TITLE
Consider a memorandum/resolution authorizing the acceptance of a $30,000 grant from the National Fitness Campaign and the purchase of the Outdoor Fitness Court.
SUMMARY
DATE: February 19, 2019
TO: Ronald L. Olson, City Manager
FROM: Brett Williams, Executive Director of Community Services
SUBJECT: National Fitness Campaign Grant Acceptance and Outdoor Fitness Court Purchase
BACKGROUND AND FINDINGS:
Staff applied for a grant from the National Fitness Campaign in September 2018 for an Outdoor Fitness Court within Lions Club Park. The Outdoor Fitness Court is a one of a kind workout amenity that would be the first of its kind in the Central Texas Region. The total cost of the Outdoor Fitness Court is $135,000 ($120,000 for the Outdoor Fitness Court and $15,000 for site work). The National Fitness Campaign has awarded the City of Killeen a grant in the amount of $30,000.
Staff seeks authorization to accept the $30,000 grant from the National Fitness Campaign and procure the Outdoor Fitness Court. It is proposed that the Outdoor Fitness Court will be located within Lions Club Park. This location will provide access to the site from the hike and bike trail and visibility from the Family Recreation Center. The City of Killeen has agreed to partner with the Junior Service League of Killeen to accept their contribution of $75,000 towards the project. The remaining $30,000 will be funded via the Governmental CIP from remaining bond funds designated for parks projects.
The Outdoor Fitness court provides an amenity for Killeen residents to access within Lions Club Park. The purpose of the Outdoor Fitness Court is to provide park visitors with access to a seven minute workout routine. The National Fitness Campaign aims to promote a national movement to make world class fitness free. The Outdoor Fitness Court will provide an amenity that is currently not available in Killeen.
As part of the initiative, Parks and Recreation staff will be conducting a launch day celebration to bring awareness to the new facility. The Outdoor Fitness Court will also feature a smart phone application to teach fitness and allow patrons to participate in fitness challenges.
THE ALTERNATIVES CONSIDERED:
The City can accept the $30,000 National Fitness Campaign grant and partner with the Junior Service League of Killeen to purchase and install the Outdoor Fitness Court.
The City can decline the National Fitness Campaign grant in the amount of $30,000 and not construct the Outdoor Fitness Court at Lions Club Park.
Which alternative is recommended? Why?
Staff recommends that City Council authorize the acceptance of the grant and purchase and installation of the Outdoor Fitness Court in the amount of $135,000. The funding breakdown is as follows: $30,000 from the National Fitness Campaign, $75,000 from Junior Service League of Killeen and $30,000 from Community Services.
Community Services recognizes the value added to projects when partnerships are formed with local clubs/organizations. Partnerships such as this promote community involvement and ownership. Community Services has partnered with several local organizations to facilitate added value to projects. Groups such as Mickey’s Convenience Stores, Lions Club Foundation, and the Kiwanis Club are some of the organizations that the City of Killeen has successfully partnered with over the years. These partnerships have resulted in over a $500,000 in capital projects done within our parks system.
CONFORMITY TO CITY POLICY:
The City’s Purchasing Manual Appendix G authorizes a sole source procurement exception for an item or service that is only available from one vendor. National Fitness Campaign, LLC is a sole source provider of the Outdoor Fitness Court.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
Fiscal Year 2018-2019 fiscal impact would be $135,000. This amount includes a $75,000 contribution from the Junior Service League, $30,000 from the National Fitness Campaign, and $30,000 from the Governmental CIP from remaining bond funds designated for parks projects.
Is this a one-time or recurring expenditure?
The approved agreement with the Junior Service League of Killeen outlines the requirements of the City to maintain the Outdoor Fitness Court to the standards of the original specifications at a minimum. The City will be obligated to allocate funds on an annual basis to provide the necessary maintenance related to the facility. In addition, replacement costs will be incurred as equipment becomes worn and outdated. Staff would recommend an additional $5,000 be added to the Parks Maintenance line item to ensure adequate maintenance funds.
Is this expenditure budgeted?
Funds for this project are available in account 349-3025-425.69-03.
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 the City Council authorize acceptance of the National Fitness Campaign Grant in the amount of $30,000 and the purchase of the Outdoor Fitness Court from the National Fitness Campaign in the amount of $120,000 ($93,500 following the grant being applied and shipping and handling) and that the City Manager or designee 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:
Award Letter
Quote
Sole Source Letter
Warranty