3-RFPLAF322026 Lincoln Academy Turf Installation (2).pdf

Request for Proposal for Removal of Grass and Installation of Artificial Turf

RFP#LAF322026

Due: Tuesday, March 17, 2026 4:00 PM MDT

1. INTRODUCTION AND SUMMARY

Lincoln Academy is a public charter school serving approximately 900 students in grades K-9.

The school is seeking qualified contractors to remove the existing natural grass play area and replace it with high-quality artificial turf. The project area is approximately 15,500 square feet

The purpose of this RFP is to solicit proposals from experienced, licensed, and insured contractors capable of delivering a safe, durable, and ADA-compliant artificial turf system suitable for daily use by elementary and/or secondary students.

2. MANDATORY PRE-BID SITE WALKTHROUGH

A mandatory pre-bid site walkthrough must be completed no later than Wednesday March 11, 2026 4:00pm. Arrangements for a walkthrough can be made via email by contacting cwilliams@lincoln-academy.org

Location: 1582 West 3300 North, Pleasant Grove, Utah 84062

Attendance is required in order to submit a proposal. Contractors who do not attend a walkthrough will be deemed non-responsive and disqualified from consideration.

3. QUESTIONS AND COMMUNICATION

All questions, and clarifications regarding this RFP must be submitted through Bonfire/U3P.

● Questions submitted outside of Bonfire/U3P will not be answered.

● Responses to questions will be posted through the Bonfire/U3P system.

● Deadline for submitting questions: March 12, 2026. 4:00 PM

4. PROJECT SCOPE OF WORK

The selected contractor shall provide all labor, materials, equipment, supervision, permits, and incidentals necessary to complete the project, including but not limited to:

4.1 Removal & Site Preparation

● Removal and lawful disposal of existing natural grass, irrigation components (as applicable), and unsuitable base materials.

● Capping and preparation of the remaining existing irrigation system in relevant areas.

● Grading and leveling to ensure proper drainage as needed.

● Preparation and compaction of sub-base.

mailto:cwilliams@lincoln-academy.org

● Installation of appropriate drainage system if required.

4.2 Base & Turf Installation

● Installation of aggregate base material meeting industry standards.

● Installation of commercial-grade artificial turf suitable for school playground use.

● Infill material appropriate for K–12 student use (non-toxic, antimicrobial, safe for children).

● Seam integration and edge anchoring system.

● ADA-compliant transitions and accessibility features where required.

4.3 Safety & Compliance

● Turf system must meet applicable safety standards.

● Products must be lead-free and PFAS-compliant (if applicable by state requirements).

● Compliance with all local, state, and federal regulations.

4.4 Warranty

● Minimum 10-year manufacturer warranty on turf materials.

● Minimum 10-year installation warranty.

● Provide documentation of warranty coverage.

5. PROJECT TIMELINE

The school intends to complete this project during early Summer Break 2026. All work must be completed before June 26, 2026.

Proposals must include:

● Estimated start date

● Estimated completion date

The school reserves the right to adjust the timeline as needed.

6. MANDATORY MINIMUM REQUIREMENTS

1. Proposals will only be considered from contractors who:

1.1. Are properly licensed in the State of Utah

1.2. Carry general liability insurance of at least $1,000,000 per occurrence

1.3. Carry workers’ compensation insurance

1.4. Have completed at least three (3) comparable artificial turf installations

1.5. Provide references from K–12 or similar institutional projects

1.6. It is expected that the winning bidder will work with the local city and government agencies as required for appropriate approval and permits.

1.7. It is expected that the winning bidder will provide a statement that employees are legal to work in the United States. Proof of e-verify use is preferred.

7. PROPOSAL REQUIREMENTS

Proposals must be submitted electronically via Bonfire/U3P and include:

1. Cover Letter

2. Company Background & Qualifications

3. Detailed Scope Confirmation

4. Product Specifications

5. Drainage Plan (if applicable)

6. Proposed Timeline

7. Warranty Documentation

8. References (minimum two)

9. Proof of Insurance & Licensing

Incomplete proposals may be deemed non-responsive.

8. COST PROPOSAL REQUIREMENTS

1. Itemized Cost Breakdown

1.1. Materials

1.2. Labor

1.3. Preparation of site

1.4. Removal

2. The points assigned to each offeror's cost proposal will be based on the lowest proposal price. The offeror with the lowest Proposed Price will receive 100% of the price points.

All other offerors will receive a portion of the total cost points based on what percentage higher their Proposed Price is than the Lowest Proposed Price. The formula to compute the points is: Cost Points x (Lowest Proposed Price/Proposed Price).

9. EVALUATION CRITERIA

Proposals will be evaluated based on:

● Experience and qualifications (30 points)

● Product quality, Warranty, and safety compliance (30 points)

● Project timeline (15 points)

● References and past performance (15 points)

● Cost Proposal(10 points)

The school reserves the right to reject any or all proposals and to award the contract in the best interest of the school.

10. BUDGET

The school has an estimated budget range for this project; however, final award will be based on value, quality, and compliance with specifications, not solely on lowest price.

11. GENERAL CONDITIONS

● The school is not responsible for any costs incurred in preparing proposals.

● The selected contractor will be required to enter into a formal agreement with the school.

● Work must be coordinated to minimize disruption to school operations.

● Background checks may be required for on-site personnel.

12. CONTACT INFORMATION

All communications must be submitted through Bonfire/U3P. No direct contact with school staff regarding this RFP is permitted outside of the designated platform. The one exception is to arrange for a site walkthrough time.

13. CONFIDENTIALITY STATEMENT

Any information, including materials, drawings, designs, documentation, and other property or data, disclosed within this Request for Proposal shall not be used, reproduced, appropriated, or otherwise disseminated to anyone other than Lincoln Academy.

14. DISCLOSURE

All documents submitted by bidders shall become the property of the school. Proposal information is proprietary and as such shall be treated as confidential. Information pertaining to the school obtained by the bidder as a result of participation in this project is confidential and must not be disclosed without written authorization from the school.

15. AWARD METHODOLOGY

Following evaluation and scoring, the contract shall be awarded to the highest scoring, responsive, and responsible Offeror meeting all stated RFP requirements, whose proposal is determined to be in the best interest of the School.