biddoc.pdf

REQUEST FOR PROPOSALS

BARNES SOFTBALL COMPLEX SYNTHETIC TURF

UPGRADES – FIELDS 7-10, INFIELDS FIELDS 5,6

RFP # 2026-067

NOTICE TO PROPOSERS

The City of Loveland, Colorado (“City”) is requesting sealed proposals to provide BARNES

SOFTBALL COMPLEX SYNTHETIC TURF UPGRADES – FIELDS 7-10, INFIELDS

FIELDS 5,6 . Proposals must be received electronically on or before 2:00 p.m. Mountain Time (“MT”) on October 29, 2026 at www.bidnetdirect.com//city-of-loveland, at which time they will be recorded, but not publicly opened.

No bids will be considered which have not been received by the deadline set forth above.

Responsibility for timely submittal and routing of proposals prior to recording lies solely with the Proposer.

The RFP is available at www.bidnetdirect.com. If you are not registered with BidNet, please visit their website and select “Vendor Registration,” or call 800-835-4603. There is a free registration option available for inquiry.

A mandatory pre-proposal meeting will be held on Tuesday October 13, 2026 at 9:00am MST at the Barnes Softball Complex located at 405 S. Cleveland Avenue, Loveland, Colorado

Questions concerning this RFP shall be submitted at www.bidnetdirect.com//city-of-loveland

Question Due Date: October 20, 2026 Question Due Time: 5:00 P.M. MST Answer Due Date: October 22, 2026

The project is funded by the City of Loveland. The procurement, contracting, administration, and project close-out will follow the City of Loveland’s purchasing requirements.

Notice of Non-Discrimination

The City of Loveland is committed to providing an equal opportunity for services, programs and activities and does not discriminate on the basis of disability, race, age, color, national origin, religion, or sex. For more information on non-discrimination or for translation assistance, contact the City’s Title VI Coordinator at TitleSix@cityofloveland.org or (970) 962-2372. The City will make reasonable accommodations for Proposers in accordance with the Americans with Disabilities Act (ADA). For more information on ADA or accommodations, contact the City’s ADA Coordinator at ADACoordinator@cityofloveland.org or (970) 962-3319.

La Ciudad de Loveland está comprometida a proporcionar la igualdad de oportunidades para los servicios, programas y actividades y no discriminar por motivos de discapacidad, raza, edad, color, origen nacional, religión, o sexo. Para más información sobre la no discriminación o para asistencia en traducción, contacte al Coordinador de Título VI de la Ciudad al TitleSix@cityofloveland.org o al (970) 962-2372. La Ciudad realizará acomodaciones razonables para los Proponentes de acuerdo con la Ley de Estadounidenses con Discapacidades (ADA). Para más información sobre la ADA o alguna acomodación, contacte al Coordinador de ADA de la Ciudad: ADACoordinator@cityofloveland.org o al (970) 962-3319.

http://www.bidnetdirect.com/city-of-loveland http://www.bidnetdirect.com/ http://www.bidnetdirect.com/city-of-loveland

COLORADO OPEN RECORDS ACT NOTIFICATION

The City of Loveland is subject to section 24-72-201 et seq. of the Colorado Revised Statutes, the Colorado Open Records Act. If a Proposer objects to the disclosure of any confidential or privileged information as such is defined in the Colorado Open Records Act, any such sections must be marked confidential and submitted as outlined below in the Submittal Instructions.

Overview:

The City of Loveland Community Placemaking Department (formerly Parks and Recreation) is soliciting proposals from qualified teams of synthetic turf manufacturers and installers, inclusive of earthwork, subgrade preparation, drainage installation and fencing installation services, for the conversion of four (4) full-size softball fields and two (2) softball infields from natural surface (grass and dirt) to synthetic turf. Specifically, the work location includes full synthetic turf upgrades for fields 7 through 10, and the infields of fields 5 and 6 at the Barnes Softball Complex located at 405 South Cleveland Avenue in Loveland, Colorado.

The selected contractor team will provide all labor, materials, equipment and services necessary to complete the project in accordance with the details, plans and specifications outlined below and attached. The project must be completed by March 15, 2027.

Project Background and Purpose:

The City’s Barnes Softball Complex dates back to 1986 when the first four (4) fields at the center of the complex, known as fields 1 through 4, were constructed. In 1996, two (2) additional fields, fields 5 and 6 were constructed north of the original fields, followed in 2006 by four (4) more fields, fields 7-10, built at the south end of the complex. With ten (10) total fields, the Barnes Softball Complex is one of the largest in Colorado and the mountain west, making it a desired location for large regional and multi-state tournaments in addition to hosting local leagues and sports programs.

Despite its popularity, the complex is susceptible to surface drainage issues and tournament cancellations due to inclement weather events. The current project to replace natural surface fields with synthetic turf surfaces is part of a multi-year improvement project poised to modernize the complex, provide consistent, high-quality play surfaces regardless of weather, extend use of the complex to a year-round basis, and ensure that the Barnes Softball Complex retains its position as one of the top sports venues in Colorado and as a top economic driver for the City.

Project Scope of Services:

The subject project includes:

Removal of existing grass outfields, dirt infields and dirt warning track areas on four (4) full-size softball fields, removal of dirt infields on two (2) additional fields, and hauling and disposal of all material.

Excavation to subgrade depths as specified in the attached plans and specifications and hauling and removal of all excavated material.

Installation of subgrade drainage infrastructure per the attached plans and specifications for fields 7-10 and fields 5-6 locations.

Installation of synthetic turf subgrade systems inclusive of subgrade base material and padding systems.

Installation of new synthetic turf play surface systems including nailer boards, infill, striping and markings.

Modification of current fencing with new fencing and installation of permanent chain link fencing including outfield fence additions and pitching/hitting warm up lanes, as shown on the attached drawings Hauling and disposal of all material.

Provision of stock materials and equipment as noted.

Base Turf System Requirements All proposals must meet or exceed the following minimum specifications:

Face weight: Minimum 52 oz.

Fiber type: Dual-fiber system (e.g. monofilament plus slit-film or equivalent) Backing:

Woven

Infill: Due to floodplain location, only organic infill material will be considered.

Please see Base Organic Infill System Requirements for more detail below

Glare: Provide a non-glare synthetic turf system engineered for competitive softball. The system must minimize surface glare under direct sunlight. Specify methodologies and characteristics of turf product to minimize glare such as matte-finish fibers, textured surfaces or thatch layers designed to reduce directional glare, low-luster color selection, heat resistance to minimize glazing or sheen development, and UV stable fibers that prevent glossing or surface brightening.

Warranty: Proposal shall include warranty information for all products specified as stated in the Construction Contract included with this bid document.

Optional Alternate #1 – Turf System with Thatch Layer Added to Base Turf System Requirements Vendors are requested to provide an optional alternate quote for a turf system that includes a thatch layer meeting all Base Turf System Requirements with the following modifications:

Thatch layer: Integrated thatch fiber system designed to improve infill stability and surface consistency.

Face weight: Minimum 52 oz. not including thatch Infill: Same infill requirements as the base specification.

Warranty: Proposal shall include warranty information for all products specified.

Base Organic Infill System and Shock Pad Requirements:

For multiple reasons, including the floodplain location of the Barnes Softball Complex, as well as heat, health and environmental concerns related to crumb rubber infill, the City requests only organic infill system options. The base organic infill system for proposals shall include:

BrockFILL as the primary performance infill Vendor to specify recommended sand ballast layer (if applicable) Turf fiber and backing must be fully compatible with BrockFILL. Documentation confirming compatibility shall be provided as part of the proposal.

Proposal shall include specified shock pad system including expected G-max range and product specifications and detail.

Proposal shall include proposed infill depth and BrockFILL maintenance requirements specific to turf product proposed.

Proposal shall include warranty information for all products specified including coverage for turf performance when used with BrockFILL.

See attached specifications for additional detail.

Optional Alternate #2 – Comparable Organic Infill System Requirements The City will consider alternative organic infill systems comparable to or exceeding BrockFILL characteristics and specifications. The alternative organic infill systems for proposals, if applicable, shall include:

Detailed overview and specifications of alternative organic infill material proposed.

Vendor to specify recommended sand ballast layer (if applicable) Full compatibility with the turf system(s) proposed. Documentation confirming compatibility shall be provided as part of the proposal.

Proposal shall include corresponding specified shock pad system including expected G-max range and product specifications and detail.

Proposal shall include proposed infill depth and alternative organic infill maintenance requirements specific to turf product proposed.

Proposal shall include warranty information for all products specified including coverage for turf performance when used with alternative infill product(s).

See attached specifications for additional detail.

Additional Required Turf Components In addition to all base requirements, the City requires all proposals to include the following options and amenities:

Minimum tri-color turf patterning including:

Infield and warning track-specific turf color mimicking natural dirt/clay material Dual-tone outfield turf colors representative of natural grass color variation and mowing patterns.

Removable/replaceable high wear components and surplus stock including:

Removable components that can be replaced as needed separately from substantial turf repair projects. Such components shall include a mounting system to keep them securely in place during play but that provides for removal and replacement as needed. Replaceable components shall include:

o Replaceable batter’s boxes for all fields o Replaceable catcher’s boxes for all fields o Replaceable pitching lanes for all fields

In addition to initial installation, all proposals shall include at least two (2) surplus stock components for future replacement by City staff including a minimum of:

o Thirty-six (36) surplus batter’s boxes (two (2) batters boxes/field * six (6) fields * two (2) sets) o Twelve (12) surplus pitching lanes (one (1) pitching lane/field * six (6) fields * two (2) sets) o Twelve (12) surplus catcher’s boxes (one (1) catcher’s box /field * six (6) fields * two (2) sets)

See attached specifications for additional detail.

Additional Required Amenities Concrete curb and nailer boards per attached plans. Provide product and warranty information for all nailer board materials Installation of 6’x60’ turf bullpen/warm-up lanes with surrounding chain link fence per attached plans Provision of mounting posts and non-slip, flat safety covers for pitching rubbers and bases at the following distances.

o Pitching rubber distances from front of rubber to back of home plate:

40’ 43’ 50’ o Base Distances 60’ 65’ 70’ 80’ o Note: All first base locations to accommodate dual-base safety base configuration.

Field line markings including:

o Foul lines o Batter’s boxes o Catcher’s box o Coach’s boxes o Pitcher’s circle – 8’ radius o First base runner’s lane o 200’ temporary fence radius (dark green for fence placement without interrupting visual field of play)

Provision of Sample Materials The City requests electronic submittals of proposals. Physical samples of the following must also be submitted, at no cost to the City:

All turf products proposed All infill materials proposed All pad materials proposed

The no-cost physical material samples must be delivered on or before the date and time in the RFP Notice and shall be sent to:

Loveland Community Placemaking Department Attn: Bryan Harding

500 E. Third Street, Suite 200 Loveland, CO 80537

Submittal Instructions and Conditions

1. All Proposers shall comply with the requirements, conditions, and specifications contained within this RFP. Failure to do so may result in rejection of the proposal.

2. A representative of the proposing company who has contractual authority must sign the proposal. Only one proposal will be accepted from any one company serving as a prime Proposer. Sub-Proposers to the prime Proposer may be included in the proposal of more than one firm.

3. All proposals must be complete, comprehensive, and professional, but it is not necessary to include expensive displays or excessive materials.

4. All costs incurred to prepare and submit the proposal shall be the Proposer’s responsibility and will not be reimbursed by the City.

5. In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, revisions/amendments and/or supplements will be posted at http://www.bidnetdirect.com/colorado. The schedule above lists the deadline for submission of questions and the expected date of responses from the City. It shall be the responsibility of the Proposers to monitor http://www.bidnetdirect.com/colorado for any such postings.

6. Pursuant to the Colorado Open Records Act, C.R.S. §§ 24-72-201 et seq. (“Act”), all information contained in any bid or proposal is subject to public disclosure unless it meets one of the exceptions set forth in the Act. To avoid disclosure of trade secrets, privileged information, or confidential commercial, financial, geological, or geophysical data (“Confidential Information”), the Proposer must clearly mark all Confidential Information as such and provide a written, detailed justification with its proposal of the protected nature of the Confidential Information under Colorado law. Please note the Proposer’s objection will be considered but is not binding on the City. The Proposer acknowledges that the City is bound by the terms of the Act, and understands the City, in its sole discretion, must make a final determination regarding disclosures in compliance with the Act and may only withhold documents that are confidential under the law.

If the Proposer fails to mark the documents confidential or fails to include the explanation, any objection to the release of any information will be deemed waived. By submitting a proposal, the Proposer agrees to hold the City harmless from any claim arising from the release of Confidential Information not clearly marked as such or lacking written, detailed justification supported by Colorado law.

If the City releases documents marked as confidential in compliance with the Act, the Proposer waives any claims for liability or damages.

http://www.bidnetdirect.com/colorado http://www.bidnetdirect.com/colorado

For documents marked confidential that the City has withheld in compliance with the Act for which the City has received a fourteen (14) day notice of intent to file with the district court from the requestor, due to the Proposer’s superior knowledge as to the nature of the confidential information, Proposer may participate in the meeting with the requestor required by Section 24-72-204(5)(a) of the Act and intervene as an interested party in any court action to defend the City and advocate for the withholding of Proposer’s own confidential information on its own behalf and at its own expense. If Proposer fails to participate in such meeting and fails to intervene as an interested party, Proposer waives any claim of confidentiality, the City may release the requested documents, and Proposer waives any claims for liability or damages for the City’s release of the documents.

7. The City shall select the proposal that is most advantageous to the City, as determined by the City in its sole discretion. The City reserves the right to reject any or all proposals and waive any informalities therein and to accept or reject any portion of the proposal if deemed to be in the best interest of the City to do so.

8. The selected Proposer will be required to execute a Construction Contract with the City of Loveland as provided as an attachment to this RFP. If you cannot accept the Contract language as is, please include within your proposal the items you cannot accept and the language you propose for substitution and the City will review for acceptability. All contracts will be on a unit price basis with a not-to-exceed total price.

9. Proposers shall not contact anyone other than www.bidnetdirect.com//city-of-loveland regarding the RFP during the solicitation and selection process. Proposers who communicate with other City staff members or elected officials regarding the RFP during the solicitation and selection shall automatically be disqualified from consideration.

10. The City has no obligation to award any work to a selected Proposer and makes no guarantees as to the amount of work that may or may not be awarded or actually performed.

11. Each proposal shall stipulate that it is predicated upon the terms and conditions of this RFP and any supplements, addendums or revisions thereof.

12. In submitting a response to this RFP, Proposer acknowledges that section 24-85-101 et seq. of the Colorado Revised Statutes and the Accessibility Standards for Individuals with a Disability, established by the Colorado Governor’s Office of Information Technology (collectively “Accessibility Standards”), apply to delivery of any information technology under this Contract, and that Proposer’s performance shall be in substantial compliance with the Accessibility Standards. The City may, in its sole discretion, request Proposer provide details regarding Proposer's commitment to satisfying the Accessibility Standards.

Proposal Contents and Format The response to this RFP, for items described below, is limited to a maximum of thirty (30) pages, excluding front and back covers, using no smaller than 10-point font. Each response should be http://www.bidnetdirect.com/city-of-loveland complete yet concise and contain only the elements shown below. Please avoid submittal of extraneous and unnecessary information. Proposals that exceed thirty (30) pages will receive a reduced score.

A. Cover Letter A one (1) page cover letter shall be provided that expresses the firm’s interest to be considered for the project and identifies the firm’s primary contact person for the project. Please provide the name, telephone number, and email address of the primary contact person. The cover letter shall be signed by a person who has contractual authority with the firm, such as a principal, partner, senior manager, or officer of the firm.

B. Relevant Project Experience Describe the firm’s experience and capabilities in providing similar services to those required, particularly projects with municipal governments and/or educational facilities. Be specific and identify projects, provide scope of work summaries, completion dates, and results. It will be to the proposer’s benefit to provide experience with recent projects, and to provide examples.

C. Staff Qualifications Provide brief resumes describing the educational and work experiences for each of the key staff who would be assigned to the project. Include key staff for primary scopes of work including but not limited to earthwork and subgrade preparation, drainage installation, turf installation, fencing installation and construction management.

D. Timeline of Activities Provide a project plan specifying timeline, activities, and project management strategies, including the City’s roles and resource requirements.

E. Proposer References Proposers must include as a supplement to their proposal a list of references, including points of contact (name, address, email address, and telephone number), which can be used as references for work performed in the area of service required. Selected organizations may be contacted to determine the quality of work performed and personnel assigned to the project.

F. Cost Provide costs for all elements of project listed above in the project Scope of Services and per the attached plans and specifications. The Cost should be a not to exceed amount for the scope of work described. If the total cost amount incurred by Proposer in performance of agreed upon scope of work subject to a Not-to-Exceed Amount is less than such Not-to-Exceed Amount, Proposer shall not be entitled to receive the difference in these amounts, or any portion thereof, and City will not be obligated to make any additional payments to Proposer for such obligations. Provide a spreadsheet of cost breakdown listing tasks and proposed fees for the entire scope of the work.

Proposed Cost must include line item prices for the following items:

A list of material costs A list of all labor costs Delivery costs Installation costs Full warranty and post-warranty maintenance Travel related expenses Reimbursable costs (and any markup)

Tentative Schedule of Events

Monday September 28, 2026 Request for Proposal Issuance

Tuesday October 13, 2026 - 9 am MST Mandatory Pre-Proposal Meeting

Tuesday October 20, 2026 – 5pm MST Deadline for Questions

Thursday October 22, 2026 Deadline for City Response

Thursday October 29, 2026 – 2pm MST Proposal Submittal Deadline

Thursday November 5, 2026 Short List Interviews (If necessary)

November 6 – November 10, 2026 Contract Negotiation

November 30, 2026 Commence Work

March 15, 2027 Work Completion Deadline

EVALUATION CRITERIA

A. Proposer Qualification Review and Assessment

Proposals will be evaluated on the following qualification criteria. These criteria will be the basis for review of the written proposals, as well as for any oral interviews of the top ranked firms. The Proposer may be chosen based upon the Proposals or the additional step of interviews may be used if needed.

Maximum Points

Qualification Standard

10 Scope of Proposal The proposal shows an understanding of the project objective and requirements included in this RFP;

methodology to be used in the completion of construction and the results that are desired from the project.

10 Assigned Project Team

The proposed team has the necessary staffing, skills and experience to fulfill the requirements of the project. Level of experience the key staff bring to the team. Key staff are available for this project.

10 Safety Record “OSHA Illness/Injury Rate”, “OSHA Lost Work Day Incidence Rate” and Workers Compensation Experience Modification Rate Insurance Multiplier.

15 Related Project Experience

Proposer has successfully completed projects similar in scope to this project in existing developed areas. Proposer has the experience necessary to successfully complete this project.

10 Firm Capability Proposer has the personnel/manpower, experience, equipment, bonding capacity, insurance, and finances to successfully complete the project within the required project deadline.

Construction Performance/ References

Referenced projects reflect favorably in respect to completion within the contract schedule, cost control, and claims.

5 Warranty Warranty terms provide significant workmanship and material quality assurances to the City as a steward of taxpayer funds

5 Motivation A complete and accurate proposal received.

15 Cost Cost factors and billing rates presented in the proposal are reflective of industry norms.

10 Schedule Proposed project schedule allows the City to reopen the subject fields as soon as possible in 2027.

B. Reference evaluation process (top rated Proposer)

After the top-rated Proposer is selected, the City will check references for overall performance, timetable, completeness, cost control and job knowledge of selected project references. A satisfactory/unsatisfactory rating shall be given to each reference contacted. If reference checks are positive for the top ranked Proposer, the City will work to negotiate a contract for services.

If the top firm’s reference checks are not positive, then the City will refer to the second ranked Proposer to evaluate their respective references, and so on.

C. Reference Check Questionnaire

Qualification Standard Overall Performance Would you hire this Proposer again? Did their level of quality meet the project specifications and Owner needs?

Schedule Was the original Scope of Work completed within the specified time?

Were interim deadlines met in a timely manner?

Completeness Was the Proposer responsive to client needs; did they anticipate problems? Were problems solved quickly and effectively?

Cost Control Was the original Scope of Work completed within the project budget?

Job Knowledge Did Proposer personnel exhibit the knowledge and skills necessary for the efficient completion of the scope or work?

FORM REVISED AUGUST 1, 2024

EXAMPLE CONSTRUCTION CONTRACT

See attached