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Agenda Item St. Johns County Board of County

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Agenda Item St. Johns County Board of County AGENDA ITEM ST. JOHNS COUNTY BOARD OF COUNTY COMMISSIONERS 23 Deadline for Submission - Wednesday 9 a.m. – Thirteen Days Prior to BCC Meeting 8/3/2021 BCC MEETING DATE TO: Hunter S. Conrad, County Administrator DATE: July 9, 2021 FROM: Jaime Locklear, Asst Director Purchasing and Contracts PHONE: 904 209-0158 Misc. No: 21-102; Field of Dreams –Phase II - Donation Recognition and Purchase & Install SUBJECT OR TITLE: of Playground Equipment AGENDA TYPE: Consent Agenda, Contract, Resolution BACKGROUND INFORMATION: The Creeks Athletic Association (CAA), on behalf of Field of Dreams (FOD) has raised $30,000 in funding for Phase II of Field of Dreams. To ensure that Phase II is fully constructed, the Tower Committee has proposed a donation of up to $140,000 be transferred from the NW Tower Fund reserves as additional dollars for the completion of the project. If approved, Parks and Recreation will fund the remaining costs from the Countywide Park Maximization fund. The annual maintenance costs for required annual safety inspections and routine playground surface resealing costs (occurs every three years) will be requested through the annual budget process as needed as part of the Recreation Facility Maintenance Department’s annual operations budget. In accordance with St. Johns County Purchasing Policy section 302.6.5.4 (Piggyback or Cooperative Purchase), the purchase and installation of playground equipment will be purchased under Omnia Partners Contract #2017001134 for $180,509 from Playcore Wisconsin, Inc. d/b/ a GameTime. Staff seeks Board authorization to transfer $140,000 from the NW Tower Fund reserves, and to recognize and appropriate the $30,000 donation from CAA/FOD. Staff further seeks authorization to piggyback the above Omnia contract and to execute an agreement for completion of the work. 1. IS FUNDING REQUIRED? Yes 2. IF YES, INDICATE IF BUDGETED. No IF FUNDING IS REQUIRED, MANDATORY OMB REVIEW IS REQUIRED: INDICATE FUNDING SOURCE: Recognition of Unanticipated Contribution of $30,000 and Appropriate to Phase II of Field of Dreams. Reserve consideration of $140,000 from NW Tower Fund Reserve [1200-59920]. $10,509 from Park Maximization [0079-56301] SUGGESTED MOTION/RECOMMENDATION/ACTION: Motion to adopt Resolution 2021-________, recognizing and appropriating unanticipated revenue of $30,000, donated by Creeks Athletic Association; authorizing the transfer of up to $140,000 from the NW Tower Committee reserve; and authorizing the County Administrator or designee to piggyback the Omnia Partners Contract #2017001134, and execute a contract, in substantially the same form and format as the attached with PlayCore Wisconsin, Inc, dba GameTime in the amount of $180,509 for completion of the project. For Administration Use Only: Legal: RDR 7/20/2021 OMB: WS 7/20/2021 Admin: Brad Bradley 7/22/2021 RESOLUTION NO. 2021-___ A RESOLUTION BY THE BOARD OF COUNTY COMMISSIONERS OF ST. JOHNS COUNTY, FLORIDA, AUTHORIZING THE COUNTY ADMINISTRATOR, OR DESIGNEE, TO RECOGNIZE AND APPROPRIATE UNANTICIPATED REVENUE OF $30,000.00, TRANSFER $140,000.00 FROM NW TOWER RESERVES FUNDS, AND TO AUTHORIZE THE PIGGYBACK OF THE OMNIA PARTNERS CONTRACT #2017001134, AND EXECUTION OF A CONTRACT WITH PLAYCORE WISCONSIN, INC DBA GAME TIME FOR COMPLETION OF THE PROJECT RECITALS WHEREAS, the Field of Dreams baseball team is part of the Creeks Athletic Association, and fundraised for the Phase 1 Field of Dreams project, and they’ve done additional fundraising for this Phase 2 project. The Creeks Athletic Association (CAA) on behalf of Field of Dreams (FOD) is contributing $30,000.00 more for the completion of a fully accessible playground at Aberdeen Park; and WHEREAS, the Tower Committee has recommended a transfer of $140,000 from NW Tower Reserve to contribute to the project; and WHEREAS, the County seeks to utilize $10,509.00 from Countywide Park Maximization to fully fund the purchase; and WHEREAS, the County is permitted to piggyback cooperative contracts, in accordance with SJC Purchasing Policy 302.6.5.4, and Staff has determined the proposed contract complies with all applicable requirements. NOW, THEREFORE BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF ST. JOHNS COUNTY, FLORIDA, as follows: Section 1. The above Recitals are incorporated by reference into the body of this Resolution and such Recitals are adopted as finds of fact. Section 2. The County Administrator, or designee, is hereby authorized to piggyback Omnia Partners Contract #2017001134 to purchase accessible playground equipment, at the total cost of $180,508.17, and issue a Purchase Order to that effect. Section 3. The Board recognizes and appropriates $30,000.00 received from CAA and FOD as a donation to partially fund the playground equipment purchase. Section 4. Upon Board approval, the County Administrator, or designee, is further authorized to transfer $140,000.00 from the NW Tower Fund Reserves and utilize $10,509.00 from the Countywide Park Maximization fund in order to complete the purchase. Section 5. To the extent that there are typographical and/or administrative errors that do not change the tone, tenor, or concept of this Resolution, then this Resolution may be revised without subsequent approval by the Board of County Commissioners. PASSED AND ADOPTED by the Board of County Commissioners of St. Johns County, Florida, on this day of , 2021. BOARD OF COUNTY COMMISSIONERS OF ST. JOHNS COUNTY, FLORIDA By: _________________________________ Jeremiah R. Blocker, Chair ATTEST: CLERK OF THE CIRCUIT COURT & COMPTROLLER: Brandon J. Patty, Clerk By: _________________________ Deputy Clerk CONTRACT AGREEMENT MISC 21-102; Field of Dreams Phase II Master Contract No: 21-MAS-PLA-14060 THIS Contract Agreement (“Agreement”) is made as of this ___day of_______(“Effective Date”) between St. Johns County, FL (“Owner”), a political subdivision of the State of Florida, whose principal offices are located at 500 San Sebastian View, St. Augustine, FL 32084, and Playcore Wisconsin d/b/a GameTime (“Contractor”), authorized to do business in the State of Florida, whose principal offices are located at:PO Box 520700, Longwood, FL 32752; Phone: (407) 331-0101; Fax: (407) 331-4720; and Email: [email protected]. WITNESSETH: That for and in consideration of the payment and agreements hereinafter mentioned: 1. Duration. This Agreement shall become effective upon signature by all parties (“Effective Date”), and shall be in effect through and until 11:59 PM Eastern Daylight Saving Time (EDST) on February 28, 2022. The term of this Agreement may also be extended, as necessary to serve the needs of the County, as determined by the County. Any extension of this Agreement shall be at the option of the Owner, must be in writing, and agreed to by both parties. 2. Scope of Services. The Contractor’s responsibility under this Agreement is to provide and install playground equipment at Aberdeen Park, 1401 Shetland Drive, St Johns, FL 32259, for the Field of Dreams Project as stated in the Contractor’s proposal dated June 28, 2021. 3. Contract Documents. The term “Contract Documents” shall include this Agreement; all Specifications and drawings; Contractor’s Proposal dated June 28, 2021; Omnia Partners Contract #2017001134; Insurance Certificates and Bonds; any duly executed amendments, addenda, and/or exhibits hereto; and any and all Change Orders. 4. Commencement of Services. Contractor shall commence the Services upon notification by the Owner and services shall be performed in accordance with the timeframe shown above. Authorization for any additional services beyond the Scope of Services provided herein shall be made in writing in the form of a Change Order executed by the Owner and the Contractor. 5. Compensation/Billing. The Owner shall compensate the Contractor a Lump Sum Amount of / an amount not-to-exceed one hundred eighty thousand five hundred eight dollars and seventeen cents ($180,508.17) for the satisfactory completion of the required services in accordance with the Contract Documents. The Contractor shall submit an invoice to the County upon satisfactory completion of the work described herein. It is strictly understood that the Contractor is not entitled to the above referenced amount of compensation. Rather, the Contractor’s compensation is dependent upon satisfactory completion and delivery of all work product and deliverables noted in the Contract Documents. Unless otherwise notified, Contractor shall submit invoices to: SJC Parks and Recreation Department ATTN: Jayne Delany _______________________ 2175 Mizell Road St. Augustine, FL 32080 In order for the County and the Contractor to reconcile/close their books and records, the Contractor shall clearly indicate “Final Invoice” on the Contractor’s final bill/invoice to the County. Such indication establishes that all services have been satisfactorily performed, and that all charges and costs have been invoiced to the County and that there is no further work to be performed under this Agreement. 6. Permits and Licenses. To the extent that the Contractor needs to obtain/require, and maintain certifications, and/or licenses, in order to perform the Services noted in this Contract Agreement, then the Contractor shall be responsible for securing, obtaining/acquiring, and maintaining, at the Contractor’s sole expense, any, and all, certifications, licenses, and/or approvals required by Federal, State, and/or County law, rule, regulation, or ordinance. 7. Independent Contractor Status. The Contractor, is, and shall be, in the performance of all
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