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CONSIDERATION OF AWARDING REQUEST FOR PROPOSAL RFP-1920-32, APPROVAL OF CONTRACT K-1920-97 WITH THE PLAYWELL GROUP/PLAYWORKS, INC. IN THE AMOUNT OF $175,000; PERFORMANCE BOND B-1920-66, STATUTORY BOND B-1920-67, AND MAINTENANCE BOND MB-1930-35 FOR THE ROTARY PARK PLAYGROUND PROJECT AND THE ADOPTION OF RESOLUTION R-1920-69 GRANTING TAX EXEMPT STATUS.
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BACKGROUND: On October 13, 2015 Norman citizens passed the Norman Forward Initiative which will fund various projects through a ½ % sales tax increase over 15 years. Included in the Norman Forward Initiative is a project to make improvements to all of the city’s neighborhood parks. The funds for this project are “pay-go”, meaning that we can only do a few park projects per year as the funds from the sales tax are collected. Knowing this, Park Planning staff worked to identify a set of criteria to determine which parks had the most immediate needs to bring them up to the standards we expect in our public parks. The overall NORMAN FORWARD Neighborhood Park Improvement plan was presented to the Board of Park Commissioners in March of 2017; and then to the City Council in May 2017 for approval of our plan to spend the first five years of funding. After completing renovation projects at our three most needy parks in the first three years of the program, Rotary Park has been identified as the next park for playground and park improvements. The Rotary Park improvements include a major playground replacement with synthetic grass safety surfacing and a new restroom.
DISCUSSION: On 4 and 11 October 2019, RFP Number 1920-32 for the Rotary Park Playground Project was advertised in the Norman Transcript, Southwest Construction News, e-Plan, i-Square Foot, Bid News and Dodge Report. Requests for proposals were distributed directly to five playground equipment vendors, all of whom responded with complete proposals.
Parks and Recreation staff carefully evaluated the playground proposals based on their providing the optimum number of diverse play events, overall play area and age appropriateness for the neighborhood. The modular play unit we have chosen maximized play value for all ages by incorporating multi-level play decks, climbing components and slides, with heights that range from 3 feet to 8 feet tall. All of this allows children of all ages to enjoy the equipment in a variety of ways. The additional stand-alone play components in the playground will include other unique play equipment which sets it apart from other bids and makes the playground even more innovative and able to accommodate a large range of ages and abilities on this equipment. All bidders were asked to maximize the $175,000 playground budget and include accessible features as part of their proposal. However, when the different projects were compared, it was determined that the playground being offered by the PlayWell Group presented the greatest number and variety of play features versus the total price. Remaining project funds will be used to make the other improvements as listed above at Rotary Park.
Staff recommends awarding Contract Number K-1920-97 to PlayWell Group/Playworks, Inc., in the total amount of $175,000.00 for the Rotary Park Playground Project.
RECOMMENDATION NO. 1: It is recommended that Request for Proposal RFP 1920-32 be awarded to Playwell Group/Playworks, Inc. in the amount of $175,000 for the Rotary Park Playground Project. The funding of $175,000 is available for this project in Norman Forward Neighborhood Park Improvements Construction (account Org 51798830 Object 46101; project NFP101).
RECOMMENDATION NO.2: It is further recommended that City Council approve Contract K-1920-97, Performance Bond B-1920-66, Statutory Bond B-1920-67, and Maintenance Bond MB-1920-35
RECOMMENDATION NO.3: It is further recommended that The Playwell Group/Playworks, Inc. be authorized and appointed as project agent for the Rotary Park Playground Project by Resolution R-1920-69.