Greenville Legacy Field Turf Replacement RFP 11.05.26.pdf

Request for Proposal Issued November 5, 2026

Greenville Public Schools (“District”) will accept sealed bids for:

Legacy Field Synthetic Turf Replacement

Provide the complete removal and replacement described in these specifications, matching the existing field dimensions, colors and permanent markings verified at the site walkthrough, except changes issued by written addendum. The project is located at Legacy Field, 111 N Hillcrest St, Greenville, Michigan 48838. Estimated turf area is 88,480 square feet; bidders shall verify the actual area and layout before bidding.

Sealed bids are due no later than 10:00 a.m. Eastern Time on November 20, 2026.

Deliver one signed original and one copy to the Director of Finance, Greenville Public Schools, Central Services, 1414 Chase Street, Greenville, MI 48838. Mark the envelope “Legacy Field Turf Replacement.” No oral, email, telephone or fax bids will be accepted. The District will not open, consider or accept late bids.

Timely bids will be publicly opened and read aloud at 10:00 a.m. Eastern Time on November 20, 2026, in the Community Room at the Central Services Facility, 1414 Chase Street, Greenville, MI 48838. Bidders and the public may attend.

Each bid must include security of at least 5% of the largest proposed award amount, including additive alternates; the sworn and notarized familial relationship disclosure; and the Iran Economic Sanctions Act affidavit required by this solicitation. The District will not accept a bid missing the required familial disclosure.

Michigan prevailing wage applies; include the registration copies required in Section 2.

Factory-tufted permanent lines, hash marks, numbers and logos are the preferred base construction. Alternate technologies with equivalent integrated graphics may be proposed. The award order and alternate requirements are stated in the Award and payment section.

The District may reject any or all bids and waive only minor irregularities that may lawfully be waived. No waiver of a material specification, statutory requirement or fair competition requirement is authorized. Board approval and signed contract acceptance are required.

Submit bids to the attention of:

Matt Andres, Director of Finance Greenville Public Schools

1414 Chase Street Greenville, MI 48838

Greenville Public Schools | Legacy Field Turf Replacement

1 Instructions to bidders Direct questions in writing to Matt Andres, Director of Finance, at matt.andres@gpsjackets.org. Written questions are due November 12, 2026, at 12:00 noon Eastern Time. Bid documents and addenda are available through SIGMA Vendor Self Service (VSS) and the District website at www.gpsjackets.org.

1. Provide a complete installed field, including removal, legal disposal or recycling, turf, infill, permanent markings, approved pad reuse or replacement, perimeter work, testing, training and restoration. Base bids on the existing field layout verified at the walkthrough and any written District addenda.

2. A pre-bid walkthrough will be held November 9, 2026, at 1:30 p.m. Eastern Time at Legacy Field, 111 N Hillcrest St, Greenville, MI 48838. Bidders shall inspect the field layout, dimensions, existing markings, perimeter, drainage features and accessible shock pad conditions at this walkthrough or at an equivalent District-supervised visit arranged through Matt Andres before the questions deadline. Document concealed or inaccessible conditions and request clarification in writing. Target construction is spring 2027 as soon as site conditions permit. Substantial completion, including acceptance testing, is required by May 15, 2027; final completion is required by June 1, 2027.

3. Bids must conform to the mandatory requirements. Submit exact product data and a separate exceptions list.

A product name or brochure does not establish equivalency. Identify subcontractors and manufacturer authorization for the proposed installation crew.

4. Only written District addenda change this solicitation. Acknowledge every addendum. Oral representations do not bind the District. Material changes will be issued to all bidders with enough additional response time; the District may extend the deadline or rebid when needed.

5. A bidder may withdraw or replace its bid by a signed written request received before the bid deadline. Bids remain firm for 60 days after opening. Bid preparation and site-visit costs are the bidder’s responsibility.

6. Bid security shall be a bid bond issued by a surety authorized in Michigan or a certified or cashier’s check payable to Greenville Public Schools. It secures the District against loss from withdrawal or failure to execute the contract after acceptance, as allowed by law. State the security amount on the bid form.

7. Include all freight, labor, equipment, bonds, insurance, permits, applicable taxes, cleanup and disposal in the installed price. Delivery shall be to the project site, freight prepaid and included. The District’s tax exemption does not automatically exempt a contractor’s purchases or consumption of construction materials.

8. No brand, installer affiliation, local residence or District taxpayer status is required. Any named product is a reference only. Submit proposed equivalents with the bid, with component data, construction diagrams, test evidence and a comparison to every specified requirement.

9. Comply with applicable safety, accessibility, environmental and licensing requirements. Protect buildings, utilities and surrounding property. Obtain required permits and coordinate agency inspections. Identify any District-provided approvals in the bid.

10. Follow District visitor, identification, conduct and access rules. Provide screening and criminal-history compliance documentation required by applicable law and District policy before personnel enter restricted areas.

An employer’s ordinary background check does not substitute for required school clearance. Keep workers separated from students; no unsupervised student contact is authorized.

11. No gifts or improper inducements are permitted. Disclose relevant organizational conflicts, and submit an independently prepared bid. Direct procurement contacts through the designated District contact. Bid submissions may be subject to Michigan FOIA; identify specific claimed exemptions rather than asserting blanket confidentiality.

2 Award and payment The District will review bids for compliance with the specifications and the bidder’s qualifications, including installation experience, manufacturer authorization, references, ability to complete the work and proposed schedule. Clarifications may explain a bid but may not change its price or correct a material omission after opening except as permitted by law.

Preferred turf system: The District prefers permanent field lines, hash marks, numbers, lettering and logos tufted into the turf backing during manufacturing. This means the markings are part of the manufactured turf rather than separate pieces cut into and attached to the field. The District also prefers the adjoining turf rolls to be sewn together during installation, where the turf manufacturer approves that method. Factory-tufted markings and sewn roll seams are separate features to address in the bid. All marking and seam methods must carry the specified system warranty.

Preferred turf construction: The District will first consider factory-tufted markings or a documented equivalent manufacturing process that eliminates separate cuts and perimeter seams around the markings. Bidders shall identify the marking process and roll-seam method. Manufacturer-approved sewn roll seams are preferred where compatible; they are not mandatory and receive no separate price premium. Within this construction category, award will follow the infill preference and lowest-price procedure below.

Other turf construction: Bidders may separately price markings installed as separate pieces or a combination of factory-tufted and separately installed markings. Identify each marking method. The District will first consider the preferred turf construction and may consider this alternate category if no responsive bid from a responsible bidder meets the preferred construction requirements or the preferred construction cannot be awarded using available funding. A bidder may offer only this alternate construction. The District may reject any or all bids.

Required prices: Provide four complete installed prices for each turf construction offered: existing-pad reuse with conventional infill; existing-pad reuse with white or light-colored reduced-heat infill; complete pad replacement with conventional infill; and complete pad replacement with reduced-heat infill. Full pad replacement is the common basis for award unless the District issues a written addendum before bids are due selecting pad reuse for evaluation. Pad reuse remains subject to written approval after full inspection following turf removal. Optional maintenance, equipment and concealed-condition unit prices are excluded from ranking.

Infill preference and award: The District prefers white or light-colored reduced-heat infill but may select either infill option after evaluating bid prices, documented cooling performance, maintenance requirements and warranty coverage. For the selected turf construction, pad scope and infill option, the District intends to award to the lowest-priced responsive bidder determined to be responsible and qualified. All bidders will be compared using the same scope. Award remains subject to Board approval and available funding. The District reserves the right to reject any or all bids.

Award is contingent on Board approval, available funding, required bonds and contract execution.

Qualifications include relevant field-installation experience, manufacturer authorization, references, ability to perform the complete scope and ability to meet the required schedule. A lower price does not excuse a material failure to meet specifications. The District may reject any or all bids and resolicit. Partial acceptance may not materially change competition. If otherwise equally eligible bids have the same evaluated price, the District will resolve the tie by a publicly witnessed drawing after notice to the tied bidders. The District will notify bidders of its award decision.

Funding and prevailing wage

Funding source: General Fund — state aid and local taxes. Michigan prevailing wage: YES. This project is subject to prevailing wage under the Prevailing Wages on State Projects Act, 2023 PA 10, as amended. No federal funding is identified for this solicitation.

The contractor and every subcontractor shall pay construction mechanics wages and fringe benefits at not less than the applicable prevailing rates for Montcalm County and the classifications of work actually performed.

Attachment PW, the State of Michigan Official Rate Schedule for Montcalm County, November 2025, is incorporated into this solicitation and the resulting contract. Include all required wages, fringe benefits and compliance costs in every bid price, including pad and infill options. The schedule applies to covered field work, including removal, preparation and installation; a worker’s classification must reflect the work performed.

With the bid, provide a copy of the contractor’s current Michigan state project registration and the registration of each subcontractor selected at the time of bidding. Contractors and subcontractors performing covered work shall maintain required registrations, complete required project registration, submit certified payroll through the state-required system, and retain payroll and supporting records for at least three years as required by the Act.

Include these obligations in all subcontracts. The District may review compliance records as permitted by law.

Attachment PW is the schedule currently posted by Michigan LEO at issuance. The District will issue any required correction or replacement by written addendum before bids are due and obtain any redetermination required by law before award or commencement of construction. Bidders shall acknowledge all addenda.

Changes to applicable wage schedules and resulting contract adjustments shall be handled under the Act and the contract terms; bidders may not substitute a different schedule or exclude covered labor from their prices.

Contract formation and payment

The contract consists of this RFP, its attachments and written addenda, the successful bidder’s signed bid and expressly accepted exceptions, and the Contract acceptance completed and signed by both parties. The acceptance identifies the awarded turf, pad and infill scope and total price. No separate standard-form construction agreement is incorporated by reference. These published terms govern unless changed by a lawful written amendment signed by the parties; the award may not materially change the basis of competition. A purchase order is an administrative document and does not alone authorize work. No contract is binding on the District until Board approval and execution by its authorized representative.

Submit a schedule of values before the first payment request. The contractor shall identify its authorized payment representative in the Contract acceptance. Submit monthly itemized requests for completed work to Matt Andres, Director of Finance, at matt.andres@gpsjackets.org. Include supporting invoices, progress information and required payroll compliance documentation. No advance payment or deposit is included.

Payment, retainage, changes, delays and final acceptance are governed by the Contract terms in Section 8.

3 Project schedule

District timing objective

Complete the field replacement in spring 2027, starting as soon as the ground and field base are ready for construction. This includes complete shock pad replacement when that option is awarded or becomes necessary after inspection; an existing pad may be reused only under the specified written approval process. Do not postpone an otherwise feasible spring start to summer solely for contractor convenience.

Ground readiness and authorization

Ground readiness means frost has left the affected base and access areas; the base and haul routes can support the proposed equipment without rutting, pumping or loss of grade; standing water and excessive saturation are absent; drainage is functional; and actual and forecast temperature and moisture meet the turf, pad and adhesive manufacturers’ installation and curing limits. Surface thaw alone is insufficient. Document conditions jointly with the District and obtain written release before removal or heavy equipment access. Do not work frozen or unstable ground to meet the target.

Required bid schedule

Submit anticipated earliest spring start, mobilization lead time, crew size, onsite workdays and dates for shop drawings, District approvals, manufacturing, shipment, turf removal, pad assessment, any pad replacement, turf installation, infill and acceptance testing. Identify activities that depend on weather or District approval and the time reserved for each. The completion deadline stated in Instructions to bidders remains controlling; ground readiness does not authorize an automatic extension.

Materials before removal

Following award, submit shop drawings within 15 calendar days unless a written District-approved schedule provides otherwise. Obtain written approval before manufacturing. Order and reserve the selected system promptly and provide written manufacturer production and delivery commitments supporting the earliest feasible spring start. Where pad reuse is proposed, document the availability and delivery lead time of the fully priced replacement-pad option. Do not remove the existing turf until the District approves the material-readiness, pad-contingency and installation plans in writing.

Mobilization and progress

Maintain readiness to mobilize within ten business days after the District’s written site release and notice to proceed, unless a shorter period is offered and accepted. Provide weekly progress updates after notice to proceed. Notify the District within two business days after identifying a material supply, weather or staffing delay; document its cause, effect and mitigation and submit a recovery schedule. Section 8 governs extensions, compensable delay and remedies. No liquidated damages or daily penalty is established. Coordinate access and closure dates with school athletics, physical education and other District events.

4 Scope of work

Complete field replacement

Provide a complete, usable stadium surface for high school football and the other sports already marked on the existing field. Reproduce existing field boundaries, colors, permanent lines, numbers, hash marks, logos and end-zone lettering unless changed by written District addendum. The planning area is approximately 88,480 square feet; verify dimensions and layout during the walkthrough. Lump sums cover the complete existing turf area and specified work. Submit discrepancies or requested clarifications before the questions deadline.

Remove existing turf and infill; legally recycle or dispose of removed materials; protect fencing, utilities, drains, pavement and adjacent property; install the approved turf and infill; reinstate perimeter attachments, equipment interfaces and transitions; complete testing and training; and repair damage caused by the work. Provide haul tickets and recycling or disposal records. Do not bury removed material on District property.

Base and drainage

Base pricing includes inspection of the exposed base, minor grooming and regrading of the existing aggregate without importing aggregate, cleaning accessible field drain inlets and outlets, and documenting elevations and observed drainage defects. Do not cover deficient work. Notify the District in writing and obtain authorization before repairs outside this scope. No assumption of a new base or complete drainage reconstruction is authorized.

Before turf installation, submit an elevation survey on a maximum 25-foot grid, photographs, drainage findings and written manufacturer acceptance of the prepared base. Finished base shall have no abrupt deviations exceeding 1/4 inch under a 10-foot straightedge and shall preserve existing drainage grades unless an authorized repair requires a change. Correct contractor-caused defects at no additional cost. Use bid unit prices only for District-authorized concealed-condition repairs.

Site logistics and protection

Provide a written schedule, haul routes, work limits, fencing and daily cleanup plan. Maintain emergency access and protect students, staff and the public. Coordinate work and deliveries with the District. Maintain secure work areas and comply with applicable MIOSHA, accessibility, environmental and school-site requirements.

Obtain permits and inspections required for this scope; identify any owner-provided approvals in the bid.

At the walkthrough, measure and photograph the existing field layout, including field boundaries, sidelines, end zones, all sports markings, line colors and widths, numbers, hash marks, lettering and logos. Include the existing permanent markings in the bid. Submit a dimensioned layout sketch with the bid identifying any uncertainty or proposed deviation. Material clarifications will be issued to all bidders by written addendum. Before manufacturing, submit complete shop drawings showing verified dimensions, colors, orientation, markings, roll seams, inlays, pad transitions and anchorage for District approval. Shop-drawing approval does not authorize an unpriced material scope change.

Existing conditions and property protection

Before mobilization, jointly photograph and record the condition of pavement, fencing, gates, utilities and access routes. Include protection of existing improvements in all field prices. Repair contractor-caused damage with compatible materials and qualified installers, without reducing existing warranty coverage.

Perimeter anchorage

Inspect the entire existing nailer or anchoring system and document deterioration, loose connections and elevation conflicts. Base prices include inspection and fastening the new turf to sound existing anchorage. Price District-authorized replacement of deteriorated nailer or anchoring components by linear foot, including removal, disposal, matching compatible material, fasteners and installation. Obtain approval before covering anchorage or replacing components.

5 Shock pad inspection and replacement The turf carpet backing is part of the material being removed. The separate shock pad beneath the carpet is the component considered for reuse. Its existence, type, condition and suitability are not guaranteed. Neither the age of the field nor a visual inspection alone establishes that the pad is reusable.

Before bidding

During the November 9, 2026 walkthrough, inspect accessible shock pad edges, joints and exposed areas, identify the pad type and thickness where observable, photograph visible conditions and evaluate apparent suitability for reuse with the proposed turf system. Review available District installation, maintenance and test records. State findings, access limitations and reuse assumptions with the bid. Bidders unable to attend shall complete an equivalent District-supervised inspection before the questions deadline. Lifting turf, opening seams, coring or other destructive inspection requires prior District approval and an approved restoration method; no bidder may independently disturb the field. The walkthrough is a preliminary inspection and does not establish that concealed pad areas are acceptable. Material findings will be shared with all bidders by written addendum.

After turf removal

Before covering any existing pad, inspect its entire exposed surface and perimeter. Map and photograph deterioration, tears, open joints, displaced sections, permanent compression, unevenness, moisture damage, contamination and drainage obstruction. Use a maximum 25-foot reporting grid with additional observations at defects and high-use areas. Record representative thickness and condition, and identify underlying base defects separately.

Include a District-approved independent qualified testing firm to document pad condition after turf removal. The common included scope is a visual survey and condition map of the entire exposed pad on the 25-foot grid, thickness measurements at at least six representative accessible locations distributed across the field, photographs, identification of repairs needed and a written suitability report addressing the turf manufacturer’s published reuse and compatibility requirements. Include additional manufacturer-required nondestructive checks disclosed with the bid. Finished-system impact and drainage testing shall follow Section 8. Any destructive testing or additional work beyond this stated scope requires prior written District authorization. Include this assessment in both pad totals without duplicate charges.

Written conditions for reuse

Submit the condition map, test results, repair scope and independent evaluator’s recommendation. The new turf manufacturer must provide project-specific written acceptance of the existing pad, including any repairs, its compatibility with the exact turf and infill, the basis for expected remaining service life and confirmation that reuse does not reduce the offered turf-system warranty coverage or duration. Disclose separately any existing-pad warranty and its remaining term. Do not represent the old pad itself as newly warranted unless that coverage is expressly provided.

Reuse requires written District authorization after review of the evidence. District approval does not excuse contractor compliance, testing or warranty obligations. Perform approved localized repairs with compatible materials and manufacturer-approved joints; reinspect and retest as required. The completed field must satisfy the same installed-system acceptance requirements under either pad option. Stop and notify the District if defects or failed tests prevent approval; do not cover a rejected pad or open a nonconforming field for use.

Pricing and concealed conditions

For each offered turf construction, quote one full-field total with approved existing-pad reuse and one full-field total with complete new-pad installation, including removal and disposal of the old pad, required base preparation, materials, joints, installation and testing. Identify the new pad’s model, thickness, drainage, test data and warranty. State qualifications affecting reuse. A reuse price is conditional on approval, not a guarantee that the existing pad is serviceable.

Price localized pad replacement by square foot, including removal, disposal, compatible material, installation and joint treatment. Use that price only for repairs authorized in writing; submit measured quantities. For unchanged field scope, a written change from reuse to complete pad replacement will use the same bidder’s new-pad total less its reuse total, adjusted for approved work already performed or omitted without duplication.

Other concealed-condition work requires a separately approved written change order. No automatic extra or replacement is authorized.

6 Turf and markings

Turf system

Provide new outdoor athletic turf with UV-stabilized polyethylene slit-film fibers or a documented equivalent hybrid construction suitable for the specified sports and Michigan freeze-thaw exposure. Nominal pile height shall be 2.0 inches. Nominal face yarn weight shall be at least 40 ounces per square yard, excluding backing.

State manufacturing tolerances separately; identify the offered nominal values and test results. Document any proposed equivalent against the complete-system performance requirements.

Submit product-specific data for fiber construction, denier, thickness, pile height, face weight, stitch gauge and rate, primary backing, secondary coating, total weight, tuft bind, seam strength, water permeability and wear testing. State test methods, dates and specimen construction. Report turf carpet permeability and complete-system drainage separately; carpet data alone do not establish site drainage performance.

Preferred factory tufted graphics

For the preferred turf construction, all permanent lines, hash marks, numbers, lettering, end-zone graphics and logos identified from the existing field and District addenda shall be formed by colored yarn tufted through the same continuous primary backing as the adjacent field turf during manufacturing. A different factory-integrated process may qualify as equivalent if it eliminates separate cuts and perimeter seams around the graphics, provides equivalent durability and warranty, and is approved from bid evidence. Painted markings, cut-and-glued inlays and separately sewn-in graphic patches do not meet the preferred marking requirement. Show any unavoidable exceptions on the seam drawing and in the bid response.

Price the alternate turf construction separately for conventional markings or partial tufted graphics. Identify every marking that is factory tufted, separately inlaid, sewn, glued or painted. Submit a scaled construction diagram and total estimated linear feet of graphic seams and roll seams. Integrated graphics do not eliminate the roll seams required to assemble the field.

Joining turf rolls

State whether each roll seam is sewn, bonded or a combination. Manufacturer-approved sewn primary roll seams are preferred where compatible with the complete system, but are not mandatory and receive no separate price premium. Do not sew a system whose manufacturer requires bonded seams. All joins must be manufacturer approved, fully warranted and installed by authorized personnel. The preference for factory-tufted graphics is distinct from sewing rolls together.

For sewn seams, state thread material, seam configuration and protection from exposure. For bonded seams, state tape, adhesive, curing conditions and temperature limits. No unsecured edges, open seams, wrinkles or exposed fasteners are acceptable. Include seams and graphics in the installation warranty.

7 Infill options Provide two separate, complete installed prices for each required turf and pad option: (1) conventional new sand and black SBR crumb-rubber infill; and (2) a reduced-heat infill alternate using white or light-colored granular or bead infill designed for athletic fields and supported by comparative temperature-testing data against conventional black SBR infill.

The conventional infill quote shall use new washed, rounded silica sand and clean black SBR rubber performance infill in the turf manufacturer’s documented blend and installed depth. The reduced-heat infill quote shall include the proposed white or light-colored athletic-field infill and all compatible ballast or other required materials in the manufacturer-approved system design. Identify whether the alternate replaces a component or is applied as a top dressing. No existing infill may be reused. State material sources, gradations, quantities per square foot, installed depth, safety data and available contaminant testing for each option.

For both infill quotes, identify the exact manufacturer and product, composition, ballast and performance layers, pounds per square foot, installation method, maintenance, replenishment availability and warranty. For the reduced-heat alternate, provide comparative temperature-test methods, conditions and results, including wet or dry condition, watering quantity and frequency, duration of the claimed cooling effect and any additional equipment or operating needs. Submit compatibility and performance evidence for the exact turf, infill and pad combination. Both options must meet the same field acceptance and warranty requirements. List unavoidable differences in turf, pad, lead time or equipment separately. Identify intentionally added PFAS, if any, and substantiate environmental and temperature claims. Other infill alternatives do not replace the required paired quotes.

8 Testing and contract requirements

Independent acceptance testing

Include an independent testing firm approved by the District and not employed by the manufacturer or installer.

Test the completed field before use under ASTM F1936-19, using the required apparatus, procedures and football-specific test locations. Test at least ten locations, including midfield, representative end-zone areas and high-use locations. Each test location shall have Gmax below 165, consistent with the Synthetic Turf Council performance guideline; this is the District’s acceptance requirement, not a statement that ASTM establishes a 165 limit. Do not substitute a whole-field average.

Provide complete results, locations, apparatus, calibration, infill depths, weather and conditioning. Repeat impact testing at the same locations 10 to 11 months after substantial completion. Gmax shall remain below 165 at each location throughout the eight-year system warranty, subject to the specified maintenance requirements.

Include the initial and follow-up visits in the bid. Correct nonconforming installation conditions and retest at contractor expense. Laboratory component reports do not replace installed-field testing.

Document infill depth and uniformity on the 25-foot grid, seam integrity, accurate markings, perimeter anchorage and transitions. Test field permeability under ASTM F2898 using at least six representative locations distributed across the field, including visibly slow-draining areas. Include baseline testing of the existing complete field before removal and final testing at the same locations under comparable conditions; record locations, conditions and results. The completed replacement shall not reduce the measured existing-field drainage performance at those locations or create ponding caused by the installation. Submit the manufacturer’s published permeability requirements and supporting product/system test data with the bid; obtain written manufacturer acceptance of the existing base and any reused pad before installation. Maintain functional drain inlets and outlets. Existing base or drainage deficiencies shall be documented and referred to the District for written authorization before repair; complete drainage reconstruction is excluded unless expressly awarded.

Correct contractor-caused obstruction, damage or deficient installation at no additional cost. Include these tests in each field price. No field acceptance occurs until required tests and punch-list items are complete.

Contract terms

Bonds and insurance. Before contract execution and award, the selected bidder shall provide 100% performance and 100% payment bonds from a surety authorized in Michigan, effective upon award, with premiums included in the bid. Required insurance is commercial general liability of $1 million per occurrence and $2 million aggregate; automobile liability of $1 million combined single limit; workers’ compensation at statutory limits;

and employers’ liability of $1 million. Provide certificates and required endorsements before work begins and maintain coverage during the work. Name Greenville Public Schools as an additional insured on commercial general liability for ongoing and completed operations arising from the contractor’s work, within the limits permitted by Michigan law. Insurance does not enlarge the contractor’s indemnity obligations. No particular surety, broker or agent is required.

Payments and retainage. The District will review payment requests promptly and identify material deficiencies in writing within ten business days. Pay undisputed amounts for verified completed work within 30 days after receipt of a proper request and verification, subject to any earlier payment obligation or other mandatory provision of 1980 PA 524, MCL 125.1561 et seq. Statutory payment and interest requirements control. Payment for stored materials requires prior written District approval, evidence of ownership and insurance, identification for this project and protection against loss; it does not authorize a deposit for unordered or unmanufactured goods. Retain 10% of the value of work in place until the work is 50% in place. Thereafter, withhold no additional retainage unless permitted by MCL 125.1563 for unsatisfactory progress or other specific cause. Hold retained funds in a separately accounted interest-bearing account and release retainage and earned interest as required by law. Any statutory right to substitute a letter of credit remains available. Do not withhold the entire undisputed balance for a limited disputed item.

Changes and concealed conditions. No work begins before signed contract acceptance, required bonds and insurance, and written notice to proceed. Extra work, substitutions, price changes and extensions require a written change order signed by the District’s authorized representative and the contractor before the changed work proceeds, except immediate measures necessary to protect persons or property. Promptly report emergency measures and document their cost. Give written notice of concealed conditions before disturbing them. Price authorized work using applicable bid unit prices or an agreed itemized amount without duplicating costs already included. Oral directions do not authorize an increase. Neither party may use a change order to materially alter the competitive award.

Schedule and delays. Meet the stated substantial and final completion dates and submit the required progress schedule. Notify Matt Andres in writing within two business days after identifying a material delay, describing its cause, effect and mitigation. Support a request for added time or compensation with contemporaneous records promptly as the effects become known. Ordinary seasonal conditions and avoidable procurement, staffing or scheduling failures do not establish entitlement to an extension. Documented events beyond the contractor’s reasonable control, including unusually severe weather or District-directed suspension, may justify a reasonable extension approved in writing. District-caused delay may support documented reasonable direct additional costs to the extent recoverable under Michigan law. No automatic extension, fixed daily penalty or liquidated damages is established. Rights and remedies available under applicable law are preserved.

Workmanship and protection. Provide qualified supervision, properly trained personnel, compliant materials and manufacturer-authorized installation. Obtain required permits and inspections and comply with applicable law and District school-site requirements. Protect the public, utilities and existing property. Correct contractor-caused damage and defective or nonconforming work at contractor expense, including retesting. The contractor remains responsible for its employees and subcontractors and for safeguarding its work and materials until written acceptance, subject to the parties’ legal rights concerning District-caused loss. Substitutions require written approval and may not reduce performance or warranty coverage.

Indemnification. To the fullest extent permitted by Michigan law, the contractor shall indemnify and hold harmless the District, its Board members, officers and employees from third-party claims for bodily injury, death or property damage, but only to the extent caused by negligent acts or omissions of the contractor, its subcontractors or persons for whom it is legally responsible. The contractor is not required to defend the District or another party, assume liability for another party’s fault, or indemnify any party for an amount greater than the contractor’s degree of fault as permitted by MCL 691.991. No provision waives the District’s governmental immunity or creates liability beyond that allowed by law.

Subcontracting and assignment. Identify proposed subcontractors and changes to them for District approval, which will not be unreasonably withheld. Maintain all required licensing, registration, wage and certified-payroll compliance. The contractor may not assign the contract without written District consent. Subcontracting does not release the contractor from responsibility for performance, payment obligations or required warranties.

Suspension and termination. The District may immediately suspend unsafe work or work that threatens property or school operations and will give written direction stating the reason. For material contractor default, give written notice and seven calendar days to cure or, if cure reasonably requires longer, to begin and diligently pursue a District-accepted cure plan. After failure to cure, the District may terminate for cause and obtain completion, subject to bond requirements and applicable law; documented reasonable completion costs may be applied against unpaid contract funds, with any remaining liability determined under law. The District may terminate for convenience by written notice. Pay for conforming completed work and reasonable documented unavoidable cancellation and demobilization costs, less prior payments and lawful offsets; no anticipated profit on unperformed work is payable. Transfer title and possession of paid-for materials to the District. Contractor remedies for District nonpayment or other breach remain subject to applicable law.

Completion and final payment. Substantial completion means the complete field can be safely used for its intended purpose, required initial tests have passed and only minor items remain. Final completion requires correction of punch-list work, cleanup, required approvals and delivery of as-built information, maintenance instructions, training, warranties and test reports. District acceptance will be documented in writing and will not be unreasonably withheld. With the final payment request, provide an accounting of changes, a contractor statement of payment obligations and legally appropriate conditional releases or other evidence addressing subcontractor and supplier claims. Do not require an unconditional release of amounts not yet paid. Release final payment, retainage and interest in accordance with applicable law, including partial-release requirements for completed work. Payment, inspection or use does not waive latent defects or continuing warranty obligations.

Disputes and governing law. Give written notice of a dispute to Matt Andres and the contractor’s authorized representative, with relevant records and the requested resolution. The parties shall first attempt prompt resolution through their authorized representatives. Continue undisputed work and pay undisputed amounts while a dispute is pending, except where suspension or another remedy is permitted by law. No mandatory arbitration is imposed. Michigan law governs. Proceedings shall be brought in a court of competent jurisdiction in Montcalm County, Michigan, or the applicable federal court, subject to controlling jurisdiction and venue requirements. No party waives rights or remedies provided by law.

Contract documents and exceptions. Mandatory law controls over conflicting contract language. Subject to law, the signed Contract acceptance and expressly accepted exceptions control the selected scope and price;

written addenda control the RFP provisions they amend; this RFP and its incorporated attachments control inconsistent bidder boilerplate, quotations, website terms or later invoices. Disclose proposed exceptions with the bid. Only exceptions expressly accepted in the signed contract are effective, and no acceptance may materially change the basis of competition. The contractor shall provide required records and cooperate with lawful District audit and public-records obligations. If a provision is unenforceable, the remaining lawful provisions continue in effect.

9 Warranty and closeout

Eight year system warranty

Provide a written, nonprorated manufacturer and installer system warranty for at least eight years from substantial completion accepted in writing by the District. Cover defects in turf, backing, infill and installation workmanship, including seams, integrated or inlaid graphics, wrinkling, panel movement and perimeter attachment. Covered repairs or replacements shall include removal, replacement materials, freight, labor, reinstallation and infill restoration at no cost to the District. Identify responsible warrantors and submit actual proposed forms with the bid. List all warranty exceptions. Submit proposed deviations with the bid for District review. These specifications govern unless the District expressly accepts an exception in writing.

Performance and permitted uses

Include the specified Gmax performance obligation and the manufacturer’s published drainage performance requirements for the supplied turf, pad and infill components. Identify required maintenance and all exclusions, use limits and claim procedures. Cover use for the sports identified during the walkthrough and District addenda, physical education and marching-band use; identify required protection for ceremonies or equipment.

Pad and base responsibilities

For a new pad, provide its manufacturer warranty and confirm compatibility with the complete installed system.

For reuse, provide the project-specific written acceptance required in the pad section and disclose any separate remaining pad warranty. The system warranty shall not be reduced merely because an accepted existing pad is reused. Do not misrepresent the age or original warranty of reused components. Identify responsibility for underlying base and drainage defects separately; disclose proposed exclusions in the bid.

One contact for service

Designate the prime contractor as the District’s contact for warranty intake and coordination among turf manufacturer, installer and pad supplier. An internal allocation of responsibility does not relieve a warrantor of its own commitments. Acknowledge claims within two business days; inspect potentially unsafe defects within five business days or as otherwise agreed for an urgent condition; provide a written correction plan. The District may close the affected area pending correction. Identify any insurance backing and submit policy evidence if offered; do not describe it as broader than its actual terms.

Training and spare materials

Provide onsite staff training, written grooming and infill schedules, equipment settings, snow-removal and heat guidance, maintenance logs and a first-year inspection. Deliver as-built seam, marking and drain information, tests, warranties, pad approvals and disposal records. Include at least 300 square feet of repair turf for each installed green shade, in at least two usable pieces; 150 square feet of each installed non-green color; and 100 linear feet of compatible 4-inch white striping material. Materials shall match the installed system and be labeled and packaged for manufacturer-recommended storage. Provide written repair procedures and identify separately priced equipment the District needs.

10 Bid pricing For each turf construction offered, submit two complete infill quotes: conventional infill and reduced-heat infill.

Provide each quote for approved existing-pad reuse and for complete new-pad installation. Thus each offered construction has four complete-field prices. A bidder may mark an entire construction “Not offered”; any unavailable combination requires an express explanation. All matrix amounts are alternative full totals, not additions to one another. Both infill options must include the same scope, testing, warranty and spring schedule, except differences expressly disclosed. Reuse retains the existing pad; it does not mean installation without a shock pad.

Complete field construction Qty Conventional infill

Reduced-heat infill

Preferred factory-tufted markings or approved integrated equivalent;

existing shock pad reused only after inspection, testing and written approval.

1 $__________ $__________

Alternate separately installed or partially integrated markings;

existing shock pad reused only after inspection, testing and written approval.

1 $__________ $__________

Preferred factory-tufted markings or approved integrated equivalent;

entire shock pad removed and replaced. Complete installed price.

1 $__________ $__________

Alternate separately installed or partially integrated markings; entire shock pad removed and replaced. Complete installed price.

1 $__________ $__________

Optional maintenance after included first-year service — Attach annual scope and exclusions.

1 year $__________ N/A

Optional maintenance equipment — Attach itemized list and compatibility requirements.

As listed

$__________ N/A

Unit prices for authorized concealed conditions

Work including labor materials equipment disposal overhead and profit Unit Price

Replace failed aggregate base to a depth of 4 inches SF $____________

Additional aggregate depth beyond first 4 inches SF per inch

Replace existing perforated field drain with matching size LF $____________

Localized pad replacement under an approved reuse option SF $____________

Replace deteriorated existing nailer or anchoring system with compatible components

LF $____________

These prices do not authorize work. Submit matching deduct prices and assumptions. Common evaluation quantities, if any, must be issued before bidding. No allowance is included unless expressly stated in an addendum.

Exact turf model _____________________ Pile __________ Face weight _________________ New pad model and thickness __________________ Existing pad type __________________ Spring mobilization lead time __________ Onsite workdays __________ Completion __________ Addenda received __________________ Bid security issuer and amount ___________________ LEO registration and expiration (attach required copies) _________________________________________

11 Bidder information The undersigned is authorized to bind the bidder and certifies that each offered construction meets the solicitation requirements except for exceptions expressly listed in an attached comparison. The bidder has included all costs and acknowledges the 60-day bid period and required addenda. The bid is independent and free of collusion.

Company name: ______________________________________________________________

Address: ______________________________________________________________

Authorized signature: ______________________________________________________________

Authorized name please print: ______________________________________________________________

Title and date: ______________________________________________________________

Phone: ______________________________________________________________

Email: ______________________________________________________________

At least three comparable field references

School / owner ___________________ Contact __________________ Phone ______________ Product / year ____________________ Installer role __________________________________

School / owner ___________________ Contact __________________ Phone ______________ Product / year ____________________ Installer role __________________________________

School / owner ___________________ Contact __________________ Phone ______________ Product / year ____________________ Installer role __________________________________

Manufacturer authorization attached? Yes No☐ ☐ Crew and subcontractor list attached? Yes No☐ ☐ Familial relationship affidavit included? Yes No☐ ☐ Iran Economic Sanctions Act affidavit included? Yes No☐ ☐ Bid security and all addenda included? Yes No☐ ☐ Proposed warranty forms and schedule included? Yes No☐ ☐ Exceptions or equivalent products proposed? Yes No — attach details☐ ☐ Describe employee screening and required school-site clearance procedures on an attachment. Do not submit personal criminal-history records with the public bid.

Technical response attachment

Provide exact data for fibers, pile, face weight excluding backing, stitch gauge and rate, backing and coating, tuft bind, seam strength, infill gradation and weight per SF, pad suitability, drainage and independent system tests.