Sample Request For Proposal

The following sample request for proposal format for selection of modular playground equipment was developed by Bob Holling, Director of Parks, Recreation & Forestry for the City of Sun Prairie, Wis.

This system has been in use for the past 12 years by the City of Sun Prairie with several revisions to the RFP made over the years with the assistance of other parks and recreation professionals. The last revision occurred in January of 2004.

The intent of this RFP is to have a fair and equitable system in both evaluating various playground equipment proposals and making the award to a vendor based on the areas outlined in the evaluation form.

This RFP system replaces the formal bidding process and emphasizes the provision of play elements, accessible features, new components, risk management, maintenance and warranty on a system rather than making only “low bid” awards.

One of the features of the system allows for several groups of people, including department staff, members of a park commission, maintenance personnel and user groups to rate their thoughts relative to overall impression while still requiring the agency administrator to complete the evaluation process using the rating form included.

Questions can be directed to Bob Holling at rholling@cityofsunprairie.com or by calling him at (608) 837-3449.

—————————————————————————————————————————

SUN PRAIRIE PARKS, RECREATION AND FORESTRY DEPARTMENT

300 E. MAIN STREET, SUN PRAIRIE, WI 53590

INFORMATION, INSTRUCTIONS AND SPECIFICATIONS

FOR PLAYGROUND EQUIPMENT

Proposal Due Date: ________________

___________________NEIGHBORHOOD PARK

The City of Sun Prairie Parks, Recreation and Forestry Department is seeking proposals for a modular play structure unit which is listed below. All equipment must consist of new and unused material.

1) The play structures shall be constructed of steel or aluminum posts, with PVC coated steps, including all transfer points and decks. Wood shall not be permitted. Use of recycled materials is permitted. All proposals shall be fully compliant with revised 1994 CPSC guidelines, F 1487-01 ASTM standards and IPEMA certification. All equipment shall be compliant with the full intent of all ADA guidelines for accessibility, play components and design.

2) Redundant play elements shall count as only ONE element in the evaluation (I.E. If three steering or panel enclosures are included in the proposal , only one of each shall count toward the total component play value). Different types of slides may be included and will be counted as separate elements.

3) All proposals should include some of the newest/latest playstructure amenities developed.

4) Up to two proposals for each structure may be submitted, if desired. If more than one is submitted,

one proposal must include at least two roofs over some of the decking.

5) The prices listed below must include all costs of the equipment, including any vendor discounts and all freight charges.

6) For proposals on play structure for ages 2-5 year old, we will allow vendors to submit Little Buddies, Playshaper, Kid Kubes, Totville, etc. systems with smaller diameter pipe in addition to their standard versions for ages 5-12 with a minimum of 4” pipe.

7) This proposal is for the following items checked ( ):

( ) One play structure for ages 2-12

-maximum budgeted amount $_______________

for equipment only

( ) One play structure for ages 2-5

-maximum budgeted amount $_______________

for equipment only

( ) One play structure for ages 5-12

-maximum budgeted amount $_______________

for equipment only

8) The following, if any, are PLAY ACTIVITIES THAT MUST BE INCLUDED in this proposal:

1.

2.

3.

9) The following if any are PLAY ACTIVITIES THAT ARE NOT TO BE INCLUDED in the proposal:

1.

2.

3.

10) Each submittal shall be broken down into three different elements in addition to the cost of equipment. The vendor shall be required to provide individual pricing for each element:

Surfacing:

( ) Loose Fill Safety Surfacing

( ) Wood or ( ) Rubberized materials $___________per cubic yard or square foot

Total cost for all playstructures $___________total cost

( ) Unitary Safety Surfacing

( ) Tiles or ( ) Poured-in-place $___________per square foot

Total cost for all playstructures $___________total cost

Installation:

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