Project Information

Bid Title

Harvey Park Playground Equipment

Issuing Agency

Spring Hill city

Location

Tennessee

Published Date

Nov 24, 2025

Closing Date

Jan 12, 2026

Government Level

State & Local

Status

Closed

Original Source

Join to Access Full Details

Bid Inquiries

Join to Access Full Details

Bid Documents

Join to Access Full Details

Project Description

Bid Title:	Harvey Park Playground Equipment
Category:	Non-Construction Projects
Status:	Open

Publication Date/Time: 11/24/2025 3:15 PM Closing Date/Time: 1/12/2026 2:00 PM Contact Person: Equipment Specific Questions - Kayce Williams (kwilliams@springhilltn.org) Bidding Questions - Kyle Therriault (ktherriault@springhilltn.org) Related Documents: Harvey Park Playground RFP v2

Attachment Preview

LEGAL NOTICE

November 24, 2025

INVITATION TO SUBMIT PROPOSALS

The City of Spring Hill is soliciting Proposals from qualified playground equipment manufacturers and/or

vendors (“Vendors”) to design, provide, and install new playground equipment at our existing Harvey Park

located at 4001 Miles Johnson , as detailed in this Request for Proposals (RFP). In general, the City is looking for

unique play equipment with engaging features and high play value that will encourage physical activity and

enhance motor skill development. Bidders shall submit sealed proposals in the format specified in the

Invitation to Submit Quotations no later than 2:00 p.m. (CST), January 12, 2026 at which time bids will be

publicly opened and read aloud. No bid may be withdrawn after the scheduled closing time for a period of

90 days. Bidding documents may be obtained at Spring Hill City Hall during regular business hours or

www.springhilltn.org. Quotations should be mailed or hand delivered to:

Kyle Therriault, Purchasing Agent

City of Spring Hill

Harvey Park Playground / January 8, 2026 @ 2:00 p.m.

199 Town Center Parkway (for hand delivery or courier services)

P.O. Box 789 (for regular mailing services)

Spring Hill, TN 37174

The City of Spring Hill will not discriminate in the purchase of all goods and services on the basis of

race, color, religion, sex, national origin, age, disability, or any other lawfully protected classification.

Verbal quotations or quotations received after the closing date will not be accepted. The City of

Spring Hill reserves the right to reject any and all bids, to waive technicalities or informalities and to accept

any bid deemed to be in the best interest of the City.

An on-site meeting will city staff will be held on Wednesday, December 10, 2025 at 12:00 pm to discuss

known features of the property and to answer questions. All potential bidders are encouraged to send a

representative to this meeting. Please gather at the Red Oak pavilion at Harvey Park. An addendum from this

meeting will be issued on Friday December 12, on the city’s website. See proposed calendar on last page. The

proposed timeline is an estimation and the City reserves the right to alter this timeline as necessary.

1

TABLE OF CONTENTS

Section I:

Section II:

Section III:

Section IV:

Section V:

Section VI:

Section VII:

Section VIII:

Section IX:

Section X:

Section XI:

Section XII:

Section XIII:

General Information

Evaluation Criteria

Scope of Work

Proposal Content

Contract Negotiation

Terms and Conditions

Proposal Instructions

References and Required Forms

Specification Compliance

Cost Proposal Form

Sample Vendor Services Agreement

Exhibits

Review Timeline

2

SECTION I - GENERAL INFORMATION

A. Questions should be directed to Kayce Williams at kwilliams@springhilltn.org. Questions will not be

answered individually. All questions will be addressed in an addendum on the city’s website. Deadline

for all questions is December 15, 2025.

B. The City of Spring Hill reserves the right to reject any and all bids, to waive technicalities or

informalities and to accept any bid deemed to be in the best interest of the City. Bids may not be

withdrawn after scheduled closing time for a 90-day period.

C. The bidder shall abide by and comply with the true intent of the specifications and not take advantage

of any unintentional error or omission but shall fully address the full intent and meaning of each

aspect of the specifications.

D. All forms shall be completed and included as an integral part of each bidder’s proposal.

E. Freight shall be paid by vendor and should be included in unit price bid.

F. The City is a tax-exempt organization.

G. Mail is delivered after 4:00 p.m. Monday through Friday.

H. Site visits prior to bid opening are recommended.

I. Award of contract will be based on price, warranty, and references.

SECTION II – EVALUATION CRITERIA

The proposed equipment will be evaluated separately for each proposal and final proposal rankings

developed for each. Evaluation of the proposals will be conducted, based on the following:

A. Responsiveness to the RFP and the criteria

B. Proposed site equipment designs and concepts address design guidelines and specifications

C. Originality and creativity, uniqueness of equipment and design

D. Safety and Accessibility

E. Quality of design, play value and target demographic

F. Quality, durability, and ease of maintenance of the proposed equipment

G. Ability to meet established budgets (when applicable)

H. Reputation and reliability of manufacturer

I. Ability of proposed design to meet IPEMA certification requirements and comply with current ADA,

CPSC, and ASTM standards.

City of Spring Hill, TN staff and City of Spring Hill Parks and Recreation Commission will review the

written proposals and will determine the top Vendor(s) to recommend to the Board of Mayor and Aldermen. The

Board of Mayor and Aldermen will make the final selection. Upon acceptance, the City reserves the right to make

minor changes to the selected design within the project scope and budget.

SECTION III – SCOPE OF WORK

The work covered by this item shall consist of design, provision, and installation of play equipment

at Harvey Park located at 4001 Miles Johnson Parkway in Spring Hill, TN as well as raising the play area a

minimum of one (1) foot over existing elevation to mitigate rising water from the creek. Design shall include

drainage and grading plans to include, but not be limited to, grading elevations and drainage calculations.

Removal of the existing equipment and any site preparations shall be included. Existing lighting along the

walking path should remain, existing lighting not associated with the walking path should be addressed in this

3

proposal.

The City will authorize preparation work in advance with the issuance of a Notice to Proceed issued

by the CIP Director, Missy Stahl. The chosen provider will complete the project within one hundred and twenty

(120) days of the notice to proceed. Any alterations to this completion date shall be disclosed in the proposal.

Play system design shall safely fit within the existing general area of the park, alternative layouts are

acceptable. Vendors are encouraged to be creative in their designs. A mix of structured and unstructured play is

satisfactory, but unstructured play elements should be predominant. Vendors may submit proposals from non-

traditional type playground structures, if desired, in whole or as components of the overall playground design.

Vendors should base their playground equipment designs on meeting all accessibility and safety

standards as well as the guidelines & specifications listed in this RFP. Quality of equipment components,

quality of design, play value, cost, appropriateness to location and demographic variety must be taken into

consideration in the design of the play system.

In the proposal, provide a list of the components proposed. Include structure and component model

numbers, materials, color choices and recommendations, protective area requirements, target age ranges and

developmental levels, target play type or activity, estimated lifetime of equipment including manufacturer’s

warranty and any other relevant descriptive information.

All Vendors and their contractor(s) must be prepared to comply with all state, federal and local

requirements for play structure equipment. Vendors are responsible for verifying site conditions. No

allowances will be made if a Vendor fails to adequately examine a location before submitting a Proposal. All

equipment shall be installed by a factory trained and certified installer.

PREFERRED PLAY SYSTEM QUALITIES AND BASIC REQUIREMENTS FOR PROPOSAL 2:

A. All play system elements must demonstrate the highest level of durability in materials and finishes

selected in consideration of child health and safety.

B. Play structures and amenities must be designed for users ages 2-12 with proper signage.

C. Inclusion should be a primary focus.

D. The total square footage of the play area should remain the same.

E. The ability to expand the proposed play system within the existing play area is optional.

F. All equipment must meet and/or exceed all federal, CPSC, ASTM & IPEMA standards.

G. Documentation of compliance must be provided to the City with the Vendor’s proposal.

H. All equipment must comply with Americans with Disabilities Act (ADA). The designs submitted by

the Vendor must incorporate either a transfer platform or ramp in each design when necessary.

I. Appropriate drainage must be addressed and solid surfacing for accessibility should be included.

J. Shade features are encouraged.

SECTION IV – PROPOSAL CONTENT

The proposal process will consist of written proposals, which shall include the following items:

1. An introduction containing the following information:

4

a) A complete description of capability and history of the Vendor.

b) History of similar projects completed within the last three years, including cost and client contact

information.

c) List specific experience in dealing with local government agencies

d) A list of sub-contractors to be used on the project

e) A W-9 form

2. A list of not less than three (3) references including product or service provided, name of agency, contact

person, phone number and/or e-mail.

3. Identify any cooperative purchasing programs that Vendor participates in to provide favorable pricing on

equipment. Such pricing is to be incorporated in the cost proposal(s).

4. Cost Proposal Form

5. Up to two (2) playground/equipment design options may be submitted for this proposal. For each design

proposal, provide the following:

a) A scaled site plan showing the proposed equipment and relationship to existing equipment (if

applicable). No more than two playground designs per proposal will be accepted.

b) Drawings and manufacturer’s printed literature and specifications for each item or component of

the modular equipment being proposed.

c) A detailed breakdown of cost including, but not limited to:

i. Design

ii. Equipment (inclusive of all structures, components, signage, hardware, equipment manuals

and operations manuals)

iii. Installation

iv. Any other equipment-related improvements necessary to complete the project.

d) Playground manufacturer warranties.

e) Proof of Manufacturer's Product Liability Insurance

f) Proof of installer factory certification

6. Anticipated lead time for equipment construction and delivery.

7. A bid security in the amount of ten percent (10%) of the bid amount must accompany each bid by a Certified

Check, Cashier’s Check, or Bid Bond to the City of Spring Hill, TN. The successful Vendor shall furnish

approved Performance and Payment Bonds, each in the amount of one hundred percent (100%) of the bid

amount. Successful vendors are required to comply with the City of Spring Hill, TN insurance requirements.

8. Provide proposed recreational amenities concept drawings and amenities scope regarding the study’s

findings.

9. A proposed timeline for all phases of the project.

SECTION V – CONTRACT NEGOTIATIONS

Upon completion of the evaluation process, the City of Spring Hill, TN will enter negotiations with the

responder(s) whose proposal offers the best solution and best value possible, as determined in the evaluation

process. The City reserves the right to simultaneously negotiate with more than one responder or to ask for best

and final proposals from one or more responders. The City reserves the right to reject any or all proposals

submitted in response to this RFP. The award will be made to a qualified Vendor whose proposal is deemed to be

in the best interest of the City of Spring Hill, TN.

SECTION VI – TERMS AND CONDITIONS

1. Any and all documents submitted to the City of Spring Hill that are associated with this contract are

subject to the Tennessee Public Records Act. Access to the record is governed by the Tennessee Public

5

Commodity Codes

• NAICS 238990All Other Specialty Trade Contractors
• NAICS 339920Sporting and Athletic Goods Manufacturing
• NAICS 423910Sporting and Recreational Goods and Supplies Merchant Wholesalers

* Disclaimer: Government BidHub provides information on bids, RFPs (Requests for Proposals), and RFQs (Requests for Qualifications) solely for convenience and informational purposes. This site is not an official public notice board. For official details, responses, or inquiries, please contact the relevant government agency directly.