SR 07-12-2022 5C
City Council
Report
City Council Meeting: July 12, 2022
Agenda Item: 5.C
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Architecture Services
Subject: Authorization to enter into Agreement with Vortex Aquatic Structures
International for the Virginia Avenue Park Splash Pad Repairs
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a design-build agreement with Vortex Aquatic Structures International (Vortex)
for the design, permitting, and replacement of equipment at the splash pad playground
at Virginia Avenue Park for the Public Works Department. This recommended award is
made as an exception to the competitive bidding process, pursuant to Section
2.24.250(c), and is for an amount not to exceed $271,483 (including a 14%
contingency).
Summary
Following an assessment of the splash pad playground at Virginia Avenue Park, staff
identified rehabilitation and replacement of the pad’s equipment as a priority project
because of the popularity of the feature and the age of the current system. Originally
opened in 2005, key components of the splash pad equipment have reached the end of
their useful life.
Staff recommends awarding a design-build agreement to Vortex for the design,
permitting, and replacement of equipment at the splash pad playground at Virginia
Avenue Park in an amount not to exceed $271,483 (including a 14% contingency). Staff
anticipates work would begin in Fall 2022 and be completed by Summer 2023. The
project would be funded by Community Development Block Grant (CDBG) funding.
Discussion
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An assessment of the existing equipment and safety systems showed the equipment for
the Virginia Avenue Park splash pad playground was nearing the end of its lifespan and
requires replacement. Without improvements, the splash pad would eventually need to
be closed to the public for safety reasons. Improvements would include the replacement
of existing splash pad pumps, valves, and filtration equipment.
To avoid potential closure and expedite project delivery by up to six months, staff
recommends that the City make an exception to competitive bidding by piggybacking
off another government agency’s competitive process and enter into a design-build
agreement with Vortex for the design, permitting, and replacement of equipment at the
splash pad playground at Virginia Avenue Park.
Staff anticipates up to 12 months for the design and repair phases of the project, with
work beginning Fall 2022 and project completion by Summer 2023.
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Vendor Selection
Exception to Competitive Bidding
Staff recommends Vortex for the design, permitting, and replacement of equipment
as an exception to competitive bidding per Muni Code 2.24.250 (c), which
authorizes an exception if competitive procedures were followed by another
governmental agency, including a joint power agency; those procedures are
equivalent to the procedures set out in SMMC Chapter 2.24; and the City is
obtaining the goods or services at the same or better price as provided to that other
agency.
On March 15, 2021, NPP Gov, a government agency that establishes national
leveraged and competitively solicited purchasing contracts for education,
government, and non-profits, issued a Request for Proposals (RFP) for the
procurement of recreation and playground equipment, accessories, and supplies.
Under the terms of the RFP and the resulting NPP Gov’s contract with Vortex
(contract #PS21115 set to expire March 15, 2027), the City as a member agency
receives competitive bids without additional RFP process, saving time and money
in procurement processes.
Vortex has provided turn-key solutions for similar playground and recreation-
related equipment, accessories, and supplies for several municipalities in
California, including the City of Los Angeles, City of Glendora, and City of Walnut.
Architecture Services staff conducted outreach to the City of Los Angeles, and
they recommended Vortex for its reliability, expertise, and affordability. Vortex
offers industry leading custom design and manufacturing expertise, local project
and playground design consultation/site evaluation, and safety audits by
independent CPSI certified playground inspectors. Installation services offered
through Vortex are completed by certified installers.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the CDBG Fund to award an agreement to
Vortex for design/build services for the splash pad playground at Virginia Avenue Park.
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Funds are available in the FY 2022-23 Capital Improvement Program Budget for this
project.
Prepared By: William Clerk, Architectural Associate
Approved
Forwarded to Council
Attachments:
A. June 23, 2020 Staff Report (Web Link)
B. OaksForm-Vortex
Agreement
FY 2022-23
Request Amount
CIP Account #
Contract Amount
$271,483 C1908120.689000 $271,483
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CITY OF SANTA MONICA
OAKS INITIATIVE DISCLOSURE FORM
In order to facilitate compliance with the requirements of the Oaks Initiative, the City
compiles and maintains certain information. That information includes the name of any
person or persons who is seeking a “public benefit.” If the “public benefit” is sought by
an entity, rather than an individual person, the information includes the name of every
person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten
percent interest in the entity.
Public benefits include:
1. Personal services contracts in excess of $25,000 over any 12-month period;
2. Sale of material, equipment or supplies to the City in excess of $25,000 over a 12-
month period;
3. Purchase, sale or lease of real property to or from the City in excess of $25,000
over a 12- month period;
4. Non-competitive franchise awards with gross revenue of $50,000 or more in any
12-month period;
5. Land use variance, special use permit, or other exception to an established land
use plan, where the decision has a value in excess of $25,000;
6. Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any 12-
month period; or
7. Payment of “cash or specie” of a net value to the recipient of $10,000 in any 12-
month period.
Name(s) of persons or entities receiving public benefit:
Name(s) of trustees, directors, partners, and officers:
Name(s) of persons with more than a 10% equity, participation, or revenue interest:
Prepared by: ____________________________Title: __________________________
Signature: ______________________________________ Date: ________________
Email: ____________________________________ Phone: ____________________
FOR CITY USE ONLY:
Bid/PO/Contract # ____________________________ Permit # ___________________________
5.C.b
Packet Pg. 32 Attachment: OaksForm-Vortex (5148 : Virginia Avenue Park Splash Pad Repairs)