Hi
CPlay volunteers and TDC staff have been busy working through the CPlay procurement procedure, we are closer to signing contracts, we have sourced further funding, but are not quite ready to commit yet.
Our working drawings have enabled us to arrange multiple quotes for surfacing and earthworks - these are the last two major parts to the project where we still need to negotiate, sign contracts and lock prices in.
It is worth investing in the earthmoving and surfaces to ensure everyone can access the equipment to play - because everyone has a right to.
Through the working drawing process, we refined the landscape design to reduce costs while still retaining the important design concepts.
The plan meets all of the wants and needs that came from our community consultation.
Paramount goal, is to provide a space where all abilities, ages and sizes can play together.
Firm surfaces with seamless transitions and appropriate gradients are key to achieving this.
It is important to note, that while bark and stone surfacing options could be cheaper, they don't allow everyone to access our play equipment which is one of the core goals of our project.
Above: An example of one of the 92 pages of working drawings produced by CREO (the playground architects who have created working drawings from our design concept). This specifies the best way to construct raised mounds. There are various materials, techniques and layering to protect from things like ground water pressuring up, erosion inside the mound, robust foundations, and protection to the rubber play surface so it looks great, lasts a long time and is compliant to help protect people while they play.
Playground landscaping and mounds are extremely beneficial to children's development, building body awareness and encouraging problem-solving.
Considering up-front costs and long-term maintenance costs is important.
Now that the paths, fall zones and various surfacing types are confirmed, we need to also consider the up-front costs vs long term maintenance costs. This is a decision that needs to be made by TDC, as they will take ownership of the new playground asset and be responsible for its future up-keep.
CPlay has worked with the TDC team to produce a business case which models and forecasts up-front costs vs long term maintenance cost information.
Examples are comparing concrete pathways to asphalt and artificial grass turf to rubber "pour and play".
Turf and asphalt options cost less up-front but have a much higher maintenance cost over the life of the playground. They also could impact the playgrounds safety and functionality.
So careful consideration needs to be made to choose the best option, while matching the scope of the project to our budget.
ABOVE: The working drawings specify the fall zones and areas that need the correct cushioning and surface type to help protect people from serious injury and to meet NZ Safety playground standards.
TDC has approved additional funding to help us afford their preferred quality of finish.
Given that there is a significant benefit to Council long-term (via heavily reduced maintenance costs), it was recommended on the 15th November that additional Council funding of $300,000 + GST was considered for the quality of finish preference to provide the higher quality construction, services and products. Thank you to Timaru District Council for their consideration and ongoing support to CPlay.
You can access the agenda here: timaru.govt.nz/Infrastructure-Committee-AGENDA-15.11.22.pdf
And watch the council discuss this here: youtube.com/watch?v=OlPObqKFvK0
ABOVE: Tracy Bell (Roading Corridor Technician) speaks to Councillors on the CPlay Playground - Additional Funding Request, authorised by Andrew Dixon, Group Manager Infrastructure.
There are other cost increases that we are working to remedy.
While the councils funding support of $300k helps us purchase the surface quality they require, there is still a 250k price increase that we need to remedy. Our initial estimate cost $2.2 million was based on concept drawings. Quotations for construction works including ground formation, paths, edging and other surfacing have the total cost of the new CPlay playground now at $3 million.
There are a few reasons why there is a cost increase:
- The detail specified in the working drawings enabled more accurate quotes and is largely why we have an increase from our original costings. (It is important to note that we could not complete the working drawings to detail this information to quote on, until we had reached our fundraising goal). The working drawings specify things like; forming the mounds beneath lighthouse, flying fox and the "eel"; access to pipes and services; preparing foundations; contouring to improve drainage; preparing firm and flush surfaces for wheelchair access and appropriate quantity of safety matting.
- The current climate has also impacted costs. As you know, we started this project before Covid arrived, and our early estimates were established over nine months ago. It is frustrating, and it's not just us who are being impacted by the same problems.
We have refined the scope and budget.
Our voluntary CPlay team collaborated with CREO landscape designers, Playground Centre equipment suppliers, TDC team and CPlay preferred partners to refine the landscaping plan.
Thanks to our communities amazing fundraising support, we were able to lock our equipment order in, so those costs haven't changed and the playground equipment construction was able to get underway in August 2022.
The next step is to finish the procurement process, negotiate and confirm contracts for the earthworks and surfacing. As you can see by the graph below, these make up a significant part of the projects costs.
As we are still to confirm who the final suppliers and contractors will be, and because it is important to provide equal opportunity to those who are quoting and negotiating, we cannot disclose sensitive information such as the exact figures for the quotes that we have received. Once contracts are signed, the figures can be made public.
We are choosing suppliers on quality, value for money and other aspects such as local presence, relationship and ability to deliver the job in a timely manner.
Learn more about the Councils procurement process here: timaru.govt.nz/procurement-policy
We are working on solutions to find funds.
We have made an application to Community Trust Mid and South Canterbury for $250,000. They have already pledged to support CPlay with a $250,000 donation in November 2021 which we are grateful for.
We are looking into other community grant options, but the timing of these applications and decisions could impact our project timeline and costs.
If we can't find the funds, we will need to consider taking things out, or staging the project, but there are all kinds of implications to these options and they are not preferred.
So, in summary, the additional $300k will enable the quality of finish that TDC has chosen. This will reduce the maintenance costs required long-term which will ultimately benefit rate payers over the life of the project.
We are still short $250k which could increase with inflation etc, if we can't sign contracts sooner than later.
Our team of volunteers are working really hard to source further funds from the community, negotiate contracts and be in a position to commit to contracts in December.
