Bunker_Renovation_and_Tee_Box_Expansion_for_Mooresville_Golf_Club_(Addendum_#1_Revision).pdf

2024-RFP-038

BUNKER RENOVATION AND TEE BOX EXPANSION FOR

MOORESVILLE GOLF CLUB

Town of Mooresville, NC

413 North Main Street

Mooresville, NC 28115

RELEASE DATE: May 8, 2024

DEADLINE FOR QUESTIONS: May 24, 2024

RESPONSE DEADLINE: June 14, 2024, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/mooresvillenc

Town of Mooresville, NC

Bunker Renovation and Tee Box Expansion for Mooresville Golf Club

I. Introduction

II. Solicitation

III. Procurement Process

IV. Selection Process

V. Evaluation Phases

VI. Scope of Work

VII. Additional Town Requirements

VIII. Vendor Questionnaire

Attachments:

A - Standard Vendor Agreement

B - Authorized Signatory & Electronic Signature Routing

#2024-RFP-038

Title: Bunker Renovation and Tee Box Expansion for Mooresville Golf Club

1. Introduction

1.1. Summary

Bids will be received by the Town for: Bunker Renovation and Tee Box Expansion for Mooresville Golf Club for the Town’s Recreation Department, until 5:00 pm EST on Friday, June 14, 2024. Bidders will be required to comply with all applicable statutes and regulations. It is the responsibility of each bidder to ensure that their bid is received on time.

Failure to register and follow the project will preclude your firm from being able to submit a response. Failure to acknowledge addenda issued will be sufficient grounds for rejection of the bid by the Town.

The Town reserves the right to reject any and all bids submitted, or to select the bid or any part of the bid which, in our opinion, is in the best overall interest of the Town.

1.2. Contact Information

Project Contact:

Jessie Colton Interim Purchasing Manager 413 N Main St Mooresville, NC 28115 Email: jcolton@mooresvillenc.gov Phone: (704) 662-3184

Procurement Contact:

Jessie Colton Interim Purchasing Manager 413 N Main St Mooresville, NC 28115 Email: jcolton@mooresvillenc.gov Phone: (704) 662-3184

Department:

Recreation Department

Department Head:

Pam Reidy Parks & Recreation Director

1.3. Timeline

Distribution of RFPs May 8, 2024 mailto:jcolton@mooresvillenc.gov tel:(704)662-3184 mailto:jcolton@mooresvillenc.gov tel:(704)662-3184

Pre-Proposal Meeting (Non-Mandatory) May 21, 2024, 1:00pm Mooresville Golf Club Pro Shop

Deadline for Vendor Questions May 24, 2024, 5:00pm

Answers to Vendors Questions May 30, 2024, 5:00pm

Proposal Submission Deadline June 14, 2024, 5:00pm

2. Solicitation

2.1. Purpose

The purpose of this Request for Proposals (RFP) is to obtain pricing for and selection of a vendor to provide 1. Complete bunker renovation for 71 bunkers encompassing roughly 54,000 square feet of area. 2. Tee box expansion of 15 tee boxes encompassing roughly 22,000 square feet of area. The Town is requesting pricing for a 300 day term of service. The vendor shall provide the Town with the required services meeting all of the requirements in this solicitation.

The contract will be awarded to the vendor deemed to have submitted the best overall proposal on the basis of the factors included in the RFP. The Town may cancel the RFP or reject proposals at any time prior to an award and is not required to furnish a statement of the reason why a particular proposal was not deemed to be the most advantageous. The bid document will be incorporated into the contract and reference all the requirements, items, and conditions of this

RFP.

The Town invites any qualified firms to submit a proposal. Firms responding to this request must be a responsible bidder, regularly and practically engaged in providing the services required in this RFP, and possess ample resources to perform the work. The Town encourages participation in this procurement process by minority and/or women owned businesses and historically underutilized businesses.

The vendor that is chosen shall provide the Town with the highest quality, most flexible, most efficient means of specified services and/or materials. The Town reserves the right to contact respondents at its discretion for further clarification or questions concerning the bid proposals. The contract will be awarded to the lowest, responsive, responsible bidder.

Proposals need to be sealed and delivered to:

Town of Mooresville

413 N. Main St.

Mooresville, NC 28115

Attn: Jessie Colton by Friday, June 14, 2024 at 5:00 pm.

2.2. Proposal Preparation

A. An authorized representative of the Offeror shall the sign proposal. All information requested should be submitted. Failure to submit all information requested may result in a lowered evaluation of the proposal. Proposals which are substantially incomplete or lacking key information may be rejected. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

B. Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

C. Ownership of all data, materials, and documentation originated and prepared for the Offeror pursuant to the RFP will belong exclusively to the Offeror and be subject to public inspection.

Trade secrets or proprietary information submitted by an Offeror shall be identified with the data or other material as submitted. Offerors must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The Offeror reserves the right to ask for additional clarification prior to establishing protection.

3. Procurement Process

3.1. Timeline

The timeline in the Introduction is provided for information purposes. Please note that dates are approximate and are subject to change, as applicable addenda may be issued if and when critical dates are changed.

Proposals will be received until exactly 5:00 pm EST, Friday, June 14, 2024 and not later. Responses shall not be submitted via the Town's eProcurement Portal

Proposals submitted in any other fashion shall not be accepted, unless otherwise noted in this RFP.

3.2. Interpretations and Clarifications

Questions or clarification of this RFP must be made in writing to the Purchasing Manager via the

Town's eProcurement Portal Q&A Feature. Questions must be submitted by 5:00 pm on Friday, May 24, 2024.

3.3. Submission of RFP

The proposal shall be submitted no later than 5:00 pm EST, Friday, June 14, 2024,and delivered to

Town Hall, 413 N. Main Street Mooresville, NC 28115. Attention: Jessie Colton

• Proposals should be clearly marked Bunker Renovation and Tee Box Expansion for

Mooresville Golf Club, 2024-RFP-038

• When received, all proposals and supporting materials, as well as correspondence relating to the RFP, shall become the property of the Town.

• Proposals sent by any other method shall not be accepted, unless otherwise noted in this

RFP.

• As allowed under NCGS 143B.129.8, proposals will not be made available to inspect or copy until the contract has been awarded.

• In submitting a proposal, it is understood by the vendor that the Town reserves the right to reject any and all proposals and to waive any irregularities or informalities in proposals when to do so is in the best interest of the Town.

• Any proposal may be withdrawn or modified by the vendor, provided such withdrawal or modification occurs before 5:00 pm on Friday, June 14, 2024.

• If a proposal includes any proprietary data or information, such data or information must be specifically identified as such on every page on which it is found. Data or information so identified will remain confidential to the extent allowed by North Carolina law pursuant to GS 132-1.2 and will be used by Town personnel solely for the purposes of evaluating proposals and conducting contract negotiations.

• All prices quoted must be firm for a period of 300 days following the proposal deadline.

• The cost of preparing a response to the RFP will not be reimbursed by the Town.

• As applicable, proposals should include all necessary brochures or literature of proposed equipment or service.

• No agreements with any selected vendor shall be binding until a contract is signed and executed by the Town Manager or Mayor and authorized representatives of the vendor.

3.4. Proposal Content

Proposals should be as thorough and detailed as possible so that the Evaluation Committee may properly evaluate the Offeror's capabilities to provide the required services. Proposals should contain the following information:

• Offeror’s Proposal and required attachments. Note: addenda (if any) must be acknowledged via the Town's eProcurement Portal.

• Cover letter presenting the vendor’s understanding of the project, a summary of the approach to be undertaken to perform the services, as well as a summary of the costs to provide the services. It should be signed by an individual authorized to execute binding legal documents on behalf of the vendor and include the names, address, and telephone numbers of the vendor, the executive that has the authority to contract, and the company point of contact for the Town.

• The vendor shall submit an executive summary, which shall, at a minimum, include an identification of the proposed project team, responsibilities of the project team, and a summary of the proposed services. The summary should also highlight aspects of the proposal which make it superior or unique in addressing the needs of the Town.

• Vendor shall include information concerning experience, including name, address, phone number, and email for primary contact, number of professional staff members who will be assigned to work on the project and a list of their specialties, and years of experience in their respective fields. If more than one firm is part of the team, please show experience working with other team members/firms. In addition, please describe why you feel that your services, from a technical and functional perspective, are the best fit for the

Town

• Describe how your organization shall fulfill the Town’s requirements for a program designed to meet the current and future needs.

• Describe what your timeline would be if your organization was awarded the contract and include an estimated timeframe outline to complete each task as outlined in the Scope of

Work. Provide a report of prior experience in delivering services within the prescribed time frame.

• Describe how changes to the contract, including additions and deletions, would be handled administratively and operationally.

4. Selection Process

4.1. Award of Contract

• Upon review of proposals, the Town will select a single vendor to provide the services sought within the content of this RFP. Pursuant to G.S. 143-129, the Town will award the contract to the lowest, responsive, responsible bidder. Negotiations may be undertaken with the vendor whose proposal is the best overall and whose understanding, qualifications, experience, technical approach, and financial terms show them to be qualified, responsible, and capable of providing the services, only in the case where the lowest, responsive, responsible bid exceeds the funds available for the project.

4.2. Selection Criteria

Proposals will be evaluated and scored by a committee consisting of various departmental personnel on the basis of the following criteria, which will be accorded equal weight:

• Ability of vendor and willingness of vendor to modify processes as needed based on the

Town’s needs.

• Ability of vendor to meet the time schedule of the project. Preference will be given to proposals demonstrating an ability to carry out the tasks and responsibilities outlined in the proposal in a prompt and efficient manner.

• Vendor record of performance and integrity. Preference will be given to respondents demonstrating strong capabilities, experience, and reputation in undertakings similar to those described in this RFP.

• Overall response to the proposal.

The evaluation committee may conduct interviews with the finalists to clarify information provided in the proposals. Vendors will be notified if an interview is needed with them.

Following the criteria listed in G.S. 143-129, the Town will make a final selection based on the evaluation committee’s recommendation and other factors the Town deems to be in its best interest, which factors shall be recorded.

5. Evaluation Phases

No. Evaluation Criteria Scoring Method Weight (Points)

1. Ability of vendor and willingness of vendor to modify equipment and processes as needed based on the Town’s needs.

Points Based 25 (25% of Total)

2. Ability of vendor to meet the time schedule of the project.

Preference will be given to proposals demonstrating an ability to carry out the tasks and responsibilities outlined in the proposal in a prompt and efficient manner.

Points Based 25 (25% of Total)

3. Vendor record of performance and integrity.

Preference will be given to respondents demonstrating strong capabilities, experience and reputation in undertakings similar to those described in this RFP.

Points Based 25 (25% of Total)

4. Overall response to the proposal. Points Based 25 (25% of Total)

6. Scope of Work

6.1. Bunker Renovation

The bunker renovation will consist of the following:

• 71 total bunkers and roughly 54,000 square feet of area

• Removal of existing bunker sand and dispose of on-site

• Existing drainage will be inspected for proper flow

• Add 2 inches of gravel to the gravel trenches

• Faces of bunkers that have excess sand built up will be stripped and taken to original face and resodded.

• All bunker surrounds will be stripped

• All bunker edges will be brought back to the original shape

• 2 inches of Capillary or comparable concrete installed in all the bunkers

• 5 inches of G-Angle or comparable sand will be installed in the bottom of the bunkers and 4 inches on the face

• Zorro or comparable zoysia grass will be installed on bunker faces and surrounds upon completion

• 5 fairway bunker floors will be raised to allow for easier advancements out of these bunkers

• Removal of one bunker at the chipping green and sodded

6.2. Tee Box Expansion

The tee box expansion will consist of the following:

• Expanding 15 tee boxes totaling 22,000 square feet

• Strip sod from the tees, laser level and sand cap with 4 inches of 90/10 root zone mix

• Install 22,000 square feet of Zorro or comparable zoysia grass sod

• Filling in an old catch basin and shaping it to match the existing grade and contour of the hole

#16.

• Install 419 Bermuda grass sod on the area that was filled in and reshaped

• Remove any excess material that is left after the installation

7. Additional Town Requirements

7.1. Standard Vendor Agreement

Please note, the awarded vendor will be required to sign the Town’s standard services contract. A copy of the contract can be viewed at:

https://cms5.revize.com/revize/mooresvillenc/Site%20Documents/Purchasing/StandardVendorContract.p df

7.2. Account Manager and Invoicing

Vendor must provide a single designated account manager to work with the Town as a point of contact who will have full authority over the contract, equipment and personnel who will be assigned to the

Town.

The vendor must provide one invoice in a PDF document, Excel spreadsheet or other agreed upon format emailed to the appointed Town contact monthly or quarterly. The invoice terms will be Net 30. The invoice shall, at minimum, include:

• Invoice number

• Bill/Invoice date

• The Town’s Purchase Order Number

• Department name and location

Please note: The Town is not tax exempt. Invoice totals should include sales tax if applicable.

The Town will require the awarded vendor to be registered with the NC Secretary of State.

https://www.google.com/url?q=https://cms5.revize.com/revize/mooresvillenc/Site%2520Documents/Purchasing/StandardVendorContract.pdf&sa=D&source=docs&ust=1686628152682999&usg=AOvVaw1ao_ziPrSnrZVzlZSPSR2v https://www.google.com/url?q=https://cms5.revize.com/revize/mooresvillenc/Site%2520Documents/Purchasing/StandardVendorContract.pdf&sa=D&source=docs&ust=1686628152682999&usg=AOvVaw1ao_ziPrSnrZVzlZSPSR2v

8. Vendor Questionnaire

8.1. Do you accept all terms and conditions of this RFP?*

☐ Yes

☐ No

*Response required

8.2. Firm Information*

Please provide:

Name of Firm

Address of Firm:

Tax ID#

Name of Contact

Email of Main Contact

Telephone Number of Main Contact

*Response required