Board of Directors Regular Meeting Agenda


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Meeting Date: 01/23/2019  

SUBJECT MATTER:
Receive, consider and act upon award of bids for the replacement of playground equipment at Sundance Park (C-2018-0613), Bluff Creek Park (C-2018-0614), Summer Storm Park (C-2018-0615), Windvale Park (C-2018-0612), and Meadowlake Park (C-2018-0616);
FISCAL IMPACT:
$430,000.00 is allocated in the Township's Capital Improvement Project Budget for playground replacements at:
  • Bluff Creek Park, in the Village of Alden Bridge
  • Windvale Park, in the Village of Alden Bridge
  • Summer Storm Park, in the Village of Cochran's Crossing
  • Meadowlake Park, in the Village of Panther Creek
All recommended vendors have submitted bids for the playgrounds within the allocated budget which includes the playground, surfacing and installation for a total of $329,854.00: Sundance Park = $85,192.00;  Bluff Creek Park = $68,932.86;  Windvale Park = $125,031.00;  Meadowlake Park = $33,607.90; and  Summer Storm Park = $17,090.03. The remaining balance of the budget will be used to address the slide at Terramont Park  and playground drainage projects.
BACKGROUND:
The Township Board of Directors allocated $430,000 in the 2019 Budget for the capital expenditure to replace playgrounds at five parks, replace one slide and funding for drainage improvements in playgrounds (Attachment A).
 
The Woodlands Township surveys regarding playground equipment consistently identifies strong resident preferences for swings, slides, and climbing structures. The proposal documents for the identified playgrounds requested that vendors include these elements to the greatest extent possible within the confines of the available space. In addition, the proposal requested vendors bring creative ideas that maximize play value while working within the identified budget, available space and fit within the park. All equipment must meet the most current standards set by the International Playground Equipment Manufacturers Association (IPEMA), American Standards for Testing Materials (ASTM) and Consumer Product Safety Commission (CPSC).
 
Bid Invitations were sent to six (6) vendors/contractors on the BuyBoard, a cooperative purchasing site and advertised on the Township web-site.  The deadline for submitting a bids was January 9, 2019, and six (6) vendors submitted bids.  Five (5) Township staff with knowledge and experience with playground equipment, the community, and its needs scored the bids on the following criteria:
  • Ability to Meet Schedule and Price Methodologies
  • Manufacturers’ and Installers’ Quality, Years of Experience, Quality of Product Line
  • Project Approach (Uniqueness, Play Value, Creative Design & Use of Space, Number of Play Components and User Capacity
  • Demonstrated knowledge of the specific park environments
The following is a Bid Tabluation Summary of the scoring matrix and costs per playground which is inclusive of the equipment, install, and playground surfacing:
 
  Total Recreation/Game Time McKenna Playwell Lone Star Fun Abounds Kraftsman
Sundance $94,051.21 $95,000.00 $85,192.00 $95,000.00 $87,014.13 $95,000.00
Score 4.06 4.38 4.20 4.16 4.28 4.43
             
Bluff Creek $69,964.31 $70,000.00 $79,664.00 $70,000.00 $68,932.86 $69,00.000
Score 4.16 4.50 4.11 4.25 4.46 3.58
             
Windvale $125,786.47 $130,000.00 $107,180.00 $125,031.00 $120,515.16 $135,000.00
Score 4.23 4.59 2.72 4.47 2.81 4.09
             
Meadowlake $24,107.86 $35,000.00 $22,624.00 $35,000 $34,998.10 $33,607.90
Score 2.97 3.96 2.93 4.30 4.26
  • 3.80
             
Summer Storm $18,203.79 $35,000.00 $22,550.00 $35,000.00 $17,090.03 $32,000.00
Score 2.62 4.38 2.89 3.11 3.20 3.83
  *The bids and scoring matrixs for each individual park are provided in additional information.

Recognizing that any proposal scoring a 3.0 or higher is considered an “Acceptable” proposal, each of the vendors recommended for each park have both scores that are above the acceptable thresholds AND the lowest bid for that specific park. In all cases, the parks offer playgrounds with numerous features that meet the stated needs (swings, slides, and climbing structures), offer some unique elements and high play value in the Township's playground system, provide appropriate use of allocated space and are within the allocated budget. The Township has good experience with all of the recommended vendors within the past five years on other similar projects.
RECOMMENDATION:
It is recommended to award the bids for playground equipment replacement and improvements totaling $329,853.79 to:
  • The Playwell Group in the amount of $85,192.00 for Sundance Park
  • Fun Abounds in the amount of $68,932.86 for Bluff Creek Park
  • Lone Star Recreation in the amount of 125,031.00 for Windvale Park
  • Kraftsman, L.P. in the amount of $33,607.90 for Meadowlake Park
  • Fun Abounds in the amount of $17,090.03 for Summer Storm Park
 and authorize the President/General Manager to execute any necessary construction agreements in connection therewith as approved to final form by the Township Attorney.
 
Attachments
Attachment A - 2019 Capital Asset Request Form - Playground Replacements


    

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