REQUEST FOR PROPOSAL (RFP)

Transcription

1 REQUEST FOR PROPOSAL (RFP) SOFTBALL/BASEBALL FIELD SAFETY NETTING AND FENCING DESIGN AND INSTALLATION December 19, 2017 Issued by Northview Public School District PROPOSALS DUE: February 8 at 10:00 a.m. Northview Public School District 4451 Hunsberger NE,Grand Rapids, MI (616)

2 I. INTRODUCTION Northview Public Schools (NPS) has active student athletic programs with seasonal sports throughout the school year. Two of the most popular sports during the spring season is softball and baseball. NPS softball and baseball teams play on a complex containing four softball/baseball fields and a concession building. During times when games are being played on multiple fields at the same time, over one hundred spectators could be in attendance. The NPS Athletics Department has identified a safety issue within the softball/baseball complex that must be addressed. While there are safety nets covering the bleachers to the side of each field, the area surrounding the concession building is not covered. As a result, NPS has had issues with spectators being hit with foul balls. Additionally, the poles holding the existing nets have begun to lean from years of use. To ensure that parents, siblings, and families can attend softball and baseball games safely, NPS has decided to address this issue before the spring season. Additionally, the fencing installed around the backstop and along the first base and third base lines up to the dugouts is not high enough gauge to withstand multiple years of play. As a result, the fencing has warped. This condition issue will also be addressed for the spring season. II. SCOPE OF WORK NPS is seeking a qualified contractor to complete the following: Design and install a new safety netting configuration that covers, at a minimum, the area noted by the red shading on attached aerial view. Netting shall protect the area between the tall sections of the backstops and the concession stand. Netting layout shall be designed so foul balls do not get trapped in the netting and shall discharge foul balls in a controlled manner back to the ground. Remove and, if necessary based upon the firm s design, replace the existing poles that hold the existing nets Replace existing fencing at the backstop and along the first base and third base lines to the home and visitor dugouts with high gauge fencing. From the ground to the first horizontal bar, the fencing must be 5-gauge fuse bonded black chain link. Above the first horizontal bar, the fencing must be 8-gauge fuse bonded black chain link. As an alternate bid, design and install a new safety netting configuration that covers the bleachers on the side of each softball/baseball field (shown in yellow in the attached aerial view), replacing the existing system 1

3 The netting configuration must be designed so that the NPS Maintenance Department can install and remove the netting before and after each season. Finally, all work must be completed by April 1, III. PROPOSAL CONTENT The purpose of the response is to demonstrate the qualifications, competence, and capacity of the firm seeking to design and install safety netting and fencing in the NPS softball/baseball complex in accordance with the requirements in this RFP. The Proposal response should demonstrate the qualifications of the firm to complete this work. It should also specify the proposed safety netting configuration design that will meet the Scope of Work requirements. Finally, it should clearly detail the costs and timeline for installing the proposed safety netting and support structures necessary. The Proposal should respond to all the points outlined in this RFP. Bidders are required to respond to all components of the proposal, but may include subcontractors to satisfy one or all of the components. Additionally, proposals must include itemized bids for each component of the Scope of Work. The Proposal should be prepared simply and economically, providing a straightforward, concise description of the firm's capabilities to satisfy the requirements of the RFP. The following information must be included as part of the proposal: A. Legal name, primary contact, address, telephone and fax number, and of your firm. B. Qualifications of firm and principals, including but not limited to: firm s history, number of years in business, and description of experience with similar projects. C. Provide a design of the safety net configuration being proposed by the firm, specifications of the project components, and description of the proposed project components and how the proposed design meets the requirements of this Request for Proposals D. Project schedule starting on or around February 15, 2018 with work being completed and all components installed by April 1, E. Provide all necessary licenses, permits, and certifications relating to the project. F. Provide a list of subcontractors along with a description of the firms experience, certifications, and functions as they relate to this project. G. Provide a list of at least three similar projects that the firm has completed with references. H. Provide justification for any deviations from any of the components of the Scope of Work listed in Section II. 2

4 IV. CRITERIA FOR EVALUATION The following criteria will be used to evaluate each proposal: A. Quality & Completeness of Proposal B. Soundness of Design and Approach C. Appropriateness of Project Timeline D. Qualification of the Firm and Subcontractors E. Cost V. PRE-BID MEETING & PROCESS FOR QUESTIONS The NPS Maintenance and Athletics Departments are hosting potential bidders at a mandatory meeting on January 10:00 a.m. to walk the softball/baseball complex as well as to take measurements and ask questions. Potential bidders should plan to meet at the Northview Administration Building at 4365 Hunsberger Ave NE, Grand Rapids, MI Any questions should be directed to Mark Fargo, Director of Maintenance by at mfargo@nvps.net. VI. SUBMISSION INSTRUCTIONS Qualified bidders are asked to deliver five (5) physical copies of the final, sealed Proposal to the NPS Administration Building (4365 Hunsberger Avenue NE, Grand Rapids, MI 49525), along with one (1) digital copy (PDF format) on a flash drive or CD. All Proposals must be received at the NPS Administration Building by February 8 at 10:00 a.m. at which time all bids will be publicly opened and read. VII. GENERAL CONDITIONS A. Subcontractors may be utilized but must be approved by NPS. Any change in subcontractors during the contract period will also need to be approved by NPS before beginning work. B. The winning bidder will be required to comply with all applicable federal, state, and local laws, rules, regulations, and ordinances, as well as applicable NPS policies, procedures, rules, and regulations. 3

5 C. NPS reserves the right to retain all Proposals submitted and to use any ideas contained in a Proposal, regardless of whether that firm is selected. D. NPS reserves and holds at its sole discretion the right and option to award a Contract for the design and installation of safety netting and fencing for the softball/baseball complex. NPS also reserves and holds at its sole discretion the following rights and options: To issue addenda/clarification to this RFP. To reject or accept any and all proposals. To reject or accept parts of any proposals. To issue a subsequent RFP. To enter into contract negotiations with one or more respondents. E. The winning bidder will be required to maintain insurance coverage for the entire term of the contract (to be executed after award of bid) with an insurance carrier with a Best rating of A- or better. The NPS must be named as an additional insured. The insurance limits required are as follows: Policy Workers Compensation Commercial General Liability Commercial Automobile Liability Excess Umbrella Liability Employers Liability Minimum Limits Statutory (Michigan) $1 million Each Occurrence (BI & PD combined) $2 million Aggregate (BI & PD combined) $1 million Each Occurrence (BI & PD combined) Includes only non-owned & hired/borrowed autos $1 million Each Occurrence (BI & PD combined) $1 million Aggregate (BI & PD combined) Bodily Injury by Accidents $500,000 each accident Bodily Injury by Disease $500,000 each accident Bodily Injury by Disease $500,000 policy limit 4

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