EIECSE Madras Playground RFI.pdf

High Desert Education Service District 2804 SW Sixth Street Redmond, OR 97756 Phone: 541-693-5600 Email: katie.huff@hdesd.org

Date: 10/27/2025

REQUEST FOR INFORMATION (RFI)

EI/ECSE Preschool Playground Project – Madras Middle School Location: Madras, Oregon

To: Prospective Playground Equipment Vendors and Installers

The High Desert Education Service District (HDESD) is seeking information from qualified vendors regarding the design, supply, and installation of a preschool-aged playground to be located on the campus of Madras Middle School in Madras, Oregon.

This Request for Information (RFI) is intended to assist HDESD in understanding available options, current pricing trends, design standards, and full-scope project considerations related to the development of a safe and inclusive play environment for children ages 3–5.

1. Background

HDESD, in collaboration with the Jefferson County School District, is planning the installation of an outdoor playground to serve preschool-aged children attending programs at the Madras Middle School site.

The playground must comply with all applicable state and federal safety and accessibility standards, including CPSC, ASTM, and ADA requirements. The project’s goal is to create a safe, developmentally appropriate, and engaging play environment that supports early learning through active play.

Funding for this project is contingent upon High Desert ESD being securing funding for the project through an Business Oregon grant. Grant awards are anticipated to be announced after December 31, 2025. Should HDESD receive this grant, the district anticipates beginning the formal Request for Proposal (RFP) and procurement process immediately following award notification.

2. Purpose of This RFI

This RFI is issued solely for information-gathering and planning purposes. It does not constitute a solicitation or a request for proposal, nor does it commit HDESD to any future procurement.

The information received will help inform potential project scope, budgeting, and design decisions for a future playground installation.

3. Scope of Information Requested

Vendors are invited to submit information and recommendations addressing the following categories:

A. Playground Design & Equipment

● Equipment suitable for preschool-aged children (3–5 years)

● Inclusive and ADA-accessible design elements

● Materials, finishes, and available color palettes

● Equipment durability, maintenance requirements, and warranties

B. Site Preparation & Installation

● Recommended site preparation, grading, and drainage

● Installation requirements and estimated timelines

● Surfacing options (poured-in-place rubber, turf, engineered wood fiber, etc.)

● Fencing and site security options

C. Compliance & Safety

● Compliance with all relevant CPSC, ASTM, and ADA standards

● Safety zone, fall height, and spacing requirements

● Inspection and certification processes

D. Cost & Budget Information

● Rough order of magnitude (ROM) pricing for proposed playground systems

● Separate cost estimates for equipment, surfacing, fencing, installation, and site preparation

● Available cooperative purchasing contracts (e.g., Sourcewell, OMNIA, NASPO)

E. Vendor Qualifications

● Company background and experience with similar preschool installations

● References for comparable projects completed within the past five years

● Availability of design consultation or on-site evaluation services

4. Project Timeline (Estimated)

Milestone Date

RFI Issued 11/24/2025

Vendor Questions Due 12/05/2025

Responses Due 12/08/2025

Grant Award Announcement After December 31, 2025

Anticipated RFP Release (If Grant Awarded)

January 2026

Target Installation Window Summer 2026

All dates are subject to change based on grant award timing, district needs, and funding availability.

5. Submission Instructions

Please submit RFI responses electronically in PDF format to:

Katie Huff Grants and Contracts Analyst High Desert Education Service District Email: katie.huff@hdesd.org

Responses must be received no later than 11/10/2025. Late submissions may not be considered. Questions regarding this RFI should be submitted in writing via email by the date noted in the project timeline.

6. Disclaimer

This RFI is issued solely for the purpose of obtaining information and planning. It does not constitute a solicitation, offer, or commitment to purchase, and no contractual obligations will arise from this request or from the submission of any information. HDESD reserves the right to use or not use any of the information received in future solicitations.

Appendix A – Site Details & Constraints

Site Location:

Madras Middle School 390 SE 10th Street Madras, OR 97741

General Site Description:

● The proposed playground site is located on the Madras Middle School campus, in proximity to existing preschool classrooms.

● The area is generally level and accessible from existing parking and drive lanes.

● The site is currently concrete but may potentially need minor grading and surfacing improvements.

Estimated Available Area:

● Approximate area: 1200 square feet 22’ X 53’ (final measurements to be confirmed).

Utilities & Access:

● Electrical service is available nearby for potential lighting or security needs.

● Water and drainage connections are present on-site; stormwater management may require coordination with district facilities staff.

● Site access for equipment delivery and installation is available through existing driveways and gates.

Environmental & Safety Considerations:

● Play area must meet all Oregon Early Learning Division outdoor space requirements for preschool programs.

● Surfacing materials must support ADA accessibility and meet all fall height requirements.

● Fencing and controlled access are required to separate the preschool play area from general middle school student areas.

Design Constraints & Preferences:

● Playground design should encourage safe, age-appropriate physical activity and imaginative play.

● Incorporation of shade structures or natural elements is preferred but not required.

● All materials and finishes should be durable, low-maintenance, and suitable for year-round outdoor use in Central Oregon’s climate.