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Earth Balance 4-14-20.pdf
REQUEST FOR PROPOSAL RFP NO. 2020-751 DUNE VEGETATION- PHASE II PROPOSAL DUE: TUESDAY, MARCH 10TH AT 2:00 PM PRE-PROPOSAL MEETING: WEDNESDAY, FEBRUARY 12TH AT 10:00 AM CITY OF TYBEE ISLAND, GEORGIA SHIRLEY SESSIONS, MAYOR BARRY BROWN, MAYOR PRO TEM SPEC HOSTI MONTY PARKS NANCY DEVETTER JOHN BRANIGIN JAY BURKE DOCUMENT CHECK LIST The following documents are contained in and made a part of this RFP Package, and are required to be submitted with the Proposal. It is the responsibility of the Proposer to read, complete and sign, where indicated, and return these documents with the Proposal. FAILURE TO DO SO MAY BE CAUSE FOR DISQUALIFICATION OF THE PROPOSER INTRODUCTION SPECIFICATIONS AND REQUIREMENTS INSTRUCTIONS TO BIDDERS GENERAL INFORMATION BID AND PERFORMANCE BOND EVALUATION CRITERIA ATTACHMENTS: A. SIGNATURE SHEET; B. CONTRACTOR AFFIDAVIT; C. SUBCONTRACTOR AFFIDAVIT; D. SAVE AFFIDAVIT; E. VENDOR INFORMATION; F. DEBARMENT CERTIFICATION G. PROPOSAL FORM; H. CHECKLIST SEPARATE ATTACHMENT: DUNE VEGETATION PLANS & SPECIFICATIONS INTRODUCTION Date: 8-28-18 This is a request for proposals to supply the City of Tybee Island, Georgia with services as indicated herein. Sealed proposals must be received by 2:00 pm local time, on Tuesday, March 10, 2020. The City of Tybee Island reserves the right to reject any or all proposals. A pre-proposal meeting will be held on Wednesday, February 12, 2020, at 10:00 am in the City Hall auditorium (403 Butler Ave, Tybee Island). Interested vendors are encouraged to attend, as they will have the opportunity to discuss specifications, visit the site, and ask questions. METHOD OF AWARD: If the City of Tybee Island awards a contract as a result of this RFP, it will be awarded to the responsible proposer deemed able to provide the best value for the City. The award will take into account price among other factors as specified in this RFP. The City reserves the right to select the proposer which best meets the City’s goals and objectives, needs, budget constraints, and quality levels, as well as its educational and service level expectations. The City reserves the right to award a contract to one or multiple vendors. Signature of proposer indicates understanding and intended compliance with the terms of this request, the requirements herein, and any subsequent award or contract. All specifications, conditions, and representations made in this request will become an integral part of the contract. Nothing contained within this RFP is indicative of intent by the City of Tybee Island to reimburse the proposer, in whole or in part, for any costs associated with preparation, submission, or presentation of proposals. Instructions for preparation and submission of a proposal are contained in this RFP package. Please note that specific forms for submission of a proposal are required. The City of Tybee Island has an equal opportunity purchasing policy to assure all procurement procedures are conducted in a manner that provides maximum open and free competition. The City seeks to ensure that all segments of the business community have access to supplying the goods and services needed by the City. The City provides equal opportunity for all businesses and does not discriminate against any persons or businesses regardless of race, color, religion, age, sex, national origin or handicap. The City of Tybee Island is seeking a proposal package for service or materials equal to or exceeding specifications set forth on the attached pages. Those not meeting these standards will be rejected. The attached material specifications become and remain a part of this RFP. All responses, inquiries, or correspondence relating to, or in reference to, this RFP, and all reports, charts, displays, schedules, exhibits and other documentation by the proposers will become the property of the City when received. The City retains the right to use any or all ideas presented in any response to this RFP, whether amended or not. Selection or rejection of the proposal does not affect this right. SPECIFICATIONS AND REQUIREMENTS The City of Tybee Island (“City”) is soliciting proposals from qualified vendors to landscape approximately 280,000 square feet of beach dunes. The vendor will be required to supply, deliver, and install various native salt and drought tolerant grasses, plants, and sea oats as specified in the attached Planting Plan (Attachment #1). This work is expected to be initiated in early April, following an anticipated award by City Council at their March 26th meeting. The planting area is comprised of two specified dune sections: from approximately Chatham Avenue north to 19th Street (Area 1) on the south end of the island and from approximately Center Street north to Eastgate (Area 2) at the middle of the island. Area 1 is approximately 41,000 square feet. Area 2 is approximately 239,000 square feet. The dunes to be built will vary in height from six (6) feet to eight (8) feet and be approximately seventy (70) feet wide at the base, with a seaward side slope of approximately 1:5 and a landward side slope of approximately 3:1. Quantities of plants furnished in the plan have been calculated carefully from projected surface areas of the dunes to be built. Actual areas may vary due to existing conditions, installation adjustments, or weather fluctuations. The contractor is to provide the species and sizes as specified. If the time of installation does not allow for the plant availability, the bidder may suggest substitutions of other sizes or native species which are known to be indigenous to the Georgia coastal dune systems. All substitutions must be approved by the City prior to execution of the contract. The City is working with researchers at Georgia Southern who will use this revegetation project as the basis for an experiment to determine the planting assemblage that is most effective at accumulating and binding sand for dunes. To do this, they will submit planting plans that slightly alter the overall plan. There will be four (4) modifications in total: 1. Bare sand with no added vegetation. 2. The same design outlined for the island, but in a lower density (approximately 36” spacing). 3. Plants arranged according to researchers’ observation of what is already growing on Tybee (in a high density - 18” spacing). Most likely 3-5 species. 4. Area with plants arranged according to researchers' observation of what is already growing on Tybee (in a low density- approx. 36” spacing). Most likely 3-5 species. Each of these modifications will be in an area 30 feet wide and will require the same plants as in the overall schematic but in different arrangements and densities. There will be 6 replicates of each modification in random points along the restoration site. This totals 720 ft. of the dune plantings to differ from the original plan. The researchers will clearly mark the areas for planting as required by the experimental plan. This experiment will not change the total number of plants nor the total area of the project. Access to each site will occur via existing City of Tybee vehicular access points in the vicinity of each project location and is designated in the plan as 19th Street for Area 1 and 3rd Street for Area 2. Gas powered gators may be used to deliver plants within the immediate area of the project b ut are not authorized to drive on the dunes between the landward and the seaward toe. Refueling of equipment and fuel storage is not authorized on the beach. These activities must occur landward of the vehicular access points, on the paved street end. Access to water will be provided at both the 19th Street and 3rd Street access points. Large truck deliveries can be made at 19th Street and 3rd Street. Proposer must provide a material warranty with each proposal to insure 80% survivorship of all installed plants for a minimum of 90 days. Proposal must also include an estimated delivery and installation schedule from the Notice to Proceed date. All work must be completed by May 1, 2020. 1. INSTRUCTIONS TO PROPOSERS Purpose: The purpose of this document is to provide general and specific information for use in submitting a proposal to supply the City of Tybee Island with equipment, supplies, and/or services as described herein. All RFPs are governed by the Code of the City of Tybee Island, Georgia, 15- 2015 Sec 1, Art VII, Procurement, Sec 2-400, and the laws of the State of Georgia. Proposers must carefully review all provisions of, and attachments to, this document prior to submission. Each proposal constitutes an offer and cannot be withdrawn except as provided herein. This RFP and any attachments, plans, and/or other related documents can be found on the City’s website at https://www.cityoftybee.org/Bids.aspx. It is incumbent upon the proposer to check the website for additional information and/or addendums. 1.1 How to Prepare Proposals: All Proposals must be: a. Prepared on the forms enclosed herewith, unless otherwise prescribed, and all documents must be submitted. b. Proposals must be signed by the business owner or authorized representative, with all erasures or corrections initialed and dated by the official signing the Proposal. ALL SIGNATURE SPACES MUST BE SIGNED. 1.2 How to Submit Proposals: One original, and one electronic copy (usb flash drive) must be submitted in a sealed opaque envelope, plainly marked with the RFP number and title, and proposer’s company name, to the office of the address below prior to the time specified. Include your proposal, and all required attachments, which can be found at the end of this document. Include all requested documents, including required bid bond. See Attachment H City/County Occupational Tax Certificate Requirement: Contractor must supply a copy of their Occupational Tax Certificate as proof of payment of the occupational tax where their office is located. In addition, if a contract is awarded, contractors that are not located on Tybee Island are required to obtain a Tybee Island contractor registration. Contact Sharon Shaver for additional information, at 912-472-5072, or in person at Tybee Island City Hall 403 Butler Ave, Tybee Island, Ga Include at least three (3) references documenting your experience with similar projects. Include name of project, construction cost, location, and current reference contact information including name, phone number, and email address. In addition to the information above, submit a written and/or photographic description of how these projects relate to this RFP. All Proposals must be hand delivered, mailed, or sent by courier in sufficient time to ensure receipt by the Purchasing Agent on or before the time and date specified above. Include RFP #2020-751 on front of envelope. Courier or hand deliver response package to: MELISSA FREEMAN TYBEE ISLAND CITY HALL 403 BUTLER AVE TYBEE ISLAND, GA. 31328 �� P r o p o s a l s m a y b e s u b m i t t e d v i a U S M a i l , b u t p r o p o s e r s c h o o s i n g t h i s m e t h o d s h o u l d a l l o w a t l e a s t a n a d d i t i o n a l 2 4 h o u r s f o r d e l i v e r y : M E L I S S A F R E E M A N C I T Y O F T Y B E E I S L A N D P O B O X 2 7 4 9 T Y B E E I S L A N D , G A . 3 1 3 2 8 F A X E D O R E - M A I L E D C O P I E S W I L L N O T B E C O N S I D E R E D . P R O P O S A L S N O T R E C E I V E D B Y T H E T I M E A N D D A T E S P E C I F I E D W I L L N O T B E O P E N E D . 1 . 3 H o w t o S u b m i t a n O b j e c t i o n : P o t e n t i a l p r o p o s e r s m u s t p r e s e n t a n y w r i t t e n o b j e c t i o n t o t h i s R F P a t l e a s t s e v e n ( 7 ) d a y s p r i o r t o t h e p r o p o s a l d u e d a t e . T h e o b j e c t i o n s c o n t e m p l a t e d m a y p e r t a i n t o f o r m a n d / o r s u b s t a n c e o f t h e R F P d o c u m e n t s . O b j e c t i o n s m u s t b e m a d e i n w r i t i n g t o t h e P u r c h a s i n g a g e n t , M e l i s s a F r e e m a n m f r e e m a n @ c i t y o f t y b e e . o r g . E m a i l s u b j e c t l i n e : O b j e c t i o n t o R F P # 2 0 2 0 - 7 5 1 . 1 . 4 M i n i m u m R e q u i r e m e n t s f o r P r o p o s a l s a . P r o p o s a l s s h a l l b e c o n s i d e r e d o n l y f r o m f i r m s n o r m a l l y e n g a g e d i n p e r f o r m i n g t h e t y p e o f w o r k s p e c i f i e d w i t h t h e R e q u e s t f o r P r o p o s a l . I n t h e d e t e r m i n a t i o n o f t h e e v i d e n c e o f r e s p o n s i b i l i t y a n d a b i l i t y t o p e r f o r m t h e r e q u i r e d s e r v i c e s b y t h e p r o p o s e r , t h e r e p r e s e n t a t i v e s o f t h e C i t y s h a l l d e t e r m i n e w h e t h e r t h e e v i d e n c e o f r e s p o n s i b i l i t y a n d a b i l i t y t o p e r f o r m i s s a t i s f a c t o r y . T h e r e p r e s e n t a t i v e s o f t h e C i t y r e s e r v e t h e r i g h t t o r e j e c t a n y o r a l l p r o p o s a l s . b . P r e v i o u s e x p e r i e n c e i n t h e p e r f o r m a n c e o f p r o j e c t s o f a s i m i l a r n a t u r e t o e n s u r e t i m e l y a n d e f f i c i e n t c o m p l e t i o n . c . T h e i n d i v i d u a l / f i r m w a r r a n t s t h a t h e / s h e i s f u l l y q u a l i f i e d , w i t h a d e q u a t e p e r s o n n e l a n d e x p e r i e n c e t o u n d e r t a k e t h e s e r v i c e s r e q u i r e d w i t h i n a r e a s o n a b l e t i m e . d . T h e p r o p o s e r s h a l l b e a n e q u a l e m p l o y m e n t o p p o r t u n i t y e m p l o y e r a n d s h a l l a d h e r e t o a n y a p p l i c a b l e l o c a l , s t a t e , o r f e d e r a l a f f i r m a t i v e a c t i o n r e q u i r e m e n t s . 1 . 5 E r r o r s i n R F P r e s p o n s e s : P r o p o s e r s a r e e x p e c t e d t o f u l l y i n f o r m t h e m s e l v e s a s t o t h e c o n d i t i o n s , r e q u i r e m e n t s , a n d s p e c i f i c a t i o n s o f t h i s R F P b e f o r e s u b m i t t i n g a p r o p o s a l . F a i l u r e t o d o s o w i l l b e a t t h e P r o p o s e r ' s o w n r i s k . I n c a s e o f e r r o r i n e x t e n s i o n o f p r i c e s i n t h e p r o p o s a l , t h e u n i t p r i c e w i l l g o v e r n . 1 . 6 Q u e s t i o n s c o n c e r n i n g R F P : Q u e s t i o n s , i n q u i r i e s , s u g g e s t i o n s , o r r e q u e s t s c o n c e r n i n g i n t e r p r e t a t i o n , c l a r i f i c a t i o n o r a d d i t i o n a l i n f o r m a t i o n c o n c e r n i n g a n y p o r t i o n o f t h i s R F P m u s t b e m a d e b y e m a i l , s e n t t o t h e b e l o w n a m e d i n d i v i d u a l , w h o w i l l b e t h e o f f i c i a l p o i n t o f c o n t a c t f o r t h i s R F P . Q u e s t i o n s m u s t b e s u b m i t t e d a t l e a s t s e v e n d a y s b e f o r e t h e p r o p o s a l d u e d a t e . Mark subject line on e-mail “Questions on RFP 2020-751, Dune Vegetation” POINT OF CONTACT: Melissa Freeman mfreeman@cityoftybee.org Failure of a Proposer to ask questions, request changes, or submit objections by the dates indicated above shall constitute the Proposer's acceptance of all of the terms, conditions and requirements set forth in this RFP. 1.7 Addendums to RFP: Any changes to the conditions or specifications in this RFP must be in the form of a written addendum to be valid. If the City of Tybee Island issues an addendum to this RFP, it will be posted by the Purchasing Agent on the City’s website. The issuance of a written addendum by the Purchasing Agent is the only official method by which interpretation, clarification or additional information will be given. The City of Tybee Island will not be responsible for any oral representation given by any employee, representative or others. Proposer must acknowledge each addendum in the response. It is solely your responsibility as a proposer to ensure that you have received all addenda and incorporated the changes into your response before submission. Unless otherwise specified in an addendum, the due date and time remains as listed above. 2 GENERAL INFORMATION 2.1 Specifications: Any obvious error or omission in specifications will not inure to the benefit of the proposer but will put the proposer on notice to inquire of or identify the same from the City of Tybee Island. Whenever herein mention is made of any article, material or workmanship to be in accordance with laws, ordinances, building codes, underwriter's codes, A.S.T.M. regulations or similar expressions, the requirements of these laws, ordinances, etc., will be construed to be the minimum requirements of these specifications. 2.2 Standards for Acceptance of Proposal for Contract Award: City of Tybee Island reserves the right to reject any or all proposals and to waive any irregularities or technicalities in proposals received whenever such rejection or waiver is in the best interest of City of Tybee Island. City of Tybee Island reserves the right to reject the proposal of a proposer who has previously failed to perform properly or complete on time contracts of a similar nature, or a proposal from a proposer whom investigation shows is not in a position to perform the contract. 2.3 Proposer: Whenever the term "proposer" is used it will encompass the "person," "business," "supplier," "vendor," or other party submitting a proposal to City of Tybee Island in such capacity before a contract has been entered into between such party and City of Tybee Island. 2.4 Responsible / Responsive proposer: Responsible proposer means a person or entity that has the capability in all respects to perform fully and reliably the contract requirements. Responsive proposer means a person or entity that has submitted a proposal that conforms in all material respects to the requirements set forth in the RFP. 2.5 Compliance with Laws: The proposer will obtain and maintain all licenses, permits, liability insurance, workman's compensation insurance and comply with any and all other standards or regulations required by federal, state, county or city statute, ordinances and rules during the performance of any contract between the contractor and City of Tybee Island. Any such requirement specifically set forth in any contract document between the contractor and City of Tybee Island will be supplementary to this section and not in substitution thereof. 2.6 Contractor: Contractor or subcontractor means any person or business having a contract with City of Tybee Island. The Contractor/Vendor of goods, material, equipment or services certifies that they will follow equal employment opportunity practices in connection with the awarded contract as more fully specified in the contract documents. 2.7 State Licensing Board for General Contractors: If applicable, pursuant to Georgia law, any proposer must be a Georgia licensed General Contractor (Contractor work or activity that is unlimited in scope regarding any residential or commercial projects). 2.8 Security & Immigration Compliance: On 1 July 2007, the Georgia Security and Immigration Compliance Act (SB 529, Section 2) became effective. All contractors and subcontractors entering into a contract or performing work must sign an affidavit that he/she has used the E-Verify System. E-Verify is a no-cost federal employment verification system to insure employment eligibility. No proposals will be considered unless a signed E-Verify Affidavit is enclosed with the submittal package. Affidavits are enclosed in this solicitation. You may download M-274 Handbook for Employers at http://www.dol.state.ga.us/spotlight/employment/rules. You may go to http://www.uscis.gov to find the E-Verify information. Systematic Alien Verification for Entitlements (SAVE) Program: O.C.G.A. 50-36-1 required Georgia cities to comply with the federal Systematic Alien Verification for Entitlements (SAVE) Program. SAVE is a federal program used to verify that applicants for certain “public benefits” are legally present in the United States. Contracts with the City are considered “public benefits.” Responders are required to provide the Affidavit Verifying Status for City of Tybee Benefit Application prior to receiving any City contract. The affidavit is included as part of this RFP package. Protection of Resident Workers. City of Tybee Island actively supports the Immigration and Nationality Act (INA), which includes provisions addressing employment eligibility, employment verification, and nondiscrimination. Under the INA, employers can hire only persons who can legally work in the United States (i.e., citizens and nationals of the U.S.) and aliens authorized to work in the U.S. The employer must verify the identity and employment eligibility of any hiree, which includes completing the Employment Eligibility Verification Form (I-9). The Contractor will establish appropriate procedures and controls so no services or products under the Contract Documents will be performed or manufactured by any worker who is not legally eligible to perform such services or employment. 2.9 Permitting and Approvals: The contractor that is awarded the contract will be responsible for securing all necessary federal, state and local approvals required for the project. 2.10 Prices to be Firm: Proposer warrants that proposal prices, terms and conditions quoted in the proposal will be firm for acceptance for a period of sixty (60) days from proposal opening date, unless otherwise stated in the RFP. 2.11 Quality: All materials or supplies used for, or the workmanship employed in, any construction necessary to comply with this RFP, will be of the best quality, and adhere to the highest industry standards. 2.12 Guarantee/Warranty: Unless otherwise specified by the City of Tybee Island, the Proposer will unconditionally guarantee the materials and workmanship for one (1) year from completion of the project or delivery of goods. If, within the guarantee period, any defects occur which are due to faulty material and or services, the contractor, at his expense, will repair or adjust the condition, or replace the material, to comply with the contract requirements and applicable standards thereof. These repairs, replacements or adjustments will be made only at such time as will be designated by the City of Tybee Island as being least detrimental to the operation of the City. 2.13 Liability Provisions: Where proposers are required to enter or go onto City of Tybee Island property to take measurements or gather other information in order to prepare the Proposal as requested by the City, the proposer will be liable for any injury, damage or loss occasioned by negligence of the proposer, his agent, or any person the proposer has designated to prepare the proposal and will indemnify and hold harmless City of Tybee Island from any liability arising there from. The contract document specifies the liability provisions required of the successful proposer in order to be awarded a contract with City of Tybee Island. 2.14 Cancellation of Contract: The contract may be canceled or suspended by City of Tybee Island in whole or in part by written notice of default to the Contractor upon non- performance or violation of contract terms. An award may be made to the next higher ranked Proposer, for articles and/or services specified or they may be purchased on the open market. The defaulting Contractor (or his surety) will be liable to City of Tybee Island for costs to the City of Tybee Island in excess of the defaulted contract prices. See the contract documents for complete requirements. 2.15 Certification of Independent Price Determination: By submission of this proposal, the Proposer certifies, and in the case of a joint proposal each party thereto certifies as to its own organization, that in connection with this procurement: a. The prices in this proposal have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other proposer or with any competitor; b. Unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the proposer and will not knowingly be disclosed by the proposer prior to opening, directly or indirectly to any other proposer or to any competitor; and c. No attempt has been made or will be made by the proposer to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition. 2.16 Qualification of Business (Responsible Proposer): the Scope of Work, specifications and plans define a responsible Proposer as one who meets, or by the date of the proposal acceptance can meet, certifications, all requirements for licensing, insurance, and registrations, or other documentation required. The City has the right to require any or all proposers to submit documentation of the ability to perform, provide, or carry out the service or provide the product requested. The City has the right to disqualify the proposal of any proposer as being unresponsive or un-responsible whenever such Proposer cannot document the ability to deliver the requested product or service. 2.17 Insurance Provisions, General: The selected proposer to whom the contract is awarded will be required to procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property that may arise from, or in connection with, the performance of the work hereunder by the Contractor, his agents, representatives, employees or subcontractors. The cost of such insurance must be included in the proposal. a. General Information that must appear on a Certificate of Insurance: i. Name of the Producer (proposer’s insurance Broker/Agent). ii. Companies affording coverage (there may be several). iii. Name and Address of the Insured (this is the Company or Parent of the firm the City is contracting with). iv. A Summary of all current insurance for the insured (includes effective dates of coverage). v. A brief description of the operations to be performed, the specific job to be performed, and contract number. vi. Certificate Holder (Must include the City of Tybee Island as a certificate holder and an additional insured). THE INSURANCE CERTIFICATE IS TO IDENTIFY THE CITY OF TYBEE ISLAND AS A CERTIFICATE HOLDER AND AS AN ADDITIONAL INSURED FOR GENERAL, AUTO, UMBRELLA, AND EXCESS LIABILITY COVERAGES. b. Minimum Limits of Insurance to be maintained for the duration of the contract: i. Commercial General Liability: Provides protection against bodily injury and property damage claims arising from operations of a Contractor. This policy coverage includes premises and operations, use of independent contractors, products/completed operations, personal injury, contractual, broad form property damage, and underground, explosion and collapse hazards. Minimum limits: $2,000,000 bodily injury and property damage per occurrence and annual aggregate. ii. Worker's Compensation and Employer’s Liability: Provides statutory protection against bodily injury, sickness or disease sustained by employees of the Contractor while performing within the scope of their duties. Employer’s Liability coverage is usually included in Worker’s Compensation policies, and insures common law claims of injured employees made in lieu of or in addition to a Worker’s Compensation claim. Minimum limits: $500,000 for each accident, disease policy limit, and disease each employee and Statutory Worker’s Compensation limit. iii. Business Automobile Liability: Coverage insures against liability claims arising out of the Contractor’s use of automobiles. Minimum limit: $2,000,000 combined single limit per accident for bodily injury and property damage. Coverage must be written on an Any Auto basis. THE INSURANCE REQUIREMENTS AND LIMITS STATED HEREIN MAY BE SATISFIED BY A COMBINATION OF PRIMARY, UMBRELLA &/OR EXCESS COVERAGES. c. Special Requirements: i. Extended Reporting Periods: The Contractor must provide the City of Tybee Island with a notice of the election to initiate any Supplemental Extended Reporting Period and the reason(s) for invoking this option. ii. Reporting Provisions: Any failure to comply with reporting provisions of the policies will not affect coverage provided in relation to this request. iii. Cancellation: Each insurance policy that applies to this request must be endorsed to state that it will not be suspended, voided, or canceled, except after thirty (30) days prior to written notice by certified mail, return receipt requested, has been given to the City of Tybee Island. iv. Proof of Insurance: City of Tybee Island must be furnished with certificates of insurance and with original endorsements affecting coverage required by this request. The certificates and endorsements are to be signed by a person authorized by the insurer to bind coverage on its behalf. All certificates of insurance are to be submitted prior to, and approved by, the City of Tybee Island before services are rendered. The Contractor must ensure Certificate of Insurance is updated for the entire term of the City of Tybee Island contract. v. Insurer Acceptability: Insurance is to be placed with an insurer having an A.M. Best’s rating of A and a five (5) year average financial rating of not less than V. If an insurer does not qualify for averaging on a five-year basis, the current total Best’s rating will be used to evaluate insurer acceptability. vi. Lapse in Coverage: A lapse in coverage will constitute grounds for contract termination by the City of Tybee Island Mayor and Council. vii. Deductibles and Self-Insured Retention: Any deductibles or self-insured retention must be declared to, and approved by, the City of Tybee Island. At the option of the City of Tybee Island, either: the insurer will reduce or eliminate such deductibles or self-insured retention as related to the City of Tybee Island, its officials, officers, employees, and volunteers; or the Contractor will procure a bond guaranteeing payment of related suits, losses, claims, and related investigation, claim administration and defense expenses. 2.18 Compliance with Specification - Terms and Conditions: The RFP, Legal Advertisement, General Conditions and Instructions to Proposers, Specifications, Special Conditions, Addendum, and/or any other pertinent documents form a part of the Proposal and by reference are made a part hereof. 2.19 Signed Proposal Considered Offer: The signed Proposal will be considered a binding offer on the part of the Proposer, which offer will be deemed accepted upon approval by the City of Tybee Island Mayor and Council, Purchasing Agent or designee, as may be applicable. In case of a default on the part of the Proposer after such acceptance, the City of Tybee Island may take such action as it deems appropriate, including legal action, for damages or lack of required performance. 2.20 Notice to Proceed: The successful proposer must not commence work under this RFP until a written contract is awarded and a Notice to Proceed is issued by the Purchasing Agent or his designee, or as specified in the Special Conditions. If the successful Proposer does commence any work or deliver items prior to receiving official notification, he does so at his own risk. 2.21 Protest Policy: Any proposer who is aggrieved in connection with the award of a contract may file a protest with the Purchasing Agent. The protest must be submitted no later than 48 hours prior to the date the award recommendation is scheduled to be approved by City Council. Recommendations to Council are usually posted on the preliminary agenda on the City's website on the Thursday prior to the Council meeting date. It is the proposer's responsibility to ascertain the City's recommendation for award. Protests must be made in writing to the Purchasing agent, Melissa Freeman at mfreeman@cityoftybee.org, with the subject line Protest: RFP #2020-751, and must include the following information: a. Name, address, email address, and telephone numbers of the protester; b. RFP number; c. Detailed statement of the legal and factual grounds for the protest, including a description of resulting harm to the protester; d. Copies of supporting documents, if any; e. Statement of relief requested; f. All information establishing that the protester is an interested party for the purpose of filing a protest on an award decision; g. All information establishing the timeliness of the protest. 2.22 Payment to Contractors: Instructions for invoicing the City of Tybee Island for products delivered to the City are specified in the contract document. a. Questions regarding payment may be directed to the Accounting Department at 912- 472-5024 or City of Tybee Island’s Project Manager as specified in the contract documents. b. Contractors will be paid the agreed upon compensation upon satisfactory delivery of the products or completion of the work as more fully described in the contract document. c. Upon completion of the work or delivery of the products, the Contractor will provide the City of Tybee Island with an affidavit certifying all suppliers, persons or businesses employed by the Contractor for the work performed for the City of Tybee Island have been paid in full. d. City of Tybee Island is a tax-exempt entity. Every contractor, vendor, business or person under contract with City of Tybee Island is required by Georgia law to pay State sales or use taxes for products purchased in Georgia or transported into Georgia and sold to City of Tybee Island by contract. Please consult the State of Georgia, Department of Revenue, Sales and Use Tax Unit in Atlanta (404) 656-4065 for additional information. 2.23 City’s Rights Concerning Award: The City reserves the right, and sole and complete discretion to waive technicalities and informalities. The City further reserves the right, and sole and complete discretion to reject all proposals, and any proposal that is not responsive or that is over the budget, as amended, or that fails to suit the needs of the City as determined by the City in its sole discretion. In judging whether the Proposer is responsible, the City will consider, but is not limited to consideration of, the following: a. Whether the Proposer or principals are currently ineligible, debarred, suspended, or otherwise excluded from contracting by any state or federal agency, department, or authority; b. Whether the Proposer or principals have been terminated for cause or are currently in default on a public works contract; c. Whether the Proposer can demonstrate a commitment to safety with regard to Workers' Compensation by having an experience Modification Rate (EMR) over the past three years not having exceeded an average of 1.2; and d. Whether the Proposer’s past work provides evidence of an ability to successfully complete public works projects within the established time, quality, or cost, or to comply with the Proposer’s contract obligations. 2.24 Debarred or Suspended Subcontractors: Contractor will not subcontract, and will ensure that no subcontracts are awarded at any tier, to any individual, firm, partnership, joint venture, or any other entity regardless of the form of business organization, that is on the Federal Excluded Parties List System (EPLS) at https://www.epls.gov or the State of Georgia, DOAS, State Purchasing Exclusion listing, or other local government entity. This includes pending litigation or claims with the City or other government entities. Contractor will immediately notify City of Tybee Island in the event any subcontractor is added to a Federal, State or other Government Entity listing after award of the subcontract. 2.25 Cone of Silence: Lobbying of Procurement Evaluation Committee members, City employees, and elected officials regarding this product or service solicitation, Request for Proposal (RFP) or contract by any member of a proposer’s staff, or those people employed by any legal entity affiliated with an organization that is responding to the solicitation is strictly prohibited. Negative campaigning through the mass media about the current service delivery is strictly prohibited. Such actions will cause render your proposal invalid. In order to conduct this procurement transaction in manner that provides full and open competition and meet the Federal Uniform Guidance Requirements to ensures objective contractor performance and eliminate unfair competitive advantage, contractors that develop or draft specifications, requirements, statement of work, or invitation for bids or request for proposal must be excluded from competing for this contract. 2.26 Georgia Open Records Act: The responses will become part of the City of Tybee Island’s official files without any obligation on the City of Tybee Island’s part. Ownership of all data, materials and documentation prepared for and submitted to City of Tybee Island in response to a solicitation, regardless of type, will belong exclusively to City of Tybee Island and will be considered a record prepared and maintained or recei ved in the course of operations of a public office or agency and subject to public inspection in accordance with the Georgia Open Records Act, Official Code of Georgia Annotated, Section 50-18- 70, et. Seq., unless otherwise provided by law. It is the responsibility of the Proposer to notify the City of any documents turned over which contain trade secrets or other confidential matters. A Proposer submitting records which the entity or person believes contains trade secrets and that it wishes to keep such records confidential pursuant to O.C.G.A. § 50-19-72(34) will submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitute trade secrets pursuant to Article 27 of Chapter 1 of Title 10 of the Official Code of Georgia. See also, section 2.27. Proposals will not be opened in public, and the information is exempt from disclosure, including the Open Records Act, until the RFP has been awarded, or all proposals have been rejected. City of Tybee Island will not be held accountable if material from responses is obtained without the written consent of the proposer by parties other than the City of Tybee Island, at any time during the solicitation and evaluation process. 2.27 Georgia Trade Secret Act of 1990: In the event a Proposer submits trade secret information to the City of Tybee Island, the information must be clearly labeled as a Trade Secret. The City of Tybee Island will maintain the confidentiality of such trade secrets to the extent provided by law. 2.28 Contractor Records: The Georgia Open Records Act is applicable to the records of all contractors and subcontractors under contract with the City of Tybee Island. This applies to those specific contracts currently in effect and those that have been completed or closed for up three (3) years following completion. 2.29 Method of Compensation: The compensation provided for herein will include all claims by the contractor for all costs incurred by the contractor in the conduct of the Project as authorized by the approved Project Compensation Schedule and this amount will be paid to the contractor after receipt of the invoice and approval of the amount by the City of Tybee Island. The City will make payments to the contractor within thirty (30) days from the date of receipt of the contractor's acceptable statement on forms prepared by the contractor and approved by the City of Tybee Island. Should the Project begin within any one month, the first invoice will cover the partial period from the beginning date of the Project through the last day of the month (or on a mutually agreeable time) in which it began. The invoices will be submitted each month until the Project is completed. Invoices will be itemized to reflect actual expenses for each individual task; also refer to the requirements concerning changes, delays and termination of work pursuant to provisions of the contract. Each invoice will be accompanied by a summary progress report, which outlines the work accomplished during the billing period and any problems that may be inhibiting the Project execution. The terms of this contract are intended to supersede all provisions of the Georgia Prompt Pay Act. As long as the gross value of completed work is less than 50% of the total contract amount, or if the contractor is not maintaining his construction schedule to the satisfaction of the engineer, the City of Tybee Island will retain 10% of the gross value of the completed work as indicated by the current estimate approved by the engineer. After the gross value of completed work becomes to or exceed 50% of the total contract amount within a time period satisfactory to the City of Tybee Island, then the total amount to be retained will be reduced to 5% of the gross value of the completed work as indicated by the current estimate approved by the engineer, until all pay items are substantially completed. When all work is completed and time charges have ceased, pending final acceptance and final payment the amount retained will be further reduced at the discretion of the City of Tybee Island. The Contractor may submit a final invoice to the City of Tybee Island for the remaining retainage upon City’s acceptance of the Certificate of Substantial Completion. Final payment constituting the entire unpaid balance due will be paid by the City to the Contractor when work has been fully completed and the contract fully performed, except for the responsibilities of the Contractor which survive final payment. The making of final payment will constitute a waiver of all claims by the City except those arising from unsettled liens, faulty or defective work appearing after substantial completion, failure of the work to comply with the requirements of the Contract Documents, or terms of any warranties required by the Contractor Documents or those items previously made in writing and identified by the City as unsettled at the time of final application for payment. Acceptance of final payment will constitute a waiver of all claims by the Contractor, except those previously made in writing and identified by the Contractor as unsettled at the time of final application for payment. 2.30 Terms of Contract: a. ONE TIME CONTRACT 2.31 Audits and Inspections: The contractor and his subcontractors will make available to the City of Tybee Island for examination of all its records with respect to all matters covered by this Contract. It will also permit the City of Tybee Island and/or representatives of the Finance Department to audit, inspect, examine and make copies, excerpts or transcripts from such records of personnel, conditions of employment and other data relating to all matters covered by this Contract. All documents to be audited will be available for inspection between 8am and 5pm in the main offices of the City of Tybee Island or during normal business hours at the offices of the Contractor, as requested by the City of Tybee Island. 2.32 Proposal Surety: Each proposal must be accompanied by a Proposal/Bid Bond, issued by a surety company licensed to do business under the laws of the State of Georgia, and satisfactory to the City of Tybee Island in the amount of five percent (5%) of the total contract amount to ensure the Contractor’s satisfactory performance. Proposer will forfeit this amount should it be offered a contract by the City and refuse or fail to promptly enter into such contract. 2.33 Performance and Payment Bonds: a. Prior to the Agreement being signed, the Contractor shall furnish to the City of Tybee Island a Performance Bond issued by a surety company licensed to do business under the laws of the State of Georgia and satisfactory to the City of Tybee Island in the amount of one-hundred-percent (100%) of the total contract amount to ensure the Contractor’s satisfactory performance. b. Also prior to the Agreement being signed, the Contractor shall furnish to the City of Tybee Island a Payment Bond issued by a surety company licensed to do business under the laws of the State of Georgia and satisfactory to the City of Tybee Island in the amount of one-hundred-percent (100%) of the total contract amount to ensure the Contractor’s satisfactory payment of subcontractors and material suppliers. c. The Contractor shall be solely responsible for keeping the surety informed as to the total contract price, significant changes in project scope, and overall progress and completion of project for the entire life of the contract. d. If the surety on the bonds furnished by the Contractor is declared bankrupt or becomes insolvent, or it’s right to do business in the State of Georgia is terminated, the Contractor shall within five (5) calendar days thereafter substitute other bonds and surety acceptable to the City of Tybee Island. If the Contractor does not furnish the replacement bonds to the City of Tybee Island within the five (5) days, the City of Tybee Island may consider the Contractor in material breach of contract and take appropriate actions. 3 EVALUATION CRITERIA This is not a bid. There will not be a public opening. The Proposals received in response to this RFP will be evaluated and ranked, by the Proposal Evaluation Team in accordance with the process and evaluation criteria contained below. Responses will be evaluated in light of the material and substantiating evidence presented in the response, and not based on what is inferred. After thoroughly reading and reviewing this RFP, each t eam member shall conduct his or her independent evaluation of the proposals received, and grade the responses on their merit in accordance with the evaluation criteria set forth in the following table. Criteria Possible Points Demonstration of Ability to Meet or Exceed all Requirements 30 Prior Experience - Quality of, and Response from, References 20 Cost of Services 40 How well did the Proposer follow the RFP directions on preparing and submitting its proposal package? 10 ATTACHMENT A CITY OF TYBEE - INSTRUCTIONS TO PROPOSER SIGNATURE SHEET The Proposer certifies that he/she has examined all documents contained in this RFP package, and is familiar with all aspects of the RFP and understands fully all that is required of the successful Proposer. The Proposer further certifies that his/her Proposal will not be withdrawn for sixty (60) days from the date on which his proposal is submitted to the City. The Proposer agrees, if awarded this Contract, he/she will: A. Furnish, upon receipt of an authorized City of Tybee Island Purchase Order, all services and/or items indicated thereon as specified in this RFP for the proposal amount; or, B. Enter a contract with City of Tybee Island to do and/or furnish everything necessary to provide the service and/or accomplish the work as stated and/or specified in this RFP for the proposal amount, and; COMPANY DATE SIGNATURE TITLE TELEPHONE NUMBER MINORITY/FEMALE BUSINESS DEVELOPMENT PROGRAM: City of Tybee Island City Council established goals oriented to increase participation of minority and female owned businesses, through MBE/WBE certification and development. In order to accurately document participation, businesses submitting bids, quotes or proposals are encouraged to report ownership status. A minority or women business is defined as a business that is at least 51% owned and managed by minority or women. A responder that is certified by any agency of the Federal Government or State of Georgia may submit a copy of their certification with their proposal as proof of qualifications. Proposer that intends to engage in joint ventures or utilize sub-consultants must submit a report of Minority/Women Business Enterprise participation to Melissa Freeman, P.O. Box 2749, and City of Tybee Island, GA 31328. African-American\Black_____ Asian American_____ Hispanic_____ Native American_____ Alaskan Indian_____ Female_____ ATTACHMENT B CONTRACTOR AFFIDAVIT under O.C.G.A. § 13-10-91(b) (1) By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13- 10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of CITY OF TYBEE ISLAND has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows: _________________________________ Federal Work Authorization User Identification Number _________________________________ Date of Authorization _________________________________ Name of Contractor _________________________________ Name of Project _________________________________ Name of Public Employer I hereby declare under penalty of perjury that the foregoing is true and correct. Executed on ______, ___, 201__ in _____ (city), ______ (state). _________________________________ Signature of Authorized Officer or Agent _______________________________ Printed Name and Title of Authorized Officer or Agent SUBSCRIBED AND SWORN BEFORE ME ON THIS THE___ DAY OF _____, 20__. _________________________________ NOTARY PUBLIC My Commission Expires: ATTACHMENT C Subcontractor Affidavit under O.C.G.A. § 13-10-91(b)(3) (Subcontractor Affidavits will be due at time of contract award) By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmativel y that the individual, firm or corporation which is engaged in the physical performance of services under a contract with __________________ (name of contractor) on behalf of __________________________________(name of public employer) has registered with, is authorized to use and uses the federal work authorization program commonl y known as E-Verif y, or an y subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned subcontractor will continue to use the federal work authorization program throughout the contract period and the undersigned subcontractor will contract for the physical performance of services in satisfaction of such contract only with sub-subcontractors who present an affidavit to the subcontractor with the information required by O.C.G.A.§ 13- 10-91(b). Additionall y, the undersigned subcontractor will forward notice of the receipt of an affidavit from a sub-subcontractor to the contractor within five business days of receipt. If the undersigned subcontractor receives notice that a sub- subcontractor has received an affidavit from any other contracted sub-subcontractor, the undersigned subcontractor must forward, within five business da ys of receipt, a cop y of the notice to the contractor. Subcontractor hereby attests that its federal work authorization user identification number and date of authorization are as follows: Federal Work Authorization User Identification Number Date of Authorization Name of Subcontractor Name of Project Name of Public Employe r I hereb y declare under penalty of perjur y that the foregoing is true and correct. Executed on____________ ____, 20 in city), (state). Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent SUBSCR IBED AND SWORN BEFORE ME ON THIS THE DAY OF ,20 . NOTARY PUBLIC My Commission Expires: ATTACHMENT D O.C.G.A. § 50-36-1(e)(2) Affidavit By executing this affidavit under oath, as an applicant for a(n) ____________________ contract for a public benefit as referenced in O.C.G.A. § 50-36-1, from the CITY OF TYBEE ISLAND, Georgia, the undersigned applicant verifies one of the following with respect to my application for a public benefit: 1) _________ I am a United States citizen. 2) _________ I am a legal permanent resident of the United States. 3) _________ I am a qualified alien or non-immigrant under the Federal Immigration and Nationality Act with an alien number issued by the Department of Homeland Security or other federal immigration agency. My alien number issued by the Department of Homeland Security or other federal immigration agency is:____________________. The undersigned applicant also hereby verifies that he or she is 18 years of age or older and has provided at least one secure and verifiable document, as required by O.C.G.A. § 50-36-1(e)(1), with this affidavit. The secure and verifiable document provided with this affidavit can best be classified as: _____________________________________________________________________. In making the above representation under oath, I understand that any person who knowingly and willfully makes a false, fictitious, or fraudulent statement or representation in an affidavit will be guilty of a violation of O.C.G.A. § 16-10-20, and face criminal penalties as allowed by such criminal statute. Executed in ___________________ (city), __________________(state). _________________________________ Signature of Applicant _________________________________ Printed Name of Applicant SUBSCRIBED AND SWORN BEFORE ME ON THE ___ DAY OF ___________, 20____ _________________________ NOTARY PUBLIC My Commission Expires: ATTACHMENT E CITY OF TYBEE ISLAND VENDOR INFORMATION Vendor Name: ________________________________________________________________________ Product or Services Provided: __________________________________________________________ Sales Contact Information Contact: ___________________________________ Email: ____________________________________ Phone: _____________________________________ Fax: ______________________________________ Address: _______________________________________________________________________________________ Accounts Receivable Information Contact: ___________________________________ Email: ____________________________________ Phone: _____________________________________ Fax: ______________________________________ Remittance Address: ___________________________________________________________________ Federal Tax Id #: _______________________________________________________________________ Attach Copy of W-9 and Occupational Tax Certificate Provide Copy of Worker’s Comp Coverage when providing any service involving labor on City property. Our terms are net 30 ATTACHMENT F CERTIFICATION REGARDING DEBARMENT INSTRUCTIONS FOR CERTIFICAT ION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION: By signing and submitting this proposal, the prospective lower tier participant is providing the signed certification set out below. 1. The certification referred to in this paragraph is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the City of Tybee Island may pursue available remedies, including suspension and/or debarment. 2. The prospective lower tier participant shall provide immediate written notice to the City if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. 3. The terms “covered transaction,” “debarred,” “suspended,” “ineligible,” “lower tier covered participant,” “persons,” “lower tier covered transaction,” “principal,” “proposal,” and “voluntarily excluded,” as used in this paragraph, have the meanings set out in the Definitions and Coverage sections of rules implementing Executive Order 12549, 49 CFR part 29. 4. The prospective lower tier participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized in writing by the City. 5. The prospective lower tier participant further agrees by submitting this proposal that it will include the clause titled “Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion — Lower Tier Covered Transaction,” without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions. 6. A participant in a covered transaction may rely upon certification of a prospective participant in a lower tier covered transaction that it is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principles. Each participant may, but is not required to, check the Nonprocurement List issued by U.S. General Service Administration. 7. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this paragraph. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings. 8. Except for transactions authorized under paragraph 4 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the City may pursue available remedies, including suspension and/or debarment. NAME OF COMPANY: _________________________________________________________ COMPANY TAX ID: ___________________________________________________________ NAME OF AUTHORIZED REPRESENTATIVE: ____________________________________ TITLE OF AUTHORIZED REPRESENTATIVE: _____________________________________ SIGNATURE: _______________________________________ DATE: __________________ ATTACHMENT G PROPOSAL FORM DUNE VEGETATION- PHASE II RFP# 2020-751 Please attach all specifications regarding materials, installation, and warranties to this sheet with your total proposal cost below. TOTAL COST OF PLANTS: ______________ TOTAL COST OF INSTALLATION: ______________ TOTAL COST OF PROPOSAL: ______________ __________________________ (Firm) __________________________ (Signature) __________________________ (Title) ATTACHMENT H CHECKLIST FOR SUBMITTING PROPOSAL Sign below and submit this sheet with your proposal NOTE: All of the following items must be submitted with your proposal to be considered “responsive”. Remember to follow the Instructions in the RFP Documents. ACKNOWLEDGMENT OF ANY/ALL ADDENDUMS _____ (3) REFERENCES AS REQUESTED IN SUBMISSION INSTRUCTIONS _____ W-9 _____ OCCUPATIONAL TAX CERTIFICATE _____ PROPOSAL BOND _____ COMPLETE AND SUBMIT ALL ATTACHMENTS TO THE PROPOSAL: A. SIGNATURE SHEET _____ B. CONTRACTOR AFFIDAVIT _____ D. SAVE AFFIDAVIT _____ E. VENDOR INFORMATION _____ F. DEBARMENT CERTIFICATION _____ G. PROPOSAL SHEET _____ H. CHECKLIST _____ __________________________________________ NAME/TILE __________________________________________ COMPANY NAME __________________________________________ ADDRESS __________________________________________ CITY/STATE/ZIP __________________________________________ PHONE NUMBER __________________________________________ EMAIL __________________________________________ SIGNATURE CITY OF TYBEE ISLAND RFP NO. 2020-751 DUNE VEGETATION ADDENDUM #1 PROPOSAL DUE: TUESDAY, MARCH 10, 2020 at 2:00pm The following information should be considered in preparation of responses to the above-named Invitation to Bid and is hereby incorporated into the original ITB document. Below are updates to the original RFP, and questions from interested vendors along with corresponding answers. 1. What is the most important factor in this proposal? The most important factors are cost and timeline. The city envisions the schedule to be the following: Council Meet on March 26th and award March 27th notify to awarded vendor Project start the week of April 6th Completion of seaward slope of dunes is May 1st. Project complete no later than May 15th. 2. Are there any limits to working hours or days? There are no limits to the work days. Planting can be done from early in the morning to late in the day. 3. Will tourist traffic affect the area they will be working? As the weather warms, larger crowds can be expected on the beach, particular during weekends. They should not interfere with planting but expect curiosity and perhaps the need to issue warnings if people do get into the work areas. 4. Will the City close off beach access points? The City may contemplate this if necessary to expedite the work. 5. Where can big trucks and equipment be parked/access the beach? Vehicular access to the dunes is on 3rd street and 19th street Contractor may use a small tractor, accessing at 3rd and staying on crest of dune. The City will have a mobi-mat at the terminal ends of the dune so so it will not be necessary to turn around on top of the dunes. These will not be needed from Chatham to 18th since the dunes are mixed between existing dunes and, for the most part, are simply a seaward slope of existing dunes. There is also beach access at 19th Street, to use the DPW trail behind the dunes. 6. Where is the water? There is water access at 19th Street and 3rd Street. 7. Are trucks and vehicles exempt from street parking that are related to the work being performed? Temporary parking passes will be issued, and must be returned to the City after work is complete. 8. Is a Ranger with a trailer packed with plants allowed on the beach? Yes. No large trucks are allowed. 9. Where are they allowed to drive on the beach? Plant pallets can be delivered by small tractor and placed on the top of the dune only. No other vehicles will be allowed on top of the dunes. Dunes may be accessed from behind and in the front. 10. The original Request for Proposal allows substitution of plants. The contractor is to provide the species and sizes as specified. If the time of installation does not allow for the plant availability, the responder may suggest substitutions of other sizes or native species, which are known to be indigenous to the Georgia coastal dune systems. All substitutions must be approved by the City prior to execution of the contract. Any substitutions will require a new planting plan showing what plants are substituted, how many of each plant, and the location of planting. The City has the right to accept or reject this plan. 11. Are you requiring a General Contractor’s License? Vendors will be required to have a general business license and obtain a City of Tybee Occupational Tax certificate. 12. The solicitation refers to “building the dune”. Are we reshaping existing dunes? Will sand have to be imported to the sites? The dune is already built. However, it will vary in shape, width and height. The total square footage to be vegetated may be less than specified. This is why the RFP states that plants may be located in other areas. These areas are adjacent to the specified sites. No sand will need to be delivered or shaped as part of this project. The dunes will be in place and do not need to be altered. 13. One place in the solicitation indicates an 80% survival guaranty (sic) at 90 days. Another says a 12 month guaranty. Which is correct? 80% guarantee for 90 days is our requirement. 12 months refers only to the City’s DNR permit. All work must be completed by May 15th. Assuming a start date of April 6th, beginning with the seaward slope of the dunes, contractors will need to submit an updated plan by April 20th showing how much is yet to be planted, and the estimated time of completion. The minimum requirement is to stabilize the entire length of the dunes in Area 1 and 2 on the seaward slope of the dunes before May 1st. After May 1st, work can continue on the top and landward sides of the dunes. EVALUATION CRITERIA (Amended) This is not a bid. There will not be a public opening. The Proposals received in response to this RFP will be evaluated and ranked, by the Proposal Evaluation Team in accordance with the process and evaluation criteria contained below. Responses will be evaluated in light of the material and substantiating evidence presented in the response, and not based on what is inferred. After thoroughly reading and reviewing this RFP, each t eam member shall conduct his or her independent evaluation of the proposals received and grade the responses on their merit in accordance with the evaluation criteria set forth in the following table. All other terms, conditions, specifications, and requirements as noted in the original RFP remain unchanged and must be met. Return this signed addendum with your proposal response. Name of Company: ________________________________________ Name/Title: ______________________________________________ Signature: ________________________________________________ Criteria Possible Points Demonstration of Ability to Meet or Exceed all Requirements Including meeting Project Completion date no later than May 15. 40 Prior Experience - Quality of, and Response from, References 10 Cost of Services 40 How well did the Proposer follow the RFP directions on preparing and submitting its proposal package? 10 INSTALLATIONACCESSDELIVERY &EQUIPMENTPARKINGVICINITYBEACH(OCEAN SIDE)EXISTING SAND FENCE = PLANTINGRESTORATION BOUNDARYDUNE WIDTH VARIES - SEE PLANEXISTING DUNEBEACHMORNINGGLORYSWITCHGRASSMARSHELDERSWEET (MUHLY) GRASS &SALT MEADOW CORDGRASSBITTER PANIC GRASS & SEA OATS12"-36" O.C. SPACING -SEE PLANTING SCHEDULEINNERISLANDINSTALLATIONACCESSDELIVERY &EQUIPMENTPARKINGVICINITYOFSHEET NUMBERDATE: 3 JAN 2020SCALE: 1' = 100'- 0"DRAWN BY: JHDESIGNED BY: TA, JHREVIEWED BY: TAREVISIONS:11PLANTING PLAN NOTES:1.AERIAL PHOTO BY GOOGLE EARTH - DOWNLOADED 2 JAN2020.T Y B E E D U N E R E S T O R A T I O N C H A T H A M A V E N U E & A N C H O R P A R K ● T Y B E E I S L A N D , G A22AREA 2 - ANCHOR PARK SITE PLAN13SECTION - DUNE PLANTING114" = 1'-0"PLANTING SCHEDULE - AREA 1PLANTING SCHEDULE - AREA 211AREA 1 - CHATHAM AVENUE SITE PLAN1EXISTING ECOLOGY NOTE:EXISTING ECOLOGY AND AESTHETICS WILL OFTEN CAUSE ADJUSTMENTS OF THESE PLANS TO FIT SITE. STAKE OUT BYTHE CONTRACTOR AND ADJUSTMENT BY THE LANDSCAPE ARCHITECT IS ABSOLUTELY NECESSARY.MOBILIZATION NOTES:1.CONTRACTOR TO COORDINATE WITH THE CITY OF TYBEE TO SCHEDULE ADEQUATE VEHICULAR PARKING ANDACCESS FOR EACH LOCATION.2.CONTRACTOR TO STAGE AND ACCESS AREA 1 VIA 19TH STREET PARKING LOT AND VEHICULAR CROSSOVER.3.CONTRACTOR TO STAGE AND ACCESS AREA 2 VIA 13TH STREET AND VEHICULAR CROSSOVER.MASTER PLAN PLANTING SCHEDULE AND SPECIFICATIONSCONSTRUCTIONACCESS AS INDICATEDAPPROXIMATE AREA TO BE REVEGETATED: +/- 72,000 SFCONSTRUCTIONACCESS AS INDICATEDAPPROXIMATE AREA TO BE REVEGETATED:+/- 241,3001" = 100'-0"1" = 100'-0" 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-MAILADDRESS: 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 AUTOSAUTOS ONLY NON-OWNED SCHEDULEDOWNED 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 EROTH-STATUTEPER LIMITS(MM/DD/YYYY)POLICY EXP(MM/DD/YYYY)POLICY EFFPOLICY NUMBERTYPE OF INSURANCELTRINSR 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 12/13/2019 Wallace Welch &Willingham,Inc. 300 1st Ave.So.,5th Floor Saint Petersburg FL 33701 Certificates/Commercial Lines 727-522-7777 727-521-2902 certificates@w3ins.com Monroe Guaranty Ins.Co.32506 EARTCOR-01 Homeland Ins Co of New York 34452EarthBalanceCorporation 2570 Commerce Parkway North Port FL 34289 Amerisure Ins.Co.19488 National Trust Ins.Co.20141 1214148125 A X 1,000,000 X 100,000 5,000 X XCU Included 1,000,000 2,000,000 X X Primary Non Cont Y Y GL10002827502 8/23/2019 8/23/2020 2,000,000 A 1,000,000 X X X Y CA10000408806 8/23/2019 8/23/2020 D X X 10,000,000YUMB100016836038/23/2019Y 8/23/2020 10,000,000 X 10,000 C X N Y WC20964660401 4/1/2019 4/1/2020 U.S.L.H 1,000,000 1,000,000 1,000,000 B Professional /Pollution Liab Retro Date 2/18/1997 7930075900001 2/18/2019 2/18/2020 Each Claim/Aggregate Deductible 2,000,000/2,000,00 15,000 Dune Vegetation and Landscaping City of Tybee Island is additional insured as respects to the General Liability if required by written contract,subject to terms,conditions,and exclusions of the policy. City of Tybee Island is additional insured with respect to Auto Liability if required by written contract,subject to terms,conditions,and exclusions of the policy. City of Tybee Island is additional insured on the Umbrella Liability Policy if required by written contract,subject to terms,conditions and exclusions of the policy. See Attached... City of Tybee Island 403 Butler Avenue Tybee Island GA 31328 ACORD 101 (2008/01) The ACORD name and logo are registered marks of ACORD © 2008 ACORD CORPORATION. All rights reserved. THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, FORM NUMBER:FORM TITLE: ADDITIONAL REMARKS ADDITIONAL REMARKS SCHEDULE Page of AGENCY CUSTOMER ID: LOC #: AGENCY CARRIER NAIC CODE POLICY NUMBER NAMED INSURED EFFECTIVE DATE: EARTCOR-01 1 1 Wallace Welch &Willingham,Inc.EarthBalance Corporation 2570 Commerce Parkway North Port FL 34289 25 CERTIFICATE OF LIABILITY INSURANCE 30 days'notice of cancellation will be furnished to the Certificate Holder,except for nonpayment of premium,in which case ten days of notice will be given for General Liability,Auto Liability,Umbrella Liability and Workers Compensation policies. EarthBalance Corporation Policy #CA10000408806 Effective 8/23/2019 - 8/23/2020 EarthBalance Corporation Policy #GL10002827502 Effective 8/23/2019 - 8/23/2020