RFP PWUP 23_23 _ Shade Structures.pdf

City of Norcross Department of Public Works, Utilities & Parks

REQUEST FOR PROPOSALS

SHADE STRUCTURES

RFP PWUP 23-23

City of Norcross Department of Public Works, Utilities & Parks

REQUEST FOR PROPOSALS

SHADE STRUCTURES

RFP 23-23

INSTRUCTIONS:

The proposal package should be clearly marked “RFP PWUP 23-23 – SHADE STRUCTURES” on its face and submitted by January 19, 2024, at 11:00 a.m. to the address below. Please submit two printed copies and one electronic copy (USB) of your RFP package to:

Christabel Ghansah Capital Projects Manager

City of Norcross – PWUP Department 345 Lively Avenue

Norcross, GA 30071

Both printed and electronic copies must contain the same information.

Please submit questions/requests via e-mail only to the Capital Projects Manager at christabel.ghansah@norcrossga.net by January 5, 2024, at 5:00 p.m.

No proposal will be received or accepted after the above specified date and time. Submissions received after the designated date and time will be deemed invalid and returned unopened to the firm.

No proposal may be withdrawn within thirty (30) days after the proposal opening and all proposals shall remain firm during this period. Requests for withdrawals must be submitted in writing.

We appreciate your interest in the City of Norcross!

mailto:christabel.ghansah@norcrossga.net

RFP/RFQ CHECKLIST

The 10 Most Critical Things to Keep in Mind When Responding to an RFP/RFQ for the City of Norcross

1. Read the entire document. Note critical items such as: mandatory requirements;

supplies/services required; submittal dates; number of copies required for submittal;

funding amount and source; contract requirements (i.e., contract performance security, insurance requirements, performance and/or reporting requirements, etc.).

2. Note the City of Norcross’ staff member’s name, address, phone numbers and e-mail address. This is the only person you are allowed to communicate with regarding the RFP/RFQ and is an excellent source of information for any questions you may have.

3. Attend the Pre-Proposal webinar if one is offered, these conferences provide an opportunity to ask clarifying questions, obtain a better understanding of the project, or to notify the City of any ambiguities, inconsistencies, or errors in the RFP/RFQ.

4. Take advantage of the “question and answer” period. Submit your questions by the due date listed in the Schedule of Events and view the answers given in the formal “addenda” issued for the RFP/RFQ. All addenda issued for this RFP/RFQ will be posted on the City’s website and will include all questions asked and answered concerning the RFP/RFQ.

5. Follow the format required in the RFP/RFQ when preparing your response. Provide point‐ by‐point responses to all sections in a clear and concise manner.

6. Provide complete answers/descriptions. Read and answer all questions and requirements. Do not assume the City or Evaluation Committee will know what your capabilities are or what items/services you can provide, even if you have previously contracted with the City. Evaluations are based solely on the information and materials provided in your response.

7. Use the forms provided, i.e., reference form, sample budget form, certification forms, etc..

8. Check the City website for RFP/RFQ addenda. Before submitting your response, check the City website at https://www.norcrossga.net/bids.aspx to see whether any addenda were issued for the RFP/RFQ.

9. Review and read the RFP/RFQ document again to make sure that you have addressed all requirements.

10. Submit your response on time. Note all the dates and times listed and be sure to submit all required items on time. Late and incomplete responses are never accepted.

This checklist is provided for assistance only and should not be submitted with Company’s Response.

https://www.norcrossga.net/bids.aspx

1.0 INTRODUCTION

The City of Norcross, Department of Public Works, Utilities & Parks is requesting proposals to install Shade Structures at Thrasher Park and Summerour Park.

The vendor shall include in their RFP response details about their ability to supply and install the specific types of shade structure matching specifications listed in this RFP and ability to meet the project deadline of May 1st, 2024, in time for use as soon as school is out for the summer.

Project location addresses:

Thrasher Park 93 Park Drive Norcross, GA 30071

Summerour Park 325 Price Place Norcross, GA 30071

Project deadline: May 1st, 2024

Proposal submission deadlines: January 19, 2024, at 11:00 a.m.

Selection Criteria: Scoring analysis

PROJECT SCOPE

There are four categories that will be needed to make this a viable solution for the City of Norcross.

(1) Product Specifications and Shade Coverage

(2) Compliance and Integration of Shade Structures with Existing Playground Equipment

(3) Installation Requirements

(4) Cost

(1) Product Specifications and Shade Coverage – Vendor shall provide products that match the specifications as outlined in this RFP. Vendor shall review the City’s proposed shade structure locations (as listed below) and include in their RFP response and proposal the following details:

‐ The size of each proposed shade structure (of the type requested) at each installation location shown below, based on site dimensions, in order to optimize shade coverage and total installed cost

‐ Specific details on the exact recommended placement and orientation of each structure based on the path of the sun at different times of day

‐ Specific details on any recommended movement of existing playground equipment to help ensure optimal shade structure placement & shade coverage

‐ A site plan showing an overhead view of each park with each proposed shade structure to scale, all clearly labeled

‐ Provide color options and list any difference in shipping times based on color choice

‐ Shade Structure fabric proposed must be rated to block 97% of UV radiation.

Structure and fabric must meet ASTM standards

‐ Manufacturer of Shade Structure must be ISO9001 Certified

(2) Compliance and Integration of Shade Structures with Existing Playground Equipment

‐ Shade Structures proposed must meet all playground compliance requirements upon installation with existing equipment

‐ Vendor shall inspect the proposed locations for shade structure installation in both parks and include details in their RFP response regarding any potential need to relocate camera poles, benches, or any other structures or equipment, along with the proposed new locations of any equipment to be moved, plus confirmation if vendor can do the required work to move such equipment and the associated cost of doing this.

(3) Installation Requirements

‐ Vendor shall provide estimated product delivery and installation timeline and shall clearly state the dates by which approvals are needed in order for vendor to meet the desired project completion deadline of May 1st, 2024.

‐ Vendor shall include in their RFP response a bullet list of installation project and steps, estimated amount of time required for each step and the parties responsible for each step

‐ Vendor shall provide names and details of all parties who would work on the installation and provide bio / background on their experience, examples of past shade structure installation projects completed, plus proof of required certification(s) to install shade structures for all parties involved in the installation.

(4) Cost

‐ Vendor shall provide an itemized quote, showing the quantity and cost of the equipment and installation costs for each shade structure as outlined in the = Specifications Section.

‐ Vendor shall include in the itemized quote a list of any related/additional/anticipated project costs, such as the need to move any existing playground structures or equipment, based on vendor’s site review, and a plan of action to address any issues to ensure on‐time project completion.

1.1 SPECIFICATIONS

Shade Structures – Types and Installation locations

1) Thrasher Park – Provide Shade over the Swing Set Type: Double Bay Swing Set Shade

2) Thrasher Park – Provide Shade over the bench(es) by entrance area

Type: Cantilever Umbrella Shade

3) Thrasher Park – Provide Shade over the Brown Climbing structure Type: Large Square Umbrella Shade on 1 Post

4) Summerour Park – Provide Shade over the Swing Set Type: Double Bay Swing Set Shade

5) Summerour Park – Provide Shade over Seating Area

Location (Aerial View) (location labeled #3 in this photo) Type: Cantilever Umbrella Shade

6) Summerour Park – Provide Shade along border of park & soccer field –

(location labeled #2 in the photo) Type: 2 Column Rectangular Umbrella https://www.icloud.com/sharedalbum/#B10GPCdxkG2y4ny;2A00374B-3006-48D4-86AB-10C07EE76D21 https://www.icloud.com/sharedalbum/#B10GPCdxkG2y4ny;36307862-8774-4C07-AB7D-29150B58922C https://www.icloud.com/sharedalbum/#B10GPCdxkG2y4ny;FCE90C97-199F-448E-8C97-B6B85A186D27 https://www.icloud.com/sharedalbum/#B10GPCdxkG2y4ny;6B48422B-8F68-4A8D-8BC6-FD9CE9B31402 https://www.icloud.com/sharedalbum/#B10GPCdxkG2y4ny;6C1167A5-F1F5-4372-B3B9-143B5158F8EC https://www.icloud.com/sharedalbum/#B10GPCdxkG2y4ny;44F0BA44-5F0F-42B7-92E1-33AF2B8F8642 https://www.icloud.com/sharedalbum/#B10GPCdxkG2y4ny;936B5092-8BCA-406E-8A7F-82A2BD4C30F5 https://www.icloud.com/sharedalbum/#B10GPCdxkG2y4ny;36307862-8774-4C07-AB7D-29150B58922C https://www.icloud.com/sharedalbum/#B10GPCdxkG2y4ny;935C1C02-BFF5-4B4B-A4FE-31054B8283CA https://www.icloud.com/sharedalbum/#B10GPCdxkG2y4ny;4F0F6072-30C9-41F1-94EC-D2E13F7A842A https://www.icloud.com/sharedalbum/#B10GPCdxkG2y4ny;6B48422B-8F68-4A8D-8BC6-FD9CE9B31402 https://www.icloud.com/sharedalbum/#B10GPCdxkG2y4ny;4F0F6072-30C9-41F1-94EC-D2E13F7A842A https://www.icloud.com/sharedalbum/#B10GPCdxkG2y4ny;EA0DDD2E-1984-4314-8994-8F54F2711EAD

1.2 SCHEDULE OF EVENTS

See Appendix A for the detail Schedule of Events.

1.3 RESTRICTIONS ON COMMUNICATIONS WITH STAFF

All questions about this RFP should include the company name and the referenced RFP section in the following format:

Company Name

1. Question Citation of relevant section of the RFP

2. Question Citation of relevant section of the RFP

1.4 PROPOSAL SUBMISSION INSTRUCTIONS

1. Introduction – Establishing basic information.

a. Cover Letter – Indicating interest and identifying a point of contact

b. Firm Information – Including office locations, size, etc.

c. Organizational Chart – Showing team structure and personnel

d. Resumes – Resumes for key personnel

2. Experience & Qualifications – Showing proof of understanding of scope of work and portfolio of past work completed (or in progress) of similar scope

a. Product Specifications

b. Compliance & Integration

c. Installation Requirements

3. References – Please use attached reference form

Please provide accurate information and inform your references that the City of Norcross will follow up to perform reference checks. It will affect your scores if we are not able to contact your references, or they do not respond in time.

The City of Norcross will not serve as a reference, in the event that your Company worked with the City of Norcross previously.

Alternatively, Proposers are welcome to provide three (3) reference letters where they provided the same or similar services. Reference letters must be on official letterhead and signed by the point of contact of the agency where the service was performed.

4. Cost Proposal – In a separate envelope

1.5 EVALUATION CRITERIA

The proposal evaluation will be made on the following criteria:

The City reserves the right to interview top-scoring firms.

Evaluation Criteria Max Score Experience & Qualifications 35 Cost Proposal 30 References 25 Compliance with submission guidelines 10 Total 100

2.0 GENERAL CONDITIONS

PROPOSERS ARE ADVISED TO THOROUGHLY UNDERSTAND THE GENERAL CONDITIONS

AND SPECIAL PROVISIONS, PRIOR TO SUBMITTING THEIR PROPOSALS.

2.1 QUALIFICATIONS

2.1.1 Proposals will be considered only from experienced and well‐equipped

Vendor(s) engaged in work of this type and magnitude.

2.1.2 Proposers may be required to submit evidence setting forth qualifications which entitle their company for consideration as a responsible Vendor. A list of work of similar character successfully completed within the last five years may be required, which lists the location, size, and scope for use on this work. Before accepting any proposals, the City may require evidence of the Vendor’s financial ability to successfully perform the work to be accomplished under the contract.

2.1.3 Proposers must provide their own materials and labor for this contract.

2.2 AUTHORITY TO SIGN

2.2.1 Proposers must ensure that the legal proper name of their firm and/or corporation is printed or typed as appropriate on all documents.

2.3 RIGHTS RESERVED

2.3.1 The City of Norcross reserves the right to reject any or all proposals, to waive informalities or to re‐advertise. It is understood that all proposals are made subject to this agreement, and that City of Norcross reserves the right to decide which proposal(s) it deems the most qualified. In arriving at this decision, full consideration will be given to the experience and qualifications of the Proposer, work of this type successfully completed and past performance with the City of Norcross.

2.3.2 Any unauthorized additions, conditions, limitations, or provisions attached to the Proposal shall render it informal and may be cause for rejection.

2.4 AWARD OF CONTRACT

2.4.1 The contract will be awarded to the most qualified firm whose proposal will provide the best value and be the most advantageous to the City, experience, technical considerations, cost, and other factors considered. The City is to make the determination.

2.4.2 Prior to award of the Contract, the successful Proposer will be required to submit a schedule to the City, demonstrating the Proposer’s ability to commence and proceed in a timely manner. A Proposer’s failure to demonstrate the ability to proceed as required may result in contract cancellation.

2.4.3 Failure to demonstrate the ability for contract execution and progression will result in, at the City’s discretion, contract cancellation or re‐advertising of any and/or all these contracts.

2.5 PRODUCTION REQUIREMENTS

2.5.1 Time is of the utmost importance of this project. The successful Proposer will be required to commence work within ten (10) calendar days from the receipt of the Notice to Proceed and must carry on with utmost diligence to complete the work according to the specifications in the RFP.

2.6 PRICES AND INVOICING PROGRESS PAYMENTS AND RETAINAGE

2.6.1 Payment shall be provided based on the cost schedule provided in Vendor’s response. Vendor shall submit an invoice with NET 30‐day payment terms for services performed for the City of Norcross under the terms of the executed contract. The invoice shall be directed to the Parks Superintendent, Michael Jones via email at michael.jones@norcrossga.net

The invoice shall contain a complete itemization of services, the total amount due, invoice number, invoice date, the designated project number, if applicable, and the City of Norcross’ Purchase Order Number. After work has commenced, progress payments shall be made monthly, based on the value of work completed as provided in the contract documents plus the value of materials and equipment suitably stored, insured, and protected at the site(s), less retainage.

2.6.2 The City shall retain a maximum of 10% of each progress payment; provided, however, when 50% of the contract value including change orders and other additions to the contract value provided for by the contract documents is due and the manner of completion of the contract work and its progress are reasonably satisfactory to the City, the City shall withhold no more retainage. At the discretion of the City and with the approval of the Contractor, the retainage of each subcontractor may be released separately as the subcontractor completes their work.

mailto:michael.jones@norcrossga.net

2.7 NON-COLLUSION

2.7.1 Vendor(s), by submitting a proposal, certify that the accompanying proposal is not the result of, or affected by, any unlawful act of collusion with any other person or company engaged in the same line of business or commerce, or any other fraudulent act punishable under Georgia or United States law.

2.8 MATERIALS

2.8.1 Unless otherwise specified in the Contract, Vendor shall provide and assume full responsibility for all services, materials, equipment, labor, and all other facilities and incidentals necessary for the completion of the Work.

2.8.2 All materials and equipment incorporated into the work shall be of good quality, except as otherwise provided in the Contract. All special warranties and guarantees required by the Specifications shall expressly run to the benefit of the City.

2.9 CONTRACT REQUIREMENTS

2.9.1 The successful Vendor is required to do the following within ten (10) days of

Notice:

2.9.1.1.1 Return to the City contract documents executed by the authorized representative attested by the corporate secretary treasurer.

2.9.1.1.2 Provide Insurance Certificates as specified in the RFP documents.

2.9.2 Failure to execute the Contract or furnish satisfactory proof of carriage of the insurance required within ten days after the date of Notice of Award of the Contract may be just cause for the annulment of the award and for the forfeiture of the RFP guaranty of City of Norcross, not as a penalty, but as liquidation of damages sustained. At the discretion of the City, the award may then be made to the next most qualified Vendor, or the work may be re‐advertised or constructed by City forces.

2.10 SCHEDULE

2.10.1 Schedule: The Vendor shall provide to the Parks Superintendent a schedule of activities at micheal.jones@norcrossga.net. The schedule must be presented at least seven (7) days prior to work commencing in order to notify residents and/or businesses.

mailto:micheal.jones@norcrossga.net

APPENDIX A

SCHEDULE OF EVENTS

Release of RFP Dec. 11, 2023, at 1:00 p.m.

Deadline for Written Questions January 5, 2024, at 5:00 p.m.

Proposals Due January 19, 2024, at 11:00 a.m.

Proposal Evaluation On/About February 2024

Contract Award (On/about) One/About April 2024

APPENDIX B

REFERENCES

Please complete attached reference form and provide accurate information for each reference. Please inform your references that the City of Norcross will follow up to perform reference checks. It will affect your scores if we are not able to contact your references, or they do not respond in time.

The City of Norcross will not serve as a reference, in the event that your Company worked with the City of Norcross previously.

Alternatively, Proposers are welcome to provide three (3) reference letters where they provided the same or similar services. Reference letters must be on official letterhead and signed by the point of contact of the agency where the service was performed.

References for _____________________________________________________________

Please provide a list of contact numbers, addresses and a contact person from three (3) jobs completed (or in progress) having a similar specification and scope of work.

City of Norcross requests a minimum of three (3) references where work of a similar size and scope has been completed.

1. Company Name: _______________________________________________________

Description of Project: __________________________________________________

Completion Date: ______________________________________________________

Contact Person: ________________________________________________________

Telephone: ____________________________ Fax: ___________________________

Email address: ________________________________________________________

2. Company Name: _______________________________________________________

Description of Project: __________________________________________________

Completion Date: ______________________________________________________

Contact Person: ________________________________________________________

Telephone: ____________________________ Fax: ___________________________

Email address: ________________________________________________________

3. Company Name: _______________________________________________________

Description of Project: __________________________________________________

Completion Date: ______________________________________________________

Contact Person: ________________________________________________________

Telephone: ____________________________ Fax: ___________________________

Email address: ________________________________________________________

APPENDIX C

COST PROPOSAL

In a separate envelope, please include a cost proposal.

APPENDIX D

PACKET CHECKLIST

PROJECT: ________________________________________________________

DATE: ___________________________________________________________

Please use this checklist to ensure you have properly completed all forms and requirements.

You must complete and attach this checklist to your proposal packet. Failure to do so may you render ineligible for consideration.

_______ Packet Checklist (attached to proposal package)

_______ Two Hard Copies & One Electronic Copy of Proposal Package (including all required information, forms and completed appendices)

_______ Certificate of Liability Insurance

_______ E‐Verify Contractor & SAVE Affidavits

_______ Mail or deliver to:

Christabel Ghansah Capital Projects Manager City of Norcross – PWUP Department 345 Lively Avenue Norcross, GA 30071 https://www.norcrossga.net/865/E-Verify-SAVE