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CR 05-064 Burns Park Play Equipment CiTY OF May 10, 2005 m Council Report 2005-064 HOPKINS Burnes Park Play Equipment Bid Award Proposed Action Staff recommends adoption of the following motion: Move to aDo rove the award of bid to Weber Recreational Desian. Inc. for the Burnes Park Plav Eauioment in the amount of $50,000. Adoption of this motion will authorize the contract to be awarded which will allow the play equipment to be ordered and installed by the August 1, 2005 deadline. Overview The City Council has previously approved the 2005-2009 Capital Improvements Plan. Within this plan was Project # 04-CIP-P216, the Burnes Park Play Equipment: The funding source for the $50,000 project is the Park Dedication Fund. Staff has developed bid documents and specifications for play equipment. All playground submittals must meet current CPSC, ASTM and IPEMA certifications. Staff received six proposals for the play equipment at the May 5, 2005 bid opening. After an evaluation of the proposals, staff is recommending approval of the award of bid to Weber Recreational Design, Inc. for Option 1 in the amount of $50,000. This recommendation is made based on the attached bid matrix and Evaluation of Proposals guide on page 6 of the bid documents. Primarv Issues to Consider · How do the bid results compare to the estimated budget? . What alternatives were considered in the bidding process? · What is the proposed source of funds for this project? . Park Board recommendation Supportina Information . Staff analysis of Issues . CIP Page 91 . Alternatives . Bid Tab Form . Attachment "A" - Bid Tab Matrix Financiallmpact: $50.000 Related Documents (CIP, ERP, etc.): Notes: Budgeted: Yes Source: CIP Proiect # 04-CIP-P216 PDF Council Report 2005-064 May 10, 2005 Page 2 Staff Analvsis of Issues: · How do the bid results compare to the CIP budget? The budgeted figure in the CIP was $50,000 for the play equipment complex at Burnes Park. The Park Dedication Fund has a current cash balance of $91 ,633 and a total equity balance of $102,800. The proposals for the project were all based on a fixed fee of $50,000, therefore within the budgeted amount. · What alternatives were considered in the bidding process? Staff explored several options before choosing the fixed fee option. 1. We could have chosen to specify three or four design features which would have, in effect, excluded all but one or two suppliers of play equipment. For example, requiring a height of nine feet or more; or "roller type" slides versus plastic slides. The variables involved in play equipment make it hard to bid fairly using such criteria. 2. Staff could have attempted to design an entire complex of play equipment and then accepted a low bid. Current national and industry standards for safety are lengthy and these designs are best left to industry professionals. These standards are constantly evolving and staff may have designed a complex that would not meet current standards. 3. Staff chose to specify a certain minimum set of play components and specifications that would allow most manufacturers to bid. Bidders could then design the configuration and amount of play equipment beyond the required minimum given a fixed fee of $50,000. Staff could then evaluate the individual characteristics of each proposal and select the best proposal for the City. Alternatives: The Council has the following alternatives: 1. Approve the bid as recommended by staff. Adoption of this motion will allow construction to be completed by August 1, 2005. The Park Board recommended this alternative at the May 16th Park Board Meeting. 2. Continue approval to a later date. This would allow for additional discussion, but would delay the installation into late summer. As Burnes Park is the park of choice for most reserved picnics, staff hopes to complete the project by August 1. 3. Reject all bids, develop a different bidding procedure and re-advertise for bids. Staff has used the present bidding procedure analysis in past playground installations and is confident this process results in the greatest value to the City. CAPITAL IMPROVEMENTS PLAN City of Hopkins, MN 04-CIP-P216 2005 thru 2009 Contact PW Director Department Public Works: Parks Type Improvement Useful Life Category ParkslForestrylPavilion: Camm Priority nla Burnes Park Play Equipmeut Descriptiou Remove and replace the Miracle Equipment Mark IV playground Total Project Cost $50,000 Justification Estimated intallation date of 1975, equipment will be 30 years old in 2005. Manufacturer has asked the city to consider removal. Equipment is too high, with other safety related liability issues. Expenditures Construction/Maintenance 2005 50,000 50,000 2006 2007 2008 2009 Total 50,000 50,000 Total Funding Sources PDF- Park Dedication Fund 2005 50,000 50,000 2006 2007 2008 2009 Total 50,000 50,000 Total Operational Impact/Other 91 Friday, July 09, 2004 BID 1: j\BUL}\1:10'N fORM- BIDro;>' ~NES " f( lA'l fdM/I';16M:L BID ormID'G D~"" J?,JRfJi.* ~.!{ ~ 1f).'(JP A#t - \~ ''-; r;() lIS0.~~ ~-()! ~()~~t)- ,,~ .~ ~ "'I/..tf, ~ l?!!.._ - - \ Cl!ll"" IBID no"" BID,.,..,mn '!WJl1' - ~ ~ ~ .- V' ::- () ffl!.O - - - .:.-- '" (y1J .- v.. J/5'&. ~ - ...:;-- -;;--'. oC! - V ~ - -;;~--:: f '4'1, 'I?<> 00 - T - \ - BIDDl1R - ~ ~ ../ ~t.AM SALc.f INC, ~f, aoN f?g; '[.AfICN Q>. ~ c. \,$6IA I./C Eitfl"'fll bfS/G>>. fl!.<' - eM' f. MpbtwJ Me. ---:;;\- ~.,.,~15<.&fl. f'JAJ'jt,iJA/b~ - ~ - - - - - - ---' - ~ - \ \.. - t- - \- \ 'I - --- - - - --- - - - ~ - - - - "" \ COUNCIL REPORT 2005-064 ATTACHMENT A BID TABULATION MATRIX '" ~ '" f-< 5 ~ fa' ~ >< >< -.: i?:: ~ ~ dIl~ ~ ~ ~ i?:: ~ 0 ~ ,..lb ~ u <Zi ~ <Zi z,..l <Zi <Zi <Zi <Zi <Zi ~ BIDDER 1>.1 ~ ~ f-< f-< f-< f-< f-< i f-< d;:i f-< ~ ,..l "" ,..l "" 8g "" j "" ~ "" "" "" ~ ~ '" ,..l '" '" '" '" '" g;gj '" 12 ~ , 5'J . "'I:) . . -.: , , , - - gj; - - '" - - "':;0 - - 0' ~ ~ ~ ~ ~ ~ ~ ~ ~ ~ u 0 Z 0 "" u FLANAGAN SALES 21 2 2 1 3 2 2 33 ST. CROIX RECREATION, INC. 18 3 3 3 2 3 1 Height + 1 34 WEBER REC. DESIGN, INC. 25 3 3 3 3 3 2 Roof +1 44 OPTION 1 Height + I WEBER REC. DESIGN, INC. 22 3 2 2 3 3 2 Roof + I 38 OPTION 2 EARL F. ANDERSON, INC. 20 3 3 2 3 3 1 35 MINNESOTA, WISCONSIN 29 2 2 2 2 3 2 42 PLAYGROUND INC. 11. Tax Exemption The City of Hopkins is an instrumentality of the State of Minnesota and is therefore subject to State Sales Tax or Federal Excise Tax. It holds Minnesota Tax Number 8022882. Appropriate certificates shall be furnished by the City if required. 12. Discrimination The Contractor shall be in compliance with all applicable Federal and State Statutes and the City of Hopkins' adopted Affirmative Action program regarding nondiscrimination and equal employment opportunity. Failure to comply with such statutes and/or Affirmative Action Program may lead to the non-award of a contractor or once a contract has been let, the cancellation of such contract. 13. Evaluation of Proposals Since the price is fixed the quantity and quality of the proposal shall be the determining factor. The fixed fee is believed to be adequate to provide the necessary play apparatus, plus additional features, plus qualitative improvements. Proposals shall be evaluated on the basis of the following criteria. a. Basic Play Unit 1) Finish of poles, decks, warranty 2) Slide and feature slide, length, width material, warranty 3) Appeal to diversity of age groups b. Facility Siting 1) Use of available area 2) Compatibility with existing structures 3) Creative response to space 4) Slides shall be sited in a cooler and shadier location such as a north or northeast exposure. 5) Traffic flow on and around the structure shall minimize congestion and conflicts. Safety issues will also be considered when evaluating traffic patterns. c. Additional Pieces Play value Appeal to broad age group Adequate site spacing Quality of construction (materials and warranty) Compatibility with basic unit or existing facilities 14. Substitution of Materials / Desiqn If a bidder proposes to substitute materials or alter the design to be out of compliance with the specification, two processes are allowed. L ~ ~ ,j;:; ~ ~'03! 0-_::.