REQUEST FOR PROPOSALS FOR GOLF COURSE PUMP ST.pdf

REQUEST FOR PROPOSALS FOR

GOLF COURSE IRRIGATION PUMP STATION

BALDWIN COUNTY

Little Fishing Creek Golf Course

65 Highway 22 West Milledgeville, GA 31061

ADVERTISEMENT, REQUEST FOR PROPOSALS SCOPE OF WORK, PROPOSAL FORMS

ADVERTISEMENT

Baldwin County will be receiving sealed proposals to provide labor, equipment and materials for the manufacture and installation of a Golf Course Irrigation Pump Station for the Little Fishing Creek Golf Course at the Baldwin County Government Building, 1601 N.

Columbia Street, Suite 230, Milledgeville, GA 31061 until 3:00 PM EST on July 31, 2024 at which time they will be opened and read aloud in Suite 230’s lobby.

The complete Request for Proposals, including all specifications and bid proposal forms, may be obtained from Georgia Procurement Registry or from the Baldwin County website at: www.baldwincountyga.com.

A mandatory pre-Proposal meeting is scheduled for 9:30 AM EST on Wednesday, July 24, 2024 at the Golf Shop, Little Fishing Creek Golf Course, 65 Highway 22 West, Milledgeville, GA 31061. Failure to attend the mandatory pre-Proposal meeting may result in the rejection of your Proposal.

No bid proposal may be withdrawn for a period of sixty (60) days after the scheduled closing date for the receipt of bids.

Baldwin County shall accept the bid proposal of the responsible proposer that best meets the needs of the County, taking into consideration, among other things, the financial responsibility of the proposer, capability to perform the contract on a timely basis, previous satisfactory performance, and such other abilities of the proposer that the County, in its sole discretion, determines will enable the proposer to perform effectively and efficiently.

The County reserves the right to reject any and all bid proposals, in whole or in part, to make awards either as individual items or as a total combined proposal, whichever it considers in the best interest of the County, and to waive any informality in any bid proposals.

Baldwin County

County Manager, Carlos Tobar

REQUEST FOR PROPOSALS

GOLF COURSE IRRIGATION PUMP STATION

1. REQUEST: Baldwin County, Georgia (“County”) is accepting sealed proposals from qualified companies and contractors (“Proposers”) to furnish all labor, material, equipment for the manufacture and installation of a Golf Course Irrigation Pump Station at the 192 acre, 18-hole Little Fishing Creek Golf Course. Proposals are due at the Baldwin County Government Building, 1601 N. Columbia Street, Suite 230, Milledgeville, GA 31061 at 3:00 PM EST on July 31, 2024. Proposals received after the aforementioned date and time will be returned unopened. Proposal packages are available for review and printing from Procurement Registry and the County’s web site: www.baldwincountyga.com.

The current pump station is approximately 45 years old. There is a 25 hp pump that maintains line pressure. This is the pump that is currently out of operation. This is the first pump that turns on. The more heads we turn on, the more pressure the system demands, which makes the next larger pump (50 hp) come on. Lastly, the third pump, also 50 hp, comes on. We have constant irrigation leaks from turning the system on and off all the time. The current pump station sits on a concrete pad that was poured in 2018 and sits in an enclosed metal building that was constructed in 2018 as well. The wet well sleeve is corroded and needs to be replaced. The County wishes to re-use both the pad and the building. The contractor will be responsible for lifting the roof off to remove and install the new pump station.

A mandatory pre-Proposal meeting is scheduled for Wednesday, July 24, 2024 at the Golf Shop, Little Fishing Creek Golf Course, 65 Highway 22 West, Milledgeville, GA 31061.

Failure to attend the mandatory pre-Proposal meeting, or failure to visit the site, may result in the rejection of your Proposal.

2. PREPARATION OF PROPOSAL: This Request for Proposals (“RFP”) provides the complete set of terms and conditions, specifications and proposal forms for the required goods and services. The scope of work is attached hereto and incorporated by reference as Exhibit “A”. The following forms are attached hereto and incorporated herein by reference:

- Proposer’s Acknowledgement Exhibit “B”

- Proposal Form Exhibit “C”

All proposal forms must be completed in full and include a manual signature in ink. The signature must be of an authorized representative who has the legal ability to bind the proposer in contractual obligations. Unsigned proposals will not be accepted.

http://www.baldwincountyga.com/

All proposals forms must be typed or legibly printed in permanent ink. All corrections made by a proposer to any part of a proposal form must be initialed in ink. It is the proposer’s sole responsibility to assure that the proposal is complete and delivered at the proper time and place. The County will not be responsible for any expenses incurred in connection with the preparation or delivery of a proposal.

An original of all proposal forms and two (2) copies, along with any other required information, must be submitted in a sealed envelope to the address provided above via hand-delivery or mail. Faxed or e-mailed proposals shall not be accepted. The face of the sealed envelope shall state “SEALED PROPOSAL – GOLF COURSE PUMP STATION” and contain the Proposer’s name. Proposals not submitted in a sealed envelope or on the enclosed proposal forms shall be rejected.

Kyle Wall, Golf Course Director, is available to answer any questions regarding this RFP and can be reached at (478) 443-1133 or kwall@baldwincountyga.com. If any technical question requires a response which the County in its sole discretion determines should be provided to all potential Proposers, the County will issue an official addendum to this RFP.

The County will endeavor to ensure all potential Proposers receive such addendum by posting the addendum onto the County’s web site; however, it is the sole responsibility of every Proposer to verify with the County whether any addendum has been issued prior to submitting a proposal. The County will issue an addendum, if any, no later than Friday, July 26, 2024.

3. PROPOSAL EVALUATION AND AWARD: On the date and time specified in this RFP, the County will open and announce aloud all proposals received on time. The evaluation of the proposals will occur soon thereafter.

The County Administration will evaluate the proposals in order to prepare a recommendation to the Board of Commissioners for award of the proposal for the required goods and services. The resulting contract shall be awarded to the responsible Proposer that best meets the needs of the County, taking into consideration, among other things, the financial responsibility of the Proposer, proven skill and experience, abilities to timely perform the contract, previous satisfactory performance and such other abilities of the proposer that the County in its sole discretion determines will enable the Proposer to perform effectively and efficiently. The County, in its sole discretion, reserves the right to waive all technicalities or irregularities and to reject any or all proposals. The County further reserves the right, in its sole discretion, to award a contract to the Proposer whose proposal best serves the interests of the County.

The selected proposer will be required to execute a contract with the County.

mailto:kwall@baldwincountyga.com

4. INSURANCE REQUIREMENTS: The selected Proposer shall be required to carry and maintain the following insurance coverages through the time it furnishes all required goods and services to the County and completes its obligations under the contract:

A. The Proposer shall maintain Comprehensive General Liability Insurance with minimum coverage limits of $1,000,000 combined single limit of insurance per occurrence and $2,000,000 in the general aggregate for bodily injury and property damage and $2,000,000 in the general aggregate for products/completed operations. Comprehensive General Liability Insurance shall include endorsements for property damage, personal injury, contract liability, product liability and independent contractor coverage.

B. The Proposer shall maintain Comprehensive Automobile Liability Insurance in the minimum amount of $1,000,000 combined single limit for bodily injury and property damages liability to protect against claims which may arise from the ownership, use, or maintenance of owned and non-owned automobiles, including rented automobiles whether such operations be by the Proposer or by anyone directly or indirectly employed by the Proposer.

C. The Proposer shall carry Workers’ Compensation Insurance and Employer’s Liability Insurance for all employees as required by Georgia Statutes.

D. All insurance, other than Worker’s Compensation, to be maintained by the Proposer agrees to obtain liability insurance with Baldwin County, Georgia by and through the Baldwin County Board of Commissioners shown as a named additional insured. The Proposer shall be responsible for any deductibles related to said insurance.

5. REGULATIONS, PERMITS AND FEES: The selected Proposer will be required to obtain at its own expense all permits, inspections and/or licenses required to provide the required goods and/or services to the County. All county permit fees will be waived. The selected Proposer must comply with all federal, state and local laws and regulations that may apply, including the standards of the National Fire Protection Association.

6. PROPOSER’S CERTIFICATION: Each Proposer submitting a proposal acknowledges, agrees and certifies as follows:

A. The Proposer and its proposal are subject to all terms and conditions specified herein with no exceptions unless authorized in writing by the County;

B The Proposal constitutes an offer to the County which shall remain open, irrevocable and unchanged for sixty (60) days after proposal opening;

C. The Proposer has not given, offered nor intends to give or offer any economic opportunity, future employment, favor or gratuity in any kind to any employee of the County in connection with this RFP;

D. The Proposer has not divulged or discussed its proposal with other Proposers, and the Proposal is made based on independent determination of the Proposer without collusion with other proposers in an effort to restrict competition;

E. The Proposer has not made any attempt to induce any potential Proposer from submitting or declining to submit a proposal in response to this RFP;

F. The Proposer is financially solvent and sufficiently experienced and competent to provide all goods and/or services required in this RFP; and

G. All information provided by the Proposer is true and correct in all respects.

If any proposer or its proposal fails to comply with the foregoing certifications, said failure will include, but may not be limited to, grounds for rejecting that proposer’s proposal.

7. PROPOSAL FORMAT AND REQUIREMENTS: Each proposal shall be submitted in a clear, concise format, on 8½ X 11 paper. Each proposal set shall contain all information requested herein to be considered for award. Omission of required information may be cause for disqualification.

A. Cover Letter of Transmittal:

The cover letter will summarize in a brief and concise statement the proposer’s qualifications, how it is organized, and its location relative to the County. Minimum qualifications should be stated and must include:

(1) A statement that the proposer is licensed and qualified to provide all services requested under this RFP and as stated in the proposal to complete the work;

(2) A statement that the proposer is able and will comply with all applicable laws, rules, regulations and ordinances of the County, the State of Georgia and the United States if selected by the Baldwin County Board of Commissioners; and

(3) A statement that the proposer is able and will provide the required insurance as stated herein if selected by the Board of Commissioners.

The Cover Letter should also identify the Project manager for the proposer.

An official authorized to bind the proposer and execute a contract must sign the letter of transmittal. The following proposal forms should be attached to the Cover Letter:

Proposer’s Acknowledgement Exhibit “B”

Proposal Form Exhibit “C”

B. Additional Information:

(1) Proposer’s References: The proposer shall submit a list of at least five

(5) golf course entities for which the proposer has manufactured and installed a VFP (variable frequency drive) pump station. Proposer shall indicate a contact person’s name, address and telephone number for each reference, and a general description of the services provided and the cost of such services.

(2) Subcontractors: The proposer shall identify all subcontractors, if any, the proposer plans to utilize in the provision of all services under this RFP.

(3) Equipment: The proposer shall provide a list of equipment that is available to perform the services included within the Scope of Services.

(4) Conflict of Interest: The proposer shall disclose with their proposal the name(s) of any officer, director, agent, or immediate family member (spouse, parent, sibling, and child) who is also an employee or officer of the County. Furthermore, all proposers shall disclose the name of any County employee or officer who, either directly or indirectly, owns a material interest in the proposer’s company, firm or group or in that of any of its affiliates. If no such conflict of interests exists, the proposer should clearly state this in its proposal.

RFP EXHIBIT “A” SCOPE OF WORK

MAIN PUMP STATION

The pump station manufacturer shall supply a prefabricated Variable Frequency Drive (VFD) pumping station, with all equipment fabricated and mounted on a structural steel base. The pump station shall be shipped as a complete unit. All equipment used to construct and assemble the pump station shall be warranted by the pump station manufacturer and no “third party” primary warranties shall exist. The pump station manufacturer shall have installed a minimum of five (5) VFD stations on golf courses. The County wishes to re-use the six-year-old concrete slab, electrical system and metal building that host the current pump station. The pump station manufacturer shall propose a VFD system that will work with the old water lines in the ground and reduce the possibility of water leaks.

PUMP STATION SHIPMENT, PLACEMENT AND INSTALLATION

The Proposer shall be responsible for loading, shipping and unloading the pump station, inclusive of trucking and crane expenses. The Proposer shall also provide a Contractor to remove roof, install and connect the pump station on site.

Upon arrival to the job site, the Pump Station shall be unloaded and placed on site. The Pump Station Manufacturer shall provide a representative/technician on site during the installation of the station.

The Pump Station Manufacturer shall provide a twelve (12) month warranty on the entire system. All warranties shall not commence until the final start up by the Local Service Representative has been performed and completed and this new station is made operational. The Pump Station Manufacturer will provide a technician/representative to be responsible for Start- Up of the Pump Station.

SLAB/PUMP HOUSE

Six-year-old slab and pump house were constructed in 2018. It requires an onsite visit to review existing conditions and any alterations that have be made to the existing pump house will first be approved by the County.

WET WELL

The well sits inside the metal building. The wet well sleeve is corroded and needs to be replaced. It is 60 inches in diameter and 12 feet long. A new 15” x 48” P.H.F. intake system will be needed.

ELECTRICAL

Existing and requires an onsite visit to review the existing conditions and any alterations that have to be made to the existing electrical service shall be outlined in the Proposal and priced accordingly.

LABOR/MISCELLANEOUS COSTS

Proposer must account for labor costs and any other miscellaneous costs to provide a turnkey solution.

RFP EXHIBIT “B”

PROPOSER’S ACKNOWLEDGMENT

SUBMIT ONE ORIGINAL AND (2) COPIES OF YOUR PROPOSAL TO:

Baldwin County Government Building Attn: County Manager 1601 N. Columbia Street, Suite 230 Milledgeville, GA 31061

RFP TITLE: Golf Course Irrigation Pump Station

Proposal must be received PRIOR TO 3:00 P.M. on Friday, July 31, 2024, at which time Proposals will be opened.

Proposer’s Name: _____________________________________________________________ (Please specify if a corporation, partnership, other entity or individual)

Fed. ID# or SSN: ___________________________

Address: ___________________________________________________________________________

Telephone No.: ____________________ Email Address: _______________________________

Contact Representative: _____________________________________________________________

The undersigned authorized representative of the Proposer agrees to all terms and conditions stated in the RFP and proposes and agrees that if this proposal is accepted by the County, the Proposer will enter into the standard County contract to provide the services as stated in this proposal and in accordance with the terms and conditions of this

RFP.

Authorized Representative’s Signature Date

Name: Position:

RFP EXHIBIT “C”

PROPOSAL FORM

In accordance with the terms and conditions stated in the Request for Proposal (RFP) requesting the manufacture and installation of a Golf Course Irrigation Pump Station, the undersigned proposes the following to Baldwin County:

_____________________________________________(proposer’s legal name) certifies that it is licensed to perform the requested services in the State of Georgia. Applicable License number(s):_____________________________________________.

Proposer agrees to provide the required services stated in the RFP, provide specifications for the equipment to be manufactured, for an amount not to exceed the following sum, inclusive of costs of relating to manufacturing, shipping, handling, delivery, offloading, installation and start up:

Written Dollar Amount

Authorized Representative’s Signature Date

Name: Position: