Title/Name/Summary
2021 Playground Renovations - Purchase and Installation
History
In 2020, seven (7) playgrounds were selected for renovation based on data outlined in the ”2019 Village Park Assessment” and geographical location. The scope of the renovations included improvements to playgrounds, site amenities and ADA accessibility. Based on the available budget, renovations were targeted for only half of each playground at Bill Young, Cameno Real, Discovery, Pulte, Spring Creek, Estates Wedgewood Estates and Village Square Parks. Playgrounds are typically separated into two (2) areas based on age ranges, so this approach was taken primarily to allow for a portion of the playgrounds to remain open during construction for at least one of the designated age groups.
The FY2021 Public Works Department budget includes nearly twice the funding for playground renovations as in 2020. Similar to 2020, the selection of playgrounds to be renovated was based on assessment scores, geographical location and work previously initiated in 2020. As such, a total of nine (9) playgrounds were selected for renovation in 2021. In summary, the renovation of the second half of the playgrounds at Bill Young, Cameno Real, Discovery, Pulte, Spring Creek, Estates Wedgewood Estates and Village Square Park is proposed. As well as the complete renovation of the playgrounds at Cachey, Ishnala Woods and Marley Creek Parks.
The full scope of work includes new playground equipment, new engineered wood fiber (mulch), improve edge restraints, new site amenities and ADA improvements. A description of proposed playground improvements, and a map of the location of these parks, are provided as an attachment to this report.
Public Notification of Proposed Improvements
To notify residents of the proposed playground improvements, letters were sent to the 1,411 residents who live within 500 feet of the parks where improvements were proposed. Letters included general information about the proposed improvements, a link to the website where more detailed information was available and an invitation to the May 4, 2021 Recreation Advisory Board (RAB) meeting. Additionally, signs were placed at each park to notify residents of upcoming park improvements and to direct them to the Village’s Park Improvement webpage.
At the RAB meeting on May 4, 2021, Public Works Staff presented all proposed playground, pavilion and stormwater improvement projects to the public and RAB members. Feedback regarding each improvement was requested from everyone in attendance. Two (2) options were provided for each proposed playground renovation. Ultimately, after hearing from residents, the RAB voted on each of the proposed playground options and a final recommendation was made for each park. The proposal described below, and attached for approval, reflects the playground selections voted on and recommended by the Recreation Advisory Board.
Proposal
A co-op proposal from Landscape Structures Inc. for the purchase and installation of the aforementioned playground improvements is attached for review. The proposal was facilitated by Landscape Structures’ local vendor, NuToys Leisure Products, which is the same process used for 2020 playground improvements.
The scope of the proposal includes: new playground equipment, professional playground installation, safety surfacing (mulch) removal and replacement, edge restraint (boarder) removal and replacement and the installation of ADA accessible access ramps per Village specifications. The proposal includes an 8% discount on playground equipment based on the co-op pricing offered via HGAC Buy Co-Op Contract PR11-20. The co-op discount is typically 6%, but because of the volume of equipment purchased the Village will receive an 8% discount. The proposed contractor site work has been competitively bid by NuToys and is based on prevailing wage rates.
To complete the proposed renovations, the Village would utilize Landscape Structures, Inc. as the general contractor to ensure the playground equipment, safety surfacing, and concrete work is installed correctly by Landscape Structures, Inc. certified local contractors. The Village would work closely with Landscape Structures’ regional vendor, NuToys Leisure Products, on a day-to-day basis during the duration of the project. This is the same arrangement used by the Village in 2020, which provided an efficient and effective means of completing the scope of work. The procurement of equipment was completed on schedule and the installation of all work exceeded Staff’s expectations for quality and attention to detail.
Landscape Structures Inc. has also used this type of co-op purchasing / installation services contract with several other local municipalities, including the City of Lake Forest, Arlington Heights School District, Buffalo Grove Park District, Algonquin School District #300, Niles Park District, West Aurora School District, Peoria Park District, and Naperville School District 203.
A Brief Overview of Playgrounds Village-wide
There are fifty-six (56) playgrounds spread across sixty-five (65) park and facility sites in the Village. According to the 2020 NRPA Agency Performance Review, which highlights characteristics of America’s local public park agencies, a community with a population range between 50,000 to 99,999 has on average one (1) playground for every 3,859 residents. With a population of roughly 60,000, the Village of Orland Park fairs substantially better, with one (1) playground for every 1,090 residents.
The typical life span of a pubic playground is between 10-15 years. The average age of the Village’s playgrounds is nineteen (19) years, which highlights the need for a continued and concerted effort to renovate our playgrounds. It should be noted that while some Village playgrounds have surpassed their average life span, Village playgrounds are maintained to the highest possible safety standards. A Certified Playground Safety Inspector (CSPI) from the Public Works Department inspects and reports on each playground on a monthly basis. Hazards and other issues are addressed immediately.
The Public Works Department currently employs two (2) Certified Playground Safety Inspectors (CPSI). Upon completion of work at each playground, a Village CPSI will audit all work to ensure compliance with manufacturer requirements and national playground standards. Once approved by the CPSIs, playgrounds would be opened to the public for all to enjoy.
This agenda item is being considered by the Committee of Whole and the Village Board of Trustees on the same night.
Financial Impact
Funds for playground renovation were budgeted for in FY2021 and are available in Public Works account 010-1700-470100. The total proposed cost, including performance bonds, for playground equipment and installation is $853,557.00. A 5% contingency of $42,677.85 is requested to address change orders made necessary by circumstances not reasonably foreseeable at the time the contract was signed. As such, the total requested is an amount not to exceed $896,234.85.
Recommended Action/Motion
I move to recommend to the Village Board of Trustees to use HGAC Buy Co-Op contract PR11-20;
And,
Approve the proposal titled "Orland Park Playground Renovations 2021" dated May 10, 2021, for the purchase and installation of playground equipment and associated site work to Landscape Structures Inc. for an amount not to exceed $896,234.85 ($853,557.00 plus a 5% contingency of $42,677.85).
And,
Authorize the Village Manager to execute all related contracts, subject to Village Attorney review;
And,
Allow the Village Manager to approve change orders not to exceed the contingency amount.