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HomeMy WebLinkAbout6.f. Jaycee Park Playground Request for Proposal(RFP)�ROSEMOUNT EXECUTIVE SUMMARY CITY COUNCIL City Council Regular Meeting: September 17, 2013 AGENDA ITEM: Jaycee Park Playground Request for AGENDA SECTION: Proposal (RFP) Consent PREPARED BY: Dan Schultz, Parks & Recreation Director AGENDA NO. ATTACHMENTS: RFP and Playground Submittal from St. APPROVED BY: Croix Recreation 0 101 RECOMMENDED ACTION: Motion to approve the purchase of play equipment for Jaycee Park as submitted by St. Croix Recreation for a Burke Premier Play Environments playground. ISSUE Staff recently sent out a Request for Proposal (RFP) for play equipment to replace the existing equipment at Jaycee Park. The City received nine play equipment proposals from six different vendors. BACKGROUND Staff held a neighborhood meeting to share information about the proposed project on Monday, June 17, 2013 at the Jaycee Park Shelter. Below is a summary of the comments that were provided at the neighborhood meeting: All of the neighbors in attendance said they had lived around the park for a long time and that using the park has been a big part of their families' lives. All were very complimentary concerning the layout and upkeep of the park. We heard comments that the new playground should include sensory play things that would provide opportunities for special needs children who may not be able to use many of the existing play features. It was pointed out that many overhead playground components such as zip lines, monorails, spinners, and horizontal ladders require an adult to lift a child to the component and to catch the child should they fall. It was suggested that we limit or eliminate these kinds of overhead features and focus on features children can access and use by themselves such as climbers, rockers and spinners. Rock and rope climbers seemed to be popular with those in attendance, as were spring rockers, surfers, and lily pad or spring pod type features. Everyone seemed to want more swings, including additional bucket swings for toddlers and tire swings for bigger kids. There was concern about the temperature that the playground equipment, especially the slides, can reach on a hot and sunny day. One suggestion was to rely only on tube slides since the tube itself shades the actual sliding surface, but another neighbor said even the tube slides get too hot and should be avoided. The color of the playground and the surfacing (under the equipment) used should be selected with temperature in mind. There was discussion about surfacing and everyone agreed that woodchips were favored over the existing pea rock. Several people suggested that at least one level of the playground, if not all of it, should include rubber surfacing. The neighbors suggested that if possible, the playground should be constructed on one plane, and if not, one of the terraces should be eliminated so that it is built on two levels. There was interest in giving this playground or another playground in the community a natural theme and including some natural play features such as logs and boulders. One comment was that we should do something that is different from what most city parks offer. Several of the neighbors also requested that a basketball court be added to the park. Based on information received at the neighborhood meeting for the replacement of the play equipment at Jaycee Park, staff created the attached Request for Proposal (RFP). The RFP is included in the packet. The original budget for the equipment was $75,000. After reviewing what we wanted to accomplish with the project, which was creating a destination park, the budget was increased to $100,000. The funding comes from the Parks and Grounds Maintenance budget which is part of the City's Public Works operations. The deadline for submitting proposals for the project was Friday, August 30. Staff asked two Parks and Recreation Commission members to volunteer to serve on the review team along with one Council member and two staff. This group reviewed and scored the proposals. The proposal from St. Croix Recreation was one of the top scoring proposals and had one of the highest numbers of play values. SUMMARY The Parks and Recreation recently reviewed the proposals and the submittal from St. Croix Recreation was in their top three choices out of nine submittals. The City Council reviewed the proposals and the submittal from St. Croix Recreation was their top choice out of nine submittals. The recommended action is for the City Council to approve a motion to purchase play equipment for Jaycee Park as submitted by St. Croix Recreation for a Burke Premier Play Environments playground. K REQUEST FOR PROPOSAL Request for Proposals: The City of Rosemount is requesting proposals from interested and qualified manufacturers and their product representatives for supplying and installing play equipment at Jaycee Park at 15425 Shannon Parkway (see enclosed map). Owner: City of Rosemount. Contact: Questions regarding the RFP should be directed to Tom Schuster, Parks Supervisor, 13885 South Robert Trail, Rosemount, MN 55068, (651) 322 -6005. Submission: One copy of the proposal shall be submitted to the Parks Supervisor, as identified above, no later than 4:30 P.M., Friday, August 30, 2013. Late submittals will not be accepted. Each proposal should include an 8%" x 11" full color drawing of the playground and an 8'/2" x 11" bird's eye view of the layout. Any posters or foam core boards showing the layout must not exceed 24" x 36" in size. Acceptance: The City of Rosemount reserves the right to cancel the Request for Proposal at any time or for any reason which serves the best interest of the City. The City of Rosemount also reserves the right to reject proposals and bids based on the evaluation of submitted materials and to accept proposals other than those exhibiting the lowest price. Preparation: The City of Rosemount will not be responsible for any costs incurred by those submitting a proposal and bid. Owner's Right to Revisions: The owner reserves the right to revise the scope of the project based on budget limitations and other considerations. The vendor will be expected to assist the owner in redesigning the project as warranted, based on these considerations. The owner also reserves the right to select all or part of a proposal as well as to select desirable aspects from any number of proposals. Evaluation Criteria: Each proposal will be evaluated against the following criteria: (100 pts total) 1) Play value — number and quality of play features (25 pts) 2) Overall design — layout and use of available space (25 pts) 3) Quality of materials (including warranty and service) (20 pts) 4) Delivery and installation time frame. Please indicate the maximum time needed to complete the project from the time of signing the contract (20 pts) 5) Quality of Proposal, References (10 pts) Contract Requirements: Each proposal must meet the City of Rosemount's standard contract requirements, which include insurance and other provisions. A copy of those provisions is attached. The owner reserves the right to reject proposals that do not meet these requirements. RiMU a Site Description: Jaycee Park, at 154525 Shannon Parkway, is a 14.3 acre park in an established residential neighborhood. A photo of the existing and the proposed site plan is attached. While the site does not present any extraordinary problems related to the installation of new equipment, the playground site is terraced and the new playground must be designed to provide accessible play on both terrace levels. There are currently three terrace levels to the playground but we would like to eliminate one level and construct the new playground on only two levels. The existing playground equipment on the site will be removed by the owner. The existing pea gravel surfacing material will be removed from the site by the owner, as will the existing timber borders. The owner will install a concrete perimeter for the playground area and a border between the upper level and lower level (approximately as shown on the Preferred Configuration photo). This border will most likely be made up of a boulder wall. The overall dimensions of the perimeter will be 72' x 125' in size. We expect that the west or upper terrace for the new playground will be approximately 72' x 75', and the lower or east terrace, 39" lower, is approximately 72' x 50'. However, the exact placement of this boulder wall will be dependent on the playground design. The border/boulder wall may be straight or curvilinear depending on which best serves the selected playground design. The installation of this boulder wall will occur after the playground design is selected and the installation contract is signed. Therefore, please make sure your playground design somehow incorporates the change in elevation and is detailed to show the placement and height of the wall needed to accommodate this elevation change. Access is provided along the entire 72' west end of the upper tier by a bituminous path and to the lowest tier by a path located approximately midway along the north facing 50'side of that tier. All interested respondents are encouraged to become familiar with the project site before submitting a proposal. Project Timeline: The City will require the project to be completed in the autumn of 2013, and preferably by November 1, 2013. Project Budget: The price of providing and installing the new playground equipment and safety surfacing should not exceed $1.00,000.00 A summary of the project is listed below: The following project costs should not exceed $100,000.00. This amount should include: 1) Insurance, cost of ADA compliance plan design, overhead, and similar costs. 2) Purchase and installation of new play equipment components. 3) Purchase and installation of 6" of half- inch river rock base material needed for surfacing. 4) Purchase and installation of landscape fabric between river rock base material and wood fiber surfacing. 5) Purchase and installation of wood fiber surfacing needed to comply with current ADA standards. 6) Shipping and tax on any of the above components. 7) Cleanup of the site and the removal and disposal of packaging materials. Work Provided by Owner (not to be included in the $100,000.00): 1) Removal of existing playground equipment, border, and surfacing. 2) Construction of concrete playground border and external access trails. 3) Accessible ramp into the playground area. Design Criteria: The proposal should meet current Consumer Product Safety Commission guidelines, ASTM requirements and ADA standards. Please indicate how your Proposal will fneet the current ADA standards. Jaycee Park is heavily used and in addition to the playground contains a hockey rink, a baseball field, two soccer fields, several garden plots and generous open play space. The City would like for the play structure to be a destination location for the community. The design for the new playground should offer play features appealing to children of various ages and abilities. The play features that are proposed should consider a theme such as a fort, tree house, castle, space ship, or other creative setting. The design should attempt to include a "mega tower" or other similar type structure to get the users high off the ground. At a neighborhood meeting residents expressed a need for individual play features for children with special physical and social needs. The residents asked that we limit the number of overhead features such as rings and trolley rides if they require the assistance of an adult for access, use, and egress of the play feature. They also asked that we consider something "new and different" than traditional deck and panel playgrownds. And while a playground theme would be welcome, the most important evaluation criteria for rating the proposals will be overall play value. The proposal selected will be the one that we feel best uses the individual components to engage children physically and emotionally and not merely to create or enhance a particular theme. The temperature of the playground components is important, so the playground should be designed so as to minimize heating of the slides and decks in the sun. The new play equipment improvements should include, but not be limited to, the following: • One play equipment structure appropriate for children ages 2 — 12. The preferred color scheme would be earth tones including burgundy, tan, green and or blue, rather than bright or primary colors. • One web climbing feature. • A separate swing structure (maximum 8' high) should be included containing four (4) tot swings and four (4) belt swings with the option of replacing one swing at a later date with one (1) swing accessible by wheelchair. • Industry required level of certified engineered wood fiber to be placed under play equipment. • Rubber swing/slide mats should be included in bid and installed under the swings and exit of the slides. • Signage indicating the age appropriateness of playground equipment. • Three (3) six foot in- ground benches with backs. Please locate within the proposed border. • Two (2) independent play features for younger children, such as spring riders and/or small block climbers. Proposal Alternate /Addition: In addition to the proposal for the playground described above, we are interested in exploring the use of an interactive electronic play feature, either at this site or another. If your company offers this type of equipment, please provide us with a proposal for adding an interactive electronic play feature at Jaycee Park. The funding for the electronic feature would be outside of and in addition to the $100,000 budgeted for the playground replacement. Delivery and Installation: It will be the responsibility of the Contractor to be on -site to unload playground components and equipment, and to store these components until such time as they are installed. The Owner bears no responsibility for handling or storing the playground equipment until the installation is completed and the project is accepted. Nor does the Owner bear any responsibility for the cleanup of the site or the removal and disposal of any packaging materials. Payment: After installation is completed and we are invoiced for the materials and the work, payment will be made as soon as possible. However, with only 2 check runs each month sometimes it's not possible to make a payment in 30 days. Therefore it is helpful if the contractor could block or waive all late fees on our account for 60 days from the invoice date. ro 14000 .t��,� t s ... Z n 4, T'... � �a 4. Cti�r DMOU1Nµ o-a :_ CROCUS WAS ? rt L 1A L 1� 101RID0 t' .141ST Z MUyENPORi CTW Gf�ANg�� b y UAVENPOR'f PATH 4F1pN�gt, y _Q Q STWl�3Rp ST N} j +AY qa a tAt v✓ \, ? t4. 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T W f ¢ z �U 147.TH STW r q °a 7 O 1'FQTN.s4T W f, 4.1 -- r'V C> ..a- i A `tp U iddTN ST i TW 4dTi STW, I ___._.__ *t v 144TH 149TH ST Cr114aUaN 4 54TF T_W_ .f a � X �asTN_.�T.v�c r O L ACT fie, DOYSENSERRY Cr, M 148TH ST W to >'Lt w BRENNER ACT U f 44Th1 a : D / t L 150711 ST ^W 7 € T TsI qbC v � "" 04 f r' 151 T CT W ll r: W j tzzz���` ' BOULDER TRL w 333 531to1;T'' JAYCEE PARK -CHID CT efitAtONT t Psi sty °. X40 - X FX,...t i . i P ' L' aplbf PgtH , y i / r,�� C1�, +r ,• si �8 ti C.l.._BA1 E6 RRYT' 1 _ # Q�L` '6OMGIEID AIR, I J I 4 cOANELLTR 15425 SHANNON PARKWAY 56THg3T Wr '\0 iF, � 1 u 4600 160TH ST W (CSAH 46) 3500 2500 Contract Requirements 1. Worker's compensation Insurance: The Contractor shall take out and maintain, during the life of the contract, Worker's Compensation Insurance with a company that is lawfully authorized to do business in the State of Minnesota. Such insurance shall protect the contractor, or subcontractor or anyone directly or indirectly employed by any of them from claims under worker's compensation, disability benefit and other similar employee benefit acts. 2. Commercial/Comprehensive General Liability Insurance: The Contractor shall take out and maintain during the life on this contract Public Liability Insurance, Property Damage Liability, and Personal Injury Insurance with a company that is lawfully authorized to do business in the State of Minnesota. Such insurance shall protect the Contractor, Subcontractor, or anyone directly or indirectly employed by the Contractor or Subcontractor performing work covered by this contract from claims arising out of public liability, property damage, or personal injury including death, as well as claims for property damage which may arise out of work. The minimum limits of insurance are: • General Aggregate: $1,500,000 • Product- Completed Operation Aggregate $1,500,000 • Personal Advertising Injury $1,500,000 • Per Occurrence (Bodily Injury & Property Damage) $1,500,000 Fire Insurance: The Contractor is responsible for insuring for fire, and extended coverage including vandalism and malicious coverage on the Work included in the contract from the beginning of the Work until final acceptance of the completed project. The policies shall cover all Work incorporated in the project and all material in place or stored at the site for installation against loss by fire and wind. This provision does not exclude material partially paid for by the owner. This insurance shall be the full insurable value of the material and shall be kept in full force until final acceptance of the work by the Owner. 4. Automobile Insurance: The contractor shall take out and maintain during the life of the contract Automobile Insurance with a company that is lawfully authorized to do business in the State of Minnesota. The minimum limits of insurance are $1,500,000 combined single limit (BI and PD). All insurance reference in paragraphs 1 through 4 shall be placed with companies acceptable to and approved by the Owner prior to the commencement of the Work. The Contractor shall submit copies of the certificate with the Owner prior to commencement of the Work. Certificates of insurance will not be canceled or allowed to expire until at least 30 days' prior written notice has been given to the Owner. The Owner shall be shown on the General Liability coverage as an "additional insured" as respect this project. 5. Performance and Other Bonds: Prior to the signing of the contract, the Contractor shall be required to furnish the Owner with a performance bond and a payment bond from a surety acceptable to the Owner, in the form required by law, each in an amount equal to the full amount of the contract. Dakota County, MN Disclaimer: Map and parcel data are believed to be accurate, but accuracy is not guaranteed. This is not a Map Scale legal document and should not be substituted for a title search,appralsal, survey, or for zoning verification. 1 inch = 40 feet Dakota County assumes no legal responsibility for the Information contained in this data. 8/7/2013 Dakota County, MN Disclaimer; Map and parcel data are believed to be accurate, but accuracy is not guaranteed. This is not a Map Scale legal document and should not be substituted for a title search, appraisal, survey, or for zoning verification. 1 inch = 40 feet Dakota County assumes no legal responsibility for the information contained in this data, 8/7/2013