TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Leslie Hardy, Community and Library Services Director
1. Subject
title
Agreement with Turboscape, Inc. for annual replenishment of certified engineered wood chips to maintain safe fall zones in City tot lots (playgrounds).
body
2. Summary
A four-year agreement with Turboscape, Inc. to provide annual replenishment of certified engineered wood chips to maintain safe fall zones for 13 City park tot lots (playgrounds) per the American Society for Testing and Materials Specification. The four-year agreement total is not to exceed $140,000.
3. Recommended Action
recommendation
Approve the agreement with Turboscape, Inc. in the amount of $140,000 for annual replenishment of certified engineered tot-lot wood chips; and authorize the Mayor and City Clerk to execute on behalf of the City.
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4. Fiscal Impact
The expense for this four-year agreement will be included in the Fiscal Year 2025-2026 General Fund budget request in the amount of $140,000 and will be funded through General Fund (100):
100.7022.51420.00000 Maintenance Contracts
5. Strategic Plan Goals
Goal 3: Enhance Public Communication Strategy and Quality of Life
Objective 3.7: Continue to offer high quality and efficient city led recreation programs.
6. Discussion and Background
The Community and Library Services Department maintains 17 tot lots (playgrounds) at 16 City parks. All playgrounds are required to have a safety surface that meets the American Society for Testing and Materials (ASTM) Standard Specification for Impact Attenuation of Surfacing Materials Within the Use Zone of Playground Equipment (ASTM F1292-99). Of the 17 playgrounds, 13 utilize certified engineered tot-lot wood chips to meet these safety requirements. Wood chips are maintained at a minimum depth of 12” (recommended). Contract services are utilized to replenish the wood chips to each playground on an annual basis. The current service agreement expires June 30, 2025, requiring a new agreement for these services.
A request for bids (Bid No. 24-25.16) was advertised for annual replenishment of certified engineered tot-lot wood chips in February 2025. Bids included a unit (cubic yard) cost for certified wood chips, including delivery, for each year of the four-year agreement. Three bids were received:
|
Company |
City Location |
Year One (per cubic yard cost) |
Year Two (per cubic yard cost) |
Year Three (per cubic yard cost) |
Year Four (per cubic yard cost) |
|
1. Turboscape, Inc. |
Lake Elsinore, CA |
$51.00 |
$52.50 |
$54.00 |
$55.50 |
|
2. Jet Mulch, Inc. |
Capitola, CA |
$57.48 |
$59.78 |
$62.17 |
$64.66 |
|
3. Master Landscape & Maintenance, Inc |
Westminster, CA |
$191.00 |
$197.00 |
$203.00 |
$209.00 |
Turboscape, Inc. (Turboscape) submitted the lowest responsible bid per cubic yard for each of the four years. Staff verified the qualifications of the contractor with references provided. Turboscape is also the current contractor and has provided acceptable service over the course of the existing agreement. Based on the annual cubic yard costs, all 13 playgrounds that utilize certified wood chips can be maintained at the recommended minimum depth.
The term of the agreement is from July 1, 2025 through June 30, 2029. The total not to exceed amount of the four-year agreement is $140,000, with the first year of the agreement to be in an amount not to exceed $35,000. Funding for this amendment has been programmed in the proposed FY2025-2026 operating budget. Each year of the remaining term of the agreement is dependent upon City Council approval as a part of the annual budget process.
7. ATTACHMENTS
• Agreement with Turboscape, Inc.