Request for Proposals
Town of Springdale
August 9, 2017
For questions, please contact John Rabon at:
(803)794-0408 or email@example.com
- General Information
- Scope of Services
- Proposal Process
- Proposal Requirements
- Evaluation of Proposals
- Final Comments
1. General Information
The Town of Springdale
The Town of Springdale (incorporated in 1955) has a population 2,636 as of the 2010 census. The Town offers sanitation and police services while contracting for other services. Springdale operates on a Council form of government with an elected Mayor and six Town Council members. The Town Council appoints the Town Administrator, Town Attorney, and Municipal Court Judge to carry out its policies and enforce its ordinances. The Town currently has 16 employees.
2. Scope of Services
The Town is looking for a contractor to provide attractive signage for our corridor on Platt Springs Road where the corridor crosses Wattling Road and Rainbow Drive, as well as new signage for Town Hall, located at 2915 Platt Springs Road. Signage should be compatible with the Platt Springs Road Master Plan, which is available on request. The sign for Town Hall should be a monument sign that will identify Town Hall to visitors as well as provide information via LED panels. The requirements for the contractor are as follows:
- Design two welcome signs to be placed at the entrances of the Platt Springs Road Corridor where it connects with Wattling Road on the western side of Town and Rainbow Drive on the Eastern.
- Design one monument style sign for Town Hall, including LED panels for information concerning Town meetings, events, etc. Sign design should be similar to welcome signs.
- Secure all encroachment permits from SCDOT and land disturbance permits from Lexington County.
- Full description of roles and responsibilities (to include the Town’s).
- Incorporate environmental BMP’s into the landscaping design of each sign.
- Provide for lighting and irrigation of all signs.
- Cost estimate for management, materials and construction costs.
- Estimates for long term maintenance.
- Provide a timeline of completion including start dates.
3. Proposal Process
In developing the RFP, the Town of Springdale has worked to ensure that it contains enough information for a firm to prepare an adequate proposal. The Town encourages all participating firms to submit the most complete and competitive proposal possible so that the Town may have an understanding of all services that you provide. If a firm requires additional information, the Town of Springdale is more than happy to answer any questions the company’s representatives have.
The timing of the proposal process is as follows:
a. Distribution of Requests for Proposals
This request for proposals will be made available on the town’s website (www.springdalesc.com) and by request.
b. Proposal Submission
Proposals must be delivered to the Project Coordinator no later than 5 p.m. on. September 8th, 2017. Proposals postmarked prior to this deadline will be accepted. Fax transmitted proposals will not be accepted at any time.
Please provide one electronic copy to firstname.lastname@example.org and 4 paper copies to:
John Rabon, Special Projects Coordinator
Town of Springdale
2915 Platt Springs Rd.
West Columbia, SC 29170
c. Proposal Review and Selection
The review committee will evaluate each proposal submitted. We anticipate that the committee will complete the review process by September 22, 2017. We will then notify all applicants concerning the outcome by 2017.
d. Official Approval.
The Mayor and the Town Council, with the assistance of the Town Administrator, will consider the recommendation for the signage and authorize a final contract between the Town of Springdale and the firm.
e. Contract Effectiveness
The Town will make every effort to administer the proposal process in accordance with the terms and dates discussed in the request for proposal. However, the Town of Springdale reserves the right to modify the proposal process and dates as deemed necessary.
4. Proposal Requirements
For the Town of Springdale to consider your application, a proposal must include the following minimum requirements:
To ensure that each proposal receives careful consideration, the administration of the Town of Springdale requires that all proposals meet the format guidelines. This will enable the Town to compare and evaluate the proposals effectively and objectively. Proposals that do not meet the guidelines may not be considered. Each proposal should be clear and concise, presenting the information in such a manner as to be easily understood by the reader. The proposal sections and format should be organized as follows:
Title Page / Cover. Show the name of the proposing firm, its principal business address, the contact person for the proposal, telephone number, and email address of the contact.
Qualifications. The proposing firm must provide a summary of the firm’s qualifications and experience. Experience in multiple and varying municipalities is preferred. The firm must also provide a list of references and an example of completed work similar in nature to this project.
Project Understanding. A statement of understanding of the scope of the work proposed should it be selected.
Pricing. Describe the pricing for services and supplies that are proposed. Include a detailed billing statement as part of this section.
Project Methods and Procedures. Provide a description of the firm’s approach and a technical plan for accomplishing the duties required.
Project Timeline. Provide a schedule for deliverables and completion of the project.
Other Information. Briefly describe any other information not previously mentioned that the institution believes should be given consideration by the Town.
5. Evaluation of Proposals
A review committee will evaluate the proposals and submit the qualified candidates to the Town Council for the final determination. The Town, at its discretion, will determine whether to hold discussions with the Proposers who are in a “competitive range” or be awarded without discussion on the basis of the proposal submitted. The following are the evaluation criteria:
A. Proper Submission of Proposal. The proposal must be submitted, received by the Town Administrator, or postmarked by the due date outlined in this proposal. It is the responsibility of the firm to ensure proper and timely delivery of all required material. Late submissions will not be considered or evaluated.
B. Comprehensiveness of Services Provided. The Town’s evaluation of the overall capabilities of the firm to meet the required service levels described in this RFP.
C. Related Experience. The institution’s related experience in providing services comparable to the Town’s needs.
D. Assigned Individuals. The credentials and experience of the person(s) assigned to the Town’s accounts.
E. Charges for Services. The amount of the standard charges, proposed pricing increases in subsequent years and the concession pricing structure being proposed.
F. Other Factors. Any other factors the Town believes would be in the best interest of the Town to consider, which were not previously described.
6. Final Comments
The Town of Springdale reserves the right to reject any and all proposals, cancel all or part of this RFP, and waive any minor irregularities and to request additional information from proposing firms. By requesting proposals, the Town of Springdale is in no way required to award a contract or pay expenses of the proposing firms in connection with the preparation of the proposal.
The Town’s decision to award a contract will be based on many factors including but not limited to service, cost, proposal requirements met, etc. No single factor, such as cost, will determine the final decision to award.
The successful proposer will be required to secure and maintain appropriate insurance coverage. Proof of such coverage, in the form of a broker-issued certificate, must be received by the Town prior to the beginning contract date.
The Town truly appreciates the effort all the institutions and their respective staffs will have to put forth in responding to the Town Signage Request for Proposal for the Town of Springdale.
Posted on Wed, August 16, 2017