hamtramck tennis courts RFP 10_6_2025.pdf

13500 Reeck Road Southgate, MI 48195 | 734.759.1600 | Fax 734.282.6566 | www.hengineers.com

October 2025

REQUEST FOR PROPOSALS

Renovations to Veterans Park Tennis Courts

The Hamtramck Park Conservancy is seeking sealed proposals for the removal and replacement of the existing Tennis/Futsal Courts located at Veterans Park, Hamtramck, Michigan. The existing courts are to be overlayed with coatings and fencing, nets and posts.

Proposals must be mailed or hand-delivered to the address listed below by 10:00 a.m. on Wednesday October 22nd, 2025. Proposals will be publicly opened and read aloud at 10:00am at the same location. Proposals not physically received by the City by 10:00 a.m. on Wednesday October 22nd, 2025 will be returned, unopened to the firm. All proposals should be addressed to:

City of Hamtramck Re: (Vendor Name)

Proposal for “Veterans Park Tennis Court Improvements" City Clerk’s Office

3401 Evaline, MI 48212

Proposal packets are available at the Clerks Office

Each proposal must be accompanied by a Bid Guarantee in the form of a Bid Bond or a cashier's check in the amount of 5 percent (5%) of the proposal and made payable to the Hamtramck Park Conservancy

No proposal shall be withdrawn for a period of thirty (60) days after the opening date without the consent of the City. Checks or drafts of unsuccessful applicant will be returned as soon as possible after opening and checking the proposals.

A Mandatory Site Visit must be done by each contractor, include a signed Site Visit affidavit with their proposal.

The City reserves the right to reject any or all proposals and to waive any informality in bidding.

13500 Reeck Road Southgate, MI 48195 | 734.759.1600 | Fax 734.282.6566 | www.hengineers.com

REQUEST FOR PROPOSALS

City of Hamtramck

Veterans Park – Tennis Court Renovations

I. INTRODUCTION

The City of Hamtramck, Michigan is looking for proposals to furnish and install color coating, line striping and new nets and posts at the existing Veterans Park Tennis Courts. The proposal is to include the removal of existing nets and post as well as the central fence separating the three existing courts from the Futsal Court area. Additionally 120’ of replacement vinyl coating fencing is to be included. The City is seeking proposals in response to this Request for Proposals (RFP) from qualified contractors.

II. SCOPE OF SERVICES

The City of Hamtramck requires Suppliers to furnish and install all materials per plan and details. The proposals shall include the costs of delivery and installation as well as maintenance.

III. PROPOSAL REQUIREMENTS

Proposals must include complete bid form and Bid Bond. The City reserves the right to reject any and all proposals with or without cause, and to accept proposals which it considers most favorable. All delivery, assembly, installation and supervision costs must be included in the proposal.

Each proposal must be accompanied by a Certified Check, Cashier’s Check, or Bid Bond payable to the City of Hamtramck, Michigan, in an amount not less than five percent (5%) of the total bid amount. The successful bidder shall furnish approved Performance and Payment Bonds, each in the amount of one hundred percent (100%) of the bid amount. Workmen’s Compensation, Comprehensive General Liability, and Transportation insurance and insurance certificates shall be provided by the successful Supplier.

No proposal may be withdrawn within a period of sixty (60) days after the bid opening date. Prices shall include delivery f.o.b., freight paid by the bidder to the jobsite. The Supplier must submit Two (2) hard copies and one (1) electronic copy, of the proposal to the address listed above.

IV. RFP Schedule and Submission

A. Schedule RFP Issued: October 7rd, 2025 RFP Due: October 22nd, 2025 at 10:00am Recommendation and award: Late October 2025

The City reserves the right to make adjustments to the above noted schedule as necessary.

Veterans Park Tennis Court Renovations - RFP 2

13500 Reeck Road Southgate, MI 48195 | 734.759.1600 | Fax 734.282.6566 | www.hengineers.com

Proposal Contents

Proposals submitted in response to this RFP must meet the specifications set forth herein. Proposals must be clear and succinct. Only those Contractors providing complete information as required will be considered for evaluation. Any major deviation from these specifications will be cause for rejection of the proposal at the City's Discretion. The ability to follow these instructions demonstrates attention to detail. The content and sequence of proposals are to be as follows:

1. Cover Letter

The Cover Letter must include the following:

a. RFP number and project title

b. Name and address of the entity submitting the proposal

c. Date entity was established

d. Name(s) of the person(s) authorized to represent the Contractor in any negotiations

e. Name(s) of the person(s) authorized to sign any contract that may result

f. Contact person's name, mailing or street addresses, phone and fax numbers and email address

2. Proposal Summary

A brief synopsis of the highlights of the proposal should be presented which summarizes the key benefits of the proposal to the City. Include Bid Form with unit pricing and total proposal amount

V. EVALUATION OF PROPOSALS AND AWARD

A. Selection Process Generally

The City reserves the right in its discretion to make a selection based directly on the proposals submitted. The respondent selected will be chosen based on its apparent ability to best meet the overall objectives of the City.

The City has the right to reject any or all proposals.

B. Proposal Review

An evaluation review committee ("Committee") will be appointed to evaluate the proposals received.

For the purpose of scoring proposals, each of the committee members will evaluate each proposal in accordance with the criteria and point factors listed above. The evaluation committee may seek outside expertise, including, but not limited to, input from technical advisors, to assist in evaluating proposals.

The successful Contractor shall be selected by the following process:

Veterans Park Tennis Court Renovations - RFP 3

13500 Reeck Road Southgate, MI 48195 | 734.759.1600 | Fax 734.282.6566 | www.hengineers.com

1. An evaluation committee will be appointed to evaluate submitted written proposals.

2. The committee will score the written proposals based on the information submitted according to the evaluation criteria and point factors.

3. The committee will require a minimum of 5 working days to evaluate and score the written proposals.

4. A short list of Contractors, based on the highest scores, may be selected for telephone or group interviews if deemed necessary. The City reserves the right to increase or decrease the number of Contractors on the short list depending on the scoring and whether the Contractors have a reasonable chance of being awarded a contract.

5. If interviews are determined to be necessary, the scores from the written proposals will be considered preliminary. Final scores, based on the same evaluation criteria, will be determined following the interviews.

6. Negotiations will follow with the selected Contractor, and if successful, the Contractor and City will enter into a contract for the work after awarded by the end of October, 2025.

D. Clarification During Review Process During the evaluation process, the City has the right to request additional information and presentations for clarification in order to understand the Contractor's view and approach to the project and scope of the work. The City further reserves the right to make an award without further clarification of proposals reviewed. Any changes to a submitted proposal made before executing the contract will become part of the final contractor contract.

VI. TERMS AND CONDITIONS

Errors and Omissions Proposers are responsible for reviewing all portions of this RFP. Proposers are to promptly notify the City, in writing, if the proposer discovers any ambiguity, discrepancy, omission or other error in the RFP.

Any such notification should be directed to the City promptly after discovery, but in no event later than five working days prior to the date for receipt of proposals.

Veterans Park Tennis Court Renovations - RFP 4

13500 Reeck Road Southgate, MI 48195 | 734.759.1600 | Fax 734.282.6566 | www.hengineers.com

CONTRACTOR'S AFFIDAVIT

Site Visit and Understanding

STATE OF ______________________ COUNTY OF __________________________,

The undersigned, _________________, Hereinafter called the CONTRACTOR, hereby represents that on ______ , in accordance with the terms and conditions of Contract; and the undersigned further acknowledges that he has visited the site and has an understanding of the proposed project and proposed site.

This affidavit is freely and voluntarily given with full knowledge of the facts, on this day of A.D., 20 .

CONTRACTOR

By: ___________________________________

Title

Subscribed and sworn to before me this ____ day of _____________________, in the year of our Lord, 20____.

Notary Public

My Commission expires on: ________________

13500 Reeck Road Southgate, MI 48195 | 734.759.1600 | Fax 734.282.6566 | www.hengineers.com

13500 Reeck Road Southgate, MI 48195 | 734.759.1600 | Fax 734.282.6566 | www.hengineers.com

STATE OF ______________________ COUNTY OF __________________________,