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The New Practice Field - Rfp 
 
Category: Case Study Analysis | Word(s): 3009 | Page(s): 13 | View(s): 5417 | Rank: 0
 
TABLE OF CONTENTS


1. INSTRUCTIONS TO BIDDERS    3
1.1. General Description of Work    3
1.2. What Must Be Included with Bid    3
1.3. Schedule of Bid Period Activities    4
1.4. Location of Work    4
1.5. Pre-Bid Meeting    4
1.6. Owner Contact for Questions    5
1.7. Pre-Award Surveys    5
1.8. Sealed Bid Requirements    5
1.9. Basis for Bid Evaluation    5
1.10. Ethical Standards    5
1.11. Responsibility for Surety Bonds    6
1.12. Proposal Format    6
1.13. List of Bidders    7
1.14. Letter of Acknowledgment    7
2. DESCRIPTION OF WORK    7
2.1. Engineering Contracts    7
2.2. Construction Contracts    8
3. PROPOSAL    8
3.1. Breakdown of Bid Price    8
3.2. Revisions and Extra Work    9
3.3. Escalation Formulas    9
3.4. Scheduled Completion Dates    9
3.5. List of Subcontractors    9
3.6. Key Supplier or Contractor Personnel    9
3.7. Length of Time Bid Is Valid    10
3.8. List of Bid Document Addenda Reviewed by Bidder    10
3.9. Notice of Conflicts or Errors in Bid Documents    10
3.10. Clarifications of Bids    10
3.11. Bidder Signature    10
4. SPECIFICATIONS AND DRAWINGS    10
5. SPECIAL CONDITIONS    11
6. GENERAL CONDITIONS AND CONTRACT AGREEMENTS    12
Appendix A    13
Supplier/Bidder List    14




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1. INSTRUCTIONS TO BIDDERS
Sports Field, Inc is seeking proposals from commercial construction contracting companies capable of designing and constructing a baseball practice field, a clubhouse and a parking area.  
1.1. General Description of Work
Sports Field, Inc owns a semi-pro baseball team in (Montgomery County) Houston, Texas.  Sports Field, Inc. has purchased 20 acres of land and plans to build a practice field, a clubhouse and a 50 space parking area. These facilities will be designed and built for use by the team players and coaches only, and will not require accommodations for spectators. The required completion date is 724 calendar days from notice to proceed.
1.2. What Must Be Included with Bid
No later than the stated time on the offer due date, the following documents, must be submitted signed and /or initialed (hard copy or via electronic signature):
(1)  A proposal for demolition and land clearing
(2)  A proposal for construction of the baseball practice field
(3)  A proposal for construction of the clubhouse
(4)  A proposal for the parking area
(5)  General Contractor’s budget including overhead and profit
(6)  Preliminary design drawings must be included for the baseball field, the clubhouse and the parking area.
(7)  Bidders must supply an acceptable subcontracting plan or stipulate that no subcontracting is required for the project.
(8)  Evidence of qualification or a statement with information on similar projects completed
(9)   Company financial statements
(10)  Affidavit of non-collusion
(11)  Formatted schedule for completion of the project
1.3. Schedule of Bid Period Activities
All initial offers are due by 12:00PM (noon) on or before December 31, 2006.  
•    Sports Field, Inc prefers that the offers be submitted via email in an MS Word attachment to sportsfield@baseball.net.  Late proposals will not be accepted.
•    The subject line of the e-mail should contain the subject: Playing Field Proposal.
•    Bidders will receive a confirming e-mail acknowledging their submittal.
•    Sports Field, Inc will accept hard copies of proposals in lieu of e-mail.  Hard copies must be mailed or hand-delivered with the following information clearly indicated on the outside of the package to:   
Re: Playing Field Proposal
Attn: Soraya Scaife, Administrator
Sports Field, Inc.
23 McKinney Street
Houston, Texas  77251

•    All offers will be reviewed and an award will be made on or before January 29, 2007.  
•    Sports Field, Inc. has scheduled a project site visit for Monday, October 2, 2006 @ 8:00 AM and will announce any subsequent dates as deemed necessary by addendum.
1.4. Location of Work
The site location is 11345 Huffman Cleveland Road, in the Lake Houston area of Houston, Texas 77336.  (As shown in Appendix C)  5  The Official Cite of Houston
1.5. Pre-Bid Meeting
A pre-bid meeting will be held on Friday, October 13, 2006 @ 8:00 AM to explain this request (RFP) for proposal and answer bidder questions.  The meeting will be held at the Sports Field, Inc. main office located at 23 McKinney Street, Houston, Texas, one block from the City Hall.
5  The Official Cite of Houston
1.6. Owner Contact for Questions
A designated representative or contact person of a company must be specified at the pre-bid meeting and within the submitted offer.  All communication regarding this RFP, including answers to questions and notification of award will be directed to the designated representative in writing via email and posted on the website at sportsfieldinc.net.
1.7. Pre-Award Surveys  (N/A)
1.8. Sealed Bid Requirements
There will be no public opening of offers and all offers will be confidential until the award has been made.  However, Sports Field, Inc. may release proposals to a support contractor to assist in the evaluation of offers.
1.9. Basis for Bid Evaluation
a)  The contract award will be based on two main criteria:
1)  the best price for a quality architectural design and
2)  a feasible schedule that will conform to the construction schedule milestone dates and    completion date.
b)    Sports Field, Inc. reserves the right to make multiple awards.
c)    Sports Field, Inc. reserves the right to choose between different architectural drawings and proposals.   
1.10. Ethical Standards
Sports Field, Inc. adheres to a company code of conduct which includes provisions on safety and health, equal opportunity, sexual harassment and other workplace conduct.  The core values of this company stems from quality, good citizenship, respect, honesty/truthfulness, fairness, integrity and accountability. 2 Common Ethics Code Provisions, The Ethics Resource Center. 2005
All suppliers, contractors, sub-contractors and their employees are expected to comply with this code of conduct in their relationships with one another prior to and after the award of the contract in this request for proposal.
The details of the company policy on ethical standards are available in the Project Manual which includes the general requirements of the project and contract specifications.
1.11. Responsibility for Surety Bonds
Contractors are to provide surety bonds for faithful performance of the contract covering construction and payroll.  The value of the bond must equal 100% of the value of the contract.  The bond will need to be furnished 30 days prior to the commencement of work.
1.12. Proposal Format
The following information should be included in the proposal in order as indicated below:  
Project identification, name and address of party to whom the offer is directed, entity submitting proposal, discuss in detail each item in the Description of Work and how the activity will be addressed.  Use diagrams to illustrate configurations. Provide a formatted schedule for completing the project, include a list of sub-contractors with a copy of their company resume, provide a budget for the project with a breakdown of the cost by equipment and personnel,  include the payment terms, discounts for early payment, and other cost or payment information, provide supporting documentation regarding evidence of Bidder’s qualifications, financial statements and a Non-collusion affidavit.  3 Khera, Sample Proposal to Responding to RFP’s
As a supplement, the Bidder may provide additional information regarding technical equipment, supplies or construction procedures.  
The offer closing must include the printed name, title and signature of an authorized party, the date and corporate seal where appropriate.
1.13. List of Bidders
A list of bidders has been solicited to bid on this request for proposal.  Included in this RFP is an Appendix B for the detailed list of bidders.
1.14. Letter of Acknowledgment
A letter of acknowledgment is included in this RFP designated as Attachment A for the use of all bidders on the bidder list who were requested to submit a proposal for this project.
2. DESCRIPTION OF WORK
The scope of work for this project includes the design-build of a practice field, clubhouse facility and a 50 vehicle parking area for Sports Field, Inc. in Montgomery County, Houston, Texas.  
The practice field requirements: clear land, demolish old buildings, level the dirt, provide and install infield brick dust, install a chain linked fence as a back stop, install a batting cage, install a pitching pin, install a covered dug out with benches and HVAC with water misting equipment, install light poles around playing field, parking area and building facilities, and provide site work landscaping design with irrigation system for entire facility.
The parking area requirements: road access from the main highway, fifty (50) vehicles painted parking spaces including code required handicapped designations with related site work for cement sidewalks, curbs and gutters, asphalt paving and signage.
The clubhouse requirements: locker room for capacity of 40 players with restrooms, shower facilities and wooden locker cabinets, coaching staff restroom facilities, media room with television screens, projectors and editing equipment), six (6) offices, medical station, training room with three (3) whirlpools and two (2) saunas, security station, surveillance system, fire protection equipment, HVAC, utilities (plumbing, electrical, gas), kitchen and dining room/cafeteria for 75 person capacity.
2.1. Engineering Contracts  (N/A)

2.2. Construction Contracts
The practice field project to install a playing field, clubhouse and parking is located at the site known as 11345 Huffman Cleveland Road, in the Lake Houston area of Houston, Texas, Tract 345, Lots 245, 246 and 247 of Huffman Oaks in Montgomery County. 5 Official Cite of The City of Houston
This is a design-build project and the contractor in coordination with the contractor’s architect/engineer will be responsible for obtaining all permits, licenses and utility connections for this project.  All fees and deposits are the responsibility of the contractor.
The contractor is required to provide updated as built drawings quarterly during construction and furnish reproduced copies for final design validation by Sports Field, Inc. The contractor is responsible to provide third party inspection service for quality assurance and submit weekly reports to Sports Field, Inc.
The construction contractor shall be responsible for all clean up, all temporary office buildings and facilities, warehousing, temporary electrical, temporary heat, security, and construction equipment required to complete project within specified construction dates.
3. PROPOSAL
The contractor’s proposal must contain all of the pricing information required to allow Sports Field, Inc. to properly evaluate the costs of the bids.
3.1. Breakdown of Bid Price
Individual line items:
Practice field                                  $_________________
Lighting                                         $_________________
Parking and Driveway                   $_________________
Clubhouse                                      $_________________
Landscaping and Site work           $_________________
Computer Equipment                    $_________________
Audio/Visual Equipment              $_________________
Kitchen Equipment                       $_________________
Dining Room furniture                 $_________________
Office Furniture                            $_________________
Locker room millwork and
Cabinetry                  $_________________
       Total                                       $_________________         
3.2. Revisions and Extra Work
Change orders are to be submitted in writing with a scope of work.  Change orders must contain an itemized breakdown of labor costs, material costs and overhead and profit.
3.3. Escalation Formulas
3.4. Scheduled Completion Dates
Contractors to meet the following milestones for design within 90 days of notice to proceed submit 50% drawings; followed by 80% drawings within 180 days from notice to proceed; and 100% drawings within 220 days from notice to proceed.  During design, contractors to proceed with demolition and preparatory site work.
Construction milestones to be incorporated in the construction schedule:
1st milestone - under roof construction of clubhouse @ 365 days from notice to proceed
2nd milestone - completion of field with functioning lights @ 500 days from notice to proceed
Final milestone - substantial completion of clubhouse and site work @ 650 from notice to proceed
Final completion - @ 724 days from notice to proceed
3.5. List of Subcontractors
Contractors to supply a list of subcontractors in the following format:
Subcontractors Name        Scope of Work    Percentage of Contract    Location/Contact
1.
2.
3.
4.
5.
6.
3.6. Key Supplier or Contractor Personnel
Contractors to supply a list of primary suppliers and personnel in the following format:
Suppliers Name    Equipment/Material        Percentage of Contract      Location/Contact
1.
2.
3.

Contractor to furnish names and resumes/qualifications of key personnel for this project in the following format:
Employee Name     Title/Responsibility    Years of Experience    Qualifications
1.
2.
3.
3.7. Length of Time Bid Is Valid
Contractors’ bid must be valid for 90 days from date of bid closing.
3.8. List of Bid Document Addenda Reviewed by Bidder
All addendums will be issued in writing from the bidding source via email and company website.
3.9. Notice of Conflicts or Errors in Bid Documents
Bidders are to notify Sports Field, Inc. of any material error affecting their bid within 10 days of observance.  Contractor must supply back up information and documentation.
3.10. Clarifications of Bids
Contractor may make exclusions, but Sports Field, Inc. reserves the right to price the exclusion and add the cost to the bid in order to competitively compare to other bids.3.11. Bidder Signature
The offer must include the printed name, title and signature of an authorized party, the date and corporate seal where appropriate.
4.0 Contract Specifications
4. SPECIFICATIONS AND DRAWINGS

4 Sport England Publication. Pavilions and Clubhouses

Practice Field        
    Lighting        (6) poles lights positioned to cover field to meet major league baseball standards
    Irrigation        Commercial grade recessed pop-up sprinklers on 25 zones
            with programmable controller for multiple settings
    Dug out        HVAC system with misting equipment
            PA/Intercom system
Parking Area        provide road access from main highway
            design and build a 50 vehicle parking space
            include code requirements for handicapped accessibility
            provide related site work for curbs, sidewalks and gutters, asphalt paving
            Parking and driveway to have 10" compacted aggregate with 5" of asphalt overlay
            include signage for parking area
Clubhouse        
    Lighting        Integrated dropped ceiling with 2' X 2" squares and 2" X 4' drop in lights
            Up lighting wall sconces throughout (excepting locker room)
            
    Locker Room    capacity of 40 players with restrooms and shower facilities
            Pendent ceiling mounted lighting, 10 feet from finished floor
    Media Room    (4) "40 plasma television screens
            100" Projector screen
            (4) video editing machines
    Offices (6)        office furniture includes (1) desk, (1) leather high-back desk chair,
            (1) computer table, (3) office chairs, (1) credenza file cabinet,
            (1) desk lamp
            (7) desktop computers, video conferencing capability, 2 GB Ram, 2 GB hard drive
            Windows XP operating system with Windows Professional Office
    Training Room    (3) whirlpools
            (2) saunas
            (15) piece circuit training weight set
            1" thick rubber floor
            (2) wall mirrors covering approx. 60 feet from floor to ceiling
            (7) treadmills
            (5) Stair climbers
            (15) stationary bicycles based on 'Life Style" top of the line equipment
            (4) sets of dumbells from 5lbs to 70lbs
    Security Surveillance    Card key pass security access
    Fire Protection    Sprinkler system with approved by local fire authority
    HVAC        30 ton unit chill water system
    Kitchen        (2) High-end residential six burner w/griddle (900)BTU burners
            (2) Double wall oven w/ convection
            (2) Commercial grade - 400 cubic inch refrigerator
            (2) Commercial grade - 400 cubic inch freezers equivalent to sub-zero
    Dining Room    (6) 4' X 8' tables, 60 dining chairs
    Communications    fiber optic date and wire cabling
            Wi-Fi capability for  60 individual units of no less than 500 feet
5. SPECIAL CONDITIONS
This is a design build project and the contractor in coordination with the contractor’s architect/engineer will be responsible for obtaining all permits, licenses and utility connections for this project.
Contractors are to provide third party inspections agency for each major component of work.  Contractor must submit weekly inspection and daily reports to Sports Field, Inc.
6. GENERAL CONDITIONS AND CONTRACT AGREEMENTS
If conditions are encountered at the site which (1) subsurface or otherwise concealed physical conditions which differ materially from those indicated in the Contract Documents or (2) unknown physical conditions of an unusual nature, which differ materially from those ordinarily found to exist and generally recognized as inherent in construction activities of the character provided for in the Contract Documents, then notice by the observing party shall be given to the other party promptly before conditions are disturbed and in no event later than 21 days after observance of the conditions.  The Architect will promptly investigate such conditions and, if they differ materially and cause an increase or decrease in the Contractor’s cost of, or time required for, performance of any part of the Work, will recommend an equitable adjustment in the Contract Sum or Contract Time, or both. 1 American Institute of Architects, A Document A201-1997 General Conditions of the Contract for Construction
Contractor must submit pay applications with an updated construction schedule on the last day of each and every month.  If the schedule is not received, payment applications will not be processed until the updated construction schedule is submitted.
If Sports Field, Inc. determines that the contractor is not in compliance with project specifications, written notice will be given to contractor to comply within 15 days of notice.
If contractor does not comply within the 15 days, Sports Field, Inc. will contract out the deficient specified section of work and deduct from the contractors pay application the total cost to complete the work.
Contractor is responsible for all sales tax for materials and payroll taxes for personnel.
All parts of this request for proposal including the specifications, conditions and restrictions are incorporated into the contract agreement.



Appendix A

Acknowledgment Letter for bid no. ______
(RPF for Commercial Construction)
(Baseball Practice Facility)

Attention: __Soraya Scaife, Administrator__                Date:________________
        (contact representative)

Receipt of the above captioned Request for Proposal is hereby acknowledged with the following comments:

?  We will submit a bid on or before    ______________________

?  We will not submit a bid for the following reasons: _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

__________________________ has been assigned to be the primary contact person for the bid submission process.  The contact telephone, fax and email are as follows:

Telephone    ________________________________
Fax        ________________________________
Email        ________________________________

Designated
Officer        ________________________________
Title        ________________________________
Address    ________________________________
        ________________________________
 
Supplier/Bidder List
Supplier/Bidder    Contact #
Preferred Technologies, Inc.    Charlie Castillo
281-442-0550
Rozco Contracting, Inc.    Rosalind Lewis
281-319-0080
Vaquero Construction    Javier Maldonado
281-856-2122
Calicut, Inc.    Walter Calicut, Jr.
713-545-4787
Po & Go Concrete Work    Johnnie Graham
281-449-2189


How I chose these potential suppliers:
The above listed suppliers were requested to bid on this project because they are all local contractors with commercial experience.  They are known for their quality of work and timeliness in completion of projects.  Most have extensive experience in cement and masonry work; others have extensive knowledge of infrastructures for security, audio/visual and fiber optic circuitry. ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________























Appendix C

Site Map





























The site location is 11345 Huffman Cleveland Road, in the Lake Houston area of Houston, Texas 77336.  








5  The Official Site of the City of Houston



Works Cited



1)     American Institute of Architects, A Document A201-1997 General Conditions of the Contract for Construction. American Institute of Architects,1997

2)     Common Ethics Code Provisions, The Ethics Resource Center. 2005
http://www.ethics.org/common_provisions.html

3)    Khera, Dheeraj (Raj). Sample Proposal Format for Responding to RFP’s,
Khera Communications, Inc., 1998-2005
http://www.morebusiness.com/templates_worksheets/checklists/d926540626.brc

4)    Sport England Publications. Pavilions and Clubhouses.
Belmont Press, 1999: pg. 12
http://www.sportengland.org/pavilions.pdf

5)    The Official Site of Houston, City of Houston. 2005
http://cbtcws.cityofhouston.gov/zipcodes/zipcode.asp?zipcode=77336&zip=Find+Services
 
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