5-26-13 - Bid Specs - Athletic Soil Mix and Compost.pdf

REQUEST FOR BID

BID SPECIFICATIONS (THIS IS A FORMAL BID)

PROPOSAL

NUMBER:

26-13

DATE PUBLISHED:

July 9, 2025

GOODS / SERVICE AREA:

Athletic Soil Mix & Compost

BID OPENING:

Date: July 23, 2025 Time: 3:00 PM

CONTRACT PERIOD:

One (1) or more Years from Date of Award

See vendor signature page for details.

ADDRESS INQUIRIES ON:

The Parkway School District Bonfire Portal at https://parkwayschools.bonfirehub.com/

RETURN BID ON:

The Parkway School District Bonfire Portal at

SB-1 GENERAL INFORMATION:

Parkway School District is seeking bids, from qualified distributors, to supply the district athletic soil mix and compost, to be ordered on an “as needed basis”, throughout the term of the contract, under a blanket purchase order agreement.

The district estimates that during the term of this agreement it will spend approximately $10,000 for a twelve (12) month period. This is not a guarantee but is listed for vendor guidance in estimating a discount. The district does not guarantee any quantities that it will purchase as a result of this invitation for bid.

The initial term of the contract will be twelve (12) months. Vendors have the opportunity to offer the district multi-year proposals in item number two of the vendor signature section.

SB-2 BID AWARD METHOD:

It is the district’s policy to award a bid based on the lowest or best bid. However, the District retains the right to award in whatever manner serves the best interests of the district.

SB-3 CONTACT PERSON:

Any bidder with questions must submit in writing via the bidding platform, Bonfire. Questions are to be submitted through the Opportunity Q&A via the Messages panel. All questions must be submitted by the Bid’s Question Due Date. Every attempt shall be made to ensure that the bidder receives a prompt response if such questions are received in a timely manner. Any questions submitted outside the Bonfire platform shall not be answered.

SB-4 PROPOSAL FORMAT AND CONTENTS:

The vendor’s proposal package shall contain a signed RFP cover sheet created by the vendor and the following items in the order listed below and utilize the forms provided. The Vendor is urged to be concise yet thorough in its presentations. Pertinent supplemental information should be referenced and included as attachments. All proposals must be organized and tabbed to comply with the following sections. Where there are no bid forms provided, the vendor is to use company letterhead to address the components of the RFP. Where a discrepancy exists between an amount submitted as figures and words, the amount expressed in words shall govern. Any interlineations, alterations or erasures must be initialed by the signer of the Proposal.

1. PROPOSAL ON COMPANY LETTERHEAD

The vendor shall submit a quote on company letterhead.

2. COMPANY W-9

The vendor shall provide a current signed and dated W-9

3. VENDOR SIGNATURE PAGE

This cover sheet identifies the vendor’s legal name, mailing address, telephone, fax, email address and contact persons. An officer of the vendor’s company must sign the Vendor Signature Page. The vendor must be registered to do business in the state of Missouri.

4. FEDERAL WORK AUTHORIZATION (E-VERIFY) PROGRAM

The vendor shall complete the form.

5. REFERENCES (minimum of 3) On company letterhead provide three references to include the following information:

● company name

● representative’s contact name

● email address

● phone number

6. SPECIFICATION SHEET/MANUALS

The vendor must provide a complete set of comprehensive and easy to understand manuals (as applicable) for service, operation, parts, and repair. All manuals must be written in American English.

7. AFFIDAVIT OF NON-COLLUSION

The vendor shall complete the form.

8. PRICING SHEET

The vendor shall complete the Bonfire 26-13 pricing sheet.

SB-5 PRICING:

Prices quoted are to be F.O.B., destination, freight allowed, Parkway School District, 363 North Woods Mill Road, Chesterfield, Missouri 63017. Prices MUST include all handling, freight, assembly, setup, warranty, and any other charges. The equipment must be new. Used, reconditioned, or demonstrator equipment will not be accepted.

SB-6 DELIVERY:

All bids MUST be F.O.B. to the Parkway Warehouse, located at 363 North Woods Mill Road, Chesterfield, Missouri 63017. Deliveries shall be made to Parkway School District Grounds Dept., 13157 N. Olive Spur Rd., St. Louis, Missouri 63146. Deliveries shall be accepted Monday through Friday between 7:00 a.m. and 2:00 p.m., excluding holidays and during inclement weather events the district is closed.

The district will place orders for full dump truck loads, on an as needed basis.

SB-7 TECHNICAL SPECIFICATIONS:

A. ATHLETIC SOIL MIX

Soil must be a mature A-horizon from one of the following families: Prairie Soil, Brown Forest Soil or Brown Soils. The soil should have a pH between 6.5 and 7.5; no green manure; macro porosity of 32.7% to 16.0%; micro porosity of 25.6% to 34.2%, and the physical properties of an organic loam soil;

Clay (0.002 millimeters or less) 7 to 27% Silt (.05 to 0.002 millimeter) 28 to 50% Sand (.05 to 2.0 millimeters) less than 60% Organic matter greater than 20%

Organic matter must pass through a 2-millimeter sieve.

B. COMPOST

Compost material is to be manufactured from high quality nutrient rich products and shall be screened to ¼ of an inch in size. The compost is to be weed-free and from a stabilized matter source.

A current lab analysis of the compost product being bid shall be included in the vendors bid submittal.

Compost product must be available for delivery within a 24 to 48-hour period.

SB-8 WARRANTY:

The contractor must provide the standard manufacturer’s warranty. The warranty will commence upon written acceptance of the equipment by the Parkway School District or payment of such, whichever occurs first.

SB-9 PRIME AND SECONDARY VENDORS:

The successful vendor(s) would be the prime supplier(s) for all the major item(s) listed in these specifications. When an item is required and is not immediately available, the district retains the option to secure the item(s) from another source. The prime supplier would have the option to stock the item for future orders under the same conditions of the original agreement.

SB-10 ORDERING PROCEDURE:

Releases from the blanket purchase order will be made as needed. A list of Parkway personnel authorized to release orders will be made available to the successful vendor(s).

The person placing an order must provide the vendor with the department blanket purchase order number or an individual purchase order number. Packing slips are required with each shipment. The purchase order number must appear on the invoice, packing slip, and all cartons.

It will be the supplier’s responsibility to contact Bill Freymuth, Grounds Supervisor, at 314-415-4915 to make any arrangements for delivery.

SB-11 SUBSTITUTIONS:

No substitution shall be made on any item ordered without authorization from the ordering or purchasing department. No exceptions may be drawn to this clause. All unacceptable materials will be returned with no expense to the district.

SB-12 RELATED AND/OR SIMILAR ITEMS:

Parkway School District reserves the right to order similar and/or related items under the same terms and conditions stated herein.

SB-13 CONTACT METHOD:

Any bidder with questions must submit in writing via the bidding platform, Bonfire. Questions are to be submitted through the Opportunity Q&A via the Messages panel. All questions must be submitted by the Bid’s Question Due Date. Every attempt shall be made to ensure that the bidder receives a prompt response if such questions are received in a timely manner. Any questions submitted outside the Bonfire platform shall not be answered.

SB-14 PROCUREMENT TIMELINE:

*all times are CST

Action Date* Bid Published July 09, 2025 - 1:00 PM Q&A End July 16, 2025 - 11:00 AM Intent to bid July 23, 2025 - 2:30 PM Bid Close July 23, 2025 - 3:00 PM Vendor Notified of Award (Tentative) August 8, 2025 - 4:00 PM https://parkwayschools.bonfirehub.com/