendor provide a set of plans for a special needs playground. Staff would then provide this plan to various other vendors to determine if they are able to provide the same design / layout at a more advantageous price point.
Which alternative is recommended? Why?
Staff recommends that City Council authorizes the purchase of playground equipment and associated amenities from The PlayWell Group through the TASB BuyBoard in the amount of $158,621.41. The TASB BuyBoard provides municipalities with goods at a pricing that has been vetted amongst various product providers in the industry and is accepted as a fair value.
CONFORMITY TO CITY POLICY:
The City’s Purchasing Policy allows departments / divisions to utilize the TASB BuyBoard to make qualifying purchases.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
Fiscal Year 2016-2017 fiscal impact would be $158,621.41. This amount features a $80,000 contribution from the Greater Killeen Lion’s Foundation.
Is this a one-time or recurring expenditure?
The City has entered into an agreement with the Greater Killeen Lion’s Foundation that outlines the requirements of the City to maintain the special needs playground to the standards of the original specifications of this purchase at a minimum. The City will be obligated to allocate funds on an annual basis to provide specific maintenance related to this facility. In addition, replacement costs will be incurred as equipment becomes worn and outdated. Staff would recommend an annual line item budget of $10,000 with the requirement that all purchases via this account are exclusively for compliance with the signed agreement with the Greater Killeen Lion’s Foundation.
Is this expenditure budgeted?
Funds in the amount of $80,000 are available in account 348-3490-800.58-91 (Lions Park Playground) for the City’s matching portion of the $160,000 project.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes.
RECOMMENDATION:
Staff recommends that City Council authorizes the purchase of playground equipment and associated amenities from The PlayWell Group through the TASB BuyBoard in the amount of $158,621.41, and that the City Manager is expressly authorized to execute any and all change orders within the amounts set by state and local law.
DEPARTMENTAL CLEARANCES:
City Attorney
Purchasing
Finance
ATTACHED SUPPORTING DOCUMENTS:
BuyBoard Quote -1
BuyBoard Quote -2