HomeMy WebLinkAboutPR 21504: PURCHASE OF AN OUTDOOR FITNESS SYSTEM FROM GAME TIME OF CYPRESS TEXAS www.PortArthurTx.gov
INTEROFFICE MEMORANDUM
Date: July 22,2020
To: The Honorable Mayor and City Council
Through: Ron Burton,City Manager
From: Chandra Alpough, Director of Parks and Recreation (_
RE: P.R. No. 21504-Purchase of an Outdoor Fitness System form GameTime of
Cypress,Texas
Introduction:
The intent of this Agenda Item is to request the City Council's approval of P.R. No. 21504
authorizing the purchase of an outdoor fitness system for Rose Hill Park from GameTime of
Cypress, Texas through the Texas Buyboard Cooperative Purchasing Contract No. 592-19 in
the amount of$39,938.06.
Background:
The City Council of Port Arthur has made "quality of life"a primary goal of city governance
and administration. It is even more of a focal point as citizens try to balance life while dealing
with various issues that have stricken the nation. These same issues have severely impacted
normal summer programming that the citizens look forward to.
The purchase of this outdoor fitness system will improve community wellness by providing a
variety of fitness opportunities that will increase physical activity along with helping citizens
of all ages achieve a healthier and happier lifestyle. This system is comprised of training
components that would benefit everyone. It is designed to encourage physical activity while
enjoying the fresh air. The purchase of this outdoor fitness system will further the City
Council's objective to help improve and enhance the quality of life for the citizens of Port
Arthur.
Budget Impact:
Funds are available in the following account: 001-1207-531.92-00.
Recommendation:
It is recommended that the City Council approve P.R. No. 21504 authorizing the purchase of
an outdoor fitness system for Rose Hill Park from GameTime of Cypress, Texas through the
Texas Buyboard Cooperative Purchasing Contract No. 592-19 in the amount of$39,938.06.
"Remember,we arc here to serve the Citizens of Port Arthur"
P.O.Box 1089 ><Port Arthur,Texas 7764 1-1 089 }<409.983.8182 X FAX 409.983.8294
P. R.No.21504
7/22/2020 ca
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE PURCHASE OF AN OUTDOOR FITNESS SYSTEM
FOR ROSE HILL PARK FROM GAMETTME OF CYPRESS, TEXAS THROUGH TEXAS
BUYBOARD COOPERATIVE PURCHASING CONTRACT NO. 592-19 IN THE AMOUNT
OF $39,938.06; FUNDING AVAILABLE ACCOUNT NUMBER 001-1207-531.92-00
WHEREAS, the City Council of Port Arthur has made "quality of life" a primary goal of
city governance and administration;and,
WHEREAS, the purchase of this outdoor fitness system will improve community
wellness by providing a variety of fitness opportunities, increase physical activity and help
motivate citizens of all ages to achieve a more healthier and happier lifestyle; and,
WHEREAS, Chapter 271 of the Texas Government Code allows a city, by resolution of
its governing body, to participate in cooperative purchasing programs, such as Texas Buyboard
as an alternative to formal bid process; and,
WHEREAS, pursuant to Resolution No. 02-341, the City of Port Arthur entered into an
interlocal agreement for cooperative purchasing with Texas Buyboard;and,
WHEREAS, GameTime of Cypress, Texas is part of the Buyboard cooperative
purchasing program under Contract No. 592-19 and submitted a quote for an outdoor fitness
system for Rose Hill Park in the amount of$39,938.06 (attached hereto as Exhibit "A"); now,
therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR:
Section 1. That the facts and opinions in the preamble are true and correct.
Section 2. That the City Council deems it is in the best interest of the City to
authorize the purchase of an outdoor fitness system for Rose Hill Park from GameTime of
Cypress,Texas through Buyboard Contract No. 592-19 in the amount of$39,938.06.
Section 3. That a copy of the caption of this Resolution be spread upon the Minutes
of the City Council.
P.R.No.21504
7/22/2020 ca
READ, ADOPTED AND APPROVED THIS day of , A.D., 2020, at a
Regular Meeting of the City Council of the City of Port Arthur, by the following vote:
AYES: (Mayor)
Councilmembers:
NOES:
Thurman"Bill"Bartie
Mayor
ATTEST:
Sherri Bellard
City Secretary
APPROVED AS TO FORM:
Val Tizeno, Esq.
City Attorney
APPROVED FOR ADMINISTRATION:
Ron Burton
City Manager
P.R.No.21504
7/22/2020 ca
0,/aWIViita a
Chandra Alpough (4 —
Director of Parks and Recreation
APPROVED AS TO AVAILABILITY OF FUNDS:
Kandy Daniel
Interim Director of Finance
Cliflo Wi'lams,CPPB
Purchasing Manager
P.R.No.21504
7/22/2020 ca
EXHIBIT "A"
do Total Recreation Products,Inc.
Phone' 07122/2020
Ga e�nte. 17802 Gra281-nt351-Road Cypress.2402 Texas 77429
Toll Free Quote#100374-01-02
800-392-9909
F CDRE Fax•281-351-2493
TJ-06072-20 Rev 1 Rose Hill Park / Fitness
City of Port Arthur Ship to Zip 77301
Attn:Chandra Alpough
Post Office Box 1089
Port Arthur,TX 77641
Phone:409-983-8152
Fax 409-549-4077
c ha ndra.alpoug h @ po rtarthurbc.gov
Quantity Parta Description visit 7,-,_,. .,ro:ent
1 14912 GameTime-Thrive 450 321,210.00 $21,210.00
1 13576 GameTime-Hurdle Station 5433 00 $433 00
1 13565 GameTime-Fitness Sign Post For Sticker 5204 00 5204.00
1 13571 GameTime-Push Up Station 5805 00 5805.00
1 13565 GameTime-Fitness Sign Post For Sticiter 5204 00 5204.00
1 13572 GameTime-Parallel Bar Station 5765 00 5765.00
1 13565 GameTime-Fitness Sign Post For Sticker 5204 00 5204.00
1 13570 GameTime-Sit-Up Station 51,294 00 51,294 00
1 13565 GameTima Fitness Sign Post For Sticker 5204.00 5204.00
1 RDU GameTime-Surfacing Accessories,(33)12-Playcurbs,(1)Accessible Curb and(1)2250 SF Geo S3,010.00 53,010.00
Textile Roll
1 W74279 GT-tmpax-58 Cubic Yards(1156 SF)of Engineered Wood Fiber Surfacing.Calculated at 12' 51,736.68 51,736.68
Compacted Depth to Zap Code 77640-
Price includes discount of 5248.48 and Freight
I INSTALL GameTime-Installation of Above Equipment and Surfacing Only; - 514,321.55 514,321.55
No other site work,demolition or concrete work included Acquisition of any and all permits is the solo
responsibility of the customer
Standard installation does not include any extra or additional machinery,drillers,etc..for rock
excavation. If rock conditions are encountered,additional charges will apply.
Contract:Buy Board Contract#592-19 Sub Total $44,391.22
Discount (56,905.41)
Estimated Freight $2,452.25
Total 539 938 06
Comments
Freight Calculated to Installer's Zip Code 77301
DUE TO FLUCTUATING FUEL COSTS.FREIGHT SHOWN IS ESTIMATED FREIGHT.ACTUAL FREIGHT WILL BE DE I ERMINED AT THE TIME OF
YOUR ORDER
PLEASE FEEL FREE TO CONTACT US TO VERIFY CURRENT FREIGHT CHARGES PRIOR TO PLACING YOUR ORDER
important Terms&Conditions-Please Review
To place an order,you must provide one of the following:a Purchase Order assigned to GameTime;or this Price Quotation,signed by an
authorized purchaser,with a check made payable to GameTime.GameTime will also accept payment by Visa,MasterCard,or American
Express.A current approved credit application Is required for Nat 30 terms.
?age 1 of 3
do Total Recreation Products,Inc.P07/22'2020
17802 Grant Road Cypress,Texas 77429 Quote 1#100374-01-02
GameTime) Toll Free:
800-1-2402
Toil Free:800-392-9909
•Pi CORE Fax:281-351-2493
TJ-06072-20 Rev 1 Rose Hill Park / Fitness
This ceielatier eafalett1y excludes any and all items not exoressiv_epecified or Identified above,No other product,equipment,or service is
included,regardless of any Contract Document,Contract Section,Plans,Specifications,Drawing,or Addendum.Delivery for most GameTime
equipment is approximately 5-6 weeks after all order documents have been received and payment terms have been approved.A current,
approved credit application is required for 1130 terms.To place an order,you must provide a purchase order or a signed Total Recreation
Products,Inc.(hereafter described as TRP)quote,assigned to GameTime.Neither general contractor nor subcontractor contracts can be
accepted_Purchase documents that contain Indemnity or hold harmless conditions cannot be accepted.Retainage Is not permitted.Tho
following must be received before your order can be processed:complete billing and shipping addresses,a contact name and phone#,and all
color choices.Manufacturers colors may vary from year to year.You are responsible for ensuring that any required submittal approvals are
completed before placing your order for processing.TRP reserves the right to limit submittals to one copy.Shop drawings,bluelines,sepias,
are not available.Closeout documents may be limited to GameTime or TRP standard Issue.If Sales Tax Exempt,a copy of your tax exemption
form or resale certificate must accompany your order,or any applicable sales tax,will be added to your invoice.Most GameTime products are
shipped from the Ft Payne,AL plant GameTime cannot hold orders or store equipment Equipment is Invoiced when shl ,if a cash sale,
your payment must be received In full before the order will be processed.Contractors must also provide copies of current,fully executed
bid/performance/payment bonds,as applicable. Pricing shown does not include any charges for permits,bonding,prevailing wage,or
additional insured certifications.
Unless otherwise noted,any quantity of surfacing or playcurbs quoted has been calculated specifically for the equipment and layout shown.
No additional surfacing or curbing Is included,and no allowance has been made,for an unleveled,convoluted or larger site,or for a different
layout.Neither GameTime nor TRP is responsible for any surface,curbing,border,or drain that is provided by others.Also please confirm that
your area is adequate for the equipment that you are purchasing.
Installation char9e,if quoted,are for a"standard-instailation_unlass st>acifically noted to be otherwise.Installation charges are due uee.te
completion,Standard Installations are based upon a soil work site,that is freely accessible by truck,(no fencing,treellandscaping or utility
obstacles,etc.),and level,(+1-1-2%maximum slope).An accessible water source must be available to the installer.Any site work that Is not
expressly described is excluded.Standard Installation does not Include any extra or additional machinery,drillers,etc.,for rock excavation.If
rock conditions are encountered,additional charges will apply.
Standard Installations generelly_Digylre from 2-10 business day5lo comniete,dependintastpon the amount and type of equipmenLllt_.
conditlone,weather,and the InstilIler's schedule.Work may or may not be performed in consecutive days,Playcurbs are staked in,not sot in
concrete.Engineered wood fiber and shredded rubber surfacings are spread,not compacted,rolled,or watered.Landscape timbers are not
warranted.The Customer is responsible for locating and clearly marking all underground utilities in the Installation area before any installation
work can begin.The installer is not responsible for damages,repairs,or discontinuance of business due to damaged utilities.
if applicable,sprinkler system locates,re-working and repairs are excluded from installation charges.installation of all products,(equipment,
borders,fall surfacing and amenities)aro as quoted and approved by acceptance of quotes and drawings.As a precautionary measure,work
in progress areas will be taped off at the end of the workday.Pier spoils from installation shall be spread at site,site will be left rough grade.
The installer is not responsible for any damages or re-work resulting from atter hours events or activities during the work In progress period.
Temporary fencing is only provided by specific request,and additional charges will apply.Collectively and/or individually,not the
manufacturer,TRP,their representatives,nor the Installation company shall be held liable for any damages resulting from misuse,vandalism,
or neglect.Any deviations from approved and accepted placement of all items,along with additional work,over and above quoted Items,will
be chargeable to the customer.Once work Is completed the customer will be notified if present at the job site,and all responsibility of any new
work will be transferred to the customer.The customer Is responsible for maintaining the integrity of completed installation work until all
components have seated and/or cured(concrete footings,etc.).ysigiaegjeseeelecemeellees,emojelejy_naipared and ready to receive your
equipment before any Installation work begins.Acquisition of any and ail permits is the sole responsibility of the customer.Additional charges
in3y be billed for any extra hours or trips needed as a result of the work site not being ready.Neither the installation contractor,GameTlme nor
TRP will be responsible for delays caused by shortages,Incorrect parts,weather conditions,other contractors,or lack of site readiness.
li you aro rece)y)ngyour oquipmerj,you are responsible for unloading and accepting delivery from the freight company and moon eg any.
damaged freig)lt or shortages on the freight bill at the time.You will also be responsible for a complete inventory of your received egIpment
and rgportInp any ld sc.repancies to us immediately,Neither the freight company nor the manufacturer will resolve shipment discrepancies that
are not reported Immediately.Make sure that all items have been received before anylype of Installation Werk is scheduled.The freight carrier
will be Instructed to call your designated contact 24 hours before delivery to arrange a delivery appointment..
Once accented,orders can only be changed or canceled with the consent of GameTime and TRP,and on terms that will indemnify them
against loss.Changed or canceled orders are subject to a 5100.00 service charge.Additionally,canceled orders are subject to a 25%
restocking fee,plus freight charges(to and from).13ulleto order equipment orders are non-cancelable,Changes to orders that have been
shipped and invoiced are subject to the above 5100.00 service charge plus additional restockinglretum charges of 25%.Non-returnable items
shall be charged at full Invoice value.Any return transportation charges shall be for the Buyer's account Replacement parts are also subject
to the cancellation/returns policy.Please carefully review any research information that has been sent to you and confirm that you are ordering
the correct replacement parts for your equipment This quotation is valid 30 days,After 30 days,please request an updated quote,Prices may.
be subject to material and fuel surcharges at thetime of shipment and are sublect to change without notice.Current prices will apply at the
lime 4f shipment,Acceptance of this quote indicates your agreement to GameTimo's credit terms,which are net 30 days,FOB shipping with
approved credit Any deviations from this proposal may invalidate the quoted pricing and/or terms.
Page 2 of 3
( do Total Recreation Products.Inc. 07/22/2020
Game-lime' 17802 Grant Road Cypress,Texas 77429 Quote#100374-01-02
Phone 281-351-2402
Toll Free:800-392-9909
•PL cC.1=. Fax 281-351-2493
TJ-06072-20 Rev 1 Rose Hill Park / Fitness
THIS QUOTATION IS SUBJECT TO POLICES IN THE CURRENT GAMETIME PARK AND PLAYGROUND CATALOG AND THE FOLLOWING
TERMS AND CONDITIONS.OUR QUOTATION IS BASED ON SHIPMENT OF ALL ITEMS AT ONE TIME TO A SINGLE DESTINATION,UNLESS
NOTED,AND CHANGES ARE SUBJECT TO PRICE ADJUSTMENT.PURCHASES IN EXCESS OF 51,000.00 TO BE SUPPORTED BY YOUR
WRITTEN PURCHASE ORDER MADE OUT TO GAMETIME,C10 TOTAL RECREATION.
Please complete and return with your required form of payment:
Acceptance of quotation:
Accepted By(printed): P.O.No:
Signature: Date:
Tide: Phone:
Facslmillo: Purchase Amount:539,938.06
Order Information:
Bill To: Ship To:
Company: Company:
Attn: Attn:
Address: Address:
City, State, Zip: City, State, Zip:
Contact: Contact:
Email Address: Email Address:
Tel: Tel:
Fax; Fax:
For non-taxable purchases: Please also provide a copy of your Sales Tax Exemption Certificate or Resale Certificate.
Quote prepared by:Jennifer Roberts
Page 3 of 3
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