Table of Contents

1. INSTRUCTIONS TO BIDDERS...................................................................................... 3
1.1 General Description of Work....................................................................................... 3
1.2. What Must Be Included with Bid................................................................................. 3
1.3 Schedule of Bid Period Activities................................................................................. 4
1.4. Location of Work.................................................................................................... 6
1.5. Pre-Bid Meeting..................................................................................................... 6
1.6. Owner Contact for Questions...................................................................................... 6
1.7. Pre-Award Surveys.................................................................................................. 6
1.8. Sealed Bid Requirements.......................................................................................... 6
1.9. Basis for Bid Evaluation........................................................................................... 7
1.10. Ethical Standards................................................................................................... 7
1.11. Responsibility for Surety Bonds................................................................................. 7
1.12. Proposal Format.................................................................................................... 7
1.13. List of Bidders...................................................................................................... 8
1.14. Letter of Acknowledgment....................................................................................... 8
2. DESCRIPTION OF WORK............................................................................................ 8
2.1. Engineering Contracts.............................................................................................. 8
2.2. Construction Contracts............................................................................................. 8
3. PROPOSAL................................................................................................................ 9
3.1. Breakdown of Bid Price............................................................................................ 9
3.2. Revisions and Extra Work......................................................................................... 9
3.3. Escalation Formulas................................................................................................. 9
3.4. Scheduled Completion Dates...................................................................................... 9
3.5. List of Subcontractors............................................................................................ 10
3.6. Key Supplier or Contractor Personnel.........................................................................10
3.7. Length of Time Bid Is Valid..................................................................................... 10
3.8. List of Bid Document Addenda Reviewed by Bidder......................................................10
3.9. Notice of Conflicts or Errors in Bid Documents.............................................................10
3.10. Clarifications of Bids............................................................................................ 11
3.11. Bidder Signature.................................................................................................. 11
4. SPECIFICATION AND DRAWINGS........................................................................... 11
5. SPECIAL CONDITIONS............................................................................................. 12
6. GENERAL CONDITIONS AND CONTRACT AGREEMENTS.............................................12
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Appendix A............................................................................................................... 13
Appendix B............................................................................................................. 14
References:.................................................................................................................. 15

1. INSTRUCTIONS TO BIDDERS
The City of Dyersville, Iowa is seeking proposals from commercial construction contracting
companies to undertake the construction of a lighted two (2) little league baseball fields at the
Commercial Club Park. The Commercial Club Park currently has an outdated little league
baseball field that is out of date and needs to be replaced and the new fields will enhance the
capacity of local sports events and encourage baseball.
1.1 General Description of Work
City of Dyersville, Iowa owns a semi-professional baseball team in Dyersville, Iowa. The city
council has allocated more than 20 acres of land and plans to build 2 practice field for baseball
and 50 space parking area for each field for Commercial Club Park. These facilities will be
designed and built for use by the local coaches and team players and will not require
accommodations for spectators. The required completion date is March 1 st 2018. Land already
has an existing baseball field so there will be some demolition which has to be done before
starting the project. Connecting up with existing water and sewer lines should present no unusual
technical problems.
1.2. What Must Be Included with Bid
1. Provide a list and description of similar projects maximum of five (5); practice fields and three
(3) for each sub-consultant shall be included, along with 50 space parking area that demonstrate
the firms qualifications for this project. In addition provide a list of current clients including the
name of person in charge of management, their mailing address and e-mail address and telephone
number, provide a copy of the business insurance and IRS verification Tax ID.
2. How will the organization establish a safe, environmentally friendly, and two (2) durable
baseball field with 50 space parking in each of them?
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a)

Describe the procedures and schedules to construct the vision of the RFP

b)

Explain what measures will be taken if the RFP outline is not met

c)

Indicate how your organization will resolve conflicts if incurs with The City of

Dyersville.
3. Land preparation needs:
a)
b)

Indicate a time-line for initial land preparation after demolition of the existing field
Indicate the types of equipment that will be used to prepare the field and how those
equipments will be stored.

c)

Identify any special needs related to the preparation of the land.

4. Plan for Parking Area:

a)

Provide a drawing of parking area outlining fire lanes, entrance and exit lanes.

b)

Describe operation of safety gate and reference contact for gate maintenance.

1.3 Schedule of Bid Period Activities

This is a high priority project for The City of Dyersville. Successful completion of this project is
critical to encourage local baseball players to practice.
December 1st 2015 -2 pm. Mandatory pre-proposal meeting
December 1st to December 20th ..Questions submitted to Project manager
December 20th -2pm...Official RFPs submitted to Bill Poley (Contract
Manager)
December 20th December 30th .. City of Dyersville Committee review RFPs
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January 15th 2015 - January 20th ..Committee selects companies for interview process
March 2015 ..Interviews and selection of contractor
Bill Poley reserves the right to waive any informality or to reject any or all proposals, to evaluate
proposals, and to accept any proposal which in his opinion may be in the best interest of City of
Dyersville.
It is City Councils intention to select one general contractor to complete this project and to
execute the contract in as many phases as comfortably suites the City of Dyersville, IA .
All proposals become the property of city council of Dyersville. Any proposals received after
December 20th 2015, 2pm will not be considered by authorities. Proposals may be submitted in
Microsoft office document attached and forwarded to e-mail address
cityofdyervilleia@Gmail.com, and mailed to the attention of Bill Poley , Contract Manager.
Contractors must include RFP-BL-1120 on the outside of the mailing label of the response
package.
Selection of the Best proposal will be determined by cost 60%, experience in like projects
10%, Timeline to complete 10%, and Interview & References 20%.
Please address any questions to Bill Poley, Contract Manager, City of Dyersville 340 1st Avenue
East Dyersville, Iowa 52040 as soon as possible. All questions and responses will be sent to all
firms listed on the sign-up sheet.

1.4. Location of Work

Commercial Club Park is addressed at 136 in Dyersville IA 52040. The practice field is also
located at adjacent to the park, a close location to Dyersville Area Chamber of Commerce and
accessible from 136 highway and 15 min from all bridges.
1.5. Pre-Bid Meeting
The pre-proposal meeting will be held on December 1 st 2014 at 2pm. The address is 340 1st
Avenue East Dyersville, Iowa 52040

in the business office. The meeting will cover the

specifics of the bid and any questions from the suppliers.

1.6. Owner Contact for Questions
At the pre-award meeting each supplier will direct questions to Bill Poley the contract manager.
Post meeting he can be reached at 267-555-6666 at the address at the front of the RFP. Each
supplier should also designate a contact person. All communication regarding the RFP, will be
sent out in writing via e-mail and posted on the website http://www.dyersville.org/
1.7. Pre-Award Surveys
Pre-award surveys (N/A)
1.8. Sealed Bid Requirements
Contractors bid will not be opened to the public and all bids will be confidential until their bid
has been awarded. However The City of Dyersville committee may release bid proposals to an
alternate contractor to assist in the evaluation of offers. Proposals may be submitted in Microsoft
office document attached and forwarded to e-mail address commercialclubparkia@gmail.com,
and mailed to the attention of Bill Poley, Contract Manager. Please include RFP-BL-1120 on the
outside of the mailing label of the response package. One (1) original and five (5) copies of your
proposal response must be provided.
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1.9. Basis for Bid Evaluation

Selection of the Best proposal will be determined by cost 60%, experience in like projects
10%, Timeline to complete 10%, and Interview & References 20%.
1.10. Ethical Standards
The City of Dyersville, adheres to strong ethical standards that are required of contractors prior
and post any contracting award basis. Ethical standards include the company code of conduct
which includes equal opportunity, no discrimination, zero tolerance on sexual harassment,
provisions on safety and health and other workplace conduct. Detailed list are provided at
http://www.dyersville.org/
1.11. Responsibility for Surety Bonds
As a part of the Internal City of Dyersville policy all contractors are to issue surety bonds to
Commercial Club Park Authority no later than 45 days prior to the completion of the project. The
value of the bond must equal 100% of the total of the contract. Bonds must cover construction
and payroll as well.
1.12. Proposal Format
Contractors should outline how the project will be accomplished keeping in mind the selection
criteria. Discuss in detail the Description of work outlined for the practice field & 50 car parking
area. Use diagrams to illustrate configurations. List any subcontractors with a copy of the
companys resume, a budget with a breakdown of cost for personnel and equipment, payment
terms, discounts for early payment, and other cost or information pertinent to this proposal.
Please keep the body of the proposal excluding diagrams, appendices, references etcetera to a
maximum of 50 pages.
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1.13. List of Bidders

Please refer to Appendix B for a detailed list of bidders.
1.14. Letter of Acknowledgment
Appendix A is the acknowledgement letter that must be submitted by all bidders to The City of
Dyersville 60 days prior to December 1 st

2011

via e-mail Microsoft attachment to

c.dyversville@yahoo.com followed by a subsequently copy by mail (please see Section 1.3 of

this RFP for mailing instructions) 30 days prior to December 1st 2011.
2. DESCRIPTION OF WORK
A progressive order of work for this project is expected. The order of work should include:
a) Computer Aided design of the baseball practice field including (land preparation, batting
cage, dug-out covered with benches, lighting and water sprinkler system).
Parking area requirements with 50 vehicles painted parking spaces including: diagrams of
current code for handicapped spaces, cement sidewalks with gutters, entrance and exit lanes, and
all up to date code on a parking area this size. Gate numbers with maintenance schedule must
also be included.
2.1. Engineering Contracts
N/A
2.2. Construction Contracts
The City of Dyersville expects to install two baseball practice field and 50 space parking area at
136 in Dyersville IA 52040. All contractors are required to obtain permits/licenses and utility
connections for this project. Fees and deposits are sole responsibility of contractors. The
contractor is responsible for quality assurance, third party inspections and weekly updates to
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contract manager Bill Poley. Contractor is also responsible for all clean up, equipment, and
utilities during and up to the completion of the project.
3. PROPOSAL
Contractors proposal must include all pricing information required for a proper evaluation of the
bid. Contractors should keep in mind the selection of best proposal as outlined in section 1.3 of
this RFP.
3.1. Breakdown of Bid Price
From the Description of work please provide DETAILED cost estimates for sections 2 a)
baseball practice field land, 2 b) 50 space parking areas, and 2 c) Clubhouse Structure. Fees must
be clearly labeled in a cost summary section.
3.2. Revisions and Extra Work
Work revisions are to be submitted in writing via email as a Microsoft attachment to
cityofdyervilleia@gmail.com. Revisions to work must include detailed outlines for cost overrun,
cost growth, overhead and profit, labor and material.
3.3. Escalation Formulas
City of Dyersville Contract pricing is Fixed price with Economic Price Adjustment. Any
increase or decrease in labor/material based on market forces will be sent to
http://www.cityofdyersville.com/ within 24 hours of notice only if price increase is greater than
10%. A list of sources should be referenced for price increase.
3.4. Scheduled Completion Dates
Commercial Club Park practice field, and Parking space is to be completed by March 1st 2015.

Phase I -the design of practice field (drawings signed off by Bill Poley within 30 days of notice
to proceed) and completed within 4 months before end of year 2015.
Phase II- the parking Area (drawings signed off by B. P. within 15 days of notice to proceed) and
completed by end of first quarter year 2015 (no later than March 31st 2015).
3.5. List of Subcontractors
Contractors should provide a list of subcontractors name, scope of work, experience, location of
offices and telephone numbers.
3.6. Key Supplier or Contractor Personnel
The city of Dyersville requests the name and contact information, including telephone numbers
for day and evening, and address of key contractor personnel. An updated list of key personnel
with same required contact information if a personnel has changed or no longer is in charge of
key aspects of the project.
3.7. Length of Time Bid Is Valid
Contractors bid should remain valid for 90 days from date of bid to closing.
3.8. List of Bid Document Addenda Reviewed by Bidder
All bidders should respond to reviewed addendums via confirmation e-mail sent out by Bill
Poley at b.poley@yahoo.com
3.9. Notice of Conflicts or Errors in Bid Documents
Bidders are to notify the city council of Dyersville via email at b.poley@yahoo.com of any errors
in their bid within 48 hours of observation. Contractors should mail a written revised version to
be received within 10 days of e-mail notification.

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3.10. Clarifications of Bids

Contractor may make exclusions but please keep them to as minimum a number as possible. The
City of Dyersville reserves the right to price the exclusions and add the cost to the bid in order to
compare them to other bids received.
3.11. Bidder Signature
All proposals submitted should include the signature, printed name and title of representative
signing the bid for acceptance by us. Included with the signature should include but not be
limited to authenticating logos, seals or license numbers.

4. SPECIFICATION AND DRAWINGS

We would like contractors to follow the diagram above to fulfill the specifications for
the baseball practice field as outlined in this RFP.

Parking area should follow all current codes for 50 vehicles painted parking spaces for
each field including current code for handicapped spaces, cement sidewalks with gutters,

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entrance and exit lanes, and all up to date code on a parking area this size. Contractors
diagram should include all specifications listed above.
5. SPECIAL CONDITIONS
As we indicate in our RFPS that we requires that the contractor obtain all licenses, permits, and
utility connections for this project. Contractors are to provide a third party inspection agency for
all phases of this project.
6. GENERAL CONDITIONS AND CONTRACT AGREEMENTS
All contractors are required to obtain permits/licenses and utility connections for this project.
Fees and deposits are the contractors responsibility. The contractor is responsible for quality
assurance, third party inspections and weekly updates to The City Dyersville contract manager
Bill Poley. Contractor is responsible for all clean up, equipment, and utilities during and up to the
completion of the project. Contractor is also liable for all sales tax for project materials and
payroll taxes for personnel. Violation of terms, conditions, requirements and/or non-performance
of the agreement will result in denial of payment applications for a minimum of 10 days
maximum 30 days by The City of Dyersville.

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Appendix A
Acknowledgment Letter for bid no. ______
(RFP Description)
(Project Description)
Attention: ___________________________
(Contact representative)

Date:________________

Receipt of the above captioned Request for Proposal is hereby acknowledged with the following
comments:
We will submit a bid on or before______________________

We
will
not
submit
a
bid
for
the
following
reasons:
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
_____________________
__________________________ has been assigned to be the primary contact person for the bid
submission process. The contact telephone, fax and email are as follows:
Telephone
Fax
Email
Designated
Officer
Title
Address

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________________________________
________________________________
________________________________

________________________________
________________________________
________________________________
________________________________

Appendix B

1. Rogers MW Construction-telephone number-713-973-7200

2. Iowa Athletic Field Construction-telephone number -704-753-1707
3. Warners Athletic Construction-telephone number-615-459-6993
Listed potential Suppliers were chosen for expertise and customer satisfaction. Rogers
Construction was chosen because company was listed as highly rated by the Houston Better
Business Bureau. Iowa Athletic Field was chosen because of history with similar projects,
athletic fields at a learning institution. Warners Construction was chosen because they
constructed and serviced the Houston Astros baseball field.

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REFERENCES:

City of Dyersville. (2015) Retrieved from http://www.cityofdyersville.com/ on

September 23, 2015k
Request for proposals little league baseball fields, (2015). Retrieved from
http://www.cityofdyersville.com/pdf/uploads/Request%20for%20Proposal%200929-20111.pdf on September 23 ,2015

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