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REQUEST FOR PROPOSAL
PROFESSIONAL SERVICES FOR
DESIGN AND CONSTRUCTION
OF SPLASH PAD
City of Canby
222 NE 2nd Avenue
Canby, Oregon 97013
PH. 503‐266‐0745
SUBMISSIONS DUE: MAY 31, 2019 BY 4:00 p.m.
City of Canby Requesting Maple Street Park Splash Pad Proposal
SCOPE OF WORK The City of Canby is issuing this Request for Proposal (RFP) for design and construction of a 2800 sq. ft. splash pad in Maple Street Park, located at 1300 N Maple Street in Canby, Oregon 97013.
This RFP invites companies to submit proposals describing a complete assembly of a splash pad from design to completion (installed) within the minimum criteria set by the City of Canby.
Background and Objectives: The residents of Canby desire a safe and healthy outdoor water recreation option for children. The City of Canby is in need of a splash pad to provide residents with the water related recreational opportunity they desire. Residents will be invited to review the three draft designs at one public meeting.
Purpose of Solicitation: The splash pad is a relatively low maintenance, environmentally friendly project that will be available to children of all abilities and financial means. Construction of a splash pad will provide a safe, colorful, and attractive playground facility for the residents and families in the area.
The proposed splash pad will be built in Maple Street Park. The total cost of the splash pad, design, equipment and all construction costs shall not exceed $250,000.
TENTATIVE SCHEDULE Request for Proposal: May 3, 2019 Pre Proposal Meeting: May 13, 2019 Proposal Deadline NO LATER THAN 4:00 PM PST: May 31st, 2019 Selected Firm Interviews: June 10‐12, 2019 Contract Award: June 18, 2019
PROCUREMENT PROCESS City’s Rights and Options
The City of Canby, at its sole discretion, reserves the following rights:
• Supplement, add to, delete from and change this RFP document;
• Determine which respondent, if any, shall be selected for negotiations;
• Reject any or all proposals or information received pursuant to this RFP;
• Cancel this RFP with or without the substitution of another RFP;
• Request additional data or information after the submittal date, if such data or information is considered pertinent, in the municipality’s sole view, to aid the review and selection process;
• Conduct investigations with respect to the qualifications and experience of each respondent;
• Take an action affecting the RFP or the services or facilities subject to this RFP that
would be in the best interests of the municipality;
• Require one or more respondents to supplement, clarify or provide additional
information in order for the city to evaluate the RFPs submitted;
• Waive any defect or technicality in any RFP received; and
• Reject any portion of any submittal and/or reject all submittals, to waive any
informalities or regularities in the submittals or to re‐advertise
City’s Responsibility
• Water, sewer, and electricity are available on site. • The city will provide a location and notice for one public meeting for
residents to review the three draft designs.
Expense of Submittal Preparation
This RFP is a public document. By responding to this RFP, respondents waive any challenges to the City’s decision in this regard. Notwithstanding the foregoing, respondents recognize and agree that the municipality will not be responsible or liable in any way for any losses that the respondent may suffer from the disclosure of information or materials to third parties.
Questions/Clarifications Request
No information or clarification of the meaning of any part of this RFP will be made orally to any respondent. Respondents must request such interpretation or clarification in writing from the City by email. The city will circulate to all other respondents the questions and answers.
Questions should be directed to: Rick Robinson, City Administrator 222 NE 2nd Avenue Canby, Oregon 97013. Email: [email protected]
All clarifications or addenda shall become part of this RFP.
MINIMUM CRITERIA
The client shall respect the criteria enumerated below for the ceiling cost of $250,000.
• Design a splash pad that shall be for use with City Water Supply and consider water
conservation in the design and operation.
• All features on the new splash pad must be “low flow” devices to minimize water
consumption.
• The design shall be appropriate for a public park which is open to a wide variety of
demographics, use abilities, cultural backgrounds and all age groups.
• Structures must be made of vandal resistant materials, and components should
have weather resistant powder coat color coating or other method to protect
from rusting and ultraviolet light.
• Flow rates, surface slope, and drainage must be designed to maximize park safety and
water conservation.
• All components must comply with all industry guidelines for public playgrounds, and
offer wheelchair accessibility.
• Attention will given to play surfaces, with preference to a non‐slip, long lasting
surface.
• Splash pad should be approximately 2800 s.f.
• Splash pad must be easy to maintain.
• Splash Pad must be designed to function without staff supervision.
• Desirable equipment may include: ground nozzles that spray up unexpectedly,
misting components, spray arches, overhead sprayers, water tower, etc.
• Identify equipment ratio with a suggested ratio of 2:1, ground to overhead.
• Design splash pad for use by 2 to 12 year olds.
• All features must incorporate anti climbing characteristics.
• The layout must ensure that there is no over spray beyond the boundaries of the
drainage surface.
• Start up, activation and shutdown winterization and training of city staff to be
provided and detailed.
• Two copies of maintenance data and operating instructions are required.
• Detail all applicable warranties for the splash pad and equipment.
ACCEPTABLE MATERIALS AND INSTALLATION REQUIREMENTS
Codes:
Meet or exceed the currently adopted version of all applicable codes, including but not limited to Oregon Environmental Health rules, Uniform Building Code (UBC), National Electric Code (NEC), International Plumbing Code (IPC), American Concrete Institute (ACI), American Society for Testing and Materials (ASTM), American Society of Mechanical Engineers (ASME), International Play Equipment Manufacturers Association (IPEMA), American National Standards Institute (ANSI)and Oregon Department of Human Services (DHS).
Water Spray Fixtures:
Provide spray fixtures from one manufacturer or assure compatibility of all fixtures, and controls in the park. Provide design of spray features and negotiate the construction of a comparable feature when, for example, a specific feature is either not desired by the City or is no longer readily available at the time of construction. Manufacturers or distributors of spray park equipment typically provide design services along with their products.
SPRAY PARK MECHANICAL SYSTEM:
PART 1 ‐ GENERAL
1.1 SUMMARY
A. Scope: Provide all material, labor, equipment and services necessary for design and
installation of a complete splash pad drain to waste mechanical system as specified
herein. The Work includes, but is not limited to:
1. Protection of existing utilities and structures;
2. Installation of the splash pad mechanical system, including return drain lines,
display systems, water make‐up plumbing and fixtures, manifolds, and
supports;
3. Furnish and install items to be attached to, or imbedded in, concrete work;
4. Tests;
5. Shop Drawings, Record Drawings, operation manuals, and submittals;
6. Balancing and adjustment of complete splash pad mechanical system;
7. Piping and Valve Identification;
8. Repair damage done to premises as a result of this installation and removal of all debris left by those engaged in this installation; and
9. All electrical connections for a complete operating system. 1.2 REFERENCES AND STANDARDS
The follow references and standards are hereby made a part of this Section and
Work shall conform to the applicable requirements therein except as otherwise
specified herein of shown on the Drawings.
A. Codes and Standards: Comply with provisions of the latest edition of the following:
1. International Building Code
2. International Plumbing Code
3. International Fire Code
4. International Electrical Code
5. Applicable rules and regulations of local and state codes.
B. Comply with the latest edition of applicable standards, including:
ANSI American National Standard Institute
ASME American Society of Mechanical Engineers
ASTM American Standards for Testing and Materials
ASSE American Society of Sanitary Engineers
AWWA American Water Works Association
CS&PS Commercial Standards and Product Standards
IAPMO International Association of Plumbing and Mechanical Officials
NBS National Bureau of Standards
NCPWB National Certified Pipe Welding Bureau
NFPA National Fire Protection Association
OSHA Occupational Safety & Health Administration
PDI Plumbing and Drainage Institute
UL Underwriter's Laboratory
C. Minimum Requirements: The requirements of authorities and listed standards
shall represent minimum acceptable work.
1.3 EXISTING DESCRIPTION
A. The city of Canby is looking for a contractor to design and install a drain to waste splash pad at Maple Street Park.
B. Water, electrical and sewer are available to the site.
1.4 WATER FEATURE PERFORMANCE DESCRIPTION
A. At system start‐up, a performance program is selected and the switches are turned
on for an automated function.
B. Provide personnel, including electrical, to operate and test systems performance.
Allow 1 day for initial testing.
C. For maintenance and winterizing, slope all pipes and conduits back to the equipment vault without traps or as noted otherwise. All low points of pipes in the equipment vault shall have drains.
1.5 QUALITY ASSURANCE
A. Contractor is solely responsible for quality control of the Work.
B. Installer: Firm with minimum 5 years of experience and with having completed 3 splash
pad projects of equal or greater scope than this project. The Contractor shall submit a
project and reference list of Cities, Architects, Landscape Architects, and Engineers
with a brief description of the projects and work involved.
C. Ordinances and Regulations: 1. All local, municipal and state laws, and rules and regulations governing or
relating to any portion of this work, are hereby incorporated into and made a
part of these Specifications and their provisions shall be carried out by the
Contractor. Anything contained in these Specifications shall not be construed to
conflict with any of the above rules and regulations or requirements of the same.
However, when these Specifications and Drawings call for or describe materials,
workmanship, or construction of a better quality, higher standard, or larger size
than is required by the above rules and regulations, the provisions of these
Specifications and Drawings shall take precedence. 1.6 WORK RESPONSIBILITIES
A. Resolve all conflicts with code requirements, site conditions, the work of other
trades, or other mechanical contractors.
B. Verify the location of all existing utilities prior to construction and protect from
damage.
C. Pay all costs incurred due to damage of existing utilities and other facilities.
D. Install pipe with necessary offsets and fittings to conform to the structure, avoid
obstructions and maintain required accessibility, and satisfy the requirements of
the governing codes and standards of good practice.
E. Provide complete functioning splash pad system.
1.7 SUBMITTALS
A. Submit product data and brochures for:
1. All specified materials; and
2. All materials proposed for substitution.
B. Record Drawings:
1. Record of Job Progress: Keep an accurate, dimensioned record of the as‐built
locations of all work.
2. Prepare and submit shop drawings as required with appropriate size and
scale, clearly showing all necessary details.
3. Final as‐built, reproducible drawings must be submitted prior to the final
acceptance and shall include the following:
a. All valves clearly marked and identified;
b. Position of all concealed piping accurately dimensioned both vertically and
horizontally;
c. Locations of all concealed pipe bends dimensioned from two reference;
d. All modifications from original fountain mechanical drawings clearly
indicated; and
e. Install tracer wire, minimum 14 gage, with all concealed pipe.
C. Operation and Maintenance Manual: Prepare and deliver to the City’s
Representative prior to acceptance of the Work, two hard‐cover, three ring
binders, each containing the following information:
1. Catalog and parts sheets on every material and equipment installed under this
Contract;
2. Index sheet stating Contractor's address and telephone number, and a list of
equipment with the name, address, and telephone number of the local
manufacturer's representatives; 3. Complete operating and maintenance instructions for all major equipment; and
4. Complete and dated warranties for all materials used. 1.8 PRODUCT DELIVERY, STORAGE AND HANDLING
A. All pipe and appurtenances shall be loaded for delivery in such a manner as to
avoid scratch or damage to the pipe or appurtenances.
B. Replacements: In the event of damage, immediately make all repairs and
replacements necessary to the approval of the City’s Representative. PART 2 ‐ PRODUCTS
2.1 SUMMARY
A. Use only new materials of brands and types, or approved equals.
B. Where practicable, the products of a single manufacturer for each type of material
or equipment shall be used throughout all work specified under this Section.
2.2 PIPING AND FITTINGS
A. Water make‐up system plumbing:
1. Pipe: Wrought copper, conforming to ANSI B16.22, and insulate with foam
insulation; 2. Fittings: Wrought copper, conforming to ANSI B16.22.
B. Fountain display system plumbing:
1. All splash pad pipes in equipment vault and in grade to be PVC schedule 80 pipe
and fittings or as noted type 1120 conforming to ASTM D‐1785;
2. Fittings: Schedule 80 PVC, conforming to ASTM D‐2466;
3. Solvent cement and primer for rigid PVC solvent‐weld pipe and fittings:
commercial quality, IAMPO approved, conforming to ASTM D‐2564; and
4. All drains to waste to be ABS, SCH 40, copper DWV or as noted.
PART 3 ‐ EXECUTION
3.1 SUMMARY.
A. Provide materials in sufficient quantities on the job site to complete work and to
accommodate minor unforeseen changes and additions in the scope of work.
B. Confirm that all electrical connections to the fountain equipment have been made
for a completely operating system.
3. 2 PIPING
A. Any section of pipe for which size is not shown or any intermediate section
erroneously shown obviously undersized shall be the same size as the largest line
connecting to it.
B. Thoroughly clean all pipe and maintain in such condition throughout construction.
Temporarily cap off plug ends of unprotected pipe.
C. No valve and no piece of equipment or trim shall support the weight of any
pipe.
D. Install piping free from traps and air pockets, and true to line and grade.
E. Provide 1/8" per foot fall, minimum in fountain return drain lines.
F. Water piping to the site shall have a minimum depth of two (2) feet. 3. 3 PIPE TESTING
A. All tests shall be performed in accordance with the Uniform Plumbing Code.
B. Test fountain system piping at pressure of 50 PSIG for four‐hour duration.
C. Furnish all labor and materials required to make tests, and perform testing in the presence of the City’s Representative.
D. Should any piece of equipment, apparatus, materials, or work fail in any of these tests,
immediately remove and replace with perfect material, and retest the portion of the work replaced.
3.4 VALVES
A. In general, locate valves in accessible locations with adequate clearance for easy
operation.
B. Provide all valves and cocks full pipe size unless indicated.
C. All valves (water and electrical) shall be installed with unions for ease of future
repair and/or replacement.
3.5 EQUIPMENT IDENTIFICATION
A. Identify each component.
B. Valves must have a brass identification tag secured to the valve with a brass chain. 3.6 CAST‐IN‐PLACE FOUNTAIN COMPONENTS
A. All cast‐in‐place fountain components are to be installed plumb, level, in
alignment with architectural features at the elevation shown on the
drawings, as applicable.
B. Any deviation in the location of cast‐in‐place components from those shown on the
drawings are to be approved by the City’s Representative prior to installation.
3.7 PENETRATION SEALS
A. Install in strict conformance with manufacturer's instructions.
3.8 FLUSHING
A. Flush fountain display system components with water to remove dirt and
debris.
B. Completely drain and wash all piping.
3.9 CLEAN‐UP
A. Prior to final acceptance, thoroughly clean all exposed portions of the fountain
mechanical installation, removing all labels and all traces of foreign substance, using
only a cleaning solution approved by the manufacturer of the system component,
and being careful to avoid all damage to finished surfaces. 3.11 GUARANTEE
A. Prior to final acceptance, furnish the City a written guarantee, that work has been
performed in accordance with the Drawings and Specifications, and to repair or
replace to the satisfaction of the City, any portion of the Work that fails within the
guarantee period after final acceptance, provided that such failure is due to defects in
materials or workmanship.
B. The guarantee period shall be one year from the date of final acceptance. Landscaping:
Reseed any disturbed areas with Celebration Perennial Rye to match existing surface. Top six inches (6") of finish grades and bottom of trench to two inches (2”) above conduits or pipes must be free of deleterious materials over 2" in size. Deleterious matter includes weeds, stones, stumps, roots, damaged soil, wire, plaster or similar objects that would be a hindrance to planting or maintenance. Planting soil must be uniform in texture, any soil amendments well distributed throughout the tilled depth, and the entire depth loose and friable. Moisture levels must be at a level that will not promote the formation of clods and excessive soil compaction during grading and backfilling of trenches.
Concrete: Provide minimum of 4” thick, 3,300‐psi compressive strength concrete over a 6” compacted ¾ minus crushed aggregate base or existing concrete slab. On all flat work provide tooled or saw‐cut crack control joints on a maximum of 9’ intervals in approximately square patterns or approved design; temperature control support with fiberglass or 10‐12 gauge mesh reinforcement; and finish with a durable slip‐resistant finish as approved by the City (steel trowel with broom finish, texture stamped, acid etched, etc.). The concrete slab will be constructed with a 2% slope towards the center drain.
If the design includes colored concrete, do not use paint. Pigments uniformly mixed into the concrete surface or concrete dyes are acceptable. Colored concrete must be muted or light tones only.
Drain to Waste System:
The spray park may not retain water of any depth.
Spare Parts:
Provide a boxed kit consisting of all the spare hardware parts that the manufacturer(s) of the spray fixtures and drain system consider will be needed for the first 10 years of operation, excluding short shelf‐life items such as lubricants, rubber o‐rings, treatment chemicals and consumable testing items. GENERAL CONDITIONS
Permits and Fees
The Contractor will be responsible for all permits required to complete this project, including but not limited to obtaining and paying for any required electrical, plumbing, mechanical and building permits.
Licensing
All Work is to be performed by Contractors properly licensed in the State of Oregon for that portion of the Work. If the Design‐Build Contractor is not an Oregon licensed design professional, it must be so disclosed in the Design‐Build Contractor’s proposal. The Oregon licensed design professional(s) who will provide design services shall be identified. An Engineer or Architect “of record” must be established per Oregon statutes. Plans and specifications requiring a specialized engineering seal shall be so provided.
Codes and Regulations
All work and materials shall be in full accordance with the applicable codes and regulations and any other legally constituted authorities having jurisdiction. Nothing in the specifications or drawings is to be constructed to permit work not conforming to any codes or regulations.
Changes
Changes in the installation to meet existing conditions shall be made at Contractor's expense unless such existing conditions were unforeseeable, in which case they will be compensated for at the approval of the City.
Installation Procedures
The work shall be installed in the most direct and workmanlike manner so that conflicts between the landscape planting, irrigation and other site features will be avoided. When Specifications, Drawings, or Details do not fully depict installation procedures, the installation shall be performed by first class methods accepted in the trade.
Quality Assurance
All work is to be installed by competent workmen experienced in the trade in a quality manner acceptable to the City. Provide at least one person who shall be present at all times during execution of any Work who shall be thoroughly familiar with the type of materials being installed and the best methods for their installation.
Protect Existing Trees and Facilities
Barriers:
Install and maintain a temporary barrier or fence to protect existing trees and walkways in the
immediate vicinity of the project, especially where mechanized equipment might otherwise damage such. Install protective fencing before physical development starts and keep in place until the City’s Representative authorizes their removal or a final certificate of occupancy is issued, whichever occurs first. Any tree damaged by construction operations must be reported immediately to the City’s Representative and replaced at contractors expense.
Storage Around Trees: No vehicles, equipment, building materials or debris storage of any kind will be allowed within drip line of existing trees that are to remain.
Disposal of Harmful Materials: No harmful liquid or chemical material will be dumped on site.
Pruning of Trees: Pruning of trees deemed necessary for the project will be per direction of the City’s representative, and will be performed by a professional arborist only at no additional cost to the City. Perform only that pruning which is unavoidable due to conflicts with proposed development.
Grade Changes No unnecessary grade changes may occur within the drip line of existing trees to remain.
Replacement of or Compensation for Trees Should the Contractor damage an existing protected tree beyond repair, the tree will be replaced with trees of the size and quantity outlined in the City of Canby Tree Planting and Maintenance Ordinance at no expense to the City.
Certification Furnish certified delivery slips, which list brand names for material used in the work. A list of materials used, together with typical certificates of each material, must be submitted to the City’s Representative prior to the final acceptance of the job.
Responsibility Each Contractor must keep the premises clean and free of excess materials and rubbish incidental to his Work.
Note all established grades, existing and new improvements, underground and overhead utilities, and structures before starting work and assume responsibility for damage to them.
It is mutually understood and agreed that the Department of Environmental Quality of the Oregon has enacted ordinances and regulations dealing with the prevention of environmental pollution and preservation of natural resources which ordinances and regulations affect the performance of this contract. The contractor must comply with all such applicable ordinances and regulations in the performance of this contract. In addition, contractor must comply with erosion control procedures put in place by the City’s erosion control officer.
Any work performed by the contractor outside the provisions of the contract must be approved in advance by the City, itemized by the contractor and billed to the City within ten working days of the performance of such work, regardless of the processing schedule of associated change orders
During the course of construction the Contractor must perform all required construction staking. If damaged by any cause, the Contractor must replace all required staking in a timely manner. The contractor is obligated to protect the construction staking until such time that neither the contractor nor the City have further need of the information thereon.
Provide, erect, and maintain barricades as required by regulatory agencies to protect occupants and workers. Contractor is responsible for construction site safety. The City’s Representative has no control over, and no responsibility for, construction safety on the jobsite.
Protect all Work and existing site features at all times. Contractor is responsible for repairs, restoration of established grades, replacement or compensation of any damage inflicted on existing structures, existing landscape, or other site features to a state equal to or better than that, which existed prior to the commencement of this contract. All repairs shall conform to the City of Canby City codes, regulations, planting and irrigation standards, and industry standards.
Work Schedule
Submit a work schedule to the City’s Representative at least 2 days prior to commencement of work. On the schedule, break the Work down by trade group or logical project components, showing a start and finish date, preferably by bar chart, in a schedule that predicts the Work to be completed within the contract allowable time.
Clean Up
Upon completion of work, remove all excess material, equipment and debris and leave the area in a neat and acceptable condition. Maintain all walks and paved areas free of litter and debris.
Warranty Defective Work Make good all defective work, materials, or equipment incorporated into the project as reasonably soon after it is detected during the course of the contract and prior to final payment.
Latent Defects Correct and remain liable for all latent defects resulting from causes other than fraud or gross mistakes that amount to fraud until the expiration of the Performance Bond, Warranty Bond, or warranty period, whichever expires last. Remain liable for all latent defects resulting from fraud or gross mistakes that amount to fraud regardless of when those latent defects may be discovered and regardless of whether such discovery occurs outside any applicable Performance Bond, Warranty Bond, or warranty period.
Warranties
The contractor warrants that all Work, including Changed Work, Additional Work, Incidental Work, On‐Site Work, and Extra Work, and Materials and Equipment incorporated into the Work, must meet the technical and performance specifications required under the Contract, from the date and for the period of time identified in each applicable Specification or elsewhere in the Contract. The Contractor shall be responsible for making good the Work and for all repairs of damage to other improvements, natural and artificial structures, systems, equipment, and vegetation caused by, or resulting in whole or in part from, defects in warranted Materials, Equipment, or workmanship. The Contractor shall be responsible for all costs associated with site cleanup and remediation caused by, or resulting in whole or in part from, defects in warranted Materials, Equipment, or workmanship. The warranty period includes the first full year of operation of the Spray Park, beginning with the date of issuance of Final Payment or partial acceptance for use by the City, whichever comes first. Work, materials, and equipment repaired or replaced under the warranty shall be further warranted for a period of one year following completion of said repairs or replacement. If a third repair or replacement of the same work, materials, or equipment under the warranty provisions becomes necessary, this constitutes a failure of the system design and shall require a re‐design and modification or reconstruction to eliminate the cause of repeated failure of that portion of the work. Perform all design and corrective work at no additional cost to the City and warrant the modified portion of the work for a full year following completion and acceptance of the final modification(s). This warranty provision shall survive expiration or termination of the Contract.
Meetings and Site Observation Pre‐Proposal Meeting A required pre‐proposal meeting will be held at the project site at 10:00 A.M., May 13, 2019. Staff will be available to answer questions.
Pre‐Construction Meeting Prior to commencing this contract on the site, the City’s Representative will call for an on‐site meeting of the prime contractor and all subcontractors involved to review the plans and work to be completed under the schedule of work, and review the terms of the contract such as required site observations visits and applicable specifications.
Site Observation Visits
The City’s Representative shall be notified by the Contractor one business day in advance of all site observation visits requested by the Contractor.
The Contractor shall be present at each site observation visit.
All Work that is to be viewed by the City’s Representative shall be ready and in place. The City’s Representative has the right to have corrections made to any or all of the Work that is not in full compliance with the specifications and the approved proposal.
Site observation visits by the City’s Representative are required for: 1. Pre‐construction meeting
2. Inspection of major components such as spray fixtures, drain systems, etc. prior to installation
3. Completion of rough grading 4. Prior to placing concrete in forms (reinforcing bars shall be in‐place) 5. Final Completion checklist
City’s Representative may comment and report on any other work being performed as part of any visit.
Additional site observation visits may be required by the City’s Representative at any time.
Contractor shall schedule and comply with all site visits or inspections required of any project permits (building, plumbing, mechanical, electrical, grading, erosion control, etc.)
Documents Furnished by Consultant All documents shall become, and remain, the property of the City. The Consultant shall furnish the following documents to the City:
1. Copies of completed plans and specifications as needed;
2. Itemized cost estimates as appropriate;
3. One copy of the quantity and design computations; and
4. Two copies of the scale drawings no smaller than 11 x 24 as well as an electronic copy.
Insurance Requirements The Consultant must show proof of insurance (workers compensation, automobile, and errors and omissions) as required by the City’s Personal Services Agreement, attached.
PROPOSAL SUBMISSION Respondents are requested to submit proposal in person to Rick Robinson, City Administrator, 222 NE 2nd Avenue Canby, Oregon 97013.
Proposals are due on Friday May 31, 2019 by 4:00 P.M. PST. The proposals will be reviewed by an Evaluation Team. After evaluation, the Evaluation Team may request in person interviews to be held June 10‐12, 2019.
PROPOSAL REQUIREMENTS General Information/Cover Letter Three (3) Alternative Site Layout Drawings Three Dimensional Perspective Drawings Materials/Type of Water Play Features List of Subcontractors Agreement to Bond Scope of Work Price Signed City of Canby Personal Services Agreement (attached) Signed Proposal Form (attached)
General Information/Cover Letter
A cover letter summarizing your proposal and recommended design. The letter shall name the person(s) authorized to represent the Consultant/firm in any negotiations and name of the person(s) authorized to sign any contract, which may result. The letter shall indicate insurances carried by the Consultant. An authorized representative of the Consultant/firm shall sign the proposal letter.
Site Layout Drawings and Equipment
The Proposal shall contain three (3) scaled layouts showing clearly all equipment, splash pad components, drains, drainage lines, services, electrical, chambers, model numbers etc. All warranties must be noted.
Three Dimensional Perspective Drawings
The proposal shall contain three (3), three dimensional, colored renderings, perspective drawings showing the splash pad, including rendition of each piece of equipment, showing water effect and size.
List of Sub‐Contractors A list of sub‐contractors proposed to be used by the Bidder to complete the work shall be included with the proposal.
Proposal Review, Evaluation, and Selection
An evaluation committee will review and rank the proposals. Proposers may be invited to participate in an in person interview with the evaluation committee. The committee will forward their recommendation to the City Council for project authorization. Evaluation criteria and maximum points are as follows:
Selection Criteria
Each proposal will be evaluated against the terms in the RFP and graded using the
following criteria:
1. Price (10%) 2. Experience (25%) 3. Equipment & Design (45%) 4. References (20%)
The City may reject any proposal found to be incomplete, unresponsive or not in compliance with the format requirements set forth in this RFP. A proposal may be determined to be unresponsive if any aspect is found to be unacceptable or contrary to the best interests of the municipality.
The City intends to select the most responsive respondent and to negotiate an Agreement. However, should the negotiation with the most responsive respondent not produce an acceptable contract arrangement, the municipality will request the next most responsive respondent to begin negotiations.
The city reserves the right to reject any and all responses to this RFP and is under no obligation to award a contract.
PROPOSAL FORM
The undersigned Contractor agrees to provide a splash pad proposal in accordance with the specifications. I/We have stated herein the proposal and fees that I/We will furnish and deliver as specified.
The City of Canby reserves the right to cancel any agreement in the event that terms of this agreement are violated.
Name of Contractor Signature of Authorized Representative (Person, Firm, Corp)
Address Name and Title (Please Print)
Address Date
Telephone Number E‐Mail Address
PERSONAL SERVICES AGREEMENT
THIS AGREEMENT is between the CITY OF CANBY (City) and (Contractor).
A. City requires services which Contractor is capable of providing, under terms and conditions hereinafter described.
B. Contractor is able and prepared to provide such services as City requires, under those terms and conditions set forth.
The Parties Agree a Follows:
1. Scope of Services. Contractor’s services under this Agreement are set forth in Exhibit “A”, attached hereto.
2. Contractor Identification. Contractor shall furnish to City its employer identification number as designated by the Internal Revenue Service, or Contractor’s Social Security Number, as City deems applicable. Contractor understands it is required to obtain a City of Canby Business License for conducting business in the City. Contractor agrees to obtain a Canby Business License prior to commencing work under this contract.
3. Compensation:
A. City agrees to pay Contractor according to the proposed rate schedule submitted with the Contractor’s proposal. See Exhibit “A” attached hereto. Contractor agrees that $ is the not to exceed price of this contract, without prior written approval from the City.
B. City agrees to pay Contractor within 30 days after receipt of Contractor’s itemized statement reporting completed work. Amounts disputed by the City may be withheld pending settlement.
C. City certifies that sufficient funds are available and authorized for expenditure to finance costs of the Agreement.
4. Contractor is Independent Contractor.
A. Contractor’s services shall be provided under the general supervision of the City Administrator. Contractor shall be an independent contractor for all purposes and shall be entitled to no compensation other than the compensation provided for under Paragraph #3 of this Agreement.
B. Contractor certifies that it is either a carrier-insured employer or a self-insured employer as provided in Chapter 656 of the Oregon Revised Statutes.
C. Contractor hereby represents that no employee of the City, or any
partnership or corporation in which a City Employee has an interest, will or has received any remuneration of any description from Contractor, either directly or indirectly, in connection with the letting or performance of this contract, except as specifically declared in writing.
5. Subcontractors and Assignment. Contractor shall neither subcontract any of the work, nor assign any rights acquired hereunder, without obtaining prior written approval from City. City, by this Agreement, incurs no liability to third persons for payment of any compensation provided herein to Contractor. Any subcontract between Contractor and subcontractor shall require the subcontractor to comply with all terms and conditions this agreement as well as applicable OSHA regulations and requirements.
6. Work is Property of City. All work performed by Contractor under this Agreement shall be the property of the City. City agrees that the Contractor may use its work in other assignments if all City of Canby data and references are removed.
7. Term.
A. This Agreement may be terminated by:
1. Mutual written consent of the parties.
2. Either party, upon thirty (30) days written notice to the other, delivered by certified mail or in person.
3. City, effective upon deliver of written notice to Contractor by certified mail, or in person, under any of the following:
a. If Contractor fails to provide services called for by this Agreement within the time specified or any extension thereof.
b. If Contractor fails to abide by the terms of this Agreement.
c. If services are no longer required.
8. Professional Standards. Contractor shall be responsible to the level of competency presently maintained by others practicing the same type of work in City’s community, for the professional and technical soundness, accuracy and adequacy of all work and materials furnished under this authorization. By entering into this agreement, contractor represents and warranties that they have complied with the tax laws of the State of Oregon and the City of Canby. Further, for the duration of this contract, Contractor promises to continue to comply with said State and local tax laws. Any failure to comply with tax laws will be considered a default of this contract and could result in the immediate termination of this agreement and/or other sought damages or other such relief
under applicable law.
9. Insurance. Insurance shall be maintained by the Contractor with the following limits:
A. For Comprehensive General Liability Insurance, Contractor shall provide a
Certificate of Insurance naming the City of Canby as an additional named insured
showing policy limits of not less than $2,000,000 Combined Single Limit for Bodily
Injury/Property Damage on an occurrence basis.
B. For Automobile Insurance, Contractor shall provide a Certificate of Insurance
naming the City of Canby as an additional named insured showing policy limits of not
less than $2,000,000 Combined Single Limit for Bodily Injury/Property Damage on an
occurrence basis for any vehicle used for City business or use otherwise related to this
contract.
C. For Professional Liability—errors and omissions—a $2,000,000 Combined Single
Limit for Bodily Injury/Property Damage limit. (Required for Architects, Appraisers,
Attorneys, Consultants, Engineers, Planners, Programmers, etc.). For purposes of
professional liability, Contractor shall provide proof of a Certificate of Insurance
naming the City of Canby as a Certificate Holder.
D. For Worker’s Compensation, Contractor shall provide a Certificate of Insurance
naming the City of Canby as a Certificate Holder showing Worker’s Compensation
Insurance with statutory limits of coverage.
Procuring of such required insurance at the above‐stated levels shall not be construed
to limit the Contractor’s liability hereunder. Notwithstanding said insurance,
Contractor shall be obligated for the total amount of any damage, injury, loss, or
related costs caused by or related to Contractor’s negligence or neglect connected
with this Agreement.
10. Legal Expense. In the event legal action is brought by City or Contractor against the other to enforce any of the obligations hereunder or arising out of any dispute concerning the terms and conditions hereby created, the losing party shall pay the prevailing party such reasonable amounts for attorneys fees, costs, and expenses as may be set by the court both at trial and all appeals there from.
11. Modifications. Any modification of the provisions of this Agreement shall be in writing
and signed by the parties.
12. Notices. Any notice, bills, invoices, reports, or other documents required by this
Agreement shall be sent by the parties by United States mail, postage paid,
electronically, faxed, or personally delivered to the address below. All notices shall be
in writing and shall be effective when delivered. If mailed, notices shall be deemed
effective forty‐eight (48) hours after mailing unless sooner received.
13. Entire Agreement. This Agreement contains the entire understanding of the
parties regarding the subject matter of this Agreement and supersedes all
prior and contemporaneous negotiations and agreements, whether written or
oral, between the parties with respect to the subject matter of this
Agreement.
14. Savings Clause. Should any provision of this Agreement be found to be in
conflict with any federal or Oregon state law, or final controlling decision of any
Court of competent jurisdiction, or ruling or decision of any controlling
administrative agency, all other provisions of this Agreement shall remain in full
force and effect.
CITY: Rick Robinson, City Administrator
City of Canby
PO Box 930
Canby, OR 97013
CONTRACTOR:
Please submit invoices to: Attn: Accounts Payable
City of Canby
PO Box 930
Canby, OR 97013
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed by their duly
appointed officers.
CONTRACTOR: CITY OF CANBY
By: By:
Date: Date:
Subcontractors will be used ___Yes ___No (If Yes, please complete List of Subcontractors
attached to this Agreement
Approved as to Form: Date:
_______________________
Joseph Lindsay, City Attorney
LIST OF SUBCONTRACTORS
As per Section 5 of the Personal Services Agreement, the following businesses will be subcontractors.
Subcontractors are required to have a City of Canby Business License prior to commencing work under
this contract.
Name of Business Address Phone __ CCB#_____
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The City hereby approves the above listed subcontractors.
___________________________ _____________________
City of Canby Date