6-1 - IFB 25-1008 - Hurricane Education Center – Artificial Turf Chat Installation (1).pdf

Utah Tech University

Invitation to Bid #25-1008

Hurricane Education Center – Artificial Turf & Chat Installation Posted:

1. Solicitation Description

Utah Tech University is soliciting sealed bids from qualified contractors for the installation of artificial turf and chat fill at the Hurricane Education Center, located in Hurricane, Utah. The project includes all site preparation, base and curbing installation, turf and infill system installation, and chat fill as described in the scope of work.

This Invitation for Bid (IFB) is governed by Utah Code Title 63G, Chapter 6a, and all applicable state regulations.

2. Budget:

● The project has a budget of $85,000

3. Project Overview The project consists of constructing a new artificial turf field measuring approximately 106.5 ft x 150 ft, centered within an oval area.

Work includes:

● Site preparation and grading

● Base construction

● Concrete curbing

● Artificial turf system installation

● Infill and chat installation

● Final grooming and inspection

Site Preparation ➔ Excavate and grade the designated area to the correct elevations.

➔ Compact subgrade to 95% maximum dry density (ASTM D1557).

➔ Remove and dispose of debris or unsuitable soils offsite.

➔ Ensure positive surface drainage out and away from the area and surrounding asphalt track.

Base Construction ➔ Install 4 inches of compacted road base (3/4" minus or approved equivalent) over prepared subgrade.

➔ Compact to a smooth, uniform surface (±1/4" tolerance over 10 ft).

➔ Verify drainage slope and stability before turf placement.

Concrete Curbing ➔ Construct continuous concrete curbing around the 106.5’ x 150’ field perimeter.

➔ Curb dimensions: 4” wide x 6” deep, reinforced as required.

➔ Set the top elevation flush with finished turf height for a clean transition. Turf height should be the same as the existing asphalt track.

➔ The curb will serve as the turf anchoring edge.

Artificial Turf System Minimum performance specifications:

➔ Total Weight: 90–105 oz/sq yd ➔ Face Weight: 65+ oz/sq yd ➔ Pile Height: 1.75" ➔ Backing: Double Polypropylene + Polyurethane coating ➔ Infill Ratio: 1.5–2.5 lbs/sq ft ➔ Warranty: Minimum 10 years (UV and wear)

Contractor to propose a product meeting or exceeding these specifications. All turf materials must be rated for high UV exposure and heat resistance suitable for Southern Utah’s climate.

Infill Options Vendors shall provide three infill system options with product data and pricing per square foot:

➔ Good – Standard silica sand (1.5–2.0 lbs/sf): Economical, higher maintenance.

➔ Better – Sand + rubber blend (EPDM/SBR) (~2.0 lbs/sf): Improved cushioning.

➔ Best – Premium coated or organic infill (e.g., cork, Envirofill™, T°Cool™) (2.0–2.5 lbs/sf): Cooler temps, antimicrobial, lowest maintenance.

Alternative systems are allowed if equivalent or superior in performance and warranty.

Turf Installation ➔ Align and install turf panels to minimize seams and directional shading.

➔ Bond seams using approved seaming tape and adhesive.

➔ Secure turf to concrete curbing using galvanized anchors or bar system.

➔ Evenly distribute selected infill and mechanically brush for uniformity.

➔ Perform final grooming to ensure proper fiber orientation and infill depth.

Chat Fill at Oval Ends Install Rebel Red chat, or approved equivalent, in the two curved ends of the oval and along the north and south borders of the field.

➔ Along the interior edge of the track, place Rebel Red chat to form a clean, uniform border that aligns flush with the adjacent turf and asphalt edge.

◆ Target coverage area (interior): Approximately 9,500 sq. ft.

◆ Approximate depth: 4 inches

➔ Along the outer edge of the track, provide a 3-foot-wide chat shoulder. The chat depth shall match the adjacent asphalt elevation at the track edge and taper uniformly over the 3-foot width to meet existing grade.

◆ Target coverage area (outer shoulder): Approximately 2,000 sq. ft.

◆ Depth: Matches adjacent asphalt at track edge, tapering to existing grade

➔ Install weed barrier fabric beneath all chat fill areas.

➔ Compact all chat to match the turf elevation, providing a firm, even surface with a medium density equivalent to 90–95% of maximum dry density per ASTM D698 (Standard Proctor Test) or as otherwise approved by the Owner.

Quality Control & Closeout ➔ Provide product data, warranty certificates, and maintenance manuals.

➔ Conduct final inspection with Facilities staff; correct any deficiencies.

➔ Deliver maintenance recommendations for turf grooming and infill replenishment.

Exclusions ➔ Irrigation modifications or electrical work.

➔ Landscaping outside turf and chat zones.

4. Project Timeline

● Projected start date is Winter 2025

● Substantial completion by Spring 2026

5. Important Dates

● Wednesday, October 15 at 1:00 PM (MST) - Invitation to Bid posted

● Wednesday, October 22 at 12:00 PM (MST) - Intent to Bid Due. All interested agencies declare their intent to submit a proposal. Failure to submit this document may result in automatic disqualification

● Wednesday, October 29, at 11:00 AM (MST) - Mandatory Walk-through of site

● Wednesday, November 5 at 12:00 PM (MST) - Question Deadline - All questions must be submitted electronically via U3P;

responses will be posted via U3P.

● Wednesday, November 12 at 12:00 PM (MST)- Submission Deadline (must be submitted electronically via U3P)

6. Minimum Requirements

● By submitting a bid, you agree to the University’s Purchasing Terms. Please sign the document and submit as a separate file.

● Bidders must agree to the University’s Supplemental Terms and Conditions; however, if the vendor does not agree in full to the supplemental terms a redline version may be submitted for the University's Legal Council to review and approve. In addition, if the bidder requires the University to sign any vendor agreement, that agreement shall include the University’s Supplemental Terms and Conditions. NOTE: Redlining the University’s Supplemental Terms and Conditions will not automatically guarantee approval. If the University’s Legal Council does not approve any proposed changes, it will result in a disqualified bid.

● The vendor must have a minimum of five (5) years of experience in their field

● The vendor must hold a valid contractor license within the state of Utah.

7. Submission Requirements

Bids must include the following documents:

● File #1 - Company Profile & Project Team

■ Offer detailed background information about your company, focusing on experience and expertise related to this IFB. Include names of team members, including their roles and relevant experience. This file should be no longer than 2 pages; however, your responses should be detailed, yet concise.

● File #2 - Project Approach – Methodology, staffing, project timeline, and quality assurance plan.

■ Include estimated start and end dates.

● File #3 - Cost Sheet - completed bid form

■ A list of product features, specifications, warranty period (min of 10 years) and price per unit

■ A detailed breakdown of all costs (Note: The University is tax-exempt and can provide a tax-exempt certificate upon request)

■ Quotations must be valid for at least 90 days

● File #4 - Evidence of the bidder’s qualifications and experience

■ Required certifications or licenses

● File #5 - References & additional documentation (the items below should be uploaded to U3P separately)

■ 3 references of previous projects similar to the IFB - within the last 2 years

■ Signed University Supplemental Terms and Conditions

■ Signed Purchasing Terms

■ W-9 (if not previously submitted in the past 12 months)

Bid Submission:

All bids must be submitted through the Utah Public Procurement Place (U3P) website by Wednesday, November 12 at noon.

○ Late submissions will not be considered.

8. Bid Evaluations

Evaluation Criteria:

Bids will be evaluated based on the following criteria:

● Price: The lowest responsive and responsible bid will be selected.

● Compliance: Bids must meet all specifications and requirements outlined in this IFB.

● Project Schedule: The contractor’s ability to meet the timeline of this project.

● Past Performance: Evidence of successful past projects or similar work.

9. Awarding the Solicitation

9.1. The contract will be awarded to the lowest responsive and responsible bidder whose bid meets all required specifications. The University reserves the right to reject any and all bids. The primary factor in awarding the contract will be the lowest responsive and responsible bid that meets all the required specifications. Costs will be evaluated to ensure they fit within the budget outlined. We will not accept bids that exceed the stated budget. Do not submit a bid if your costs will exceed the stated budget.

10. Project Start, Invoicing, and Payments

10.1. No order or project may be initiated without first receiving an official Purchase Order (PO) issued from the

University’s Purchasing Department. POs are only issued on a fiscal year basis (fiscal year starting on July 1st of each year); therefore, any multi-year agreements require a new PO to be issued after the University’s fiscal year begins and may include all expected deliverables for that fiscal year.

10.2. All invoices must include a valid PO#. The University is not obligated to pay any invoice that does not contain a valid

PO#.

10.3. Payments are encouraged to be paid via ACH. ACH information may be provided to the Purchasing Department at any time after the award of the RFP.

10.4. No pre-payments will be made of any kind. Progress Payments will be made upon request and will be tax-exempt.

11. Bidder Acknowledgment

11.1. By submitting a bid, the bidder acknowledges that they have read and understand the terms and conditions outlined in this IFB and agrees to abide by them.

Signature of Authorized Bidder

(FIRST & LAST NAME) (TITLE)

(COMPANY NAME) (DATE)

3.Project Overview

Base Construction

Concrete Curbing

Artificial Turf System

Infill Options

Turf Installation

Chat Fill at Oval Ends

Quality Control & Closeout

Exclusions