833390scoreNewC.pdf

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2025-RFQ-005(2)

FOOTBALL SCOREBOARD REPLACEMENT AT CITY OF NEW CARROLLTON

(MD) BECKETT FIELD (REPOST)

RELEASE DATE: July 15, 2026

RESPONSE DEADLINE: July 29, 2026, 12:00 pm

Please refer to the project timeline in this document for all important deadlines.

undefined #2025-RFQ-005(2) Title: Football Scoreboard Replacement at City of New Carrollton (MD) Beckett Field (REPOST)

Table Of Contents

1. GENERAL PROVISIONS

2. QUOTE SUBMITTALS

3. SCOPE OF WORK

4. PRICE CHART

5. INSURANCE

6. APPENDICES

Attachments:

A - Scoreboard_Pic_1

B - Scoreboard Pic 1

C - Scoreboard Pic 2

D - Scoreboard Pic 3

E - Scoreboard Pic 4

F - Scoreboard Pic 5

1. GENERAL PROVISIONS

1.1. Definitions

The term CITY, as used herein, refers to the City of New Carrollton hereinafter called the CITY, represented by the CONTRACTING OFFICER, the

Director of the Using Department, or their designated representative who is authorized to act for the CITY.

1.2. Indemnification Clause

The Contractor shall protect, hold free and harmless, defend and indemnify City of New Carrollton, including its officers, agents, and employees from all liability, penalties, costs, losses, damages, expenses, causes of action, claims or judgments, including attorney’s fees, resulting from injury to, or death of, any person or damage to property of any kind, which injury, death or damage arises out of, or is any way connected with the performance of the work under this contract. This agreement shall apply to any acts or omissions, negligent conduct, whether active or passive, including acts or omissions of contractor’s agents or employees; except that this agreement shall not be applicable to injury, death or damage to the property arising from the sole negligence of City of New Carrollton its officers, agents, and employees.

1.3. Governing Law

This Contract shall be governed by and construed only in accordance with the laws of the State of Maryland.

1.4. Responsibility of the Consultant

A. The CONSULTANT shall be responsible for the professional quality, technical accuracy and the coordination of all designs, drawings, specifications, and other services furnished by the CONSULTANT under this contract. The CONSULTANT shall, without additional compensation, correct or revise any errors or deficiencies in their design, drawings, specifications, and other services.

B. Neither the CITY'S review, approval or acceptance of, nor payment for, any of the services required under this contract shall be construed to operate as a waiver of any rights under this contract or of any cause of action arising out of the performance of this contract, and the CONSULTANT shall be and remain liable to the CITY in accordance with applicable law for all damages to the CITY caused by the CONSULTANT'S negligent performance of any of the services furnished under this contract.

C. The rights and remedies of the CITY provided for under this contract are in addition to any other rights and remedies provided by law.

1.5. Changes

A. The CITY may, at any time, by written order, make changes within the general scope of the contract in the services to be performed. If such changes cause an increase or decrease in the CONSULTANT'S cost of, or time required for, performance of any services under this contract, whether or not changed by any order, an equitable adjustment shall be made, and the contract shall be modified in writing accordingly. Any claim of the CONSULTANT for adjustment under this Article must be asserted in writing within thirty (30) days from the date of receipt by the CONSULTANT of the notification of change unless the CITY grants a further period of time before the date of final payment under this contract.

B. The CONSULTANT shall provide no services for which an additional cost or fee will be charged without prior written authorization by the CITY.

C. Additional Costs:

The cost of any change ordered in writing by the CONTRACTING OFFICER which results in an increase in the contract price will be determined by one or the other of the following methods, at the election of the CONTRACTING OFFICER.

(1) On the basis of a stated lump sum price, or other consideration fixed and agreed upon by negotiation between the CONTRACTING OFFICER and the CONSULTANT in advance, or if this procedure is impractical because of the nature of the work or for any reason,

(2) On the basis of the actual necessary cost as determined by the CONTRACTING OFFICER, plus a fixed fee to cover general supervisory and office expense and profit. The fixed fee shall not exceed fifteen percent (15%) of the actual necessary costs. The actual necessary cost will include all reasonable expenditures for material, labor, and supplies furnished by the CONSULTANT and a reasonable allowance for the use of their plant and equipment where required but will in no case include any allowance for general superintendent, office expense, or other general expense not directly attributable to the extra work. In addition to the foregoing, the following will be allowed: the actual payment by the CONSULTANT for workmen's compensation and public liability insurance; performance and payment bonds (if any); and all unemployment and other social security contributions

(if any) made by the CONSULTANT pursuant to Federal or State statutes, when such additional payments are necessitated by such extra work. An appropriate extension of the working time, if such be necessary, also will be fixed and agreed upon, and stated in the written order.

D. Reduced Costs:

The cost of any change ordered in writing by the CONTRACTING OFFICER which results in a decrease in the contract price will be determined in a manner conformable with paragraph C.2 under Additional Costs.

1.6. Termination

A. The CITY may, by written notice to the CONSULTANT, terminate this contract in whole or in part at any time, either for the CITY'S convenience or because of the failure of the CONSULTANT to fulfill their obligations under this contract.

Upon receipt of such notice, the CONSULTANT shall:

(l) Immediately discontinue all services affected (unless the notice directs otherwise), and

(2) Deliver to the CITY the originals of all data, drawings, specifications, reports, estimates, summaries and such other information and materials as may have been accumulated by the CONSULTANT in performing under this contract, whether completed or in process.

B. If the termination is for the convenience of the CITY, an equitable adjustment in the contract price shall be made but no amount shall be allowed for anticipated profit on unperformed services.

C. If the termination is due to the failure of the CONSULTANT to fulfill their obligations under this contract, the CITY may take over the work and prosecute the same to completion by contract or otherwise. In such case, the CONSULTANT shall be liable to the CITY for any additional cost occasioned to the CITY.

D. If, after notice of termination for failure to fulfill obligations, it is determined that the CONSULTANT had not so failed, the termination shall be deemed to have been affected for the convenience of the CITY. In such event, adjustment in the contract price shall be made as provided in Paragraph

B of this Article.

E. The rights and remedies of the CITY provided in this Article are in addition to any other rights and remedies provided by law or under this contract.

1.7. Disputes

A. Except as otherwise provided in this contract, any dispute concerning a question of fact arising hereunder which is not disposed of by agreement shall be decided by the CITY, who shall reduce their decision to writing and mail or otherwise furnish a copy thereof to the CONSULTANT. The decision of the CITY shall be final and conclusive unless, within 30 days from the date of receipt of such copy, the CONSULTANT executes and furnishes a written appeal to the CITY COUNCIL OF CITY OF NEW CARROLLTON. The decision of the CITY COMMISSIONERS for the determination of such appeals shall be final and conclusive.

B. The provision shall not be pleaded in any suit involving a question of fact arising under this contract as limiting judicial review of any such decision to cases where fraud by such official or their representative is alleged; provided, however, that any such decision shall be final and conclusive unless the same is fraudulent or capricious or arbitrary or so grossly erroneous as necessarily to imply bad faith or is not supported by substantial evidence.

In connection with any appeal proceeding under this Article, the CONSULTANT shall be afforded an opportunity to be heard and to offer evidence in support of their appeal. Pending final decision of a dispute hereunder, the CONSULTANT shall proceed diligently with the performance of the contract and in accordance with the CITY'S decision.

C. This Disputes Article does not preclude consideration of questions of law in connection with decision provided in paragraph (A) above. Nothing in this contract, however, shall be construed as making final the decision of any administrative official, representative on a question of law.

1.8. City Rights

All designs, drawings, specifications, notes, computations, and other work developed in the performance of this contract shall be and remain the sole property of the CITY and may be used on any other work without additional compensation to the CONSULTANT. With respect thereto, the

CONSULTANT agrees not to assert any rights and not to establish any claim under the design patent or copyright laws. The CONSULTANT, for a period of three (3) years after final payment under this contract, agrees to furnish and provide access to all retained materials on the request of the

CITY. Unless otherwise provided in this contract, the CONSULTANT shall have the right to retain copies of all such materials beyond such period.

In the event that the CITY uses any of the above-mentioned materials for purposes other than those covered under this contract or other than for which it was provided, the CONSULTANT shall not be held liable for any personal or property damage arising from such use.

1.9. Examination of Records

A. The CONSULTANT shall maintain books, records, documents, and other evidence and accounting procedures and practices, sufficient to reflect properly all direct and indirect costs of whatever nature claimed to have been incurred and anticipated to be incurred for the performance of this contract. The foregoing constitutes "records" for the purposes of this Article.

B. The CONSULTANT'S office, or such part thereof as may be engaged in the performance of this contract, and their records shall be subject at all reasonable times to inspection and audit by the CITY or their authorized representative(s). In addition, the CITY, or their authorized representative(s), shall, until the expiration of three (3) years from the date of final payment under this contract, or of the time periods for the particular records specified, have the right to examine those books, records, documents, papers, and other supporting data which involve transactions related to this contract along with the computations and projections used therein.

C. The CONSULTANT shall include in each subcontract, a provision that includes paragraphs A and B of this Article, binding each subcontractor to the requirements outlined in the above-mentioned paragraphs.

1.10. Covenant Against Contingent Fees

The CONSULTANT warrants that no person or selling agency has been employed or retained to solicit or secure this contract upon a contract or understanding for a commission, percentage, brokerage, or contingent fee, excepting bona fide employees or bona fide established commercial or selling agencies maintained by the CONSULTANT for the purpose of securing business. For breach or violation of this warranty, the CITY shall have the right to annul this contract without liability or in its discretion to deduct from the contract price or consideration, or otherwise recover, the full amount of such commission, percentage, brokerage, or contingent fee.

1.11. Accident Reports

The CONSULTANT shall promptly investigate and maintain a complete record of accidents resulting in personal injury, death, or property damage incident to performance of work under this contract. Loss of or damage to CITY equipment or property in the custody of the CONSULTANT shall be reported to the CITY within twenty-four (24) hours after the occurrence of the accident, together with full details relating to the incident.

1.12. Consultant’s Organization

The CONSULTANT shall furnish to the CITY within two weeks after executing this contract, and thereafter prior to any annual renewal date, a chart showing the overall organization provided for the performance of this work and the names and titles of personnel employed in connection with the work, and shall furnish from time to time, revised organization charts reflecting any substantive changes therein. The CONSULTANT agrees to retain the listed key employees assigned to the performance of the work under this contract and shall not reassign or remove any of them without the consent of the CITY. Whenever, for any reason, one or more of the aforementioned employees is unavailable for assignment for work under this contract, the CONSULTANT shall, with the approval of the CITY replace such employee with an employee of substantially equal abilities and qualifications.

The CONSULTANT shall be responsible for maintaining satisfactory standards of employee competency, conduct and integrity and shall be responsible for taking such disciplinary action with respect to their employees as may be necessary.

The CONSULTANT shall require in each subcontract, a provision that requires each subcontractor to advise the CONSULTANT promptly of any significant changes in the organization of such subcontractor, and the CONSULTANT shall promptly advise the CITY of any such changes reported to the CONSULTANT or otherwise discovered by the CONSULTANT.

1.13. Employment Discrimination by Consultants Prohibited

During the performance of any contract awarded pursuant to this RFQ, ITB, or RFP, the CONSULTANT agrees as follows:

A. The CONSULTANT will not discriminate against any employee or applicant for employment because of race, religion, color, sex, or national origin, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the

CONSULTANT. The CONSULTANT agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination Article.

B. The CONSULTANT, in all solicitations or advertisements for employees placed by or on behalf of the CONSULTANT, will state such CONSULTANT is an equal opportunity employer.

C. Notices advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

1.14. Certification of Drawings and Other Documents

All original drawings and the first page of all specifications, estimates, or similar documents shall have affixed or contain the seal of a duly qualified and authorized professional CONSULTANT certifying to the completeness and accuracy of the work performed.

1.15. Composition

If the CONSULTANT hereunder is comprised of more than one legal entity, each entity shall be jointly and severally liable hereunder.

1.16. Conflicts

It is the spirit and intent of these General Provisions, and the Special Provisions to provide that the services and all parts thereof shall be fully completed and suitable in every way for the purpose for which the project was intended. The CONSULTANT shall supply all materials and perform all services, which reasonably may be implied as being incidental to the work of this contract. In the event of a conflict between the General and Special

Provisions, the Special Provisions will govern.

1.17. Delivery Point, Inspection, and Approval

All items required to be furnished by the CONSULTANT under this contract shall be delivered at the CONSULTANT'S expense to the attention of the

City's authorized representative located at:

Project Manager identified in the written Notice of Intent to Award letter or Contract Execution Letter issued by the Purchasing Representative.

The CONSULTANT will be notified if the submittal, or any portion thereof, is rejected. In this event, the CONSULTANT will be required to resubmit those rejected materials so that they fully comply with the requirements of this contract. The decision of the CITY as to acceptance or rejection of the required submittals shall be final.

1.18. Designation of City’s Representative

The CONSULTANT’S Day to day activities and work production will be monitored by a person designated by the CITY to act as the authorized representative to administer this contract in whole or in part.

No oral statement of any person and no written statement of anyone other than the CONTRACTING OFFICER, or the authorized representative, shall modify or otherwise effect any provision of this contract.

Designation and termination of the CITY'S representative shall be done in writing.

1.19. Document Standards

1. A. Plan format and contents shall be consistent with the County’s plan preparation manual.

2. Specifications, Reports, and other narrative statements in final form for submission to the CITY shall be prepared on 8 1/2" X 11" white bond paper. Specifications shall follow the "Master Format" developed by the Construction Specifications Institute (CSI).

3. Bibliographies. If the preparation of reports and other narrative statements involves the use of reference and research materials, the

CONSULTANT shall prepare a bibliography of such material and include it in the final document. Each bibliography shall include the following information:

1. Books

1. Name of author or authors, editors, or institution responsible for writing the book.

2. Full title of book (including subtitle if there is one).

3. Series name and number (if applicable).

4. Volume number (if any).

5. Edition (if not the original).

6. City of publication.

7. Publisher's name.

8. Date of publication.

2. Articles of Periodicals.

1. Name of author.

2. Title of article.

3. Name of periodical.

4. Volume number.

5. Date of article.

6. Pages occupied by article.

1.20. Inspection

The CITY, through any authorized representative, may at all reasonable times inspect or otherwise evaluate the work being performed hereunder and the premises on which it is being performed. If any inspection or evaluation is made by the CITY on the premises of the CONSULTANT or subcontractor, the CONSULTANT shall provide and shall require the subcontractors to provide all reasonable facilities and assistance for the safety and convenience of the CITY representatives in the performance of their duties. All inspections and evaluations shall be performed in such a manner as will not unduly delay the work.

1.21. Investigation of Field Conditions

The CONSULTANT shall visit the areas where work is to be performed and by their own investigation satisfy themselves as to the existing conditions affecting the work to be done. If the CONSULTANT, including subcontractor, does not visit the area, they will nevertheless be charged with knowledge of conditions, which a reasonable inspection would have disclosed. The CONSULTANT shall assume all responsibility for deductions and conclusion as to the difficulties in performing the work under this contract.

1.22. One Year Guarantee

In the event the CITY requires a construction contract resulting from the prepared work of the CONSULTANT hereunder, to make repairs, replacement, reconstruction or similar adjustments under the provisions of the construction contract, the CONSULTANT shall provide such professional services as may be required at no additional cost to the CITY where it is determined that the repairs, replacement, reconstruction or similar adjustment is attributed to a design deficiency for which the CONSULTANT is responsible.

The period of this guarantee shall commence on the date that the CITY formally accepts the facilities and extends for a period of one year thereafter.

The rights provided under this provision are in addition to any other rights the CITY may have arising out of a design deficiency for which the

CONSULTANT is responsible.

1.23. Patents

The CONSULTANT shall hold and save the CITY, and all officers and agents thereof harmless from and against all and every demand of any nature and kind for or on account of the use of any patented or copyrighted inventions, article, or process employed by the CONSULTANT in the performance of the work.

1.24. Permits

Without additional cost to the CITY, the CONSULTANT shall obtain all applicable permits, licenses, and insurance; shall pay all charges and fees; and shall give all notices necessary and incidental to the due and lawful performance of the services under this contract.

1.25. Publicity

Except with the prior approval of the CITY, the CONSULTANT shall not release for publication any drawing, rendering, perspective sketch, photograph, report, specification, cost estimate, or other material of any nature pertaining to the facilities, for which services are performed under the terms of this contract.

The provisions of this Article shall extend also to the release of any such materials to any person not so authorized by the CITY.

1.26. Responsibility for Materials and Related Data

Except as otherwise provided in this contract, A. The CONSULTANT shall be responsible for any materials and related data covered by this contract until they are delivered to the CITY at the designated delivery point.

B. After delivery to the CITY at the designated point and prior to acceptance by the CITY or rejection and giving notice thereof by the CITY, the CITY shall be responsible for the loss or destruction of or damage resulting from the negligence of officer, agents, or employees of the CITY acting within the scope of their employment.

C. The CONSULTANT shall bear all risks as to rejected materials and related data after notice of rejection, except that the CITY shall be responsible for the loss, destruction, or damage resulting from the gross negligence of officers, agents, or employees of the CITY acting within the scope of their employment.

D. After delivery to, and acceptance of, the CITY shall be responsible for the loss or destruction of or damage to the materials and related data so delivered and accepted.

1.27. Right of Entry

Where rights-of-entry have not been obtained by the CITY, the CONSULTANT with assistance from the CITY will be required to obtain from landowners the necessary rights-of-entry for making any investigations required, including geotechnical and survey work under this contract. The CONSULTANT will be advised as to arrangements previously made with landowners. The CONSULTANT shall assume all responsibility for and take all precautions to prevent damage to property entered.

1.28. Risk, Damages

The CONSULTANT shall assume all risks of injury to persons or property arising out of CONSULTANT'S sole negligent acts, errors or omissions in

CONSULTANT'S performance of work under this contract and shall indemnify and save harmless the CITY against all claims, causes of action (cost and expense) on account of bodily injuries to, and death of persons, and damages to property arising from the sole negligent acts, errors or omissions of the CONSULTANT in connection with the prosecution of the work under this contract.

1.29. Fee and Payment

For the furnishing of all services as specified herein, the CONSULTANT shall be paid the total fee specified. After completion of work as requested and prior to final payment, the CONSULTANT shall furnish to the Contracting Officer, a release of claims/liens against the CITY arising out of the contract, other than claims specifically accepted from the operation of the release.

Progress payments to the CONSULTANT shall be made on the basis of monthly itemized invoices submitted for the actual percentage of physical work completed by the CONSULTANT and accepted by the CITY. Invoices shall include a description of the work, the percentage completed during the month, and the cost to date for each item of services performed; with the invoice, the CONSULTANT shall submit progress copies of plans, reports, specifications, details, etc. labeled as "PROGRESS PRINTS FOR INVOICE #__" and dated. The total of the progress payments shall not exceed ninety

(90) percent of the total contract amount. The remaining ten (10) percent shall be paid upon completion of the contract.

Progress payments to the CONSULTANT will be due and payable thirty (30) calendar days after the COUNTY receives an acceptable invoice. In accepting payment of the fee represented by this invoice, the CONSULTANT acknowledges that they have no unsatisfied claim against the CITY arising out of this Contract and the CONSULTANT forever releases and discharges the CITY and its officers, agents, and employees from any past or future claim or demand whatsoever arising out of the direct or indirect operations of the CONSULTANT under this Contract.

1.30. Travel

All travel required to be performed in connections with the services including all meetings with CITY or any Government or Quasi-Government agencies, departments, hearings, discussions, explanations to be rendered under this contract shall be included in the fee and be at no additional expense to the CITY, unless authorized in writing by CITY prior to travel.

1.31. Related Cost

The cost of all direct and indirect services, related services, surveys, photographs, aerial surveys, aerial photographs, tax maps, planning maps, traffic studies, supplies, testing of any land if required, compliance with regulations, laws, ordinances in effect, cost of interim documents and their reproduction as and when requested by CITY, shall be included in the fees and be at no additional cost to the CITY.

1.32. Conflict of Interest

The CONSULTANT is hereby specifically prohibited from engaging in any activities which are, might be construed to be, or may give the appearance of a conflict of interest in the performance of this contract.

1.33. Fair Treatment of Subcontractors and Vendors

A. The CONSULTANT must make payment to any subcontractor or vendor within 15 business days of receiving payment from the County for a

CONSULTANT invoice submitted to the City that billed for services or commodities provided by that subcontractor or vendor.

B. CONSULTANTS may not impose retainage rates upon sub-contractors that are higher than those rates imposed upon the CONSULTANT by the City.

1.34. Compliance with Federal Employment Regulations

A. Federal law requires that employers must verify that an individual whom they plan to employ or continue to employ in the United States is authorized to accept employment in the United States.

B. By submitting a quote/bid/proposal in response to this solicitation, the quoter/bidder/offeror/consultant certifies that no person will be employed on this project in any manner, including sub-CONSULTANT’s and suppliers, that is not eligible to work in the United States, or whose employment is in violation of State or federal law. The CONSULTANT has sole responsible for compliance with this requirement.

C. Violation of this requirement may result in termination of the Contract, a penalty of $1,000 per day or occurrence, whichever is higher, and/or reporting of the violation to the appropriate authorities.

1.35. Superseding Provisions

Any provision specified elsewhere shall supersede the provisions contained in these General Provisions.

2. QUOTE SUBMITTALS

1. Provide the company formation date.*

A qualified Quoter, Bidder, or Offeror must be actively engaged as a legal entity in the field of work described in Section XXX for a period of no less than number (#) at the due date for quote/bid/proposal.

Month/Day/Year as ##/##/####

(e.g.: "11/08/2015")

*Response required

2. Certification of agreement to solicitation terms and providing legally binding response.*

I certify that I have read, understood and agree to all the terms and conditions in this solicitation, and that I am authorized to submit this legally binding response on behalf of my company.

☐ Please confirm

*Response required

3. Acknowledgement of addenda and supplements.*

Quoters, Bidders, Offerors shall acknowledge receipt of all addenda and supplements issued by the County in the eProcurement Portal. If it becomes necessary to revise any part of this solicitation, a supplement to the solicitation will be issued formally via an addendum posted on the County eProcurement Portal. Oral statements made by the County personnel shall not bind the County and cannot be used to protest or otherwise challenge any aspect of this solicitation or subsequent agreement. It is the responsibility of the Quoter, Bidder, Offeror to check the County eProcurement

Portal as frequently as necessary to obtain all updates and addenda to the solicitation.

☐ Please confirm

*Response required

4. Certification of good standing.*

Quoter, Bidder, Offeror shall acknowledge compliance with the following:

In order to be eligible for award, Quoter, Bidder, Offeror shall meet the following conditions prior to contract award.:

A. Their firm is not debarred, suspended, or otherwise ineligible for participation in government procurement by the federal government, the

State of Maryland, or any other state, county, or municipal government.

B. All payments to Charles County Government have been paid and are not delinquent.

C. Their firm is in "good standing" with the State of Maryland Department of Assessments and Taxation.

☐ Please confirm

*Response required

5. Specific terms and conditions certification.*

By submitting a quote, bid, proposal in response to this RFQ, ITB, RFP, the Quoter, Bidder, Offeror certifies their acceptance of all terms and conditions set forth within this document, which will be made a part of the final contract documentation. All work, if any, shown on the contract drawings, specifications, and reports referenced in the RFQ, ITB, RFP or any Appendices is made part of this solicitation package. Specifically, the Quoter, Bidder, Offeror also acknowledges the following:

A. The contact information provided shall be used by the County to communicate with Quoter, Bidder, Offeror.

B. The Quoter, Bidder, Offeror is licensed or will be licensed to do business in the State of Maryland prior to contract award.

C. The Quoter, Bidder, Offeror complies with and takes no exceptions to all requirements of the RFQ, ITB, RFP.

D. The quote, bid, proposal is valid for a minimum of one hundred twenty (120) days from the final quote, bid, proposal due date.

E. The quote, bid, proposal is submitted in accordance with the County's Notice to Quoters, Bidders, Offerors requesting quotes, bids, proposals to be received for the work outlined in the RFQ, ITB, RFP.

F. The Quoter, Bidder, Offeror certifies that their firm is not debarred, suspended, or otherwise ineligible for participation in government procurement by the federal government, the State of Maryland, or any other state, county, or municipal government.

G. The Quoter, Bidder, Offeror agrees to furnish all services as outlined in the RFQ, ITB, RFP for the prices listed on the Quotation, Bid, Cost

Proposal Form.

H. The Quoter, Bidder, Offeror is cautioned and agrees that the dollar amount of a quote, bid, proposal is a business decision of the bidder and should take into consideration the costs of doing business, such as: resources required to perform, business risk, etc.

☐ Please confirm

*Response required

6. Respondent Submission Package*

*Response required

3. SCOPE OF WORK

3.1. Scope of Work for Football Scoreboard Replacement at Beckett Field

Scope of Work for Football Scoreboard Replacement at Beckett Field

1. Project Overview

The City of New Carrollton is seeking qualified contractors to provide the furnishing, installation, and commissioning of a new outdoor football scoreboard at Beckett Field. The existing scoreboard is outdated, non-functional, and will be removed and replaced with a modern, energy-efficient system that meets current safety, visibility, and operational standards.

2. Project Location

Beckett Field

8511 Legation Rd, New Carrollton, MD 20784

City of New Carrollton, Maryland

3. Scope of Services

The Contractor shall provide all labor, materials, equipment, and supervision necessary to complete the project, including but not limited to:

A. Removal and Disposal

A. Remove the existing scoreboard, including all mounting hardware, wiring, and associated components.

B. Dispose of all materials off-site in accordance with applicable federal, state, and local regulations.

C. Protect surrounding facilities, fencing, and landscape during demolition.

B. Design and Supply of New Scoreboard

A. Provide a new football scoreboard that includes, at minimum:

1. Home and Guest scores

2. Game clock

3. Quarter indicator

4. Down indicator

5. Yards to go

6. Ball on indicator

B. Scoreboard shall be:

1. LED-based with high-visibility display (daylight readable)

2. Weather-resistant and suitable for outdoor athletic facilities

3. Energy-efficient

4. Include wireless or hardwired control console with user-friendly interface.

5. Ensure compatibility with standard football operations and potential multi-sport use (if applicable).

C. Structural and Electrical Work

A. Inspect and evaluate existing support structure:

1. Reuse if structurally sound and compliant, or

2. Provide and install new support structure and foundation as required

B. Provide all electrical work, including:

1. New wiring, conduit, and connections

2. Electrical disconnects and surge protection

3. Coordination with existing power supply

C. Ensure all work complies with:

1. National Electrical Code (NEC)

2. Local building codes and City requirements

D. Installation

A. Install the new scoreboard, including mounting, alignment, and securing of all components.

B. Coordinate installation to minimize disruption to field use.

C. Ensure proper testing of all scoreboard functions.

E. Testing and Commissioning

A. Fully test scoreboard for proper operation, including all display functions and control systems.

B. Provide on-site demonstration of system functionality.

F. Training

A. Provide training to City staff on operation, troubleshooting, and basic maintenance of the scoreboard system.

G. Warranty and Maintenance

A. Provide a minimum 5-year warranty on parts and display components (preferred; specify if different).

B. Provide manufacturer specifications, maintenance manuals, and warranty documentation.

4. Contractor Qualifications

The Contractor must:

A. Have demonstrated experience with athletic scoreboard installation projects of similar size and scope.

B. Be licensed and insured to perform work in the State of Maryland.

C. Provide references for at least three (3) similar projects.

5. Deliverables

A. Shop drawings and product specifications

B. Installation schedule

C. Operation and maintenance manuals

D. Warranty documentation

E. As-built drawings (if applicable)

6. Schedule

Project to be completed within [60–90 days] from Notice to Proceed (to be confirmed by the City). Contractor shall provide a detailed project timeline with the proposal.

7. Permits and Compliance

Contractor shall obtain all necessary permits and inspections. All work shall comply with:

A. Local, State of Maryland, and Federal regulations

B. OSHA safety standards

8. Site Conditions

Contractor is responsible for verifying field conditions prior to submission. A pre-bid site visit is strongly recommended.

9. Acceptance Criteria

A. Scoreboard is fully operational and meets all specified requirements.

B. Installation is complete, safe, and compliant with applicable codes.

C. All documentation and training have been provided.

4. PRICE CHART

TOTAL COST OF THE QUOTE

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 LED SCOREBOARD 1 EA

2 SCOREBOARD STRUTURE 1 EA

3 INSTALLATION 1 EA

4 FREIGHT 1 EA

5 ELECTRICAL WORK 1 EA

TOTAL

5. INSURANCE

5.1. Insurance Requirements

1. The Contractor shall provide, at their expense with companies acceptable to the City, and pay premiums for the following insurance:

Applicable Provision Description

Commercial Automobile Commercial automobile bodily injury and property damage insurance covering all vehicles whether owned, hired, or non-owned operated by/or on behalf of the Contractor in the performance of this contract with not less than the following units:

i. Bodily Injury: $1,000,000 per person

$2,000,000 per occurrence

ii. Property Damage: $500,000 per occurrence

Worker’s Compensation In compliance with Maryland Statutory Liability

Commercial General Liability Minimum limits of: $1,000,000 (combined personal injury and/or property damage) per occurrence subject to $2,000,000 aggregate.

Employers Liability Insurance A. $500,000 each accident for injury

B. $500,000 each employee, $500,000 aggregate for disease

Umbrella excess liability insurance or excess liability insurance $5,000,000 each occurrence/ $5,000,000 aggregate

Professional Liability Professional liability insurance to include Errors & Omissions coverage with a limit of not less than $1,000,000 per occurrence subject to $2,000,000 aggregate.

Builder’s Risk Insurance The Contractor shall purchase and maintain, in a company or companies, lawfully authorized to do business in the State of Maryland, property insurance written on a builders’ risk “all risk” or equivalent policy form in the amount of the initial contract sum, plus the value of subsequent contract modifications and cost of materials supplied or installed by others, comprising the total value for the entire project at the site on a replacement cost basis. Such property insurance shall be maintained, unless otherwise provided in the contract documents, until final completion and acceptance by the City. This insurance shall list the City Council of the City of New Carrollton as the Name of Insured on such builder’s risk policy.

This insurance shall be on an “all risk” or equivalent policy form and shall include, without limitation, insurance against the perils of fire and physical loss or damage including, without duplication of coverage, property in transit, property stored on or off site, theft, vandalism, malicious mischief, collapse, earthquake, flood, windstorm, falsework, testing and startup, temporary building and debris removal including demolition occasioned by enforcement of any applicable legal requirements, and shall cover reasonable compensation of Architect’s and Contractor’s services and expenses required as a result of such insured loss.

Pollution Liability Minimum limits of $1,000,000.00 per occurrence and $2,000.000.00 annual aggregate.

Marine Liability Minimum limits of $1,000,000.00 per occurrence and $2,000.000.00 annual aggregate.

Environmental Insurance Includes pollution and use of chemicals in an amount not less than $2,000,000 per occurrence and $3,000,000 annual aggregate.

Cyber Insurance Minimum limits of $1,000,000.00 per occurrence and $2,000.000.00 annual aggregate.

Installation Floater The Contractor shall purchase and maintain, in a company or companies, lawfully authorized to do business in the State of Maryland, installation floater insurance for the installation of machinery and/or equipment into an existing structure, written on an “all risk”, replacement cost and completed value form basis in the amount of the initial contract sum, plus the value of subsequent contract modifications and cost of materials supplied or installed by others, comprising the total value for the entire project at the site. Such property insurance shall be maintained, unless otherwise provided in the contract documents, until after final completion and 10 days after acceptance by the City. This insurance shall list the City Council of the City of New Carrollton as the Name of

Insured/loss payee on such installation floater policy.

This insurance shall be on an “all risk” or equivalent policy form and shall include, without limitation, insurance coverage to protect the interest of the City, Contractor, subcontractor(s), architects and engineers including property in transit, property stored on or off site which shall be part of the project. The policy shall insure all work, labor and materials furnished by the Contractor and the Contractor’s subcontractors against loss occasioned by fire, lighting, windstorm, theft, vandalism, malicious mischief, collapse, earthquake, flood. Policy shall include coverage for debris removal and reasonable compensation of Architect’s and Contractor’s services and expenses required as a result of such insured loss.

2. Each such policy shall be from an insurance company licensed to do business in the State of Maryland and which has a policyholder’s rating of A or better and a financial size of X or larger from Best’s Key Rating Guide.

3. The Contractor shall provide the City with Certificates of Insurance and supported by endorsement evidencing the coverage required by this solicitation prior to award of a contract. All Certificates shall reference the solicitation name and number and have an ending date that covers the entire contract term or extension period. The following certificates shall name “City Council of the City of New Carrollton” (or other name as directed by the City) as an additional named insured:

A. Commercial automobile bodily injury and property damage insurance

B. Commercial General Liability

C. Builder’s Risk

D. Excess Umbrella Liability

4. If the insurance obtained requires deductibles, the Contractor shall pay all costs not covered because of such deductibles. Providing insurance as required herein does not relieve the Contractor of any responsibility or obligations ensuing as a result of the contract award, or for which the

Contractor may be liable by law or otherwise. Proof of Insurance will be required and must be submitted prior to final execution of the Contract by

City of New Carrollton Government. The Contractor shall be solely responsible for all work performed by subcontractors related to any contract awarded as a result of this solicitation, including but not limited to errors, omissions, and neglect.

5. The providing of any insurance required herein does not relieve the successful Bidder of any of the responsibilities or obligations assumed by the

Bidder in the Contract awarded or for which the Bidder may be liable by law or otherwise.

6. Failure to provide and continue in force such insurance as required above shall be deemed a material breach of the Contract and shall operate as an immediate termination thereof.