Title
Report regarding a resolution approving an agreement with Ross Recreation Equipment, Incorporated of Santa Rosa, CA for the purchase, construction, and installation of park amenities for the Dundee Park Remodel (pk2402) in an amount not to exceed $692,393 and approving Budget Amendment Number 26.021. (Jake Gilchrist, Director of Capital Projects)
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RECOMMENDATION
Recommendation
Staff recommends that the City Council receive a report regarding a resolution approving an agreement with Ross Recreation Equipment, Incorporated of Santa Rosa, CA for the purchase, construction, and installation of park amenities for the Dundee Park Remodel in an amount not to exceed $692,393 and approving Budget Amendment Number 26.021.
Body
BACKGROUND/DISCUSSION
Dundee Park is an approximately ¼ pocket park in the West Winston Manor neighborhood. The park has been well used for decades and is in dire need of repair and equipment replacement. Following advocacy by Councilmember Coleman to include funding in the FY2023-24 CIP Budget, staff from Parks and Recreation and Capital Projects have collaborated with the West Winston Manor community to develop a plan to remodel Dundee Park.
Over the past year, staff developed a plan to make some key improvements to Dundee Park, including:
• Complete replacement of all play equipment
• Improved pathways to comply with Americans with Disabilities Act (ADA) requirements and create a more inclusive park
• Leveling and resurfacing the sport court to make it more usable for both basketball and tricycles/scooters.
• Addition of a small picnic area
• Overall park landscape improvements
Staff hosted two community meetings, in October 2024 and April 2025, and publicized an online survey to collect feedback on the proposed plan in April and May 2025. Staff also presented twice at Parks and Recreation Commission and integrated feedback from the Commission into the project. In all, staff reached approximately 100 residents and park users in the outreach process. While most of the feedback was integrated into the project plan, some requests were infeasible due to the small size of the park, proximity to neighboring homes, and maintenance or safety concerns. Overall, nearly 90% of online survey respondents felt positive or neutral about the park plan and this is consistent with what staff heard at the in-person meetings.
Contract Procurement Method
Staff proposes the use of a cooperative purchase program to contract for remodeling the park. While typically used for the installation of furniture, agencies are increasingly using these programs for the purpose of furnishings-related facility improvements. These programs allow the City to utilize contracts that were competitively bid consistent with California law and the City’s Purchasing Policy and take advantage of already competitively obtained low prices. Use of cooperative purchasing programs is a way of obtaining goods and services by aggregating volume, securing value pricing, and reducing administrative overhead. Use of purchasing cooperatives significantly reduces the time and resources needed to competitively bid goods and services contracts, resulting in better overall value. When compared to standard retail prices, Staff estimates that the City will save more than 10% overall by using this procurement strategy. Staff considers this to be a pilot project and will evaluate the success of this procurement method. If successful, this method could vastly streamline minor improvements to parks throughout the city.
Sections 4.04.030 (specifically subdivision (k)) and 4.04.040 of the South San Francisco Municipal Code authorize the use of cooperative purchasing programs (referenced as “joint purchasing endeavors”) and agreements that are competitively bid or negotiated by other governmental agencies. The City’s Purchasing Policy similarly authorizes the use of cooperative purchasing schemes by showing the advantages of the cooperative purchase and that it would be made in conformance with California law and this policy. Relatedly, the City may piggyback on contracts if the contract terms are valid and have been negotiated by another governmental agency using a quote or bid process that substantially conforms to the procedures established by state law and the City purchasing ordinance. Further, the City’s Purchasing Policy requires that the original contract was awarded within one year of the City’s purchase, or written justification is provided to support the use of an older solicitation.
Staff recommends the use of National Purchasing Partners (NPPgov) to enter into an agreement with Ross Recreation Equipment, Incorporated. NPPgov is a Seattle, Washington-based national cooperative procurement organization offering publicly solicited contracts to government entities nationwide. NPP is the cooperative procurement organization, and the cooperative contract for park/playground equipment and related work is observed to be competitively solicited by the League of Oregon Cities through an RFP process that is consistent with what South San Francisco procedures would be.
In this case, the agreement with Ross Recreation Equipment would consist of furnishing playground equipment, installation, and concrete work/surfacing. This scope of work would be appropriately characterized as furnishing of equipment and services, with incidental installation/construction work and therefore would be covered by the cooperative agreement scope. The new furnishings and equipment have been reviewed and accepted by the Parks and Recreation Department for their serviceability and mission usefulness. These new furnishings and equipment are anticipated to have an economic lifespan of a minimum of five years. Based on these circumstances, the proposed use of cooperative purchasing to procure the contract with Ross Recreation Equipment is advantageous for the City and consistent with both California and local law.
FISCAL IMPACT
The project was created in the FY 2023-24 Capital Improvement Plan with an appropriation of $600,000 from the Infrastructure Reserve Fund. Staff is requesting an additional $300,000 from the Park Construction Fee Fund (Fund 806).
RELATIONSHIP TO STRATEGIC PLAN
Approval of this action will contribute to the City’s Strategic Plan. It aligns with Priority #2, which is focused on enhancing quality of life by building and maintaining a sustainable city, making our city a great place to live, learn, and play.
CONCLUSION
Staff recommends that the City Council approve an agreement with Ross Recreation Equipment, Incorporated of Santa Rosa, CA for the purchase, construction, and installation of park amenities for the Dundee Park Remodel in an amount not to exceed $692,393 and approve Budget Amendment Number 26.021.
Attachments:
1. Dundee Park Remodel Presentation