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CONSIDERATION OF AWARDING REQUEST FOR PROPOSAL RFP-1718-13, APPROVAL OF CONTRACT K-1718-49 WITH PLAYWELL GROUP/PLAYWORKS, INC. IN THE AMOUNT OF $129,847.86; PERFORMANCE BOND B-1718-28, STATUTORY BOND B-1718-29, AND MAINTENANCE BOND MB-1718-18 FOR THE OAKHURST PARK PLAYGROUND PROJECT AND ADOPTION OF PROJECT AGENT RESOLUTION R-1718-28.
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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 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 this year; and then to the City Council in May, 2017 for approval of a plan for the use of the first five years of NORMAN FORWARD Neighborhood Park funding. The first two parks identified for major renovation were Sonoma Park and Oakhurst Park. The work at Sonoma includes playground additions, site furnishings, tree planting and concrete work; and is being awarded to various contractors. That work is scheduled to begin this fall. The Oakhurst Park improvements include a major playground replacement with synthetic grass safety surfacing, new park furnishings (picnic tables, benches and trash cans) and a perimeter walking trail.
DISCUSSION: On 21 and 28 July 2017, RFP Number 1718-13 for the Oakhurst 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 to seven 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 and transition heights. Each play deck includes a climbing component and slide. The various play deck heights range from 3 feet to 9 feet tall, which allows for all ages to enjoy the equipment in a variety of ways. The additional stand-alone play components in the playground will include unique play equipment which is new to our system, which sets it apart by being innovative in design and being versatile enough to accommodate a larger range of ages on this equipment. Bidders were asked to maximize the $130,000 playground budget. Some vendors offered designs that cost below this amount; and as a result their playgrounds were not as large as the one being recommended. Remaining project funds will be used to make the other park improvements listed above.
Staff recommends awarding Contract K-1718-49 to PlayWell Group/Playworks, Inc., in the total amount of $129,847.86 for the Oakhurst Park Playground Project.
RECOMMENDATION NO.1: It is recommended that Request for Proposal RFP 1718-13 be awarded to Playwell Group/Playworks, Inc. in the amount of $129,847.86 for the Oakhurst Park Playground Project. The funding of $129,847.86 is available for this project in Norman Forward Neighborhood Park Improvements Construction (account 051-9830-452.61-01; project NFP101).
RECOMMENDATION NO.2: It is further recommended that City Council approve Contract K-1718-49, Performance Bond B-1718-28, Statutory Bond B-1718-29, and Maintenance Bond MB-1718-18
RECOMMENDATION NO.3: It is further recommended that The Playwell Group/Playworks, Inc. be authorized and appointed as project agent for Oakhurst Park Playground Project by Resolution R-1718-28 for the purpose of tax-exemption on the equipment purchases.