Summary: Golf contractors need accurate information to generate project pricing. Use this format to explain the scope of your project. Send or Fax a copy to reputable contractors, and call them to insure receipt.
This post will discuss request for bids (RFB); informal memos used to generate bids from contractors you trust. These documents include more information than a project narrative. RFB’s explain the procedures and materials to be used in the project. They describe the bid process, and they can include a sample contract.
A successful RFB includes clear information written in a simple style. Don’t try to impress anyone with complex words. They should be a few pages in length, not including contract forms, if you decide to include them.
Let’s start with a fictitious bunker located on a golf course in Massachusetts. The bunker edges suffer from a lack of definition, and golfer-sprayed bunker sand has fattened up the bunker slopes, creating hard-to-maintain turf. It’s time for a bunker renovation.
- The first paragraph should describe the project in general terms. Include the day and hour of the bid submission. Don’t forget your mailing address. Be sure it will work for overnight mail. It’s good practice to accept bids until 4 p.m. Early morning times reduce the contractor bid time by one day because of the requirements of overnight delivery services. Don’t open the bids at the exact hour, allow time for committee review. Faxed bids work well.
- The next paragraph should describe the reasons for the project. For example: “The right side fairway bunker suffers from several construction defects. The subsurface drainage pipe doesn’t work. The bunker face is loaded with bunker sand, creating a difficult turf management condition. The edge of the bunker is too flat, and the sand edge is poorly defined. “
- The next few paragraphs should describe the actual construction of the bunker. Explain new bunker floor grades and drainage details. Insist on some field adjustments. All golf course contractors expect some construction modifications. Discuss pipe and backfill procedures. Define the route and length of the exit drainage. Determine if want the existing sod re-installed over the exit drainage pipe run? A typical paragraph will be in this format: ” The golf course contractor will remove the existing sod and transport it to an on-site dumping location. The existing bunker sand will be incorporated into the new bunker face….”
- Golf course construction materials should be listed in individual paragraphs. List the topsoil, bunker sand, bunker liner, sod, soil amendments and bunker irrigation materials. Include part numbers, vendor names, and specifications such as “high-density bunker sand by xxxxx sand and gravel.” Clearly defined material lists create uniform pricing while reducing the use of inferior construction materials.
- Write a project time line describing the day the project will begin and end. Add tournament days and any restrictions on work. Describe any financial penalties for late completion.
- Add your blank golf course construction contract. You can use the complicated forms sold by the AIA, or you can use simple formats that include your specification details as an exhibit. Consider a 10% retainage holdback on each pay application. This amount is given to the contractor after project completion.
- Provide a line for a lump sum bid. This is a flat cost to perform the described construction work. Add your phone, email, and other contact information. Respond quickly to questions, and copy all bidders on any change in contract, know as an addendum. Confirm receipt of all addenda on returned pricing forms.
Clearly written golf course RFB’s provide important details to your golf course contractor. Fax or mail a Request for Bid to a selected golf contractor and you’ll deliver solid pricing options to your golf course owner or manager. Call in advance to let them know it is to be sent to them.
I’ve added a sample Request for Bid for your use. Customize it with your individual project information.
Request for Bid
John Doe Country Club is requesting your bid for a golf course bunker renovation project. The project will begin on March 22, 2010 and it will be completed on April 15,2010. A mandatory pre-bid meeting will be held on December 15, 2009 at the address below. Completed Request for Bid (RFB) forms will be accepted until 4:00 p.m. on January 2, 2010. Faxed bids will be accepted.
John Doe-Golf Course Superintendent
John Doe Country Club
P.O. Box 1
22 Country Club Lane
Office # xxxxxxxx
Cell # xxxxxxxxx
Fax # xxxxxxxxx
The project will be awarded to the lowest qualified bidder. All contractors will be notified of the bid results 7 days after the bid due date.
John Doe Country Club installed a new bunker in 1978 on the right side of fairway #4. The bunker suffers from several defects. Surface water flows into the sides, causing sand movement during heavy rain. The existing bunker sand is corrupted with silt, and the bunker drainage. The bunker face is too high.
The selected contractor will remove 5000 sf of existing sod from the bunker and surrounding area. This area will be painted out by Owner. The sod will be transported to an dump site located 1000 linear feet from the subject bunker.
The existing bunker sand will be removed. The bunker face will be lowered 6” as delineated by Owner. Excess materials will be transported to the on-site dump.
The existing drainage will be removed. The Owner will check the existing exit pipe to insure flow. If new pipe is needed, it will be installed by Owner. The bunker floor will be shaped to reflect final sand grades. Silty material for the bunker floor will be provided by Owner and installed by Contractor. New bunker drainage will be installed with designated bunker sand backfill.
The bunker face will be lowered by 6-8” as delineated by Owner. The Contractor will perform field adjustments until Owner acceptance with no extra compensation. New bunker sand will be installed at a compacted depth of six inches. The work area will be sodded with Kentucky Bluegrass/ fescue blend. Post plant care and irrigation impacts are by Owner.
The following materials and vendors are required for this project. All substitutes or alternatives must be approved in writing by Owner.
Bunker Sand: HD Bunker Sand by JJ Johnson
HDPE Pipe-perforated with geofabric envelope: manufactured by DSS Pipe
HDPE Pipe-solid manufactured by DSS Pipe.
Blugrass/Fescue blend sod by Joe’s Sod Farm
Topsoil: Screened topsoil by Midnight Earthworks.
I have read the Request for Bid for a bunker project at John Doe Country Club. I attended a pre-bid meeting on December 15, 2009. I received ____addenda on this project.
I will complete the work as described above and on the attached contract for the lump sum total amount of
$____________ as number.