Fieldstone Golf Club Cart Path Paving.pdf

FIELDSTONE GOLF CLUB OF AUBURN HILLS

REQUEST FOR PROPOSAL -- 2025 CART PATH PAVING AND DRAINAGE IMPROVEMENTS

PROPOSAL NUMBER: RFP-CAH-09-26-2025-001

PROPOSAL ITEM: Fieldstone Golf Club 2025 Cart Path Paving and Drainage Improvements

PROPOSAL DEADLINE: September 26, 2025, 10:00 AM

The City of Auburn Hills is seeking responses from qualified contractors to perform comprehensive cart path improvements on seven separate pathways from Hole 12 to Hole 18 at Fieldstone Golf Club during Fall 2025. This project encompasses both full reconstruction of deteriorated sections and overlay work on existing paths, along with targeted drainage improvements to address persistent water pooling issues. The following document outlines the complete scope of work, specifications, and requirements for this improvement project. Sealed proposals will be received at the City Clerk's Office, located at 1827 N. Squirrel Road, Auburn Hills, MI 48326 until 10:00 AM EST, September 26, 2025. A mandatory pre-submission walkthrough is scheduled for this project at Fieldstone Golf Club (1984 Taylor Road, Auburn Hills) on September 17, 2025, at 8:00 AM.

BACKGROUND

The City of Auburn Hills is a distinguished municipal leader in southeast Michigan. Home to approximately 25,000 residents, with a workday population of approximately 60,000. Auburn Hills is a thriving global business address with over 70 international corporations, including World and North American headquarters for many outstanding businesses. Auburn Hills’ residents enjoy the amenities of city and suburban living with parks, a revitalized downtown district, and a welcoming city complex with a library and community center. Additionally, the city has four colleges and universities, and Great Lakes Crossing Outlets (one of the state’s largest destination shopping centers)

Fieldstone Golf Club (FGC) is an exceptional 18-hole public golf course located in Auburn Hills, Michigan. Situated in an easily assessable Detroit suburb, Auburn Hills is a distinguished location for automotive and high-tech businesses whose employees’ frequent FGC. Fieldstone Golf Club has consistently averaged over 32,500 starts for the past 10+ years. The course offers an exceptional variety of hole designs by the renowned architect, Arthur Hills, that combines diverse landscape and wetlands with gently rolling fairways through majestic hardwoods.

RFP SCHEDULE

September 12, 2025 RFP Post Date September 17, 2024 Mandatory Walk Through Meeting at 8:00 AM September 24, 2024 Questions submitted by 4:00 pm September 26, 2024 Bid due date by 10:00 AM

SCOPE OF WORK

• The City of Auburn Hills requires that all work specified in this Request for Proposal (RFP) be completed no later than November 1st, 2025

• Remove and replace approximately 746 feet of existing deteriorated asphalt cart path and perform asphalt overlay work to an estimated 5,188 feet of pathway from Hole 12 Green to Hole 18 bridge.

This includes the removal of any tree roots that are causing damage to the existing path.

• Re-grading and installation of a minimum 4” inches of 21 AA limestone aggregate base as necessary to provide a stable base for the new asphalt path.

• Paving of cart paths with a minimum 2” inches of HMA 5EML asphalt overlay. The new cart path should match the existing widths at 8 feet following the current alignment. All R&R areas should be a minimum 4” compacted depth.

• Apply a full tack coat on all overlay areas and construction joints. Cut and remove sod edges to provide a clean, finished appearance with straight lines.

• Assess and construct cart path drainage improvements near Hole 14, including installation of edge drains, culverts, or grading modifications as necessary to eliminate pooling water. Provide detailed drainage plan for approval prior to construction.

• Contractor is responsible for mobilization of equipment, installation of any temporary roads/paths needed for equipment or material access, and removal of these temporary access ways upon completion.

• Contractor shall restore any areas of turf, landscaping, or other property disturbed by the work to their original condition or better.

• Contractor shall coordinate with Fieldstone Golf Club staff to relocate or adjust any irrigation components impacted by the project. Any irrigation components damaged during construction shall be repaired or replaced by the contractor at no additional cost.

• Contractor will be responsible to rope off work areas, maintaining speed of play, and minimizing course interruption.

• Contractor is required to provide detailed list of needs during construction and a detailed plan of how construction will be performed while the course is OPEN and play continues.

PROPOSAL INSTRUCTIONS

Proposals to receive consideration shall be received prior to the specified time of opening as designated on the bid form. NO LATE PROPOSALS WILL BE ACCEPTED. Proposals are considered received when received and date stamped by the office of the City Clerk. Envelopes are to be clearly marked PROPOSAL NUMBER AND BID NAME.

Sealed proposals may be submitted to the office of the City Clerk at 1827 N. Squirrel Road, Auburn Hills, Michigan 48326.

1) PREPARATION OF PROPOSAL

A) Proposers are expected to examine specifications and all instructions. Failure to do so will be at the proposer’s risk.

B) Each Proposer shall furnish all information required on the proposal form. Erasures or other changes must be initialed by the person signing the proposal form.

C) All Proposers shall carefully examine the RFP documents. Any ambiguities or inconsistencies shall be brought to the attention of the City in writing before the due date; failure to do so, on the part of the Proposer, will constitute acceptance by the Proposer of any subsequent decision. Any questions concerning the intent, meaning and interpretations of the RFP documents, shall be requested in writing and received by the City no later than September 24, 2025. The City will not be responsible for any oral instructions made by any employee(s) of the City regarding this RFP. Oral statements given before the proposal due date will not be binding.

2) SUBMISSION OF PROPOSAL

A) All proposals shall be submitted in sealed envelopes and shall include the following information on the face of the envelope:

Proposer’s Name Proposer’s Address Proposal Number Proposal Item (Name of Proposal)

Failure to do so may result in a premature opening or failure to open such proposal. All proposals must be hand delivered for mailed to:

Auburn Hills City Clerk’s Office 1827 N. Squirrel Road Auburn Hills, MI 48326

B) Proposers are responsible for submitting proposals before stated closing time. Delays in the mail will not be considered. Any proposal received after the stated deadline will be rejected.

C) Any proposal may be withdrawn by giving written notice to the Clerk’s Office before stated closing time.

After stated closing time, no bid may be withdrawn or canceled for a period of Ninety (90) days after said closing time.

D) The proposer shall specify a unit price for each item listed and total of all items listed. Unit price will prevail on all items.

3) CONSIDERATION OF PROPOSALS

A) Proposals submitted on bid form are understood to be according to specified data. Proposers are responsible for any and all costs associated with the preparation and submittal of their bid.

In cases where an item is requested by a manufacturer’s name, trade name, catalog number, or reference, it is understood that the bidder proposes to furnish the item so identified or an item of equal quality and value.

Reference to any of the above is intended to be descriptive but not restrictive and only indicates articles that will not be satisfactory. Bids of “equal” will be considered, provided that the bidder states in his/her proposal exactly what he/she proposes to furnish, including illustration or other descriptive matter which will clearly indicate the character of the article covered by such proposal.

B) The City of Auburn Hills hereby reserves the right to approve as an equal, or reject as not being an equal, any article proposed which contains major or minor variations from substantially therewith. The City may waive irregularities in the bid process as it deems appropriate.

C) The City of Auburn Hills reserves the right, when it is deemed to be in the best interest of the City, to award the proposal in its entirety, in part, or not at all.

D) All Proposers, sub-Proposers and their employees must comply with all Federal, State, and Local laws.

4) TERMS

A) All bids to be tax exempt, State of Michigan #38-6029813.

B) All bid quotations will be based on F.O.B. Destination.

Please direct your questions by email to Chip Hierlihy, PGA Member Professional – chierlihy@auburnhills.org by September 24, 2025. Any questions received after this date will not be considered. All questions will be answered by September 25, 2025.

Insurance Requirements & Other Conditions

Pricing shall be stated in units of quantity specified in the Proposal Document. In case of a discrepancy in computing the amount of the proposal, the unit price proposal will govern.

The proposal evaluation criteria should be viewed as standards, which measure how well a vendor’s approach meets the desired requirements and needs of the City.

All proposals shall be opened publicly at the date and time specified. Each shall be recorded with the name of the proposer. All proposals shall be in accordance with the Purchasing Ordinance and the requirements of this notice to be deemed “responsive.”

No proposal will be accepted from any person, firm or corporation who is in arrears upon any obligation to the City or who otherwise may be deemed irresponsible or unreliable by the City.

No proposal will be allowed to be withdrawn after it has been deposited with the City of Auburn Hills, except as provided by law. All proposers are held to prices proposed for 180 days or award, whichever comes first, except the successful proposer whose prices shall remain firm through contract expiration.

Any deviation from the scope of work must be noted in the proposal.

The Request for Proposal document together with its addenda, amendments, attachments and modifications, when executed, becomes the contract or part of the contract between the parties.

Any proposal submitted which requires a down payment or prepayment of any kind prior to work completion and full acceptance as being in conformance with specifications will not be considered for award.

All costs incurred in the preparation and presentation of this proposal, in any way whatsoever, shall be wholly absorbed by the prospective firm. All supporting documentation shall become the property of the City of Auburn Hills unless requested otherwise at the time of submission. The confidentiality or disclosure of any information submitted is governed by the Michigan FOIA. The City cannot promise, warrant or guarantee confidentiality nor will the information presented be exempt from disclosure under the FOIA. The City may honor requests for confidentiality only to the extent that FOIA permits.

The City reserves the right to waive any informality in the proposal received, and to accept any proposal or part mailto:chierlihy@auburnhills.org thereof, which it shall deem to be most favorable to the interests of the City of Auburn Hills.

Any deviation from the Auburn Hills specifications must be noted in the proposal.

Insurance requirements for work on or within city property/facilities

1. Liability Insurance

An ACORD certificate of insurance, or its equivalent, shall be furnished to the City of Auburn Hills at 1827 North Squirrel Road, Auburn Hills, Michigan 48326 evidencing insurance in force for the duration of and applicable to this contract and/or temporary events/special event with an insurance company acceptable to the City of Auburn Hills with a minimum A.M. BEST rating of “A-”, and the following minimum requirements:

a. General Liability (affording coverage not less than ISO Commercial General Liability coverage form):

a) Check mark indicating occurrence as opposed to claims made form

b) Limits of Liability:

$1,000,000 each occurrence $2,000,000 general and products-completed operations aggregates

c) Personal Injury $2,000,000 aggregate

b. Automobile Liability:

a) Check mark indicating coverage as to any automobile.

b) Certificate must reflect Michigan “No Fault” PIP and PPI statutory coverages are also afforded.

c) Limits of Liability: $1,000,000 combined single limit

c. Commercial Umbrella (Excess) of at least $4,000,000.

d. The Proposer shall insure the Proposer’s equipment and property and the City and those persons and entities described in section 1(e) herein shall not be liable and/or responsible for any damage to said equipment and/ or property.

e. Description section of ACORD form is to read: It is understood and agreed that the following shall be additional insured: The City of Auburn Hills, including all elected and appointed officials, all employees and volunteers, all boards, commissions, and/or authorities, including but not limited to the Tax Increment Finance Authority, Brownfield Redevelopment Authority and the Downtown Development Authority, and their officers, employees, representatives and volunteers. The coverage shall be primary to the additional insured and not contributing with any other insurance or similar protection available to the additional insured. This shall not apply to the Proposers’ required worker’s compensation/employer’s liability.

f. The Description of Operation section of the Certificate shall also name or describe the project and/or event for which coverage is provided.

2. Owner’s and Proposer’s Protective Liability is required by City

If applicable, the Proposers shall procure and maintain during the life of the contract Owner’s and Proposer’s Protective Liability Insurance in the name of the City of Auburn Hills, in an amount not less than $2,000,000 per occurrence, and $4,000,000 aggregate for injuries, including death, to persons and property damage including loss of use thereof. This insurance shall be from an insurance company acceptable to the City of Auburn Hills.

3. Workers Compensation

The Proposers shall procure and maintain during the life of the contract, statutory Michigan Workers Compensation and Employers Liability Insurance for all employees employed at or in the vicinity of the Proposers’ property, or any property used in connection with the Proposers’ operation or in carrying out any work related to this contract.

Michigan Workers Compensation and Employers Liability Insurance shall be procured and maintained with the following limits of liability:

- $500,000 E.L. each accident

- $500,000 E.L. each disease – each employee

- $500,000 E.L. Disease – Policy Limit

This insurance shall comply with all applicable rules and regulations of the State of Michigan and shall be from an insurance company acceptable to the City of Auburn Hills.

4. Professional Liability is required by City

If applicable, if the Proposers are providing professional services/work, then the Proposers shall procure and maintain during the life of the contract Professional Liability insurance in the amount of $1,000,000. (Professional services is defined but not limited to architects, builders, engineers, agents, attorney, IT services)

5. The proposers shall procure and maintain during the life of the Contract

a) If applicable, cyber–liability Insurance with limits of at least $1,000,000 and this policy shall include

$1,000,000 of third-party liability. This coverage is required if the Proposers is providing computer/data services and/or has access to private City data.

b) Employee dishonesty coverage with limits of at least $1,000,000 including third party endorsement.

6. Certificate of insurance

The Proposers agrees that he/she will file all required Certificates of Insurance satisfactory to the City of Auburn Hills with the City of Auburn Hills simultaneously with or prior to the execution of this contract indicating that the insurance required herein has been issued and is in full force and effect.

Further, the Proposers will provide updated certificates annually prior to the policies expiration dates, to indicate that the policies and conditions required hereunder are in full force and effect during the life of this contract.

It is understood and agreed that thirty (30) days advance written notice of cancellation, non- renewal, reduction and/or material change in coverage shall be mailed to:

City Clerk’s Office City of Auburn Hills 1827 N. Squirrel Road Auburn Hills, MI 48326

7. Sub-Proposers Insurance Requirements

If approval is granted by the City of Auburn Hills for Proposers to subcontract any or all of this contract to others, then prior to commencing the subcontract, the Proposers shall furnish certificates evidencing the same insurance for the City of Auburn Hills as required in Sections 1 through 4 of the requirements. Such approval to sub-contract is at the sole discretion of the City of Auburn Hills.

8. Requirement as Part of Contract

These insurance requirements shall be expressly contained in and/or incorporated by reference into the contract executed between the Proposers and the City.

9. Hold Harmless Agreement

To the fullest extent permitted by law, proposer agrees to release, indemnify, defend, and hold harmless The City of Auburn Hills, including all elected and appointed officials, all employees, representatives, and volunteers, all boards, commissions, and/or authorities, including but not limited to the Tax Increment Finance Authority, Brownfield Redevelopment Authority and the Downtown Development Authority, and their officers, employees, representatives and volunteers from any injuries, liability, damages, expenses, attorney’s fees, causes of action, suits, claims or judgments, costs, incurred and/or arising from the Contractor’s performing its work, jobs, duties and/or any other actions and/or omissions of the Contractor and/or its employees, representatives and/or agents pertaining to and/or in connection with this process.

10. Experience/Qualifications

Provide general background information on the proposer as well as specialized experience and capabilities. Items to be included are:

• General Experience and Qualifications of the Proposer and all sub-Proposers(s) o Provide the proposer’s and each of the sub-Proposers(s)’s, if any, general business experience, history, financial stability, types of projects, and overall qualifications. Include an organizational chart identifying key staff and sub-Proposers, if any expected to provide services on behalf of the proposer.

• Qualifications, Experience in Required Areas and Availability of Key Personnel o Provide detailed information on experience in running a similar golf course operation. In addition, resumes should be included for each of the individuals and sub-Proposers(s)s referenced. Make known the availability of key personnel’s time to accomplish requirements under this contract.

11. References

Proposers should attach a list of professional references. Reference should be able to describe such matters as the Proposer’s financial and operational capability. Include the name of the reference, a description of the nature of the listed reference’s experience with the Proposer and the name, title, address, telephone number, and email address of a contact person at the reference entity.

12. Project Completion Date

The City of Auburn Hills requires that all work specified in this Request for Proposal (RFP) be completed no later than November 1st, 2025. This completion date is firm and must be taken into account by all bidders when developing their project schedules and work plans. For the purposes of this project, completion is defined as the full execution of all cart path paving and drainage improvement work on hole 12 green to hole 18 bridge at Fieldstone Golf Club, in accordance with the specifications outlined in this RFP. Additionally, all disturbed areas must be properly restored, including turf restoration and implementation of erosion control measures. The project site must be fully cleared of all construction materials, debris, and equipment. A final inspection must be conducted and approved by authorized representatives of the City of Auburn Hills and Fieldstone Golf Club. Furthermore, all required documentation, including as-built drawings, warranties, and closeout documents, must be submitted to and accepted by the City of Auburn Hills.

To demonstrate their ability to meet this deadline, bidders are required to submit a detailed project schedule as part of their proposal. This schedule should outline how the bidder plans to ensure all work is completed by the November 1st, 2025 deadline, taking into account potential weather-related delays and any limitations on work hours or days that may be imposed due to ongoing golf course operations.

13. Warranty

The contractor shall provide a general workmanship warranty for a period of one (1) year from the date of final acceptance of the project. This warranty will cover any defects in workmanship and installation, with the contractor agreeing to repair or replace, at no cost to the City or Fieldstone Golf Club, any work that does not meet the requirements of the contract documents or that fails due to faulty workmanship. Additionally, a materials warranty shall be provided for one (1) year from the date of final acceptance, or the standard manufacturer's warranty period, whichever is longer. This warranty will cover any defects in the materials used in the project, with the contractor passing through to the City all manufacturers' warranties for materials used.

Specific to the asphalt cart paths, the contractor shall provide a two (2) year warranty from the date of final acceptance. This warranty ensures that the cart paths will remain free from significant cracking, heaving, or settling beyond normal wear and tear. Any defects that impair the functionality or safety of the cart paths shall be repaired at no cost to the City. The drainage system installed as part of this project shall be warranted for three (3) years from the date of final acceptance. This warranty guarantees that the drainage system will perform as designed and effectively manage water as specified in the project plans. Any defects in the drainage system resulting in standing water on the cart path or adjacent areas for more than 24 hours after a rain event (excluding extreme weather conditions) shall be addressed by the contractor at no additional cost.

The contractor is expected to promptly address any warranty issues upon notification by the City or Fieldstone Golf Club. For critical issues affecting play or safety, the response time shall be within 24 hours. Any repairs or replacements made under these warranties shall be warranted for an additional one (1) year from the date of repair or replacement. It should be noted that these warranties do not limit any other rights or remedies available to the City under this contract or applicable law. The contractor shall provide written warranties covering all the above items as part of the project closeout documentation. Any exclusions from warranty coverage must be clearly stated and are subject to approval by the City.

The City of Auburn Hills reserves the right to negotiate specific warranty terms with the selected contractor prior to final contract award. These warranty requirements are designed to ensure the quality and longevity of the cart path paving and drainage improvements, providing assurance to the City and Fieldstone Golf Club that the investment in these upgrades will be protected for years to come.

Hole 13 - Tee to the maintenance barn access. Approximate 645’

3 Remove and replace locations totaling 154’ 5 tree root removal locations Add an approximate 8’x20’ asphalt pad for cart washing at the maintenance barn access

Hole 12 - Tee to 13 tee. Approximate 577’

1 Tree root removal location

Hole 17 - Tee to 18 bridge. Approximate 2022’

3 Remove and replace locations totaling 217’ 3 tree root removal locations

Hole 16 - Fairway to 16 bridge. Approximate 284’

1 Remove and replace approximately 55’

Hole 13 - Fairway to bridge Blue: Approximate 390’

Hole 13 - Bridge to 14 bridge Orange: Approximate 620’

Hole 14 - Bridge to 15 tee Yellow: Approximate 650’

5 R&R locations totaling 320’ 1 Tree root removal locations 1 Install yard drain south of 14 green

CITY OF AUBURN HILLS

HOLD HARMLESS AGREEMENT

As required for approval of the _________________________________________________________________________

(Activity)

_________________________ herein after referred to as ____________________________________ Name of Company Abbreviated Name Form agrees to release, indemnify, defend, and hold harmless The City of Auburn Hills, including all elected and appointed officials, all employees, representatives, and volunteers, all boards, commissions, and/or authorities, including but not limited to the Tax Increment Finance Authority, Brownfield Redevelopment Authority and the Downtown Development Authority, and their officers, employees, representatives and volunteers from any injuries, liability, damages, expenses, attorney’s fees, causes of action, suits, claims or judgments, costs, incurred and/or arising from the Contractor’s performing its work, jobs, duties and/or any other actions and/or omissions of the Contractor and/or its employees, representatives and/or agents pertaining to and/or in connection with the Activity.

In addition, _______________________ agrees to furnish an ACORD certificate of insurance

(Abbreviated Name Form) as required by the City of Auburn Hills with the description of the ACORD form to read as follows: It is understood and agreed that the following shall be additional insured: The City of Auburn Hills, including all elected and appointed officials, all employees, representatives and volunteers, all boards, commissions, and/or authorities, including but not limited to the Tax Increment Finance Authority, Brownfield Redevelopment Authority and the Downtown Development Authority, and their officers, employees, representatives and volunteers. The coverage shall be primary to the additional insured and not contributing with any other insurance or similar protection available to the additional insured. This shall not apply to the contractor’s required worker’s compensation/employer’s liability.

Name of Company Witnesses

By ____________________________________ __________________________________

Dated _________________________________

Bidders shall provide a written response to the following questions and submit as part of the bid. The Bidders question responses shall follow the same order as listed below.

1. Executive Summary:

a. Provide an executive summary, not to exceed two (2) pages in length providing an overview of your bid and any information the Bidder wishes to bring to the attention of Auburn Hills.

b. Provide a detailed list of needs during construction and a detailed plan of how construction will be performed while the course is open and play continues.

2. Company Questions:

a. How long has your organization provided these services?

b. Provide a statement on current workload and status.

3. Product/System/Service Questions:

a. List and describe other features your solution(s) offers.

b. Explain what makes your solution(s) better than other solutions available in the market.

4. Warranty/Maintenance:

a. Describe the warranty that is included in the base pricing.

The Bidder is required to respond to the questions where specified. If necessary, additional documentation can be attached to this form. Responses should be concise and stand on their own.

Company Name:

Address: City: State/Zip:

Phone:____________________Website:_______________________________ Contact Name: ______________________________ Contact Title: __________________________ Contact Phone:_________________________ Email for award notice:_______________________ Firm Established ____________ Years in Business as said Company: __________________ Taxpayer I.D. # _______________DUNS Number(s) and respective addresses: (List all that will work with The City of Auburn Hills)

Provide business name, contact and telephone numbers of three (3) customers that have purchased products and/or services from company in the past year, preferably government or commercial clients.

Business________________________ Contact:___________________________ Telephone____________ Business________________________ Contact:___________________________ Telephone____________ Business________________________ Contact:___________________________ Telephone____________

The undersigned certifies that the bid submitted meets or exceeds, all the specifications, that all conditions noted here are acknowledged, and the firm prices and terms are specified by the Bidder are true and accurate.

Company Authorization The undersigned certifies that the bid submitted meets or exceeds, all the specifications, that all conditions noted here are acknowledged, and the firm prices and terms are specified by the Bidder are true and accurate.

Legal Name of the Firm Signature of Authorized Representative Date

Print Name & Title

PROPOSAL SUBMISSION

The undersigned does hereby submit a proposal to the City of Auburn Hills for the above stated project. The following costs shall include all labor, materials, and equipment needed to accomplish this work.

Item Total Price Hole 13 - Tee to the maintenance barn access Hole 12 - Tee to 13 tee Hole 17 - Tee to 18 bridge Hole 16 - Fairway to 16 bridge Hole 13 - Fairway to bridge Hole 13 - Bridge to 14 bridge Hole 14 - Bridge to 15 tee

Total Bid Price

Company: ____________________________________________________________________

Address: ____________________________________________________________________

Telephone: Fax: _____________________________

Email: ____________________________________________________________________

Authorized Signature Title

Printed Name Date

Approval of Contract

City Representative Title

Approval of Contract