RFP 20-024RYS Community Golf Bunker Renovation

Agency: City of Dayton
State: Ohio
Type of Government: State & Local
NAICS Category:
  • 236220 - Commercial and Institutional Building Construction
Posted Date: Nov 12, 2020
Due Date: Dec 3, 2020
Solicitation No: RFP 20-024RYS
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Bid Number: RFP 20-024RYS
Bid Title: RFP 20-024RYS Community Golf Bunker Renovation
Category: Procurement
Status: Open

Description:
Electronic Proposals are due by December 3, 2020 no later than 11:00 A.M. (Dayton local time)
Publication Date/Time:
11/12/2020 2:40 PM
Closing Date/Time:
12/3/2020 11:00 AM
Related Documents:

Attachment Preview

City of Dayton, Ohio
Department of Recreation and Youth Services
Division of Golf
Community Golf Course Bunker Renovation 2020
REQUEST FOR PROPOSALS (RFP) No. 20-024RYS
NOVEMBER 2020
PROPOSAL INSTRUCTIONS
1.01
COMMUNICATIONS REGARDING THIS PROJECT. Please direct all communications regarding
the RFP process to:
City of Dayton, Division of Civil Engineering
Andrew Marks
101 West Third Street
Dayton, Ohio 45402
Telephone: (937) 333-3857
E-Mail:
andrew.marks@daytonohio.gov
All communications/questions concerning this RFP must be submitted via email referencing the
specific paragraph and page number.
1.02 SCHEDULE. The following is the anticipated schedule for vendor selection Process:
Issue RFP:
Site Visit (must register)
Questions Due:
Answers Posted: on
Due Date for Proposals:
Firm is Selected:
Notice of Intent to Award:
Notice to Proceed Issued:
Contract is Awarded:
Construction Project Completion Date:
November 12, 2020
November 19, 2020 - Various times- See 1.03 for
details
November 20, 2020 at 2:00pm Dayton, Ohio
time.
November 24, 2020 by 5:00pm Dayton, Ohio
time.
December 3, 2020 at 11:00am Dayton, Ohio
time.
Anticipated in December 2020
Anticipated in December 2020
Anticipated in December 2020
Anticipated in December 2020
December 31, 2021
1.03 SITE VISIT. There will be a voluntary site visit by appointment only on Thursday, November 19,
2020. Although this is voluntary, we are asking that you pre-register so that we can conform to the
COVID-19 guidelines. The site visit should last approximately 30 minutes. Each entity is requested to
have no more than 3 attendees. There will be no more than 6 people per group allowed, which
includes 3 members from City Staff. The meeting times will begin at 9:00 AM EST. Please use the
registration form attached to this document and send to andrew.marks@daytonohio.gov.
1.04 SUBMITTING A PROPOSAL. All proposals shall be submitted as a PDF via electronic
submission to bids@daytonohio.gov. The City has a 20meg limit for incoming e-mail message sizes
(20meg includes e-mail itself and any attachments total). Should your company’s proposal
document exceed this limit, your company will have to submit its document in multiple parts
(emails). Should bid document require multiple emails, please designate in the “Subject” line of
each email sent: Community Golf Course Bunker Renovation”.
The bid opening will be facilitated using ZOOM with the following login information:
Join Zoom Meeting
https://us02web.zoom.us/j/81707875916?pwd=S2N6cTNPcmRibUpZVDBiK1dYcUVVQT
09
Meeting ID: 817 0787 5916
Passcode: 735964
One tap mobile
City of Dayton, Ohio
1
Request for Proposals
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Meeting ID: 817 0787 5916
Passcode: 735964
Find your local number: https://us02web.zoom.us/u/kddmZZiPQ5
Electronic proposals must be received in the Procurement bid email in-box
(andrew.marks@daytonohio.gov) by 11:00 AM on the date indicated in Section 1.02 (RFP Schedule).
Proposals received after the scheduled date/time will not be considered. All supporting materials
and documentation must be included with the proposal. The responsibility of timely delivery lies solely
with the proposer.
The City reserves the right to reject any and all proposals, to waive any irregularities in a proposal, or
to accept the proposal(s) which in the judgment of proper officials, is in the best interest of the City.
The City reserves the right to accept a part or parts of a proposal unless otherwise restricted in the
RFP or issue subsequent RFPs. The City reserves the right to approve or reject any sub-Firms proposed
for work under this proposal or waive any minor irregularities
The City reserves the right to select the successful vendor once all proposals are received, without
seeking further information for clarification from proposers. Upon review of proposals, the City may
designate the most qualified proposals as finalists. These finalists may be invited to make oral
presentations and participate in a question and answer session with the City. The City shall have the
right to visit selected user sites, should this be deemed necessary.
All federal, state, and local laws regarding competitive bidding, anti-competitive practices, and
conflict of interest shall be applicable to this RFP. The City does not guarantee that any contract will
be awarded because of this RFP. If a contract award is made but the contract is not executed, the
City does not guarantee that the contract will be re-awarded.
1.05 ITEMS THAT DISQUALIFY A VENDOR IMMEDIATELY.
Incomplete or non-responsive proposal.
1.06 CRITERIA. The selection committee will evaluate each proposal submitted based on the
following criteria. After receipt and review of the written proposal, the City may elect to have the
proposal presented in person, or clarifications submitted in writing.
Proposers shall not assume that any information shared with the City prior to this RFP will be
considered in the evaluation process of this RFP. Evaluation team may or may not have prior
knowledge of any discussions and processes. Evaluation will be completed on the information
submitted in response to the RFP only unless a presentation or clarification is requested. Should this
occur, all of these factors will be used to determine the outcome.
City of Dayton, Ohio
2
Request for Proposals
Evaluation Criteria for Professional Services
Item
Description
1 Firms Qualifications & References
2 Price
3 Time Line Objective
4 Dayton Local Business
5 PEP Certified Vendor
Total Points
Percentage
Possible
45%
20%
25%
5%
5%
100%
1.07 MISCELLANEOUS ITEMS.
All Firms submitting a proposal will be notified, upon final determination by the City, of the
Firm or Firms selected to perform the requested work.
SCOPE OF PROJECT
2.01 PURPOSE AND NEED / PROJECT DESCRIPTION. The City of Dayton’s, Department of
Recreation and Youth Services, Division of Golf is seeking a professional Golf Course Architect to
provide knowledge, design, specifications, and oversee the bunker renovation construction project
at Community Golf Course located at 2917 Berkley Ave. This project will include any and all
necessary site visits to verify and note existing conditions, the creation of the design, construction
plans and specifications, and to provide periodic construction inspection for the proposed bunker
renovations. This solicitation by the City will result in the selection of a qualified and experienced Firm
to perform these services.
2.02 BACKGROUND INFORMATION. Community Golf Course celebrated its 100-year anniversary
in 2018 and has a deep golf history in Dayton and the surrounding area. Prior to COVID, Community
Golf Course was one of three golf courses operated by the City of Dayton. In March of 2020, the
City of Dayton closed two local courses, which resulted in an increase in demand at Community Golf
Course. League play is the largest revenue stream, with over 400 league players playing weekly.
More than 65,000 rounds of golf are played annually.
Bunkers were last renovated in 2000 and attached to this RFP is the construction drawings. Since
renovation, Community Golf Course has experienced drainage and sand issues. Bunkers are the
most common complaint we receive and many leagues and tournaments often play them as
ground under repair. Additionally, our maintenance staff is limited and our current bunkers demand
many resources.
Community Golf Course is comprised of two 18-hole courses, which accommodates various skill
levels.
1. The Dales Course is the shorter of the two and less difficult with fewer bunkers, which
provides a great golfing option for beginners and senior players.
o The Dales Course has approximately 27 bunkers (estimated 20,940sf in area).
2. The Hills Course is longer and more difficult with several terrain changes and more bunkers
which provides a challenging course for the skilled player.
o The Hills Course has approximately 35 bunkers (estimated 42,140sf in area).
City of Dayton, Ohio
3
Request for Proposals
2.03 SCOPE OF WORK/REQUIREMENTS.
The successful outcome of this project would include improvement to aesthetics, playability, and
maintenance requirements of all bunkers on the City owned thirty-six hole golf course.
1. Knowledge and Design Considerations
a. Must have at least three (3) references for past golf course work to include bunker
projects.
b. Reduce and simplify daily and long-term maintenance of bunkers.
c. Improve playability and help reduce pace of play.
d. Determine and improve drainage solutions.
e. Correct run-off from irrigation and rain that spill into bunkers.
f. Reshape bunker edges.
g. Consider eliminating poorly located bunkers.
h. Consider adding new bunkers.
i. Determine the proper sand for both playability and maintenance.
2. Plan and Specifications
a. Provide design plans and complete specifications to publically bid for construction.
These shall be delivered to the City in digital (.pdf) and AutoCAD (.dwg) formats.
b. Provide project drawings and renderings to display and advertise to golfers and City
Officials.
c. Provide a detailed project cost estimate.
d. Provide a course construction-sequencing plan to include any course or hole
closures that may occur during construction. It is the overall intention to keep the
golf course open for play during construction and limit the number of holes under
construction at once.
3. Project Oversight
a. At a minimum, the successful Consultant shall:
a. Adhere to all milestones listed in the “Schedule” section below.
b. Assist the City during the construction bidding process. This shall include:
i. Attend any pre-bid and/or site visit meeting(s).
ii. Aid in the development of creating and publishing necessary
addenda(s).
iii. Review the bid tab, bid proposal, references, project experience,
and any additional information for the apparent low-bidder.
c. During the construction phase, the Consultant shall:
i. Attend the preconstruction meeting and any and all progress
meetings. For estimating purposes, the Consultant shall anticipate at
least one progress meeting per month of construction.
ii. Answer questions concerning the work, respond to RFI’s, and prepare
bulletins for any changes in work.
iii. Review and approve all shop drawings and submittals.
4. Additional Construction Oversight
a. In addition to the construction oversight listed above, if this line item is awarded, the
Consultant shall provide additional services:
a. Provide construction administration services including weekly on-site
inspection to verify all work and materials are completed in compliance with
the contract documents and plans. A report, including pictures, shall be
provided to the City after each visit.
City of Dayton, Ohio
4
Request for Proposals

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