Title
Resolution to Approve a Five-Year Professional Services Agreement (PSA) for Playground Improvement Services for Parks & Recreation for a Not to Exceed Annual Amount of $350,000.00
Memorandum
Attached for your review and action is a resolution to approve a Professional Services Agreement with Michigan Recreational Construction, Inc (MRC). to provide playground improvement services for the Parks & Recreation service unit.
The Ann Arbor Parks and Recreation system has nearly 80 playgrounds throughout the City and Parks & Recreation Services often requires the services of playground construction and maintenance. Pre-qualifying a construction company with appropriate experience to perform work saves valuable staff time and expedites project completion. Having a contractor with the knowledge and qualifications to perform the myriad services required at the City’s playgrounds will assist in making Ann Arbor’s playgrounds safe for all users.
Pre-qualifying consultants was initially implemented twelve years ago to create efficiencies and streamline the process of choosing architects and engineers for a variety of Parks & Recreation projects on an as-needed basis. It has proven to be very successful and this is the fourth contract focused on playgrounds. Some of the projects completed under the previous contract include playground renovations at Leslie Science and Nature Center, Allmendinger Park, and Lockett Park as well as smaller improvements at West Park and Bromley Park.
MRC has operated under the previous three contracts for professional services for periods of three years each, in 2015-2018, 2018-2021, and 2021-2024 for Playground Improvement Services. Request for Proposal (RFP) #24-31 was released on April 10, 2024, and was advertised on the Michigan Inter-Governmental Trade Network as well as on the City of Ann Arbor Purchasing website. Michigan Recreational Construction, Inc was one of three firms to submit proposals, the other firms being RecWise LLC and Innovative Sport Surfacing, Ohio. After a review of all firms’ qualifications and fees, staff selected MRC for the required services based on their extensive experience with all aspects of playground construction and maintenance, as well as their successful past performance in working with Parks and Recreation.
The firm will submit a fee proposal for each project so that staff has a basis upon which to evaluate the individual projects. Individual work statements will be issued for each project.
Staff is recommending approval of a professional services agreement (PSA) with Michigan Recreational Construction on an as-needed basis for a period of five fiscal years for miscellaneous playground improvement services. Staff are also recommending an option to extend the contract for up to two additional years upon approval by the City Administrator. Total expenditures per fiscal year per individual contract will not exceed $350,000.00.
Budget/Fiscal Impact: Funding is available in the approved FY 2025 Park Maintenance and Capital Improvement Millage budget. Funding for services in future fiscal years will be contingent upon City Council approval of the Parks Maintenance and Capital Improvements budget.
Staff
Prepared by: Laurie Tabachnick, Assistant Park Planner
Reviewed by: Josh Landefeld, Parks and Recreation Services Manager
Derek Delacourt, Community Services Area Administrator
Approved by: Milton Dohoney, Jr., City Administrator
Body
Whereas, The City of Ann Arbor previously had a Professional Services Agreement with Michigan Recreational Construction, Inc. (MRC) to perform Playground Improvement Services (R-21-059);
Whereas, The City issued a Request for Proposals, RFP #24-31, to identify contractors experienced in playground improvements projects;
Whereas, Three firms submitted proposals in response to RFP #24-31;
Whereas, Staff has selected Michigan Recreational Construction, Inc. as well-qualified to perform the type of work identified in RFP #24-31;
Whereas, Staff selected MRC based on their extensive experience with all aspects of playground construction and maintenance, as well as their successful past performance in working with Parks and Recreation;
Whereas, Award of contracts for services on an as-needed basis will allow the City to expedite playground improvements in the Parks & Recreation system;
Whereas, Funding is available in the approved FY2025 Parks Maintenance and Capital Improvements budget to cover the cost of these services;
Whereas, Funding for future fiscal years will be contingent upon City Council approval of the Parks Maintenance and Capital Improvements budget; and
Whereas, Michigan Recreational Construction has agreed to comply with the living wage and prevailing wage ordinances as part of the qualification process;
RESOLVED, That City Council approves a five-year Professional Services Agreement for playground improvement services with Michigan Recreational Construction, Inc., not to exceed $350,000.00 per fiscal year;
RESOLVED, That City Council approves an option to extend the agreement term for up to two additional years upon approval by the City Administrator;
RESOLVED, That the Mayor and City Clerk are authorized and directed to execute the agreement after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator is authorized to take all appropriate actions to implement this resolution and the agreement, including authorization of work statements under the agreement and all determinations delegated to the City under the agreement, including renewal, extension, amendment, or termination.