Request for Proposal - Playground.pdf

Fairview Area Schools

Playground Rehabilitation Project

PURPOSE

The intent of this RFP is to obtain proposals from pre-qualified vendors (Contractor) for the rehabilitation of the current elementary playground area.

PROJECT DESCRIPTION

Fairview Area Schools Board of Education (Owner) requests written quotes to secure design, procurement, and installation services for the rehabilitation of the existing elementary playground area on its primary facility located at the Fairview Area Schools, 1879 E. Miller Road, Fairview, Michigan, 48621 (School). This project includes preparing the site, designing, procuring, furnishing, delivering, and installing composite play structures, borders, equipment footings, and surface material.

The School reserves the right to increase or decrease scope of work and budget based on proposals from applicants.

The School requires Contractor to design a play system that meets or exceeds all current federal CPSC, ASTM, IPEMA standards and ADA requirements.

The maximum budget amount for this project, inclusive of all fees and expenses is $125,000.

Each respondent is limited to a maximum of two (2) design proposals for this RFP.

TIMELINE

It is the Owner’s desire to complete the project during the spring of 2018. An anticipated project schedule is as follows:

February 5, 2018: Issue RFP for Project Rehabilitation Services

February 23, 2018: Proposals due to Central Office by 3:00 p.m.

February 27, 2018: Playground Committee selects bid to recommend to Board of Education

March 12, 2018: Award to successful candidate determined at School Board meeting

March /April 2018: Construction begins

Mid-April 2018 Construction substantial completion date

April 30, 2018 Punch list and project final completion date

PROJECT OBJECTIVE AND BACKGROUND

The existing Fairview Elementary School playground equipment is beyond its expected life and needs to be replaced to meet current ADA and safety standards. The School will remove the existing equipment prior to contractor construction.

Fairview Area Schools, Page 2

It is the expectation of Fairview Area Schools that the selected Contractor will design and install an inspired selection and layout of inclusive play features appropriate for age 5-12 year olds to include a variety of activities with a blend of enjoyment, challenge, and reward.

SCOPE OF WORK

General Information

1. Proposal will include all fees, material, labor and equipment to construct a playground structure.

2. Contractor shall assume all responsibility for obtaining and verifying measurements.

3. Contractor shall work with District staff to keep disruption of school grounds to a minimum.

4. Contractor will assure that work is performed safely and in accordance with OSHA regulations and district policy.

5. The proper disposal of litter and debris collected from the work site is the responsibility of the

Contractor. Clean up and removal of construction debris shall be done on a daily basis.

6. The School is not responsible for tools, equipment, and/or material left on the job site.

7. The project is expected to be completed during the spring of 2018.

8. The facility will be available for inspection between the dates of February 5 – February 21, 2018.

Please call (989) 848-7004 to make an appointment.

Conduct

1. Typically business hours are 7:00 AM, ET to 5:00 PM, ET unless otherwise indicated by an authorized representative of the School.

2. Vendor shall maintain a single point of contact on a 24-hour basis.

3. All personnel will be dressed in an appropriate manner. Attire not within the parameters of School standards will not be authorized.

4. The Contractor’s employees are expected to exhibit professional, courteous conduct and an appropriate appearance at all times. Any conduct or appearance deemed inappropriate by a School representative will be grounds for removal from School property.

5. Contractor employees are to be respectful to faculty, students and visitors; these employees are prohibited from fraternizing with these groups. Flirtatious behavior, soliciting monies, names, addresses and other such inquiries will be cause for the employee to be removed from the premises.

Insurance

1. No Contractor or Subcontractor shall commence any work of any kind under a contract until all insurance requirements have been complied with, and until evidence of all insurance requirements is provided.

2. Fairview Area Schools shall be covered as an Additional Insured under any and all insurance required by this Contract. Confirmation of this shall appear on all Certificates of Insurance and on any and all applicable policies.

3. Any and all insurance required by this Contract shall be maintained during the entire length of this

Contract, including any extensions thereto, and until all work has been completed to the satisfaction of Fairview Area Schools.

Fairview Area Schools, Page 3

Within the existing footprint of approximately 150’ x 130’ (designated by the yellow square) the selected contractor will accomplish the following:

Design

1. Contractor shall provide a list of playground components, schematic layout with measurements and a rendering of the playground that will serve as the basis for both bidding and construction.

2. Contractor shall meet with District staff prior to submitting the final order to confirm color, attributes and layout of the equipment.

Preferred Playground Elements

1. Central Structure with a variety of play features appropriate for 5-12 year olds.

2. Structure shall incorporate inclusive play for all students regardless of physical or cognitive abilities.

3. The design of the play system should include the ability to expand the proposed play system within the existing play area.

4. Playground borders are required

5. No flexible climbers made from rope or chain

6. No suspended stepping stone balance climbers

7. No enclosed crawl tubes or tube slides

Site Preparation

1. Contractor will be responsible for any site work needed, which includes removal of existing substrate, grading, subsurface soil preparation and compaction, and installation of final playground surface selection.

2. Contractor must provide safety fencing, minimum 4-foot high, around the perimeter of the playground construction area. This fence needs to be removed after project completion.

Fairview Area Schools, Page 4

Permitting

1. Contractor is responsible for obtaining all permits necessary for the completion of the project.

2. Contractor is required to call MISS DIG to locate all underground utilities prior to construction.

Equipment Requirements

1. Contractor is responsible for delivery of equipment to the project site.

2. All equipment shall be compliant with all applicable regulations, standards, and guidelines including but not limited to ADA, ASTM and CPSC.

3. There shall be a minimum warranty of fifteen years on all metal components, decks, stairs and plastic components.

4. Hardware shall be rust resistant, preferably stainless steel.

Installation

1. All playground structures and components will be assembled and installed by Contractor.

2. All tools and equipment required to install play equipment shall be provided by the Contractor.

3. Contractor must protect and monitor poured concrete footings until it is cured. Contractor is responsible for removing all concrete spillage.

4. Contractor will guarantee proper installation of products and materials according to manufacturer recommendations.

5. Upon substantial completion Contractor shall assist Owner in the completion of a punch list and final inspections.

Post-Installation

1. Contractor will be responsible to restore to its original state any surrounding area or grounds, interior and exterior, at the Contractor’s expense, which may have been damaged during the project period as a direct result of the contractor’s work.

2. Trenches or ruts shall be backfilled and tamped by Contractor.

3. Upon completion, Contractor will be required to provide warranty information and maintenance manuals to Owner.

BID SUBMITTAL

All bids must be submitted by 3:00 p.m. on Friday, February 23, 2018. Sealed bids should be clearly marked “Bid for Playground Project” and submitted to:

John Sattler, Superintendent

Fairview Area Schools

1879 E. Miller Road

Fairview, Michigan 48621

Fairview Area Schools, Page 5

SUBMITTAL REQUIREMENTS

Each Contractor may submit two (2) independent playground proposals not to exceed the budgeted amount listed above. Although two designs may be submitted, only one proposal will be selected. The proposed design(s) shall be compatible with the site. It is the responsibility of the Contractor to confirm available space and compatibility for each design.

Each proposal shall include at minimum: one original and one copy for necessary distribution.

Submittals should include the following minimum requirements:

1. Company background including brief information on company’s experience and qualifications, number of years constructing playgrounds, etc.

2. A total project cost proposal including an itemized breakdown of all charges.

3. Three client references from Michigan or neighboring states on similar projects completed within the last four years. Include name of organization, address, contact person, phone number, email, cost of the project, and year completed. Reference letters are also encouraged, but not required.

4. List of all playground components, along with a description of component materials/specifications.

5. Summary of accessibility standards.

6. Indicate anticipated dates of construction and the anticipated completion date. Project must be substantially completed by mid-April, 2018.

7. A site plan showing entire design with dimensions and fall zones.

8. An 11’ x 17” or larger, color rendering of the playground design(s).

9. Copy of current general liability and workman’s compensation coverage.

10. Proposal must be accompanied by a Certified Check or Cashier’s Check payable to Fairview Area

Schools in an amount not less than five percent (5%) of the amount of the bid as required by the

Michigan Revised School Code Act 451 of 1976, Section 380-1267.

11. Any other information deemed necessary to address the requests of this RFP.

Indemnification

The Contractor will act in an independent capacity and not as officers or employees of the

School. The Contractor shall indemnify, defend and hold harmless the School District, its boards, employees, and representatives from liability and from any and all claims, actions, suits, judgments, losses, and expenses including claims, costs, attorney fees and damages arising as a result of acts and/or omissions by the Contractor or its agents, members, partners, associates, or employees in the performance of this contract.

CONTRACT AWARD CRITERIA

Fairview Area Schools reserves the right to reject any and all bid proposals, and reserves the right to accept any proposal determined to meet RFP criteria, not necessarily based on price alone. Several factors will be reviewed including, but not limited to, the following:

1. Completeness of the submittal

2. Qualifications

3. Design and Budget

Fairview Area Schools, Page 6

4. Experience with similar projects (previous school projects are given specific attention)

5. Reputation for quality and on-time, on-budget performance

6. Financial credibility

7. Fee with complete breakdown of scope and cost as noted above

8. Availability

9. Ability to meet the outlined schedule and project requirements.

QUESTIONS

All questions regarding this RFP should be directed to the Owner’s Representative, John Sattler, Superintendent, by phone at (989) 848-7004 or via email at jsattler@fairview.k12.mi.us.