Bremen City School District · Bremen City School District RPP 2015-1000 December 2015 1 Bremen City School District 501 Pacific Avenue Bremen, GA 30110 . 770-537-5508 . Request for

Bremen City School District RPP 2015-1000 December 2015

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Bremen City School District 501 Pacific Avenue Bremen, GA 30110

770-537-5508

Request for Proposal

Invitation Number: RFP 2015-1000

for

Artificial Turf

Dated December 16, 2015

PROPOSAL TO BE RECEIVED BY January 22, 2016 9:00am

The Bremen City School District is soliciting proposals from qualified vendors for the supply and installation of a complete vertical draining, infill synthetic turf surfacing system at Bremen High School. Offerors are instructed to read carefully all Terms and Conditions, Special Terms and Conditions, and Specifications stated within the attached pages before completing their proposal. Proposal forms must be completed in their entirety. Responses must be in a sealed envelope and marked “Request for Proposal Invitation Number 2015-1000, Artificial Turf.” Proposal may be hand delivered or mailed to the Bremen City School District, Attention: Russell Cooper, Director of Facilities, 501 Pacific Avenue, Bremen, Georgia 30110. Please allow ample time for delivery of mail by the postal service. Proposals received after 9:00am on January 22, 2016 will be considered a “No Bid” and will not be opened. The Bremen City School District reserves the right to accept or reject any or all proposals, and to waive any irregularity in proposals received. The District will make an award, in the district’s best judgment, to the responsible and responsive offeror whose proposal is determined in writing to be the most advantageous to the school system, taking into consideration the evaluation factors set forth in the request for proposals. The evaluation factors shall be the basis on which the award decision is made. In the operation of the Bremen City School District, it is the policy of the Board of Education that no person shall, on the grounds of race, color, national origin, handicap, disability, or sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination in educational programs, activities, or employment practices.


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GENERAL TERMS AND CONDITIONS FOR REQUESTS FOR PROPOSALS (RFPs) Section I – Preparation and Submission of Requests for Proposals 1. Introduction

a. To be entitled for consideration, proposal must be on the Proposal Forms furnished with this Request for Proposal. The original and three copies must be submitted in a sealed envelope marked with your company name and “RFP No. 2015-1000, Artificial Turf.” The proposal must be received by the Bremen City School District (BCSD), Facilities Department, 501 Pacific Avenue, Bremen, Georgia 30110, no later than the date and time set forth in the Request for Proposal.

b. Vendors are instructed to read carefully all terms, conditions and specifications as

set forth in the Request for Proposal. Proposal forms must be completed in their entirety. Any correction made on the proposal form (white out or strike through) must be initialed by an authorized representative of the company submitting the proposal or the proposal may be rejected by the BCSD. Each vendor is required to furnish all information requested in the Request for Proposal.

c. RFPs received after the date and time specified will not be considered.

d. The Owner reserves the right to reject any or all RFPs and to waive technicalities

and informalities. The judgment of BCSD on such matters shall be final. 2. Owner

The Owner for whom work will be executed is:

Bremen City School District, Georgia, hereinafter “BCSD.” 3. Preparation of RFPs

a. All RFPs shall be printed in ink or typewritten. No erasures permitted. Errors may be crossed out and corrections printed in ink or typewritten adjacent to the error. The person signing the RFP shall initial correction in ink.

b. Specifications used are intended to be open and non-restrictive.

c. Brand names and numbers when provided in solicitations are for reference to

establish a quality standard. Any reference to a brand name shall not be construed as restricting to that manufacturer (unless “no substitutes” is stated). RFPs on equal items will be considered, provided the RFP clearly describes the article offered and it is equal or better in quality and function and fully compatible with this requirement.


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d. By submitting a RFP the vendor warrants that any goods supplied to the BCSD meet or exceed specifications set forth in this solicitation except as may be otherwise noted in the vendor’s exceptions.

e. If bidding on other than the make, model, brand, or number as requested in the

solicitation and offered as an equal, complete technical information, specifications, manufacturer’s name and catalog reference shall be clearly stated on the RFP or on an attached letter. Any deviation between brand offered and brand specified shall also be clearly indicated. A complete list of deviations and a descriptive catalog cut shall be attached to RFP.

f. The BCSD will be the sole determiner as to whether the substituted item is of

equal or better specification.

g. All supplies, materials, and equipment provided to BCSD shall be new and in first-class condition unless the solicitation specifically allows offers of used, reconditioned, or remanufactured items.

h. Time of delivery is a part of the solicitation and an element of the contract that is

to be awarded. If the Offeror cannot meet the required delivery date, a RFP should not be submitted. Time shall be stated in “calendar” day. Failure to deliver in accordance with the contract could result in the vendor being declared in fault and subject. In lieu of canceling the purchase order, the BCSD may levy a charge for each day beyond the required delivery date that the successful vendor fails to complete delivery. Such charge is not a penalty, rather it is the agreed upon liquidated damages representing the estimated damages that will be incurred by the BCSD as a result of the vendor’s failure to deliver as required. Partial completion on a purchase order will not exempt a vendor from this charge. BCSD further has the right after assessing such charge, and after the continuing failure of the vendor to make complete, to terminate the purchase order.

i. RFPs shall be signed by an authorized officer of the company.

j. Telephone or fax RFPs in lieu of this form will not be accepted.

4. Taxes

Purchases by the BCSD are not subject to Federal Excise Tax or State and Local Sales Tax. Tax Exemption Certificates will be furnished upon request.

5. Charges and Extras

RFPs are to be firm net prices, F.O.B. destination, freight prepaid, to include all charges for delivery, unloading, placing in our building as directed by the authorities in the building, express, parcel post, packing, cartage, insurance, license fees, permits, cost of bonds and any other cost.


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7. Communications with BCSD Staff All communications concerning this RFP must be submitted in writing to the BCSD Facilities Department. Email to [email protected] is the preferred method of communication. Only written questions submitted via email or fax will be accepted. No response other than written, distributed by the Facilities Department, will be binding upon BCSD. Questions must be received by January 20, 2016. From the issue date of this RFP until the completion of the selection process and the award notification is announced, all vendor communication must be authorized by the Facilities Department including but not limited to communications with school system employees and/or contracted agents related to this RFP. Violation of this provision may result in the disqualification of the bidder.

8. Addenda

Following receipt of vendor responses to a solicitation, it is the vendor’s responsibility to be available via email, phone and/or fax during the review process in the event that clarification or additional information is required. If clarification or additional information is requested, the responsibility rests on the vendor to ensure that BCSD receives said information prior to the deadline(s) indicated.

9. Revision or Withdrawal of an RFP

An RFP may be revised or withdrawn by the Offeror prior to the RFP opening date and hour with the permission of the BCSD Director of Facilities. Requests to withdraw an RFP, along with supporting documentation, will be made in writing to the Director of Facilities. After the RFP opening, the BCSD Director of Facilities will permit withdrawal only when the best interest of BCSD would be served. Generally, withdrawal will only be allowed in cases where there has been an honest mistake made in preparing the RFP not resulting from negligence and the mistake is clearly ascertainable. If withdrawal is allowed, BCSD reserves the right to disqualify the withdrawing Offeror from bidding on BCSD solicitations for a period of up to one year.

10. Compliance with Laws

All property or services furnished shall comply with all applicable Federal, State, and Local laws, codes, and regulations including bid/performance/payment bond as required by O.C.G.A. 36-91.

11. Purchasing Policy

By acceptance of this solicitation an Offeror, potential Offeror, or contractor agrees to be bound by the BCSD Purchasing Policy and Purchasing Regulations in any issue or action related to this solicitation or subsequent contract resulting from this solicitation.

mailto:[email protected]


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Section II – Contract and Award 1. Contract

The Contract Agreement and Georgia Security and Immigration Compliance Documents must be completed by the Offeror and returned with the RFP. The Contractor shall begin and end on the dated specified in this Request for Proposal, unless terminated earlier in accordance with the applicable terms and conditions. Pursuant to O.C.G.A. Section 50-5-64.

2. Offerors Qualifications

The BCSD, before Contract Award, may require Offerors to document that they are “responsible” Offerors to the complete satisfaction of the BCSD.

3. Samples

Samples, when required, shall be furnished free of expense to the BCSD. Samples shall be tagged with Offerors name and RFP number. Samples not used or not destroyed in testing will be returned to Offeror upon request and at the Offeror’s expense after contract award.

4. Prices Quoted

As described in the Special Terms and Conditions, all RFP prices must remain firm. The quantities, if included, are estimated. Vendors are advised that the actual requirements may vary from those listed depending upon the needs of the BCSD and availability of funds.

5. Rejection of RFP

RFPs will be rejected if: a. The Offeror fails to submit requested samples with the time specified by BCSD. b. The RFP contains a minimum order/ship quantity or dollar value. c. The RFP contains a prepayment and/or progress payment requirement (unless

called for in the solicitation). d. The RFP contains provisions for late charges whether designated as interest

charges or otherwise. 6. Discounts

Award will be made on the total turnkey price. When submitting RFPs or quotations, all discounts shall be calculated by the Offeror and included in final price. Discounts offered in any other form or time limit will not be considered in making the award.


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7. Award

The BCSD reserves the right to accept or reject any part of a submitted RFP, to accept the entire RFP from one responder, to accept portions of the RFP from several responders, or to reject all RFPs submitted. The BCSD reserves the right to award the RFP under the most beneficial economic terms for the BCSD.

Notice of awards will not be announced until approved by the BCSD Board at their regularly scheduled board meeting. All correspondence, including Notices of Awards and Purchase Orders, will be sent to the address appearing on the vendor’s proposal.

Section III – Post Award

1. Assignment

By the submission of this RFP, the Offeror agrees not to assign the contract or purchase order to others unless specifically authorized in writing by the BCSD Director of Facilities.

2. Payment

All invoices should be mailed to Bremen City School District, Attention: Russell Cooper, 501 Pacific Avenue, Bremen, Georgia 30110.

3. Back Orders

Back orders may be made only when specifically authorized to do so by BCSD Director of Facilities. The necessity to back order may be deemed a breach of contract.

Section IV – Other

1. Insurance

Awarded vendor must provide the following insurance coverage:

• Commercial General Liability with limits of $1,000,000 and $2,000,000 aggregate. Coverage must include products and completed operations with reporting of claims on occurrence basis.

• Commercial Auto Liability with limits of at least $1,000,000 CSL (Combined Single Limit) or $500,000/$1,000,000/$500,000.

• Umbrella Coverage in excess of GL and Auto of at least $2,000,000. • Statutory Workers’ Compensation. • Employer’s Liability of at least $100,000/$500,000/$100,000.


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• Bremen City School District must be named as an additional insured on all applicable policies. The insurance carriers should be licensed to do business in the State of Georgia and carry an AM Best rating of A- or higher.

By signing the Contract Agreement, vendor complies with insurance requirements as specified. Proof of insurance is not required with submission of bid, but must be made available upon request including during the evaluation process. BCSD will require proof of insurance before issuance of Award Letter/Contract.

2. Security

The Contractor shall provide the number of qualified employees required to complete the work within the allotted time and these employees shall meet with the approval criteria specified in this proposal. The Contractor will remove, or cause to be removed, any workman or workmen that the BCSD deems unsuitable. Contractor has sole responsibility for suitability of all his employees, including background screening and employment verification status (I-9). The contractor is responsible for ensuring the E-verify process has been completed for every employee.

3. Background Screening

BCSD requires vendor to perform background screening on any employee or subcontractor that will be working on the BCSD property (delivery personnel included). A comprehensive criminal history background screening to include both GCIC and NCIC is required on each applicant assigned to BCSD. Minimum findings that warrant exclusion include:

- Any felony conviction - Any drug conviction - Any crime against children - Any sex-related conviction

Background screening must be provided to the BCSD upon request by the BCSD. 4. Non-Discrimination

The contractor, by the submission of a proposal or the acceptance of an order or contractor, does agree in providing the goods and services covered under the proposal or contract not to discriminate in any way against any person or persons or refuse employment of any person or persons on account of race, color, religion, age, disability, national origin, sex, or any other legally protected status.

5. BCSD Non-Discrimination

Bremen City School District is an equal opportunity, affirmative action, educational institution and as such, does not discriminate in any manner concerning students, employees, or service to its community on the basis of race, color, religion, sex,


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disability, age, or national origin in its programs and activities and provides equal access to the Boy Scouts and other designated youth groups.

6. Drug-Free Workplace

By submission of a RFP, the Offeror certifies that he/she will not engage in the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or drug during the performance of the contract and that a drug-free workplace will be provided for the contractor’s employees during the performance of the contract. The Offeror also certifies that he will secure from any subcontractor who works on the contract, written certification of the same drug free workplace requirements. False certification or violation by failing to carry out requirements may cause suspension, termination of contract, or debarment of such Offeror.

7. Certification of Non-Collusion

By submitting a RFP the Offeror certifies “that this RFP is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a RFP for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. That collusive bidding is understood to be a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards.”

8. Authorized Official

It is agreed that all conditions of the RFP shall be abided and that the person signing this RFP is authorized to sign the RFP for the Offeror.

9. Debarment and Suspension Status

By submitting a bid, all vendors certify that they are not currently debarred or suspended from submitting bids on contracts by any agency of the State of Georgia or as defined in the Federal Acquisition Regulation (FAR) 48 C.F.R. Ch. 1 Subpart 9.4. Supplier will immediately notify BCSD in writing if supplier is debarred, suspended, or declared ineligible by any agency of the State of Georgia or placed on a Consolidated List of Debarred, Suspended, and Ineligible Contractors by a federal entity. C.F.R. Section 180.300 requires that when the School District enters into a covered transaction with an entity at a lower tier, the School District must verify that the entity is not suspended, debarred, or otherwise excluded. “Covered transactions” include those procurement contracts for goods and services awarded under a grant or cooperative agreement that are expected to equal or exceed $25,000. By signing this contract, you are affirming that neither you, the Supplier, nor any principal of the Supplier are at the date of your signature suspended, debarred, or otherwise excluded.


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10. No Assignment, Delegation, or Subcontract Without District Consent

Except as may be specifically permitted by the RFP, Vendor shall not delegate, subcontract, assign or otherwise permit anyone other than Vendor personnel to perform any of the work and/or provide any of the Services required of Vendor under this Contract, or assign any of its rights or obligations hereunder, without the prior written consent of BCSD, which consent may be withheld by BCSD in its sole discretion. Vendor hereby accepts responsibility for ensuring that all subcontractors who perform any of the services in this Contract also comply with the terms and conditions of Contract and Vendor expressly agrees to indemnify and hold harmless BCSD from any and all claims, demands, liabilities, losses, damages, costs and expenses which result from any failure by any such subcontractor to comply with any of the terms and conditions of this Contract. Vendor must notify BCSD of all subcontractors used to fulfill this contract, including those contracted by their agents. BCSD reserves the right to require that a subcontractor be removed from the proposal.

11. Special Terms and Conditions

Should these General Terms and Conditions be in conflict with the attached Special Terms and Conditions, the Special Terms and Conditions will control.

SPECIAL TERMS AND CONDITIONS

A Mandatory Pre-Proposal Conference will be held on Thursday, January 14, 2016 at 10:00am at Bremen High School Stadium located at 504 Georgia Avenue, Bremen, GA 30110. Contact Russell Cooper at 770-537-5508 if you need directions. Site visits can be scheduled by emailing Russell Cooper, Director of Facilities, at [email protected].

1. PURPOSE Bremen City School District is soliciting proposals for the supply and installation of a complete vertical draining, in fill synthetic turf surfacing system at Bremen High School. Offerors should have demonstrated experience in providing and installing turf systems, including but not limited to, site preparation, engineer’s designed and approved sub-surface base and drainage systems, and other site work including installation of curbs, goals, etc. 2. SCOPE OF WORK

The scope of work includes the provision of all labor, material, equipment, transportation and services to supply and install a vertical draining synthetic turf surfacing system at the Bremen High School football field (turnkey solution). Contractor will be responsible for protecting the job site. Vendor must meet all applicable state laws and regulations.

mailto:[email protected]


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Award vendor is responsible for obtaining permits, including a Land Disturbance Permit, as may be required under applicable codes, regulations, laws, etc at vendor’s expense prior to commencement of work. 3. BID BOND Offerors must submit a bid bond (A.I.A. Document A310) in an amount equal to 5% of the total proposed price with the proposal. The bid bond shall be executed by a surety company, licensed to do business in the State of Georgia listed in the Department of the Treasury Circular 570, latest revision. No company, regardless of the size or financial rating, will be allowed to write its own bond. Provide a confirmation letter from a bonding company indicating the bonding company’s A.M. Best financial rating and that the bonding company will provide separate Payment and Performance Bonds, each in the amount of 100% of the GMP.

4. PERFORMANCE AND PAYMENT BONDS Bonds shall be written on A.I.A. Document A-311, 1970 ED. No company, regardless of size or financial rating, will be allowed to write its own bonds. Bonds will be required to cover 100% of the GMP. Bonds must be accompanied by a letter stating bonding company’s current rating for verification prior to acceptance by the Owner and execution of the formal Owner/Contractor agreement. 5. PROJECTED SCHEDULE – COMPLETION DATES BCSD proposes the following timeline:

• April or Earlier of 2016 – Meet with Offeror to Plan Staging/Other Details • Week of May 23rd – Begin Staging in Lower Parking Lot • Week of May 30th – Begin Construction

Field is to be completed during the Summer of 2016 and must be substantially completed by the date listed below:

• Bremen High School –August 1, 2016 The exact dates for field availability will be determined with the awarded vendor. BCSD reserves the right to revise the schedule as needed based on availability of funds and other factors. 6. BUSINESS STABILITY

• History and Organizational Structure of the Firm - Provide a brief cover letter introducing the company, including the corporate name, address and telephone number of the corporate headquarters and local office. The name and phone number of one individual


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who will be the company’s primary contact with BCSD for contract negotiation for this project. Also include a brief description of the architectural and engineering partners being proposed.

• Financial Status – o Describe the financial status of the firm; Provide information in sufficient detail to

allow its financial strength and credit worthiness to be evaluated. o Provide the current value of work under contract o Provide current bonding capacity o Provide current value of bonded work

• References - List as references (names, address, contact persons and phone numbers) a minimum of three clients of similar size and nature to BCSD for which a project was completed within the last three years. A brief description of the services provided shall accompany each reference.

• Subcontractors - Indicate the names and addresses of any and all architects and/or engineers which would be used in the performance of this contract. (Sub-contractors referenced here are those that the contractor intends to employ for the purpose of assisting in the surveying, design, and permitting aspects of the work, not in the actual construction of the Work.)

• Previous Default - Indicate if the Offeror has ever defaulted on a contract or denied a bid due to non-responsibility to perform. If so, provide the facts and circumstances.

7. PROJECT TEAM / COMPANY STRUCTURE

• Provide a proposed organizational chart for the project with the description of

responsibilities for each member • Provide resumes for key members of the organization that will be directly

involved with the construction project from start to finish • Offeror must provide a Georgia State General Contractors License • Offeror must provide certification by the Synthetic Turf Council as a system

builder • Offeror must provide verification by the American Sports Builders Association

that it employs a certified Synthetic Turf Field Builder

8. COMPANY EXPERIENCE

• Offeror must show proof of construction of a minimum of 5 turn-key design build clients with work completed within the past 5 years with similar characteristics

• Offeror must provide on no more than one page front and back, a description of the company’s history since inception noting milestones of growth, changes in upper management and ownership, as well as any other items felt necessary for review

9. PROJECT EXECUTION PLAN The Offeror shall include with their proposal a detailed plan that will meet the schedule provided herein.

• The plan must include staffing, resources, proposed lead times and timelines per field.


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• Plan should include details of how the Offeror proposes to provide staffing and other resources to complete the work within the Substantial Completion dates, and to maintain schedule in the event of permitting or weather delays.

• Plan should include how the Offeror proposes to protect the Owners facilities during construction and should also include a safety plan to protect students and staff that may be on campus during construction.

• Plan should include any information Offeror deems necessary to demonstrate to the Owner that Offeror is capable of successfully completing the project within schedule with minimal disruption to school activities – and should include all elements from initial design through manufacturing and execution should be highlighted.

10. PRODUCT / WARRANTY / VALUE ADDED INFORMATION

• Offeror to provide the specified product samples and information as noted • Offeror to provide warranty information for the project as noted • Offeror to highlight any additional value to the Owner as it feels necessary

11. PRICING

Offerors are asked to propose a total price for all elements of the work. Upon award of the contract, the successful Offeror will be required to conduct a detailed evaluation of the site, develop design documents to meet the requirements of these specifications, and then to submit a guaranteed maximum price for approval by the Owner.

• All pricing to include payment and performance bonds • All pricing to include all permits, testing, fees, and taxes required by the project

scope 12. CALENDAR OF EVENTS

Calendar is tentative and subject to change.

13. PROPOSAL EVALUATION

Organization and Completeness of Proposal Vendor’s proposal must provide straightforward, concise proof of the capabilities to satisfy RFP requirements. For ease of review, responses must be organized in the exact same order as the RFP or as stipulated in the RFP. Each section should be clearly labeled with the corresponding RFP section name and number. Any additional documents provided by the vendor must also be clearly labeled with the corresponding

Release of RFP December 16, 2015

Written Vendor Questions Due January 20, 2016

Proposal Due Date January 22, 2016 at 9:00am

Evaluation & Tentative Award January 26, 2016


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RFP section name and number. All requested information must be included and all forms completed in entirety. (All spaces must be completed on all requested documentation.) Any proposals that do not include all required information may be considered non-responsive and disqualified.

Evaluation Procedures – Review of Proposals

A committee will evaluate the proposal responses on the basis of qualifications, relevant experience, responsiveness of proposers, as well as cost. Cost will not be the sole determining factor in the award. Each proposal will be reviewed for completeness to ensure that all mandatory requirements are addressed satisfactorily. The committee will determine any areas requiring additional clarification/information and may request this information from the responding vendor. The committee will evaluate the quality and completeness of each response as it addresses each requirement of the RFP. The committee may in its sole discretion and in the course of the evaluation request presentation(s)/demonstration(s) with one or more selected Offerors. Responses must satisfactorily meet other requirements before cost is evaluated.

Evaluation Criteria

The selection of an Artificial Turf Vendor will be based on the review of several key elements in the proposals submitted. They include but are not limited to the following:

Business Stability/Financial/References Project Team/Company Structure Company Experience

Detailed Project Execution Plan Product/Warranty/Value Added Information Pricing Organization and Completeness of Proposal

14. REQUIRED DOCUMENTATION

The awarded contractor must provide a copy of the following documents for city school records:

State business license / county permits if applicable DOT permits for hauling waste material State EPD permits for hauling and dumping waste products Workers compensation insurance Liability and property damage insurance


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15. GENERAL LIABILITY / PROPERTY DAMAGE INSURANCE The awarded contractor must possess general liability and property damage insurance of no less than $1,000,000 with the Bremen City School District named as additionally insured on the policy. A copy of this policy must be on file prior to commencement of services.

16. VEHICLE LIABILITY INSURANCE Vehicle liability insurance for hired, owned and non-owned vehicles with $350,000 combined single limits coverage. Georgia statutory worker’s compensation insurance and employer’s liability of $100,000 each accident, 100,000 disease and $500,000 aggregate. Professional liability insurance with a minimum limit of $1,000,000.

17. INSURANCE RATING

All insurance policies shall be with carriers admitted to business in the State of Georgia, and shall carry an A.M. Best rating of “A” or better.

18. BACKGROUND CHECKS The contractor must provide proof of a background check for all employees that will be on school property. Employees servicing this contract must have an acceptable background as determined by the Bremen City School District.

19. ADMINISTRATION

Project Director: The Bremen City School District will designate a Project Director to coordinate this project for the BCSD. The successful responder will perform all work required pursuant to the contract under the direction of and subject to the approval of the Project Director.

20. SUBITTAL INSTRUCTIONS

Four (4) copies of the Proposal must be submitted to the following address by 9:00 am on January 22, 2016:

Bremen City School District Attn: Russell Cooper 501 Pacific Avenue Bremen, Georgia 30110

Proposals must be clearly identified on the outside of the envelope with the responder’s name, RFP Number, and Title of the Request for Proposals. Late proposals will not be considered.


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21. QUESTIONS All questions regarding this RFP should be addressed to the Director of Facilities at the address indicated above. All questions are to be in writing and are to allow sufficient time for distribution to all interested parties. The Facilities Department will be the sole determiner of sufficient time. 22. ACKNOWLEDGMENT OF ADDENDA Addenda may be issued in response to changes in the Request for Proposals. Addenda must be acknowledged either in a cover letter or by signing and returning the Addendum form. Acknowledgments must be received no later than the proposal due date. If Acknowledgments are returned with the proposal, they must be submitted with the technical proposal only. Failure to properly acknowledge any addendum may result in a declaration of non-responsiveness.

Technical Specifications

1. Survey, Field Design, Permitting and Layout Requirements 1.1. Survey

1.1.1. It shall be the responsibility of the Contractor to obtain, evaluate, and field verify existing survey information for each site as required for use in designing and permitting requirements. If such existing information is not available or is shown to be outdated or inaccurate, the Contractor shall provide an up to date survey for each field.

1.2. Field Design 1.2.1. Contractor is responsible for providing complete field design documents illustrating field

with existing conditions and elevations and plans for each step of the construction process required to obtain all required permitting, including but not limited to Land Disturbance Permit and Building. These documents include, but are not limited to:

1.2.1.1. Erosion Control Details 1.2.1.2. Grading Details 1.2.1.3. Drainage Details 1.2.1.4. Perimeter Details

1.3. Permitting 1.3.1. Contractor is required to obtain all permits required for this work and to pay all fees

associated with these permits. 1.4. Field Layout Documents

1.4.1. Drawing of the project in color to illustrate the lines and layout 1.4.2. Drawing of the project in black and white to illustrate the seam locations 1.4.3. Drawing of the project in black and white to identify all tufted lines 1.4.4. Drawing of the project in black and white to identify all inlaid lines, markings and logos 1.4.5. All drawings must be approved by the Owner’s Representative before construction

commences. END OF SECTION


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2. Subsurface Construction Specifications 2.1. Scope

2.1.1. These specifications are intended as a minimum guide for the design and construction of a free-draining base used in conjunction with synthetic turf installations. The design criteria described herein include:

2.1.1.1. Site Evaluation 2.1.1.2. Bulk excavation and construction of a stable permeable subgrade. 2.1.1.3. Excavation of a perimeter drainage collector network and installation of the

drainage grid system. 2.1.1.4. Construction of a stable and permeable aggregate layer.

2.1.2. Modifications to the design criteria described herein may become necessary depending on the site location, soil conditions and city/county specifications and design practices. The final decision for the design should be left to the Owner’s Representative with recommendations from the Contractor.

2.2. Site Evaluation 2.2.1. Upon selection of the exact site for the turf field, the overall soil conditions and drainage

properties of the location should be evaluated and documented in writing. During this initial inspection and consequent excavation, the presence of any pavement, wood, rock, ledge, water or other debris should be reported. The Owner’s Representative will retain a Geotechnical Engineer as necessary to make the final recommendation concerning the suitability of the site. The Owner’s Representative will make design recommendations for the final construction procedures in conjunction with the testing results.

2.3. Erosion Control 2.3.1. All erosion control measures required by the approved Land Disturbance Permit

documents shall be installed and maintained in accordance with the requirements of Bremen City.

2.4. Site Access 2.4.1 Contractor is required to properly protect all existing structures as well as any areas, natural or manmade, during the construction process. Exact entry and exit of the site will be coordinated during staging discussions.

2.5. Excavation and Perimeter Foundation 2.5.1. The field should have a maximum slope of 0.5%. A single benchmark must be

established prior to any excavation and maintained by a surveyor of record during the entire construction process. The site should then be excavated to a depth per plan design. During excavation, all grass, topsoil, etc., should be stripped, in their entirety, and placed to a desired crown on practice field adjacent to football field. All other excavated soil should, depending on its overall properties, be hauled away or put aside for possible use as select-fill.

2.5.2. In the event of over-excavation, select-fill material shall be used to achieve design subgrade elevations. Select materials shall be composed of natural materials consisting of hard, durable particles of sand or stone together with silt and/or clay material, as determined by a Geotechnical Engineer if necessary.

2.5.3. The Geotechnical Engineer will determine whether the materials in the excavated areas are suitable for use as select-fill. All unsuitable material shall be removed and all new materials shall be approved by a Geotechnical Engineer, prior to use.


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2.5.4. If necessary, the subgrade shall be constructed using approved select-fill material. This material shall be placed in lifts not greater than 6" in depth. Each lift (layer or course) shall be compacted separately. The moisture in the soil, at the time of compaction, shall be uniformly distributed and should be within 90 and 120% range of the optimum. Within these limits, the Geotechnical Engineer will determine the proper moisture level to be used, by standard proctor.

2.5.5. The select-fill material in the first layer shall be rolled until the course has been uniformly compacted to a minimum 95% of the maximum density. The second and succeeding courses shall be placed and mixed and then compacted as specified for the first course. The finished surface of the subgrade shall have a finished grade in accordance with the plans and specifications. The subgrade shall be established to within a tolerance of +0 to -1/2" of the designed subgrade elevation.

2.5.6. Proof roll and mark "soft spots" for additional compaction or correction. Use static tandem drum-type roller of not less than five (5) tons weight. Proof rolling operations must be performed in the presents of a Geotechnical Engineer.

2.5.7. Excavate perimeter drainage collector trenches 18" wide and 20" deep (minimum). The trenches should be excavated with a minimum of 0.5% slope starting from the low point of the drainage system at the outlet extending toward the high point(s). Design of the collector trenches should incorporate the following:

2.5.8. All loose debris shall be removed from the trenches. 2.5.9. The trenches shall be backfilled using premium materials and compacted by hand

tamping (or equivalent machinery) to a minimum 95% of the maximum density. 2.5.10. After proper excavation and compaction, a 6” x 12” perimeter curb (or foundation

suitable and approved by the Owner’s Representative depending on the situation) shall be installed with a proper pressure treated 2 x 4 turf attachment system at the proposed finish grade of the stone base. This will act as the means of adhesion for the turf system. The concrete will have a minimum of 3000 psi with #5 rebar running continuous for the length of the curb. Each section of rebar shall overlap the next section by a minimum of 12 inches.

2.6. Underdrain System 2.6.1. Permeable Liner 2.6.2. Verify surface elevations of the finished subgrade. The surface elevations must conform

to the elevations shown on Drawings to be provided before construction. 2.6.3. Prior to under drain system construction, the subgrade surface is to be uniform and free of

rocks, depressions, voids, and irregularities that might damage liner. Install 4 ounce nonwoven geotextile liner in accordance with the liner manufacture’s written recommendations. Liner shall be UV resistant and shall have the following minimum properties:

Property Test Method Data

Grab Tensile Strength ASTM D 4632 >110 lbs

Grab Tensile Elongations ASTM D 4632 50% max

Mullen Burst ASTM D 3786 >200 psi

Trapezoidal Tear ASTM D 4533 >45 lbs


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Puncture ASTM D 4833 >60 lbs

CBR Puncture ASTM D 6241 >300 lbs

Water Flow Rate ASTM D 4751 >125 gpm/sq ft

Thickness ASTM D5199 >55 mils

2.6.4. The liner should be placed in the perimeter trench first. The trench liner should be

separate from the liner on the field. Overlap field and trench sections a minimum of 18" in the direction of water flow.

2.6.5. Overlap joints a minimum of eight inches. All laps shall be overlapped in direction the water flows.

2.6.6. Place a suitable amount of ballast on the liner to prevent movement by wind. The ballast shall be in a form which will not damage liner.

2.6.7. Direct loading on the fabric by traffic shall not be allowed. A minimum of 6" of material cover must be placed prior to traffic.

2.6.8. Punctured or torn fabric shall be repaired by overlapping additional fabric and jointing in accordance with manufacturer’s recommendations.

2.6.9. The liner must completely line perimeter trench in a continuous manner. 2.6.10. Field Composite Drains 2.6.11. Install a 1” x 12” flat panel drain system at 30 feet on center at a 45 degree angle on top

of the geotextile liner, securing to the liner every 15 linear feet with landscape stakes. Ends of these composite drains must flow into the perimeter drain collector header system.

2.6.12. Perimeter Collector Drains 2.6.13. Place a 10" O.D. HDPE double walled perforated plastic drain pipe in the perimeter

collector trenches. The centerline of the pipe shall coincide with the centerline of trench. The pipes shall be strong and capable of withstanding the anticipated loading without deformation. Each header should be designed to handle the maximum rainfall in that particular location. Collector headers must be drained to an acceptable, efficient storm sewer, or approved discharge outlet. Pre-manufactured fittings shall be used for all connections into the collector drainage network. Note: Contractor shall verify that aforementioned pipe sizes are in compliance with drainage requirements of local permitting officials.

2.6.14. A minimum of 2" clean, drainable crushed stone aggregate shall be placed in the bottom of the collector trenches, on top of the moisture barrier. The crushed should be compacted suitably.

2.6.15. Place a minimum of 4" clean, crushed aggregate on the sides of the under drain pipes and headers, and 6" minimum of the aggregate on top of the pipe network. Compact suitably.

2.7. Aggregate Layer for the Turf System 2.7.1. A base layer of clean, washed, GADOT #57 stone shall be placed over the entire sub base

which has been covered with the geotextile barrier and the composite drain system. The aggregate shall comprise of a minimum 4” compacted, stable, permeable stone. Care shall be taken to maintain the grade designed for the sub base. The capability of the stone drainage layer to meet the stability and permeability sieve requirement must be determined prior to installation. The stone layer shall be compacted to a minimum density of 90%. Tests should be performed during aggregate placement and rolling to ensure specified compaction.


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2.7.2. A finish layer of clean, washed, GADOT #89 stone shall be placed over the drainage base layer. The aggregate shall comprise of a minimum 2” compacted, stable, permeable finish stone. Care shall be taken to maintain the grade designed for the drainage base. The capability of the stone finish layer to meet the stability and permeability sieve requirement must be determined prior to installation.

2.7.3. Material shall be a 100% fractured, by mechanical means, with elongated characters on each individual particle larger than 1/4". Material shall be devoid of mineral fines. All particles smaller than 1/4" shall be produced by manufactured means only. Rounded sands or aggregates are prohibited.

2.8. Properties and Installation of Permeable Stone 2.8.1. Handling and Placement 2.8.2. Prior to aggregate placement, remove any excess or contaminated backfill from the

drainage trenches. 2.8.3. Should any separation of the materials occur, during any stage of the spreading or

stockpiling, the Contractor must immediately remove and dispose of segregated material and correct or change handling procedures to prevent any further separation. Double handling of materials is not allowed.

2.8.4. The Contractor shall utilize laser controlled equipment for the grading of the processed stone to ensure accuracy in the grade tolerances of +0" to -1/4".

2.8.5. The Contractor shall shape the complete surface of the stone until the deviation from the required elevation does not exceed a maximum deviation from grade of +0" to -1/4" in ten feet (10'), when measured in any direction using a 10' straight-edge.

2.8.6. Each layer must be spread uniformly with equipment that will not cause perceptible separation in gradation (segregation of the aggregates).

2.8.7. The Contractor shall apply water to the processed stone on site to attain and maintain minimum moisture content throughout the installation process.

2.8.8. Compaction and Planarity 2.8.9. Proof-roll wherever possible and mark "soft spots" for additional compaction or

correction. Use static tandem drum-type roller of not less than five (5) tons weight. Proof rolling operations must be performed in the presence of the Geotechnical Engineer or Owner’s Representative.

2.8.10. The finished surface shall not deviate (tolerance-to-grade) from designated compacted grade. This means that the surface shall not deviate more than 1/4" in 10' (any direction) when placed under a 10 foot straight edge. This tolerance is required over the entire field.

2.8.11. Areas that deviate should be marked with spray paint and corrected with 3/8" limestone or granite chips and rolled tight to achieve proper density. Such remedial actions should be done by hand and rechecked by means of test procedures described above.

2.8.12. Testing 2.8.13. The surface of the processed stone course shall be well drained at all times. No standing

water shall be permitted at any time. 2.8.14. All test results will be logged and documented by the Geotechnical Engineer. If at any

time the processed stone base does not meet specifications, it shall be the Contractor's responsibility to restore, at his expense, the processed stone base to the required grade, cross-section and density.


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2.8.15. The Contractor shall utilize a licensed surveyor to independently verify that the field is in compliance with all the above tolerances (planarity and elevation). Upon verifying compliance with these requirements, the Contractor shall schedule an inspection of the field subsurface with the Geotechnical Engineer and the Owner’s Representative. The Contractor shall make available an orbital laser system to the Owner’s Representative for the inspection process as required.

2.8.16. Completion and Sign Off 2.8.17. Prior to proceeding with the installation of the turf, the Contractor shall provide written

certification that the field subsurface is in compliance with the requirements of the specifications, and shall obtain the acceptance of the Owner’s Representative.

END OF SECTION

3. Synthetic Turf Field Specifications (Minimum Qualifications)

3.1. Submittal Requirements 3.1.1. The submittals as detailed in this section are individual requirements that must be met to

be considered as a responsive Offeror for the project or where different, the product/work specified must be of equal or greater quality. All items listed in this section must be submitted with your RFP response and clearly labeled with RFP number, Offeror’s name, and must identify which section of the RFP the sample is for.

3.1.2. Material Samples 3.1.3. One piece of 12” by 12” tufted turf onto specified backing to include the seaming

process. The sample is also to include the following: 3.1.3.1.1. One (1) sample of material with infill in standard sample container 3.1.3.1.2. 12” by 12” raw sample of a 4” tufted line (white) – without infill 3.1.3.1.3. 12” by 12” raw sample of the specified seaming method – to include

both sewn and glued applications without infill 3.1.3.1.4. One (1) pound of the proposed infill material 3.1.3.1.5. Sample Hand Wraps of the actual fiber construction and color to be

utilized, Green, Yellow, White and Blue 3.1.4. Fiber 3.1.5. The primary pile fiber shall be a 10,000 Denier, 100 micron slit film material. The fiber

shall be non-abrasive 100% polyethylene measuring a minimum of two inches (2.0 to 2.5”) tall. The fiber shall be a proven athletic caliber yarn designed specifically for outdoor use and treated with UV inhibitor and stabilizers to resist the effects of ultraviolet degradation, heat, foot traffic, water and airborne pollutants. The fiber shall contain no toxic substances or heavy metals. The fiber tufts shall be fanned or unfolded prior to installation, rolling or spiraling will not be accepted. All fibers, no matter what color, must be a consistent Denier with third party testing provided to owner during manufacturing.

3.1.6. The primary pile fiber shall meet or exceed the following requirements: Property Test Method Data Face Weight ASTM D5848-07 51 Ounces per sq yd Fiber Thickness / Width ASTM D3218-07 100 Micron Fiber Height ASTM D5823-05a 2.0 to 2.5”


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Linear Density (Denier) ASTM D1907-07 10,000 Breaking Load ASTM D2256-02 22 psi Grab Tear - Length ASTM D5034 225 lbs Grab Tear - Width ASTM D5034 225 lbs Melting Point ASTM D789-07 220 Degrees Fahrenheit / 104 Celsius

3.1.7. Primary pile fiber colors shall be: Field Football Lines Soccer Lines Logo End Zone Letters Green White TBD School Color TBD School Color TBD

3.2. Primary Backing 3.2.1. The synthetic Turf Manufacturer shall construct the backing system of the turf material as

detailed in the requirements of this section. 3.2.1.1. The primary backing system must consist of a minimum of three layers (if of

equal quality, will consider two layers), and include the specific three layers as specified in this section.

3.2.1.2. The top layer of the primary backing system must be an 18 pic polybac. 3.2.1.3. The second layer from the top of the primary backing system must be an 80 gram

Colbond dimensional stability layer (or comparable). 3.2.1.4. The bottom layer of the primary backing system must be a 5 pic action back,

stitch lock layer (or comparable). 3.2.1.5. The components and performance shall meet or exceed the following

requirements: Property Data Test Method Weight 6.5 to 7.5 Ounces per

sq yd ASTM D5848-07

5% elongation (warp) 410 minimum Force @ 5% elongation (weft) 615 minimum Grab Tear Strength (MD) minimum 225 lbs / (CMD) minimum 225 lbs Backing (roll) width 15 Feet

3.3. Secondary Backing 3.3.1. The secondary backing shall saturate the primary backing and effectively lock the fiber

tufts in place to the primary backing. The Turf Manufacturer is to ensure that the urethane applied as the secondary backing layer has adequate penetration through all the multiple layers of the primary backing fabrics.

3.3.2. As part of the secondary backing material application, the turf material is to be perforated as part of the inline process. The perforations are to be created through a heat process that is adequate in temperature to cauterize the perforations as they are made through both the primary and secondary backing layers. Perforations are the only acceptable drainage design for the base bid system.


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3.3.3. Each perforation shall be a minimum of 3/16 of an inch in diameter, and shall not be spaced more than 4 inches apart on a grid both with the machine direction (MD) and across the machine direction (CMD).

3.3.4. The perforations are to be constructed with a ninety percent (90%) efficiency. The drainage of the synthetic turf system is to be designed to ensure a minimum drainage of 35 inches per hour.

3.3.5. The components and performance shall meet or exceed the following requirements: 3.3.5.1. Material: Heat Activated Polyurethane 3.3.5.2. Weight: 25 Ounces per sq yd - ASTM D5848-07

3.4. Infill Requirements 3.4.1. The infill will be a 100% SBR rubber and sand system and will conform to the following

requirements and characteristics: 3.4.1.1. Sieve: 10 – 20 mesh 3.4.1.2. Weight: 3.85 lbs per sq ft minimum 3.4.1.3. Height: 1.5 to 1.75” minimum

3.4.2. Infill material must be installed in a minimum of six uniform lifts to prevent trapped fibers and ensure proper leveling and consistency of material. The exposed fiber height above the infill material shall not exceed three quarters of an inch (3/4”). The entire synthetic turf system shall be resistant to attack by bacteria and to fungal growths.

3.5. Total Components and Manufacturing Requirement 3.5.1. The product manufacturing process shall conform to the following requirements and

produce a synthetic turf will the following minimum characteristics: Property Test Method Data Total Product Weight ASTM D5848 78.5 to 83.5 Ounces per sq yd Tufting Gauge ASTM D5793-05 ½” maximum spacing Stitches per 3” ASTM D5793-05 7 Tuft Bind Value ASTM D1335-05 7 lbs per sq ft Flammability – Pill Burn Test ASTM D2859-06 Pass Grab Tear Strength ASTM D5034-09 220 lbs per sq ft (MD and CMD) Infiltration Rate 35” per hr

3.5.2. System testing information must be provided before ordering of materials as well as

confirmed by a third party after manufacturing. 3.6. Layout and Seaming

3.6.1. The synthetic field contractor shall complete all the sports field seams subject to the requirements as outlined in this section.

3.6.2. All synthetic turf material shall be supplied in rolls that are fifteen (15) feet wide. 3.6.3. The synthetic turf shall be loose laid across the field, stretching from the edge of the

playing surface to the opposite edge of the playing surface. Each individual roll shall be of sufficient length to permit full cross-field installation. No head or cross seams will be allowed within the playing surface.

3.6.4. All lines that run the entire expanse of the individual rolls shall be tufted with the fiber color specified by the owner.


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3.6.5. Any football five (5) yard lines are to be centered in the middle of the roll (or on the edge if better seams) to ensure straightness.

3.6.6. Sideline panels will be installed perpendicular to the field panels and will have the appropriate boundary lines as specified by the owner.

3.6.7. All full length field panels are to be sewn (will considering gluing or Astrofusion) utilizing a sewing machine, and thread as approved by the Turf Manufacturer.

3.6.8. The thread shall be treated to ensure it will maintain its tensile strength for a minimum of eight (8) years, under heavy sports field use and while subjected to outdoor elements. All sewn seams are to be completed utilizing the double locking thread method.

3.6.9. All adhered inlaid lines, markings, numbers and logos shall be cut-in through the entire thickness of the completed turf material, including the primary and secondary backing. The adhesive utilized shall be approved by the Turf Manufacturer for use with the turf material proposed in the bid. The approved adhesive shall be applied at the rate specified by the adhesive vendor and utilizing their recommended application method. Adhered samples will be submitted and approved by the Owner’s Representative with the bid submittals.

3.6.10. Any Inlaid and/or painted lines, markings, numbers and logos are to be as specified in the Field Layout Plan supplied to the Owner’s Representative before ordering of any materials.

3.6.11. All dimensions and colors are to be as specified in the Field Layout Plan supplied. 3.6.12. The contractor shall submit the required shop drawings, color samples and logo designs

as required by the owner for review and approval by the Owner’s Representative before ordering of any materials.

3.6.13. Maintenance Equipment 3.6.14. The Contractor shall provide a non-powered cat litter sweeper with standard hitches to

connect to Owner’s tractor vehicles. The Contractor shall be responsible for verifying the type of hitch attachment, at the site, with the Owner’s designated personnel. The sweeper shall be of a design as recommended by the synthetic turf system manufacturer for proper maintenance of the synthetic turf system and to satisfy and maintain the warranty requirements in the turf vendor’s submitted maintenance manual. The sweeper shall operate utilizing rotating synthetic bristle brushes to move debris in to its collection unit. During a single pass the sweeper shall automatically and simultaneously collect foreign surface debris, return any and all collected infill material to the field, level the infill materials and groom the pile fibers to stand upright and uniform (will consider TCA/400 as equal).

3.6.15. Contractor shall provide training of Owner’s designated personnel on all maintenance and housekeeping requirements of the entire system, including assembly and disassembly of goal posts.

3.6.16. Insured Turf Warranty Requirements 3.6.17. The synthetic Turf Manufacturer shall provide an eight (8) year pre-paid warranty that is

insured by a policy of insurance issued by a reputable insurance company and must have the following policy features:

3.6.18. Warranty shall provide coverage against defects in material and workmanship of the entire synthetic turf system (primary pile fiber, primary backing, secondary backing, and infill material) for an (8) year period following substantial completion.

3.6.19. Insurance coverage shall specifically provide for reimbursement to the warranty holder in the event of bankruptcy of the synthetic turf provider.


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3.6.20. Insurance coverage shall apply to playing surface inclusive of infill, seaming, labor and colored inlays for event markings.

3.6.21. Insurance coverage shall apply to the full 8 year period from completion date of project, with no uninsured periods or periods of self-insurance.

3.6.21.1.1.Insurance is provided by a third party insurer with an A.M. Best financial strength rating of “Excellent” or higher.

3.6.21.1.2.Insurance coverage shall not have exclusions for epidemic or catastrophic failure. 3.6.21.1.3.Insurance coverage shall not limit the hours of use. 3.6.21.1.4.Insurance coverage shall not exclude any of the schools specific colored turf fibers. 3.6.21.1.5.Insurance coverage offers a minimum claim limit of (US) $5 million in the aggregate per

annum. 3.6.21.1.6.Insurance coverage offers a minimum claim limit of (US) $ 300,000.

3.6.21.2. The following documents must be provided with the bid submittal process: 3.6.21.2.1.Warranty Certificate 3.6.21.2.2.Accord Certificate 3.6.21.2.3.Copy of Insurance Policy 3.6.21.2.4.Proof of A.M. Best rating for the insured warranty provider. 3.6.21.2.5.Bidder must provide equal or greater system and warranty as noted.

END OF SECTION

4. Goal Post Specifications

4.1. Contractor shall furnish and install new goal posts. Each goal must be constructed of schedule 40 aluminum and be designed for easy leveling of the cross bar and uprights. The cross bar and gooseneck must have a 6 5/8” diameter while the uprights must have a 4” diameter. The gooseneck shall be provided with an 8’offset allowing for soccer goals to be placed underneath. Goals must be delivered with a durable powder coat finish of white or yellow to be determined by the Owner’s Representative. System must conform to the regulations of the National Federation of State High School Associations (NFHS) and/or Georgia High School Association (GHSA).

4.2. The ground sleeve will be constructed of 8” schedule 40 steel pipe, 60” long. No direct burial systems will be approved.

4.3. Contractor shall provide submittals as follows: 4.3.1. Product Data: Submit manufacturer's product data, including materials, components, and

fabrication, finish, and installation instructions. 4.3.2. Operation and Maintenance Manual: Submit manufacturer's operation and maintenance

manual; including operation, maintenance, adjustment, and cleaning instructions; trouble shooting guide; parts list.

4.3.3. All shop drawings and installation instructions 4.4. Warranty

4.4.1. Provide 1-year warranty on goal posts covering defects in materials and workmanship, unless otherwise specified.

END OF SECTION


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5. Additional Requirements 5.1.1. Contractor shall remove fencing around field as necessary to permit the execution of the

work and shall re-install the fencing as directed by the Owner. Fence materials that cannot be re-used shall be replaced with new material of same specification.

5.1.2. Contractor shall provide GMAX testing upon completion of field 5.1.3. Contractor shall include in bid all Sales/Use Tax for all materials purchased to complete

the project 5.1.4. Prior to the start of construction the Contractor shall attend a pre-construction meeting

that will include an inspection of all existing conditions, noting the condition of all systems in and around the area of construction. The systems that will be checked include, but are not limited to the following: plumbing, irrigation, lighting, electrical, PA audio, as well as any other system that may either cross the playing field or be adjacent to the construction areas. Areas checked will include such areas as concession stands, restrooms, locker and dressing rooms, announcer booths, press boxes, spectator stands, etc. The Contractor and Owner’s Representatives will sign a checklist that all systems were operational prior to construction commencing, or identify any items that were not operational.

5.1.5. After the completion of all construction activities, the Contractor will attend a post construction meeting with the Owner’s representatives to perform final operational checks of all the aforesaid systems. Contractor shall be responsible for repairing any damage caused by the construction activities.

5.1.6. The Contractor shall protect the track and all other flat work including concrete walkways as well as asphalt paving where vehicles and equipment are crossing, and maintain this protection for the duration of the project. Contractor shall replace any sod that is damaged due to field preparation or artificial turf installation noted on a punch-list and final payment of invoices (up to 10%) will be withheld until such time as all items have been resolved to the satisfaction of the Owner.

END OF SECTION


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Bremen City Schools Synthetic Turf Fields RFP Bid Form: If this bid shall be accepted by Bremen City School District and the undersigned shall fail to execute a satisfactory contract in the form of said proposed Contract, and give satisfactory Performance and Payment Bonds, or furnish satisfactory proof of carriage of the insurance required within ten (10) days from the date of Notice of Award of the Contract, then Bremen City School District may, at its option, determine that the undersigned abandoned the Contract and there upon this bid shall be null and void. Bidder has carefully examined the Bidding Documents entitled: “Request for Proposal Number 2015-1000, Artificial Turf.” Bid Due Date: January 22, 2016 at 9:00am; Acknowledges receipt of the following addenda numbers and dates, if any: ___________________________________________________________; And has examined the basic field layout provided and conditions affecting the “Scope of Work,” the undersigned proposes to furnish all services, labor, materials, and warranties called for by them for as noted below: Cost: Based on the estimated figures noted for a 96,000 sq ft field with the lines and markings noted. $ Bidder further declares that the full name and resident address of Bidder’s Principal is as follows: __________________________________________________________________________ Signed, sealed, and dated this _______________ day of _____________________________ Bidder Authorized Signature _________________________________________ (Seal) Company Name _____________________________________________________________ Bidder Mailing Address: ______________________________________ ______________________________________ ______________________________________ By: ______________________________________ Title: ______________________________________ Phone: ______________________________________


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E-Mail: ______________________________________


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CONTRACT AGREEMENT The Contract Agreement must be completed by the vendor and returned with the proposal.

Contractor has carefully examined and fully understands the General and Special Terms and Conditions, Specifications, and other related documents included in RFP No. 2015-1000, Artificial Turf, for the Bremen City School District and does agree to all terms and conditions by so signing this document. BCSD may terminate the Agreement at anytime for any reason without penalty upon thirty (30) days written notice to the vendor or upon the mutual consent of the Parties. In addition, BCSD may terminate the contract with Vendor in the event Vendor breaches any of its duties and obligations under this contract and Vendor fails to cure such breach within thirty (30) days after receiving notice from BCSD specifying the breach. The Contractor acknowledges that they are not currently debarred, suspended or ineligible from submitting bids on contracts by any agency of the State of Georgia or as defined in the Federal Acquisition Regulation (FAR) 48 C.F.R. Ch. 1 Subpart 9.4. Contractor agrees to notify BCSD if they, or any principal of the Supplier, become debarred, suspended or ineligible while under contract with the BCSD. BCSD prohibits the awarding of a non-procurement activity such as a sub-award, or any other covered agreement for any program purpose with a suspended, debarred or ineligible party. It is understood that all prices quoted includes delivery to Bremen High School. The BCSD reserves the right to reject any or all bids and to accept that bid which will, in its opinion, best serve the public interest. The BCSD reserves the right to waive any technicalities and formalities in the bidding. The Contractor acknowledges that the BCSD has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information supplied by the bidder. Signing the Contract Agreement affirms this original document has not been altered in any way. _________________________________ ________________________________ Representative Signature Date _________________________________ ________________________________ Print or Type Name E-Mail Address _________________________________ ________________________________ Company Name Telephone Number and Extension _________________________________ ________________________________ Address Fax Number _________________________________ City, State and Zip Code


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Please indicate your lead time upon receipt of purchase order. Prices must remain firm 12 months from award date. Acknowledgement of Addendum, if applicable: __________ (initial)


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CERTIFICATE OF NON-DISCRIMINATION

In connection with the performance of work under this contract, the vendor agrees as follows: The vendor agrees not to discriminate against any employee or applicant for employment because of race, creed, color, sex, national origin, or ancestry. The vendor shall take affirmative action to insure that employees are treated without regard to their race, creed, color, sex, national origin, or ancestry. Such action shall include, but not be limited to, the following: employment, upgrading, demotion, transfer, recruiting or recruitment, advertising, lay-off or termination, rates of pay or other compensation, and selection for training, including apprenticeship. In the event the vendor fails to comply with this non-discrimination clause, the contract may be cancelled or terminated by the Bremen City School District. The Bremen City School District may declare the vendor ineligible for further contracts with the Bremen City School District until satisfactory proof of intent to comply shall be made by the vendor. The vendor agrees to include this non-discrimination clause in any sub-contracts connected with the performance of this agreement. _____________________________________ Signature _____________________________________ Vendor _____________________________________ Date


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BCSD Vendor Registration Form Georgia Security and Immigration Compliance Act Questionnaire

In order to insure compliance with the Immigration Reform and Control Act of 1986 (IRCA), D.L. 99-603 and the Georgia Security and Immigration Compliance Act, as amended by the Illegal Immigration Reform Act of 2011, O.C.G.A. 13-10-90 et. seq., (collectively the “Act”) the Vendor (“Contractor”) MUST INITIAL the statement applicable to Contractor below; and Contractor must immediately notify BCSD in writing if the affirmations below change: (a)______ (Initial here): Contractor warrants that, Contractor has registered at https://e-verify.uscis.gov/enroll/ to verify information of all new employees in order to comply with the Act; is authorized to use and uses the federal authorization program; will continue to use the authorization program throughout the contract period; Contractor further warrants and agrees Contractor shall execute and return any and all affidavits required by the Act and the rules and regulations issued by the Georgia Department of Labor as set forth at Rule 300-10-1-.01 et. seq.; [Contractors who initial (a) must complete the attached Contractor Affidavits and Agreement]; OR (b)______ (Initial here): Contractor represents and warrants that it does not physically perform any service with the State of Georgia pursuant to O.C.G.A. 13-10-90 et al. and thus does not have to comply with the foregoing Georgia law ______________________________________________________________________________(Representative Signature (Date) _________________________________________________ Please type or print representative name

https://e-verify.uscis.gov/enroll/



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BREMEN CITY SCHOOL DISTRICT BREMEN, GEORGIA

GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT, AS AMENDED BY THE ILLEGAL IMMIGRATION REFORM ACT OF 2011, O.C.G.A. 13-10-90, ET AL.

To All Prospective Vendors: If you are providing service, performing work, or delivering goods to the Bremen City School District (BCSD), including but not limited to schools, warehouses, and central offices, the applicable Georgia Security and Immigration Compliance documents found here must be completed, signed, notarized, and submitted with your bid or proposal. 1. The BCSD shall comply with the Georgia Security and Immigration Compliance

Act, as amended, Act O.C.G.A. 13-10-90 et. seq., 2. In order to insure compliance with the Immigration Reform and Control Act of

1986 (IRCA), D.L. 99-603, and the Georgia Security and Immigration Compliance Act, as amended by the Illegal Immigration Reform Act of 2011, O.C.G.A. 13-10-90 et. seq., (collectively the “Act”), the Vendor (“Contractor”) Must initial the statement applicable to Contractor below:

(a)________ (Initial here) Contractor warrants that, Contractor has registered at https://e-verify.uscis.gov/enroll/ to verify information of all new employees in order to comply with the Act; is authorized to use and uses the federal authorization program; will continue to use the authorization program throughout the contract period; Contractor further warrants and agrees Contractor shall execute and return any and all affidavits required by the Act and the rules and regulations issued by the Georgia Department of labor as set forth at Rule 300-10-1-.01 et. seq.; or (b)________(Initial here) Contractor represents and warrants that it does not physically perform any service within the State of Georgia pursuant to O.C.G.A. 13-10-90 et. al. and thus does not have to comply with the foregoing Georgia law (c)________(Initial here) Contractor represents and warrants that it has no employees and does not intend to hire employees to perform contractual services and thus has provided a U.S. state-issued driver’s license or ID card in lieu of an affidavit, which license or ID card was issued by a State that verifies lawful immigration status before issuing the license of ID card. If my status changes I will, before hiring any employees, immediately notify the District in writing and provide all affidavits required (Complete the Affidavit of No Employees)

3.________(Initial here) Contractor will not employ or contract with any subcontractor in connection with a covered contract unless the subcontractor is registered, authorized to use, and uses the federal work authorization program; and provides Contractor with all



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affidavits required by the Act and the rules and regulations issued by the Georgia Department of Labor as set forth at Rule 300-10-1-.01 et. seq. 4.________(Initial here) Contract agrees that, if Contractor employs or contracts with any sub-contractor in connection with the covered contract under the Act and DOL Rule 300-10-1-.02, that Contractor will secure from each sub-contractor at the time of the contract the sub-contractor’s name and address, the employee-number applicable to the sub-contractor, the date the authorization to use the federal work authorization program was granted to sub-contractor; the subcontractor’s attestation of the subcontractor’s compliance with the Act and Georgia Department of Labor Rule 300-10-1-.2; and the subcontractor’s agreement not to contract with sub-subcontractors unless the sub-subcontractor is registered, authorized to use, and uses the federal work authorization program; and provides subcontractor with all affidavits required by the Act and the rules and regulations issued by the Georgia Department of Labor as set forth at Rule 300-10-1-.01 et. seq. 5.________(Initial here) Contractor agrees to provide the BCSD with all affidavits of compliance as required by O.C.G.A. 13-10-90 et. seq and Georgia Department of Labor Rule 300-10-1-.02, 300-10-1-.03, 300-10-1-.07 and 300-10-1-.08 within five (5) business days of receipt.


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BREMEN CITY SCHOOL DISTICT BREMEN, GEORGIA

CONTRACTOR AFFIDAVIT AND AGREEMENT

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. 13-10-91, and attests under oath that:

(1) the individual, firm, or corporation (”Contractor”) which is contracting with Bremen City School District has registered with, is authorized to use, uses, and will continue throughout the contract term to use and participate in, a federal work authorization program [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603], in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91, as amended. As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is the “EEV/Basic Pilot Program” operated by the U.S. Citizenship and Immigration Services Bureau of the U.S. Department of Homeland Security, in conjunction with the Social Security Administration (SSA).

(2) Contractor’s correct user identification number and date of authorization is set

forth herein below.

(3) Contractor agrees that the Contractor will not employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to this contract with BCSD, unless at the time of the contract said subcontractor:

(a) is registered with and participates in the federal work authorization

program;

(b) provides Contractor with a duly executed, notarized affidavit with the same affirmations, agreements, and information as contained herein and in such form as required under applicable law; and

(c) agrees to provide Contractor with notice of receipt and copy of every sub-

subcontractor Affidavit or other applicable verification procured by subcontractor at the time of contract with the sub-subcontractor(s) within five (5) business days after receiving the said Affidavit or verification.

Contractor agrees to maintain records of such compliance and to provide notice of receipt and copy of each subcontractor Affidavit or other permissible verification to the BCSD at the time the subcontractor(s) is retained to perform


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such service or within five (5) days after receiving the said Affidavit or verification, whichever first occurs.

(4) Contractor further agrees to and shall provide BCSD with copies of all affidavits or other applicable verification received by Contractor (i.e.: sub-subcontractor affidavits and all other lowered tiered affidavits) with five (5) days of receipt. ______________________________ __________________________ EEV / Basic Pilot Program User Identification Number Date of Authorization ______________________________ If an applicable Federal work authorization program as described above is used, other than the EEV/Basic Pilot Program, please identify the program. ______________________________ _______________ Company Name/Contractor Name Date ______________________________ _______________ BY: Signature of Authorized Officer or Agency Date ______________________________ Title of Authorized Officer or Agent of Contractor ______________________________ Printed Name of Authorized Officer or Agent SUBSCRIBED AND SWORN BEFORE ME ON THIS THE _____ DAY OF ___________, 20__. ______________________________ Notary Public My Commission Expires: _______________


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BREMEN CITY SCHOOL DISTRICT BREMEN, GEORGIA

SUBCONTRACTOR AFFIDAVIT

By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. 13-10-91, and attests under oath that:

(1) the undersigned individual, firm or corporation (“Subcontractor”) is engaged in the physical performance of services under a contract with____________________(name of contractor), which has a contract with the BCSD.

(2) Subcontractor has registered with, is authorized to use, uses, and will continue

throughout the contract term to use and participate in, a federal work authorization program [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603], in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-01. As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is the “EEV/Basic Pilot Program” operated by the U.S. Citizenship and Immigration Services Bureau of the U.S. Department of Homeland Security, in conjunction with the Social Security Administration (SSA).

(3) Subcontractor’s correct user identification number and date of authorization is set

forth herein below.

(4) Subcontractor agrees that the Subcontractor will not employ or contract with any

sub-subcontractor(s) in connection with the physical performance of services pursuant to this subcontract or the contract with the BCSD, unless said subcontractor:

(a) is registered with and participate in the federal work authorization program;

(b) provides Subcontractor with duly executed, notarized affidavit with the same

affirmations, agreements, and information as contained herein and in such form as required under applicable law; and

(c) agrees to provide Subcontractor with notice of receipt and copy of every sub-

subcontractor Affidavit or other permissible verification procured by sub-subcontractor at the time the sub-subcontractor(s) is retained to perform


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such service or within five (5) days after receiving the Affidavit or verification, whichever first occurs.

Subcontractor agrees to maintain records of such compliance and to provide notice of receipt and a copy of each such sub-subcontractor Affidavit or other applicable verification to the Contractor at the time the sub-subcontractor)s) is retained to perform such service or within five (5) days after receiving the said Affidavit or verification, whichever first occurs.

_____________________________ _____________________________ EEV / Basic Pilot Program User Identification Number Date of Authorization ____________________________________________ If an applicable Federal work authorization program as described above is used, other than the EEV/Basic Pilot Program, please identify the program. ______________________________ _______________ BY: Authorized Officer or Agent Date (Subcontractor Name) ______________________________ Title of Authorized Officer or Agent of Subcontractor ______________________________ Printed Name of Authorized Officer or Agent SUBSCRIBED AND SWORN BEFORE ME ON THIS THE _____ DAY OF ___________, 20__. ___________________________________________ Notary Public My Commission Expires: _______________


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VENDOR APPLICATION

Vendor Address for Sealed Bid (Please type or print/complete all items) Business Name: Address: City, State, Zip Code: Phone: Fax: E-Mail: Other Vendor Information Federal ID Type: Federal Business ID: ____________________ OR Social Security #: ____________________ Invoicing Terms (net 30 days, etc.): How long have you been in business (months/years): Vendor Indicator (please check as many as apply): Dealer _____ Manufacturer _____ Factory Rep _____ Jobber _____ Retailer _____ Commodity _____ Individual _____ Partnership _____ Incorporated _____ Minority _____ Small Business _____ In-State _____ Vendor Address for Purchase Orders (if different from above) Business Name: Address: City, State, Zip Code: Phone: Fax: Does your company accept Visa Purchasing Cards as payment? _____ Yes _____ No If yes, please furnish the following information: Accounts Receivable Contact Name: __________________________________________ Accounts Receivable Contact Phone Number: ___________________________________ Accounts Receivable Email Address: __________________________________________


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Certification – Under penalty of perjury, I certify that: 1. The information stated in this application is factual and true, and 2. The number shown on this form is my correct taxpayer identification number (or I am

waiting for a number to be issued to me), and 3. I am not subject to backup withholding because (a) I am exempt from backup

withholding, or (b) I have not been notified by the Internal Revenue Service that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding.

Certification Instruction – You must cross out item 3 above if you have been notified by the IRS that you are currently subject to backup withholding because of under reporting interest or dividends on your tax return. For real estate transactions, item 3 does not apply. For mortgage interest paid, the acquisition or abandonment of secured property, contributions to an individual retirement arrangement (IRA), and general payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. ________________________________________ ____________________ Representative Signature Date ________________________________________ Please type or print representative name


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PROFESSIONAL REFERENCE SHEET (School Districts in Southeast Region of U.S. preferred)

Company: ___________________________ Contact: ______________________ Address: ________________________________________________________________ City, State, Zip: __________________________________________________________ Telephone: _______________ Fax: _______________ E-Mail: _______________ Company: ___________________________ Contact: ______________________ Address: ________________________________________________________________ City, State, Zip: __________________________________________________________ Telephone: _______________ Fax: _______________ E-Mail: _______________ Company: ___________________________ Contact: _____________________ Address: ________________________________________________________________ City, State, Zip: __________________________________________________________ Telephone: _______________ Fax: _______________ E-Mail: _______________ Company: ___________________________ Contact: _____________________ Address: ________________________________________________________________ City, State, Zip: __________________________________________________________ Telephone: _______________ Fax: _______________ E-Mail: _______________ Company: ___________________________ Contact: _____________________ Address: ________________________________________________________________ City, State, Zip: __________________________________________________________ Telephone: _______________ Fax: _______________ E-Mail: _______________


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Addendum 1

The fencing removal and put back will fall under the turf contractor. This area will consist of the south end zone and north end zone. The east sideline will fall under BCSD.

Start time for the project will begin on May 23rd of 2016.

Anticipated completion will be no later than July 8th of 2016.

The design of logos on the field will come from recommendations from the supplier for dimensions. Please price standard sizing.

The turf contractor will not be responsible for the grow back of the materials that are put on the lower field from the game field.

BCSD will handle in house the removal and put back of all irrigation on both fields.

Turf contractor will be responsible for any and all erosion control needed to complete the job.