The Park at Fields of Medina Playground Equipment Request for Proposals Issue Date: April 16, 2014 Deadline for RFP Submittals: May 5, 2014 at 4:30 p.m. at Medina City Hall. City of Medina 2052 County Road 24 Medina, MN 55340 763-473-4643
I. Introduction The City of Medina is soliciting proposals from qualified contractors to design and install playground equipment structures for the Park at Fields of Medina, 1200 Meander Road, Medina, MN 55340. II. Background Medina is a community consisting of 27 square miles and is home to about 5,000 residents. The community is directly west of Plymouth, south of Corcoran, north of Orono and east of Independence and Maple Plain in Hennepin County. The Park at Fields of Medina is a new city park which is 8.2 acres in size and will include playground equipment, children s hard court surface, tennis court, small soccer field, picnic shelters, neighborhood trail connections, trail loop around the park, and a parking lot. The park concept plan is attached as Exhibit A. III. Scope of Services The work performed should include the following tasks. The tasks outlined below are intended to be a guideline. The City is open to considering other approaches and tasks, provided they achieve the project objectives. Design & Installation Tasks Designs are required for the playground equipment structures. The play areas are split into two separate areas for pre-school aged and elementary aged children. Pre-School Aged Playground Area Design o Design should be prepared for two to five year old children. o Design and installation should be located on the north end of the project area. Elementary Aged Playground Area Design o Design should be prepared for six to twelve year old children. o Design and installation should be located to the south of the project area. o Design is preferred to include equipment that promotes free-flowing play that provides children with a workout of both body and mind. Design and installation should include playground grade wood mulch or an alternative playground surface. The City of Medina will complete the site preparation, including the installation of the drain tile and storm piping, to accommodate the submitted designs by the Contractor. 2
Estimated City budget for playground equipment, mulch, installation, etc. is $100,000. No landscaping work is requested as part of this proposal. The City encourages firms to also bid an alternate proposal for the open air picnic shelter/pavilion located in the center of the park, adjacent to the playground equipment on Exhibit A. IV. Project Schedule and Deliverables Solicitation of Request for Proposals: RFP posted April 16, 2014. Deadline for RFP Submittals: May 5, 2014 at 4:30 p.m. at Medina City Hall. Review of Proposals and Interviews of Firms: May 6 to May 14, 2014 Selection of Firm: May 20, 2014 at Medina City Council meeting Project Timeframe: Preferred anticipated completion of this project is August 15, 2014. Product Format and Quantity: All proposals must be provided in an electronic PDF format. Twelve (12) paper copies of the proposals must be provided for review by the City review team and personnel. Exhibits: All final exhibit designs must be in color. V. Proposal Submittal Interested firms should submit twelve (12) copies of a brief proposal to: City of Medina Attn: Jodi Gallup 2052 County Road 24 Medina, MN 55340 * The envelope should be clearly marked stating: RFP-Fields of Medina Playground Equipment 3
The submittal should include the following: 1. Professional Qualifications State full name and address of lead contractor and any subcontractors. If the contract team consists of more than one firm, describe the past working relationship of team members. Resumes of key project personnel. Project examples (up to two) of similar projects, preferably completed within the past three years. Client references (3) for similar projects completed within the past three years. 2. Project Understanding and Approach Concisely describe the contractor s understanding of the project scope and objectives, contractor responsibilities, and anticipated City staff responsibilities. A work plan identifying major tasks and subtasks required to complete the Scope of Services. Comments on additional work program tasks, beyond the scope of services described in this RFP are welcome. Schedule for completing the project, including anticipated length of time to meet benchmarks and ultimately to complete the project. 3. Project Cost Estimate Total project cost Itemized costs and reimbursable expenses. 4. Other Considerations Selected firm is requested to be available to meet with staff to review the proposal between May 13 and May 14, 2014 and to attend the City Council meeting on May 20, 2014. Contractor shall provide one copy of a certificate of liability insurance in the amount of $1,500,000 general liability coverage. The certificate of liability insurance should name the City of Medina as an additional insured. Questions may be submitted to Assistant to City Administrator Jodi Gallup by phone at (763) 473-8850 or by email at: jodi.gallup@ci.medina.mn.us. VI. Selection Criteria The City reserves the right to reject any and all proposals submitted and parts of any and all proposals, and to waive all irregularities and technicalities. The content of this RFP and the proposal will become contractual obligations. 4
Evaluation of proposals and selection of interview finalists will be based on the following criteria: Submittal Review Relevant qualifications of firm(s) and personnel = 5 Points Neatness, completeness and quality of submittal = 5 Points Stated project understanding and approach = 5 Points Quality of design layout, aesthetics of equipment, and ability to meet Scope of Services requirements = 50 points Estimated project costs = 25 Points Ability to complete work within time frame = 10 Points Total Submittal Review Points = 100 points Interview Stage w/ Top-Scoring Contractors Interview = 25 Points Total Possible Points = 125 Top ranking Contractors will be invited to interview before the City review team. The review team will recommend their choice to the City Council for approval of a contract. 5