2-SVS INVITATION FOR BIDS (IFB) - Landscaping Playground Upgrades (2).pdf

INVITATION FOR BIDS (IFB)

(Community Development Block Grant – Program Year 2026)

Bid Posting Period The Invitation for Bids (IFB) will be posted for a minimum of three (3) weeks to allow contractors sufficient time to review the project details, visit the site if required, and prepare complete and responsive bids.

1. Project Information Project Name: Landscaping and Playground Upgrades Grantee/Agency: South Valley Sanctuary Agency Address: PO Box 1028, West Jordan, UT, 84084 Project Location: 1853 W 7705 S, West Jordan, UT, 84084 Funding Source: Community Development Block Grant (CDBG), Program Year 2025

2. Project Overview SVS is a nonprofit organization and survivor-centered program that serves individuals impacted by domestic abuse and sexual violence by providing free and confidential services including emergency shelter, safe housing, trauma-informed counseling, advocacy, and tools for life.

This project includes landscaping and playground improvements to enhance the shelter living area for children and families at South Valley Sanctuary, while also working toward water conservation by xeriscaping part of the lawn. The goal of the project is to ensure that the space is accessible, safe, and usable for all community members, including people with disabilities and mobility limitations.

3. Scope of Work Improve outdoor recreation spaces by repairing or replacing aging playground equipment, installing rubber mulch safety surfacing, adding shade structures throughout children's play areas, and introducing interactive play elements that support enrichment, engagement, and expanded programming opportunities for children.

A. Description of the Work

• Areas of the building or site involved: Children’s Learning Center, Children’s Learning Center patio area, playground area, and sections of the lawn that can be rock-scaped to conserve water.

• Improvements to be made:

Children's Learning Center (CLC) and Playground:

o Install 2 shade structures to provide shaded outdoor recreation areas:

One behind the CLC patio (this will be a smaller area, which could be accomplished with an awning or posted shade sails

11ft x 14ft 8inches

A larger shade structure over the playground

45ft x 20 ft o Install a turf or deck surface in the west corner of the CLC outdoor area

25ft x 13ft 4 inches o Extend the deck on the Northeast side of the CLC patio pending access is possible to the water line box in the ground o Extend the playground perimeter and install rubber mulch flooring throughout the contained playground area.

The measurements for the new enclosed area identified by the black border shall be approximately 52' W x 60' L.

o Haul away the old swing set and replace with new swing set (small set – only 2 swings) to be placed inside the contained playground area with rubber flooring/mulch o Remove the old polyvinyl chloride white gazebo and broken asphalt flooring inside the old gazebo o Extend the asphalt bike path around the new pet unit area (fenced), so the path is continuous. Roughly 23’ x 2’ o Replace grass with rock landscaping around the gazebos outside the fenced playground area, 6 planter boxes, 3 pet village units, and along the north edge of the playground; and along the west entrance of the property

Measurements for the landscaping rock areas:

Playground: 1071 square feet Pet Village: 730 square feet Gazebo: 1034 square feet Sidewalk to gazebo 21x4 ft o If funding allows, install interactive equipment in the child recreation area and a concrete pad for the bike racks placed near where the old white gazebo stood

• Any demolition, removal, or replacement work: Yes, some demolition, removal, or replacement work will be needed. The contractor shall remove and dispose of any incidental materials, obstructions, outdated equipment, broken asphalt, existing gazebo materials, or other debris necessary to complete the landscaping, playground, shade, and surface improvements described in this scope of work.

• Existing conditions contractors should be aware of: The playground yard is enclosed, separate from the Children’s Learning Center patio. There is a pet unit area that is separated from the playground yard via fencing. There is a separate entrance to access the pet unit area. Access must be granted to all areas.

B. Design and Plans

Architectural or engineering drawings will not be provided as part of this IFB.

Contractors must review the scope of work, project measurements, photographs, and existing site conditions before submitting their bids. Contractors may recommend appropriate materials and installation methods that meet the project requirements.

Any proposed alternatives must be clearly identified and priced separately from the required base bid.

Accessibility and ADA Requirements

Accessibility and ADA requirements may apply to outdoor routes, playground surfaces, shade areas, and other improved spaces. Contractors must complete the work in accordance with applicable federal, state, and local accessibility requirements.

Any questions regarding accessibility requirements must be submitted through U3P before the deadline for questions.

Small CLC patio shade structure ideas:

Large playground shade structure ideas:

*The 84" dimension is the measurement from the end of the baseplate to the end of the baseplate.

The 80.5" dimension is the measurement from center post to center post.

C. Materials and Equipment:

No materials will be provided by the grantee unless otherwise stated in writing.

• The contractor must provide all labor, materials, fasteners, hardware, tools, and equipment necessary to complete the installation.

• Materials used for playground, shade, surface, and landscaping improvements shall be durable, appropriate for heavy use in a residential shelter environment, suitable for children and families, and installed in a manner that does not create safety hazards. Materials must be appropriate for outdoor conditions and must comply with all applicable project, accessibility, and code requirements.

• The contractor shall provide all labor, materials, fasteners, hardware, tools, and equipment necessary to complete the installation. Grantee will not provide anything for the contractor.

D. Permits and Inspections

• Permits may be required for this project. The contractor shall be responsible for obtaining them and including all associated fees in the bid.

E. Site Conditions and Access

• South Valley Sanctuary is a 24/7 secure facility. Contractors must announce themselves at the secure gate intercom upon arrival and provide their name and reason for the visit. After access is granted, a staff member will admit contractors through the gate and into the facility as needed.

Contractors must sign in at the front desk when they arrive and sign out when they leave. For safety reasons, contractor access is not permitted between 10:00 PM and 6:00 AM.

• SVS will continue operating shelter services throughout the project. The parking lot is shared by staff and shelter residents. If needed and approved by facility staff, contractors may park in the cul-de-sac outside the facility and front gate. Contractors must coordinate staging, parking, and access needs with facility staff before work begins.

• Parking, staging, or safety requirements: We are a domestic violence shelter, so we MUST uphold confidentiality for our residents and staff. If it is necessary to take video or photos of the space/project, it is imperative that NO staff or shelter residents are in the photos/videos. We also expect vendors to not disclose the shelter address to any third party, not to converse or interact with any shelter residents, and not to disclose the identity of any residents the vendor/contractor/crew member may recognize/know.

F. Subcontractors

• Any subcontractors used must be properly licensed, qualified, and comply with all project requirements and applicable to federal, state, and local regulations, including Davis Bacon requirements, Prevailing Wages and Certified Payroll weekly submission.

G. Schedule Expectations

• Anticipated start timeframe: Contractor needs to coordinate with the facility staff and executive director, Lindsey, to coordinate their schedule and give them access through the gate. Our estimated/desired timeframe for the project will be during the month of November.

The project should be completed as efficiently as possible to avoid prolonged disruption to outdoor areas used by children, families, residents, and staff. The completion date for the project must be no later than December 31, 2026, weather permitting.

4. Mandatory Pre-Bid Meeting

Attendance at the virtual pre-bid meeting is mandatory for all contractors intending to submit a bid. Bids submitted by contractors who do not attend the mandatory pre-bid meeting will not be considered.

The meeting will provide an overview of the project scope, construction expectations, bidding requirements, and an opportunity for contractors to ask questions.

Mandatory Pre-Bid Meeting Details:

• Date: Thursday, October 29, 2026

• Time: Anytime from 12 pm to 2 pm

• Location: Virtual – Microsoft Teams

• Meeting Link: Microsoft Teams meeting

Join: https://teams.microsoft.com/meet/2677678796715108?p=xqf35AewUlJ4W8nEin Meeting ID: 267 767 879 671 510 8 Passcode: TU9E6yM9

Optional Site Walkthrough

Due to the safety and confidentiality of SVS residents, access to the property must be coordinated in advance.

Following the mandatory virtual pre-bid meeting, SVS will offer one optional, coordinated site walkthrough for interested contractors who attended the mandatory orientation.

The walkthrough will allow contractors to review existing site conditions, verify measurements, and better understand the proposed improvements.

Walkthrough Date: Monday, November 2, 2026

The walkthrough time, location, and participation instructions will be provided during the mandatory virtual pre-bid meeting.

Important: Attendance at the virtual pre-bid meeting is mandatory to be eligible to submit a bid. The optional site walkthrough does not replace the mandatory pre-bid meeting, and attendance at the walkthrough alone does not qualify a contractor to submit a bid.

Individual site visits will not be scheduled.

Any questions or clarifications affecting the project scope or bidding requirements will be shared with all bidders through U3P to ensure consistency and transparency.

5. Schedule of Events Include realistic dates that allow time for questions and review.

Event Date & Time

IFB Posted 10/21

Mandatory Pre-Bid Meeting 10/29

Deadline for Questions 11/3 by 5 pm https://nam02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fmeet%2F2677678796715108%3Fp%3Dxqf35AewUlJ4W8nEin&data=05%7C02%7Cdemif%40svsutah.org%7C7c957e34ea534f88eda208df2ec09932%7Caa8f821be1234d55b01a3220a54a0fe0%7C0%7C0%7C639281076860347043%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=NQnYEXdFKD75cXUWOpWvkfk%2FbgzHk5JL5X4ZXqdPhAo%3D&reserved=0

Event Date & Time

Responses to Questions Posted 11/5

Bid Due Date 11/12 by 5 PM

Bid Opening 11/13 at 2 PM

Estimated Contractor Selection 11/17

Dates may be adjusted through written addenda.

*Contractor bids MUST be submitted through U3P

6. Questions and Addenda All questions should be submitted in writing using U3P

Grantee guidance:

Designate one point of contact and respond to all questions in writing, so all bidders receive the same information.

7. Contractor Requirements Licensing and Experience

Contractors must be properly licensed and in good standing with the State of Utah and have relevant experience performing similar work.

Unique Entity Identifier (UEI)

All contractors and subcontractors must have a UEI registered in SAM.gov in addition to full SAM.gov registration.

8. Federal Requirements – Davis-Bacon and CDBG (Summary for Contractors – Reviewed in Detail Later)

This is a federally funded project and subject to Davis-Bacon prevailing wage requirements. Contractors will receive detailed guidance during the pre-bid meeting and the required pre-construction compliance orientation.

9. Insurance Requirements Contractors must carry insurance meeting minimum requirements. Grantees should verify insurance requirements align with their organizational policies.

10. Change Orders Any changes must be approved in writing before work proceeds. Clear scope definitions help reduce the need for change orders.

11. Bid Evaluation and Selection Contracts will be awarded to the lowest responsive and responsible bidder. Grantees should document their review and selection process for their records.

12. Attachments Include all documents needed for bidders to understand the project fully:

• Scope of Work

• Plans and drawings

• Wage Determination

• Pre-Bid Davis Bacon Compliance Packet

• Required bid forms

13. Closing Thank you for your interest in this project. We look forward to receiving bids.