Procurement and Installation of Outdoor Parcourse Fitness Equipment RFP
September 11 @ 5:00 pm
Village of Lincoln Heights
Apply by September 11 at 5 p.m.
Apply today for the Procurement and Installation of Outdoor Parcourse Fitness Equipment RFP in the Village of Lincoln Heights
The Village of Lincoln Heights, Ohio (“Village”) is soliciting proposals from qualified vendors/contractors for the procurement, delivery, and installation of outdoor parcourse (fitness trail) equipment at Lincoln Heights Memorial Field Athletic Complex, 1100 Lindy Avenue, Lincoln Heights, Ohio 45215. This Request for Proposals describes the scope of work, submission requirements, and evaluation criteria for the Project. The Village reserves all rights described in Section 10, General Terms and Conditions, including the right to reject any or all proposals.
Issue Date: August 27, 2026
Pre-Proposal Site Visit: September 3, 2026 at 2 p.m. — Lincoln Heights Memorial Field Athletic Complex, 1100 Lindy Avenue, Lincoln Heights, OH 45215
Deadline for Written Questions: September 8, 2026
Proposal Submission Deadline: September 11, 2026 at 5 p.m. — no submissions accepted after this
deadline
Submit To: Village of Lincoln Heights Municipal Building, 1201 Steffen Avenue, Lincoln Heights, OH 45215, Attn: Village Administration (hard copies), or by email per Section 5
Village Contact: Village Administration — 513-733-5900 — administration@vlho.org
Project Background and Objective
The Village seeks to enhance community health and recreational opportunities by installing an outdoor parcourse — a series of connected outdoor fitness/exercise stations distributed along a walking path or trail — at Lincoln Heights Memorial Field Athletic Complex. The Village intends to procure and install approximately fitness stations suitable for users of varying ages and ability levels, along with connecting signage, in a durable, low-maintenance, all-weather format appropriate for public park use.
The objective of this Project is to provide Village residents with free, accessible outdoor fitness infrastructure that supports community wellness, encourages outdoor physical activity, and complements existing recreational programming.
Scope of Work
Equipment Procurement
- Supply of a complete parcourse/fitness-trail equipment package, offering a range of exercise types (e.g., pull-up/chin-up bars, step-up platforms,balance beams, sit-up benches, parallel bars, stretching stations, and a cardio/agility station).
- All equipment shall be constructed of commercial-grade, outdoor-rated materials (e.g., galvanized steel, powder-coated steel, or recycled/high-density plastic lumber) suitable for continuous outdoor exposure and designed for unsupervised public park use.
- Equipment shall meet or exceed applicable ASTM International standards for outdoor fitness equipment and, to the extent applicable, ADA/accessibility guidance for at least a portion of the stations.
- Manufacturer’s standard warranty information shall be provided for all equipment and components (structural frame, hardware, and any moving parts).
- Instructional signage for each station (exercise diagrams and difficulty level) shall be included, in a format consistent with the Village’s brand guidelines where feasible.
Site Preparation and Installation
- Site layout and staking of station locations along the identified trail/path in coordination with the Village.
- Excavation and installation of footings/foundations per manufacturer specifications, including any required concrete work.
- Installation of a safety surfacing system beneath and around each station (e.g., engineered wood fiber, poured-in-place rubber, or rubber tile) meeting applicable safety-surfacing standards for fallheight protection.
- Connection of stations via a continuous walking path/trail surface, if not already present, or coordination with existing trail infrastructure at the site.
- Site restoration of any disturbed turf, landscaping, or drainage areas upon completion of installation.
- Final assembly, anchoring, and safety inspection/certification of all installed equipment prior to acceptance by the Village.
Proposers may submit alternates (e.g., alternate equipment manufacturers, additional stations, or alternate surfacing systems) provided the alternate meets or exceeds the performance criteria described above; alternates must be clearly identified as such and priced separately from the base proposal.
Site Location and Access
The Project site is located at Lincoln Heights Memorial Field Athletic Complex, 1100 Lindy Avenue, Lincoln Heights, OH 45215. Proposers are responsible for independently verifying existing site conditions, underground utilities, access, drainage, and any easements prior to submitting a proposal. The Village makes no warranty as to subsurface conditions and encourages proposers to attend the pre-proposal site visit described below.
Pre-Proposal Site Visit and Questions
A non-mandatory pre-proposal site visit will be held on September 3, 2026 at 2 p.m. at the Project site. Proposers are strongly encouraged to attend. All questions regarding this RFP must be submitted in writing to the Village Contact listed above no later than September 8, 2026. The Village will issue written responses to all substantive questions to all known proposers via addendum; verbal representations made at the site visit are not binding on the Village unless confirmed in a written addendum.
Proposal Submission Requirements
Proposers shall submit one (1) original, ten (10) hard copies, and one (1) electronic copy (PDF) of their proposal. Proposals shall be organized in the following order and clearly labeled by section:
- Cover Letter — signed by an individual authorized to bind the firm, identifying the firm, contact information, and confirmation of willingness to enter into a contract on the terms described herein.
- Company Qualifications and Experience — firm history, and at least three (3) references for comparable public-sector or municipal park/fitness-equipment installation projects completed within the last five (5) years.
- Project Team — key personnel, subcontractors, and their qualifications.
- Technical Proposal — proposed equipment manufacturer(s) and model(s), station list, materials, safety surfacing system, and any proposed alternates, including manufacturer cut sheets/specifications.
- Project Schedule — anticipated timeline from notice to proceed through substantial completion, including major milestones.
- Cost Proposal — itemized pricing separating equipment procurement, site preparation, and installation, clearly itemizing allowances, alternates, and unit prices for additional stations if applicable.
- Bid Guaranty — in the amount and form described in Section 6.
- Certificates of Insurance — evidencing the coverages described in Section 6.
- Required Forms — Non-Collusion Affidavit, EEO/Non-Discrimination Certification, W-9, and any other forms issued with this RFP (see Exhibit list, Section 12).
Late, incomplete, faxed, or emailed proposals will not be accepted unless electronic submission is expressly authorized in writing by the Village prior to the deadline.
Bid Guaranty and Insurance Requirements
Bid Guaranty
Each proposal shall be accompanied by a bid guaranty in accordance with Ohio Revised Code Section 153.54. The bid guaranty may be provided in the form of a bond for the full amount of the proposal or a certified check, cashier’s check, or letter of credit in an amount equal to ten percent (10%) of the proposal
Insurance
- Commercial General Liability: minimum $1,000,000 per occurrence / $2,000,000 aggregate.
- Automobile Liability: minimum $1,000,000 combined single limit.
- Workers’ Compensation: statutory limits as required by the State of Ohio.
- Products/Completed Operations coverage extending to installed playground/fitness equipment.
- The Village of Lincoln Heights shall be named as an additional insured on all liability policies, and certificates must be provided prior to mobilization.
Statutory and Regulatory Compliance
- Ohio Prevailing Wage: If applicable based on contract value and scope, this Project may be subject to Ohio’s prevailing wage law (O.R.C. Chapter 4115); proposers should identify in their proposal whether prevailing wage is anticipated to apply and, if so, confirm compliance with related certified payroll and posting requirements.
- Equal Employment Opportunity: Proposers must comply with applicable federal and state equal opportunity and non-discrimination requirements.
- Product Safety Standards: All equipment must comply with applicable ASTM International standards for outdoor fitness/playground equipment and applicable Consumer Product Safety Commission (CPSC) guidance.
- Permits: The successful proposer is responsible for obtaining all required permits, unless otherwise stated in the contract documents; permit fees, if any, shall be identified separately in the cost proposal.
- Competitive Bidding: This solicitation is conducted in accordance with applicable Ohio Revised Code provisions governing procurement by villages and the Village’s purchasing policy.
Anticipated Schedule of Key Dates
| Milestone | Date |
| RFP Issued | August 27, 2026 |
| Pre-Proposal Site Visit | September 3, 2026, 2 p.m. |
| Deadline for Written Questions | September 8, 2026 |
| Village Responses / Addenda Issued | On or before September 10, 2026* |
| Proposal Submission Deadline | September 11, 2026, 5 p.m. |
| Proposal Evaluation Period | September 12 – 25, 2026* |
| Anticipated Village Council Award | September 28, 2026 (council meeting) |
| Noticed to Proceed (Anticipated) | Immediately following contract execution |
| Substantial Completion (Anticipated) | Within 90 calendar days of Notice to Proceed* |
The Village reserves the right to modify this schedule at its sole discretion. Any changes will be communicated in writing to all known proposers. *Denotes a Village-planning estimate rather than a firm confirmed date — subject to adjustment.
Proposal Evaluation Criteria and Award
Proposals will be evaluated by a Village evaluation committee based on the following weighted criteria. The Village reserves the right to request interviews, clarifications, or best-and-final offers prior to award.
| Criteria | Weight |
| Qualifications, experience, and references on comparable projects | 25% |
| Technical approach, structure quality, and durability | 25% |
| Proposed schedule and ability to meet Village timeline | 15% |
| Total cost and value (including alternates) | 30% |
| Completeness and responsiveness of proposal | 5% |
| Total | 100% |
Award, if made, will be to the responsible and responsive proposer whose proposal is determined to be most advantageous to the Village, price and other factors considered, subject to approval by the Lincoln Heights Village Council.
General Terms and Conditions
- This RFP does not commit the Village to award a contract, pay any costs incurred in the preparation of a proposal, or procure or contract for goods or services.
- The Village reserves the right to reject any or all proposals, to waive informalities and minor irregularities, and to negotiate with one or more proposers.
- The Village may cancel this RFP, in whole or in part, at any time prior to contract execution.
- All proposals become the property of the Village upon submission and may be subject to public disclosure in accordance with Ohio’s Public Records Act (O.R.C. § 149.43), subject to any applicable exemptions.
- The successful proposer will be required to execute the Village’s standard public-improvement contract, including all bid guaranty, insurance, and prevailing-wage requirements described herein.
- Any contract resulting from this RFP is subject to the availability of appropriated Village funds.
Submission Instructions
Sealed proposals, clearly marked “RFP-2026-02 — Parcourse Equipment Procurement & Installation — DO NOT OPEN UNTIL SEPTEMBER 11, 2026, 5:00 PM” on the exterior of the package, must be received at the following address no later than the Proposal Submission Deadline listed in Section 8:
Village of Lincoln Heights Municipal Building
Attn: Village Administration
1201 Steffen Avenue
Lincoln Heights, OH 45215
Questions
Questions regarding this RFP should be directed to: Village Administration, 513-733-5900, vlho@administration.com.
Attachments and Required Forms Checklist
- Exhibit A — Site Plan / Trail Layout [TO BE ATTACHED]
- Exhibit B — Photos of Proposed Installation Area [TO BE ATTACHED]
- Exhibit C — Non-Collusion Affidavit
- Exhibit D — EEO / Non-Discrimination Certification
- Exhibit E — Bid Guaranty Form
- Exhibit F — Sample Contract / General Conditions
- Exhibit G — W-9 Request for Taxpayer Identification
Drafting note: All fields are confirmed except the number of parcourse stations (Sections 1 and 2.1), which remains a placeholder pending the Village’s final decision on scope. Delete this note prior to publication.
The Voice of Black Cincinnati is a media company designed to educate, recognize, and create opportunities for African Americans. Want to find local news, events, job postings, scholarships, and a database of local Black-owned businesses? Visit our homepage, explore other articles, subscribe to our newsletter, like our Facebook page, join our Facebook group, and text VOBC to 513-966-3328.
