2. Scope of Work-Athletic Field Maintenance.pdf

REQUEST FOR PROPOSALS

27RFP028

Campus Athletic Field Maintenance: Scope of Work

CONTACT:

Erica Smith Director of Contracts & Procurement Smith60@southwestern.edu mailto:Smith60@southwestern.edu

I. Overview

The contractor will be required to provide all labor, equipment, and materials necessary to perform the stated work and ensure the highest quality competition and practice surfaces for the varsity programs, and intramural activities, at Southwestern University (SU). Student safety and outstanding playability will be the primary benchmarks. The contractor’s supervisor will work with the Facilities Management Department and the Director of Intercollegiate Athletics (or designee) to ensure completion of all assigned tasks.

Successful completion of tasks will require significant amounts of evening and weekend work and availability based on the stated schedules. Flexibility will be required if schedules change due to weather or team travel concerns.

II. Current Athletic Facilities Under this Contract

1. Rockwell family Baseball Field (natural grass)

2. Taylor-Sanders Softball Field (natural grass)

3. Varsity Field for Soccer and Lacrosse (natural grass)

4. Practice Field for Soccer and Lacrosse (natural grass)

5. Track Field (natural grass)

6. Multipurpose Stadium (synthetic turf)

7. Moses Field (natural grass) ***Contractor should also provide upkeep of the immediate areas surrounding the fields***

III. Expectations for the Contractor

1. Within the first month of the contract, perform extensive soil testing to help determine needs for soil amendments and drive the maintenance plan (approximately 4-6 areas per field to determine soil composition) . The contractor will share the results with SU after each occurrence of testing.

2. Based upon the soil testing results the contractor will furnish a maintenance plan for all of the fields that will be used to drive various scheduled maintenance (i.e.

seeding, fertilizing, topdressing, etc.)

3. Maintain all fields in accordance with the standards set by the NCAA or the sport’s primary governing body.

4. Provide and promote a comprehensive annual maintenance plan to include seasonal schedules.

5. Inspect all fields daily to ensure safety

6. Coordinate field usage and maintenance times with the Facilities Staff and the Athletics Staff.

7. Ensure the appearance and playability of fields meets NCAA standards.

8. Comply with all local, state, and federal laws.

IV. Natural Grass Fields

1. Routine Services

a) Mowing of the fields of a frequency to ensure proper grass blade length.

b) Provide proper fertilization and soil management.

c) Maintain a proper irrigation schedule and work with the Facilities Staff to ensure proper calibration and optimization of the irrigation systems.

d) Provide aeration, overseeding, and topdressing as outlined in the seasonal plan.

e) Provide weed, pest, and disease control.

f) Provide all required field markings at regular intervals for practice and competition seasons. Work with the Department of Intercollegiate Athletics to determine line colors, thickness, frequency and timing of field painting.

2. Specific Services

a) Mowing: Schedule will be adjusted as necessary and shall occur at a minimum of 3 times a week, weather permitting. Height will be maintained between .6” and .75” for game fields.

b) Irrigation & Maintenance: System will be set and monitored weekly in conjunction with City of Georgetown watering regulations. Repairs (rotors and swing joints) will be made when necessary and regular maintenance of the irrigation systems will be performed (i.e. valve boxes kept visible and clean, sprinkler heads adjusted properly, programs monitored and adjusted as necessary, etc.). Any damages done by an entity other than Contractor will be treated as billable. Any renovations will be treated as billable.

c) Fertilization: Frequency, needs and type of fertilization will be determined by soil testing. Minimum Six (6) granular fertilizations per year.

d) Aeration: Perform two (2) times per year -- one (1) aeration will be 4” solid tine and one (1) aeration will be a 4” core tine. Cores will be vacuumed/removed from the field during all core aerations.

e) Insect/Weed Control: Pre-emergent insecticide will be applied one (1) time per year. Pre-emergent weed control will be applied three (3) times per year.

f) Weed Eating & Edging: Service will be performed once a week or as needed.

All edges will be kept clean, neatly groomed to the same level as grass.

g) Over-Seeding: A three-way blend of perennial rye at a 4 lb. per 1000 square foot rate or 6 lb. per 1000 square foot rate. A light top-dressing application shall be applied with seed to ensure seed-soil contact. High traffic areas may require additional over-seeding. Contractor will apply over-seeding to these high traffic areas as necessary.

h) Top Dressing: two (2) per year. Sand is to be USGA grade. In the event rocks or other foreign material is mixed with the sand, Contractor will make every attempt to remove the foreign material to ensure safety of the users of the field.

i) All maintenance actions must be coordinated with Athletics and Facilities Management to minimize disruptions and optimize growth of the fields during low use periods.

3. Additional For Baseball and Softball

a) Provide infield grooming, dragging and weed control.

b) Provide all necessary repairs to the batter’s boxes and pitcher’s mounds

(including bullpens).

c) Manage the installation and leveling of infield clay.

d) Lip Work: performed weekly and will require constant monitoring.

e) Dirt Work: daily during season. Conditioner to be added to entire skinned area twice per year, once after laser leveling (if needed) and once before fall practice begins. Additionally, conditioner will be applied as necessary.

f) Warning Track: edging and weed control performed weekly to maintain a clean and groomed area.

V. Synthetic Turf Field

1. Routine Services

a) Provide for the grooming and sweeping of the field in accordance with the manufacturer’s specifications to reduce infill compaction and remove any foreign debris off of the field.

b) Manage the monitoring of infill depth and provide replenishment as necessary.

c) Regularly check the drainage across the field to ensure that no ponding occurs.

d) Inspect the seams and edges and provide repairs as necessary in accordance with manufacturer's specifications. If the contractor is unable to make repairs to the seams and edges, that information needs to be shared at the beginning of the contract and an alternate vendor needs to be sought out to address seam and edge repairs as needed.

e) Sanitation as necessary.

2. Additional for Track and Synthetic Turf Field

a) Maintain sand pits used for long and triple jumps. Monitor sand levels, refill accordingly and groom as needed.

b) Inspect and maintain the football goalposts to manufacturer and NCAA standards. Repaint and relevel as needed.

c) Inspect and maintain all game and practice goals for lacrosse and soccer.

This includes replacing nets as needed and making sure frames are tight and secure.

VI. Event and Game Preparation

1. Prepare the field for competition in accordance with the schedule as provided by the Department of Athletics. This will include mowing, field striping, and grooming. Southwestern University will provide the contractor with the preliminary schedule for all games and practices prior to the start of the school year.

2. Post event inspection and repairs as necessary.

3. On site availability for emergent repairs which occur during the conduct of the competition. This will regularly require services to be performed outside of normal business hours.

VII. Equipment and Materials

a) The contractor must provide all necessary equipment. Use of the equipment on Southwestern property must be approved by SU Facilities Staff. The contractor will also operate all equipment in a safe manner while on campus. Only those contracted personnel approved by SU may operate equipment while on SU property.

b) SU will furnish a space for the contractor to store weather sensitive equipment and materials. The contractor will work with SU Facilities Staff to ensure proper storage of materials on-site.

c) If the contractor needs to rent equipment to complete any of the work on the field, this needs to be explicitly noted on the pricing schedule to include frequency and cost per occurrence.

d) All materials will be provided by the Contractor. Materials must be of high quality and consistent with a high-performing athletics program.

VIII. Staffing and Supervision

a) The contractor will identify an appropriate local supervisor and clearly articulate the chain of command and all roles and responsibilities.

b) The contractor will provide all personnel necessary to ensure proper execution of events and practices.

c) Any subcontractors assigned by the primary contractor must be approved by the University.

d) All staff hired by the Contractor must be properly vetted and approved for work on a college campus. Southwestern University reserves the right to request information on background checks and any results if the contractor performs regular drug testing for their employees.

IX. Reporting and Communication

a) Submit weekly/monthly maintenance reports to the Department of Athletics and SU

Facilities Management. The reports will include all work performed and to note weather delays that kept work from being performed. Additionally, the contractor will furnish copies of application logs (pesticide, herbicide, etc) to include product name, date of application and application rate.

b) Provide an annual plan, seasonal updates, and an end-of-year report.

c) The contractor will provide quarterly reports outlining all materials (i.e. seed, fertilizer, conditioner, paint, etc.) used to perform the maintenance on the fields.

d) If safety issues or damage are noticed, immediately contact the assigned Facilities

Staff.

e) Contractor and representatives from SU Athletics and Facilities Staff will meet biweekly to discuss needs and/or share updates to practice and game schedules. SU will provide a minimum of one week’s notice to any major changes to practice or game schedules (excluding weather impacts).

X. Key Performance Indicators

The Contractor’s performance will be evaluated based on the following measurable standards:

1. Field Playability and Safety

a) 100% of scheduled contests will be played without cancellation due to field conditions (excluding weather).

b) Respond to and correct safety hazards (holes, uneven surfaces, etc) identified by

SU staff within 24 hours of notification.

c) Maintain a KPI of less than two (2) documented safety hazard notifications per season.

2. Synthetic Turf

a) Maintain infill depth within manufacturer's range (~10%).

b) Ensure zero (0) seam or edge failures remain unresolved for more than 48 hours

c) Grooming will be completed at frequency outlined by the manufacturer.

3. Field Appearance and Readiness

a) Maintain playing field striping to within ~2 inches of tolerance.

b) Ensure game fields are properly prepared in accordance with sport specific requirements for accuracy and game-day timing.

c) Maintain weed presence below 2% of visible coverage.

4. Responsiveness and Communication

a) Respond to service requests within 24 hours.

b) Address emergency issues within 4 hours.

c) Provide consistent, on time submission of reports .

5. Maintenance requirements

a) Completion of scheduled maintenance tasks (>95% on time)

b) Fertilization, aeration, and seeding performed per approved schedule.

6. Event support

a) Achieve 100% on-time completion of preparations before events.

b) Ensure no event delays attributable to field preparation.

c) Contractor personnel will be on-site for the full duration of all required events.

XI. Optional items (to be billed separately)

1. Field renovations and regrading.

2. Re-sodding or turf replacement.

3. Emergency/storm recovery.

4. Field branding outside normal scope.

5. Outside field rentals and camps and clinics (non-Southwestern owned or operated).

XII. Performance Review

1. SU will conduct a seasonal performance evaluation (mid-November and mid- May) to review contract execution and provide feedback.

2. Corrective action plans required if performance falls below minimum thresholds.

XIII. Requested Information

The following information should be submitted in the Requested Information section in Euna Procurement. Incomplete submissions will not be considered.

1. Company Information

1. Name of Individual or Business Entity, Address of Individual or

Business Entity, Type of Business Entity (i.e., Corporation, General Partnership, Limited Partnership, LLC, etc.), Place of incorporation or organization, Email address and telephone #

2. References/Experience

1. Cover Letter: Respondents should include an executive summary of not more than 1 page highlighting why they are best qualified to provide services to Southwestern University

2. Vendor References: Provide 3 comparable references, preferably higher edu

3. Discontinued Client List- Provide a list of all accounts that were canceled or not renewed during the past five years, including the reason for termination.

3. Proposal

1. Include your Workplan that illustrates how your company will meet

ALL REQUIREMENTS. WORKPLANS THAT DON'T ADDRESS ALL

REQUIREMENTS MAY BE DISQUALIFIED.

2. Pricing BidTable (BT-I6BL)

4. Proposal Affidavit

1. ACCEPTANCE/EXCEPTIONS: Please confirm acceptance or list any exceptions to our Terms and Conditions.

2. NON-COLLUSION: I hereby certify that the foregoing Proposal has not been prepared in collusion with any other Respondent or other person(s) engaged in the same line of business prior to the official opening of this Proposal and that the Respondent is not now, nor has been for the past six (6) months, directly or indirectly concerned in any pool or agreement or combination, to control the price of services/commodities Proposal on, or to influence any person(s) to submit a Proposal.

3. CERTIFICATION: The undersigned certifies that the RFP and the Respondent's Proposal have been carefully reviewed and are submitted as correct and final. Respondent further certifies and agrees to furnish any and/or all goods and/or services upon which prices are extended at the price Proposal, and upon the conditions contained in the RFP.