Attachment_J_-_Synthetic_Turf_guidelines.pdf

This is a synthetic turf guidelines attachment document related to the City of Milpitas Parks and Landscaping Maintenance Services Request for Proposal issued December 23, 2025. The document provides technical specifications and standards for the installation, maintenance, and management of synthetic turf within the City's 25 parks and 11 city facility landscapes totaling approximately 7.8 million square feet of maintained grounds. The guidelines establish requirements for synthetic turf materials, installation methodologies, performance standards, and ongoing maintenance protocols to ensure consistency and quality across all municipal parks and facilities. The RFP response deadline is February 4, 2026, at 12:00 p.m., with an anticipated contract commencement date of October 1, 2026. The contract term is one year with options to extend for six additional one-year periods, creating a potential seven-year total agreement.

Qualified contractors must hold a current California C-27 Landscaping Contractor's License and maintain comprehensive insurance coverage including Commercial General Liability of at least $2,000,000 per occurrence. Pricing evaluation utilizes a mathematical formula where the lowest proposal receives maximum points, with higher proposals receiving pro rata scores based on the lowest bid. On-call work will be billed at the contractor's submitted rate sheet, with material and rental costs capped at a maximum 10% markup. The RFP does not specify explicit set-aside designations for disadvantaged enterprises, and no incumbent vendor is identified. The City reserves the right to award the contract in whole or in part, award multiple contracts, or cancel the RFP entirely.