INVITATION FOR BID AEPA IFB #012-C - SYNTHETIC TURF

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AEPA IFB #012
-
C


Synthetic Turf



Part C

Page
1

of
52


Bids Due: October 14, 2011, 1:30 p.m. EDT




INVITATION FOR BID


AEPA IFB #012
-
C
-

SYNTHETIC TURF


ATHLETIC/RECREATIONAL FACILITY

INDOOR AND OUTDOOR
SYNTHETIC TURF

FOR ATHLETIC FIELDS, PLAYGROUNDS,

GOLF
COURSES

AND LANDSCAPING TO INCLUDE INSTALLATION,
RENOVATION, MAINTENANCE,
PRODUCTS AND SERVICES


PART C
--

BID INSTRUCTI
O
NS AND FORMS


TABLE OF CONTENTS


Bid Submittal Instructions

................................
................................
........................

1

FORM:
Bid Proposal Table of Contents

................................
................................
.

2

FORM A: Bid Affidavit

................................
................................
.............................

3

FORM B: Acceptance

of Bid and Contract Award

................................
................

4

FORM C:
Service
Questionnaire for Bidder
................................
...........................

5

FORM D: Company Information
................................
................................
.............

9

FORM E: Exceptions to Terms, Conditions and Specifications

........................

1
2

FORM F: Compliance and Deviations

................................
................................
..

1
3


Form F.2: Deviations

................................
................................
....................

51

FORM G: Pricing Sc
hedule Submittal Instructions
................................
.............

52

Form G.2: State Multiplier Factor

................................
.............................

52



BID SUBMITTAL INSTRUCTIONS


1.

Bid submission instructions can be found in Part A: Terms and Conditions, Section F: Bid
Submission of this solicitation. Bidders are reminded that
failure to follow, comply with, and
adhere to the Part A, Section F of

this solicitation may result in their response being deemed
non
-
responsive.


2
.

It is the bidder’s responsibility to ascertain that all documents submitted have been saved
completely

and appropriately to the CD or
flash drive.
Bidders should test both of the CDs or
flash drives

on computers independent from the system on which they were created to make
sure the documents can be opened. Electronic media that cannot be opened by the bi
d
committee may result in the rejection of the proposal.

3
.

AEPA, its member agencies, affiliate agencies and authorized representatives are not
responsible for bid proposals that are incomplete, unreadable or received after the deadline.

AEPA IFB #012
-
C


Synthetic Turf



Part C

Page
2

of
52


Bids Due: October 14, 2011, 1:30 p.m. EDT

AEPA IFB #
012
-
C



SYNTHETIC TURF



BID PROPOSAL TABLE OF CONTENTS


Bidder

________________________________
________________________________
_______________________________


Name of Authorized Representative

________________________________
___________________________


Office Address

________________________________
________________________________
_____________________




________________________________
________________________________
________________________________
_


Time Zone:


䕡st敲e†††††


C敮t牡氠†††††


Mountain††††


Pa捩fic

呥汥Th潮o彟彟彟彟彟彟彟彟彟彟彟彟彟彟彟彟††_ax

彟彟彟彟彟彟彟彟彟彟彟彟彟彟彟彟
彟彟彟彟彟彟彟彟彟_


䕭Ei江彟彟彟彟彟彟彟彟彟_彟彟彟彟彟††_敢獩te

彟彟彟彟彟彟彟彟彟彟彟彟彟彟彟彟
彟彟彟彟彟彟彟彟彟彟彟


䥮獴牵rti潮猺†
Please complete the table below with the information for the documents
included in this bid proposal. The bidder is reminded that two identical copies of this
material on electronic media, eit
her two (2) CDs or two (2) flash drives, are required.

Form

Folder

Document Title on CD or
Flashdrive

Format (i.e., Word,
PDF, Excel)

Notes

Table of
Contents

A


PDF


FORM A

Affidavit

A


PDF and hard copy

Signature and
notarization
required.

FORM B

Acceptance

A


PDF and hard copy

Signature required.

FORM C

Questionnaire

A


PDF

Signature required

FORM D

Company Info

A


PDF

Signature required

FORM E

Exceptions

A


PDF

Signature required

FORM F

Compliance

A


PDF

Signature required

FORM F.2.

Deviations

A


PDF

Signature required

FORM G

Price Info

B


PDF

Signature required

G.1.

Price
Schedule

B


Excel


G.2.

Unit Price
Schedule

B


Excel


Catalogs/pric
elists

B


PDF



AEPA IFB #012
-
C


Synthetic Turf



Part C

Page
3

of
52


Bids Due: October 14, 2011, 1:30 p.m. EDT

AEPA BID FORM A: BID AFFIDAVIT

AEPA IFB #012
-
C
-

SYNTHETIC TURF


NAME
OF BIDDER

________________________________
________________________________
___________________________



Instructions:
This form must be signed by the bidder’s authorized representative and notarized below. The
completed document must be scanned to a PDF format

and saved to Folder A, and a completed and signed
paper version must be included in t
he package
. If awarded, the bidder is required to produce a copy of this
document for

each of

the member agencies with which it contracts.


1.

The undersigned, duly authorized to represent the persons, firms and corporations joining and participating in
t
he submission of the foregoing bid (such persons, firms and corporations hereinafter being referred to as the
bidder), being duly sworn, on his/her oath, states that to the best of his/her belief and knowledge no person, firm
or corporation, nor any person

duly representing the same joining and participating in the submission of the
foregoing bid, has directly or indirectly entered into any agreement or arrangement with any other bidders, or
with any official of the
Member Agency
, or any employee thereof, o
r any person, firm or corporation under
contract with the
Member Agency

whereby the bidder, in order to induce the acceptance of the foregoing bid by
the
Member Agency
, has paid or is to pay to any other bidder or to any of the aforementioned persons anyth
ing
of value whatever, and that the bidder has not, directly nor indirectly entered into any arrangement or agreement
with any other bidder or bidders which tends to or does lessen or destroy free competition in the letting of the
contract sought for by th
e foregoing bid.

2.

This is to certify that the bidder, or any person on his/her behalf, has not agreed, connived, or colluded to
produce a deceptive show of competition in the manner of the bidding or award of the referenced contract.

3.

This is to certif
y that neither I, nor to the best of my knowledge, information and belief, the bidder, nor any
officer, director, partner, member or associate of the bidder, nor any of its employees directly involved in
obtaining contracts with the State of
Member Agency
,

Member Agency
, or any subdivision of the state has been
convicted of false pretenses, attempted false pretenses, or conspiracy to commit false pretenses, bribery,
attempted bribery or conspiracy to bribe under the laws of any state or federal government f
or acts or omissions
after January 1, 1985.

4.

This is to certify that the bidder or any person on his behalf has examined and understands the terms,
conditions, scope of work and specifications, and other documents of this solicitation and that any and al
l
exceptions have been noted in writing and have been included with the bid submittal.

5.

This is to certify that if awarded a contract, the bidder will provide the equipment, commodities, and/or services
to members and affiliate members of the Agency in a
ccordance with the terms, conditions, scope of work and
specifications and other documents of this solicitation in the following pages of this bid.

6.

This is to certify that we have completed, reviewed, approved and have included all information that is r
equired
in Sections C, D, E, F and G of these bid forms.
















Authorized Representative (Please print or type)



Mailing Address
















Title (Please print or type)





City, State, Zip
















Signature of Authorized Representati
ve




Date


Phone




Subscribed and sworn to before me this



day of








Notary Public in and for County of
____________

State of








My commission expires:

Signature:








AEPA IFB #012
-
C


Synthetic Turf



Part C

Page
4

of
52


Bids Due: October 14, 2011, 1:30 p.m. EDT

AEPA FORM B: ACCEPTANCE OF BID AND CONTRACT AWARD


AEPA IFB #012
-
C
-

SYNTHETIC TURF


NAME OF BIDDER

________________________________
________________________________
___________________________


INSTRUCTIONS:
PART I of this form is to be completed by the Bidder and signed by
its
Authorized
Representative. PART II will be completed by the
AEPA

Member Agency only upon the occasion of the bid award.
The completed
document must be scanned to a PDF format and saved to Folder A, and a completed and signed
paper version must be incl
uded in the package.
If approved by AEPA
, the bidder is required to produce a copy of
the document for each of the

AEPA Member A
genc
y

with

which it contracts.


PART I: BIDDER

In compliance with the Invitation For Bid (IFB), the undersigned warrants that I/we have exami
ned the
Instructions to Bidders
, associated documents
,

and

being familiar with all of the conditions surrounding
the proposed

projects, hereby offer and agree to furnish all labor, materials,
and

supplies

and equipment

incurred in compliance with all terms, conditions, specifications and amendments
associated with this
in
the

IFB and any written exceptions to the bid. Signature

also certifies understanding and compliance with
the certification requirements of the

AEPA Member

Agency
’s

Terms and Conditions and
/or

the

Special
Terms and Conditions. The undersigned understands that
their
competence
,

ability,

capacity

and
obligations

to offer and provide the proposed tangible personal property, professional services,
construction services and
other service
s on behalf of the Offeror

as well as other factors of interest to the

AEPA

Member Agency as stated in the evaluation section, will

be a consideration in making the award.

Company Name

________________________________
____


Date

___________________________


Company Address______________________________ City_______________State____ Zip

________


Contact Person______________________________________ Title___________________________

Authorized Signatur
e (ink only)_________________________ Title___________________________

PART II: AWARDING MEMBER AGENCY

Your bid for

the above
identified bid

is hereby accepted. As contractor you are now bound to

offer and
provide the products and service
s identifie
d within this IFB,

your response

and approved by AEPA,

including all te
rms, conditions, specifications, exceptions and

amendments
.

As cont
ractor, you are hereby
not to commence any billable work or provide any
products
or service
s

under this contract until an
executed purchase order is received from the

AEPA Member Agency or Participating Entities
. The

inten
t
of

this contract

is

to constitute the final and complete agreement between the

AEPA Member Agency and
C
ontractor, and no ot
her agreements, oral or otherwise, regarding the subject matter of this contract, shall
bind any of the parties hereto. No change or modification of this contract shall be valid unless in writing
and signed by both parties to this contract. If any provis
ion of this contract is deemed invalid or illegal by
any appropriate court of law, the remainder of this contract shall not be affected thereby. The term of the
agreement shall commence on award and continue until
February 28, 2013

unless terminated, canc
eled or
extended. By mutual written agreement as warranted, the contract may be extended

month by month or

for three (3) additional 12
-
month periods
.



Awarding Agency

________________________________
________________________________
____


Agency Executive

________________________________
________________________________
_____


Awarded this ___________ day

of _____________________ Contract Number

__________________

AEPA IFB #012
-
C


Synthetic Turf



Part C

Page
5

of
52


Bids Due: October 14, 2011, 1:30 p.m. EDT

AEPA FORM C:
SERVICE
QUESTIONNAIRE FOR BIDDER

AEPA IFB #012
-
C
-

SYNTHETIC TURF

NAME OF BIDDER

________________________________
________________________________
_



Instructions:
This form is

four (4)

pages long.
Please respond to Yes/No

and choice

questions

by using
an (X)
.


I
f
a
text reply

is required
, create an attachment

referencing the item
. Scan this form and any
attachment pages into a single document and convert to a PDF file. Follow the instructions for titling the
file under Part C of this IFB, page 2, §5.
Save to Fo
lder A.

Note: As part of evaluating the
Bidder
’s
qualifications
,

the following is being requested and the
Bidder
is forewarned failure to respond and/or
meet the minimum specifications in these areas, may deem their response as non
-
responsive.



1.

F
r
o
m

the chart below indicate which AE
PA Member States that this

company is proposing to

offer
and provide their products and

service by placin
g an (X) to the Left of the states name
.




California

CA




Massachusetts

MA




Ohio

OH



Colorado

CO




Michigan

MI




Oregon

OR



Connecticut

CT




Minnesota

MN




Pennsylvania

PA



Florida

FL




Missouri

MO




Texas

TX



Indiana

IN




Montana

MT




Virginia

VA



Iowa

IA




Nebraska

NE




Washington

WA



Kansas

KS




New Mexico

NM




Wisconsin

WI



Kentucky

KY




North Dakota

ND




Wyoming

WY

2.

Utilizing the chart below indicate those AEPA Member States that this company is currently and has

for the past three (3) years

provided those products and services

being proposed by placing an (X) to
the left of the States Name.



California

CA




Massachusetts

MA




Ohio

OH



Colorado

CO




Michigan

MI




Oregon

OR



Connecticut

CT




Minnesota

MN




Pennsylvania

PA



Florida

FL




Missouri

MO




Texas

TX



Indiana

IN




Montana

MT




Virginia

VA



Iowa

IA




Nebraska

NE




Washington

WA



Kansas

KS




New Mexico

NM




Wisconsin

WI



Kentucky

KY




North Dakota

ND




Wyoming

WY

AEPA IFB #012
-
C


Synthetic Turf



Part C

Page
6

of
52


Bids Due: October 14, 2011, 1:30 p.m. EDT

3.

Utilizing the chart below indicate which of those AEPA Member states that this company has sales
representatives
/distributor/dealer

assi
gned

by placing the two digit state

code to the left of the state
name indicating the state in which
the r
epresentative

physically resides or
is
located.




California

CA




Massachusetts

MA




Ohio

OH



Colorado

CO




Michigan

MI




Oregon

OR



Connecticut

CT




Minnesota

MN




Pennsylvania

PA



Florida

FL




Missouri

MO




Texas

TX



Indiana

IN




Montana

MT




Virginia

VA



Iowa

IA




Nebraska

NE




Washington

WA



Kansas

KS




New Mexico

NM




Wisconsin

WI



Kentucky

KY




North Dakota

ND




Wyoming

WY


4.

Utilizing the chart below indicate the location(s) of your distribution network/facilities that will be
utilized to provide the proposed commodities, products and/or services proposed in response to this
bid

by placing the two digit state codes to the left

of the state name indicating the physical location of
the distribution point.



California

CA




Massachusetts

MA




Ohio

OH



Colorado

CO




Michigan

MI




Oregon

OR



Connecticut

CT




Minnesota

MN




Pennsylvania

PA



Florida

FL




Missouri

MO




Texas

TX



Indiana

IN




Montana

MT




Virginia

VA



Iowa

IA




Nebraska

NE




Washington

WA



Kansas

KS




New Mexico

NM




Wisconsin

WI



Kentucky

KY




North Dakota

ND




Wyoming

WY


5
.

Does this company have an e
-
commerce website?

_______ YES _______ NO


If
YES
, what is the website?

________________________________
________________________


6
.

Customer
,

Support

and Training

Service:

I
t is understood depending on the type, kind and level of
products and/or services being proposed in response to this bid will impact and determine the type
and level of services req
u
ired and these are identified in Part B Bid Specifications of this IFB.


Does this company have online customer support

option
?


_______ YES _______ NO


Does this company have a toll
-
free customer support
phone

option
?

_______ YES _______ NO


Does this company offer local customer

and

support service option
s
?

_______ YES

_______ NO

AEPA IFB #012
-
C


Synthetic Turf



Part C

Page
7

of
52


Bids Due: October 14, 2011, 1:30 p.m. EDT


Attach a separate document describing

the

type, level,

available

and location(s)

of your

customer
and
support

service

options
, including number of d
edicated customer/
sup
port staff and hours of operation




If applicable,
Does

this company offer customer training for the products

and services
?



_______ YES _______ NO


If Yes, attach a separate document describing what types, kinds o
f training you offer, the venues
where training occurs and the location(s) of your trainers, include number of staff dedicated to
training and their qualifications and hours of operation.

7
.

Delivery, Compensation
,

Pricing

and
Competitiveness
:
The
Bidder
’s responses to the following

items is intended to summarize and recap their offer.


This company’s pricing is based on the following methodologies?

Definitions found in Part A:
Instructions to Bidders, Listing of Terms and Conditions.


____
Fixed

or Catalog Pricing

-

Fixed discount off retail or off published price list.

_____
Line
-
Item price list
-

Fixed price with economic adjustment (Bidder must identify in
writing in this IFB any contingencies prior to approval);

_____
Automate System for Pr
icing
-

Fixed multipliers/factors bid to be applied to an
established pricing methodology/system to allow for individual local requirements and
conditions.

_____ Alternative Method of Costing
-

Fixed multipliers/factors/discounts bid to be applied to
an e
stablished pricing methodology/system to allow for individual local requirements
and conditions.


_____ Open
-
Item or Combined pricing


A combination of one or more of the above.



Is your pricing

methodology

guaranteed for the term of the contract?

_______ YES _______ NO

Does the pricing offered allow for additional quantity or volume

discounts are identified on the pricing page (Form G)?


_______ YES _______ NO


Does the pricing offered comply with AEPA’s Most Favored
Customer
? _______ YES ___
____ NO



Indicate which of the following apply and the level of competitive range you are offering in response
to this IFB.

Yes/No Discount

a.

______

______%

The s
ame offered on all single educational institution

or nonprofit a
gency
bids

or those that maybe utilized (piggybacked) by other entities
;

b.

______

______%

The same offered to cooperatives and state purchasing departments

with
equal or lesser volume
.

c.

______

______%

Better discount (percent of difference) offered to cooperatives and

state
purchasing departments with greater volume.

d.


_____

______%

Better than we offer to cooperatives or state purchasing

departments.


If yes
,

is indicated for items a through d above attached a separate document listing
those national
and/or local singl
e educational institutions or nonprofit agencies with piggyback contracts,
cooperatives or state purchasing departments.


Which of the following best reflects how your pricing includes the individual AEPA Members’
administrative fee.

a.

_____

The

pricing for the products and/or services are the same for each AEPA Member
Agen
cy, shipping, handling

administrative fee

and other specific state costs are

added to
arrive at total price offered to the Individual AEPA Member Agency.


AEPA IFB #012
-
C


Synthetic Turf



Part C

Page
8

of
52


Bids Due: October 14, 2011, 1:30 p.m. EDT

b.

_____

The pricing for

the pr
oducts and/or services is inclusive of the administrative fee and
therefore the pricing is the same for all AEPA Member Agencies. Shipping, handling
and other state specific costs are added to adjusted the AEPA Member Agency’s price.


c.

_____

The pri
cing for the products and/or services includes all (shipping, handling,
administrative fee, other) costs to arrive at a single price for all AEPA Member Agencies.



Is shipping and handling (S/H) included in the products on the pricelist?
_______ YES

_______ NO


If
NO
, attach a separate document detailing and explaining how shipping and handling

or freight will
be calculated and applied:



8
.

Do
e
s your company have
a
return policy?


_______ YES _______
NO


If

Yes, a
ttach a separate document with your return policy and

if

you charge a restocking fee, what is
it? (
AEPA)

allows up to 15% for supplies and up to 25% for equipment)

9
.

Do you have minimum order requirements?


_______ YES _______ NO


If yes, d
escribe:

________________________________
________________________________
____


10
.

Will you offer
AEPA

member agencies a quick pay discount?

_______ YES _______ NO


If
YES
, what is the discount? (Indicate % discount/number of days)

__________________________


11
.

Do you offer leasing arrangements under this bid?

_______ YES _______ NO


If
YES,
r
emember to indicate the rate factor and other cost factors on the Form G spreadsheet.





Signature

________________________________
________________________________
____



Must be same signature as on Bid Affidavit Signature and Acceptance Forms



AEPA IFB #012
-
C


Synthetic Turf



Part C

Page
9

of
52


Bids Due: October 14, 2011, 1:30 p.m. EDT

AEPA FORM D: COMPANY INFORMATION


AEPA IFB #012
-
C
-

SYNTHETIC TURF


NAME OF

BIDDER____________________________________________________________

INSTRUCTIONS:

1.

This form is three
(3)
pages long. The authorized representative must sign the end of the document.

2.

Several attachments are required in response to this form. The name of

the bidder and Form D item
number to which the attachment responds must appear on each page.

3.

Scan the completed form and all requested attachments into a single PDF file.

4.

Title the PDF file as per the instructions under Part C, page 2, #5.

Save to Folder

A.

D.1.

BACKGROUND

Note:
Generally,
AEPA

will not accept an offer from a business that is less than five (5) years old or
which fails to demonstrate and/or establish a proven record of business. If the bidder has recently
purchased an established busin
ess or has proof of prior success in either this business or a closely
related business, provide written documentation and verification in response to the questions below
.
AEPA
reserves the right to accept or reject newly formed companies based on
information provided in
this response and from its own investigation of the company.

D.1.a.

Check one:
This business is a


public company


privately owned company.

D.1.b.

In what year was this business started under its present name?

_____________________________


D.1.c.

Under
what other or former name(s) has your business operated?

__________________________



________________________________
________________________________
________________________________
______


D.1.d.

Is this business a corporation?


No


Yes. If yes, please complete the following:


D.1.d.(1)
Date of incorporation:________________ State of incorporation:

______________________



D.1.d.(2)
Name of Preside
nt:

________________________________
________________________________
____



D.1.d.(3)
Name(s) of Vice President(s):

________________________________
________________________



D.1.d.(4)
Name of Secretary:

________________________________
________________________________
____



D.1.d.(5)
Name of Treasurer:

________________________________
________________________________
____


D.1.e.

Is this business a partnership?


No


Yes. If yes, please complete the following:


D.1.e.(1)
Date of organization:_______________ S
tate founded:

________________________________
_



D.1.e.(2)
Type of partnership, if applicable:

________________________________
____________________



D.1.e.(3)
Name(s) of general partner(s):

________________________________
_______________________


D.1.f.

Is this organization individually owned?


No


Yes. If yes, please complete the
following:


D.1.f.(1)
Date of organization:_____________
_____ State founded:
________________________________



D.1.f.(2)
Name of owner:

________________________________
________________________________
________


D.1.g.

This

organization is a form
other than

tho
se identified in D1.d.


D.1.f. above,


No


Yes
.


IF THE ANSWER IS YES, AN ATTACHMENT IS REQUIRED:

D
escrib
e

the company’s

format,
year and state of origin, and names and titles of the principals.




AEPA IFB #012
-
C


Synthetic Turf



Part C

Page
10

of
52


Bids Due: October 14, 2011, 1:30 p.m. EDT

D.1.h.

ATTACHMENT REQUIRED
:
Location(s)
:

Provide the address, city, state and zip code of the
business headquarters and how long the headquarters have been located at this addre
ss.
Provide the same information for branch offices.


D.
2
.

REFERENCES


D.2.a.

ATTACHMENT REQUIRED
:
References
:
Provide a list of
current
references.


D.
3
.

WORK FORCE

D.
3
.a.
ATTACHMENT REQUIRED
:
Key
Contacts

and Providers
:

Attach a list of the
individuals,
titles, qualifications and contact information for the individuals who will provide the
following services on a national

and/or lo
c
a
l

basis:

D.
3.a.(1)

Contr
act Manager

D.3.a.(2)

Financial Manager

D.3.a.(3) Sales Manager

D.3.a.(4)

Customer and
Support

D.3.a.(5)

Distributors, Dealers

D.3.a
.(6) Consultants and


Manager


Installers, Sales Reps



Trainers

D.3.a.(7) Technical, Maintena
nce

D.3.a.(8)

Quotes, Invoicing


D.3.a.(9) Warranty and


and Support services


and Payments



Af
ter the Sale

D.
3
.b.

ATTACHMENT REQUIRED
:
In
-
house Resources
:
Describe the business’s current in
-
house
workforce, equipment and facilities available to perform under this solicitation.

D.
4
.

MARKETING

D.
4
.a.

ATTACHMENT REQUIRED
:
Key Marketing Contact(s)
:
List the name(s), title(s) and
contact information of the business’s key national and regional marketing office(s).

D.
4
.b.

ATTACHMENT REQUIRED
:
Marketing Activities
:
Describe how this business marketed its
products and services to schools and other tax
-
ex
empt nonprofit audiences in
Fiscal Y
ear
2010


2011

(July 1


June 30)
. List all conventions, conferences and other events at which
this business exhibited.

D.
4
.c.

ATTACHMENT REQUIRED
:
Cooperative Marketing
:
Describe ways in which this business
can collaborate with
member agencies

in marketing the bid.

D.
4
.d.

ATTACHMENT REQUIRED
:
Environmental Initiatives
:
Describe the business’s alignment
w
ith LEED and “green” objectives.


D.
5
.

INDEPENDENT MANUFACTURERS, SUB
CONTRACTORS, DISTRIBUTORS, INSTALLERS,
ETC.

D.
5
.a.

ATTACHMENTS REQUIRED (if the bidder is not the sole manufacturer/provider of all
goods and services provided under this contract)
:

D.5.a.(1)

Manufacturers who provide the products used by this business

in the AEPA
member agency states
:

Create a list

organized regionally

or alphabetically or
by type of product or service
. Provide the names and location of the
manufacturers, the product
(
s
)/service(s)

each provides, and the states in which
each can provi
de the product
/services
.

D.
5.a.(2
)

Authorizing Letters
:
For each manufacturer on the above list, attach

a current
letter from the manufacturer stating the supplier is authorized to represent the
manufacturer nationally. The letter must be dated after
Janu
ary

1, 20
11
.

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Bids Due: October 14, 2011, 1:30 p.m. EDT

D.
5
.b.

ATTACHMENT REQUIRED
:
Selection Criteria for Independent Providers
:
Describe
the
criteria and process

by which the business selects, certifies and approves subcontractors,
distributors, installers and other independent services.

D.
5
.c.

ATTACHMENT REQUIRED
:
Current Subcontractors, Distributors, Installers, Etc.
:
Provide a list of current subcontractors, distributors, installers and other independent
service providers who
a
re contracted to perform the type of work outlined in this bid

i
n the
member agency states (listed in Part A of this IFB)
. Include, if applicable, contractor license
information and the state(s) wherein they are eligible to provide services on behalf of this
business.

D.
6
.

DISCLOSURES

D.
6
.a.

ATTACHMENT REQUIRED
:
Lette
r of Credit
:
Attach a letter from the business’s chief
financial institution indicating the current line of credit available in its name and evidence
of financial stability for the past three
calendar
years (200
8, 2009

and

2010
). This letter
should state

the line of
credit
as a
range (ie., “credit in the low six figures” or “a credit line
exceeding five figures”).

D.
6
.b.

Does this business have actions currently filed against it?


No


Yes.


IF THE ANSWER IS YES, AN ATTACHMENT IS REQUIRED:

List and explain current actions
such as Federal Debarment (on US General Services Administration’s “Excluded Parties
List”), appearance on any state or federal delinquent taxpayer list, or claims filed against the
retainage and/or payment bond for project
s.


Signature

________________________________
________________________________
________________________________
___


Must be same signature
that

appears on the Bid Affadavit Signature and Acceptance Form

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Bids Due: October 14, 2011, 1:30 p.m. EDT

AEPA FORM E: EXCEPTIONS TO TERMS AND CONDITIONS


AEPA IFB #012
-
C
SYNTHETIC TURF


NAME OF BIDDER

________________________________
________________________________
___________________________


INSTRUCTIONS:

1.

If “no” is checked below, complete
this form by signing it at the bottom.

2.

If “yes” is checked below, either insert answers into this form or create a facsimile in a
Microsoft Word table format to provide narrative explanations of exceptions. If creating a
facsimile, the bidder is reminded
to use the heading above, and include the bidder name and
signature at the end.

3.

If adding pages, the bidder’s name and identifying information as to which item the
response refers must appear on each page.

4.

Scan this form plus any attachments into a single
PDF document.

5.

Title the file as per the instructions under Part C (this section), page 2, #5.

Save to Folder A.

6.

Exceptions to local, state or federal laws cannot be accepted under this bid.





, this bidder does not have exceptions to the Terms and
Conditions incorporated in Parts A
or B of this IFB.



YES,
this bidder has the following exceptions to the Terms and Conditions incorporated in Parts
A and/or B of this IFB.


IFB Section
and Page

Outline
Number

Term or Condition

Exception














































Signature

________________________________
________________________________
________________________________
_____



Must be same signature that appears on Bid Affidavit and Acceptance Forms

AEPA IFB #012
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Bids Due: October 14, 2011, 1:30 p.m. EDT

AEPA FORM F: COMPLIANCE


AEPA IFB #012
-
C
-

SYNTHETIC TURF


NAME OF BIDDER

________________________________
________________________________
___________________________


INSTRUCTIONS:

1.

This form is
t
hirty
-
seven

(
3
7
)
pages long. The bidder’s authorized representative must sign the form
at the end.

2.

The criteria listed below are derived from the

Part B:

Bid Spe
cifications
this IFB. Other than industry
requirements established in federal, state or local

statutes, exceptions/deviations may be proposed
as long as they are expressly noted below and clarified on Form F.2., which follows. Please
understand that the stated specifications represent the most desirable attributes of the products and
services sou
ght by AEPA and its

AEPA

Member A
gencies.

3.

AEPA understands that not all bidders provide all commodities in
dicated in the specifications.
Bidders may propose

specific, similar and/or alternative manufacturer’s product lines and/or
services

without prejudic
e

as long as the proposed products and services meet or exceed the
specifications in Part B: Bid Specifications of this IFB
.

4.

For each criterion below, check either “Comply” if it aligns with the company’s ability to provide
products and services or “Deviat
e” if it does not.

5.

If there are no deviations to the specifications, indicate that by checking the appropriate box on Form
F.2 and sign it.

6.

Scan the completed form to a PDF file and title as instructed in Part C (this section), page 2, #5.


Item

Requirement

Description

Comply

Deviate

4.1.

Requirements

BID BOND:
A bid bond is required to be submitted in the
amount of $25,000.00. It will be returned within 10 days
of the award to vendors not receiving the award.



4.
2
.

Requirements

By responding
to this solicitation, the offeror agrees to
and will be solely responsible for doing the research to
ascertain that its solutions offered meet or exceed all
federal, state, local and industry regulations, rules,
standards and/or requirements.



4.
3
.

Requi
rements

The successful offeror must abide by and ensure that any
subcontractor abides by all applicable federal, state, and
local laws, codes, and ordinances governing any area(s) in
which any products and/or service covered by this
solicitation are render
ed and must have all required
permits, licenses, agreements, tariffs, bonding and
insurance required by same. No claims for additional
payment will be approved for changes required to comply
with any such requirements.



4.
4
.

Requirements

The contractor
shall hold AEPA member and its member
agencies harmless from damage from trespassing on
property of others. There shall be no dumping of
construction debris or other material on member’s
灲潰er瑹⸠tn礠浡ter楡l 瑨tt req畩ues spec楡l 桡n摬楮g as
摩d瑡瑥搠b礠
晥摥ral 潲 s瑡te la眠s桡ll be re浯me搠in
c潭ol楡nce 睩瑨 瑨t req畩ue浥n瑳 潦 瑨潳e la睳⸠䅬l s畣栠
浡瑥r楡ls s桡ll be re浯med fr潭o瑨t s楴i and 灲潰erl礠
摩獰潳ed 潦 by 瑨t c潮trac瑯r.




5
.

Req畩re浥n瑳

周T b楤摥r 睩ll 晡浩m楡r楺i 楴sel映睩瑨⁴te s楴e in
潲der 瑯t
潢瑡楮 a c潭olete and c潭orehens楶e kn潷le摧e and
畮摥rs瑡n摩ng 潦oi瑳 c潮摩瑩潮s and 瑯tan瑩t楰ite unseen


AEPA IFB #012
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52


Bids Due: October 14, 2011, 1:30 p.m. EDT

Item

Requirement

Description

Comply

Deviate

problems that may develop as the work progresses.
Failure to have visited the site before submitting a job
order/quote/cost proposal shall i
n no way relieve the
bidder from furnishing any materials or performing any
work required to complete the project in accordance with
the contract documents, without additional cost to the
AEPA member and its member agencies

4.
6
.

Requirements

All offeror
s will need to comply with the building codes for
commercial building established by the AEPA member
state.



4.
8
.

Requirements

Any work or services that do not comply with the
currently adopted AEPA member state building codes and
requirements, when a
project is inspected and a certificate
of occupancy is required, will be corrected by the
contractor at no additional cost of the owner.



4.
9
.

Requirements

For any project contracted under this solicitation, the
proposer must comply with the Americans wi
th
Disabilities Act (ADA) (42 USC Section 12101 et seq.) and
the Americans with Disabilities Act Architectural
Guidelines (ADAAG), as well as the implementing
requirements, 28 CFR Part 36, Federal Register, Vol. 56,
No. 144, July 26, 1991, as amended.



4.
10
.

Requirements

Cost for temporary utility services electrical, water, gas,
etc., that is part of or utilized during the construction
process will be identified and agreed upon in writing by
the AEPA member and its member agencies. Utility
services (ele
ctrical, water, gas, etc.) utilized by the
contractor to maintain a project office trailer, maintenance
shop, storage facilities, security lighting, etc., will be the
responsibility of the contractor and can only be
transferred to the AEPA member and its m
ember agencies
on written agreement specifically stating what
contractor’s utilities it will be responsible for. Copies of
such agreements shall be provided to the AEPA member
and its member agencies prior to a purchase order being
issued.



4.1
1
.

Require
ments

All work will be in compliance with OSHA safety
requirements and any additional applicable federal, state
or local fire and safety requirements. When specifications
or scope of work result in a violation of a code or result in
an unsafe condition, th
e contractor must inform the AEPA
member and its member agencies representative of the
situation. The contractor will not construct any sub
-
assembly, structure, or device or produce any condition
that intentionally violates a fire, health, safety or buildi
ng
codes or safety standard.



4.1
2
.

Requirements

Any contract awarded under this Category is an indefinite
-
quantity contract for work requested. All costs associated
with preparing quotes/job orders/cost proposals shall be
the responsibility of the
bidder and must be based on a
detailed scope of work and in compliance with one of the
approved pricing methodologies.



4.1
3
.

Requirements

The contractor understands and agrees that it will offer
and accept only projects in which they have done their
own

due diligence in assessing, evaluating, exploring and
determining existing site conditions, the level, quality and


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Bids Due: October 14, 2011, 1:30 p.m. EDT

Item

Requirement

Description

Comply

Deviate

appropriateness of the construction products and services
being requested, and whether or not the project, as
requested, allows the contract
or to comply with all
existing federal, state or local laws, codes and regulations.
During the contractor’s due diligence, if a concern or issue
arises, the contractor must immediately notify the AEPA
Member and its Member Agencies representative in
writin
g, so that it can be corrected or properly addressed.

4.1
4
.

Requirements

During all phases of a project, the contractor will have a
qualified and experienced foreman, supervisor and/or
superintendent in the area of construction being
performed, and in c
harge of and in full control of the
worksite and all construction activities being performed
on the project. The individual assigned must be
knowledgeable, qualified and aware of all aspects,
specifications and requirements of the project and provide
conti
nuous supervision, coordination communication and
inspections in order to assure that quality control
standards or project outcomes are met.



4.1
5
.

Requirements

All equipment, tools and machines used in the
performance of this work by either the prime
contractor
or subcontractors will be maintained in satisfactory
working conditions and meet or exceed industry
standards at all times.



4.1
6
.

Requirements

The contractor will need to provide performance and
payment bonds on any project. The bonds need to

be
executed by a surety company authorized to do business
in the AEPA member state and is approved in federal
circular 570 as published by the United States Treasury
Department or the state board of finance or the local
governing authority, in an amount e
qual to one hundred
percent (100%) of the price specified in the contract. The
AEPA Member or its Member Agencies representative may
waive this requirement.



4.1
7
.

Requirements

If a contractor intends to subcontract any part of an
individual project, the

contractor will be responsible for
notifying and furnishing subcontractor the following:



4.1
7
.1.

Requirements

If performance and payment bonds are required and the
amount for bonding.



4.1
7
.2.

Requirements

A description of the products to be
provided, the tasks to
be performed, the project’s drawings, standard
specifications, requirements and timelines the
subcontractor must meet.



4.1
7
.3.

Requirements

The contractor will instruct subcontractors to complete
their own investigation, assessment and careful
examination of all elements of a project before it submits a
quote or proposal to provide construction products
and/or perform construction services for

the project. The
subcontractor will promptly notify the contractor if it
finds any discrepancies in, or omissions from, any plans,
drawings, specifications and/or any other documents
associated with the project. The contractor will
immediately issue writt
en notification to the AEPA
member and its member agencies representative. The
involved parties’ representatives will jointly work with
each other to resolve the concerns or issues raised and


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Item

Requirement

Description

Comply

Deviate

issue written instructions to the contractor on how the
matters
raised are to be handled. The contractor will be
responsible for ensuring the subcontractor is aware of and
incorporates any modifications into its quote/proposal.
The AEPA Member and its Member Agencies
representative will not be responsible for communica
ting
instructions and/or information to subcontractors.

4.1
7
.4.

Requirements

All cost quotes/proposals submitted by subcontractors
must be in a format that the contractor needs to prepare
and submit its cost quote/proposal in compliance with
one of the
pricing methodologies defined.



4.1
8
.

Requirements

The successful bidder must be willing and agree to
provide AEPA members the benefit of all general price
reductions extended to its other customers at any time
during the period of this contract or any e
xtension thereof.
Likewise the bidder may during the annual contract
renewal process submit to AEPA any additional products
or services covered by their award and may request for
price adjustments on published price lists. The R.S. Means
price shall be adj
usted when the new updates (usually
January 1 of each year) become available. Any request
must be in writing and submitted to the oversight
committee chairman who has been designated by AEPA
for that solicitation/category. The chairperson will
process the

request and submit it to the AEPA board of
directors for their approval/disapproval. If approved each
AEPA state agency will be responsible for notify its
participating members. In the event of a decrease in the
prevailing contract price the oversight com
mittee may
approve the change and it will become effective
immediately upon notification.



4.
20
.

Requirements

Responses must clearly identify all charges and
components necessary for performance of the contract
even if such are not specifically addressed

in any
paragraph, sub
-
paragraph or forms that are a part of this
solicitation.



4.2
1
.

Requirements

Additional and optional products and services must be
identified separately, and must include clear descriptions
and specifications of proposed items.



4.2
2
.

Requirements

Bidders are asked to make available new products and
services as they become available and have been tested
and proven to be reliable, suitable and appropriate for use
within educational and governmental athletic facilities. It
shall be
communicated to and detailed information
provided to the individual owners indicating that the
product and/or service is new technology and any test
results or past performance history necessary to allow the
owner to make an informed decision on accepting
the
product/service for the proposed project.



4.2
5
.

Requirements

The offeror must demonstrate and present the necessary
evidence within its response to communicate its
knowledge, experience, willingness and ability to adhere
to, utilize and ensure the
following:



4.2
5
.1.

Requirements

The contractor must hold and maintain a current and valid
contractor’s license for any of the AEPA states that allows
it to supervise others, to construct, alter, repair, add to,


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Bids Due: October 14, 2011, 1:30 p.m. EDT

Item

Requirement

Description

Comply

Deviate

subtract from, improve, move, or demolish
any athletic
facility covered by this solicitation and found within those
states that have such requirements.

4.2
5
.2.

Requirements

The contractor will ensure that all individuals, firms or
subcontractors being used to perform or supervise work
performed, materials and equipment installed under this
contract hold a current contractor’s license, as required by
those individual AEPA states. All subcontractors to be
used for each individual project performed under this
contract must be clearly iden
tified and a list submitted
with the name, address, trade or type of work, contractor’s
license number, if applicable, and their federal ID number
included.



4.2
5
.3.

Requirements

Upon request by an AEPA Member Agency’s local member,
the contractor shall
schedule a meeting with the
member/owner to ascertain and develop a comprehensive
and complete understanding of the scope of work being
requested by the member. The contractor shall conduct
and perform the necessary site investigation in order to be
aware
of any existing site conditions that may require as
part of the proposed project additional products and/or
services to address identified site conditions and properly
complete the project in accordance with the project’s
contract documents.



4.2
5
.4.

Requirements

Any contract between the individual owner and the
contractor under this solicitation shall consist of a detailed
scope of work (a description of the work to be performed
and the products to be provided by the contractor) will
include all speci
fications, drawings, contractor’s cost
proposal and other project related documents. All
applicable industry standards, manufacturer’s
instructions and requirements, technical specifications
and general conditions, federal, state and local codes
around wh
ich the contract is made shall be included, as if
they were physically part of the contract documents.



4.2
5
.5.

Requirements

A schedule for performance of work that can be met
without planned overtime is the responsibility of the
contractor unless
otherwise requested and approved by
the owner.



4.2
5
.6.

Requirements

Terms for what constitutes project completion and
acceptance by the owner and taking title to work finished
must be clearly identified, described and agreed upon and
made a part of any
contract. If any part of the
construction requires the owner to assume control before
the completion, this needs to be defined with all of the
agreed to terms, conditions and stipulations. Both parties
must agree on the definition of what constitutes tot
al
acceptance of the project and that must be obtained before
final payment is made to the contractor. Upon completion
of the project, the worksite will be left in a condition equal
to or better than before the project.



4.2
5
.7.

Requirements

The contrac
tor will pay for any failure to conform or for
any defect. In addition, contractor will fix any damage to
AEPA Member controlled, real or personal property when
that damage is the result of contractor’s failure to conform
to contract requirements or any de
fect in equipment,


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Bids Due: October 14, 2011, 1:30 p.m. EDT

Item

Requirement

Description

Comply

Deviate

material, workmanship, or design furnished or in
compliance with federal, state and local laws, codes,
regulations and standards. Contractor’s warranty with
respect to work done, repaired or replaced under these
conditions will run for o
ne (1) year from the date of repair
or replacement or completion.

4.2
5
.8.

Requirements

If contractor fails to remedy any failure, defect or damage
within a reasonable time after receipt of notice, the AEPA
Member will have the right to replace, repair
or otherwise
remedy the failure, defect or damage at the contractor’s
expense in accordance with laws of the AEPA Member
state.



4.2
5
.9.

Requirements

Upon completion of the work, the contractor will present
the owner with all documents necessary to close

out the
project. Including but not limited:



4.2
5
.9.1.

Requirements

Certificate of occupancy;



4.2
5
.9.2.

Requirements

Maintenance manuals;



4.2
5
.9.3.

Requirements

Up to four (4) complete sets of “as built” project drawings;



4.2
5
.9.4.

Requirements

Two (2) copies each of procedures of using and
maintaining the materials and equipment installed;



4.2
5
.9.5.

Requirements

Executed warranties on installed products and equipment;
and/or



4.2
5
.9.6.

Requirements

Material Safety Data Sheets
for any material supplied.



4.2
5
.10.

Requirements

As part of the close
-
out process or upon request, no
-
cost
training must be offered for the maintenance staff of the
owner and must be included as part of the purchase
contract.



4.2
6
.

Requirements

The p
rime contractor must warrant the work performed,
materials, equipment installed for a period of not less than
six (6) years against defects and poor workmanship. Even
if final payment is made, if the owner discovers an
unfinished and/or improperly install
ed component, defect
or poor workmanship that should have been identified
and noted during final inspection, the contractor will
complete the work in a timely fashion at no additional cost
to the owner. This warranty does not cover damage
caused by fire, w
inds, floods, chemicals or owners’
negligence of reasonable precaution to provide adequate
ventilation during hot and humid weather. Furthermore,
this warranty does not cover damage to floors caused by
ordinary wear and tear, faulty construction of buildin
g,
separation of concrete slab, or settlement of walls.



4.2
7
.

Requirements

If the offeror submitting a response to this solicitation to
provide construction products and services relating to and
for athletic, recreational, performing arts, multi
-
purpose
and other educational facilities with specialty hardwood
and synthetic floori
ng systems and is not the
product/system manufacturer. Then the offeror must
provide written documentation between it and the
manufacturer indicating that the product manufacturer(s),
for the purpose of this solicitation, is aware of the offeror’s
intent t
o offer the manufacturer’s product line(s) and both
parties are jointly committed and are aware of the terms,
conditions and stipulations in this IFB, and that the
manufacturer acknowledges and agrees to and will stand
behind the contractor’s performance u
nder this IFB.


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Bids Due: October 14, 2011, 1:30 p.m. EDT

Item

Requirement

Description

Comply

Deviate

Failure of non
-
manufacturers to submit sufficient
documentation to meet this requirement can result in a
non
-
responsive bid.

4.2
8
.

Requirements

The offeror must within their response provide a
complete listing/catalog of all products offe
red with their
associated cost that are not to be covered by R.S. Means.
This will enable an owner’s staff, architect or general
contractor to verify the offeror’s individual project quotes
for new construction, renovation, retrofit or general
maintenance
and repair. This listing/catalog must provide
complete specifications on each product/service. (This
information is required in electronic format.)



4.2
9
.1.

Requirements

The bidder shall conduct a pre
-
inspection prior to any
construction meeting or fina
l inspection where the owner
is expected to accept and/or sign
-
off on work that has
been completed. This is to ensure that all work meets or
exceeds the projects specifications and requirements. Any
discrepancies shall be corrected and/or communicated to
the owner.



4.2
9
.2.

Requirements

Date of final inspection shall be scheduled in advance,
with appropriate notice and agreed upon by all parties.
The contractor shall provide the owner or owner
representative, with copies of the printed check
-
off list,
proposed pay application, state and local inspector’s sign
-
off/reports acquired since the last meeting. Any
discrepancies will be noted as a punch list item and
corrected prior to the next meeting or within the time
specified in the contract documents.



4.2
9
.3.

Requirements

Prior to final payment being made and during the project
close
-
out process the contractor shall submit and have the
owner or designee acknowledge receipt of as
-
built
drawings, maintenance and operational guides and all
activated produc
t warrantees and approve any submittals
needed.



4.3
1
.1.

Requirements

During the course of the contract, the owner or designee
may request and/or secure samples, according to
construction industry standards, guidelines or ASBA
standards, of materials
being applied, used from
containers at the job site, and submit them to an
independent laboratory for comparison to specified
material. The owner may acquire an independent industry
qualified/certified consultant, to evaluate and issue a
report on the qual
ity of the materials being used, if the
materials installed meet or exceed project’s specifications.
The cost for these test and services will be paid by the
owner.



4.3
1
.2.

Requirements

Should the test results prove that a material used and/or
applied
is not equal to or better than specified or the end
product does not meet minimum requirements. The
offeror will reimburse the owner for the cost of the tests
and/or services acquired. The offeror will also pay all
costs incurred and associated to replace,

remove and
dispose of non
-
compliant materials and bring the end
product up to project specifications and requirements.



4.3
1
.3.

Requirements

Should the test results and services prove that materials
tested were equal to specified material and the work


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p
erformed meets the project’s specifications and
requirements, the offeror shall be notified of the results
and the owner shall pay all associated costs.

4.3
2
.

Requirements

The offeror must provide in its response proof of
documentation and evidence to
demonstrate that it has
delivered and installed full
-
size football, soccer, baseball,
field hockey and other athletic/recreational fields
(minimum of 1,000,000 square feet) in the United States
within the past five (5) years.



5

Specifications

Specificat
ions



5.1.

Specifications

General:



5.1.1.

Specifications

The offeror must demonstrate its’ knowledge,
understanding and experience with dealing and working
with drawings, specifications and general provisions of
athletic and recreational fields,
playgrounds and facility
design, construction and related trades and utilities work,
which may be part of any athletic facility project
requested under this solicitation.



5.1.2.

Specifications

The offeror must provide all labor, materials, equipment
and
, if required, design services, site inspection and site
preparation services for athletic and recreation field,
playground and park construction. These services may be
provided by the offeror’s own crews and staff or by
subcontractors contracted and super
vised by the offeror.
It should be noted that the level of the offeror’s
involvement will depend on the individual owner’s
requirements.



5.1.3.

Specifications

The offeror is responsible for ensuring that the proposed
project’s design, construction
drawings and manual
clearly indicate; identify the products, services and testing
requirements that must be provided to deal with existing
site conditions, public utilities, sub
-
base
-
works, drainage
systems and asphalt base
-
works surfaces. Installations of

the synthetic surfaces are in accordance with and comply
with applicable ASBA, AAU, NCAA, NFHSA and individual
state requirements.



5.1.4.

Specifications

The offeror must guarantee the suability and playability of
the synthetic turf system for intended
uses for an eight (8)
year period commencing on the date of substantial
completion and acceptance by AEPA Member. The
warranty coverage shall not be limited to the amount of
usage.



5.1.5.

Specifications

The offeror is responsible for being knowledgeable

of all
federal, state and local government codes, regulations and
requirements dealing with public athletic and recreational
fields and facilities.



5.1.6.

Specifications

If the offeror is providing only the synthetic surface, it
must provide the owner
with construction instructions,
guidelines, drawings and recommendations for the site
preparation, sub
-
base and asphalt pavement. However, it
should be noted that AEPA and its Members are seeking
and prefer providers who can provide a turn
-
key solution.



5.1.7.

Specifications

If any part of the design or construction work is to be
performed by the owner’s own crews, owner’s architect
and/or a third party contractor not associated with the
awarded contractor, prior to taking possession of the


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project site
or proceeding with its work, the contractor
must provide the owner with a signed affidavit stating that
it has inspected and has accepted the current site
conditions and work completed as meeting and/or
exceeding its and the manufacturers, industry and
gov
ernmental standards and requirements. If the work is
not acceptable, the contractor must notify the owner
immediately in writing stating what is not acceptable and
on what this determination was made.

5.1.8.

Specifications

By accepting the owner’s noti
ce/order to proceed and
executing the construction process, the contractor
acknowledges that it has visited the site, is familiar with
the current conditions under which the work is to be
performed, and understands the scope of work as defined
in the contr
act documents and the product specifications
requested.



5.1.9.

Specifications

Documentation signed by an authorized representative of
the manufacturer will be provided to the owner stating
that the installed surfacing has no measurable traces of
heavy
metals, leachable mercury or any other hazardous
materials identified by the EPA. For comparison testing
prior to installation and randomly during installation, an
8" x 10" sample of the material must be furnished to the
owner’s independent laboratory upo
n request. This
sample must be provided prior to installation.



5.1.10.

Specifications

An additional 8” x 10” product sample, the same color,
texture, thickness, etc. as the type of surfacing to be
installed for this project shall be provided to the own
er.
This sample must be submitted and approved by the
owner prior to installation.



5.1.11.

Specifications

Upon completion of any striping or line markings, the
contractor shall obtain written acceptance and approval of
the markings by the owner’s desig
nated representative as
being complete and meeting their requirements. This
document shall state that the field markings and layout
meet and comply with the governing bodies’
(AAU/NCAA/NFHSA/etc.) requirements for any athletic
event stated in the owner’s
scope of work for the
individual project.



5.2.

Specifications

Quality Assurance



5.2.1.

Specifications

Offeror must demonstrate through documentation that it
has completed at least ten (10) athletic/recreational fields
or facilities similar to those
being proposed and that they
were completed and accepted by the owner as meeting
and complying with the governing bodies’
(AAU/NCAA/NFSHS/etc.) requirements and rules,
governing their level of athletic competition. The
products offered shall meet or excee
d the ASBA’s
guidelines, requirements and performance specifications
for the various types and levels of synthetic field surfaces
recognized and approved by ASBA.



5.2.2.

Specifications

The offeror’s proposed solution must be equal or better
than turf av
ailable from a nationally recognized
manufacture specializing in outdoor and indoor synthetic
turf products for athletic and recreational facilities.



5.2.3.

Specifications

If the offeror is offering engineering services, then the


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engineer(s) need to be
licensed in the AEPA Member state
that they will be providing services.

5.2.4.

Specifications

If the offeror is offering installation services, then the
person(s) providing the services will be factory trained,
have a minimum of three (3) years experien
ce in the
installation of synthetic turf systems and if required
licensed in the AEPA member state.



5.2.5.

Specifications

The offeror will only utilize qualified, trained, experienced,
manufacturers approved and, if applicable, licensed
tradesman to pe
rform all work done under this IFB.



5.2.6.

Specifications

The offeror shall make its’ own site visit to fully acquaint
itself with the construction site, existing facilities and
utilities and shall fully understand the difficulties and
restrictions
attending the execution of the work under this
IFB. All offerors shall advise the owner in writing and
receive its’ acceptance of any restrictions, project
alterations and/or anticipated difficulties prior to
accepting a contract to do the individual proj
ect.



5.2.7.

Specifications

The offeror shall employee and maintain for the term of
the AEPA contract an ASBA certified synthetic field builder
on staff to ensure quality control in all aspects of a project
conducted under this solicitation. Failure of
the offeror to
meet this requirement in its response will be deemed non
-
responsive.



5.2.8.

Specifications

Due to the individual AEPA Member Agency’s individual
requirements, any offeror responding to this solicitation,
who fails to provide the informati
on required on the
Contractor’s Qualifications Form (F) or has failed to
perform/complete past projects or is in default of
warranty work or has been found guilty of violating state
and/or local construction/labor codes, as judged by
previous clients or AE
PA. AEPA reserves the right to
consider or not consider the offeror’s response as being a
responsive based on its own investigation and findings.



5.2.9.

Specifications

All synthetic turf, field, playground and landscape
materials shall be
warranted/guaranteed to the extent
that the surfacing/product manufacturer’s has indicated is
as stated:



5.2.9.1.

Specifications

Has been manufactured, shipped, stored and applied in
accordance with, manufacturer’s specifications and
instructions.



5.
2.9.2.

Specifications

Will hold fast and/or adhere to the asphalt, concrete,
edging, filler and patches or overlay materials in
accordance with, manufacturer’s specifications.



5.2.9.3.

Specifications

Will perform as specified in these specifications,
the
specifications of the product manufacturer and as
identified and indicated in the current product
information, literature and specification sheets available
to the end user.



5.2.9.4.

Specifications

All components and their installation methods shall

be
designed and manufactured for use on indoor and outdoor
applications. The materials as hereinafter specified must
be able to withstand full climatic exposure in the
environment of the AEPA Member States, be resistant to
insect infestation, rot, fungus

and mildew, ultra
-
violet light
and heat degradation, and shall have the basic


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characteristic of flow
-
through drainage, allowing free
movement of surface run
-
off through the turf fabric where
such water may flow to the existing sub
-
base and into the
field
drainage system.

5.2.9.5.

Specifications

The finished playing surface shall appear as mowed grass
with no irregularities and shall afford excellent traction
for conventional athletic shoes of all types. The finished
surface shall resist abrasion and cut
ting from normal use.
The installed system shall be ideal for football, soccer,
lacrosse, baseball, softball, PE classes, intramurals and
recreational use.



5.2.9.6.

Specifications

All machinery, materials, coatings, site and base
specification used must

be approved by the turf or
surfacing manufacturer.



5.2.9.7.

Specifications

The offeror and its surface manufactures must meet the
following criteria:



5.2.9.7.
1.

Specifications

Shall inspect and certify to the facility owner that the
solution
installed meets and/or exceeds the
manufacturer’s specifications and installation
requirements.



5.2.9.7.
2.

Specifications

The offeror and the surface manufacturer guarantees that
the usability and playability of the synthetic turf, field,
playground and

landscape system installed is appropriate
for the site conditions that exist and for the intended uses
as identified with the project’s scope of work for an eight
(8) year period commencing with the date of substantial
completion and acceptance by the own
er. The warranty
coverage shall not be limited to the amount of usage.



5.2.9.7.
3.

Specifications

Any and all warranty terms, conditions, stipulations
and/or requirements must be provided, discussed and
accepted in writing by the AEPA Member prior to is
suing a
purchase order.



5.3.

Specifications

Project Site considerations, Investigation, inspections and
Preparations



5.3.1.

Specifications

Depending on the individual AEPA Member Agency’s
organizational purpose and scope, they may or may not
work
with and serve educational institutions (pre
-
school
through colleges and universities), government agencies
(federal, state, county and city), non
-
public/not
-
for
-
profit
organizations (education, recreational and community
based). Therefore, AEPA is request
ing a range of indoor
and outdoor athletic, recreational solutions that can meet
the individual sports and recreational activity needs of the
above noted groups. AEPA has presented the following
information to communicate, provide and establish for the
off
eror minimum and general specifications,
requirements, product quality and performance standards
for the offeror to base its proposed solutions. It is
understood that various manufacturers’ materials,
products and/or installation processes may differ.
Howe
ver, the end result for the same level and type of
indoor and outdoor athletic and recreational solutions
shall meet or exceed the minimum materials, product,
performance and life cycle specifications as its
competitors’ solutions.



5.3.2.

Specifications

For each outdoor synthetic turf or surfacing solution, the


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offeror must provide the information necessary for AEPA
and institutional owners to determine the quality level,
performance specifications and construction components
of the solution proposed.

5.3.3.

Specifications

Site Inspection and Investigation: The ultimate
performance and life cycle of any synthetic turf or
surfacing solution depends to a significant degree on the
subsoil and drainage conditions of the site. The stability of
the subsoil a
lso has a direct influence on the ability to