Due September 5, 2023 at 10:00 a.m. CST
RFP – CONSTRUCTION LOAN
BACKGROUND
HISTORY: Soldier Township, located in Shawnee County, Kansas, was established on April 20,
1860, from territory added to Shawnee County on the north side of the river. One purpose of
the addition was to preserve Topeka as the county seat by making it a more central point in the
county. The new territory was taken from Calhoun (now Jackson) County.
REQUEST FOR PROPOSAL: Soldier Township is soliciting proposals from qualified public
depositories interested in providing a commercial construction loan to the Township for the
purpose of building a new mechanical shop for the road department. The objective of the
Township is to secure a construction loan in the approximate amount of $1,500,000.00 for a
period of ten (10) years. Soldier Township seeks to cultivate a relationship which would extend
beyond the initial contract period.
RFP – CONSTRUCTION LOAN
GENERAL CONDITIONS
RESPONDENTS: Respondents who wish to be considered for the services requested in this
Request for Proposal (“RFP”) must follow the instructions herein and provide all of the
requested information. Soldier Township reserves the right to disqualify any Respondent
whose proposal does not comply with this RFP.
SEALED PROPOSAL: Respondents must submit their proposal in a sealed envelope with the
outside of the envelope containing (1) the Respondent’s name and address, (2) the proposal
number, and (3) the date the proposal is scheduled to be opened by the Township which is
provided in this RFP. Envelopes not containing this information will not be opened nor
considered by the Township, and will be returned to the Respondent.
By submitting a proposal, the Respondent acknowledges and accepts the terms and
conditions provided by this RFP.
1) EXECUTION OF PROPOSAL: The proposal must be signed by an authorized
representative of the Respondent Company. The proposal must be completed in ink or
typewritten. If a correction needs to be made to the proposal, the Respondent must
draw a single line through the language or figure that needs to be corrected and insert
the new language or figure above the stricken text. Corrections must be initialed by the
person signing the proposal. It is the Respondent’s responsibility to ensure any
handwritten language or figure is legible to the Township. Otherwise, the Township is
not required to consider such language or figure.
2) PROPOSAL PREPARATION COSTS: Any expense involved in preparing or submitting a
proposal, and any work performed in connection with the proposal, shall be borne
solely by the Respondent. No payment will be made by the Township for any proposal
received or for any other effort required, or made, by the Respondent submitting the
proposal prior to contract management.
3) PROPSAL SUBMISSION AND OPENING: Proposals must be hand-delivered or mailed to
Soldier Township, Attn: Bob Oliva, Township Administrator, 334 NW 62 nd Street,
Topeka, Kansas 66617. The Township must receive the proposal no later than
September 5, 2023, at 10:00 a.m.
a) It is the Respondent’s responsibility to ensure the proposal is timely submitted and
received by the Township. The Township will not be responsible for late deliveries
or delayed mail. Proposals received by the Township after the deadline will be
returned unopened to the Respondent without being considered by the Township.
b) Facsimile or electronic proposals will not be accepted. Proposals must be provided
in hard copy format, in a sealed and properly labeled envelope, as referenced in
GENERAL CONDITIONS above.
c) Once opened, proposals become the property of the Township and will not be
returned.
4) CONTACT WITH TOWNSHIP PERSONNEL: Questions concerning this RFP shall be
directed to Bob Oliva, Township Administrator, by email at bob@soldiertownship.org
and to no other person or department at the Township.
CODE OF SILENCE: FROM THE TIME THE PUBLIC ADVERTISEMENT OF THIS RFP TAKES PLACE
UNTIL THE TIME THIS RFP IS AWARDED AND APPROVED BY THE TOWNSHIP’S BOARD, A
VENDOR SHALL NOT CONTACT ANY OTHER TOWNSHIP PERSONNEL OR MEMBERS OF THE
TOWNSHIP’S BOARD, OR ADMINISTRATIVE STAFF EITHER DIRECTLY OR INDIRECTLY, TO
DISCUSS THE SELECTION PROCESS OR TO MAKE AN ATTEMPT TO FURTHER THEIR INTEREST IN
BEING SELECTED. FAILURE TO ABIDE BY THE CODE OF SILENCE POLICY IS GROUNDS FOR
DISQUALIFICATION FROM THIS PROCESS AND RESPONDENT WILL NOT RECEIVE FURTHER
CONSIDERATION.
5) REGISTRATION: Prior to submitting a proposal, a Respondent must register with the
Township’s Business Office to be placed on the distribution list for addenda or official
communications concerning this RFP. Please register by responding via email to
strdadmin@soldiertownship.org.
6) CHANGES OR MODIFICATIONS: The Township reserves the right to make changes to
this RFP. Changes may include but are not limited to postponing the due date of
proposals or revising RFP specifications. All changes will be announced and
disseminated by the Township’s Administrative Office via addendum posted to the
Township’s website and sent to registered Respondents via email with sufficient time
for Respondents to amend their proposals following the Township’s change.
Respondents must acknowledge receipt of all addenda by signing, dating, and returning
the acknowledgment page of the addendum with the Respondent’s proposal.
7) COLLUSION/DISCLOSURE: By submitting a proposal, a Respondent acknowledges and
agrees to the following statement:
I, , certify that my
proposal is made without previous understanding, agreement, or connection with any
person, company or corporation making a proposal for the same work in this Request
for Proposal, and that my company’s proposal is in all respects fair, without outside
control, collusion, fraud, or otherwise illegal action.
Any Respondent who cannot agree with these statements should not submit a proposal.
8) PROPOSAL WITHDRAWAL: Respondents may withdraw their proposals by notifying the
Township in writing any time before the proposal opening. Upon receiving a
Respondent’s timely notification of withdrawal, the Township will return the unopened
proposal to an authorized representative of the Respondent’s company, who will be
required to disclose his or her identity (via company business card and driver’s license).
The authorized representative will be required to sign for receipt of the proposal.
a) Any proposal submitted to the Township constitutes an irrevocable offer by the
Respondent to provide the Township with the services requested in this RFP and any
response thereto, for a period of 120 days from receipt of the proposal.
9) SUBCONTRACTING: The name and company of any subcontractor contemplated for use
must be included as part of Respondent’s proposal.
10) ACCURACY OF PROPOSAL INFORMATION: Respondents must ensure the accuracy of
their proposal information. The Township reserves the right to disqualify any proposal
that includes inaccurate, misleading, exaggerated, or incorrect information.
11) FUTURE ADVERTISING: In submitting a proposal, a Respondent agrees not to use the
results of the Township’s selection process in any future commercial advertisement
without obtaining the Township’s prior written consent.
12) PUBLIC RECORDS: Any material submitted in response to this RFP is subject to
disclosure under Kansas Public Records Law once a bid is accepted or all bids rejected.
13) RESERVATION OF RIGHTS: In addition to all other rights of the Township under Kansas
law or the Board and Township procedures, the Township specifically reserves the
following:
a) The Township reserves the right to reject this RFP.
b) The Township reserves the right to reject any and all proposals submitted in
response to this RFP.
c) The Township reserves the right to remedy or waive technical or immaterial errors in
this RFP or the submitted proposals.
d) The Township reserves the right to request any necessary clarifications or statement
data without changing the terms of any proposal.
e) The Township reserves the right to accept any proposal, regardless of price.
14) DISPUTES & PROTESTS: Any actual or prospective Respondent who is allegedly
aggrieved in connection with the issuance of this RFP or pending award of contract, may
protest to Soldier Township, Attn: Bob Oliva, Township Administrator, 334 NW 62nd
Street, Topeka, KS 66617.
15) EQUAL OPPORTUNITY: All work on this project will be carried out in compliance with
the Township’s commitment to the concept of equal opportunity; that is, there will be
no discrimination on the basis of race, color, religion, sex, age, national origin, marital
status, pregnancy, ethnicity, sexual orientation, gender identity, genetic information or
against any qualified person with a disability. Recognizing that sexual harassment
constitutes discrimination on the basis of sex, neither the Township nor the Respondent
shall tolerate such conduct.
16) INDEMNIFICATION: To the fullest extent permitted by law, the Respondent shall
indemnify, hold harmless and defend the Township, its Board, officers, agents, servants,
and employees, or any of them, from and against all claims, damages, losses, and
expenses including, but not limited to, attorneys’ fees and other legal costs including
but not limited to costs for paralegal, investigative, and legal support services, and the
actual costs incurred for expert witness testimony, arising out of or resulting from the
performance of services required under the contract resulting from this RFP, provided
that same is caused by the negligence, recklessness, or intentional wrongful conduct of
the Respondent or other person or company utilized by the Respondent in the
performance of the work. Nothing herein shall be deemed to affect the rights,
privileges, and immunities of the Township.
17) LEGAL REQUIREMENTS: Applicable provisions of all federal, state, local laws and
ordinances, Township rules and procedures shall govern development, submittal and
evaluation of all proposals received in response to this RFP and shall govern any and all
claims and disputes which may arise between Respondent and the Township by and
through each entity’s officers, employees and authorized representatives, or any other
person, natural or otherwise; and a lack of knowledge by the Respondent shall not
constitute a valid defense against the legal effect thereof.
18) PROPOSAL SPECIFICATIONS: The Proposal Specifications requested under this RFP
follow these General Conditions. To the extent there is a conflict between the General
Conditions and the Proposal Specifications, the Proposal Specifications will govern and
control.
Respondents Registration Form
Submission of this information by a Respondent formally registers the Respondent per the
process defined in this RFP.
Respondents interested and intending to respond to this Request for Proposal shall send the
following information via email to this address: strdadmin@soldiertownship.org.
Respondent’s Name:
Respondent’s Location and Address:
Respondent’s Contact Name:
RFP – CONSTRUCTION LOAN
Respondent’s Contact Email:
Respondent’s Contact Phone Number:
Respondent’s Authorized Representative Name and Title:
Optional Second Contact:
The Respondent will receive a registration confirmation email to confirm its information was
received. Respondents that register through this process will receive email notices with updates
on the RFP. All RFP communications from Soldier Township to the Respondent will be provided
through the information provided with the registration. Respondents can update their
registration information by sending an email with the updates to
strdadmin@soldiertownship.org.