Ville Platte Playground Equipment Purchase & Install RFQ

CITY OF VILLE PLATTE
RFP FOR PLAYGROUND EQUIPMENT & INSTALLATION

SUMMARY  

The City of Ville Platte, located in Evangeline Parish, Louisiana, seeks proposals to provide three (3) of its municipal parks with playground equipment.  Installation services are part of this project.       
 
PARKS  

Hope Park 

MLK Park 

North Park
 
SCOPE OF WORK   

The Contractor will provide three playgrounds as specified and will install same according to the solicitation requirements and the manufacturer’s recommendations. The expected budget for all three parks is less than $250,000.00.  

Before submitting a Proposal it is recommended that each Proposer (a) examine the RFP Documents thoroughly; (b) visit the site to become familiar with local conditions that may in any manner affect cost, progress, performance or furnishing of the Work; (c) familiarize himself with and consider federal, state and local Laws and Regulations that may in any manner affect cost, progress, performance or furnishing of the Work; (d) study and carefully correlate Proposer’s observations with the RFP Documents, and (e) notify the RFP Administrators of all conflicts, errors or discrepancies in the RFP Documents. 
 
RFP ADMINISTRATION  

The representatives of the RFP are Mayor Ryan Williams and Donald Bergeron, City Administrator -   mayor@villeplattela.com / donald@cityofvilleplatte.com 

The RFP Electronic Administrator is Paul Holmes, LACPC (Baton Rouge), (225) 678-6107 (Bus. Cell) lacpc@lamats.net.   

EVALUATION CRITERIA  

This RFP is not a “lowest price wins” bid.  The Contractor will be a Louisiana-licensed and responsible Contractor and Product Line Distributor judged the most capable of providing and installing the equipment within a defined budget, a reasonable timeframe and in in a quality, workmanship manner.  Please see the Evaluation Criteria (below). 
 
 PROPOSAL REQUIREMENTS 

Proposals are to be submitted in the format provided herein including any pricing and specification forms included, along with any other documentation that must be signed.  (See Proposal Form and Pricing Forms attached.) 
 
SUBMISSION OF PROPOSALS   

The submission of proposals will be through electronic means only.  Proposers must register at https://lamats.eauctionservices.com (LACPC Bid Platform) to access the full RFP specifications and to submit proposals electronically.  Proposals are due by 11:00 am, March 265, 2025.  Reasonable accommodation, including allowing hand delivery of proposals, can be provided by contacting Paul Holmes, LACPC@lamats.net. 

 ELECTRONIC ADMINISTRATION/SEVICES FEE

An electronic administration fee will be paid by the winning proposer in the amount of $800 upon completion and submission of the final executed contract. The electronic fee may be waived (or delayed) in advance of proposals submission on behalf of a particular proposer upon a showing of significant burden to the proposer. There is no fee to register, to access RFP documents, or to submit a proposal electronically. The electronic administration fee is only paid by the proposer contracted to complete the project and is payable to the LACPC Cooperative Purchasing Joint Commission Administrator: LaMATS, 6767 Perkins Rd., Baton Rouge, LA 70808. Where bid security is required, the bid security will not be returned until the Electronic Administration Fee is paid. Please note that the foregoing requirement is provided for in the RFP Document and is deemed acknowledged upon submission of a proposal. 
 
ATTACHMENTS AND SCHEDULES 

The complete Proposal shall consist of: 
 
General Quote Form 

Materials and Installation Quote Form

Your Illustration for Each Park

Your Product Specification for each Product to be Installed

The following forms, information and specifications are deemed to have been received, reviewed and accepted when downloaded or accessed online:   
 
RFP Document - (in electronic form only)

Hope Park Illustration

MLK Park Illustration

North Park Illustration

Technical Specifications

Product Specifications

General Quote Form

Acknowledgment of Electronic Administrative/Services Fee 

 
 
MODIFICATION AND WITHDRAWAL OF PROPOSALS

Proposals may be modified or withdrawn by a Proposer at any time by accessing or by deleting the electronic submission at any time prior to the proposal deadline. Withdrawal of a Proposal will not prejudice the rights of a Proposer to submit a new Proposal prior to the Proposal submission deadline.  After expiration of the period for receiving Proposals, no Proposal may be withdrawn, modified, or explained except as provided for herein. 
 
DISCUSSIONS/NEGOTIATIONS 

The City of Ville Platte reserves the right to enter discussions and negotiations with any proposer deemed capable of receiving an award.  Negotiation of better terms or conditions, or favorable clarification of offerings, may result in a proposer’s evaluation score being raised.  Any negotiated or clarified terms, conditions or offers will be reduced to writing and shall become part of the resulting contract.   
 
COMPLETION TIME  

The Bidder shall agree to fully complete the contract within the allocated consecutive calendar days as negotiated between owner and contractor, subject to such extensions as may be granted and that this construction time will start on the date specified in the written “Notice to Proceed” from the Owner. The bidder shall indicate the number of Calendar days needed in the Proposal Form. 
 
NOTICE OF AWARD 

A Notice of Award to a Successful Proposer will be accompanied by unsigned counterparts of the corresponding Agreement with all other written Contract Documents attached.  

EVALUATION CRITERIA   

Before being evaluated, a contractor – distributor must be found to meet the qualifications desired and must offer playground product that meets the specifications.  The project is considered a small, exempt public works that can be contracted out by receiving one or more qualifying quotes, with the city choosing the quote that best meets its needs, is of the best quality available for its budget, and can be delivered within a favorable timeline by a qualified contractor with a proven track record of customer satisfaction. To the extent possible, the city will follow evaluation criteria as follows in making its selection.  All choices are subject to additional negotiation for the most favorable deal possible. 

Technical Evaluation (Worth 75 points) 
 
1. Background, References and Experience—20 

2. Approach, Methodology and Desirability of Product (Aesthetics & Features)—20

3. Manufacturer / Brand / Specifications / Manufacturing Process / Distributor Reputation/ Successful Projects—35  

Cost quotes should be within budget and shown to be the lowest prices available to the Buyer.