Request for Proposals - Shade Canopies in Noble Park Addendum No. 1

REQUEST FOR PROPOSALS
SHADE CANOPIES
NOBLE PARK
Paducah, Kentucky
ISSUE DATE: April 30, 2026
DUE DATE: May 14, 2026
Contract Manager: Amie Clark, Director of Parks & Recreation
Contact Information: aclark@paducahky.gov
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CITY OF PADUCAH, KENTUCKY
REQUEST FOR PROPOSALS
NOBLE PARK SHADE CANOPIES PROJECT
INVITATION
The City of Paducah Parks and Recreation Department is seeking proposals from qualified vendors for the
furnishing, delivery, and installation of new shade canopies in Noble Park.
This project is funded in whole or in part through a Community Development Block Grant (CDBG) and all
applicable federal, state, and local requirements shall apply.
Qualified vendors must be licensed and authorized to operate in the Commonwealth of Kentucky and must
demonstrate experience in the design, supply, and installation of shade canopies for public park facilities in
compliance with all applicable standards.
The selected vendor shall provide all labor, materials, equipment, permits, demolition, hauling,
installation, and related services necessary to complete the project in accordance with the specifications
contained herein.
The total project budget shall not exceed $120,000, and must be inclusive of all services, materials,
installation, and applicable fees.
Vendors are invited to submit a proposal in accordance with the requirements as described herein no later
than 10:30 am on Thursday, May 14, 2026.
BACKGROUND
Bob Noble Park is celebrating its 100-yer anniversary in 2026. The park includes a public swimming
pool, splash pad, baseball fields, dog parks, basketball courts, tennis courts, pickleball courts, pavilions,
playgrounds, and an amphitheater.
The city seeks to improve the user experience by installing new shade structures at the public swimming
pool facility and tennis court facility.
MINIMUM VENDOR QUALIFICATIONS
Respondents must meet or exceed the following minimum qualifications:
1. Be legally authorized to operate within the Commonwealth of Kentucky.
2. Experienced in the design, supply, and installation of shade structures for public park facilities.
3. Demonstrate compliance with ASTM standards for design and layout.
4. Demonstrate compliance with Kentucky Building Code and IBC requirements.
5. Meet applicable ASTM, NRPA, CPSI, ADA accessibility standards.
6. Procure, at vendor's expense, all permits, certificates, and licenses required for project completion.
7. Comply with all federal, state, and local laws, ordinances, and regulations.
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8. Provide no fewer than three (3) references for similar completed playground projects.
9. Provide insurance meeting City of Paducah requirements.
10. Obtain and maintain a current City of Paducah Business License.
11. Be in good standing with the City of Paducah and McCracken County.
12. Comply with all applicable federal labor standards and grant requirements associated with CDBG
funding.
SCOPE OF WORK
Furnish and Install Commercial Shade Canopy Systems
The Contractor shall provide all labor, materials, equipment, engineering (if required), fabrication,
delivery, permits, demolition, installation, inspections, and closeout documentation necessary for the
complete installation of permanent commercial-grade shade canopy systems for the City's outdoor pool
facility and tennis facility located in Noble Park.
The city prefers manufacturer-certified pre-manufactured commercial shade canopy systems designed for
permanent public recreational use. Custom- engineered systems may be proposed as an approved
alternate only if they meet or exceed all requirements of this RFP and do not negatively impact project
schedule or budget.
All systems shall comply with applicable federal, state, and local codes and be suitable for public park
and recreational use under Kentucky climate conditions.
Temporary canopies, portable structures, residential-grade products and event tents shall not be accepted.
Contractor shall provide separate pricing and design considerations for the pool facility and tennis facility
as outlined below.
BASELINE REQUIREMENTS (APPLICABLE TO ALL SYSTEMS)
1. General Performance Requirements
All Canopy systems shall:
* Be designed for permanent public recreational use
* Withstand Kentucky environmental conditions including:
i. High UV exposure
ii. Rain and wind events
iii. Freeze/thaw cycles
iv. Snow and ice loads where applicable
* Provide long-term durability with minimal maintenance
* Meet or exceed all applicable building codes and safety standards
* Be suitable for high-occupancy public use areas
Minimum wind load requirement: 90 MPH or greater as required by local code.
2. Approved System Types
The City will accept:
* Manufacturer-certified pre-manufactured commercial shade canopy systems (preferred),
or
* Custom-engineered systems (approved alternate only)
All systems must include documentation verifying structural performance and code compliance.
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3. Materials - General Requirements
Shade Fabric (All Locations)
* Commercial-grade solution-dyed HDPE or solution-dyed acrylic fabric
* Minimum 95% UV blockage
* Minimum UPF 50+
* Fade-resistant (solution-dyed only; surface coatings not acceptable)
* High tear strength and tension-rated for permanent installation
* Mildew, mold, and stain resistant
* Flame-resistant where required by code
Structural Frame (All Locations)
* Hot-dip galvanized steel with powder-coated finish preferred
* Marine-grade aluminum acceptable if approved by owner
* Stainless steel hardware required
* Engineered for permanent installation and public use
* Designed for corrosion resistance in outdoor environments
4. Engineering and Code Compliance
Contractor shall provide either:
* Pre-Manufactured Systems
Manufacturer specifications
o
Standard engineered drawings
o
Structural load ratings (wind/snow)
o
Anchoring and installation requirements
o
Code compliance documentation
o
* Custom-Engineered Systems
Site-specific engineered drawings stamped by a Professional Engineer licensed in
o
Kentucky
Structural calculations
o
Wind and snow load calculations
o
Foundation and anchoring design
o
Shop drawings and installation plans
o
All systems shall comply with:
* Kentucky Building Code
* Current International Building Code (IBC)
* Local permitting requirements
* ADA accessibility requirements where applicable
5. Installation Requirements
Contractor shall provide:
* Concrete footings and/or engineered mounting systems
* Layout verification prior to installation
* Utility locates prior to excavation
* Restoration of disturbed areas
* Safe construction sequencing around active public facilities
* Final tensioning, adjustments, and commissioning
6. Warranty Requirements
Minimum warranties
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* Fabric - 10 years
* Structural frame - 10 years
* Workmanship - 2 years
Warranty shall cover:
* Excessive fading
* Fabric degradation or failure
* Structural corrosion or failure
* Connection failure
* Normal public recreational use conditions
7. Project Schedule Requirements
Contractor shall provide:
* Procurement and fabrication timelines
* Delivery schedule
* Installation schedule
* Substantial completion date
* Lead time disclosure for all major components
All work shall be completed no later than August 31, 2026.
The City reserves the right to require a liquidated damages provision in the agreement with
contractor in the event this deadline is not met.
8. Pricing Requirements
Provide itemized pricing using:
* Exhibit A - Pool Facility Canopy System
* Exhibit B - Tennis Facility Canopy System
The City reserves the right to accept or reject individual scope items.
The City reserves the right to include or exclude individual items from the final contract award.
Substitutions and alternates shall be considered only as approved equal products and must be
submitted with complete supporting documentation at the time of bid submission.
OUTDOOR POOL FACILITY SPECIFIC REQUIREMENTS
Provide permanent shade canopy structures for pool deck seating areas, spectator areas, and family
gathering spaces.
Structural frames shall remain installed year-round. Shade fabric shall be designed for seasonal
installation and removal from approximately May through August.
The system shall allow repeated seasonal fabric installation and removal without damage to the frame,
hardware, or fabric.
9. Additional Fabric Requirements
In addition to baseline requirements, fabric shall:
* Be resistant to chlorine exposure and pool chemicals
* Be suitable for repeated seasonal handling and storage
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* Maintain dimensional stability through repeated installation cycles
10. Additional Structural Requirements
In addition to baseline requirements, structure shall be:
* Designed for repeated seasonal fabric attachment and removal
* Frame must withstand winter conditions without fabric installed
* Corrosion resistance enhanced for high-moisture, chlorine-adjacent environment
* Designed for multiple users and high occupancy zones
TENNIS FACILITY SPECIFIC REQUIREMENTS
Provide permanent shade canopy systems installed over existing bleachers systems adjacent to tennis
court enclosures.
The canopy system shall provide continuous year-round shade and weather protection while maintaining
safe clearance for spectator seating areas and surrounding fencing.
11. Additional Fabric Requirements
In addition to baseline requirements, fabric shall:
* Be rated for continuous year-round exposure
* Resist snow, ice, and prolonged wet conditions
* Maintain long -term tension stability under variable weather loads
12. Additional Structural Requirements
In addition to baseline requirements, structure shall:
* Be designed specifically for installation over existing bleachers
* Accommodate fence enclosure geometry and clearance requirements
* Include engineered drainage to prevent water pooling and sagging
* Be designed for snow and ice load conditions per Kentucky codes
* Maintain long-term fabric tension without deformation
* Prevent ponding through slop, tensioning, or drainage design
ALTERNATE MANUFACTURER SYSTEMS
Pre-manufactured commercial systems are the preferred basis of design. Custom-engineered systems
may be submitted only as an approved alternate.
All alternates must:
* Meet or exceed all performance requirements
* Maintain project schedule requirements
* No increase to project costs beyond available funding constraints
* Be approved in writing by the City
The City reserves sole discretion in determining equivalency and acceptance.
Owner reserves the right to request additional engineering documentation if necessary.
FOUNDATIONS AND INSTALLATION
Contractor shall provide:
* Concrete footings and/or engineered surface mounting systems
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* Layout verification prior to installation
* Utility locates prior to excavation
* Restoration of disturbed surfaces
* Final fabric tensioning and commissioning
* Safe construction phasing around active public facilities
Work shall be coordinated to minimize disruption to pool and tennis facility operations.
CDBG REQUIREMENTS
Because this project is funded through a Community Development Block Grant (CDBG), the selected
vendor must comply with all applicable federal requirements and any agreement with the City shall
include, but not be limited to, the following:
* Section 3 of the Housing and Urban Development Act of 1968, as amended
* Equal Employment Opportunity requirements
* Federal labor standards, including Davis-Bacon Act requirements if applicable
* Contract Work Hours and Safety Standards Act
* Copeland Anit-Kickback Act
* Debarment and Suspension requirements
* Compliance with Executive Order 11246
* Disadvantaged Business Enterprise outreach requirements
* Certification regarding non-collusion and non-segregated facilities
* Compliance with all applicable HUD grant requirements
In addition, the vendor must comply with the following:
Vendor shall not use grant funds to promote "gender ideology" as defined in Executive Order (E.O.)
14168, Defending Women from Gender Ideology Extremism and Restoring Biological Truth to the
Federal Government.
Vendor agrees that it's compliance in all respects with all applicable Federal anti-discrimination laws is
material to the U.S. Government's payment decisions for purposes of section 3729 (b) (4) of title 31,
United States Code.
Vendor certifies that it does not operate any programs that violate any applicable Federal anti-
discrimination laws, including Title VI of the Civic Rights Act of 1964.
Vendor must administer its funding in accordance with all applicable immigration restrictions and
requirements, including the eligibility and verification requirements that apply under Title IV of the
Personal Responsibility Work Opportunity Reconciliation Act of 1996, as amended (8 U.S.C., 1601-
1646) (PRWORA) and any applicable requirements that HUD, the Attorney General, or the U.S.
Citizenship and Immigration Services may establish from time to time to comply with PRWORA
Executive Order 14218, or other Executive Orders or immigration laws.
The vendor shall cooperate with all reporting, documentation, payroll verification, and compliance
monitoring required for CDBG-funded projects.
EVALUATION AND AWARD
Proposals will be reviewed by the City's Evaluation Committee.
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Award may be made to the vendor submitting the lowest responsive and responsible proposal that best
meets the City's specifications, project schedule, and grant compliance requirements.
The City reserves the right to:
1. Reject any or all proposals
2. Waive informalities or irregularities
3. Terminate this process at any time without penalty prior to the execution of an agreement with the
selected vendor
4. Request clarification of submitted proposals
5. Accept the proposal deemed to be the best bid and in the best interests of the city
The lowest proposal may not necessarily be selected if it does not fully satisfy project requirements.
EVALUATION CRITERIA
Qualifications and Experience - 20 points
Compliance with specifications and amenities - 20 points
Estimated Project Costs - 20 points
References - 15 points
Project Timeline, Expected Completion Date - 25 points
CONTRACT AWARD
Following evaluation, the City may recommend award to the selected vendor subject to approval by the
Board of Commissioners.
A formal contractual agreement must be approved by the Board of Commissioners prior to execution.
Following approval, the City will issue a Notice of Award.
The selected vendor shall have 10 calendar days from notification to secure all required permits, licenses,
and approvals necessary to begin work.
EXISTING CONDITIONS
Respondents are responsible for reviewing the project site and understanding all existing conditions
which may affect the work. No consideration will be given to claims based on lack of knowledge of
existing site conditions. Site can be viewed online via Google Earth:
Noble Park
2800 Park Ave
Paducah, KY 42001
SUBMISSION REQUIREMENTS
Submit three (3) hard copies of your complete proposal no later than:
Thursday, May 14, 2026, at 10:30 am
Deliver to:
City Clerk's Office, City of Paducah
Attn: Noble Park Canopy Project
300 S. 5th Street
Paducah, Kentucky 42003
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Late submissions will not be accepted and will be returned to sender. Digital submissions will not be
accepted.
REQUIRED SUBMITTALS
Each proposal shall include:
1. Completed Exhibit A - Cost Estimate Form - Pool Facility
2. Completed Exhibit B - Cost Estimate Form - Tennis Facility
3. Proposed project timeline
4. Product specifications and equipment details
5. Warranty information
6. Proof of licensing and insurance
7. Three (3) project references
8. Confirmation of CDBG compliance requirements
9. Any required certifications and federal forms associated with grant - funded procurement
GENERAL CONDITIONS
All materials and supplies shall be new.
The selected vendor shall provide and pay for all labor, tools, materials, equipment, transportation,
permits, and licenses necessary to complete the work.
Any work performed outside normal working hours, including Sundays or legal holidays, shall be
completed without additional cost to the City.
All costs associated with the preparation and submission of proposals shall be the sole responsibility of
the respondent.
CONTACTING THE CITY
No vendor submitting a response to this RFQ, (nor any officer, employee, agent, representative, relative
or vendor representing such a person/entity), may contact or engage in discussion concerning the award of
this contract with any member, officer, Commissioner, or employee of the City of Paducah during the
period beginning on the date of RFQ issue and ending on the date of selection of the vendor except as
follows:
Contact with City of Paducah staff during such time period must be limited to technical questions and
must be submitted in writing. Any and all questions and requests for clarifications or information
pertaining to this request for proposals shall be submitted in writing not later than May 5, 2026, to Amie
Clark by email at aclark@paducahky.gov. No oral questions will be answered. The City may issue
supplemental information at any time. Any contact with City staff other than through this means shall be
grounds for disqualification of the proposer.
CHANGES TO REQUEST FOR PROPOSALS
Any change or clarification to this solicitation, procurement process or conditions will be issued in the
form of written Addendum to the RFQ, which will be issued as follows: digital Addendum available on
the City's website at www.paducahky.gov/Request-for-Bids . Proposers are responsible for making
themselves aware of, obtaining and incorporating any changes made in any Addendum to their final
proposal. Each proposer shall acknowledge their receipt of Addenda in his/her proposal. All Addenda so
issued shall become part of the Contract documents.
FAILURE TO PERFORM
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Any vendor awarded a contract who fails to fulfill all obligations on this contract may be disqualified
from bidding on any City of Paducah proposal for a period of up to five (5) years. Should the vendor fail
to perform as indicated herein, the City of Paducah reserves the right to procure the required services
elsewhere at its discretion, either temporarily or permanently, and to either suspend or cancel all or part of
the contract. Should such action be taken, the vendor shall be responsible for all excess costs incurred by
the City of Paducah.
TERMINATION FOR CAUSE
City may terminate a contract because a vendor fails to perform its contractual duties. If a vendor is
determined to be in default, City shall notify the vendor in writing and may either 1) terminate the
contract immediately or 2) set a date by which the vendor shall cure the identified deficiencies. City may
proceed with termination if the vendor fails to cure the deficiencies within the specified time. A default in
performance by a vendor for which a contract may be terminated shall include, but not be limited to:
* Failure to make delivery within the time specified or according to a delivery schedule fixed by the
contract;
* Failure to diligently advance the work under a contract for services;
* The filing of a bankruptcy petition by or against the vendor; or
* Actions that endanger the health, safety or welfare of City or its citizens.
In the event that, during the terms of this Contract, funds are not appropriated for the payment of the
City's obligations hereunder, the City's rights and obligations herein shall terminate on the last day for
which an appropriation has been made.
AT WILL TERMINATION
Notwithstanding the above provisions, the City may terminate this contract at will in accordance with the
law upon providing thirty (30) days written notice of that intent. Payment for services or goods received
prior to termination shall be made by the City provided those goods or services were provided in a
manner acceptable to the City. Payment for those goods and services shall not be unreasonably
withheld.
SAFETY
Vendor must perform work in a safe and timely fashion, maintain a clean and safe work environment,
follow safety requirements established by OSHA and the City of Paducah, and may be required to provide
safety equipment. If, in the opinion of the City, safety precautions are not in existence, work will cease
immediately until corrective action is taken. Work will begin again only when vendor demonstrates to the
satisfaction of the City that conditions are without risk. The vendor is responsible for any damage to the
work area and/or surrounding areas.
INSURANCE REQUIREMENTS
The successful Proposer, as the primary and noncontributory party, covenants and agrees to maintain and
keep in force during the term of the contract worker's compensation, property, casualty and general
liability in the following minimum amounts:
Type of Insurance Limits
Worker's Compensation Statutory
Commercial General Liability $1,000,000 (per occurrence)/$2,000,000 (aggregate)
Professional Liability $1,000,000
Commercial Automobile Liability $1,000,000
Professional Liability $1,000,000
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