Campus Athletic Turf Maintenance

Southwestern University is requesting proposals for campus athletic turf maintenance services under RFP 27RFP028, with proposals due August 31, 2026 at 5:00 p.m. CDT through the Euna Procurement Online Solicitation Platform.

The scope encompasses maintenance of seven natural grass athletic fields (Rockwell Family Baseball Field, Taylor-Sanders Softball Field, Varsity Soccer and Lacrosse Field, Practice Soccer and Lacrosse Field, Track Field, and Moses Field) and one synthetic turf field (Multipurpose Stadium), with immediate surrounding areas. Services must comply with NCAA standards and include routine maintenance (mowing minimum three times weekly, irrigation management, fertilization minimum six times annually, aeration twice yearly, weed and pest control, field markings, and event preparation). Baseball and softball fields require infield grooming, pitcher's mound and batter's box repairs, and daily dirt work during season. The synthetic turf field requires grooming, sweeping, infill monitoring and replenishment, drainage checks, and seam and edge inspection. The contractor must conduct soil testing within the first month to develop a customized maintenance plan, provide a designated local supervisor, submit weekly and monthly maintenance reports, and participate in biweekly meetings with athletics and facilities staff. Performance standards include 100% contest completion without cancellations due to field conditions, response to safety hazards within 24 hours, weed coverage below 2%, field stripe tolerance within 2 inches, and 95% on-time completion of scheduled maintenance tasks.

The contractor must provide all labor, equipment, and materials. Insurance requirements include Commercial General Liability of $5 million per occurrence, Workers' Compensation statutory benefits, Auto Liability of $1 million, and Environmental/Pollution Liability of $5 million per occurrence, with the University named as additional insured. Questions are due August 21, 2026. The University anticipates reviewing submissions in September 2026. Proposals must remain valid for a minimum of 150 days following submission opening. The contact is Erica Smith, Director of Contracts & Procurement, at Smith60@southwestern.edu.