Request for Proposals - Addendum - Revisions, Questions and Responses

Addendum #1 RFP Questions and Responses as of March 10, 2026

1. Would you like to see a unified surfacing of one kind (helps with mobility and inclusiveness), or would you like to have a mix of PIP, Turf, or wood chips?

 The city would prefer a unified surfacing of one kind. Using a mix of PIP, Turf and/or wood chips creates maintenance issues and impacts accessibility. 

 2. I just wanted to confirm that demo of old equipment was not part of the bid, but removal of old surfacing and site prep is expected. 

The City will be responsible for removing the existing playground equipment and the existing engineered wood fiber surfacing. The City will also complete site preparation so that the area is ready for installation of the new playground equipment and surfacing system. These items are not included in the scope of work for this bid.

Addendum #2 RFP Questions and Responses as of March 12, 2026

1.  The RFP requires a minimum of three shade structures. Can the City confirm whether integrated shade elements incorporated into playground play structures may be considered toward this requirement, or if the intent is that all shade be provided through freestanding structures only?

The City’s intent is to provide meaningful shade within the playground area. Integrated shade elements incorporated into playground play structures may be considered toward the minimum shade requirement if they provide adequate and durable shade coverage for users. Proposers may include a combination of integrated shade and freestanding shade structures. However, proposals should clearly identify the type, location, and coverage provided by each shade element.

2. Would the City be open to reviewing multiple design concepts or pricing alternatives within a single proposal if they provide different approaches to meeting the project goals and budget?

Proposers should submit one primary proposal that clearly meets the requirements outlined in the RFP. Proposers may include alternate concepts or pricing options if they provide additional value or different approaches to meeting the project goals and budget; however, the primary proposal should remain clear and complete for evaluation purposes.

3. Does the City have any interest in incorporating a specific theme or storytelling elements within the playground design, or should proposers focus primarily on inclusive play value and aesthetics without a defined theme?

The City has not identified a specific theme for the playground. Proposers should focus primarily on providing a high-quality, inclusive play environment that offers strong play value, accessibility, and visual appeal. Creative design elements or thematic concepts that enhance the user experience are welcome but are not required.

 Addendum #3 RFP Questions and Responses as of March 15, 2026 

1. I would like to confirm, does instillation date 01/17/2027 refer to when installation begins or is to be completed by? 

The City understands that manufacturing lead times, delivery schedules, and installation logistics may vary. Proposers should include their anticipated manufacturing and installation schedule within their proposal and identify any constraints that could affect the timeline. The City will work with the selected contractor to finalize a mutually agreed-upon project schedule.

2. Is there a CAD file available for the site that you could share?

The City is requesting conceptual playground designs only as part of the proposal process. A CAD base file will not be provided at this time. Proposers should prepare their conceptual layouts using the information provided in the RFP. Detailed design and preparation of final construction drawings will occur in coordination with the selected contractor following contract award.

 Addendum #4 RFP Revisions, Questions and Responses as of March 20, 2026

1. Revised RFP Language:  The City has revised the Proposed Design Concept submittal requirements to clarify that proposers may include conceptual visual materials, such as precedent images and illustrative playground layouts, in addition to the required written narrative. This clarification is intended to better allow proposers to communicate their overall design approach while maintaining a fair and consistent evaluation process. Submittals are still expected to remain conceptual in nature, and detailed design or construction documents are not required at this stage. 

Revised Section 10.2 – 4. Proposed Design Concept: Provide a written description of your proposed design approach, including the play components and surfacing system you propose to meet the program requirements in Section 3, and how your design serves children of all abilities and exceeds ADA minimum requirements. Describe the play value and aesthetic character of your proposed design.

Proposers may supplement the written narrative with conceptual visual materials, which may include precedent photographs of similar play elements, illustrative images, and/or a conceptual playground layout or rendering to help convey the overall design intent. Submittals should remain conceptual in nature. Detailed manufacturer drawings, engineered plans, or construction-level documents are not required at this stage. Proposers selected for further negotiation will be asked to develop a final detailed design in coordination with the City.

 Pre-Proposal Meeting – Questions and Responses: The follow includes all questions from the Pre-Proposal Meeting and response/clarifications.  

1. Are site visits allowed? 

Proposers may visit the project site at their convenience to gather relevant information, including measurements, photographs, and other observations necessary to prepare their proposal. Site visits are not mandatory.

 2. When would presentations take place?

As stated in the RFP, interviews or presentations may be conducted at the discretion of the selection committee. If required, they are anticipated to be scheduled on or around May 20, 2026. The City will notify selected proposers in advance.

3. Drainage Issues

 The City will address any known drainage issues as part of site preparation prior to playground and surfacing installation. 

4. Design/Build Clarification. 

 This project is intended to be delivered using a design-build approach, in which the selected contractor will be responsible for final design development in coordination with the City, as well as procurement and installation of the playground equipment and surfacing. 

5. CCB Requirement.

 The City confirms that a valid Oregon Construction Contractors Board (CCB) license is required for this project 

6. Site Landscaping Requirements?

Site landscaping is not included in the scope of work for this project. 

7. Payment & Performance Bond Requirements and Project Price Proposal Requirements: 

 A performance bond is required for the playground and surfacing installation portion of the project. The cost of the bond shall be included in the proposer’s price proposal. 

8. Builder’s Risk Insurance Requirement

The City is not requiring Builder’s Risk insurance for this project. Proposers are responsible for determining and obtaining any insurance coverage they deem appropriate to protect their work, materials, and equipment during construction. All other insurance requirements outlined in the RFP remain in effect.

Addendum #5 RFP Revisions, Questions and Responses as of March 24, 2026

 1.  Hi Dave, I have done some research on the license required for this project. According to what I have found that a CCB license is not exclusively required. The LCB license allows me to install up to 30000 Sq. Ft .of synthetic turf. Also the rules for setting up/installing playground equipment does not require a CCB license 

Division 2 DEFINITIONS

 812-002-0780
Work as a Contractor Does Not Include

“Work as a contractor”, as used in ORS 701.021, does not include:

(1) Sign painting unless the total area of all signs is more than 60 square feet.

(2) Work performed by persons engaged in creating objects, which exist exclusively for aesthetic reasons and have no other function, for example, murals, sculptures, etc., if said work by such person does not incorporate electrical or plumbing.

(3) Work performed by government agencies, except a school district.

(4) Work performed in setting, placing, removing, or repairing grave markers or monuments in cemeteries.

(5) Work by an employee when both the employer and employee are in compliance with applicable employer/employee requirements of ORS Chapters 305, 314, 316, 317, 318, 656, 657, and state and federal wage and hour laws.

(6) Concrete pumping.

(7) Utility connections done by utility company employees when the connection is owned by a utility company.

(8) Installation or repair of stand-alone industrial equipment when such activities are exempt from the requirement for a building permit under the Oregon Structural Specialty Code.”

For this project, the City is requiring that the selected contractor hold a valid Oregon Construction Contractors Board (CCB) license. While we understand that certain elements of the work may not independently require a CCB license under state definitions, this project involves the installation of playground equipment and related site improvements within a public park setting. As such, the City has determined that a CCB license is necessary to ensure appropriate contractor oversight, bonding, insurance coverage, and compliance with public contracting requirements. Firms that do not hold a CCB license may choose to partner with or subcontract under a licensed contractor in order to meet this requirement.

2. Is there a CAD file available for the site that you could share?

The City is requesting conceptual playground designs only as part of the proposal process. A CAD base file will not be provided at this time. Proposers should prepare their conceptual layouts using the information provided in the RFP. Detailed design and preparation of final construction drawings will occur in coordination with the selected contractor following contract award.

Addendum #6 RFP Revisions, Questions and Responses as of March 30, 2026

1.  Just wanted to clarify and be sure we understand addendum #4 clearly.   So - just to be clear, in addition to the written 20-page proposal with pricing and required information specific to the proposed design, bidders are now also allowed to submit supporting and descriptive information above and beyond the original 20-page limit if needed to better illustrate our capabilities and offering? We just want to be sure we are not considered “non-responsive” if we exceed the 20-page limit.

Thank you for your question and for seeking clarification on Addendum #4.

The proposal requirements outlined in the RFP remain unchanged. As stated in the RFP:

“Proposals shall be typewritten with a standard body text font of at least 11-point. Proposals shall not exceed 20 total pages, excluding cover letter, table of contents, and required forms. A front cover sheet and one-page table of contents are not counted toward the page limit. Proposals exceeding the page limit may be considered nonresponsive.”

The City’s intent is to maintain a consistent and equitable proposal format for all proposers. All required proposal content—including narrative descriptions and any supporting materials such as precedent photos or conceptual plan illustrations—must be included within the 20-page limit (excluding the items noted above).

As clarified in Addendum #4, supporting visuals are permitted to help convey the design approach; however, they must be incorporated within the page limit.

Proposers are encouraged to be concise and clearly communicate their qualifications, approach, and design concept within the established format.