2-DF26-33 The Peak Turf Management IFB.pdf

Turf Management Services at The Peak

Requesting Department: Parks & Recreation

Invitation for Bid (IFB)

ID: DF26-33

Issued: 9/15/2026

Due: 9/29/2026 at 3:00 PM MST Submit via: utah.bonfirehub.com

Instructions to Offerors | 1

INSTRUCTIONS TO OFFERORS

1. Solicitation Information

Solicitation Title 2027 Turf Management at The Peak Sports and Entertainment Complex

Solicitation Number DF26-33

Procurement Method Invitation for Bids

Issuing Procurement Unit Tooele County, Utah

Procurement Contact Daniel Folks, Procurement Manager | daniel.folks@tooeleco.gov

Submission Deadline September 29, 2026, 3:00 p.m. Mountain Time

Submission Method utah.bonfirehub.com

Anticipated Contract Term March 1 through November 30, 2027, with four optional annual renewals through November 30, 2031

2. Purpose and Solicitation Documents

Tooele County (the “County”) invites qualified firms or individuals to submit an Offer in response to this Solicitation.

The services, deliverables, performance requirements, and project-specific conditions are described in Attachment A

– Scope of Work.

The Solicitation Documents consist of this Instructions to Offerors document, Attachment A – Scope of Work, Attachment B – Tooele County Contract Form and Terms & Conditions, all other attachments and exhibits identified in the Solicitation, and every addendum issued by the County. An Offeror is responsible for reviewing the complete

Solicitation Documents before submitting an Offer.

3. Definitions

Addendum. A written modification, clarification, or supplement to the Solicitation issued by the County.

Contract. The binding agreement resulting from this Solicitation, including incorporated Solicitation Documents, the successful Offer, negotiated terms, and authorized amendments.

County. Tooele County, Utah.

Offer. A bid, proposal, statement of qualifications, quote, or other response submitted to the County.

Offeror. A bidder, proposer, respondent, or other person or entity submitting an Offer.

Procurement Contact. The County representative identified in Section 1 who is authorized to communicate with

Offerors regarding the Solicitation.

Solicitation. This request and all documents, attachments, exhibits, and addenda issued as part of it.

4. Procurement Schedule

Event Date / Time

Solicitation issued September 15, 2026

Instructions to Offerors | 2

Pre-offer conference/site visit

Optional, unscheduled site visit. The Peak is open for inspection during normal operating hours; no appointment is required.

Deadline for questions September 22, 2026, 3:00 p.m. Mountain

Time

County response/addendum anticipated September 24, 2026

Offers due September 29, 2026, 3:00 p.m. Mountain

Time

Opening

Electronic opening shortly after the deadline; bid results will be posted in the project portal.

Interviews, demonstrations, or presentations Not applicable

Anticipated notice of intent to award Anticipated October 2026

Anticipated contract start March 1, 2027

Dates other than the Submission Deadline are estimates and may be changed by the County. Any change to the

Submission Deadline will be made by addendum.

5. Communications and Questions

Offerors shall direct all communications concerning this Solicitation to the Procurement Contact through utah.bonfirehub.com. Communications with other County employees, elected officials, evaluation committee members, consultants, or agents about the Solicitation may result in disqualification when the communication compromises, or appears intended to compromise, the integrity of the procurement process.

Questions must be submitted in writing by the deadline stated in Section 4. The County is not bound by, and an

Offeror may not rely upon, oral interpretations or information provided by anyone other than through a written addendum. Offerors should identify any ambiguity, inconsistency, error, restrictive requirement, or omission before the question deadline.

6. Pre-Offer Conference and Site Visit

Each Offeror is responsible for obtaining the information reasonably necessary to prepare its Offer. Attendance at a conference or site visit does not relieve an Offeror of its duty to review the Solicitation Documents or submit written questions.

See section four (4) of this document for site visit requirements and information.

7. Addenda

The County may amend this Solicitation by written addendum. Addenda will be posted through utah.bonfirehub.com.

Offerors are responsible for monitoring the posting location and incorporating all addenda into their Offers. The

County may require acknowledgment of each addendum in the manner specified in the submission requirements.

Instructions to Offerors | 3

8. Examination of Solicitation and Conditions

By submitting an Offer, the Offeror represents that it has examined the Solicitation Documents, considered all conditions that may affect performance and pricing, and has obtained all information it deems necessary to submit a complete Offer. Failure to investigate conditions or review available information does not relieve the successful

Offeror from its obligations.

If the work involves a physical site, the Offeror is responsible for familiarizing itself with observable site conditions and applicable access constraints, unless the Solicitation expressly assigns a condition or risk to the County.

9. Offer Preparation

Offers must be clear, complete, and organized in the order requested. The Offeror shall provide sufficient information for the County to determine responsiveness, responsibility, qualifications, and value.

Unless expressly allowed, an Offer may not condition acceptance on the County’s agreement to the Offeror’s standard terms. Any requested exception or deviation must be clearly identified in the designated section of the

Offer. Silence will be treated as acceptance of the Solicitation requirements.

The following items must be submitted to be considered responsive to this solicitation:

1. Completed Bid Form and all three pricing schedules for the 2027 through 2031 seasons.

2. Bidder information and signature of a person authorized to bind the Bidder.

3. Acknowledgment of every addendum issued by the County.

4. Description of at least three comparable commercial, municipal, institutional, park, or athletic-field turf-maintenance contracts completed or performed within the last five years, including client, acreage, services, dates, and reference contact information.

5. Staffing and equipment plan sufficient to perform weekly and twice-weekly mowing concurrently across the listed acreage and complete seasonal applications within approved windows.

6. Copies or identifying information for required Utah commercial pesticide-applicator licenses and applicable business or contractor licenses. The apparent successful Bidder may update employee-specific license information before award if the responsible license holder is clearly identified.

7. List of proposed subcontractors and the work each will perform.

8. Exceptions to the Solicitation and proposed Contract terms. State 'None' if no exceptions are requested.

9. Required representations, conflict disclosures, and other forms identified in the project portal.

Instructions to Offerors | 4

10. Pricing

Pricing shall be submitted through the fillable cost tables in the project portal and must include all labor, supervision, equipment, fuel, transportation, materials, products, application costs, signage, overhead, profit, and incidentals necessary to perform the selected service package. Bidders shall price every required field for all three service packages and all five potential contract seasons.

• Prices shall be stated by service area and season, with package totals and five-season evaluated totals. A zero-dollar entry means the work is included at no additional cost. A blank, qualification, or 'not applicable' entry in a required pricing field may render the Bid nonresponsive.

• Do not include Utah sales and use tax when the purchase is exempt; the County will provide exemption documentation when applicable.

• If a discrepancy exists, the unit or area price controls over an extended total, and the County may correct the arithmetic extension. The corrected package total will be used for evaluation.

11. Submission of Offers

Submit through utah.bonfirehub.com under the corresponding project ID. The Offer must be received by the County no later than the Submission Deadline. The Offeror bears all risk of delay, transmission failure, file corruption, delivery error, or submission to the wrong location.

Offers submitted by fax, email, text message, mail, or other unauthorized method will not be accepted. The County may reject unreadable, inaccessible, password-protected, or materially incomplete files.

12. Late Offers

An Offer received after the Submission Deadline is late and will not be considered except to the extent permitted by applicable law and County procurement rules. The Offeror is solely responsible for timely receipt; evidence that an

Offer was sent before the deadline does not establish timely receipt.

13. Modification or Withdrawal

An Offeror may modify or withdraw its Offer before the Submission Deadline through the authorized submission method. After the deadline, an Offer may be withdrawn or corrected only as permitted by applicable procurement law and upon the County’s written approval. The County may require documentation supporting a claimed error.

14. Offer Validity

Offers shall remain valid and irrevocable for ninety (90) calendar days after the Submission Deadline unless the

County agrees in writing to a shorter period. The County may request a written extension of the validity period.

15. Public Records and Confidential Information

Records submitted to the County are subject to the Utah Government Records Access and Management Act

(“GRAMA”), Utah Code Title 63G, Chapter 2, and other applicable law. The County cannot guarantee that any portion of an Offer will remain confidential.

An Offeror requesting protected treatment must identify each specific portion claimed to be protected, state the legal basis for the claim, and provide a redacted public copy when requested. Blanket designations, including marking an entire Offer “confidential,” are not acceptable. Pricing, total scores, and information required by law to be public may not be protected merely because the Offeror labels them confidential.

Instructions to Offerors | 5

The County will make the final determination regarding record classification and disclosure. The Offeror shall cooperate with the County in responding to a records request and may be required to defend and indemnify the

County regarding an asserted confidentiality claim to the extent allowed by law.

16. Costs of Preparing an Offer

The County is not liable for costs incurred in preparing, submitting, presenting, clarifying, negotiating, or otherwise participating in this procurement. All such costs are the Offeror’s responsibility, regardless of the outcome.

17. Required Representations and Certifications

By submitting an Offer, the Offeror represents and certifies that:

• the person submitting or signing the Offer is authorized to bind the Offeror;

• the Offer is made independently and without collusion, price fixing, or unlawful coordination;

• the Offeror has disclosed any actual or potential conflict of interest involving the County, its employees, elected officials, agents, or evaluation committee members;

• the Offeror is not suspended, debarred, or otherwise ineligible to contract with the County and will promptly disclose any change in status;

• all information in the Offer is true, current, and complete in all material respects;

• the Offeror will comply with applicable federal, state, and local laws, licenses, permits, and professional requirements; and

• the Offeror has not offered or provided a gratuity, gift, kickback, or other improper benefit in connection with this procurement.

18. Exceptions and Proposed Contract Terms

Offerors must identify all requested exceptions to the Solicitation Documents and proposed Contract terms in a single, clearly labeled exceptions section. Each exception must cite the affected provision, explain the concern, and provide proposed replacement language. The County may reject an Offer containing material exceptions or may consider exceptions during evaluation or negotiation when permitted by the procurement method.

The submission of an Offeror’s standard agreement, click-through terms, web terms, or licensing terms does not make those terms part of the Offer or Contract unless the County expressly accepts them in a signed Contract.

19. Responsiveness and Responsibility

The County may reject an Offer that is nonresponsive, including an Offer that is late, materially incomplete, unsigned when a signature is required, conditioned on unacceptable terms, or fails to comply with a material Solicitation requirement.

Before award, the County may determine whether the apparent successful Offeror is responsible. The County may consider experience, performance history, integrity, financial and operational capacity, personnel, equipment, licenses, legal eligibility, and ability to meet the required schedule. The County may request supporting information and may contact references or other entities with relevant experience.

Every item listed in section nine (9) must be provided by the Offeror to be considered responsive. The County may allow for the curing of immaterial omissions at its sole discretion.

Instructions to Offerors | 6

20. Clarifications and Minor Informalities

The County may request clarification of an Offer or waive a minor informality or immaterial irregularity when permitted by law and when doing so does not prejudice other Offerors. A clarification may explain existing content but may not be used to materially revise an Offer except through an authorized discussion, negotiation, best-and-final-offer, or correction process.

21. Evaluation

The County may verify any information submitted and may consider relevant past performance, including information not supplied as a listed reference, to the extent permitted by law. Evaluation records will be retained and disclosed as required by applicable law.

The County may select and award one of the three service packages identified in Attachment A. For the package selected, award will be made to the responsive and responsible bidder offering the lowest five-season evaluated price, subject to stated preferences and County rights. The County's selection of a package may consider available funding and operational needs; however, bidders will be ranked objectively by price within each package.

The County will not use technical point scoring, interviews, discussions, a competitive range, or best-and-final offers.

Bids will be reviewed for responsiveness and bidder responsibility, including required experience, licensing, equipment, staffing, references, and ability to meet the schedule.

The County may verify calculations, correct arithmetic errors as permitted by law, and request clarification that does not change price or a material Bid term.

22. Interviews, Presentations, Demonstrations, and Site Visits

Interviews, presentations, demonstrations, and evaluation site visits are not anticipated and will not be used to score

Bids.

23. Discussions, Negotiations, and Best and Final Offers

Discussions, negotiations, and best-and-final offers are not applicable to this competitive sealed-bid procurement.

The County may obtain permitted clarifications that do not alter price or another material Bid term.

24. Award

The Solicitation is expected to result in one award to one turf-management Contractor for one selected service package.

The anticipated contract type is a fixed-price seasonal services contract. The County is not obligated to exercise any renewal option or purchase a service package other than the one awarded.

Award may include any or all optional renewal periods and alternates identified in the scope of work (if any).

Award is subject to applicable law, available funding, required approvals, and successful completion of any negotiations or responsibility review. A notice of intent to award, ranking, recommendation, or County Council agenda item does not create a Contract or authorize performance. No Contract exists until it is executed by all required parties and, when applicable, approved by the County Council.

The County may accept or reject any or all Offers, reject an Offer in whole or in part, make an award in the County’s best interest as allowed by the procurement method, or cancel the Solicitation before award when the County determines cancellation is appropriate.

Instructions to Offerors | 7

25. Notice and Debriefing

The County will provide notice of the procurement result via notice posted to the project portal. An unsuccessful

Offeror may request a debriefing within five (5) business days of notice posting by contacting the Procurement

Contact. A debriefing is intended to explain the evaluation of the requesting Offeror’s submission and will not disclose another Offeror’s protected information.

26. Vendor Registration and Eligibility

The successful Offeror may be required to register as a County vendor, provide a completed IRS Form W-9, verify legal business status, and submit payment and banking information through County-approved processes. Registration requirements do not alter the Submission Deadline unless expressly stated.

27. Insurance, Bonds, and Other Preconditions

The successful Offeror shall provide the insurance, bonds, licenses, permits, background checks, security documentation, or other preconditions identified in the Solicitation or proposed Contract before beginning performance. Failure to timely satisfy a required precondition may result in withdrawal of the intended award and selection of another Offeror.

No bid security, performance bond, or payment bond is required for this procurement.

Insurance requirements are stated in Section 18 of Attachment B, Terms and Conditions. The Contractor shall also maintain any pollution, chemical-application, automobile, workers' compensation, or other coverage required by law or reasonably applicable to its operations.

28. Federal Funding Requirements

This procurement is not anticipated to use federal funds.

29. County Reservations

To the extent permitted by law, the County reserves the right to:

• amend, postpone, suspend, or cancel the Solicitation;

• reject any or all Offers or any part of an Offer;

• request clarification or additional information;

• waive minor informalities or immaterial irregularities;

• verify qualifications, references, past performance, and representations;

• negotiate or request revised Offers when authorized;

• make no award, a single award, or multiple awards as stated in the Solicitation;

• reduce, increase, phase, or otherwise adjust the anticipated work before Contract execution when allowed and when funding or County needs require; and

• take any other action authorized by applicable procurement law and determined to be in the County’s best interest.

30. Governing Law and Venue

This procurement and any resulting Contract are governed by the laws of the State of Utah, without regard to conflict-of-law principles. Venue for any judicial action shall lie in a court of competent jurisdiction in Tooele County, Utah, unless applicable law requires otherwise.

Instructions to Offerors | 8

31. No Waiver; No Obligation

The County’s failure to enforce a Solicitation requirement at any time does not waive that requirement. Issuance of this Solicitation does not obligate the County to award a Contract, reimburse an Offeror, or procure any minimum quantity or value unless the resulting executed Contract expressly provides otherwise.

Instructions to Offerors | 9

Attachment A Scope of Work

2027 Turf Management at The Peak Sports and Entertainment Complex

1 Purpose

Tooele County seeks one qualified Contractor to provide seasonal turf-management services at The Peak Sports and

Entertainment Complex. The County will award one of three service packages: Package 1 All-Inclusive Turf

Management, Package 2 Passive-Area Turf Management, or Package 3 Mowing Only. The selected package will apply to the complete acreage assigned to that package; bidders may not substitute a partial package.

2 Contract Term and Renewals

The initial service season is March 1 through November 30, 2027. The County may exercise up to four additional one-season renewals for March 1 through November 30 of 2028, 2029, 2030, and 2031. Each renewal is optional and subject to satisfactory performance, funding, operational need, and written County authorization. Prices stated for each season are firm for that season.

3 Service Areas and Acreage

The acreage schedule below controls pricing and Contract responsibility. Acreages are approximate; bidders shall inspect accessible conditions and attached 2027 Rendering and include ordinary variations in their fixed prices. The maps in Exhibit A1 show general locations and classifications. Artificial turf, shown in blue, is excluded. The Peak is currently undergoing construction, and site will be as pictured in the attached 2027 Rendering by the start of the contract period.

Classification Service area Approximate acres

Passive Fire Museum 1.9

Passive Motocross 0.3

Passive Mining and Dog Park 4.3

Passive Bleacher Street 1.9

Passive Peak View Park 5.5

Passive Softball Surrounds 5.5

Passive Aquatic Center Exterior and Pool Grass 0.2

Passive RV Park 1.4

Passive Pavilion 0.2

Passive Little League Surrounds 1.3

Instructions to Offerors | 10

Classification Service area Approximate acres

Passive Archery Park 3.8

Passive Middle Road and Main Road Strips 0.8

Passive Festival Field 13.3

Passive Stansbury Fields Surrounds 2.0

Passive Oquirrh Fields Surrounds 2.0

Athletic Softball Fields 7.2

Athletic Soccer Fields 6.6

Athletic High School Baseball Field 3.3

Athletic Little League Fields 2.0

Athletic Stansbury Fields 10.0

Passive total 44.4

Athletic total 29.1

Total listed turf 73.5

4 General Performance Requirements

• Submit a proposed recurring work schedule before the season. All schedules and changes require approval by

Tooele County Parks and Recreation Management.

• Coordinate work around games, tournaments, rentals, special events, irrigation, weather, and public use. The

County may require reasonable rescheduling without additional cost when advance notice is practicable.

• Provide at least 48 hours' written notice before aeration or any fertilizer, herbicide, wetting-agent, growth-regulator, or other chemical application.

• Obtain written County approval of every proposed fertilizer, herbicide, wetting agent, growth regulator, pesticide, adjuvant, seed, or other applied product before use.

• Post and maintain conspicuous application signage and comply with label instructions, reentry intervals, notification requirements, and applicable federal, state, and local law.

• Provide all labor, supervision, properly maintained equipment, fuel, products, application equipment, personal protective equipment, transportation, signage, cleanup, and incidentals.

• Protect irrigation components, trees, buildings, fences, pavement, signs, utilities, playing surfaces, spectators, vehicles, and other property. Repair Contractor-caused damage at no additional cost.

Instructions to Offerors | 11

• Report irrigation failures, unsafe conditions, turf disease, pest activity, vandalism, and unusual turf stress promptly. Irrigation-system operation and repairs are excluded unless separately authorized.

5 Mowing Standards

• Mow, trim around obstacles, edge established hard edges, and blow or remove clippings from streets, sidewalks, paths, curbs, pads, and other paved surfaces at each service.

• Mow passive recreation areas once each week during March through November, subject to approved weather-related adjustments.

• Mow athletic fields twice each week during March through November and maintain a nominal two-inch mowing height unless the County approves a temporary adjustment.

• Use appropriate sharp, maintained equipment and mowing patterns that avoid scalping, rutting, compaction, tearing, or repeated wheel tracks.

• Do not leave visible windrows or clumps of grass. Mulched clippings may remain only when evenly dispersed and not visible or harmful to play.

• Remove litter and debris that could be struck by equipment before mowing. Notify the County of hazardous debris requiring special handling.

6 Application and Aeration Standards

• Apply products at labeled rates, under suitable weather and soil conditions, using calibrated equipment and personnel holding all required Utah licenses and endorsements.

• Prevent drift, overspray, runoff, staining, and application to artificial turf, play equipment, vehicles, pavement, water features, or non-target vegetation.

• For each application, provide a record identifying date and time, location and acreage, product and EPA registration number when applicable, rate, quantity, weather, applicator, license number, and required reentry interval.

• Core aeration shall remove soil cores at a spacing and depth appropriate to relieve compaction without damaging irrigation or utilities. Slice aeration shall use equipment appropriate for athletic turf and field conditions.

• Collect or disperse cores as directed by the County and leave each area safe, playable, and free of hazardous debris after work.

7 Service Packages

7.1 Package 1 All-Inclusive Turf Management

Package 1 includes the mowing standards in Section 5 for all 73.5 listed acres plus the following treatment and aeration services.

Season Area class Required services

Spring March through

May Passive areas

Weekly mowing; one pre-emergent herbicide application; one fertilization; one broadleaf herbicide application; one core aeration.

Instructions to Offerors | 12

Season Area class Required services

Spring March through

May Athletic fields

Twice-weekly mowing; one pre-emergent herbicide application;

one fertilization; one broadleaf herbicide application.

Summer June through August Passive areas Weekly mowing.

Summer June through August Athletic fields

Twice-weekly mowing; two wetting-agent applications; two growth-regulator applications; one slice aeration.

Fall September through November Passive areas

Weekly mowing; one pre-emergent herbicide application; one fertilization; one broadleaf herbicide application; one core aeration.

Fall September through November Athletic fields

Twice-weekly mowing; one pre-emergent herbicide application;

one fertilization; one broadleaf herbicide application; one core aeration.

7.2 Package 2 Passive-Area Turf Management

Package 2 applies only to the 44.4 acres classified as passive areas. It includes weekly mowing throughout March through November; one pre-emergent herbicide application, one fertilization, one broadleaf herbicide application, and one core aeration in spring; and the same four treatments once in fall. Package 2 includes no work on athletic fields.

7.3 Package 3 Mowing Only

Package 3 applies to all 73.5 listed acres. It includes weekly mowing of passive areas and twice-weekly mowing of athletic fields throughout March through November, including trimming, edging, and removal of clippings from paved surfaces. It includes no fertilizer, herbicide, wetting-agent, growth-regulator, or aeration work.

8 Missed Services and Quality Control

• Maintain dated service logs by area and submit them with each invoice. Chemical-application records shall be included when applicable.

• Notify the County before a scheduled service is missed. Weather-delayed mowing shall be completed as soon as conditions permit and normally within two business days after the area becomes serviceable.

• A missed or deficient service shall be corrected within the time directed by the County. The County may deduct the applicable area/service value for work not performed and may obtain substitute performance after notice as allowed by the Contract.

• Repeated missed services, unsafe practices, unlicensed application, property damage, failure to maintain staffing or equipment, or failure to correct deficiencies may constitute default.

9 Contractor Qualifications

• At least three years of recent experience maintaining comparable commercial, public, park, or athletic-field turf acreage.

Instructions to Offerors | 13

• Sufficient personnel and equipment to meet concurrent weekly and twice-weekly frequencies without disrupting scheduled events.

• All licenses, certifications, registrations, and permits required for commercial pesticide and herbicide application in Utah.

• A designated supervisor authorized to receive directions, coordinate schedules, and respond promptly to performance or safety concerns.

10 Pricing and Invoicing

• Price every service area within all three packages for each potential season. Area prices must sum to the corresponding package total.

• The five-season evaluated total for each package is the sum of its 2027, 2028, 2029, 2030, and 2031 seasonal totals. Renewal prices do not obligate the County to renew.

• Package 2 pricing applies only to passive areas. Athletic-area entries are not required for Package 2.

• Invoices shall itemize the areas and services completed during the billing period and include required service and application records. Payment does not waive deficient or unperformed work.

Exhibit A1 Turf Area Maps

The maps show general locations and classifications. The written acreage schedule controls if a map label conflicts with the schedule.

Conceptual 2027 finished layout and turf classifications

Instructions to Offerors | 14

2026 current aerial reference

Instructions to Offerors | 15

Attachment B Tooele County Contract Form and Terms and Conditions

Provided as a separate solicitation attachment in the project portal.

Provided for review of terms and conditions. Offerors do not need to fill this out.

Instructions to Offerors | 16

Attachment C Bid Pricing Schedule

Provided as a separate solicitation attachment in the project portal.

Bidders shall enter prices in the Excel sheet provided in the portal. Each seasonal area price must include every service applicable to that area under the package. All three packages must be completed.