Title
2024 Playground Renovations - Purchase and Installation
History
There are fifty-five (55) playgrounds spread across sixty-six (66) 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.
According to the U.S. Access Board and the National Center on Accessibility, a typical public playground is designed to be in place for ten to twenty (10-20) years. It should be noted that while some Village playgrounds have surpassed that average life span, Village playgrounds are maintained to the highest possible safety standards. A Certified Playground Safety Inspector (CPSI) from the Public Works Department inspects and reports on each playground on a monthly basis, and all hazards and other issues are addressed promptly.
The Public Works Department currently employs three (3) Certified Playground Safety Inspectors (CPSI). Upon completion of each playground, a Village CPSI audits all work to ensure compliance with manufacturer requirements and national playground standards. Once approved by a Village CPSI, playgrounds are opened to the public for all to enjoy.
Since 2020, the Village has renovated twenty-two (22) playgrounds based on data outlined in the “2019 Village Park Assessment.” The focus of the 2019 Assessment was not on any one specific site amenity (i.e. playgrounds, pavilion, benches, etc.), but rather the condition of the park as a whole based on the categories of Security, Accessibility and General Condition. The 2019 Assessment was used to help determine which playgrounds would be renovated from 2020-2023, and provided a comprehensive look at the condition of the Village’s parks.
2023 Playground and Pavilion Assessment
To better understand the condition of the Village’s playgrounds and pavilions, a “Playground and Pavilion Assessment” was completed by Certified Playground Safety Inspectors (CPSI) from Studio GC in 2023. In contrast to the 2019 Assessment, the 2023 Playground and Pavilion Assessment focused solely the condition of playground and pavilions. The goal of the assessment was to provide a roadmap for the next five (5) years (2024-2028) for playground and pavilion renovations. The complete 2023 Playground and Pavilion Assessment is available for public review via the Public Works website.
The 2023 Assessment demonstrated that the overall condition score of Village playgrounds rose from 2.82 to 3.56 (a score of 3.00 or better means the park is in “good to exceptional shape”, while a score of 2.50 or below equates to a park that “is in need of upgrades/renovation”). In comparing both assessments, the 2019 Assessment listed thirty-nine (39) parks with a condition of 2.50 or below; the 2023 Assessment scored only sixteen (16) playgrounds 2.50 or below.
The Village’s 5-Year Capital Budget includes funding for sixteen (16) playground and ten (10) pavilion renovations between 2024 and 2028. As such, over the next five (5) years, the Village will focus on the playgrounds that received a condition score of 2.5 and below, which also happens to be sixteen (16) playgrounds as noted above. Based on the Condition Score from the 2023 Playground and Pavilion Assessment, the following playground and pavilion renovations are proposed for 2024-2028:
2024
Playgrounds: Colonial, Frontier, Mallard Landing, Treetop, and Schussler Parks
Pavilions: Brown (new), Cameno Real (new), Capistrano (replacement), and Country Club Estates (replacement) Parks
2025
Playgrounds: Country Club Estates, Laurel Hill, Eagle Ridge III, and Doogan Parks
Pavilions: Doogan (new) and Helen (replacement) Parks
2026
Playgrounds: Evergreen View, Grasslands, and Helen Parks
Pavilions: Eagle Ridge III (replacement) and Evergreen View (replacement) Parks
2027
Playgrounds: Crystal Creek, Equestrian, and Fountain Hills Parks
Pavilions: Frontier (replacement) and Veterans (replacement) Parks
2028
Playgrounds: Deer Point Estates and Wlodarski Parks
Pavilions: Crescent Park (depending on development plans for the Triangle)
It should be noted that Playground and Pavilion renovations are presented to the public and Recreation Advisory Board (RAB) on an annual basis, and as such, the proposed renovation list is subject to change.
2024 Proposed Playground Renovations
The Village’s FY2024 budget includes funding for four (4) playground renovations, which based on data from the 2023 Playground and Pavilion Assessment, includes Colonial, Frontier, Mallard Landings, and Treetop Parks. The renovation of the playground at Schussler Park is part of a larger renovation of the park and has been budgeted/reviewed separately from the 2024 Playground Renovations (see 2023-1001).
The full scope of work of these renovations includes new playground equipment, new engineered wood fiber (wood mulch), improved 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.
2024 Public Notification of Proposed Improvements
To notify residents of the proposed playground improvements, postcards were sent to the five hundred twelve (512) residents who live within five hundred (500) feet of the parks where improvements are proposed. Postcards included general information about the proposed improvements, as well as a QR Code that links to the website where more detailed information was available. A survey was posted on the Public Works website for residents to vote on their preferred playground option (1 or 2) and provide comments regarding the improvements. An invitation to the March 5, 2024, Recreation Advisory Board (RAB) meeting was also included.
At the RAB meeting on March 5th, held at the Civic Center, Public Works staff presented all proposed playground and pavilion improvement projects to the public and RAB members. Survey results were presented for each park.
Feedback regarding each improvement was requested from everyone in attendance. Ultimately, after hearing from residents, the RAB voted on each of the proposed playground options and a final recommendation was made for each park, as summarized below:
Playgrounds
Colonial: Option 2 (no changes proposed)
Frontier: Option 1 (no changes proposed)
Treetop: Option 1 (no changes proposed)
Mallard Landing: Option 2 but remove Chill Spinner, relocate the ReviRock Bouncer and add an additional swing bay with (3) bucket swings and (1) ADA swing. The other swing bay should have (4) belt swings for a total of eight (8) swings.
Pavilions
Brown, Cameno Real and Capistrano: No changes proposed.
Country Club Estates Park: A decision was made to install the new pavilion in the same location as the existing pavilion.
The RAB recommended options aligned with the preferred options of residents as discussed at the RAB Meeting and indicated on the playground survey results. The playground proposal described below, which is attached for approval, reflects the updated playground selections voted on and recommended by the members of the Recreation Advisory Board.
Proposal
A co-op proposal from Landscape Structures Inc. (LSI) 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. The proposal includes an 8% discount on playground equipment based on the co-op pricing offered via HGACBuy 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. This is the same proposal process that was used in 2020, 2021, 2022, and 2023 for playground improvements.
The scope of LSI’s proposal includes: new playground equipment, professional playground installation, safety surfacing (mulch) removal and replacement, edge restraint (border) removal and replacement, and the installation of access ramps per the ADA.
It should be noted that, due to long lead times, approval for the purchase of the pavilions that will be installed in 2024 were purchased in December 2023 (see 2023-0903).
To complete the proposed playground renovations, the Village would utilize LSI as the general contractor to ensure the playground equipment, safety surfacing, and concrete work is installed correctly by certified local contractors. The Village would work closely with Landscape Structures’ local 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, 2021, 2022, and 2023, which provided an efficient and effective means of completing the scope of work. Since 2020, procurement of equipment was completed on schedule and the installation of all work exceeded staff’s expectations for quality and attention to detail.
LSI 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.
As such, staff recommends approving the proposal from Landscape Structures Inc. for the 2024 playground equipment purchase and installation for $756,382.00. A 2% contingency of $15,127.64 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 approval is for an amount not to exceed $771,509.64.
This agenda item is being considered by the Committee of the Whole and the Village Board of Trustees on the same night.
Financial Impact
Funds for playground renovation in the amount of $740,000.00 were budgeted for in FY2024 and are available in Public Works account 1008010-470250. Savings from the purchase of park pavilions will be used to cover the $31,509.64 difference between the budgeted and contract amount.
Recommended Action/Motion
I move to approve the use of HGAC Buy Co-Op contract PR11-20;
AND
Approve the proposal from Landscape Structures Inc. titled "Orland Park Playground Renovations 2024" for the purchase and installation of playground equipment and associated site work for an amount not to exceed $771,509.64 ($756,382.00 plus a 2% contingency of $15,127.64);
AND
Authorize the Village Manager to execute all related contracts, subject to Village Attorney review;
AND
Authorize the Village Manager to approve change orders not to exceed the contingency amount.