Addendum 1 _ RFP_ 25_10_003 Bogart Sports Com.pdf

Oconee County Board of Commissioners

Addendum 1

DATE: November 5, 2024

TO: All Prospective Bidders

FROM: Procurement Officer

RE: RFP# 25-10-003 Bogart Sports Complex Protective Netting Project

The following changes are to be incorporated into the solicitation documents dated October 21, 2024. All those receiving this addendum should modify their documents to show the below described changes.

1. Pre-Bid Meeting Minutes/Questions & Answers

2. Pre-Bid Meeting Sign-in Roster

All questions shall be directed to Ms. Jessica Ellis, Procurement Officer via email at ocbids@oconee.ga.us

1. Pre-Bid Meeting Minutes/Questions & Answers

Jessica Ellis opening the meeting. Listed below are notes from the meeting and additional procurement procedures.

The meeting was held on October 31, 2024 at Bogart Sports Complex located at 200 S Burson Street Bogart, Georgia 30622. The meeting began at approximately 2:00 pm and ended approximately at 2:36 pm. The bid number, description and timeline were announced.

County Representatives included Lisa Davol Parks & Recreation Director, Pat Sebring Parks Manager, Zach Churchill Recreation Manager and Jessica Ellis Procurement Officer.

The meeting was mandatory and attendance was required to qualify as a respondent.

Any additional questions must be submitted in writing and can be emailed to ocbids@oconee.ga.us. The deadline for these questions is 5:00 pm on November 7, 2024.

Any questions received will be answered vis an addendum posted to the County’s website by 5:00 pm on November 14, 2024.

The deadline for bid submissions is 10:00 am on November 21, 2024. Submissions received after this time will not be accepted. Following that deadline, the bid opening will be held at the Administrative Building in the North High Shoals conference room where all submissions received will be opened publicly and announced out loud.

Project was reviewed and the meeting was opened up to questions.

The information in the bid documents provides minimal details. More so a list of required technical specifications than a scope of work. Based on previous experience with netting canopies at our other parks, we specified what we don’t want.

We currently do not have a set design plan for the netting canopy but rather plan to work with the selected contractor to develop a final design followed by the installation.

Project will also include removing the existing vertical netting.

Horizontal netting should cover the quad extending beyond the dugouts with nothing tied or connected to any backstop or the building. Additional poles can be installed around the building to hold the netting.

If needed, poles may be located in front of the corner upstairs windows as that area is not used and blocking any view is not a concern.

The net should be attached to the poles with a style of clip/clamp that will release the net if high winds or bad weather causes it to be too heavy to prevent the poles from bending.

Net system should be designed to not sag and for balls to collect somewhere other than the middle.

Netting system will have to allow for access to the light poles located between the building and the dugouts.

On the back side of Oconee Veterans Park (OVP) near the playground, there is a quad with the kind of system we are looking for.

OVP is located at 3500 Hog Mountain Road Watkinsville, Georgia 30677 if you want to see it.

Q1: What about the trees that are within the area that is supposed to be covered?

A1: Those trees will need to be removed.

Q2: Will a crew cut to the trees be acceptable?

A2: No. To prevent future problems, they will need to be removed.

Q3: Do you want the netting to extend to where the current poles are?

A3: No, it should extend beyond existing poles to cover dugouts. Additional poles will need to be installed.

Q4: Just to clarify, this will be a design build project?

A4: Yes, that is correct.

Q5: Just to clarify, we will be adding 8 poles to the perimeter?

A5: Additional poles will be needed to extend netting beyond dugouts. The number of poles added will depend on the contractor’s design.

Q6: Do you want the additional poles to be placed in the concrete or the grass?

A6: Additional poles will need to be placed in the grass so they don’t block the field/dugout entry doors.

Q7: Is the expectation for the entire current netting system to be removed? If so, will we need to replace the sides?

A7: Yes, the entire current system will need to be removed. The area of the fence that drops between home plate and the dugouts will need vertical netting replaced extending to the horizontal net to stop any balls from exiting the field.

Q8: The current net extends about 40 feet high. Will the new system need to be that high as well?

A8: It is not a requirement for the new netting system to be as high as the current. Safety is our main concern.

Contractors should specify in their bid proposal their recommendation on how high the new system should be.

Q9: Do we need to include engineer stamped plans in our proposal?

A9: No. Your proposal should include a concept design that you recommend. Only the awarded contractor will be expected to provide engineer stamps plans of the final design prior to starting construction.

Q10: Will the park be closed during construction?

A10: Yes. Awarded contractor will have full access to a closed park until February 1st. After the 1st, work will need to end for the day at 5 pm with the site cleaned up. Little League will need access to the fields nightly.

Q11: Are you open to a netting system that attaches to lower poles near the fields and veer’s up? Resembling a tent like structure.

A11: We are not opposed to this design as long as it does not go over the building.

Q12: How many entry points to the park are there?

A12: Two. One in the front and one on that back side of the park.

Q13: Can we submit multiple design options?

A13: Yes, multiple options are welcomed; However, if pricing differs, you will need to submit a cost proposal for each option.

Q14: Just to clarify, the netting should not go over the building but rather come up to it?

A14: Yes, that is correct.

Q15: Will it be ok if cables between the netting run over the building?

A15: We would rather the cables run parallel with the building instead of over it.

Q16: Does the netting at OVP go over the building?

A16: No, it does not.

Q17: Just to clarify, are the current poles being removed with the existing netting or are they staying?

A17: The current poles should be removed and replaced with new galvanized poles. Placement of the new poles can be in the same spot if the final design requires it.

Q18: Is it ok to cut existing poles down below ground and filling hole with cement?

A18: Yes, that is fine.

Q19: Do we need to schedule an appointment to look at the quad at OVP?

A19: The park is open to the public during the day so no appointment is needed to look. Pat can give a tour but call before you come over to make sure she is there and available. The office number at OVP is (706) 769-3965.