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A New Practice Field

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Submitted By kjones1110
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PROJ598—Contract and Procurement Management

TABLE OF CONTENTS

1. INSTRUCTIONS TO BIDDERS Jones Sports Incorporated will start the process of accepting bids from contractors starting November 23, 2014 to build a new baseball field located at 5424 Rolling Meadows Drive, Fort Worth, Texas 76124.Jones Sports will accept proposals for the construction of a practice baseball field, a small parking lot and a clubhouse. 6 1.1. General Description of Work Jones Sports has purchased 20 acres of land for their semi pro baseball team to conduct practice. On this land Jones Sports has plans to build a practice field, a 50 space parking lot and a small clubhouse. These facilities will be designed for the use of the team and coaches only and does not require seating for spectators. The outcome of the project would have the construction of a practice field with artificial turf, a 4,000 square foot clubhouse that will consist of a locker room with restrooms and showers, a meeting room with a projector screen and projector, a lounge, a small room for storage and a 50 car parking lot where each space will hold a mid-size vehicle. The project will also consist of lighting for the baseball field and parking lot as well.as utilities. There will be no seating for spectators as part of this project. The layout of the practice field, clubhouse and parking lot will created by the winning contractor with the plans being approved before construction begins. A study has been done and it has shown that there is water and sewer taps available for construction of the clubhouse and will be provided on drawings to the winning bidder prior to construction. The winning construction company will be able to take a tour and view the prospective location for the practice baseball field. Once the tour is completed the winning contractor will be provided with maps of the area for the practice field, parking lot and clubhouse. Due to there being neighborhoods in the surrounding area there should be set hours of work so the construction does not disturb those communities. Once construction is completed the practice field, parking lot and clubhouse should be ready for immediate use. 6 1.2. What Must Be Included with Bid To be considered for the bid each bidder must include the name of your company, 3 past references, your company license and a brief history of your company’s experience. The bid will also need to include the following information: Contact information, workers that will be on site working on the project as well as any outside subcontractors that will be assisting with the contract. There should also be a list of materials that will be used in the project as well as information on similar projects that the bidder has worked on in reference to construction of a baseball field, clubhouse and parking lot. 6 1.3. Schedule of Bid Period Activities Bids will be accepted until October 15, 2014 at 5:00P.M. Central time. The address where all bids should be submitted is 5100 Verde Valley Lane, Dallas, Texas 75254. There will be a meeting at the site location on October 1, 2014 and any questions bidders have will be answered at that time. Any bids submitted after the time and date listed will not be accepted. All bids will be reviewed and the winning contractor will be notified on November 3rd 2014.The winning bidder will be notified by phone and is expected to begin the start of the project on November 7th, 2014. The completion date of the project is March 5th 2016. 6 1.4. Location of Work 7 1.5. Pre-Bid Meeting 7 1.6. Owner Contact for Questions 7 1.7. Pre-Award Surveys 7 1.8. Sealed Bid Requirements 7 1.9. Basis for Bid Evaluation 8 1.10. Ethical Standards 8 1.11. Responsibility for Surety Bonds 8 1.12. Proposal Format 8 1.13. List of Bidders 9 1.14. Letter of Acknowledgment 9
2. DESCRIPTION OF WORK 9 2.1. Engineering Contracts 10 2.2. Construction Contracts 10
3. PROPOSAL 10 3.1. Breakdown of Bid Price 10 3.2. Revisions and Extra Work 10 3.3. Escalation Formulas 10 3.4. Scheduled Completion Dates 10 3.5. List of Subcontractors 11 The following format may be used as a guide for meeting this portion of the criteria. SUBCONTRACTOR Name & Address Specialty/Role with this Project: Worked with Lead Firm Before: Yes or No Year Firm Established: 11 3.6. Key Supplier or Contractor Personnel 11 3.7. Length of Time Bid Is Valid 11 3.8. List of Bid Document Addenda Reviewed by Bidder 11 3.9. Notice of Conflicts or Errors in Bid Documents 11 3.10. Clarifications of Bids 11 3.11. Bidder Signature 12
4. SPECIFICATIONS AND DRAWINGS 12
5. SPECIAL CONDITIONS 13
6. GENERAL CONDITIONS AND CONTRACT AGREEMENTS 13
Appendix A 14
Appendix B 16
Supplier/Bidder List 16

1. INSTRUCTIONS TO BIDDERS

Jones Sports Incorporated will start the process of accepting bids from contractors starting November 23, 2014 to build a new baseball field located at 5424 Rolling Meadows Drive, Fort Worth, Texas 76124.Jones Sports will accept proposals for the construction of a practice baseball field, a small parking lot and a clubhouse.
1.1. General Description of Work

Jones Sports has purchased 20 acres of land for their semi pro baseball team to conduct practice. On this land Jones Sports has plans to build a practice field, a 50 space parking lot and a small clubhouse. These facilities will be designed for the use of the team and coaches only and does not require seating for spectators. The outcome of the project would have the construction of a practice field with artificial turf, a 4,000 square foot clubhouse that will consist of a locker room with restrooms and showers, a meeting room with a projector screen and projector, a lounge, a small room for storage and a 50 car parking lot where each space will hold a mid-size vehicle. The project will also consist of lighting for the baseball field and parking lot as well.as utilities. There will be no seating for spectators as part of this project. The layout of the practice field, clubhouse and parking lot will created by the winning contractor with the plans being approved before construction begins. A study has been done and it has shown that there is water and sewer taps available for construction of the clubhouse and will be provided on drawings to the winning bidder prior to construction. The winning construction company will be able to take a tour and view the prospective location for the practice baseball field. Once the tour is completed the winning contractor will be provided with maps of the area for the practice field, parking lot and clubhouse. Due to there being neighborhoods in the surrounding area there should be set hours of work so the construction does not disturb those communities. Once construction is completed the practice field, parking lot and clubhouse should be ready for immediate use.

1.2. What Must Be Included with Bid

To be considered for the bid each bidder must include the name of your company, 3 past references, your company license and a brief history of your company’s experience. The bid will also need to include the following information: Contact information, workers that will be on site working on the project as well as any outside subcontractors that will be assisting with the contract. There should also be a list of materials that will be used in the project as well as information on similar projects that the bidder has worked on in reference to construction of a baseball field, clubhouse and parking lot.
.
2.3. Schedule of Bid Period Activities

Bids will be accepted until October 15, 2014 at 5:00P.M. Central time. The address where all bids should be submitted is 5100 Verde Valley Lane, Dallas, Texas 75254. There will be a meeting at the site location on October 1, 2014 and any questions bidders have will be answered at that time. Any bids submitted after the time and date listed will not be accepted. All bids will be reviewed and the winning contractor will be notified on November 3rd 2014.The winning bidder will be notified by phone and is expected to begin the start of the project on November 7th, 2014. The completion date of the project is March 5th 2016.

2.4. Location of Work

The location of the project site is 5424 Rolling Meadows Drive, Fort Worth, Texas 76104. In this area there are several neighboring communities, a high school, and a water tower. If directions are needed you can contact Jones Sports Inc. at 469-454-7063. During the project there will be temporary security while the project is in process. There will be temporary storage available for the construction materials of the project.

1.5. Pre-Bid Meeting
There will be a Pre-Bid meeting on October 1st, 2014 at the site location 5424 Rolling Meadows Drive, Fort Worth, Texas 76124. At this site meeting any questions will be answered about the project as well as the site can be looked at by any perspective bidder at this time.
1.6. Owner Contact for Questions
Any questions or concerns can be directed to Keith Jones of Jones Sports Inc. at 214-792-6800 or kjones3742@jonessportsinc.com. He will be available to answer any questions that perspective bidders may have during normal business hours from 8:00am-5:00pm Monday thru Friday Central Standard time.
1.7. Pre-Award Surveys
A pre-award survey will be done on each bidder based on the following: * Financial Capacity * The organization * Experience * Integrity * Business ethics
Any questions can be directed to Keith Jones of Jones Sports Inc. at 469-454-7062 or kjones3742@jonessportsinc.com
1.8. Sealed Bid Requirements
All bids must be sealed in an envelope and addressed to:
Jones Sports Inc.
Jones Playing Field
5100 Verde Valley Ln
Dallas, TX 75254

There should be 2 copies of your proposal. Bids must also clearly show the name of the company on the envelope as well as the name of the project they are bidding on which is titled Jones Playing Field.
1.9. Basis for Bid Evaluation

All bids will be evaluated by the owner and management of Jones Sports Incorporated. The criteria on which the winning bidder will be chosen is as follows: * Qualifications and experience of the Company. * Costs * Resources * Understanding of what is needed by company’s project proposal * On time performance from similar projects.
1.10. Ethical Standards
All ethical standards must be adhered to before, during and after the bidding is completed and the project is completed. This will include any bidder not receiving the award interfering with the winning bidder or company (Jones Sports Inc.). There will be no unethical behavior such as gifting of any individual of Jones Sports Inc. Jones Sports Inc. reserves the right to cancel any bid or contract when they see behavior deemed unethical by any bidder. Jones Sports Inc. also reserves the right to take any and all appropriate measures deemed necessary in response to ethical behavior.
1.11. Responsibility for Surety Bonds

At the time of agreement between Jones Sports Inc. and the winning bidder, the winning bidder must provide Jones Sports Inc. with surety bonds. These bonds should ensure the performance and payment of the work being performed and legal debts may be incurred by the vendor’s work.
1.12. Proposal Format
All proposals submitted to be considered for the project must be legible, concise and contain the following information in a tabbed format. * Title Page * Table of Contents * Letter of transmittal including the following * Introduction of Company * Desire to bid on Proposal * Outlined Proposal * Authorized Signature * References * History of the Company * Company Credentials * List of On-site Manager, employees and subcontractors who will be working on project. * Timeframe for Completion

1.13. List of Bidders * Turf Solutions group. * H and K Sports Fields * Fields Incorporated ****** A place is provided in Appendix B for a detailed list of bidders.

1.14. Letter of Acknowledgment
Dear Sir/Madam

Jones Sports Incorporated is requesting your services for submitting a proposal for the construction of a baseball practice field, 3000 square foot clubhouse and 50 space parking lot. All proposals are subject to the Instructions to Bidders and such other provisions, specifications and instructions as are attached or incorporated in this RFP. If you intend to submit a bid proposal, is it required that all bidders submit an Acknowledgement Letter (Appendix A) to Keith Jones (RFP Coordinator), no later than October 15, 2015 at 5pm. Name: Keith Jones, RFP Coordinator

Address:
5100 Verde Valley Lane
Dallas, TX 75254
Telephone: 469-454-7062
E-mail: kjones3742@jonessportsinc.com

All Bid Proposals will be due October 15, 2014 at 5pm Central Standard Time.

Yours sincerely,
Jones Sports Incorporated

2. DESCRIPTION OF WORK
The winning contractor will design and build the following: * A practice baseball field consisting of artificial turf * A 3000 square foot clubhouse consisting of a locker room, showers, meeting room with projector and projector screen and storage area. * A 50 space parking lot that accommodates mid-size cars. * The winning bidder will be responsible for layout and design of clubhouse and playing field. * Once completed the playing field and parking space must be available for immediate use.

2.1. Engineering Contracts
The site location of the project is at 5424 Rolling Meadows Drive, Fort Worth, TX 76124. The practice field will consist of artificial turf, a fence in the outfield designating 400 yards from home plate and a fence behind home plate 20 feet high. The current state of the site of the proposal currently has a few trees and some dilapidated barns that must be removed prior to the start of the project. The winning bidder will be responsible for obtaining all permits for the project and any licensing. The layout of the playing field, parking lot and clubhouse must be approved by management of Jones Sports Inc. prior to the start of the project.

2.2. Construction Contracts
The winning bidder shall complete the work at the address of 5424 Rolling Meadows Drive, Fort Worth TX, 76124. Once completed it shall contain a completed practice field, clubhouse and 50 space parking lot. The winning bidder will be responsible for acquiring all permits as well as materials and any licensing to complete the contract. The winning bidder will also be responsible for removing any existing buildings at the site prior to the project beginning. Jones Sports Inc. will provide on-site security as well as storage for materials associated with the completion of the project.
3. PROPOSAL
3.1. Breakdown of Bid Price
Each Bidder shall provide a price breakdown, itemized as required and within the time specified. The price breakdown must include the following: Must include sufficient detail to permit an analysis of profit, and of all costs for: * Material * Labor * Equipment * Subcontracts
If the contractor is needing any time extension a justification must be provided and approved by Jones Sports Inc.

3.2. Revisions and Extra Work
If any change is necessary the contractor must submit and obtain approval of the change. The submission of the change must include the reason for the change and if the change will result in the extension of the project. Any extra work will be handled on a reimbursable basis and must be approved.
3.3. Escalation Formulas
Any bid submitted shall be subject to escalation of labor and material costs, the Proposal must include the formulas that will be applied to current labor and material prices to determine escalation costs.
3.4. Scheduled Completion Dates

The following is a list of key completion dates: * Bids submitted no later than October 15, 2014 * Winning Bidder contacted November 3, 2014 * Site work to begin November 7,2014 * Completion of project March 5,2016
3.5. List of Subcontractors
The following format may be used as a guide for meeting this portion of the criteria.

SUBCONTRACTOR
Name & Address
Specialty/Role with this Project:
Worked with Lead Firm Before: Yes or No
Year Firm Established:
3.6. Key Supplier or Contractor Personnel
The proposal that will be submitted must contain the name of the person or persons that will be in charge of the contract. The following information must be supplied:
Name of Company:
Name of Project:
Person or persons in charge of project:
Hours available:
Contact phone number:
Contact email address:
3.7. Length of Time Bid Is Valid
In the event that there is no choice of winning bidder by the time frame provided all bids will be valid for 6 months from the time received by Jones Sports Incorporated.
3.8. List of Bid Document Addenda Reviewed by Bidder
Jones Sports Incorporated reserves the right to modify any portion of the RFP before the date of decision. If a change is made Jones Sports Incorporated will notify all bidders in writing of the change. Once all bidders have been notified of the change they must list the change as addendum to their proposal.
3.9. Notice of Conflicts or Errors in Bid Documents
If a bidder discovers any discrepancy, omission, or any error in their proposal the bidder should immediately provide Jones Sports Inc. with a written description of the error and request modification to their proposal. Once received Jones Sports Inc. will document the modification to the proposal. All modifications to proposals must be submitted before the deadline date of October 15, 2014.
3.10. Clarifications of Bids
This is to confirm that said proposal is for the construction of the following: * Baseball practice field * 50 space parking lot * 3000 sq. ft. clubhouse.
The following key dates of the project are as follows: * Bids submitted no later than October 15, 2014 * Winning Bidder contacted November 3, 2014 * Site work to begin November 7,2014 * Completion of project March 5,2016

3.11. Bidder Signature
The bidder signature shall be included with the Letter of Transmittal. The letter must be signed by an authorized individual able to bind the Company to all items in the Proposal including products, services, prices, etc. contained in the Proposal.
4. SPECIFICATIONS AND DRAWINGS
Jones Sports Inc. will provide to the Bidders, without charge, one set of the layout of the site project and specifications of water, sewer and electrical taps in the format requested by the bidder, in electronic or paper media.

The Bidder shall:
1. Check all drawings for accuracy
2. Notify Jones Sports Inc. if there are discrepancies
3. Reproduce and print contract drawings and specifications as needed.

Below is an example of what the field will look like after completion. There will be no seating and the parking lot will be smaller. There will be a 3000 sq. foot clubhouse on the other end of the playing field.

5. SPECIAL CONDITIONS
The winning construction company shall be responsible for all demolition of current buildings on site as well as any trees or shrubbery that need to be removed in order to complete construction. Winning bidder will also be responsible for disposal of any and all demolished materials on said work site as well as cleanup of any excess building materials as well as final cleanup after said project is completed.
6. GENERAL CONDITIONS AND CONTRACT AGREEMENTS
All proposals submitted to Jones Sports Inc. must be sealed and from qualified firms. Each company submitting a proposal must cover all the requirements as specified in this RFP package in order to be considered. Once received all proposals will be thoroughly evaluated to ensure that all requirements have been met. All proposals must be the original work of the company submitting the proposal. All bidders must submit two original copies of the proposal in a sealed envelope to the attention of the following below:

Name: Keith Jones, RFP Coordinator
Address:
5100 Verde Valley Ln
Dallas, TX, 75254
Telephone: 469-454-7602

Proposals will be received until 5:00 p.m., Central Standard Time October 15, 2014. Jones Sports Inc.is not responsible for lateness or non-delivery by the US Postal Service or any other carrier. The time and date recorded by the Company shall be the official time of receipt. Proposals may be modified or withdrawn by written notice or in person by the Company or its authorized representative, provided its identity is disclosed on the envelope containing the Proposal and such person signs a receipt for the Proposal, but only if the withdrawal is made prior to the submission deadline.
The information presented in the RFP is not to be construed as a commitment of any kind on the part of the Jones Sports Inc. Jones Sports Inc. reserves the right to decline any and all proposals for any reason or no reason without any liability being incurred. All Proposals shall be deemed final, no Proposal shall be subject to correction or amendment for any error or miscalculation. Proposals, prices, terms and conditions shall remain firm for a period of one hundred eighty (180) days from the due date for Proposals or until that time when the Jones Sports Inc. takes official action on the Proposals.
No Company shall engage in any activity or practice, by itself or with other Companies, the result of which may be to restrict or eliminate competition or otherwise restrain trade. Violation of this instruction will result in immediate rejection of the Company’s Proposal.

Appendix A

Acknowledgment Letter for bid no. ______

Provide Jones Sports Inc. with a proposal for a baseball practice field with a 3000 sq. foot clubhouse and a parking lot to accommodate 50 cars.

Attention: ___________________________ 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 e-mail are as follows.

Telephone ________________________________
Fax ________________________________
E-mail ________________________________

Designated
Officer ________________________________
Title ________________________________
Address ________________________________ ________________________________

Appendix B
Supplier/Bidder List Supplier/Bidder | Contact # | Turf Solutions Group | 309-691-4700 | Fields Incorporated | 678-710-8585 | HK Sports Fields | 866-407-7687 | | | | |

How I chose these potential suppliers:
I chose H&K Sports fields due to their feasibility analysis before the project begins. They also provide information on maintenance once the project is completed. I chose Turf Solutions Group due to their experience with building several different types of baseball, football and golf courses using different types of turf. I chose Fields Incorporated due to their experience dealing with NFL and MLB fields.

References:

Fields Incorporated. (n.d.). Baseball field construction. Retrieved November 23, 2014 from http://www.fields-inc.com/ (n.d.). Retrieved November 23, 2014 from http://www.fields-inc.com/

H&K Sports Fields. (n.d.). Baseball field construction. Retrieved November 23, 2014 from http://www.hksportsfields.com/ (n.d.). Retrieved November 23, 2014 from http://www.hksportsfields.com/

Turf Solutions Group. (n.d.). Baseball field construction. Retrieved November 23, 2014 from http://www.turfsolutionsgroup.com/ (n.d.). Retrieved November 23, 2014 from http://www.turfsolutionsgroup.com/

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