2-1 - RFQ 26-260527 PCHS Practice Field.pdf

Engage, Inspire, Prepare

Paulding County School District 3236 Atlanta Highway Dallas, Georgia 30132

Steve Barnette, Superintendent

Procurement Department

770-443-8000 purchasing@paulding.k12.ga.us

May 27, 2026

REQUEST FOR QUOTE

RFQ 26-260527

FOR

PCHS Practice Field

Quote Submission Deadline: June 17, 2026, 11:00 a.m. EDT

PCHS Practice Field RFQ 26-260527

Page | 2 RFQ Ver 1.3 June 2023

Table of Contents Advertisement and Tentative Timeline

Section 1: Purpose/Summary Scope of Work

Section 2: Specifications

Section 3: Submission Requirements

Section 4: Cost

Section 5: Awards

Appendix A – Quote Form

Appendix B – Locations and Addresses

Appendix C – Required Forms

Appendix D – Drawing

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Advertisement and Tentative Timeline The Paulding County School District is seeking qualified vendors to provide turnkey installation, meeting all specifications, for the practice field renovation services at Paulding County High School

PCSD will only accept online submissions for this RFQ. Quotes can be submitted online at https://pauldingk12.bonfirehub.com/portal. Quotes submitted after the deadline will not be accepted. Please note, any quote submitted in any other format (email, paper, fax, mail, etc.)

will not be accepted for any reason.

Submissions are due no later than June 17, 2026, 11:00 a.m. EDT (as determined by the time stamp clock when submitted online).

Need Help? Please contact Bonfire directly at Support@GoBonfire.com or 1.800.654.8010 x 2 for technical questions or issues related to your submission. You can also visit their help forum at https://bonfirehub.zendesk.com/hc

Tentative Timeline

May 27, 2026 RFQ Publish Date June 3, 2026, 11:00 a.m. EDT Vendor Site Visit (Attendance encouraged) June 10, 2026, 11:00 a.m. EDT Deadline for written Questions (Submitted through

Bonfire ) June 17, 2026, 11:00 a.m. EDT Bid Submission Deadline

Pre-Quote Conference

A non-mandatory pre-quote conference is scheduled for this solicitation.

The Pre-Quote Conference will be held on June 3, 2026 at 11:00 a.m. EDT. It will be held at Paulding County High School, 1297 Villa Rica Hwy., Dallas, GA, 30157. Attendance at the pre-quote conference is non-mandatory but highly encouraged. Only interested vendors will be allowed to attend. Vendors will not be allowed into the conference after 11:10 a.m. Upon arrival, vendors must sign in at the front office.

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Section 1: Purpose/Summary Scope of Work Paulding County School District is seeking qualified vendors to provide turnkey installation, meeting all specifications, for the practice field renovation services at Paulding County High School located within the Paulding County School District. (For school addresses see Appendix B.)

Bids should be in accordance with the specifications outlined in this package with the primary intent of the solution to provide a complete reconstruction of the existing practice field (Appendix D). Bidders are responsible for reviewing onsite field verification of existing conditions to establish the appropriate scope. Additional site visits (other than the pre-bid meeting) can be scheduled by contacting Purvi Ray, Senior Project Manager, at PRay@paulding.k12.ga.us.

The awarded vendor will be responsible for onsite field verification of existing conditions and providing a complete turnkey install including all labor, installation, equipment, materials, and support necessary to provide the scope of work per requirements and specifications included in this document.

Section 2: Specifications I. Project Requirements

The selected vendor will provide services including removal of existing turf, subgrade preparation, precision grading, installation of a new soil profile, installation of premium sod, and repair and/or modification of the existing irrigation system to ensure adequate coverage.

At the minimum, the following services are to be included as part of the proposal:

Field stripping and preparation Remove and dispose of existing turf and organic surface material across approximately 60,000 sq. ft.

Till existing soil to loosen and prepare the subgrade for regrading

Precision grading Perform precision grading to establish proper field elevation and surface uniformity.

Ensure subsoil is properly compacted and has positive drainage and a consistent playing surface.

Soil amendment/Root zone installation Loosen soil to minimum depth of 4-6 inches and remove debris, rocks and weeds.

Supply and install field prep mix and grade to a uniform depth of approximately 2 inches.

Blend and condition soil profile to support athletic turf performance.

Ensure positive drainage that has a 1-2% slope and provides a consistent playing surface.

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Sod installation Furnish and install Tifway 419 Bermuda sod across 60,000 sq.ft. that meets the following standards:

Sod must be purchased directly from a licensed sod producer. Retail or brokered sod is not acceptable.

Sod must be cut within 24 hours of installation (max 36 hours if cooled) and be delivered with harvest tickets or farm certification tags showing cut time/date.

Sod showing signs of heat stress, mold, or desiccation shall be rejected.

Soil base shall be 0.5-1inch and moist with green grass blades and no yellow/brown dominance.

Roots shall be white and fibrous and not gray or rotting.

Sod must be of same species and variety across entire field and be free of weeds, bare spots, and disease patches.

Sod must be installed on the same day as delivery and shall not be sitting on-site overnight.

Provide a 90-day minimum establishment warranty that covers all non-viable sod at no cost during establishment period.

Owner reserves the right to inspect sod at farm, during delivery, and prior to installation.

Irrigation system Repair and/or modification of the existing irrigation system to ensure uniform coverage for athletic field requirements.

Vendor to Include costs for demolition and disposal, shipping, labor and equipment needed to perform scope of work. Vendor to list all assumptions and exclusions

II. Other PCSD Requirements

a) Provide complete contact information for dedicated PCSD lead installer for onsite installation supervision and coordination.

b) Vendor must have qualified experience and expertise in athletic field construction, sod installation, irrigation coordination and turf establishment. General landscaping experience alone is not sufficient.

c) Vendor must have adequate financial resources, be able to provide satisfactory record of performance, and have the technical capabilities to perform the work.

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d) Vendor’s lead technician must have successfully completed multiple projects of similar size and scope. Provide company and installer experience with bid.

e) Installation/delivery must be coordinated with PCSD project contact with a minimum of one week notice for installation scheduling.

f) Installations may occur during normal business hours, weekdays 7:00 AM – 4:00 PM EST or during evening and weekend hours with prior approval coordinated in advance with PCSD. Impact to school operations should be kept to a minimum.

g) Vendor must provide all tools and equipment (ladders, carts, lifts, etc.) necessary to perform the installation work. Vendors are never allowed to stand on PCSD furniture during any installation.

h) Extreme caution should be practiced during delivery of all items. Vendor should use protective materials as appropriate. Any damage done by the awarded Vendor personnel or subcontractors to any part of the building, equipment, furniture, fixtures or any items owned by the PCSD shall be repaired or replaced at no cost to PCSD.

i) Shipping to include unloading from truck, moving to designated area within the building, removing equipment from boxes and removing boxes from site. Vendor is responsible for disposing of all debris and cardboard in the manner required by federal, state, and county regulations/laws. Removal of debris and cardboard from the premises must be done on the same day as the delivery and installation.

Vendor will not be allowed to use PCSD dumpsters for disposal purposes. No exceptions without written authorization from PCSD.

j) All work performed by the Vendor must conform to all local and state codes.

k) Vendor must notify designated PCSD contact of any installation environments requiring additional work prior to commencing work.

l) All necessary materials and labor must be included in the proposed pricing.

m) All materials shall be new and meet all current codes for the application.

n) Owner reserves the right to inspect and reject any material deemed substandard.

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III. Warranty Requirements

All work shall be warranted by the Vendor for a minimum of one year from date of acceptance by Owner.

Extended equipment and solution warranty offerings, including replacement warranties, are to be provided in the proposal with written documentation from the Vendor and manufacturers.

Replacement warrantied items are not to require shipping, support, labor, or other additional costs to PCSD.

IV. Timeline for Project

Project must be completed no later than August 31, 2026.

V. Insurance Requirements

Within three (3) working days of notification of award, the awarded vendor must provide proof of liability insurance coverage, for a minimum of $1,000,000 dollars for single liability (CSL – Combined Single Limit). Statutory Workers’ Compensation must also be provided. The vendor awarded the contract should mail or fax the Certificate of Insurance to the PCSD Purchasing Department at 770-443-7243.

• Commercial General Liability with limits of $1,000,000 and $2,000,000 aggregate. Coverage must include products and completed operations with reporting of claims on occurrence basis.

• Commercial Auto Liability with limits of at least $1,000,000 CSL (Combined Single Limit) or $500,000/$1,000,000/$500,000.

• Umbrella Coverage in excess of GL and Auto of at least $2,000,000.

• Statutory Workers’ Compensation.

• Employer’s Liability of at least $100,000/$500,000/$100,000.

• Paulding County School District must be named as an additional insured on all applicable policies. The insurance carriers should be licensed to do business in the State of Georgia and carry an AM Best rating of A- or higher.

Proof of insurance is not required with submission of the bid but must be made available upon request including during the evaluation process. PCSD will require proof of insurance before issuance of Award Letter/Contract. By participating in this solicitation and/or signing the Contract Agreement, the awarded contractor agrees to comply with insurance requirements as specified.

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Section 3: Submission Requirements PCSD will only accept online submissions for this RFQ. Quotes can be submitted online at:

https://pauldingk12.bonfirehub.com/portal. Quotes submitted after the bid close date will not be accepted. Note: Any bid submitted in any other format (email, paper, fax, mail, etc.) will not be accepted for any reason.

Submissions are due no later than June 17, 2026, 11:00 a.m. EDT (as determined by the time stamp clock when submitted online).

Upload your submission at:

https://pauldingk12.bonfirehub.com/portal

Notes:

Logging in and/or uploading your file(s) does not mean your response is submitted.

Proponents must successfully upload all the file(s) and MUST click the submit button before the closing time.

You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission. This will confirm that you have successfully submitted your quote.

Each submitted item of Requested Information will only be visible to Paulding County Schools after the Closing Time.

If the file is mandatory, you will not be able to complete your submission until the requirement is met.

Uploading large documents may take significant time, depending on the size of the file(s) and your Internet connection speed.

Please note the type and number of files allowed. The maximum upload file size is 1000 MB. Please do not embed any documents within your uploaded files, as they will not be accessible or evaluated

Minimum system requirements: Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox. Java Script must be enabled.

Need Help? Please contact Bonfire directly at Support@GoBonfire.com or 1.800.654.8010 x 2 for technical questions or issues related to your submission. You can also visit their help forum at https://bonfirehub.zendesk.com/hc

a) All communications concerning this RFQ must be submitted in writing through the PCSD Bonfire Interactive Portal. Only written responses distributed by the Procurement Department will be binding upon PCSD. The Procurement Services Department, at its discretion, may call upon user department for clarification in their area of expertise.

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b) PCSD will only accept online submissions for this RFQ. Quotes can be submitted online at https://pauldingk12.bonfirehub.com/portal. Quotes submitted after the close date will not be accepted. Note: Any quote submitted in any other format (email, paper, fax, mail, etc.) will not be accepted for any reason.

c) Responses must be on the forms furnished within the PCSD Bonfire Interactive Portal for this RFQ and completed in their entirety.

d) Quotes cannot be withdrawn after they have been submitted online unless offeror makes a request in writing prior to the time set for receiving quotes, or unless the PCSD fails to accept or reject the quotes within one hundred and twenty (120) days after the date fixed for receiving said quotes.

e) Quotes which contain irregularities of any kind and/or do not comply fully with requirements stated in the solicitation documents may be rejected at the discretion of

PCSD.

f) PCSD shall not be liable for any costs associated or incurred by offeror in conjunction with preparation of solicitation responses.

g) PCSD reserves the right to waive any minor informality or error in the solicitation or quote which will not adversely affect competition.

h) By submitting a response, the bidder certifies that this quote is made without prior understanding, agreement or connection with any corporation, company or person submitting a quote for the same service and is in all respects fair and without collusion or fraud; that collusive pricing is understood to be a violation of state and federal law and can result in fines, prison sentences and civil damage awards. It is further agreed that vendor agrees to abide by all conditions of the solicitation, notice of award and/or purchase order(s) of PCSD and that the person signing this quote is duly authorized to do so on behalf of the vendor.

i) Failure to provide an online submission with correct information listed may result in rejection of the quote. If further information is required to demonstrate responsibility, such as providing copies of licenses or permits (other than those previously requested), the vendor will be notified, in writing and given five (5) days from notification to supply such information.

j) After the closing date and time, PCSD will conduct an administrative review of all quotes received to determine responsiveness. Quotes that are deemed to be responsive will be evaluated. Quotes that are deemed to be non-responsive will not be evaluated or considered for award.

k) Cole Crowder, Director of Procurement, will administer the solicitation process and will be the point of contact for purposes of this RFQ and may be contacted at purchasing@paulding.k12.ga.us.

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Section 4: Cost

4.1. Unless specifically consented to in writing by PCSD, prices must remain firm for a period of one year from the award date, or for any renewal period, under the same terms and conditions as the RFQ. PCSD reserves the option to renew any contract award at its sole discretion.

4.2. Quantities/amounts (if applicable) shown in the RFQ are estimates. Vendors are advised that the actual number purchased/required may vary from those in the RFQ, depending upon the needs of PCSD and the availability of funds.

4.3. Quotes that contain minimum order amounts will not be accepted unless called for in the solicitation document.

4.4. Pricing must be submitted on the Quote Form included within this document as requested, without conditions, unless called for in the solicitation document.

4.5. For Goods: Quotations must include any and all delivery and/or installation charges.

Delivery and/or installation requirements will be as specified in the solicitation document.

4.6. Prompt payment discounts will be considered for the purpose of quote evaluation and award.

4.7. PCSD does not pay late payment fees.

4.8. Fee structure for Additional Items Within this document, PCSD has attempted to anticipate and identify all items that may be needed under this contact throughout the length of the award period. In the event PCSD has failed to include an item(s), responding vendors are asked to provide a fee structure for additional, related items that may be purchased during the award period. Vendors are to identify the pricing source and the associated fee structure in the space provided on the Quote Form. Some example responses are: X% below MSRP; X% discount below published catalog pricing; Cost plus X% mark-up. Upon request, awarded vendor must be able to provide documentation verifying appropriate discounts are granted throughout the contract. PCSD reserves the right to conduct periodic random audits of fair market value, etc. to ensure price granted is reasonable and accurate.

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Section 5: Awards

5.1. Award will be made to the lowest responsive and responsible vendor meeting specifications and requirements. This is the vendor who submits the lowest price, whose quote meets the specifications, terms, and conditions set forth in the RFQ, and who is clearly capable of delivering the products or services specified. Therefore, the lowest responsible vendor will not always be the vendor who has submitted the lowest monetary quote.

5.2. The PCSD reserves the right to accept or reject any part of a submitted quotation, to accept the entire quote from one vendor, to accept portions of the quote from several vendors, or to reject all quotations submitted or waive any minor irregularity. The PCSD reserves the right to consider current and past experience with a vendor and to award in the best interest of the PCSD. The PCSD reserves the right to award by line item, to more than one vendor and/or to award by group or any combination thereof.

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Appendix A – Quote Form

Price: Pricing must be provided on the form below in the format requested.

Vendor Name: __________________________________________________________

Please indicate earliest possible:

Start date: _______________________

Delivery date: _______________________

Item # Description Total Price ($):

Turnkey installation, meeting all specifications, for the practice field renovation services at Paulding County High School

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Appendix B – Locations and Addresses

Appendix B is a supplemental document containing a complete listing of PCSD facilities and addresses. If you have any questions or need clarification, contact purchasing@paulding.k12.ga.us.

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Appendix C – Required Forms

Appendix C can be found as a separate attachment posted with this solicitation. Appendix C must be completed and must accompany the submittal packet. If you have any questions or need clarification, contact purchasing@paulding.k12.ga.us.

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Appendix D – Drawing

Appendix D can be found as a separate attachment posted with this solicitation. Appendix D is an approximate drawing of the project location at Paulding County High School. If you have any questions or need clarification, contact purchasing@paulding.k12.ga.us.