5-AP26-604 Scope of Work.docx

Granite School District Purchasing Department Playground Surfacing Contract Invitation For Bid

AP27-604

PURPOSE

This solicitation is being executed by Granite School District (GSD) with the purpose of a contract for playground surfacing installation over various surfaces throughout the school district. Installation will occur at any school or facility within the district. This contract will not include football field turf installation.

Granite School District will not be liable for any costs proposers may incur in the preparation or presentation of this proposal.

TERM OF CONTRACT

The contract resulting from this bid will be for a period of one year with the option to renew four additional years, done so annually.

The District reserves the right to review the contract on a regular basis regarding performance to ensure contractor is in compliance.

BACKGROUND

Granite School District has 54 elementary schools and 7 High Schools with varying counts of playgrounds and playground surfacing. Existing surfaces include pour-in-place, rubber tiles, wood chips, pea gravel and turf. Granite School District occasionally converts smaller grassy areas into a turf surface. Additionally, batting cages throughout the district are being upgraded to include turf surfacing. Repairing existing surfaces, installing new surfaces, converting smaller grassy areas into a turf surface, and adding turf to batting cages will fall within the scope of this contract.

The following historical spend data is being provided to demonstrate potential scope of sales for this contracting opportunity. It is in no way a guarantee or promise of sales to the awarded contractor.

Calendar Year 2024 Previous Contract Spend - $236,374

Calendar Year 2025 Previous Contract Spend - $163,458

Average usage per school varies from 800- 4000 sq ft, largely Turf Over Existing Pour in Place or Tile. On average the district repairs all the playgrounds at 4-6 schools per year.

DETAILED SCOPE OF WORK

General:

1) Contractor shall repair existing, install new, cover over, and excavate different playground and non-playground surfaces. Surfaces include but are not limited to pour-in-place, rubber tile, foam base, and turf. Contractor must have experience in all surfacing types listed.

2) Surfacing material and installation shall comply with all current best practices found within the United States Consumer Product Safety Commission’s Public Playground Safety Handbook and ASTM International standards. Installation must be done according to manufacturer’s requirements in the designated area.

3) Contractor shall provide all materials, tools, and equipment needed to perform the job.

4) Contractor shall at all times be responsible for providing and maintaining a clean, safe, and secure working area until such time as the product has cured sufficient for use. Contractor shall be responsible for providing barriers, signage, supervision etc. in order to achieve a secure area.

5) Contract shall be responsible for the proper, legal disposal of any and all material no longer needed at the site. This includes but is not limited to old surfacing, earth, concrete, asphalt etc.

6) Contractor shall inform GSD grounds foreman of installation schedule at least 48-hours prior to arriving on site. Contractor shall inform GSD grounds foreman when work is completed and may need to schedule a site visit for project completion. Contractor shall check-in with the school’s front office at the beginning of each day.

Pour-In-Place Surfacing:

1) Contractor shall furnish, install, and repair pour-in-place surfacing that conforms to all current CPSC recommendations, ASTM standards, and ADA requirements.

2) Installations and/or repairs will occur over asphalt, concrete or 95% compacted road base. Blue staking and saw cutting will be the contractor’s responsibility.

3) All pour-in-place surfaces are to meet impact attenuation requirements for an eight-foot fall height.

4) Contractor shall apply a polyurethane primer to concrete or asphalt and to any playground equipment that will be surrounded by pour-in-place. Primer shall also be applied to cushion layer prior to wear course layer.

5) Contractor shall apply a cushion layer that is a blend of 100% recycled SBR material and aromatic polyurethane. Polyurethane binder shall be no less than 12% of the total weight of the material, shall provide 100% coating of the particles and shall not contain polycyclic hydrocarbons (PAH) or phthalates, and shall be without a trace of TDI or mercury catalysts.

6) Contractor shall apply a wear course layer that is manufactured from 1-3.5mm EPDM granules and SBR compound mixed with aromatic polyurethan binder. EPDM content shall be greater than 20%, hardness Shore A greater than 60, tensile strength greater than 6 MPa, and Elongation greater than 700%. Binder is to be applied to 100% of the rubber and installed to a designated thickness as to be compliant with ASTM 1292 test results and include UV stabilizers. Wear course is to be black.

7) Contractor shall install and repair pour-in-place per any manufacturer requirements in the designated area. Materials used in repairs shall meet all specifications listed above.

8) Perimeter transition from the top of surfacing to existing grade shall not exceed 6:12 slope. Contractor is to provide at least one, five foot wide 1:12 slope transition from surfacing to the surrounding surfacing.

Tile Surfacing:

1. Contractor may be responsible to repair existing tile should seams, cracks, or folds occur.

2. Contractor shall alert grounds foreman of any tile repairs that are needed.

3. Contractor shall replace tiles with existing manufacturer tiles. If contractor does not have access, then contract shall discuss with foreman alternative means of repairing the space.

Artificial Turf Surfacing:

1. Contractor shall be required to furnish, deliver, and install turf that conforms to all current CPSC recommendations, ASTM standards, and ADA requirements.

2. Contractor shall install turf per any manufacturer requirements in the designated area.

3. All surfaces are to meet impact attenuations requirements for an eight-foot fall height. If installing turf over existing pour-in-place, all holes and defects in pour-in-place must be repaired prior to installation. Contractor shall contact grounds foreman if existing pour-in-place does not meet impact attenuation requirements for an eight-foot fall height.

4. Turf and all of its components should be resistant to moisture, rot, mildew, bacteria, fungus growth, ultraviolet ray degradation, and meet local code and environmental requirements.

5. When new surfacing is required, turf will be placed on top of new pour-in-place. The pour-in-place will be installed as outlined above however a wear course layer will not be included.

6. Turf that is installed over existing pour-in-place is to be glued to the surface at the seams and around playground structures.

7. Infill shall be an anti-microbial, washed silica sand. Contractor shall use a power brush to force grass blades up in order for infill to be applied. Contractor shall ensure that all infill is completely and evenly distributed within the turf.

Grassy Area Conversion:

1. Contractor shall excavate existing area by removing existing dirt, soil, sod and occasionally asphalt and concrete. Contractor shall dig down to a depth of 4” below finished grade and will grade in such a fashion as to ensure proper drainage. Contractor shall be responsible for the proper legal disposal of any materials removed during the project. Contractor cannot dispose in dumpsters on site.

2. Sites may be equipped with irrigation lines or wires. Contractor shall be responsible to ensure that damage is not caused to existing infrastructure. Contractor shall be responsible for all repairs related to any damage caused by the contractor to existing infrastructure.

3. Contractor shall install ¾” crushed rock at least 2” deep to provide appropriate drainage. Contractor shall install rock chip, rock fines, or rock chate over the top of the ¾” crushed rock. Contractor shall compact rock to match grade.

4. Contractor shall install a border, such as bender board, around the perimeter of the area. Most areas will already have a mow strip installed.

5. Turf is to be installed on top according to all manufacturer requirements. There is to be a clean transition from finished grade to turf with no tripping hazards. There will be no fall attenuation padding over the base and under the turf.

6. Infill shall be an anti-microbial, washed silica sand. Contractor shall use a power brush to force grass blades up in order for infill to be applied. Contractor shall ensure that all infill is completely and evenly distributed within the turf.

Baseball/Softball Batting Cages:

1. Contractor shall install a baseball turf with foam backing onto surface using a full glue down.

2. Contractor shall clean surface of any debris prior to installation.

3. Contractor shall turf per any manufacturer requirements in the designated area.

TURF SPECIFICATIONS

The following specifications are minimum requirements.

Playground & Grassy Area Conversion Turf

Baseball/Softball Turf

PROPOSAL REQUIREMENTS AND COMPANY QUALIFICATIONS

Proposals for this section will be scored in a Pass/ Fail manner. Vendors unable to meet any of these Mandatory Minimums may not be considered.

1. Qualifications and Relevant Company Experience

a. Provide a brief description, including examples, of your company’s experience in each of the following areas: pour-in-place, tile, turf, and small area excavation.

b. Vendor must indicate any requirements that cannot be met by the offeror.

2. Product Offering, Availability, and Lead Times

a. Provide a brief description of the turf product you would offer that meets the specifications above. Please be sure to include information regarding the manufacturer such as location of manufacturer, time manufacturer has been in business and any other pertinent information.

b. Provide a brief description of your company’s standard lead times for all types of projects that are contained within the Scope of Work.

3. Warranty Information

a. Provide warranty information for both the surfacing material (pour-in-place, tile, and turf) and the installation of the material.

4. References

a. Provide a minimum of three references for past business for whom you have performed similar scopes of work. This information must contain company name, contact person, phone number, email address, location, and description of the services provided. Be sure contact information is current. Inaccurate or obsolete information provided in this section may result in rejection of your proposal.

PROPOSAL RESPONSE FORMAT

Please upload two separate documents to U3P that meet the requirements below.

1. Technical Proposal Please upload to U3P a technical proposal that adequately provides a point-by-point response, in the order listed, to each question listed in the Proposal Requirements and Company Qualifications section.

2. Cost Proposal Complete and upload the AP27-604 Cost Proposal Sheet found in the Public Files section.

SUBMITTING YOUR PROPOSAL

Proposals must be received by the posted due date and time. Proposals received after the deadline will be late and ineligible for consideration.

Proposals must be received electronically through the U3P website.

All submitted proposals will consist of a technical proposal and a cost proposal. You should attach two separate documents in U3P, a document titled “Technical Proposal” and a document titled “Cost Proposal”.

When submitting a bid electronically through U3P, please allow sufficient time to complete the online forms and upload required documents. The solicitation will end at the closing time listed on UPP. If you are in the middle of uploading your bid at the closing time, the system will stop the process and your bid will not be received by the system.

AWARD OF CONTRACT

Awards shall be made to the offeror whose proposal is the most advantageous to the District taking into consideration price and the other evaluation factors set forth in this invitation for bid.

We anticipate awarding to one qualified vendor who passes all 4 mandatory minimums and has the overall low on the Cost Proposal. The District reserves the right to award by service/ product if it is in the District’s best interest. The District also reserves the right to award to the next lowest offer in the event the lowest cost offeror is determined to not be the best value offered to the District.

TERMS AND CONDITIONS

Any contract resulting from this bid will include but not be limited to the District’s Standard Terms and Conditions (see Attachment A). Exceptions and/or additions to the District’s Standard Terms and Conditions are strongly discouraged.

Exceptions and additions to the Standard Terms and Conditions must be submitted with the proposal response. Exceptions, additions, service level agreements, etc. submitted after the date and time for receipt of proposals will not be considered. Website URLs, or information on website URLs must not be requested in the bid document and must not be submitted with a proposal. URLs provided with a proposal may result in that proposal being rejected as non-responsive. URLs are also prohibited from any language included in the final contract document.

The District retains the right to refuse to negotiate on exceptions should the exceptions be excessive, not in the best interest of the District, negotiations could result in excessive costs to the state, or could adversely impact existing time constraints.

If negotiations are required, contractor must provide all documents in MS Word format for redline editing. Contractor must provide the name, contact information, and access to the person(s) that will be directly involved in legal negotiations.

PRICE GUARANTEE PERIOD & PAYMENT TERMS

Pricing is to be valid for one (1) year. Following the period of one (1) year, any request for price adjustment must be for an equal guarantee period and must be made at least thirty (30) days prior to the effective date. Requests for price adjustment must include documentation supporting the request and demonstrating a logical mathematical link between the current price and the proposed price. Any adjustment or amendment to the contract will not be effective unless approved by the Granite School District Director of Purchasing. Granite School District must be given the immediate benefit of any decrease in the market, or allowable discount.

Payment will be made within thirty (30) days after a correct invoice is received and installation project has been signed off as completed and contract compliant by a GSD staff member. All payments will be remitted by mail, electronic funds transfer, or the District’s Purchasing Card (major credit card).

QUESTIONS AND ADDENDA

All questions must be submitted through the Utah Public Procurement Place (U3P). Answers will be given via the U3P website.

Any changes to this solicitation, including but not limited to, quantity, specifications, schedules, opening date, corrections, clarifications, etc. will be in the form of an addendum. Addenda will be posted on U3P. It is the responsibility of the vendor to obtain addenda. Proposal submittal constitutes implied acknowledgment of all addenda.

Apart from the Purchasing contact person no contact is to be made with employees or board members of the Granite School District regarding this solicitation during the proposal and evaluation phases. Such contact could result in rejection of your bid.