WCSD RFP Synthetic Grass

Wheeler County School District

Request for Proposal Synthetic Grass Installation for Outdoor Classroom(s)

Date RFP issued: Friday, March 25, 2022

RFP due date: Tuesday, April 26, 2022

Mail or hand-deliver proposals to:

Suzanne Couey Wheeler County School District 18 McRae Street Alamo, Georgia 30411

PROPOSALS SUBMITTED VIA FACSIMILE OR EMAIL WILL NOT BE ACCEPTED.

Opening: Tuesday, April 26, 2022

Owner will complete evaluation and interview finalist (if necessary).

Type of Contract: Fixed fee with option for additional services

Acknowledgment of Receipt

Each proposer must fill out and return the Intent to Propose form acknowledging receipt of the RFP and intent to propose. The form may be scanned and sent via email or sent by facsimile to Wheeler County School District by 4:00 p.m. (EDT), April 4, 2022.

TABLE OF CONTENTS

Page Scope 3 Description of Project 4 Proposer’s Checklist 6 General Terms and Conditions 7 Technical Submission Requirements 11 Appendix A: Request for Proposal 13 Appendix B: Proposer Affidavit 14 Appendix C: Immigration and Security Form 15

Scope

The intent of this Request for Proposals (RFP) is to solicit sealed proposals from qualified, responsible, and responsive proposers. The result will be a contract for the installation of synthetic grass to establish outdoor classrooms in courtyard areas of Wheeler County School District’s new K-12 School. The district point of contact will be Suzanne Couey, Superintendent.

WHEELER COUNTY SCHOOL DISTRICT assumes neither responsibility nor obligation to proposers and is not responsible for any costs associated with submission of the proposal. WHEELER COUNTY SCHOOL DISTRICT is not responsible for costs associated with research or documentation required as a part of the proposal, or any costs associated with oral or written presentations required as part of the selection committee’s evaluation.

WHEELER COUNTY SCHOOL DISTRICT reserves the right to reject any or all proposals, to waive any formalities or technical defects in proposals, and unless otherwise specified by District, to accept any items or groups of items in the proposal, as is in the best interest of the school district.

Respondents to this RFP agree to waive any claims they have or may have against the Owner, its employees, agents, members, representatives and legal counsel, arising out of or in connection with the: (1) administration, evaluation, recommendation or selection of any proposal; (2) waiver of any representations under the proposal or documents; (3) approval or rejection of any proposal; and (4) award of a contract.

WHEELER COUNTY SCHOOL DISTRICT has the right to award all, or any portion, of this RFP to multiple proposers if deemed in the district’s best interest.

WHEELER COUNTY SCHOOL DISTRICT’s decision regarding acceptability of any firm’s qualifications/proposal shall remain entirely with the District’s sole discretion. The criteria for making this judgment will include but not be limited to price, demonstrated capability to handle workload, trained staff, and work experience in a similar project of same scope and size as proposed project for at least the last five years.

Description of Project

Wheeler County School District intends to create outdoor classrooms in courtyard areas of its New K-12 School, which is currently under construction. Courtyard areas will be graded, drained, and prepped for installation of synthetic grass.

Time is of the essence because a brick wall will be constructed at the end of one of the courtyards that will create an obstacle for delivery of materials. Therefore, proposers should be ready to begin work as soon as possible after project is awarded (at least the portion of the work that will require delivery of materials before wall completion).

A diagram of courtyard areas is included at the end of this document for a general idea of the project. However, sidewalks will be moved closer to the building than pictured, leaving 18” between the back wing of the building and sidewalk edge, creating an area that will be filled with gravel to allow for HVAC drainage. Synthetic grass will be installed in remaining courtyard areas from the other edge of the sidewalk to the edge of the front wing of the building.

The west courtyard is 3395 sf. The east one is 4375 sf. The west courtyard contains 695 sf of sidewalk and the east, 865 sf. This leaves 2700 sf and 3510 sf remaining, respectively (for a total of 6210 sf). The removal of gravel area (between the sidewalk and building) leaves approximately 5880 sf, upon which base bid should be calculated.

Project should include

• Synlawn basic turf product (or equivalent)

• 2" crusher run

• Nonwoven geotextile fabric & powerbase YSR pad to provide lateral drainage to inlets

• Infill to reduce temperature with organic material (sand or like product)

Project Administrator

The WHEELER COUNTY SCHOOL DISTRICT Superintendent, Suzanne Couey, will administer the solicitation process and monitor contract performance.

Proposal Schedule – Important Dates The following proposal schedule presents the timeline for the RFP process:

DATE ACTION

March 25, 2022 RFP release to prospective proposers

April 4, 2022 Deadline for submission of Intent to Propose and questions related to RFP

April 26, 2022 Proposals due

TBD Contract award by School Board

TBD Contract begins

Proposer’s Checklist

Project/RFP Title: ______________________________________________

Company name: ______________________________________________

Authorized representative: ______________________________________________

By submitting a response to this RFP, the proposer’s representative is acknowledging that he/she:

● Has read the information and instructions

● Agrees to comply with the information and instructions contained

● Agrees to send three (3) original copies of proposal documents

The front of the envelope shall be clearly labeled as follows:

Wheeler County School District ATTN: Suzanne Couey, Superintendent

Alamo, Georgia 30411

Checklist:

Proposer’s Checklist Technical Proposal Items Appx A: Request for Proposal Appx B: Proposer’s Affidavit Appx C: Immigration and Security Form

General Terms and Conditions

Contract Services Requirements

Proposer shall furnish all supervision, labor, materials, and equipment necessary to accomplish all the components of the synthetic grass installation project.

Questions and Inquiries

All inquiries and requests for clarification must be made in written form to Ms. Suzanne Couey prior to 4:00 p.m. (EDT) April 4, 2022. Responses along with copies of the original question will be provided to all who demonstrated intent to propose by 4:00 p.m.

(EDT), April 4, 2022.

Address: Wheeler County School District

Alamo, Georgia 30411

E-mail: suzanne.couey@wheeler.k12.ga.us Phone: (912) 568-7198 Fax: (912) 568-1985

Closing Date

Three (3) hard copies of the proposer’s proposal must be submitted to WHEELER COUNTY SCHOOL DISTRICT by 2:00 p.m. (EDT) on April 26, 2022. Proposals may be hand-delivered or submitted via alternate delivery source. Proposer assumes full responsibility for ensuring that the method of delivery accomplishes delivery prior to the submission deadline. WHEELER COUNTY SCHOOL DISTRICT assumes no responsibility for the proposer’s failure to accomplish delivery and reserves the right to reject all proposals received after the deadline.

Acceptance or Rejection of Proposals

Proposer’s proposal and all conditions must remain valid for a period of not less than ninety (90) days to allow for evaluation and award. WHEELER COUNTY SCHOOL DISTRICT reserves the following rights:

to reject any and all proposals that, in its sole opinion, fail to meet exact requirements of the specifications provided in this RFP to accept the proposal that is, in its sole judgment, in the best interest of WHEELER COUNTY SCHOOL DISTRICT, which may or may not be the lowest proposer.

to reject any and all non-responsive proposals to waive irregularities in any proposal as WHEELER COUNTY SCHOOL DISTRICT may elect to waive to reject all proposals without cause to issue subsequent requests for new proposals to discontinue negotiations with one proposer if progress is unsatisfactory, and commence discussions with another proposer

Withdrawal of or Corrections to Proposals Prior to Opening Proposals may be withdrawn and/or modified by a written request of the proposer on company letterhead provided such request is received by the deadline for submission.

Correction(s) to proposals must be clearly marked and initiated by the proposer.

Modifications or requests to withdraw that are received after the proposal submission deadline will not be allowed. WHEELER COUNTY SCHOOL DISTRICT and its representatives reserve the right at any time to request clarification from any or all proposers submitting a proposal.

Evaluation Criteria WHEELER COUNTY SCHOOL DISTRICT, at its sole discretion, will select the proposal which best fulfills the requirements and provides the best value to WHEELER COUNTY SCHOOL DISTRICT. Proposals received by the closing deadline will be evaluated by a selection committee consisting of a minimum of three (3) qualified individuals. Proposals will be evaluated on completeness of response, experience and/or qualifications, quality of service proposed, cost, and safety/liability. WHEELER COUNTY SCHOOL DISTRICT’s intent is to award the contract to the firm that, based upon the selection committee’s evaluation, is the most responsive and the most qualified firm for the work proposed.

• 50% Factor: Cost of the project

• 20% Factor: Product reviews and specifications

• 20% Factor: Experience of the proposer on completed projects of similar type and complexity; experience with effective budget and schedule control plans for this project.

• 10% Factor: Installation Time: The firm's schedule of delivery, installation and completion of the project.

Proposer Responsibility

It is the responsibility of each proposer to examine the entire solicitation, seek clarification in writing, and check its offer for accuracy before submitting the offer. Lack of care in preparing an offer shall not be grounds for withdrawing an offer after the offer due date and time, nor shall it give rise to any contract claim. Lack of care in preparing an offer shall not be grounds for pricing adjustments which do not benefit WHEELER

COUNTY SCHOOL DISTRICT.

Georgia Law

The Contract shall be governed by the laws of the State of Georgia, regardless of any conflict of law or rules that would require an application of the laws of another jurisdiction. Venue and jurisdiction shall be proper only in the federal and state courts located or serving the Wheeler County, Georgia area.

Hold Harmless

The vendor shall hold harmless and indemnify WHEELER COUNTY SCHOOL DISTRICT, its respective officers, and employees for every claim, demand, suit, and award which may be made from any and all damages and claims which may be made by reason of:

1) Any injury or death to person or property damage or loss sustained by any person, firm, or corporation caused by any act, neglect, default, or omission of the vendor or any person, firm or corporation, directly or indirectly employed by it upon, or in connection with its performance under this contract;

2) Any liability that may arise from the furnishing or use of any copyrighted or not copyrighted formula, secret process, patented or not patented invention in the performance of the services called for under the contract;

3) The vendor, at its own expense and risk, shall bear all reasonable attorneys’ fees, costs, and expenses which may be incurred in defending against any legal proceeding which may be brought against the WHEELER COUNTY SCHOOL DISTRICT, its member districts, as well as their officers and employees, on any such demand, and satisfy any judgment that may be rendered against any one of them.

Indemnification

The Proposer shall reimburse, indemnify and hold WHEELER COUNTY SCHOOL DISTRICT harmless for all loss resulting from the negligence of the Proposer in the performance of this contract. Proposer shall reimburse WHEELER COUNTY SCHOOL DISTRICT for any loss resulting from the non-performance thereof, except those losses specifically excluded by WHEELER COUNTY SCHOOL DISTRICT.

Insurance Requirements

The Proposer shall purchase and maintain insurance which will protect it and WHEELER COUNTY SCHOOL DISTRICT from claims which may arise out of or result from the Proposer’s operations under the contract whether such operations be by it or by any subcontractor, lower tier proposer or by anyone directly or indirectly employed.

Not less than ten (10) days following contract award or prior to work inception, a certificate of insurance must be submitted to WHEELER COUNTY SCHOOL DISTRICT verifying that the proposer maintains Comprehensive General Liability, Comprehensive

Automobile Liability, and Worker’s Compensation, in the minimum amount required by state law. Certificate of insurance shall have WHEELER COUNTY SCHOOL DISTRICT named as an additional insured party for general liability, automobile, and workers’ compensation.

Technical Submission Requirements Documentation Required

• Three (3) copies of the proposal shall be submitted. Unless specifically requested, extraneous presentation of materials is neither necessary nor desired.

The proposal shall be concise and address the required information.

Project Plan

Proposers shall provide a detailed narrative describing the project and product installation. The narrative should include:

● Timeframe for beginning project

● Product installation procedures and timeline

● Projected difficulties that may arise related to workforce or product delivery times

● Details of how the WHEELER COUNTY SCHOOL DISTRICT contract will be managed as an addition to current contracts and workload.

Product References

Provide the names of product(s) to be installed along with technical information to include warranty, material components, and maintenance and care requirements.

Company References

Provide the names of at least three (3) businesses and institutions, preferably in Georgia, with whom the firm has, or has had contracts of a similar size and scope as the one proposed with WHEELER COUNTY SCHOOL DISTRICT.

For each reference, include

● Number of years as a customer.

● Name(s) and contact information of the person responsible for contract management

● General type of services provided

Company Profile

Include a brief profile which should include:

● Number of years in business

● Type of organization

● Name of principals

● Brief history of company

● Total number of employees

● Bonding company and bonding dollar amount capabilities

Certificate of Insurance

Proposers must provide a sample insurance certificate to verify ability to obtain required insurance.

Price Proposal Requirements

Proposer shall provide the price proposal as an attachment to Appendix A. All pricing shall be exclusive of taxes. Tax exempt certification is available upon request.

Appendix A

REQUEST FOR PROPOSAL

Synthetic Grass Installation for Outdoor Classroom(s)

The undersigned, having examined the RFP prepared by Wheeler County School District, including all attachments, appendices, and addenda, does hereby offer to furnish synthetic grass installation services for WHEELER COUNTY SCHOOL DISTRICT facilities, in accordance with the RFP. Claims for additional compensation and/or extensions of time because of the firm’s failure to follow the foregoing procedure, and to familiarize itself with the contract documents and all conditions which might affect the work, will not be allowed.

Attach Price Proposal separately.

I certify I am authorized to obligate the company to perform under the terms and conditions stated in this RFP.

Signature of authorized company official: ________________________________

Print or type name of signer: ________________________________ Title of signer: ________________________________

Company: ________________________________ Federal ID number: ________________________________

DUNS number: ________________________________ Date: ________________________________

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

By executing this affidavit, the undersigned proposer 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 the WHEELER COUNTY SCHOOL DISTRICT 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 proposer will continue to use the federal work authorization program throughout the contract period and the undersigned proposer will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the proposer with the information required by O.C.G.A. § 13-10-91(b).

Proposer 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 Proposer: __________________________________________

Name of Project: __________________________________________

Name of Public Employer: __________________________________________

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

Executed on ____________(Date) in ____________________(city), ______(state).

Signature of Authorized Officer or Agent

Printed Name of Authorized Officer or Agent

Printed Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS ____ DAY OF ____________(Date)

NOTARY PUBLIC (seal)

My Commission Expires: ______________

Appendix C Immigration and Security Form

A. In order to ensure compliance with the Immigration Reform and Control Act of 1986

(IRCA), D.L. 99-603 and the Georgia Security and Immigration Compliance Act O.C.G.A.

13-10-90 et.seq., proposer must initial one of the sections below:

_____ Proposer has 500 or more employees and Proposer warrants that Proposer has complied with the Immigration Reform and Control Act of 1986 (IRCA), D.L. 99-603 and the Georgia Security and Immigration and Compliance Act by registering at https://www.vis-dhs.com/EmployerRegistration and verifying information of all new employees; and by executing any affidavits required by the rules and regulations issued by the Georgia Department of Labor set forth at Rule 300-10-1-.01 et.seq.

_____ Proposer has 100 – 499 employees and Proposer warrants that no later than July 1, 2008, Proposer will register at https://www.vis-dhs.com/EmployerRegistration to verify information of all new employees in order to comply with the Immigration Reform and Control Act of 1986 (IRCA), D.L. 99-603 and the Georgia Security and Immigration and Compliance Act; and by executing any affidavits required by the rules and regulations issued by the Georgia Department of Labor set forth at Rule 300-10-1-.01 et.seq.

_____ Proposer has 99 or fewer employees and Proposer warrants that no later than July 1, 2009, Proposer will register at https://www.vis-dhs.com/EmployerRegistration to verify information of all new employees in order to comply with the Immigration Reform and Control Act of 1986 (IRCA), D.L. 99-603 and the Georgia Security and Immigration and Compliance Act; and by executing any affidavits required by the rules and regulations issued by the Georgia Department of Labor set forth at Rule 300-10-1-.01 et.seq.

B. Proposer shall use commercially reasonable efforts to include a similar provision in all written agreements with any subcontractors engaged to perform services under this contract.

Signature Date

Firm Name ________________________________________________________________ Mailing Address ________________________________________________________________ City, State, ZIP ________________________________________________________________ Telephone ________________________________________________________________ Email address ________________________________________________________________ https://www.vis-dhs.com/EmployerRegistration

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