AGENDA CAPTION:
Title
Consider approval of Resolution 2025-80R, approving a contract with T. F. Harper in the amount of $238,130.45, through the Texas Interlocal Purchasing System (TIPS), replacing the previously approved Buyboard Cooperative Purchasing Program contract, for improvements to Swift Memorial Park that include replacing the engineered wood fiber material around the playscape equipment with padded play turf, adding ADA compliant sidewalks for greater connectivity, two new picnic tables, resurfacing the existing basketball court, and installing a bottle fill water fountain; authorizing the City Manager, or her designee, to execute the contract on behalf of the city; and declaring an effective date.
Body
Meeting date: April 1, 2025
Department: Parks and Recreation Department
Amount & Source of Funding
Funds Required: $238,130.45
Account Number: 13282126-56808 ($84,137)
13282126-56809 ($127,775)
12043369-70400 ($26,218.45)
Funds Available: $84,127; $127,775; $26,218.45
Account Name: CDBGPY23-FEDERAL-472-2024
CDBGPY24-FEDERAL-503-PRIORYEARS
PARK IMPROVEMENT FUNDS
Fiscal Note:
Prior Council Action: City Council approved the original contract on April 1 via Resolution 2025-59R.
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Background Information:
The City Council approved this contract on April 1, 2025, through the adoption of Resolution 2025-59R. During the contract execution phase of the procurement process, it was identified that the vendor was unable to fulfill all the required improvements under their existing contract with BuyBoard. For instance, they are not authorized to complete the necessary sidewalk enhancements, as these were not included in the contract with BuyBoard. While the vendor can install playgrounds and fixtures, they are not positioned to complete the project in its entirety as specified under that Cooperative. Our procurement team collaborated with the vendor and confirmed that their current contract with the Texas Interlocal Purchasing System (TIPS) meets all necessary requirements and is compliant with the procurement standards for this Community Development Block Grant project and no other modifications are necessary.
As this is a Community Development Block Grant (CDBG) project, construction must be completed and all associated expenses settled by July 1 to meet the U.S. Department of Housing and Urban Development (HUD) deadline for utilizing these funds. In light of this timeline, and given that Council had previously authorized the improvements, staff has proceeded with the execution of the TIPS contract to ensure the project remains on schedule.
The Swift Memorial Park Improvements project, located at 200 Monterrey Street, is a critical initiative aimed at enhancing the quality and accessibility within the Wallace Addition neighborhood. The park, which was originally donated to the city by George Lee Swift in 1973, has served as a peaceful and welcoming environment for residents for over five decades.
The most recent park improvements occurred in 2014, and since then, the city has recognized the need for further upgrades to maintain the park's accessibility, safety, and overall appeal.
The proposed improvements will focus on several key aspects to ensure Swift Memorial Park continues to meet the evolving needs of San Marcos residents.
Key Improvements:
1. Playground Surface Upgrade:
o The playscape itself remains in good condition however access is difficult due to the use of engineered wood fiber material surrounding it. The existing engineered wood fiber material in the playground area will be replaced with artificial turf. This was recently completely at Captain Paul Pena Park last year. This upgrade will not only improve the appearance of the playground but will also enhance safety, reduce maintenance costs, provide better ADA accessibility and provide a more comfortable play surface for children.
2. ADA Accessibility Improvements:
o In keeping with the city’s commitment to accessibility, new sidewalks will be constructed to improve access for individuals with disabilities. These improvements will ensure that all visitors, regardless of mobility, can enjoy the park.
3. New Picnic Tables:
o The installation of new picnic tables will provide additional seating areas for families and park-goers, offering spaces to gather, relax, and enjoy the park.
4. Water Fountain Installation:
o A new bottle filler water fountain will be added to the park to provide hydration for visitors, particularly during warmer months.
5. Basketball Court Resurfacing:
o The existing basketball court will undergo resurfacing to provide a smooth, safe, and durable playing surface for patrons.
Project Funding and Timeline:
The Swift Memorial Park Improvements project will be funded through a combination of Community Block Grant Funds (CDBG) and park improvement funds.
Construction will begin the first week of June and will be completed within 45 calendar days once construction has begun.
Pursuant to Local Government Code Section 271.102 which authorizes the City to participate in cooperative purchasing programs, staff recommends award to T.F.Harper & Associates LP, Austin, Texas, in an estimated amount of $238,130.45: through Texas Interlocal Purchasing System (TIPS) #240-702-2 for Parks and Recreation Equipment, Products, and Installation Services. TIPS issued a Request for Proposal, evaluated offers and selected T.F. Harper & Associates LP based on best value.
Council Committee, Board/Commission Action:
The Parks and Recreation Board provided consensus for the proposed improvements on May 18, 2023, prior to submission for Community Development Block Grant Funding. The Parks and Recreation Board review and provide feedback to staff regarding all proposed park improvements, but do not take a formal vote during those discussions.
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