Title
ITB 25-005 - Playground Safety Surfacing Installation - Contract Award
History
On January 8, 2025, the Village issued ITB 25-005 “Playground Safety Surfacing Installation,” for the installation of Playground Safety Surfacing in the form of Engineered Wood Fiber (EWF) at Village playgrounds, for a contract term of three (3) years (2025-2027) with an option for the Village to extend the contract for an additional two (2) years (2028-2029).
Engineered Wood Fiber (EWF) is the most common type of playground safety surfacing in the Village. EWF is an inexpensive, natural-looking surface that meets Americans with Disabilities Act (ADA) requirements, meets or exceeds Consumer Products Safety Commission (CPSC) recommendations as well as all American Society for Testing and Materials (ASTM) requirements. This product is sold by the cubic yard and installed via blower truck.
During the two (2) weeks that the bid was open for review, eighteen (18) firms downloaded either partial or complete bid packages. ITB 25-005 was opened on January 23, 2025, at which point one (1) firm had submitted a bid. The sole qualifying bid package and an audit of the bid submittal are attached for reference. A summary of the bid prices is provided below:
ITB 25-005 Bid Summary
Homer Industries, LLC
2025: $44.00 / Cubic Yard
2026: $44.00 / Cubic Yard
2027: $44.00 / Cubic Yard
2028: $46.00 / Cubic Yard
2029: $46.00 / Cubic Yard
On average since 2022, the Public Works Department has contracted out the installation of approximately eight hundred (800) Cubic Yards of playground safety surfacing per year. The need to replenish safety surfacing is based on Certified Playground Safety Inspections (CPSI), which are performed monthly by trained Public Works staff.
As such, the Public Works Department is requesting approval of the bid from Homer Industries, LLC for ITB 25-005 - Playground Safety Surfacing Installation and authorize a contract for an amount not to exceed $35,000.00 annually for 2025-2027 with the option to extend the contract for an additional two (2) years for an amount not to exceed $36,800.00 annually. This would allow Public Works to replenish up to eight hundred (800) cubic yards of playground safety surfacing per year for the next five (5) years.
Financial Impact
Funds in the amount of $35,000.00 are available for Playground Safety Surfacing Installation in FY2025 GL account 1008010-443250. Budget requests for FY2026 and FY2027 will reflect the annual contracted amounts.
Recommended Action/Motion
I move to approve and authorize the execution of a Contractor Agreement between the Village of Orland Park and Homer Industries LLC of Lockport, IL as the sole qualified bid for ITB 25-005 - Playground Safety Surfacing Installation for three (3) years 2025 - 2027 at an amount of $35,000.00 per year, for a total cost of $105,000.00, with an option to extend for two (2) additional years (2028-2029) at an amount of $36,800.00 annually, for a total cost of $73,600.00, for a total not-to-exceed contract price of $178,600.00;
AND
Authorize the Village Manager to execute all related contracts, subject to Village Attorney review.