851680turfMdNatl.pdf

PROJECT DESCRIPTION

The Maryland National Capital Park and Planning Commission (M-NCPPC or Commission) is soliciting proposals from qualified contractors to provide services for Turf Renovation, Turf Maintenance, Athletic Field Design, Irrigation Design, and Irrigation Installation on as-needed basis for various sites within Prince George’s and Montgomery Counties. Services may include work at athletic fields, golf facilities, and other Commission properties, including associated turf areas, playing surfaces, and irrigation system.

PROPOSAL DUE DATE/TIME:

Friday, December 4th, 2026, no later than 3:00 p.m.

NOTE: A virtual Pre-Proposal Conference will be held Tuesday, November 10th, 2026, at 2:00 P.M. via Microsoft Teams. All interested offerors must RSVP via OpenGov to receive a link to the pre-bid meeting before Tuesday, Monday, November 9th, 2026, at 11:00 AM EST.

Vendors are strictly prohibited from utilizing any form of Artificial Intelligence (AI) Bots, automated tools, or virtual assistants during Pre-Proposal/Bid Conferences. All communications and participation in such conferences must be conducted by human representatives of the vendor organization. Vendors who utilize any form of (AI) Bots, automated tools, or virtual assistants during the conference will be removed from the meeting. Reasonable modifications and accommodation will be provided by the Commission upon request with reasonable advance notice.

Solicitation Release Date:

Thursday, October 29, 2026

COMMISSION TEAM:

Yesly Contreras, Corporate Procurement Specialist, Department of Finance

TURF RENOVATION, TURF MAINTENANCE, ATHLETIC FIELD DESIGN, IRRIGATION DESIGN, AND IRRIGATION

INSTALLATION

MULTIPLE AWARD TASK ORDER CONTRACTS

RFP NUMBER: 47-115

RFP No. 47-115 Multiple Award Task Order Contracts Turf Renovation, Turf Maintenance, Athletic Field Design, Irrigation Design, and Irrigation Installation

Contents Section I. General Information

A. Introduction B. Task Order Contract C. Use of Awarded Contracts by the Commission D. Rate Adjustments E. Scope of Anticipated Work F. Contract Administration

Section II. Instructions to Offerors A. Pre-submission Information

1. Examination of Proposal Documents

2. Commission Assistance in Proposal Preparation

3. Interpretation of Proposal Documents and Correction of Proposal Documents

4. Extension of Proposal Opening

5. Response to Solicitations B. Preparation and Submission of Proposals C. Receipt and Opening of Proposals D. Irrevocability of Proposals E. Late Proposals, Modifications and Withdrawals F. Mistakes in Proposals G. Protests

Section III. General Conditions A. Ethics in Procurement B. Specifications C. Taxes D. Payment E. Completion of Work F. Anti-Discrimination Program

Section IV. Special Conditions A. Award of Contract

B. Execution of Contract C. Contract Term D. Draft Contract E. Commencement of Work F. Insurance Requirements

Multiple Award Task Order Contracts Turf Renovation, Turf Maintenance, Athletic Field Design, Irrigation Design, and Irrigation Installation

G. Subcontracting or Assigning H. Non-Discrimination in Subcontracting

I. Confidentiality of Commission Materials/Information J. Right of Ownership K. Official Records L. News Releases M. Debriefing of Unsuccessful Offerors N. Complete Services/Products O. Availability of Funds P. Substitutions of Key Personnel Q. Cyber Security R. Remote Access S. Proprietary Information T. Indemnity U. Termination for Default V. Termination for Convenience W. Vendor Registration

Section V. Scope of Work A. Introduction and Project Description B. Contractor Minimum Qualifications C. Project Specifications and Requested Services D. Categories of Services

E. Contractor Responsibilities

1. Required Services

2. General Equipment

3. Potential Required Management Responsibilities

4. Potential Required Task Responsibilities

5. Potential Required Project Deliverables

6. Compliance with Laws and Regulations

7. Coordination with Work Done by Others

8. Subcontractors

9. Commission Responsibilities

10. Method of Task Order Section VI. Proposal Format Section VII. Evaluation Process and Criteria

Multiple Award Task Order Contracts Turf Renovation, Turf Maintenance, Athletic Field Design, Irrigation Design, and Irrigation Installation

A. Selection Process B. Proposal Rating Section VIII. Attachments and Forms

A. Attachments B. Forms

All attachments are downloadable and are located online via the Commission’s electronic bid service provider OpenGov under the Project Documents tab/Attachments.

Multiple Award Task Order Contracts Turf Renovation, Turf Maintenance, Athletic Field Design, Irrigation Design, and Irrigation Installation

Request for Proposal (RFP) Summary

RFP Number: 47-115 Proposal Name: Multiple Award Task Order Contracts Turf Renovation, Turf Maintenance, Athletic Field Design, Irrigation Design, and Irrigation Installation.

Pre-Proposal Meeting:

Tuesday, November 10, 2026, at 2:00 P.M. via MS Teams. All interested offerors must RSVP via OpenGov to receive a link to the pre-bid meeting before Monday, November 9, 2026, at 11:00 AM EST.

Deadline for Technical Questions:

Tuesday, November 17, 2026, NO LATER THAN 3:00 P.M. EST.

All questions must be submitted via email to: yesly.contreras@mncppc.org.

Deadline for Proposals: Friday, December 4th, 2026, NO LATER THAN 3:00 P.M. EST.

MFD

Subcontracting Participation:

A recommended Minority, Female, and Disabled-Owned Business (MFD) subcontracting level of participation of ten percent (10%) has been established for this RFP. A Non-Discrimination in Subcontracting Bid Form must be completed and signed by an authorized person to be deemed responsive.

Proposal Submittal Instructions:

The Proposal should indicate the Request for Proposal Number and must include all required information as outlined in this solicitation and submitted electronically through the Commission’s electronic Proposal service provider (OPEN GOV PROCUREMENT). All addendums and notices will be posted on

OPEN GOV PROCUREMENT.

THE COMMISSION IS NOW REQUIRING ALL VENDORS TO REGISTER ON THE

COMMISSION’S ONLINE VENDOR REGISTRATION (EZ PROCUREMENT).

Prospective Offerors should register as a vendor to be included in the Commission’s vendor list.

Submit Proposal to: Proposals shall be submitted online through the Commission’s electronic Proposal service provider (OPEN GOV PROCUREMENT). The Commission will not be accepting paper copies of Proposals.

Proposals delivered to any location or electronic submission other than the Commission’s electronic Proposal service provider (OpenGov Procurement) listed above will not be considered. Oral, telephonic, telegraphic, and facsimile Proposals will not be accepted. No Proposals shall be delivered by mail or courier service; the Offeror assumes full responsibility for its timely delivery to the designated website (OpenGov Procurement). Proposals received after the date and time specified for receipt of Proposals will be rejected and returned unopened. Offerors are to conform to the procurement conditions herein.

Inquiries: All inquiries regarding this Solicitation must be directed by email to:

Yesly Contreas, Corporate Procurement Specialist Email: Yesly.Contreras@mncppc.org MARYLAND RELAY SERVICE: 1 (800) 735-2258 [for the hearing impaired] mailto:yesly.contreras@mncppc.org https://www.mncppc.org/vendorresources/ mailto:Yesly.Contreras@mncppc.org

Multiple Award Task Order Contracts Turf Renovation, Turf Maintenance, Athletic Field Design, Irrigation Design, and Irrigation Installation

Section I. General Information

A. Introduction

The Maryland-National Capital Park and Planning Commission (Commission or M-NCPPC) is a bi-county agency responsible for the maintenance, repair and rehabilitation of park and recreation facilities in Prince George’s and Montgomery Counties. M-NCPPC is soliciting proposals from highly qualified contractors to provide turf renovation, turf maintenance, athletic field design, irrigation design, and irrigation installation (hereinafter referred to as "services").

The primary services are organized into five categories: Turf Renovation; Turf Maintenance; Athletic Field Design, Irrigation Design; and Irrigation Installation.

B. Task Order Contract

M-NCPPC intends to award multiple indefinite delivery, indefinite quantity contracts with highly qualified contractors for the categories listed in Part V of this RFP. After contracts are executed, Task Orders will be awarded for individual projects in accordance with the method of Task Order award described in Part V.10 of this RFP. The Commission may issue an undetermined number of individual Task Orders, as outlined in this solicitation, up to a maximum of $750,000 per Task Order/project.

C. Use of Awarded Contracts by the Commission

This RFP is issued on behalf of M-NCPPC. Contracts awarded as a result of this solicitation may be used by M- NCPPC divisions/units of both Montgomery and Prince George's Counties. Each of these entities may procure services from the selected contractor(s) by issuing individual Task Orders issued under these same terms, conditions, and pricing established by this contract.

The Commission reserves the right to issue competitive solicitations for any project without the use of the contracts resulting from this RFP. The Commission does not guarantee any portion of work to awarded contractors as part of this Solicitation.

D. Rate Adjustments

Hourly rates (for the prime Offeror and all Subcontractors) submitted with the proposal in response to this solicitation are firm for a period of two (2) years after execution of the Contract. These rates will apply to all work awarded under the Contract, including additional work, change orders or any other modifications. Any request for an adjustment after the initial three-year period is subject to the following:

• Approval or rejection by the Executive Director or designee.

• Submitted in writing to the contract administrator and accompanied by supporting documentation justifying the Contractor's request. A request for any price adjustment may not be approved unless the Contractor submits to the Commission sufficient justification to support that the Contractor's request is based on its unanticipated increase in costs in delivering the services under the contract.

Multiple Award Task Order Contracts Turf Renovation, Turf Maintenance, Athletic Field Design, Irrigation Design, and Irrigation Installation

• Submitted sixty (60) days prior to contract expiration date, if the contract is being amended.

• May be approved if such request is in accordance with the annual percentage change (decrease or increase) of the most recent annual Consumer Price Index (CPI-U) for all Urban Consumers for the Baltimore Washington Metropolitan Area by the United States Department of Labor, Bureau of Labor Statistics for the previous twelve-month period.

• The Commission will approve only one price adjustment for each contract term, if a price adjustment is approved.

• Will be effective sixty (60) days from the date of receipt of the Contractor's request.

• Will be executed by written change order contract amendment.

E. Scope of Anticipated Work

Services will be for various specific projects including but not limited to Capital Improvements Program (CIP) projects, as well as other projects or related services, on an as-needed basis.

F. Contract Administration

The Contract Manager will vary by project and will be identified in each Task Order issued. The Contract Manager's duties include, but are not limited to, the following:

• Serving as liaison between the Commission and the Contractor.

• Submitting invoices to the Project Manager assigned to each Task Order for approval of payment.

• Recommending Task Order modifications to the Project Manager.

• Issuing Notices to Proceed.

• Reviewing Contractor Performance Evaluation Form prepared by the Project Manager for the work performed under each Task Order.

• Monitoring and verifying compliance with the Commission’s Anti-Discrimination Program and any minority, female, disabled (MFD) performance plan.

The Executive Director or his/her designee must approve amendments, modifications, or changes to the terms, conditions, or MFD anti-discrimination plan in writing.

Multiple Award Task Order Contracts Turf Renovation, Turf Maintenance, Athletic Field Design, Irrigation Design, and Irrigation Installation

Section II. Instructions to Offerors

A. Pre-submission Information

1. Examination of Proposal Documents

Offerors must examine all the solicitation documents very carefully and shall prepare their proposal after examination of the location and/or nature of the proposed work. The submission of a proposal indicates that the Offeror thoroughly understands all the terms and conditions, instructions, and specifications of the solicitation.

2. Commission Assistance in Proposal Preparation

Commission staff will not assist any Offeror or Offeror’s agent in the actual preparation of the proposal. Offerors or their agents will not be permitted to use Commission telephones or other facilities in the preparation of the proposal unless the Commission representative specified in the Invitation for Sealed Proposals has given specific authorization.

3. Interpretation of Proposal Documents and Correction of Proposal Documents

Should an Offeror, upon examination of the solicitation documents, or after conducting an investigation of local and site conditions and performing a review of any information related thereto provided by the Commission, require an interpretation or clarification of any provision of such documents or information, or believe there to be any ambiguity or error in or inconsistency or discrepancy between, or otherwise be in doubt as to the meaning or intent of, any part or portion of those documents or that information, the Offeror shall notify the Commission in writing at least five (5) working days prior to the date set for receipt of Proposals.

Address all inquiries to: Department of Finance, Corporate Procurement Services Email: Yesly.Contreras@mncppc.org

An Offeror who fails to request any such interpretation or clarification waives any claim for additional cost or time for any ambiguity or error in or inconsistency or discrepancy between any such documents and/or information which is found to have been apparent at the time of receipt of Proposals.

All interpretations, clarifications, corrections, changes, or other directions related to the requests of Offerors will be provided in writing by the Commission and published on the Commission’s electronic bid service provider, OpenGov at https://procurement.opengov.com/portal/mncppc Failure to respond to required updates may result in a determination of a non-responsive proposal.

The Commission will not be responsible for or bound by any oral communication or any other information or contact that occurs outside the official communication process specified herein by any representative of the Commission.

4. Extension of Proposal Opening

The Commission may extend the deadline for receipt of proposals at its own discretion. If the deadline is extended, the Commission will notify all prospective Offerors in writing and will post the notice on https://secure.procurenow.com/portal/mncppc. It is incumbent upon Offerors to check the Commission’s electronic bid service provider, OpenGov, for addenda and/or any extension of deadline.

mailto:Yesly.Contreras@mncppc.org https://procurement.opengov.com/portal/mncppc https://secure.procurenow.com/portal/mncppc

Multiple Award Task Order Contracts Turf Renovation, Turf Maintenance, Athletic Field Design, Irrigation Design, and Irrigation Installation

5. Response to Solicitations

In the event an Offeror does not submit a proposal on this solicitation, the Offeror should respond via OpenGov by selecting “No Proposal”. Because of the large number of firms listed on the Commission’s Offerors list, it may be necessary to delete from this list the names of those firms that repeatedly fail to respond to Commission solicitations for proposals. Submitting “No Proposal” is not considered a failure to respond.

B. Preparation and Submission of Proposals

The Offeror shall submit and upload all requirements as indicated in the Request for Proposal (RFP). The proposal must be:

a. Signed electronically by authorized principals with the Offeror’s legal name fully stated. A corporation must give the state in which incorporated, using the phrase “A corporation organized under the laws of the State of __________”. Partnerships must give names of partners, using the phrase “co-partners, doing business under the firm name of __________”. Individuals using a trade name must give the individual name, using the phrase “An individual doing business under the trade name of __________”.

b. Submitted in accordance with the format as specified in Section V. Proposals may be submitted as the Offeror may determine, but the proposal must follow the prescribed format as to the requirements of content and order of content.

c. Fully completed by the Offeror, including all information requested and any forms that may be required.

C. Receipt and Opening of Proposals

Proposals submitted via the Commission’s electronic bid service provider, OpenGov, prior to the due date and time specified for the receipt of proposals will be securely kept online unopened until the specified due date and opening time has arrived. There is no public opening of the proposals.

If the Offeror(s) to whom an award is made should fail to deliver any insurance certificates within the time specified:

• The award may be annulled, and the project awarded to the Offeror ranked second, who shall be required to fulfill all stipulations as if such Offeror were the original Offeror to whom the award was made, or

• The Commission may reject all remaining proposals.

All unsuccessful proposals submitted shall become public record upon an announcement of a recommended award, in accordance with the Maryland Public Information Act (MPIA). To protect any trade secret or confidential proprietary information contained in their proposal, Offerors must invoke the exemptions to disclosure provided by law in response to the RFP, identify the data and other material to be protected, and state the reasons why such exclusion from public disclosure is necessary. Failure by the Offeror to comply strictly with the requirements of state law on the protection of trade secret or confidential proprietary information may result in disclosure of such information.

D. Irrevocability of Proposals

Unless otherwise provided for by the RFP documents, all proposals shall be irrevocable for a minimum period of one hundred twenty (120) calendar days following the date established for the opening of the proposal.

At any time prior to the specified proposal opening time and date, proposals may be modified or withdrawn by the authorized representative via OpenGov, the electronic bid provider for the Commission.

Multiple Award Task Order Contracts Turf Renovation, Turf Maintenance, Athletic Field Design, Irrigation Design, and Irrigation Installation

E. Late Proposals, Modifications and Withdrawals

If an Offeror submits a proposal or request for withdrawal after the time set for receipt of proposals, the following will apply:

• A late proposal, late modification or late request for withdrawal will not be considered. Any proposal or modification to a proposal received at the place designated in the Solicitation after the time set for receipt of proposals is late and will not be considered for award.

• Any request for withdrawal or request for modification received at the place designated for proposal opening after the time set for opening of proposals is late.

• Exceptions to these rules may be made when a late proposal, modification, or withdrawal would have been timely but for the action or inaction of procurement personnel directing the procurement activity.

Offerors are responsible for verifying all prices and information before submitting a proposal. Proposals may be withdrawn through OpenGov, the Commission’s electronic bid service provider prior to the proposal due date.

Responding Offerors may “un-submit” their proposal in OpenGov. After withdrawing a previously submitted proposal, the responding Offeror may submit another proposal at any time up to the deadline for submitting proposals.

F. Mistakes in Proposals

After the opening of proposals, the procurement agent shall examine all proposals for mistakes. In cases of apparent mistakes, other than those involving extension of unit prices or other arithmetic errors, when the procurement agent has reason to believe that a mistake may have been made, the procurement agent shall request from the Offeror a verification of the proposal. If the Offeror alleges a mistake, the matter shall be brought to the attention of the Procurement Manager. Such actions shall be taken prior to award.

The Procurement Manager is required to make the administrative determinations necessary in cases of alleged proposal mistakes. The authority permitting correction of proposals is limited to proposals which are responsive as submitted and shall not be used to permit correction of proposals to make them responsive.

If the Procurement Manager knows or has reason to conclude that a mistake in a proposal may have been made, the Procurement Manager shall require that the Offeror confirm the proposal. Confirmation by the Offeror of the proposal will be requested when the proposal reflects either an obvious, apparent error on its face or the cost proposal amount/s is unreasonably lower than those of either the other proposals submitted or the Commission’s estimate.

If the Offeror fails to respond to a request for confirmation of an apparent mistake within the time allotted by the Procurement Manager, the proposal may be considered as originally submitted or may be rejected as non-responsive at the discretion of the Procurement Manager. If the Offeror confirms the proposal, the Procurement Manager shall consider it as originally submitted.

If the Offeror alleges a mistake, the Procurement Manager shall advise the Offeror to support the allegation by statements concerning the alleged mistake and by all pertinent evidence, such as the Offeror’s file copy of the Proposal, original worksheets and other data used in preparing the Proposal, such as Subcontractors and supplier’s quotations, if any, published price lists, and any other evidence which will serve to establish the mistake, the manner in which it occurred, and the Proposal intended.

Additionally:

• A determination may be made permitting the Offeror to correct the proposal if the Offeror requests permission

Multiple Award Task Order Contracts Turf Renovation, Turf Maintenance, Athletic Field Design, Irrigation Design, and Irrigation Installation to do so and clear and convincing evidence establishes both the existence of a mistake and what the proposal intended. In lieu of proposal correction, the Commission may permit a low Offeror alleging a material mistake of fact to withdraw the proposal if there is reasonable proof that a mistake was made, and the intended proposal cannot be ascertained.

• A determination may be made permitting the Offeror to withdraw the proposal if the Offeror requests permission to do so and clear and convincing evidence establishes the existence of a mistake. However, if the evidence is clear and convincing both as to the existence of a mistake and what the proposal intended, and if the proposal, both uncorrected and corrected, is the lowest proposal received, a determination may be made to correct the proposal and not permit withdrawal.

• If the evidence does not warrant a determination under the two paragraphs above, a determination may be made by the Procurement Manager that an Offeror may neither withdraw nor correct the proposal.

• Any clerical mistake, apparent on the face of a proposal, may be corrected by the Commission prior to award, if the procurement agent has first obtained from the Offeror verification of what was intended. Examples of such apparent mistakes are obvious misplacement of a decimal point, typographical errors, and mistakes in the designation of the unit of measure. The correction shall be reflected in the award document.

• After proposal opening an otherwise low Offeror shall not be permitted to delete exceptions to the proposal conditions or specifications which affect price or substantive obligations.

• Nothing in this section is intended to prohibit the Commission from accepting a proposal correction resulting in a reduction in price from the low Offeror after proposal opening, provided that such reduction is not conditioned on or does not result in, the modification or deletion of any condition contained in the Request for Proposal.

G. Protests

Any actual or prospective Offeror who is aggrieved in connection with the solicitation of proposals or award of a purchase may protest to the Commission’s Procurement Manager. Protesters are urged to seek resolution of their complaints initially with the procurement agent. A protest related to a Request for Proposal (RFP) shall be submitted in writing prior to the opening of proposals, unless the aggrieved Offeror did not know and should not have known of the facts giving rise to such protest prior to proposal opening. The protest shall be submitted in writing and received within ten (10) calendar days after such aggrieved Offeror knows or should have known of the facts giving rise to the protest.

The protest must include:

1. The name and address of the Offeror.

2. Identification of the solicitation or purchase.

3. Statement of reasons for the protest.

4. Any supporting documentation to substantiate the claim made, unless the documentation is not available within the protest delivery time, in which instance the expected date the material will be available is to be stated.

5. The remedy sought.

The procurement agent shall, upon written request, make available to the protester information submitted that bears on the substance of the protest except where information is proprietary or otherwise confidential. The protester shall submit any additional information requested by the Procurement Manager within five (5) calendar

Multiple Award Task Order Contracts Turf Renovation, Turf Maintenance, Athletic Field Design, Irrigation Design, and Irrigation Installation days after receipt of the request for such information. Failure of the protester to respond to a request for information may result in the resolution of the protest based on available information.

The decision of the Procurement Manager shall be final and conclusive; unless fraudulent, or:

• within ten (10) calendar days from receipt of the written decision, the protester mails or otherwise furnishes a written appeal to the Executive Director, or

• any person adversely affected by the decision commences an action in court.

The decision of the Executive Director shall be final and binding.

Multiple Award Task Order Contracts Turf Renovation, Turf Maintenance, Athletic Field Design, Irrigation Design, and Irrigation Installation

Section III. General Conditions

A. Ethics in Procurement

By submitting a proposal, the Offeror agrees to adhere to the Commission’s policy on ethics in purchasing. This policy prohibits any person from offering, giving, or agreeing to give any Commission employee or former Commission employee a gratuity or an offer of employment in connection with any aspect of a Commission procurement. Further, payment or offers to pay contingent fees related to procurement of Commission purchases are prohibited except for retention of bona fide employees or bona fide established commercial selling agencies for the purpose of securing business. Potential Offerors are urged to review the ethics policy in detail. Copies may be requested from Corporate Procurement Services by calling 301-454-1600.

B. Specifications

All work must be furnished in accordance with the Scope of Services section of the RFP.

C. Taxes

The Commission is exempt from (a) State of Maryland Sales Tax, (b) District of Columbia Sales Tax, and (c) Federal Excise Tax. Prices, except for the construction of realty, shall not include Sales Tax or Federal Excise Tax.

D. Payment

The Contractor is expected to invoice the Commission for its services in a manner consistent with the progress of the project and the work completed. Payments will only be disbursed for work products successfully completed and accepted, as determined solely by Commission. The Commission will remit payment within (30) days of acceptance and receipt of a properly prepared invoice that includes the related contract/purchase order number, whichever is later.

If the Contractor offered a prompt payment discount, such discount time shall be computed from the date of inspection and acceptance of the commodities or services or the date a correct invoice is received from the Contractor, whichever is later. If adjustments on deliveries cause a delay in payment, and the fault lies with the Contractor, the discount privileges are preserved.

The Commission’s preferred method of payment is via Automated Clearing House (ACH). This allows the deposit of funds directly into your bank account, making it the fastest, most efficient, and secure way to receive timely payments. In order to receive payment via ACH, you must first be a registered vendor with the Commission and have a vendor number. You may refer to the Vendor Guide Attachment F to learn more about how this process works and to complete the vendor registration process and obtain a vendor number.

Please direct all ACH application forms and inquiries by email directly to ACH@mncppc.org.

E. Completion of Work

Upon award of the proposal, the Offeror must be prepared to complete/deliver the work within the time stated in the proposal, and, after award, as amended and approved by the Commission project manager or delegate.

mailto:ACH@mncppc.org

Multiple Award Task Order Contracts Turf Renovation, Turf Maintenance, Athletic Field Design, Irrigation Design, and Irrigation Installation

F. Anti-Discrimination Program

By submitting a proposal, an Offeror shall understand and agree to:

• Not discriminate against minority, female, and disabled-owned Offerors (MFDs) in the selection of Subcontractors on Commission contracts. For contracts with subcontracting opportunities, Offerors are required to provide MFDs the opportunity to submit proposals as Subcontractors and to award those MFDs submitting low proposals to Subcontractors unless there are legitimate reasons not to do so. On certain contracts, the Commission will require Offerors to submit standard forms with the proposals that indicate how they have complied with the subcontracting nondiscrimination requirements.

• Not discriminate against MFDs in their performance of work as Subcontractors on Commission contracts.

• Submit forms verifying payment to Subcontractors throughout the course of a contract.

• Not discriminate against any employee or applicant for employment because of age, sex, race, creed, disability, or national origin. If an Offeror is determined by a final order of an administrative agency or a court to be in violation of federal, state or county nondiscrimination laws, any agreement entered by the Commission with a firm may be terminated or suspended in whole or in part by the Commission, and the firm may be debarred from proposing on future contracts with the Commission.

The Subcontracting Nondiscrimination Program shall apply not only to the initial contract award, but also to certain major change orders and amendments that serve to increase the dollar value of the initial contract.

Any violation of the Commission’s Anti-Discrimination Program may result in suspension or debarment of the violator as well as other civil or administrative remedies.

A minority-owned business is any entity that engages in commercial transactions and is at least 51 percent owned and controlled by one or more individuals from the following groups: African Americans (all persons having origins in and of the black racial groups of Africa), Hispanics (all persons of Mexican, Puerto Rican, Cuban, Central or South American, or other Spanish culture or origin, regardless of race), Asians or Pacific Islanders (all persons having origins in any of the Far East, Southeast Asia, the Indian Subcontinent, or the Pacific Islands), and Native Americans (all persons of American Indian, Aleut, Eskimo or Native Hawaiian background). A female-owned business is any entity that engages in commercial transactions and is at least 51 percent owned and controlled by one or more women. A disabled-owned business is any entity that engages in commercial transactions and is at least 51 percent owned and controlled by persons with physical or mental impairment that substantially limits one or more of the major life activities of the individual, as defined in the Americans with Disabilities Act of 1990.

Multiple Award Task Order Contracts Turf Renovation, Turf Maintenance, Athletic Field Design, Irrigation Design, and Irrigation Installation

Section IV. Special Conditions

The terms and special conditions below are hereby incorporated into the solicitation. In addition, by submitting a proposal, Offerors agree to all terms and special conditions herein.

A. Award of Contract

The award of any Contract(s) resulting from this solicitation will be made within the period stated in Item D – Irrevocability of Proposals under Instructions to Offerors in Section II. If award cannot be made within that period, Offerors may be requested to extend the period for the acceptance of their proposals by the Commission.

The successful Offeror(s) will be sent a written Letter of Intent stating that the Offeror shall be awarded a Task Order Contract under the Request for Proposals. The Letter of Intent may be rescinded, and the award of a contract canceled by the Commission without any liability on its part, at any time prior to the execution of the Contract by the Commission.

The Commission will make multiple awards under this RFP for each category. A maximum of five (5) contracts will be awarded for each category to the highest ranked, most responsive and responsible offeror(s). The basis of award will be made in accordance with the Commissions Purchasing Manual at section 9-820, Sealed Proposal Method. Under the Sealed Proposal Method, discussions after proposals have been opened are permitted to allow clarifications and changes in the proposals. Judgement factors may be used not only to determine if the service offered meets the required criteria, as stated in this proposal, but also to evaluate competing proposals. Thus, the quality of the service may be used as a trade-off against the price of the service, and awards can then be made to the responsive and responsible Offeror whose proposal is most advantageous to the Commission. n.

Failure to enclose and submit requested data or comply with the requests as stated herein may be cause for rejection of the proposal as non-responsive.

Changes in the phraseology of the proposal, additions, unauthorized substitutions, and limiting or conditional provisions may be cause for rejection of the proposal as non-responsive. A proposal may be rejected as non-responsive if the Offeror fails to comply with the Commission’s Anti-Discrimination Program.

A proposal from a debarred or suspended Offeror will be rejected as non-responsible.

“Responsible” means the Offeror is capable of fully performing the requirements and has demonstrated integrity and reliability that assure good faith performance.

If the Offeror to whom an award is made should fail to execute the contract or deliver any insurance certificates within the time specified, the award may be annulled and the project awarded to the Offeror ranked second under the evaluation criteria, who shall be required to fulfill all stipulations as if such Offeror were the original Offeror to whom the award was made, or the Commission may reject all remaining proposals.

The Commission reserves the right, when reviewing proposals for award, to waive minor informalities or irregularities in the proposals and in the proposing procedure. The Offeror to whom an award is made will be notified as soon as possible. The Commission reserves the right to reject any or all proposals, and to reject any or all optional items included in the proposal.

Unless otherwise stated in the scope of services section, the Commission reserves the right to award in the aggregate or to make separate awards.

Multiple Award Task Order Contracts Turf Renovation, Turf Maintenance, Athletic Field Design, Irrigation Design, and Irrigation Installation

B. Execution of Contract

Concurrent with or after a Letter of Intent has been issued to the successful Offeror(s), the Commission will forward the formal Contract for execution. The executed Contract shall be returned to the Commission within ten (10) calendar days of the Commission's mailing to the successful Offeror. The Offeror shall include with the signed Contract all documents requested in the Letter of Intent.

C. Contract Term

The initial term of the contract(s) resulting from this solicitation will be two (2) years. The Commission reserves the right to renew the contracts for three (3) additional terms of one (1) year each, contingent upon the Contractor’s satisfactory performance.

The term of an individual Task Order awarded under these contracts may extend beyond the Contract Term, and must be honored with the same terms, conditions and prices in effect at the time of award until completion of the work and final acceptance thereof by the Commission.

D. Draft Contract

Offerors shall review the draft contract (Attachment C) and submit with their proposals any objections to the contract. If no objections are submitted with the proposal, the successful Offeror will be required to sign a final contract within seven (7) calendar days after notification of award.

E. Commencement of Work

The Contractor will be expected to commence work within five (5) business days of the date of the “Notice to Proceed” issued by the Commission.

F. Insurance Requirements

The Contractor shall be required, simultaneously with the execution of the contract, to furnish the contract administrator satisfactory proof of insurance required by the Insurance Checklist (Attachment E). In addition to the general insurance requirements described in the checklist, the Contractor must maintain in full force and effect Professional Liability Insurance, naming the Commission as an additional insured on the Contractor’s Commercial and Excess/Umbrella Insurance for liability arising out of Contractor’s products, goods, and services provided under the contract.

G. Subcontracting or Assigning

The proposal shall clearly indicate the proposed Subcontractors to be utilized to perform the Scope of Services described herein. Once a contract has been awarded to the successful Offeror, no proposed Subcontractor shall be changed without the written approval of the Commission’s Contract Manager. Any proposed substitution must be with persons and/or firms of equal or comparable experience and education.

H. Non-Discrimination in Subcontracting

This RFP has significant subcontracting opportunities; therefore, each Offeror must demonstrate compliance with the Commission’s Non-Discrimination in Subcontracting Program. A recommended MFD subcontracting level of

Multiple Award Task Order Contracts Turf Renovation, Turf Maintenance, Athletic Field Design, Irrigation Design, and Irrigation Installation participation of ten percent (10%) has been established for this RFP. A Non-Discrimination in Subcontracting form must be completed and signed by an authorized person in order to be deemed responsive.

Offerors may request a list of MFD certified suppliers registered to do business with the Commission by contacting the Corporate Procurement Services Department.

I. Confidentiality of Commission Materials/Information

The Contractor agrees to hold all materials and information belonging to the Commission in strictest confidence and not to make use thereof other than for the performance of contractual obligations, to release it only to employees requiring such information, and not to release it to or disclose it to any other party.

Any information of a restricted nature provided to the Contractor by the contract administrators or designee in the course of contract implementation, will be handled in accordance with restrictions placed thereon by the contract administrator. Information or documents given to or generated by the Contractor in the course of contract implementation will be considered restricted information and subject to handling and dissemination restrictions as specified herein and/or as specified by the contract administrator.

The Contractor will indemnify and save harmless the Commission, its officers, agents, and employees from all liability which may be incurred by reason of dissemination, publication, distribution, or circulation, in any manner whatsoever, or any information, data documents, or materials pertaining in any way to the resultant contract by the Contractor, its agents or employees.

J. Right of Ownership

All material and work items produced by the Contractor will be the sole property of the Commission. Under no circumstance will the Contractor use or disseminate this information, in any form to any outside parties.

K. Official Records

The Contractor agrees that none of the Commission’s records will be removed from the Commission’s premises.

L. News Releases

All Offerors, prior to award and the successful Offeror after award will not make any news releases concerning this contract without the prior written permission of the contract administrator.

M. Debriefing of Unsuccessful Offerors

Upon written request made within fifteen (15) calendar days after contract award, the procurement agent will provide any unsuccessful Offeror with a discussion of the Commission’s evaluation of its proposal, citing the deficiencies and weaknesses. Point-by point comparisons with the proposals of others will not be made.

Debriefings will not include discussions of information contained in other Offerors’ proposals.

N. Complete Services/Products

The successful Offeror shall be required to (a) furnish all tools, equipment, supplies, supervision, transportation, and other accessories, services, and facilities necessary to complete the work; (b) furnish all materials, supplies, and equipment specified and required to be incorporated in and form a permanent part of the completed work; (c)

Multiple Award Task Order Contracts Turf Renovation, Turf Maintenance, Athletic Field Design, Irrigation Design, and Irrigation Installation provide and perform all necessary labor; and, (d) perform and complete the work in accordance with good technical practice, with due diligence, and in accordance with the requirements, stipulations, provisions, and conditions of this RFP and the resultant contract.

O. Availability of Funds

If the Commission should not, for any reason at any time appropriate or otherwise make available funds sufficient to acquire products or services contracted for in this RFP, the Commission may, upon thirty (30) days written notice, unilaterally terminate such contract without penalty or termination expense. If funds are not appropriated for the contract for any reason, the Contractor shall not prohibit nor otherwise limit the Commission’s right to pursue any contract for alternate solutions and remedies as deemed necessary for the conduct of its affairs. The requirements of this provision shall apply to any amendment or the execution of any option to extend the contract.

P. Substitutions of Key Personnel

No substitution of key personnel included in the proposal may occur without written approval of the Commission project manager. Replacements of the key personnel must have the experience and qualifications required in this RFP. Requests for substitutions of key personnel must be submitted in writing and approved by the Commission at least ten (10) working days prior to the replacement.

Q. Cyber Security

The Contractor shall not divulge information about the Commission’s employees, positions, functions, or contact information, including email addresses, to outside parties, nor provide any other information that could be used for social engineering, data mining, phishing, or other malicious attacks or data-mining operations. The Contractor shall ensure the Commission’s data is inaccessible to unauthorized people, shall protect information and systems from being modified by unauthorized people, and ensure authorized people can access the information when needed.

R. Remote Access

The Contractor shall only access the Commission’s network from a private location like a home or office where there is no threat from shoulder surfing. The Contractor shall never access the Commission’s network from a public location like a coffee shop, airport, or from outside of the United States. The Contractor shall not use public Wi-Fi, or any other shared unsecured network connection to access the Commission’s network.

S. Proprietary Information

Material submitted in response to this solicitation will become public record and will be subject to inspection after proposal opening. Any material requested to be treated as proprietary or confidential must be clearly identified and easily separable from the rest of the proposal. Such request must include a justification. The request will be reviewed and either approved or denied by the Procurement Manager. If denied, the Offeror will have the opportunity to withdraw its entire proposal, or to remove the proprietary restrictions.

T. Indemnity

The Contractor shall indemnify and save harmless the Commission from and against all actions, liability, claims, suits, damages, cost, or expenses of any kind which may be brought or made against the Commission of which the

Multiple Award Task Order Contracts Turf Renovation, Turf Maintenance, Athletic Field Design, Irrigation Design, and Irrigation Installation

Commission must pay and incur by reason of or in any manner resulting from injury, loss or damage to persons or property resulting from its negligent performance of or failure to perform any of its obligations under the terms of this contract.

U. Termination for Default

The Contractor’s right to perform this contract may be terminated by the Commission in the event services are not performed as called for in the contract. Thereafter, the Commission may have the service performed by others and the Contractor shall be liable for all costs to the Commission in excess of the contract price for the remaining portion of the current contract period.

V. Termination for Convenience

If the Commission elects to terminate this contract, written notice will be given at least thirty (30) days in advance of the effective date. The Contractor will be paid for all labor and materials provided as of the termination date; no consideration will be given for anticipated loss of revenue on the cancelled portion of the contract.

W. Vendor Registration

All Contractors, Subcontractors, and suppliers doing business with the Commission must complete the vendor registration process. The Commission uses an online Supplier Portal at www.mncppc.org/register.html. Vendors that registered prior to 2014 must now complete the online process with updated information. You may refer to the Vendor Registration Guide (Attachment F) to complete the process.

Vendors will be required to upload a signed W-9 form to the Supplier Portal at www.mncppc.org/register.html and submit an ACH Application directly to ACH@mncppc.org, to complete the vendor registration process.

For assistance with the Supplier Portal please contact the Corporate Procurement Division at (301) 454-1600.

http://www.mncppc.org/register.html https://mncppcprod-lm01.cloud.infor.com:1442/lmscm/SourcingSupplier/html/SourcingSupplier?csk.SupplierGroup=100&csk.CHP=LMPROC https://mncppcprod-lm01.cloud.infor.com:1442/lmscm/SourcingSupplier/html/SourcingSupplier?csk.SupplierGroup=100&csk.CHP=LMPROC mailto:ACH@mncppc.org

Multiple Award Task Order Contracts Turf Renovation, Turf Maintenance, Athletic Field Design, Irrigation Design, and Irrigation Installation

Section V. Scope of Work

A. Introduction and Project Description

The Maryland-National Capital Park and Planning Commission (M-NCPPC or Commission) is a bi-county agency responsible for routine maintenance, construction and repair of various parks and recreational centers within Prince George’s and Montgomery Counties. The Commission is requesting proposal from high-qualified contractors to provide services as outline herein in Section B- Categories of Services for various Scope of Services including turf renovation, turf maintenance, athletic field design, irrigation design, and irrigation installation. These services are not an inclusive list and the Commission may reserve the right to include other services related to such Categories of Services.

The services under this Contract may also be required at M-NCPPC golf facilities and associated golf-course playing surfaces. Work may include, but is not limited to, putting greens, tees, fairways, approaches, collars, roughs, practice areas, driving ranges, and other maintained turf areas associated with golf operations.

Golf-course turf and irrigation projects may require specialized equipment, materials, construction methods, agronomic practices, and scheduling due to the unique characteristics of golf-course playing surfaces and the ongoing operation of the facilities. Contractors performing work at golf facilities may be required to coordinate with M-NCPPC Golf Operations, facility management, and golf course maintenance staff to minimize impacts to daily golf operations, scheduled play, tournaments, leagues, special events, and other facility activities.

The specific requirements, work limitations, scheduling, access requirements, and operational considerations for all projects…