1-POST CCSD Artificial Turf IFB 10.20.2026.docx.pdf

INVITATION FOR BIDS

ARTIFICIAL TURF MAINTENANCE AND REPAIRS

Solicitation IFB #CCSD-TURF110826

This Invitation for Bids (IFB) is issued in accordance with the Utah Procurement Code and applicable administrative rules of the Utah Administrative Code.

I. Purpose of this Solicitation The purpose of this IFB is to obtain corrective maintenance and localized repairs at the Mountain Crest, Ridgeline, Sky View, and Green Canyon high school stadium fields. Bidders shall use the attached Firefly assessments to recommend and price appropriate repairs that improve field condition and support the goal of one to two additional seasons of service.

The District may award one or more fields. Each field is a separate bid item and will be evaluated on its complete base price. A bidder may bid any or all fields; each field price must stand alone. One contractor may receive multiple field awards.

II. Procurement Unit Designation and Solicitation Number The Cache County School District (CCSD) Purchasing Department is the issuing office for this document and all addenda relating to it, on behalf of the Facilities Department. The reference number for this IFB is Solicitation #CCSD-TURF110826.

This solicitation number must be referred to on all bids, correspondence, and documentation submitted to the CCSD relating to this IFB.

It is the bidder's responsibility to contact the school administration to obtain authorization for field access. Except for authorized site access, bidders shall not contact other employees, board members, or evaluation committee members concerning this IFB. Failure to comply may result in disqualification. Only written responses and addenda issued through Purchasing may change this IFB.

III. Terms and Conditions A contract that results from this IFB will include the Cache County School District Standard Terms and Conditions (Attachment A).

The CCSD Terms and Conditions will not be negotiated. In addition, the CCSD requires a bid to be rejected if it is not responsive or responsible. A bid that is not responsive includes a bid that: (a) is conditional; (b) attempts to modify the bid requirements; (c) contains additional terms or conditions; or (d) fails to conform with the requirements or specifications of the IFB.

Any bid that contains exceptions and/or additions to the CCSD Terms and Conditions may be rejected as non-responsive.

Further, the CCSD will not allow a bidder’s terms and conditions to become part of the contract resulting from this IFB. If a bidder’s terms and conditions are attached, referenced, or embedded into a bid, whether intentionally or inadvertently, the bid may also be rejected as nonresponsive. However, a bidder may request an exception and/or addition to the terms and conditions of this solicitation during the Question-and- Answer period.

Any exceptions to the specifications, terms, conditions, and minimum requirements in this solicitation that are not addressed and resolved during the Q&A period may be protested in writing to the CCSD Purchasing Department prior to the closing date for this solicitation.

IV. Submitting A Bid All bids must be received by November 9, 2026, 1:00 p.m. (MST)

Bids will be submitted electronically via a secure mailbox at the Utah Procurement Place (U3P) Bonfire:

https://utah.bonfirehub.com/portal/?tab=openOpportunities.

When submitting a bid electronically through Bonfire, please allow sufficient time to complete the online forms and upload documents. This IFB will close at the closing time specified. If you are in the middle of uploading your bid at the closing time, Bonfire will stop the upload process, and your bid will not be received by Bonfire, and your bid will not be reviewed by the CCSD.

Electronic bids may require uploading of electronic attachments. Bonfire will accept a wide variety of document types as attachments. Documents containing embedded encryptions cannot be processed by Bonfire. Additionally, the submission of documents containing embedded documents, zip files, mov, wmp, and mp3 files is prohibited. All documents should be attached as separate files.

V. Questions and Answer Period The Question-and-Answer period closes on the date and time specified on U3P (Bonfire). All questions must be submitted through U3P during the Question-and-Answer period. Answers from the CCSD will be posted on U3P.

Questions may include notifying the CCSD of any ambiguity, inconsistency, scope exception, excessively restrictive requirement, or other errors in this solicitation. A question may also include a request to modify the Terms and Conditions. Questions are encouraged.

Questions may be answered individually or compiled into a single document. Questions may also be answered via an addendum. An answered question or an addendum may modify the specification or requirements of this solicitation.

Answered questions and addenda will be posted on U3P. Bidders should periodically check U3P for answered questions and addenda before the closing date. It is the responsibility of the bidders to submit their bids as required by this IFB, including any requirements contained in an answered question and/or addenda.

Prior to the closing date, the CCSD may, at its sole discretion, issue addenda. Addenda may modify any minimum requirement or specification of this IFB. It is the responsibility of the bidders to submit their bids as required by this IFB, including any requirements contained in addenda issued by the CCSD.

NOTE: Exceptions taken by a bidder to the scope/content of the solicitation that have not been addressed during the Question-and-Answer period may result in the bidder being disqualified.

No CCSD employee or CCSD board member should be contacted concerning this bid during the selection process. Failure to comply may result in disqualification

VI. Addenda Any modification to this procurement will be made by a formal addendum issued by the CCSD Purchasing Department.

Addenda to this IFB may be made for the purpose of making changes to: the scope of work, the schedule, the qualification requirements, the criteria, the weighting, or other aspects of this IFB. Authorized and properly issued addenda shall constitute the official and binding position of CCSD. Bidders are encouraged to periodically check Bonfire for posted questions, answers, and addenda.

Any response to this IFB that has as its basis any communications or information received from sources other than this IFB or related addenda may be considered non-responsive and rejected at the sole discretion of CCSD.

https://utah.bonfirehub.com/portal/?tab=openOpportunities

VII. Scope of Work Provide the labor, materials, equipment, and supervision needed for corrective maintenance and localized repairs at each awarded field. Select methods suitable for the existing turf, explain the recommendations, and include the work described below in the base bid. Full field replacement is outside this scope.

A. Reference reports and locations

The following Firefly Sports Testing reports will be issued as separate reference attachments. Review the complete reports, including test results, location maps, photographs, and the surface regularity observations on page 15 of each field report. The July summary supplements the detailed assessments; it does not replace their findings. Letter grades are not acceptance criteria.

Attachment A remains the District’s Standard Terms and Conditions. These reference reports describe conditions at the time of testing; bidders shall identify discrepancies through the question process. The requirements of this IFB and its addenda govern the work and pricing.

Attachment Reference report

B Condition Assessment Report Review — July 21, 2026

C Mountain Crest High School Stadium — Job 102041; report June 22, 2026

D Ridgeline High School Stadium — Job 102042; report June 22, 2026

E Sky View High School Stadium — Job 102043; report June 22, 2026

F Green Canyon High School Stadium — Job 102040; report June 22, 2026

Field and initial work sequence Location

1. Mountain Crest High School 255 South 800 East, Hyrum, UT 84319

2. Ridgeline High School 180 North 300 West, Millville, UT 84326

3. Sky View High School 520 South 250 East, Smithfield, UT 84335

4. Green Canyon High School 2960 North Wolf Pack Way, North Logan, UT 84341

The District may adjust this sequence for field conditions, weather, and athletic schedules. Site inspections are encouraged during the period in Section XI — IFB Schedule Timeline, by appointment through each school's administration. Do not disturb the turf during bid inspections. Identify any condition that cannot be verified without opening the turf.

B. Required maintenance and repairs

Inspect and secure vulnerable seams, inlays, edges, and existing patches before equipment passes over them. Complete a representative test area at each field, using methods consistent with applicable manufacturer instructions. Stop and notify the District if abnormal fiber loss, seam movement, or backing damage occurs.

Clean the turf and remove debris and loose fibers. Decompact infill, lift recoverable matted fibers, redistribute existing infill, add compatible material where needed, and finish with grooming. Measure infill depth and exposed fiber height before and after work. Submit infill product data, proposed quantities, and target depths for District approval before placement; avoid burying fibers or adding material that the remaining fibers cannot retain.

Include identifiable localized repairs to loose or open seams, damaged inlays, failed patches, tears, exposed backing, worn areas, perimeter edges, and field or goal penetrations. Inspect existing repairs and correct those that are loose, uneven, or failing. Match materials and markings as closely as practical; leave repairs secure, level, and fully cured.

Address the specific conditions in the reports: compaction and patch variations at Mountain Crest; seam gaps, exposed backing, and uneven areas at Ridgeline; infill imbalance, worn goal areas, patches, and faded markings at Sky View; and exposed backing, fiber loss, infill variation, and uneven areas at Green Canyon. These examples do not limit the required review of all reported findings.

Evaluate every reported high or low spot. Include correction achievable through appropriate infill redistribution in the base bid. Do not hide base settlement with added infill. Separately identify and price necessary work that requires opening the turf to repair the base, drainage, or shock pad, and any extensive turf or marking replacement beyond localized repairs. Explain the consequences of deferral. Such work requires separate written authorization; required repairs shall not be labeled as optional improvements.

Protect the fields, tracks, and surrounding facilities; control access during work and curing; remove waste; and correct damage caused by the contractor at no additional cost. Notify the District immediately of conditions that may require restricted use.

C. Verification and acceptance

The District will arrange and pay for independent post-work testing at each awarded field. Use the methods and editions identified in the June 2026 Firefly reports for comparison, as listed below. Repeat the ten original performance test locations and the forty-location infill pattern, and evaluate reported problem areas and repair locations. Report individual results, not just averages. Inspect the full playing surface for irregularities.

Measure Method identified in the Firefly reports

Impact attenuation (g-max) ASTM F1936-19

Critical fall height (HIC) ASTM F3146-18

Force reduction and vertical deformation ASTM F3189-20, Advanced Artificial Athlete

Rotational resistance EN 15301-1:2007; document the reported lightweight apparatus modification

Infill depth EN 1969:2000; also record exposed fiber height

Vertical ball rebound and horizontal ball roll EN 12235:2013 and EN 12234:2013

Surface regularity EN 13036-7:2003; 3-meter straight edge

Document equipment, test conditions, and any method deviations. Conduct ball roll testing within the method’s wind limits and note that the original assessments reported excessive wind. Use comparable apparatus for rotational resistance and identify the modification rather than claiming an unmodified standard test.

No tested location with g-max of 200 or greater may be accepted for return to use without further correction and passing retest. Project improvement targets are g-max of 165 or less, force reduction of at least 50%, and critical fall height of at least 0.80 m, where achievable through the authorized repairs. These are limited maintenance targets, not a safety certification. Firefly recommends critical fall height greater than 1.30 m; report all locations below that recommendation and explain remaining limitations. Evaluate other results against the ranges in the detailed reports.

Authorized surface corrections must leave no deviation greater than 10 mm under a 3-meter straightedge.

Include one return visit for reasonable additional in-scope grooming, decompaction, redistribution, or infill correction indicated by testing. Correct incomplete or defective contracted work at no additional cost; the included visit does not limit warranty obligations. For performance limitations that require work outside the contract, provide the District with a repair recommendation and price. Do not represent the field as cleared for use solely because the contracted work is complete.

Before final payment, provide a concise report for each field with the updated condition response table, repair map, before-and-after photographs, actual repair and infill quantities, measurement records, remaining deficiencies, and a practical 24-month maintenance plan. Include a reasoned opinion on whether the work supports one or two additional seasons. Acceptance requires completion of authorized repairs, testing review, a District walkthrough, correction of the punch list, and written disposition of unresolved conditions. The District determines return to use.

D. Warranty

Provide a one-year warranty from District acceptance for materials and workmanship furnished under this contract, including seam, inlay, patch, edge, adhesive, and authorized base repairs. Unrelated deterioration of the existing turf, normal wear, misuse, and vandalism are excluded. The age of existing turf does not excuse defective contracted work.

VIII. Price Guarantee Period Bid prices shall remain available for District acceptance for 60 calendar days after bid closing. Upon award, prices for the accepted scope shall remain fixed through completion, including approved weather-related schedule extensions.

Changes to the work or price require written authorization from the District before the changed work begins

IX. Tax Exemption Sales made to Utah School Districts are exempt from sales tax according to Utah Code 59-12-104. Bidders must use the tax exemption certificate form TC-721G when purchasing materials for CCSD projects. A tax-exempt form will be provided upon request. Subcontractors must obtain tax forms from the General Contractor.

X. Commercial Terms and Work Coordination CCSD will issue the purchase order or contract directly. After the award, submit a detailed schedule to the Facilities Department and coordinate access, work areas, deliveries, closures, and curing with each school’s athletic director. Work around scheduled practices, games, and school events. Do not close or reopen a field without District approval.

Fall 2026 work is permitted after contract execution when weather and approved athletic schedules allow. Field repairs must begin no later than March 15, 2027, and all authorized repairs, curing, testing, corrective work, and closeout must be complete no later than June 1, 2027. Allow time for testing and corrections before the completion deadline. Planning or material orders alone do not satisfy the required start of field repairs.

Plan for seasonal weather and manufacturer temperature, moisture, and cure requirements. Do not work on frozen, snow-covered, saturated, or otherwise unsuitable turf, or when equipment or materials would damage the field. If weather prevents the required start or threatens completion, notify Facilities promptly, document the affected work and conditions, and submit a revised sequence and recovery schedule. Coordinate available work windows with the athletic directors. Deadline changes require written District approval; weather does not automatically extend the contract.

XI. IFB Schedule Timeline

Issue and start advertising Monday, October 26, 2026

Field inspections by appointment October 27–30, 2026; arrange through school administration

Deadline for questions Monday, November 2, 2026 — 1:00 p.m. MST

Target date for answers and addenda Wednesday, November 4, 2026

Bid submission deadline Monday, November 9, 2026 — 1:00 p.m. MST

Anticipated notice of award Monday, November 16, 2026

Fall work opportunity After contract execution, weather and schedules permitting

Latest start of field repairs Monday, March 15, 2027

Final completion Tuesday, June 1, 2027

All times are local Mountain Time. The dates above are proposed for Purchasing review. The final issued IFB and U3P posting will state the binding procurement dates; any later change must be issued by addendum. The award date is anticipated. Work dates are subject to Section X — Commercial Terms and Work Coordination.

XII. Evaluation and Award Process

Pursuant to the Utah Procurement Code, this IFB shall be evaluated in accordance with the objective criteria described in this IFB. Bids submitted must comply with all requirements set forth in this IFB. Any bid that does not comply may be deemed non-responsive and disqualified from further evaluation

Mandatory Minimum Requirements. For each field bid, the bidder shall submit a completed maintenance and repair response form, a fixed base price covering all required maintenance and localized repairs described in Section VII, a response to

Alternate No. 1 – Additional Recommendations with separate pricing for any recommended additional work, and a signed bid acknowledgment. Each repair category must describe the proposed work and affected locations or extent, or explain why no corrective work is necessary. Enter “None” under Alternate No. 1 if no additional work is recommended.

A blanket statement that all reported issues will be addressed does not satisfy the response requirement. A bid that omits required responses or prices, lacks the signed acknowledgment, or excludes required base-scope work will be deemed nonresponsive and rejected. All other administrative, qualification, and schedule requirements of this IFB remain applicable.

Each bid receipt shall be evaluated for responsiveness in the following manner

Criteria Determination

Timely Receipt of Bid Pass/Fail

Complete Bid Packet Pass/Fail

Complete and Correct Documents Pass/Fail

Bid Requirements (Maintenance and Repair Response Form, items 1–6)

Pass/Fail

Bids that pass the administrative and mandatory minimum requirements will be evaluated to determine that they meet or exceed the scope of work. Any bid that does not meet or exceed the scope of work will be deemed nonresponsive and disqualified from further consideration.

The District will compare responsive base bids separately for each field and award that field to the responsible bidder offering its lowest complete base price, or cancel that field item. Compliance with the required scope, schedule, qualifications, and documentation is evaluated on a pass/fail basis. Separate recommendations and optional work will not change the ranking of base bids.

XIII. Contract Award Process

All bids that meet or exceed the scope of work shall be evaluated on price, and the CCSD Purchasing Department, pursuant to Utah Code §63G-6a-606 of the Utah Procurement Code, shall:

(a) (i) award a contract as soon as possible to the responsible bidder who submits the lowest responsive bid; and

(ii) publish the name and bid amount of the bidder to whom the contract is awarded; or

(b) (i) cancel the invitation for bid without awarding a contract; and

(ii) publish a notice of the cancellation that includes an explanation of the reasons for canceling the invitation for bids.

A solicitation award does not constitute a contract. Any award made through U3P (Bonfire), notifications received from U3P, email notifications received directly from the procurement unit, documents received by vendors, or documents posted in U3P do not constitute or create a contract. Only a fully executed PO or fully executed contract constitutes a binding contract.

If awarded, vendor(s) may not begin work, purchase materials, or enter into subcontracts relating to this solicitation until they receive a fully executed PO or contract.

MAINTENANCE AND REPAIR RESPONSE FORM

Submit the following. Recommendations may differ in technique, but the base bid must cover the same required maintenance and identifiable localized repairs described in Section VII. Raise proposed scope exceptions before the question deadline; do not omit required work to reduce the base bid.

1. Qualifications: Identify the company, the responsible supervisor, and three comparable synthetic turf maintenance and repair projects completed within the past five years, with reference contacts. Include the applicable Utah contractor license and licensure limits, insurance certificate, and District vendor information sheet.

2. Maintenance and Repair Response:: Complete one form for each field bid. Address the conditions identified in the applicable Firefly field assessment and summary report. Briefly describe the proposed work, materials, and affected locations or approximate extent. Whole-field treatments may be identified as “entire field.” If no corrective work is recommended, explain why. Required work may not be excluded.

School/field: ______________________________

Bidder: ___________________________________

Repair category Items to address Bidder’s proposed work

Cleaning, decompaction, and grooming

Debris and loose fibers, compacted infill, and recoverable matted fibers.

Infill correction Uneven or excess infill and deficient areas requiring compatible replenishment.

Seams, inlays, and edges

Open or loose seams, damaged inlays, unsecured edges, and areas around field penetrations.

Localized turf replacement and patch repairs

Worn areas, excessive fiber loss, exposed backing, tears, worn goal areas, and failed patches. Sound existing repairs need not be replaced.

High spots, low spots, and uneven areas

Reported surface irregularities; distinguish infill corrections from work requiring access to the underlying base.

Field markings Damaged or faded lines, numbers, and other reported marking deficiencies.

Other reported conditions

Remaining findings, proposed corrective work, or explanations for conditions requiring no corrective work.

Identify work requiring separate pricing under Section VII in Alternate No. 1 – Additional Recommendations.

Individual prices for repairs included in the base bid are not required.

3. Work plan and schedule: Describe equipment, repair methods, materials, test areas, anticipated results and limitations, field downtime including cure time, and the dates proposed for each field. Confirm the March 15, 2027, latest start and June 1, 2027, completion requirements, subject only to the written adjustments described in Section X..

4. Bid Prices. Provide one fixed base price for each field bid. Include all required maintenance and localized repairs, mobilization, labor, materials, equipment, protection, disposal, test areas, documentation, and the corrective return visit required by Section VII. Individual repair prices and separate maintenance, repair, and infill subtotals are not required.

Field Total Fixed Base Bid Alternate No. 1-Additional Recommendation-Addl Price

Mountain Crest $ $

Ridgeline $ $

Sky View $ $

Green Canyon $ $

Enter “No bid” for a field not offered. Enter “None” in the alternate column if no additional work is recommended. Each field price must stand alone and may not depend on receiving another field award. Alternate prices are additional to the base bid and must correspond to the recommendations submitted under item 5.

Provide fully installed unit prices for each infill material per ton, seam/inlay/edge repair per linear foot, and patching per square foot for authorized changes. State the measurement basis and any minimum charge. These rates do not convert the fixed base bid into an allowance.

5. Alternate No. 1 – Additional Recommendations. Identify additional repairs or improvements recommended from review of the Firefly reports or field inspection that are beyond the required base scope, including work designated for separate pricing under Section VII. For each recommendation, identify the field and location, describe the work, explain why it is needed, and provide its additional price. Distinguish necessary repairs from optional improvements. Enter the total additional price for each field in the pricing table under item 4. If no additional work is recommended, enter “None.”

For concealed conditions, separately price the investigation and state the basis for pricing the resulting repairs. Required base-scope work may not be moved into this alternate. Alternate prices and unit rates will not be included in the base-bid ranking. Additional work requires separate written District authorization; work requiring a separate procurement will be handled by Purchasing.

6. Bid Acknowledgment. By signing below, the bidder acknowledges review of this IFB, Attachments A–F, and all issued addenda, including the Firefly field assessment reports and summary report applicable to each field bid. The bidder confirms that its base price includes all maintenance and localized repairs required by Section VII to address the reported conditions, including required work not individually described in its response form. The bidder has identified any reported condition requiring separately priced work or for which no corrective work is recommended and explained its recommendation. The bidder agrees to the IFB’s schedule, verification, closeout, and warranty requirements.

Company: ___________________________________

Authorized representative and title: ___________________________________

Signature: ___________________________________ Date: ______________

Addenda acknowledged: ___________________________________