RFP 2024_001 Driving Range Renovation.pdf

REQUEST FOR PROPOSALS

Driving Range Renovation at West Pines Golf Club

City of Douglasville West Pines Golf Club

9090 Rose Ave, Douglasville, GA

RFP 2024 – 001

Issue Date: January 22, 2024

Due Date: February 21, 2024

1. GENERAL PROJECT INFORMATION AND BACKGROUND:

The City of Douglasville is undertaking a renovation to the Driving Range at West Pines Golf Club. The driving range will be redesigned and re-grassed in its entirety. A new range tee will be constructed as well as new targets in the fairway portion of the driving range. All irrigation heads on the tee and fairway will be replaced with materials provided by West Pines. For this bid, only irrigation labor should be included.

2. CONTRACT DURATION:

The successful proposer shall complete the project in an agreed upon timeline from the date of notice to proceed by the City. Liquidated damages shall be assessed at the rate of $300.00 per day for failure to complete the project on time (with 2 weeks additional to allow for inclement weather). The timeline and estimated duration of the project should be included in the bid packet. The proposed dates and time necessary to complete the project(s) will be considered when comparing all the bids. West Pines will keep the range closed while any work is being done and until the project is completed.

3. SCOPE OF SERVICES:

The project includes but is not limited to the following:

Design Services

Designs will be provided and overseen by Bill Bergin of Bergin Golf Designs and are attached to this packet.

All work must be approved by Bill Bergin and City staff.

Construction Phase The complete list of items which should be included in the construction phase for the renovation of the Driving Range include:

• MOBILIZATION

• EROSION CONTROL

• DEMOLITION

• CLEARING

• EARTHWORK

• SHAPING

• DRAINAGE

• GREEN CONSTRUCTION

• TEE CONSTRUCTION

• BUNKER CONSTRUCTION

• IRRIGATION

• FINISHING

• GRASSING

Additional details of each construction phase item are outlined in the bid packet section as well as the design plans provided.

WARRANTY PHASE

1. Coordinate and monitor the resolution of remaining “punch list” items as determined by authorities.

2. Coordinate, monitor, and resolve all warranty issues to the satisfaction of the City during the one-year general warranty period and as extended.

All local, county, state, and federal codes and regulations must be followed.

LOCATION / SITE BREAKDOWN

• West Pines Clubhouse is located at 9090 Rose Avenue, Douglasville, GA

• West Pines Maintenance Building is located at 6606 Selman Avenue, Douglasville, GA

• The Driving Range is located closest to the West Pines Clubhouse

Driving Range

• Complete renovation, redesign, and reconstruction

• Rebuilt irrigation lines with all new heads

• Regraded and re-grassed fairway and rough areas

• 2.57 acres of fairway grass will be sprigged

• 101,537 sq. feet of fairway will be sodded

• Redesigned and newly constructed teeing area totaling 23,148 sq. feet

• Five newly constructed target greens

• Four newly constructed short game target greens

4. SUBMITTAL DATE AND INFORMATION:

All bids must be submitted electronically in PDF format via BidNet: (www.bidnetdirect.com), no later than February 21, 2024, at 4:00 PM EST. Electronic submittals must include a reference to RFP 2024-001. Any Bid received after that time will not be considered for award.

1. It is the sole responsibility of the Proposer to ensure delivery by the specified deadlines to the correct location; the City cannot accept responsibility for incorrect or late deliveries, regardless of reason.

2. A list of firms submitting responsive Proposals will be available on the Bidnet Direct website (http://www.bidnetdirect.com) after stated deadline.

3. Proposals may be withdrawn by written or email request, provided such withdrawals are received prior to the time and date of the bid closing.

4. The entire submittal should be submitted as one (1) file. Please do not submit individual documents or sections separately.

5. All expenses for preparing and submitting responses are the sole cost of the party http://www.bidnetdirect.com/ submitting the response. The City is not obligated to any party to reimburse such expenses. All submittals upon receipt become the property of the City. Labeling information provided in submittals “proprietary” or “confidential” or any other designation of restricted use will not protect the information from public view.

Subject to the provisions of the Open Records Act, the details of the proposal documents will remain confidential until the opening of bids.

5. PROCUREMENT PROCESS AND INFORMATION:

a. Request for Proposal Documents

All RFP documents are available in electronic format at the Bidnet Direct website (http://www.bidnetdirect.com).

b. Availability of Request for Proposal

The RFP is open to all qualified candidates and is available free of charge.

c. Request for Information

All requests for information and clarifications regarding this project shall be submitted on BidNet (www.bidnetdirect.com) no later than 02/05/24 at 4:00PM EST. Questions and answers will be issued in the form of an addendum to all interested and will be available submitted on BidNet (www.bidnetdirect.com). It is the proposer’s responsibility to check the website for any addenda issued for this RFP.

d. Communication

From the issue date of this (RFP) solicitation until a successful proposer is selected and announced, proposers are forbidden to communicate about this solicitation or this Project for any reason with any members of the City of Douglasville administration and government, except for submission of questions as instructed in the RFP, or during the pre-proposal conference (if applicable), or as provided by any existing work agreement(s). For violation of this provision, the Owner reserves the right to reject the proposal of the offending proposer. If additional assistance is needed, please contact Alyssa Gordon – Senior Accounting Specialist at gordona@douglasvillega.gov.

6. FORMAT AND SUBMISSION OF PROPOSAL:

Proposals shall include the following elements:

1. Firm name, address, and telephone number

2. Primary contact person(s) and telephone number(s)

3. Year firm was established

4. Provide at least 3 client references and contact information.

5. Cost of proposal

6. Firm Organizational Chart which identifies individual names and responsibilities

7. Proposed timeline for project http://www.bidnetdirect.com/ http://www.bidnetdirect.com/ http://www.bidnetdirect.com/ mailto:gordona@douglasvillega.gov

8. Brief statement of Qualifications

9. Contractors and Subcontractors affidavits of compliance with the Georgia Security and

Immigration Act. (E-Verify) (on form supplied)

7. RFP TIMELINE:

RFP ESTIMATED

TIMELINE

Owner issues public advertisement of RFP 01/22/24 Deadline for written questions/requests for clarification 02/05/24 at 4:00PM EST Deadline for submission of Proposals 02/21/24 at 4:00 PM EST Interviews by Selection Committee (If Required) TBD Selection recommendation to City Council for approval TBD

8. EVALUATION OF PROPOSAL:

The evaluation by the Selection Committee will be based on the Selection Criteria listed below. The City will appoint a committee of key staff members (Selection Committee) to review each response to this RFP and provide a rank list of all the proposers.

1. Dedicated Personnel for the Project: (10 points) Provide a list of names, titles and specific project responsibilities for people working on this project. Provide the qualifications and experience of the individual and their sub-consultants, as needed, regarding this type of project.

2. Firm’s Related Previous Experience: (30 points) Provide a list of projects your firm has completed that most specifically relate to this assignment.

Provide the names, references and project descriptions of a minimum of three similar projects completed within the last five years.

3. Project Approach: (10 points) Describe your firm’s approach to this project. Identify opportunities and challenges that are apparent. Based on your experience, what do you feel are the three most critical challenges for this project? Do not simply restate the sections of the scope of work contained in the original RFP, but rather present the benefits of your experience with projects of this specific type.

The consultant may propose changes provided the overall scope of services is not reduced, minimized or otherwise limited. The consultant may recommend various phases if necessary to complete the entire project.

4. Timeframe: (30 points) Provide an estimated schedule and project timeline to complete the work.

5. Cost Estimate: (20 points)

A staff committee will judge the request for proposals in cost area, qualifications of the firm and individuals who will be working on the project, timeframe and project approach. There are five selection criteria, having a total number of points associated with each. Each proposal may receive a maximum of 100 points.

9. ITEMIZED BID & BID GRAND TOTAL:

MOBILIZATION

MOBILIZATION TOTAL: $

EROSION CONTROL

Various measures may be required by local or state agencies to minimize the amount of erosion and silt runoff that might occur as a result of the construction process.

1,500 l.f. using Type A silt fence $ l.f.

EROSION CONTROL TOTAL: $

DEMOLITION

All planned disturbed areas will need to be stripped of existing grass. The total amount of grass to be removed is 5.44 acres.

Grass will be disposed of in native areas on site.

Demolition 5.44 acres @ $ / acre

DEMOLITION TOTAL: $

EARTHWORK

Earthwork for the project includes Cut material totaling 1,979 yd3.

EARTHWORK TOTAL: $

SHAPING

Shaping includes a rebuilt Range Tee, modified Target Greens and Target Bumps, and minor clean up around existing basins.

SHAPING TOTAL: $

TEE CONSTRUCTION

The rebuilt range tee will be laser leveled and then covered with 3 - 4 inches of river sand or an accepted coarse sand alternative and leveled again with a sand pro. The tee will be sloped at 0.5% to 1% and drain from back right to front left.

Range 23,148 sq.ft @ $ /sq.ft

TEE CONSTRUCTION TOTAL: $

IRRIGATION

The Irrigation plan is in process. For estimated pricing purposes, the bid price is for LABOR ONLY on the installation of the repaired system including tying wire to the controllers, valves, and any other items associated with installing the irrigation system on this course. Scope of work includes all new pipe and heads at range tee and replacing all new swing joints and heads in range fairway on existing pipe.

Installing 16 irrigation heads, piping and wiring $ Installing 1,200’ of 2.5” line $ Installing 1 Quick Coupler $ Installing 40 new Heads and Swing Joints $ Miscellaneous Irrigation Labor $

IRRIGATION TOTAL: $

FINISHING

The overall construction process is so disruptive, that it becomes necessary to partially reshape all disturbed areas. The final shapes of the putting surfaces, bunker, and catch basins must blend with the existing grades in order to tie the golf course together. The finishing process also prepares the ground for turf by producing a proper planting bed. We will be finishing approximately 4.9 acres in our maintained grass areas.

4.9 acres @ $ / acre.

FINISHING TOTAL: $

GRASSING

TEES There will be 23,148 sq.ft. of Sodded TifTuf used on the range tee.

Tees 23,148 sq.ft @ $ / sq.ft. Total

SODDED FAIRWAYS/ROUGHS The grassing plan also includes 101,537 square feet of TifTuf Bermudagrass sodded areas. These areas include the slopes in the rough, around all catch basins and all other areas designated for sod during the construction process.

TifTuf 101,537 sq.ft. @$ / sq.ft. Total

SPRIGGED FAIRWAYS/ROUGHS The grassing plan also includes 2.57 acres of TifTuf sprigged areas planted on the Range at a rate of 800 bushels/acre. These areas include the flatter fairway and rough areas.

TifTuf 2.57 acres @$ / acre. Total

GRASSING TOTAL: $

DRIVING RANGE AT WEST PINES

BID RECAP: TOTAL

MOBILIZATION

EROSION CONTROL

CLEARING

EARTHWORK

SHAPING

DRAINAGE

TEE CONSTRUCTION

IRRIGATION

FINISHING

GRASSING

BID GRAND TOTAL

10. DISCLAIMERS

The City of Douglasville reserves the right to cancel this RFP and reject all bids. The City of Douglasville reserves the right to waive any and all technicalities, formalities, or irregularities in bids. The City may reject the Bid of any vendor that has previously failed to perform properly or complete on time contracts of a similar nature with the City of Douglasville, or if the proposer has within the last 5 years:

a. Failed to complete on time a similar contract due to delays caused by the proposer or non−conforming work performed by the proposer; or

b. Incurred criminal sanctions against company or any current proposer officer; or

c. Had its bonding company pay a claim against proposer’s payment or performance bond, due to proposer’s failure to perform.

List of Similar Projects:

1. Project Name: _________________________________________________

Project Location: __________________________________________________ Project Owner: ___________________________________________________ Owner Contact (Name and Phone): ___________________________________ Project Contract Amount: ___________________________________________ Description of Project: ______________________________________________

2. Project Name: _________________________________________________

Project Location: __________________________________________________ Project Owner: ___________________________________________________ Owner Contact (Name and Phone): ___________________________________ Project Contract Amount: ___________________________________________ Description of Project: ______________________________________________

3. Project Name: _________________________________________________

Project Location: __________________________________________________ Project Owner: ___________________________________________________ Owner Contact (Name and Phone): ___________________________________ Project Contract Amount: ___________________________________________ Description of Project: ______________________________________________

CERTIFICATION FORM

I, , being duly sworn, state that I am (title) of

(firm) and hereby duly certify that I have read and understand the information presented in the attached bid and any enclosure and exhibits thereto.

I further certify that to the best of my knowledge the information given in response to the request for bids is full, complete and truthful.

I further certify that the bidder and any principal employee of the bidder have not, in the immediately preceding five years, been convicted of any crime of moral turpitude or any felony offense, nor has had their professional license suspended, revoked or been subjected to disciplinary proceedings.

I further certify that the bidder has not, in the immediately preceding five years, been suspended or debarred from contracting with any federal, state or local government agency, and further, that the bidder is not now under consideration for suspension or debarment from any such agency.

I further certify that the bidder has not in the immediately preceding five years been defaulted in any federal, state or local government agency contract, and further, that the bidder is not now under any notice of intent to default on any such contract.

I acknowledge, agree and authorize, and certify that the bidder acknowledges, agrees and authorizes, that the City of Douglasville may, by means that the City of Douglasville deems appropriate, determine the accuracy and truth of the information provided by the bidder and that the City of Douglasville or their agents may contact any individual or entity named in the RFB for the purpose of verifying the information supplied therein.

I acknowledge and agree that all the information contained in the RFB is submitted for the express purpose of inducing the City to award a contract.

A materially false statement or omission made in conjunction with this bid is sufficient cause for suspension or debarment from further contracts, or denial of rescission of any contract entered into based upon this bid thereby precluding the firm from doing business with, or performing work for, the State of Georgia. In addition, such false statement or omission may subject the person and entity making the bid to criminal prosecution under the laws of the State of Georgia of the United States, including but not limited to O.C.G.A. §16-10-20, 18 U.S.C. §§1001 or 1341.

Signature

SWORN TO AND SUBSCRIBED BEFORE ME

This (day) of (month), 2024.

NOTARY PUBLIC SIGNATURE

My Commission Expires:

[NOTARY SEAL]

Georgia Security and Immigration Compliance.

Compliance with the requirements of O.C.G.A. 13-10-91 and Georgia Department of Labor Rule 300-10- 1-.02 are conditions of this contract. Contractor certifies that it has the following number of employees (check one appropriate box):

_____500 or more employees, or

_____100 or more employees, or

_____fewer than 100 employees, as identified in O.C.G.A. 13-10-91. In the event the Contractor employs or contracts with any subcontractor(s) in connection with this contract, the Contractor will secure from the subcontractor(s) such subcontractor(s’) indication of the employee-number category applicable to the subcontractor. The contractor’s compliance with the requirements of O.C.G.A. 13-10-91 and Rule 300-10-1-.02 is attested by the execution of the contractor affidavit as shown in Rule 300-10-1-.07, or a substantially similar contractor affidavit, which document is attached to this Contract, and is a part of this Contract.

In the event the Contractor employs or contracts with any subcontractor(s) in connection with this contract, the Contractor will secure from such subcontractor(s) attestation of the subcontractor’s compliance with O.C.G.A. 13-10-91 and Rule 300-10-1-.02 by the subcontractor’s execution of the subcontractor affidavit shown in Rule 300-10-1-.08 or a substantially similar subcontractor affidavit, and maintain records of such attestation for inspection by the City at any time. Such subcontractor affidavit shall become a part of any contractor/subcontractor agreement.

BIDDERS’ DISCLOSURE STATEMENT

All bidders should be aware that the Project is a public project, and the City is a public agency. Pursuant to the laws, rules and Executive Orders of the State of Georgia, the City of Douglasville shall make every effort to avoid even the appearance of a conflict of interest or any impropriety in both the selection process for this project and the negotiation and performance of any resulting contract. As part of any submittal you intend to make for this project, you must include a Disclosure Statement with your submittal which answers the following specific questions:

1. Describe any business transactions occurring within the prior two years between your firm and the City of Douglasville.

<Insert Response Here>

2. Describe any gift, hospitality, or benefit of any sort that your firm has provided to the City of Douglasville within the prior one-year period.

<Insert Response Here>

3. A conflict of interest or potential conflict of interest is defined as any action, decision, or recommendation by a person acting in a capacity as a public official, the effect of which is or could be to the private monetary or financial benefit or detriment of the person, the person’s relative, or any business with which the person or a relative of the person is associated. The potential conflict of interest is viewed from the perspective of a reasonable person who has knowledge of the relevant facts. Based upon this definition, describe any conflict of interest or potential conflict of interest that your firm has with the City of Douglasville.

<Insert Response Here>

This Disclosure Statement should be dated and signed by an authorized signer for the bidder and submitted with the Bidder’s submittal.

Name of Firm

Authorized Signature Date

Printed Name and Title of Authorized Agent

BIDDER hereby submits this Bid as set forth above: Bidder:

(typed or printed name of organization) By:

(individual’s signature) Name:

(typed or printed) Title:

(typed or printed) Date:

(typed or printed) If Bidder is a corporation, a partnership, or a joint venture, attach evidence of authority to sign.

Attest:

(individual’s signature) Name:

(typed or printed) Title:

(typed or printed) Date:

(typed or printed) Address for giving notices:

Bidder’s Contact:

Name:

(typed or printed) Title:

(typed or printed) Phone:

Email:

Address:

Bidder’s Contractor License Number:

Contractor Affidavit under O.C.G.A. § 13-10-91(b)(l) The undersigned contractor ("Contractor") executes this Affidavit to comply with O.C.G.A § 13- 10- 91 related to any contract to which Contractor is a party that is subject to O.C.G.A. § 13-10-91 and hereby verifies its compliance with O.C.G.A. § 13-10-91, attesting as follows:

a) The Contractor has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program;

b) The Contractor will continue to use the federal work authorization program throughout the contract period, including any renewal or extension thereof;

c) The Contractor will notify the public employer in the event the Contractor ceases to utilize the federal work authorization program during the contract period, including renewals or extensions thereof;

d) The Contractor understands that ceasing to utilize the federal work authorization program constitutes a material breach of Contract;

e) The Contractor will contract for the performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the Contractor with the information required by O.C.G.A. § 13-10-91(a), (b), and (c);

f) The Contractor acknowledges and agrees that this Affidavit shall be incorporated into any contract(s) subject to the provisions of O.C.G.A. § 13-10- 91 for the project listed below to which Contractor is a party after the date hereof without further action or consent by Contractor;

and

g) Contractor acknowledges its responsibility to submit copies of any affidavits, drivers' licenses, and identification cards required pursuant to O.C.G.A. § 13-10-91 to the public employer within five business days of receipt.

Federal Work Authorization User Identification Number Date of Authorization Name of Contractor Name of Project Name of Public Employer I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on ___________________, _______, 20____ in ___________________ (city), ________ (state).

Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS

THE _______ DAY OF ___________________, 20_______.

NOTARY PUBLIC

My Commission Expires: ______________________________

Subcontractor Affidavit under O.C.G.A. § 13-10-91(b)(3) By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract with (name of contractor) ______________________________ on behalf of City of Douglasville has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned subcontractor will continue to use the federal work authorization program throughout the contract period and the undersigned subcontractor will contract for the physical performance of services in satisfaction of such contract only with sub-subcontractors who present an affidavit to the subcontractor with the information required by O.C.G.A. § 13-10-91(b). Additionally, the undersigned subcontractor will forward notice of the receipt of an affidavit from a sub-subcontractor to the contractor within five business days of receipt. If the undersigned subcontractor receives notice that a sub-subcontractor has received an affidavit from any other contracted sub-subcontractor, the undersigned subcontractor must forward, within five business days of receipt, a copy of the notice to the contractor. Subcontractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number Date of Authorization Name of Subcontractor Name of Project Name of Public Employer I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on ___________________, _______, 20____ in ___________________ (city), ________ (state).

Signature of Authorized Officer or Agent (Subcontractor Name) Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS

THE _______ DAY OF ___________________, 20_______.

Notary Public My Commission Expires: ______________________________

West Pines Construction Plans

WP Range Renovation Plans