Request for Bid Proposals: Inclusive Natural Playground Port Townsend Golf Park

Request for Bid Proposals
Inclusive Natural Playground Port Townsend Golf Park

The City of Port Townsend is requesting bid proposals for the supply and installation of inclusive natural play equipment and fall surface, fencing and covered seating for the Port Townsend Golf Park, 1948 Blaine Street Port Townsend 98368.  

INSTRUCTIONS & GUIDELINES

Bid proposals will be received for the supply and installation of new play equipment, fencing, and a covered seating area at the newly formed City of Port Townsend Golf Park in 2025.  All bid proposals are based on the specifications included in this packet.

1. City of Port Townsend will award the selection based on the guidelines below for installation in 2025. The City of Port Townsend will award this bid before the Recreation Conservation Office grant process in 2024 and expects the award recipient to give guidance on technical specifications for the granting process. This bid will be contingent upon receiving an RCO grant.

2. Bid proposals should be mailed, emailed or hand-delivered to:

City of Port Townsend
250 Madison St.
Port Townsend 98368
chite@cityofpt.us 

3. Bid proposals must be received by February 8, 2024, by 3:00 PM to be considered.

4. The play equipment, fencing and covered seating area for Port Townsend Golf Park must match the instructions and guidelines in this bid.

5. Questions concerning the specifications should be directed in writing to Carrie Hite, chite@cityofpt.us.

6. Area of Work
Port Townsend Golf Park
1948 Blaine Street
Port Townsend 98368

Scope 
The City of Port Townsend is requesting that proposers provide the specifications, layout, design, installation and cost for age-appropriate (2-5, 5-12) inclusive natural playground equipment and installation of fall surface that is considered accessible by wheelchair and/or walker. In addition, the City is interested in the installation of fencing and a picnic shelter or covered seating areas nearby. The City of Port Townsend encourages bids from the local area. 

Basic Design Guidelines

• Design and layout play equipment within designated area.  The City is interested in a play area with interactive, kinetic, inclusive, natural, and ADA play options that offer a great play value score.  All play equipment needs to be ADA-accessible and IPEMA-certified.  The play area should include fencing.
• The City is also interested in a covered seating area which could include a picnic shelter or covered benches.
• The City is interested in a natural play area that fits within the setting of Port Townsend Golf Park, providing both natural colors and opportunities for imaginative nature play. This could include custom features.
• One (1) play structure for children 2-5
• One (1) play structure for children 5-12
• Total square footage of play structures including fall zones must be kept within approximately 3000 square feet footprint within the existing pad (see map) which is approximately 6500 or 11,000 sf.   The current footprint is shown on the map. This is also an active golf course. This needs to be considered in the design.
• Includes playground surfacing/fall material to meet IPEMA specifications and be accessible by wheeled adaptive devices.
• Proposals should include design, engineering and installation of drainage system.
• Design, engineering and installation of walkway leading to play area.
• Provision of security fencing for the installation of the play structure.
• Installation of permanent fencing surrounding play area.
• Recommended Play area within the identified footprint. Note: The nonprofit groups who operate the Park would also like to install a miniature golf course, so recommendations of layout for both the playground and miniature golf course are requested.  The details of a miniature golf course do not need to be designed, but the space needs to be considered.

Other inclusive elements that may be added to play areas:

Swings (optional):  

• Disc swings
• Expression type swings
• Zero-G ADA Swings

2 to 5 years: 

• Climbing structure with slide
• Spring toy
• Spinning toy
• Custom features to provide opportunities for interactive and active play.

5-12 years:

• Climbing area
• (1) net type climbing structure
• Spinning type toy
• Include at least one slide
• Custom features to provide opportunities for interactive and active play.

What to submit with this Bid:

• Attachment A: Complete manufacturer’s specifications and footing design
• Attachment B: Layout drawing to scale of the proposed play equipment and features (including fall zones)
• Identify any equipment or select elements of equipment installation
• Color presentation board (24” x 36” max) and computer jpg format that should include visual layout of playground, components, without company name, which will be used for display to solicit community input
• Sample(s) of all suggested playground surfacing/fall material
• Cost broken down in categories
• List of references in Washington State
• Warranties and guarantees for equipment

Play Equipment Bids 
Maximum expenditure for all costs related to this proposal is $450,000.00, including tax.

Additional Comments
Items quoted shall be F.O.B. Port Townsend, Washington 98368. 

The City of Port Townsend reserves the right to make any minor deviations that could be considered beneficial to the City.

Equipment Selection  
The City of Port Townsend would like to get the most equipment and play value with the best design for the money available meeting the requirements outlined in the RFP.  A staff/volunteer panel will evaluate the submittals based on the outlined criteria. The panel will select those to move forward for community input based on the evaluation matrix: 

• Best value for cost                       30 points 
• Creative design/natural play      20 points
• Play value                                      20 points
• Quality of equipment                   20 points 
• References                                    10 points 

The selected proposals will then be displayed at the Port Townsend Golf Park and available for viewing online. We will solicit community input in the selection of the playground. At the end of the community selection process, the City will award the contract/purchase. The City reserves the right to reject any or all quotes for cause and to waive any formalities. 

Planned Schedule 
RFP advertised                                                           January 9, 2024
Pre-bid conference                                                     January 22, 2024
QA posted on website                                               January 24, 2024
Proposals due                                                             February 8, 2024
Panel selection for public process                          February 12-15, 2024
Community input for top companies                      February 19-28, 2024
Interviews with top companies if needed              March 1, 2024
Award/ Proposal selection                                       March 6-8, 2024  
City Council award of bid                                          March 25, 2024   
Recreation Conservation Office grant due             May 1, 2024
Playground Installation                                             Summer 2025