RFP-25-026-KY_Addendum_No._2.pdf

RFP-25-026-KY

EASTMONTE PARK SYNTHETIC TURF

Addendum No. 2

DATE: March 20, 2025 TO: All Interested Bidders and Other Interested Parties FROM: Krisha Yurkiewicz, Procurement Specialist

The City makes the following changes, additions, deletions, information, and/or clarifications and now considers the addendum a part of the Request for Proposal (RFP) Document. Bidders must acknowledge receipt of this addendum by indicating receipt in the space provided on the Proposal Submittal Form. If the bidder has already submitted the Proposal Submittal Form to the City’s Procurement Division, the Bidder should sign and return this addendum in a sealed envelope or revise their electronic submission to include this addendum. The envelope should include the company name and address, the bid number, opening date and time, and "Addendum No: 2". In any case, the submission of a bid is acknowledgment of receipt of the addendum. The City will construe all bids received as though the Bidder has received and acknowledged the addendum.

1. The following requirement is hereby added to this solicitation: Performance and Payment Bond.

a. A completed Performance and Payment Bond form will be required within ten

(10) days after the date of the award in an amount not less than one hundred

(100) percent of the total bid amount.

b. See sections 3.4, 3.5, 3.6, 3.7 and 3.8 of the RFP Solicitation Document for more details.

c. Attached is the Performance and Payment Bond (P&P) form for this solicitation.

2. The following requirement is hereby added to this solicitation: Release of Lien.

a. A completed Release of Lien form will be required at the conclusion of the project from the awarded Contractor.

b. Attached is the Release of Lien form for this solicitation.

3. A sample contract has been added for reference only. Please see attached.

Responses to Requests for Information (RFI) are listed below.

Q1: Is this still a public bid opening?

A1: Yes.

Q2: Bid bond required?

A2: Yes, a Bid Bond is required. Please reference section 3.3 Bid Guaranty, and the included Bid Bond form on page 44 of the RFP Solicitation Document. Please note that this is not a minor technicality that the City waives and as such if the Bidder fails to submit a valid Bid Guarantee with the Proposal Bid/Submittal Form the City will reject the bid.

(Continued on next page)

Q3: Payment & performance bonds required?

A3: Yes, a P&P Bond is required for this solicitation. Please see #1 above, and the P&P

Bond form attached.

Q4: Field 1 Questions:

A. New bases/base anchors required on existing field?

B. Can we get a rendering of the outfield green areas in the corners?

C. Who is providing temporary fence plugs, please provide more information?

D. Anchors in the outfield, not recommended. Can we inlay tick marks for bases and provide turf bases?

E. Mound panels still required if using portable mound?

F. Portable mound provided by others?

A4: Field 1 Answers:

A. Yes, new bases/base anchors are required on the existing field.

B. The interested contractor should provide a recommendation.

C. The interested contractor should recommend a temporary fence option based on their experience. Plugs are not required.

a. Please see the revised Proposal Submittal Form (attached) with an area to add an Additive Bid Item price for the Contractor’s recommended solution for a temporary fence to be used to create a smaller playing field for younger players.

D. The City is open to recommendations from each contractor based on their experience.

E. Mound panels are not required for Field #1.

F. The City will provide a portable mound, but the City is also open to Contractor recommendations for a suitable portable mound.

a. Please see the revised Proposal Submittal Form (attached) with an area to add an Additive Bid Item price for one (1) portable mound.

Q5: Field 3 Questions:

A. Please provide clarification on mound, is it clay or synthetic turf?

B. Will bullpen be turf or remain natural?

A5: Field 3 Answers:

A. It should be a synthetic turf mound with a clay strip, similar to existing mounds on

Fields 1 and 5.

B. The bullpen will remain natural.

Q6: Where is the construction entrance for field 5?

A6: A construction entrance off of Ronald Reagan Blvd is provided. Any additional entrances for access or phasing will require City approval and must be updated in the contractor’s SWPP Plans.

Q7: Please show laydown/staging areas A8: Construction phasing, staging, and installation are considered means and methods, which should be provided to and coordinated with the City.

(Continued on next page)

Q8: Please the following drawings if available for each field instead of combining them:

A. Existing grade elevations B. Proposed subgrade elevations (required for determining stone depth) C. Proposed final grade elevations

A8: See responses below.

A. The available existing grading contours and points are shown within the enlarged grading plans C-201 through C-203.

B. The minimum proposed sections with depths, based on the drainage system and provided inverts, are shown in the section and drainage details on C-220.

Quantities should be calculated based on the drainage information, minimum trenching widths and depths, sloping requirements of the subdrainage and the direction provided in the construction documents.

C. The proposed final grade for fields 1 and 5 should return to existing grade below the floodplain elevation of 90.7 NAVD 88, with some minor grading adjustments above that elevation to maintain minimum pipe cover and proper slopes. The grading for field 3 ensures minimum cover of the system and acceptable slopes as coordinated with the City. Refer to C-220 for details on grading outside the ballfield limits.

ACKNOWLEDGMENT - Addendum No. 2

Company Name

Signature of Officer

Type/Print Officer's Name & Title

Attachments:

- Revised Proposal Submittal Form

- Performance and Payment (P&P) Bond form

- Release of Lien form

- Sample Contract (for reference only)

REQUEST FOR PROPOSAL

EASTMONTE PARK SYNTHETIC TURF

PROPOSAL SUBMITTAL FORM (Revised) The undersigned hereby declares that after examining the Proposal Documents for which proposals were advertised to be returned by 11:00 a.m., Wednesday, April 2, 2025, does hereby submit a response to the proposal and warrants that:

a. He/She is an officer of the organization.

b. He/She is authorized to offer a proposal in full compliance with all requirements and conditions, as set forth in the Solicitation.

c. He/She has fully read and understands the Solicitation and has full knowledge of the scope, nature, quantity and quality of the work to be performed; and the requirements and conditions under which the work is to be performed.

d. He/She, by signing below, is also signing a Truth-In-Negotiation certificate as required by Florida Statutes 287.055(5)(a).

e. If the proposal is accepted, a contract will be issued as proposed subject to any revisions mutually agreed upon by the City and the vendor.

PROPOSAL AMOUNT

All-inclusive lump sum price to remove, furnish and install synthetic turf on Fields 1, 3, and 5 at Eastmonte Park as described in the RFP Document.

- Additive Bid Item – Additional Mound Panel and batter/catchers box replacements for all three fields $

- Additive Bid Item – Price for proposed solution for temporary fence $

- Additive Bid Item – Price for Portable Mound (Qty: 1)

PROPOSAL GRAND TOTAL $

FOR THIS SUBMITTAL TO BE CONSIDERED VALID

IT IS MANDATORY THAT THIS FORM BE SIGNED

IN THE SPACE PROVIDED BELOW (SEE NEXT PAGE)

RFP-25-026-KY - EASTMONTE PARK SYNTHETIC TURF

PROPOSAL SUBMITTAL FORM (Revised) - Continued

FOR THIS SUBMITTAL TO BE CONSIDERED VALID

IT IS MANDATORY THAT THIS FORM BE SIGNED

IN THE SPACE PROVIDED BELOW

The Bidder hereby acknowledges by signing below receipt of any and all Addenda posted.

The City reserves the right to accept any or all proposals, to waive informalities, and to reject all or any part of any proposal as they may deem to be in the best interest of the City.

This Proposal Submittal Form is a mandatory form. An officer or representative who has official authorization to sign proposals MUST sign this Proposal Submittal Form. Failure to sign in the space provided below will result in the proposal being rejected.

Proposals not received by advertised due date and time will be returned to the sender unopened.

Signing the Proposal Submittal Form affirms that the original Request for Proposal document has not been altered in any way.

Company Name (as it appears on the W9) D/B/A Name (if applicable) F.E.I.N

DUNS

Name of Owner/Partner/Officer Title/Position of Owner/Partner/Officer Signature/eSignature of Owner/Partner/Officer

Business Telephone

Fax Telephone Email Address

Business Address City/State/Zip

CONTRACT

Contract No. AP25026

PPB - 1

Bond No: ______________________________

PERFORMANCE AND PAYMENT BOND

KNOW ALL MEN BY THESE PRESENTS that, we

(Name of Contractor)

(Principal Business address of Contractor)

(Telephone number of Contactor)

(a corporation, partnership, individual) as Principal and

(Name of Surety)

(Principal Address of Surety)

(Telephone number of Contactor) as Surety, are bound to:

CITY OF ALTAMONTE SPRINGS

225 Newburyport Avenue

Altamonte Springs FL 32701 407-571-8080 a Political Subdivision of Seminole County in the State of Florida as Owner, in the sum of $______________________, for payment of which we bind ourselves, our heirs, personal representatives, successors, and assigns, jointly and severally.

This Bond is being entered into to satisfy the requirements of Section 255.05, Florida Statutes, as the same may be amended.

WHEREAS, the CONTRACTOR has entered into a certain written Contract with the "CITY" dated the for Bid No. RFP-25-026-KY entitled, EASTMONTE PARK SYNTHETIC

PPB - 2

TURF with the conditions and provisions as are further described in the aforementioned contract, which contract is by reference made a part hereof for the purpose of explaining this bond.

NOW, THEREFORE, THE CONDITION OF THIS OBLIGATION IS such that if Contractor shall fully, promptly, and faithfully perform said contract and all obligations hereunder, including all obligations imposed by the contract documents (which include the Notice to Bidders, Instructions to Bidders, Proposal Bid Form, General Specifications and Detail Specifications, Form(s) of Contract Bond(s), Plans and Specifications, and such alterations thereof as may be made as provided for therein) and shall promptly make payments per Section 255.05(1), Florida Statutes to all claimants for any and all labor and material used or reasonably required for use or furnished in connection with the performance of said contract, and shall perform all other covenants and obligations of this bond, then this obligation shall be void; otherwise, it shall remain in full force and effect.

1. The undersigned shall indemnify and save harmless said Owner against and from all costs, expenses, and damages, including litigation costs and attorney's fees arising out of, or in connection with the neglect, default, or want of care or skill, including patent infringement on the part of said Contractor, his agents, servants or employees in the execution or performance of said contract.

2. The undersigned shall promptly make payment to all persons supplying services, labor, material, or supplies used directly or indirectly by said Contractor, or any subcontractor or subcontractors, in the prosecution of the work provided for in the said contract.

3. The undersigned agrees to promptly pay to the Owner any difference between the sum to which the Contractor would be entitled on the completion of the contract and the sum which the Owner may be obligated to pay for the completion of said work by contract or otherwise, including any damages, direct or indirect, or consequential, which the Owner may sustain by reason of the failure of the Contractor to properly and promptly perform and abide by all of the provisions of said contract.

4. The undersigned covenant and agrees that no change, extension of time, alteration, or addition to the terms of the contract or to the work to be performed there under, or the specifications accompanying the same shall in any way affect their obligation on this bond and they do hereby expressly waive notice of any such change, extension of time, alteration or addition.

5. Subject to the Owner's priority, any claimant furnishing labor or materials for said job, whose claim remains unpaid for more than ninety (90) days after the due date, shall have a direct right of action against the Principal and Surety under this obligation, after the written notice of the performance of work, labor or delivery of such materials and non-payment thereof to the Contract.

6. The Contractor shall save the City harmless from any and all damages, expenses, and costs which may arise by virtue of any defects in said work or materials within a period of http://www.leg.state.fl.us/STATUTES/index.cfm?App_mode=Display_Statute&Search_String=&URL=0200-0299/0255/Sections/0255.05.html

PPB - 3

two years from the date of initial acceptance. The principle and surety acknowledge that Section

255.05 of the Florida Statutes states:

Any person entering into a formal contract with the state or any county, city, or political subdivision thereof, or other public authority for the construction of any public building, for the prosecution and completion of any public work, or for repairs upon any public building or public work shall be required, before commencing the work, to execute a payment and performance bond with a surety insurer authorized to do business in this state as surety.

A claimant, except a laborer, who is not in privity with the contractor and who has not received payment for his labor, materials, or supplies shall, within 45 days after beginning to furnish labor, materials, or supplies for the prosecution of the work, furnish the contractor with a notice that he intends to look to the bond for protection.

A claimant who is not in privity with the contractor who has not received payment for his labor, materials, or supplies shall, within 90 days after the performance of the labor or after complete delivery of the materials or supplies, deliver to the contractor and to the surety written notice of the performance of the labor or delivery of the materials or supplies and of the non-payment.

No action for the labor, materials, or supplies may be instituted against the contractor or the surety unless both notices have been given.

No action shall be instituted against the contractor or the surety on the bond after 1 year from the performance of the labor or completion of delivery of the materials or supplies.

The payment provisions of all bonds furnished for public work contracts described above shall, regardless of form, be construed and deemed statutory bond provisions, subject to all requirements as stated above.

All bonds executed pursuant to this section shall refer to this section by number and shall contain a reference to the notice and time limitation provisions of this section.

The above statutory requirement language shall not reduce or otherwise limit the contractor's and surety's liabilities and obligations to the City as otherwise provided herein.

IN WITNESS WHEREOF, the said Contractor has hereunder affixed its signature, and said Surety has hereunto caused to be affixed its corporate signature and seal, by its duly authorized officers, on this ______day of _______________, _________.

(Signatures Page Follows)

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PRINCIPAL/CONTRACTOR:

(Company Name)

By: _________________________________________________ (Signature)

(Print name and title)

(Seal)

Signed, sealed, and delivered in the presence of:

1. ___________________________________________________

2. ___________________________________________________

SURETY:

(Surety Name)

By: _________________________________________________ (Signature)

(Print name and title)

(Seal) Signed, sealed, and delivered in the presence of:

1. __________________________________________________

2. __________________________________________________

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RELEASE OF LIEN

KNOW ALL MEN BY THESE PRESENT, that for and in consideration to the sum of monies, set out in the accompanying Estimate Statement No. ____ , is final, which quantity, the receipt of which is hereby acknowledged, is accepted as full and complete compensation for all work done, materials furnished, and damages or claims arising under the City of Altamonte Springs, Contract entitled EASTMONTE PARK SYNTHETIC TURF, by

Contractor on the Project

__________________________________(SEAL)

STATE OF )

COUNTY OF )

CITY OF )

I, , (person’s name) due here by depose and say that ___________________________(company) has completed the contract awarded to them by the City of Altamonte Springs, Florida, and that said Contractor has paid all wages due and has paid for all materials furnished in and about the construction of said Contract and has paid all damages and claims whatsoever, including claims by reason of the manner of construction, and that there are no unpaid claims whatsoever upon account thereof.

Signature of Deponent

Sworn to (or affirmed) and subscribed before me by means of __ physical presence or __online notarization this _____ day of__________________20___, by ________________________, who is personally known to me or has produced ______________________ as identification and did take an oath.

(stamp) NOTARY PUBLIC

SAMPLE CONTRACT

EASTMONTE PARK SYNTHETIC TURF

C - 1

THIS AGREEMENT, made and concluded this day of , 20 , by and between the City of Altamonte Springs, hereinafter generally called the Owner, and [insert successful vendor name] hereinafter generally called the Contractor.

WITNESSETH, that for and in consideration of the payments and agreements to be made and performed by the Owner, Contractor, at its own cost and expense and with skill and diligence, will construct and complete all work included in Bid No: RFP-25-026-KY, entitled EASTMONTE PARK SYNTHETIC TURF} for {award amount} in accordance with attached Contract Documents, and in full compliance with this Agreement.

And the Contractor agrees to receive the prices stated in the Proposal Bid Form attached in full compensation for furnishing material and labor in moving materials and executing all the work contemplated in this Contract; the Contractor, for such consideration, shall be responsible for and hereby does indemnify Owner from and against any and all loss or damage, including attorney’s fees and costs, arising out of the performance of the work aforesaid or from any action of elements; of every description encountered in connection with the work, and furnishing the materials.

The work on the site is to be commenced when directed in writing by the Procurement Division or authorized representative, and to be diligently prosecuted to completion within/by {deliver/complete project by} .

To prevent all disputes and litigations, it is agreed by and between the parties to this Contract that the Owner shall in all cases determine the quality and quantity of the several kinds of work and materials which are to be paid for under this Contract, and shall determine all questions in relation to lines, levels, and dimensions of the work, and as to the interpretation of the requirements and specifications.

Payment shall be made in accordance with provisions as outlined elsewhere in these specifications.

As required by Florida Statute, Chapter 119, the Contractor shall allow access to and retain records and reports pertaining to this contract as called for in the Solicitation Document under the paragraph entitled “Contractor Public Records Requirements - Contract for Services”.

The Contract Documents shall consist of this Contract and the following:

• Formal Bid Document

• Drawings/Plans

• Addendums

• Proposal Bid Form (as submitted by the bidder) http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&URL=0100-0199/0119/0119ContentsIndex.html

SAMPLE CONTRACT

C - 2

• Payment & Performance Bond (if required by the bid document)

This Agreement, together with these documents, forms the contract, and they are as fully a part of the contract as if hereto attached or herein repeated.

The Contractor and the Owner for themselves, their heirs, executors, administrators, successors, and assigns, hereby agree to the full performance of the covenants herein contained.

IN WITNESS WHEREOF THEY HAVE EXECUTED THIS AGREEMENT:

OWNER

City of Altamonte Springs 225 Newburyport Avenue Altamonte Springs FL 32701

Attest: Owner:

(Signature) (Name, Written or Typed) (Title, Written or Typed)

CONTRACTOR

[insert successful vendor name] [insert successful vendor business address] [insert successful vendor city/state/zip]

Attest: Officer:

(Signature)

(Name, Written or Typed) (Title, Written or Typed)

TOTAL CONTRACT AMOUNT: $_______________