2-(RFSQ) CCSD-04326 Artificial Turf Athletic Field Condition Assessment Consultant Services .docx.pdf

Request For Statements of Qualifications

Artificial Turf Athletic Field Condition Assessment Consultant Services

Solicitation # RFSQ-CCSD04326

I. INTRODUCTION

Cache County School District (“District”) is requesting Statements of Qualifications from independent professional firms to provide artificial turf athletic field condition assessment services for the District’s four (4) high school stadium fields.

This RFSQ is issued pursuant to Utah Administrative Rule R33-5-108 (Small Purchases of Professional Service Providers and Consultants). The anticipated contract value is expected to remain under the applicable small purchase threshold.

This is a qualifications-based selection. Do not include pricing information with your Statement of Qualifications.

II. ISSUING OFFICE

The CCSD Purchasing Department is the issuing office for this document and all subsequent addenda, on behalf of the Facilities Service Department. The reference number for this solicitation is RFSQ-CCDS04326. This number must be referenced on all submissions, correspondence, and documentation relating to the RFSQ.

III. SCHOOLS INCLUDED

The following stadium fields are included in this solicitation:

● Sky View High School

● Ridgeline High School

● Green Canyon High School

● Mountain Crest High School

Each campus contains one synthetic turf stadium field.

Field manufacturer, product name, installation year, and shock pad information are currently being verified. The District will provide the selected consultant with confirmed information prior to testing.

Respondents should assume that fields are standard high school stadium synthetic turf systems with sand and rubber infill unless otherwise noted.

IV. LENGTH OF CONTRACT

Initial contract term: One (1) year with optional renewals: Four (4) one-year extensions as agreed by both parties

In renewal years, the District reserves the right to:

● Require the same comprehensive testing protocol; or

● Authorize a reduced testing protocol based upon prior year findings, field conditions, and consultant recommendations.

The decision regarding testing scope in renewal years shall be made solely at the District’s discretion.

V. SCHEDULE

Year 1 Completion Deadline - no later than July 1, 2026. All Year one (1) comprehensive testing must be completed, and final reports delivered.

This hard deadline is required to allow the District adequate time to perform grooming, infill redistribution, repairs, or maintenance adjustments prior to fall athletic programming.

VI. FIELD INVENTORY MATRIX

The following stadium fields are included in this solicitation. Detailed manufacturer and installation data are currently being verified and will be confirmed prior to issuance of a Notice to Proceed.

School Name School Address Field Mfg

Installation Year Shock Pad (Y/N)

Sky View High School 520 S 250 E, Smithfield, UT 84335

Field Turf

N

Ridgeline High School 180 N 300 W, Millville, UT 84326

Green Canyon High School

2960 N Wolf Pack Way, North Logan, UT 84341

Mountain Crest High School

255 S 800 E, Hyrum, UT 84319

VII. PURPOSE

The District seeks standardized, performance-based testing of its synthetic turf stadium fields to:

● Evaluate player safety characteristics

● Assess surface performance and wear

● Inform maintenance decisions

● Establish a defensible lifecycle baseline

● Guide long-range capital planning

Due to Cache Valley’s winter climate and heavy seasonal use, testing must occur during appropriate weather conditions and be completed prior to fall athletic programming.

VIII. SCOPE OF SERVICES

A. Year 1 – Comprehensive Baseline Testing (Required)

The selected firm shall perform a full, comprehensive condition assessment at each field. At a minimum, the testing protocol shall include:

1. Impact & Safety Testing

● Head Injury Criteria (HIC) Critical Fall Height – EN 1177

● G-Max Impact Attenuation – ASTM F1936

2. Infill & Carpet Evaluation

● Ten (10) primary infill depth measurements – EN 1969

● Forty (40) supplemental grid infill depth measurements – EN 1969

● Infill depth as a percentage of the original pile height

3. Advanced Artificial Athlete Testing – ASTM F3189

● Force Reduction

● Vertical Deformation

● Energy Restitution

4. Player Interaction Testing

● Rotational Resistance – EN 15301-1

5. Ball Interaction Testing

● Vertical Ball Rebound – EN 12235

● Horizontal Ball Roll – EN 12234

6. Surface Regularity

● Planarity / Straightedge Testing – EN 13036-7

Testing shall occur at standardized locations within each field to allow year-over-year comparisons.

B. Reporting Requirements

Each field report shall include:

● Project summary page

● Environmental conditions during testing

● Location map identifying standardized test points

● Tabulated results for each test location

● Field-average results

● Weighted scorecard grading system

● Explanation of grading criteria

● Photographic documentation at each test location

● Identification of visible deficiencies (seams, infill migration, low spots, wear areas, logos, etc.)

● Maintenance recommendations

● Lifecycle outlook and capital planning guidance

● Statement identifying whether the surface may be a candidate for replacement

Reports must be professionally formatted and suitable for administrative and Board-level review.

C. Weather and Surface Condition Requirements

Testing shall be conducted only under appropriate environmental conditions to ensure valid and reliable results.

Testing shall not be performed:

● When the ground or base is frozen;

● During precipitation events;

● When excessive surface moisture may materially impact results;

● Under conditions inconsistent with applicable ASTM or EN testing standards.

If testing is interrupted due to unsuitable conditions, the consultant shall coordinate rescheduling with the District to ensure compliance with the July 1, 2026, completion deadline.

D. Equipment Calibration and Certification

All testing equipment used to perform ASTM and EN standard testing shall be properly maintained and calibrated in accordance with manufacturer requirements and applicable testing standards.

The selected consultant shall maintain current calibration certificates for all testing equipment and shall provide documentation upon request by the District. Calibration documentation shall indicate the date of last calibration and compliance with applicable ASTM and EN testing standards.

Failure to properly maintain calibrated equipment may result in rejection of test results.

E. Consistency of Testing Locations

Testing locations established during Year 1 baseline assessments shall remain consistent in subsequent renewal years unless otherwise approved in writing by the District.

The purpose of this requirement is to preserve longitudinal data integrity and ensure meaningful year-over-year comparison of field performance metrics.

IX. INDEPENDENCE REQUIREMENT

Firms responding to this RFSQ must operate independently of any turf manufacturer, turf installer, infill supplier, or maintenance contractor.

Respondents shall disclose any real or perceived conflicts of interest. Firms with financial ties to manufacturers, installers, or maintenance vendors may be deemed non-responsive.

X. STATEMENT OF QUALIFICATIONS SUBMISSION CONTENT

Submittals shall include:

Firm overview and background of the company Relevant experience testing K-12 stadium synthetic turf fields Description of testing methodology and equipment Sample comprehensive report demonstrating full testing protocol Qualifications of personnel performing on-site testing Explanation of independence from manufacturers and installers References (minimum three recent K-12 clients) Proposed approach to scheduling and completing all four fields prior to July 1, 2026

The selected consultant shall maintain, at a minimum:

Commercial General Liability Insurance Workers’ Compensation Insurance as required by Utah law Proof of insurance coverage shall be provided prior to commencement of on-site testing services.

Do not include pricing information

XI. SUBMISSION INFORMATION

Statements of Qualifications must be received electronically through a secure mailbox at the Utah Procurement Place (U3P), Bonfire by April 3, 2026, 4:00 pm (MST).

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

When submitting electronically through Bonfire, please allow sufficient time to complete the online forms and upload documents. If you are in the middle of uploading at the closing time, Bonfire will stop the upload, and the bid will not be received or reviewed.

Electronic bids may require uploading attachments. Documents containing embedded encryptions cannot be processed. Submission of zip files, MOV, WMP, and MP3 files is prohibited. All documents must be attached as separate files.

Late submissions will not be considered.

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

XII. EVALUATION CRITERIA

Statements of Qualifications will be evaluated using the following weighted scoring matrix. The maximum possible score is 100 points.

Evaluation Scoring Matrix

Evaluation Category Description Max Points

Firm Experience & Qualifications

Demonstrated experience performing comprehensive synthetic turf condition assessments, particularly for K-12 stadium fields. Includes years in business and relevant project history.

Technical Methodology Clarity and completeness of proposed testing protocol;

conformance to required ASTM and EN standards;

understanding of safety, performance, and lifecycle metrics.

Sample Report Quality Organization, clarity, data presentation, scoring methodology, usefulness of recommendations, and overall professionalism of the submitted sample report.

Personnel Qualifications Credentials and experience of individuals performing on-site testing and preparing reports.

Independence & Conflict Disclosure

Demonstrated independence from turf manufacturers, installers, or maintenance contractors; transparency of potential conflicts.

References & Past Performance Feedback from K-12 or public entity clients regarding professionalism, accuracy, reliability, and responsiveness.

Scheduling & Capacity to Meet July 1, 2026 Deadline

Demonstrated ability to complete testing and deliver final reports for all four fields prior to July 1, 2026.

Total Possible Points 100

Optional Interview Phase

The District reserves the right to invite the highest-ranked firms to participate in interviews. If interviews are conducted, up to 20 additional points may be allocated as follows:

Interview Category Maximum Points Demonstrated Technical Competence 10

Communication & Responsiveness 5

Overall Fit for District Needs 5

Total Possible Interview Points 20

If interviews are conducted, the final ranking may be based on a combined total score. Any costs incurred for interviews will be borne by the offeror.

XIII. DISTRICT RIGHTS

The District reserves the right to:

● Reject any or all submissions

● Waive minor irregularities

● Request clarification

● Conduct interviews

● Negotiate scope and fees

● Award a contract in the best interest of the District

The selected consultant shall maintain, at a minimum:

● Commercial General Liability Insurance

● Workers’ Compensation Insurance as required by Utah law