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Home My WebLink About6.b. Prestwick Park - Playground Request for Proposal (RF)4ROSEMOUNTEXECUTIVE SUMMARY PARKS AND RECREATION COMMISSION Parks and Recreation Commission Special Meeting: September 29, 2014 AGENDA ITEM: Prestwick Park - Playground Request for Proposal (RFP) AGENDA SECTION: Old Business PREPARED BY: Dan Schultz, Parks and Recreation Director AGENDA NO. 6 b. ATTACHMENTS: RFP and Playground Designs APPROVED BY: RECOMMENDED ACTION: Motion to be discussed at the meeting. ISSUE On June 11, 2014 staff held a neighborhood meeting to gather input from the people living near Prestwick Park about the installation of a playground at the neighborhood park. The meeting was very well attended and staff received a lot of valuable information. Based on this information, staff created the attached Request for Proposal (RFP) for the playground equipment. The deadline for submitting a proposal for the project was Friday, September 19. The City received a total of seven proposals. The review team of Parks Commission members Bartz and Tilson, City Council members Shoe -Corrigan and DeBettignies, and staff will have reviewed the proposals prior to the Commission meeting on Monday. Staff will have a recommendation to discuss at our upcoming meeting. 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 Prestwick Park at 14238 Ailesbury Avenue (see enclosed map). Only one proposal will be accepted from each vendor/product representative. 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, September 19, 2014. Late submittals will not be accepted. Each proposal should include an 8'/2" 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. On any graphics you submit, please show only how the playground will ft into the overall space provided (90' x 90') and do not include any hypothetical landscaping or other park features outside of the playground. 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. L \TOWark Progecis\Prest-ck ParkU'reshsick Park Playground RFP 9-3-2014 Final draft docx PRESTWICK PARK Site Description: Prestwick Park, at 14238 Ailesbury Avenue, is a 3.5 acre park in a new and still developing residential neighborhood. The site is relatively flat, well drained, and does not present any extraordinary problems related to the installation of new equipment. The owner will provide access to the site from the existing trail running along the south east side of the playground and from the picnic shelter that will be constructed south west of the playground (as shown on concept plan). The overall area provided for the playground is approximately 90' x 90'. The playground may take up as much of this area as needed but does not have to fill up the entire area. Please note that the playground area does not necessarily have to be square or rectangular as shown on the concept plan. The owner will install a perimeter for the playground area. This border will most likely be a poured curb or made of flat topped limestone boulders and will be designed after the playground configuration is determined, thereby allowing for a curvilinear or free formed shape. All interested respondents are encouraged to become familiar with the project site before submitting a proposal. A map showing the location of Prestwick Park and a Concept Plan for the park are attached. Project Timeline: The City will require the project to be completed in the fall of 2014, preferably on or before November 1, 2014. Project Budget: The price of providing and installing the new playground equipment and safety surfacing should not exceed $80,000.00 A summary of the project is listed below: The following project costs should not exceed $80,000.00. 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) Installation of up to 4" of half-inch river rock base material if deemed 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 $80,000.00): 1) Construction of the playground border and external access trails. 2) Provide half-inch river rock base material needed for surfacing 3) Accessible ramp(s) 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 meet the current ADA standards. Prestwick Park is currently under development but when completed will include a ball field/soccer field, a basketball court, a picnic shelter and open play space in addition to the playground. The design for the new playground should offer play features appealing to children of various ages and abilities. The most important evaluation criteria for rating the proposals will be overall play value. Therefore, 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 5 — 12. Include a climbing wall/rock type piece of equipment in this structure. The preferred color scheme would be earth tones including burgundy, tan, green and or blue, rather than bright or primary colors. • One play equipment structure appropriate for children ages 2 — 5. Once again, the preferred color scheme would be earth tones. L \TOM\Park Prolecls\Presmrk Park\Presmck Park Playground RFP 9-3-2014 Final draft door • The play structures should include a variety of slides but avoid the use of tube slides. • One web climbing feature. • A separate swing structure (maximum 8' high) should be included containing two (2) tot swings and six (6) belt swings with the option of replacing one swing at a later date with one (1) swing accessible by wheelchair. • One saucer -type or multiple occupant swing rather than a tire swing. • One free standing spinning event for children ages 5 — 12. • Two (2) independent play features for younger children, such as spring riders. • Two (2) six foot in -ground benches with backs. Please locate within the proposed border. • 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. 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. L \TOM\Park Pro3eM\Pre"ck ParkTrcAt k Park Playground RFP 9-3-2014 Final draft docx NVId 311S )4dVd AOMISakid Nw,imnow3sos AID K113 L it L] � U) D U) Lu Co LID w LU IL --------------- I I < M LU U) LLJ C\I CO LU W LU w U) w < CL LL, < U) 0 ') (n CK Z) W F LU LLI .� (n LO LU co CO U) w LU 03 . . ........ ... OZI J..Aj)-4S'—!dM.S-%d •& p -d a :.Ili 11 :CREATM Playgiounds.com i Custom products shown are conceptual 11 i I lj�- • s • Prestwick Park Rosemount September 18. 2014 78805-1-2 Estimated manufacturing time: 6 weeks from the time of LSI order acceptance. PRESTWICK PARK, ROS/vtCOUNT ring full-sized 48"decks and -ry-leading play value, GoPlay ' r all the fun of a full 5" play line` �. budget friendly 3.5" post4 n. 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