2025 2 10 Work Session PACKET 1

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PUBLIC WORKS

TO: Randall Dowling, City Manager

FROM: Kevin L. Helms, Project Manager/Interim Public Works Director
Cc: Ben Burchfield, Public Works Director

DATE: February 4, 2025

SUBJECT: LPRF Grant Project at Heritage Park

Summary

The LPRF grant project at Heritage Park includes a two-part purchasing process. Once everything is
finalized, there will be a request for bids for a General Contractor to perform all the work outlined within
the scope of the project. The City has also issued a Request for Proposals to acquire playground
equipment and other park amenities as part of the grant project. The primary contract with the GC will
stipulate that these items are owner provided, and contractor installed. The grant provides 50% funding
for all project expenses up to the maximum budget of $1,250,000.

The decision was made to use a request for proposals for this phase of the project because of the design
factors involved in this purchase due to the countless customization options involved in acquiring
playground equipment. The selection of a vendor is based upon several factors with price being just one
of those. The vendor has proposed a conceptual plan for the playground, but once a vendor is awarded
the work staff will work with the vendor to create a detailed design to be submitted to the state for review

and approval. This process is in keeping with both the City’s purchasing policies and the requirements of
the LPRF Grant Program.

A committee comprised of the Parks and Recreation Director, Purchasing Officer, Finance Director, and

Project Manager reviewed the proposals which met the minimum stated requirements. The proposals
were evaluated based upon the following criteria:

e Function, durability, and design of proposed playground

@ The number of play features included

Ability to coordinate the design of features and amenities now and in the future
Proven ability with similar projects

History and years of experience

Ability of the City to inspect and repair equipment

Capacity to perform the required work in the timeframe allotted

Overall cost of proposal

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