IFB_Turf_Management-Sports_Field_2025_final.pdf

CALIFORNIA EXPOSITION & STATE FAIR

1600 Exposition Boulevard, Sacramento, CA 95815 State of California Gavin Newsom, Governor

State of California California Exposition & State Fair

INVITATION FOR BID

TURF MANAGEMENT SERVICES - SPORTS FIELD

IFB-24-1233

December 9, 2024

You are invited to review and respond to this Invitation for Bid (IFB), entitled Turf Management Services - Sports Field, IFB-24-1233. In submitting your bid, you must comply with these instructions.

Note that all agreements entered into with the State of California will include by reference General Terms and Conditions and Contractor Certification Clauses.

In the opinion of the California Exposition and State Fair (Cal Expo), this IFB is complete and without need of explanation. However, if you have questions or should you need any clarifying information, please submit your questions to the email shown below. Answers to all questions will be compiled and posted.

Contracts/Procurement Manager California Exposition and State Fair

Contracts@calexpo.com

Please note that no verbal information given will be binding upon the State unless such information is issued in writing as an official addendum.

Thank you for your interest in the California Exposition and State Fair.

Contracts & Procurement Manager https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language?search=general%20terms mailto:Contracts@calexpo.com

Turf Management Services - Sports Field, IFB # 24-1233

A. Purpose and Description of Services

Contractor shall furnish all labor, materials, tools, equipment, and incidentals to maintain the sports field turf on the grounds of the California Exposition & State Fair (Cal Expo).

1. Scope of Work: Contractor’s services shall include the following:

a) Manage and maintain hybrid Bermuda turf area in Heart Health Park, which includes turf in back of house area by locker rooms, to United Soccer Leagues (USL) standards for soccer league play. This will also include venue events such as concerts and other field users.

b) Contractor to supply and manage use or repairs of professional reel mower to cut hybrid Bermuda grass to meet USL standards for league play and also height of cut as necessary throughout each week of year.

c) Trim along cement edges of mow strip at south end of the sports field and pathways using contractor supplied power tools two (2) times each month.

Trim work also includes all field drains and edging of synthetic turf around bench areas so water flows into drains unobstructed by overgrown grass. Blow off cement areas as necessary after mowing and/or edging.

d) Contractor to supply professional grade fertilizers and pre-emergent herbicides to support proper field turf health throughout the year. All fertilizers, pre-emergence, and other turf-related needs must be professional grade and meet the California Department of Pesticide Regulation’s regulations. Applications are throughout the year from January 1 to December 31, as needed. Fertilizer applications could range from 6 to 9 applications yearly depending on conditions and weather.

e) Manage irrigation system using current Rain Master iCentral internet-based control system. This includes:

• Maintain proper hydration levels for turf to prevent hot spots, excess runoff and/or pooling of water which may cause unwanted turf diseases.

• Change out sprinklers that no longer rotate, are plugged with sand, and/or spray incorrectly, valves, QVC valves, and lateral lines.

• Troubleshoot and resolve any issues with the control system.

• All sprinklers must be calibrated to match existing sprinklers with proper nozzle sizes and set in ground to 1/4 inch below turf grade.

f) Contractor to supply herbicide and apply to unwanted weeds in turf and surrounding areas around the field edges in addition to the turf area by locker rooms. Herbicide shall not be stored on Cal Expo grounds when not in use. No spraying on any days there are events or when anyone is present using the facilities.

g) Contractor must have and maintain a Qualified Applicator License or Qualified Applicator Certificate to manage or spray herbicides; and a Landscaping Contractor License (C-27).

h) Contractor will use a turf aerator and slice aerate the turf field 3 - 4 times yearly throughout the growing season in order to keep compaction levels down and field safe and smooth for play. Core aerification can only be done at end of the year after soccer season is finished. Depth of slices and/or cores must be 4 inches minimum to get through thatch and root layer in the soil profile. The plugs left behind from core aeration must be managed to prevent staying on surface of turf for extended periods of time.

i) Contractor will have turf soil tested yearly for proper PH, nutritional, and all micronutrient levels.

j) Contractor will supply and use overseeding machinery to properly slice seed into existing soil profile to seed perennial ryegrass into Bermuda for the winter. Contractor will arrange seed varieties, delivery, and seed planted into the soil using a preferred rate per acre for sports turf. Contractor will coordinate preferred overseeding timeline based on event calendar.

Contractor will provide an invoice to Cal Expo for the seeding costs.

k) Contractor will coordinate with Cal Expo representative for the schedule of all upcoming field events, which include soccer matches, concerts, and other turf related events.

l) Contractor must manage the watering schedule to ensure moisture levels are appropriate prior to events on the turf.

m) Contractor must supply proper turf field paint, painting machines, measurement tools, strings, and labor to manage field painting. Cal Expo will provide contractor with the schedule for upcoming soccer games or other events. The line painting must be done after team trainings and before games or events, one (1) day before game day, if possible. Lines can be painted game day, but must be done no less than five (5) hours prior so lines can dry before event. Contractor can change color of paint to meet what Soccer teams want and USL approves to use a couple times of year but mainly field lines must be Bright White in color and must be done in the highest level of perfection as game officials will walk field prior to match to make sure field is OK. Painting charge is above basic scope of work for turf management and will be invoiced separately to Sacramento Republic Football Club or other event renters. Price of paint, labor and machine, contractor will set.

n. After concerts or other events, Contractor must walk field to assess if any spikes were left in and/or damage to the turf. Contractor must provide a report of the damages and cost to make the repairs to Cal Expo representative within 24 hours after an event.

o. Contractor to coordinate any repairs of turf with Site manager or Cal Expo representative. Contractor will get the necessary materials to make repairs.

p. Contractor to supply all equipment, such as aerator, edgers, string blowers, backpack blowers, tractor, reel mower, fuel for all equipment, including professional paint lining machine, (non-aerosol) proper field paint and wireless irrigation controller used in remotely managing water, one (1) inch field watering hoses and couplers that screw to one (1) inch hoses.

q. Contractor must have five (5) years’ experience in managing hybrid Bermuda turf for sporting venues and understand USL field rules.

Contractor must also have the skills to work and report to various users and venue management and be able to fix or repair damaged turf in a timely manner.

r. Contractor may store equipment only on site in the back of house area for easy access to perform work duties on field.

2. Term: Term of this agreement is January 1, 2025, or upon contract approval, through December 31, 2025, with an option to extend this agreement for one (1) additional year at the same bid pricing.

3. Final Approval: Contracts over $100,000 are not fully approved until the Cal Expo Board of Directors has provided final approval.

4. Payment: Payment will be made, in arrears, not more frequently than monthly, after satisfactory completion of services and approval of invoices submitted.

B. Bid Requirements and Information

1. Key Action Dates

Event Date

IFB Published December 9, 2024

Questions Due December 13, 2024; 5:00PM

Answers Provided December 18, 2024

Bids Due December 23, 2024, 5:00 PM

Proposed Award Date (tentative) December 27, 2027

2. Submission of Bid:

a) All bids must be submitted via email to the email address below by dates and times shown in Section C, Bid Requirements and Information, Item 1.

contracts@calexpo.com Contract/Procurement Manager

California Exposition & State Fair IFB No. 24-1233

TURF MANAGEMENT SERVICES - SPORTS FIELD

b) All bids shall include the documents identified in Section D. Bids not including the proper "required attachments" shall be deemed non-responsive. A non-responsive bid is one that does not meet the basic bid requirements.

c) All documents requiring a signature must bear an original signature of a person authorized to bind the bidding firm.

d) Bids must be submitted for the performance of all the services described herein. Any deviation from the work specifications will not be considered and will cause a bid to be rejected.

e) A bid may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. Cal Expo may reject any or all bids and may waive an immaterial deviation in a bid. Cal Expo’s waiver of an immaterial deviation shall in no way modify the IFB document or excuse the bidder from full compliance with all requirements if awarded the agreement.

f) Costs incurred for developing bids and in anticipation of award of the agreement are entirely the responsibility of the bidder and shall not be charged to Cal Expo.

g) An individual who is authorized to bind the bidder contractually shall sign the Bid/Bidder Certification Sheet. The signature should indicate the title or position that the individual holds in the firm. An unsigned bid may be rejected.

h) A bidder may modify a bid after its submission by withdrawing its original bid and resubmitting a new bid prior to the bid submission deadline. Bidder modifications offered in any other manner, oral or written, will not be considered.

i) A bidder may withdraw its bid by submitting a written email withdrawal request to Cal Expo at contracts@calexpo.com. A bidder may submit a new bid prior to the bid submission deadline. Bids may not be withdrawn without cause subsequent to bid submission deadline.

mailto:contracts@calexpo.com mailto:contracts@calexpo.com

j) Cal Expo may modify the IFB prior to the date fixed for submission of bids by the issuance of an addendum to all parties who received a bid package.

k) Cal Expo reserves the right to reject all bids. Cal Expo is not required to award an agreement.

l) Before submitting a response to this solicitation, bidders should review, correct all errors and confirm compliance with the IFB requirements.

m) Where applicable, bidder should carefully examine work sites and specifications. Bidder shall investigate conditions, character, and quality of surface or subsurface materials or obstacles that might be encountered.

No additions or increases to the agreement amount will be made due to a lack of careful examination of work sites and specifications.

n) Cal Expo does not accept alternate contract language from a prospective contractor. A bid with such language will be considered a counter proposal and will be rejected. The State’s General Terms and Conditions (GTC) are not negotiable.

o) No oral understanding or agreement shall be binding on either party.

3. Evaluation and Selection

a) At the time of bid opening, each bid will be checked for the presence or absence of required information in conformance with the submission requirements of this IFB.

b) Cal Expo will evaluate each bid to determine its responsiveness to the published requirements.

c) Bids that contain false or misleading statements, or which provide references, which do not support an attribute or condition claimed by the bidder, may be rejected.

d) Award, if made, will be to the lowest responsive responsible bidder.

4. Award and Protest

a) Whenever an agreement is awarded under a procedure, which provides for competitive bidding, but the agreement is not to be awarded to the low bidder, the low bidder shall be notified by electronic facsimile transmission, overnight courier, or personal delivery five (5) working days prior to the award of the agreement.

b) Upon written request by any bidder, notice of the proposed award shall be posted in a public place in the office of the awarding agency at least five (5) working days prior to awarding the agreement.

c) If any bidder, prior to the award of agreement, files a written protest with the Department of General Services, Office of Legal Services, 707 Third Street, 7th Floor, Suite 7-330, West Sacramento, CA 95605 and Cal Expo on the grounds that the (protesting) bidder is the lowest responsive responsible bidder, the agreement shall not be awarded until either the protest has been withdrawn or the Department of General Services has decided the matter.

d) Within five (5) days after filing the initial protest, the protesting bidder shall file with the Department of General Services and Cal Expo a detailed written statement specifying the grounds for the protest. The written protest must be sent to the Department of General Services, Office of Legal Services, 707 Third Street, 7th Floor, Suite 7-330, West Sacramento, California 95605. A copy of the detailed written statement should be mailed to Cal Expo. It is suggested that you submit any protest by certified or registered mail.

e) Upon resolution of the protest and award of the agreement, Contractor must complete and submit to Cal Expo the Payee Data Record (STD 204), to determine if the Contractor is subject to state income tax withholding pursuant to California Revenue and Taxation Code Sections 18662 and 26131. This form can be found on the Internet at www.osp.dgs.ca.gov under the heading FORMS MANAGEMENT CENTER. No payment shall be made unless a completed STD 204 has been returned to Cal Expo.

f) Upon resolution of the protest and award of the agreement, Contractor must sign and submit to Cal Expo page one (1) of the Contractor Certification Clauses (CCC), which can be found on the Internet at www.dgs.ca.gov/contracts. This document is only required if the bidder has not submitted this form to Cal Expo within the last three (3) years.

5. Disposition of Bids

a) Upon bid opening, all documents submitted in response to this IFB will become the property of Cal Expo and will be regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.) and subject to review by the public.

6. Agreement Execution and Performance

a) Performance shall start not later than express date set by the awarding agency and the Contractor, after all approvals have been obtained and the agreement is fully executed. Should the Contractor fail to commence work at the agreed upon time, Cal Expo, upon five (5) days written notice to the http://www.osp.dgs.ca.gov/ http://www.dgs.ca.gov/contracts

b) Contractor, reserves the right to terminate the agreement. In addition, the Contractor shall be liable to Cal Expo for the difference between Contractor's bid price and the actual cost of performing work by the second lowest bidder or by another contractor.

c) All performance under the agreement shall be completed on or before the termination date of the agreement.

C. Preference Programs

This IFB includes the Small Business Preference. Complete information can be found at https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

D. Required Attachments

A complete bid package will consist of the items identified below. For your bid to be responsive, all required attachments must be returned

Attachment Name/Description

Attachment 1 Bid/Bidder Certification Sheet

Attachment 2 Bidder References

Attachment 3 Cost Sheet

Attachment 4 Civil Rights Laws Certification (over $100K)

Attachment 5 Generative AI (GenAI) Disclosure & Factsheet https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

ATTACHMENT 1

BID/BIDDER CERTIFICATION SHEET

This Bid/Bidder Certification Sheet must be signed and returned along with all the "required attachments" as an entire package with original signatures.

A. Place all required attachments behind this certification sheet.

B. The signature affixed hereon and dated certifies compliance with all the requirements of this proposal document. The signature below authorizes the verification of this certification.

An Unsigned Bid/Bidder Certification Sheet May Be Cause For Rejection

1. Company Name 2. Telephone Number

2a. Fax Number

3. Address

E-mail address:

Indicate your organization type:

4. Sole Proprietorship 5. Partnership 6. Corporation

Indicate the applicable employee and/or corporation number:

7. Federal Employee ID No.

(FEIN)

8. California Corporation No.

9. Indicate applicable license and/or certification information:

10. Proposer’s Name (Print) 11. Title

12. Signature 13. Date

14. Are you certified with the Department of General Services, Office of Small Business Certification and Resources (OSBCR) as:

a. California Small Business

Yes No If yes, enter certification number:

b. Disabled Veteran Business Enterprise Yes No

If yes, enter your service code below:

NOTE: A copy of your Certification is required to be included if either of the above items is checked “Yes”. Date application was submitted to OSBCR, if an application is pending:

Completion Instructions for Bid/Bidder Certification Sheet

Complete the numbered items on the Bid/Bidder Certification Sheet by following the instructions below.

Item Numbers

Instructions

1, 2, 2a, Must be completed. These items are self-explanatory.

Check if your firm is a sole proprietorship. A sole proprietorship is a form of business in which one person owns all the assets of the business in contrast to a partnership and corporation. The sole proprietor is solely liable for all the debts of the business.

Check if your firm is a partnership. A partnership is a voluntary agreement between two or more competent persons to place their money, effects, labor, and skill, or some or all of them in lawful commerce or business, with the understanding that there shall be a proportional sharing of the profits and losses between them. An association of two or more persons to carry on, as co-owners, a business for profit.

Check if your firm is a corporation. A corporation is an artificial person or legal entity created by or under the authority of the laws of a state or nation, composed, in some rare instances, of a single person and his successors, being the incumbents of a particular office, but ordinarily consisting of an association of numerous individuals.

7 Enter your federal employee tax identification number.

Enter your corporation number assigned by the California Secretary of State’s Office. This information is used for checking if a corporation is in good standing and qualified to conduct business in California.

Complete, if applicable, by indicating the type of license and/or certification that your firm possesses and that is required for the type of services being procured.

10, 11, 12, 13

Must be completed. These items are self-explanatory.

If certified as a California Small Business, place a check in the "Yes" box, and enter your certification number on the line. If certified as a Disabled Veterans Business Enterprise, place a check in the "Yes" box and enter your service code on the line. If you are not certified to one or both, place a check in the "No" box. If your certification is pending, enter the date your application was submitted to OSBCR.

ATTACHMENT 2

BIDDER REFERENCES

Submission of this attachment is mandatory. Failure to complete and return this attachment with your bid will cause your bid to be rejected and deemed non-responsive.

References will be checked. If Cal Expo receives negative feedback from a reference, the bid may be rejected as not responsible. Cal Expo may use its previous experience with the bidder as a reference in determining if the bidder is responsible.

List below three (3) references for services performed, within the last five years, which are similar to the scope of work to be performed in this agreement. This information may be provided in a different format.

REFERENCE 1

Name of Firm Street Address City State Zip Code Contact Person Telephone Number

Dates of Service Value or Cost of Service

Brief Description of Service Provided

REFERENCE 2

Street Address City State Zip Code

Contact Person Telephone Number

REFERENCE 3

Street Address City State Zip Code

Contact Person Telephone Number

ATTACHMENT 3

COST SHEET

Name of Bidder: ____________________________________________________

Signature of Bidder: _________________________________________________

Bidder agrees to furnish all labor, materials, tools and equipment necessary to accomplish the work in accordance with the specifications herein for amounts as follows.

Upon signing this Cost Sheet, bidder certifies that all equipment required to fulfill the needs of this agreement is available to the bidder.

Year One (December 2025 – November 2025)

General Field Maintenance:

Including all materials for general upkeep.

Soccer Match Painting: $

Overseeding: $

Sanding Field:

To ensure the field I level.

Total Cost – Year One

BASIS OF AWARD

If needed:

Hourly Rate:

For unforeseen repairs outside of scope

(This item will not be factored into the total bid price)

Note: If optional year is exercised, Contractor shall provide services at same bid pricing.

ATTACHMENT 4

CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION

Pursuant to Public Contract Code section 2010, if a bidder or proposer executes or renews a contract over $100,000 on or after January 1, 2017, the bidder or proposer hereby certifies compliance with the following:

1. CALIFORNIA CIVIL RIGHTS LAWS: For contracts over $100,000 executed or renewed after January 1, 2017, the contractor certifies compliance with the Unruh Civil Rights Act (Section 51 of the Civil Code) and the Fair Employment and Housing Act (Section 12960 of the Government Code); and

2. EMPLOYER DISCRIMINATORY POLICIES: For contracts over $100,000 executed or renewed after January 1, 2017, if a Contractor has an internal policy against a sovereign nation or peoples recognized by the United States government, the Contractor certifies that such policies are not used in violation of the Unruh Civil Rights Act (Section 51 of the Civil Code) or the Fair Employment and Housing Act (Section 12960 of the Government Code).

CERTIFICATION

I, the official named below, certify under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

Proposer/Bidder Firm Name (Printed)

Federal ID Number

By (Authorized Signature)

Printed Name and Title of Person Signing

Date Executed Executed in the County and State of

ATTACHMENT 5

General Contract Provisions

General Terms and Conditions (GTC 04/2017)

Generative AI (GenAI) Disclosure & Factsheet

The State of California seeks to realize the potential benefits of GenAI, through the development and deployment of GenAI tools, while balancing the risks of these new technologies.

Proposers must notify the State in writing if their solution or service includes, or makes available, any GenAI technology, including GenAI from third parties or subcontractors. The State has developed a GenAI Disclosure & Factsheet to be completed by the Proposers.

Failure to disclose GenAI to the State and submit the GenAI Disclosure & Factsheet will result in disqualification of the Proposers and may void any resulting contract. The State reserves its right to seek any and all relief it may be entitled to as a result of such non-disclosure.

Upon receipt of a Proposal GenAI Disclosure & Factsheet the state reserves the right to incorporate GenAI Special Provisions into the final contract or reject proposals that present an unacceptable level of risk to the state.

Special Terms and Conditions

1. GENERAL LIABILITY INSURANCE: At all times Contractor shall maintain at its own cost and expense commercial general liability insurance coverage with minimum limits of at least $1,000,000 per occurrence combined single limit for bodily injury and property damage and cover damages for bodily injury, property damage, personal injury liability, and products and completed operations liability. The general liability insurance coverage shall include the following provisions:

a. State of California, California Exposition & State Fair, its agents, officers, directors and employees are made additional insured but only insofar as the operations under this agreement are concerned.

b. Cal Expo shall not be responsible for the payment of any premiums or assessments on the policy.

c. Contractor shall submit insurance certificates to Cal Expo for approval by appropriate agencies prior to the commencement of operation on the premises.

At least thirty (30) days prior to the expiration of any policy, a new insurance certificate with renewal information shall be filed with Cal Expo. Contractor shall furnish Cal Expo a certified copy of the policy within ten (10) days upon request https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language?search=general%20terms%20and%20conditions https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std1000.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std1000.pdf

d. Certificate of Insurance and/or policy must cover for the term of the agreement including the period described as set-up and clean-up period, if any.

e. Contractor agrees that the liability insurance herein provided shall be in effect at all times during the term of this agreement. In the event said insurance coverage expires at any time or times during the term of this agreement, Contractor agrees to provide the California Exposition & State Fair, PO Box 15649, Sacramento, CA 95852, a new certificate of insurance evidencing insurance coverage as provided for herein for not less than one year or the remainder of the term of this agreement. New Certificates of Insurance are subject to the approval of the California Exposition & State Fair and Contractor agrees that no activity by Contractor contemplated by this agreement be performed after the insurance expires and prior to the giving of such approval.

In the event Contractor fails to keep in effect at all times during the term of this agreement the insurance coverage as herein provided, Cal Expo may, in addition to any other remedies it may have, terminate this agreement upon the occurrence of such event.

2. WORKERS’ COMPENSATION INSURANCE: Contractor certifies that it is aware of the provisions of Section 3700 of the Labor Code which requires every employer to be insured against liability for Workers’ Compensation or to undertake self-insurance in accordance with the provisions of that Code, and Contractor affirms to comply with such provisions before commencing the performance of the work of this agreement. Contractor’s workers compensation insurance policy shall be endorsed with a waiver of subrogation in favor of the State of California in the event the contracts employ any person, in any manner, that is subject to the Workers Compensation Laws of California.

3. AUTOMOBILE LIABILITY INSURANCE: At all times Contractor shall maintain at its own cost and expense automobile liability insurance coverage with limits not less than $1,000,000 combined single limit per accident.

4. RIGHT TO TERMINATE: Cal Expo reserves the right to terminate this agreement subject to thirty (30) calendar days written notice to the Contractor if Cal Expo determines it cannot meet budgetary or financial obligations under this agreement or its operational needs have changed.

5. POTENTIAL SUBCONTRACTORS: Subcontracting is not permitted under this contract.

6. MEGAN’S LAW: Prior to start of work, Contractor shall provide Cal Expo with a list of all individuals, including any subcontractors, ages 18 and over who have access to the Cal Expo premises by completing Cal Expo’s Megan’s Law Form. All such individuals will be checked by Cal Expo’s authorized representative in accordance with the Megan’s Law Sex Offenders file.