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CITY OF WATERFORDCITY BID NO. 2013-05
REQUEST FOR PROPOSAL
LOOSE FILL RUBBER PLAYGROUNDSURFACING
Proposals Due June 20, 2013 @ 3:00PM
City of Waterford101 E Street / P.O. Box 199
Waterford, CA 95386(209) 874-2328
(209) 874-9656 Fax
June 3, 2013
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City of WaterfordRequest for Proposal
Loose Fill Rubber Playground Surfacing
Table of Contents
1. Invitation to Submit Proposals …………………………………………...….. 3
2. General Instructions …………………………………………………………. 3
3. Intent …………………………………………………………..……………… 3
4. Scope of Work ……………………………………………….……………….. 4
5. Selection Criteria …………………………………………………..………… 4
6. Materials Specifications …………..……………………………….………….. 4
7. Submittals ……………………..………….…………………………...……… 5
8. Quality Assurance – Test Results ………………………………...…………. 5
9. Delivery, Storage, and Handling ………………………………….………… 5
10. Payment ……………….………………..…………………………………….. 6
11. Interpretations …………………………..…………………………………….. 6
12. Bid Instructions …………………………..……………………..…………….. 6
13. Proposal Form ………………………………………………………..……….. 8
14. Additional Information ……………………………..………….…………….. 9
15. Explanations of Deviations …………………………………….…………….. 10
16. Notice of Award ………………………………………...……….…………….. 11
17. Attachment A – CalRecycle Form 168 ……………………………………….. 12
18. Attachment B – CalRecycle Form 74-G ………………………….………….. 14
19. Attachment C – CalRecycle Form 227-16 ………………………..………….. 16
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REQUEST FOR PROPOSALLOOSE FILL RUBBER PLAYGROUND SURFACING
INVITATION TO SUBMIT PROPOSALS
The City of Waterford seeks sealed proposals to provide approximately 300+/- cubicyards of Loose Fill Rubber Playground Surfacing. Proposal documents and specificationsare available at City Hall, 101 E Street, Waterford, Ca 95386 (209) 874-2328 or on ourwebsite at www.cityofwaterford.org
Sealed proposals will be received until 3:00pm on June 20, 2013 at the above address atwhich time they will be publicly opened and read aloud. Proposals received after thattime will not be accepted and will be returned to the proposer unopened. Sealed proposalsshould be clearly marked "SEALED Proposal # 2013-05: Loose Fill Rubber PlaygroundSurfacing”.
Interested parties may contact Public Works Director, Matt Erickson, at (209) 874-2328or by e-mail at [email protected] for additional information.
GENERAL INSTRUCTIONS
Proposals shall be in written form and must include, at a minimum, the informationrequested by the City. Additional pages may be attached to the proposal, as supplemental,but not as replacement pages. All proposals shall give all information requested therein,and shall be signed by the Contractor or an authorized representative(s) with legalauthority to bind the Contractor, with their address and contact information. Contractorsmust prepare and submit all required documents. Unauthorized conditions, omissions,limitations or provisos attached to a proposal will render the proposal non-responsive andmay cause its rejection.
It shall be the bidder's responsibility to carefully examine each item of the specification.Failure to offer a completed bid or failure to respond to each section will cause theproposal to be rejected without review as "non-responsive". All variances, exceptionsand/or deviations shall be fully described in the appropriate section. Deceit in respondingto the specification will be cause for rejection.
INTENT
The City of Waterford received an allocation from the Department of ResourcesRecycling and Recovery (CalRecycle) through the Tire Derived Product Grant Program.
It is the intent of this specification to provide for the purchase and delivery of loose Fillrubber playground surfacing material made up of 100% California Generated waste tires,which meets the requirements of this grant.
Further information can be found at:http://calrecycle.ca.gov/Tires/Grants/Product/default.htm.
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SCOPE OF WORK
This work includes furnishing and delivering 100% California Generated Waste TireRubber material as a loose fill for playground safety surfacing. The area to be coveredmeasures a total of 16,032sq.ft.
SELECTION CRITERIA
The award of a contract, if awarded, will be to the most responsive proposal, utilizing atotal cost concept which includes but is not limited to the purchase price, guarantees andwarrantees, geographical area of product distribution/manufacturing facility, and productavailability. The City of Waterford reserves the right to negotiate further with anyproposer to clarify items as listed here, in the specifications or on the proposalsthemselves.
The City will evaluate proposals based on selection criteria. Any proposal may berejected if it is conditional, incomplete, or contains irregularities. Minor or immaterialirregularities in a proposal may be waived in the City's sole discretion. Waiver of anirregularity shall in no way modify the Request for Proposals nor affect recommendationfor award of the Agreement. The criteria for the selection are listed in relative order ofimportance.
A. Responsiveness to proposal.
B. Ability of the Contractor to provide the outlined product and services.
C. Pricing and the ability of the contractor to meet the desired outcome for theamount allocated.
D. Ability of the Contractor to work within approved time frames.
In comparing proposals, consideration may not be confined to price only. The successfulbidder will be one whose product shall best serve the interests of this agency when price,product, safety, quality and delivery are considered.
MATERIAL SPECIFICATIONS
1. The Loose Fill rubber Playground Material must be rubber shredded or nuggetmaterial that is derived from recycled 100% California Generated waste tires. Nomaterial made from truck tire buffings may be included.
2. The Loose Fill rubber Playground Material must be guaranteed to be 99.9% freeof steel.
3. The Loose Fill rubber Playground Material must consist of rubber particlesranging in size from 3/8" to 1”.
4. The Loose Fill Rubber Playground Material shall be organically color blendedand tested for color retention.
5. The Loose Fill Rubber Surfacing Playground Material shall comply with allrequirements set forth in the Americans with Disabilities Act (ADA) and the
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American Standard Testing Methods (ASTM) and Consumer Products SafetyCommission (CPSC) for Playground Safety Surfaces.
SUBMITTALS
A. Manufacturer’s descriptive Material Safety Data Sheets.
B. Manufacturer’s Installation and Maintenance Guidelines.
C. Test results to substantiate that the product meets or exceeds all ASTM & ADArequirements for each standard listed in Quality Assurance – Test Results. Testresults must be performed and certified by an independent laboratory.
D. Sample specimen (small quart size baggie) of safety surface and color paletteavailable for this project. Color to be chosen by the owner during the submittal.
E. Completed and Signed CalRecycle Form 74G (Rev2/10) – Recycled – ContentCertification for CalRecycle Grant Programs.
F. Completed and Signed CalRecycle Form 168 (Rev 3/10) – Reliable ContractorDeclaration
G. Completed and Signed CalRecycle Form 227 (Rev 3/11) – Tire Derived Product(TDP) Certification.
QUALITY ASSURANCE – TEST RESULTS
1. Impact Attenuation
ASTM F 1292: Proposed surfacing material shall meet or exceed the performancerequirements of CPSC and ASTM F 1292 for a critical fall height of at least 12feet.
2. Accessibility
ASTM F 1951: All playground surfacing products must pass testing to ensurewheelchair access under and around playground equipment as required by theAmerican Disabilities Act.
3. Flammability
Rubber mulch is certified non-flammable, in accordance with the FederalHazardous Substance Act, 16 CFR 1500.44.
4. Warranty
Surfacing shall be guaranteed against color fading for a period of no less than five(5) years. Surfacing shall maintain required impact attenuation characteristics andbe guaranteed against defects in workmanship and material for a period of no lessthan five (5) years.
DELIVERY, STORAGE, AND HANDLING
1. Materials shall be delivered in bulk form and stored in accordance with themanufacturer’s recommendations. The Loose Fill rubber Playground surfacingwill be delivered to Beard Park, 540 C Street, Waterford CA 95386. Delivery
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shall be within 60 days from the bid award date, unless otherwise indicated on thebidder sheet.
PAYMENT
The vendor upon providing all materials, equipment and services detailed herein willrender invoice. No partial payments will be made, and the City will only schedulepayment upon acceptance of the materials.
INTERPRETATIONS
In order to be fair to all bidders, no oral interpretations will be given to any bidder as tothe meaning of the specification documents or any part thereof. Every request for such aconsideration shall be made in writing. Based upon such inquiry, the City may choose toissue an Addendum. Please direct all inquiries to:
Matt EricksonPublic Works [email protected](209) 874-4095
BID INSTRUCTIONS
1. The Public Works Director will receive sealed proposals for Loose Fill RubberPlayground Surfacing for the City of Waterford.
2. Proposals will be received until 3:00pm on June 20, 2013 at which time they willbe publicly opened and read aloud in the City Hall offices at 101 E Street,Waterford, CA 95386.
3. Proposals must be submitted in sealed envelopes addressed to the Public WorksDirector, City of Waterford, 101 E Street, Waterford, CA 95386 and are to beendorsed in the lower left hand corner as follows:
"SEALED PROPOSAL #2013-05Loose Fill Rubber Playground Surfacing”
4. Proposals must be submitted on the forms attached. An original and (1) one copyshall be submitted. The submitting party shall retain a duplicate of proposalforms.
5. Subject to the rights reserved to the City of Waterford in paragraph 6 below, thecontract shall be awarded to the lowest responsible, qualified party, provided thatfunds are available.
6. The City of Waterford reserves the right to waive technical defects in theproposal; to reject any proposals which do not conform to the terms andconditions described in the specifications; to reject all proposals and again inviteproposals; and waive informalities or irregularities in the proposal process.
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7. Proposals shall be submitted only on the prepared forms furnished for the specificproject. Any proposal showing an omission, alteration in form, additions notcalled for, and any conditional items, alternatives or bids irregularities of any kindcan be rejected. Any proposal received after the scheduled closing time for thereceipt of proposals will be returned to the submitter unopened.
8. In submitting this proposal, the parties agree to hold their offer open for 60 daysafter the actual proposal opening date.
9. Any proposal once deposited with the City of Waterford may only be withdrawnby letter of request, signed by the depositing party, and presented to the PublicWorks Director prior to the time of opening of any proposal for the project inquestion.
10. Proposals shall include all applicable taxes, permits, delivery fees, charges,product specifications, warrantees, guarantees, availability and any otherinformation that the party making the proposal feels will assist the city inassessing the total cost of the product and shall be priced F.O.B. City ofWaterford.
11. Any deviations from the specifications shall be identified and described.
12. Proposals may include brochures and specification sheets. Additional informationif any, is to be provided using the additional information sheet.
13. The parties hereto agree that the relationship of CONTRACTOR to the City isthat of an independent contractor and not an officer, employee, or agent of theCITY. It is further understood that the agents and employees of theCONTRACTOR, in the performance of this Agreement, are employees of theCONTRACTOR and not officers, employees or agents of the CITY.
14. The City of Waterford requires any vendor who receives business from the City toadhere to the Equal Opportunities in Employment guidelines as set forth withinFederal and State guidelines. By signing and submitting a proposal for thiscontract to the City, the vendor does certify, to adhere to said guidelines.
15. The City reserves the right to amend this RFP prior to the proposal due date. Allamendments and additional information will be posted on the City of Waterford’sOfficial City Web Site at www.cityofwaterford.org, Proposers should check thisweb page daily for new information.
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PROPOSAL FORMLoose Fill Rubber Playground Surfacing
# 2013-05
The undersigned, as bidder, declares to have carefully examined the Notice Inviting Bids,Bid Instructions, and Specifications filed for furnishing and delivering this material, andagrees to be fully informed regarding all of the conditions affecting the material to befurnished for the completion of the order, and that the information was secured bypersonal investigation and research and not from any estimate of a City engineer; and thatno claim will be made against the City by reason of estimates, test or representations ofany officer or agent of the City; and proposes and agrees if the proposal be accepted, tofurnish the City of Waterford the necessary material specified in the bid, in the mannerand time therein set forth. It has been noted the City of Waterford reserves the right toaccept all or part of this bid, to reject any or all bids, or to accept other than the lowestbid.
PROPOSAL OF __________________________________________________________(Company Name)
We, the undersigned, hereby agree to furnish Loose Fill Rubber Playground Surfacingoutlined in the City of Waterford Proposal # 2013-05 for the sum of:
$ ___________________________(Price includes 7.375% State Sales Tax and all applicable fees as outlined in #10)
SUBMITTED BY:
Company Name _______________________________________________
Address, City, State, Zip _______________________________________________
Phone Number/Fax Number _______________________________________________
Print Name _______________________________________________
Authorized Signature _______________________________________________
Date _______________________________________________
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CITY OF WATERFORDRequest For Proposal# 2013-05
ADDITIONAL INFORMATION
1. What is the availability of the safety surfacing?____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
2. Identify the closest Supplier/Dealer/Manufacturer for the offered surfacing.____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
3. List any other information about the surfacing you feel will help to better describe orexplain the product.____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
4. References: Provide the names and contact numbers of two local clients for whichyou provide or have provided similar type of products described herein.
Name: _______________________________________________________________
Contact ______________________________________ Phone __________________
Name: _______________________________________________________________
Contact ______________________________________ Phone __________________
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CITY OF WATERFORDPROPOSAL # 2013-05
EXPLANATIONS OF DEVIATIONS
CATEGORY DESCRIPTION
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NOTICE OF AWARD
Description of Work: Provide Loose Fill Rubber Playground Surfacing as outlined inBid # 2013-05.
To:
(Contractor)
(Address)
(City, State, Zip)
The City of Waterford, (Owner), represented by the undersigned has considered the proposalsubmitted by you for the above described work in response to its Notice to Contractors datedJune 3, 2013.
It appears that it is to the best interest of said Owner to accept your Proposal in the amount of:
(written description of contract amount)
( $______________________) you are hereby notified that your Proposal has been accepted.
If you fail to execute said contract and to furnish bonds and certificates within 10 calendar daysfrom the date of delivery of this Notice, said Owner will be entitled to consider all your rightsarising out of the Owner’s acceptance of your Proposal as abandoned and to award the workcovered by your Proposal to another, or to re-advertise the work or otherwise dispose thereof asthe Owner may see fit.
Dated this ________ day of __________________, 2013.
OWNER: City of Waterford ACCEPTANCE OF NOTICEReceipt of the above Notice of Award ishereby acknowledged
This ___ day of __________, 20__
By _______________________ By _________________________
Title: _____________________ Title: _________________________
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ATTACHMENT ACALRECYCLE 168
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ATTACHMENT BCALRECEYCLE 74-G
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ATTACHMENT CCALRECYCLE 227
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