REQUEST FOR PROPOSAL. District Wide Playground Equipment RFP #G0909

Transcription

1 REQUEST FOR PROPOSAL District Wide Playground Equipment RFP #G0909 RELEASE DATE: September 04, 2009 DUE DATE: September 25, :00 P.M. Mark Hoss Purchasing Coordinator

2 TABLE OF CONTENTS PAGE I. GENERAL A. Intent of Request For Proposal 3 B. Background 3 C. Eligibility Requirements 3 D. Other Requirements 3 E. Written Agreement 4 F. Contract Period 4 G. Termination Rights 4 H. Proposal Calendar 4 I. Evaluation Criteria 5 J. Contacts 5 K. Right of Rejection 5 L. Addendum to RFP 6 M. Firm Proposal 6 II.CERTIFICATION 6 III.PROPOSED SERVICES A. Scope of Work 6 B. Structural Requirements 6 C. One-year Warranty Inspection 6 D. Schedule 6 IV. INSURANCE 7 V. PROPOSAL RESPONSE FORMS Schedule A Certification of Proposal 8 Schedule B Playground Design/Quality/Warranty 9 Schedule C Cost Schedule D References/Past Performance 12 VI. PROPOSED STRUCTURE DRAWINGS RFP #G0909 2

3 I. GENERAL WASHINGTON COUNTY SCHOOL DISTRICT REQUEST FOR PROPOSAL DISTRICT WIDE PLAYGROUND EQUIPMENT Release Date: September 4, 2009 Due Date: September 25, 2009 A. Intent of Request for Proposal The purpose of this request for proposal is to solicit competitive proposals from qualified vendors that furnish and install modular playground systems. B. Background is the seventh largest school district in Utah with approximately 24,500 students. The district has a total of forty-one schools, including six high schools and one alternative high school. The district ranks as the largest employer in Washington County. C. Eligibility Requirements In order to be eligible to respond to this RFP, the proposer must meet all of the following qualifications: 1. Licensed. The proposing firm must be properly licensed to conduct business in the State of Utah. 2. Non-Discrimination. The proposer must comply, at all times during the bidding and contracting period, with all applicable federal, state, county, and city anti-discrimination laws, ordinances, rules, and regulations. Any violations of this provision shall be considered a violation of a material provision of the audit contract and shall be grounds for cancellation, termination or suspension. 3. Installers. The structure installers must be certified installers. D. Other Requirements Conform to Response Form Guidelines. All proposed information must be submitted on the Proposal Response forms found in Section V. Proposals must be submitted on a timely basis. All proposals with six (6) complete copies must be submitted to Mark Hoss, Purchasing Coordinator, by Friday, September 25, 2009 at 2:00 p.m. Mountain Time. Any proposal received after that will be deemed non-responsive and will not be considered for evaluation. Faxed copies will not be accepted. E. Written Agreement RFP #G0909 3

4 The selected firm must enter into a written contract with Washington County School District to provide all services required by this RFP. F. Contract Period This agreement shall commence on the date of RFP acceptance by the Board and continue for one (1) year. Each proposal must include an option whereby the board, in its sole discretion, can extend the contract for an additional two (2) years on the same terms, prices, and conditions set forth in the bid. The option shall be exercisable at the end of the first and again at the end of the second year. If the option is not exercised, then the contract shall automatically expire at the end of the contract term. Notice of exercise of the option must be given at least fifteen days prior to the end of the contract term. G. Termination Rights The contract shall provide that the has the right to cancel without cause at any time by written notice within thirty (30) days of its intent to terminate the contract. H. Proposal Calendar It is anticipated that the following schedule will be followed: September 4, 2009 September 25, 2009 RFP Released Proposals due. Sealed proposals with six (6) complete and bound copies are to be submitted to the Purchasing Coordinator no later than 2:00 p.m. Mountain Time. Proposals must be signed by an official of the firm authorized to bind the firm and proposed terms apply for a period of sixty (60) days from the date of receipt by Mr. Hoss. September 29, 2009 September 30- October 2, 2009 October 13, 2009 One hour vendor presentations by appointment (if necessary) Evaluation of Proposals. The District may request formal written clarification of any item. Recommendation given to the Board of Education for approval. RFP #G0909 4

5 I. Evaluation Criteria The following criteria and weighing will be used to evaluate the proposal. The more complete the information the higher the possible score. The award will be made to those scoring highest on the criteria: 1. 35% Design/Quality The evaluation committee will score each playground on the following features: -Structure design and unique features -Overall quality- thickness of steel and other materials, deck sizes, and general durability -Safety of Unit -Play value and overall level of stimulation and exercise provided by the unit -Warranty -Salesperson knowledge and presentation -Compliance to all local, state, and national safety guidelines such as ADA, CPSC, IPEMA, NPSI, ATSM, ISO 9001, and the State of Utah Risk Management Office % Cost This includes the equipment costs and its installation % References/Past Performance. (Schedule D) Please include a minimum of three (3) and no more than five (5) projects the committee can reference. A minimum of one reference must be from a school district or charter school. Each modular system referenced should be approximately three years old or older, with some of the same apparatus as is proposed. Structures installed in the St. George area would be most valuable for analysis. 4. 5% Responsiveness. The completeness and conformity of the proposal response to the RFP requirements. J. Contacts All inquiries relative to this Request for Proposal must be directed to: Mark Hoss, Purchasing Coordinator ( ext. 103) Mel Ashcraft, Facilities Coordinator ( ext. 301) No other Employee, Board Member, or evaluation committee member should be contacted concerning this RFP during the selection process. Failure to comply with this requirement may result in disqualification. All questions regarding the RFP documents may be addressed through the Purchasing office. K. Right of Rejection The Board of Education reserves the right to reject any and all proposals or to waive any non-statutory informality. The Board of Education further reserves the right to make the contract award deemed by the Purchasing Office of the School District to be in the best interest of the District. The Board's decision to accept or reject the contract shall be final. RFP #G0909 5

6 L. Addendum to RFP If it becomes necessary to revise this RFP in whole or in part, an addendum will be provided to all bidders of record who received the original RFP. M. Firm Proposal Proposals must be signed by an official of the company authorized to bind the company and proposal must be firm for a period of sixty (60) days from the date of receipt by Mark Hoss, Purchasing Coordinator. II. CERTIFICATION All play structures, individual components, and installations shall be governed by and be in compliance with the following organizations: A. NPSI B. IPEMA C. ASTM D. CPSC E. ISO 9001 F. ADA G. State of Utah Risk Management III. PROPOSED SERVICES A. Scope of Work The intent of the RFP is to allow each vendor to use their best skill and experience in the design of a play structure for two separate play areas. The included drawings illustrate the two basic structures accepted by a smaller structure for ages 2 5, and a larger structure for ages (See pages 13-14) All bids must reflect the same amount of events shown on the drawings. Events do not need to be exactly as illustrated, but must be of a similar skill and play/enjoyment level. Differences should be noted on the bid. Decks and covers shall be the size shown, in so far as your product is able to provide. Any differences in sizes should be noted on the bid. Play structures must have permanent signs advising age appropriateness. B. Structural requirements Aluminum Uprights, with 1/8 minimum wall thickness 2. All tunnels and tube slides shall be a minimum of 30 inside diameter C. One-Year Warranty Inspection The vendor will be required to visit the site one year after substantial completion with the authorized district inspector to review warranty issues. A warranty punch list will be issued and the general contractor will be responsible to complete these warranty items. Additional inspections will take place as required. D. Schedule Successful vendor must review and familiarize themselves with the project schedule as it pertains to the performance of their work. Liquidated damages will be assessed upon failure to complete the project on or before a predetermined date. RFP #G0909 6

7 IV. INSURANCE The vendor shall provide and maintain insurance of not less than $100,000. Please show the manufacturers liability insurance limits. V. PROPOSAL RESPONSE FORMS A proposer must use the following schedules, or copies thereof, in submitting a proposal. The schedules must be completed in their entirety. Other materials that support these schedules may be included in the proposal document. Schedule A. Schedule B Schedule C. Schedule D. Certification of Proposal Design/Quality/Warranty Cost References/Past Performance The completed schedules shall be rated against the evaluation criteria on page 5 of this Request for Proposal in the following manner: Evaluation Criteria Schedules A B C D Responsiveness X X X X Design/Quality/Warranty X Cost X References/Past Performance X RFP #G0909 7

8 Schedule A CERTIFICATION OF PROPOSAL We have read the Request for Proposal and fully understand its intent. We certify that we have adequate personnel and resources to fulfill the proposal requirements. We further understand that our ability to meet the criteria and provide the required services shall be judged solely by. We further certify that, since the receipt of this RFP, no contact, discussion, or negotiation has been made nor will be made regarding this proposal for District Wide Playground Equipment with any employee or board member other than the listed contact people in the RFP. We understand that any such contact could disqualify this proposal. We further certify that we are properly licensed to conduct business within the scope of this RFP, in the State of Utah. We certify that all schedules and addenda contained herein shall be considered part of the entire RFP response and that the complete document submitted shall be considered a legally binding document. Submitted by: Firm Name Authorized Signature Name and Title Telephone Date Schedule B RFP #G0909 8

9 DESIGN/QUALITY/WARRANTY Manufacturers Name Contact Name Address Phone Fax Concept drawing Description of Structure/material specifications (posts, decks, panels, hardware, etc.) Warranty Certified Installation Contractors Contractor Name Address City, State Zip Fax Contractor Name Address City, State Zip Fax Contractor Name Address City, State Zip Fax Schedule C RFP #G0909 9

10 COST TO: PROJECT: 121 W Tabernacle St. George, UT District Wide Playground equipment NAME OF BIDDER: PHONE Gentlemen: The undersigned, in compliance with this RFP, having examined this RFP, the proposed work and being familiar with all of the conditions surrounding the construction of the proposed project, including the availability of labor, hereby propose to furnish all labor, materials and supplies as required for the Project in accordance with this request for proposal as specified and within the time set forth and at the price stated below. This price is to cover all expenses incurred in performing the work required under the Contract Documents of which this proposal is a part. Bid Prices should include shipping to each individual location. Bid prices should also include installation as a separate line item. Do NOT include any prices for engineered wood play chips or other safety surfaces. Small Playground Structure Installation Cost $ $ Large Playground Structure Installation Cost $ $ Total (In the case of discrepancy, written amount shall govern)dollars ($ ($ and cents) Schedule C (cont d) This bid shall remain good for 60 days after RFP opening. RFP #G

11 Respectfully Submitted, Name of Proposer Address City/State/Zip Authorized Signature Schedule D RFP #G

12 REFERENCES/PAST PERFORMANCE This includes the qualifications and work experience/expertise of comparable playgrounds that have been completed a minimum of three (3) years. One of the references must be a school district or charter school. Please include location of playground, company/district name, phone, and facsimile. Include minimum of three (3) and no more than five (5) projects that the committee can reference. Also attach a schedule of installations using the proposed manufactured design in or around the St. George area. RFP #G