New Practice Field - General Description to Bidders - Assignment Example

New Practice Field - General Description to Bidders Table of Contents 1.1. General Description to Bidders 2 1.2 What Must Be Included with Bid 3 1.3. Schedule of Bid Period Activities 3 1.4. Location of Work 3 1.5. Pre-Bid Meeting 4 1.6. Owner Contact for Questions 4 1.7. Pre-Award Surveys 4 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 11 3.1. Breakdown of Bid Price 11 3.2. Revisions and Extra Work 11 3.3. Escalation Formulas 11 3.4. Scheduled Completion Dates 13 3.5. List of Subcontractors 13 3.6. Key Supplier or Contractor Personnel 13 3.7. Length of Time Bid Is Valid 13 3.8. List of Bid Document Addenda Reviewed by Bidder 13 3.9. Notice of Conflicts or Errors in Bid Documents 13 3.10. Clarifications of Bids 14 3.11. Bidder Signature 14 4. Specifications and Drawings 14 5. Special Conditions 15 6. General Conditions and Contract Agreements 16 References 20 Appendix B 22 Supplier/Bidder List 22 1. Instruction to Bidders 1.1. General Description to Bidders The Maryland Baseball Association is seeking competitive proposals for a construction of a new practice field for baseball. The activities of the new baseball field involve the construction of a practice field and associated support infrastructure in Southern Maryland on a 20 acres land. The land is relatively flat and it has only a few dilapidated structures and trees on it. The Maryland Baseball Association is looking for a “turnkey” approach, where the bidders will provide a conceptual plan for the new practice field incorporating the latest idea in the domain of baseball field requirements. The primary requirements to be incorporated in the design of the new practice field will include baseball playing field and parking facility that would hold about 50 cars and a small clubhouse. 1.2 What Must Be Included with Bid The proposal should be arranged simply and efficiently, specifying brief description of the bidder’s capacity to conform to the requirements of the RFP. Proposals are required to be typewritten and no deletions are acceptable. Bidders are also required to submit information in strict compliance with this RFP or shall otherwise be disqualified. In addition, specific conceptual design and complete engineering and construction drawings that will act as the origin for both bidding and construction of the baseball practice field by general contractor shall be provided (Porter-Roth, 2006). 1.3. Schedule of Bid Period Activities The schedule for this RFP is as follows: October 10, 2014: Publish Request for the Proposal November 13, 2014: Proposals are due by 5 pm Eastern Daylight Time (EDT) December 5, 2014: Proposals are short-listed The selected bidders shall begin working on this project within the 10 days of a Notice to Proceed and conclude the project through approving and finalization of construction bid forms by no later than December 27, 2014. The Notice to Proceed is expected to be commenced on or near February 1, 2015 and the project is to be markedly completed by March 2017. 1.4. Location of Work The project site is located in Sothern Maryland. The land is relatively flat and it has only a few uneven structures (barns) and trees on it. Linking with existing water and sewer system would pose no major technical problems. The site selected for the proposed baseball playing field is approximately 20 acres. 1.5. Pre-Bid Meeting A pre-bid meeting will be held on Tuesday, October 25, 2014 at the project site commencing at 2.00 pm Eastern Daylight Time (EDT). As a component of the meeting, site visit will be arranged for the advantage of the bidders. At least one top level executive of the each bidder is anticipated to be present at this meeting and for the site inspection but is not obligatory. Single bidders can send not more than three representatives to the meeting and for the site inspection. The purpose of the pre-bid meeting will be to explain and clarify any matters in relation to the RFP. The non-attendance to meeting by any bidder will not amount to their disqualification. 1.6. Owner Contact for Questions The purpose of the pre-bid meeting will be to clarify and address any questions or matter related to this RFP. Bidders can seek queries on any matter related to this RFP and are invited to submit their queries in a formal written format 7 days prior to the pre-bid meeting. The answer of the queries of bidders will be addressed in the meeting without disclosing the identity of the bidders. 1.7. Pre-Award Surveys The Maryland Baseball Association will likely to organize pre award survey. The pre-award survey will obtain relevant information regarding the technical, financial, production capability as well as quality aspect and packaging ability of the bidders in compliance with this RFP. The bidders will be encouraged to make a presentation before the selection committee. The purpose of the pre-bid award is to create confidence on the organization regarding the soundness of its capability to meet the requirements of this RFP (Porter-Roth, 2006). 1.8. Sealed Bid Requirements Bids shall be presented in the notice of the project manager in a sealed envelope exhibiting the name, address and Maryland Contractors License Number of the Bidder and shall be visibly marked, “Maryland Baseball Association”. Bids by telephones, telegraph or facsimile will not be accepted. Bids received after the mentioned date and time will be sent back to the bidder unopened (Chen et al., 2007). 1.9. Basis for Bid Evaluation Each proposal received within the referenced date and time will be screened and evaluated by a selection committee. The proposal will be evaluated to validate if the collected proposal enclose the tendered information in a required layout. Proposal that complies with these basic criteria will be labeled responsive and advance to the next level of assessment. The proposals failing to meet these conditions will be labeled non-responsive and will be put aside. Whilst price is a key factor, the Maryland Baseball Association will assess proposals on price factor as well as other capabilities including qualification of human resources, financial and technical capabilities as well as reference. Supplementary task orders may be consulted on the Fixed-Price basis (Hatush & Skitmore, 1997). 1.10. Ethical Standards Bidders shall be accountable for the professional and technological capability of its team and will select reliable individuals who will perform competently in the implementation of this project. In addition, they will be respecting the local customs and comply with a high standard of moral as well as ethical conduct. In this regard, the contractor shall also take note that neither contractor nor any subcontractors or employees will involve in activities such as child labor, unhealthy behaviors or unethical practice (Aydemir & Eğilmez, 2010). 1.11. Responsibility for Surety Bonds The general contractor shall deliver and support insurance and bonds depicted below. All insurances shall have parameters as prescribed below and these will be essential in the form of certificates or other substantiates after the bid has been awarded. Furthermore, the insured coverage requires both work in progress as well as completed work to be included (Koksal, 2011). Type - Minimum limits of liability, terms and coverage Commercial General Liability - 1,000,000 physical injury and damage to property -5,000,000 products/completed operations Worker’s Compensation -Statutory limits Employer’s Liability -1,000,000 sudden injuries for each accident Excess Liability -5,000,000 Property as mentioned above should cover all machinery, equipment along with tools applied or owned by Maryland Baseball Association or its subcontractors. The Maryland Baseball Association will not be accountable for the loss or damage of machinery, equipment or tools utilized in the service of this project. 1.12. Proposal Format The proposal should at a minimum of 15 double-spaced pages and no more than 20 pages including attachments and appendices. The font should be Times New Roman and no less than 12-point font. All pages should be 8.5” x 11” paper layout and have one-inch margins. 1.13. List of Bidders Kevin Tripp Troy Wilson James Franklin Garry Bruton 1.14. Letter of Acknowledgment It is cordially invited to submit your “proposal” or “no bid” decision in an Acknowledgement Letter by November 13, 2014 before 5 pm Eastern Daylight Time (EDT). This should be submitted to project manager in a sealed envelope. 2. Description of Work This RFP is in the solicitation of a general contractor who will serve as a construction manager. They will have the capacity to use subcontractors, designers and any additional assistance necessary to facilitate the construction of the baseball practice field. The basics are provided that are required, which should aid in each aspect of the new baseball practice field. All other more detailed facets will be made after the issuance of Notice to Proceed between the Maryland Baseball Association and the General Contractor on a monthly basis as well as according to milestone dates. 2.1. Engineering Contracts The design team shall comprise at a minimum the following disciplines. Civil Engineering Surveying Landscape Architecture Environmental Permitting Site Electrical Engineering Structural Engineering Cost Estimating Others, as required Engineering planning personnel will be required to present blueprint of the baseball practice field and parking lot to accommodate minimum 50 cars along with the entrance and exit driveway and drainage connections into the sewer system. Engineering planning personnel will provide an impact evaluation for the project. In addition, they will ensure that the design and construction process are in accordance with the standards and codes set by the Maryland Baseball Association. In this regard, they shall discuss the design with the general contractor. 2.2. Construction Contracts 2.2.1. Playing Field 380’ Outfield with 315 Foul Lines Sod Infield w/90’ baselines Backstop and 8’line fence Dugouts with Bull Pens Field infrastructure options involving of irrigation, under drains and amended topsoil 2.2.2. Small clubhouse Sanitary and water to building Team room/Storage room 2.2.3. Parking area Paved Lot with 50 wide car spaces 2.2.4. Miscellaneous Perimeter fencing Shared used path around the site 2.3. Requirements • Site - eliminate erosion and disturbances associated with construction • Water - reduce drinkable water use during construction • Utilization of energy efficiency equipment and innovative envelope strategies, appliances, insulation and windows • Materials: Waste recycling, selecting materials that have diminished environmental impact for example, resource reuse, FSC certified wood and durable materials among others • Indoor Environmental Quality: Selecting low - Volatile Organic Compounds (VOC) materials and lessening pollutant sources 2.4. Licenses and Permits The awarded general contractor and his subcontractors are required to meet all Maryland State laws and are accountable for issuing, delivering as well as paying for all necessary licenses and permits to complete the assigned work. 2.5 Subcontractors The general contractor will work in the capacity of a construction manager and is accountable for the recruitment, selection along with procurement of subcontractors. Subcontractors are required to submit all their documentations and licenses to the general contractor, as the general contractor will be the ultimate consultant in managing all workers, and other staff members rendering their services on the project. 2.6. Responsibilities of the General Contractor The general contractor is accountable for rendering services including cleaning, scaffolding, provisional office constructions, warehousing, provisional electrical, security, heat and construction equipment among others. The general contractor is needed to serve as the construction manager in the project and hence, all communication must come through his office and management of all on-site workers is also need to be controlled by the general contractor. The contractor is also accountable for overseeing and delivering necessary equipment for evaluation by Maryland Baseball Association. 2.7. Budget Considerations Maryland Baseball Association reckons that life cycle costing required to be applied whenever possible. The payback period options also need to be placed within the decision process. Maryland Baseball Association would like to attain the maximum quality and utmost sustainable as well as environmentally friendly baseball practice field at the lowest possible investment. 3. Proposal 3.1. Breakdown of Bid Price Budget for the entire project is between US$2 million and US$ 2.5million. The bid price need to be broken down into number of milestones. 3.2. Revisions and Extra Work All revisions and additional work will be adjusted on the quoted bid proposal price. 3.3. Escalation Formulas 3.3.1. Labor Rate/Management Staffing Fee Escalation The formula shall be grounded on the labor index as published in Employment Cost Index for Compensation (U.S. Bureau of Labor Statistics, 2014). The base year considered for the labor index will be July 1 – June 30, 2014. For instance: Index Change Base Index 2014 = 100 Index 2015 = 110 Index Change = 10 % increase = 10 % Rate Adjustment: Hourly Rate X 10% = Z Hourly Rate + Z = New Rate 3.3.2. Janitorial and Grounds Keeping Supplies and Equipment Fee Escalation The formula shall be grounded on the producer price index industry and janitorial service as issued in the producer price index industry data databases (U.S. Bureau of Labor Statistics, 2014). For instance: Index Change Base Index 2014 = 100 Index 2015 = 110 Index Change = 10 % increase = 10 % Rate Adjustment: Hourly Rate X 10% = Z Hourly Rate + Z = New Rate 3.4. Scheduled Completion Dates The commencement date for this project is anticipated to be February 1, 2015. Milestone dates should be included in the general contractor’s bid. However, maximum of two years is allocated for the completion of this project. 3.5. List of Subcontractors The general contractor will be required to record project phases in which subcontractors will be funded more than fifteen per cent (15%) of the overall project budget. 3.6. Key Supplier or Contractor Personnel The general contractor will be the chief responsible authority for Maryland Baseball Association contract. 3.7. Length of Time Bid Is Valid As work will be commencing immediately after the bid, it will be binding upon signing and until the Maryland Baseball Association’s project is completed. 3.8. List of Bid Document Addenda Reviewed by Bidder In certain circumstances where the revisions are being exemplified in the RFP, Maryland Baseball Association will be placing revisions on its website. In order to confirm that all bidders have the same information, bidders are requested to include a list of documents that they have reviewed in relation to this RFP. 3.9. Notice of Conflicts or Errors in Bid Documents 3.9.1 Errors and Lapses in a Proposal Due to the aspect of time bound connected to this project, the Maryland Baseball Association will not accommodate revisions on proposals. 3.9.2 Errors and Lapses in the RFP If a bidder ascertains any substantial ambiguity, fault, discrepancy, lapse or other flaws in this RFP, then the bidders immediately should report the project manager (mba@me.com) about such mistakes and seek changes or clarifications of the RFP document. Corrections will be displayed on the project website at http://mba.sport.com. 3.10. Clarifications of Bids The bidders are anticipated to clarify any questions they have regarding the RFP document during the RFP process. If a bidder notices any major errors or deficiencies in this RFP, then the bidder should inform straightaway to the project manager of such identified mistakes and solicit amendments or clarifications of the same. 3.11. Bidder Signature The proposal must have space for the bidders to sign their completed bid. It should also include the date of signature, the title of the person signing along with any other needed identification information or license numbers. 4. Specifications and Drawings Detailed design, drawings and provisos are due on December 27, 2014. The general contractor is invited to provide design to the project manager. The basic representations, provisions, and drawings are sought that are beyond simply explaining the vision of the Maryland Baseball Association. Precisely, the association would be interested in knowing the general contractor’s design such as: 4.1. Playing Field Provide a picture or design for the baseball practice field. Explain the criteria that will be incorporated to meet these requirements, including field infrastructure options consisting of irrigation, amended topsoil and under drains. 4.2. Small clubhouse Deliver a design for clubhouse such as layout players’ restroom Provide a picture for sanitary and water to buildings Provide a design for the team room/storage room 4.3. Parking area Provide dimensions of the lot that ensures the parking facility for maximum of 50 cars 4.4. Miscellaneous Provide a design for perimeter fencing 5. Special Conditions The supplier within ten (10) days of the Notice to Proceed shall arrange for a security for the performance of the contract in the amount. 6. General Conditions and Contract Agreements 6.1. Term of Contract The term of this contract shall commence on December 27, 2014, when signed by both the Maryland Baseball Association and the awarded bidder. The termination date for the contract is based on a successful closure of the project and practical structure that has been passed by Maryland State Codes and has been signed off by the general contractor and the Maryland Baseball Association. The Maryland Baseball Association will preserve the right to notice the general contractor to extend the stipulations of the contract up to no lengthier than four (4) months upon the unchanged terms and conditions. 6.2. Independent Contractor The general contractor will serve as an independent contractor and not as a member or agent of the Maryland Baseball Association. 6.3. Compliance with Law The general contractor is required to abide by all applicable federal and state laws, legislations, and local rules of the State of Maryland in the operation of this contract. 6.4. Environmental Provisions The general contractor should comply with all state and national environmental rules and regulations for minimizing all types of pollution. The general contractor should also strictly comply with all relevant environmental laws and regulations of the State of Maryland. 6.5. Compensation, Invoices and Payment 6.5.1 Compensation The general contractor will require to present invoices at the accomplishment of each milestone date. They will be reimbursed only for work completed to the satisfaction of the Maryland Baseball Association and shall not be rewarded for any services that are not detailed within this contract. 6.5.2. Invoices Invoices should be submitted upon the completion and sign-off of each articulated milestone as agreed in the contract terms and conditions. They should be listed by line item and take account of only amounts due. If large purchases are required to be made and extra funds are needed, then a split up invoice with a request for the correct amount can be submitted. 6.5.3. Payment The Maryland Baseball Association shall reveal reasonable attempt to make payments but no later than the stated payment date or within a month after the needed invoice is received. 6.6. Warranty The general contractor shall be responsible and warrant for all activities executed by his agents or subcontractors. All services and parts are warranted for an extent of one year in line with the accomplishment of the project, unless otherwise specified in the contract. The general contractor shall rectify any issues without any extra cost to the Maryland Baseball Association. 6.7. Patent, Copyright, Trademark and Ownership Rights The Maryland Baseball Association shall have a clear set of authority to replicate, circulate, and use any submitted documents as well as data that is developed and presented to the Maryland Baseball Association. 6.8. Force Majeure None of the parties will be liable for any liability in case the project is terminated, delayed or any damage of the property under this contract provided it is beyond the control of the parties- for example, destruction resulting from natural calamities or war. 6.9. Default and Termination Provisions The Maryland Baseball Association has the right to terminate this contractor for any of the reasons mentioned below and termination shall be effective upon written notice to the General Contractor: • Failure to commence work within the specified time in the contract • Failure to execute the work with adequate human resource, equipment or material to complete the work in a specified time frame as stated in the contract terms • Substandard performance of the work 6.10 Integrity Provisions It is indispensable that those who seek to contract with the Maryland Baseball Association should reflect high standards of morality and integrity. They must conduct and reflect behavior in a manner that values the US laws governing gender, race, creed, sexual orientation, or color discriminates. 6.11 Applicable Law This contract shall be interpreted and enforced in compliance with the laws of the State of Maryland along with the decisions of the Maryland courts. The dispute or any disagreement related to this contract shall be subjected to the jurisdiction of any court of Maryland. 6.12 Integration The contract containing all referenced documents, establishes the complete agreement between the parties. No representative, subcontractors or office of either the Maryland Baseball Association or the general contractors’ have the right to make any statement or agreement in relation to this contract. The Maryland Baseball Association or the general contractor shall make no modifications to this contract prior to an official Change Order Form signed and dated by both parties are duly received. References Aydemir, M., & Eğilmez, O. (2010). An Important Antecedent of Ethical / Unethical Behaviour: Religiosity. Eurasian Journal of Business and Economics, 3(6), 71-84. Chen, Y., Katuscak, P., & Ozdenoren, E. (2007). Sealed bid auctions with ambiguity: Theory and experiments. Journal of Economic Theory, 136, 513 – 535. Hatush, Z., & Skitmore, M. R. (1997). Criteria for contractor selection. Construction Management and Economics, 15(1), 19-38. Koksal, J. K. (2011). Fidic Conditions of contract as a model for an international construction contract. International Journal of Humanities and Social Science, 1(8), 140- 157. Porter-Roth, B. (2006). Writing a rim request for proposal. The Information Management Journal, 70-74. U.S. Bureau of Labor Statistics. (2014). Escalation guide for contracting parties. Retrieved from http://www.bls.gov/ppi/ppiescalation.htm Appendix A Acknowledgment Letter for bid no. ______ (RFP Description) (Project Description) Attention: ___________________________ Date:________________ (Project manager) 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 e-mail are as follows. Telephone ________________________________ Fax ________________________________ E-mail ________________________________ Designated Officer ________________________________ Title ________________________________ Address ________________________________ ________________________________ Appendix B Supplier/Bidder List Supplier/Bidder Contact # Kevin Tripp ktripp@gmail.com Troy Wilson troywil@hotmail.com James Franklin james@hotmail.com Garry Bruton bruton@gmail.com The above named suppliers are the list of preferred vendors. They are general contractors that have been involved in several other successful projects in the past. Thus, it is expected that they will provide a good competition that will provide Maryland Baseball Association with a quality baseball practice filed, clubhouse and parking lot. Read More