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HomeMy WebLinkAbout7A - Playground Equipment at Seven Parks STAFF AGENDA REPORT AGENDA NUMBER: PREPARED BY: 7A PAUL HOKENESS, PARKS & RECREATION DIRECTOR CONSIDER APPROVAL OF RESOLUTION 97-XX AUTHORIZING THE AWARD OF BID FOR THE PURCHASE AND INSTALLATION OF PLAYGROUND EQillPMENT AT SEVEN PARKS OCTOBER 20, 1997 SUBJECT: DATE: INTRODUCTION: The purpose of this Agenda item is to award the bid for the purchase and installation of playground equipment at the following parks: Boudins, Cardinal Ridge, Memorial, The Pond's, Wilderness Pond's, Wilds, and Willows BACKGROUND: Cardinal Ridge, Wilderness Pond's, Wilds, and Willows will be funded through the approved 1997 Parks Capital Improvement Program. Memorial, The Pond's, and Boudins will be funded by the 1997 Parks and Library Referendum. Memorial and The Pond's were included in the referendum due to the size of the equipment needed in a Community Park and the cost of such equipment. Boudins was included in the referendum at the request of the neighborhood. Cardinal Ridge, Wilderness Ponds and the Wilds are new installations. Boudins, Memorial, The Pond's, and Willows are replacement installations. DISCUSSION: The new playground equipment will be modular, meet the . new safety standards, and provide the accessibility requirements of the Americans with Disabilities Act. In 1996 we installed modular playground equipment at Northwoods, Carriage Hills, Indian Ridge, Green Oaks and W oodridge. We have received rave reviews by the children and parents. This new modular design is durable, attractive, accessible, safe, requires minimum maintenance, and is most of all fun. PL YBID97.DOC 16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER The Parks Advisory Committee has conducted a tour of surrounding communities and critiqued the playground equipment that was installed by the various vendors. Playground equipment proposals were submitted on Wednesday, September 3, 1997. There were proposals from vendors representing six different playground equipment manufacturers. On Monday, September 8, 1997 each vendor was given the opportunity to make a presentation to the Parks Advisory Committee and Mr. Jeff Schoenbauer of Brauer and Associates. The following vendors gave presentations: VENDOR EOillPMENT Midwest Playscapes Flanagan Sales, Inc. Miracle Recreation Equipment Co. Minnesota/Wisconsin Playground St Croix Recreation Co., Inc. Earl F. Anderson, Inc. Playworld System Little Tikes Miracle Gametime Kompan Landscape Structure Brauer and Associates has been hired by the City to assist the Parks Advisory Committee in the selection process and they also assisted us with preparing the Request for Proposals. Mr. Schoenbauer is very knowledgeable in the area of park design, and, in particular, playground equipment design and safety. Attached is a copy of the recommendation and field inspection report which was submitted by Mr. Schoenbauer. On Monday, October 13, 1997, at their regular meeting, the Parks Advisory Committee and Mr. Schoenbauer again reviewed all of the proposals, and, as a result of their findings were able to make a final selection. The final selection was based upon play value, safety, accessibility, warranty, aesthetics, design, durability, and the quality of equipment. The selection was also based upon the quality of the products and installations as observed by the . Parks Advisory Committee and Mr. Schoenbauer at various locations in the Metropolitan area. Mr. Schoenbauer and members of the Parks Advisory Committee will be present at the City Council meeting to answer any questions that the Council may have. PL YBID97.DOC Based upon the selection criteria, the Parks Advisory Committee recommends to the City Council that the following playground equipment be purchased and installed in the following locations: Park, Age Group, Dollar Amount Ponds (6-12yrs.) $50,000.00 Ponds (2-5yrs.) $17,000.00 Memorial (6-12yrs.) $37,000.00 Memorial (2-5yrs.) $10,000.00 Boudins (6-12yrs.) $18,000.00 Selected Vendor Equipment Flanagan Sales, Inc. Little Tikes St. Croix Recreation Co., Inc. Kompan Earl F. Anderson, Inc. Landscape Structures St. Croix Recreation Co., Inc. Kompan Flanagan Sales, Inc. Little Tikes Cardinal Ridge (6-12yrs.) Earl F. Anderson, Inc. $18,000.00 Landscape Structures Wilds (6-12yrs.) $18,000.00 Willows (6-12yrs.) $18,000.00 Earl F. Anderson, Inc. Landscape Structures Flanagan Sales, Inc. Little Tikes Wilderness Pond's (2-5yrs.) St. Croix Recreation Co., Inc. $8,000.00 Kompan The c.I.P. Parks Capital Improvement Fund includes funds for the installation of playground equipment at the following parks: FISCAL IMPACT: LOCATION Cardinal Ridge Wilderness Ponds Wilds Willows AMOUNT $ 18,000.00 $ 8,000.00 $ 18,000.00 $ 18,000.00 c.I.P . TOTAL $ 62,000.00 PL YBID97 .DOC ALTERNA TIVES: RECOMMENDATION: ACTION REQillRED: REVIEWED BY: PL YBID97.DOC The 1997 Parks and Library Referendum includes funds for the installation of playground equipment at the following parks: Boudins Memorial Pond's $ 18,000.00 $ 47,000.00 $ 67,000.00 $132,000.00 $194,000.00 REFERENDUM TOTAL PLAYGROUND TOTAL The size of the playground equipment and consequently the dollar amount is based upon the size of the park and the area in which the equipment is to be installed. Larger community parks such as Memorial and The Pond's require larger playgrounds to accommodate greater attendance. 1. Approve Resolution 97-XX awarding the bid for the purchase and installation of playground equipment as recommended by the Parks Advisory Committee. 2. Table this Agenda item for a specific reason. 3. Deny this Agenda item for a specific reason. Staff recommends Alternative No.1. This alternative would allow us the opportunity to provide updated playground equipment which will meet all of the current safety, accessibility, and play needs of our children. Motion and second to approve / RESOLUTION 97-xx RESOLUTION AUTHORIZING THE A WARD OF BID FOR THE PURCHASE AND INSTALLATION OF PLAYGROUND EQUIPMENT AT SEVEN PARKS MOTION BY: - SECOND BY: WHEREAS, the following parks are scheduled to receive new playground equipment as listed in the 1997 Capital Improvement Program and Parks and Library Referendum. Parks and Library Referendum Boudins Memorial Pond's and, WHEREAS, Parks Caoital Imorovement Prol!ram Cardinal Ridge Wilderness Ponds Wilds Willows the City of Prior Lake is committed to providing top quality playground equipment for it's children, and, WHEREAS, the City's Capital Improvement Program and Parks and Library Referendum allocates funds in 1997 for the acquisition and installation of new playground equipment, and, WHEREAS, the new playground equipment will be modular, will meet current safety standards, and provides accessibility required pursuant to the Americans with Disabilities Act, and, WHEREAS, bids have been solicited and received for the purchase and installation of new playground equipment and the following six companies have submitted proposals and given presentations: VENDOR Midwest Playscapes Flanagan Sales, Inc. Miracle Recreation Equipment Co. MinnesotalWisconsin Playground St. Croix Recreation Co., Inc. Earl F. Anderson Inc. and, EQUIPMENT Playworld System Little Tikes Miracle Gametime Kompan Landscape Structures 16200 {Jg)1~~'R<a~. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER WHEREAS, Earl F. Anderson, Inc., Flanagan Sales, Inc., and St. Croix Recreation, Co., Inc. have by motion, second, and unanimous vote been selected by the Parks Advisory Committee as the Companies which can provide playground equipment that is of high quality, attractive design, and optimum play value and elements. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, hereby awards bids to Earl F. Anderson, Inc. for purchase and installation of elementary age (Landscape Structures) playground equipment at Cardinal Ridge, Wilds, and Memorial Parks at a cost not to exceed $73,000.00 with a project completion date of June 1, 1998; and, hereby awards bids to St. Croix Recreation Co., Inc. for the purchase and installation of pre-school age (Kompan) playground equipment at Memorial, Ponds, and Wilderness Pond's at a cost not to exceed $35,000.00 with a project completion date of June 1, 1998; and, hereby awards bids to Flanagan Sales, Inc. for the purchase and installation of elementary age (Little Tikes) playground equipment at The Pond's, Boudins, and Willows Parks at a cost not to exceed $86,000.00 with a project completion date of June 1, 1998; and, FURTHER, FURTHER, FURTHER, that funds for such equipment and installation be drawn from the Parks Capital Improvement Program and Parks and Library Referendum Funds; and, The City Manager is hereby authorized to return bid securities submitted with the proposals to the vendors following the execution of contracts; and, The Mayor and City Manager are authorized to execute the contracts on behalf of the City. Passed and adopted this 20th day of October, 1997. YES NO Andren Andren Kedrowski Kedrowski Mader Mader Schenck Schenck Robbins Robbins { Seal} City Manager City of Prior Lake PLYBDAWD.DOC Recommendations for Playground Equipment Selection City of Prior Lake Date: October 14. 1997 Project: Competitive Proposals for Playground Equipment - City of Prior Lake To: Prior Lake City Council Prior Lake Parks Advisory Committee Prior Lake City Staff From: JeffSchoenbauer, VICe President, Brauer & Associates, Ltd. Re: Recommendations for Playground Equipment Selection Overview Competitive proposals were requested and received for playground equipment for nine park settings and age groups. A total of six (6) vendors submitted as listed: · Minnesota Wisconsin, Inc. · Midwest Playscapes · Flanagan Sales · St. Croix Recreation · Mirade Equipment · Earl F. Anderson Proposal Requirements The legally advertised Request for Competitive Proposals for Playground Equipment was provided to all interested vendors. The proposal defined the requirements and parameters for submitting proposals for each of the play equipment categories. Each proposer was asked to consider the following design issues: I. Physical play area. 2. Social interaction play zones. 3. Creative play zones. 4. Quiet play zones. 5. Open and transition areas. 6. Accessibility Evaluation and Selection The Parks Advisory Committee, in concert with the Consultant and City staff, participated in interviewing proposers, evaluating their presentations and submitted materials, and selecting the ones that they felt best addressed the following criteria: I. Design 2. Safety 3. Quality and durability of equipment components. 4. CosWalue. 5. Delivery and installation timeframe. 6. Warranty provisions. 7. Review/inspection of previous installations. As part of the interview, each proposer was also asked the following questions: Brauer & Associates. Ltd. Recommendations for PlaY$!round Equipment Selection City of Prior Lake · Are you responsible to ensure that all equipment is installed as per manufactures specifications? · Can our inspection of past installations be used as a means to judge the overall quality of the product you are offering? · Does all of your equipment meet current industry standards for safety - CPSC. etc.7 · Can you ensure us that your equipment can be installed by June I, 1998, assuming you get the go ahead by November I. 1997? The Park Advisory Committee held the interviews during their September meeting, with a follow up meeting held on October 13th to make the final selections. The consultant presented field inspection results during the October 13th meeting. Selected Vendors Mer consideration of the proposals and review of pertinent field inspection findings (Appendix A), the Parks Advisory Committee selected the following vendors for the various parks as defined in the table below. PMK AND AGE GROUP AMOUNT HoTTo ExCEED SELECTED VENDOR . Ponds Park - Elementary Age (6-12) $50.000 Flanagan Sales - little Tikes Series (5 -0 vote) Ponds Park - Pre-School Age (2-5) $17.000 St. Croix Recreation - Kempan Series (5 - 0 vote) Memorial - Elementary Age (6-12) $37.000 Earl F. Anderson - Landscape Structures Series (3-2 vote) Memorial - Pre-School Age (2-5) $10.000 St. Croix Recreation - Kempan Series (S - 0 vote) Boudins - Elementary Age 9(6-12) $18.000 Aanagan Sales - little Tikes Series (5 - 0 vote) Cardinal Ridge - Elementary /J.f.e 9(6-12) $18.000 Earl F. Anderson - landscape Structures Series (S - 0 vote) Wilds - Elementary Age 9(6-12) $18.000 Earl F. Anderson - Landscape Structures Series (S - 0 vote) Willows - Elementary Age 9(6-12) $18.000 Aanagan Sales - little likes Series (5 - 0 vote) Wilderness Ponds - Pre School Age (2-5) $8.000.00 St. Croix Recreation - Kompan Series (5 - 0 vote) In the context of the evaluation criteria, the Parks Advisory Committee specifically cited the following points as some of the key rational behind the above selections: · Design - the design features of the selected play equipment impressed the Committee. Mer reviewing all of the submittals. the Committee simply preferred the ones that were selected . · Cost/Value - the Committee felt that the play equipment selected offered the best value with respect to the overall quality of the play experience within the context of budget limitations. · Quality (ProductllnstallationtService) - the Committee felt that the selected vendors have a proven history of carrying an excellent product, taking responsibility for assuring installation was properly done. and had a solid history of service follow-through and standing behind the equipment warranties. Brauer & Associates. Ltd. 2 - -- --- - ----~ ~-~--~---~-,- - - Recommendations for P1a~round Equipment Selection Oty of Prior Lake Consultant Recommendations Brauer & Associates. Ltd. recommends that the City of Prior Lake accept the proposals of the selected vendors as defined above for each of the listed parks. It should be noted that Brauer & Associates will continue to work with City staff and the selected vendors on specific design issues and product warranties prior to ordering equipment to ensure that all of the City's specific requirements and expectations are clearly defined and appropriately addressed. Installation It is expected that all of the play equipment will be installed in the spring of 1998, with 100% completion expected to be by July I, 1998. Brauer & Associates, Ltd. 3 Recommendations for Playground Equipment Selection City of Prior Lake Appendix A - Summary of Field Inspection Findings The following provides an overview of the findings related to the Consultant's field inspections of the play equipment associated with the various venders. Please note that the intent of the inspections was to gain some assurance prior to final acceptance that the general quality of the play equipment products being offered and their installations were found to be acceptable.. The Consultant's's field notes, both pro and con, were presented to the Parks Advisory Committee after they made their initial vendor selections. This approach helped ensure that play equipment selections were based primarily on the merits of each proposer's presentation and submittals, with the field inspections serving to highlight any concerns about installation quality and vendor follow-through. It should be noted that the quality of the selected products, their safety, product warranties, and the quality of their installation will continue to be scrutinized until installation is complete and accepted by the City. Minnesota Wisconsin - Game Time Series Equipment Parks Reviewed: Shakopee Mdewakanton Sioux Community Comments: Large series of play structures that are brightly colored. Installation appears to meet industry standards. Shakopee Mdewakanton Sioux Community contact indicated that they were pleased with the product and service of Minnesota Wisconsin. Their playground safety inspector also had high praise for the product and service. Largely due to the owner's diligence, the safety surfacing under the structures was generally kept in place. Bright color scheme probably not appropriate for some of the paries. Midwest Playscapes - Playworld Series Equipment Parks Reviewed: Glendale School (Savage), Five Hawks Elementary and Westwood Elementary (Prior Lake) Comments: The structures reviewed were all built within the last few years. Some of the play equipment was fairly extensive. The equipment product itself appeared to be reasonably solid, although the structures using smaller posts seemed too light for a public park setting. (It should be noted that the vendor did not propose the smaller pipes.) A number of areas of concern arose during a cursory review of the equipment installation, including: · Entrapments: keas in which a young child could get their neck or other body part caught. Example: A handrail location where it appeared that the structure was not assembled correctly and thus created an entrapment concern. · Connections: Loose pieces were found in several locations. Example: A loose pipe fitting that holds the tic- tac-toe panel in place. Also, rivets or bolts were missing that hold the arch members in place. In one case, a slide bed was not bolted down to the main play structure. Bolts in a deck appeared to be missing. · Installation of Slide Bed: Concerns about unevenness of slide bed seam. Also, a string entrapment, where string from a hood gets hooked on slide section, appeared to exceed standards. · Sharp Protrusions: Tabs on bolt connections were improperly aligned and thus protrude out, leaving a sharp edge protruding from the structure. In addition, the play area safety surfacing under a couple of the structures was either not yet in place (new structure) or displaced during use. Based on a discussion with facility staff, however, it was learned that the safety surfacing material was the responsibility of the owner, Brauer & ~sociates, Ltd. 4 Recommendations for Playground Equipment Selection City of Prior Lake Flanagan Sales - Uttle likes Series Equipment Parks Reviewed: Highlands (Edina) and Garden (Edina) Comments: New structures installed summer of 1997. The structures appeared properly installed according to manufacturer's specifications. with one notable exception: The entire structure was set too low in relationship to the surrounding grade and curb line. Based on a discussion with the owner, the contractor is scheduled to raise the structures to their appropriate elevation in the spring of 1998. Otherwise. the structures appear to meet industry safety requirements. Safety surfacing in the play areas seemed adequate and in place. St. Croix Recreation . Kompan Series Equipment Parks Reviewed: linden Hills Park (Minneapolis). Shriners Hospital (St. PauQ, Community Park (Eden Prairie) Comments: The structures appear to be very popular with the young children (2-5 year olds) in the park. Overall. the structures appear to be durable enough for heavy use. with one exception: The deck on the Sand Works structure and, to a lesser degree. the Adventure House structure have shown considerable wear do to sand being ground into the surface as children play. Called the vendor to discuss and he assured me that the manufacturer was aware of the problem and are developing new ways to eliminate it. He also assured me that the manufacturer would replace any part that failed to meet the warranty provisions. Otherwise. the structures appear to wear well. This issue was not as big of a problem with the structures at the Shriners Hospital and a park in Eden Prairie. A key observation with respect to Kompan is the extent of heavy use the equipment was getting at each of the parks visited. This was a common observation of park supervisors in communities where the equipment is installed. Miracle Recreation of Minnesota - Miracle Equipment Series Parks Reviewed: Effa Playlot (Bloomington) and Valleyview Elementary (Bloomington) Comments: Aside from some disbursement of play area safety surfacing. the structures appear to meet industry safety requirements. No specific entrapments were found during a cur-;ory review. These particular structures appeared several year-; old yet still in good shape with respect to paint fading and structural integrity. Earl F. Anderson - Landscape Structures Equipment Series Parks Reviewed: linden Hills (Minneapolis) and Arden (Edina) Comments: Aside from some disbur-;ement of play area safety surfacing, the structures appear to meet industry standards. No entrapments we found during a cursory review. The structure in Edina is new. with industry standards appearing to be strictly adhered to with respect to installation. The Linden Hills structure is 5 year-; old, with no noticeable deterioration. It should be noted that in each case, the park supervisors were pleased with the installation and professional manner of the vendor representatives. Brauer & Associates. Ltd. 5