RFP_Lions Park Construction.pdf

Request for Proposal (RFP)

RFP #COK 26-029

CONSTRUCTION SERVICES

LIONS PARK REDEVELOPMENT

Issued by:

City of Kingsland, Georgia

Proposals must be submitted

No later than

2:00 PM on Tuesday, July 21, 2026

To:

City of Kingsland

Mailing Address

City of Kingsland

Finance Department

Attn: Hannah Smith, Purchasing Director

P.O. Box 250

Kingsland, Georgia 31548

Delivery Address

Finance Department

Attn: Hannah Smith, Purchasing Director

108 West William Avenue

Kingsland, Georgia 31548

LATE PROPOSALS WILL BE REJECTED

Issued: 06/16/2026

CITY OF KINGSLAND, GEORGIA RFP #COK26-029

WWW.KINGSLANDGEORGIA.COM LIONS PARK

City of Kingsland, Georgia Page 2

Purpose

The City of Kingsland, Georgia (“City”) hereby solicits sealed proposals from qualified firms (“Proposers”) to provide services for the construction of Lions Park.

This procurement is issued in accordance with applicable provisions of the Official Code of Georgia Annotated (O.C.G.A.), local ordinances, and City procurement policies.

Invitation

You are hereby invited to submit a sealed proposal by providing all information requested in the attached “Scope of Work” to the Finance Department to either address listed below:

Mailing Address: Delivery Address:

City of Kingsland City of Kingsland Finance Department Finance Department Attn: Hannah Smith, Purchasing Director Attn: Hannah Smith, Purchasing Director P.O. Box 250 108 West William Avenue Kingsland, Georgia 31548 Kingsland, Georgia 31548

Proposal Submission Process

All proposals shall be submitted in a sealed envelope. The Request for Proposal (RFP) number, title, opening date and name of proposer shall be clearly displayed on the outside of the sealed envelope. The delivery of said proposal to the prescribed delivery point on or before the specified opening date and time is solely and strictly the responsibility of the Proposer. Any proposal received at the prescribed delivery point after the specified date and time will NOT be accepted. Proposals must be submitted in writing and as prescribed by the City. No other forms will be accepted. No Proposal may be modified after opening.

All Responders shall submit one (1) original and two (2) copies of their documents in a SEALED envelope or package. Responders must submit their proposal no later than Tuesday, July 21, 2026 at 2:00 PM. Any proposal received after the time and date specified will NOT be considered. The bid opening will be held in the City Hall Council Chambers located at 107 South Lee St., Kingsland, GA.

http://www.kingslandgeorgia.com/

CITY OF KINGSLAND, GEORGIA RFP #COK26-029

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Pre-Proposal Meeting

A non-mandatory pre-proposal meeting will be held at 10:00 AM on June 30, 2026, at Kingsland City Hall, 107 South Lee Street, Kingsland, Georgia 31548, followed by an onsite visit of Lions Park.

Attendance is strongly encouraged but is not required for proposal submission.

All questions regarding this solicitation must be submitted in writing to the Purchasing Director no later than July 7, 2026, at 5:00 PM.

Procurement Method

This RFP is issued under a Design-Bid-Build (DBB) delivery method. The selected Proposer will be responsible for construction services under the contract documents.

The City reserves the right to:

Conduct discussions and negotiations with one or more Proposers.

Request best and final offers (BAFO).

Award a contract based on initial proposals without discussion.

Project Description

The City intends to construct new athletic fields and recreation park to replace the existing facilities at Lions Park.

The project includes:

Full site development and infrastructure.

Construction of a new concession building, Pickleball restroom building, basketball restroom building, workshop building, and irrigation system enclosure.

Installation of advanced mechanical, electrical, safety, and technology systems.

Construction of four (4) new baseball fields including: dugouts, bullpens, backstops, bleachers, scoreboards, scorer’s tables, safety netting, and fence.

Basketball court and fence.

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Playground equipment. Including base course, pour-in-place surface, shade system, and concrete header curb.

Batting cages

Irrigation system including: irrigation well, pump, controller, pipes, and sprinkler heads.

Tennis court and fence.

Six (6) pickleball courts and fence.

Walking path

Perimeter chain link fence

Stormwater pipe, grate inlets, and trench grates.

Sanitary sewer and water distribution system utilities.

PVC conduits.

Note: Site lighting is excluded from the scope of work and will be provided by others.

Scope of Services

The selected Contractor shall provide all labor, materials, equipment, and services necessary to deliver a complete, operational facility, including:

Construction Services

Demolition of the existing facilities.

Site work and utilities.

Building fabrication and erection.

Construction of athletic facilities.

Testing, commissioning, and closeout.

Coordination and Site Management

CITY OF KINGSLAND, GEORGIA RFP #COK26-029

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The Contractor shall coordinate all construction activities with the City and shall maintain safe access to public facilities and adjacent properties throughout construction. The Contractor shall be responsible for construction staging, traffic control, utility coordination, erosion and sediment control measures, and protection of existing facilities designated to remain.

Proposal Submittal Requirements

Proposals must include:

Administrative

Cover letter

Firm information and legal structure

Proof of licensing and insurance

E-Verify Contractor Affidavit

Technical Proposal

Project understanding and approach

Key personnel and experience

Cost Proposal

Cost breakdown by item (see enclosed proposal form)

Experience

The Proposer shall demonstrate successful completion of at least three (3) athletic field or park construction projects of similar scope and complexity within the past ten (10) years. Preference may be given to firms demonstrating experience with:

Baseball and softball field construction;

Sports field grading and drainage systems;

Irrigation system installation;

Tennis and pickleball court construction;

Playground installation;

Recreation facility buildings; and

CITY OF KINGSLAND, GEORGIA RFP #COK26-029

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Municipal park development projects.

The City reserves the right to verify all project references and independently evaluate the quality of prior work performed.

References

Minimum of three (3) industry references

Evaluation Process

All proposals will be evaluated by a selection committee using the criteria identified below. Proposals will be scored and ranked in accordance with the evaluation matrix. The City may, at its discretion, interview one or more proposers, request clarifications, and/or request best and final offers prior to making an award recommendation.

EVALUATION SCORING SHEET

Cost Proposal 35%

Project Understanding and Approach 20%

Experience and Qualifications 15%

Schedule and Technical Capabilities 15%

References and Past Performance 15%

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Detailed Evaluation Matrix

Category Excellent (Full Points) Good Fair Poor

Experience Extensive relevant athletic fields and sport courts; proven success

Relevant experience with minor gaps

Limited relevant experience

Minimal or no relevant experience

Approach Clear, detailed, innovative, and tailored

Adequate and logical

General or lacks detail

Unclear or incomplete

Technical Strong team, demonstrated expertise

Qualified team Some gaps in expertise

Unqualified or unclear

Cost Competitive, well-justified Reasonable High or unclear Unreasonable

Schedule Realistic and efficient Acceptable Aggressive or vague

Unrealistic

References Excellent feedback Positive feedback Mixed feedback Negative or unavailable

Contract Terms

The selected Proposer will be required to enter into a contract including:

Performance and Payment Bonds (100%)

Compliance with Georgia E-Verify requirements

Compliance with Title VI and non-discrimination laws

Insurance requirements (general liability, worker’s compensation, etc.)

Indemnification of the City

General Conditions

The City reserves the right to:

o Reject any or all proposals o Waive informalities o Cancel the RFP at any time

All costs incurred in proposal preparation are the responsibility of the Proposer

CITY OF KINGSLAND, GEORGIA RFP #COK26-029

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Proposals shall remain valid for 120 days

Project Completion Requirements

Time is of the essence for this Project. The Contractor shall achieve Substantial Completion of the four

(4) baseball fields, concession building, associated restrooms, dugouts, fencing, irrigation system, scoreboards, and related site improvements no later than February 13, 2027.

For purposes of this solicitation, "Substantial Completion" means the facilities are sufficiently complete in accordance with the contract documents such that the City may occupy and utilize the facilities for their intended purpose, notwithstanding minor punch-list items that do not materially impair the use of the facilities.

CONTACT INFORMATION

All questions shall be submitted in writing to:

Hannah Smith, Purchasing Director hsmith@kingslandgeorgia.com

ATTACHMENTS (OPTIONAL TO INCLUDE)

Sample Contract Agreement

Insurance Requirements

Site Map / Concept Layout

Federal or State Grant Provisions (if applicable)

Minimum Qualifications

The Contractor must agree to maintain Workers’ Compensation and liability insurance for a minimum of one million dollars ($1,000,000) to protect the City from liability claims for damages because of bodily injury, including death, and from liability for damages to property. The contractor will furnish a certificate of said insurance to the City of Kingsland before beginning the work or with submission of proposal if mailto:hsmith@kingslandgeorgia.com

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City of Kingsland, Georgia Page 9 listed as part of the required documents.

No Corrections

Once a competitive proposal is submitted, the City shall NOT accept any request by any proposer to correct errors or omissions in any calculations or competitive price submitted. The only exception to allow a correction is the mistake must be clerical or mathematical in nature; it cannot be an error in judgment such as failure to properly price performance costs; the nature of the mistake must be readily apparent on the face of the proposal itself; and the intended proposal price must be apparent as well. The proposer cannot resort to proposal-preparation worksheets to prove its intended proposal price. Based on the above circumstances, the allowance of the correction will be at the discretion of the City of Kingsland.

Award

Award shall be made to the proposer receiving the highest overall evaluation score, or otherwise determined by the City to provide the best value and be most advantageous to the City, based on the criteria set forth in this RFP. The City reserves the right to reject any or all proposals, waive informalities, request clarifications, and negotiate with one or more proposers as permitted by law.

Any proposer who is in default to the City of Kingsland at the time of submitting the proposal shall have that proposal rejected.

The City of Kingsland reserves the right to clarify any terms with the concurrence of the Vendor; however, any substantial non conformity in the offer, as determined by the City of Kingsland, shall be deemed non-responsive and the offer rejected. The City of Kingsland reserves the right to reject Proposals, or any part of any proposal, containing any additional terms or conditions not specifically requested in the original conditions and specifications.

The City of Kingsland reserves the right to reject any or all proposals, or any part of any proposal, to award in part or in whole, to waive any informality in any submission, and to award a contract deemed to be in the best interest of the City of Kingsland. City of Kingsland reserves the right to accept or reject any and all responses, to waive irregularities, and to re-advertise as may be determined to be in the best interest of the City.

The City of Kingsland reserves the right, at any time, to modify, waive, or otherwise vary the terms and conditions of this RFP including, but not limited to, the deadlines for submissions and submission requirements. The City further reserves the right to cancel or withdraw this RFP at any time. The City also reserves the right to negotiate mutually acceptable contract terms with the successful proposer. (City Purchasing Ordinance, Article IV, Division 2, Section 2-99).

CITY OF KINGSLAND, GEORGIA RFP #COK26-029

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City of Kingsland, Georgia Page

Liquidated Damages

The Contractor acknowledges that completion of the Project by the required completion date is essential to the City's recreational programming and public operations. The parties recognize that actual damages resulting from delayed completion would be difficult to ascertain with precision.

Accordingly, and not as a penalty, the Contractor shall pay the City liquidated damages in the amount of $500.00 per calendar day for each day beyond the Contract Time that the Project remains incomplete, unless an extension of time has been approved in writing by the City.

The parties agree that this amount represents a reasonable estimate of damages likely to be incurred by the City as a result of delayed completion.

Hold Harmless

The Vendor will indemnify, defend, and hold harmless the City of Kingsland from loss for all suits, actions, or claims of any kind brought as a consequence of any negligent act or omission by the Vendor.

The Vendor agrees that this clause shall include claims involving infringement of patent or copyright.

For purposes of this document, “City” and “Vendor” includes their employees, officials, agents and representatives.

Term of Agreement

The agreement shall become effective upon execution of a contract, the receipt of all required documents and approval of the contract by the Kingsland City Council.

Required Documents to Be Submitted

One (1) original and two (2) copies of documents which must include the following information:

1. Copy of firm’s current Certificate of Insurance

2. Copy of signed W-9

3. E-Verify Contractor and/or Sub-Contractor/Sub-Subcontractor Affidavit

(Must be a Notarized Original)

4. City of Kingsland Business License (if awarded)

5. Proposal Form (page 10)

6. Proposal Signature Page (page 11)

7. 10% Proposal Bond (page 12 & 13)

8. Acknowledgement of Addenda (page 14, if applicable)

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City of Kingsland, Georgia Page

9. Provide a statement proposal is valid for a period of not less than 120 calendar days from date of receipt.

CITY OF KINGSLAND, GEORGIA RFP #COK26-029

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City of Kingsland, Georgia Page

Proposal Form

Total Cost of Project $______________________________________________ (Provide separate itemized proposal breakdown)

Estimated Time of Completion (in Calendar Days) from Notice to Proceed _________________________

The following statement must be signed and submitted with Proposal. Failure to sign this statement will render proposal invalid.

“I certify that this proposal is made without prior understanding, agreement or connection with any corporation, firm or person submitting a proposal for the same materials, supplies, or equipment, and is in all respect fair and without collusion or fraud. I understand that collusive practices is a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of this proposal and certify that I am authorized to sign this proposal for the proposer.

Company Name: Person Authorized to Sign:

Name: ________________________________ Name: ______________________

Address: ______________________________ Title: ________________________

City: _________________________________ Signature: ____________________

State: _________________Zip____________ Telephone Number: ____________

Fax: _________________________________ E-Mail: ______________________

This _____ Day of _________________, 2026

CITY OF KINGSLAND, GEORGIA RFP #COK26-029

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City of Kingsland, Georgia Page

Proposal Signature Page

“I certify that this proposal is made without prior understanding, agreement or connection with any corporation, firm or person submitting a proposal for the same materials, supplies, or equipment, and is in all respect fair and without collusion or fraud. I understand that collusive practices is a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of this proposal and certify that I am authorized to sign this proposal for the proposer.

Name: ________________________________ Name: ______________________________

Company Name Print Authorized

Address: ______________________________ Title: _______________________________

City: _________________________________ Signature: ___________________________ Authorized Signature

State: ________________Zip______________ Phone: _____________________________

Fax: __________________________________ E-Mail: _____________________________

This _____ Day of _________________, 2026

OTHER EXCEPTIONS/VARIATIONS:

CITY OF KINGSLAND, GEORGIA RFP #COK26-029

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City of Kingsland, Georgia Page

Proposal Bond

STATE OF GEORGIA

COUNTY OF CAMDEN

KNOW ALL MEN BY THESE PRESENTS, that we, ____________________________, as Principal, and

__________________________________, as Surety, are held and firmly bound unto the City of Kingsland for the sum of ___________________________

_____________Dollars ($______________) lawful money of the United States, for the payment of which sum well and truly to be made, we bind ourselves, our heirs, personal representative’s successors and assigns, jointly and severally, firmly by these presents.

WHEREAS, the Principal has submitted to the Owner a Proposal for construction of:

CONSTRUCTION SERVICES

Lions Park

RFP #COK 26-029

NOW THEREFORE, the conditions of this obligation are such that if the Proposal be accepted, the Principal shall within ten days after receipt of conformed contact documents execute a contract accordance with the Proposal upon the terms, conditions and prices set forth therein, and in the form and manner required by the Owner and execute a sufficient and satisfactory Performance Bond and Payment Bond payable to the Owner, each in an amount of one hundred percent (100%) of the total contract price, in form and with security satisfactory to the Owner, or in the event of the failure of the Contractor to execute and deliver the Contract Agreement and give said Performance and Payments Bonds, the Contractor shall pay the

Owner the difference not to exceed the penalty hereof between the amount specified in said Proposal and such larger amount for which the Owner may in good faith contract with another party to perform the work covered by said Proposal, and execute the Special Assurances form, then this obligation shall be void; otherwise, it shall be and remain in full force and virtue in law; and the Surety shall, upon failure of the Principle to comply with any or all of the foregoing requirements within the time specified above, immediately pay to the aforesaid Owner, upon the demand, the amount hereof in good and lawful money

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City of Kingsland, Georgia Page of the United States of America not as a penalty, but as liquidated damages.

This bond is given pursuant to and in accordance with the provisions of O.C.G.A Section 36-10-1 et seq.

and all the provisions of the law referring to this character of bond as set forth in said sections or as may be hereinafter enacted and these are hereby made a part hereof to the same extent as if set out herein in full.

IN WITNESS WHEREOF, the said Principal 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 ____________________, 2026.

PRINCIPAL: __________________________________________________________

Signed and sealed in the presence of:

By: _________________________________

1._____________________________ Title: _______________________________

2._____________________________

SURETY: _____________________________________________________________

Signed and sealed in the presence of:

By: ________________________________

1._____________________________ Title: _______________________________

2._____________________________

CITY OF KINGSLAND, GEORGIA RFP #COK26-029

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City of Kingsland, Georgia Page

Acknowledgement of Addenda

Proposer hereby acknowledges receipt of all Addenda.

Addendum No. __________________________, dated ____________________________________

Addendum No. __________________________, dated ____________________________________

Addendum No. __________________________, dated ____________________________________

Addendum No. __________________________, dated ____________________________________

Addendum No. __________________________, dated ___________________________________

Company: _________________________________________________________________________

Authorized Signature: ________________________________________________________________

Print Name: ________________________________________________________________________