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HomeMy WebLinkAbout4.04 RFP KolbPkPlayRenov CITY CLERK File # 600-30 AGENDA STATEMENT CITY COUNCIL MEETING DATE: January 21, 2003 SUBJECT: Request for Proposals - Kolb Park Play Area Renovation Report by Rosemary Alex, Parks and Facilities Development Coordinator ATTACHMENTS: 1). Request for Proposals (RFP) RECOMMENDATION:~~'Authorize Staff to Distribute RFP FINANCIAL STATEMENT: Estimated cost is $112,000; sufficient funds are available in the Park Play Area Renovation Capital Improvement Project Budget for Fiscal Year 2002-2003. DESCRIPTION: In Fiscal Year 2000/01 the City completed an audit of all of the existing play areas. The report evaluated the conformance of the City's play structures with current safety and accessibility guidelines. Based on the conditions found at each facility, it was determined that the play equipment at Kolb Park was a priority for replacement. The Fiscal Year 2002/03 Budget, includes funds for the replacement of play equipment at Kolb Park. The attached Request for Proposal seeks information fi:om qualified play equipment representatives on play equipment components that would replace existing system. The play equipment firms will propose a layout of equipment for the play area, materials cost and prepare an estimate for installation. Staff along with Parks and Community Services Commission will review the design proposals based on the following criteria: 1) Ability to meet functional requirements in terms of variety and age appropriateness of play elements, accessibility, safety considerations and ease of on-going maintenance. 2) Value of play apparatus will be considered in overall cost proposal. 3) Extent of manufacturer's "Green Building" program. The proposal which best meets the aforementioned criteria will be recommended to City Council for award of contract. The firm selected for this project will provide the play apparatus and resilient surfacing. It is anticipated that the award of contract will be at the April 1, 2003 City Council meeting. The installation aspect of this project will be completed under separate contract. Bids for installation will be sought shortly after the vendor providing materials is determined. In consideration of the bidding and award process required, construction is expected to commence in late-Spring 2003. RECOMMENDATION: It is recommended that the City Council authorize City Staff to distribute the Request for Proposals (Attachment 1). COPIES TO: ITEM NO. G:LRosemary~Play Equipment RFP Advertise 1-21.doc /~ f REQUEST FOR PROPOSAL Kolb Park Play Area Renovation I. General Description The City of Dublin is soliciting proposals to provide play equipment and resilient surfacing for ~vo play areas in Kolb Park. The proposal is for the procurement of materials and related services and not £or installation. However, the installation costs should be considered since the amount o£ play equipment proposed will have to con£orm to the overall budget. The installation project will include the removal and disposal of the existing play equipment and footings, site excavation and disposal of sand and subsurface soil. Area shall be excavated to a depth that would allow £or a minimum of 12" o£ compressed wood fiber to be installed. Installation of one wheelchair accessible ramp wily be required for both play areas. The proposal should clearly demonstrate how the playground equipment that is proposed would best satisfy the requirements oft he City. A complete description o£the scope o£ this project and the requirements for preparing the proposal is described in this document. This written request for proposal (RFP) consists of the following: Proposal Selection Criteria - Attachment A Proposal Forms - Attachment B Project Description and Requirements - Attachment C Project Contract Forms - Attachment D (Not included in City Council Agenda Statemen0 Plans and Photographs o£ Existing Play Areas -Attachment E (Not included in City Council Agenda Statemen0 II. Contact Person Questions regarding this RFP may be directed to Rosemary Alex, Parks and Facilities Development Coordinator at 925-833-6646 III. Criteria For Responding to the RFP 1. Responses are to be received by Wednesday, February 19, 2003 at 4:00 p.m. NO FAXED INFORMATION CAN BE CONSIDERED. PROPOSALS SHOULD BE CLEARLY MARKED "PROPOSAL FOR KOLB PARK PLAY AREA RENOVATION" AND SHOULD BE DELIVERED TO: City o£Dublin Attention: Rosemary Alex, Parks and Facilities Development Coordinator 100 Civic Plaza - Parks and Community Services Department - First Floor Dublin, California 94568 Proposals received after that date and time will be considered late and will not be accepted. Evaluation of the proposals will be done in accordance with selection criteria established in the "Proposal Selection Criteria" section. 2. A site walkthrough will be held on Wednesday, February 5, 2003, at 10:00 a.m., at Kolb Park located at the intersection o£ Brighton Drive and Bristol Road, Dublin. Failure to attend the walkthrough will NOT invalidate a proposal; however, it is suggested that prospective proposers attend the walkthrough in order to become familiar with existing equipment and conditions. The City will NOT schedule separate appointments. 3. The City of Dublin reserves the fight to accept or reject any and all proposals. 4. Prices quoted in these proposals shall remain fixed and binding for 90 days. The estimate provided for installation is not considered binding and is an estimate only. The City will not pay costs incurred in the proposal preparation, printing, demonstration or negotiation process. All costs shall be borne by the vendor. 5. All responses to the RFP submitted by vendor shall be deemed public documents at the time they are opened by the City. 6. It is anticipated that the successful vendor will be recommended for approval by City Council. Upon council approval of the selected proposal a contract agreement will be developed between the vendor and the City. IV. Minimum Content Of Responses All participating vendors are required to submit Attachment B - Proposal Forms as part of their proposal. All responses must include all of the requested information. Unnecessarily lengthy proposals are discouraged. Failure to respond to any portion of Attachment B may result in rejection of a proposal. V. Tentative Schedule For Selection Process Event Deadline Issuance of RFP Authorized By City Council 1/21/03 Walkthrough - 2/5/03 Submittal Deadline 2/19/03 Staff Review of Submittals 2/27/03 Parks and Community Services Commission Review 3/17/03 Recommendation To City Council With Agreement 4/01/03 Provide Information for Construction Bidding Purposes 4/18/03 Delivery of Play Equipment (In coordination with Between6/1/03-6/15/03 construction) CITY OF DUBL1N RFP PAGE 2 ATTACHMENT A - PROPOSAL SELECTION CRITERIA The following criteria will be used in evaluating the proposals received in response to this RFP: 1. Ability to Meet Functional Requirements This includes the extent to which the proposed play structure meets the City's fimctional requirements for a park playground including variety and age appropriateness of play elements, accessibility, safety considerations and ease of on-going maintenance. 2. Costs $112,000 is the estimated cost of the play equipment including installation; consideration will bc given to the value of play apparatus and site improvements proposed. 3. Green Building Program The manufacturer's "Green Building" program should be included and will be a consideration in the selection process. CITY OF DUBLIN RFP PAGE 3 ATTACHMENT B - PROPOSAL FORMS To the City of Dublin: I, the undersigned vendor, having familiarized myself with the terms of the proposal, hereby propose and agree to provide play equipment materials including manufacturer's installation details and layout and resilient surfacing for the Kolb Park Play Area Renovation to the City as specified in the attached proposal and within the specified delivery time, after receipt of the notice to proceed and the completed contract. I agree to provide and furnish any and all materials and services necessary to perform the contract to the satisfaction of the City of Dublin. RESPECTFULLY SUBMITTED, SIGNATURE (Must have binding Authority DATE to enter into Contracts) NAME OF SIGNER (Please Print) TITLE NAME OF CONTACT PERSON (If different) TITLE PHONE NUMBER FAX NUMBER CITY OF DUBLIN RFP PAGE 4 B1 COST BREAKDOWNS FOR PROPOSED PLAY STRUCTURE Please include in a sealed bid, all costs for this project as described below. a) Equipment and Material - Provide a complete equipment and material list with specifications, details and itemized costs. Materials shall inClude play equipment and resilient surfacing supplied by vendor. Costs shall include on-site delivery and all applicable taxes. b) If awarded contract, the vendor shall provide manufacturer's details and layout configuration for the installation Of equipment. The vendor shall coordinate with the City the ordering, color selection and delivery of material and to provide information as necessary in regards to the equipment. Finally, vendor shall visit the site at minimum one time during the course of construction to observe the installation of equipment. Costs incurred as part of the procurement and installation process shall be factored into the overall cost of equipment. A separate line item is not necessary. IMPORTANT The cost proposal is for play equipment and resilient surfacing materials and related services as described above. Installation of equipment will be under separate contract. However, as part of this proposal, the City seeks a construction estimate for the scope of work described. The purpose of the estimate is to ensure that the amount of equipment proposed does not exceed available budget upon the solicitation of construction bids. Please include an ESTIMATE ONLY for the following: a) Demolition - To remove and dispose of existing play equipment. b) Installation - To install play equipment and complete site improvements. Please factor in Performance Bond, Payment Bond, Insurance Requirements and Prevailing Wage Rates as part of construction. The budget to complete project is $112,000. B2 PRESENTATION DRAWINGS Provide a plan view drawing of proposed equipment to scale. Provide presentation drawings on a storyboard that visually and clearly represents the play apparatus and elements proposed. The presentation drawings should be in a format that can easily displayed and discussed at meetings of the Parks and Community Services Commission and City Council. B3 REFERENCES Please supply at least three references on projects recently completed. For each reference supply the name, title, and phone number of one or more contact persons. B4 GREEN BUILDING PROGRAM Describe Manufacturer's "Green Building" practices including but not limited to use of recycled content in manufacturing, waste reduction, energy efficiency's in manufacturing and shipping, etcetera. B5 WARRANTIES Please describe in detail the warranty period for play equipment and resilient surfacing and the provisions and limitations of the warranties. CITY OF DUBLIN RFP PAGE 5 B6 VENDOR HISTORY AND BACKGROUND 1. How long has the Company been in business? 2. Provide evidence that play components proposed for this project are certified by International Play Equipment Manufacturers Association. B7 INSURANCE AND LICENSE REQUIREMENTS If awarded contract the vendor will need to provide a Business License for the City of Dublin. Business Licenses are available from the City of Dublin - Finance Department 925-833-6640. If awarded contract the vendor will need to provide evidence of product liability insurance with a minimum $5 million. No information in regards to insurance or licensing is required at the time the proposal is submitted. CITY OF DUBLIN RFP PAGE 6 ATTACHMENT C - PROJECT DESCRIPTION & REQUIREMENTS Design and furnish (hereinafter "provide") the following elements in accordance with the contract documents: Description: Project will include the removal and disposal of the existing play equipment and footings, site excavation and disposal of sand and subsurface soil. The proposal should clearly demonstrate how the playground equipment that you are proposing can best satisfy the requirements of the City. Design Requirements: 1. Safety Guidelines: All play equipment must conform to the U. S. Consumer Safety Commission Handbook for Public Playground Safety, Document No. 325 American Standards for Testing Materials (ASTM) compliance with the following: a) F1487-01 Standard Consumer Safety Performance Specification for Playground Equipment for Public Use b) F1292-99 Standard Specification for Impact Attenuation of Surface Systems Under and Around Playground Equipment 2. Play equipment and resilient surfacing must adhere to Americans with Disabilities Act (ADA) access standards. 3. Age of User: Area #1 2-5 years old Area #2 5-12 years old 4. Play structures proposed shall be powder coated metal equipment that is certified by the International Play Equipment Manufacturers Association. 5. Swing structure is mandatory for Area #1 and #2. 6. The wood fiber material for the resilient surfacing shall consist of a mix of random sized engineered wood fibers. Standard wood chips or bark mulch is not acceptable. a) After award of contract, vendor shall submit test results for engineered wood fiber for impact attenuation in accordance with ASTM F 1292. Test results must be provided for new and minimum 12-year old wood fiber material. b) After award of contract, vendor shall submit test results of engineered wood fiber in accordance with ASTM F1951 Standard Specifications for Determination of Accessibility of Surface Systems Under and Around Playground Equipment. CITY OF DUBLIN RFP PAGE 7 If the engineered wood fiber does not meet any of the aforementioned criteria the City of Dublin has the right to reject the material. Construction Requirements: The following information provided below is to assist in preparing an estimate for installation as outlined in Attachment B under Cost Breakdowns for Proposed Play Structure. Installation is not part of scope of work for this RFP. 1. Area #1 is enclosed with a low fence with two points of entry on either side of the play area. If the width of entry is inadequate to allow wheel chair access, please indicate in the proposal the removal of one section of fence. Please describe how the fence will be removed and area repaired. 2. Provide one each, concrete wheelchair accessible ramp per ADA standards, for Areas #1 and #2. 3. Removal and disposal of existing play structures and footings, site excavation and disposal of sand and subsurface soil are the responsibility of the contractor awarded the contract. Existing footings will be removed only if necessary to complete installation of new play structure. Footings that remain in place will be buried to satisfaction of the City of Dublin with a minimum coverage of 12". Area shall be excavated to a depth that would allow for a minimum of 12" of compressed wood fiber to be installed to allow for a 2" edge from top of sidewalk curb to wood fiber surface. Excavation shall conform to existing play area drainage system and subsurface flow patterns. Contractor shall replace any existing drainage elements disrupted by the new construction. This may include but is not limited to perf pipe, drainage rock and filter fabric. If necessary, contractor shall be responsible for confirming subsurface grades with survey stakes. Refer to plans in Attachment E for play elements to be demolished and existing drainage system. CITY OF DUBLIN RFP PAGE 8