TO: Honorable Mayor and Members of the City Council
THRU: Jarad Hildenbrand, City Manager
FROM: Leslie Hardy, Community and Library Services Director
1. Subject
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Agreement with Robertson Industries, Inc. for maintenance and repair of rubberized play surface material for tot lots in five City parks.
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2. Summary
This agreement provides ongoing maintenance and repair for the rubberized play surface material that provides safe fall zones for tot lots in five City parks, including El Camino Real, El Modena, Fred Barrera, Serrano, and Steve Ambriz Memorial Parks. The agreement term is for one year.
3. Recommended Action
recommendation
Approve the agreement with Robertson Industries, Inc. in the amount not to exceed $56,522.40 for maintenance and repair of rubberized play surface material to maintain safe fall zones in five City park tot lots; 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 agreement is $56,522.40 and will be funded through General Fund (100): 100-7203-56999 Maintenance Contracts
5. Strategic Plan Goals
Goal 3: Enhance Public Communication Strategy and Quality of Life.
6. Discussion and Background
The Community Services Department maintains seventeen tot lots (playgrounds) in sixteen parks. El Modena, Fred Barrera, Serrano, and Steve Ambriz Memorial Parks utilize poured-in-place (PIP) rubberized play surface material to constitute a safety surface while El Camino Real Park has a combination of engineered wood fiber and rubberized surface (the remaining tot lots all have engineered wood fiber surfaces). The five City playgrounds that utilize a PIP safety surface meet the American Society for Testing and Materials (ASTM F 1292-99) Specification for Impact Attenuation of Surface Systems under and around playground equipment.
Daily maintenance includes sweeping, blowing, spot cleaning, and inspection to ensure the surface is free of harmful debris and damage. In addition to the regular maintenance, the rubberized surfaces require comprehensive annual maintenance which includes pressure washing, re-coating, and repair. The maintenance program also includes a variety of efforts applied to each surface, depending on need. Within this agreement term, additional PIP surface repairs are needed at Steve Ambriz Memorial Park, which includes seam repair, spider crack repairs, and some removal and replacement.
These services have historically been rendered by professional contractors. The current maintenance agreement expired on June 30, 2025, and as such staff began procurement activities to establish a new agreement for Fiscal Year 2025-2026. Staff is recommending Robertson Industries, Inc. (Robertson) to provide tot lot rubberized play surface maintenance and repair services. The City has had a positive experience with Robertson, as they have provided these services in the past. Robertson, a Playcore Company, is covered under national cooperative purchasing agreement #R230202, authorized by Region 4 Education Service Center and provided by OMNIA Partners, a cooperative purchasing organization. The pricing structure for all services under this proposed agreement will be per the OMNIA awarded rates. As such, competitive bidding for these services has already taken place, consistent with the City’s purchasing policy, and the City may utilize this agreement for covered services without additional competitive bidding.
These repairs require an additional service cost on top of the annual maintenance costs.
The total expenditure for this one-year agreement is $56,522.40, which includes $38,945.00 for annual maintenance of five tot lots, $12,439.00 for surface repairs at Steve Ambriz Memorial Park, and a 10% percent contingency of $5,138.40.
7. ATTACHMENT
• Agreement with Robertson Industries, Inc.