TU Recreation Ball Fields RFP 2025.pdf

Upson County Board of Commissioners

Request of Proposal

(“RFP”)

Design-Build Services for Demolition and Reconstruction of the Thomaston-Upson Civic Center Baseball Field Concession Stand

Table of Contents

Table of Contents

Project

Project Overview

Project Scope of Work

Project Design Scope

Proposal Information

Proposal Package

Bond and Insurance Requirements

Award of Contract

Notice to Proceed

Administration

Payments

Taxes

Hold Harmless

Additional Construction Elements

Batting Cage Construction –

Scorer Platforms –

Other Important Information

ATTACHMENT A–PROPOSAL PRICING FORM

ATTACHMENT C - NON-COLLUSIVE AFFIDAVIT

ATTACHMENT D - CONTRACTOR AFFIDAVIT

ATTACHMENT E - SAVE AFFIDAVIT

ATTACHMENT G – PROPOSED CONCESSION STAND LAYOUT

ATTACHMENT H – SITE PLAN

ATTACHMENT I – BATTING CAGE DRAWINGS

ATTACHMENT J – SCORER’S PLATFORM

Project Upson County, Georgia, is soliciting sealed proposals from qualified Design-Build teams for the demolition and reconstruction of the concession stand at the Thomaston-Upson Civic Center Baseball Field, located at 101 Civic Center Drive, Thomaston, Georgia 30286.

Project Overview

• Demolition and safe disposal of the existing concession stand structure

• Demolition of the existing sand volleyball court

• Design and construction of a new, code-compliant concession stand

• Integration of utilities (water, sewer, electrical)

• ADA compliance and accessibility features

• Site grading, drainage, and minor landscaping as needed

Project Scope of Work

• Site assessment and demolition planning

• Architectural and engineering design

• Permitting and code compliance

• Construction and project management

• Final inspection and close-out documentation

Project Design Scope

• Construct a modern concession and restroom facility that will be a focal point for the facility

• Robust electrical for food service needs

• Large ADA-compliant restrooms

• Wireless networking capability

• Digital menu signage

• Covered dining space

• Remote main electrical for ease of coordination with current work

• Three covered scorer’s positions with electrical power and Wi-Fi access

• Covered batting cage with lighting and power

• Open dining area facing fields

• Digital menu/announcement board

• Fans above dining area to cool down on hot summer days

• Increased restroom capacity from 4 to 10 stalls

• Outdoor speakers for game-time announcements, walkup songs, etc.

Proposed concession stand layout at Attachment G.

Site Plan: Attachment H.

Proposals should be priced to include the installation and tie-in of all new parts, equipment and the removal of all old parts and equipment. See Attachment A for the Proposal Pricing and Agreement Form.

Proposal Information A mandatory pre-proposal meeting will be held. No proposals will be considered from contractors that do not attend the pre-proposal meeting.

Completed proposals must be submitted either by mail or by email two weeks after the pre-proposal meeting.

Important Events and Dates

Pre-proposal Meeting Location:

101 Civic Center Drive Thomaston, GA 30286

Date:

June 10, 2025 10:00 a.m.

Point of Contact on technical matters Jason Tinsley (County Manager)

706-741-3229

Timing and Delivery of Proposal Email:

asalter@upsoncountyga.org Mail:

106 East Lee Street Suite 110 Thomaston, GA 30286

Date:

NLT June 27, 2025 10:00 a.m.

Questions Regarding the RFP Document and Submission Requirements

Allen Salter asalter@upsoncountyga.org

Questions Regarding the Technical Aspects of the Project Itself

Jason Tinsley (County Manager) jtinsley@upsoncountyga.org

Proposal Package

The proposal package must contain the following information noted below:

a. Cover letter and executive summary

b. Company profile and relevant experience

c. Proposed project team and qualifications

d. Conceptual design approach

e. Preliminary project schedule

f. Cost proposal (lump sum or GMP)

g. Signed Copy Proposal Pricing and Agreement Form -Attachment A

h. Signed and Notarized Copy of Non-Collusive Affidavit Form -Attachment C

i. Signed and Notarized Contractor Affidavit -Attachment D

j. Signed and Notarized Systematic Alien Verification for Entitlements (SAVE) affidavit -Attachment E

k. Certificate of Insurance (See Bond and Insurance Requirements for amounts)

l. Valid evidence of a business such as a license or incorporation documents and General Contractors

License if a GC.

m. Three (3) recommendations for similar projects from former or existing customers. Please provide written recommendations.

Bond and Insurance Requirements A Performance Bond in the amount of one hundred percent (100%) of the total contract amount will be required of the successful bidder. Bonds must be written by an acceptable surety company licensed to do business in the State of Georgia and listed in the Department of Treasury, Circular 570, (latest edition.)

Insurance Requirements: Bidder shall be required to carry general liability insurance, workers compensation insurance and motor vehicle insurance as required by State laws.

Further if awarded a contract, the successful bidder shall procure and maintain insurance which shall protect the bidder and the County of Upson (as an additional insured} from any claims for bodily injury, property damage, or personal injury covered by the indemnification obligations set forth in the contract attached to this solicitation throughout the duration of the contract. The bidder shall procure and maintain the insurance policies described below at the bidder's own expense and shall furnish to the County an insurance certificate listing Upson County as certificate holder and as an additional insured. The insurance certificate must document that the Commercial General Liability insurance coverage purchased by the bidder includes contractual liability coverage applicable to the contract. In addition, the insurance certificate must provide the following information: the name and address of the insured; name, address, telephone number and signature of the authorized agent; name of the insurance company (authorized to operate in Georgia); a description of coverage in detailed standard terminology (including policy period, policy number, limits of liability, exclusions, and endorsements); and an acknowledgment of notice of cancellation to the State Entity.

The bidder is required to maintain the following insurance coverage's during the term of the contract:

1) Workers Compensation Insurance (Occurrence) in the amounts of the statutory limits established by the General Assembly of the State of Georgia (A self-insurer must submit a certificate from the Georgia Board of Workers Compensation stating that the supplier qualifies to pay its own workers compensation claims.) In addition, the bidder shall require all subcontractors occupying the premises or performing work under the contract to obtain an insurance certificate showing proof of Workers Compensation Coverage with the following minimum coverage:

Bodily injury by accident - per employee $100,000 Bodily injury by disease - per employee $100,000

Bodily injury by disease - policy limit $100,000

2) Commercial General Liability Policy with the following minimum coverage:

Each Occurrence Limit $1,000,000 Personal & Advertising Injury Limit $1,000,000 General Aggregate Limit $2,000,000 Products/Completed Ops. Aggregate Limit $2,000,000

3) Automobile Liability

Combined Single Limit $1,000,000

The foregoing policies shall contain a provision that coverage afforded under the policies will not be canceled, or not renewed or allowed to lapse for any reason until at least thirty (30) days prior written notice has been given to the County. Certificates of Insurance showing such coverage to be in force shall be filed with the County prior to commencement of any work under the contract. The foregoing policies shall be obtained from insurance companies licensed to do business in Georgia and shall be with companies acceptable to the County, which must have a minimum A.M. Best rating of A-. All such coverage shall remain in full force and effect during the term and any renewal or extension thereof.

Within ten (10) business days of award, the awarded bidder must procure the required insurance and provide the County with two (2) Certificates of Insurance. Certificates must reference the contract number. The bidder's submitted pricing must include the cost of the required insurance. No contract performance shall occur unless and until the required insurance certificates are provided.

Award of Contract A contract, if awarded, will be awarded to the most responsive and responsible bidder who demonstrates the greatest value and benefit to County. Upson County reserves the right to accept, award and/or reject any and/or all proposals, in whole or in part, and waive any technicalities or irregularities. This contract will not be awarded solely based on cost.

Each qualified proposal will be evaluated based on the following criteria:

• 25% – Experience and qualifications

• 20% – Design approach and innovation

• 15% – Project schedule

• 30% – Cost proposal

• 10% – References and past performance

Evaluations and recommendations will be submitted to the Upson County Board of Commissioners. However, the Board reserves the right to determine the most responsive and responsible bidder based on an individual item, groups of items, or any way determined to be in the best interest of Upson County.

Award shall be based on but not limited to the following factors noted above.

The successful bidder will be required to sign a legal Contract before any notice to proceed is given.

Notice to Proceed The successful bidder shall not commence work under this RFP until duly notified by receipt of contract signed as executed by the Board of Commissioners or their designee.

Administration The Project will be administered by County Manager, the County Manager, or his designee being the main point of contact or "Project Manager" for all questions during the project.

Payments The Contractor shall be paid for work performed based upon satisfactory inspections and completion of items noted on the contract. All invoices will be submitted to the Finance Department after completion of the project and after the work has been verified by the County Manager.

Taxes Upson County Government is tax exempt. No sales tax will be charged on any products or services. Upson County cannot exempt any other person/vendor from applicable sales taxes that may be required of them in relation to this project. Selected vendor will be provided with Upson County's Sales and Use Tax Certificate of Exemption upon request.

Hold Harmless All respondents to this RFP shall hold harmless the Upson County Board of Commissioners, and any of their officers and employees from all suits and claims alleged to be a result of this RFP. The issuance of this RFP constitutes only an invitation to submit proposals. The Upson County Board of Commissioners reserves the right to determine, in its sole discretion, whether any aspect of a respondent's submittal meets the criteria in this RFP. The Upson County Board of Commissioners also reserves the right to seek clarifications, to negotiate with any vendor by submitting a response, to reject any or all responses with or without cause, and to modify the procurement process and schedule. In the event, that this RFP is withdrawn, or the project canceled for any reason, the Upson County Board of Commissioners shall have no liability to any respondent for any costs or expenses incurred in connection with this RFP or otherwise.

Additional Construction Elements Batting Cage Construction –

• Aluminum canopy system on concrete pad. See Attachment I.

• Electrical Equipment

• Lighting

Scorer Platforms –

• Provide new covered scoring platform at three fields adjacent to concession stand. See Attachment J.

• Aluminum canopy system on concrete pad

• Provide electrical outlet at each scoring platform

• Area will be served by wireless networking

Other Important Information Upson County will not be bound by or be responsible for any interpretations or conclusions drawn from this RFP. All questions or requests for clarification can be addressed to the County Manager or his assigns.

Any questions the County feels are pertinent to all interested bidders will be posted on the Georgia Procurement Registry. All oral communications shall be considered unofficial and non-binding.

In addition, the County assumes no responsibility for conclusions or interpretations derived from technical and background information presented in this RFP or otherwise distributed or made available during this procurement process.

The County will not be bound by or be responsible for any explanation, interpretation, or conclusions of this RFP or any documents provided by the County other than those given in writing by the County through the issuance of addenda.

It is the full responsibility of the bidder to thoroughly investigate the needs/requirements of the County not necessarily assumed in this RFP.

H. Allen Salter, CPA

Chief Financial Officer & Internal Services Director Phone: 706-646-5438 Email: asalter@upsoncountyga.org mailto:asalter@upsoncountyga.org

ATTACHMENT A–PROPOSAL PRICING FORM

The undersigned contractor states by execution of this form that it has adequately considered the requirements of this RFP and acknowledges that it understands and accepts, other than those listed as “Exceptions", all the conditions, requirements, and specifications.

Contract Price:

Company Name

Authorized Representative Signature Date

Title of Authorized Representative

Printed Name of Authorized Representative

ATTACHMENT C - NON-COLLUSIVE AFFIDAVIT

NON-COLLUSIVE AFFIDAVIT

STATE OF Georgia Upson County

,being first duly sworn, deposes

And says, That he/she is (a partner or officer of the firm of, etc.)

The party making the foregoing proposal or proposal, that such proposal or proposal is genuine and not collusive or sham; that said bidder has not colluded, conspired, connived or agreed, directly or indirectly, with any bidder or person, to put in a sham proposal or to refrain from bidding, and has not in any manner, directly or indirectly, sought by agreement or collusion, or communication or conference, with any person, to fix the proposal price of affiant or of any bidder, or to fix any overhead, profit or cost element of said proposal price, or of that of any other bidder, or to secure any advantage against County of Upson, Georgia or any person interested in the proposed contract; and that all statements in said proposal or proposal are true.

Signature of

Bidder

Subscribed and sworn to before me

This _day of, 2025.

My commission expires:

ATTACHMENT D - CONTRACTOR AFFIDAVIT

Contractor Affidavit under O.C.G.A. §13-10-91

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, Firm or corporation which is engaged in the physical performance of services on behalf of County of Upson, has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number

Date of Authorization

Name of Contractor

Design-Build Services for Thomaston-Upson County Baseball Field Concession Stand

Name of Project /Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on , 2025 in Upson County, Georgia

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE DAY OF ,2025.

NOTARY PUBLIC

My Commission Expires:

ATTACHMENT E - SAVE AFFIDAVIT

SAVE Affidavit Required for Local Government That Must Be Executed by Anyone Entering Into A Contract With A Local Government

STATE OF GEORGIA

Upson County

By executing this affidavit under oath, as an applicant for Upson, County Georgia contract as referenced in O.C.G.A.

§ 50-36-1 and the August 1, 2012, “Report of the Attorney General on Public Benefits”, I am stating the following with respect to my ability to enter into a contract with Upson County:

[Name of natural person applying on behalf of individual, business, corporation, partnership, or other private entity]

1) I am a United States citizen

OR

2) I am a legal permanent resident 18 years of age or older or I am an otherwise qualified alien or non-immigrant under the Federal Immigration and Nationality Act 18 years of age or older and lawfully present in the United States.*

In making the above representation under oath, I understand that any person who knowingly and willfully makes a false, fictitious, or fraudulent statement or representation in an affidavit shall be guilty of a violation of O.C.G.A. § 16-10-20.

This day of , 20 .

Signature of Applicant:

Printed Name:

Alien Registration number for non-citizens: *

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE DAY OF

, 2025

ATTACHMENT G – PROPOSED CONCESSION STAND LAYOUT

ATTACHMENT H – SITE PLAN

Thomaston-Upson Civic Center Baseball Field. Site plan indicates the location of the proposed concession building near the center, three proposed scorer's platforms adjacent to the baseball fields, and a proposed batting cage pavilion on the west side of the site. It also shows existing features like sidewalks, light poles, and field dimensions.

ATTACHMENT I – BATTING CAGE DRAWINGS

Drawings show elevation of the proposed batting cage. The drawings include a front elevation (B3) and a left elevation (B1), both indicating a pre-engineered aluminum metal canopy system and support columns.

ATTACHMENT J – SCORER’S PLATFORM

A photograph of a completed scorer's platform. The platform is elevated, has a canopy roof, railings, a ladder for access, and a sign with a number on the front.