Clare Turf Replacement RFP final.docx (2).pdf

201 E. State St.

Clare, MI 48617

Request for Proposal Replacement of the Existing Turf Field at Brookwood Athletic Complex.

Posted: September 15, 2026

Issued by: Clare Public Schools (CPS) at 201 E State St., Clare MI 48617

Bid Due Date: October 2, 2026 by 10:00 AM

Summary: Clare Public Schools is accepting proposals for the replacement of the existing synthetic turf field at the Brookwood Athletic Complex. The existing field is located at 688 Ann Arbor Trail, Clare, MI.

Project Bidding Schedule:

● Sept 15, 2026 - RFP released

● Sept 22, 2026 - Recommended walk through @ 2:00pm

● Sept 22, 2026 - All interested contractors to email jrenner@clare.k12.mi.us to be added to bidder list

● Sept 23, 2026 - Last opportunity for questions to the district, must be submitted by 12PM

● Sept 24, 2026 - Last day to confirm intent to bid with district

● Sept 25, 2026 - District to provide presentation appointment time

● Oct 2, 2026 - Bids due 10:00AM and bid opening 10:15AM (note locations in RFP)

● Oct 2, 2026 - Required post bid presentation (times to be assigned by district on 9/25/26)

Scope of Work:

● Coordinate with track contractors to ensure timely completion of both projects with an occupancy date no later than 7/28/27.

● Provide a track bridge to ensure complete protection of track and surrounding surface. Any damage to asphalt or track surface will be repaired by the warranted manufacturer at this contractor’s cost.

● Removal and lawful disposal of all existing turf material to complete project scope.

● Provide 3rd party infiltration testing of the exposed stone base to ensure drainage of 10+ inches of water per hour

● Visually inspect the existing stone base and add finishing stone to ensure proper planarity of

¼” tolerance over a 10’ grid – FIFA and STC standards. If additional stone is required, the contractor shall provide information to the owner on the necessary location and grid required, allowing the district to make final decision on placement that is required at submitted unit rate.

Contractors must provide a unit rate for stone at time of bid.

● Review all turf product guidelines within published RFP specification documents and submitting manufacture is to align their manufacture product to meet or exceed what is specified; Provide Individual Manufacture Product data along with Voluntary ADD / Deduct Product Brochures or Data to be supplied within enclosed bid for owner consideration.

● Each turf bidder shall submit their own specific priority line of products, ensuring the base bid proposal submitted is the product line the owner will review to base their recommendation on mailto:jrenner@clare.k12.mi.us selecting the best overall suited product for the application and safety ratings. Ensure the submitted proposal encompasses all manufacturers quality, appearance, performance and safety variables. The district shall select the bidder who provides the most competitive bid which best ensures a timely, safe, high quality, and long-lasting overall project proposal.

● Furnish and install new turf materials in accordance with manufacturer's warrantee requirements, processes and techniques to obtain all-inclusive third party pre-paid warranty.

● Contractors are responsible for their own field dimensions based on existing field parameters.

● Contractor to provide owner with full set of shop drawings based upon graphic design shown and ultimately approved by the owner.(see attached draft rendering) This is to include:

o District logo “C” 1200 sq ft center field logo o End zone letters to read “CLARE” and “PIONEERS” in white with black border o (2) USA Flag logos as shown on provided graphic o One set of football lines o One set of soccer lines

● All field lines (football and soccer) to meet MIAAA and NFHS requirements

● Price based on manufacturer's standard colors for each product (custom yarns not included), color samples to be provided and approved with shop drawings.

● Supply and install turf system infill materials: ambient processed SBR and silica sand

● One (1) satisfactory GMAX test performed upon completion of the field.

● All usable remnants of new material generated by the contractor shall become property of owner

● Quote based upon use of manufacturer’s standard adhesive; other adhesives at additional cost

● Minimum 8 year third party warranty to cover both material and installation (to be provided with proposal)

● Bidder to provide cost for ten-year full maintenance on installed field.

● Voluntary alternates/deducts may be considered in determining the overall most qualified proposal.

● Bidder to include bid bond and payment and performance bond with proposal

The bidding contractor will be responsible for an all-inclusive, turnkey scope of the turf replacement project at Brookwood Athletic Complex. This contractor will be the only contractor under agreement/contract with the district to complete 100 percent of the field replacement. The all-inclusive proposal shall be based upon submitting companies’ compliance or recommendation using specification and details provided as minimum requirements.

Upon completion, the site shall be fully restored back to its original state with black dirt, grass seed, sidewalks, concrete, asphalt or anything damaged by the contractor. The lay down area and adjacent parking lot shall be cleaned of all debris and loose turf materials. The project schedule will be based upon starting after the project is awarded, anticipated June 1, 2027, and must be complete with final inspection and occupancy granted by July 28, 2027.

The objective of this Request for Proposal (RFP) is to identify the lowest, most qualified manufacturer /contractor and completed proposal based upon the overall system. The responsible bidder must be qualified to remove the existing synthetic turf field from the site, including designing, supplying, and installing a new synthetic turf system in accordance with all applicable laws, codes, rules, and regulations.

It is Strongly Recommended and encouraged that prospective installers/manufacturers visit the installation site. Interested bidders can visit the site during the site tour/walk through, which will be offered on September 22nd at 2PM at the Brookwood Athletic Complex. During the site tour, interested bidders will be shown all site areas involved and be able to view and photograph the site.

Prevailing Wage Requirements: Prevailing wage is not required on this project.

Instructions to Bidders:

1. It shall be the bidder’s responsibility to read this entire document, review all enclosures and attachments, and comply with all requirements specified within. All bids shall be exclusive of applicable taxes.

Exemption forms will be executed when necessary.

2. All bids shall be submitted in sealed envelopes clearly marked with the words “Bid Opening for Existing Turf Field ”, the date and time of bid opening, and the name of the bidder. Formal bids shall be submitted on attachment B.

3. Bidder to include bid bond and payment and performance bond amounts with proposal.

4. Bidder to include signed and notarized Iran Sanctions Form and Familia Disclosure Form.

5. Where applicable, bidders shall certify that all relevant Federal, State, and local laws have been complied with.

6. No order awarded under these specifications, or any part thereof, shall be sublet or assigned without the written approval of the Superintendent.

7. The bidder acknowledges that, by submitting a bid, the specifications and other instructions are, in the bidder’s opinion, appropriate and adequate for the intended purpose.

8. All necessary insurance certificates shall be supplied when specifically requested, or prior to commencement.

9. The bidder assumes all costs of preparation of the bid and any presentations necessary to the bidding process.

10.All bidders must include a mandatory alternate for a performance shock pad to be installed under the turf material.

11.Any exceptions to the terms and conditions contained in this RFP, or any other special consideration, condition requested, or required by the Bidder, shall be enunciated by the Bidder and be submitted as part of its bid, together with an explanation of the reason such terms and conditions cannot be met. Each Bidder shall be required and expected to meet the RFP requirements, in its entirety, except to the extent exceptions are expressly noted in the bid and accepted by CPS as part of the award agreement and documented accordingly.

12.It is the responsibility of the Bidder to inquire about any requirement of this RFP that is not understood. All questions should be in the form of an email to jrenner@clare.k12.mi.us. During the bidding period, Bidders may furnish written addenda to clarify or supplement the RFP. The information included in these addenda is to be included in the bid and will become part of the contract. Before submitting a bid, each Bidder should determine that they have received all addenda issued. CPS will not be bound by oral responses to inquiries or written responses other than the addenda. To be added to the addenda distribution list email jrenner@clare.k12.mi.us. All contractors present at the walkthrough will automatically be added to this list.

13.All work must be completed and accepted by CPS by the date of 7/28/27 and invoiced by 8/27/2027.

14.All bids shall be submitted as per the RFP. Additional time will not be granted to any single vendor;

however, additional time may be granted to all vendors when CPS determines that circumstances warrant it (e.g., an “act of God”). The information contained in bids submitted for CPS’s consideration will be held in confidence until the public bid opening. At that time, the bids will be opened in public and the base bid proposals will be read aloud.

15.A recommended walkthrough of the entire project is scheduled for September 22, 2026 at 2:00PM. All interested parties should meet at Brookwood Athletic Complex, 670 Ann Arbor Trail, Clare, MI 48617.

16.All questions can be emailed to Jared Renner, CPS Director of Operations, at jrenner@clare.k12.mi.us. The date for submitting the last questions will be 9/23/2026, at 12:00pm. An addendum with a list of the questions and answers will be emailed to all interested bidders.

17.Bids will be accepted at 201 E. State Street, Clare, MI 48617 until 9/29/2026, at 10:00AM. CPS will not accept or consider any late bids.

18.Bids will be publicly opened and read aloud at 10:15AM on 10/2/26 at the Clare Turf Room, 688 Ann Arbor Tr. Clare MI 48617.

19.Mandatory proposal presentations will be required of each bidder. These presentations shall not exceed 15 minutes beginning at 11am on 10/2/26. The district will assign a presentation time to each bidder based on the intent to bid list which will be confirmed by the district on 9/25/26. Presentations will take place at the Clare Turf Room, 688 Ann Arbor Trail, 20.Shop drawings including field layout, field dimensions, graphic details, color selections, and seam plan shall be submitted for revisions and/or approval within 3 weeks of award.

21.Installation schedule and material ship dates shall be provided to the owner no later than 12/31/26. All material acquisition by bidder must occur prior to 4/1/27.

22.Workmanship shall carry full third party warranty for a period of eight (8) years from the date of completion and acceptance by owner. All manufacturer warranties shall apply.

The Clare Public School Board of Education reserves the right to:

A. reject any and all bids without assigning any reason therefore, B. be the sole judge of equivalency, and C. waive any bid requirement in accepting or rejecting bids.

Required affidavits are attached. Each bid shall be accompanied by a sworn and notarized affidavit; CPS will not accept any bid that does not include a sworn and notarized affidavit.

--End of section--

Synthetic Turf Specification

1. 0 GENERAL REQUIREMENTS

1.1 Related Documents

A. Drawings and general provisions of the Contract, including General and Supplementary Conditions, apply to this section.

1.2 Scope of Work

A. Furnish all labor, materials, tools, and equipment necessary to install, in place, all synthetic turf material as indicated on the plans and as specified herein. The installation of all new materials shall be performed in strict accordance with the Manufacturer’s written installation instructions, and in accordance with all approved shop drawings.

B. With the bid, contractor shall submit:

1. Product cut sheet and data on turf material being used in base bid and any alternates

2. Provide a reference list of 25 similar projects in the state of Michigan within the last 5 years.

3. STC Certification for 2026

4. ASBA Certified Field Builder Certification

5. Turf System 8 Year third party Warranty

C. Prior to order of materials, the Synthetic Turf Contractor shall submit the following:

1. Product data, including Current Pre-shipment Independent Laboratory Test Results

2. Installation details

3. Field layout and striping plans

4. Details on construction, especially any details that may deviate from plans and specifications.

D. Prior to Final Acceptance, the Synthetic Turf Contractor shall submit to the Owner three (3) copies of

Executed Warranty Documents and Maintenance Manuals, which will include necessary instructions for the proper care and preventative maintenance of the synthetic turf system, including painting and striping.

1.3 Shop Drawings

A. Shop drawings shall be prepared and contain all pertinent information regarding installation. These drawings shall be submitted to the Owner or Owner’s representative for approval prior to the manufacturing and shipment of materials.

B. Submit drawings for:

1. Installation details, edge detail, goal post detail, etc., as required by contract.

2. Striping plan showing any field lines, markings and boundaries, and field logos per project drawings.

1.4 Quality Assurance

A. Synthetic Turf Manufacturer is defined as:

1. A company/manufacturer specializing in the design and manufacturing of infilled turf systems with not less than ten (10) years documented experience.

2. The Synthetic Turf Manufacturer must have been in business for at least ten (10) years and shall have been installing similar sports fields during that period.

3. The manufacturer shall have an experienced technical services professional who is available during the course of the work to meet personally with the Owner.

B. Warranty: The Synthetic Turf Contractor shall submit a third party Warranty, which guarantees the usability and playability of the synthetic turf system for its intended uses for an eight (8) year period commencing with the date of Substantial Completion.

1. The warranty submitted must have the following characteristics:

a) Must provide full-field coverage for eight (8) years from date of Substantial Completion,

b) Must warrant materials and workmanship,

c) Must warrant that the materials installed meet or exceed the product specifications within manufacturing tolerances,

d) Must have a provision to either repair or replace such portion of the installed materials that are no longer serviceable to maintain a serviceable and playable surface,

e) Must be a third party warranty from a single source covering workmanship and all materials.

f) Must not be limited to the amount of annual usage.

g) Must provide, at the time of bid, a copy of its pre-paid 3rd party insurance policy. This policy must have an annual aggregate amount of no less than $10 million, and a per incident limit of no less than $5 million per claim. The third party insurer must have an AM Best rating of A++ or better.

1.6 Schedule

A. The Synthetic Turf Contractor shall complete all work on the synthetic turf system in accordance with the published project schedule or improved upon if mutually agreed in writing.

1.7 Surface Area

A. The Synthetic Turf Contractor is to verify all actual measurements and order requirement materials and quantities based upon the current field collected dimensions.

2.0 PRODUCTS

2.1 Approved Products: 2” Dual Fiber

2.2 Materials

A. Synthetic Grass Carpet: Yarn fibers tufted through and adhered to porous fiber backing.

1. Total Weight: 46 oz. per square yard, minimum.

2. Fiber Type: Slit film.

3. Fiber Height: 2 inch dual fiber.

4. Fiber Denier: 9000 denier, minimum.

5. Permeability: 40 inches (1016 mm) of water per hour, minimum.

6. Roll: 15 feet (4.6 m) feet wide, minimum.

7. Noncombustible: Pass ASTM D2859 for flammability.

8. Field Graphics:

a. Inlaid Marking: Synthetic grass of the same manufacturer in colors indicated on drawings.

B. Synthetic Grass Infill: 6 pounds per square foot, minimum, at 70 to 30 percent rubber granule to synthetic sand.

1. Rubber Granules: SBR crumb rubber, 10 to 20 Mesh.

a. Weight: 3.3 pounds per square foot, minimum.

2. Sand: Silica, 20 to 40 mesh, free of silts, clays, and contaminants, roundness of subangular, minimum, per

ASTM F1632.

a. Weight: 1.5 pounds per square foot, minimum.

2.3 Performance Shock Pad – Alternate 1

Performance Shock Pad shall adhere to the following:

▪ Performance shock pad shall be a minimum of 16 mm thick

▪ Product shall keep turf system GMAX below 135 for the life of the field

▪ Product shall drain at greater than up to 170 in per hour

▪ Product warranty shall be 25 years or more and cover the cost to replace or repair the turf in the affected area in the event of product failure.

▪ Product shall be manufactured in the United States of America.

o The Alternate infill ratio of the turf system with pad shall change to 50% rubber, 50% sand by weight.

3.0 EXECUTION

3.1 General

A. The installation shall be performed in full compliance with approved shop drawings.

B. Only factory-trained technicians skilled in the installation of athletic caliber synthetic turf systems shall undertake the placement of the system.

C. Subject to the requirements in Section 1.2(B), the surface to receive the synthetic turf shall be verified by the

Synthetic Turf Contractor as ready for the installation of the synthetic turf system and must be perfectly clean as installation commences and shall be maintained in that condition throughout the process.

3.2 Installation

A. Once the turf comes off, the base and adjacent curbs/perimeter nailer shall be inspected by the contractor, replace any nailers that are required, base bid shall include up to 200 LF for nailer replacement any additional will be per unit cost. The contractor shall fine grade the base suitably, including properly rolling and compacting the base to achieve a surface planarity within ¼” in 10-feet (+0, -1/4”).

C. The Synthetic Turf Project Superintendent shall thoroughly inspect all synthetic turf materials delivered to the site for both mixing and quantity to assure that the entire installation shall have sufficient material to maintain proper mixing ratios.

D. Synthetic turf shall be loose-laid across the field, stretched, and attached to the perimeter edge detail.

Synthetic turf shall be of sufficient length to permit full cross-field installation. No head or cross seams will be allowed except as needed for inlaid fabric striping.

E. All seams shall be flat, tight, and permanent with no separation or fraying. Selvedge edges of all panels must be cut and discarded prior to being installed. Gluing method is preferred however sewing is acceptable.

Seaming tape is to be constructed of high tenacity, coated non-woven fabric. Any inlaid markings shall be adhered to seaming tape with a high strength polyurethane adhesive applied per the Synthetic Turf Manufacturer’s standard procedures for outdoor applications. All main fabric seams shall be transverse to the field direction (i.e. run perpendicularly across the field).

F. Infill materials shall be properly applied in numerous lifts using special broadcasting equipment. The synthetic turf shall be raked and brushed properly as the mixture is applied. The infill materials can only be applied when the synthetic turf fabric is dry.

A. G-Max (shock attenuation) test <135 at installation and <165 for the warranty period

3.4 Field Markings and Decorations

A. Field markings and decorations shall be installed in accordance with approved project shop drawings.

3.5 Clean Up

A. Synthetic Turf Contractor shall provide the labor, supplies, and equipment, as necessary, for final cleaning of all associated surfaces that were disrupted or effected.

B. The Synthetic Turf Contractor shall keep the area clean and clear of debris throughout the project.

--End of Section--

Draft Field Rendering

For Reference only - Final design to be approved by district

Attachment B-proposal form

Proposer shall provide necessary information including but not limited to the information below. Proposer can attach additional pages as necessary to provide additional information or explanation.

Bid Proposer Information:

Required Documents ☐ Acknowledgement of final addendum list (provided by district by 9/23/26) ☐ Familial relationship included ☐ School Safety Compliance form included ☐ Iran Economic Sanctions Act ☐ Required reference list attached

Base bid amount Bond amount (required over $50,000 bid) ADD Alternate 1 – Performance Shock Pad ADD Alternate 2 – Bidder discretion, please describe

10 Year Field Maintenance Plan Voluntary Deduct(s)

Unit Price per Ton Finish Stone Furnished and Installed Unit Price per Linear Foot of Nailer Board Replacement Furnish and Installed

The proposer agrees to coordinate the work schedule with the district with all work to be completed by July 28, 2027.

Printed Name of Bidder______________________________________

Signature of Bidder_______________________________________

Affidavit of Bidder – Familial Relationships Form

The undersigned, the owner or authorized officer of (the “Bidder”), pursuant to the familial disclosure requirement provided in the Clare Public Schools (CPS) RFP, hereby represent and warrant, except as provided below, that no familial relationships exist between the Bidder or any employee of the above mentioned, and any member of the

Boards of Education of CPS or the Superintendents of CPS. List any Familial Relationships:

BIDDER: ___________________________________

By: ___________________________________

Its: ___________________________________

STATE OF ___________________)

COUNTY OF__________________)

This instrument was acknowledged before me on the______ day of ________________20__, by

_________________________________, Notary Public

_______________________________County, My Commission Expires: _________________________

Acting in the County of: _________________________

Affidavit of Bidder - Compliance with School Safety Initiative Legislation

The undersigned, the owner or authorized officer of (the “Bidder”), certifies to Clare Public Schools (CPS), that any and all persons who will work directly or indirectly for the Bidder, including, but not limited to, Bidder’s employees, agents, vendors, subcontractors or consultants, and who will work at or on any CPS property, shall at all times be in compliance with MCL 380.1230, 380.1230a, 380.1230c, 380.1230d, and 380.1230g and have not been convicted of any “listed offenses”. 1 The Bidder further warrants and represents that all persons who will work directly or indirectly for the Bidder, including, but not limited to, Bidder’s employees, agents, vendors, subcontractors or consultants, and who will work at or on any CPS property, shall at all times be in compliance with MCL 380.1230, 380.1230a, 380.1230c, 380.1230d, and 380.1230g. In this regard, Bidder agrees, without limitation, to report within three (3) business days to the District when any such person is charged with a crime listed in Section 1535a(1) of the Revised School Code 2 or a substantially similar law, and to immediately report to

CPS if that person is subsequently convicted, pled guilty or pled no contest to that crime.

BIDDER: _____________________________________

By: _____________________________________

Its: ____________________________________

STATE OF ___________________

COUNTY OF__________________

My Commission Expires: _________________________

Acting in the County of: _________________________

The term listed offenses means those defined in section 2 of the Sex Offenders Registration Act (SORA), MCL

28.7222MCL.380.1535a(1). 50

AFFIDAVIT OF COMPLIANCE – Iran Economic Sanctions Act

Michigan Public Act No. 517 of 2012

The undersigned, the owner or authorized officer of (the “Bidder”), certifies to Clare Public Schools (CPS), that any and all persons who will work directly or indirectly for the Bidder, is not an “Iran Linked Business” within the meaning of the Iran Economic Sanctions Act, Michigan Public Act No. 517 of 2012, and that in the event Bidder is awarded a Contract as a result of the aforementioned Request for Proposal, the Bidder will not become an “Iran

Linked Business” at any time during the course of performing under the Contract. The Bidder further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000.00 or 2 times the amount of the Contract or proposed Contract for which the false certification was made, whichever is greater, the cost of CPS’s investigation, and reasonable attorney fees, in addition to the fine. Moreover, any person who submitted a false certification shall be ineligible to bid on an

Invitation To Bid for three (3) years from the date that it is determined that the person has submitted the false certification.

BIDDER: _____________________________________

By: _____________________________________

Its: ____________________________________

STATE OF ___________________

COUNTY OF__________________

My Commission Expires: _________________________

Acting in the County of: ________________________

201 E. State St. Clare, MI 48617