1-RFP-Pheasant Meadows Park Playground Replacement 11-12-25.pdf

Parks & Recreation Department

12354 S. 800 E.

Draper, Utah 84020

REQUEST FOR PROPOSALS

PHEASANT MEADOWS PARK

PLAYGROUND EQUIPMENT REPLACEMENT

13048 South Pheasant Haven Court

Proposal Due Date: December 9, 2025 @ 3:00 PM

Introduction:

A. Draper City is soliciting competitive proposals from qualified Proposers to design, provide and install a playground area for children 5-12 years of age. It is anticipated that this RFP will result in a contract award to a single vendor that designs, furnishes and installs playground equipment.

B. This RFP is designed to provide interested vendors with sufficient basic information to submit proposals meeting minimum requirements, but is not intended to limit a proposal’s content or exclude any relevant or essential data.

C. Vendors may submit up to two different design options.

D. Vendors are at liberty and are encouraged to expand upon specifications so long as the minimum requirements are met; however, lengthy, encyclopedic RFPs are not required, nor desired.

E. The Proposer is encouraged to visit the site prior to submitting a proposal.

F. Draper City reserves the right to reject any or all proposals, or to waive any formality or technicality in any proposal, in the best interests of the City.

G. While it is the intent of the City to proceed with this solicitation, nothing herein shall obligate the City to enter into a contract.

H. The City reserves the right to cancel this RFP in whole or in part at any time if it is in the best interest of the City.

General information:

A. Electronic proposals only, will be accepted. Proposals will be received by Draper City, through U3P, until 3:00 PM, December 9, 2025.

B. Draper City is not responsible for vendor access with U3P.

C. All questions must be submitted through U3P and all answers will be given via U3P.

D. Questions may be submitted until December 8, 2025 at 5:00 PM

E. The City will select the proposal determined to be in the best interest of the city and according to the criteria outlined in the RFP.

F. Construction must be substantially complete before July 1, 2026.

Project Requirements:

A. Proposer must maintain a staffed office within 125 miles of Draper City.

B. Contractor shall be certified by the National Playground Safety Institute.

C. Playground equipment and engineered wood fiber (EWF) must meet all current

CPSC, IPEMA, ADA and ASTM standards. Manufacturer shall be ISO 9001 certified. Contractor must supply current certificate from independent third party tester, such as International Playground Equipment Manufacturers Association (IPEMA), that the product as shipped meets current ASTM standards F1292 and F2075 for engineered wood fiber.

D. The proposed playground equipment must fit the area confined by the curb wall location, including meeting all applicable use zones for each component. Refer to attached site plan, which identifies approximate footprint of playground area.

All measurements shall be field verified by proposer prior to final equipment purchase order.

E. The playground equipment is to be designed for children 5-12 years of age.

F. The playground equipment shall be commercial quality. Equipment made of wood will not be permitted.

G. Any post and platform type design shall use 5” O.D. posts.

H. Non-traditional and freestanding play features may be proposed, either as a complete playground or as additional freestanding pieces.

I. Avoid redundant play elements.

J. Include at least one slide (min. 7’ tall) on at least one of the proposals for this site.

K. Include at least one swing set on at least one of the proposals for this site.

L. While the city would prefer design themes that lean towards landscaping or wildlife, the play value of the playground has higher priority than the theme.

Scope of Work:

A. The contractor must secure area from intrusion by children and adults during the construction and installation.

B. The contractor shall remove and dispose of existing playground equipment and contaminated EWP. Any required irrigation system adjustments will be completed by the city.

C. The contractor shall be responsible for the delivery and unloading of the playground equipment at the park site. Any interim storage needs will be the responsibility of the contractor.

D. The contractor shall be responsible for the purchasing and installation of the new playground equipment, meeting all applicable use zones.

E. The contractor shall be responsible for replacing the top 6” min. of any contaminated EWF and adding additional EWP to obtain the proper depth per IPEMA standards.

F. The contractor shall be responsible for restoring any damaged landscaping, concrete or any other site improvements caused by construction.

G. Contractor is responsible to document (photos or videos) any pre-existing damage to improvements prior to the start of construction.

Budget:

The total budget for the project complete, including all items identified in the scope of work shall not exceed $80,000. Proposals shall not exceed this amount and shall include all materials, shipping costs and labor for the work.

Proposal response format:

All proposals must include:

A. Completed attached information sheet.

B. The equipment manufacturer’s name and contact information if different from the proposing firm.

C. Please provide full-color drawings with the description of the proposed structure (or structures) and all material specifications listed as part of the proposal.

D. Please provide documentation showing the proposer is properly licensed to conduct business in the State of Utah.

E. Please provide a profile of the proposer’s qualifications. The profile should include:

i. Address and phone number of the proposer’s main office

ii. Years in business

iii. Playground related experience of proposer

iv. Copies of relevant insurance documents

v. Provide four references with contact information where playground equipment has been sold and installed by proposer.

vi. Other information the proposer feels is pertinent to the proposer’s qualifications.

vii. A copy of the proposed playground equipment warranty.

viii. Provide detailed cost information (including freight/shipping) for the proposed playground equipment. Cost will be evaluated independently from the technical proposal.

ix. Delivery Time. Provide an estimated delivery schedule for all components of the equipment.

Proposal evaluation criteria:

A. The City will evaluate each proposal submitted based on the responsiveness to the City’s overall needs.

B. A vendor who is responsive and responsible to all administrative and technical requirements of the RFP.

C. A vendor who has demonstrated competence and qualifications in regards to providing the products and services required.

D. A vendor whose playground equipment and design is determined to be the most advantageous to the City.

E. Any proposals priced above the stated budget will not be considered.

Proposal weighted criteria:

A committee will evaluate proposals based upon the following weighted criteria:

A. Responsiveness to RFP 10%

B. Experience and Warranty 10%

C. Design and Playability 70%

D. Cost 10%

Award of Contract:

Contracts issued by Draper City, as a result of the Request for Proposal, will not be legally binding without the written approval of the City Purchasing Agent and/or the Parks and Recreation Director.

The City can reject any or all proposals. The City can waive any informality or technicality in any proposal received, if the City believes it would serve the best interest of the City.

Insurance Requirements:

The manufacturer shall maintain not less than: $10,000,000 product liability insurance

The design professional shall maintain a professional liability insurance policy not less than $1,000,000.00 per claim made basis, with $2,000,000.00 annual aggregate.

The contractor shall maintain not less than: (a) $2,000,000.00 automobile insurance, (b) $2,000,000.00 general liability insurance with $3,000,000.00 general aggregate, and (c) worker’s compensation as required by state statute, during the duration of this contract.

Indemnification:

The contractor agrees to indemnify, save harmless, and release Draper City, and all its officers, agents, volunteers, and employees from and against any and all loss, damages, injury, liability, suits, and proceedings arising out of the performance of this contract which are caused in whole or in part by the negligence of the contractor's officers, agents, volunteers, or employees, but not for claims arising from the City's sole negligence.

This RFP is an “ELECTRONIC REPLY” only RFP

Draper City reserves the right to extend the due date and time if it is determined to be in the best interest of the City.

RFPs and or RFP modifications received after the due date and time will not be accepted.

It is the sole responsibility of the bidder to ensure that U3P receives the response prior to the closing date and time.

Be aware that entering information and uploading documents into U3P may take considerable time.

Please allow sufficient time to complete the online forms and upload documents.

Suppliers should not wait until the last minute to submit a response.

It is recommended that suppliers submit responses a minimum of 24 hours prior to the closing deadline.

The deadline for submitting information and documents will end at the closing time indicated in the solicitation.

All information and documents must be fully entered, uploaded, acknowledged (Confirm) and recorded into U3P before the closing time or the system will stop the process and the response will be considered late and will not be accepted.

Responses submitted in U3P are completely secure. No one (including the purchasing agent) can see responses until after the deadline.

Parks & Recreation Department

12354 S. 800 E.

Draper, Utah 84020

INFORMATION SHEET

RFP - Playground Equipment Replacement for

PHEASANT MEADOWS PARK

13048 South Pheasant Haven Court

Proposal Due Date: December 9, 2025 @ 3:00 PM

Please Complete:

Company Name: _____________________________________________________

Company Type: Non Profit Corp ___ for Profit Corp ___ Partnership ___ LLC ___

Contact Person: _____________________________________________________

Phone Number: _____________________________________________________

Email: _____________________________________________________

Address: _____________________________________________________

City: __________________________ State________ Zip___________

Federal Tax #: _____________________________________________________

Authorized

Signature: _________________________________ Date _______________