RFP 27-18

SOFTBALL AND

BASEBALL FIELD

RENOVATIONS FOR

ROWAN UNIVERSITY

REQUEST FOR PROPOSALS (RFP)

Rowan University The Office of Contracting & Procurement

201 Mullica Hill Road Glassboro, NJ 08028 Phone: 856.256.4171

Email: bids@rowan.edu

RFP 27-18 Softball and Baseball Field Renovations Office of Contracting & Procurement

Table of Contents

RFP Specifications

Administrative Information 2 Schedule of Events 3 Required Procurement Documents & Proposer’s Checklist 4

Introduction 5 Scope of Services 5-8 Pricing 8 Term of Contract 8 Procedural Requirements & Amendments 9 Vendor Personnel 9 Public Solicitation General 10-12 Submission Requirements 12-13 Proposal Submission & Instructions 14 Evaluation and Selection Criteria 15 Proposal & Pricing Page 16-17 Terms & Conditions:

Rowan University Terms & Conditions 18-24 Specific to New Jersey State Law Requiring Mandatory Compliance by All Vendors 25-30 Specific to New Jersey State Law Requiring Mandatory Compliance by Contractors Under Circumstances Set Forth in Law or Based on the Type of Contract

31-32

Specifically Related to all Contracts Funded, in Whole or in Part, by Federal Funds 33-38 Apprentice Bid Specification Rider 39-41

Administrative Information

All questions must be submitted via email, with the invitation to bid title subject heading:

Questions:

All questions must be submitted via email to bids@rowan.edu with the name and number of the bid in the subject line.

Questions will not be accepted by telephone. All questions submitted will be answered on The Office of Contracting and Procurement website on the date indicated below.

Stacie Mori

E-mail: mori@rowan.edu

*Note Regarding Confidentiality and Commitment to Defend

By submitting a response to this RFP, Vendor acknowledges that Rowan is a public entity subject to the New Jersey Open Public Records Act (“OPRA”). Non-proprietary information contained in any submission will be subject to public disclosure under OPRA. Vendors may mark any portions of a submission as confidential only if the information is consistent with the criteria outlined in the “Confidentiality and Commitment to Defend.”

However, final determinations of what must be disclosed will be made by Rowan in its sole and absolute discretion.

RFP Opening:

Submissions will be due on October 29, 0026, by 2:00 pm prevailing time, and read in public virtually. Please use the following credentials to attend the meeting:

Option 1:

• Meeting link: https://rowan.webex.com/meet/mori

• Meeting number: 644 308 626 Option 2:

• Join from a video conferencing system or application

• Dial: mori@rowan.webex.com

• You can also dial 173.243.2.68 and enter your meeting number Option 3:

• Join by phone +1-415-655-0003 US TOLL

• Access Code: 644 308 626

Schedule of Events

Due Date:

Proposals must be received no later than the submission due date and time listed in the Schedule of Events Via the RFP Submission Portal. Proposals will only be accepted electronically.

In order to be considered for the award, all electronic proposals must be received at the appropriate required time. Any proposal not received on time may be rejected.

Refer to the Submissions Requirements section of this document for further details.

Schedule of Events

Event Date Time Bid Issued 10/13/2026 Site Visit* n/a Questions Due 10/20/2026 Answers Posted to Website 10/22/2026 Submissions Due 10/29/2026 2:00 pm

Dates are subject to change. All changes will be reflected in Addenda issued.

If necessary, Rowan reserves the right to interview bidders solely for the purpose of clarifying information contained in the bid documentation. No additional information or changes to the bid will be permitted during these interviews, which will be for clarification purposes only.

Required Procurement Documents & Proposer’s Checklist

The documents as listed below are Procurement documents mandated by State regulation and University policy. All documents as listed must be included with your submission package in order for your proposal to be deemed responsible for this offering.

All forms can be found here and should be submitted with your final bid package. Please download and execute accordingly.

Failure to include the below requested documentation with the Proposal shall result in automatic rejection of Proposer’s submission.

Rowan University Comments

1 Acknowledgement of Receipt of Addenda (if any) If any issued, may not be applicable.

2 Ownership Disclosure Must be fully executed and notarized.

3 Subcontractor Utilization Plan If no subs, please add “n/a” and sign.

Failure to include the below requested documentation with the proposal may result in rejection of Proposer’s submission except as otherwise indicated below

4 Certification of Non-Debarment pursuant to N.J.S.A. 52:32- 44.1

To be provided prior to award

Certification of Services to be Performed in the United States

5 Confidentiality & Commitment to Defend Review note on page 2.

6 Disclosure of Investigations & Other Actions Involving the Vendor

Exhibit B: Mandatory Equal Opportunity Language

• Complete Form AA-201 Complete Form AA-202

8 Modifications Acknowledgement

9 New Jersey Business Registration Certificate To be provided prior to award.

Check the status of BRC here.

10 Non-Collusion Affidavit Must be fully executed and notarized.

11 Proof of Ability to Obtain Required Insurance 12 Taxpayer Identification Request (W-9) 13 Disclosure of Investment Activities in Iran To be provided prior to award

14 Certification of Non-Involvement: Russia or Belarus Prohibition

To be provided prior to award

If applicable to the project, Prevailing Wage

15 Public Works Contractor Registration Certificate Must be certified at date of submission.

* Submission requirements for redactions can be found here.

Introduction

Rowan University is seeking to contract with a firm for the renovation of the Softball and Baseball fields on the Glassboro, NJ Campus.

I. SCOPE OF SERVICES

A. Softball Field Observations

1. The existing infield needs to be scarified to homogenize the infield mix. Over time the soil particles separate and create inconsistencies in water absorption, drainage and playability.

2. The grass edges along the infield radius should be uniform at a distance of 60’ from the front of the pitching rubber.

3. Once edged the infield should be regraded to even the grades so water sheds uniformly across the skin surface.

4. The pitching area and batter’s boxes/catcher’s box are slightly worn and need to be reinforced. The pitching rubber and home plate are worn and need to be replaced.

5. The existing bases can be replaced with a new set of Rogers ‘Breakaway’ bases with a double 1st base.

6. The outfield grass is acceptable and a comprehensive turf program should continue that includes no less than 3.5 lbs of Nitrogen, pest control, aeration, over-seeding and topdressing.

7. The bullpens also need to be renovated. The existing landscape ties are worn, misaligned and damaged.

The pitching areas and home plate area can be reinforced with fresh professional clay and heavy duty mats to reduce wear. This can be discussed and a cost provided.

B. Softball Field Scope of Work

1. Survey the infield with a laser level to determine existing and proposed grades.

2. Check the distances, alignments and elevations of home plate, the pitching rubber and bases.

3. Supply and install a new 3” all rubber home plate at the correct elevation and alignment.

4. Supply and install a new 24” 4-way pitching rubber 43’ from home plate and at the correct alignment and elevation.

5. Supply and install new 11/2” female base anchors at the correct distances (60’) and elevations.

6. Measure the infield radius from the front of the new pitching rubber to the grass edge and mark at 60’.

7. With a sod cutter or power edger create a uniform grass edge along the infield radius at 60’.

8. Remove all grass and weeds on the field side of the backstop.

9. Scarify and regrade the entire infield skin surface and areas in foul territory with the ABI Force infield grader to meet proposed grades.

10. Reinforce the pitching area (3’x8’) with DuraPitch professional clay to provide better wear tolerance.

11. Rebuild the batter’s boxes (3’x7’) and catcher’s box (4’x4’) with DuraPitch professional clay to provide better wear tolerance.

12. Bullpens raised and graded. With pitching rubber and home plates reinstalled.

13. Rogers breakaway bases (adult) and home plate on field.

14. Sod cutting on right field side needs to be leveled in the outfield

15. Cinders in the warning track leveled and added if necessary.

16. Supply and install 25 Tons of ‘Triple Play’ infield mix to amend the existing high sand content infield mix thereby reducing the amount of loose sand and adding clay that can manage moisture more efficiently.

17. Supply and top dress the infield with 2 Tons of professional conditioner.

18. Groom ready for play. Cover the pitching area with a 16’ round tarp and home plate with a 20’ round tarp.

19. Provide select gameday/bi-weekly maintenance of the field during the competition season. In the off-season provide monthly upkeep.

C. Baseball Field Observations

1. The issues with this infield are mainly due to wear over many years and limited renovation. Even major league baseball field infields are completely renovated every 3-5 years to bring the dimensions back to original measurements, replace the infield grass with pure Kentucky Bluegrass, scarify or till the infield mix to homogenize the soil particles and rebuild the pitcher’s mound and batter’s boxes. Over time the infield grass becomes contaminated with other grass species, annual and perennial weeds and experiences reduced playability and appearance. The grass in foul territory, especially the on-deck and walk up areas to home plate become heavily compacted and worn. The grass edges allow the base paths start to widen and contaminated with infield mix.

2. The infield radius on a baseball field should be 95’ from the center of the pitcher’s mound. Over the years due to edging and removal of elevated lips, the radius has been pushed out to 99-100’. This is normal and requires the grass edge along the infield radius to be brought back to 95’.

3. The grass edges around the pitcher’s mound and home plate circle are worn and larger than the standard measurements.

4. The pitcher’s mound should be reconstructed to provide the proper table/plateau and landing area at 1:12.

An improperly constructed and maintained pitcher’s mound can lead to shoulder, tricep, bicep, elbow and forearm injuries.

5. The pitching rubber is worn and should be replaced.

6. The home plate batter’s boxes and catcher’s box are slightly worn and need to be renovated. The home plate is worn and needs to be replaced.

7. The warning track surrounding the infield is not in bad shape. The grass borders around the infield can be edged and the warning track stone can regraded and top-dressed. The warning track in the outfield is also acceptable, but can be lightly scarified and regraded. This work will not be included with this proposal, but can be completed upon request, at an additional cost.

8. The grass in the outfield is acceptable and a comprehensive turf maintenance program should continue that includes no less than 3.5 lbs of Nitrogen, pest control, aeration, over-seeding and topdressing.

9. The bullpens are a bit of a mess and a complete redesign and reconstruction should be considered that should include replacing the landscape ties, regrading, installing drainage, removing the patchwork of synthetic turf, rebuilding the pitcher’s mounds and home plate areas, installing new mats to reduce wear and make access more appealing.

10. Access to the 3rd base bleachers is a bit unsafe with spectators having to walk on large rocks. The bleachers also expose spectators to foul balls.

11. The batting cages are acceptable, but again do not provide the best appearance for recruits.

12. Based on the above observations, below is the recommended scope of work and estimate of costs to renovate the infield only. The other observations can be discussed.

D. Baseball Field Scope of Work

1. Survey the infield to determine existing and proposed elevations and grades.

2. Check the field layout to determine if home plate is in the correct location and the bases are at the correct distances.

3. Supply and install a new 3” all rubber home plate at the correct location, elevation and alignment.

4. Excavate the batter’s boxes (4’x6’) and catcher’s box (4’x4’) to a depth of 3 inches, supply and install

DuraPitch Professional clay and compact with a motorized plate tamper. The home plate circle will be constructed to a 26’ diameter and covered with a 26’ round tarp when completed.

5. Supply and install a new 4-Way 24” pitching rubber at the correct location, elevation and alignment.

6. Construct the table/plateau (3’x5’) around the pitching rubber and landing area (1:12) with at least 3 inches of DuraPitch Professional clay. Finish the remainder of the mound with new ‘Triple Play’ infield mix. The pitching circle will be constructed to a 20’ diameter and covered with a 20’ round tarp when completed.

7. Supply and install new 1.5” female base anchors and a new set of Rogers professional bases. A double 1st base can be provided upon request.

8. With a sod cutter, remove all grass within the infield, foul territory between the base paths and dugouts, surrounding home plate and approximately 4’ into the outfield. (All grass to be disposed of at a location on campus or loaded into dumpsters.)

9. Install double bases at first base.

10. Laser grade the existing infield mix to cut high areas and fill low areas.

11. Laser grade the entire infield to meet proposed grades, removing the elevated grass edges. If needed, supply topsoil to adjust infield grades where new sod is to be installed.

12. Supply and install approximately 17,000 SF of ‘Big Roll’ Kentucky Bluegrass sod within the infield, foul territory, around home plate and approximately 4’ into the outfield. We can cut in walk up lanes, on deck areas and coaches boxes, if requested.

13. Supply and install 25 Tons of ‘Triple Play’ infield mix to amend the existing high sand content infield mix and meet proposed grades.

14. Bullpens raised and graded. With pitching rubber and home plates reinstalled.

15. Supply and top-dress the infield with 2 Tons of Professional conditioner.

16. Groom ready for play.

17. Provide select gameday/bi-weekly maintenance of the field during the competition season. In the off-season provide monthly upkeep.

E. Renovation

1. Substantially completed by 12/31/2026.

2. The University will be responsible for the payment of permits. The vendor will be responsible for all permit applications.

3. Delivery and installation are the responsibility of the awarded vendor and must be incorporated in bid pricing and paid for by awarded vendor.

4. Renovation to be supervised by a dedicated foreman who will coordinate all delivery and installation directly with Rowan University personnel.

5. Any changes (structural, electrical, mechanical, or plumbing) that are essential to the normal installation of the equipment to be furnished shall be clearly delineated in the bid submission.

a. These changes shall be clearly outlined in a layout plan submitted with each copy of the bid submission.

b. All changes must have prior written approval of Rowan University. Bidders shall be responsible for verification of all conditions and dimensions prior to submitting bids.

6. Vendor will not be allowed to use any trash receptacles or construction dumpsters on site that were not supplied by them or allowed by the University.

7. The Vendor shall not enter or have access to any space in the building to perform the work without first having given timely notice to the University so that the necessary arrangements may be made to enter or to have access to such space.

8. In entering, passing through, or working on any such space in the building in the performance of the work, the vendor shall at all times furnish and maintain proper protection for the floor, ceilings, walls, fixtures, equipment, furniture, and/or other property of the University including but not limited to landscaping, paving and interior finishes.

9. The Vendor shall maintain their areas free of debris and follow all related safety codes and regulations.

10. The Vendor shall cover and protect furnishings from any damage during transportation, storage, and installation.

11. If any loss or damage occurs prior to final acceptance by the University, the vendor shall promptly repair or replace the part or parts lost or damaged, as directed, at no cost to the University.

a. The University will not provide dumpsters for debris. The removal and disposal of debris shall be the responsibility of the awarded vendor(s).

F. Use of Premises

1. Contractor shall restrict work, staff, and debris to the contract premises and as authorized by the University. Contractor is responsible for coordination of trades to ensure timely completion of work and to minimize disruption of the activities of the University.

2. Limit use of premises to work in areas indicated. Do not disturb portions of Project site beyond the site perimeter unless prior approval of the University is received prior to conduction of such work or operations.

3. Driveways & Entrances: Keep driveways and entrances serving premises clear and available to Rowan University, Rowan employees, and emergency vehicles always.

4. Do not use areas outside the limit of construction site for parking or storage of materials.

5. Upon completion of work, the awarded vendor is responsible for leaving any construction areas in clean condition.

G. Intent of Contract

1. Project documents provided for this contract are intended to require the contractor to provide for everything reasonably necessary to accomplish the proper and complete finishing of the work.

2. All work and materials included in the specifications and not shown on the drawings or shown on the drawings but not in the specifications, shall be performed and/or furnished by the contractor as if described in both.

3. Any incidental materials and/or work not specified in the drawings or specifications which are, nevertheless, necessary for the true development thereof and reasonably inferable therefrom, the contractor shall understand the same to be implied and required and shall perform all such work and furnish all materials as if particularly delineated or described therein.

4. Should there be an obvious error between the drawings and specifications, the most stringent constraints of the conflicting information shall be assumed by the contractor, unless otherwise stated in writing by the University Project Manager or designee, and the contractor shall complete the work as reasonably required, consistent with the intent of such drawings and specifications as interpreted by the University.

5. When a conflict exists between scope specific information in this RFP and the Project Specifications, and/or accompanying documents, the Project Manual and accompanying documents take precedence.

6. For more information about the Project, please view the accompanying documents found on the Office of Contracting & Procurement website.

II. PRICING

A. Base bid must include all labor, materials, equipment, supervision, coordination efforts, services, filing fees, security, insurance and all other associated or related items specified herein that are necessary to complete the work.

B. The contact will be awarded, or all bids rejected, within 60 days, except that the bids of any bidders who consent thereto may, at the request of the contracting unit, be held for consideration for such longer period as may be agreed.

C. All costs associated with the successful competition of this project, must be included in the base bid on the bid page.

D. Prices provided must remain in effect for the dates noted on the Proposal page.

E. Bids shall include labor and price plus costs as indicated on the Proposal page.

F. All payments from Rowan to the successful bidder and from bidder to subcontractors and vendors for labor and services, under this contract, shall be made on an hourly flat-rate basis, and limited to the work performed on any portion of the work done on this Project.

1. Costs included in flat hourly rate: Benefits, normal travel time, insurance, taxes, vehicles (company and/or employee), and other overhead, profit, and other miscellaneous cost.

III. TERM OF CONTRACT

A. Contract period will be for time necessary to complete all the requirements of this RFP as determined by the documents and contract provided by the Rowan University Facilities Planning & Construction Department.

B. Except as set forth in Section V.(C) Bidder Personnel below, if the University terminates services, written notice will be provided thirty (30) days in advance of termination date.

IV. PROCEDURAL REQUIREMENTS AND AMENDMENTS

A. The awarded vendor will comply with all procedural instructions that may be issued from time to time by the

Contracting Officer of the University or designee.

B. During the contract period, no change is permitted in any of its conditions and specifications unless the awarded vendor receives written approval from the Contracting Officer or respective designee.

C. Bidders must supply Rowan University with any/all applicable warranty information, whether expressed or implied.

D. Should the awarded bidder find at any time that existing conditions make modification in requirements desirable; it shall promptly report such matters to the Contracting Officer or designee of the University for consideration and decision.

E. Rowan University may make changes in the general scope of the contract services provided by the vendor by written notice in the form of a potential Change Order. The vendor shall promptly comply with the request for potential change and shall bring all subsequent services in conformance with the notice.

F. If any such changes cause a material increase or decrease in the vendor’s cost of operation or the time required for attainment of required service levels, an equitable adjustment in the contract cost or time allotted for fulfillment of the contract shall be negotiated and the contract modified accordingly. Any change, alteration or modification of any contract will be valid and binding only if a submittal of a cost proposal accompanies the request which outlines the reasons as to why the circumstances warranting the change were not reasonably discoverable at the time of proposal or bid, and it is mutually agreed upon as to the validity of the assertion..

G. The awarded vendor’s engagement partner and/or manager might be required to meet periodically with the Contracting officer or their representatives to discuss services.

V. VENDOR PERSONNEL

A. SUBCONTRACTORS: Rowan University desires to contract with a general contractor under a single prime contract agreement. Rowan University will not contract with subcontractors directly.

B. While on University property:

C. All personnel shall observe all rules and regulations in effect at Rowan University governing safety and personal conduct.

D. Vendor personnel shall not represent themselves or be considered as employees of Rowan University.

E. CRIMINAL BACKGROUND CHECKS ARE MANDATORY for all non-University personnel performing work on the

Rowan University Campus. Vendors, consultants, contractors, and subcontractors are required to take all reasonable steps to assure that their employees do not represent a threat to the campus community, including but not limited to refusal to comply with campus policies and/or damage or harm to individuals or property. Such determinations on risk to the community shall be in Rowan’s sole discretion in accordance with all applicable laws. A contractor’s failure to comply with this requirement may result in immediate termination of any award or contract.

F. The Vendor shall be solely responsible for all damage or unauthorized destruction to any Rowan University and buildings, equipment, premises, or facilities; lease, lent, or in the care, custody or control of the University or State.

G. The Vendor shall remove from Rowan University, any of its employees who are found to be unacceptable by the University. Such requests will not be unreasonable.

H. At all times, Vendor personnel shall be in professional attire with clear identification of the company’s name, logo, and person’s name.

VI. PUBLIC SOLICITATION GENERAL

A. Rowan University may need to issue one or more addenda related to this request for proposals. Such addenda shall be added to the original proposal document and posted at The Office of Contracting and Procurement website: It will be the responsibility of the prospective vendors and other interested parties to familiarize themselves with the website and visit it regularly during the proposal process for updated information or addenda related to this request for proposals.

B. Short procedural inquiries may be accepted by telephone from the Office of Contracting and Procurement.

However, oral explanations or instructions given over the telephone shall not be binding upon the University. Proposers shall not contact any person within the University directly, in person, or by telephone, other than the contact listed for the Office of Contracting and Procurement listed on the Administrative Information page herein, concerning this project.

C. If a joint venture is submitting a proposal, the agreement between the parties relating to such joint venture shall be submitted with the joint venture’s submission.

D. Any modifications to the proposal document prior to submission may invalidate entire submission.

E. The awarded firm may not assign sell or sub-contract its obligations under the contract to any third party without prior approval in writing by the University.

F. Rowan reserves the right to negotiate the terms and conditions of the contract to obtain the most advantageous situation for Rowan.

G. Rowan reserves the right to suspend or terminate the procurement process described in this request for proposals at any time (in its sole discretion). If terminated, Rowan may determine to commence a new procurement process or exercise any other rights provided under applicable law without any obligation to the Respondents.

H. Patents: The Suppliers shall hold and save the University, its officers, agents, and employees harmless from liability of any nature or kind, including cost and expense for or on account of any patented or unpatented invention, article, or applicable manufacturer or use in materials and forms of construction as will satisfy the University's requirements.

I. Submission as Public Information and Property of Rowan

1. Submissions will be held confidential during the proposal process until such time as the final contract is executed, upon such time the proposal submittals may be subject to the Open Public Records Act for non-propriety information. It is the responsibility of the prospective vendor to indicate what submitted information is proprietary. Please see further information on Rowan’s Confidentiality and Commitment to Defend page which can be found here under the heading Confidentiality and Commitment to Defend.

J. All submissions will become the property of Rowan.

K. In submitting a proposal, the Proposer agrees, unless specifically authorized in writing by an authorized representative of Rowan University on a case-by-case basis, that it shall have no right to use, and shall not use, the name of Rowan University, its officials or employees, or the Seal of the University:

1. In any advertising, publicity, promotion.

2. To express or imply any endorsement of agency’s services;

3. To use the name of the State, its officials or employees or the University seal in any manner (whether similar to uses prohibited by (a) and (b) above) except only to manufacture and deliver in accordance with this agreement such services as are hereby contracted by the University.

L. The preparation of a proposal shall be at the expense of the Proposer. Rowan University will not reimburse firms for any costs associated with the preparation or submittal of a response.

M. Rowan University does not allow payment of attorney fees for litigation regardless of disposition of matter.

N. By responding to this request for proposals, Proposers acknowledge and consent to the conditions set forth herein relative to the submission, review, and consideration of your response.

O. Submissions which, in the sole judgment of Rowan, fail to meet the requirements of the proposal or which are in any way conditional, incomplete, obscure, contain additions or deletions from requested information, or contain errors shall be rejected in accordance with applicable law.

P. Rowan University will not accept jurisdiction in any State except New Jersey.

Q. The Vendor shall be solely responsible for all damage or unauthorized destruction to any Rowan University buildings, equipment, premises, or facilities; lease, lent, or in the care, custody or control of the University or State.

R. Rowan University reserves the right to reject any or all submissions in accordance with applicable law or to award in whole or in part if deemed in the best interest of the University to do so.

S. This request for proposals shall not become binding on the University until a contract is awarded and executed with the successful Vendor.

T. Protest of restrictive specifications or improprieties in the solicitation, by an interested party, must be received by the Procurement Department in writing not less than ten (10) working days before the closing date for receipt of submissions.

U. The proposer is required to carefully examine the work proposed, the specifications and any drawings for the work, and to compute the quantities of labor or material entering therein, and to determine for himself, the difficulties incidental to the prosecution of the work, and the presentation of a proposal shall be considered as conclusive evidence of such examination.

V. Unless specifically noted within this request for proposals, Rowan’s Standard Terms and Conditions take precedence over any special terms and conditions contained in this request for proposals.

W. Proposers assume sole responsibility for the complete effort required in this request for proposals. No special consideration shall be given after proposals are opened because of a proposer’s failure to be knowledgeable of all the requirements of this request for proposals. By submitting a proposal in response to this offering, the proposer represents that it has satisfied itself, from its own investigation, of all the requirements of this request for proposals.

X. Rowan University has the option, in its sole discretion, to reduce the scope of work after contract execution for any task or subtask called for under this contract in accordance with applicable law. In such an event, the Senior Director of Contracting and Procurement (Senior Director) shall provide advanced, written notice to the vendor.

1. Upon receipt of such written notice, the vendor will submit, within five (5) working days to the Senior

Director of Contracting & Procurement, an itemization of the work effort already completed by task or subtasks. The vendor shall be compensated for such work effort according to the applicable portions of its cost proposal.

2. Change Orders to existing contracts and/or bids: change orders to increase a Purchase Order must be made in writing before any additional work is started. The end user must notify the OC&P of the request including an explanation. The request will not be processed unless it is submitted accordingly.

a. No single, or combined change orders for a construction contract may exceed 20% of the total contract/purchase order amount unless it is deemed an emergency, the result of unforeseen conditions and/or Board Approval is obtained.

b. Any single or cumulative change order(s) totaling more than 20% of the construction contract must be approved by the Vice President of the Division seeking the Change Order and the Vice President of Finance. A written request must be forwarded to the Vice President describing the nature of the emergency and/or unforeseen condition, time of occurrence, and need to exceed the 20% cap for change order amounts. The Vice President will make the determination if there is an emergency and/or unforeseen condition warranting the change order and authorize the change order.

c. To review the policy on change orders, please click here.

Y. The Senior Director may, for valid reason, issue a stop order directing the vendor to suspend work under the contract for a specific time. The vendor shall be paid until the effective date of the stop order. The vendor shall resume work upon the date specified in the stop order or upon such other date as the Senior Director may thereafter direct in writing. The period of suspension shall be deemed added to the vendor’s approved schedule of performance. The Senior Director and the vendor shall negotiate an equitable adjustment, if any, to the contract price.

Z. Rowan University reserves the right to cancel this contract with thirty (30) calendar days written notice to the vendor(s) with or without cause.

AA. No party, including any respondent to this request for proposals, is granted any rights hereunder.

BB. The proposal submitted by the Proposer shall be binding on the Proposers.

CC. Rowan University reserves the right to seek clarification and additional information at any point in connection with vendor information or other communication regarding this request for proposals.

VII. SUBMISSION REQUIREMENTS

A. Submissions should provide a straightforward and concise delineation of the respondent proposal and commitment to satisfy the requirements of the RFP.

B. Vendor’s submissions should include all information noted in the sections above and on the Required

Procurement Documents page of this document as well as the following information.

C. Proposals submitted in any other format other than as listed below will be considered informal and may be rejected.

D. The RFP should be concise and shall be organized in a manner so the selection committee may quickly access pertinent information. Every effort should be made to avoid duplicating the information presented in the RFP.

The RFP must include and will be evaluated based on the following criteria. Each team’s RFP must include an index and be organized by discrete sections corresponding to the criteria and in the same order as listed below

1. Transmittal Letter:

a. Proposals must be accompanied by a transmittal letter not to exceed two (2) pages signed by a principal of the firm.

2. Table of Contents

3. Organizational Information, Personnel & Staffing

a. Describe the organization of your business. Indicate the composition and number of staff, facilities available and experience of your firm/team as it relates to this RFP.

b. In no more than 200 words, explain why your organization is uniquely qualified to provide vendor services for Rowan University. Include any other information that you believe would be helpful in the selection of your firm on the University’s pre-approved architectural service list.

4. Vendor Experience, Relevant Projects, & References

a. Include any information which you feel would be helpful in the selection of your organization.

b. Provide three (3) examples of related projects that would best assist in assessing if you organization is the most suitable.

c. Provide a list of three (3) references that the University may contact regarding previous work completed. Include the place of business and name, title and phone number of a contact person. The University reserves the right, but is not obligated to, contact references.

5. Proposal & Pricing Page: Fully executed.

6. Required Procurement Documents & Proposer’ Checklist: All documents requested (Page 4), should be submitted in the listed order.

E. Proposal submissions shall not contain URLs (Uniform Resource Locators) or web addresses. The internet contains dynamically changing content, inclusion of a URL or web address in a bid submission is indicative of potentially changing information. Inclusion of a URL or web address in a bid response implies that the bid’s content changes as the referenced web page changes.

F. Conditional proposals will not be considered.

G. An initial screening of all submissions will be conducted to determine overall responsiveness. Submissions determined to be incomplete or non-responsive may be disqualified, in accordance with applicable law.

H. Rowan reserves the right to interview the respondents prior to the RFP opening to obtain additional clarification and understanding of the information presented in a proposal to aid in assessing the responsibility of the proposal.

I. Requests for Clarification by the University: The University may request that proposer clarify any information contained in Proposal. Proposers are required to provide a written response within two (2) business days of receipt of any request for clarification by the University.

J. The award of this RFP will be based upon a review and analysis of all proposals to determine which proposal best meets the University’s needs. The proposal will be scored based on the criteria outlined below.

K. Post Award: Following the notification of award, vendor(s) may receive a contract along with a request to review terms, deliverables, costs, and the University’s expectations in general. You will be able to address any post award questions or concerns at this time. If you do not receive a contract within seven days of award, please contact contracts@rowan.edu.

Proposal Submissions & Instructions

Rowan University accepts electronic proposal submissions only. Electronic submissions are treated as original documents and will be considered the official documentation for evaluation and consideration by the University.

ALL REQUIRED DOCUMENTS PERTAINING TO THIS OFFERING MUST BE INCLUDED IN THE ELECTRONIC

SUBMISSION.

(Ctrl + Click to follow link) Instructions:

1. Select RFP Submission Portal link above.

2. You will be routed to the RFP Submission Portal.

3. You will be asked to provide the following:

a. RFP Number

b. Project Name

c. Company Name

d. Point of Contact

e. Email Point of Contact Email* Email address should match Vendor Point of Contact listed on

Proposal Page.

f. Submission Documents

DO NOT PROVIDE LINKS OR ANY EXTERNAL LOCATIONS FOR FILES TO BE DOWNLOADED OR RETRIEVED, THE

UNIVERSITY WILL REJECT ANY SUBMISSIONS SENT IN THIS MANNER

[Remainder of Page Intentionally Left Blank]

P478T 4#y

RFP SUBMISSION PORTAL

Evaluation and Selection Criteria

Selection of the awarded Proposer(s) shall be based solely on the Review Committee’s evaluation of the submissions and the criteria set forth above. Rowan reserves the right to interview the respondents to clarify any terms of a proposal in its discretion, provided however proposers will not be provided an opportunity to alter the terms of their proposal in any such interview. Rowan also reserves the right to negotiate the terms and conditions of the contract to obtain the most advantageous situation for Rowan. In addition, Rowan reserves the right to suspend or terminate the procurement process described in this RFP at any time (in its sole discretion). If terminated, Rowan may determine to commence a new procurement process or exercise any other rights provided under applicable law without any obligation to the Respondents.

Submission of a Proposal against this RFP is your acknowledgement that subjective criteria will be used in the evaluation of proposals. Award shall be made to the responsible proposer whose proposal, conforming to the RFP, will be most advantageous to the University, price and other factors considered.

By responding to this RFP, firms acknowledge and consent to the conditions set forth herein relative to the submission, review and consideration of your response.

Requests for Clarification by the University: The University may request that any Proposer clarify or supplement any information contained in any Proposal.

Failure to respond within two days may result in disqualification of the proposal in Rowan’s sole and absolute discretion

The award of this RFP will be based upon a review and analysis of all proposals conforming to the invitation for proposals, to determine which will be most advantageous to the University, price and other factors considered. The contract award will be based on a points-earned matrix derived from the categories and point allocations set forth below:

Firms will be awarded points in the following categories:

Scoring Criteria Weight Organizational Information, Personnel & Staffing 0-35 Vendor Experience, Relevant Projects, & References 0-35 Pricing 0-30

Pricing & Proposal Page

The proposer states that he/she has carefully examined the specifications of having carefully examined the proposal documents and being familiar with the requirements therein, hereby submits their proposal to provide such services meeting the requirements outlined in this RFP.

Name Title Vendor Name Address

Phone Email

Signature

Any and all changes made to this proposal page must be initialed and dated by the Proposer. No edit(s) will be accepted without Proposer’s initials and date, next to all corrections.

Vendor Point of Contact

Provide the name and contact information of the individual within your firm that the University should contact regarding questions about your submission. The contact information should include the name of individual, telephone number, and e-mail address.

Point of Contact Phone Email

Pricing

Current Prevailing Wage Rates https://nj.gov/labor/wageandhour/prevailing-rates/public-works/currentprevailingwage.shtml

Description Costs Base Bid, Renovations $

Permit Fees, if any $ Total $

Description Costs

Softball In-Season Bi-Weekly Maintenance $ Softball Off-Season Monthly Maintenance $

Baseball In-Season Bi-Weekly Maintenance $ Baseball Off-Season Monthly Maintenance $

Signature

ROWAN UNIVERSITY TERMS & CONDITIONS

I. REPRESENTATIONS AND WARRANTIES

The vendor expressly warrants that:

A. The vendor has legal capacity to execute and perform any Agreement arising from this quote, contract, and/or public solicitation.

B. The Agreement is valid, binding, and enforceable against the vendor according to its terms.

C. The execution and performance of an agreement by the vendor does not, and will not, violate or conflict with the terms of any existing Agreement or understanding of which the vendor is a party.

D. The execution and performance of an Agreement by the vendor does not, and will not, violate or conflict with any law, rule, regulation, judgment or order of any court or other adjudicative entity binding the vendor.

E. The vendor knows of no reason why the vendor is in any way, physically, legally, or otherwise, precluded from performing the obligations under an Agreement arising from this bid, in accordance with its terms, including without limitation those relating to health and safety.

F. Such warranties shall survive and shall not be deemed waived by delivery or acceptance of, or payment for the goods and services.

II. GOVERNING LAW, JURISDICTION, ATTORNEY’S FEES

This Agreement shall be governed by and construed in accordance with the laws of the State of New Jersey, without regard to any applicable conflict of laws provision. Vendor hereby irrevocably and unconditionally agrees that any suit, action or other legal proceeding arising out of or in connection with this Agreement, or the transactions contemplated hereby, shall be brought in the courts of record of the State of New Jersey or the courts of the United States located in said state, consents to the jurisdiction of each such court in any such suit, action or proceeding, and waives any objection to the venue of any such suit, action or proceeding in any of such courts. In the event a suit or action shall be instituted in connection with any controversy arising out of this Agreement, the prevailing Party shall be entitled to receive, in addition to its costs, all attorneys’ fees, including attorneys’ fees and costs upon appeal.

III. DEFAULT

In case of failure to deliver goods or services in accordance with the contract(s) terms and conditions, Rowan University, after due oral or written notice, may procure substitute goods or service from other sources and hold the vendor(s) responsible for any resulting additional purchasing and administrative costs. This remedy shall be in addition to any other solution which Rowan University may have.

IV. SALE OR BANKRUPTCY OF BUSINESS

A. If during the life of this Agreement, the awarded vendor disposes of its business by sale, transfer, force of law or by any means to another party, all obligations are transferred to such purchaser. In this event, the new owner(s) may, in Rowan University' discretion, be required to submit a performance bond in the amount of the value of services to be delivered pursuant to this Agreement.

B. In the event of the institution of any proceedings by or against the awarded vendor, voluntarily or involuntarily, in bankruptcy or insolvency, or under the provisions of the Federal Bankruptcy Act, or for the appointment of a receiver or trustee or an assignee for the benefit of creditors of the property of the vendor, Rowan University shall have, in addition to the rights previously stated, the right to cancel this Agreement forthwith.

V. LIABILITIES

A. LIABILITY COPYRIGHT

The vendor shall hold and save Rowan University and its officers, agents, students, servants, and employees, harmless from liability of any nature or kind for or on account of the use of any copyrighted or uncopyrighted composition, secret process, patented or unpatented invention, article or appliance furnished or used in the performance of his contract.

B. INDEMNIFICATION

Vendor agrees to indemnify, protect, save harmless, and defend Rowan University, its governors, officers, employees, and agents from and against any and all claims, losses, costs, damages, and expenses, including legal costs and attorney fees, and demands of any kind whatsoever, whether for bodily injury, including death, damage to property, including the loss of work performed by the Proposer, its agents or employees, alone or with others, or resulting from or arising out of services provided jointly by the Proposer, its agents or employees or servants.

1. Vendor shall reimburse, and make good to the University all monies, which the University or its representatives shall pay, or cause to be paid, or become liable to pay, by reason of such claims, or in connection with any litigation, investigation or other matters connected therewith.

2. This indemnification obligation is not limited by but is in addition to the insurance obligations contained in this agreement.

C. INSURANCE RFP

1. Vendor agrees to obtain and maintain, at its sole expense, the insurance coverage described below. All insurance must be placed with an insurance company licensed to conduct business in the State of New Jersey and maintaining an A.M Best Rating of “A” or better with a financial size rating of Class XI or larger.

All insurance required herein shall be written on an Occurrence basis, unless otherwise noted, shall contain a waiver of subrogation in favor of Rowan University and the State of New Jersey, and will be in effect no later than 12:01 A.M. at the start of the day of the contract and must remain in effect for the duration of the contract, including any extensions.

2. The vendor agrees that no insurance policy will be cancelled, reduced, or revised without thirty (30) days prior written notice to Rowan University. In addition, required insurance will be primary to any other insurance available and any limitations of Vendor’s insurance will not relieve the Vendor of its indemnification responsibilities to Rowan University and the State of New Jersey per Section VIII.

Indemnity.

a. Insurance Required:

1. Workers’ Compensation Insurance with statutory limits applicable to the laws of the State of New Jersey and any other State or Federal jurisdiction required to protect the employee of Vendor who will be engaged in the performance of work under this contract.

2. Employers' Liability Protection with a limit of liability not less than one million dollars ($1,000,000) bodily injury, each occurrence; one million dollars ($1,000,000) disease, each employee; and one million dollars ($1,000,000) disease, aggregate limit.

3. Commercial General Liability written on a current ISO Occurrence Form or equivalent. The General Liability policy will include, but not be limited to, coverage for bodily injury (including death) and property damage arising from premises and operations liability, products and completed operations liability, personal injury and advertising liability, sexual abuse and molestation, contractual liability, and fire legal liability. Vendor agrees to maintain the following general liability limits of coverage:

• ................................................................................................................... per occurrence$1,000,00

• ................................................................................................................... personal and

• ................................................................................................................... general

A “per location or Project endorsement” shall be included so that the general aggregate limit applies separately to the Rowan location or Project.

4. Comprehensive Automobile Liability written on an occurrence basis covering owned, non-owned, and hired vehicles. The limits of liability shall not be less than a combined single limit of one million dollars ($1,000,000) per occurrence.

5. Excess Liability, umbrella insurance, follow form, applying excess of the commercial general liability, commercial automobile liability and employer’s liability insurance in minimum amounts of one million dollars ($1,000,000) per occurrence, one million dollars ($1,000,000) general aggregate, and one million dollars ($1,000,000) products/completed…