Park Shade Covering RFP.pdf

City of Covington Department of Parks & Cemeteries

REQUEST FOR PROPOSALS

CENTRAL PARK

SHADE STRUCTURES

RFP #2025-14

City of Covington Department of Parks & Cemeteries

REQUEST FOR PROPOSALS

CENTRAL PARK

SHADE STRUCTURES

INSTRUCTIONS:

The proposal package should be clearly marked “RFP #2025–14 CENTRAL PARK SHADE STRUCTURES” on its face and submitted by June 24, 2025, at 10:00 a.m. to the address below. Please submit two printed copies and one electronic copy (USB) of your RFP package to:

Scott Cromer

Purchasing Dept City of Covington

2194 Emory Street NW Covington, GA 30014

Both printed and electronic copies must contain the same information.

Please submit questions/requests via e-mail only to the Purchasing Department at scromer@cityofcovington.org by June 10, 2025, at 3:00 p.m.

No proposal will be received or accepted after the above specified date and time. Submissions received after the designated date and time will be deemed invalid and rejected.

No proposal may be withdrawn within thirty (30) days after the proposal opening and all proposals shall remain firm during this period. Requests for withdrawals must be submitted in writing.

mailto:scromer@cityofcovington.org

This checklist is provided for assistance only and should not be submitted with your Response.

RFP/RFQ CHECKLIST

The 10 Most Critical Things to Keep in Mind When Responding to an RFP/RFQ for the City of Covington

1. Read the entire document. Note critical items such as: mandatory requirements;

supplies/services required; submittal dates; number of copies required for submittal;

funding amount and source; contract requirements (i.e., contract performance security, insurance requirements, performance and/or reporting requirements, etc.).

2. Note the City of Covington’ staff member’s name, address, phone numbers and e-mail address. This is the only person you are allowed to communicate with regarding the RFP/RFQ and is an excellent source of information for any questions you may have.

3. Attend the mandatory Pre-Proposal meeting. These meetings provide an opportunity to ask clarifying questions, obtain a better understanding of the project, or to notify the City of any ambiguities, inconsistencies, or errors in the RFP/RFQ.

4. Take advantage of the “question and answer” period. Submit your questions by the due date listed in the Schedule of Events and view the answers given in the formal “addenda” issued for the RFP/RFQ. All addenda issued for this RFP/RFQ will be posted on the City’s website and will include all questions asked and answered concerning the

RFP/RFQ.

5. Follow the format required in the RFP/RFQ when preparing your response. Provide point‐ by‐point responses to all sections in a clear and concise manner.

6. Provide complete answers/descriptions. Read and answer all questions and requirements. Do not assume the City or Evaluation Committee will know what your capabilities are or what items/services you can provide, even if you have previously contracted with the City. Evaluations are based solely on the information and materials provided in your response.

7. Use the forms provided, i.e., reference form, sample budget form, certification forms, etc..

8. Check the City website for RFP/RFQ addenda. Before submitting your response, check the City website to see whether any addenda were issued for the RFP/RFQ.

https://www.cityofcovington.org/index.php?section=businessopportunities

9. Review and read the RFP/RFQ document again to make sure that you have addressed all requirements.

10. Submit your response on time. Note all the dates and times listed and be sure to submit all required items on time. Late and incomplete responses are never accepted.

https://www.norcrossga.net/bids.aspx https://www.cityofcovington.org/index.php?section=business-opportunities https://www.cityofcovington.org/index.php?section=business-opportunities

10.0 INTRODUCTION

The City of Covington, Department of Parks & Cemeteries is requesting proposals to install Shade Structures at Central Park in Covington, GA. The City is seeking to maximize coverage of the playground using sun shades. The goal is to ensure as much of the play area as possible is shaded for safety and comfort.

This may involve strategic placement & sizing of several shade structures

The vendor shall include in their RFP response details about their ability to supply and install the specific types of shade structure matching specifications listed in this RFP.

Project location addresses:

Central Park Pennington St Covington, GA 30014

Mandatory Pre-Proposal Meeting: June 5th, 2025 at 10:00 a.m. (At Central Park)

Proposal submission deadlines: June 24, 2025, at 10:00 a.m.

Selection Criteria: Scoring analysis

PROJECT SCOPE

There are four categories that will be needed to make this a viable solution for the City of Covington.

(1) Product Specifications and Shade Coverage

(2) Compliance and Integration of Shade Structures with Existing Playground Equipment

(3) Installation Requirements

(4) Cost

(1) Product Specifications and Shade Coverage – Vendor shall provide products that match the specifications as outlined in this RFP. Vendor shall review the City’s proposed shade structure location (Central Park Location) and include in their RFP response and proposal the following details:

− The size of each proposed shade structure (of the type requested) at each installation location shown below, based on site dimensions, in order to optimize shade coverage and total installed cost

− Specific details on the exact recommended placement and orientation of each structure based on the path of the sun at different times of day

− Specific details on any recommended movement of existing playground equipment to help ensure optimal shade structure placement & shade coverage

− A site plan showing an overhead view of the park with proposed shade structure to scale, all clearly labeled

− Provide color options and list any difference in shipping times based on color choice

− Shade Structure fabric proposed must be rated to block 97% of UV radiation.

Structure and fabric must meet ASTM standards

− Manufacturer of Shade Structure must be ISO9001 Certified

(2) Compliance and Integration of Shade Structures with Existing Playground Equipment

− Shade Structures proposed must meet all playground compliance requirements upon installation with existing equipment

− Vendor shall inspect the proposed location for shade structure installation in the park and include details in their RFP response regarding any potential need to relocate benches or any other structures or equipment, along with the proposed new locations of any equipment to be moved, plus confirmation if vendor can do the required work to move such equipment and the associated cost of doing this.

(3) Installation Requirements

− Vendor shall provide estimated product delivery and installation timeline and shall clearly state the dates by which approvals are needed in order for vendor to meet the desired project completion.

− Vendor shall include in their RFP response a bullet list of installation project and steps, estimated amount of time required for each step and the parties responsible for each step

− Vendor shall provide names and details of all parties who would work on the installation and provide bio / background on their experience, examples of past shade structure installation projects completed, plus proof of required certification(s) to install shade structures for all parties involved in the installation.

(4) Cost

− Vendor shall provide an itemized quote, showing the quantity and cost of the equipment and installation costs for each shade structure as outlined in the Specifications Section.

− Vendor shall include in the itemized quote a list of any related/additional/anticipated project costs, such as the need to move any existing playground structures or equipment, based on vendor’s site review, and a plan of action to address any issues to ensure on‐time project completion.

1.1 SCHEDULE OF EVENTS

See Appendix A for the detail Schedule of Events.

1.2 RESTRICTIONS ON COMMUNICATIONS WITH STAFF

All questions about this RFP should include the company name and the referenced RFP section in the following format:

Company Name

1. Question Citation of relevant section of the RFP

2. Question Citation of relevant section of the RFP

1.3 PROPOSAL SUBMISSION INSTRUCTIONS

1. Introduction – Establishing basic information.

a. Cover Letter – Indicating interest and identifying a point of contact

b. Firm Information – Including office locations, size, etc.

c. Organizational Chart – Showing team structure and personnel

d. Resumes – Resumes for key personnel

2. Experience & Qualifications – Showing proof of understanding of scope of work and portfolio of past work completed (or in progress) of similar scope

a. Product Specifications

b. Compliance & Integration

c. Installation Requirements

3. References – Please use attached reference form

Please provide accurate information and inform your references that the City of Covington will follow up to perform reference checks. It will affect your scores if we are not able to contact your references, or they do not respond in time.

The City of Covington will not serve as a reference, in the event that your Company worked with the City of Covington previously.

Alternatively, Proposers are welcome to provide three (3) reference letters where they provided the same or similar services. Reference letters must be on official letterhead and signed by the point of contact of the agency where the service was performed.

4. Cost Proposal – In a separate envelope

1.4 EVALUATION CRITERIA

The proposal evaluation will be made on the following criteria:

Evaluation Criteria Max Score Experience & Qualifications 30 Cost Proposal 35 References 25 Compliance with submission guidelines 10 Total 100

The City reserves the right to interview top-scoring firms.

2.0 GENERAL CONDITIONS

PROPOSERS ARE ADVISED TO THOROUGHLY UNDERSTAND THE GENERAL CONDITIONS

AND SPECIAL PROVISIONS, PRIOR TO SUBMITTING THEIR PROPOSALS.

2.1 QUALIFICATIONS

2.1.1 Proposals will be considered only from experienced and well‐equipped

Vendor(s) engaged in work of this type and magnitude.

2.1.2 Proposers may be required to submit evidence setting forth qualifications which entitle their company for consideration as a responsible Vendor. A list of work of similar character successfully completed within the last five years may be required, which lists the location, size, and scope for use on this work. Before accepting any proposals, the City may require evidence of the Vendor’s financial ability to successfully perform the work to be accomplished under the contract.

2.1.3 Proposers must provide their own materials and labor for this contract.

2.2 AUTHORITY TO SIGN

2.2.1 Proposers must ensure that the legal proper name of their firm and/or corporation is printed or typed as appropriate on all documents.

2.3 RIGHTS RESERVED

2.3.1 The City of Covington reserves the right to reject any or all proposals, to waive informalities or to re‐advertise. It is understood that all proposals are made subject to this agreement, and that City of Covington reserves the right to decide which proposal(s) it deems the most qualified. In arriving at this decision, full consideration will be given to the experience and qualifications of the Proposer, work of this type successfully completed and past performance with the City of Covington.

2.3.2 Any unauthorized additions, conditions, limitations, or provisions attached to the Proposal shall render it informal and may be cause for rejection.

2.4 AWARD OF CONTRACT

2.4.1 The contract will be awarded to the most qualified firm whose proposal will provide the best value and be the most advantageous to the City, experience, technical considerations, cost, and other factors considered. The City is to make the determination.

2.4.2 Prior to award of the Contract, the successful Proposer will be required to submit a schedule to the City, demonstrating the Proposer’s ability to commence and proceed in a timely manner. A Proposer’s failure to demonstrate the ability to proceed as required may result in contract cancellation.

2.4.3 Failure to demonstrate the ability for contract execution and progression will result in, at the City’s discretion, contract cancellation or re‐advertising of any and/or all these contracts.

2.5 PRODUCTION REQUIREMENTS

2.5.1 Time is of the utmost importance of this project. The successful Proposer will be required to commence work within ten (10) calendar days from the receipt of the Notice to Proceed and must carry on with utmost diligence to complete the work according to the specifications in the RFP.

2.6 PRICES AND INVOICING PROGRESS PAYMENTS AND RETAINAGE

2.6.1 Payment shall be provided based on the cost schedule provided in Vendor’s response. Vendor shall submit an invoice with NET 30‐day payment terms for services performed for the City of Covington under the terms of the executed contract. The invoice shall be directed to the Accounts Payable dept. via email at AccountsPayable@cityofcovington.org

The invoice shall contain a complete itemization of services, the total amount due, invoice number, invoice date, the designated project number, if applicable, and the City of Covington’ Purchase Order Number. After work has commenced, progress payments shall be made monthly, based on the value of work completed as provided in the contract documents plus the value of materials and equipment suitably stored, insured, and protected at the site(s), less retainage.

2.7 INSURANCE

2.7.1 Contractor/firm shall maintain the following minimum insurance, (a) comprehensive general liability, including blanket contractual, covering bodily injuries with limits of no less than $1,000,000 per occurrence; and (b) commercial automobile liability, including blanket contractual, covering bodily injuries with limits of no less than $1,000,000 per occurrence, and property damage with no limits of no less than $1,000,000 per accident, (c) statutory worker’s compensation insurance, including $1,000,000 employer’s liability insurance

Contractor shall include, a certificate or policy of insurance evidencing Contractor’s compliance with this paragraph with the City of Covington listed as the certificate holder. Contractor shall abide by all terms and conditions of the insurance and shall do nothing to impair or invalidate the coverage.

2.7 NON-COLLUSION

2.7.1 Vendor(s), by submitting a proposal, certify that the accompanying proposal is not the result of, or affected by, any unlawful act of collusion with any other person or company engaged in the same line of business or commerce, or any other fraudulent act punishable under Georgia or United States law.

2.8 MATERIALS

2.8.1 Unless otherwise specified in the Contract, Vendor shall provide and assume full responsibility for all services, materials, equipment, labor, and all other facilities and incidentals necessary for the completion of the Work.

2.8.2 All materials and equipment incorporated into the work shall be of good quality, except as otherwise provided in the Contract. All special warranties and guarantees required by the Specifications shall expressly run to the benefit of the City.

2.9 CONTRACT REQUIREMENTS

2.9.1 The successful Vendor is required to do the following within ten (10) days of

Notice:

2.9.1.1.1 Return to the City contract documents executed by the authorized representative attested by the corporate secretary treasurer.

2.9.1.1.2 Provide Insurance Certificates as specified in the RFP documents.

2.9.2 Failure to execute the Contract or furnish satisfactory proof of carriage of the insurance required within ten days after the date of Notice of Award of the Contract may be just cause for the annulment of the award and for the forfeiture of the RFP guaranty of City of Covington, not as a penalty, but as liquidation of damages sustained. At the discretion of the City, the award may then be made to the next most qualified Vendor, or the work may be re‐advertised or constructed by City forces.

2.10 SCHEDULE

2.10.1 Schedule: The Vendor shall provide to the Facilities Manager, Luther

Bouchillon, a schedule of activities at lbouchillon@cityofcovington.org.

The schedule must be presented at least seven (7) days prior to work commencing in order to notify residents and/or businesses.

mailto:lbouchillon@cityofcovington.org

APPENDIX A

RFP PWUP 23-23

SCHEDULE OF EVENTS

Release of RFP May 16, 2025

Mandatory Pre‐Proposal Meeting June 5, 2025 at 10:00 a.m.

Deadline for Written Questions June 10, 2025, at 3:00 p.m.

Last day Addenda Posted June 16, 2025 by 4:00 p.m.

Proposals Due June 24, 2025, at 10:00 a.m.

Proposal Evaluation On/About July 2025

Contract Award/Council Approval Anticipated July 21, 2025

APPENDIX B

Central Park Shade Structure

REFERENCES

Please complete attached reference form and provide accurate information for each reference. Please inform your references that the City of Covington will follow up to perform reference checks. It will affect your scores if we are not able to contact your references, or they do not respond in time.

The City of Covington will not serve as a reference, in the event that your Company worked with the City of Covington previously.

Alternatively, Proposers are welcome to provide three (3) reference letters where they provided the same or similar services. Reference letters must be on official letterhead and signed by the point of contact of the agency where the service was performed.

References for

Please provide a list of contact numbers, addresses and a contact person from three (3) jobs completed (or in progress) having a similar specification and scope of work.

City of Covington requests a minimum of three (3) references where work of a similar size and scope has been completed.

1. Company Name:

Description of Project:

Completion Date:

Contact Person:

Telephone: Fax:

Email address:

2. Company Name:

Description of Project:

Completion Date:

Contact Person:

3. Company Name:

Description of Project:

Completion Date:

Contact Person:

APPENDIX C

COST PROPOSAL

In a separate envelope, please include a cost proposal.

APPENDIX D

PACKET CHECKLIST

PROJECT:

DATE:

Please use this checklist to ensure you have properly completed all forms and requirements.

You must complete and attach this checklist to your proposal packet. Failure to do so may you render ineligible for consideration.

Packet Checklist (attached to proposal package)

Two Hard Copies & One Electronic Copy of Proposal Package (including all required information, forms and completed appendices)

Certificate of Liability Insurance

E‐Verify Contractor & SAVE Affidavits

Mail or deliver to:

Scott Cromer City of Covington – Purchasing Dept 2194 Emory St NW Covington, GA 30014 https://www.norcrossga.net/865/E-Verify-SAVE

APPENDIX C