2024-100 Invitation to Bid: Tennis Center Resurfacing

Agency:	City of Florence
State:	South Carolina
Type of Government:	State & Local
NAICS Category:	237310 - Highway, Street, and Bridge Construction 237990 - Other Heavy and Civil Engineering Construction 238990 - All Other Specialty Trade Contractors
Posted Date:	Dec 27, 2024
Due Date:	Jan 17, 2025
Solicitation No:	2024-10
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

bid number	bid description	cloising date	bid file
2024-100 Invitation to Bid: Tennis Center Resurfacing	The City of Florence is accepting sealed bids from qualified contractors to resurfacing twenty-four (24) tennis Courts at the Dr. Eddie Floyd Tennis Center.	Fri, 01/17/2025	2024-100_invitation_to_bid.pdf

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INVITATION TO BID NO. 2024-100

TENNIS COURT RESURFACING

Sealed bids will be received in the office of Purchasing and Contracting in the City Center, 324 W.

Evans Street Florence, South Carolina, 29501 until January 17, 2025 at 2:00 pm from qualified

vendors to resurface twenty-four (24) hard tennis courts at the Dr. Eddie Floyd Tennis Center

located at 1300 Jennie O’Bryan Avenue pursuant to the specifications listed in this invitation to bid.

Bids shall be opened promptly at the above stated time and date and their contents will be made

public for the information of the bidder and other interested parties. The bid will not be awarded until

the Purchasing Agent and the applicable Department Director have had ample time to review each

bid.

Bids must be submitted in a sealed envelope with “Bid No. 2024-100 Tennis Courts” clearly marked

on the outside of the envelope for easy identification by the City of Florence. Any bids received later

than the specified time will not be accepted/considered. The City will not be responsible for late

submission caused by the postal service, other carriers, or any other delivery problems regardless of

the reason. The City does not accept emailed or electronic bids. Bids submitted by mail, Federal

Express, United Parcel Service, etc. must meet these same requirements and should be addressed

to:

City of Florence

City Center

324 W. Evans Street

Florence, SC 29501-3430

The City of Florence under Title VI of the Civil Rights Act of 1964 and related statutes ensures that

no person shall on the grounds of race, color, national origin, sex, disability, and age, be excluded

from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any

program or activity it administers.

La ciudad de Florencia en el Título VI de la Ley de Derechos Civiles de 1964 y los estatutos, se

asegura de que ninguna persona por motivos de raza, color, origen nacional, sexo, discapacidad,

edad, ser excluido de participar en, ser negado los beneficios de, o ser de otra manera sujeto a

discriminación bajo cualquier programa o actividad que administra.

The City of Florence reserves the right to engage in discussions with any or all responsible bidders

who submit bids which appear to be eligible for award, for the purpose of clarification to assure full

understanding of and responsiveness to the Invitation to bid requirements herein.

This solicitation does not commit the City of Florence to award a contract/purchase order, to pay any

costs incurred in the preparation of a bid, or to procure or contract for services. The City of Florence

reserves the right to reject any and all responses, to cancel this solicitation, and to make an award

deemed in its own best interest.

Lynwood F. Givens

Purchasing Agent

MINORITY, WOMAN, AND VETERAN OWNED BUSINESS

Minority Business Owners (minority, woman and veteran owned businesses) will be afforded full

opportunity to submit bids in response to this invitation and will not be discriminated against on the

grounds of race, color, creed, sex or national origin in consideration for an award. It is the policy of

the City that minority business and women owned business enterprises (MBE/WBE/VBE) have an

opportunity to participate at all levels of contracting in the performance of City contracts to the extent

practical and consistent with the efficient performance of the contract.

The successful firm must ensure that all subcontractors, agents, personnel assigned by or

employees of prime firm and subcontractors are not discriminated against because of their race,

color, religion, sex or national origin. Bidders must make positive efforts to provide equal

employment opportunity for minority and women owned businesses.

LOCAL AND MINORITY BUSINESS ENTERPRISE PURCHASING PROGRAM:

When lowest bid is the principal determining factor in a bid selection process it is the intent of the

City of Florence to provide preference first to local businesses within the City or County of

Florence; however, if no local business is eligible or able to participate, preference shall then be

provided by the City to minority business enterprises based on the following guidelines:

a. For purposes of this policy, a “local business” is defined as a person, firm, contractor,

corporation, or other business entity offering the services and/or products being bid by

the City that maintain a place of business and have a physical business address

located and operating within the City or County of Florence. The business must have

been established for not less than one year within the City or County of Florence and

have a valid City of Florence Business License for a minimum of 12 months prior to the

bid date.

b. For purposes of this policy, a minority business enterprise (MBE) is defined as an MBE

that is certified in accordance with South Carolina Regulations § 19-445.2160, as

authorized by §11-35-5270 the South Carolina Code of Laws, as amended.

c. When lowest bid is the principal determining factor in the selection process any “local

business” as defined in Subsection A above that submits a responsible and responsive

bid within 5% (if the business is located within the City of Florence) or 3% (if the

business is located within Florence County) of the non-local bidder who submitted the

lowest bid may match the bid submitted by the non-local bidder. A “local business” that

is within the percentage guidelines of the lowest bid received shall then be eligible for

award of the contract.

d. If the lowest bid is not a “local business” and a “local business” is within the percentage

guidelines of the lowest bid received, the “local business”, subject to the provision of

Subsection H below, shall be awarded the contract if it is willing to provide goods or

services at the same price of the lowest bid received.

e. If conditions of Subsections C above are met and the qualified “local business” declines

or is unable to match the lowest bid, then the option to do so moves to the next qualified

“local business”, if such business' bid is within the percentage guideline of the lowest

bid and is similarly responsible and responsive.

f. In the event there is no “local business” eligible or willing to match the lowest bid, the

lowest responsible and responsive bid submitted by an MBE, if any, would be allowed

the opportunity to match the bid submitted by the non-local bidder and thereby be

awarded the contract when lowest bid is the primary determining factor in the bid

selection process.

g. If a procurement is to be made pursuant to state funding requirements, federal funding

requirements, bond covenants, or other outside funding source requirements which

prohibit or restrict local or MBE preference, then no local or MBE preference

consideration will be given.

h. The provisions for a local or MBE preference does not prohibit the right of the City to

compare quality of materials proposed for purchase and compare qualifications,

character, responsibility and fitness of all persons, firms, contractors, corporations, or

other business entities submitting bids. Accordingly, the local or MBE preference for a

particular procurement may be waived by the City Manager upon written

recommendation and justification by the Department Director.

INSTRUCTION TO BIDDERS

The successful bidder must be authorized to sell the stated product or perform the services outlined

in the specifications of this bid document.

All bids must be signed by an authorized officer or agent of the company submitting the bid.

The City will assume no responsibility for oral instructions or suggestions. All official correspondence

in regard to the specifications should be directed to and will be issued by the City Purchasing Agent.

DEFINITIONS: Responsible Bidder means a bidder who has the capability in all respects to fully

perform the stated requirements, and the integrity and reliability which will assure good faith

performance.

Responsive Bidder means a bidder who has submitted a bid which conforms in all material respects

to the Invitation to Bid.

PROTEST: Any actual or prospective vendor, bidder, or contractor who is aggrieved in connection

with the solicitation or award of a contract may formally protest to the Chief Financial Officer. The

protest shall be submitted in writing within seven (7) days after such aggrieved person or party has

received the bid tabulation or the intent to award letter.

DISPUTES: In cases of disputes as to whether or not an item or service quoted or delivered meets

the specifications, the decision of the City of Florence shall be final and binding on all parties. The

Purchasing Agent may request in writing, the recommendation of the head of the City agency using

the item or other objective sources.

DEVIATIONS: Any deviations from the specifications contained herein must be noted in detail on

the bidder’s bid response for the City of Florence’s consideration. Failure to submit documentation

of deviations shall be grounds for rejection of the item offered to the City of Florence.

CHANGES: Any changes in this Invitation to Bid after the purchase order/contract agreement has

been awarded must be with the written consent of the Purchasing Agent or the City Manager;

otherwise, the responsibility for such changes lies with the vendor.

INQUIRIES: Questions concerning this invitation to bid should be directed to the City Purchasing

Agent, Lynwood F. Givens in writing by e-mail at lgivens@cityofflorence.com. The deadline for

the submission of all inquiries is January 10, 2025 at 5:00 pm. Any changes to the

specifications in the bid package shall be in writing in an addendum. All Addendums will

be posted on the City of Florence website at www.cityofflorence.com. It will be the

responsibility of bidders to periodically check the website for addendums.

OWNERSHIP OF MATERIAL: Ownership of all data, material and documentation originated and

prepared for the City of Florence pursuant to this contract/purchase order shall belong exclusively to

the City of Florence.

A complete copy of the City of Florence purchasing policies and procedures manual can be

downloaded from the City of Florence website at www.cityofflorence.com

SCOPE OF WORK

The City of Florence is seeking bids from qualified firms to resurface twenty-four (24) hard tennis

courts at the Dr. Eddie Floyd Florence Tennis Center. The proposed project will provide a

durable sport surface on which public play may be optimized. The City of Florence has selected

the court surface system manufactured by ACRYTECH Sports Surfaces but is willing to consider

bids using other full acrylic sport surfaces.

The existing courts are asphalt based and have court surfacing paint and striping. The 24 tennis

courts at the Dr. Eddie Floyd Florence Tennis Center are all separated into 12 pods. Most courts

are constructed in pods of two courts with angled fencing. However, there is a pods of three

courts and a center court at is located by itself. The Dr. Eddie Floyd Florence Tennis Center is

located at 1300 Jennie O’Bryan Avenue off of 1060 N. Cashua Drive.

Bids should address all aspects of the proposed project, including but not limited to:

1. Application of the new acrylic surface on existing asphalt tennis courts

2. The correct amount of sand is to be added per barrel of surface material to create the

requested court speed of an ITF Pace Rating of 2 (Medium Slow).

3. The contractor must ensure the surface to be coated is sound, smooth, and free from

dust, dirt, or oily materials.

4. An acrylic patch binder will be applied to all low areas. Tack coat patch material shall be

applied to all needed areas and allowed to dry thoroughly prior to applying patch binder.

After patching, the surface shall not vary more than 1/8 inch in ten feet measured in any

direction.

5. A fiberglass membrane overlay crack repair system should be installed over all existing

cracks. The city has selected the Rite Way Tru-Bounce Crack Repair System but will

consider accepting the bid of a “true equivalent”. There are an estimated 2325 feet of

cracks on the current surfaces which is to be resurfaced.

6. One coat of black acrylic resurface material should be applied to the surface using a

rubber bladed squeegee to provide a smooth surface. After this application, all court

pinholes should be filled and covered to provide an even surface. No application shall be

covered by a succeeding application until the layer is thoroughly cured.

7. Two coats of colored acrylic surface material shall then be applied by rubber bladed

squeegee on the clean, dry surface. No application shall be covered by a succeeding

application until previous application is thoroughly cured.

8. The finished surface shall have a uniform appearance and be free from ridges and tool

marks.

9. USTA regulation playing lines shall be installed by applying textured white line paint after

the final surfacing agent has thoroughly cured. 10 and under USTA lines are to be

installed on tennis courts 1 through 6.

10. Installation of the surfacing materials shall not be conducted during rainfall, or when

rainfall is imminent. The air temperature must be at least 50 degrees Fahrenheit and

rising. Surfacing materials may not be applied when the court surface temperature is

above 130 degrees Fahrenheit.

11. The existing tennis nets are to be re-installed on the 24 tennis courts after resurfacing

has been completed.

The City of Florence has elected to keep the tennis court surfaces the same colors, competition

green and competition blue. The lines should all be white, except for the 10 and under USTA

lines. The 10 and under lines should be in light blue.

It is the intent of the City of Florence to review options which provide the best value to the

citizens of Florence. If selected, the successful bidder must complete the project by May1, 2025

A penalty of $500.00 per day may be withheld for non-completion by May 1, 2025.

The successful bidder shall perform or provide any and all professional services related to the

project and obtain all required permits. Respondent represents that all tasks will be performed in

accordance with generally acceptable professional standards and further represents that the advice

and consultation provided shall be within its authority and capacity as a professional. Respondent

will comply with the regulations, laws, ordinances and requirements of all governmental impact

applicable to assigned project.

MANDATORY PRE-BID MEETING AND WALK-THRU

The City will not host a pre-bid meeting. Potential bidders may visit the job site at their

convenience by appointment. To schedule an appointment, contact Mr. Rob Hill at 843-665-3106

or rohill@cityofflorence.com.

CRITERA FOR AWARD

Firms are requested to submit two (2) copies of the bid. Bidders are encouraged to attach any

supplemental information such as drawings and specifications. The bid will be awarded to the lowest

responsible/responsive bidder that best meets the City of Florence’s specification/scope of work,

taking into consideration but not limited to the following:

1. Price

2. Experience/References/Quality of Work

3. Timeliness

4. Warranty (Workmanship and product warranty should be included with the bid

response)

The City shall have sole discretion in evaluating the bids and qualifications of

bidders. The City reserves the right to select the bids that it may determine to be in

the best interest of the City. The City also reserves the right to reject any and all

bids, including that of the selected Contractor if satisfactory contract negotiations

cannot be concluded.

Bid tabulations will be sent to all bidders via email and posted on the City of Florence

website at www.cityofflorence.com.

Before the award of contract/purchase order, any respondent may be required to show that they

This page summarizes the opportunity, including an overview and a preview of the attached documents.

* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.

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2024-100 Invitation to Bid: Tennis Center Resurfacing

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