Playground Design RFP QA.pdf
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- Attached to
- Exclusive Playground Design
- Solicitation number
- 20-PRF19
- Issued by
- Wisconsin
About this file
This is a Questions and Answers document for RFP 20-PRF19 issued by the City of Sun Prairie, Wisconsin Parks, Recreation & Forestry Department, soliciting proposals from qualified vendors for exclusive playground equipment design services. The City requests four playground designs that accommodate two age groups: ages 2-5 and ages 5-12, with each design corresponding to four budget price points of $30,000, $45,000, $65,000, and $80,000. The designs should showcase varied equipment to maximize play value at each price point and exclude installation and surfacing costs. Proposals were due June 19, 2020 at 2:00 PM and could be submitted via USPS, in-person drop-off at City Hall, or email to treasurer@cityofsunprairie.com. The selected exclusive design vendor will subsequently create customized designs for each park with neighborhood input, after which the City will conduct a formal bidding process for material procurement and labor. The design vendor must provide playground specifications for inclusion in the bid packets.
Pricing proposals should include only equipment, freight, and design services, with costs based on 2020 pricing. The City acknowledges and accepts annual cost increases of 2-3% based on material costs. Specific equipment requirements include tube slides, crawl tubes, independent play events, and freestanding components, with particular swing specifications (two tot, two belt, and one ADA swing). Metal roofs are not permitted for this proposal phase but may be considered post-selection. Local vendor status is determined by playground representative location rather than manufacturer location. Insurance requirements outlined in Form E of the RFP may be negotiable once a preferred vendor is selected, though the City acknowledges the five million dollar umbrella liability requirement is substantial. Only one copy of required forms is necessary in either hard copy or electronic format.
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20-PRF19 Exclusive Playground Design Questions and Answers
Proposals due 6/19/2020 2:00 PM
1. What is the use zone for each park?
There is no specific use zone. These are just samples to help the City of Sun Prairie get a feel for your equipment design and product line. We suggest that the four budget options include different types of equipment to maximize the play value for each price point.
2. Is there a specific area size that we need to stay within?
See answer to question #1.
3. Do you and the evaluation panel have a preference for how I structure the designs? Should I choose standard sites (circle, rectangle, etc) for the designs or shall I use the current locations as inspiration for site placement?
See answer to question #1. Any standard site (circle, rectangle, etc) is acceptable.
4. We are to submit a total of four designs that accommodate both 2-5 and 5-12, correct?
Correct.
5. The RFP states that the designs are to stay within the budget amount excluding installation and surfacing. Will the pricing for instillation come later or are you not doing installation pricing now?
These are just samples to show equipment designs. The City of Sun Prairie does not want the playground examples to include installation or surface material costs. Once an exclusive design vendor is selected, designs will be created for each park with input from the neighborhood. The City is required to undergo a formal bidding process for the material procurement and labor of each playground. The subsequent RFB for each playground will include specifications for the selected design and product line, with the option for an approved equivalent. The design vendor is required to share playground specifications to include in the bid packet.
6. Please confirm that the City of Sun Prairie would like cost proposals to include only equipment and freight (and design services, if applicable).
See answer to question #5.
7. You state you don't want Metal Slide – Roofs. We have some newer metal products in our roof options - would these be allowed?
For this proposal, please do not include metal roofs. If you’re selected as the exclusive playground vendor, we are interested in learning more about the new roof options.
8. You state One Triple Bay Swing with 2 Tot, 2 Belt and 1 ADA Swing - Our swings allow 2 swing seats per bay - we could save space and dollars by using a 2 Bay Single Post swing and an arm extension with a tot seat - this give you your 5 swing seats -- would this be allowed?
For this proposal, we want to see 2tot, 2 belt and 1 ADA swing. If you can accommodate all swings with an arm extension, that is acceptable.
9. Do you want us to include any other independent play events besides swings that are not connected to a modular playstructure for any of the price categories?
Independent play events are allowed/encouraged. They do not need to be attached to the structure.
10. Will individual components such as Spinners, Climbers, Music Instruments be consider part of the structure or do the components need to be attached to the main structure?
See answer to question #7.
11. For the designs, is the option to have some freestanding pieces available? Or would you like everything to be attached to the play structure?
See answer to question #7.
12. I noticed that the equipment you currently have in the parks have a number of tube slides and crawl tubes. Are these components acceptable for the proposal?
Tube slides and crawl tubes are acceptable.
13. The manufacturer increases list pricing by 2-3% each year based on material costs and we would then pass that raise on to the City of Sun Prairie per year. We plan on creating these designs with each budget price ($30k, $45k, $65k and $80k) based on 2020 pricing. Is the City of Sun Prairie agreeable to the 2-3% increase each year that will increase the amount for the designs?
Yes, we understand cost will increase each year. These are just samples to show your equipment designs.
14. Can we submit proposal via email or if it needed to be done by US Postal Service?
Proposals may be submitted through:
• USPS (post office)
• City Hall’s 1st floor is now open for in-person drop-off
• Email to: treasurer@cityofsunprairie.com
The cost associated with your proposal should be included in the email, but should be saved as a separate document from the proposal itself. The proposal and the cost should each be clearly named.
All email correspondence must include the RFP # in the subject line.
15. Due to the current situation with COVID-19, are you still wanting the bids dropped off or would you like them to be all electronic?
See answer to question #14.
16. Would you like a hard copy and an electronic copy both submitted for proposals and forms A-F? Or is there an option to do one or the other?
Only one copy of the forms is required in whatever format you choose to submit. See answer to question #14 for submittal options.
17. Can you confirm if our insurance will be accepted as submitted? I have attached our insurance information for your review and as well as our manufacturer's insurance.
Insurance requirements are outlined in form E of the RFP. We understand that the insurance requirements are on the higher side, especially the five million dollars umbrella liability requirement.
Insurance requirements may be negotiable once we select our preferred vendor.
18. Part of the RFP discusses the local vendor. What do you use to determine local vendor? My office is out of Sun Prairie, but our manufacturer is out of Monett, Missouri.
We will use playground rep locations, not manufacturer locations, to determine local vendor status.
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