Doty Park Playground RFP Final.pdf

REQUEST FOR PROPOSAL

Doty Park Playground

RFP 2025-000901

Town of Summerville Proposals are due:

Monday, November 10, 2025

1:00pm

Introduction

The Town of Summerville is seeking to hire a company for the removal of existing equipment and EWF surfacing, installation of drainage, and the design and installation of new accessible playground equipment at Doty Park located at 320 N Laurel St, Summerville SC 29483. The Town intends to increase the playground size by incorporating the space currently between the two fences; see appendix 1 site photo. With the incorporated area, the playground will be approximately 5,225 square feet. The Town is seeking an inclusive design with artificial turf surfacing, poured in place safety surfacing, or a combination of the two. Companies are encouraged to incorporate shade into their design. The budget for this project is not to exceed $500,000.

Tentative Schedule

• October 16 – Mandatory site walk-through, 10 a.m.

• October 30 – Deadline for questions, 5:00 p.m.

• November 10 – Proposal deadline, 1:00 p.m.

• November 12 – December 2, 2025 - Evaluation of submittals

• December 8, 2025 – Contract Awarded by Council

Project Scope and Deliverables

The scope of the project for the Doty Park playground includes, but may not be limited to:

• The Company is responsible for confirming exact dimensions of the playground space.

• The Company is responsible for locating all existing utilities within the limits of the project and shall be responsible for repairing any damaged utilities at no cost to the Town.

• Convert one playground entrance to meet ADA standards. See photo of entrance in

Appendix I.

• Remove existing playground equipment and EWF surfacing, haul off site, and discard.

Note both spinners are going to be repurposed and should be provided to Town staff for transport off site.

• Playground equipment must meet or exceed all current Federal CPSC, ASTM, IPEMA, and ADA standards and should focus on inclusive play experiences.

• The playground equipment should accommodate a wide age range, but should focus on children ages 5-12. All equipment should be clearly labeled with its intended age use.

• Installation of the equipment should meet current playground safety standards and should be inspected by a CPSI at installation finish.

• Installation of artificial turf with cooling infill, poured in place safety surfacing, or combination of both meeting ASTM standards.

• Extend brick and fence to close gap of newly incorporated area. See photo of this area in Appendix 1.

• Installation of necessary French drains exiting the playground on the NE side of the playground to provide adequate drainage. There currently is no drainage in the playground area.

• Incorporating shade structures into the design of the playground is preferable.

• The Company shall provide proof of liability insurance and Worker’s Compensation

Insurance as outlined below with the RFP submittal. The Town assumes no responsibility with respect to accidents, illness, or claims arising out of any work undertaken with the assistance of funds paid under the contract. The company shall take necessary steps to insure or protect itself and its personnel. The company agrees to comply with all applicable local, state, and federal occupational and safety acts, rules and regulations.

• The Company may work during daylight hours only.

• Clean site of all debris created from the construction process.

• Submit all permit applications through the Town of Summerville when required. Please note, permit fees will be waived.

• This project is partially funded by the U.S Department of Housing & Urban Development, Community Development Block Grant (CDBG) funds therefore Davis Bacon Compliance and entity UEI registration through SAM.gov will be required. The Town of Summerville will be managing the project. All work shall be completed in accordance with the Town’s Ordinance and HUD regulations.

• The awarded party and all subcontractors must submit/have a current Town of Summerville business license at contract signing and prior to commencing work.

Any deviations from the scope should be outlined in proposal with justification for change.

Process

• Mandatory site visit (320 N Laurel St) by interested companies October 16, at 10am.

• Review of RFP submittals

• Select Company

• Begin Project

• Complete Project

• Review and sign off on all completed work as agreed on

• Payment to Company

RFP Submission Requirements

Only acceptable submission type is electronic.

All Proposals will be accepted via www.bidnetdirect.com - No email, faxed or mailed submissions will be accepted.

All proposals must be received by 1:00 pm EST, on Monday, November 10, 2025.

All submittals must be in 8-1/2"x11" format except where noted below. Submittals should include:

http://www.bidnetdirect.com/

• An introductory letter

• Resumes for key team members that will be working on the project

• Brief description of 2 previous projects performed by the company that were similar in scope with references

• Proposed Timeline with estimated completion.

• Conceptual design (multiple options for play pieces are encouraged). Conceptual designs may be larger than 8-1/2"x11".

• Provide warranty information where available.

• Specifications for proposed artificial turf and poured in place safety surfacing options.

• Proposed budget including but not limited to: design, removal of equipment, installation of new equipment and safety surfacing, delivery charges, modifications to fence, and any other fees.

• Entity UEI Number received by SAM.gov The entire submittal package shall not exceed fifteen (15) pages.

Consultant Selection Criteria

RFP’s will be received and evaluated by a selection committee. Proposals will be evaluated on the following items:

• Best & unique use of facility – 0-30 points

• Company’s approach to inclusive play and inclusive pieces selected – 0-15 points

• Quality and play value of the equipment – 0-25 points

• Quality of surfacing – 0-15 points

• Incorporation of shade into the design – 0-10points

• Construction Timeline – 0-5 points

If desired, top companies may be invited to interview with the Town selection team.

Contact & Question Period

All questions accepted online via BIDNETDIRECT.com - Questions Tab All Questions due by October 30, 2025 – 5:00pm

No communication shall occur regarding this RFP, including requests for information or speculation between companies or any of their members and any Town elected official or employees other than those named above. Failure to comply with this provision may result in the Company's proposal being removed from consideration. Any cost incurred by the Company in preparation, transmittal, or presentation of any information or material submitted in response to the RFP shall be borne solely by the Company.

Confidentiality Responses to the RFP will become public records and, therefore, will be subject to public disclosure. However, South Carolina Statutes provide a method for protecting some documents from public disclosure. If the company designates a document as confidential or a trade secret, the Town will withhold the document from public disclosure to the extent that is entitled or required to do so by applicable law, and will return the document after selection.

Drug Free Workplace: (Note: This clause applies to any resultant contract of $50,000.00 or more.)

The State of South Carolina has amended Title 44, Code of Laws of South Carolina, 1976, relating to health, by adding Chapter 107, so as to enact the Drug Free Workplace Act. (See Act. No. 593, 1990 Acts and Joint Resolutions). By submission of a signed solicitation, you are certifying that you will comply with this act. (See Section 44-107-30).

Insurance Requirements: The Company shall not commence work under this RFP until they have obtained all insurance listed within this section and the designated Town Official and Town Attorney have approved such insurance coverage. Insurance certificates are required from the Company, service providers and all subcompany’s performing work on the project. Note: no contract or its provisions may be assigned, sublet, or transferred without written consent of the Town.

Worker’s Compensation Insurance: The Company shall provide and maintain during the life of this contract, the statutory Workers Compensation Insurance of $1,000,000 as required by all applicable Federal, State, Maritime or other laws including Employers Liability for all of his employees to be engaged in work on the project under this contract, and in case any such work is sublet, the Company shall require the subcompany similarly to provide Statutory Workmen’s Compensation and Employer’s Liability Insurance of $1,000,000 for all of the latter’s employees to be engaged in such work. The requirements for Worker’s Compensation Insurance coverage will not be waived.

Liability Insurance: The Company shall provide and maintain during the performance of work under this RFP, General Liability and Property Damage insurance in the following amounts, to protect himself, his agents and his employees from claims for damage for personal injury, including wrongful and accidental death and property damage which may arise from operations under this RFP, whether such operations be performed by himself or his employees.

GENERAL LIABILITY $1,000,000 Per Person /$1,000,000 Each Occurrence PROPERTY DAMAGE $1,000,000 each Occurrence

AGGREGATE $2,000,000

Comprehensive Automobile Liability. The Company shall provide and maintain during the performance of work under this RFP, Comprehensive Automobile Liability Insurance, including protection for liability arising out of owned, non-owned and hired vehicles. The policy shall be extended to provide contractual coverage for the Hold Harmless Agreement, which is part of these Instructions to Interested parties. The limits of liability shall be as follows:

BODILY INJURY $1,000,000 Per Person/$1,000,000 Each Occurrence PROPERTY DAMAGE $1,000,000 each Occurrence

EXCESS OR UMBRELLA LIABILITY with a limit of not less than $1,000,000 per occurrence and $2,000,000 aggregate.

Said insurance shall be written by a company or companies approved to do business in the state of South Carolina and acceptable to the Town. Before commencing any work hereunder, certificates evidencing the maintenance of said insurance shall be furnished to the Town.

The Town, its officials, employees and volunteers are to be covered as additional insured as respects: liability arising out of activities performed by or on behalf of the Company, including the insured’s general supervision of the contract; products and completed operations of the Company; premises owned, occupied or used by the Company; or automobiles owned, leased, hired or borrowed by the Company. The coverage shall contain no special limitations on the scope of protection afforded to the Town, its officials, employees or volunteers and it shall be stated on the Insurance Certificate with the provision that this coverage is primary to all other coverage the Town may possess.

Each insurance required by the Town shall be endorsed to state that coverage shall not be suspended, voided, cancelled by either party or reduced in coverage or in limits, except after thirty (30) days prior written notice has been given to the Town.

All certificates and endorsements must be received and approved by the Town within five

(5) days after notification of the project award. It is required that the Town’s Purchasing Agent receives an original certificate of insurance. Faxed copies are not acceptable.

The Town shall withhold payments to the Company if the required certificates of insurance and endorsements are canceled or if the Company otherwise ceases to be insured as required herein.

Affirmative Action/Equal Opportunity Clause:

During the performance of this contract, the Company agrees as follows:

1. The Company will not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity, or national origin. The Company will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color, religion, sex, sexual orientation, gender identity, or national origin. Such action shall include, but not be limited to the following:

a. Employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Company agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause.

The Company will, in all solicitations or advertisements for employees placed by or on behalf of the Company, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.

2. The Company will not discharge or in any other manner discriminate against any employee or applicant for employment because such employee or applicant has inquired about, discussed, or disclosed the compensation of the employee or applicant or another employee or applicant. This provision shall not apply to instances in which an employee who has access to the compensation information of other employees or applicants as a part of such employee's essential job functions discloses the compensation of such other employees or applicants to individuals who do not otherwise have access to such information, unless such disclosure is in response to a formal complaint or charge, in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or is consistent with the Company’s legal duty to furnish information.

3. The Company will send to each labor union or representative of workers with which he has a collective bargaining contract or other contract or understanding, a notice to be provided advising the said labor union or workers' representatives of the Company’s commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment.

4. The Company will comply with all provisions of Executive Order 11246 of September

24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor.

5. The Company will furnish all information and reports required by Executive Order

11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations, and orders.

6. In the event of the Company's noncompliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, this contract may be canceled, terminated, or suspended in whole or in part and the Company may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Executive Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law.

Contract Work Hours and Safety Standards Act:

1. The Company must comply with 40 U.S.C. 3702 and 3704, as supplemented by Department of Labor regulations (29 CFR Part 5). Under 40 U.S.C. 3702 of the Act, each Company must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week.

Requirements of 40 U.S.C. 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous, or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence.

2. The Company must comply with HUD-4010 Federal Labor Standards Provisions.

3. The Company shall comply with the in labor standards in Section 110 of the Housing and Community Development Act of 1974, as amended and ensure that all laborers and mechanics employed by the Company or subcontractors shall be paid wages at rates not less than those prevailing on similar construction in the locality as determined by the Secretary of Labor in accordance with the Davis-Bacon Act, as amended (40 U.S.C. 3141, et seq.), and 29 CFR part 1, 3, 5, 6, and 7. The Company agrees to comply with the Copeland Anti- Kick Back Act (18 U.S.C. 874) and it’s implementing regulations of the U.S.

Department of Labor at 29 CFR part 3 and part 5. The Company shall maintain documentation that demonstrates compliance with applicable hour and wage requirements.

4. Subcontracting with Small and Minority Companies, Women’s Business Enterprise and

Labor Surplus Areas: It is national policy to award a fair share of contracts to disadvantaged business enterprises (DBEs), small business enterprises (SBEs), minority business enterprises (MBEs) and women’s business enterprises (WBEs). Accordingly, affirmative steps must be taken to assure that DBEs, SBEs, MBEs and WBEs are utilized when possible as sources of supplies, equipment, construction and services. Affirmative steps shall include the following:

a. Including qualified DBEs, SBEs, MBEs and WBEs on solicitation lists;

b. Assuring that DBEs, SBEs, MBEs and WBEs are solicited whenever they are potential sources;

c. Whenever economically feasible, dividing total requirements into smaller tasks or quantities so as to permit maximum participation by DBEs, SBEs, MBEs and WBEs;

d. Where the requirement permits, establishing delivery schedules which will encourage participation by DBEs, SBEs, MBEs and WBEs;

e. Using the services and assistance of the Small Business Administration, Minority

Business Development Agency, the State Office of Small and Minority Business

Assistance, the U.S. Department of Commerce and the Community Services Administration as required; and

f. Requiring the subcontractor, if any, to take the affirmative actions outlined in (a) – (e) above.

General Terms and Conditions:

• Respondents to this request shall be responsible for the accuracy of the information provided.

• RFP’s, amendments or withdrawal requests must be received by the time advertised for RFP opening to be timely filed. It is the Interested party’s sole responsibility to ensure that all required RFP documents are received by the Town at the time indicated in this solicitation document. Any withdrawal request received after the time of RFP opening must have proper approval of the Director of Parks & Recreation and Finance Director.

• The Town of Summerville reserves the right to reject any submittals, to waive minor irregularities in any submittal, to issue additional requests, and to substantially modify or terminate the project at any time before the final execution of a contract. The Town also reserves the right to choose not to proceed with this project or re-issue the Request for Proposals.

• The Town of Summerville shall not be responsible for any costs incurred by the respondent(s) in preparing, submitting, or presenting its response to the RFP or the interview process.

• The Town cannot legally enter into an indemnity/hold harmless agreement. The Town will, however, require the successful bidder indemnify/ hold harmless the Town for any claims for damages, losses, including cost and attorney fees for its performance of the duties under the contract.

• Nothing contained herein shall require the Town of Summerville to enter into exclusive negotiations;

• The Town of Summerville reserves the right to request clarification of information submitted and request additional information from any respondent.

• The Town of Summerville will not accept any submittal after the time and date specified on the RFP.

• The qualifications of each member of the team are essential criteria in the selection process. The selected team will not be allowed to substitute any members without prior approval by the Town of Summerville.

• In the interest of a fair and equitable process, the Town of Summerville retains the sole responsibility to determine the timing, arrangement, and method of proposal presentations throughout the selection process.

• This solicitation is intended to promote full and open competition. If any language, specifications, terms and conditions or any combination thereof restricts or limits the requirements in this solicitation to a single source, it shall be the responsibility of the interested party to notify the Town, in writing, no later than five (5) business days prior to the scheduled due date and time.

General Terms and Conditions Continued:

• The Town reserves the right to waive any Instruction to Interested parties, General or Special Provisions, General or Special Conditions or specifications deviation if deemed to be in the best interest of the Town.

• The laws of South Carolina shall govern this Agreement. All litigation arising under said Agreement shall be litigated only in a Circuit court for the First Judicial Circuit of Dorchester County, St. George, South Carolina. The prevailing party shall be entitled to attorney’s fees and the cost of said litigation.

• The Town, its officials and employees shall be held harmless from liability from any claims, damages and actions of any nature arising from the use of any materials furnished by the Company, provided that such liability is not attributable to negligence on the part of the Town or failure of the Town to use the materials in the manner outlined by the Company in descriptive literature or specifications submitted with the Company’s RFP.

• The Company certifies that it is not listed on the government-wide exclusions in SAM, in accordance with the OMB guidelines at 2 CFR 180 and 2 CF 1200 that implement Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689 (3 CFR part 1989 Comp., p. 235), “Debarment and Suspension.”

• This project is being funded in part or in whole by the Town’s CDBG funds. All Company’s and subcompany’s are required to be registered in the Federal System for Award Management (SAM) and may not be debarred from doing business with the Federal government. Respondents on this work will be required to comply with all applicable Federal regulations.

• The company shall comply with all applicable provisions of the Federal “Hatch Act” as amended.

• Restrictions For Lobbying: In accordance with 31 U.S.C. 1352, funds received under this contract may not be expended to pay any person or influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of any agency, or an employee of a member of Congress in connection with any of the following covered Federal actions: the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant loan, or cooperative agreement. This restriction is applicable to all subcompanies and must be included in all subcontracts.

• Audits and Reviews: The company shall, throughout the life of the contract, participate in State and Federal audits. The company shall provide support to the Town during any and all audits. The support shall include, but shall not be limited to, producing documentation, gathering data, preparing reports or correspondence, and assisting the Town in responding to questions.

• Gratuities and Kickbacks: It shall be unethical for any person to offer, give or agree to give any employee or former employee, or for any employee or former employee to solicit, demand, accept or agree to accept from another person a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, preparation or any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any proceeding or application, request for ruling, determination, claim or controversy, or other particular matter pertaining to any program requirement of a contract or subcontract, or to any solicitation or proposal therefore. It shall be unethical for any payment, gratuity or offer of employment to be made by or on behalf of a subcompany under a contract to the prime Company, or to hire any subcompany, or any person associated therewith, as an inducement for the award of a subcompany or order.

Bid Sheet

Total Project Cost $

If you have substitutions or additional options, please provide information here:

Company Name, as registered with the IRS Authorized Signature

Correspondence Address Printed Name

City, State, Zip Title

Date Telephone Number

Bids shall be valid for 90 days from the date of proposal submittal.

Appendix I

Site Location & Photos

Summerville, SC

Area to be incorporated into playground

Gate to be converted

Area to be incorporated