RFP Document

March 9, 2022

REQUEST FOR PROPOSAL

To: All Vendors

The Gordon County School System(“GCSS”) requests your proposal to provide all equipment, labor, materials, and incidentals necessary to provide Dugouts and Crow’s Nest for the Sonoraville High School

(“SHS”) Baseball Field Complex located at 7340 Fairmount Highway, Calhoun, Georgia 30701. Prices shall remain firm for the entire proposed period. Offers that do not guarantee prices through this period shall be considered “Non-Responsive” and will not be considered.

There will be a Mandatory Pre-Bid Meeting at 10:00 am EST on March 22, 2022 at Sonoraville High

School (Baseball Field); 7340 Fairmount Hwy; Calhoun, Georgia. Vendors who do not attend the

Mandatory Pre-Bid Meeting will not be eligible to submit a Bid. A general discussion of the project will take place at the pre-bid meeting. The pre-bid meeting will begin promptly at 10:00 am EST and GCSS reserves the right to disqualify vendors arriving late to the pre-bid meeting. A walk-thru of the project and site will be provided after the meeting. Only vendors that attend the mandatory meeting may email questions to Mr. Ron

Norrell, Facility Director, by e-mail (rnorrell@gcbe.org). Deadline for questions is no later than March 25, 2022 12:00 pm EST. Response to all questions shall be emailed to the vendors who attended the Mandatory

Pre-Bid Meeting no later than March 28, 2022 at 2:00 pm EST.

Responses to this Request for Proposal shall be submitted in a sealed envelope marked “RFP 2022-2 SHS

Baseball Facility Construction” Proposals may be mailed or delivered to the Gordon County School System, Purchasing Department, 205 Warrior Path, Calhoun, Georgia 30701 or hand delivered to the Purchasing

Department prior to the time of closing.

Proposals will be received up to 2:00 PM Eastern Time at the Central Office located at 205 Warrior Path, Calhoun, Georgia 30701 on April 12, 2022. Interested parties are required to use the enclosed proposal form and instructed to read carefully all terms and conditions in this letter and the attached pages before completing their offer.

RFP shall be reviewed carefully and awarded in an equitable manner as specified in this document.

Information shall be provided to the Board for their final approval.

The Gordon County School System reserves the right to accept or reject any and all offers, to waive any irregularity in proposals received, to award the entire proposal to one vendor or to make awards by group or by line item whichever is in the best interest of Gordon County School System. Additionally, the Gordon County

School System may unilaterally terminate this contract in whole or in part, for the school system’s convenience, availability of unobligated funds, or because of failure of the contractor to fulfill the contract obligations in any respect.

Your interest and participation are solicited and appreciated.

Sincerely, Michelle Steward Purchasing Agent mailto:rnorrell@gcbe.org

General Terms and Conditions

1. Three (3) reference letters of service to similar structures (such as schools, colleges and universities) shall be included with the proposal. References shall include: complete name of institute, address, contact person, phone number and e-mail address, if available.

2. Indicate if you have ever been defaulted on a contract or denied a proposal due to non-responsibility to perform. If so, provide the facts and circumstances.

3. Proposals must be on the form provided within this Request for Proposal, sealed within an envelope marked as shown in the cover letter. Six (6) copies are requested (1 original, 5 copies). Please use the checklist at the end of this document to make sure all required components are included.

4. The vendor shall include a detailed outline for cost, service and products to accomplish the completion of the project. Successful vendor shall provide equipment, labor, materials, and incidentals along with removal of all dunnage associated with project.

5. Work done shall meet all required state, local and municipal applicable codes.

6. The vendor shall provide any and all specific or special warranties or guarantees of materials, equipment and incidentals, as required to complete project.

7. The vendor shall understand that it is the vendor’s responsibility to obtain all federal, state and local permits required for the project.

8. The vendor shall be responsible for the payment of any required taxes or fees associated with the contract. The firm shall also be responsible for compliance with all applicable codes and statutes. All installation and construction work shall be done by sub-contractors licensed in the

State of Georgia.

9. All vendors shall provide a copy of their business license along with any other professional license pertinent to the scope of project.

10. The successful vendor shall at all times keep the premises free from accumulation of waste materials due to the operation of the project. The contractor shall be responsible for providing containers for the dunnage associated with the scope of work. It is necessary that frequent pick-up of all rubbish, refuse, scrap materials and debris be done in order to keep the work site in a neat and orderly appearance at all times. Upon completion of the project the contractor shall leave the area in a ready to use condition.

11. The contractor shall take every precaution and be responsible for protecting the immediate and surrounding work areas from damage within the building or on the grounds for which the required work is to be performed.

12. The contractor warrants to the GCSS, that all materials and equipment furnished under this contract shall be of good quality free from faults and defects to ensure quality results and performance for the completion of the project.

13. The contractor shall be responsible to safeguard all of the tool’s equipment, signs, barricades, etc. while operating on the site. The school system assumes no responsibility for act of theft or vandalism which may occur while contractor’s equipment is located on project site.

14. The Solicitation (RFP) shall only be modified by a Solicitation Addendum.

15. The vendor shall provide written certification of a drug free workplace and the requirements.

False certification or violation by failing to carry out requirements of O.C.G.A. 50-24-3 shall cause termination of contract.

16. Contract will be awarded to the responsible vendor whose proposal is determined to be the most advantageous and of the best value to GCSS.

17. Notwithstanding any provision of the RFP, GCSS reserves the right to reject any and all offers or portions thereof; or cancel an RFP.

18. By the submission of this proposal, the vendor agrees not to assign the contract or purchase order to others unless specifically authorized in writing by the GCSS and its designee.

19. No awards of any kind are made at the time of closing. A copy of the tabulations and/or the awards will be available upon request for any vendor who submitted an offer. This information may be obtained after the offer has been awarded.

20. Final acceptance for GCSS will be contingent upon the approval of their Governing Board.

21. Request for Proposals are subject to the Georgia Open Records Act. You should consult your attorney on how to protect proprietary data submitted in proposals in the event you wish to do

so. Subject to the provisions of the Open Records Act, the details of the proposal documents will remain confidential until final award.

22. If the Bid exceeds $100,000.00, Bidders will be required to furnish a 5% Surety Bid Bond with their Bid. The successful Bidder will be required to furnish Performance and a Payment

Bonds in an amount equal to 100% of the Contract Amount and issued by a Corporate Surety authorized to conduct business in the State of Georgia. Each Bond shall be accompanied by a

“Power of Attorney” authorizing the attorney-in-fact to bind the surety and certified to include the date of the bond.

23. Neither the Owner nor any party submitting a response will be bound unless and until a written contract mutually accepted by both parties is negotiated as to its terms and conditions and is signed by the Owner and a party containing such terms and conditions as are negotiated between those parties. The Owner reserves the right to waive non-compliance with any requirements of this Request for Proposal and to reject any or all proposals submitted in responses. Upon receipt and review of responses, the Owner will determine the party(s) and proposal that in the sole judgment of the Owner is in the best interest of the Owner (if any is so determined), with respect to the evaluation criteria stated herein. The Owner then intends to conduct negotiations with such party(s) to determine if a mutually acceptable contract may be reached.

24. A primary contact person shall be assigned to GCSS for all communications relating to services provided by the successful vendor. This is essential to retaining a professional and successful relationship.

25. Any materials or supplies provided by the service provider and found not in accordance with specifications shall be rejected at no cost assigned to the GCSS.

26. The GCSS will neither honor nor consider any price increases, fuel surcharges or add-on cost during this proposal period.

27. All billings shall be done in a timely and correct manner. Payments shall be applied to invoices as detailed on remittance.

28. All service requested shall be complete and to the satisfaction of the GCSS or its designee before payment is made.

29. A proposed timeline for the completion of the project must be included with the RFP.

30. GCSS reserves the right to waive any formalities and to select or reject any and all responses as a result of this Request for Proposal. GCSS is not liable for any costs incurred by any person or firm responding to this Request for Proposal.

31. GCSS also reserves the right to negotiate with proposers prior to the award for the purpose of obtaining best and final offers. All proposers will be given an opportunity to participate in negotiations and submission of a best and final offer if deemed necessary. GCSS shall not disclose the contents of proposals to competing proposers during the negotiations. Reference

O.C.G.A 36-91-21 for regulations for best and final offers.

“RFP 2022-2, SHS Baseball Facility Construction”

The GCSS is seeking proposals from qualified contractors (Contractor) to provide dugouts and crows nest in accordance with the terms, conditions and specifications set forth in this solicitation.

1. A primary contact person shall be assigned to GCSS for all communications relating to services provided by the successful vendor. This is essential to retaining a professional and successful relationship.

2. All billings shall be done in a timely and correct manner. Payments shall be applied to invoices as detailed on remittance.

3. Any materials or supplies provided by the service provider and found not in accordance with specifications shall be rejected at no cost assigned to the GCSS.

4. GCSS operates with a purchase order system and is required before any work is to be commenced.

5. All service requested shall be complete and to the satisfaction of the GCSS or its designee before payment is made.

6. The GCSS will neither honor nor consider any price increases, fuel surcharges or add-on cost during this proposal period.

7. The proposal prices submitted will remain valid for a period of 180 days.

8. Contractor will be responsible for measuring designated area.

“RFP 2022-2, SHS Baseball Facility Construction”

Detailed Scope of Work:

Dugouts/Locker Room:

• Build two 40’x10’ dugouts. Dugout should be constructed with 8” CMU with brick to match the school on the outside of dugouts. The slanted roof should be constructed with pressure treated lumber, with HardiePanel ceilings. Roofing material should be standing seam metal to match school. Provide lights and receptacles in each dugout.

• Build a 12’x12’x18’ crow’s nest behind center backstop bleachers. All masonry and roofing should be the same as dugouts. Provide lights and receptacles per code. Stairs shall be constructed out of metal. All rollup doors can be metal coil.

• Build a backstop wall from home dugout to visitor dugout. This wall shall be constructed with CMU block and brick on both sides to match locker rooms. This wall should be 3’ in height with weep holes every 3’. The top of wall shall be laid in soldiers.

• Pour concrete for dugouts footers and floors, crow’s nest floor, and bleachers. The concrete outside the dugouts should connect to each dugout and have sidewalks to each dugout entrance.

• Build a 30’ high netting system that ties into the top of the backstop wall. This netting system should go from dugout to dugout.

• Build two protective barrier nets in front of both dugouts. This system should be built out of 2” galvanized piping that is covered with protective padding.

• Provide and install wind screen for the outfield fence. There will be 430’ of 10’ and

120’ of 16’ wide screen.

• Add Alternate: Build a 20’x40’ locker room on back of the home dugout. This locker room will have three single restrooms, wood lockers, turf flooring and

HVAC. Provide lights and receptacles per code. If this alternate is approved, the roof shall be a hip style roof over the dugout and locker room.

Home Side Dugout/Locker Room

Visitor Side Dugout

Sonoraville High School Field Lay Out

Sonoraville High School Crows Nest

PROPOSAL FORM

“RFP 2022-2 SHS Baseball Facility Construction”

The undersigned bidder in compliance with the request for “RFP 2022-2, SHS Baseball

Facility Construction” having examined related documents along with the specifications, terms and conditions, hereby proposes to furnish all equipment, material and labor as described in the specifications, terms and conditions. No additional cost will be paid for by Gordon County School System.

TOTAL COST OF PROJECT: $___________________________________

Please sign and date this form and attach a detailed cost proposal.

**Please included any special warranty information on proposal.**

ADD ALTERNATE: LOCKER ROOM

TOTAL COST OF LOCKER ROOM: $_______________________________

Project Starting Date after Receipt of Order: ___________________

Completion Date of Project: ________________________________

Offer Valid Until: _______________________________________

Company Name:

Authorized Signature:

Address:

City/State/ZIP:

Telephone:

Email:_________________________________________________________________

GORDON COUNTY SCHOOL SYSTEM

PURCHASING DEPARTMENT

205 WARRIOR PATH NE

CALHOUN, GA 30703-7000

GENERAL INSTRUCTIONS AND INFORMATION TO PROSPECTIVE VENDORS:

o Type or print legibly in ink. All signatures must be in ink and original. Signature stamps are not acceptable.

o Fax or email copies of application are NOT acceptable.

o Complete all items on this application.

o Failure to respond to three consecutive proposals will result in your company being removed from active status to inactive status and no further proposals will be mailed to you. A return of “no bid” response is acceptable and will indicate your desire to remain an active vendor.

o Future changes in your company name, address, telephone number, authorized representative, or ownership must be submitted to this department, in writing, on company stationery and signed by an authorized company representative.

o Your application will be reviewed upon receipt and based on the information contained therein; your company will be placed on the appropriate category list(s).

o Failure to comply with the above stated instructions will result in your application being rejected.

VENDOR APPLICATION

Complete Vendor Name: ___________________________________________________________

Federal Tax ID No: ______________________________Social Security No._________________

(If Company) (If individual)

Business License Number: ________________________

Regular Mailing Address:

Remit to Address:

Phone: ____________________________ FAX: ___________________________

Email Address_______________________________________________________________

Previous Vendor Name(s) and Address:

Have you ever done business with GCSS under any of the above names?

Yes________ No________ If yes, which ones.

Names and signatures of persons authorized to sign proposals and contracts:

Name Title Signature

Have you ever been bonded?

If yes, name and address of Bonding Company.

Have you ever had a bond revoked? ________If yes, briefly state the reason why:

Is any litigation pending against you or your company? ____________________________________

If yes, briefly state the reason why: ____________________________________________________

Is your inventory stocked in the State of Georgia? ________________________________________

If not, where is it stocked? ___________________________________________________________

Give three current or recent customers/clients for whom similar goods or services have been provided.

Name: ___________________________________________________________________________

Address: _________________________________________________________________________

Contact: ___________________________________________ Phone: ________________________

Email: ___________________________________________________________________________

Name: ___________________________________________________________________________

Address: _________________________________________________________________________

Contact: __________________________________________ Phone: ________________________

Name: __________________________________________________________________________

Address: ________________________________________________________________________

Contact: __________________________________________ Phone: ________________________

I, the undersigned, hereby certify that the above information is a complete and true statement of the facts.

Signature of person authorized to sign this application Title Date

VENDOR DECLARATION

The vendor understands, agrees and warrants:

That the vendor has carefully read and fully understands the full scope of the project.

That the vendor has the capability to successfully undertake and complete the responsibilities and obligations in said proposal.

That the vendor has liability insurance including workers’ compensation. A declaration of insurance form is included in the proposal.

That the vendor shall provide a State of Georgia Drug-Free Workplace certificate.

Certification from the State Board of Workers’ Compensation is required, and a certificate shall be submitted in the proposal.

That the vendor, shall also submit within the proposal package an Immigration

Requirement Form (Georgia Security and Immigration Compliance Act OCGA 13-10-

90). Information for obtaining an E-Verify form is available at U.S. Citizenship and

Immigration Services (usic.gov).

That this proposal may be withdrawn by requesting such withdrawal in writing at any time prior to April 12, 2022 at 2:00 pm but may not be withdrawn after such date and time.

That the GCSS reserves the right to reject any or all offers and to accept that offer which will, in its opinion, best serve the public interest. The GCSS reserves the right to waive any technicalities and formalities in the proposal.

That by submission of this proposal the vendor acknowledges that the GCSS has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information supplied by the vendor.

If a partnership, a general partner must sign.

If a corporation, the authorized corporate officer(s) must sign, and the corporate seal must be affixed to this offer.

VENDOR:

Name Title

Name Title

AFFIX CORPORATE SEAL (If Applicable)

CERTIFICATE OF NON-DISCRIMINATION

In connection with the performance of work under this contract, the vendor agrees as follows:

The vendor agrees not to discriminate against any employee or applicant for employment because of race, creed, color, sex, national origin, ancestry or disability. The successful vendor shall take affirmative action to ensure that employees are treated without regard to their race, creed, color, sex, national origin, ancestry or disability. Such action shall include, but not be limited to the following: employment, upgrading, demotion, transfer, recruiting or recruitment, advertising, lay-off or termination, rates of pay or other compensation and selection for training, including apprenticeship.

In the event of the vendor’s non-compliance with this non-discrimination clause, the contract may be canceled or terminated by GCSS. The vendor may be declared by GCSS, ineligible for further contracts with the GCSS until satisfactory proof of intent to comply shall be made by the vendor.

The vendor agrees to include this non-discrimination clause in any sub-contracts connected with the performance of this agreement.

COMPANY

SIGNATURE

TITLE

NON-COLLUSION AFFIDAVIT

The following affidavit is to accompany the proposal:

STATE OF

COUNTY OF

Owner, Partner or Officer of Firm

Company Name, Address, City and State being of lawful age, being first duly sworn, on oath says, that he/she is the agent authorized by the vendor to submit the attached proposal. Affidavit further states as vendor, that they have not been a party to any collusion among vendors in restraint of competition by agreement to propose at a fixed price or to refrain from submitting; or with any office of GCSS or any of their employees as to quantity, quality or price in the prospective contract; or any discussion between vendors and any official of GCSS or any of their employees concerning exchange of money or other things of value for special consideration in submitting a sealed proposal for:

FIRM NAME: __________________________________________

SIGNATURE: __________________________________________

TITLE: __________________________________________

Subscribed and Sworn to before me this_____ day of 20___.

NOTARY PUBLIC

STATE OF GEORGIA PROMPT PAY ACT AFFIDAVIT

THIS AFFIDAVIT IS TO ACCOMPANY THE PROPOSAL

GEORGIA PROMPT PAY ACT: The Georgia Prompt Pay Act was enacted by the General

Assembly in 1994 and took effect January 1, 1995. This act requires owners to pay contractors within 15 days of receipt of a pay request by the owner or the owner’s representative. If payment is not made the owner shall pay the contractor 1% per month interest on the delayed payment. Additionally, the contractor must pay subcontractors within 10 days of receipt of payment from the owner.

This Act is Code Section 13-11-1 (Georgia Laws of 1994, p. 1398 par. 4)

Firm Name: ______________________________________________________________

Signature: _______________________________________________________________

Title: ___________________________________________________________________

Subscribed and Sworn to before me this________ day of _________________, 20____

EVERIFY

Contractor Affidavit under O.C.G.A. § 13-10-91(b)(1)

By executing this affidavit, the undersigned contractor 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 on behalf of Gordon County

Board of Education 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 contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical 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(b). Contractor 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 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 ___ day of ________, 20____.

My Commission Expires:

SUBMISSION CHECKLIST

“RFP 2022-2 SHS Baseball Facility Construction”

The following are required items. Please make sure all the following bid documents are submitted with your proposal package. If any documents are excluded, your proposal will not be considered. One (1) original and five (5) copies of the following proposal documents shall be submitted with your bid package:

• Vendor Declaration

• Certificate of Liability including Workers’ Compensation

• State of Georgia Drug Free Certificate (https://sbwc.georgia.gov/)

• Georgia Security and Immigration Compliance E-Verify Form

• Certificate of Non-Discrimination

• Non-Collusion Affidavit

• State of Georgia Prompt Pay Act

• All Certificates, Licenses and Requirements specified in the Scope of Work

• Proposal Form

• Reference Letters (3)

• Vendor Application

• W-9

• List of Sub-Contractors if applicable

• Timeline

• Bid Bonds, Performance & Payment Bond

PROPOSAL EVALUATION

The services being sought under the RFP are considered professional in nature. Consequently, the evaluation of the proposals will be based upon consideration of the demonstrated qualifications and capabilities of the proposers, which will result in an award that is in the best interest of Gordon

County Schools.

1. The capability of the proposer to deliver the services in an efficient and timely manner.

(10 Points)

2. Responsiveness of the proposal in clearly stating and understanding the scope of work.

That’s including all required forms are complete, signed and notarized. (10 points)

3. Previous experience of the firm in general and documentation of the firms experience with Georgia School Districts. (20 points)

4. Services included with bid are in compliance with RFP specifications and scope. (20

Points)

5. Overall Cost of the proposal (40 Points)

Evaluations will be performed by a committee appointed by the Superintendent. Following completion of the initial evaluations, if deemed necessary by the committee, firms best qualified may be granted an opportunity to appear before the Evaluation Committee to make an oral presentation and submit to an interview. Committee evaluations will be reviewed by the Superintendent for her consideration of a recommendation. Recommendation for the award shall be presented to the Board by the Superintendent.

Areas to be evaluated are listed below. The committee reserves the right to follow-up with proposers, to get further clarification of items specifically mentioned in the proposal.

A local bidder shall be given 10 additional points, when all other factors are equal, and their pricing is within five percent (5%) of the lowest proposal. “Local” for the purposes of this policy, shall mean a provider with a recognized physical point-of-sale in Gordon County, Georgia.

https://sbwc.georgia.gov/

STATE OF GEORGIA PROMPT PAY ACT AFFIDAVIT