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Request for Proposal

Steven’s Park Tennis & Pickleball Court Rehab

The City of Niles seeks proposals from contractors with experience in the rehabilitation of outdoor recreational courts, specifically tennis and/or pickleball courts. This work will require milling an existing court, installing new asphalt, painting of the court and lines, and replacement of posts, nets and areas of fencing (where needed) to an outdoor recreational court made up of two (2) tennis and four (4) pickleball courts. The six (6) courts do share the overall court space within a fenced an area within Steven’s Park N Crandon Ave &, Hughes St SE, Niles, OH 44446.

RFP Issuance: March 13, 2025

Deadline for Response: April 9, 2025

Questions regarding the RFP should be directed to Mark Pallante, Parks & Recreation Director, mpallante@thecityofniles.com .

Project Description:

The City of Niles, owner of Stevens Park, seeks a qualified contractor to rehabilitate a fenced in roughly 25,000 square foot (190L X 130W) outdoor tennis and pickleball court within Stevens Park. The City has received State of Ohio NatureWork funds to assist with the project and relevant state requirements may apply.

All improvements must meet standards of accessibility as required by the Americans with Disabilities Act and the 2017 – ICC A117.1, and the final product must be attractive and inviting to the public.

The budget for this project, including labor and materials, is to not exceed the price of $130,000.  The project construction period is to take place between May and August of 2025. Timeline adjustments will be discussed if needed throughout the project.

Scope of Work:

The contractor, working with plans approved by the City and Parks & Recreation Director, will rehabilitate a tennis/pickleball court, making it aesthetically pleasing, safe and accessible for all visitors. All work will meet ADA standards, State of Ohio requirements and the 2024 Ohio Building Code.

The activities will include:

  • Court Area: 25,000 square feet (190L X 130W)
  • Milling: 3,400 SY
  • CY of Asphalt: 190 CY
  • Gallons of Tack: 345 Gal
  • Partial Depth Repairs: 100 SY
  • Replacing Existing Items with New:
    • Remove and replace 4 tennis court posts and 2 nets – 3” post in sleeves
    • Apply 2 coates of Seal Master Acrylic Resurfacer on entire surface 25,000 sq. ft.    (or comparable material)
    • Apply Sports Master Acrylic Sports Surface Paint 1 or 2 colors on 2 tennis courts and 4 pickle ball courts ( or comparable material)
    • Paint all court lines white

Job Familiarization:

Contractor is urged to make itself fully aware of all job and facility requirements. Contractor shall be responsible to question any discrepancies, errors, and/or omissions in the specification and totally familiarize itself with the full intent of this invitation for proposal. Failure to do so will not relieve Contractor of the responsibility to perform to the full scope and quality of work expected by the City of Niles.

Submissions should include:

  • A brief overview of company, length of time in business, and location of offices, including contact person for this RFP;
  • Federal and state taxpayer identification numbers of the company;
  • Description of company’s experience in rehabilitating outdoor sport courts (preferably tennis or pickleball courts);
  • Details about which personnel, including any subcontractors, will be assigned to this project;
  • Include names and contact information for three references;
  • Briefly state your understanding of the services to be performed and commitment to provide the services as specified;
  • Describe timeline for project, including specifics about various components and time expected for completion detailed by milestones in a construction schedule;
  • Not-to-Exceed cost proposal, including all personnel and materials associated with this project;
  • The letter must be signed by a corporate officer or other individual who is legally authorized to bind the applicant to both its proposal and cost schedule;
  • Statement which indicates “proposal and cost schedule shall be valid and binding for ninety (90) days following proposal due date and will become part of the contract that is negotiated with the City of Niles.”

Evaluation and Selection Criteria:

The successful applicant will be selected based on:

  • Quality and responsiveness to this proposal;
  • Degree to which proposal addresses all terms in the Scope of Work;
  • Qualifications, experience, and expertise of personnel in completing similar projects;
  • Cost of services, labor, and materials.
  • Ability to provide requested services on schedule
  • Project approach
  • References
  • Satisfaction of clients/end users

 

Submission Process:

  • Contractors are to submit 3 copies of their proposal by mail or an electronic PDF. Submissions must be postmarked no later than 10 a.m. on Wednesday, April 9, 2025, to the City Auditor at the address indicated below. All submittals must be clearly marked as “Steven’s Park Tennis & Pickleball Court Rehab” on the face of the submittal envelope.

Deliver all proposals to:

City of Niles – Auditor Department

Attn: City Auditor

34 W. State St.

Niles, OH 44446

Evaluation and Award:

All proposals become the property of the City of Niles. This is a Request for Proposals and not a Bid Process. Therefore, the City of Niles has the discretion to evaluate the qualitative as well as the financial aspects of each proposal and make its selection based on what it considers to be in its best interest as a whole. The award and selection of the Vendor is solely within the discretion of the City of Niles. After the contract award has been announced, no unsuccessful Vendor should submit additional information for the City of Niles for consideration or have any subsequent contact with the City of Niles Staff, other than to receive a debrief from the Park & Recreation Director.