Rabun County Schools 963 Tiger Connector Rd

Tiger, GA 30576-8-g8

(706) 212-4350 Fax (706) 782-6224

Dr. April Childers Superintendent

REQUEST FOR PROPOSAL:

ATHLETIC FIELD(S) TURF and TRACK

PERTINENT DATES

December 14, 2022 Request for Proposal Issued

December 21, 2022 Mandatory On-Site Meeting 1:00 pm

January 4, 2023 Last day for Questions

January 11, 2023 Bids due 1:00pm - BOE county office

January 19, 2023 Recommendations Presented to Board

January 20, 2023 Award of Contract

Rabun County Schools

The Rabun County School District is seeking proposals for a Athletic Field Turf Installation, and Track Replacement contract for its educational facilities located in Tiger, Georgia. This Request for Proposal (RFP) is issued for the purpose of negotiating a contract for Athletic Field Turf Installation and Track Replacement services for the Rabun County School District. In this RFP, the vendor is referred to as the “Contractor”, Rabun County School District as “RCSS”, Rabun County Elementary School as “RCES” and Rabun County Primary School as “RCPS”.

INTERESTED PARTIES: RCSS desires to evaluate all possible options for administering and improving the athletic field(s), track and playgrounds located in Tiger, GA. Interested parties may contact Jason Hogan at 706-212-4350 ext 5223 or email jhogan@rabuncountyschools.org (subject “Athletic Field(s) Turf and Track”) for bid information.

All interested parties are required to bring a sample or samples of the product that you are proposing. This will allow for review by employees and staff that will not be at the required meeting.

DEADLINE FOR PROPOSALS: The deadline for receiving proposals is January 11, 2023 at 1:00 PM. All sealed bids must be received at 963 Tiger Connector Rd, Tiger GA 30576 before the deadline. Faxed and emailed bids will NOT be accepted.

PROPOSAL SUBMISSION: A signed copy of the proposal must be submitted in a sealed envelope marked on the outside, “RFP ATHLETIC FIELD(S) TURF and TRACK.” The sealed, marked envelope containing the copy of the proposal should be addressed to:

Jason Hogan Director of Operations Rabun County Schools 963 Tiger Connector Rd

Tiger, GA 30576

All proposals must be signed by an authorized representative of the Contractor in spaces provided within this RFP and must be returned with the proposal.

QUESTIONS/INQUIRIES: All inquiries and requests for information regarding proposal submission shall be directed to Jason Hogan, Director of Operations, Rabun County Schools.

email – jhogan@rabuncountyschools.org with subject line “Athletic Field(s) Turf and Track RFP”.

EQUAL OPPORTUNITY EMPLOYER: RCSS is an equal opportunity employer and reserves the right to refuse or reject any or all proposals.

WAIVER OF FORMAL DEFECT: RCSS may waive any technical or formal defect in any proposal not prepared and submitted in accordance with the provisions herein, and reject any or all proposals. RCSS will make the award(s) to the most responsive Contractor(s) in its own judgment and in the best interest of RCSS. The award(s) may or may not be given to the Contractor(s) with the lowest cost proposal. The RCSS reserves the right not to award a contract to any bidder.

mailto:jhogan@rabuncountyschools.org mailto:jhogan@rabuncountyschools.org

CRITERIA FOR PROPOSAL ACCEPTANCE: Proposals will be evaluated and ranked with respect to criteria specifically developed to examine the technical competence and suitability of prospective providers. The contract will be awarded to the most qualified and responsible proposal for the most reasonable cost. In order to qualify as responsible, a prospective provider must meet the following criteria as it relates to this request for proposal:

1. Possess the adequate professional, technical and financial resources for performance of required services or have the ability to obtain such resources as required during performance of said services.

2. Possess the necessary experience and technical skills in the field.

3. Prove a satisfactory record of performance of services for other similar sized organizations.

4. Propose compensation that is considered fair and equitable to the level of effort to be expended.

5. Address all elements of the request of the proposal as specified in this document.

6. Possess experience with other educational institutions of a similar size.

NATURE OF WORK IN PROPOSAL: Due to the nature of work in this request, RCSS understands that most companies specialize in certain areas of service. Example, some may specialize in sports fields but not playgrounds, some may specialize in playgrounds but not running tracks. RCSS ask that companies bid on the work they can complete and are highly qualified in. Part or all may be awarded and multiple awards may be made.

PERIOD OF SERVICE REQUIRED: The RCSS desires a contract period to start upon Board Approval and to continue until all agreed upon work is completed. RCSS understands the size of this project may exceed the 2 month summer time break and is willing to schedule areas as needed.

Accordingly, Contractor’s quote should specify separately the costs of Athletic Field Turf and Track installation for the following projects:

RCSS Football Field - must be completed by_August 18, 2023_____ RCSS Track- must be completed by__August 18, 2023_______ RCSS Baseball Field __date agreed on __ RCSS Softball Field must be completed by__August 11, 2023______ RCES Playground area must be complete by __date agreed on __ RCPS Playground repair/replacement __date agreed on __ RCHS Ag Center __date agreed on __

1. DESCRIPTION OF SERVICES: Areas to be worked on

a. RCSS Football Field

Field is currently a grass field. This will be a complete installation including removal of current sod, removal of sprinkler system and capping water line at an agreed upon point, removal of old drain system and removal of needed soil. RCSS will have a dumping site on campus or within 4 miles of the site. RCSS would also like the option of selling the current sod if arrangements can be made through the contractor or a local sod dealer.

b. RCSS Track:

Track is approximately 12 years old and is starting to show signs of wear and tear. Upon inspections by interested contractors RCSS will entertain recommendations and warranties based on total or partial replacement.

c. RCSS Baseball Field

Field is currently a grass field. This will be a complete installation including removal of current sod, removal of sprinkler system and capping water line at an agreed upon point, removal of old drain system and removal of needed soil. RCSS will have a dumping site on campus or within 4 miles of the site. RCSS would also like the option of selling the current sod if arrangements can be made through the contractor or a local sod dealer.

d. RCSS Softball Field

Field is currently a grass field. This will be a complete installation including removal of current sod, removal of sprinkler system and capping water line at an agreed upon point, removal of old drain system and removal of needed soil. RCSS will have a dumping site on campus or within 4 miles of the site. RCSS would also like the option of selling the current sod if arrangements can be made through the contractor or a local sod dealer.

e. RCES Playground Area

Field is currently a grass field. This will be a complete installation including removal of needed soil.

RCSS will have a dumping site on campus or within 4 miles of the site.

f. RCPS Playground repair/replacement

Area is currently a turf playground. This area will be 10 years old in 2023. Discussions and inspections at the on site meeting and agreement between all interested parties will determine if the current field is repairable or in need of replacement.

g. RCHS Ag Center

Portable Turf - needs to be in pieces that can be rolled up and transported 40’x 40’ cattle practice 35’x 30’ swine practice 48’x 36’ Arena practice/show

Equipment Required for Installation:

All equipment needed and required for this project is to be provided by the Contractor.

No Equipment will be provided by RCSS.

WHAT IS NOT INCLUDED in Contract Price

WHAT IS INCLUDED in Contract Price.

It is agreed that the Contractor will have full use and accessibility to all field lighting.

It is agreed that the Contractor will have full use and accessibility to all field areas at agreed upon work times.

Contractor will be issued gate access key cards as needed.

2. Insurance Requirements:

The Contractor will provide proof of and maintain insurance coverage for injuries to persons and/or property damage as may arise from or in conjunction with the work performed on behalf of the Board of Education by the contractor, his agents, representative, and employees. Proof of coverage as contained herein will be submitted fifteen (15) days prior to the commencement of work and such coverage will be maintained by the Contractor for the duration of the contract period; for occurrence policies. If at any time the policy lapses or is terminated, the Contractor will be subject to immediate termination.

A. General Liability Coverage will be as broad as: Comprehensive General Liability endorsed to include Broad Form, Commercial General Liability form including Products/Completed Operations.

Minimum Limits

● $1,000,000 General Aggregate Limit

● $1,000,000 Products & Completed Operations

● $1,000,000 Personal & Advertising Injury

● $1,000,000 Each Occurrence Limit

● $50,000 Fire Damage Limit

● $5,000 Medical Expense Limit

B. Automobile Liability Coverage sufficient to cover all vehicles and equipment owned, used or hired by the contractor, his agent(s), representative(s), and employees.

Minimum Limits

● $1,000,000 Combined Single Limit

● $1,000,000 Each Occurrence Limit

● $5,000 Medical Expense Limit

C. Worker’s Compensation Limits as required by the Workers Compensation Act of Georgia.

● Employer’s liability $1,000,000

D. Coverage Provisions

● All deductibles or self-insured retention will appear on the certificate(s).

● The contractor’s insurance will be primary over any applicable insurance or self-insurance by the Board

● The contractor will provide thirty (30) days written notice to the Board of Education before any cancellation, suspension or void of coverage in whole or part, where such provision is reasonable.

● Failure to comply with any of the reporting provisions of the policy(s) shall not affect coverage provided to the Board, its officers/officials, agents, employees, and volunteers.

● The insurer will agree to waive all rights of subrogation against the Board, its officers/officials, agent(s), employees, and volunteers for any act, omission, or condition of premises which the parties may be held liable by reason of negligence.

● The contractor will furnish the Board of Education certificates of insurance including endorsements affecting coverage.

3. Safety:

All contractors and subcontractors performing services for the Board are required and shall comply with all Occupation Safety and Health Administration (OSHA), State and County Safety and Occupational Health Standards and any other applicable rules and regulations. Also all contractors shall be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site area under this contract.

4. Term:

Contract Length: Will be determined and agreed upon by both parties.

5. Payment for Services:

*Final payment of contract may be withheld pending satisfactory completion of contract requirements.

6. Termination for Cause: RCSS may terminate their participation in this contract in whole or in part for any reason, or because of failure of the Contractor to fulfill the contract obligations in any respect. Contractor will be notified in person, if possible, or by phone or email. A formal letter of termination will be provided. All financial obligations on behalf of the RCSS shall cease as of the date of termination. Payment for any outstanding services will be issued within ten days of termination, provided any property or resources belonging to the RCSS are in the possession of the RCSS (keys, equipment, etc.).

7. Equal Opportunity, Drug-Free Employer, E-Verify:

The Contractor must comply with all statutes of the Equal Opportunity Employer Act, be a Drug-Free Employer in the State of Georgia, and participate in the federal E-Verify program.

Contractor must submit a W9 and Contractor Affidavit under O.C.G.A. 13-10-91(b)(l) with its proposal.(forms attached) Contractor must drug test employees before employment and conduct criminal background as well as fingerprint checks according to Georgia’s requirements for school employees prior to the employee beginning allowed work or be present at any RCSS facility where students are present. No employee with a felony conviction or any conviction of sex crime, crime of moral turpitude, or any crime against a child may be assigned by Contractor to a RCSS facility. Copies of drug tests and background tests must be permanently maintained on file by the Contractor and must be made available for inspection by the RCSS upon request.

Proposal Sheet

Contract Price Quotation for Athletic Field Turf Proposal Deadline is January 11, 2023, 1:00 PM

RCSS Football Field____________________________________________

RCSS Track___________________________________________________

RCSS Baseball Field____________________________________________

RCSS Softball Field_____________________________________________

RCES Playground area___________________________________________

RCPS Playground repair/replacement________________________________

RCHS Ag Center________________________________________________

Name of Company _____________________________________________________

Address ______________________________________________________________

Telephone/Fax Numbers _________________________________________________

Email Address _________________________________________________________

Company Website ______________________________________________________

Authorized Company Rep (type or print)______________________________________

Title/Position _____________________________________________

Signature of Authorized Company Representative

________________________________ Date _________________

Appendix A

Agreement between Rabun County Board of Education and

Name of Individual or Business

Any contractor or service provider submitting a proposal or bid, accepting a Purchase Order, and/or entering into any contract for the physical performance of services with the Rabun County Board of Education, by signature and witness herein affirms, attests and declares that they are in compliance with O.C.G.A. 13-10-90.

Paragraph (a)

__________________________________ at ___________________________________ Name of Individual or Business Address of Individual or Business has registered with, is authorized to use, and uses the federal work authorization program.

Paragraph (b)

The User Identification Number and date of authorization for

__________________________________ is:

Name of Individual or Business

User ID # ___________________________________

Date of Authorization ____________________________

Paragraph (c)

______________________________________ will continue to use e-verify Name of Individual or Business for any contracted services performed for the Rabun County Board of Education..

Hereby attested, affirmed, and declared by below individual signature or signature of authorized agent of:

Name of Individual or Business

Printed Name

Signature

Date

Notarized and Witnessed:

Printed Name of Registered Notary

Signature of Registered Notary

Affixed Seal and Date of Witness

ATHLETIC FIELD Turf / Track 2022-23 - Rabun County Schools

Bid Scoring:

• Technical/Service Solution Proposed = 20%

• Support/Emergency Solution Proposed = 20%

• Previous Experience, Vendor Qualifications, References, and proposed Implementation Plan = 20%

• Completeness of Proposal = 10%

• Total Cost Based on Contract terms = 30%