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CONTRACT K-1415-72: A CONTRACT BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND PLAY BY DESIGN, INC., IN THE AMOUNT OF $75,000; PERFORMANCE BOND B-1415-33; STATUTORY BOND B-1415-34; AND MAINTENANCE BOND MB-1415-29 FOR THE LION'S PARK TOT LOT PLAYGROUND EQUIPMENT PROJECT AND ADOPTION OF PROJECT AGENT RESOLUTION R-1415-45.
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BACKGROUND: During the Fiscal Year Ending 2015 Capital Budget process, City Council approved funding for the Park Improvement Project at Lions Park Tot Lot Replacement Project (PR0148). This project includes the removal of older play equipment at each park and replacing it with new modern play equipment and synthetic grass safety surfacing.
The new tot lot at Lions Park (located at 450 South Flood) will include a modular unit for 2-5 year old children. The new tot lot will include slides, climbing components, crawl tube and play panels. The new playground will also include individual components; a music maker station, independent climbers, balance beam, four seated bounce around, spring riders and a one bay two seat tot swing. The existing maze in the Tot Lot will remain; and the new equipment will be placed within the existing iron fence area around the current tot equipment and the area will include synthetic turf safety surfacing.
DISCUSSION: On 5 and 12 September, 2014, Request for Proposal RFP-1415-25 for the Park Playground Equipment Project was advertised in the Norman Transcript, Southwest Construction News, Bid News and Dodge Report. Requests for proposals were distributed to seven playground equipment vendors, all of whom responded with complete proposals. The RFP noted the City of Norman reserved the right to choose either one or separate vendors for each playground site.
Parks and Recreation staff carefully evaluated the playground proposals to determine which proposal was most advantageous to the City considering price, quality and other pertinent factors that helped identify which proposal provided the best "play value". "Play value" describes the Norman Parks and Recreation Department's assessment based on the number and diversity of play events, play area and age appropriateness of equipment for the neighborhood. Specifically, Staff examined the amount of actual play areas contained in each proposal (slides, swings and climbing equipment versus transition platforms, covers, etc.) and whether each proposal contained components that would appeal to a wider variety of ages. All responses to the RFP, which included pre-submittal meetings, were evaluated on this basis. Staff believes the proposal being recommended is the most advantageous to the City as provided under Section 8-205 of the Norman City Code will provide the best "play value" within the available funding.
Staff recommends awarding Contract K-1415-72 to Play By Design Inc., in the total amount of $75,000 for the Lions Park Tot Lot Playground Project. Total budget for this playground only project is $75,000. Bidders were instructed to fully maximize budget allowing for the most play equipment. Proposals that did not fully maximize the budget had less play value than proposals that did.
RECOMMENDATION: It is recommended that RFP #1415-25 be approved as follows:
Lion's Park Playground Equipment Project
Awarded to Play by Design, Inc., in the amount of $75,000
Contract K-1415-72
Performance Bond B-1415-33
Statutory Bond B-1415-34
Maintenance Bond MB-1415-29
Project Agent Resolution R-1415-45
Account: Lion's Park Tot Lot, Construction (account #050-9213-452.61-01; project PR0148)
Estimated Budget $75,000