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Home My WebLink About2010 01 25 Consent 201 Approve Expenditure from Parks and Recreation Budgeted Funds for Large Shade Structure COMMISSION AGENDA Consent X Informational ITEM 201 Public Hearing Regular January 25, 2010 \J Regular Meeting Mgr. Dept. Authorization REQUEST: The Parks and Recreation Department is requesting that the City Commission approve the expenditure from Parks and Recreation Budgeted funds up to $45,000 for a large shade structure to Rep Services. SNYNOPSIS: The City Commission approved the budget of $45,000 in the 09/10 Parks and Recreation Budget for a large shade structure over the large playground at Trotwood Park. Parks and Recreation has received 3 quotes and recommends the award to Rep Services. CONSIDERATIONS: The Trotwood Park large playground prior to the hurricanes had extensive tree cover over it. The playground is now in the open sunlight. The playground is very hot and a safety concern to Parks and Recreation and the residents. The City Commission approved the budget of $45,000 for a large playground shade structure over the Trotwood Park playground. Parks and Recreation staff obtained 3 written quotes for this very large type of shade structure (50' x 50'): o Rep Services $42,037.33 o Poligon $51,550.00 o Sky Shades $79,640.00 The best (lowest) is from Rep Services in the amount of $42,037.33. Staff recommends a contingency of $2,962.67 for a total of $45,000.00. FISCAL IMPACT: The Fiscal Impact is up to $45,000, which is budgeted in the 09/10 budget of Parks and Grounds (7230-64000). Agenda Item Consent 201 January 25, 2010 Page 2 COMMUNICATION EFFORTS: Parks and Recreation has received many complaints from residents in 2009 regarding the playground being too hot during the spring and especially summer months. Staff informed residents that we were budgeting to install a shade structure over the playground prior to the next spring and summer. Staff will promote the installation on e- Citizen, City website, and direct e -mail (mail) to Splash Playground members in the Parks and Recreation database. RECOMMENDATION: The Parks and Recreation Department is recommending that the City Commission approve the purchase and installation of a large playground shade structure at Trotwood Park from budgeted funds not to exceed $45,000. ATTACHMENTS: Attachment #1 3 Written Quotes ATTACHMENT A cs Eiii REP SERVICES, INC. Page of 111 Please make POs and contracts out to: Please mail checks to: Experts at Play Outdoor Spaces Rep Services, Inc. Rep Services, Inc. 902 Waterway Place 902 Waterway Place Longwood, FL 32750 -3573 Longwood, FL 32750- -3573 Proposed City of Winter Springs Ship To: City of Winter Springs Bill To: City of Winter Springs To: Parks and Recreation Parks and Recreation Accounts Payable Department 1126 E State Road 434 1126 E State Road 434 1126 E State Road 434 Winter Springs, FL 32708 -2799 Winter Springs, FL 32708 -2799 Winter Springs, FL 32708 -2799 Attn: Accounts Payable Attn: Alan Greene Attn: Alan Greene Phone: 407 327 -1800 Phone: 407 327 -6592 Phone: 407 327 -6592 Fax: Fax: 407 327 -4763 Fax: 407 327 -4763 Terms: See below Project No: 5859 Project Name: Trotwood Shade Project Contact: Alan Greene Proposal No: 5859.04 Proposal Name: Trotwood Shade SSI Project Location: 701 Northern Way 1224 Proposal Expires: 1/31/2010 Trotwood Blvd. Proposal Date: 10/21/2009 Winter Springs, FL 32708 For Questions Call: Joy Pinkerton Phone: 407 831 -9658 Sales Rep: Jeff Caldwell Phone: 407 831 -9658 E -Mail: jaldwell@repservices.com Option: B Rev: 1 Input By: JP 11/20/2009 Vendor: Shade Systems, Inc. Proj Drawings: 522563 Freight: Prepaid Ship Method: Best Way FOB: Destination Part No Qty Description Unit Wt Unit Price Net Price Ext Price Shade CP- 1 50' x 50' Mega Span Shade System, 10' high by 0 23,996.00 23,996.00 23,996.00 Structures TROTWOOD50 Shade Systems Total Product: 0 $23,996.00 Other Charges: Sealed Eng Dwgs: $1,600.00: $1,600.00 Freight Charge: $1,380.00 Shade Systems, Inc. Total: $26,976.00 Vendor: Al Bosgraaf Sons, Inc. 522564 Part No Qty Description Ext Price Custom INSTALL -SSI 1 Equipment Installation SSI 13,961.33 PERMITTING 1 Labor charge to pull permit by State of Florida Licensed GC, including processing permit 800.00 documents to obtain permit from appropriate jurisdiction and anticipated permit fee PERMITTING 1 Estimated Permit Fee City of Winter Springs 300.00 Al Bosgraaf Sons, Inc. Total: $15,061.33 General Terms of Sale and Proposal Summary 1 Gov't Preferred Customers: Net 30 Product: $25,596.00 With Credit Approval: 50% down, Net 30 Installation: $15,061.33 All Others: *50% down, Balance Prior to Shipment Freight: $1,380.00 `Note: Orders less than $5,000 require check with order Proposal Total: $42,037.33 Notes ORDERS PLACED BASED ON THIS PROPOSAL ARE SUBJECT TO SHIP WITHIN MANUFACTURER'S STANDARD LEAD TIME. REQUESTS FOR EXTENDED SHIPPING TIMES MAY RESULT IN ADDITIONAL COSTS, SUCH AS FREIGHT INCREASES, RAW MATERIAL COST INCREASES, ETC. BE SURE TO PLACE YOUR ORDER BEFORE THE EXPIRATION DATE SHOWN ABOVE TO SECURE THE PRICES ON THIS PROPOSAL. SHADE SYSTEMS: Important Terms and Conditions: All products quoted are per standard Shade Systems specifications per 2008 catalog with in ground bury posts and Turn- N- Slidee fabric removal and re- attachment fastening system factory- installed at each corner. *Includes polyester powder -coat finish on metal components in choice of standard colors. 902 Waterway Place Longwood, FL 32750 -3573 This proposal is presented by rid REP SERVICES, INC. 407.831.9658 (P) 407.834.5366 (F) 800.992.5357 r' n Experts at Play Outdoor Spaces www.repservices.com sales @repservices.com Custom Quote Review Page 1 of 1 .t �A A NN CUSTOM QUOTE Customer Information Project Information Name City of Winter Springs Project Name Trotwood park Address 1126 E State Road 434 Job Location WINTER SPRINGS, FL 32708 City State Zip WINTER Quote Number 47445 SPRINGS FL 32708 Country US Revision 0 Phone 407 327 -6592 Freight Miles 1246 miles Fax Date Quoted Nov 20 2009 Building Code FBC 2007 W/2009 Supplements Wind Speed 120 MPH Calc Books 4 Ground Snow 0 PSF Drawings 4 Load Building Description Frame and Roof Description FHP50x50- 8SM -10EV, HDPE shade fabric, poli -5000 Frame 36260 UPB Height $0 Color /Finish 0 Roof Pitch $0 Primary Roof SH 10610 High Wind $0 Secondary Roof 0 High Snow $0 Anchor Bolts $400 Freight Total Weight 0 Freight Charge $3880 Engineering Engineering $400 Sales Tax State Tax $0 Local Tax $0 TOTAL $51,550 Install and Permitting $41,938 GRAND TOTAL $93,488 Pricing good through January 2010 JOAO (6 Quote for Trotwood SkyShade: The installation is $35,000.00 and the cost for supplies is $44,640.00 Thank you!! Stephanie Parsons Project Coordinator SKYShades 407 Wekiva Springs Road Suite 205 Longwood, FL 32779 P: 407.774.2337 F: 407.774.2338