5-TB2646-AT - Artifical Turf Playground Surfaces - IFB.pdf

INVITATION FOR BIDS

ARTIFICIAL TURF – PLAYGROUND SURFACES

SOLICITATION # : TB2646- AT

This Invitation for Bids (IFB) is issued in accordance with the Utah Procurement Code and applicable administrative rules of the Utah Administrative Code.

SECTION 1: PROCUREMENT INFORMATION

1.1 Purpose of this Solicitation

The purpose of this IFB is to enter into an agreement with a qualified vendor to provide and install artificial turf on specified playground surfaces within the Salt Lake City School District (SLCSD).

It is anticipated that this IFB may result in an award of a purchase order to a single vendor, but the SLCSD reserves the right to award contracts to multiple vendors if it is determined to be in our best interests.

1.2 Procurement Unit Designation and Solicitation Number

The Salt Lake City School District (SLCSD) Purchasing Department is the procurement unit for this IFB. The reference number for this IFB is Solicitation #: TB2646- AT. This solicitation number must be referred to on all bids, correspondence, and documentation submitted to the SLCSD relating to this IFB.

1.3 IFB Schedule

See Attachment B - Bidding Timeline

1.4 IFB Instructions

The Solicitation General Provisions are included with this solicitation on Bonfire. These provisions and all instructions in this document should be reviewed carefully to ensure your bid documents are submitted correctly. Bidders must submit bids in accordance will all bid instructions contained in this document and attachments.

1.5 Contract Award Intent

It is anticipated this RFP may result in a single contract award.

1.6 Length Of Contract

The contract resulting from this IFB will be for a period of five (5) years.

SLCSD reserves the right to review the contract resulting from this RFP on a regular basis regarding performance and cost and may negotiate price during the term of the contract.

1.7 PRICE GUARANTEE PERIOD

All pricing must be guaranteed for one (1) year.

Following the guarantee period, any request for price adjustment must be for an equal guarantee period and must be made at least 45 days prior to the effective date. Any request for a price adjustment must include sufficient documentation supporting the request. Any adjustment or amendment to the contract will not be effective unless approved by the SLCSD.

The SLCSD will be given the immediate benefit of any decrease in the market or allowable discount.

SECTION 2: GENERAL INSTRUCTIONS

2.1 Required Terms and Conditions

A contract that results from this IFB will include the Salt Lake City School District Standard Terms and Conditions (Attachment A).

The SLCSD Terms and Conditions will not be negotiated. In addition, the SLCSD requires a bid to be rejected if it is not responsive or responsible. A bid that is not responsive includes a bid that: (a) is conditional; (b) attempts to modify the bid requirements; (c) contains additional terms or conditions; or (d) fails to conform with the requirements or specifications of the IFB.

Any bid that contains exceptions and/or additions to the SLCSD Terms and Conditions may be rejected as non- responsive. Further the SLCSD will not allow a bidder’ s terms and condition to become part of the contract resulting from this IFB. If a bidder’s terms and conditions are attached, referenced, or embedded into a bid, whether intentionally or inadvertently, the bid may also be rejected as nonresponsive. However, a bidder may request an exception and/or addition to the terms and conditions of this solicitation during the Question-and- Answer period.

Any exceptions to the specifications, terms, conditions and minimum requirements in this solicitation, not addressed and resolved during the Q&A period, may be protested in writing to the SLCSD Purchasing Department prior to the closing date for this solicitation.

2.2 Submitting a Bid

Bids must be received by the date and time specified on Bonfire (the “closing date”). Bids received after the closing date will be late and ineligible for consideration.

The method of submitting your bid is electronically through Bonfire. When submitting a bid electronically through Bonfire, please allow sufficient time to complete the online forms and upload documents. This IFB will close at the closing time. If you are in the middle of uploading your bid at the closing time, Bonfire will stop the upload process and your bid will not be received by Bonfire and your bid will not be reviewed by the SLCSD.

Electronic bids may require uploading of electronic attachments. Bonfire will accept a wide variety of document types as attachments. Documents containing embedded encryptions cannot be processed by Bonfire. Additionally, the submission of documents containing embedded documents, zip files, mov, wmp, and mp3 files is prohibited. All documents should be attached as separate files.

2.3 Question and Answer Period

The Question-and-Answer period closes on the date and time specified on Bonfire. All questions must be submitted through Bonfire during the Question-and-Answer period.

Answers from the SLCSD will be posted on Bonfire. Questions may include notifying the SLCSD of any ambiguity, inconsistency, scope exception, excessively restrictive requirement, or other errors in this IFB. A question may also include a request to modify the Terms and Conditions.

Questions are encouraged.

Questions may be answered individually or may be compiled into one document. Questions may also be answered via an addendum. An answered question or an addendum may modify the specification or requirements of this IFB. Answered questions and addendums will be posted on Bonfire. Bidders should periodically check Bonfire for answered questions and addendums before the closing date. It is the responsibility of the bidders to submit their bids as required by this IFB, including any requirements contained in an answered question and/or addendums.

Prior to the closing date, the SLCSD may, at its sole discretion, issue addenda. Addenda may modify any minimum requirement or specification of this IFB. It is the responsibility of the bidders to submit their bids as required by this IFB, including any requirements contained in addenda issued by the SLCSD.

Bidder shall not contact any employee, board member, or evaluation committee member of the issuing procurement unit of this IFB. Failure to comply with this requirement may result in disqualification.

NOTE: Exceptions taken by a bidder to the scope/content of the solicitation that have not been addressed during the Question-and-Answer period may result in the bidder being disqualified.

2.4 Addenda

Any modification to this procurement will be made by formal addendum issued by the SLCSD Purchasing Department. Addenda to this IFB may be made for the purpose of making changes to: the scope of work, the schedule, the qualification requirements, the criteria, the weighting, or other aspects of this IFB. Authorized and properly issued addenda shall constitute the official and binding position of SLCSD. Bidders are encouraged to periodically check Bonfire for posted questions, answers, and addenda.

Any response to this IFB which has as its basis any communications or information received from sources other than this IFB or related addenda may be considered non-responsive and rejected at the sole discretion of SLCSD.

SECTION 3: SOLICITATION REQUIREMENTS

3.1 Scope of Work

The awarded vendor shall furnish all labor, materials, equipment, supervision, and incidentals necessary to remove existing playground surfacing, prepare the site, and furnish and install new artificial turf at various Salt Lake City School District (SLCSD) locations. In most cases, the scope will include demolition and disposal of the current surfacing material and any required base/subgrade preparation to create a safe, stable, and properly draining surface suitable for the new turf system. The majority of existing playground surfaces are poured-in-place (PIP) rubber.

Work may include (as applicable) layout and protection of adjacent features, grading and compaction, installation of base materials, edging/curbing interfaces, seaming and attachment, infill (if required), and final grooming/cleanup to deliver a complete, ready-for-use playground surface. The vendor shall coordinate scheduling and site access with SLCSD to minimize disruption and maintain safety during construction.

All artificial turf products, system components, and installation methods must meet or exceed the minimum requirements set forth in Attachment C - Artificial Turf Specifications

Known projects for Summer 2026 are as follows:

• Bonneville Elementary - approx. 1,300 sf

• Dilworth Elementary - approx. 1,950 sf

• Nibley Park Elementary - approx. 1,750 sf

• Uintah Elementary - approx. 1,320 sf** o ** this location has rubber tiles that must be removed, not PIP.

Known projects for Summer 2027 are as follows:

• Emerson Elementary - approx. 1,465 sf

• Franklin Elementary - approx. 1,360 sf

• Bennion Elementary - approx. 1,430 sf

• Hillside Middle - approx.1,815 sf

SECTION 4: EVALUATION AND AWARD PROCESS

4.1 Bid Evaluation General Information

Pursuant to the Utah Procurement Code, this IFB shall be evaluated in accordance with the objective criteria described in this IFB. Bids submitted must comply with all requirements noted within this IFB. Any bid that does not comply may be deemed non-responsive and disqualified from further evaluation.

4.2 Bid Evaluation Administrative and Mandatory Minimum Requirement Compliance

Each bid received shall be evaluated for responsiveness in the following manner:

Criteria Determination Timely Receipt of Bid Pass/Fail Complete Bid Packet Pass/Fail Complete and Correct Documents Pass/Fail Mandatory Requirements Compliance Pass/Fail

Any bid that does not pass these administrative criteria and the mandatory minimum requirements will be deemed non-responsive and will be rejected from this solicitation.

4.3 Bid Evaluation Technical Specifications

Bids that pass the administrative and mandatory minimum requirements will be evaluated to determine that they meet or exceed the scope of work. Any bid that does not meet or exceed the scope of work will be deemed as non-responsive and disqualified from further consideration.

4.4 Contract Award Process

All bids that meet or exceed the scope of work shall be evaluated on price and the SLCSD Purchasing Department, pursuant to UCA §63-6a-Part 6 of the Utah Procurement Code, shall:

(a) (i) award a contract as soon as practicable to the responsible bidder who submits the lowest responsive bid; and

(ii) publish the name and bid amount of the bidder to whom the contract is awarded; or

(b) (i) cancel the invitation for bids without awarding a contract; and

(ii) publish a notice of the cancellation that includes an explanation of the reasons for cancelling the invitation for bids.