Baseball_Softball RFP.pdf

PENNFIELD SCHOOLS

REQUEST FOR PROPOSALS

Pennfield High School Varsity Baseball and Softball Field Improvements

RFP INFORMATION DISTRICT ENTRY

RFP Number [INSERT RFP NUMBER]

Issue Date 10/2/26 @ 4:00PM

Pre-Bid Meeting 10/8/26 @ 12:00PM

Questions Due 10/12/26 @ 5:00PM

Proposals Due 10/16/26 @ 10:00AM

Anticipated Award 10/21/26 @ 11:00AM

Substantial Completion 11/19/26 @ 5:00PM

District Contact Marty Martin (Athletic Director), martinm@pennfield.net, (269)961-9777

Pennfield High School • 8299 Pennfield Road • Battle Creek, Michigan 49017

SEALED PROPOSAL — DO NOT OPEN

Submit exactly as directed in Section 4.

mailto:martinm@pennfield.net

1. Invitation and Project Intent Pennfield Schools (the “District”) invites qualified contractors to submit sealed proposals for improvements to the Pennfield High School varsity baseball and varsity softball facilities. The District seeks safe, durable, efficient, and equitable facilities that support student-athletes, coaches, spectators, maintenance staff, and community use.

The selected contractor will furnish all labor, supervision, materials, equipment, permits, testing, coordination, closeout documentation, and incidentals necessary for a complete, operational project. The District may award the work as one contract, by field, by bid package, or through any combination of base bids and alternates that best serves the District.

2. Procurement Schedule

MILESTONE DATE / TIME

RFP issued 10/2/26 @ 4:00PM

Pre-bid meeting and site walk 10/8/26 @ 12:00PM

Deadline for written questions 10/12/26 @ 5:00PM

Proposal deadline and public opening 10/16/26 @ 10:00AM

Interviews/clarifications, if needed 10/14/26 @ 5:00PM

Recommendation/Board action 10/20/26 @ 6:00PM

Notice to Proceed 10/21/26 @ 9:00AM

Substantial completion 11/19/26 @5:00PM

Final completion 11/30/26 @ 5:00PM

3. Existing Conditions and Contractor Verification The sites are active school athletic facilities. Existing dimensions, elevations, utility locations, drainage performance, soil conditions, irrigation, fencing, access, and quantities must be field-verified. District information is for general reference and does not relieve the contractor of verification responsibilities.

● Coordinate work around school, athletic, community, and event schedules.

● Protect students, staff, visitors, adjacent fields, paving, buildings, utilities, and landscaping.

● Before pricing, identify assumptions, exclusions, required design services, and missing information needed for a complete system.

4. Proposal Submission Instructions Delivery: Submit 3 copies, and 1 searchable electronic copy on USB drive in a sealed package no later than October 16, 2026 to:

Stephanie Lemmer, Superintendent Pennfield Schools 8587 Pennfield Road Battle Creek, MI 49017

Package label: “SEALED PROPOSAL — PENNFIELD HIGH SCHOOL VARSITY BASEBALL AND

SOFTBALL FIELD IMPROVEMENTS — DO NOT OPEN.”

Late proposals: Late, emailed, faxed, or otherwise nonconforming proposals may be rejected and returned unopened.

Questions: Submit written questions only to martinm@pennfield.net. Oral explanations are not binding.

Material interpretations will be issued by addendum.

Proposal validity: Pricing must remain firm for at least ninety (90) calendar days after the deadline.

5. Scope of Work Final scope will be refined through site verification and issued drawings/specifications. Price a complete installation, including demolition, disposal, survey/layout, subgrade preparation, restoration, testing, startup, training, and warranties. Work must comply with applicable codes, governing-body requirements, manufacturer instructions, and accepted sports-field construction practices.

5.1 Base Bid A — Varsity Baseball Field

● Survey and document field geometry, grades, drainage patterns, utilities, irrigation, fencing, dugouts, bullpens, batting areas, spectator areas, and access routes.

● Correct drainage deficiencies through positive grading, infield edge management, subsurface drainage and/or other recommended measures; connect or discharge lawfully.

● Renovate or reconstruct the skinned infield with compatible engineered infield mix; laser-grade;

provide conditioner and stabilization where specified.

● Reconstruct the pitching and home-plate/batter’s-box areas using appropriate clay systems; confirm elevations and dimensions with the District.

● Repair, regrade, or replace turf; furnish topsoil, seed or sod, amendments, fertilizer, and establishment maintenance.

● Evaluate and improve irrigation coverage, controls, valves, heads, piping, winterization, and quick-coupler access.

● Repair or replace backstop, sideline/outfield fencing, gates, warning-track interfaces, protective padding, and foul poles as identified.

● Provide bases, anchors, pitching rubber, home plate, field markings, appropriate clay covering around bases, and complete-play accessories.

● Restore disturbed walks, lawn, pavement, and landscaping; remove debris and leave the facility ready for use.

5.2 Base Bid B — Varsity Softball Field

● Survey and document field geometry, grades, drainage patterns, utilities, irrigation, fencing, dugouts, bullpens, batting areas, spectator areas, and access routes.

● Correct drainage deficiencies through positive grading, infield edge management, subsurface drainage and/or other recommended measures; connect or discharge lawfully.

● Renovate or reconstruct the skinned infield with compatible engineered infield mix; laser-grade;

provide conditioner and stabilization where specified.

● Reconstruct the pitcher’s circle and home-plate/batter’s-box areas using appropriate clay systems;

confirm elevations and dimensions with the District.

● Repair, regrade, or replace turf; furnish topsoil, seed or sod, amendments, fertilizer, and establishment maintenance.

● Evaluate and improve irrigation coverage, controls, valves, heads, piping, winterization, and quick-coupler access.

● Repair or replace backstop, sideline/outfield fencing, gates, warning-track interfaces, protective padding, and foul poles as identified.

● Improve dugouts, benches, storage, bullpens, batting cages, protective netting/screens, and field-access surfacing as included in the bid schedule.

● Provide bases, anchors, pitching rubber, home plate, field markings, appropriate clay dressing around bases, and complete-play accessories.

● Restore disturbed walks, lawn, pavement, and landscaping; remove debris and leave the facility ready for use.

5.3 Shared Site, Safety, and Accessibility Work

● Provide safe, stable, accessible routes from parking/drop-off to seating and team areas where included.

● Evaluate seating, handrails, guardrails, gates, circulation, signage, and viewing areas; identify code or accessibility concerns.

● Provide erosion, dust, temporary-fencing, traffic-control, and housekeeping measures.

● Coordinate utility locating and MISS DIG requirements before excavation.

● Maintain emergency and fire access.

● Sequence work to preserve designated school or athletic operations.

● Provide written turf/infield establishment and maintenance plans covering the first full season after acceptance.

5.4 Allowances and Alternates

Price each alternate separately, including related general conditions, supervision, mobilization, design, permits, electrical work, restoration, and closeout. The District may accept alternates in any combination.

ITEM DESCRIPTION PRICE

Alt. 1 Permanent seating, accessible companion spaces, paving, and rails.

Alt. 2 Batting cage/bullpen improvements and protective netting.

Alt. 3 Enhanced drainage, irrigation, sod, warning track, fencing, gate additions or surfacing option.

6. Performance and Quality Requirements

● Use new, commercial-grade materials suitable for institutional athletic facilities unless approved otherwise in writing.

● Base field layout and play dimensions on current District-approved MHSAA/NFHS requirements and site constraints; obtain written approval before final layout.

● Use manufacturer-certified installers where required. Submit product data, samples, colors, shop drawings, and system layouts before procurement.

● Provide applicable compaction reports, soil analysis, drainage tests, irrigation verification, and lighting photometrics.

● Control grades with survey equipment and provide final record elevations and as-built drawings.

● Do not substitute products or systems after award without written approval and documented equivalency.

7. Project Delivery and Schedule Anticipated delivery method: [General Contractor / Design-Build / Other — confirm before issue]

Work window: [10/21/26] through [11/30/26]

Blackout dates: 10/23/26- Last home football game

Within ten days after Notice of Award, submit a baseline schedule showing submittals, procurement, mobilization, shutdowns, inspections, turf establishment, substantial completion, punch list, and final completion. Identify long-lead items and mitigation in the proposal. No work begins until contracts, insurance, bonds, permits, safety requirements, and submittals are complete.

8. Required Proposal Content

1. Signed cover letter.

2. Completed Proposal Form and Bid Schedule in Section 15.

3. Company legal name, address, ownership, years in business, and contact.

4. Project team, roles, resumes, and subcontractors/suppliers.

5. Three comparable K–12, municipal, collegiate, or competitive athletic-field projects completed within five years, including contacts.

6. Technical approach, materials, assumptions, exclusions, schedule, phasing, logistics, quality-control plan, and safety plan.

7. Evidence of licenses, insurance capacity, bonding capacity, and financial ability.

8. Disclosure of material litigation, claims, defaults, terminations, or debarment during the last five years.

9. Signed addenda acknowledgment and required certifications/disclosures.

10.Value-engineering options with savings, impacts, and warranty differences.

9. Evaluation and Award The District intends to award to the responsible respondent offering the best value. Lowest price alone will not control. The District may seek clarifications, verify information, interview firms, negotiate permitted terms, reject proposals, waive informalities, modify scope, select alternates, or cancel, subject to law and Board policy.

CRITERION WEIGHT

Relevant experience and references 20%

Technical approach, drainage/field-performance solution, materials, and quality control

25%

Team, schedule, phasing, safety, and completion capability 20%

Base bid, alternates, transparency, and overall value 30%

Completeness and understanding of District needs 5%

10. Contract, Insurance, Bonds, and Payment

● Execute the District-approved agreement incorporating the RFP, addenda, proposal, clarifications, drawings/specifications, and negotiated terms.

● Before work, provide acceptable certificates and endorsements. Recommended minimums, subject to review: CGL $1,000,000 each occurrence/$2,000,000 aggregate; auto $1,000,000 CSL; workers’ compensation statutory and employers’ liability $500,000; umbrella/excess $2,000,000. Name Pennfield Schools and its Board, officers, employees, and agents as additional insureds on a primary/noncontributory basis where applicable.

● Provide five percent (5%) bid security if required by final instructions. The awarded contractor shall provide performance and payment bonds as required by Michigan law and final contract documents.

● Payment applications must include schedule of values, lien waivers/sworn statements, certified payroll when applicable, stored-material documentation, and schedule updates.

● Include taxes, fees, permits, freight, mobilization, supervision, overhead, profit, testing, startup, training, and warranties unless expressly excluded.

11. School-Site Conduct and Protection

● Comply with District visitor, identification, tobacco/drug/alcohol, weapons, harassment, student-contact, background-check, and safety rules.

● Do not photograph, record, interact with, or obtain information about students except as authorized.

● Keep workers within approved areas; coordinate deliveries and noisy work.

● Provide a competent on-site superintendent whenever work occurs.

● Immediately report injuries, utility strikes, damage, safety incidents, or schedule threats.

● The District may require removal of a worker whose conduct, qualifications, or presence creates a safety or operational concern, subject to law and contract.

12. Warranties, Closeout, and Acceptance

● Correct defective or nonconforming work at no additional cost. Provide at least a one-year contractor warranty from final acceptance plus longer manufacturer/system warranties.

● Provide record drawings, approved submittals, product data, warranties, test reports, inspection approvals, permit closeout, keys, spares, maintenance instructions, and training.

● Provide final lien waivers/sworn statements and consent of surety when applicable.

● Substantial completion requires safe, operational facilities suitable for intended use, required inspections, and essential closeout information.

● Final payment does not waive latent defects, warranty obligations, fraud, or unresolved claims.

13. Required Michigan and District Compliance The final solicitation and contract must be reviewed by District legal counsel and the design professional.

Comply with all applicable laws, codes, regulations, ordinances, Board policies, and permits, including when applicable:

● Michigan public-works bonding requirements.

● Michigan school-construction bidding and familial-relationship disclosure requirements.

● Michigan Iran Economic Sanctions Act certification requirements.

● Licensing requirements for contractors and regulated trades.

● MIOSHA/OSHA, environmental, stormwater/erosion, utility-locating, and disposal requirements.

● Michigan prevailing-wage requirements when triggered by funding source or contract terms.

● Americans with Disabilities Act and Michigan accessibility requirements.

● Nondiscrimination, equal employment opportunity, and District vendor requirements.

If federal, state, grant, bond, or other restricted funds are used, the District may add funding-source clauses before award. Identify anticipated compliance conflicts before the question deadline.

14. Reservations and General Conditions

● Proposal-preparation costs are the respondent’s responsibility.

● Proposals may be subject to Michigan FOIA. Clearly identify claimed confidential material; blanket labels are ineffective where prohibited by law.

● No assignment without written District approval.

● The respondent is responsible for subcontractors and suppliers.

● The District does not guarantee quantities, alternates, funding, award, or commencement until a contract is executed.

● Submit any protest in writing to Stephanie Lemmer, District Superintendent within 5 business days, stating the basis and requested remedy.

● 15. Proposal Form and Bid Schedule The undersigned has examined the RFP, site, issued documents, and addenda; can perform within the schedule; and offers to furnish a complete project for the amounts below.

PRICING ITEM AMOUNT

Base Bid A — Varsity Baseball Field $____________

Base Bid B — Varsity Softball Field $____________

Combined Base Bid A + B, including stated savings $____________

General conditions included $____________

Design/engineering allowance, if applicable $____________

Permit/testing allowance, if applicable $____________

Owner contingency allowance, if required $____________

Total before accepted alternates $____________

Attach a detailed cost breakdown by field and major trade. Complete Section 5.4 and the unit-price schedule.

UNIT-PRICE ITEM UNIT ADD DEDUCT

Engineered infield mix installed

Ton $______ $______

Topsoil installed CY $______ $______

Athletic-field sod installed SY $______ $______

Subsurface drain with aggregate/backfill

LF $______ $______

Fence replacement; state type/height

LF $______ $______

Irrigation head/valve replacement

Each $______ $______

UNIT-PRICE ITEM UNIT ADD DEDUCT

Unsuitable soil removal/disposal

CY $______ $______

Proposed start date: ________________________

Calendar days to substantial completion: ________________________

Days from substantial to final completion: ________________________

Bid security enclosed: Yes ☐ No ☐ N/A ☐

Addenda acknowledged: Nos. ____________________

Respondent Certification The respondent certifies that the proposal is genuine, noncollusive, independently prepared, authorized, and complete; that required disclosures are accurate; and that pricing includes all described work except clearly stated exclusions accepted by the District.

FIELD RESPONDENT ENTRY

Legal company name

Address

Authorized representative / title

Telephone / email

Michigan license number(s)

Signature

Date

16. Required Certifications and Disclosures

16.1 Familial Relationship Disclosure

Disclose, to the best of the authorized representative’s knowledge, familial relationships between respondent owners/employees and any Pennfield Schools Board member or Superintendent. If none, write “None.”

The District may require this statement to be sworn and notarized in the form required by Michigan law.

FIELD ENTRY

Respondent

Representative / title

FIELD ENTRY

Signature / date

Notary [Complete District-approved notarization]

16.2 Iran Economic Sanctions Act Certification

The respondent certifies it is not an Iran-linked business as defined by Michigan’s Iran Economic Sanctions Act, 2012 PA 517, and acknowledges remedies for a false certification.

FIELD ENTRY

Respondent

Representative / title

Signature / date

16.3 Conflict, Debarment, and Litigation Disclosure

Disclose actual/potential conflicts, suspension/debarment, business-conduct convictions, material litigation, defaults, or terminations within five years. If none, write “None.”

17. Reference Form

REFERENCE PROJECT INFORMATION

Reference 1 Owner: __________________ Contact:

Phone/email:

Project/scope:

Completion date/value:

Reference 2 Owner: __________________ Contact:

Phone/email:

Project/scope:

Completion date/value:

REFERENCE PROJECT INFORMATION

Reference 3 Owner: __________________ Contact:

Phone/email:

Project/scope:

Completion date/value:

18. District Pre-Issue Checklist — Remove Before Publication

● ☐ Confirm procurement method, statutory pathway, Board policy, and legal review.

● ☐ Insert number, dates, delivery location, contacts, protest period, and public-opening details.

● ☐ Attach drawings, survey, soils/drainage information, specifications, and site photographs.

● ☐ Confirm whether pre-bid meeting is mandatory.

● ☐ Define bid boundaries, alternates, allowances, unit prices, contingency, and design responsibility.

● ☐ Confirm funding source and prevailing-wage, grant, federal, bond, or tax clauses.

● ☐ Confirm security, bonds, insurance, indemnity, retainage, and agreement form.

● ☐ Set work window, turf requirements, blackout dates, damages if any, and access constraints.

● ☐ Confirm accessibility and whether bleachers, press boxes, lighting, scoreboards, concessions, restrooms, parking, or utilities are included.

● ☐ Attach standard agreement, General Conditions, background rules, affidavits, and envelope label.