3-1107-B-2526 Athletic Field Maintenance and Related Services.pdf

INVITATION TO BID

Procurement Office 801 Crawford Street ● Portsmouth, VA 23704

Phone: 757-393-8261 ● Email: purchasing@portsk12.com

Portsmouth Public Schools hereby seeks sealed bids for the following:

TITLE: ATHLETIC FIELD MAINTENANCE AND RELATED

SERVICES

ITB# 1107-B-2526

ISSUE DATE January 15, 2026

QUESTIONS DUE January 30, 2026

CLOSING DATE February 18, 2026

CLOSING TIME 2:00 PM

PROCUREMENT DIRECTOR Dr. Michael Thomas, CPPM

PPS DOES NOT DISCRIMINATE AGAINST FAITH BASED ORGANIZATIONS

mailto:purchasing@pps.k12.va.us

Portsmouth Public Schools 1107-B-2526 Athletic Field Maintenance & Related Services

INVITATION TO BID (ITB)

Issue Date: January 15, 2026 ITB No. 1107-B-2025 Commodity Codes: 98803 Title: Athletic Field Maintenance and Repair Services Contract Number: ___________ Issued by: Effective Date: ___________ Portsmouth Public Schools Using Department:

Procurement Office Portsmouth Public Schools 801 Crawford Street Office of Auxiliary Services 3rd Floor SH Clarke Annex Portsmouth, VA 23704 2801 Turnpike Road Portsmouth, VA 23707

CONTRACT TERM: Two (2) year contract with three (3), one-year renewal options.

THE PORTSMOUTH PUBLIC SCHOOLS LOCATED IN PORTSMOUTH, VIRGINIA, WILL RECEIVE SEALED BIDS FOR THE ABOVE NAMED PROJECT UNTIL 2:00 PM LOCAL TIME ON February 18, 2026 AT THE PROCUREMENT OFFICE, 3RD FLOOR, CITY HALL BUILDING, 801 CRAWFORD STREET, PORTSMOUTH, VA 23704. ANY BIDS RECEIVED AFTER THE SPECIFIED TIME AND DATE WILL NOT BE CONSIDERED. Bidders shall return ALL REQUIRED BID FORMS AND APPLICABLE MWBE FORMS with bid. Failure to return the MWBE forms will result in your bid being deemed non-responsive and ineligible for award.

ALL INQUIRIES FOR INFORMATION SHOULD BE DIRECTED TO Dr. Michel Thomas (757) 393-8261, FAX: (757) 393-5104; All questions must be submitted via email to purchasing@portsk12.com before 5:00 PM, January 30, 2026.

Bid documents may be examined at Portsmouth Public Schools Procurement Office, City Hall Building, 801 Crawford Street, 3rd Floor-School Board Office, Portsmouth, VA 23704. Electronic copies of the bid documents in PDF format are available for download on PPS’ Bonfire website at https://portsk12.bonfirehub.com/portal/?tab=openOpportunities, electronic submission are only accepted through this site. Bids are also available through Virginia’s eProcurement Portal Website at https://eva.virginia.gov/ and DemandStar. Please refer to PPS’ Procurement Office website at http://ppsk12.us/departments/departments_n-_z/purchasing_office for more information.

It shall be the responsibility of the prospective bidder to monitor the Bonfire, eVA or DemandStar websites for published addenda and to have all addenda signed by an authorized representative of the company. All fully executed addenda must be returned to the Procurement Office along with the signed bid. PPS will NOT accept faxed addenda.

IF BIDS ARE MAILED, SEND DIRECTLY TO THE PROCUREMENT OFFICE AT THE ADDRESS SHOWN ABOVE. IF HAND DELIVERED, DELIVER TO: Portsmouth City Hall, 801 Crawford Street, 3rd Floor-School Board, Portsmouth, VA 23704. IT SHALL BE THE RESPONSIBILITY OF THE PROSPECTIVE BIDDER TO ENSURE THEIR BID IS DELIVERED TO THE 3RD

FLOOR-SCHOOL BOARD PROCUREMENT OFFICE.

IMPORTANT: BIDDERS ARE ALSO CAUTIONED NOT TO MAKE CHANGES TO THE SPECIFICATIONS OF THIS

SOLICITATION. THIS MAY RENDER THE BID NON-RESPONSIVE.

THIS SECTION IS TO BE COMPLETED BY BIDDER’S OR OFFEROR’S AUTHORIZED REPRESENTATIVE.

Name and Address of Firm:

_________________________________________________ Date: __________________________________

________________________________________________ By: ____________________________________ (Signature in Ink) _____________________________ Zip Code: ___________ Name: __________________________________ (Please Print) Email: ___________________________________________ Title: ___________________________________

Website: _________________________________________ Phone: __________________ Fax:_______________

FID/Tax ID NO: ________________________________

Check All That Apply: DBSD Certified Business

__ Small __ Women-Owned __Minority-Owned __Micro __ Other DSBSD # ________________________

ACCEPTANCE BY PORTSMOUTH PUBLIC SCHOOLS:

NAME: _______________________________________ SIGNATURE: _______________________________________

(SIGNATURE OF AUTHORIZED REPRESENTATIVE)

TITLE: _______________________________________ DATE: ________________________________________ mailto:purchasing@pps.k12.va.us https://portsk12.bonfirehub.com/portal/?tab=openOpportunities https://eva.virginia.gov/ http://ppsk12.us/departments/departments_n-_z/purchasing_office

TABLE OF CONTENTS

I. PURPOSE 4

II. SCOPE OF WORK 4

III. SPECIAL TERMS & CONDITIONS 6

A. Audit 6 B. Award 6 C. Bidders of Record 6 D. Brand Name or Equal 6 E. Cancellation of Contract 6 F. Changes or Modifications to Solicitation Documents 6 G. Contact with the School Board’s Staff, Representatives and/or Agents 7 H. Contract Administrator 7 I. Contractor of Record 7 J. Cooperative Procurement 7 K. Cost of Responding 7 L. Disposition of Bids 7 M. E-Verify Program 7 N. Contract Term/Renewal 8 O. Identification of Bid Envelope 8 P. Indemnification 8 Q. Independent Contractor 8 R. Invoice/Payment 8 S. ITB Closing 9 T. M/WBE Subcontracting and Evidence of Compliance 9 U. Procedure 10 V. Questions 10 W. Taxpayer ID Number and Certification 11 X. Withdrawal or Modification of Bids 11 Y. Price Escalation/De-Escalation 11

IV. LIST OF ATTACHMENTS 11

A. General Terms & Conditions B. Contractor Employee Background Certification C. State Corporation Commission Requirement D. Debarment, Suspension and Other Responsibility Matters E. M/WBE Program Forms Form A- M/WBE Utilization Commitment Form B- Listing of the Good Faith Efforts Form C- Statement of Intent to Perform Work Without Subcontracting F. Taxpayer ID Number and Certification (W-9) Form G. M/WBE Program Policy H. Pricing Sheet I. PPS Athletic Field Locations J. PPS Game Schedule All Sports 24-25

I. PURPOSE

Portsmouth Public Schools seeks to establish a contract with athletic field maintenance vendors to perform athletic field maintenance and related services for PPS as specified in this ITB. This scope does not include grounds maintenance as those services are provide under a different contract. The scope of work and schedule is to ensure optimal conditions for all athletic fields and courts, providing the best possible experience for athletes and teams.

II. STATEMENT OF NEEDS/SCOPE OF WORK

A. General Requirements

Football Fields:

• Lining: Weekly during the Fall & Spring seasons o Include lines, hash marks, end zone, numbers, coaches’ box, center field logo o All lines will be done in white. Logos and school names will be done in school colors o Line from mid-August to late-November

• Reseeding: At the conclusion of the Spring season

• Aeration: Performed at least twice a year (Spring and Fall) to promote healthy turf growth

• Topdressing: Apply sand/soil mix annually to improve surface smoothness and drainage

• Maintenance: Weed and feed the grass o Weed, feed, and seed are determined based on agricultural guidelines and best practices for the specific grasses in the field. (ag guidelines and specific grasses of field by sport)

Practice Football Fields:

• Lining: Biweekly during the season o Manor High School - Second week of March to June o Churchland High School (CHS) - From February to end of November o I.C. Norcom High School (ICN) - Second week in June to mid-November

• Reseeding: At the conclusion of the spring season

• Field Leveling: Inspect and fill low spots annually to prevent pooling

• Maintenance: Weed and feed the grass o Weed, feed, and seed determined based on agricultural guidelines and best practices for the specific grasses on the field

Soccer:

• Lining:

o End zone painted with school logos in school colors o All lines will be done in white o Lining starts early February

• Goal Area Repair: Reseed and level goalmouth areas after each season

Baseball Fields:

• Infield Lines: Painted before each game

• Outfield Lines: Painted weekly

• Dirt: Replaced annually

• Field Maintenance: Dragged after each use and weekly during the off-season

• Batter’s Box and Pitcher’s Mound: Constructed with brick and clay

• Maintenance: Weed and feed the grass o Weed, feed, and seed determined based on agricultural guidelines and best practices for the specific grasses on the field o One pallet of Turface (quick dry) per school.

Softball Fields:

• Infield Lines: Painted before each game

• Outfield Lines: Painted weekly

• Dirt: Replaced annually

• Field Maintenance: Dragged after each use and weekly during the off-season

• Batter’s Box and Pitcher’s Mound: Constructed with brick and clay

• Maintenance: Weed and feed the grass o Weed, feed, and seed determined based on agricultural guidelines and best practices for the specific grasses on the field

○ One pallet of Turface (quick dry) per school.

Field Hockey Fields:

• Churchland High School (CHS) – o Lining - weekly in-season; bi-weekly out of season from June to end of

November

• Manor High School:

o Lining - Weekly in-season from June to the end of November o Lining: Weekly during the season o All lines will be done in white. Logos and school names will be done in school colors in the center of the field.

o Lining for off-season will be based on the field hockey regulations

• Manor High School - Weekly in-season o Reseeding: In the spring o Goal Area Sod Replacement: Replace worn sod in front of goals after each season o Maintenance: Weed and feed the grass o Weed, feed, and seed are determined based on agricultural guidelines and best practices for the specific grasses on the field.

Cross Country:

• Churchland High School (CHS) o Trail Maintenance: Remove debris, fallen branches, and any hazards before each meet

Track & Field:

• All home track meets will need shotput and discus areas painted per NFHS regulations.

• Long jump pit tilled and sand replenished by February 1 of the year

Site Visits:

Site visits can be arranged by contacting the Division Wide Athletic Director at (757)

393-8555 ext. 03177. Site visits must be coordinated before the questions due date

IV. SPECIAL TERMS AND CONDITIONS

A. Audit:

The Contractor shall retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the PPS, whichever is sooner. The agency, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.

B. Award:

PPS may elect to award a contract to more than one vendor. The award of contracts shall be at the sole discretion of PPS. Unless cancelled or rejected, a responsive bid from the lowest responsible bidder shall be accepted as submitted, except that if the bid from the lowest responsible bidder exceeds available funds, PPS may negotiate with the apparent low, reject any or all Bids in whole or in part and to waive any informalities in the process. Further, PPS reserves the right to enter into any contract deemed to be in PPS’ best interest.

C. Bidders of Record:

Bidders receiving a copy of this ITB from a source other than the Purchasing Office or via DemandStar or eVA must contact the Purchasing Office and provide the Bidder’s name, address, contact person, telephone and fax numbers and the ITB number. Bidder wanting to be added to PPS plan holders’ list must register at https://portsk12.bonfirehub.com/portal/?tab=openOpportunities and will receive notification of any addenda to this ITB.

E. Cancellation of Contract:

The Procurement agency reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days’ written notice to the Contractor. In the event the initial contract period is for more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the contract period upon 60 days’ written notice to the other party. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

https://portsk12.bonfirehub.com/portal/?tab=openOpportunities

F. Changes or Modifications to Solicitation Documents:

Changes or modifications to this ITB made prior to the date and time of closing will be addressed by addenda from the Issuing Office. Bidders are to acknowledge receipt of addenda in the space provided on the cover page of this ITB.

Oral modifications shall not form a part of the bid documents. This ITB and any addenda shall be incorporated, by reference, into any resulting contract.

G. Contact with the School Board’s Staff, Representatives and/or Agents:

Direct contact with the School Board’s staff, representatives and/or agents other than Procurement staff on the subject of this ITB or any subject related to this ITB is expressly prohibited except with the prior knowledge and permission of the Procurement Manager. All questions prior to the awarding of this contract shall be made to the Issuing Office.

H. Contract Administrator:

The contract administrator for this contract shall be the PPS Division Wide Athletic Director, contact can be made at (757) 393-8885.

I. Contractors of Record:

Contractors receiving a copy of this ITB from a source other than the Procurement Office, Bonfire or eVA or DemandStar must contact the Procurement Office and provide the Contractor’s name, address, contact person, telephone and fax numbers and the ITB number.

Contractor will be included to receive notification of any addenda to this ITB.

J. Cooperative Procurement:

Any resultant contract of this solicitation may be extended to any public agency or body in the Commonwealth of Virginia to permit those public agencies or bodies to purchase at contract prices, in accordance with the terms, conditions and specifications of this bid (Code of Virginia Chapter 43, Article 2 §2.2-4304). The successful bidder shall deal directly with each public agency or body in regard to order placement, delivery, invoicing and payment.

Note: PPS would in no way be involved in the authorized agency or body purchasing procedure other than to reference PPS’ ITB number. PPS shall not be held liable for any costs or damage incurred by another jurisdiction as a result of any award extended to that jurisdiction or political subdivision by the awarded Contractor.

K. Cost of Responding:

This solicitation does not commit PPS to pay any costs incurred by the Bidder or any other party in the preparation and/or submission of bids or in making necessary studies or designs for the preparation thereof, nor is PPS obligated to procure or contract for such services.

L. Disposition of Bids:

All materials submitted in response to this ITB shall become the property of PPS. One (1) copy of each bid will be retained for official files. Said copy will become public record after award of the contract and will be open to public inspection subject to the Proprietary Information/Disclosure section of this ITB.

M. E-Verify Program:

EFFECTIVE 12/1/13. Pursuant to Code of Virginia, §2.2-4308.2., any employer with more than an average of 50 employees for the previous 12 months entering into a contract in excess of $50,000 with any agency of the Commonwealth to perform work or provide services pursuant to such contract shall register and participate in the E-Verify program to verify information and work authorization of its newly hired employees performing work pursuant to such public contract. Any such employer who fails to comply with these provisions shall be debarred from contracting with any agency of the Commonwealth for a period up to one year. Such debarment shall cease upon the employer’s registration and participation in the E-Verify program. If requested, the employer shall present a copy of their Maintain Company page from E-Verify to prove that they are enrolled in E-Verify.

N. Contract Term/Renewal:

The contract shall be a two (2) year term contract with three (3) one-year renewal options, commencing on date of award unless cancelled in accordance with Section E- Cancellation of Contract. PPS will provide the Contractor a notice of renewal no later than 60 days prior to end of the contract term.

O. Identification of Bid Envelope:

If a special envelope is not furnished, or if return in the special envelope is not possible, the signed bid/proposal should be returned in a separate envelope or package, sealed and identified as follows:

Name of Bidder/Offeror Street or Box Number City, State, Zip Code IFB/RFP Number IFB/RFP Title Due Date and Time

P. Indemnification:

Contractor agrees to indemnify, defend and hold harmless PPS, its officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, goods, or equipment of any kind or nature furnished by the Contractor/any services of any kind or nature furnished by the Contractor, provided that such liability is not attributable to the sole negligence of the using agency or to failure of the using agency to use the materials, goods, or equipment in the manner already and permanently described by the Contractor on the materials, goods or equipment delivered.

Q. Independent Contractor:

In providing requested services under an Agreement/Contract, Contractor will be acting as an independent contractor and not as an employee of Portsmouth City Public Schools.

Contractor and PPS acknowledge that resulting Agreement/Contract will not create a partnership or joint venture between the parties, and the Agreement/Contract will be exclusively a contract for services.

R. Invoice/Payment:

Invoices must accompany each delivery. Invoices must state purchase order number, delivery location, delivery date, and an itemized list of products delivered. Invoices shall be sent to the Portsmouth School Board, P.O. Box 998, Portsmouth, VA 23705 or emailed to accounts.payable@portsk12.com. The School Board reserves the right to return incorrect invoices, including invoices not citing the purchase order number, to the Contractor for correction. Payment terms shall be net 30 days from receipt of goods and/or services of invoice, whichever is later.

S. ITB Closing:

Bidder shall ensure its bid is time stamped by the Issuing Office no later than the closing date and time shown on the cover of this ITB. Bids received after the specified date and time (ex:

time stamped 2:01 or later) will not be considered and will be returned to the Bidder unopened.

In the event that PPS is closed due to inclement weather and/or emergency situations prior to or at the time set aside for the published ITB/RFP closing, the closing date will default to the next open business day at the same time.

T. M/WBE Subcontracting and Evidence of Compliance:

Portsmouth Public Schools’ solicitations and contract awards shall not discriminate against a Bidder/Offeror or Contractor because of race, religion, color, sex, national origin, age, disability or any other basis prohibited by state law and School Board policy relating to discrimination in employment. Portsmouth Public Schools is committed to ensuring fair consideration of all suppliers in its day-to-day procurement of services, suppliers and construction. Providing the opportunity for a wide-range of suppliers provides a competitive edge in producing high-quality, low cost innovative products and services. It is the goal of PPS 5% its purchases is made from minority and women-owned businesses enterprises (M/WBE) under this solicitation. This includes discretionary spending in prime contracts and subcontracts. All potential respondents are required to submit an M/WBE Subcontracting Plan to either disclose its intent to utilize subcontractors or its intent not to utilize subcontractors. All M/WBE forms must be completed and returned with the respondent’s proposal. M/WBE Forms are listed in Attachment E and the Program Policy document is included as an Attachment. (Forms can also be found in the M/WBE Program Policy which is referenced as an attachment). Information and instructions on completing the Forms are included in the M/WBE Program Policy. The Contractor is encouraged to offer such subcontracting opportunities to M/WBE-certified businesses. No respondent or subcontractor shall be considered a Women-Owned Business or a Minority- Owned Business unless certified as such by the Virginia Department of Small Business and mailto:accounts.payable@portsk12.com

Supplier Diversity (DSBSD and formerly Virginia Department of Minority Business Enterprise - DMBE), Women Business Enterprise Council (WBENC), or the Carolina- Virginia Supplier Diversity Council (CVSDC) by the due date for receipt of proposals. The prime Contractor agrees to report the use of these subcontractors by providing the PPS’ Procurement Office, at a minimum, the following information: name of small business with the DSBSD certification number, phone number, total dollar amount subcontracted, and type of product/service provided. Respondents who propose self-performance of the work under this solicitation must provide supporting documentation or evidence of its historical self-performance status to show self-performance of this work is not intermittent or elected only for PPS. Additional details of the PPS’ M/WBE program and requirements are included in the PPS’ M/WBE Program Policy, which is hereby incorporated into this proposal by reference and attached to this solicitation. (Failure to complete and return M/WBE forms with proposal will result in response being deemed non-responsive).

U. Procedure:

1. Discrepancies or Omissions: In the event a Bidder finds any discrepancies or omissions in the ITB or has any doubt as to its meaning, he shall notify the Procurement Office or Manager, 801 Crawford Street, 3rd Floor, and Portsmouth, VA, 23704 at once. If it is found necessary, a written addendum will be sent to each Bidder.

All addenda so issued shall become a part of the contract document and will be signed and returned with the bid. Requests for such interpretation should be in writing, addressed to the Procurement Office not later than five (5) days prior to the date fixed for ITB closing. Oral responses, instructions, or questions do not form any part of the Invitation to Bid.

2. Internet Access: All bids/proposals may be viewed on the School Board’s Bonfire website at https://portsk12.bonfirehub.com/portal/?tab=openOpportunities or download from www.eva.virginia.gov or the DemandStar website.

3. Submission: The Bid must be:

a. Sealed and submitted in a plain opaque envelope.

b. Addressed to Procurement Manager, Portsmouth Public Schools, 801 Crawford

Street, 3rd Floor, Portsmouth, Virginia 23704. Bidder is responsible for ensuring bid is delivered to this address at the specified date and time.

Deliveries after the specified time will not be accepted.

c. Clearly marked: The ITB number and closing date stated in the ITB must appear on the envelope.

4. Corrections: Any bid submitted with corrections must have the corrections initialed by the person who signed the bid.

5. Bid Cost: Bids are to be submitted in accordance with the Invitation to Bid. Cost proposal submitted to perform all work/services stated herein will be “all inclusive”.

All costs incurred for bid preparation shall be the responsibility of the Bidder.

6. Validity: All information requested in the Invitation to Bid must be completed in order to constitute a valid bid.

https://portsk12.bonfirehub.com/portal/?tab=openOpportunities http://www.eva.virginia.gov/

7. Deviations: Any deviations from the specifications must be set forth in the bid.

8. Charges: All prices in the bid shall be for all equipment, materials, supplies (including delivery), labor and any incidental expenses incurred by the Bidder. No other charges may be added.

V. Questions:

Bidders must submit questions regarding the Invitation to Bid in writing by email to the Issuing Office at purchasing@portsk12.com by January 30, 2026. Necessary replies will be issued to all Bidders of record as addenda that shall become part of the contract documents.

Oral instructions do not form a part of the ITB documents. Bidder is responsible for checking available sites.

W. Taxpayer ID Number and Certification:

Bidder must submit with its offer the attached W9 Form – Request for Taxpayer ID Number and Certification.

X. Withdrawal or Modification of Bids:

Bids may be withdrawn or modified by written notice received from bidders prior to the deadline fixed for bid receipt. The withdrawal or modification may be made by the person signing the bid or by an individual(s) who is authorized by him/her on the face of the bid.

Written modifications may be made on the bid form itself, on the envelope in which the bid is enclosed, or on a separate document. Written modifications, whether the original is delivered, or transmitted by facsimile, must be signed by the person making the modification or withdrawal.

Y. Price Escalation/De-Escalation:

If the contract is renewed beyond the initial contract period, the first option year and each additional option year may be subject to a price increase. This increase will be determined by using the Consumer Price Index – All Urban Consumers (CPI-U from December to December) as reported annually by the Bureau of Labor Statistics. The current rates will be increased by the same percentage of the CPI-U for the renewal period with the increase not to exceed five percent (5%). The price increase will not be automatic and must be mutually agreed upon.

http://purchasing@portsk12.com

IV. LIST OF ATTACHMENTS

A. General Terms and Conditions B. Contractor Employee Background Certification C. State Corporation Commission Requirement D. Debarment, Suspension and Other Responsibility Matters E. M/WBE Program Forms

• Form A – M/WBE Utilization Commitment

• Form B – Listing of the Good Faith Efforts

• Form C - Statement of Intent to Perform Work Without Subcontracting

F. Taxpayer Identification Number and Certification G. M/WBE Program Policy H. Pricing Sheet I. PPS Athletic Field Locations J. PPS Game Schedule All Sports 24-25