Request for Proposals - Tennis Court Resurfacing Project
| Agency: | City of Paducah |
|---|---|
| State: | Kentucky |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD16377149612412551 |
| Posted Date: | Mar 26, 2024 |
| Due Date: | Apr 12, 2024 |
| Source: | Members Only |
Request for Proposals - Tennis Court Resurfacing Project
The City of Paducah Parks and Recreation Department is seeking proposals for tennis court resurfacing for five (5) full size courts and two (2) jr. courts, located in Bob Noble Park, in Paducah, KY.
The City of Paducah is accepting responses to this Request for Proposals (RFP) from organizations that are
a) licensed/certified to operate in the Commonwealth of Kentucky;
b) experienced in working with Kentucky Building Code;
c) experienced in working with court resurfacing project to include sales and installation, according to the national standards for USTA and Parks and Recreation Agencies/
Organizations responding to this RFP must be prepared to undertake, in the most efficient manner, all aspects of design, sales and installation of the new court surface. Organizations are invited to submit a proposal as described herein by the submission deadline set for 10:00 am on Friday, April 12, 2024.
Attachment Preview
REQUEST FOR PROPOSALS
Tennis Court Resurfacing Project
Bob Noble Park
Paducah, Kentucky
ISSUE DATE: March 27, 2024
DUE DATE: April 12, 2024
Contract Manager: Amie Clark, Director of Parks &
Recreation
Contact Information: aclark@paducahky.gov
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CITY OF PADUCAH, KENTUCKY
REQUEST FOR PROPOSALS
PLAYGROUND SURFACING
INVITATION
The City of Paducah Parks and Recreation Department is seeking proposals for tennis court resurfacing for
5 full size courts and 2 jr. courts, located in Bob Noble Park, in Paducah, KY.
The City of Paducah is accepting responses to this Request for Proposals (RFP) from organizations that
are:
a) licensed/certified to operate in the Commonwealth of Kentucky;
b) experienced in working with Kentucky Building Code;
c) experienced in working with court resurfacing project to include sales and installation,
according to the national standards for USTA and Parks and Recreation Agencies;
Organizations responding to this RFP must be prepared to undertake, in the most efficient manner, all
aspects of design, sales and installation of the new court surface.
Respondents to this RFP will be expected to meet or exceed the minimum qualifications set forth in this
RFP. The intent of this RFP is to identify those entities that are qualified and capable of completing the
contracted services for the City of Paducah, Parks and Recreation Department. Organizations are invited to
submit a proposal as described herein by the submission deadline set for 10:00 am on Friday, April 12,
2024.
BACKGROUND
In 2018, the City of Paducah, in partnership with the USTA and the Paducah Tennis Association
approved a contract for the reconstruction of 5 full size tennis courts and the conversion of a 6th court into
2 jr. courts. In 2020 the City added new parking and sidewalks to improve accessibility to the courts.
QUALIFICATION PROCESS AND SELECTION CRITERIA
The Selection Committee, comprised of representatives from the City of Paducah, will review and evaluate
all responses to this RFP and will identify qualified entities according to the evaluation criteria.
Respondents must meet or exceed the following criteria:
• The entity must be legally capable of operating within the State of Kentucky.
• The entity must, at its own expense, procure all permits, certificates, and licenses required by the
law for the execution of this project.
• The entity must comply with all federal, state and local laws, ordinances or rules and regulations
relating to the performance of the work.
• The entity must provide no fewer than three references from clients with similar projects.
• The entity must be able to provide insurance in accordance with the City’s requirements.
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• The entity will be required to obtain a Paducah Business License to perform the work and the
business license will need to be kept current throughout the duration of the contract.
• The entity will be required to withhold and submit payroll tax to the City of Paducah.
• The entity may be asked to provide a roster of employees and subcontractors used for the
contracted services with the City of Paducah.
The City of Paducah reserves the right to accept or reject any or all proposals. All proposals become the
property of the City of Paducah. The City of Paducah has the right to waive any irregularities in the Request
for Proposals process. The City of Paducah reserves the right, at its sole discretion, to terminate this process
at any time or reject any or all proposals without penalty prior to the execution of an agreement with the
selected agency. Any agreement resulting from this process shall be done so as deemed in the best interests
of the City.
The City has a variety of ordinances and policies which may or may not apply to a subsequent agreement
including, but not limited to background checks of employees, licensing requirements, and others.
Application of these requirements will be determined based on the structure of any subsequent agreement.
SELECTION
The City’s selection committee will review all proposals after the RFP deadline has expired. We may
contact a representative of your team to seek additional clarification and/or information. The selection
committee will determine the best bid from the short list of finalists, based upon the criteria referred to
herein.
CONTRACT NEGOTIATION
The City will enter into contract negotiations with the preferred agency soon after the completion of the
selection process. The finalists not selected will be placed on standby pending the successful completion
of contract negotiations and ratification of the contract by all parties.
RECOMMENDATION
The selection committee will make a recommendation to the Board of Commissioners for approval of a
negotiated contract with the selected agency.
APPROVAL
The City of Paducah Board of Commissioners will be required to approve the contract prior to ratification
by the City.
SCOPE OF SERVICES
The Scope of Work includes, but is not limited to:
• Resurfacing and striping for 5 tennis courts and 2 jr. tennis courts according to USTA
guidelines, specs, and approved court colors.
• Proposals must include cost for all materials, labor, freight, and installation.
• Order all supplies, material, and equipment needed to meet the design and schedule delivery
to Paducah Parks and Recreation.
• Coordinate and schedule installation with contractor according to desirable conditions and
availability with Owner and contracted installer(s).
• Must include all warranty information.
• Any and all debris must be properly removed and disposed of by the Contractor.
• Project completion expected within 45 days of the executed contract date.
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It is understood that except as otherwise specifically stated in the contract, the vendor shall provide and
pay for all materials, labor, tools, equipment, and transportation of every item, necessary to execute,
complete and deliver the work within the specified time. Permits and licenses (including the City of
Paducah) necessary for the execution of work shall be secured by the vendor but no fees will be charged
to the vendor. All supplies and material shall be new. Any work necessary to be performed after regular
working hours, such as work performed on Sundays or legal holidays shall be performed without
additional expense to the City of Paducah.
EXISTING CONDITIONS
The vendor, in undertaking the work under this contract, is assumed to have reviewed the site and to have
taken into consideration all conditions which might affect the work. No consideration will be given to any
claims based on lack of knowledge of existing conditions.
Site can be viewed online via Google Earth, as well as the City’s website at the following addresses:
Google Earth – 2701 Park Avenue, Paducah KY
City’s website – Noble Park | City of Paducah (paducahky.gov)
The existing site includes 140 acres of park land to include 5 tennis courts, 2 jr. tennis courts, 8 pickleball
courts, 2 playground areas, an aquatics facility, ballfields, basketball courts, skate park, picnic shelters,
walking trails, and a 6-acre lake.
TIME LINE
1. RFP Issued
This RFP is officially issued on Wednesday, March 27, 2024.
2. Qualification Proposals Due
Your completed qualification proposals are due back to the City Clerk’s Office by 10:00 am, Friday,
April 12, 2024. Please submit 3 hardcopies by mail or hand deliver to:
City Clerk’s Office
City of Paducah
Attn: Tennis Court Project
300 S. 5th Street
Paducah, Kentucky 42003
Digital copies will not be accepted.
3. Review and Selection
Proposals will be reviewed and scored using Rubric attached. Lowest evaluated bid price will be
recommended to the Board of Commissioners for approval.
4. Board of Commissioners Project Award
The Contract Agreement must be considered for approval by the Board of Commissioners prior to
execution of the contract.
CONTENT OF PROPSAL
At a minimum, the following information should be included in the response to this RFP. This outline is
not all-inclusive, and respondents can provide additional information as deemed appropriate. To ensure a
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uniform review process and to obtain the maximum degree of comparability, the submissions in response
to this RFP must be organized in the following manner:
A. General Information
1) Provide a transmittal letter that specifically states the respondent’s understanding of the work to be
accomplished and briefly outlines the respondent’s strengths in providing the required services.
The letter should also state that the respondent meets or exceeds the minimum qualification criteria
outlined previously. The letter should also clearly express any specific competitive advantage the
responding firm brings to the project. This letter should be signed by an authorized corporate officer
for each entity included as a team proposal. Provide confirmation that the respondent is authorized
to make the proposal.
2) Include the name of respondent’s firm/entity, address, telephone number, name of contact person,
and the title of the RFP.
3) Provide a description of the proposing entity’s current legal status (i.e. Corporation, Partnership,
Sole Proprietor, Joint Venture, etc.)
4) Provide the proposing entity’s current Federal Identification Numbers.
5) Provide estimated project completion date.
B. Background and Qualifications
1) Provide a profile of the responding organization and describe its legal and organizational structure.
The respondent must identify and distinguish between its own experience and qualifications and
that of any parent entity, predecessor and/or wholly-owned or partially-owned subsidiary of the
respondent. If the respondent is a newly formed entity comprised of multiple individuals or entities
that is compiling projects from prior experience, respondent must state this clearly.
2) Provide a copy of any organization profile, sales brochure, or other documentary information
pertaining to the organization.
3) Provide resumes of key personnel of the organization. To include the name and contact information
for the primary contact that will be tasked with the completion of the scope of services described
herein.
4) Provide the year and month when the organization was formed.
5) Provide the organization’s experience in providing scope of services to other similar organizations.
6) Provide the organization’s past experience with the City of Paducah or McCracken County (if
applicable).
C. Compensation Proposal
The respondent shall provide a proposed cost for the provision of the scope of services defined herein
for the City’s consideration, to include an itemized cost for products, materials, freight, and labor.
COMPLIANCE WITH LAWS
The selected consultant agrees to be bound by all Federal, State, and Local laws, regulations, and
directives as they pertain to the performance of the agreed upon contract.
DURATION OF PROPOSALS
All proposals must be valid for a minimum of 60 days after proposal opening.
PROPOSAL COSTS
Proposers responding to this RFP do so solely at their own expense, and the City is not responsible for
any Proposer’s expense associated with responding to this RFP.
RETURN OF PROPSALS
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