01 RFP-Crossroads Park Athletic Fields Turf Management.pdf

REQUEST FOR PROPOSALS

By order of the City Council of the City of Temple, Texas, sealed proposals will be received for:

RFP #35-05-27

CROSSROADS PARK ATHLETIC FIELDS

& TURF MANAGEMENT

Issued: Monday, October 19, 2026

Submittal Deadline: Thursday, November 12, 2026, by 2:00 p.m. CST/CDT

City of Temple Purchasing Department 3210 E Avenue H, Building C

Temple, TX 77501 Phone: 254-298-5655

Email: purchasing@templetx.gov

E-Bidding Portal: https://templetx.bonfirehub.com https://templetx.bonfirehub.com/

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REQUEST FOR PROPOSALS

CONTENTS

Page

RFP Timeline

Section 1 – Scope of Work

Section 2 – Proposal Requirements

Section 3 – Evaluation & Award

Section 4 – Administrative Requirements

Section 5 – Proposal Forms Required Form 5.1. Proposer Information Form Required Form 5.2. Proposed Pricing Form Required Form 5.3. Conflict of Interest Questionnaire Required Form 5.4. Federal Vendor Certification Form

Section 6 – Attachments Attachment 6.1. Crossroads Park Maps Attachment 6.2. Sample Tournament Schedule Attachment 6.3. Sample Services Agreement Attachment 6.4. Use of Management Building at Crossroads Park

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RFP TIMELINE

Date Event

Monday, October 19, 2026 Release of RFP

Wednesday, October 28, 2026 10:00 a.m.

Onsite Pre-Proposal Meeting (non-mandatory) Crossroads Park Pavilion 1020 Research Parkway, Temple

Thursday, November 5, 2026 12:00 p.m. (noon)

Deadline for Questions related to RFP

Submit questions in writing through the (Euna Procurement (formerly Bonfire) online bidding portal or email to purchasing@templetx.gov.

Thursday, November 12, 2026 2:00 p.m.

Proposals Due

Submit proposals:

1. Within the Euna Procurement online bidding portal at: https://templetx.bonfirehub.com

OR

2. Sealed paper copies to:

City of Temple Purchasing Department 3210 E Avenue H, Building C Temple, Texas 76501

Virtual Public Opening

Immediately following time due Click here for Microsoft Teams Meeting For audio participation only, call (979)307-6962, Conference ID: 263 712 071#

December 2026 Expected contract term commencement

The City will make every effort to adhere to the schedule above. However, the City reserves the right, at its sole discretion, to adjust the RFP Timeline as deemed necessary.

mailto:purchasing@templetx.gov.

https://teams.microsoft.com/meet/231819003240068?p=OAzXOamEr2qgpTn2kE

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SECTION 1 – SCOPE OF WORK

1.1. SUMMARY

The City of Temple, Texas, (City) is seeking proposals from qualified contractors for the management of the athletic fields at Crossroads Park.

Location Address Approx Acreage

Athletic Field Type

Crossroads Park 1020 Research Parkway

6600 Research Loop 70 acres

4 Baseball Fields 4 Softball Fields 7 Soccer Fields

1 Multi-Use Field

The scope of services shall apply exclusively to the areas outlined within the boundary maps in Attachment 6.1.

1.2. BUDGET

The budget allocated for this contract is $650,000. This budget amount applies to base monthly services and does not include any additional billable items outlined in Section 1.20.

1.3. PRE-PROPOSAL CONFERENCE

A voluntary pre-proposal conference will be held at 10:00 a.m. on Thursday, October 29, 2026, at the Crossroads Park pavilion located at 1020 Research Parkway, Temple.

Although attendance is not required, it is highly recommended.

1.4. CONTRACTOR REQUIREMENTS

The successful contractor shall have the following qualifications:

• Possess a minimum of five years’ experience in maintaining multiple athletic field complexes for municipalities, school systems, or customers with similar requirements.

• Provide all labor, materials, equipment, licensing, and supervision necessary for the management and repair of athletic fields identified.

• Provide adequate staffing to maintain athletic fields Monday-Friday as well as adequate staffing for athletic field preparation during tournament weekends, Saturday-Sunday.

• Contractor must employ a licensed pesticide applicator and a licensed irrigator in accordance with State of Texas regulations.

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1.5. CONTRACT TERM

a. The initial term of the contract shall tentatively start on January 1, 2027, and continue through December 31, 2028. The contractor shall provide a fixed rate guarantee for the duration of the initial contract period of two years. The City reserves the right to extend the contract for four additional two-year renewal periods, if mutually agreed to in writing by both the City and the Contractor.

b. The City and the contractor will work to establish an acceptable calendar of work.

c. The successful contractor shall be required to execute a contract like the sample contract attached and shall be required to provide the insurance as outlined herein.

d. All contractors are required to carefully review the sample contract included in this solicitation packet. Submission of a proposal in response to this solicitation shall serve as acknowledgment that the contractor has reviewed the sample contract in full and understands the terms and conditions therein. By submitting a response, the contractor affirms its intent and ability to comply with all provisions of the sample contract, without modification, unless otherwise explicitly stated in the Exceptions Section of their proposal submission.

Contractors who seek to take exception to any provision of the sample contract must clearly identify each exception in the designated Exceptions Section, providing a detailed explanation and, if applicable, suggested alternative language. Failure to identify exceptions shall be interpreted as the contractor’s full acceptance of the contract as written.

Note: The City reserves the right to reject any exceptions or negotiate alternative terms prior to contract award. Material deviations from the sample contract may render the proposal non-responsive.

e. By submitting a proposal for this contract and if applicable, the contractor is acknowledging the insurance requirements found in the attached contract, and they can comply with all insurance requirements as specified herein within 5 days of award of the contract.

f. The City reserves the right to add or delete any service as required and may do so through a contract amendment. The City reserves the right to bid any repairs job separately with an estimated cost of $5,000 or more.

1.6. CONTRACT ADMINISTRATION

a. The contractor shall provide all labor, materials, and equipment necessary to provide the services required by this contract. The contractor shall have control over the execution of work and shall have the sole responsibility and obligation for hiring, supervision, and safety of its employees.

b. The contractor reports directly to the Parks & Recreation Department. The Parks &

Recreation Department maintains the right to adjust any schedules on an as-needed basis (i.e. prevailing weather, special events, etc.).

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1.7. PRICING

a. The contractor shall furnish a fixed monthly price that includes all standard weekday maintenance and operational services. Additionally, the contractor shall provide a separate hourly rate for all weekend field preparation activities and tournament coverage, with such services compensated based on the actual hours worked.

b. Billable weekend hours shall be calculated in 30-minute increments.

c. All prices quoted shall be all-inclusive including labor and material costs, insurance, overhead, profit, travel time, mileage, and be exclusive of taxes. No additional charges will be allowed.

d. When Federal funds are to be utilized for a project or service, the City will inform the contractor and Davis-Bacon wage requirements will apply.

1.8. INVOICE REQUIREMENTS

The contractor shall submit invoices that comply with the following requirements:

a. Monthly invoices for services rendered in arrears.

b. Invoices for weekend field preparation and tournament coverage shall provide the following information:

• Detailed services performed

• Time or arrival and departure

• Number of labor hours at the contracted hourly rate

c. Invoices shall be emailed to invoice@templetx.gov. If the contractor lacks the ability to email invoices, the contractor shall mail invoices to the City of Temple Purchasing Department, 3210 E Avenue H, Building C, Temple, Texas 76501.

d. Failure to provide invoices in the required format may result in delayed processing or payment.

1.9. CONTRACTOR RESPONSIBILITIES & LIABILITIES

a. The contractor shall ensure the safety of the public at all times while performing the required services. All personnel engaged in the work shall conduct themselves and operate equipment in a manner that is environmentally responsible and professionally sound, so as not to cause damage, create hazardous conditions, or result in exposure due to negligence or omission.

b. The contractor shall ensure that all equipment used in the performance of the work is maintained in proper working conditions, in accordance with manufacturer specifications, and in a manner that does not endanger the operator or any individual within proximity of the work being performed.

mailto:invoice@templetx.gov

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c. The contractor is responsible for responding to emergencies as determined by the City.

• The contractor shall provide a designated emergency response phone number and shall respond to emergency calls within 15 minutes and arrive onsite within one hour of the initial notification when deemed necessary by the City.

• The contractor shall provide assistance and support during large-scale natural disasters, including debris removal and cleanup activities at additional billable rates.

d. The contractor shall be liable for any damage to persons or property arising from the performance of contracted work. The contractor shall also be responsible for damage resulting from errors, omissions, or failure to comply with these specifications, and shall repair all such damage at no cost to the City. This includes, but is not limited to:

• Damage to trees, plants, shrubs, fences, walls, bricks, or similar features.

• Neglect of athletic field playing services resulting in permanent damage.

• Failure to exercise proper care or to avoid foreseeable damage to playing surfaces.

• Damage to pitching rubbers and bases caused by equipment operation.

• Creation of gaps resulting from failure to remove them prior to field maintenance or preparation.

• Damage to outfield fencing caused by mowing equipment.

Damage caused by vandalism or acts outside the contractor’s control shall be reported immediately and will not be the financial responsibility of the contractor.

e. Excessive use and activity on playing surfaces contrary to the contractor’s documented recommendations shall not be considered neglect on the part of the contractor.

f. In the event the contractor is unable to perform the required duties due to unforeseen circumstances, including but not limited to equipment failure, inclement or wet conditions, or other operational disruptions, the contractor shall notify the Parks & Recreation Department immediately to inform City staff of the situation.

g. In the event the contractor fails to complete any task identified in their schedule, the City shall provide reasonable notice for the contractor to take corrective action. If the contractor fails to perform the required service within the specified timeframe, the City may, at its sole discretion, procure the non-performed service from an alternative source and deduct the associated cost from any amount due to the contractor.

h. The City reserves the right to enforce the performance of this contract in any manner authorized by law or deemed to be in the best interest of the City in the event of breach or default by the contractor. The City further reserves the right to terminate the contract immediately should the contractor fail to meet required schedules, fail to perform in accordance with the specifications contained in this RFP, or otherwise default on any contractual obligation.

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1.10. MAINTENANCE BUILDING MANAGEMENT (Attachment 6.4.)

a. The City shall provide an onsite maintenance building at Crossroads Park for the contractor’s use at no additional cost. This facility consists of a 4,000-square-foot building, including approximately 3,000 square feet of management and storage space with two drive-through bays, air-conditioned breakroom, office, umpire room, and 0.69-acre fenced maintenance yard.

b. The City shall provide electricity, water, and trash services (including dumpsters) at no cost to the contractor.

c. The City has installed a security system for use by the contractor; therefore, the contractor shall be financially responsible for the activation and monthly monitoring fees associated with the system.

d. The contractor is responsible for ensuring all doors, gates, and security systems are locked and armed when not in use.

e. The contractor shall be responsible for the management, cleanliness, and general upkeep of the building. The City reserves the right to inspect the facility at any time.

The contractor shall be liable for any damage to the building or grounds caused by the contractor or its employees beyond normal wear and tear.

f. Building repairs, including plumbing and electrical work, shall be the responsibility of the City. Should any condition requiring repair be identified, the contractor shall notify the Parks & Recreation Department immediately.

g. Should damage occur to any building and such damage is determined to be the fault of the contractor, the City shall coordinate all necessary repairs and shall invoice the contractor for the full cost of those repairs. At no time shall the contractor undertake or authorize any repairs to City facilities without the express prior written consent of the Parks & Recreation Department.

1.11. STAFFING

a. The contractor shall maintain sufficient staffing levels to address all service needs required under this contract. Onsite personnel shall utilize the maintenance building provided by the City. Any changes to staffing levels or organizational structure shall be communicated to the City in writing and in advance of implementation.

Maintaining full staffing in accordance with the contractor’s Proposed Staffing Structure (see Section 2.2.) is essential to the successful performance of this contract.

b. If the contractor’s staffing levels fall below the Proposed Staffing Structure and the contractor requires assistance from City personnel to complete any required work necessary to ensure athletic fields are ready for play, the City will assess the contractor a fee of $100 per hour, per City employee. All City employee labor associated with such assistance shall be tracked via timesheets and deducted monthly from the contractor’s invoice.

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c. The contractor shall provide an onsite manager with a minimum of two years of experience in maintaining athletic fields. An associate degree or higher in Turf Management or Agronomy is highly preferred for the onsite manager assigned to Crossroads Park.

d. The onsite manager shall be responsible for ensuring all employees conduct themselves in accordance with the following guidelines:

• All employees shall act in a professional manner at all times while performing services for the City. Any interaction with the public shall be courteous.

• All employees shall maintain a clean and professional appearance. Cutoffs, ripped clothing, or shirtless attire is prohibited. Employees shall be in uniform while working on City property in accordance with the contractor’s Proposed Staffing Structure (see Section 2.2.)

• All employees must successfully pass a background check and drug test. The City may request documentation at any time.

• All employees operating motor vehicles within City limits shall comply with all State of Texas licensing and insurance requirements.

• All employees shall refrain from smoking while working or while in view of the public. Smoking includes vaping and e-cigarette use.

e. The contractor shall supply adequate manpower to perform all required management activities under this contract, including:

• Daily management activities for all athletic fields.

• Staff for weekend athletic tournaments scheduled by the Parks & Recreation Department. The contractor shall avoid scheduling the same personnel responsible for weekday duties to ensure reasonable time off.

• A valid cell phone number that is continuously reachable.

• Immediate reporting of any hazardous conditions or damaged City property observed.

f. The City reserves the right to staff tournaments, events, or other tasks as deemed necessary.

1.12. MATERIALS AND EQUIPMENT

a. The contractor is responsible for providing the required materials needed to fulfill this contract:

• Materials include, but may not be limited to, conditioner, clay, paint, chalk, herbicides and insecticides, topsoil, mulch, etc.

• The contractor shall maintain appropriate on-hand inventory levels to ensure the management and repair schedule is adhered to.

• Materials may be stored onsite in the maintenance building. It is the responsibility of the contractor to protect product from inclement weather.

• If the contractor requires the use of City materials (emergency use only), the City will charge the contractor the City’s contracted vendor price and deduct this from the contractor’s invoice.

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b. All equipment used to fulfill this contract shall be in good working condition and standard for the turf industry:

• Proper maintenance of equipment is expected in order to provide quality results.

• Any damage done through equipment failure or operator negligence will be the responsibility of the contractor.

• Equipment should be readily available for turf management within the scope of the contract at all times.

• The contractor shall remove from the City’s property any obsolete equipment that is no longer used.

• Insufficient equipment provided on the Proposed Equipment List (see Section 2.2.) shall be cause for rejection of any and all proposals.

• The City reserves the right to terminate the contract in the event the contractor fails to retain or maintain all necessary equipment required to properly maintain the athletic fields.

• Reel or approved rotary mowers will be required for mowing athletic fields.

• Rotary mowers should be used in common areas between fields in the athletic complexes.

• Equipment must be operated at a speed to provide the optimal desired cut.

• All equipment shall be kept in good operating condition and maintained to provide a clean sharp cut of vegetation at all times.

1.13. COMMON GROUND MAINTENANCE

a. Common mow areas include the areas between athletic fields within the athletic complexes as indicated in Attachment 6.1. in green.

b. Athletic field mow areas are defined as any turf area with established corners, i.e.

baseball, softball, football, soccer, or multi-purpose fields as indicated in Attachment

6.1. in blue.

c. Mowing – The contractor shall adhere to the following specifications:

• Mow all common areas to a height of 2” every two weeks during the growing season (February-October) and one time per month during the non-growing season (November-January).

• Mow all athletic field areas to a height of 1-1/2” twice per week during sports playing seasons and as needed during off seasons.

• Mow as close as practical to all fixed objects, exercising extreme care not to damage trees, plants, shrubs or other equipment.

• Leave no excess grass clippings on the turf.

• Contractor damage to the irrigation system, including sprinkler heads, will be the responsibility of the contractor and will be repaired at no cost to the City.

• Proper care shall be made to prevent turf scalping.

• The contractor shall not mow under rainy or wet conditions that may result in rutting or where the appearance of tire marks are evident.

• The contractor shall be held responsible for any rutting caused by his/her equipment.

• Mower blades shall remain sharp for proper grass cut.

• The City may suspend mowing activities during drought, saturated soil conditions, or other scenarios where mowing could damage turf.

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d. Edging - The contractor shall adhere to the following specifications:

• Edging shall be by means of vertical cutting, any and all plant material that encroaches over or onto sidewalks, curbs, steps, and pavements within complex fencing.

• Edges shall be vertical, clean, and neat.

e. Trimming – The contractor shall adhere to the following specifications:

• All turf that cannot be cut by mowers shall be cut by string line equipment.

• All trimming must be accomplished concurrently with mow operations.

• Even turf cuts are a requirement.

• Strict caution shall be maintained by trimming around tree trunks and other plant material.

• The contractor is responsible for the replacement or compensation of damaged plant material and will be replaced at no cost to the City.

• Use of broad spectrum weed killers in lieu of string line trimming is not acceptable.

f. Landscaping – The contractor shall adhere to the following specifications:

• Tree wells and landscape beds must remain weed free.

• Pulling weeds may be used to provide minimum disturbance to landscape beds.

• The contractor shall not cut weeds using a string trimmer.

• Pre- and post-emergent chemical treatments by a licensed applicator is considered an acceptable method for controlling weeds around tree wells and landscape beds. TDA approved chemicals are acceptable and do not require pre-approval by the Parks & Recreation Department.

• Treatment of growth in and around sidewalks is required.

• The contractor responsible for maintaining plant health and responsible for any damage due to neglect or lack of watering.

• Mulch around landscape beds and tree wells must occur once in the spring and once in the fall. Mulch should be brown in color and not consist of Cypress or Cedar trees.

g. Trash & Debris – The contractor shall adhere to the following specifications:

• Trash and debris shall be picked up prior to each mow.

• Any trash or debris mowed over will be picked up immediately after the occurrence.

• Fallen tree branches must be removed before each mow.

• No excessive grass clippings shall remain.

• Debris generated by the ground maintenance shall be removed from all landscape beds.

h. General Management – The contractor shall adhere to the following specifications for as-needed repairs:

• Repair of fences and gates due to excessive use or contractor damage. Major repair damage due to unforeseen circumstances should be reported to the Parks & Recreation Department.

• Management and repair of t-posts ensuring trees remain straight and upright.

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1.14. ATHLETIC FIELD MANAGEMENT

a. Complex Fencing – The contractor shall perform all minor repairs to infield, outfield, dugout, and bullpen fences, gates, and backstop netting when repairs are required due to excessive use or contractor-caused damage. Any major repairs resulting from unforeseen circumstances shall be reported immediately to the Parks & Recreation Department.

b. Baseball & Softball Diamonds – The contractor shall drag all baseball and softball diamonds to maintain a level playing surface two times per week, not including game-day field preparations.

• The contractor shall drag each field at least one time per day during the softball and baseball seasons and at least twice per week during non-season periods.

• Drag patterns shall be alternated to avoid the creation of depressions (“bowls”) in skinned areas.

• The contractor shall provide and install a 60/20/20 or City-approved infield mix as needed to maintain adequate dirt coverage.

• The contractor shall maintain all turf-to-infield edges to prevent turf runners and shall hand-drag within 16” of the grass edge.

c. Mounds, Home Plates & Bases – The contractor shall patch and restore any holes or wear on pitching mounds, home plates, and base areas as necessary to maintain proper playing conditions.

• The contractor shall review league and tournament schedules daily and adjust pitching mounds and base distances accordingly to ensure all fields are ready for scheduled play.

• The contractor shall notify the Parks & Recreation Department when pitching rubbers or bases exhibit excessive wear so replacement materials may be ordered.

• Mound clay may be used in lieu of infield dirt mix to repair all home plate areas.

Means and methods are at the contractor’s discretion and included in the standard monthly price.

d. Lip Work – All dirt-to-grass transitions shall be kept flat and properly maintained at all times.

e. Field Surface Repair – The contractor shall repair all holes, divots, or surface irregularities using replacement sod or divot-repair sand as appropriate.

f. Athletic Field Markings – The contractor shall provide all required field markings for City programs, scheduled tournaments, and permitted users on an as-needed basis.

• The contractor shall review league and tournament schedules daily and stripe/paint each field to ensure readiness for scheduled play.

• The contractor shall maintain an adequate supply of chalk and paint to complete all required field markings.

• The contractor shall use a GPS-guided painter or a string line when establishing new field lines. All lines shall be straight, with square corners, to ensure a professional appearance.

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• Watering (as needed), dragging, and chalking of baseball and softball fields shall be performed one time per day on every game day.

• Foul lines shall be painted one time per week or more frequently as required following inclement weather.

• Soccer and multi-purpose fields shall be painted one time per week or more frequently as required following inclement weather.

g. Portable Outfield Fence Adjustments – The contractor shall adjust portable baseball and softball outfield fences to the required distances as needed. The contractor shall review league and tournament schedules daily and adjust fence distances accordingly to ensure all fields are ready for scheduled play.

h. Bullpens – The contractor shall maintain bullpen areas in accordance with the baseball and softball diamond requirements (Section 1.14.(b))

i. Laser-Grading – The contractor shall laser-grade all baseball and softball fields every two years to maintain appropriate slope and ensure proper drainage.

Laser-grading shall be completed prior to March 1 and shall include, but not be limited to, adding clay as needed to correct grade, leveling and rolling clay surfaces, and resetting base anchors, mound rubbers, and home plates. The contractor shall alternate laser-grading so that the baseball fields are treated in an alternate year from the softball fields.

1.15. TURF MANAGEMENT

a. Turf Fertilization – The contractor shall provide the City with a comprehensive fertilization schedule, including but not limited to, soil testing frequency, application intervals, and fertilizer quantities.

• All turf shall be maintained in a healthy, green, and vigorous condition throughout its growing season.

• The contractor shall adjust the fertilization schedule based on soil test results and identified needs.

• Signs of nutrient deficiency may require additional soil and tissue testing to verify adequate fertilization practices.

• Fertilizer applications shall coincide with core aeration.

• Fertilizer blends shall be submitted to the Parks & Recreation Department for review.

• Final approval of fertilizer blends rests solely with the City.

• The contractor shall notify the City at least 48 hours before any fertilizer application.

b. Core Aeration & Top-Dressing – The contractor shall perform core aeration at a depth of 4” – 8” on athletic fields two to four times per year to reduce compaction or use another City-approved method such as ShockWave aeration.

• The contractor shall mark all sprinkler heads and valve boxes prior to aeration to prevent damage.

• Any contractor-caused damage to the irrigation system, including sprinkler heads, shall be repaired by the contractor at no cost to the City.

• Removal of cores is not required.

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• A rotary mower may be used for the first mowing following aeration to break up cores.

• Core aeration and top-dressing shall coincide with fertilizer application.

• A dry compost-enriched sandy loam material is preferred for top-dressing.

• Topdressing shall be applied in sufficient quantity to achieve a minimum of 0.5” per year.

c. Turf Grass Weed Control (Pre- and Post-Emergent) – The contractor shall apply pre- and post-emergent treatments to all athletic fields and adjacent common areas.

• All herbicide applications shall be performed by a licensed applicator and in compliance with federal, state, and local regulations.

• The contractor shall target grassy weeds, sedges, and broadleaf weeds year-round.

• The contractor shall recommend chemical treatments for City review and approval.

• All chemicals shall be properly labeled for athletic field use.

• The contractor shall post required notices regarding chemical applications and re-entry intervals in accordance with applicable laws.

• Final approval of pesticides rests solely with the City.

• Chemical mixing and application shall be performed only by a licensed commercial pesticide applicator.

• All applications shall follow manufacturer label instructions and safety protocols.

• Copies of applicator licenses shall be included in the contractor’s proposal.

• The contractor shall notify the City at least 48 hours before any chemical application.

d. Verticut & Sweep – The contractor shall verticut and sweep all athletic field turf areas one time per year to reduce thatch accumulation.

e. Disease Control – The contractor shall maintain turf that is free from disease, including, but not limited to, brown patch, powdery mildew, Pythium, root fungus, and other turf-damaging pathogens. Preventative and reactive treatments shall be applied as needed.

f. Replacement Sod – The contractor shall provide and install replacement sod for field amendments as needed, including, but not limited to, soccer field center circles and goal areas. Replacement sod must be pre-approved by the Parks & Recreation Department, is considered a billable item, and shall be invoiced to the City at a cost-plus percentage.

g. Insect Control – The contractor shall maintain all turf areas free of damaging insects including, but not limited to, fire ants, mole crickets, armyworms, sod webworms, cutter ants, grubs, chinch bugs, and other invasive pests. Preventative and reactive treatments shall be applied year-round as necessary.

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1.16. TURF MANAGEMENT SCHEDULE

a. Optimum care is required to meet performance expectations, including timely mowing, aeration, top-dressing, uniform irrigation, and the repair of high-traffic areas. The City expects all prepared fields to be maintained at a standard comparable to those supporting well-maintained high school or collegiate athletic programs.

b. The contractor shall provide a comprehensive Turf Management Schedule (see Section 2.2.) with their proposal for all applicable locations.

• The Turf Management Schedule shall detail the application of fertilizers, insecticides, herbicides, disease control treatments, aeration, and top-dressing programs necessary to maintain turf in a healthy, vigorous condition free of weeds, disease, and insect infestation.

• The schedule shall be reviewed and mutually agreed upon by the Parks & Recreation Department prior to implementation.

• The schedule shall be submitted to the Parks & Recreation Department no later than December 15 of each calendar year for the subsequent year’s work.

• The schedule shall specify chemical types, analyses, application timelines, and intended rates.

• Failure to submit an annual Turf Management Schedule may result in corrective action or withholding of payment until compliance is achieved.

• Cultural practices such as aeration and top-dressing shall be coordinated with the Parks & Recreation Department to minimize disruption to the City’s tournament schedule.

c. Schedule Variations – Variations to the schedule may occur due to inclement weather, emergencies designated by the City, or other operational needs.

• If a variation prevents work from occurring, the contractor shall notify the Parks & Recreation Department immediately.

• If a scheduled maintenance activity is impacted by weather or equipment failure, the activity shall be rescheduled for the next feasible day to ensure required work is not missed.

• When the City designates a shutdown window for a maintenance activity, the contractor shall perform the activity within that window unless prevented by weather.

• No scheduled maintenance activity shall be delayed more than one week beyond its original date unless weather prevents timely completion.

• Any schedule changes must be communicated at least 36 hours in advance.

• The contractor shall provide advanced communication and detailed plans identifying anticipated windows for upcoming maintenance activities to assist with scheduling.

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d. Monthly Activity Logs – The contractor shall submit monthly activity logs to the City by the 5th day of the following month for review and verification of all services performed. These logs shall include detailed records of all chemical applications as well as documentation of all maintenance and management activities conducted during the reporting period. A sample monthly activity log should be provided with the contractor’s proposal (see Section 2.2.) to illustrate the format, level of detail, and type of information the Parks & Recreation Department can expect to receive.

1.17. IRRIGATION SYSTEMS

a. The contractor shall oversee the maintenance of all athletic field irrigation systems as well as common area irrigation systems housed within the baseball and softball complexes.

• The contractor shall have on staff a licensed irrigator in accordance with state regulations. Copies of licenses shall be included in the bid submittal as supplemental information.

• The contractor shall provide a bi-weekly check of all irrigation systems including, but not limited to, keeping valve boxes visible and clear of debris, spring head adjustments, leak repairs, and valve maintenance.

• The contractor shall ensure all irrigation zones are set appropriately and provide adequate coverage. Adjustments must be made when notice of dying grass occurs.

• Repair and maintenance are to begin at the irrigation main as it branches from the main domestic water supply or begin on the field side of any pumps and include main lines, lateral lines, valves, wiring, control clocks and heads.

• Repair any divots or holes that result from the adjustment of irrigation heads by digging up, raising heads, and adding dirt/sod.

• Replacement parts of sprinkler heads, valves, wires, and minor electrical repair parts shall be covered under the contracted monthly price and shall not be billed at an additional rate.

• Irrigation system repairs identified that require the need for additional or specialized staff outside of the onsite staff covered by the contracted monthly price will require pre-approval through the Parks & Recreation Department. Any additional staff brought in for such repairs is eligible for additional reimbursement at the billable rate provided on the Proposed Pricing Sheet.

• Repairs in excess of $500 will require prior approval of the Parks & Recreation Department. Parts required for pre-approved repairs in excess of $500 are considered billable at the cost-plus percentage rate provided on the Proposed Pricing Sheet.

• City will reimburse the contractor for the cost of materials plus mark-up upon receipt of an itemized invoice and supporting documentation. The contractor shall provide invoices from suppliers for material costs over $100 and furnish all invoices for rental equipment used in repair.

• Damage to the irrigation system caused by the contractor shall be repaired at no cost to the City.

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b. The contractor shall oversee the water cycles of the irrigation systems:

• Daily review of all league/tournament schedules and adjustment of the irrigation system schedules as required to ensure the fields are not compromised prior to the start of league games/tournaments. This includes the irrigation system schedules for the athletic fields and complex common areas.

• Should the adjustment of the irrigation system not occur, it is the contractor’s responsibility to ensure the fields are immediately treated with drying agents and prepared for the start of the affected league games/tournaments at no additional cost to the City.

c. The City will provide access codes for irrigation controllers; the contractor shall not change codes without prior written approval.

1.18. ATHLETIC FIELD PREPARATION & TOURNAMENT COVERAGE

a. The contractor shall provide complete athletic complex management services for all scheduled weekday league games and all scheduled tournaments.

b. Weekday Field Preparation – Each field shall be dragged and striped prior to the first scheduled game of the day. All fields shall be ready for play by 5:00 p.m. on weekdays unless earlier game times are scheduled. The league or concessionaire will be responsible for opening and closing the complex gates on weekdays using a combination lock accessible to both the contractor and the league.

c. Weekend Field Preparation – Each field shall be dragged and striped prior to the first scheduled game of the day. All fields shall be ready for play by 6:00 a.m. on each day of a scheduled tournament. The contractor shall be responsible for opening and closing the complex gates during weekend tournaments using a combination lock accessible to both the contractor and the league. If tournaments should ever begin before 6:00 a.m. the contractor shall ensure fields are prepared no later than 90 minutes prior to the first scheduled game.

d. Rain Policy – Rain events may create additional workload and require schedule adjustments. The following policy shall apply whenever rain is anticipated or occurs:

• The contractor staff shall remain on-call during rain events to evaluate field conditions, adjust schedules, and prepare fields for the earliest possible return to play. Flexibility is required, and overnight preparations may be necessary.

• The contractor shall monitor weather forecasts and adjust staff schedules accordingly to ensure fields are prepared for league play or tournament activity.

• The contractor shall ensure adequate staffing levels to restore field playability as quickly as possible following a rain event.

• Weekday Rain (Monday–Friday): The contractor shall continue field preparation efforts until field playability is mutually agreed upon by the City and the contractor. Staff shall remain onsite until such agreement is reached, which may extend beyond the standard eight-hour workday.

• Any hour worked beyond the standard eight-hour day shall be billable.

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• Weekend Rain (Saturday–Sunday): The contractor shall provide sufficient staffing and field preparation efforts necessary to restore playability. Staff shall report onsite within one hour of notification and remain until playability is mutually agreed upon by the City and the contractor. All hours worked in response to weekend rain events shall be billable.

1.19. ATHLETIC SCHEDULES

Below is a list of tentative dates in which each sport conducts its seasons. Dates are subject to change based on the calendar year. The below dates are used as a guide only and exact schedules should be confirmed by a schedule provided once available from the Parks & Recreation Department each year.

Sport Spring Fall

Youth Baseball League March 1 – July 31 September 1 – October 31

Youth Softball League March 1 – July 31 September 1 – October 31

Adult Softball League August 1 – December 15

Softball & Baseball Tournaments

March 1 – July 31 August 1 – December 15

Youth Soccer League March 1 – May 15 September 1 – November 15

• The contractor’s schedule shall be flexible to allow for changes to program, event schedules, and weather. The contractor shall accommodate schedule changes communicated at least 24 hours in advance unless mutually agreed otherwise.

• The contractor is responsible for coordinating all services to be performed through the Parks & Recreation Department so that minimal disruptions occur to scheduled events.

• Attachment 6.2. provides a sample tournament schedule to provide contractors with a glimpse into what a full year’s tournament schedule entails.

1.20. BILLABLE ITEMS

The following items are considered billable services and are not included in the monthly price for athletic field and turf management. All billable services require pre-approval from the Parks & Recreation Department and must be authorized prior to commencement of work.

• Additional striping, dragging, watering, or base/mound adjustments requested after the initial daily field preparation during weekend tournaments.

• Weekday weather-related field preparation occurring outside the standard 8-hour workday to restore playability.

• Weekend weather-related field preparation necessary to restore playability.

• Services performed by licensed irrigators or other specialized irrigation personnel required to complete irrigation system repairs beyond the capabilities of onsite staff covered under the contracted monthly price.

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• Irrigation repair parts exceeding $500, billed at a cost-plus percentage rate. This excludes sprinkler heads, valves, wires, and minor electrical repair parts, which are included under standard irrigation maintenance.

• Assistance and support during large natural disasters, including debris removal and cleanup activities.

• Replacement sod required for field amendments.

Additional billable invoices must be accompanied by either a time sheet (for labor hour rates) or original invoice(s) (for purchase of additional materials outside of the normal required materials) so that rates and percentage mark-ups may be verified.

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SECTION 2 – PROPOSAL REQUIREMENTS

2.1. INFORMATION REQUESTED FROM PROPOSERS

a. The proposal shall provide enough detail to permit the City to conduct a meaningful evaluation of the proposed services. However, proposals should be prepared simply and economically, providing a straightforward, concise response to the information requested below. Incomplete proposals may be rejected during review by the evaluation committee.

b. All proposal materials may be incorporated in a subsequent contract between the City and awarded proposer.

c. Any material that the Proposer wishes to be considered confidential in nature shall be clearly marked as such, and if such materials are requested pursuant to the Texas Public Information Act, Chapter 552, Texas Government Code, the City will notify the Proposer of such request to allow the Proposer to write to the Texas Attorney General requesting that such information be excepted from disclosure.

2.2. PROPOSAL

Submit the following forms with the proposal response:

a. Required Form 5.1. Proposer Information Form

b. Required Form 5.2. Proposed Pricing Form

c. Required Form 5.3. Conflict of Interest Questionnaire, if applicable

Submit only if required per Section 4 – Administrative Requirements, Paragraph 4.2

d. Required Form 5.4. Federal Vendor Certification Form

e. Proposal Response

Limit of 15 Pages Total Each proposal must contain all required items and shall be submitted in the same order as listed below. Include each prompt, followed by your company’s response.

1. Demonstrated Experience and Qualifications (Section 1.4.)

Limit of 5 Pages

• Provide a brief overview of your company, areas of specialization, number of years in operation, and any other applicable information.

• State if your company is local, regional, national, or international, provide the office location that will service this contract.

• Provide a brief statement on your company’s approach and commitment for complying with the athletic field management scope of work as defined above.

• Provide a list of customers, as reference, in which your company has performed like-kind services to serving other municipalities or public agencies. References should include the following information:

o Brief overview of services provided

RFP #35-05-27 Crossroads Park Athletic Fields & Turf Management 21 o Dates of services o Contact names o Email addresses

• Provide any special circumstances or capabilities that should be considered that would provide a unique or additional benefit to the contract.

2. Proposed Staffing Structure (Section 1.11.)

Limit of 5 Pages Contractors shall provide the City with the following:

• A detailed organizational chart showing all Crossroads Park team members and their assigned duties

• A description of proposed staff attire for work on City property

• An overview of how weekday maintenance and weekend tournament coverage will be managed to ensure continuous, reliable service

• A complete personnel list that includes years of experience, relevant licenses or certifications, and length of employment with the company

• Copies of all applicable licenses and certifications

3. Proposed Equipment List (Section 1.12.)

Limit of 2 Pages Provide a list of equipment and trailers that will be housed on property and used to support and maintain all athletic fields and common areas covered under this contract. The list should provide equipment model numbers and ages.

4. Turf Management Schedule (Section 1.16.)

Limit of 3 Pages Provide a proposed schedule detail for the application of fertilizers, insecticides, herbicides, disease control treatments, aeration, and top-dressing programs.

Schedule should include the following:

• All proposed chemicals

• Anticipated application rates

• Anticipated application months

2.3. ELECTRONIC SUBMISSION

a. Access the Euna Procurement e-procurement portal at https://templetx.bonfirehub.com. The City will use Euna Procurement for communicating all RFP documents, receive any questions or inquiries, issue any associated addenda, and post award notices.

b. Proposers can contact Euna Procurement at support.procurement@eunasolutions.com for technical questions related to the Euna Procurement portal. Proposal submissions shall be prepared in the file formats listed under ‘Requested Information’ for this opportunity in Euna Procurement.

c. Proposal submissions may be amended by the Proposer directly in Euna Procurement, but only before the submission deadline.

mailto:support.procurement@eunasolutions.com

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d. Minimum system requirements include Microsoft Edge, Google Chrome, Safari, or Mozilla Firefox. JavaScript and browser cookies must be enabled. Euna Procurement has built-in lockbox technology that will date stamp submittals and will keep all proposals locked until the proposal opening date and time. The maximum upload file size is 1000 MB. Documents should not be embedded within uploaded files, as the embedded files will not be accessible or evaluated.

2.4. PAPER SUBMISSION

a. If a proposal is delivered via hardcopy, the envelope or package containing the completed proposal should be marked legibly on the outside with the submitter’s name and address along with the RFP project number and title no later than the due date and time stated in the RFP Timeline.

b. The Proposer shall sign and date the proposal where provided within the RFP. The person signing the proposal shall have the authority to bind the firm in a contract.

Proposals which are not signed and dated in this manner may be rejected.

c. All paper proposals received in the Purchasing Department will be date and time stamped when received and will be considered to be the official time of receipt.

2.5. SUBMISSION INSTRUCTIONS

a. Late submittals will not be accepted or considered. Proposers should be mindful of any potential delays due to security screening procedures, weather, connectivity issues, or other delays whether foreseeable or unforeseeable. Failure to submit a response before the Proposal Due date and time will result in disqualification of the Proposal.

b. Proposals will be received and publicly acknowledged in the Purchasing Department immediately following time due. Respondents, their representatives, and interested persons may participate in the proposal opening using Microsoft Teams. See the RFP Timeline for a video link or dial-in phone number.

c. The proposals will be opened, and the names of the respondents will be read aloud.

All proposals will be open for public inspection after the contract is awarded, except for trade secrets and confidential information contained in proposals and identified by proposer as such.

2.6. REQUESTS FOR ADDITIONAL INFORMATION

a. Requests for additional information shall be in writing and submitted through the

Euna Procurement portal using the ‘Vendor Discussions’ or ‘Ask a Question’ features. Alternatively, requests can be emailed to purchasing@templetx.gov by the deadline stated in the RFP Timeline.

b. Any interpretations, corrections or changes to this RFP will be made by addenda. All written/published addenda shall become part of this RFP and shall be acknowledged by the Proposer in its proposal. All other communications are unofficial and non-binding.