CITY OF CLEVELAND, GEORGIA

REQUEST FOR PROPOSALS

PLAYGROUND EQUIPMENT, SAFETY SURFACING, DELIVERY AND

INSTALLATION

RFP No.: 2026-03

Issued By:

City of Cleveland, Georgia 55 Cantrell Road Cleveland, Georgia 30528

Attention: Kevin Harris, City Manager

I. INVITATION TO PROPOSE

The City of Cleveland, Georgia (“City”) is soliciting sealed proposals from qualified and experienced playground equipment manufacturers, suppliers, installers, contractors, or qualified firms for the furnishing, delivery, installation, and completion of playground equipment and safety surfacing at two City-owned park locations.

The selected proposer shall provide all labor, materials, equipment, supervision, transportation, permits, services, incidental items, and other resources necessary to provide a complete, safe, accessible, code-compliant, and operational playground installation.

The City intends to award a contract or contracts based upon the proposal that provides the best overall value to the City, considering the evaluation criteria contained in this RFP.

Maximum Project Amount

The total maximum amount available for the project, including both locations, is:

$400,000

The City reserves the right to award the project in whole or in part, negotiate with the highest-ranked proposer, reject any or all proposals, and/or reduce the scope of work based upon available funding.

II. PROJECT LOCATIONS

The project consists of playground improvements at the following two City-owned locations:

Location 1 – Woodman of the World City Park

Woodman Hall Road Cleveland, Georgia

This location contains an existing playground area that will receive new or replacement playground equipment and safety surfacing as described in this RFP.

Location 2 – Talon Village Pocket Park

Campbell Road Cleveland, Georgia

This is a new pocket park adjacent to the Talon Village development and will receive playground equipment and safety surfacing.

III. IMPORTANT SITE CONDITION CLARIFICATION

The City has already completed the general site development work at both project locations.

The following general site improvements are not part of this RFP and should not be included in the proposer’s base proposal:

• General site grading;

• General drainage improvements;

• Parking lot construction or improvements;

• Curbing;

• General sidewalks;

• General landscaping;

• General utility installation;

• General site preparation; or

• Other general park/site-development work.

The City is seeking proposals primarily for:

1. Playground equipment;

2. Playground safety surfacing and associated base/system components;

3. Ground covering;

4. Equipment foundations, footings, anchors, and related installation requirements;

5. Delivery and transportation;

6. Installation and assembly;

7. Accessibility components and accessible routes within the playground area as required for the proposed system;

8. Required minor preparation specifically associated with installation of the playground equipment or safety surfacing;

9. Safety inspection and correction of deficiencies;

10. Cleanup and removal of construction-related debris; and

11. All other incidental work necessary to provide a complete, safe, accessible, and operational playground.

Any minor site work specifically required to install the proposed equipment or surfacing shall be identified in the proposal and included in the proposed price unless specifically identified as a separate line item.

IV. PROPOSAL SCHEDULE

The anticipated schedule is as follows:

Event Date

RFP Issued October 19, 2026

Site Visits Begin October 26, 2026

Deadline for Written Questions November 6, 2026

Proposal Submission Deadline November 20, 2026 @ 3 p.m.

Proposal Opening November 20, 2026 at 4:30 p.m.

Anticipated Notice of Award To Be Determined by City

Anticipated Contract Execution To Be Determined by City

Project Completion As proposed and approved by City

The City reserves the right to modify this schedule by written addendum.

V. MANDATORY SITE VISIT

A proposer shall visit both project locations before submitting a proposal.

Site visits may begin October 26, 2026. Proposers are responsible for becoming familiar with the existing conditions at each location and determining the requirements necessary to successfully complete the project.

Failure to inspect the sites shall not relieve the successful proposer of responsibility for conditions that could reasonably have been observed during the site visit.

Each proposer shall include a signed Site Visit Certification with its proposal confirming that the proposer has inspected both locations.

VI. SCOPE OF SERVICES

The successful proposer shall furnish and install playground equipment and safety surfacing at both project locations.

The scope shall include, but is not necessarily limited to, the following:

A. Playground Equipment

Provide commercial-grade playground equipment appropriate for the intended age ranges and use of each location.

Equipment shall include, as applicable:

• Play structures;

• Slides;

• Climbers;

• Activity panels;

• Bridges;

• Transfer stations;

• Ramps;

• Accessible play components;

• Ground-level play components;

• Swings and swing structures, if proposed;

• Spinners or other approved play components;

• Interactive play elements;

• Benches or parent seating incorporated into the playground system, if proposed;

• Shade components, if proposed;

• Other complementary playground equipment proposed by the proposer.

All proposed equipment shall be designed and manufactured for commercial/public playground use.

The proposer shall identify the manufacturer, product name, model number, age range, dimensions, capacity, and applicable warranty for every major component proposed.

B. Safety Surfacing

Provide a complete playground safety surfacing system appropriate for the equipment and fall heights proposed.

Acceptable systems may include, subject to City approval:

• Poured-in-place rubber;

• Rubber tiles;

• Engineered wood fiber;

• Other approved impact-attenuating playground surfacing systems.

The proposer shall clearly identify:

• Type of surfacing;

• Manufacturer;

• Product;

• Thickness;

• Required base;

• Fall-height rating;

• Installation requirements;

• Drainage requirements, if any;

• Maintenance requirements;

• Warranty; and

• Applicable accessibility characteristics.

The surfacing system shall be appropriately designed for the critical fall height of the proposed equipment.

The proposer shall provide all required base materials and components that are specifically necessary for the proposed safety surfacing system.

C. Equipment Foundations and Anchoring

The successful proposer shall provide all foundations, footings, anchors, hardware, and related installation components necessary to properly secure the playground equipment.

All foundations and anchoring systems shall comply with applicable manufacturer requirements and applicable safety standards.

Any concrete or other foundation work specifically required for installation of the playground equipment shall be included in the proposal unless expressly identified as a separate item.

D. Accessibility

The completed playground installations shall comply with applicable federal, state, and local accessibility requirements.

The proposer shall provide accessible play components and accessible routes within the playground area as required by applicable law and standards.

The proposer shall identify how the proposed design provides accessibility to and within the play area.

E. Delivery and Transportation

The successful proposer shall be responsible for:

• Transportation of all equipment and materials;

• Loading and unloading;

• Delivery coordination;

• Temporary storage, if necessary;

• Protection of equipment and materials before installation; and

• All transportation costs.

F. Installation

The successful proposer shall provide all labor, supervision, tools, equipment, and materials necessary for complete installation.

Installation shall include:

• Assembly;

• Anchoring;

• Foundations;

• Safety surfacing;

• Required minor preparation;

• Manufacturer-required installation procedures;

• Accessibility components;

• Equipment adjustments;

• Final tightening and securing of components; and

• Any other work necessary to place the playground into safe operating condition.

The installation shall be performed in accordance with the manufacturer's written installation instructions.

VII. REMOVAL AND DISPOSAL OF EXISTING EQUIPMENT/SURFACING

The City may determine that existing playground equipment and/or surfacing at the Woodman of the World City Park location must be removed as part of the project.

Removal and disposal shall not be assumed to be required unless directed by the City.

The proposer shall provide a separate price for this work on the Proposal Price Form.

The separate line item shall include all labor, equipment, transportation, loading, disposal fees, and incidental costs associated with the removal and lawful disposal of existing playground equipment and/or existing playground surfacing.

The City may elect to use this line item in whole, in part, or not at all.

Required Price Form Line Item

Removal and Disposal of Existing Playground Equipment and/or Surfacing, if Required: $________________

The proposer shall not perform removal or disposal work unless authorized by the City.

VIII. SAFETY STANDARDS

All playground equipment and installation shall comply with all applicable laws, codes, regulations, and recognized playground safety standards, including, without limitation, applicable provisions of:

• U.S. Consumer Product Safety Commission (CPSC) Public Playground Safety requirements;

• ASTM F1487, Standard Consumer Safety Performance Specification for Playground Equipment for Public Use;

• ASTM F1292, Standard Specification for Impact Attenuation of Surfacing Materials Within the Use Zone of Playground Equipment;

• ASTM F1951, Standard Specification for Determination of Accessibility of Surface Systems Under and Around Playground Equipment, where applicable;

• ASTM F2075, Standard Specification for Engineered Wood Fiber (as applicable);

• ASTM F3012, Standard Specification for Loose-Fill Rubber Surfacing (as applicable);

• ASTM F3313, Field Testing of Impact Attenuation;

• Americans with Disabilities Act (ADA) requirements;

• Applicable federal, state, and local building and safety requirements; and

• Manufacturer installation requirements.

The proposer shall identify any applicable standard or requirement that affects the proposed design.

IX. SAFETY INSPECTION AND FINAL ACCEPTANCE

Prior to final acceptance, the completed playground shall be inspected by a certified playground safety inspector.

The successful proposer shall be responsible for coordinating the inspection, field testing, and providing the City with a written inspection report.

The inspection and field testing shall verify, at a minimum:

• Proper equipment installation;

• Proper anchoring;

• Required use zones;

• Fall zones;

• Safety surfacing;

• Critical fall height requirements;

• Accessibility;

• Protrusions and entrapment hazards;

• Hardware and connections;

• Manufacturer installation requirements; and

• Certification of compliance with applicable playground safety standards, including, without limitation, satisfaction of all ASTM F1487, ASTM F1292, ASTM F1951, ASTM F2075 (as applicable), ASTM F3012 (as applicable) and ASTM F3313 standards .

Any deficiencies identified during the inspection shall be corrected by the successful proposer at no additional cost to the City.

Final payment and acceptance shall be contingent upon completion of all required corrections and receipt of satisfactory inspection documentation.

X. PROPOSAL REQUIREMENTS

Each proposal shall contain the following:

1. Completed Proposal Form;

2. Completed Price Proposal Form;

3. Equipment Schedule;

4. Safety Surfacing Schedule;

5. Manufacturer and model information;

6. Product specifications and photographs or manufacturer's literature;

7. Age ranges and capacity for proposed equipment;

8. Critical fall heights;

9. Proposed use zones;

10. Warranty information;

11. Installation schedule;

12. Estimated delivery schedule;

13. Company qualifications;

14. Relevant project experience;

15. References;

16. Site Visit Certification;

17. Insurance information;

18. Bond information, if applicable;

19. Required certifications and affidavits;

20. Exceptions to the RFP, if any;

21. Proposed maintenance requirements;

22. Proposed safety inspection information; and

23. Any other information necessary for the City to evaluate the proposal.

XI. PRICE PROPOSAL

The proposer shall provide a complete and detailed price for each location.

Location 1 – Woodman of the World City Park

Playground Equipment: $________________

Safety Surfacing/System: $________________

Installation: $________________

Other Required Installation-Related Work: $________________

Removal and Disposal of Existing Playground Equipment and/or Surfacing, if Required: $________________

Total – Woodman of the World City Park: $________________

Location 2 – Talon Village Pocket Park

Playground Equipment: $________________

Safety Surfacing/System: $________________

Installation: $________________

Other Required Installation-Related Work: $________________

Total – Talon Village Pocket Park: $________________

PROJECT TOTAL

Total Base Proposal – Both Locations: $________________

Removal/Disposal Alternate, if Required: $________________

TOTAL INCLUDING REMOVAL/DISPOSAL: $________________

The proposer shall clearly identify all costs necessary to provide a complete and operational playground.

No additional charges shall be permitted for items reasonably necessary to complete the proposed installation that were not identified as exclusions or separate alternates in the proposal.

XII. EQUIPMENT SCHEDULE

For each proposed piece of equipment, the proposer shall provide:

Item Manufacturer Model No. Description Age

Range Dimensions Fall Height Warranty

Additional pages may be attached.

XIII. SAFETY SURFACING SCHEDULE

Locatio n

Surfacin g Type

Manufacturer/Produ ct

Thicknes s

Critica l Fall Height

Base Syste m

Warrant y

Woodma n Park

Talon Village

XIV. QUALIFICATIONS AND EXPERIENCE

The proposer shall demonstrate experience providing and installing commercial/public playground systems.

The proposal shall include:

• Company name and address;

• Years in business;

• Primary contact;

• Number of employees;

• Relevant licenses or certifications;

• Playground installation experience;

• Experience with public-sector projects;

• At least three relevant project references;

• Contact information for references; and

• Description of comparable projects completed within the past five years.

The City may contact references and verify qualifications.

XV. DELIVERY AND COMPLETION SCHEDULE

The proposer shall provide a proposed schedule identifying:

• Anticipated contract execution;

• Equipment ordering;

• Estimated manufacturing period;

• Delivery;

• Installation;

• Safety inspection; and

• Final completion.

The proposer shall identify any anticipated supply-chain or manufacturing issues that could affect the completion schedule.

The City will consider the proposed schedule as part of the evaluation.

XVI. WARRANTIES

The proposer shall provide written manufacturer warranties for all equipment and surfacing systems.

Warranty information shall identify:

• Equipment warranty;

• Structural warranty;

• Finish/coating warranty;

• Moving parts warranty;

• Surfacing warranty;

• Installation warranty; and

• Any applicable exclusions.

The successful proposer shall provide all warranty documents to the City upon completion of the project.

XVII. INSURANCE REQUIREMENTS

Prior to beginning work, the successful proposer shall provide certificates of insurance demonstrating the following minimum coverage:

Commercial General Liability

• $1,000,000 per occurrence;

• $2,000,000 general aggregate; and

• $2,000,000 products/completed operations aggregate.

Automobile Liability

• $1,000,000 combined single limit.

Workers' Compensation

Coverage as required by Georgia law, including employer's liability of not less than:

• $500,000 each accident;

• $500,000 disease – policy limit; and

• $500,000 disease – each employee.

Umbrella/Excess Liability

• $2,000,000 minimum.

The City of Cleveland, its elected officials, officers, employees, agents, and representatives shall be named as additional insureds on applicable policies to the extent permitted by law.

Coverage shall be primary and non-contributory where applicable, and the proposer shall provide a waiver of subrogation in favor of the City to the extent permitted by law.

XVIII. BONDS

The City may require the successful proposer to provide bonds as permitted or required by applicable Georgia law and the final contract.

Unless otherwise directed by the City:

• A bid/proposal bond of 5% may be required;

• A 100% performance bond may be required; and

• A 100% payment bond may be required.

Any required surety shall be authorized to conduct business in the State of Georgia.

XIX. EVALUATION OF PROPOSALS

Proposals will be evaluated based upon the following criteria:

Evaluation Criteria Weight

Cost and Overall Value 35%

Design, Equipment Quality and Suitability 25%

Experience and Qualifications 20%

Delivery and Installation Schedule 10%

Warranty, Service and Support 10%

Total 100%

The City is not required to award the contract to the proposer submitting the lowest price.

The City may consider the total value of the proposal, including quality, durability, safety, accessibility, service, warranty, experience, delivery schedule, and long-term suitability for the City's parks.

XX. CITY'S RIGHT TO ACCEPT OR REJECT PROPOSALS

The City reserves the right to:

• Accept or reject any or all proposals;

• Waive minor irregularities;

• Request clarification;

• Request additional information;

• Conduct interviews;

• Negotiate with one or more proposers;

• Award the project in whole or in part;

• Select different equipment or surfacing options;

• Reduce or modify the scope;

• Cancel the RFP;

• Reject proposals that exceed available funding; and

• Take any other action permitted by applicable law.

The issuance of this RFP does not obligate the City to award a contract.

XXI. ADDENDA

Any changes, clarifications, interpretations, or additions to this RFP will be issued by written addendum.

Proposers are responsible for determining whether addenda have been issued and for acknowledging all addenda in their proposals.

Oral statements or representations shall not modify the requirements of this RFP.

XXII. QUESTIONS AND CLARIFICATIONS

All questions concerning this RFP shall be submitted in writing to:

Kevin Harris, City Manager City of Cleveland 55 Cantrell Road Cleveland, Georgia 30528 Email: kharris@clevelandga.org

Questions must be received no later than:

November 6, 2026

Questions received after the deadline may not receive a response.

XXIII. PROPOSAL SUBMISSION

Sealed proposals shall be submitted to:

City of Cleveland, Suite B Attn: Kevin Harris, City Manager 55 Cantrell Road Cleveland, Georgia 30528

Proposals shall be clearly marked:

“RFP – PLAYGROUND EQUIPMENT AND SAFETY SURFACING”

Proposals must be received by:

November 20, 2026 at 3:00 p.m.

Proposers are solely responsible for ensuring that proposals are physically received by the City before the deadline.

Late proposals will not be accepted.

XXIV. PROPOSAL OPENING

Proposals will be opened on:

November 20, 2026 at 4:30 p.m.

at:

Cleveland City Hall 55 Cantrell Road mailto:kharris@clevelandga.org

The City reserves the right to postpone or modify the opening date and time by written addendum.

XXV. PAYMENT

Payment shall be made in accordance with the final contract and upon satisfactory completion and acceptance of the work.

The City may require documentation demonstrating that all work has been satisfactorily completed before final payment.

Final payment shall be subject to:

• Completion of all work;

• Correction of deficiencies;

• Successful safety inspection;

• Receipt of warranties;

• Receipt of closeout documentation;

• Receipt of required inspection reports and certifications; and

• Final acceptance by the City.

XXVI. CHANGE ORDERS

No additional work or additional compensation shall be authorized without written approval from the City.

The successful proposer shall not perform extra work based solely upon verbal direction from City personnel unless such direction is confirmed through the City's authorized change-order process.

All proposed changes shall identify:

• Description of change;

• Reason for change;

• Additional or reduced cost;

• Effect on schedule; and

• Any other relevant information.

XXVII. CLEANUP AND RESTORATION

The successful proposer shall maintain the work areas in an orderly and safe condition.

Upon completion, the proposer shall:

• Remove construction debris;

• Remove excess materials;

• Remove packaging;

• Remove temporary materials and equipment;

• Clean the playground area; and

• Repair any damage caused by the contractor's operations.

The completed playground shall be left clean, safe, and ready for public use.

XXVIII. PUBLIC RECORDS

Proposals submitted to the City may be subject to disclosure under the Georgia Open Records Act and other applicable laws.

Proposers should clearly identify information they believe is exempt from disclosure under applicable law. The City will make all final determinations regarding disclosure in accordance with Georgia law.

XXIX. E-VERIFY

The successful proposer shall comply with all applicable requirements of the Georgia Illegal Immigration Reform and Enforcement Act of 2011, including applicable E-Verify requirements.

The successful proposer shall provide all required affidavits and documentation prior to execution of the contract.

XXX. NON-COLLUSION

By submitting a proposal, the proposer certifies that the proposal has been prepared independently and without collusion, communication, or agreement with any other proposer concerning:

• Prices;

• Quantity;

• Quality;

• Scope;

• Conditions of the proposal; or

• Any other matter related to the proposal.

XXXI. CONFLICT OF INTEREST

The proposer shall disclose any actual, potential, or perceived conflict of interest involving the proposer, its officers, employees, agents, subcontractors, or any City official or employee involved in the procurement.

The City reserves the right to reject a proposal or terminate a contract if a conflict of interest exists that cannot be resolved to the City's satisfaction.

XXXII. INDEMNIFICATION

To the fullest extent permitted by law, the successful proposer shall indemnify, defend, and hold harmless the City of Cleveland, its elected officials, officers, employees, agents, and representatives from claims, damages, losses, liabilities, costs, and expenses arising out of or related to the proposer's performance of the work, to the extent caused by the negligent acts, errors, omissions, or willful misconduct of the proposer, its employees, agents, subcontractors, or anyone acting on its behalf.

XXXIII. SUBCONTRACTORS

The proposer shall identify any subcontractors anticipated to perform work under the contract.

The successful proposer shall remain fully responsible for all work performed by subcontractors.

The City reserves the right to approve or reject proposed subcontractors as permitted by the final contract.

XXXIV. OWNERSHIP OF PROPOSALS

All proposals submitted in response to this RFP shall become the property of the City of Cleveland, subject to applicable Georgia law.

The City shall have no obligation to reimburse proposers for costs incurred in preparing or submitting proposals.

XXXV. NO GUARANTEE OF WORK

The City makes no guarantee concerning the quantity of work, equipment, surfacing, or services that ultimately will be purchased.

The City may award the project in whole or in part depending upon available funding, final design, equipment selections, and other considerations.

XXXVI. PROPOSER CERTIFICATION

The undersigned certifies that:

1. The proposer has examined this RFP and understands its requirements.

2. The proposer has inspected both project locations.

3. The proposer has carefully reviewed existing site conditions.

4. The proposer has included all costs necessary to complete the proposed work.

5. The proposer understands that general site development work has already been completed and is not included in this RFP except for minor work specifically required for playground installation.

6. The proposer agrees to comply with applicable laws, regulations, codes, and safety standards.

7. The proposer has identified all exceptions to the RFP.

8. The proposer has disclosed all known conflicts of interest.

9. The proposal shall remain valid for at least 90 days following the proposal submission deadline.

10. The information contained in the proposal is true and accurate to the best of the proposer's knowledge.

PROPOSER

Company Name: __________________________________________

Address: _______________________________________________

Authorized Representative: _______________________________

Title: __________________________________________________

Telephone: ______________________________________________

Email: __________________________________________________

Signature: ______________________________________________

Date: __________________________________________________

XXXVII. SITE VISIT CERTIFICATION

The undersigned certifies that the proposer has inspected both project locations and has had the opportunity to observe existing conditions relevant to the proposed work.

Woodman of the World City Park

Date Visited: ______________________

Talon Village Pocket Park

Date Visited: ______________________

Company: _______________________________________________

Representative: _________________________________________

XXXVIII. PROPOSAL CHECKLIST

The proposer should use the following checklist before submitting its proposal:

☐ Completed and signed Proposal Form

☐ Completed Price Proposal Form

☐ Separate removal/disposal price provided

☐ Equipment Schedule completed

☐ Safety Surfacing Schedule completed

☐ Manufacturer and model information provided

☐ Equipment specifications provided

☐ Fall heights identified

☐ Age ranges identified

☐ Warranty information provided

☐ Proposed delivery schedule provided

☐ Installation schedule provided

☐ Company qualifications provided

☐ Project references provided

☐ Site Visit Certification completed

☐ Insurance information provided

☐ Bond information provided, if applicable

☐ E-Verify documentation provided, if required

☐ Non-Collusion Certification completed

☐ Conflict of Interest disclosure completed

☐ All exceptions identified

☐ All addenda acknowledged

XXXIX. ADDENDA ACKNOWLEDGEMENT

The proposer acknowledges receipt of the following addenda:

Addendum No. Date Received Proposer Initials

XL. FINAL PROPOSAL SUBMISSION

The proposer understands that the City of Cleveland intends to obtain a complete playground installation at the two identified locations and that the proposal shall include all labor, materials, equipment, supervision, transportation, installation, safety inspection, cleanup, warranties, and incidental items necessary to provide a complete and operational playground.

The proposer further understands that general site improvements—including parking, curbing, and other general site-development work—have already been completed and are not included in the scope of this RFP, except for minor work specifically necessary for the installation of the playground equipment and safety surfacing.

The proposer acknowledges that the removal and disposal of existing playground equipment and/or surfacing is a separate line item and shall only be performed if specifically authorized by the City.

TOTAL BASE PROPOSAL:

REMOVAL/DISPOSAL, IF REQUIRED:

TOTAL INCLUDING REMOVAL/DISPOSAL:

Company Name: __________________________________________

Authorized Representative: _______________________________

Title: __________________________________________________

CITY OF CLEVELAND, GEORGIA

Kevin Harris City Manager 55 Cantrell Road kharris@clevelandga.org mailto:kharris@clevelandga.org