2-Walker Creek RFP 6-16-26.docx

TAYLOR WEST WEBER PARK DISTRICT

REQUEST FOR PROPOSAL (RFP)

FOR

WALKER CREEK PARK PLAYGROUND AND SPORTS COURTS

1. Overview of Solicitation

a. The purpose of this RFP is to enter into contracts with a qualified firms to design, provide and install one or all of the following:

i. A modular playground set and fall safety surface suitable for children up to 12 years of age.

ii. (4) Pickleball Courts and (1) Basketball Court It is anticipated that this RFP will result in a contract award to potentially multiple vendors that furnish and install modular playground systems and sports courts.

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. Vendors are at liberty and are encouraged to expand upon the specifications so long as minimum requirements are met.

c. Taylor West Weber Park District 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 District. While it is the intent of the District to proceed with this solicitation, nothing herein shall obligate the District to enter into a contract. The District reserves the right to cancel this RFP in whole or in part at any time if it is in the best interest of the District.

d. Attached to this RFP is Exhibit A. This exhibit show an overall conceptual design of the park after full build-out including the playground area, pickleball courts, a basketball court, softball/baseball fields, horse riding areas, an amphitheater, junior soccer fields, a larger soccer field, an existing pavilion, a future pavilion, and three parking lots. This RFP is only for the playground area, the pickleball courts, the basketball court, and any finished surfaces associated in their proximity (concrete, fall protection, etc.)

2. General Information

a. Proposals will only be accepted through U3P/Bonfire. Electronic submissions of proposals must be received no later than Tuesday, June 30, 2026 at 3:00 p.m. No proposals will be accepted after 3:00 p.m. on the above mentioned date.

b. Electronic proposals may require uploading of electronic attachments. The U3P/Bonfire site will accept a wide variety of document types as attachments. However, the submission of documents containing embedded documents (zip files), mov, wmp, and mp3 files are prohibited. All documents should be attached as separate files.

c. When submitting a bid electronically through U3P/Bonfire, allow sufficient time to complete the online forms and to upload documents. The solicitation will end precisely at the closing time listed. If you are in the middle of uploading your bid at the closing time, U3P/Bonfire will stop the process and your bid will not be received.

d. Vendor is responsible for verifying that all required documents have been successfully uploaded with proposal.

e. Taylor West Weber Park District is not responsible for vendors or access with U3P/Bonfire.

f. All questions must be submitted through U3P/Bonfire and all answers will be given via the U3P/Bonfire website.

g. Questions may be submitted until Wednesday, June 24 2026 at 3:30 p.m.

h. The District will select the proposal that scores the highest, is responsive, and is responsible as determined according to the criteria outlined in the RFP.

3. Background

a. Taylor West Weber Park District

i. The District is a special service district formed by the county to create and maintain community open spaces for the Taylor and West Weber communities in western Weber County, UT. The District operates under a volunteer board appointed by the county commission.

b. Walker Creek Park

i. Walker Creek Park is the only public park currently owned by the District. It is located at 4071 W 1800 S in Taylor, UT. The park is currently approximately 10 acres and is anticipated to expand in the coming future. To date, the District has installed the roadside improvements, drainage system, a parking lot, and a pavilion. The improvements to be constructed are going to be adjacent to the pavilion. The site has an electrical panel with slots for future lighting and other future electrical features onsite.

c. Funding and Estimates

i. Funding for this project is made possible from a grant from the Weber County RAMP funding combined with the District’s budgeted allotment for construction for the year. The total budget for the improvements is $1.15 million. Proposals are encouraged to make the best efforts to accomplish the most with these funds. Consideration will be given to any donated materials, labor, design, or any other assets or services.

4. Length of Contract

No extended contract is being solicited under this RFP. All pricing must be guaranteed for 150 days from the closing date of this solicitation. Estimated time of installation is Summer/Fall 2026. Any contract resulting from this RFP will include, but not be limited to, the District’s standard terms and conditions.

5. Discussions with Vendors (oral Presentation)

An oral presentation by a Vendor to clarify a proposal may be required at the sole discretion of the District. However, the District may award a contract based on the initial proposals received without discussion with the vendor. If oral presentations are required, they will be scheduled after the submission of proposals. Oral presentations will be made at the vendor’s expense.

6. Proposed Services

The intent of the RFP is to allow each vendor to use their best skill and experience in the design of a play structure and sports court area for pre-determined play areas. Each vendor shall be limited to two (2) design proposals for each area, a first design and a comparable alternate. Please include both designs as part of your proposal and indicate the primary and alternate offer.

Scope of Work

a. Playgrounds

i. Playgrounds need to be designed for children ages up to 12 years old and all abilities.

ii. Playgrounds must be designed to fit within the 80’ x 100’ area defined in the attached site plan (Exhibit A).

iii. Safety surfacing material should be enclosed by a concrete sidewalk.

iv. Sidewalk should include lighted bollards and associated conduit for wiring.

v. Other landscaping features (concrete, benches, shade, etc.) should be installed around the playground area and in conjunction with the other landscape features around the sports courts as well.

vi. The District would like an option to have District staff and/or community volunteers assist with the installation of each playground, but only if the playground(s) will be in full compliance with all building codes upon completion and if there are noticeable savings on installation fees.

vii. The following is a list of the items that the District would like for each of the proposed playgrounds:

a. Equipment that is unique to Taylor West Weber Park District and the surrounding area.

b. Highly vandal resistant

c. Has a high play value with as many options for a wide variety of activity as possible.

d. Good fit with the existing amenities of the location.

e. Taylor West Weber Park District may want to complete or assist with the installation to allow as much of the available funding to be used for the purchase of the equipment as feasible.

viii. On-site supervisor must be licensed Utah contractor with a playground specialty license

b. Sports Courts

i. (4) Pickleball courts and (1) basketball court shall be installed by a licensed contractor that specializes in outdoor sports courts.

ii. Concrete should be constructed to avoid cracks appearing in the top surface.

iii. Color choices will be made available to and selected by the District.

iv. Lighting will be installed by a previously selected contractor.

v. The basketball court should be designed based on “high-school regulations” and have (2) hoops on each of the long sides providing a total of (6) hoops.

vi. Black, vinyl-coated chain-link fencing should be included around each pickleball court, but not the basketball court.

vii. The pickleball courts shall be surrounded with concrete sidewalks similar to the site plan provided.

viii. The sidewalks shall have lighted bollards with the associated wiring conduit.

ix. Pickleball courts should include the nets to be “turnkey” ready.

Budget

The total combined budget for these projects shall not exceed $1.15 million. Vendors should design their proposals to fit within the budget for each specific site. Landscape and other surface improvements surrounding the projects should be included in the budget. The budget is expected but not required to be divided among the various project areas as follows:

i. (concrete, landscaping, lighting, etc.)

One-Year Warranty Inspection

a. The vendor will be required to visit the site one year after substantial completion with an authorized District representative to review warranty issues. Additional inspections will take place as required.

Schedule

a. Successful vendor(s) must review and familiarize themselves with the project schedule as it pertains to the performance of their work.

Insurance Required

a. The Contractor shall purchase and maintain Builder’s Risk (Course of Construction) insurance covering the Project for the full replacement value of the work, including materials, supplies, equipment, fixtures, and labor incorporated into or to be incorporated into the Project.

b. Coverage shall be maintained from the commencement of construction activities through final completion and acceptance of the Project by the District. The policy shall provide coverage against risks of direct physical loss or damage, including but not limited to fire, theft, vandalism, malicious mischief, windstorm, and other perils commonly covered under an “all-risk” Builder’s Risk policy.

c. The Builder’s Risk policy shall:

d. Be written on a completed value basis in an amount equal to the total completed value of the Project;

e. Include the District as an additional insured and loss payee, as its interests may appear;

f. Cover property in transit and temporary storage related to the Project, where applicable;

g. Include a waiver of subrogation in favor of the District;

h. Remain in effect until final acceptance of the Project by the District.

i. The Contractor shall provide certificates of insurance and, upon request, copies of applicable endorsements evidencing the required coverage prior to the start of construction.

j. Failure to maintain the required insurance shall constitute a material breach of contract.

Eligibility Requirements

To enable the District to conduct a uniform review process of all responses to this solicitation, components of the proposal shall be submitted as set forth below. The District reserves the right to reject submittals that do not follow the requested format. Those submitting proposals do so entirely at their own expense. There is no expressed or implied obligation by Taylor West Weber Park District to reimburse any firm or individual for any costs incurred in preparing or submitting proposals, preparing or submitting additional information requested by the District, or for participating in any selection interviews.

Qualifications Offerors must demonstrate the ability to meet or exceed the mandatory minimum requirements outlined below by providing a narrative point by point response, in the order listed, to each requirement and documentation. The following mandatory minimum requirements must be met in order for a proposal to be considered responsive:

a. Licensed and Insured. Selection of the most suitable vendor(s) and proposal is essential; therefore, proposals will only be accepted from vendors that demonstrate the following qualifications:

i. Licensed. The proposing firms must be properly licensed to conduct business in the State of Utah.

ii. Insured. The proposing firms must be covered by insurance and carry Builders Risk/ Course of Construction coverage on the project. The proposal shall reflect that the firm accepts this insurance requirement.

b. Non-Discrimination. The vendor must comply, at all times during the bidding and contracting period, with all applicable federal, state, and county anti-discrimination laws, ordinances, rules, and regulations.

c. Certified. All play structures, surfaces, individual components, and installations shall be governed by and be in compliance with the following organizations:

1. National Playground Safety Institute (NPSI)

2. Consumer Products Safety Commission (CPSC)

3. American Society for Testing and Materials (ASTM)

4. Americans with Disabilities Act (ADA)

Proposal Response Format All proposals must include:

a. Experience/Expertise. This includes the qualifications and work experience of at least three (3) and no more than five (5) comparable playground apparatus/sports courts (depending on the proposal) that have been completed in the last three (3) years. Please include location of playground/court, company name, contact name, phone, and date completed. Actual photos of completed playgrounds will score higher in the evaluation.

b. Design/Quality/Warranty. In this section, the vendor must indicate the equipment manufacturer’s name and contact information if different from the proposing firm. Please provide a concept drawing with the description of the structure and all material specifications listed as part of the proposal. Warranty information should also be outlined in this section. Please list any certified installation contractors that will be used on this project if different from the proposer’s firm (third-party installers).

c. Cost Proposal. Cost will be evaluated independently from the technical proposal and as such, must be submitted separately from the technical proposal response. Please enumerate all costs associated with the proposal, including design, freight and installation costs (With an option for community install). Vendor to provide their own form. Submitted pricing will be subject to the following statement by the vendor as part of their response:

i. “Having examined this RFP, the proposed work and being familiar with all of the conditions surrounding the construction of the proposed project, including the availability of labor, hereby propose to furnish all labor, materials and supplies as required for the Project in accordance with this request for proposal as specified and within the time set forth and at the price stated below. This price is to cover all expenses incurred in performing the work required under the Contract Documents of which this proposal is a part. Bid Prices should include shipping to the designated location. Bid prices should also include installation as a separate line item.”

Proposal Evaluation Criteria

Evaluation Process Only Responses that meet minimum mandatory requirements will be evaluated.

Stage 1: Initial Review In the initial phase of the evaluation process, the Procurement Unit will review all proposals timely received. Non-responsive proposals not conforming to RFP requirements or unable to meet the mandatory minimum requirements will be eliminated from further consideration.

Stage 2: Technical Proposal Evaluation Responsive proposals will then be evaluated by an evaluation committee appointed by the Procurement Unit against the proposal technical criteria noted in this RFP. Proposals will be evaluated against the technical criteria as follows:

Evaluation Component Possible Points Experience - 200 Design - 500 Cost - 300 Total Points Possible: 1,000

Responses that achieve a minimum score threshold of 700 points will proceed to the Cost Proposal Evaluation. Responses with a score of less than the minimum technical points will be eliminated and not move to the interview presentation.

The evaluation committee for this RFP, will tally the final scores for criteria other than cost to arrive at a consensus score by the following method: an average of the individual scores.

Stage 3: Interview Presentation If necessary, responsive proposals that meet the minimum score threshold from Stage 2 will move onto the Interview Presentation. A total of 500 demonstration points is possible. Offerers will be given 30 minutes maximum to demonstrate their response to the Technical Proposal for the evaluation committee. The committee will evaluate the offerer on how well they would execute and perform the RFP services and scope of work.

The District plans to hold these demonstrations in person in our board meeting in early July held at 4071 W 1800 S Taylor, UT 84401. We will let all Offerers know who qualifies for the exact date and time.

If an in-person demonstration will not work, we will set up technology to present virtually if needed.

Final Stage: Cost Proposal Evaluation Vendors meeting the minimum score threshold of 937 and/or completed the interview presentation (if needed) will move to the contract cost evaluation. The Response with the lowest total blended hourly rate will receive 200 points (100% of the total cost points available).

The Offerer with the lowest total blended hourly rate will receive the maximum points of 200 Points. Points assigned to each Offerer's cost proposal will be based on the lowest proposal price.

All other Offerers will receive a portion of the total cost points based on what ratio higher their Proposed Price is than the Lowest Proposed Price.

The formula to compute points is: Cost Points x (Lowest Proposed Price/Propose Price). Each Cost Proposal must use the template provided in Appendix C.

The selection committee will be comprised of individuals from the Taylor West Weber Park District and others as may be deemed appropriate by the District. The selection committee will evaluate the proposals submitted and determine which vendors will be requested to provide additional information and/or interview with the committee.

Acceptance

a. All information and materials included with the bidder’s response will be considered property of the District. The District reserves the right to request additional information after the RFP opening date, for the purposes of clarifying bidder’s responses.

b. The District reserves the right to accept and/or reject any, all or part of any proposal that it deems is not in the best interest of the District.

PLAYGROUND AREA

Figure 1:This is a screenshot of the playground area from the conceptual plan included as Exhibit A. It includes dimensions of the area being 80' by 100'.

1. This proposal will shall include preliminary design of the playground and play surface (safety fall protection).

2. This playground should be designed for children up to 12 years old and be inclusive for all-abilities in the designated 80’x100’ area.

3. Proposals for this area should include a layout that maximizes the use of available space within a budget of $600,000 for playground equipment and surfacing.

4. At a minimum, the playground should include a swingset (4 swings min, including one for children with mobility issues), slides, a tower with play stations, and (2) track riders (zipline).

5. The constructed playground should be simple to sturdy yet easy to maintain.

6. Proposals will include the fall protection surfacing. The preference of the district is artificial turf with padding underneath, but the district is open to cost-effective and low-maintenance alternatives.

7. Please provide an estimated quantity and cost for safety surfacing necessary for the proposed playground equipment.

PICKLEBALL COURTS

Figure 2: This is a screenshot of the pickleball courts from the conceptual plan included as Exhibit A 48 Feet 58 Feet

1. The courts shall be designed and constructed to resist cracking that can show in the surface finish.

2. The concrete should be sloped 0.5% to allow for surface drainage.

3. A fence should be installed around and between the courts.

4. Lighting shall be installed around the courts with a lockable control panel, including a timer, installed at the pavilion.

5. Benches should be installed nearby for communal meeting and waiting for games.

BASKETBALL COURT

Figure 3:This is a screenshot of the basketball court from the conceptual plan included as Exhibit A24’

4’ 16’

1. The court shall be designed and constructed to resist cracking that can show in the surface finish.

2. The concrete should be sloped 0.5% to allow for surface drainage.

3. A fence should be installed around the court.

4. The courts should be built based on “high school regulations.”

5. A total of (6) hoops should be installed similar to the figure shown above.

6. The hoops should be sturdy and fixed to avoid needing much maintenance or repair.

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