CITY OF WALHALLA SOUTH CAROLINA
REQUEST FOR PROPOSAL

TENNIS COURT RESURFACING AND PICKLE BALL COURT INSTALLATION

Sealed Proposals will be received by the City of Walhalla, 206 N. Church St. Walhalla, SC 29691 until 5:00 p.m. January 17, 2020, for resurfacing of Tennis courts and pickle ball court installation at City Park located at 105 Maple Dr. Walhalla, SC 29691.

Overview

The project consists of resurfacing and crack filling of a 120’x110’ surface, striping for a regulation tennis courts, three pickleball courts and installation of net post, nets and center straps.

Alternate # 1 Soccer court resurfacing and crack filling of a 120’x 110’ surface.

Proposers must make a site visit before proposing on this project.

Proposals may be mailed to P.O. Box 1099, 206 N. Church St. Walhalla, SC 29691 or delivered to 206 N. Church St. Walhalla, SC 29691.

Questions shall be referred to Primary Secondary
John Galbreath Brent Taylor
864-638-4346 864-638-4353
walhallarec@gmail.com brent@cityofwalhalla.com

Any oral communications will be considered unofficial and non-binding of the City of Walhalla. Vendor should rely only on written statements issued by the proposal correspondent.

CITY OF WALHALLA
REQUEST FOR PROPOSAL
TENNIS COURT RESURFACING AND PICKLE BALL COURT INSTALLATION

Proposal Certification

This form must be completed and signed for proposal to be considered.

Postal Return Address Courier Delivery Address
City of Walhalla City of Walhalla
P.O. Box 1099
206 N. Church St. 206 N. Church St.
Walhalla, SC 29691 Walhalla, SC 29691

Proposal Response: $______________________ Tennis Court Resurfacing Lump Sum
Alternate #1 $_______________________ Soccer Court Resurfacing

Comments/Terms/Special Conditions ______________________________________________

______________________________________________________________________________

______________________________________________________________________________

Having read and responded to all attached specifications, the undersigned offers the above quote prices, terms and conditions.

Signed, sealed, and delivered ________________________________
In the presence of: Name of Company

__________________________ By: ___________________________________
Unofficial Witness (Person authorized to sign binding contract)

Title: ___________________________________

____________________________ Attest: __________________________________
Notary Public (Officer of Company if Corporation)
Commission Expires: ___________
Title: ___________________________________

PROPOSAL QUESTIONS

All questions must be submitted in writing to the proposal correspondent named above. Questions must be received by January 10, 2020 at 5:00 p.m. A list of questions and answers will be provided to all known proposers and by request. Request may be made to the proposal correspondent named above.

RESPONSE DATE AND LOCATION

The City of Walhalla must receive the vendor’s proposal in sealed envelope, in its entirety no later than 5:00 p.m., January 17, 2020. Proposals arriving after the deadline will be returned unopened to their senders. All proposals and accompany documentation will become the property of the City of Walhalla and may not be returned. Please send one (1) original and two (2) copies of the proposal must be submitted to allow for evaluation. Proposals must be clearly marked on the outside of the package.

Vendors assume the risk of the method of dispatch chose. The City of Walhalla assumes no responsibility for delays caused by any delivery service. Post marking by the due date will not substitute for actual proposal receipt. Late proposals will not be accepted nor additional time be granted to any vendor. Proposals may not be delivered by facsimile transmission or other telecommunication or solely by electronic means.

WAIVER OF TECHNICALITIES

All items must meet or exceed specification as stated by the City of Walhalla. The City reserves the right to waive any technicalities and to reject or accept any proposal in its entirety or to accept any portion thereof if it is determined that either method results in lower costs, better service, final satisfaction or is otherwise determined to be in the best interest of the City of Walhalla. Award made me made by item or in total. Determination of best response to proposal will be the sole judgement of the City of Walhalla. Proposals shall remain valid for 60 sixty days from the date of proposal opening.

PROPOSAL REJECTION

The City of Walhalla reserves the right to reject any or all proposals at anytime without penalty.

MODIFICATION OF PROPOSALS

Any clerical mistake that is patently obvious on the face of the proposal may subject to the limitations described below, be corrected upon written request and verification submitted by the proposers. A non-material omission in a proposal may be corrected if the City of Walhalla determines that correction to be in the City’s best interest. Omissions affecting or relating to any of the following shall be deemed material and shall not be corrected after Proposal opening:

1) Price Information; and
2) Any required insurance.

WITHDRAWAL OF PROPOSALS

Proposals may be withdrawn at anytime prior to the proposal opening. After proposals have been publicly opened, withdrawal of a proposal shall be based upon the following:

The Proposer shall give notice in writing of his claim of right to withdraw his proposal due to an error within two business days after the conclusion of the proposal opening procedure. Proposals may be withdrawn from consideration if the price is substantially lower than the other proposals due solely to a mistake therein, provided the proposal was submitted in good faith, and the mistake was clerical mistake as opposed to a judgement mistake, and was actually due to an unintentional arithmetic error or an unintentional omission of a quantity of work, labor or material made directly in the compilation of the proposal, which unintentional arithmetical error or unintentional omission can be clearly shown by objective evidence drawn from inspection of original work papers, documents and materials used in the preparation of the proposal sought to be withdrawn. The proposer’s original work papers shall be the sole acceptable evidence of error and mistake if he elects to withdraw his proposal. If a proposal is withdrawn under the authority of this provision, the lowest remaining responsive proposal shall be deemed to be the low proposal.

PROPOSER RESPONSIBILITY

When determining whether a proposer is responsible, or when evaluating a proposal, the following factors may be considered, any one of which will suffice to determine whether a proposer is responsible or proposal is the most advantageous to the City:

1) The ability, capacity and skill of the proposer to perform the contract or provide the equipment and/or service required.
2) The character, integrity, reputation, judgement, experience and efficiency of the proposer.
3) Whether the proposer can perform the contract within the time specified.
4) The quality of performance of previous public and private contracts or services, including, but not limited to, the proposer’s failure to perform satisfactorily or complete any written contract.
5) The previous and existing compliance by the Proposer with laws relating to contract or service.
6) Evidence of collusion with any other Proposers.
7) The proposer will be unable, financially or otherwise, to perform the work.
8) Any other reason deemed proper by the City.
NON-ENDORSEMENT

As a result of the selection of a vendor to supply products and/or services to the City of Walhalla, the City of Walhalla is neither endorsing nor suggesting that the vendor’s product is the best or only solution. The vendor agrees to make no reference to the City of Walhalla in any literature, promotional material, brochures, sales presentation or the like without the express written consent of the City of Walhalla.

PROPRIETY PROPOSAL MATERIAL

Any information contained in the proposal that is the proprietary will be neither accepted or honored. All information contained in the proposal is subject to public disclosure.

RESPONSE PROPERTY OF THE CITY OF WALHALLA

All material submited in response to this request becomes the property of the City of Walhalla. Selection or rejection of a response does not affect this right.

NO OBLIGATION TO BUY

The City of Walhalla reserves the right to refrain from contracting with or purchasing from any vendor. The release of this proposal does not compel the City of Walhalla to purchase.

COST OF PREPARING PROPSALS

The City of Walhalla is not liable for any cost incurred by vendors in preparation and presentation of proposals and demonstrations submitted in response to this proposal.

ADDENDA

Proposers are responsible to check the City of Walhalla website for issuance of any addenda prior to submitting a proposal.

PROPOSAL AWARD AND EXECUTION

The City will select the proposal that, in its sole discretion, is the most responsive and responsible proposal to the City. The City reserves the right to make any award without further discussion of the proposal submitted; there may be no best and final offer procedure. Therefore, the proposal should be initially submitted on the most favorable terms the vendor can offer. The specification may be altered by the City of Walhalla based on the vendor’s proposal and an increase or reduction of services with the manufacturer may be negotiated before proposal award and execution.
PROPOSAL REQUIREMENTS/EVALUATION CRITERIA

The City will evaluate all written submitals. It is incumbent upon the proposers to demonstrate within their proposals how each requirement will be satisfied. All proposals must meet the specifications as outlined in this Request for Proposals. The City reserves the right to investigate the qualifications and experience of the proposers, or to obtain new proposals. Proposals not sufficiently detailed or in an unacceptable form may be rejected by the City. Dates and documentation included in the proposal become public information upon award of the contract. Interested firms must follow the process outlined in the following pages in submitting their proposal.

The following criteria, not listed in order of importance, will be used to evaluate proposals.

1) Terms, condition and pricing of purchase, service, or lease agreement.
2) The financial ability of the proposer
3) If the City chooses this option, the cost of proposer’s warranties and/or maintenance agreement and scope of coverage.
4) The proposers experience.
5) Type of durability and quality of products.
6) Types and cost of amenities available for the product.

PROPOSER REQUIREMENT

Proposers must have demonstrate prior experience.

Provide evidence satisfactory to the City, of the following insurance requirements:

1) Owner requires the Contractor to have and maintain the following insurance coverage and indemnification provisions with the City of Walhalla named as additionally insured hereunder.
2) The Contractor agrees to provide and maintain insurance coverage until the contract is completed and to furnish certificates from its insurance carriers showing that it carries insurance in the following minimum limits:

Bodily Injury by Accident: $100,000 each accident
$1,000,000 per occurrence limit
Comprehensive General Liability $1,000,000 per occurrence
Workers’ Compensation Statutory Limits

SCOPE OF WORK

The following specifications are provided as minimal requirements only. The City will consider any product/service that meets or exceeds the minimum requirements. Proposers shall provide information regarding the proposed product/service for evaluation by the City.

Contractor to provide all necessary service and materials for the Courts listed and located in the City of Walhalla, per the following specification.

A) OBJECTIVE
To repair and resurface the listed standard to required by the City of Walhalla. To install three pickle ball courts as shown on the diagram on the existing court.
To repair and resurface outdoor soccer court.

B) QUALIFICATION OF CONTRACTORS
To demonstrate the qualifications for this project, each company submitting a proposal must supply, along with their proposal, references of their work performed satisfactorily completed in the past two (2) years.
C) INTERPRETATION
All questions about the definition and intent of these specifications shall be directed to the Director of Parks and Recreation.
D) EXAMINATION OF SITE AND SPECIFICATIONS
Before submitting a proposal, each company must:
1) Examine the specifications and scope of work thoroughly.
2) Visit the site to familiarize themselves with conditions at each site that may affect the performance of the work.
3) Familiarize themselves with all local laws, ordinances, rules and regulations affecting the performance of the work.
4) Carefully correlate observations with the requirements of the specifications.

Any cost incurred or implied in the preparation of this proposal will be at the expense of the Company and the City of Walhalla will not honor any request for reimbursement of cost incurred.

The submission of a proposal will constitute an incontrovertible representation by the Company that they have complied with all of the above requirements.

RESURFACING MATERIALS AND APPLICATIONS

When submitting a proposal, the Company should identify the manufacturer of the product chosen and submit along with the proposal, the manufacturer’s product data, including surface and crack preparations and application instruction and color samples.

1) Approved materials are:
A) Laykoid Colorcoat
B) Southern Sport Surfaces
C) Color Coat
D) Sportmaster
E) Other Fast Dry resurfacing material upon approval by owner
2) Delivery Storage and Handling
A) Deliver materials to site in manufacturer’s original, unopened containers and packaging with labels clearly identifying product name and manufacturer.
B) Store and handle materials in accordance with manufacturer’s instructions.
C) Keep materials in manufacturer’s original, unopened containers and packaging until application.
D) Store materials in clean, clean dry areas, out of direct sunlight and prevent from freezing.
E) Protect materials during storage, handling, and application to prevent contamination or damage. Close containers when not in use.
3) Do not apply asphalt tennis court surface color coating when air or surface temps are below 50 degrees F during application or within 24 hours after application.
4) Do not apply asphalt tennis court surface color coating when rain is expected during application or within 24 hours after application.
5) Tennis and pickle ball court will be resurfaced with blue playing surface and green boarder outside.
6) All surfaces shall be thoroughly cleaned with pressure, loose material scraped and removed. The surface shall be free of oil, grease, dirt, debris, tool marks, ridges and valleys.
7) A. Depressions-prior to applying material, level any depressions 1/8” or deeper with patch binder in accordance with manufacturer’s instructions using one or more coats of asphalt emulsion filler course.
B) Cracks- Cracks greater than 1/8” wide shall be repaired and sealed as follows:
1) Cracks are first cleaned, all loose material removed and dried.
2) An approved and sufficient asphalt acrylic emulsion Crack filler is applied and worked into the crack with pressure to insure that all spaces are filled with material.
3) Excess material is removed and once dried the crack is smoothed to remove any ridges.
8) Asphalt acrylic emulsion liquid binder material of neutral color shall be applied to cleaned surface in one application to obtain an application rate of .06 to .08 gallons per square and based on the material prior to any dilution.
9) Dilution of resurfacing material with water to obtain work ability is permitted. The dilution materials shall be homogeneous and segregation shall not be tolerated. Water fogging on hot surfaces will be permissible prior to application but standing fee water is prohibited.
10) Asphalt acrylic emulsion color coating material shall be applied on the clean, dry underlying surface with a minimum of two (2) applications in accordance with manufacturer’s instructions.
11) Allow material drying times in accordance with manufacturer’s instructions before applying materials or opening completed surface to foot traffic.
12) The finished surface shall be smooth and free of any ridges, valleys and tool marks.

PLAYING LINES

After the surfaces has thoroughly cured, layout tennis court line markings in accordance USTA rules of Tennis and pickle ball unless otherwise stated. Apply line markings in two (2) inch playing lines, masked and painted with (2) coats of approved line paint.

NET POST

All net post are to be wire brushed and painted with a rust resistant paint.

CLEAN UP

Upon completion of the work day, all tools, materials and debris should be properly stored or disposed of and any damages or spills repaired or cleaned up.

PROTECTION

Allow a minimum of 24 hours curing time before opening courts for play.

PROPOSAL FORMAT

Proposal Certificate

Service References

Include a brief overview and history of your company including but not limited to years in business, owner of business, and headquarters location.

Copy of Business License and other licenses that pertain. ( Will have to obtain a City of Walhalla business license if successful proposer)

Copy of certificates of Insurance as stated in documents.

SELECTION CRITERIA

The successful proposer will be selected based upon responses to the required information. In selecting a company, The City of Walhalla will consider all items required by the RFP. A review committee consisting of one or more persons will be established to review, evaluate and rate all proposals. The review committee will assess and rate proposals on the basis of criteria provided in the RFP.

It is the responsibility of the Proposer to provide in its submittal all information requested. The City of Walhalla must be able to clearly determine from the information provided, the Contractor’s capability to perform services requested. The proposer cannot presume that the City of Walhalla has the expertise or experience of the Contractor unless it is so stated.

Proposals will be scored according the the Selection Criteria presented below. Proposals will be ranked based on the scores up to a maximum 100 points with limits as identified per category. The City of Walhalla reserves the right to interview the top two providers that are submitted.

SELECTION CRITERIA

1) Total Cost 45
2) References 20
3) Timeframe to begin project 20
4) Warranty 10
5) Customer service as it relates to response to this RFP. 5
Total 100

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