2026-004 City Park Playground Equipment Design and Installation Addendum 1

CITY OF DAHLONEGA
REQUEST FOR PROPOSAL (RFP)
CITY PARK PLAYGROUND EQUIPMENT DESIGN
AND INSTALLATION #2026-004
ISSUING AGENCY CITY OF DAHLONEGA
465 RILEY ROAD
DAHLONEGA, GA 30533
PHONE: 706-482-2721
FAX: 706-864-4837
ISSUE DATE APRIL 6, 2026
PRE-PROPOSAL MEETING (MANDATORY) APRIL 27, 2026,10:00AM
PROPOSAL OPENING DATE MAY 29, 2026, 2:00PM
PURCHASING AGENT (CITY CONTACT) BRITTANY LEE
PROPOSALS ARE DUE AT THE ADDRESS SHOWN ABOVE NO LATER THAN
MAY 29, 2026, AT 2:00 PM EST.
ELECTRONIC SUBMISSIONS VIA E-MAIL OR FAX WILL NOT BE ACCEPTED.
THE RESPONSIBILITY FOR SUBMITTING A RESPONSE TO THIS REQUEST FOR
PROPOSAL (RFP) ON OR BEFORE THE STATED DATE AND TIME WILL BE SOLELY AND
STRICTLY THE RESPONSIBILITY OF THE OFFEROR.

CITY OF DAHLONEGA
REQUEST FOR PROPOSAL (RFP)
CITY PARK PLAYGROUND EQUIPMENT DESIGN
AND INSTALLATION #2026-004
The City of Dahlonega is seeking sealed proposals from qualified vendors to design, supply
and install playground upgrades at City Hall Park.
A MANDATORY pre-proposal meeting will be held on April 27, 2026, at 10:00 AM EST at
Dahlonega City Hall located at 465 Riley Road Dahlonega, GA 30533
Questions regarding this project will be accepted in writing only, to the City of Dahlonega
Purchasing Agent, Brittany Lee, blee@dahlonega.gov or faxed to 706-864-4837 before
12:00PM, EST, on May 1, 2026. Responses will be posted by addenda no later than 5:00 PM
EST, on May 8, 2026, to www.dahlonega.gov
Proposals must be received by 2:00 PM local time on May 29, 2026, and may be delivered to
the Purchasing Department, 465 Riley Road, Dahlonega 30533. Proposals shall be clearly
marked and sealed, including the project title. Late bids will not be considered nor returned.
The proposal documents and specifications are available for inspection at City Hall located
at 465 Riley Road, Dahlonega, Georgia (Phone 706-864-6133) and on the City's website at
www.dahlonega.gov
Proposals may not be withdrawn for ninety (90) days after the time and date set for closing,
except as allowed by O.C.G.A. 13-10-22. The City reserves the right to reject any or all
proposals, to award a contract in the best interest of the City, and to waive any technicalities
and informalities.
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1.0 INTRODUCTION
1.1 Purpose of Procurement
The City of Dahlonega is seeking sealed proposals from qualified vendors to design,
supply and install playground upgrades at City Hall Park.
1.2 Schedule of Events
This Request for Proposal shall be governed by the following schedule:
DATE ACTIVITY
April 6, 2026 Release of Request for Proposal
April 27, 2026
Mandatory Pre- Proposal Meeting
10:00 AM EST
May 1, 2026 Deadline for written questions to be submitted to
12:00 PM EST Purchasing Agent
May 8, 2026 Answers to written questions and all addenda posted
5:00 PM EST on website: www.dahlonega.gov
May 29, 2026 Proposals due and proposal opening (Proposals will be
2:00 PM EST accepted until time of opening. No proposals will be
accepted after the due date and time.)
1.3 Restrictions on Communications
From the issue date of this Request for Proposal until a contractor is selected, and the
award is announced, vendors are not allowed to communicate for any reason with any
city staff or elected officials except 1) through the Purchasing Agent named herein, 2) at
the Pre-Proposal Meeting, if applicable or 3) as provided by existing work agreement(s).
The City reserves the right to reject the submittal of any proposer violating this provision.
1.4 Pre-Proposal Meeting
A mandatory pre-proposal meeting and site visit will be held on April 27, 2026, at 10:00
AM. Only vendors in attendance for the entire meeting will be allowed to submit a
Proposal for this project.
1.5 Questions & Addenda
All questions concerning this proposal must be submitted in writing (email is
preferred but fax and mail may be used) to the Purchasing Agent no later than 12:00 PM
EST on May 1, 2026. The inquiries must be directed to blee@dahlonega.gov or:
Brittany Lee, Purchasing Agent
City of Dahlonega
465 Riley Road
Dahlonega, Georgia 30533
Fax: 706-864-4837
No response to inquiries other than written will be binding upon the City. The City of
Dahlonega reserves the right to issue written addenda to any inquiries that alter the
scope of the Request for Proposal. Addenda shall be posted to the city website
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www.dahlonega.gov, no later than May 8, 2026, 5:00 PM EST. A signed copy of the
Addenda Acknowledgement Form shall accompany the submitted proposals.
Proposers are advised to check the website for addenda before submitting their bids.
1.6 Contract Term
The contract between the City and the selected vendor shall become effective upon
signing. The City reserves the right to terminate the contract at any time if the successful
proposer fails to meet the requirements stated in this proposal. The contract shall
terminate absolutely and without further obligation at such time as appropriate and
otherwise unobligated funds are no longer available to satisfy the obligations of the City
under this contract.
1.7 Bonds
Bid Bonds Required
Performance and Payment Bond Required
1.8 Exception to RFP
Each contractor shall be deemed to agree to comply with all terms, conditions,
specifications, and requirements of this RFP. An "exception" is defined as the
Proposer's inability or unwillingness to meet a term, condition, specification, or
requirement in the manner specified in the proposal. All exceptions taken must be
identified and explained in writing in your RFP and must specifically reference the
relevant section(s) of this RFP. If the Proposer provides an alternate solution when
taking an exception to the requirement, the benefits of this alternative solution and
impact, if any, on any part of the remainder of the Proposer's solution must be
explained in detail. The City welcomes innovative suggestions and recommendations
from Proposers that will ensure a 100% successful service approach.
2.0 SCOPE OF WORK
2.1 Background
The City of Dahlonega is located approximately sixty miles north of Atlanta. The City
provides services including police, public works, courts, planning and community
development, utility services and billing, downtown development, parks, and special
events along with various administrative and support functions.
2.2 Scope and Specifications
The City of Dahlonega is seeking sealed proposals from qualified vendors to design,
supply and install playground upgrades at City Hall Park. This shall be a turnkey project,
including all equipment, installation, and surfacing.
The playground area is approximately 11,000 square feet. Refer to the attached
playground footprint in Exhibit A.
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Equipment Design Requirements:
The proposed playground equipment shall be thoughtfully designed to provide a safe,
engaging, and inclusive play environment. Designs should encourage physical activity,
creativity, and social interaction among users of all abilities.
Respondents shall submit proposed 2D schematics and/or drawing renditions of
proposed equipment combinations and new playground layouts. An itemized proposal
including pricing and timeline for completion shall be included.
The estimated budget for the project, including removal of existing equipment and the
design, purchase, and installation of new equipment, is $400,000.
The estimated budget for subsurface preparation, materials (GAB) and installation, the
flooring and its containment mechanism is $200,000.
The playground design shall be centered around one primary feature, which may be
similar to those provided in Exhibit B. Proposals may include additional stand-alone
features such as ziplines, swings, slides, rotating elements, and/or climbing structures.
Coordination and collaboration with City staff to refine and adjust the design as needed.
Preference will be given to designs that incorporate a high level of inclusivity, particularly
for individuals with limited physical or developmental abilities.
Include durable, high-quality materials designed to withstand heavy public use and
varying weather conditions.
Design shall integrate seamlessly with the proposed theme and overall site layout.
Consider visibility for caregivers to ensure clear lines of sight throughout the playground.
Tire Derived Product Flooring:
Vendors must provide a detailed description of the proposed surface and subsurface
preparation, including a cross-sectional detail identifying all materials, aggregate base
specifications, methods of containment or separation between new and existing
surfaces. All playground surfacing must consist of tire-derived products (TDP), including
poured-in-place rubber, bonded rubber, or an equivalent alternative compliant with the
Georgia EPD DNR Tire Products Grant. The TDP material MUST be sourced from within
the State of Georgia. Any proposals that do not include Georgia-sourced TDP
materials will be considered non-responsive and rejected. Refer to Exhibit C for the
City's TDP grant application.
Site Analysis:
The contractor shall evaluate existing site conditions, including but not limited to existing
playground features, drainage conditions, and soil quality.
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Demolition:
The contractor shall be responsible for the demolition and removal of all existing
playground features and associated equipment.
Safety Standards Compliance:
All design, equipment, and installation must comply with applicable safety standards,
including ASTM F1487 and CPSC Public Playground Safety Handbook. Appropriate safety
surfacing shall be included to minimize the risk of injury.
Age-Appropriate Zones:
The playground shall be designed to accommodate all age groups, with clearly defined
zones that include age-appropriate equipment and activities.
Seating:
Adequate seating shall be provided for parents and caregivers to allow for safe and
comfortable supervision
Color and Theming:
The design shall incorporate vibrant, engaging colors to create an inviting and stimulating
environment. Vendors are encouraged to propose a cohesive theme appropriate for the
target age groups. The City reserves the right to request modifications to colors and
theming during contract negotiations.
Signage:
The project shall include clear and durable signage that indicates age-appropriate zones
and safety rules.
Maintenance Plan:
The vendor shall provide a comprehensive maintenance and inspection plan to ensure
long-term safety, durability, and usability of the playground.
Warranty:
The Contractor shall provide warranties for all playground equipment, materials, and
installation. At a minimum:
* Structural components shall carry a minimum ten (10) year warranty
* Moving parts shall carry a minimum five (5) year warranty
* All other components shall carry a minimum two (2) year warranty
* Installation and workmanship shall be warranted for a minimum of one (1) year
All equipment and materials shall be free from defects in materials and workmanship
under normal use. Warranty documentation shall be included with the proposal and
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clearly identify coverage, terms, and responsible parties. The Contractor shall repair or
replace any defective items during the warranty period at no cost to the City.
Subcontractors:
The selected vendor shall be fully responsible for all work performed under this contract,
including any work performed by subcontractors. The vendor must identify all proposed
subcontractors as part of the submission and shall not substitute or add subcontractors
without prior written approval from the City. All subcontractors shall be properly
licensed, insured, and qualified to perform their respective scopes of work. The City
reserves the right to reject any proposed subcontractor deemed unsuitable for the
project. Use of subcontractors shall not relieve the vendor of any contractual
obligations, responsibilities, or liability under this agreement.
3.0 SUBMISSION REQUIREMENTS
Proposals must be submitted in accordance with the following guidelines to be
considered responsive:
1. Cover Letter: Brief introduction and statement of interest, including the name,
address, and contact information of the company proposing.
2. Company Information: Provide a description of the company, including its history,
services offered, and experience relevant to the project.
3. Team Members and Qualifications: Provide a list of key personnel assigned to the
project, including their qualifications, experience, and roles within the project.
4. Proposed Solution: Plan to address all items listed in the scope of work.
5. Implementation Plan: Timeline and key milestones.
6. Budget Estimate: Provide a detailed pricing breakdown, including the cost estimate for
each phase of the project and any associated expenses.
7. References: At least three references from similar projects.
8. All required forms included in Attachment A: Proposer's Checklist
9. Any other information deemed critical to the success of this project.
All documents are required and are an essential part of this RFP. It is the proposer's
responsibility to verify that all documents are contained in the package submitted to
the City of Dahlonega.
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Submission of Quotes
Only sealed proposals will be accepted. One (1) original and five (5) copies of the
complete signed submittal must be received no later than May 29, 2026, at 2:00 PM to
the City of Dahlonega Purchasing Department, 465 Riley Rd. Dahlonega, GA 30533.
Bids must be submitted in a sealed envelope stating on the outside, the vendor's name
and address, and marked as "CITY PARK PLAYGROUND EQUIPMENT DESIGN
AND INSTALLATION #2026-004"
4.0 SELECTION CRITERIA
It is the City's intent to evaluate the proposals based on technical merits and prices and
to choose the Proposer whose proposal provides the highest value to the City. The City
reserves the right to waive any irregularities, and reject any and/or all proposals, in
whole or in part, when, in the City's opinion, such rejection is in the best interests of the
City. The City reserves the right to seek additional/supplemental representation on
specific issues as needed.
4.1 Evaluation Method
Each proposal will be reviewed by a team of qualified individuals. Their proposal review
and evaluation will be subjective; however, the weighing values are established to
minimize the subjectivity.
Design & Layout: 35%
Including inclusivity that addresses all ages and developmental and physical
abilities. Selected and available features and willingness to modify design to city's liking.
Value/Cost: 30%
This may be demonstrated by the applicant's ability to leverage additional partnerships,
improving the potential quality, quantity, cost and value of the overall playground.
References and Past Experience: 20%
List references and past experience in similar projects. Including description and photos
of previous projects.
Project Schedule and Timeline: 15%
Provide a project schedule, estimated timeline, lead times for equipment.
The City reserves the right to conduct interviews or request additional information from
shortlisted proposers before making a final selection.
Based on the total score proposals, the City of Dahlonega may choose Proposers with
whom to negotiate the final project methodology/scope, fees, and schedules with a view
toward entering into a contractual agreement.
The City of Dahlonega reserves the right to accept a proposal, as submitted, and enter
directly into a contractual agreement with that selected Proposer. Accordingly, it is
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imperative that all Proposers present their best technical and cost offers in their initial
submission.
5.0 TERMS AND CONDITIONS
5.1 License
Offeror must be licensed to do business in the State of Georgia. The Offeror must
comply with the laws of Georgia including obtaining proper licensure with this State if
required to perform the specifications described in this request.
5.2 RFP Amendments
The City reserves the right to amend the RFP prior to the proposal due date. All addenda
and additional information can be found on the City's website. It is the proposer's
responsibility to check the website for addenda before submitting a proposal. All
signed addenda shall be included with the proposal.
5.3 Agreement and Project Forms
The agreement form shall be the owner's agreement form. The owner's payment, waiver
of lien, and change order form(s) shall be used.
5.4 RFP Withdrawal
A submitted RFP may only be withdrawn prior to the due date in accordance with
O.C.G.A. 13-10-22 by a signed written request to the Purchasing Agent.
5.5 Costs for Preparing RFP
The cost of developing the RFP is the sole responsibility of the contractor. The City will
not provide reimbursement for such costs.
5.6 Conflict of Interest
If a Proposer has any existing client relationship that involves the City of Dahlonega, the
proposer must disclose each relationship.
5.7 Contractor Selection
The City of Dahlonega reserves the exclusive right to determine which proposer should
be awarded the contract. The City also reserves the right to reject any and all RFPs at its
discretion, with or without cause.
5.8 Negotiations and Apparent Winner
Prior to the award, the apparent winning proposer will be required to enter into
discussions with the City to resolve any contractual differences. These discussions are
to be finalized within two (2) weeks of notification unless extending the time period is
advantageous to the City. Failure to resolve differences will lead to rejection of the
contractor's RFP.
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The City reserves the right to negotiate modifications and costs with the successful
proposer, provided that no such modifications affect the specifications set forth herein.
The contractor shall commence work only after the transmittal of a fully executed
contract and a Notice to Proceed document is received from the City.
5.9 Taxes
The City of Dahlonega is exempt from sales taxes; however, the contractor shall pay all
taxes required as stated by law. The City of Dahlonega cannot exempt others from tax.
5.10 Compliance with Laws
The Contractor will comply with all State and Federal laws, rules, and regulations.
5.11 Non-Collusive Bidding
By submitting a response to this Request for Proposal, the proposer represents and
warrants that such proposal is genuine and not a sham or collusive or made in the
interest or on behalf of any person not therein named and that the Proposer has not
directly or indirectly induced or solicited any other vendor to put in a sham proposal, or
any other person or company to refrain from submitting and that the Proposer has not
in any manner sought by collusion to secure to that vendor any advantage over any
other vendor.
If the contractor is a partnership, all of the partners and any officer, agent, or other person
who may have represented or acted for them in bidding for or procuring the contract shall
also make the oath. If the contractor is a corporation, all officers, agents, or other persons
who may have acted for or represented the corporation in bidding for or procuring the
contract shall make the oath. If such oath is false, the contract shall be void, and all
sums paid by the governmental entity on the contract may be recovered by appropriate
action.
5.12 Cancellation for Cause
If either party shall refuse, fail, or be unable to perform or observe any of the terms or
conditions of the contract for any reason, then the party claiming such failure shall give
the other party a written notice of such breach. If, within thirty (30) days from such notice,
the failure has not been corrected, the injured party may cancel the contract effective
thirty (30) days after notice of cancellation.
The City of Dahlonega reserves the right to terminate the contract immediately in the
event that the Contractor discontinues or abandons operations; is adjudged bankrupt or
is reorganized under any bankruptcy law; or fails to keep in force any required insurance
policies or bonds.
Failure of the successful contractor to comply with any section or part of the contract will
be considered grounds for immediate termination of the contract by the City without
penalty to the City. The City of Dahlonega shall pay for services rendered up to the point of
termination.
Notwithstanding anything to the contrary contained in the contract between the City and
the successful contractor, the City may, without prejudice to any other rights it may have,
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