Request for Proposal: #2025-01
Title: Proposals for new Baseball/Softball Field Lighting at the Yadkin County Park, lower baseball/softball field (Field#2).
Issue Date: August 26, 2024
Issuing Department: Yadkin County Parks and Recreation
PO Box 220
217 East Willow Street
Yadkinville, NC 27055
Sealed Proposals will be received until 3:00 p.m., September 26th, 2024 from qualified vendors for new lighting on the lower baseball/softball field (Field #2) at the Yadkin County Park.
All inquiries for information concerning the Request for Proposals shall be directed in written format to:
Jason Walker
PO Box 220
217 E Willow St Yadkinville, NC 27055 (336) 849-7583
jwalker@yadkincountync.gov
Sealed Proposals shall be mailed and/or hand delivered to the Issuing Department shown above and the envelope shall bear the name and number of this Request for Proposals. It is the sole responsibility of the proposer to ensure that its proposal reaches the Issuing Department by the designated date and hour indicated above.
217 E. Willow Street ~ Post Office Box 220 ~ Yadkinville, North Carolina 27055 (336) 679-4200 Office --- (336) 679-6005 Fax www.yadkincountync.gov
In compliance with the Request for Proposals and to all the terms and conditions imposed herein, the undersigned offers and agrees to furnish the services and install the goods described in accordance with the attached signed proposal.
Firm Name:
Date:
Address:
Phone:
By: (printed)
By: (signed)
Background and Scope
A. General Information
This is a Request for Proposals (RFP) for qualified vendors to furnish and install all equipment, accessories, hardware, software, labor, training, and materials for a turnkey lighting system at the lower baseball/softball field (field#2) at the Yadkin County Park. The new lighting system must meet all current NC High School Athletic Association rules and guidelines, as well as all local, state and federal laws, rules and regulations.
B. General Conditions
This RFP is not an offer to contract. Acceptance of a proposal neither commits the County to award a contract to any contractor, even if all requirements stated in this RFP are satisfied, nor limits our right to negotiate in our best interest. We reserve the right to contract with a vendor for reasons other than lowest price.
Please note: Price will not be the only factor considered when selecting a vendor. Yadkin
County is seeking the bid with the best overall value to the County.
C. Reservations
Yadkin County reserves the right, at any time and for any reason, to cancel this RFP or any portion thereof, to reject all proposals or accept an alternate proposal. The County also reserves the right to waive any immaterial defect in the bid. The bid shall be good for a period of ninety (90) days from the opening of the bid. The County may seek clarification of the bid at any time and any delayed response could be a cause for bid rejection.
D. Incurred Costs
Yadkin County will not be liable for any costs incurred by respondents in replying to this
RFP.
E. Award
Award shall be made by Yadkin County to the bid that is determined to be the most advantageous to Yadkin County.
F. Assignment
The bid respondent may not reassign any award made as a result of this RFP, without prior written consent of Yadkin County.
G. Evaluation Criteria
Proposal will be reviewed and a contractor will be selected based on the following criteria
(listed in no particular order):
▪ Cost
▪ Suggested Equipment
▪ Qualifications
▪ Customer Service
▪ Compliance with Requirements
▪ Training
▪ Warranty
▪ Construction Timeline
H. Proposal Instructions and Time Frames
Respondents are to submit a sealed proposal, which will be evaluated by Yadkin County to determine the completeness of the bid. The sealed proposal must be clearly labeled on the outside of the envelope or package “New lighting at Yadkin County Park” in order to be considered. Submit one marked original and two (2) complete copies of the bid.
Submission Location: Yadkin County Soil and Water office
Jason Walker
2051 Agricultural Way
Suite 207
Yadkinville, NC 27055
Submission Deadline: September 26, 2024 at 3:00 p.m.
Contact/Questions: Jason Walker
PO Box 220
217 E Willow St Yadkinville, NC 27055 (336) 849-7583
jwalker@yadkincountync.gov
*Note: Questions must be in written format and delivered to Jason Walker by September 16,2024. There will be an addendum issued based on the questions received on September 20, 2024. The addendum will be posted on the Yadkin County website. Bidders must contact Jason Walker in writing to indicate that they will be offering a bid in order to receive addendum and/or changes to the RFP.
I. Project Timetable
Request for Proposal issued: August 26, 2024
Questions concerning Proposal due : September 16, 2024
Addendum to RFP posted on website: September 20, 2024
Proposal Due: September 26, 2024
J. Proposal Contents / Format
The following sections/information will be considered integral to this solicitation. As such, please address each accordingly.
1. Cost: Provide a detailed pricing structure of the proposed equipment. This should be a complete price to include the equipment, auxiliary equipment, any maintenance costs, delivery costs, setup costs, installation, training etc.
2. Work Schedule: Provide a detailed timeline indicating when the equipment can be delivered and the estimated start and completion dates for the entire project.
3. References: All proposals should include names, addresses, telephone numbers and contact persons for at least three (3) other organizations (public sector agencies are preferred) for which comparable services have been rendered in the past five (5) years.
4. Vendor Information: Provide a completed copy of:
• Vendor Form
• W9
• Liability/Worker’s Compensation Certificate of Insurance
K. | 1) | Detailed Scope of Services Provide all labor, materials, permits, etc. needed to install new lighting system at the lower |
| | baseball/softball field (Field #2) at the Yadkin County Park. |
| 2) | All services provided will be required to meet all current NC High School Athletic Association rules and guidelines, as well as all local, state and federal laws, rules and regulations. |
| 3) | As part of this project, the selected contractor will be required to remove and dispose of all current lighting equipment at the lower baseball/softball field (Field #2) at the Yadkin County Park. |
| 4) | Selected contractor will be required to coordinate with the power company in order to complete the project and ensure adequate and proper power supply is provided by the power company. |
| 5) | Location of all meter bases, transformers, control boxes, etc. must be detailed in the proposal. |
| 6) | Selected contractor will be responsible for securing all needed permits, and cost of these permits will be included in the proposal. |
Mail or Fax completed form(s) to: Yadkin County Finance Office
PO Box 220
Yadkinville, NC 27055
Telephone: (336)679-4338
Fax: (336)679-4337
Vendor Application
Please include W-9 Form when submitting a vendor application.
BUSINESS/LEGAL NAME
As listed on your IRS tax form
CONTACT PERSON
MAILING ADDRESS
CITY/STATE/ZIP
REMITTANCE
ADDRESS (if different from above)
CITY/STATE/ZIP
COUNTY
PHONE NUMBER FAX NUMBER
E-MAIL ADDRESS
FEDERAL ID # OR SOCIAL SECURITY #
Yadkin County Use ONLY:
Type of service being provided:
Is this vendor related (Spouse, Mother, Father, Children, In-Laws, Siblings) to the Department Head requesting vendor approval?
(YES)
(NO)
DEPARTMENT HEAD SIGNATURE
FINANCE OFFICER SIGNATURE
NON-COLLUSION AFFIDAVIT
North Carolina of North Carolina
County of ________________
I _________________________________, being first duly sworn, deposes and says that:
He/She is the _____________________of ____________________________, the proposer that has submitted the attached proposal;
He/She is fully informed respecting the preparation and contents of the attached proposal and of all pertinent circumstances respecting such proposal;
Such proposal is genuine and is not a collusive or sham proposal;
Neither the said Proposer nor any of its officers, partners, owners, agents, representatives, Employees or parties of interest, including this affiant, has in any way colluded, conspired, connived or agreed, directly or indirectly, with any other Proposer, firm or person to submit a collusive or sham proposal in connections with the contract for which the attached proposal has been submitted or to refrain from bidding in connection with such contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other Proposer, firm or person to fix the price or prices in the attached proposal or of any other Proposer or to fix overhead, profit or cost element of the proposal price of any other Proposer or to secure through collusion, conspiracy, connivance or unlawful agreement any advantage against the County of Yadkin or any person interested in the proposed contract; and
The price or prices quoted in the attached proposal are fair, proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the Proposer or any of its agents, representatives, owners, employees, or parties in interest, including this affiant.
____________________________________
Signature and Title
North Carolina of North Carolina
County of __________________
Subscribed and sworn before me,
This _____day of ________________, 2017
___________________________________
Notary Public
My commission expires _______________