Board of Directors Regular Meeting Agenda


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Meeting Date: 02/26/2014  

SUBJECT MATTER:
Receive, consider and act upon award of bid for playground equipment for Shadowbend Park renovation;
FISCAL IMPACT:
$1,385,500 was allocated in the 2014 budget for the renovation of Shadowbend Park. HouScape was awarded the bid for $1,270,563 as General Contractor;  $67,663 was allocated for contingency and testing;  and, $110,000 was allocated for project tasks to be performed or managed by The Woodlands Township staff, which includes the playground equipment replacement, site furnishing, planting and irrigation. The recommended award of bid to FunAbounds in the amount of $68,112, with staff performing the installation of the fall surface material for $4,000.  The remaining contingency amount would be unchanged and $37,888 would be left for the remaining tasks.
BACKGROUND:
On December 12, 2013 The Woodlands Township Board awarded the bid to Hou-Scape for the renovation of Shadowbend Park and as part of that approval  certain tasks were assigned to be handled by The Woodlands Township staff, inclusive of the playground renovation. Other tasks to be performed or contracted by the Township include site furnishings, planting and irrigation.

As part of the redesign of the park, a public input process was implemented which included a survey and public meetings. The main comments regarding the playground were residents wanting more climbing, swings and natural play. The goal of the new equipment is to incorporate the theme along with climbing elements, transfer points, ground level play components, and swings that meet current standards (International Playground Equipment Manufacturers Association (IPEMA), American Standards for Testing Materials (ASTM) and Consumer Product Safety Commission (CPSC)).

The Woodlands Township solicited a Request for Proposals (RFP - Attachment A) for playground design and installation for Shadowbend Park through the Buy Board cooperative purchasing program. Six vendors submitted proposals (Attachment B). Attachment C reflects the Park Renovation Concept Plan. The proposals were reviewed by three staff members and were based on four evaluation criteria, price and schedule (15%), quality and experience (30%), project approach (30%) and meeting resident needs (25%) ( Attachment D).

McKenna Construction, based upon the scoring methodology, ranked the highest with a score of 4.64 out of 5 with a total price of $82,425 (score 4.64), inclusive of installation and fall surfacing. However, recognizing that any proposal scoring a 3.0 or higher is considered an “Acceptable” proposal, all proposals scored above 3.0 were reassessed for the lowest price/most cost effective bid is Lonestar Recreation (score 3.86), total $80,562 (Attachment E)

Staff further analyzed the bids and identified that if the FunAbound (Burke) playground was recommended with the surfacing installed by staff, it would equate to $68,112 with a rating of 4.32 (Attachment F). The discount identified is on the playground, not the installation nor the surfacing per a conversation with FunAbounds. Township staff would install the surfacing, once the playground is installed at a total direct cost of $4,000 (200 yards of mulch x $20 per yard). By using this approach, $37,888 remains for site furnishings, planting and irrigation for the Shadowbend Park Renovation.
RECOMMENDATION:
It is recommended to accept the proposal  from FunAbounds for the Shadowbend Park playground replacement and award the bid in the amount of $68,112 and authorize the President/General Manager to execute a purchase agreement.
Attachments
Attachment A - Shadowbend Park Playground RFP
Attachment B - Shadowbend Park Playground Designs from Vendors
Attachment C - Shadowbend Park Renovation Concept Plan
Attachment D - Shadowbend Park Playground Scoring Criteria
Attachment E - Shadowbend Park Playground Scoring Summary
Attachment F - Shadowbend Park Playground replacement Scoring and Cost Analysis


    

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