Charter Township of Shelby Parks & Recreation Department Request for Proposals Gene Shepherd Park Splash Pad The Charter Township of Shelby is issuing this Request for Proposal (RFP) for construction of a Splash Pad within Gene Shepherd Park. This RFP invites companies to submit proposals describing a complete assembly of a splash pad from Planning to Completion (installed) within the minimum criteria established by the Shelby Parks & Recreation Committee (SPRC). Background: The SPRC is a sanctioned body appointed by the Elected Township Board of Trustees. It is actively involved in Park & Recreation activities and infrastructure within the Township. When funds are expended for infrastructure or other projects, it acts as a recommending body to the Board of Trustees; who retain final authority. The Charter Township of Shelby desires to expand the recreational opportunities of its residents by constructing a splash pad. Construction of a splash pad will provide a safe, healthy outdoor water recreation option from late spring until early fall. This type of facility is not currently available in our parks. Purpose of Solicitation: The splash pad is a low maintenance, environmentally friendly project that will be available to children of all abilities and financial means. Construction of a splash pad will provide a safe, colorful, and attractive playground facility for the residents and families in the area. The proposed splash pad will be constructed in Gene Shepherd Park. The total cost of the splash pad, design, equipment and all construction costs shall not exceed $110,000. TENTATIVE SCHEDULE: Request for Proposal: December 4, 2015 Pre Proposal Meeting: January 5, 2016 Proposal Deadline NO LATER THAN 2:00 PM: January 28, 2016 Selected Firm Interviews: February 8-12, 2016 Contract Award: March 1, 2016 Mandatory Pre-Proposal Meeting: Shelby Township Engineer Fazal Kahn & Associates (586-739-8007) will conduct a mandatory on-site pre-proposal meeting to answer questions and explain the project scope in detail. Tuesday, January 5 th, 2016 @ 2PM Gene Shepherd Park 2452 23 Mile Road Shelby Township, MI 48317 Gene Shepherd Splash Pad Page 1
PROCUREMENT PROCESS: Township s Rights and Options: The Charter Township of Shelby, at its sole discretion, reserves the following rights: Supplement, add to, delete from and change this RFP document; Determine which respondent, if any, shall be selected for negotiations; Reject any or all proposals or information received pursuant to this RFP; Cancel this RFP with or without the substitution of another RFP; Request additional data or information after the submittal date, if such data or information is considered pertinent, in the municipality s sole view, to aid the review and selection process; Conduct investigations with respect to the qualifications and experience of each respondent; Take an action affecting the RFP or the services or facilities subject to this RFP that would be in the best interests of the municipality; Require one or more respondents to supplement, clarify or provide additional information in order for the city to evaluate the RFPs submitted; Waive any defect or technicality in any RFP received; Reject any portion of any submittal and/or reject all submittals, to waive any informalities or regularities in the submittals or to re-advertise Township Responsibility: The Township will supply the site with water and waste connections. Water and waste water connections will be made available on the property. Technical: Township Water Supply is available adjacent to the site. Township will provide water tap and service to site. Sanitary sewer outlet is available on site, at approximate depth of 4.0 feet. Electric service is pre-existing at the site. Precise footprint of the finished splash pad is at the discretion of those submitting proposals; provided it fits within the designated area outlined in the attached site plan. Expense of Submittal Preparation: This RFP is a public document. By responding to this RFP, respondents waive any challenges to the City s decision in this regard. Notwithstanding the foregoing, respondents recognize and agree that the municipality will not be responsible or liable in any way for any losses that the respondent may suffer from the disclosure of information or materials to third parties. Questions/Clarifications Request: No information or clarification of the meaning of any part of this RFP will be made orally to any respondent. Respondents must request such interpretation or clarification in writing from the SPRC by email. The SPRC will circulate to all other respondents the questions and answers. Questions should be directed to: Joe Youngblood, Parks, Recreation and Maintenance Director, 52700 Van Dyke, Shelby Township, MI 48316. Email: youngblj@shelbytwp.org All clarifications or addenda shall become part of this RFP. Gene Shepherd Splash Pad Page 2
MINIMUM CRITERIA The respondent shall respect the criteria enumerated below for the ceiling cost of $110,000: Design a splash pad that shall be for use with Township Water Supply and consider water conservation in the design and operation. The design shall be of the recirculation type. Installation of a recycle tank with a recirculation system and an UV disinfection system shall be included. The UV disinfection system should be programmed to shut down operations where there is a failure or the bulbs require service. The recycle tank should be plumbed to gravity drain to the sanitary service to accommodate complete draining for repair or winterization. If a gravity drain cannot be accommodated, a sump pump that drains the entire system shall be installed. The design shall be appropriate for a public park which is open to a wide variety of demographics, use abilities, cultural backgrounds and all age groups. Structure must be made of vandal resistant materials; components should have weather resistant powder coat color coating or other method to protect from rusting and ultraviolet light. Flow rates, surface slope, and drainage designed to maximize park safety and water conservation. All components comply with all industry guidelines for public playgrounds, and offer wheelchair accessibility. Attention to be given to play surface with preference to a non-slip, long lasting surface. Indicate the size of the splash pad. Easy to maintain. Desirable equipment may include: ground nozzles that spray up unexpectedly, misting components, spray arches, overhead sprayers, water tower, etc.. The design is intended to be firefighter-themed, in the spirit of the remainder of the park. Identify equipment ratio with a suggested ratio of 2:1, ground to overhead. The layout shall ensure that there is no over spray beyond the boundaries of the drainage surface. Indicate future expansion area, and allow for future expansion in design. The facility must be enclosed within a decorative security fence. Start up, activation and shutdown winterization and training of Township staff to be provided and detailed. Two copies of maintenance data and operating instructions required. Detail all applicable warranties for the splash pad and equipment. Gene Shepherd Splash Pad Page 3
PROPOSAL SUBMISSION Respondents are requested to submit proposal in person to: Charter Township of Shelby Clerk Stanley T. Grot Attn: SPRC Splash Pad 52700 Van Dyke Ave Shelby Township, MI 48315 Proposals are due by 2:00 PM, Tuesday, January 28 th, 2016. Each proposal must be accompanied by a bid deposit in the form of an acceptable bid bond on the enclosed form, certified check or cashier's check drawn upon a US bank for a sum of not less than five percent (5%) of the amount of the proposal as a guarantee on the part of the bidder that he will, if called upon to do so, enter into contract, to do the work covered by such Proposal and at the prices stated therein and to furnish acceptable surety for its faithful and entire fulfillment. Such bid bond, certified check or cashier's check shall be made out to the Owner. If the Successful Bidder fails to execute and deliver the Contract Documents and furnish the required contract security within 15 days after the Notice of Award, Owner may annul the Notice of Award and the Proposal security of that Bidder will be forfeited. The proposals will be reviewed by the SPRC. After evaluation, the SPRC may request in-person interviews to be held February 8-12, 2016. The proposals will be presented to the Board of Trustees at the regularly scheduled meeting of March 1, 2016, with a recommendation for award to be considered at that meeting. PROPOSAL REQUIREMENTS Mandatory requirements that the respondents must provide in the proposal: 1- Signed Proposal Form (attached): 2- A conceptual lay-out of the proposed project, construction designs, drawings and any other information that details or explains the proposal. 3- Proposed schedule with completion date of May 25, 2016 4- Total cost of project. Each component of the project should be itemized with the corresponding line-item cost. 5- Three (3) references from three (3) different organizations for which the proponent has developed similar concepts. The information must include contact name, current telephone number and email. 6- References and experience for all subcontractors must be submitted. All subcontractors must be licensed and bondable. 7- Insurance Requirements: Bodily Injury Liability Insurance General and Automobile - $500,000 each person General - $1,000,000 each occurrence Property Damage Insurance General and Automobile - $500,000 each occurrence General - $1,000,000 aggregate The Vendor will be required to list Charter Township of Shelby as an additional insured under their policy. Gene Shepherd Splash Pad Page 4
Evaluation of Proposals: Each proposal will be reviewed against the terms of the RFP to determine if they are complete and responsive and how well the respondent satisfies the evaluation criteria. The Charter Township of Shelby may reject any proposal found to be incomplete, unresponsive or not in compliance with the format requirements set forth in this RFP. A proposal may be determined to be unresponsive if any aspect is found to be unacceptable or contrary to the best interests of the Township. The Township intends to select the most responsive respondent and to negotiate an Agreement. However, should the negotiation with the most responsive respondent not produce an acceptable contract arrangement, the municipality will request the next most responsive respondent to begin negotiations. The Township regards the submission of the proposal in response to the RFP as the most important factor in the selection of a respondent to provide a feasible development project. The municipality reserves the right to reject any / all responses to this RFP and is under no obligation to award a contract., The responsibility for the final selection and negotiation rests solely with the Charter Township of Shelby. The Charter Township of Shelby shall not be liable to any respondent for costs associated with responding to the RFP, for the respondent s participation in any oral interview if required, or for any costs associated with negotiations. Gene Shepherd Splash Pad Page 5
PROPOSAL FORM The undersigned Contractor agrees to provide s splash pad proposal in accordance with the specifications. I/We have stated herein the proposal and fees that I/We will furnish and deliver as specified. The Charter Township of Shelby reserves the right to cancel any agreement in the event that terms of this agreement are violated. Name of Contractor Person, Firm, or Corporation Signature of Authorized Representative Address Name and Title (Please Print) Address Date Telephone Number E-mail Address Gene Shepherd Splash Pad Page 6