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HomeMy WebLinkAbout7.b. Jaycee Park Play Equipment Specifications / Authorize Ad for BidsCITY OF ROSEMOIINT EXECUTIVE SUMMARY FOR ACTION CITY COUNCIL MEETING DATE: May 5, 1992 AGENDA ITEM: AGENDA SECTION: PLANS & SPECS r PLAY EOUIP11"LENT NEW BUSINESS PREPARED BY AGEND DAVID J. BECHTOLD / COIR . P & R It IftM ATTACBhM,TTS: APPROVED BY: COPY OF PLANS & SPECS Plans and specs have been drawn for the purchase and installation of the play equipment for Jaycee Park. Meetings have been held with citizens from that area to discuss the play concepts, the type of material that should be used in the construction, the location of the equipment. , the timing of the project, etc Park staff have met with staff from Eagan and Apple Valley to compare specs and to address the process for bidding. Our plan is to continue with the citizen input in the decision making process. As indicated in the proposal each vendor will be asked to design a play concept with the designated material in the location identified to them. The price they submit will include all material costs as well as the installation costs. Our Parks Staff will be responsible for the timber work and the grading work related to the project. Once the bid has been received each vendor will have the opportunity of spending 1s - 20 minutes with our citizens committee, the Parks staff and the Parks & Recreation Committee to explain their design and to answer questions the citizens may have. Following the presentations the citizens committee along with the members of the Parks & Recreation Committee and Parks staff will be asked to vote on the bid that they feel would be best. suited for the park. The budgeted amount for this project is $ 25,000 from the 1992 CIS' Account # 20 (# 202 49002 01 - 531 and s 10,000 from account # 202 -24413. RECOMMENDED ACTION: Council action is requested to accept the plans and specs and to authorize the advertising for bids for the play equipment for Jaycee Park. COUNCIL ACTION: SPECIFICATIONS FOR PURCHASE & INSTALLATION OF PLAY EQUIPMENT, JAYCEE PARK JAYCEE PARK PARK PROJECT N0. 92- cT 9�,1 CITY OF ROSEMOUNT PARK DEPARTMENT DATE: MAY 5, 1992 David J. Bechtold, Park Director CITY OF ROSEMOUNT ADVERTISEMENT FOR BIDS PURCHASE & INSTALLATION OF PLAY EQUIPMENT, JAYCEE PARK NOTICE IS HEREBY GIVEN that sealed bids will be received by the City Clerk's Office in the City of Rosemount, Dakota County, Minnesota, at the Rosemount City Hall, 2875 - 145th Street West, Rosemount Minnesota 55068, until 10:00 A.M. on the 19th day of May, 1992, and will be publicly opened at said time and place by two or more designated officers or agents of the City of Rosemount for: Purchase & Installation of Play Equipment, Jaycee Park Proposals arriving after the designated time will be returned unopened. The bids must be submitted on the proposal form provided by the City and in accordance with contract documents and specifications on file with the City Clerk of Rosemount. No bids will be considered unless sealed and filed with the City Clerk of Rosemount and accompanied by a cash deposit, cashier's check, bid bond or certified check, payable to the City of Rosemount. The City reserves the right to reject all bids and to accept any bid deemed to be in the City's best interest. DATE: May 5, 1992 Susan M. Walsh, City Clerk City of Rosemount Dakota County, Minnesota DATE: May 5, 1992 RE: Purchase & Installation of Play Equipment, Jaycee Park City of Rosemount Bids Due By: 10:00 A.M., Tuesday, May 19, 1992 Dear Potential Bidder, Enclosed is a complete set of documents dated May 5, 1992 requesting bids for the above referenced City of Rosemount Contract. Two copies of the bid proposal form are enclosed for your convenience. If you wish to submit a valid bid, you must return the following documents in a sealed envelope prior to the time established for the bid opening and in the form prescribed in the request for package of materials. (1) A fully completed Bid Proposal (2) Bid security in the appropriate amount (3) A complete time table for delivery and installation (4) The Affidavit of Non -Collusion Sincerely, Susan M. Walsh City Clerk CITY OF ROSEMOUNT REQUEST FOR SEALED BIDS FOR FOR PURCHASE & INSTALLATION OF PLAY EQUIPMENT,JAYCEE PARK I. GENERAL BID INFORMATION A. Purpose of Taking Bids: It is the City's intent through the specifications to enter into a contract with the successful bidder to obtain a play equipment concept plan, to purchase play equipment, and to have the play equipment installed in Jaycee Park according to plan submitted. B. Scope of Contract: The successful bidder will obtain metal play equipment that will provide an environment for many years of safe play for the youth of the community. That equipment will be installed in the designated play area located in Jaycee Park by qualified installers according to the equipment manufacturer's guidelines. C. Term of Contract: The contract for purchases and installation will commence on June 2, 1992. It will remain in effect until all play equipment has been delivered, installed according to manufacturer's specifications, inspected by bidder, an invoice has been submitted by the bidder, and payment processed by the City of Rosemount to bidder. Warranty to assure the quality and condition of all materials and labor will remain in affect for a period of two (2) years from date of final payment by the City. D. Bidders' Duty to Obtain Information: Bidders are charged with the responsibility of fully acquainting themselves with the conditions of all bid documents and contract conditions. Bidders must inform themselves fully of all pertinent local conditions and ordinances in the City of Rosemount as well as applicable State law and other issues which may affect their bids or performance under the contract E. Contacts with the City: Rosemount City Clerk, Susan M. Walsh, shall be the exclusive contact for any questions by or requests of potential bidders. Ms Walsh's address and telephone number are as follows: 2875 - 145th Street West Rosemount, MN 55068 423 - 4411 Bidders should not contact any other City officials regarding this Request for Bid and the City shall not be bound by any information obtained by potential bidders from persons other than Ms Walsh. F. GENERAL REQUIREMENTS: 1. Preparation of Bids: Bids must be submitted on the bid forms provided or facsimile thereof and must be signed by the bidder or its authorized representative. 2. Changes of Corrections to Bids: Any changes or corrections to any data in a bid provided by a bidder must be initialed in ink by the person the signing bid. 3. Bid Security: Security in the amount of ONE THOUSAND (51,000) shall be submitted with the Bid Proposal. Failure to submit Bid Security in the appropriate amount shall result in rejection of the bid. The bidder, at its option, shall furnish either a Bid Bond in favor of the City of Rosemount or a cashier's check made out to the City of Rosemount for cash deposit. Bid security deposited by unsuccessful bidders will be returned as soon aspracticableafter a bid award is made. The Bid Security of the successful bidder will be held until the successful bidder and the City have entered into a contract and all contract materials, including a performance bond, have been submitted.. 4. Submission of Bids: Bids must be submitted prior to 10:00 A.M., May 19, 1992 and contain the following information: a. A fully completed Bid Proposal b. Bid Security in the appropriate amount c. The affidavit of Non - Collusion The bid and all required documents submitted with or made part of the bid shall be enclosed in a SEALED OPAQUE ENVELOPE. This envelope shall be addressed: City Clerk City of Rosemount 2875 145th Street West Rosemount, MN 55068 and shall clearly state on the FRONT of the envelope in the lower left or upper right corners this inscription: "SEALED BIDS FOR PLAY GROUND AREA CONSTRUCTION, JAYCEE PARK" The bidders name shall be printed on the envelope on the,, upper left- hand corner. p.2 5. Withdrawal of Bids: Bids prior to the bid opening request of the bidder. may be withdrawn at any time upon written or personal 6. Receipt and Opening of Bids: All bids received prior to the time set forth in paragraph I.F.4 above shall be received and opened by the City. Bids received after the time set forth in paragraph I.F.4 shall be returned to bidder upopened. Bidders and other interested parties may be present at the bid opening and the contents of all bids received will be made public for their information. 7. Rejection of Bids: The City reserves the right to reject any and all bids received. 8. Bid Price Errors: In the event that the bidder's unit prices and extension of those prices are in conflict, the unit bid price shall govern and be accepted by the City. 9. Informalitites and Minor Irregularities: The City, at it's descretion, reserves the right to waive any informality or minor irregularity in any bid. 10. Award of Bid: The bid shall be awarded to the bidder who has followed the terms and specifications and has been selected by the vote of a selection committee as soon as possible after the vote has been taken. 11. Contract, Bond and Insurance: By submitting a bid, the bidder agrees that, if it receives the bid award, it will enter into a contract under the terms and conditions contained in Section II of the Request for Bid and shall meet all other specifications and conditions of this bid, including the provision of a valid performance bond and the obtaining and retention of insurance. 12. The successful bidder agrees that, should it fail to meet these terms and conditions, it will forfeit the Bid Security provided with its Bid Response. p.3 II. SPECIFICATIONS FOR DESIGN, OF THE STRUCTURE, & FOR THE INSTALLATION EXHIBIT: A A. Bidder shall be responsible for the design of the play structure. The Bidder shall submit to the City with the proposal form a plan view of the play structure denoting: - indvidual play stations - deck heights - dimensions and special requirements - orientation - scale - materials & product identification # of each main section unit listed in "Contract Form" B. Design, equipment & materials, delivery, and installation costs shall not exceed the budgeted amount of $ 35,000.00 C. Bidder shall be responsible to identify the exact location of the features and equipment for installation. Design will include all aspects of the site according to the present grades of the site. Design will include all aspects of site including those features that the City would be responsible for installing. D. Play stations to be selected at Bidder's choice. Note: consideration should be given to the following: 1. Spiral slides designed using an 80" minirmn deck height 2. Play structures to provide access using both climbers and decks or steps beginning at a 16" maximum height. ie; a slide off of a 48" deck could be so designed to be accessable by an arch climber and a set of decks at 16", 32", and 48" heights. This provides access for both older children using the climber and younger children using the decks. 3. Tunnels should be used to connect major play area no3es, providing positive circulation and a quality play experience. 4. Cargo nets should be designed using 48" minimm deck height and cargo nets using chain shall be rubbercoated. 5. Tire swings should be designed with a large truck tire in lieu of the typical automobile tire. 6. All chains shall be rubber coated. P.1 7. NOTE: ITEMS THAT SMALL NOT BE INCLUDED IN DESIGN a. Rings b. Turning and Chinning Bars c. Balance Beams d. Viewing Bubbles e. Clatter Bridges 8. All designs must, at a minimum, conform to the present Consumer Product Safety Commission Guidelines currently in effect. Greater safety features should be considered. 9. The design and structures must include handicapped accessable features and accessable resilient surf acting as necessary to meet the current ADA standards. 10. Play structures shall have proper enclosures, safety rails, and panels to insure safe use. 11. Entrances, exits, and individual play stations shall be designed and located so as to not conflict with other play stations. 12. All joints, connectors, and surfaces shall be free of sharp, disjointed, splintered, burred, or rough edges. 13. Walkways and platform areas shall have a non -slip surface treatment. 14. All metal materials, fasteners, and hardware shall be designed and treated to prevent corrosion, rust, or excessive wear with normal uses. 15. All materials shall be of metal. (aluminum or steel) 16. Color is to be a combination of green and brown. E. Bidder shall submit with the proposal form manufacturer warranty information, estimated time for installation and project schedule with estimated starting date The installation of the play equipment shall be made in coaplete accordance with the manufacturer's recommendations. After installation, and at time of invoice for payment, the Bidder shall include a signed statement on or accompanying that invoice stating that the installation was made in accordance with the manufacturer's recommendations. F. Bidder will provide the City of Rosemount a two (2) year warranty on all materials and equipment. This includes warranties to proper installation and design and that the structure follows the latest ADA standards and manufacturer's recommendations. M'% G. The manufacturer and product line should enhance and comliment existing park design conecepts. A copy of those concept plans will be given to Bidder at time of request for specification information. III. EVALUATION AND SELECTION PROCESS The City will review each proposal based upon the following criteria: A. The Parks & Recreation Staff, the Parks & Recreation Co Tdttee Members, and citizens from the Jaycee Park area will have the opportunity to review plans as submitted by the Bidders. B. The Parks & Recreation Staff, the Parks & Recreation Committee Members, and citizens from the Jaycee Park area will have opportunity to listen to a presentation on the evening of May 26, 1992 starting at 7:OO P.M. of approximately 15 - 20 minutes by each Bidder on information that pertains to his/her. bid. C. Following the 15 - 20 minute presentation by the Bidders the Parks & Recreation Staff, the Parks & Recreation Camiittee Members, and the citizens of the Jaycee Park area who are present will decide by ballot as to the bid to accept. D. The decision of the Parks & Recreation Staff, the Parks & Recreation Committee Members, and the citizens of the Jaycee Park area who are present on the evening of May 26, 1992 will be final. E. NOTE: Presentations should be specific in detail and should include but not be limited to the following[ information: 1. Explain safety features in design and structure. 2. Ways that the structure provides the highest quality and quantity of play for the budgeted amount. 3. Ways that the play design and structure provides learning and development potential to the user. Identify quality play events to match identifiable skills levels. 4. Ways that the play structure connects play activities that allow the user to flow from one play station to another. 5. Provision made to allow for ease of access for all users at all skill levels. 6. Ways that the design and structure provides both physical and mental challenges with limited risk to the user. 7. Ways that the design and structure provides opportunities for social interaction. 0.3 8. Describe and explain aspects of the structure that pertain to strength, durability, finish, and aesthetic qualities. 9. Can the play structure be installed in a reasonable period of time. The City would like to have it installed in early to mid-July. How does your projected schedule match time table? 10. Describe in the design and structure orientation how supervision and observation can be accomplished easily of the users. 11. Describe your ability to continue service to our City after the installation is completed and the invoice has been paid. 12. The ADA standard expected is for general access and general use of the equipment. Explain how your design and structure meets the ADA standard required. IV. SURETY AND INSURANCE REQUIRIIMENTS A. Performance Bond: Prior to the execution of the contract between the successful bidder and the City, the successful bidder must deliver to the City Clerk a Performance Bond executed by a corporate surety company authorized to do business in the State of Minnesota. The bond shall be in the sum of ( Five Thousand ($5,000.00) Dollars to secure the faithful performance of the contract by the successful bidder and be conditioned that the successful bidder shall carry out all covenants, terms and conditions of the contract in accordance with this provision. B. Insurance: Prior to the execution of a contract between the successful bidder and the City, the successful bidder must provide proof of insurance coverage as follows: 1. Comprehensive general liability insurance providing coverage for bodily injury, death and property damage, and having as a minimum, a combined aggregate limit of Three Hundred Thousand ($300,000.00) Dollars per occurrence. 2. Workers' Compensation Insurance and Employers Liability Insurance as required by law. The City shall be named as an additional insured on each of these insurance policies. The policy shall provide that coverage may not be terminated or changed by the insurer except upon ten (10 ) days written notice to the City Clerk of the City of Rosemount. DATED: May 5, 1992 p.4 BIDDER'S FIRM NAME: OFFICIAL ADDRESS:_ TELEPHONE NO.: FAX NO.: PROPOSAL FORM: EXHIBIT - B PURCHASE & INSTALLATION OF PLAY EQUIPMENT, JAYCEE PARK To The City Council of Rosemount, Minnesota 2875 - 145th Street West Rosemount, Minnesota 55068 City Officials: The undersigned has examined the contract documents including the Advertisement for Bids, General Bid Information, Purchase and Installatio: Specifications for Play Equipment, Surety and Insurance Requirements and Affidavit of Non -Collusion for purchase and installation of play equipmen on file in the office of the City Clerk of the City of Rosemount, Minneso and proposes to provide play equipment and installation of that equipment for the City of Rosemount as follows: 1. Design play structure and play area, including area that will be t responsibility of the City of Rosemount to construct, and submit in proposal by 10:00 A.M., May 19, 1992. This is to be done using the present general grades in construction area. 2. Submit to scale showing exact locations for installation of play equipment and all timber work, etc. that is proposed for Jaycee Park as it pertains to this bid request. 3. Deliver and install play equipment in Jaycee Park in accordance with guidelines as identified in specifications. 4. List main unit items below. Identify the product name and number along with estimated dollar value for each of those unit items. ITEM AND DESCRIPTION UNLT PRICE /--UNIT COST 1. 2. 3. 4. 5. p.1 ITEM AND DESCRIPTION UNTI # PRICE/ UNIT COST 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 5. Bid Security: A bid security in the amount of One Thousand Dollar: ($1,000.00) accompanies this bid proposal. 6. STATEMENT OF NON -COLLUSION: A statement of non -collusion has been executed and accompanies this bid proposal. 7. The Contract shall be awarded as identified in bid evaluation process. a. Bidder submits design plans and construction schedule of the play equipment to City Clerk. b. Parks & Recreation Staff, Parks & Recreation Committee Members Citizens of Jaycee Park area do general review of design plans c. Bidders give 15 - 20 minute oral presentation to Parks & Recreation Staff, Parks & Recreation Committee Members, and Citizens Group of Jaycee Park area on the evening of May 26, 1992. d. Parks & Recreation Staff, Parks & Recreation Committee Members and Citizens Group of Jaycee Park area vote on bid to accept. Their decision by vote that evening will declare the bid that is accepted and the bidder to be awarded the contract. 8. It is understood that the right is reserved by the City to reje any and all bids and that a bid may not be withdrawn until fort five (45) days after the time the bids are opened. If this bid is accepted, the undersigned agrees to execute proposed contrac and to furnish properly executed insurance and bonds as require in the contract documents within ten (10) days after acceptance of this bid by the City Council. 9. In submitting this proposal, the Undersigned acknowledges recei-, of Addenda Nos. issued to the Contract Documents. Official Address Firm Name Date By Title By 1992 Title p.3 AFFIDAVIT AND INFORMATION REQUIRED OF BIDDERS Affidavit of Non -Collusion: EXHIBIT - C I hereby swear (or affirm) under the penalty of perjury: (1) That I am the bidder (if the bidder is an individual), a partner in the bidder (if the bidder is a partnership), or an officer or employe of the bidding corporation having authority to sign on its behalf (i: the bidder is a corporation); (2) That the attached bid or bids have been arrived at by the bidder independently, and have been submitted without collusion with, and without any agreement, understanding, or planned common course of action with, any other vendor of materials, supplies, equipment or services described in the invitation to bid, designed to limit independent bidding or competition; (3) That the contents of the bid or bids have not been communicated by t' bidder or its surety on any bond furnished with the bid or bids, 4nd will not be communicated to any person prior to the official opening of the bid or bids; and (4) That I have fully informed myself regarding the accuracy of the statements made in this affidavit. Signed: Firm Name: Subscribed and sworn to before me this day of , 19 Notary Public My commission expires 19 Bidder's E.I. Number: (Number used on Employer's Quarterly Federal Tax Return, U.S. Treasury Department Form 941): CITY OF ROSEMOUNT PURCHASE & INSTALLATION OF PLAY EQUIPMENT, JAYCEE PARK THIS AGREEMENT is entered into between the City of Rosemount, 2875 - 145th Street West, Rosemount, Minnesota 55068 ("City") and ("Contractor"). RECITALS The City has determined that it is necessary to contract for the purchase and installation of play equipment related to the Jaycee Park development process. The City has duly taken bids pursuant to Minn. Stat. 471.345; Contractor had submitted the bid in response to the City's request for a design concept as well as the equipment and labor for this project. THE CITY AND THE CONTRACTOR AGREE: I. THE CONTRACT DOCUMENTS. This contract will be comprised of this Agreement and the following additional documents which are attached to this Agreement and made a part of it: A. The specifications for purchase & installation of equipment (attached as Exhibit A). B. The Bid Proposal form completed by Contractor (attached as Exhibit B). C. Contractor's Affidavit of Non -Collusion (attached as Exhibit C). D. Contractor's Performance Bond (attached as Exhibit D). E. Contractor's Insurance Certificate (attached as Exhibit E). P.1 II. TERM OF AGREEMENT. IV. V. This Agreement shall commence on terminate on 1 1992 except terminated in accordance with Section III. CONTRACTOR'S DUTIES. as 1992 and otherwise Contractor shall perform all of the duties set forth in Exhibit A to this Agreement. COMPLIANCE WITH APPLICABLE LAWS. Contractor agrees that it will comply with all applicable state and federal laws regarding the performance of this Agreement including, but not limited to, those items identified in Attachment A relating to Manufacturer's Standards and ADA regulaions. ADMINISTRATIVE PROVISIONS. A. Notices. Any notices regarding performance under this Agreement shall be provided to the parties as follows: City of Rosemount: Contractor: Susan M. Walsh City Clerk 2875 - 145th Street West Rosemount, MN 55068 423-4411 B. Severability. The provisions of this Agreement shall be severable in nature and any provision which is found to be unlawful or unenforceable shall have no effect on any other provision of the Agreement. C. Assignment. Neither the City nor the Contractor may assign their interest in this Agreement without the written consent of the other party. p.2 D. Successors and Assigns. The successors and assigns of both the City and Contractor shall be bound to the requirements and provisions of this Agreement. E. Governing Law. This Agreement constitutes the entire Agreement between the parties including all prior understandings and Agreements and may not be modified except in writing by the City and the Contractor. EXECUTED BY: City of Rosemount By: Contractor By: Witnessed: Witnessed: p.3 PERFORMANCE AND PAYMENT BOND EXHIBIT - D KNOW ALL MEN BY THESE PRESENTS that we as principal and (a corporation certified by the Minnesota Commission of Insurance and authorized to act as a surety as provided in Minnesota Statues Sec. 71.31 and 574.15) a Surety, are held and firmly bound unto the City of Rosemount a Minnesota corporation, hereinafter called the "Obligee", for the use of the Obligee and of all persons and corporations doing work or furnishing skill, tools, machinery, materials or insurance premiums, or equipment or supplies, for any camp maintained for the feeding or keeping of men and animals engaged under, or for the purpose of, the contract described below, in the amount of Dollars ($ ), for the payment of which well and truly to be made we bind ourselves, and each of us, and our, and each of our, successors, and assigns, jointly and severally, firmly by these presents. WHEREAS, dated _ which is Statutes the Principal has entered into 1992, for hereby affirmed and for which Section 574.26; a written contract with the Obligee the regularity and validity of a bond is required by Minnesota NOW THEREFORE, if the Principal shall perform and complete said contract in accordance with its terms and shall pay, as they may become due, all just claim for such work, tools, machinery, skill, materials, insurance premiums, equipment and supplies, and shall save the Obligee harmless from all costs and charges that may occur on account of the doing of the work specified and for the enforcing of the terms of this bond if action is brought hereon, including reasonable attorney fees, in any case where such action is successfully maintained and for the compliance with the laws appertaining thereto, then this bond shall be void, but otherwise shall remain in full force and effect. No assignment, modifications, or change in the contract, or change in the work covered thereby, nor any extension of time for completion of the contract, shall release the Surety on this bond. Sealed with our seals and dated this day of Witnesses to Contractor's Signature: By_ (Sealof Contractor if a Corporation) Its Witness to Surety's Signature: And Its Its 1992.