Page 1 of 4 REQUEST FOR PROPOSAL (RFP 05-19) PIRATES COVE TENNIS AND BASKET BALL COURTS REPLACEMENT 1. GENERAL The City of Folly Beach is seeking proposals from qualified firms for the removal and replacement of the deteriorated Tennis and Basket Ball Courts at the Pirates Cove Playground area, located at 506 East Erie Avenue, Folly Beach SC 29439. The request is being made and will be awarded pursuant to the City’s procurement ordinance. The City reserves the right to reject any and all proposals and to waive irregularities The scope of the work requires the contractor to provide all tools, labor, materials, equipment, and supervision necessary to perform the services as detailed in the scope of work. The purpose of this Request for Proposal (“RFP”) is to solicit proposals from various contractors, conduct a fair and extensive evaluation based on criteria listed herein, and select the candidate who can best meet the needs of the City. 2. SCOPE OF WORK The Scope of work for the project includes, but is not limited to, the following: • Removal of existing courts and fencing. • Engineer site drawings for courts using the existing footprint & layout. • Site preparation. • Installation of base material and asphalt in accordance with recommendations provided by S&ME Consulting Engineers, attachment 1. • Grading and court drainage infrastructure. • Tennis court net replacement. • 2ea basketball hoop replacement comparable to existing. • New vinyl coated perimeter fencing, mesh court screening, and access gates laid out to match existing. • All materials, equipment, supplies, furnishings, labor and supervision as necessary. • Application of two (2) color coatings. • Line Striping per the United States Tennis Association regulations for Tennis Courts and striping for Basketball court to match existing. 3. PROPOSAL PROCESS a. Bid packets can be picked up at the Municipal Clerk’s Office, 2nd Floor, 21 Center Street or can be requested from Katharine Eich by phone at 843-513-1833 or email at [email protected].
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REQUEST FOR PROPOSAL (RFP 05-19) PIRATES COVE TENNIS AND BASKET BALL COURTS REPLACEMENT
1. GENERAL
The City of Folly Beach is seeking proposals from qualified firms for the removal and replacement of the deteriorated Tennis and Basket Ball Courts at the Pirates Cove Playground area, located at 506 East Erie Avenue, Folly Beach SC 29439. The request is being made and will be awarded pursuant to the City’s procurement ordinance. The City reserves the right to reject any and all proposals and to waive irregularities The scope of the work requires the contractor to provide all tools, labor, materials, equipment, and supervision necessary to perform the services as detailed in the scope of work.
The purpose of this Request for Proposal (“RFP”) is to solicit proposals from various contractors, conduct a fair and extensive evaluation based on criteria listed herein, and select the candidate who can best meet the needs of the City.
2. SCOPE OF WORK
The Scope of work for the project includes, but is not limited to, the following:
• Removal of existing courts and fencing. • Engineer site drawings for courts using the existing footprint & layout. • Site preparation. • Installation of base material and asphalt in accordance with recommendations provided
by S&ME Consulting Engineers, attachment 1. • Grading and court drainage infrastructure. • Tennis court net replacement. • 2ea basketball hoop replacement comparable to existing. • New vinyl coated perimeter fencing, mesh court screening, and access gates laid out to
match existing. • All materials, equipment, supplies, furnishings, labor and supervision as necessary. • Application of two (2) color coatings. • Line Striping per the United States Tennis Association regulations for Tennis Courts and
striping for Basketball court to match existing.
3. PROPOSAL PROCESS
a. Bid packets can be picked up at the Municipal Clerk’s Office, 2nd Floor, 21 Center Street or can be requested from Katharine Eich by phone at 843-513-1833 or email at [email protected].
REQUEST FOR PROPOSAL (RFP 05-19) PIRATES COVE TENNIS AND BASKET BALL COURTS REPLACEMENT
b. Mandatory site visit will be conducted on January 24th, 2019 at 1:00pm, 506 East Erie Avenue. Bidders that do not attend the site visit and sign in on site visit sign in sheet will not be considered.
c. Questions shall be submitted via email to Eric Lutz, Director of Public Works, to: [email protected] no later than January 31st, 2019. Answers to questions will be put out by addendum which will be emailed to bidders no later than February 8th, 2019 and will be posted on the City’s website at www.cityoffollybeach.com
d. All sealed bids must be received in the Office of the Municipal Clerk no later than 2:00 p.m.
February 20th, 2019. Sealed proposals may be hand-delivered to the Municipal Clerk, Katharine Eich at 21 Center Street, 2nd Floor, or mailed to P.O. Box 48, Folly Beach, SC 29439, Attn: Katharine Eich, Municipal Clerk. Any proposals received after this date and time will be returned to the sender. All proposals must be signed by an official agent or representative of the company submitting the proposal. Proposals must be clearly labeled “RFP 05-19 –Pirates Cove Tennis and Basketball Courts Replacement 2019”
e. The proposals will be opened at 2:05 p.m. on February 20th, 2019. All submitters are invited
to be present or send a representative. Under the provisions of the Freedom of Information Act, all proposals, excluding pending legal actions will become public information.
f. Evaluation of proposals will be conducted from February 20th, 2019 through March 12th,
2019. The selection decision for the selected contractor will be by City Council resolution at a regularly scheduled Council Meeting on March 12th, 2019. The winning bidder will be notified after the City Council Meeting.
g. All contractual terms and conditions will be subject to review by the City of Folly Beach.
This will include scope, budget, schedule, and other necessary items pertaining to the contract. This request does not commit the City to the award of a contract, or to pay any costs incurred in the preparation of a response to this request.
4. BID REQUIREMENTS
a. Start date and estimated completion date. b. Estimated quantities and specifications for sub base and asphalt court surface. c. Material specifications for Color Coating, Fencing, tennis court net, basketball hoops
and goal posts. d. List of tasks that will be self-performed and those which will be subcontracted. e. List of subcontractors to be used on the project. f. Site protection plan to protect materials and minimize exposure of work area to the
public (for review by the Director of Public Works and the Director of Public Safety or designee).
g. Waste disposal plan in compliance with any and all SCDHEC requirements.
REQUEST FOR PROPOSAL (RFP 05-19) PIRATES COVE TENNIS AND BASKET BALL COURTS REPLACEMENT
h. Each company shall submit the following documents as applicable to be considered a responsive bidder:
i. Oath of Non-Collusion (form in bid packet) signed by a principal of the firm or an officer authorized to bind the corporation.
ii. Itemized bid cost sheet stating the amounts for materials, supplies, and labor. iii. Date contractor plans to begin the project. iv. Qualifications to meet the City’s objectives. This shall include state license, the
size of the business, office location from which the service is being performed, and a list of project personnel and equipment available.
v. Prior work performed, including names of prior and current clients and number of years operating in the field.
vi. Name and contact information for three professional references. vii. Indicate and list any pending legal actions.
viii. Provide current copy of IRS Form W9. ix. Outsourcing Statement: If your organization must outsource or subcontract any
work to meet the requirements contained herein, this must be clearly stated in the proposal. Costs should be all-inclusive to include any outsourced or subcontracted work. Any proposals that call for outsourcing or subcontracting work must include the name, description, and contact information for the organization being subcontracted.
i. The City of Folly Beach reserves the right to reject, in whole or in part, any bid submitted
which, in the judgment of the City of Folly Beach, would not be in its best interest. The City also reserves the right to waive minor deficiencies or reject any or all proposals.
5. OTHER REQUIREMENTS OF THE CONTRACTOR
If contract is awarded, contractor must be prepared to provide and agree to the following, at his or her own expense, prior to beginning work and at all times during performance of services: a. Professional Liability Insurance in the amount of $500,000 per claim. In no event shall
the deductible on any such policy of insurance exceed $25,000. b. Commercial General Liability Insurance on an occurrence basis in an amount equal
to $1,000,000 for each occurrence and must include the following coverages: (i) completed operations coverage, (ii) blanket contractual coverage, including both oral and written contracts, (iii) personal injury coverage.
c. Workers' Compensation Insurance in the amounts as follows: • Bodily Injury by accident, $500,000 each accident
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REQUEST FOR PROPOSAL (RFP 05-19) PIRATES COVE TENNIS AND BASKET BALL COURTS REPLACEMENT
• Bodily Injury by disease, $500,000 policy limit • Bodily Injury by disease, $500,000 each employee
d. Automobile Liability Insurance in the amount of $500,000. No endorsement limiting or excluding a required coverage is permitted.
e. Maintenance of state and local licenses necessary to operate a business in the City of Folly Beach. These costs are not to be paid in whole or in part by the City.
f. Indemnification and hold harmless documentation for any and all claims arising out of its performance of its duties under this contract.
g. Willful compliance with all applicable federal, state and local laws, ordinances and regulations.
h. The bidder selected will engage in a contractual agreement based on this proposal prior to any work being performed.
i. Any modifications to the contract shall be in writing and signed by both parties. j. Additional contract related questions should be directed via email to Eric Lutz, Director
The primary intent with regards to the procurement of these services is to obtain what the City would consider to be the best package of product and service. This includes overall proposal suitability, a clear and organized proposal, price competitiveness, quality, and timeliness of previous work performed. Bidders will further be evaluated on their experience, qualifications, and references.
REQUEST FOR PROPOSAL (RFP 05-19) PIRATES COVE TENNIS AND BASKET BALL COURTS REPLACEMENT
CITY OF FOLLY BEACH
Vendor Name:
Non-Collusion Oath Before me, the Undersigned, a Notary Public, for and in the County and State
aforesaid, personally appeared ____________________________________________and made oath that the
Bidder herein, his agents, servants, and/or employees, to be best of his/her knowledge and
belief, have not in any way colluded with anyone for and on behalf of the Bidder, or themselves,
to obtain information that would give the Bidder an unfair advantage over others, nor have
they colluded with anyone for and on behalf of the Bidder, or themselves, to gain any
favoritism in the award of the Contract herein.
Authorized Signature for Vendor
Sworn to and Subscribed before me
this day of , 2018
Notary Public in and for South Carolina My Commission Expires:
Geotechnical Exploration East Erie Avenue Tennis and Basketball Courts
Folly Beach, South Carolina S&ME Project No. 1413-18-134
PREPARED FOR:
City of Folly Beach 21 Center Street
Folly Beach, South Carolina 29439
PREPARED BY:
S&ME, Inc. 620 Wando Park Boulevard
Mount Pleasant, South Carolina 29464
December 20, 2018
S&ME, Inc. | 620 Wando Park Boulevard | Mount Pleasant, SC 29464 | p 843.884.0005 | www.smeinc.com
December 20, 2018
City of Folly Beach 21 Center Street Folly Beach, South Carolina 29439
Attention: Mr. Eric Lutz
Reference: Pavement Coring and Shallow Subsurface Exploration Report East Erie Avenue Tennis and Basketball Courts Folly Beach, South Carolina S&ME Project No. 1413-18-134
Dear Mr. Lutz:
We have completed our pavement coring and shallow subsurface exploration for the existing tennis and basketball courts on East Erie Avenue on Folly Beach, South Carolina. Our services were performed pursuant to S&ME proposal No. 14-1800699 dated November 30, 2018. The purpose of our geotechnical services was to core the existing tennis and basketball courts and explore the shallow subsurface conditions to help evaluate the near-surface soils, and provide our geotechnical recommendations for construction of new courts. This report presents our understanding of the project, the site and subsurface conditions encountered, and our conclusions and recommendations.
♦ Project Information We understand plans are underway to remove and replace the pavements of the existing tennis and basketball courts located between East Erie Avenue and East Hudson Avenue on Folly Beach. The existing courts have significant cracking and damage, and the new courts will be constructed in the same footprint of the existing courts. We assume the new courts will have a finished elevation to match the existing courts and grading will require little to no new fill.
This project information was provided by Mr. Eric Lutz of the City of Folly Beach during a telephone conversation with Mr. Kyle Murrell, P.E. of our firm on November 26, 2018.
♦ Methods of Exploration Our field exploration included a site reconnaissance by a geotechnical professional and the performance of three, 4-ft deep hand auger borings with dynamic cone penetrometer (DCP) testing performed at approximately 1-ft intervals within each boring.
Within the tennis and basketball courts, we extracted 4-in. diameter core samples of the surface and performed the hand-auger borings with DCP testing to evaluate the shallow subsurface conditions at three locations. After coring and prior to performing the hand-auger boring, we observed and photographed each core sample. Upon
Pavement Coring and Shallow Subsurface Exploration Report East Erie Avenue Tennis and Basketball Courts
Folly Beach, South Carolina S&ME Project No. 1413-18-134
December 20, 2018 2
completion of the borings, we backfilled the holes with the soil cuttings and patched the court surface with asphalt cold patch.
The test locations were established in the field by S&ME personnel by measuring distances and estimating right angles from existing site features. The approximate test locations are shown on the Test Location Plan in Figure 1 included in the Appendix. A more detailed description of our field testing procedures, Hand Auger Boring/DCP Logs, and photographs of site features and core samples are also included in the Appendix.
♦ Site and Subsurface Conditions
Site Conditions
The subject site is located between East Erie Avenue and East Hudson Avenue on Folly Beach, South Carolina. The site is currently developed with the existing basketball and tennis courts surrounded by a chain link fence and a parking lot to the south. The courts are bordered by East Hudson Avenue and parking to the north, a playground that runs along the south and east sides of the courts, East Erie Avenue and parking to the south, and an adjacent residential property to the west. A few, large oak trees are located relatively close to the north and south border of the courts within the parking areas.
Topographic information was not provided; however, at the time of our exploration the existing courts surface was relatively level. On the west boundary of the site of the existing courts, there appears to be a small drainage ditch. The site is generally level with the parking areas and playground to the north, east, and south.
Subsurface Conditions
Details of the subsurface conditions encountered by the hand-auger borings are shown on the logs in the Appendix. These logs represent our interpretation of the subsurface conditions based upon field data. Stratification lines on the logs represent approximate boundaries between soil behavior types1; however, the actual transition may be gradual. The general subsurface conditions and their pertinent characteristics are discussed in the following paragraphs.
The exploration initially encountered 1½ to 2½ in. of asphalt concrete underlain by 6 to 8 in. of aggregate base course within the existing tennis and basketball courts. The surface materials were underlain by fill consisting of relatively ‘clean’ sand (i.e. low percentage of silt and clay). Beneath the fill was a fabric separation barrier (i.e., silt fence) underlain by possible fill consisting of silty to slightly silty sand with varying amounts of shell fragments and roots. The silty sand extended to the deepest explored depth of approximately 4 ft. Table 1 summarizes the
1 Soil Behavior Type is calculated based on empirical correlations with tip resistance, sleeve friction, and pore pressure. A CPT
may define a soil based on its behavior as one type while its grain size and plasticity, the traditional basis for soil classification, may define it as a different type.
Pavement Coring and Shallow Subsurface Exploration Report East Erie Avenue Tennis and Basketball Courts
Folly Beach, South Carolina S&ME Project No. 1413-18-134
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thicknesses of the materials encountered within the existing tennis and basketball courts. Photos of the asphalt pavement cores and underlying exposed subgrade are included in the appendix.
Table 1 – Exploration Summary
Material / Soil Approximate Thickness (in.) B-1 B-2 B-3
Asphalt Concrete 2½ 1½ 2½
Aggregate Base Course 5½ 4½ 5
Sandy Fill 12 6 4½
Silty Sand (Possible Fill) 28 36 36 The DCP resistances throughout the aggregate base course layer, sandy fill layer, and uncontrolled fill layer ranged from 7 to over 20 blows per 1¾ in. increment. DCP resistances are presented on the Hand Auger Boring Logs in the Appendix.
Subsurface Water
Subsurface water was not encountered in the hand-auger borings. Subsurface water levels at the site will fluctuate during the year due to such things as seasonal, tidal, and climatic variations and the construction activity in the area.
♦ Conclusions and Recommendations The following presents our geotechnical recommendations for the proposed court reconstruction. The primary geotechnical considerations will be subgrade evaluation during construction. During review of this information, it should be kept in mind that subsurface conditions will vary between the test locations. These variable conditions can normally be handled by on-site engineering evaluation.
Existing Courts
The observed cracks were relatively long and primarily located within the northwest area near B-1, and along the midpoint of the courts in the north-south direction. Many large cracks throughout the courts shows signs of previous sealing and repairs. Our field work was performed during intermittent periods of rainfall, and numerous areas of ponded water were observed on the pavement surface in shallow depressions and low areas.
Our exploration of the near-surface soils did not reveal any conditions that would indicate the subgrade soils are contributing to the observed cracking. It is our opinion that the cracks in the asphalt are shrinkage cracks due to aging, normal weathering of the asphalt concrete, and thermal expansion and contraction. Depressed and low-lying areas may be the result of periods of wetting and drying of the underlying subgrade.
Pavement Coring and Shallow Subsurface Exploration Report East Erie Avenue Tennis and Basketball Courts
Folly Beach, South Carolina S&ME Project No. 1413-18-134
December 20, 2018 4
Drainage
The in-situ soils are sandy and should drain, but it will be important for the contractor to establish and maintain positive site drainage during construction to drain ponded water, lower the water levels, and handle rainfall runoff during construction. Existing ditches may be used. If sufficient fall is not available, ditches should be tied to sumps and pumped. Even during dry weather conditions, ditches and drainage improvements should be in place to handle any heavy rainfall that might occur during construction.
If unprepared and prepared subgrades will be exposed to prevailing weather conditions for relatively long periods of time during construction, it will be very important that the contractor maintains proper means and methods such as positive slopes, sealed surfaces, and ditching to prevent rainwater runoff from ponding on unprepared and prepared subgrades. Otherwise, soil conditions may deteriorate and require extensive drying and reworking or undercutting and replacement. These “good housekeeping” measures will be very important.
Site Preparation
Site preparation should begin with the demolition of existing pavements and removal of unsuitable surface materials. This should include clearing and grubbing of vegetation and roots, and undercutting unsuitable surface soils identified during demolition. Taproots should be completely removed from pavement areas and voids created should be cleaned and backfilled with well-compacted controlled fill.
Following stripping, the exposed subgrade should be evaluated by proofrolling with a heavily loaded tandem-axle dump truck or similar rubber-tired equipment under the observation of the Geotechnical Engineer. Areas that pump or rut excessively should be stabilized in place or undercut and replaced as recommended by the Geotechnical Engineer.
Subgrade Stabilization Measures
Subgrade stabilization will be dependent upon the depth of fill to be placed, prevailing weather conditions, and the condition of the subgrade at the time of construction. The stabilization measures used are best determined in the field at the time of construction with joint consultation between the Grading Contractor and the Geotechnical Engineer.
Our exploration encountered relatively well-compacted near-surface sands in the existing pavement areas. However, these soils may be disturbed during demolition and some undercutting and/or densification of these soils should be expected. Densification can be achieved by passing a smooth drum roller over the sandy near-surface materials. Because of the potential for shallow subsurface water, we recommend vibratory methods be used with caution. All undercutting should be observed by the Geotechnical Engineer to determine that all unsuitable materials are removed and to prevent removal of suitable materials.
Controlled Fill
Controlled fill material should be cohesionless soil containing no more than 15% fines (material passing the No. 200 sieve) by weight and having a maximum dry density of at least 100 pcf as determined by a laboratory modified Proctor compaction test (ASTM D 1557). The soil should be relatively free of organics, deleterious matter,
Pavement Coring and Shallow Subsurface Exploration Report East Erie Avenue Tennis and Basketball Courts
Folly Beach, South Carolina S&ME Project No. 1413-18-134
December 20, 2018 5
and elongated or flat particles susceptible to degradation. All fill should be placed in uniform lifts of 10 in. or less (loose measure) and compacted to at least 95% of the modified Proctor maximum dry density.
♦ Limitations This report has been prepared in accordance with generally accepted geotechnical engineering practice for specific application to this project. The conclusions and recommendations contained in this report are based upon applicable standards of our practice in this geographic area at the time this report was prepared. No other representation or warranty either express or implied, is made.
We relied on project information given to us to develop our conclusions and recommendations. If project information described in this report is not accurate, or if it changes during project development, we should be notified of the changes so that we can modify our recommendations based on this additional information if necessary.
Our conclusions and recommendations are based on limited data from a field exploration program. Subsurface conditions can vary widely between explored areas. Some variations may not become evident until construction. If conditions are encountered which appear different than those described in our report, we should be notified. This report should not be construed to represent subsurface conditions for the entire site.
Unless specifically noted otherwise, our field exploration program did not include an assessment of regulatory compliance, environmental conditions or pollutants or presence of any biological materials (mold, fungi, bacteria). If there is a concern about these items, other studies should be performed. S&ME can provide a proposal and perform these services if requested.
S&ME should be retained to review the final plans and specifications to confirm that earthwork, foundation, and other recommendations are properly interpreted and implemented. The recommendations in this report are contingent on S&ME’s review of final plans and specifications followed by our observation and monitoring of earthwork and foundation construction activities.
Pavement Coring and Shallow Subsurface Exploration Report East Erie Avenue Tennis and Basketball Courts
Folly Beach, South Carolina S&ME Project No. 1413-18-134
December 20, 2018 6
♦ Closure S&ME appreciates the opportunity to be of service on this project. If you have any questions concerning this report, please call.
Sincerely,
S&ME, Inc.
E. Lehe Fender, Jr., E.I.T. Kyle L. Murrell, P.E. Geotechnical Project Professional Senior Engineer ELF/KLM/mwl
Appendix
Figure 1 – Test Location Plan
Hand-Auger Boring / DCP Logs
Pavement Cores and Site Photos
Field Testing Procedures
SCALE:
DATE:
PROJECT NUMBER:
FIGURE NO.
1NOT TO SCALE
12/13/18
1413-18-134
East Erie Avenue Tennis and Basketball Courts
Folly Beach, South Carolina
Test Location Plan
NOTE:
This location plan was based on approximate measurements by S&ME personnel. Test locations are shown in
general arrangement only. Do not use for determination of distances or quantities.
N
B-2
B-1
B-3
Hand-Auger / DCP Test Location
LEGEND
ASPHALT = 2.5 INCHES
AGGREGATE BASE COURSE = 5.5 INCHES
FILL: SAND (SP)Very light brown, fine, moist
- - - Silt Fence
POSSIBLE FILL: SLIGHTLY SILTY SAND (SP-SM)Dark brown, fine, moist, few roots trace shell fragments
Boring terminated at 4 ft
20
9
11
9
HAND AUGER BORING LOG: B-1
DCP INDEX IS THE DEPTH (IN.) OF PENETRATION PER BLOW OF A 10.1 LBHAMMER FALLING 22.6 IN., DRIVING A 0.79 IN. O.D. 60 DEGREE CONE.
