HomeMy WebLinkAboutItem 4.04 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