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C
AGREEMENT FOR
Camelback Ranch Field Replacement and Renovations
City of Glendale Solicitation No. RFP 24-04
This Agreement for Camelback Ranch Field Replacement and Renovations Services ("Agreement") is effective and
entered into between CITY OF GLENDALE, an Arizona municipal corporation ("City"), and Athletic Applications
LLC, an Arizona limited liabitity corporation, authorized to do business in the State of Arizona, ("Contractor"), as of
the _____ day of ____________, 20 .
RECITALS
A.
City intends to undertake a project for the benefit of the public and with public funds that is more fully set
forth in Exhibit A, pursuant to Solicitation No. RFP 24-04 (the "Project");
B.
City desires to retain the services of Contractor to perform those specific duties and produce the specific
work as set forth in the Project attached hereto; and
C.
City and Contractor desire to memorialize their agreement with this document.
AGREEMENT
In consideration of the Recitals, which are confirmed as true and correct and incorporated by this reference, the
mutual promises and covenants contained in this Agreement, and other good and valuable consideration, City and
Contractor agree as follows:
1.
Key Personnel; Sub-contractors.
1.1
Services. Contractor will provide all services necessary to assure the Project is completed timely and
efficiently consistent with Project requirements, including, but not limited to, working in close
interaction and interfacing with City and its designated employees, and working closely with others,
including other contractors or consultants, retained by City.
1.2
Project Team.
a.
Project Manager.
(1)
Contractor will designate an employee as Project Manager with sufficient training,
knowledge, and experience to, in the City's option, complete the Project and handle
all aspects of the Project such that the work produced by Contractor is consistent
with applicable standards as detailed in this Agreement;
(2)
The City must approve the designated Project Manager; and
(3)
To assure the Project schedule is met, Project Manager may be required to devote
no less than a specific amount of time as set out in Exhibit A.
b.
Project Team.
(1)
The Project Manager and all other employees assigned to the project by Contractor
will comprise the "Project Team."
(2)
Project Manager will have responsibility for and will supervise all other employees
assigned to the Project by Contractor.
c.
Discharge, Reassign, Replacement.
(1)
Contractor acknowledges the Project Team is comprised of the same persons and
roles for each as may have been identified in the response to the Project's
solicitation.
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(2)
Contractor will not discharge, reassign or replace or diminish the responsibilities of
any of the employees assigned to the Project who have been approved by City
without City's prior written consent unless that person leaves the employment of
Contractor, in which event the substitute must first be approved in writing by City.
(3)
Contractor will change any of the members of the Project Team at the City's request
if an employee's performance does not equal or exceed the level of competence that
the City may reasonably expect of a person performing those duties or if the acts or
omissions of that person are detrimental to the development of the Project.
d.
Sub-contractors.
(1)
Contractor may engage specific technical contractor (each a "Sub-contractor") to
furnish certain service functions.
(2)
Contractor will remain fully responsible for Sub-contractor's services.
(3)
Sub-contractors must be approved by the City, unless the Sub-contractor was
previously mentioned in the response to the solicitation.
(4)
Contractor shall certify by letter that contracts with Sub-contractors have been
executed incorporating requirements and standards as set forth in this Agreement.
2.
Schedule. The services will be undertaken in a manner that ensures the Project is completed timely and
efficiently in accordance with the Project.
3.
Contractor’s Work.
3.1
Standard. Contractor must perform services in accordance with the standards of due diligence, care,
and quality prevailing among contractors having substantial experience with the successful furnishing
of services for projects that are equivalent in size, scope, quality, and other criteria under the Project
and identified in this Agreement.
3.2
Licensing. Contractor warrants that:
a.
Contractor and Sub-contractors will hold all appropriate and required licenses, registrations
and other approvals necessary for the lawful furnishing of services ("Approvals"); and
b.
Neither Contractor nor any Sub-contractor has been debarred or otherwise legally excluded
from contracting with any federal, state, or local governmental entity ("Debarment").
(1)
City is under no obligation to ascertain or confirm the existence or issuance of any
Approvals or Debarments or to examine Contractor's contracting ability.
(2)
Contractor must notify City immediately if any Approvals or Debarment changes
during the Agreement's duration and the failure of the Contractor to notify City as
required will constitute a material default under the Agreement.
3.3
Compliance. Services will be furnished in compliance with applicable federal, state, county and local
statutes, rules, regulations, ordinances, building codes, life safety codes, and other standards and
criteria designated by City.
Contractor must not discriminate against any employee or applicant for employment on the basis of
race, color, religion, sex, national origin, age, marital status, sexual orientation, gender identity or
expression, genetic characteristics, familial status, U.S. military veteran status or any
disability. Contractor will require any Sub-contractor to be bound to the same requirements as stated
within this section. Contractor, and on behalf of any subcontractors, warrants compliance with this
section.
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3.4
Coordination; Interaction.
a.
For projects that the City believes requires the coordination of various professional services,
Contractor will work in close consultation with City to proactively interact with any other
professionals retained by City on the Project ("Coordinating Project Professionals").
b.
Subject to any limitations expressly stated in the Project Budget, Contractor will meet to
review the Project, Schedule, Project Budget, and in-progress work with Coordinating
Project Professionals and City as often and for durations as City reasonably considers
necessary in order to ensure the timely work delivery and Project completion.
c.
For projects not involving Coordinating Project Professionals, Contractor will proactively
interact with any other contractors when directed by City to obtain or disseminate timely
information for the proper execution of the Project.
3.5
Work Product.
a.
Ownership. Upon receipt of payment for services furnished, Contractor grants to City, and
will cause its Sub-contractors to grant to the City, the exclusive ownership of and all
copyrights, if any, to evaluations, reports, drawings, specifications, project manuals, surveys,
estimates, reviews, minutes, all "architectural work" as defined in the United States Copyright
Act, 17 U.S.C § 101, et seq., and other intellectual work product as may be applicable ("Work
Product").
(1)
This grant is effective whether the Work Product is on paper (e.g., a "hard copy"),
in electronic format, or in some other form.
(2)
Contractor warrants, and agrees to indemnify, hold harmless and defend City for,
from and against any claim that any Work Product infringes on third-party
proprietary interests.
b.
Delivery. Contractor will deliver to City copies of the preliminary and completed Work
Product promptly as they are prepared.
c.
City Use.
(1)
City may reuse the Work Product at its sole discretion.
(2)
In the event the Work Product is used for another project without further
consultations with Contractor, the City agrees to indemnify and hold Contractor
harmless from any claim arising out of the Work Product.
(3)
In such case, City shall also remove any seal and title block from the Work Product.
4.
Compensation for the Project.
4.1
Compensation. Contractor's compensation for the Project, including those furnished by its Sub-
contractors will not exceed $2,950,000, as specifically detailed in Exhibit B (the "Compensation").
4.2
Change in Scope of Project. The Compensation may be equitably adjusted if the originally
contemplated scope of services as outlined in the Project is significantly modified.
a.
Adjustments to the Compensation require a written amendment to this Agreement and may
require City Council approval.
b.
Additional services which are outside the scope of the Project contained in this Agreement
may not be performed by the Contractor without prior written authorization from the City.
c.
Notwithstanding the incorporation of the Exhibits to this Agreement by reference, should
any conflict arise between the provisions of this Agreement and the provisions found in the
Exhibits and accompanying attachments, the provisions of this Agreement shall take priority
and govern the conduct of the parties.
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5.
Billings and Payment.
5.1
Applications.
a.
Contractor will submit monthly invoices (each, a "Payment Application") to City's Project
Manager and City will remit payments based upon the Payment Application as stated below.
b.
The period covered by each Payment Application will be one calendar month ending on the
last day of the month or as specified in the solicitation.
5.2
Payment.
a.
After a full and complete Payment Application is received, City will process and remit
payment within 30 days.
b.
Payment may be subject to or conditioned upon City's receipt of:
(1)
Completed work generated by Contractor and its Sub-contractors; and
(2)
Unconditional waivers and releases on final payment from Sub-contractors as City
may reasonably request to assure the Project will be free of claims arising from
required performances under this Agreement.
5.3
Review and Withholding. City's Project Manager will timely review and certify Payment Applications.
a.
If the Payment Application is rejected, the Project Manager will issue a written listing of the
items not approved for payment.
b.
City may withhold an amount sufficient to pay expenses that City reasonably expects to incur
in correcting the deficiency or deficiencies rejected for payment.
6.
Termination.
6.1
For Convenience. City may terminate this Agreement for convenience, without cause, by delivering
a written termination notice stating the Effective Termination date, which may not be less than 30
days following the date of delivery.
a.
Contractor will be equitably compensated for Goods or Services furnished prior to receipt
of the termination notice and for reasonable costs incurred.
b.
Contractor will also be similarly compensated for any approved effort expended and
approved costs incurred that are directly associated with project closeout and delivery of the
required items to the City.
6.2
For Cause. City may terminate this Agreement for cause if Contractor fails to cure any breach of this
Agreement within seven days after receipt of written notice specifying the breach.
a.
Contractor will not be entitled to further payment until after City has determined its damages.
If City's damages resulting from the breach, as determined by City, are less than the equitable
amount due but not paid Contractor for Service and Repair furnished, City will pay the
amount due to Contractor, less City's damages, in accordance with the provision of § 5.
b.
If City's direct damages exceed amounts otherwise due to Contractor, Contractor must pay
the difference to City immediately upon demand; however, Contractor will not be subject to
consequential damages of more than $1,000,000 or the amount of this Agreement, whichever
is greater.
7.
Conflict. Contractor acknowledges this Agreement is subject to A.R.S. § 38-511, which allows for
cancellation of this Agreement in the event any person who is significantly involved in initiating, negotiating,
securing, drafting, or creating the Agreement on City's behalf is also an employee, agent, or consultant of any
other party to this Agreement.
8.
Insurance.
8.1
Requirements. Contractor must obtain and maintain the following insurance ("Required Insurance"):
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a.
Contractor and Sub-contractors. Contractor, and each Sub-contractor performing work or
providing materials related to this Agreement must procure and maintain the insurance
coverages described below (collectively referred to herein as the "Contractor's Policies"),
until each Party's obligations under this Agreement are completed.
b.
General Liability.
(1)
Contractor must at all times relevant hereto carry a commercial general liability
policy with a combined single limit of at least $1,000,000 per occurrence and
$2,000,000 annual aggregate for each property damage and contractual property
damage.
(2)
Sub-contactors must at all times relevant hereto carry a general commercial liability
policy with a combined single limit of at least $1,000,000 per occurrence.
(3)
This commercial general liability insurance must include independent contractors'
liability, contractual liability, broad form property coverage, XCU hazards if
requested by the City, and a separation of insurance provision.
(4)
These limits may be met through a combination of primary and excess liability
coverage.
c.
Auto. A business auto policy providing a liability limit of at least $1,000,000 per accident for
Contractor and $1,000,000 per accident for Sub-contractors and covering owned, non-
owned and hired automobiles.
d.
Workers' Compensation and Employer's Liability. A workers' compensation and employer's
liability policy providing at least the minimum benefits required by Arizona law.
e.
Notice of Changes. Contractor's Policies must provide for not less than 30 days' advance
written notice to City Representative of:
(1)
Cancellation or termination of Contractor or Sub-contractor's Policies;
(2)
Reduction of the coverage limits of any of Contractor or and Sub-contractor's
Policies; and
(3)
Any other material modification of Contractor or Sub-contractor's Policies related
to this Agreement.
f.
Certificates of Insurance.
(1)
Within 10 business days after the execution of the Agreement, Contractor must
deliver to City Representative certificates of insurance for each of Contractor and
Sub-contractor's Policies, which will confirm the existence or issuance of Contractor
and Sub-contractor's Policies in accordance with the provisions of this section, and
copies of the endorsements of Contractor and Sub-contractor's Policies in
accordance with the provisions of this section.
(2)
City is and will be under no obligation either to ascertain or confirm the existence
or issuance of Contractor and Sub-contractor's Policies, or to examine Contractor
and Sub-contractor’s Policies, or to inform Contractor or Sub-contractor in the
event that any coverage does not comply with the requirements of this section.
(3)
Contractor's failure to secure and maintain Contractor Policies and to assure Sub-
contractor policies as required will constitute a material default under the
Agreement.
g.
Other Contractors or Vendors.
(1)
Other contractors or vendors that may be contracted with in connection with the
Project must procure and maintain insurance coverage as is appropriate to their
particular contract.
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(2)
This insurance coverage must comply with the requirements set forth above for
Contractor's Policies (e.g., the requirements pertaining to endorsements to name the
parties as additional insured parties and certificates of insurance).
h.
Policies. Except with respect to workers' compensation and employer's liability coverages,
City must be named and properly endorsed as additional insureds on all liability policies
required by this section.
(1)
The coverage extended to additional insureds must be primary and must not
contribute with any insurance or self insurance policies or programs maintained by
the additional insureds.
(2)
All insurance policies obtained pursuant to this section must be with companies
legally authorized to do business in the State of Arizona and reasonably acceptable
to all parties.
8.2
Sub-contractors.
a.
Contractor must also cause its Sub-contractors to obtain and maintain the Required
Insurance.
b.
City may consider waiving these insurance requirements for a specific Sub-contractor if City
is satisfied the amounts required are not commercially available to the Sub-contractor and
the insurance the Sub-contractor does have is appropriate for the Sub-contractor's work
under this Agreement.
c.
Contractor and Sub-contractors must provide to the City proof of the Required Insurance
whenever requested.
8.3
Indemnification.
a.
To the fullest extent permitted by law, Contractor must defend, indemnify, and hold
harmless City and its elected officials, officers, employees and agents (each, an "Indemnified
Party," collectively, the "Indemnified Parties"), for, from, and against any and all claims,
demands, actions, damages, judgments, settlements, personal injury (including sickness,
disease, death, and bodily harm), property damage (including loss of use), infringement,
governmental action and all other losses and expenses, including attorneys' fees and litigation
expenses (each, a "Demand or Expense"; collectively, "Demands or Expenses") asserted by
a third-party (i.e. a person or entity other than City or Contractor) and that arises out of or
results from the breach of this Agreement by the Contractor or the Contractor’s negligent
actions, errors or omissions (including any Sub-contractor or other person or firm employed
by Contractor), whether sustained before or after completion of the Project.
b.
This indemnity and hold harmless provision applies even if a Demand or Expense is in part
due to the Indemnified Party's negligence or breach of a responsibility under this Agreement,
but in that event, Contractor shall be liable only to the extent the Demand or Expense results
from the negligence or breach of a responsibility of Contractor or of any person or entity
for whom Contractor is responsible.
c.
Contractor is not required to indemnify any Indemnified Parties for, from, or against any
Demand or Expense resulting from the Indemnified Party's sole negligence or other fault
solely attributable to the Indemnified Party.
9.
E-verify, Records and Audits. To the extent applicable under A.R.S. § 41-4401, the Contractor warrants
their compliance and that of its subcontractors with all federal immigration laws and regulations that relate to
their employees and compliance with the E-verify requirements under A.R.S. § 23-214(A). The Contractor or
subcontractor’s breach of this warranty shall be deemed a material breach of the Agreement and may result
in the termination of the Agreement by the City under the terms of this Agreement. The City retains the legal
right to randomly inspect the papers and records of the other party to ensure that the other party is complying
with the above-mentioned warranty. The Contractor and subcontractor warrant to keep their respective
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papers and records open for random inspection during normal business hours by the other party. The parties
shall cooperate with the City’s random inspections, including granting the inspecting party entry rights onto
their respective properties to perform the random inspections and waiving their respective rights to keep such
papers and records confidential.
10.
No Boycott of Israel. To the extent A.R.S § 35-393 through § 35-393.03 are applicable, the parties hereby
certify that they are not currently engaged in, and agree for the duration of the Agreement to not engage in, a
boycott of goods or services from Israel, as that term is defined in A.R.S § 35-393.
11.
Uyghur Forced Labor Prevention Act (UFLPA). Contractor certifies that it does not currently, and during
the term of this Agreement, will not use:
a.
the forced labor of ethnic Uyghurs in the People’s Republic of China;
b.
any goods or services produced by the forced labor of ethnic Uyghurs in the People’s
Republic of China; and
c.
any contractors, subcontractors or suppliers that use the forced labor or any goods or
services produced by the forced labor of ethnic Uyghurs in the People’s Republic of China.
12.
Attestation of PCI Compliance. When applicable, the Contractor will provide the City annually with a
Payment Card Industry Data Security Standard (PCI DSS) attestation of compliance certificate signed by an
officer of Contractor with oversight responsibility.
13.
Notices.
13.1
A notice, request or other communication that is required or permitted under this Agreement (each
a "Notice") will be effective only if:
a.
The Notice is in writing; and
b.
Delivered in person or by overnight courier service (delivery charges prepaid), certified or
registered mail (return receipt requested); and
c.
Notice will be deemed to have been delivered to the person to whom it is addressed as of
the date of receipt, if:
(1)
Received on a business day, or before 5:00 p.m., at the address for Notices identified
for the Party in this Agreement by U.S. Mail, hand delivery, or overnight courier
service on or before 5:00 p.m.; or
(2)
As of the next business day after receipt, if received after 5:00 p.m.
d.
The burden of proof of the place and time of delivery is upon the Party giving the Notice;
and
e.
Digitalized signatures and copies of signatures will have the same effect as original signatures.
13.2
Representatives.
a.
Contractor. Contractor's representative (the "Contractor's Representative") authorized to
act on Contractor's behalf with respect to the Project, and his or her address for Notice
delivery is:
Athletic Applications LLC
c/o Andy Hebrand
5058 N. 148th Ave.
Litchfield Park, AZ 85340
b.
City. City's representative ("City's Representative") authorized to act on City's behalf, and
his or her address for Notice delivery is:
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City of Glendale
c/o Kim Mackert, Administrator, Financial Programs
Field Operations
6210 W. Myrtle Ave.
Glendale, Arizona 85301
(623) 930-2635
With required copy to:
City Manager
City Attorney
City of Glendale
City of Glendale
5850 West Glendale Avenue
5850 West Glendale Avenue
Glendale, Arizona 85301
Glendale, Arizona 85301
c.
Concurrent Notices.
(1)
All notices to City's representative must be given concurrently to City Manager and
City Attorney.
(2)
A notice will not be deemed to have been received by City's representative until the
time that it has also been received by City Manager and City Attorney.
(3)
City may appoint one or more designees for the purpose of receiving notice by
delivery of a written notice to Contractor identifying the designee(s) and their
respective addresses for notices.
d.
Changes. Contractor or City may change its representative or information on Notice, by
giving Notice of the change in accordance with this section at least ten days prior to the
change.
14.
Financing Assignment. City may assign this Agreement to any City-affiliated entity, including a non-profit
corporation or other entity whose primary purpose is to own or manage the Project.
15.
Entire Agreement; Survival; Counterparts; Signatures.
15.1
Integration. This Agreement contains, except as stated below, the entire agreement between City
and Contractor and supersedes all prior conversations and negotiations between the parties regarding
the Project or this Agreement.
a.
Neither Party has made any representations, warranties or agreements as to any matters
concerning the Agreement's subject matter.
b.
Representations, statements, conditions, or warranties not contained in this Agreement will
not be binding on the parties.
c.
The solicitation, any addendums and the response submitted by the Contractor are
incorporated into this Agreement as if attached hereto. Any Contractor response modifies
the original solicitation as stated. Inconsistencies between the solicitation, any addendums
and the response or any excerpts attached as Exhibit A and this Agreement will be resolved
by the terms and conditions stated in this Agreement.
15.2
Interpretation.
a.
The parties fairly negotiated the Agreement's provisions to the extent they believed necessary
and with the legal representation they deemed appropriate.
b.
The parties are of equal bargaining position and this Agreement must be construed equally
between the parties without consideration of which of the parties may have drafted this
Agreement.
c.
The Agreement will be interpreted in accordance with the laws of the State of Arizona.
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15.3
Survival. Except as specifically provided otherwise in this Agreement, each warranty, representation,
indemnification and hold harmless provision, insurance requirement, and every other right, remedy
and responsibility of a Party, will survive completion of the Project, or the earlier termination of this
Agreement.
15.4
Amendment. No amendment to this Agreement will be binding unless in writing and executed by
the parties. Any amendment may be subject to City Council approval. Electronic signature blocks
do not constitute execution.
15.5
Remedies. All rights and remedies provided in this Agreement are cumulative and the exercise of
any one or more right or remedy will not affect any other rights or remedies under this Agreement
or applicable law.
15.6
Severability. If any provision of this Agreement is voided or found unenforceable, that determination
will not affect the validity of the other provisions, and the voided or unenforceable provision will be
deemed reformed to conform to applicable law.
15.7
Counterparts. This Agreement may be executed in counterparts, and all counterparts will together
comprise one instrument.
16.
Term.
16.1
Extensions. The term of this Agreement commences upon the effective date and continues for a one
(1)-year initial period. The City may, at its option and with the approval of the Contractor, extend
the term of this Agreement an additional four (4) years, on an annual basis. Contractor will be notified
in writing by the City of its intent to extend the Agreement period at least thirty (30) calendar days
prior to the expiration of the original or any extension period. Price adjustments will only be reviewed
prior to the extension period and any such price adjustment will be a determining factor for any
renewal. There are no automatic extensions or renewals of this Agreement.
16.2
Extension for Procurement Process. Upon the expiration of the Term of this Agreement, including
the initial term and any renewals, at the City’s sole discretion, this Agreement may be extended on a
month-to-month basis for a maximum of six (6) months to allow for the City to complete its
procurement process to select a vendor to provide the services/materials similar to those provided
under this Agreement. The City will notify the Contractor in writing of its intent to extend the
Agreement at least thirty (30) calendar days prior to the expiration of the Term. Any extension
provided under this subsection will continue under the same terms and conditions as in effect
immediately prior to the expiration of the then-current term.
17.
Dispute Resolution. Any controversy or claim arising out of or relating to this contract, or the breach
thereof, shall be settled by arbitration administered according to the American Arbitration Association’s
Commercial Arbitration Rules, and judgment on the award rendered by the arbitrator may be entered in any
court having jurisdiction thereof.
18.
Cooperative Use of Contract. This agreement may be extended for use by other governmental agencies
and political subdivisions of the State. Any such usage by other entities must be in accord with the ordinances,
charter, rules and regulations of the respective entity and the approval of the Contractor and City. For a list
of SAVE members, click on the following link: http://www.mesaaz.gov/business/purchasing/save
19.
Exhibits. The following exhibits, with reference to the term in which they are first referenced, are
incorporated by this reference.
Exhibit A
Project
Exhibit B
Compensation
(Signatures appear on the following page.)
EXHIBIT A
Camelback Ranch Field Replacement and Renovations
PROJECT
Athletic Applications LLC shall provide Camelback Ranch Stadium field replacement and renovation services as
needed per attached RFP 24-04.
SOLICITATION NUMBER:
ONLINE BID NUMBER:
TITLE:
PUBLISHED DATE:
SITE VISIT:
PRE-OFFER CONFERENCE:
OFFER DUE:
CONTACT:
CITY OF GLENDALE
PROCUREMENT DIVISION
REQUEST FOR PROPOSAL
RFP 24-04
42400015
Camelback Ranch Field Replacement and Renovations
Friday September 15, 2023 (VSS)
AZ Republic Legal Ad 9/27/2023
October 3, 2023, Between 9 AM – 11 AM (See page 14)
Offerors are strongly encouraged to conduct site visit/s
October 3 ,2023, 11:00 AM Local Time
10710 W. Camelback Road Phoenix, AZ 85037
Attendance is NOT required
October 12, 2023, 2:00 PM Local Time
Offer Submission Through Vendor Self-Service (VSS) Online Bid
System.
NOTE: This is a sealed proposal process requiring proposals to be
submitted before the date/time shown above. If errors occur when
submitting through VSS, email or call using contact information below.
Cyndi Hawk, Procurement Officer
Purchasing-Procurement Division
623-930-2866
chawk@glendaleaz.com
Proposals shall be opened using the City’s electronic bidding system on the specified due time
and date identified herein. All information contained in the proposals shall be confidential to
avoid disclosure of contents prejudicial to competing Offerors.
OFFERORS ARE STRONGLY ENCOURAGED TO CAREFULLY READ THE ENTIRE SOLICITATION
The Vendor Self-Service - Vendor Registration Guide provides detailed instructions for registration
for both new and existing vendors.
City of Glendale
Solicitation Number: RFP 24-04/ 42400015
Camelback Ranch Field Replacement and
Renovations
CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301
2
rev.
12.11.2020
Table of Contents:
RFP Package
1.
INTRODUCTION ........................................................................................................................................... 3
2.
OBJECTIVES .................................................................................................................................................. 3
3.
SCOPE OF WORK ......................................................................................................................................... 4
4.
SUBMISSION CHECKLIST ....................................................................................................................... 12
5.
SUBMISSION REQUIREMENTS .............................................................................................................. 13
6.
EXHIBIT 1: SPECIAL NOTICES ............................................................................................................... 14
7.
EXHIBIT 2: SPECIAL TERMS AND CONDITIONS ............................................................................... 18
EXHIBIT 3 – Vegetative Waste Complance
EXHIBIT 4 – Sample Service Agreement
EXHIBIT 5 – Insurance Requirements
Required Submittal Documents
1. Response Workbook – To be completed by Offeror and submitted as their response.
2. Pricing Workbook – To be completed by Offeror and submitted as their response.
City of Glendale
Solicitation Number: RFP 24-04/ 42400015
Camelback Ranch Field Replacement and
Renovations
CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301
3
rev.
12.11.2020
1. INTRODUCTION
A state-of-the-art baseball facility like no other, Camelback Ranch-Glendale celebrates its
sixteenth season as Spring Training home of the Chicago White Sox and Los Angeles
Dodgers in 2024. Located on 141 acres at Ballpark Blvd. and Camelback Road, this
Sonoran Desert-inspired facility offers baseball fans more than top-quality playing fields
and facilities; the site also features picturesque walking trails, landscaped grounds, citrus
groves, and extensive water features.
The first-rate baseball complex includes more than 118,000 square feet of Major and Minor
League clubhouse space, 13 full baseball fields and three half-fields. One of the largest
facilities in the Cactus League, Camelback Ranch-Glendale's main stadium boasts a
capacity of 13,000, which includes 3,000 lawn seats, 12 luxury suites and a party deck.
Prior to the 2018 season, the complex added two 100-foot shade structures on the first
base concourse and a state-of-the-art 30' x 50' Daktronics videoboard
Year-Round Baseball Action
While Spring Training receives the bulk of the headlines, both the White Sox and Dodgers
maintain robust player development and rehabilitation operations in Glendale throughout
each calendar year.
Our year-round schedule of Major and Minor League baseball action:
•
Spring Training: February - March
•
Extended Spring Training: April - June
•
Arizona Summer League: Late June - Early September
•
Instructional League: Late September - Early October
•
Arizona Fall League: Early October - Mid November
2. OBJECTIVES
The City of Glendale Is seeking a qualified contractor in sports field installation/ renovation
for the renovation of professional baseball fields at the Camelback Ranch Stadium. It is the
intent of the City of Glendale to award this contract for a multi-year term renewable on an
annual basis for the purpose of renovating sports fields located at the Camelback Ranch
Stadium over the term of the contract. The funding in subsequent years ls subject to the
City Annual Budget. The proposed project schedule is also subject to change due to field
conditions and other City priorities.
City of Glendale
Solicitation Number: RFP 24-04/ 42400015
Camelback Ranch Field Replacement and
Renovations
CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301
4
rev.
12.11.2020
3. SCOPE OF WORK
Year One – First Project begin following 2024 Spring Training, exact date to be
confirmed
Subsequent years projects will be similar in nature and requested for pricing in or about
May of each year thereafter. Project dates for each subsequent year will be determined
during the spring and will be based on which fields are being renovated and the summer
schedule. The general time frame to complete the renovations will be 45-60 days.
3.1 Turf/ Organic Material Removal-
a) Remove and dispose of approximately 103,000 sq. ft of turf and organic
material to a depth of 2.5” in Outfield, 3” in infield and sideline areas of
Camelback Ranch Stadium Field. Removal using a Campey Imants Koro Field
Topmaker (alternative machine for removal needs to be approved)
b) Remove and dispose of approximately 8,000 sq. ft of turf and organic material
to a depth of 3” on Sox half field infield. Remove and dispose of approximately
12,000 sq. ft of turf and organic material to match the final grade of infield on
sideline and back arc of Sox half field. Removal using a Campey Imants Koro
Field Topmaker (alternative machine for removal needs to be approved)
c) All materials to be disposed off-site with staging areas restored to original
condition. There will be no charge to dispose of the green waste materials
directly from the fields (approximately 123,000 sq ft) at the Glendale Landfill.
If any other material is included, the regular disposal rate will apply
d) Exact measurements to be confirmed by contractor
3.2 Grade Preparation-Stadium and half field infield
a) Remove and dispose of contaminated infield and mound edges to a depth of 8”
following field layout measurements. Remove and dispose of any contaminated
root zone along warning track edges. Any disruption to dirt areas shall be
repaired with materials designated by on-site CST personnel.
b) Evenly add and rough grade sand to bring cavity depth up to proper grade
(approximately 1.5” below current grade) using USGA specified sand
compatible with remaining root zone profile. Diagnostic testing results of root
zone and new sand shall be submitted for approval.
c) Evenly broadcast 50-100 lbs./ 1000 sq. ft. of STS Huma Rich after rough grade
but prior to tilling based on diagnostic testing results.
d) Reverse tine till using a Blecevator (alternative machine needs to be approved
by CST) to a depth of 4-6” following the addition of new sand ensuring there is
not an encrustment of original sand cavity.
e) Compact and laser grade the entire turf area to proper specification. Thorough
compaction and care for infield, warning track edges; and around irrigation
heads and valve boxes needs to be accounted for to eliminate settling.
City of Glendale
Solicitation Number: RFP 24-04/ 42400015
Camelback Ranch Field Replacement and
Renovations
CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301
5
rev.
12.11.2020
f) Apply Calcium product prior to re-grassing at rate determined by nutrient
analysis report. Exact product and rate to be determined by CST
Superintendent.
g) Final grade to be approved by CST superintendent.
3.3 Grade Preparation-half field sidelines and arc
a) Remove existing turf, organic material, and native soil to match final infield
grade.
b) Remove and dispose of any contaminated root zone along edges.
c) Scarify native soil base, laser grade and compact for re-grassing.
3.4 Clay Areas and Warning Track-
a) Remove excess material to allow dirt areas to meet final grade.
b) Add 90 tons of Duraedge professional infield material to Stadium (alternative
material needs to be approved by CST.) Till infield, baseline, and home plate
clay areas with Rotadairon to a minimum depth of 4”. Laser grade to match
new sod level.
c) Remove stadium warning track material including bullpens to a depth of 2”
below final grade. Add 2” cap of Hilltopper warning track, laser grade and
compact to final grade. Topdress warning track with ¼” of Hilltopper
conditioner ensuring unform coverage.
d) Remove excess warning track and infield material from half field. Grade to
match new sod level.
e) Set home plate and pitching rubber height to MLB specification to match new
field level.
f) Rebuild CST- Stadium Field and half field mound and batters’ boxes to MLB
specification with minimum 4-6” base of Pro’s Choice Pro Mound. Outer 1’ ring
of mounds constructed of infield material.
g) Add 2 tons per field of Pro’s Choice Select after clay areas have been graded.
h) Set base anchors to MLB Specifications.
3.5 Irrigation System-
a) Contractor should remove, cap, and mark all irrigation heads, valve boxes, and
piping prior to rootzone preparation. All irrigation heads and valve boxes need
to be installed, readjusted, and marked prior to re-grassing. Contractor
assumes all responsibility for damage to irrigation system and its components.
All components shall follow the requirements of reclaimed water in use.
b) Existing heads to be left on-site under working condition.
c) Replace field couplers-(10) 1 ½” Brass Ball Valves with 1 ¼” domestic
aluminum male cam locks. Replace stadium bullpen couplers (2) 1” Brass Ball
Valves with 1 ¼” domestic aluminum male cam locks. Install stainless steel
City of Glendale
Solicitation Number: RFP 24-04/ 42400015
Camelback Ranch Field Replacement and
Renovations
CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301
6
rev.
12.11.2020
bushings from ball valves to cam locks. Thread sealant and teflon tape to be
used on all ball valve and valve connections. Field couplers shall be in large
valve boxes with geotextile barrier to root zone and are to be set to sod grade,
install padded turf to outfield drain caps and valve box lids.
d) Replace manifold shut off valves with 3” butterfly valves. Add 1” brass ball
valves with 1” Crispen air-relief valves at end of each stadium manifold. Add 2”
ball valve to end of stadium and half field manifolds for flush outs.
e) Replace total of 20 irrigation valves (13-2” valves in 2 stadium manifolds; 4-1
1/2” valves in 2 manifolds on half field with Hunter ICVs). Replace 3-1” valves
including 1” ball valves, unions, filter, and pressure regulators in half field
manifold. Replace 4- 1 ½” ball valves for field couplers within manifolds. Add
2” ball valve to end of 3rd base manifold on half field. Brass single handle shut-
off ball valves with stainless steel handles to be installed on the lines before
valves. All valves are to be installed in large reclaim valve boxes with geotextile
fabric barrier. Class 200 reclaimed pipe on mainline and lateral lines,
schedule 80 pipe and fittings to be used on plumbing from mainline to valves.
All glue joints shall be connected using primer and 711 PVC glue. Manifold
shall be backfilled halfway with sand, the remaining cavity compacted and
leveled to finish grade.
f) Manifolds are to duplicate existing configuration with weather resistant direct
bury silicone tubes and wire nuts securing all wires. Test and ensure working
valve function from irrigation controllers. Station valve boxes are to be marked
for identification. Exact valve sizes and count to be verified by contractor. All
parts are subject to approval by CST superintendent. (Manifold work to be
completed before Turf/Organic Material is Removed)
g) Perform irrigation audit of stadium and half field. Design blueprint and modify
half field sideline and arc for optimal irrigation coverage.
h) Add additional infield head to center of infields and skin head station with
manual valve. Any other spacing modifications shall be approved by CST.
i) Install new irrigation heads with teflon tape on new acme PVC swing joints
ensuring proper installation. Ensure irrigation heads are set to final sod grade
with nozzles matched and set to ensure uniform distribution.
j) Heads required: (63-8005 stainless steel rotors, 17-I-25 stainless steel rotors,
Rainbird 5000- ¾” inlet heads with ½” PVC swing joints for half field sidelines
and arc based on irrigation blueprint). Count to be confirmed by contractor.
3.6 Drainage-
a) Replace existing dugout field track drains at entryways. Ensure lines are clear
and function properly.
b) Set existing drain basins in stadium outfield and along walls to final grade.
City of Glendale
Solicitation Number: RFP 24-04/ 42400015
Camelback Ranch Field Replacement and
Renovations
CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301
7
rev.
12.11.2020
3.7 Re-grassing
a) Install approximately 103,000 square feet of large roll, sand-based .5” cut
Certified TifTuf bermuda grass in stadium.
b) Install Approximately 8,000 square feet of large roll, sand-based .5” cut
Certified Tahoma 31 bermuda grass on half field infield.
c) Install approximately 12,000 square feet of large roll, sand-based .5” cut
Certified TifTuf bermuda grass on half field surrounding areas.
d) Water and roll sod immediately following installments each day.
e) Ensure proper water throughout establishment.
f) Supply recommended rate of organic fertilizer and slow-release fertilizer for
turf establishment. Rates and products to be determined by CST
Superintendent following nutrient analysis testing.
3.8
Bullpen Turf-
a) Remove existing artificial turf from bullpens and level to final field grade.
b) Install 5mm padded artificial turf to bullpen homeplates and seating areas.
c) Install approximately 1600 sq feet of artificial turf that meets recommendations
for application in both Dodgers and White Sox bullpens.
3.9 Materials :
b) All materials listed in scope of work should be to exact specification as listed.
c) All material costs are not to exceed typical pricing extended to CST from
preferred vendor or distributor.
3.10 Equipment:
a) All equipment used in an effort to complete this project shall be in good
standing working condition and meet all safety and operating requirements.
b) All necessary equipment shall be arranged by contractor, any needs for use of
CST equipment will require written authorization and is subject to rental
agreement and additional fees.
3.11 Site Location:
a) Contractor shall be required to list all such needs in advance and approved
by Camelback Spring Training LLC (CST) in advance of project start date.
Areas include, but are not limited to: Qualifications, Schedules, Materials-
Supplies & Removals, Safety and Daily clean up, etc.
3.12 Site Preparation
City of Glendale
Solicitation Number: RFP 24-04/ 42400015
Camelback Ranch Field Replacement and
Renovations
CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301
8
rev.
12.11.2020
a) Contractor assumes all responsibility in the transportation of equipment to
the playing fields. Care must be taken in routes to the playing fields to
eliminate any damage to landscape/ fence/ areas surrounding the playing
surfaces. Contractor assumes all responsibility to damage of these areas
including stadium seating areas and netting.
b) Access will be limited to the designated project locations and routes
determined by CST.
c) Material and equipment staging areas shall be agreed to prior to mobilization.
Contractor is responsible for securing equipment and materials used
throughout the project.
d) Contractor is responsible for securing facility at all times.
e) Contractor is responsible for dust control with stadium wall pads and seating
areas, including dugouts, clean of any field materials.
3.13 Mobilization/Demobilization:
a) All details of mobilization/ demobilization shall be included in the proposal
3.14 ADDITIONAL ITEMS:
a) Proposals need to include:
i.
Exact Pricing inclusive of all of the above (subtotals, taxes, freight, shipping
and handling, etc.)
ii.
Proposals need to be set with costs that are NOT TO EXCEED
iii.
Mobilization/Lead Time- from date of approval
Project Time frame to be conducted with minimal amount of impact in
down time as possible
•
Field renovation set to begin following 2024 Spring Training,
exact date to be confirmed.
•
Above time frame based on facility/ team activity; final
schedule will be confirmed and agreed by both contractor and
Camelback Spring Training LLC.
iv.
Detailed Outline of Project-
Provide Detailed Time-line / Sequence of Operations:
•
Include best case scenarios and contingents
Final Schedule will be agreed upon and signed off on by both CST
Management and contractor prior to work beginning
City of Glendale
Solicitation Number: RFP 24-04/ 42400015
Camelback Ranch Field Replacement and
Renovations
CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301
9
rev.
12.11.2020
Contractor shall be required to provide daily / weekly production
updates:
•
Days progress- relative to timeline / schedule
o Daily updates shall be received no later than 10AM of the
following day
v.
Punch List Items/Repairs-
Contractor shall be required to conduct/ complete all punch list items
(5) days after being received final completion notice
CST, City of Glendale- has (60) days to request any field grade issues
from settling, etc.
•
Any and All discrepancies shall be identified CST and addressed
by the contractor at no cost to CST
4.
HOW WE CHOOSE
4.1
SCORING RESPONSES:
The evaluation criteria are weighted in accordance with the Submission
Requirements. Your response will be rated as follows:
o
50% Qualifications and Experience
o
30% Compliance with Specifications
o
10% Letter of References
o
10% Cost
4.2
TYPE OF AWARD: The City reserves the right to make multiple awards or to
award by group of line items, or to make an aggregate award, whichever is
deemed most advantageous to the City. If the City determines that an
aggregate award to one bidder is not in the City's best interest, "all or none"
Bids shall be rejected.
4.3
LENGTH OF CONTRACT: The City will award for an initial one (1) year with
four (4) additional one-year renewal options.
4.4
EVALUATION PANEL: Submittals will be evaluated by a panel based on the
stated criteria and are responsible for selecting the proposal that is most
advantageous to the City.
4.5
PANEL CONTACT: Offerors shall have no exclusive meetings, conversations
or communications with an individual evaluation panel member on any
aspect of the RFP, after submittal.
City of Glendale
Solicitation Number: RFP 24-04/ 42400015
Camelback Ranch Field Replacement and
Renovations
CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301
10
rev.
12.11.2020
4.6
INTERVIEWS: City may ask some or all Offerors to participate in an
interview at any point during the evaluation process but is not required to
do so. Information gathered in an interview will be used by the panel to
make a selection. Offeror is responsible for any costs incurred to
participate in an interview.
4.7
ADDITIONAL INVESTIGATIONS: City may conduct additional investigations
needed to determine the competence or financial stability of any Offeror.
4.8
BEST AND FINAL OFFERS: City may request best and final offers and will
determine the scope and subject of any best and final request.
4.9
PROPOSAL EVALUATION: City reserves the right to secure additional
information from the Offeror in various forms and to award based on
submitted information.
4.10 NOTICE OF INTENT TO AWARD AND PROTEST PERIOD: Information about
the recommended award for this solicitation will be posted here and will be
available immediately after the City has completed its evaluation process.
Questions regarding the notice of intent to award must be directed to the
listed Procurement Officer immediately. Any protest must be submitted to
the Procurement Administrator no later than seven (7) calendar days from
the date of posting on the Internet. Information and instructions on how to
file a protest can be found here.
4.11 WITHDRAWAL OF PROPOSAL: Offeror may withdraw a submitted proposal
at any time prior to the specified solicitation due date and time through the
City’s online bidding system. Withdrawals must be made by the Offeror or
designated representative listed on the proposal. Telephonic or oral
withdrawals cannot be accepted.
4.12 OFFER ERRORS OMISSIONS AND CORRECTIONS: City will not be
responsible for any offeror errors or omissions. Any corrections shall be
submitted through the City’s online bidding system prior to due date and
time of the RFP. No corrections will be permitted after the offers have been
opened.
4.13 COMPETITIVE NEGOTIATIONS: City may negotiate with multiple Offerors at
the same time. Negotiations may result in changing the conditions, terms,
or price of the proposed contract for the benefit of the City unless prohibited
herein. All Offerors shall be treated fairly and equally while conducting
negotiations and the City is prohibited from disclosing any information
submitted by competing Offerors. Entering into negotiations does not
constitute a contract award or confer any rights to Offerors. The City may
formally terminate negotiations and enter into concurrent or exclusive
City of Glendale
Solicitation Number: RFP 24-04/ 42400015
Camelback Ranch Field Replacement and
Renovations
CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301
11
rev.
12.11.2020
negotiations with the next most qualified Offeror/s if it is in the City’s best
interest to do so.
4.14 NO CONTACT, NO INFLUENCE DURING THE RFP PROCESS: City is
conducting a competitive RFP process for the contract, free from improper
influence or lobbying. There shall be no contact concerning this RFP from
Offerors submitting a Proposal with any member of the City Council, RFP
Evaluation Committee Members, or anyone connected with the process for
or on behalf of the City. Contact includes direct or indirect contact by the
Offeror, its employees, attorneys, lobbyists, surrogates, etc. in an attempt to
influence the RFP process.
From the time the RFP is issued until the expiration of the protest period or
the resolution of any protest, whichever is later (the “Silent”), Offerors,
directly or indirectly through others, are restricted from attempting to
influence in any manner the decision making process through, including but
not limited to, the use of paid media; contacting or lobbying the City Council
or City Manager or any other City employee (other than Material Management
employees); the use of any media for the purpose of influencing the outcome;
or in any other way that could be construed to influence any part of the
decision-making process about this RFP. This provision shall not prohibit an
Offeror from petitioning an elected official or engaging in any other protected
first amendment activity after the protest period has run or any protest has
been resolved, whichever is later.
Violation of this provision will cause the proposal or offer of the Offeror to be
found in violation and to be rejected.
4.15 PROPRIETARY INFORMATION Offeror shall clearly mark any proprietary
information contained in its bid with the words “Proprietary Information.”
Offeror shall not mark any Solicitation Form as proprietary. Pricing data
shall not be considered proprietary. Marking all, or nearly all, of a bid as
proprietary may result in rejection of the bid.
Offerors acknowledge that the City is required by law to make certain records
available for public inspection. In the event that the City receives a request
for disclosure of Proprietary Information by any person, court, agency or
administrative body, or otherwise has a reasonable belief that it is obligated
to disclose the Proprietary Information to any such person or authority, the
City will provide Offeror with prompt written notice so that Offeror may seek
a protective order or other appropriate remedy. The Offeror, by submission
of materials marked Proprietary Information, acknowledges and agrees that
the City will have no obligation to advocate for non-disclosure in any forum or
any liability to the Offeror in the event that the City must legally disclose the
Proprietary Information.
City of Glendale
Solicitation Number: RFP 24-04/ 42400015
Camelback Ranch Field Replacement and
Renovations
CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301
12
rev.
12.11.2020
4.
SUBMISSION CHECKLIST
This section provides an overview of the submission instructions including a
checklist to aid in the submission of complete proposals. Offerors shall complete
the fillable “RESPONSE WORKBOOK” attachment and submit as their proposal.
Vendors are strongly advised to read this section in its entirety and complete the
checklist to avoid disqualification. Please note that the City will NOT be able to
consider proposals that are submitted late or that do not follow these guidelines.
The Offeror shall bear all costs associated with submitting the proposal, including
proposal preparation, site visitation or any travel connected with submission of
the proposal. The City shall have no liability whatsoever for such costs.
Checklist for Submitting Proposal
Complete
()
Submission Requirements
OFFER SHEET (Response Workbook)
Offeror Name
Offeror Address
1. QUALIFICATIONS AND EXPERIANCE
2. COMPLIANCE WITH SPECIFICATIONS
3. REFERENCES
4. COST (Must be submitted in a separate electronic file)
(1 question)
COMPLETED PRICING WORKBOOK
ADDENDUM RESPONSES (if applicable)
Return of Offer
•
Electronic copies of all "SUBMISSION REQUIREMENTS” listed
above. Pricing Workbook must be submitted separately from
the rest of the proposal.
City of Glendale
Solicitation Number: RFP 24-04/ 42400015
Camelback Ranch Field Replacement and
Renovations
CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301
13
rev.
12.11.2020
5.
SUBMISSION REQUIREMENTS
The proposal is every element of your response to this RFP. For this proposal, you
must provide a completed OFFER SHEET in addition to answering the questions
identified in the REQUIRED RESPONSES. (see Response Workbook)
Responses must be numbered to correspond to the question numbers to aid in
the evaluation process; failure to do so may result in disqualification.
Should your offer contain any PROPRIETARY INFORMATION you must clearly mark
that information with the words “Proprietary Information.” Only information
contained in your response questions may be marked as such, information on the
OFFER SHEET or PRICING SHEET (if applicable) are not considered proprietary.
Offerors acknowledge that the City is required by law to make certain records
available for public inspection. By submitting any materials marked as Proprietary
Information, Offeror acknowledges and agrees that the City will have no obligation
to advocate for non-disclosure in any forum or any liability to the Offeror if the City
must legally disclose the Proprietary Information.
Helpful Hints:
•
Answer each question completely, your answers will be the only basis on
which your proposal is scored.
•
Do not unnecessarily elaborate, keep your response complete and effective.
•
Do not provide general answers or reference to sales literature.
•
Only when applicable attach and reference supporting documents.
City of Glendale
Solicitation Number: RFP 24-04/ 42400015
Camelback Ranch Field Replacement and
Renovations
CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301
14
rev.
12.11.2020
6.
EXHIBIT 1: SPECIAL NOTICES
By signing on the Offer/Bid page, solicitation Addendum(a), or cover letter
accompanying the submittal documents, Offerors are certifying that they
understand the following notices and agree to comply with all required terms and
conditions.
7.1
RETURN OF OFFER
The Offeror shall submit required proposal responses electronically in
Vendor Self Service (VSS).
Offeror is required to register in VSS prior to submitting a proposal if they
have not already registered.
https://glendaleazvendors.munisselfservice.com/Vendors/default.aspx
Guide to Register as a new vendor:
https://www.glendaleaz.com/your_government/city_finances/procurement
/vendor_self_service___v_s_s_ (This is a PDF document “Vendor
Registration Instructions” at the bottom of page.)
a.
The Offeror shall complete all sections of the solicitation in the
format given and the spaces provided. Proposals that do not
conform to the above format may be rejected.
b.
The Offeror shall bear all costs associated with submitting the
proposal, including proposal preparation, site visitation or any travel
connected with submission of the proposal. The City shall have no
liability whatsoever for such costs.
7.2
PRE-OFFER CONFERENCE & SITE VISITS
A Pre-Offer meeting will be held on the time and at the location shown on
page 1 of this document. Attendance is not required. Copies of the Request
for Proposal (RFP) will NOT be available.
The purpose of the conference will be to clarify the contents of the solicitation
to prevent any misunderstanding of the City of Glendale’s position. Any doubt
as to the requirements of the solicitation or any apparent omission or
discrepancy should be presented to the City at the conference. The City will
determine the appropriate action necessary, if any, and issue a written
amendment to the solicitation if required. Oral statements or instructions
will not constitute an amendment to the solicitation.
(2 Hour Window prior to Pre-Offer Conference) Site visits will be available
between the hours of 9:00 AM – 11AM, Date, 2023. Visitors are required to
check in at the front desk of each facility. This is a viewing opportunity
only; all questions should be presented at the Pre-Offer Conference.
7.3
NO CONTACT, NO INFLUENCE DURING THE RFP PROCESS
City of Glendale
Solicitation Number: RFP 24-04/ 42400015
Camelback Ranch Field Replacement and
Renovations
CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301
15
rev.
12.11.2020
The City is conducting a competitive RFP process for the contract, free from
improper influence or lobbying. There shall be no contact concerning this
RFP from Offerors submitting a Proposal with any member of the City
Council, RFP Evaluation Committee Members, or anyone connected with the
process for or on behalf of the City. Contact includes direct or indirect
contact by the Offeror, its employees, attorneys, lobbyists, surrogates, etc.
in an attempt to influence the RFP process.
From the time the RFP is issued until the expiration of the protest period or
the resolution of any protest, whichever is later (the “Silent Period”),
Offerors, directly or indirectly through others, are restricted from attempting
to influence in any manner the decision making process through, including
but not limited to, the use of paid media; contacting or lobbying the City
Council or City Manager or any other City employee (other than Procurement
employees); the use of any media for the purpose of influencing the outcome;
or in any other way that could be construed to influence any part of the
decision-making process about this RFP. This provision shall not prohibit an
Offeror from petitioning an elected official or engaging in any other protected
first amendment activity after the protest period has run or any protest has
been resolved, whichever is later.
Violation of this provision will cause the proposal or offer of the Offeror to be
found in violation and to be rejected.
7.4
CONFLICT OF INTEREST
Contractor shall disclose the following: 1) the name(s) and position(s) of
each Contractor’s employee or subcontractor that participated in the
preparation of the submittal or who will be involved, directly or indirectly,
with performing the contract, if awarded; 2) the name(s) of any City of
Glendale employee who is a relative of persons identified pursuant to No. 1;
3) the name(s) and position(s) of Contractor’s personnel that have a
financial or proprietary interest in the contract; 4) the name(s) of any City of
Glendale employee who is a relative of persons identified pursuant to No. 3.
Providing such disclosure will not necessarily disqualify a Contractor.
Failure to disclose the requested information or any potential conflict of
interest pursuant to A.R.S. § 38-511 et seq. may result in rejection of the
proposal or bid or any contract being void or terminated.
For purposes of this provision, the following definitions apply:
i.
“Employee” means all persons who are employed on a full-time, part-
time or contract basis by the City of Glendale.
ii.
“Relative”
means
the
spouse,
child,
child’s
child,
parent,
grandparent, brother or sister of the whole or half blood and their
spouses and the parent, brother, sister or child of a spouse.
City of Glendale
Solicitation Number: RFP 24-04/ 42400015
Camelback Ranch Field Replacement and
Renovations
CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301
16
rev.
12.11.2020
7.5
INQUIRIES
Any question related to the Request for Proposal shall be directed to the
Procurement Officer whose name appears above. An Offeror shall not contact
or ask questions of the department for whom the requirement is being
procured. The Procurement Officer may require any and all questions be
submitted in writing. Offerors are encouraged to submit written questions
via electronic mail or facsimile, no later than FIVE days prior to the proposal
due date. Any correspondence related to a solicitation should refer to the
appropriate Request for Proposal number, page and paragraph number. An
envelope containing questions should be identified as such; otherwise, it may
not be opened until after the official proposal due date and time. Oral
interpretations or clarifications will be without legal effect. Only questions
answered by a formal written amendment to the Request for Proposal will be
binding.
7.6
SPECIAL TERMS AND CONDITIONS
Additional terms and conditions specific to the provision of the services
referenced will be negotiated with the successful bidder for inclusion in the
contract.
7.7
PUBLIC RECORD REQUIREMENTS
Offeror acknowledges that the City is a public agency and must comply with
all Public Records laws and proposals submitted become the property of the
City and are subject to public disclosure requirements in accordance with
Arizona Public Records Law. Any portion of the proposal that the offeror
deems confidential or proprietary must be clearly labeled as such. Labeling
material does not automatically preclude the material from public
disclosure, as the City is required to make an appropriate determination as
to the confidentiality of the material in accordance with Arizona Public
Records Law. It is the offeror’s sole responsibility and cost to take action,
including legal actions, to protect such material. Price is not confidential
and will not be withheld.
7.8
PERMITS AND LICENSES
It is the offeror’s sole responsibility to determine and secure any and all
licenses and permits the contractor needs to operate the facility, from any
regulatory body having jurisdiction related to the services being provided.
Such costs are the exclusive responsibility of the operator, operator must
also ensure appropriate licensing of any sub-contractors, operator shall
notify the City in writing within two (2) working days of any suspension,
revocation or renewal.
7.9
NO COLLUSION OR ANTI-COMPETITIVE PRACTICES
The submission of the offer did not involve collusion, and without any
agreement, understanding or planned common course of action with, any
other vendor of materials, supplies, equipment or services described in the
City of Glendale
Solicitation Number: RFP 24-04/ 42400015
Camelback Ranch Field Replacement and
Renovations
CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301
17
rev.
12.11.2020
invitation to bid, designed to limit independent bidding or competition or
other anti-competitive practices.
7.10 NON-DISCRIMINATION
Contractor agrees not to discriminate against any employee or applicant for
employment on the basis of race, color, religion, sex, national origin, age,
marital status, sexual orientation, gender identity or expression, genetic
characteristics, familial status, U.S. military veteran status or any disability.
Contractor will require any Sub-contractor to by bound to the same
requirements as stated within this section. Contractor, and on behalf of any
subcontractors, warrants compliance with this section.
7.11 NO CONSIDERATIONS
The Contractor has not given, offered to give, nor intends to give at any time
hereafter, any economic opportunity, future employment, gift, loan, gratuity,
special discount, trip, favor, meal or service to a public servant in connection
with the submitted offer.
7.12 AUTHORIZED AGENT
The individual signing the submittal is an authorized agent and has the
authority to bind the Offeror to the proposal and subsequent contract if
awarded.
7.13 KEY PERSONNEL
If awarded, Offeror shall assign a specific individual as the key point of
contact for the management of the contract, subject to specific notification
requirements to be included in the final contract.
7.14 SITE INSPECTION
It is the responsibility of the Offeror to become familiar with any conditions
which may affect the performance and cost of providing the service and this
submission will serve as evidence that the Offeror did, in fact, make a site
inspection and is aware of all conditions.
City of Glendale
Solicitation Number: RFP 24-04/ 42400015
Camelback Ranch Field Replacement and
Renovations
CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301
18
rev.
12.11.2020
7.
EXHIBIT 2: SPECIAL TERMS AND CONDITIONS
By signing on the Offer/Bid page, solicitation Addendum(a), or cover letter
accompanying the submittal documents, Offerors are certifying that they
understand the following notices and agree to comply with all required terms and
conditions. The following terms are found on the City’s Website and are applicable
to Request for Proposal: Standard Terms and Conditions
8.1
TYPE OF AWARDS
The City reserves the right to make multiple awards or to award by individual
line items, by group of line items, or to make an aggregate award, whichever
is deemed most advantageous to the City. If the City determines that an
aggregate award to one offeror is not in the City's best interest, "all or none"
offers shall be rejected.
8.2
ALTERNATE OFFERS
Offers submitted as alternates, or on the basis of exceptions to specific
conditions of purchase and/or required specifications, must be submitted
as an attachment referencing the specific paragraph number(s) and
adequately defining the alternate or exception submitted. Detailed product
brochures and/or technical literature, suitable for evaluation, must be
submitted with the offer. If no exceptions are taken, City will expect and
require complete compliance with the specifications and all Conditions of
Purchase.
8.3
EFFECTIVE PERIOD OF OFFER Offers shall be valid for a minimum of 120
days following the deadline for submitting offers. If an award is not made
during that period, all offers shall be automatically extended for another 120
days. Offers will be automatically renewed until the solicitation is either
canceled, an award is made, or proper Notice is given to the Procurement
Officer of Offeror’s intent to withdraw its offer. Offers may only be withdrawn
by submitting Notice at least 15 days before the expiration of the then
current 120-day period.
8.4
PAYMENT TERMS If payment terms are not indicated, terms of NET 30 days
shall be applied by the City. Payment terms to apply after receipt of invoice
or final acceptance of the products/services, whichever is later. Payment
terms offering less than 20 days for payment will not be considered.
8.5
UNIT PRICE TO PREVAIL In the event of a price disparity between the unit
and extended price, the unit price shall prevail unless judged obviously in
error by the City.
8.6
OFFER ERRORS OMISSIONS AND CORRECTIONS The City will not be
responsible for any offeror errors or omissions. All prices and notations shall
be written in ink or typed. Changes or corrections made on the offer form
City of Glendale
Solicitation Number: RFP 24-04/ 42400015
Camelback Ranch Field Replacement and
Renovations
CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301
19
rev.
12.11.2020
must be initialed in ink by the individual signing the offer. No corrections will
be permitted after the offers have been opened.
8.7
BRAND NAME REFERENCES AND TECHNICAL SPECIFICATIONS Brand
names or manufacturer's references shall be construed as a quality or
performance level and does not indicate the item cited is mandatory.
Technical specifications define the acceptable standard.
8.8
RESTRICTIVE OFFER PROVISIONS If specifications preclude an otherwise
qualified offeror from submitting an offer, a written request for modification
must be received by the Buyer at least seven (7) calendar days prior to the
proposal due date. All offerors will be notified by a written addendum to the
solicitation of any approved changes.
8.9
DEFAULT In case of default by the contractor, the City may, by written
notice, cancel this contract and repurchase from another source and may
recover the excess costs by (1) deduction from an unpaid balance due; (2)
collection against the bid and/or performance bond; or (3) a combination of
the aforementioned remedies or other remedies as provided by law.
8.10 TERMINATION FOR CONVENIENCE The City reserves the right to terminate
any order or contract upon thirty days written notice. The City will be
responsible only for those standard items which have been delivered and
accepted. If the items are unique and not saleable or useable for any other
application, the City will reimburse the Seller for actual labor, material, and
burden costs, plus a profit not to exceed 8%. Title to all materials, work-in-
process, and completed but undelivered goods will pass to the City after
costs are claimed and allowed.
8.11 SUB-CONTRACTING The contract or any portion thereof, shall not be sub-
contracted without the prior written approval of the Materials Manager. No
such approval will be construed as making the City a party of or to such sub-
contract or subjecting the City to liability of any kind to any sub-contractor.
No sub-contract shall, under any circumstances, relieve the contractor of
liability and obligation under this contract; and despite any such subletting
the City shall deal through the contractor. Sub-contractors will be dealt with
as workmen and representatives of the contractor.
8.12 SAFETY DATA SHEETS (SDS). Contractor is to supply SDS) in accordance
with Federal requirements for The Globally Harmonized System of
Classification and Labeling of Chemicals (GHS). Contractor entering the City
workplace with hazardous materials will supply the City with a Safety Data
Sheets (SDS) covering those particular products the contractor may expose
City employees or the general public to while working at the site.
8.13 GENERAL INDEMNIFICATION: Contractor shall indemnify, defend, save
and hold harmless the City of Glendale and its officers, officials, agents, and
City of Glendale
Solicitation Number: RFP 24-04/ 42400015
Camelback Ranch Field Replacement and
Renovations
CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301
20
rev.
12.11.2020
employees (hereinafter referred to as “Indemnitee”) from and against any
and all claims, actions, liabilities, damages, losses, or expenses (including
court costs, attorneys’ fees, and costs of claim processing, investigation and
litigation) (hereinafter referred to as “Claims”) for bodily injury or personal
injury (including death), or loss or damage to tangible or intangible property
caused, or alleged to be caused, in whole or in part, by the negligent or willful
acts or omissions of Contractor or any of its owners, officers, directors,
agents, employees or subcontractors. This indemnity includes any claim or
amount arising out of or recovered under the Workers’ Compensation Law or
arising out of the failure of such Contractor to conform to any Federal, State
or local law, statute, ordinance, rule, regulation or court decree. It is the
specific intention of the parties that the Indemnitee shall, in all instances,
except for Claims arising solely from the negligent or willful acts or omissions
of the Indemnitee, be indemnified by Contractor from and against any and
all claims. It is agreed that Contractor will be responsible for primary loss
investigation, defense and judgment costs where this indemnification is
applicable. In consideration of the award of this contract, the Contractor
agrees to waive all rights of subrogation against the City, its officers, officials,
agents, and employees for losses arising from the work performed by the
Contractor for the City.
8.14 RESPONSIBILITY FOR COMPLIANCE WITH LEGAL REQUIREMENTS The
offeror's products, services, and facilities shall be in full compliance with all
applicable Federal, State, and local health, environmental, and safety laws,
regulations, standards, and ordinances, regardless of whether or not they
are referred to by the City.
8.15 RESPONSIBILITY FOR CORRECTION It is agreed that the offeror shall be
fully responsible for making any correction, replacement, or modification
necessary for specification or legal compliance. In the event of a call back,
Offeror agrees to give the City first priority. Offeror agrees that if the product
or service offered does not comply with the written specification, the
Materials Manager has the right to cancel the sale at any time with full refund
within thirty (30) calendar days after notice of noncompliance and offeror
further agrees to be fully responsible for any consequential damages suffered
by the City.
8.16 WARRANTY Unless otherwise specified, all items shall be guaranteed for a
minimum period of one year against defects in material and workmanship.
During the period, if a defect should occur, that item shall be repaired or
replaced by the Seller at no obligation to the City, except where it be shown
that the defect was caused by misuse and not by faulty manufacture. The
offeror expressly warrants all items to be new, free from defects in design,
materials, and workmanship, and to be fit and sufficient for their intended
purpose. Any sample submitted shall create an expressed warranty that the
whole of the goods shall conform to the sample or model.
City of Glendale
Solicitation Number: RFP 24-04/ 42400015
Camelback Ranch Field Replacement and
Renovations
CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301
21
rev.
12.11.2020
8.17 REJECTION OF OFFERS The City reserves the right to reject any or all offers,
or any part thereof; to accept any offer or any part thereof; or to waive any
informalities when it is deemed to be in the City's best interest.
8.18 DELAY IN EXERCISING CONTRACT REMEDY Failure or delay by the City to
exercise any right, power, or privilege shall not be deemed a waiver thereof.
8.19 TAX EXEMPTION The City is not exempt from paying Federal Excise Taxes
and will furnish an exemption certificate upon request.
8.20 ORDER OF PRECEDENCE In the event of conflict, the following precedence
shall prevail: (1) Special Terms and Conditions incorporated by attachment;
(2) Special Terms and Conditions; (3) Drawings and Specifications; (4)
referenced documents; and (5) the Standard Terms and Conditions.
8.21 CHANGES The City reserves the right to make changes in any of the
following: (a) specifications; (b) methods of shipment; (c) place of delivery;
(d) time of delivery; (e) quantities. If any change causes an increase or
decrease in the cost of or the time required for performance, an equitable
adjustment may be made in the price or delivery schedule, or both. Any claim
for adjustment shall be deemed waived unless asserted in writing within
thirty days from receipt of the change. Price increases or extensions of
delivery time shall not be binding on the City unless in writing and approved
by the Materials Manager prior to the institution of the change.
8.22 PRICE ADJUSTMENTS Price adjustments shall be addressed a minimum of
sixty (60) days prior to the contract renewal date, shall be in writing and
include supportive justification for the proposed increase. Supportive
justification means that the request shall include detailed information and
calculations that make it clear how the claimed increase has an impact on
the contract unit prices. The requested price increase must be based upon
a cost increase that was clearly unpredictable at the time of the offer and
can be shown to directly affect price of the item concerned. The rate increase
shall only be considered at time of contract extension. The City will review
the request and shall determine if the increase shall be granted or if an
alternate option is in the best interest of the City. The price increase
adjustment, if approved, will be effective and executed via a contract
amendment.
8.23 LATE SUBMISSION OF CLAIM The City will not honor any invoices or claims
which are tendered one year after the last item of the account accrued.
8.24 PROTEST OF AWARD Any person who has an objection to the awarding of a
solicitation by the City, pursuant to competitive solicitation procedures, shall
lodge that protest, in writing, with the Materials Manager. The protest should
specifically identify the objection to the award, pursuant to the formal
City of Glendale
Solicitation Number: RFP 24-04/ 42400015
Camelback Ranch Field Replacement and
Renovations
CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301
22
rev.
12.11.2020
purchase procedure. The protest must be submitted no later than seven
(7) calendar days after the notice of intent to award is posted on the City's
Procurement
Internet
home
page
at
https://www.glendaleaz.com/your_government/city_finances/procurement
/notice_of_intent_to_award. Untimely protests will not be considered.
8.25 REMEDIES City shall have, in addition to the remedies provided herein, all
remedies afforded by the Uniform Commercial Code as adopted by the State
of Arizona. Contractor shall have, subject to the limitation imposed by the
terms of this agreement, all remedies afforded by the Uniform Commercial
Code as adopted by the State of Arizona.
8.26 ASSIGNMENT Neither an order nor monies due thereunder shall be assigned
in whole or in part without the City's prior written consent.
8.27 ADDENDA Any change to the proposal will be in the form of a numbered
addendum issued by the Procurement Division. The addendum will be
furnished to all who received the proposal. The City will not be responsible
for any oral or written instructions made by any employees, officers,
contracted consultant or agent of the City in regard to the proposal. The City
will not be responsible for offerors adjusting their offer based on oral or
written instructions.
8.28 SPECIAL ACCOMMODATIONS Please contact Procurement at 930-2862 at
least 3 days prior to the meeting for special accommodation. Hearing
impaired persons, please use the Arizona Relay Service (1-800-367-8939).
8.29 OFFER IDENTIFICATION The City is not responsible for the pre-opening of,
post-opening of, or the failure to open, an offer not properly addressed or
identified.
8.30 OFFER TABULATION An electronic copy of the scoring may be requested by
e-mailing the Procurement office at procurement@glendaleaz.com and
referencing the proposal title and number. The information will be available
for distribution when the City has completed its evaluation process of the
offers received.
8.31 LIABILITY Except for the sole negligence of the City, its officers, managers,
employees, or agents, Contractor shall be liable to the City for any physical
damage to City property or for the death of, or personal injury to, City
personnel arising out of Contractor's occupancy, maintenance, repair,
replacement, installation and/or any other work performed pursuant to the
contract. Contractor agrees to indemnify, defend and hold the City harmless
from any claim or loss arising from such damage or injury.
City of Glendale
Solicitation Number: RFP 24-04/ 42400015
Camelback Ranch Field Replacement and
Renovations
CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301
23
rev.
12.11.2020
8.32 OSHA GUIDELINES The contractor shall be familiar with and operate within
the guidelines set forth by the Occupational Safety and Health Act.
8.33 PATENTS Seller agrees to defend City at seller's own expense, in all suit,
actions, or proceedings in which City is made a defendant for actual or
alleged infringement of any United States of America or foreign letters patent
resulting from City’s use of the goods purchased as a result of this RFP.
Seller further agrees to pay and discharge any and all judgments or decrees,
which may be rendered in any such suit, action or proceedings against City.
Seller agrees to indemnify and hold harmless the City from any and all
license, royalty and proprietary fees or costs, including legal costs, which
may arise out of City’s purchase and use of goods supplied by the seller. It
is expressly agreed by seller, that these covenants are irrevocable and
perpetual.
8.34 VENDOR PERFORMANCE Prior offeror performance in regard to product,
service, or representation of/from the offeror may be used in evaluation of
this offer. Unsatisfactory performance to the City may be considered
sufficient grounds for rejection of this offer. No offer will be awarded to any
offeror who is in default on any contract with the City.
8.35 PERFORMANCE SURETY REQUIREMENTS The performance sureties
shall be in the form of a bond, cashier's check, certified check or money
order. Personal or company checks are not acceptable unless certified.
Letters of credit are not acceptable. Individual sureties are
not
acceptable.
PERFORMANCE SURETY The successful proposer shall, at the time of
entering into the contract, furnish a performance surety in the form of a
bond, money order or certified or cashier's check, in the amount of 10
percent of the contract amount guaranteeing the faithful performance of
the contract by the proposer.
If a bond is submitted, it shall be written on the form provided by the
City as an attachment to the proposal documents. The attorney-in-fact
who executes the bond on behalf of the surety shall affix to the bond a
certified and current copy of the power of attorney. The bond must be
written by a surety with a Best Rating no less than an A and must be
authorized and licensed to do business in this State by the Arizona
Department of Insurance. Individual sureties and letters of credit are not
acceptable.
8.36 FUND APPROPRIATION CONTINGENCY The contractor and the City
recognize that the continuation of any contract after the close of any given
fiscal year of the City; which ends on June 30, shall be subject to the approval
of the budget of the City providing the contract item is an expenditure
therein. The City does not guarantee that the budget item will be actually
City of Glendale
Solicitation Number: RFP 24-04/ 42400015
Camelback Ranch Field Replacement and
Renovations
CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301
24
rev.
12.11.2020
adopted, as it is the determination of the City Council at the time of the
adoption of the budget.
8.37 NOTIFICATION OF AWARD The successful offeror(s) will be notified that
their offer has been accepted by the City Council as recommended for award.
8.38 NON-EXCLUSIVITY The City, in its sole discretion, reserves the right to
request the materials or services set forth herein from other sources when
deemed necessary and appropriate. No exclusive rights are included in this
Agreement.
8.39 PROHIBITIONS - Contractor, and on behalf any subcontractor, certifies, to
the extent applicable under A.R.S. §§ 35-391 et seq and 35-393 et seq, that
neither has "scrutinized" business operations, as defined in the proceeding
statutes, in the countries of Sudan or Iran.
8.40 IMMIGRATION LAW COMPLIANCE Contractor, and on behalf any
subcontractor, warrants, to the extent applicable under A.R.S. § 41-4401,
compliance with all federal immigration laws and regulations that relate to
their employees as well as compliance with A.R.S. § 23-214(A) which
requires registration and participation with the E-Verify Program. Any
breach of warranty described above is considered a material breach of this
Agreement and is subject to penalties up to and including termination of this
Agreement. City of Glendale (“City”) retains the legal right to inspect the
papers of Contractor or subcontractor employee who performs work under
this Agreement to ensure that Contractor or any subcontractor is compliant
with the warranty described above. City may conduct random inspections,
and upon request of the City, Contractor shall provide copies of papers and
records demonstrating continued compliance with the warranty described
above. Contractor agrees to keep papers and records available for
inspection by the City during normal business hours and will cooperate with
City in exercise of its statutory duties and not deny access to its business
premises or applicable papers or records for the purposes of enforcement of
this Section. Contractor agrees to incorporate into any subcontracts under
this Agreement the same obligations imposed upon itself and expressly
accrue those obligations directly to the benefit of the City. Contractor also
agrees to require any subcontractor to incorporate into each of its own
subcontracts under this Agreement the same obligations above and
expressly accrue those obligations to the benefit of the City. Contractor’s
warranty and obligations under this Section I to the City is continuing
throughout the term of this Agreement or until such time as the City
determines, in its sole discretion, that Arizona law has been modified in that
compliance with this section is no longer a requirement. The “E-Verify
Program” above means the employment verification program administered
by the United States Department of Homeland Security, the Social Security
Administration, or any successor program.
City of Glendale
Solicitation Number: RFP 24-04/ 42400015
Camelback Ranch Field Replacement and
Renovations
CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301
25
rev.
12.11.2020
8.41 CONTRACT ADMINISTRATOR The staff member identified as the Contract
Administrator for a solicitation serves as the liaison between Procurement,
the city and the successful contractor. The Contract Administrator manages
the contract, overseeing the daily operations, scheduling, performance and
compliance of the agreement by all parties. The Contract Administrator is
responsible for:
a.
Establishing and maintaining records and documentation
b.
Monitoring the contractor’s performance
c.
Handling issues and disputes
d.
Exercising extension options
e.
Initiating contract modifications
f.
Initiating rebids or new solicitations
8.42 FORCE MAJEURE
a.
Except for payment of sums due, neither party shall be liable to the
other nor deemed in default under this contract if and to the extent
that such party’s performance of this Contract is prevented by reason
of force majeure. The term “force majeure” means an occurrence that
is beyond the control of the part affected and occurs without its fault
or negligence. Without limiting the foregoing, force majeure includes
acts of God; acts of the public enemy; war; riots; strikes; mobilization;
labor disputes; civil disorders, fire; flood; lockouts; injunctions-
interventions-acts; or failures or refusals to act by government
authority; and other similar occurrences beyond the control of the
party declaring force majeure which such party is unable to prevent
by exercising reasonable diligence.
b.
Force majeure shall not include the following circumstances:
i.
Late delivery of equipment or materials caused by congestion
at a manufacturer’s plant or elsewhere, or an oversold
condition of the market.
ii.
Late performance by a subcontractor unless the delay arises
out of a force majeure occurrence in accordance with this force
majeure term and condition; or
iii.
Inability of either the Contractor or any subcontractor to
acquire or maintain any required insurance, bonds, licenses or
permits.
8.43 SUSPENSION AND DEBARMENT. (APPLIES TO ALL PURCHASES.)
City of Glendale
Solicitation Number: RFP 24-04/ 42400015
Camelback Ranch Field Replacement and
Renovations
CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301
26
rev.
12.11.2020
a. This contract is a covered transaction for purposes of 2 CFR pt. 180 and
2 CFR pt. 3000. As such, the Contractor is required to verify that none of
Contractor’s principals (defined at 2 CFR § 180.995) or its affiliates
(defined at 2 CFR § 180.905) are excluded (defined at 2 CFR § 180.940)
or disqualified (defined at 2 CFR § 180.935).
b. The Contractor must comply with 2 CFR pt. 180, subpart C and 2 CFR
pt. 3000, subpart C, and must include a requirement to comply with
these regulations in any lower tier covered transaction it enters into.
c. This certification is a material representation of fact relied upon by the
City of Glendale. If it is later determined that the contractor did not
comply with 2 CFR pt. 180, subpart C and 2 CFR pt. 3000, subpart C, in
addition to remedies available to the City, the Federal Government may
pursue available remedies, including but not limited to suspension
and/or debarment.
d. The Contractor agrees to comply with the requirements of 2 CFR pt. 180,
subpart C and 2 CFR pt. 3000, subpart C while this offer is valid and
throughout the period of any contract that may arise from this offer. The
Contractor further agrees to include a provision requiring such
compliance in its lower tier covered transactions.
City of Glendale
Solicitation Number: RFP 24-04/ 42400015
Camelback Ranch Field Replacement and
Renovations
EXHIBIT 3 – VEGETATIVE WASTE
CITY OF GLENDALE
Procurement Division
5850 West Glendale
Avenue, Suite 317
Glendale, Arizona 85301
City of Glendale
Solicitation Number: RFP 24-04/ 42400015
Camelback Ranch Field Replacement and
Renovations
CITY OF GLENDALE
Procurement Division
5850 West Glendale
Avenue, Suite 317
Glendale, Arizona 85301
1
rev 10/12/22
Offerors to complete this Response Workbook and submit with their response to this
RFP.
COVER SHEET
OFFEROR NAME:
ATHLETIC APPLICATIONS
OFFEROR ADDRESS: 5058 N 148th Ave Litchfield Park, AZ 85340
City of Glendale
Solicitation Number: RFP 24-04/ 42400015
Camelback Ranch Field Replacement and
Renovations
CITY OF GLENDALE
Procurement Division
5850 West Glendale
Avenue, Suite 317
Glendale, Arizona 85301
2
rev 10/12/22
OFFER SHEET (Must be printed, signed and returned upon completion)
Offeror certifies that they have read, understand, and will fully and faithfully comply with this
solicitation, its attachments and any referenced documents. Offeror also certifies that the prices
offered were independently developed without consultation with any of the other Offerors or
potential Offerors.
10/16/2023
ATHLETIC APPLICATIONS
Date
Legal Company Name
Andy Hebrard
Owner & Project Superintendent
Printed Name (Authorized Signatory)
Job Title
Offeror Certifies it is a (check only one):
Proprietorship (LLC)
andy@athleticapplication.com
5058 N 148th ave Litchfield Park AZ 85340
Email Address
Mailing Street Address
503-830-1755
Litchfield Park AZ 85340
Phone Number
City, State & Zip Code
FEDERAL TAXPAYER ID NUMBER (Required): 47-4561096
OFFEROR IS A MINORITY OR WOMEN OWNED BUSINESS: No
DO YOU HAVE AN ARIZONA TRANSACTION PRIVILEGE TAX (TPT) LICENSE?
X Yes, Number 21281804 Tax Rate: 2.8% OR
No, not required to have an Arizona TPT License
CONFLICT OF INTEREST (SPECIAL NOTICES):
No, I do not have a conflict of interest
ACKNOWLEDGEMENTS: By signing this Offer Sheet and submitting the accompanying
solicitation response, Offeror is certifying that they have read, understand, and agree to comply
with all required terms and conditions provided in the EXHIBITS PACKAGE and checked off
below. Failure to provide this acknowledgement will result in disqualification.
Exhibit 1 – Special Notices
Exhibit 2 – RFP Standard Terms and Conditions
Exhibit 3 – Insurance Requirements
______________________________________
Authorized Signature - Print this form and sign above
City of Glendale
Solicitation Number: RFP 24-04/ 42400015
Camelback Ranch Field Replacement and
Renovations
CITY OF GLENDALE
Procurement Division
5850 West Glendale
Avenue, Suite 317
Glendale, Arizona 85301
3
rev 10/12/22
REQUIRED RESPONSES:
Offeror’s answers to the following questions will comprise the Offeror’s response to this
RFP. It should be noted that all attachments or exhibits prepared by the City and
referenced herein are incorporated by reference into the Offeror’s response and shall be
included in a final contract with the successful Offeror. Information prepared by the
Offeror and submitted with their proposal may be incorporated into a final contract (for
example program offerings, curriculum, key personnel, or performance metrics).
1.
EXPERIENCE AND QUALIFICATIONS
1.1.
Introduce your company, highlight your ability and willingness to meet or
exceed the specifications and requirements of this RFP, and explain why
your firm is most qualified.
Athletic Applications is owned and operated by Andy Hebrard. Andy and
his wife moved to the west side of Phoenix 7 years ago in pursuit of
growing their family and his company. Athletic Applications has been
able to work on some of the most prestigious playing fields in Arizona,
and has been in business a total of 12 years (5 years in the Pacific
Northwest, 7 years in Arizona). Andy takes extreme pride in his work.
We have met/exceeded the requirements of a similar RFP at Camelback
Ranch the previous three renovations. Athletic Applications is very
familiar with the Camelback Ranch site due to our several years of
previous experience working these fields, and we know what it takes to
move material in and out of this site. We rely heavily on hand picked
skilled subcontractors. There are so many specialty pieces of
equipment/target points that will need to be utilized for this project as
well as daily maintenance of subcontractors and our own staff – I, as the
company owner and project manager, intend to be onsite daily to manage
all movement every step of the way of this project as I have in previous
years.
1.2.
Offeror shall provide names and years of experience of key personnel,
names of any subcontractors used and years of experience.
Jock Edington (Sports Turf Services) 20 years in industry. Jock and I
have been teaming up on projects for the last 4-5 years. What makes
Jock a key contributor to my team is his expertise in the usage of the
Campey Imants Koro Field Topmaker. He is an absolute expert in this
piece of the project, he owns multiple units.
Joey Fitzgerald (Minnesota Sodding Company) 20+ years in industry.
Joey and I have worked on several large projects together over the past 7
years. He has high level experience across the board and is a past
superintendent of a Spring Training Complex in AZ. Joey operates the 3D
City of Glendale
Solicitation Number: RFP 24-04/ 42400015
Camelback Ranch Field Replacement and
Renovations
CITY OF GLENDALE
Procurement Division
5850 West Glendale
Avenue, Suite 317
Glendale, Arizona 85301
4
rev 10/12/22
laser grader (best possible technology available for this project being
that the field slopes to field drains on so many planes), Blecavator and
will be on site as a co- superintendent on the project.
Dan Merritt (Athletic Applications) 25+ years in industry. If it’s a MLB
baseball stadium built in the 2000’s and beyond, chances are, Dan has
had a heavy hand in installing the irrigation system (he is currently
contracting with 7-8 current MLB stadiums as the primary contact for
irrigation maintenance/installation). He is local to Phoenix and is a
regular part of my team. Dan has extensive experience in manifold and
valve replacements, similar to what we will need at Camelback Ranch.
He's the best in the business when it comes to getting in the trench and
dialing in the irrigation systems.
1.3.
Company Background: Include a brief history of your organization
including the past performance on project of similar scope and size, level
of knowledge, reliability, flexibility and ability to meet project deadlines.
As a small business there will be no one else that is more flexible on
project deadlines. Reliability: For us, this is a BIG DEAL. We have no
problem putting in the extra hours in order to meet a deadline, and our
history with Camelback Ranch shows this as we have always met
deadlines. If we are awarded the contract, we will prioritize this project
and lighten or eliminate the majority of our workload to solely focus on
Camelback Ranch. We intend to exceed your expectations as we have in
previous years.
The last three renovations speak for themselves in my opinion and I
would hope that the superintendents on site would say the same. We are
here to execute the job at hand and go above and beyond for the City of
Glendale. We touched on this a little in 1.1, but we truly care about the
level of surface we are trying to achieve.
1.4.
Contracting of professional/collegiate sports field renovations with sand
based experience. List 3-5 completed professional/college sports field
projects in last 5 years.
2018: Las Vegas 51’s (AAA NY Mets) MLB MOUND (13X’S)
2021: Camelback Ranch Fields 5-6 (Dodgers) FIELD REPLACEMENTS
2022: Camelback Ranch Fields 6-7 (White Sox) FIELD REPLACEMENTS
2023: Camelback Ranch Fields 4-7 (Dodgers) FIELD REPLACEMENTS
City of Glendale
Solicitation Number: RFP 24-04/ 42400015
Camelback Ranch Field Replacement and
Renovations
CITY OF GLENDALE
Procurement Division
5850 West Glendale
Avenue, Suite 317
Glendale, Arizona 85301
5
rev 10/12/22
2. Compliance with Specification
2.1. Offeror shall describe method and approach for how services will be performed by
its employees and the process involved for correcting work not performed
satisfactorily.
Obviously we try to get it right the first time and take our time to meet specs. As
we touched on in 1.3 we would prioritize this job and not have other projects on
our plate at this time. The city of Glendale and their asset of Camelback will be
our first and only priority during the timeline. The process is simple for
correcting work not performed satisfactory and that is: when you notice it isn’t
up to standards, stop, get it up to standards and set a new and higher standard.
2.2. Describe the process your firm uses to clean up after work is performed.
Clean Pack in Pack out. We have access to one of the best private haulers that
handles our bulk “trash” material and its picked clean. Zero debris or even
discoloration in parking lots. We take our time to blow and sweep post dirty work
in the middle of the project to protect the asset.
2.3. List the alternative brands equal to the scope of work per MLB requirements
2.4. Provide a Projected Timeline for the Year One Project as listed in the Scope of
Work
TIMELINE ATTACHED
City of Glendale
Solicitation Number: RFP 24-04/ 42400015
Camelback Ranch Field Replacement and
Renovations
CITY OF GLENDALE
Procurement Division
5850 West Glendale
Avenue, Suite 317
Glendale, Arizona 85301
6
rev 10/12/22
DRAFT TIMELINE UNTIL ACTUAL TIMELINE IS DEVELOPED WITH CAMELBACK RANCH TEAM:
APRIL IRRIGATION MANIFOLDS
2.5 Disposal : Waste must be disposed of in strict compliance with the guidelines
outlined in Exhibit A and should be taken to the City of Glendale Landfill. Any waste
not listed in Exhibit A will incur additional expenses for the contractor and will not
be covered within the project's cost.
We appreciate the help disposing of greenwaste at the Landfill, Thank you. Fortunately
for us, the rest of the tailings still hold value and will be transported to alternate future
sites. Staging area will look as if nothing happened.
3. VENDOR EXCEPTIONS:
Per Exhibit 2.2, Offeror shall note any exceptions to the solicitation documents in this
section using the example below:
5/5
5/6
MOBILIZE
5/7
Drop Heads INFs
5/8
Koro INF’s
Drop Heads
STADIUM
5/9
Koro STADIUM
5/10
Koro STADIUM
EDGES INF 3
Sand load in INFs
5/11
Koro STADIUM
EDGES INF
STADIUM
5/12
OFF
5/13
HARVEST TRACK
5/14
Sand Load in
STADIUM
SKIN PROJECT
.5/15
Sand Load in
STADIUM AND 3
SKIN PROJECT
5/16
Rough Grade
INFs
5/17
Rough Grade
Stadium
5/18
OFF
5/19
FLEX DAY
5/20
RIP, TILL, TIRE
PACK INFs
NEW INF HEADS,
H20
3D on site
5/21
RIP AND TILL
TIRE PACK
H20
HARVEST ROOT
LASER DAY 1
5/22
RAISE HEADS
H20
HARVEST ROOT
EDGES
LASER DAY 2
5/23
LASER
H20
NEW HEADS
PLATE COMPACT
LASER DAY 3
5/24
LASER
H20
NEW HEADS
PLATE COMPACT
LASER DAY 4
5/25
FINAL DETAIL
INFIELDS
H2O
3D off site
5/26
FINAL DETAIL
INFIELDS
5/27
Evergreen
INFIELD INSTALL
FINAL DETAIL
stadium
5/28
EVERGREEN
5/29
EVERGREEN
5/30
EVERGREEN
5/31
WESTCOAST 3
6/1
6/2
6/3
6/4
6/5
6/6
6/7
City of Glendale
Solicitation Number: RFP 24-04/ 42400015
Camelback Ranch Field Replacement and
Renovations
CITY OF GLENDALE
Procurement Division
5850 West Glendale
Avenue, Suite 317
Glendale, Arizona 85301
7
rev 10/12/22
Document Name:
Exhibit 3 – Insurance Requirements
Section:
1.a.i. Commercial General Liability – General Aggregate $5,000,000
Exception:
Vendor’s General Aggregate is $2,000,000
We have never been asked for more than the document attached. If needed, no
problem bumping up policy and will happen immediately upon approval.
4. ADDENDUM RESPONSES AND ACKNOWLEDGEMENT:
Attach addendum response(s) and acknowledgement(s) here.
Addendums received
5. CONFLICT OF INTEREST STATEMENT:
If Offeror indicated they have a conflict of interest on the Offer Sheet, Offeror must
provide details here. Please refer to the CONFLICT OF INTEREST section within
Exhibit 1 for required information to be included here.
none
6. REFERENCES FORM: List a minimum of three (3) Arizona customers, excluding the
City of Glendale (if applicable), for whom your company has provided services of a
similar scope as this Request for Proposal, during the past three (3) years. Include the
length of any contracts listed. Offerors may make multiple copies of this document as
needed. These references may be used to assess the qualifications of Offerors under
consideration for final award. This information may or may not be a determining factor
in the award.
Reference 1:
Los Angeles Dodgers
10710 W Camelback Rd
Phoenix, AZ 85037
Glen Aveson
620-640-0855
gaveson@camelbackranchbaseball.com
5/1/2023-7/1/2023
Provide a brief summary of Services provided: Full Field Renovation
Reference 2:
Liberty High School
9621 W Speckled Gecko Dr
Peoria, AZ 85383
Eric Gardner
602-694-4973
egardner@pusd11.net
2020- present day
Provide a brief summary of Services provided: Athletic Field Renovations
Reference 3:
City of Glendale
Solicitation Number: RFP 24-04/ 42400015
Camelback Ranch Field Replacement and
Renovations
CITY OF GLENDALE
Procurement Division
5850 West Glendale
Avenue, Suite 317
Glendale, Arizona 85301
8
rev 10/12/22
Desert Vista Baseball
16440 S 32nd St
Phoenix, AZ 85048
Patrick Hererra
480-296-1397
pherrera@tuhsd.k12.az.us
10/1/2021-present
Provide a brief summary of Services provided: Athletic Field Renovations
Other notable clients outside of Phoenix: Los Angeles Chargers, Los Angeles Rams, UC Irvine, former Las Vegas
51’s
PRICING MENU- SERVICES:
MLB MOUND BUILD MATERIAL INCLUDED:
$4500
MLB HOME PLATE BUILD MATERIAL INCLUDED:
$3,200
MLB SKIN RENOVATION PRICE PER FIELD:
$10,000
(INCLUDES MOISTURE MGMT, TILLING, LASER GRADING, ROLLING)
HARVEST WITH KORO 2.5” INCLUDES HAUL OFF PRICE PER SQ FT:
$.35
FRAZE MOW WITH KORO ¾” INCLUDES HAUL OFF PRICE PER SQ FT:
$.20
SAND PROFILE REPLACEMENT PRICE PER FIELD:
$42,500
(HAULING SAND, ROUGH GRADE, TILL, LASER, COMPACT)
SYNTHETIC TURF INSTALL PRICE PER SQ FT:
$10
PRICING MENU- MATERIALS:
DURA EDGE PRO INFIELD MIX PER TON:
$158
HILLTOPPER WARNING TRACK MIX PER TON:
$260
USGA SAND PER TON:
$38
CONDITIONER PER TON:
$825
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS.
INSURER(S) AFFORDING COVERAGE
INSURER F :
INSURER E :
INSURER D :
INSURER C :
INSURER B :
INSURER A :
NAIC #
NAME:
CONTACT
(A/C, No):
FAX
E-MAIL
ADDRESS:
PRODUCER
(A/C, No, Ext):
PHONE
INSURED
REVISION NUMBER:
CERTIFICATE NUMBER:
COVERAGES
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on
this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
OTHER:
(Per accident)
(Ea accident)
$
$
N / A
SUBR
WVD
ADDL
INSD
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
$
$
$
$
PROPERTY DAMAGE
BODILY INJURY (Per accident)
BODILY INJURY (Per person)
COMBINED SINGLE LIMIT
AUTOS ONLY
AUTOS
AUTOS ONLY
NON-OWNED
SCHEDULED
OWNED
ANY AUTO
AUTOMOBILE LIABILITY
Y / N
WORKERS COMPENSATION
AND EMPLOYERS' LIABILITY
OFFICER/MEMBER EXCLUDED?
(Mandatory in NH)
DESCRIPTION OF OPERATIONS below
If yes, describe under
ANY PROPRIETOR/PARTNER/EXECUTIVE
$
$
$
E.L. DISEASE - POLICY LIMIT
E.L. DISEASE - EA EMPLOYEE
E.L. EACH ACCIDENT
ER
OTH-
STATUTE
PER
LIMITS
(MM/DD/YYYY)
POLICY EXP
(MM/DD/YYYY)
POLICY EFF
POLICY NUMBER
TYPE OF INSURANCE
LTR
INSR
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)
EXCESS LIAB
UMBRELLA LIAB
$
EACH OCCURRENCE
$
AGGREGATE
$
OCCUR
CLAIMS-MADE
DED
RETENTION $
$
PRODUCTS - COMP/OP AGG
$
GENERAL AGGREGATE
$
PERSONAL & ADV INJURY
$
MED EXP (Any one person)
$
EACH OCCURRENCE
DAMAGE TO RENTED
$
PREMISES (Ea occurrence)
COMMERCIAL GENERAL LIABILITY
CLAIMS-MADE
OCCUR
GEN'L AGGREGATE LIMIT APPLIES PER:
POLICY
PRO-
JECT
LOC
CERTIFICATE OF LIABILITY INSURANCE
DATE (MM/DD/YYYY)
CANCELLATION
AUTHORIZED REPRESENTATIVE
ACORD 25 (2016/03)
© 1988-2015 ACORD CORPORATION. All rights reserved.
CERTIFICATE HOLDER
The ACORD name and logo are registered marks of ACORD
HIRED
AUTOS ONLY
09/20/2023
Liberty Mutual Insurance
PO BOX 188065
Fairfield
OH 45018
800-962-7132
800-845-3666
BusinessService@LibertyMutual.com
ATHLETIC APPLICATIONS LLC
5058 N 148th Ave
Litchfield Park
AZ 85340
Ohio Security Insurance Company
24082
Ohio Security Insurance Company
24082
0231520303
2016-03
A
X
X
BKS58363327
10/13/2023
10/13/2024
1,000,000
1,000,000
15,000
1,000,000
2,000,000
2,000,000
B
X
X
BAS58363327
10/13/2023
10/13/2024
1,000,000
N
***Proof of Insurance***
Athletic Applications Llc
5058 N 148th Ave
Litchfield Park
AZ 85340
EXHIBIT B
Camelback Ranch Field Replacement and Renovations
COMPENSATION
METHOD AND AMOUNT OF COMPENSATION
Not to exceed $2,950,000 if all renewal options are excercised in accordance with Section 4 of this Agreement.
NOT-TO-EXCEED AMOUNT
The total amount of compensation paid to Contractor for full completion of all work required by the Project during
the entire term of the Project must not exceed $2,950,000.
DETAILED PROJECT COMPENSATION
Pricing per contractor response in the Pricing documents of RFP 24-04 (Attached).
City of Glendale
Solicitation Number: RFP 24-04/ 42400015
Camelback Ranch Field Replacement and
Renovations
PRICING WORKBOOK
CITY OF GLENDALE
Procurement Department
5850 West Glendale
Avenue, Suite 317
Glendale, Arizona 85301
3. PRICING/COST WORKBOOK
The Contractor must complete the Pricing Schedule below. Any items not clearly listed
on the Contractor’s submitted price proposal will be considered included in the
Contractor’s price at no additional cost to the City. All pricing should contemplate
compliance with the performance requirements as specified in the Scope of Work.
Instructions:
a.
The cost proposal must be submitted separately from the rest of the written
proposal.
b.
Cost proposals shall be quoted as an all-inclusive fixed fee for services.
c.
All inclusive – covers all direct and indirect necessary expenses, including but not
limited to travel, telephone, copying, and other out-of-pocket expenses.
d.
Not to Exceed – The actual fees shall not exceed the amount specified in the fee
proposal.
PRICE SCHEDULE
Project Year One Lump Sum Cost as Defined in the Scope of Work
$ Total
(MUST include the Comprehensive Breakdown of Pricing of the Lump Sum)
PAYMENT Contractor shall provide monthly statements of itemized services. Payment
will be reviewed and approved by the Contract Administrator or designee. The itemized
statement shall not exceed the proposal fee in this Section.
TAX AMOUNT Do not include any use tax or federal tax in your proposal.
OFFEROR NAME: Offeror must enter full Company Name
ATHLETIC APPLICATIONS
591,420
From:
Andy Hebrard
To:
Hawk, Cyndi
Subject:
RFP 24-04 Request for BAFO
Date:
Tuesday, November 7, 2023 9:33:04 AM
Attachments:
image001.png
4539976A3F254489A4C84B3BAB1CAFA9.png
Estimate 1214 (1).pdf
RFP 24-04 Request for BAFO - Athleic Applications[13109].pdf
CAMELBACK PROPOSAL 2025-2026.pdf
Cyndi,
I wasn’t able to move much on price, because I tried to give your team the
best deal the first time around. However I took the sod down from 1.05 to
.99.
Also attached is a potential plan for future years.
Thanks for the opportunity to submit, I really hope we are able to work
with each other this year and future years to come.
Have a blessed week.
Andy Hebrard
503-830-1755
From: Hawk, Cyndi
Sent: Friday, November 3, 2023 8:35 AM
To: Andy Hebrard
Cc: Mary Beth Hardina
Subject: Best and Final Offer
The city has completed the evaluation process. As responsible stewards of taxpayer
dollars, we must ensure that the costs align with fiscal responsibility. Considering this
obligation, we request that you provide us with your best and final pricing proposal for the
project. We aim to achieve an optimal balance between cost-effectiveness and quality to
maximize the value for the taxpayers.
At this time, the city would like to extend an opportunity for your firm to present a Best and
Final Offer (BAFO) by responding with a revised Pricing BAFO Workbook. However, your
firm may amend any additional items or portions of the original offer to improve your
evaluated scores.
BAFO Pricing
Offerors shall provide their most favorable pricing possible and update their proposals using
the enclosed cost worksheet accounting for the following:
Offeror shall return responses by Tuesday, November 7th, by 4:30 PM Arizona Time.
Responses shall be submitted to Cyndi Hawk at chawk@glendalaz.com. The email's
subject line must be "RFP 24-04 Request for BAFO."
If an Offeror does not submit a Best and Final Offer, the previous offer will be considered its
Best and Final Offer.
All questions and inquiries about this request shall be directed to Cyndi Hawk via the above
email address.
Thank you,
Cyndi Hawk
Procurement Survey
ATHLETIC APPLICATIONS
5058 N 148th Ave
Litchfield Park, AZ 85340 US
5038301755
Andy@athleticapplication.com
www.athleticapplication.com
ADDRESS
Camelback Ranch
Stadium & F3
Spring 2024
SHIP TO
Camelback Ranch
FIELD REPLACEMENT-
White Sox 24-04 42400015
ESTIMATE #
DATE
1214
10/16/2023
TRACKING NO.
ROC 328970
DESCRIPTION
QTY
RATE
AMOUNT
Irrigation
3.5: ON FIELD IRRIGATION- Moisture management
throughout project, Lowering/ Raising/ Replacing
heads, Installing/ Leveling Boxes/ Changing field
couplers (10) top of boxes .5" above 0. (price per
field)
1
6,500.00
6,500.00
Harvesting
Turfgrass
3.1: STADIUM: Removal and Disposal of 103,000 sq
ft of Turfgrass on Stadium Field at depth of 2.5" and
(3.0" on infield and sidelines). CAMPEY IMANTS
KORO FIELD TOPMAKER TO BE USED. Haul to
staging area.
103,000
0.35
36,050.00
Harvesting
Turfgrass
3.1: F3: Removal and Disposal of 20,000 sq ft of
Turfgrass on Stadium Field at depth of 2.5" and (3.0"
on infield) CAMPEY IMANTS KORO FIELD
TOPMAKER TO BE USED. Haul to staging area.
20,000
0.35
7,000.00
Turf
Renovation
3.2: Removal and Disposal of contaminated CLAY
root zone around perimeter of infield 8" (price per
field)
2
6,500.00
13,000.00
Turf
Renovation
3.2: Removal and Disposal of contaminated root zone
along WARNING TRACK edge (price per field)
1.50
2,500.00
3,750.00
Material
Handling
3.2: Hauling in approx 550 tons of USGA sand to
STADIUM, Hauling in 50 tons of USGA sand to F3.
Evenly distribute.
1
7,500.00
7,500.00
Fert App
3.2: STS Huma Rich application post rough grade.
Material needed: 10,000 lbs
1
17,500.00
17,500.00
Disposal
3.1: HAUL OFF: Hauling off all harvested material to
staging area, Hauling off all harvested material out of
staging area off site, restoring staging area to
previous condition. This includes green waste, red
clay, black sand, warning track mix.
1
45,000.00
45,000.00
Reverse
3.2 & 3.3: Ripping and Reverse Rototill using
1.25
10,000.00
12,500.00
DESCRIPTION
QTY
RATE
AMOUNT
Rototill
Blecevator (price per field) depth of 5"-6"
Turf
Renovation
3.2 & 3.3: Tirepacking rootzone after reverse rototill in
prep for grade (price per field)
1.25
3,500.00
4,375.00
Laser Grading 3.2 & 3.3: Laser grade with 3D grading, variance of
1/8 inch (STADIUM and F3). Laser Grading of Sand
Profile
1
25,000.00
25,000.00
Turf
Renovation
3.2 & 3.3: Plate compact around irrigation heads and
valve boxes to insure minimal settling (price per field)
1.25
2,500.00
3,125.00
Infield Skin
Renovation
3.4: Remove 2" existing infield mix. Manage moisture
and till clay. Haul in 90 ton Dura Edge Professional
Red infield mix, till again, 3D laser grade to final.
SERVICES AND MATERIAL INCLUDED.
1
25,000.00
25,000.00
Warning
Track
3.4: Remove 2" existing warning track mix with top
maker. Haul in 260 ton hilltopper warning track mix.
3D laser grade, Compact with roller. Add Hilltopper
conditioner. SERVICES AND MATERIAL INCLUDED
1
99,000.00
99,000.00
Professional
Mound Build
3.4: Re-Building Pitchers Mound to MLB SPECS.
Black clay down slope and on table, red infield mix on
back and sides. Topped with conditioner. Material
included
2
4,500.00
9,000.00
Home Plate
Renovation
3.4: Renovating Homeplate to Professional
Standards. Black clay in boxes and red clay all
around non critical areas. Topped with conditioner.
Material included
2
3,200.00
6,400.00
Irrigation
3.5: OFF FIELD IRRIGATION. Replacing 4 irrigation
manifolds to spec. 20 valves in total. (labor and
materials included) Hunter ICVs, brass shut off ball
valves with stainless steel handles. Class 200,
schedule 80 reclaimed pipe and fittings (STADIUM
AND F3)
1
35,000.00
35,000.00
Equipment
Budget
3.10: Equipment that Athletic Applications will need to
bring in and have on site for pieces of renovation
1
15,000.00
15,000.00
Mobilization
3.13: Travel Costs associated with getting to and
from venue
1
15,000.00
15,000.00
Materials
Budget
3.7: Re Grassing: Sand based TIFTUF installed by
Evergreen Turf, 1/2" cut. 115,000 sq ft. Installation
included. Approx install date June 12
115,000
0.99
113,850.00
Materials
Budget
3.7: Re Grassing: Sand based Tahoma installed by
West Coast Turf, 1/2" cut. 8,000 sq ft.
8,000
0.99
7,920.00
Materials
Budget
3.5: IRRIGATION: Rainbird 8005 stainless steel: 63
1
12,500.00
12,500.00
Rainbird 5000 stainless steel: 17
0.00
Reclaim valve boxes: 30
0.00
Synthetic Turf
Installation
3.8: Removal of existing turf, Installation of Synthetic
Turf in Dodger and White Sox Bullpens. 5mm pad
underneath catchers and seating areas.
3,200
10.00
32,000.00
Materials
Budget
3.2: USGA SAND: 600 tons. Allocation confirmed
from West Coast Sand
1
22,800.00
22,800.00
Materials
Budget
3.4 Conditioner: 2 ton
1
1,650.00
1,650.00
DESCRIPTION
QTY
RATE
AMOUNT
Drainage
3.6: Replacing Drains and Hardware to updated
specs
1
15,000.00
15,000.00
We are looking forward to working with you!
TOTAL
$591,420.00
Accepted By
Accepted Date
PROPOSAL FOR CAMELBACK RENOVATIONS
SPRING 2025 (DODGERS 1-2)
SPRING 2026 (WHITESOX 1-2)
BELOW IS A TABLE WITH PRICING TO BUILD A CONTINUING RELATIONSHIP
WITH THE CITY OF GLENDALE AND CAMELBACK RANCH TO BUILD THE BEST
PRICING AND MOST CONSISTENT PRODUCT. THERE HAVE BEEN SOME
CHANGES IN MY MODEL FROM THE 2024 (STADIUM SCOPE). SOME OF THESE
PIECES INCLUDE: NO WARNING TRACK WORK, MOUND, HOMEPLATE, BULLPEN,
SYNTHETIC TURF, DRAINAGE, FERT OR OTHER GRANULAR PRODUCTS.
COST PER FIELD, WILL APPLY DISCOUNT FOR 2 FIELDS AND FOR A CONTINUED
RELATIONSHIP
LUMP SUM ITEM
APPROX COST
IRRIGATION SERVICE AND HARDGOODS (3
MANIFOLD REPLACEMENTS, HEADS, COUPLERS,
BOXES)
$48,500
GRASS PROFILE REHAB (350 TON PER FIELD
ALLOCATED, RIP, TILL, LASER GRADE, COMPACT)
$35,000
SKIN WORK (CLAY EDGE REMOVAL, SCRAPE,
MOISTURE MGMT, TILL, LASER GRADE, HAUL OFF
UP TO 25 TON)
$26,500
KORO SURFACE PREP (KORO 2 IN ON OUTFIELD &
SIDES, 3 IN ON INFIELD, HAUL IN SAND, HAUL
TAILINGS OFF SITE)
$85,000
OVERHEAD (MOBILIZATION, MOISTURE MGMT,
PROJECT MGMT)
$30,000
TOTAL SOD BASED ON 115,000 SQ FT
$113,850
ONE FIELD TOTAL:
$338,850
DISCOUNT TO BE APPLIED TO MULTIPLE FIELD/ MULTIPLE YEAR DEAL.
PRICING SUBJECT TO CHANGE BASED ON MATERIAL COST.