================================================================ COMMERCIAL ARTIFICIAL TURF / SPORT-SURFACE — REQUEST FOR PROPOSAL (Editable Template) ================================================================ ISSUED BY: [Organization Name] ADDRESS: [Street, City, State ZIP] CONTACT: [Procurement Officer Name] PHONE / EMAIL: [phone] / [email] RFP NUMBER: [Optional — internal tracking] ISSUE DATE: [Date] QUESTIONS DUE: [Date] PROPOSAL DUE: [Date, time, timezone] ANTICIPATED NTP: [Notice-to-Proceed target date] ---------------------------------------------------------------- 1. PROJECT OVERVIEW ---------------------------------------------------------------- 1.1 Site Address: [Full address] 1.2 Project Description: [E.g., 8,500 sq ft HOA amenity lawn replacement; or 4-court pickleball complex] 1.3 Total Square Footage: [XXX sq ft] 1.4 Intended Use: [Residential lawn / dog park / pool surround / sport court / multi-sport field / playground / putting green / commercial plaza] 1.5 Existing Surface: [Sod / dirt / concrete / asphalt / failed previous turf] 1.6 Site Constraints: [Trees to preserve, irrigation removal, slope, drainage exits, utility locations] 1.7 Project Schedule Window: [Earliest start / latest finish] ---------------------------------------------------------------- 2. TECHNICAL SPECIFICATIONS — MINIMUM ACCEPTABLE ---------------------------------------------------------------- 2.1 Turf Face Yarn: - UV-stabilized polyethylene OR nylon (sport courts) - Face weight: minimum 60 oz/sq yd (residential), 38-46 oz/sq yd (sport-face yarn) - Pile height: 1.5"-2.0" (residential), 1.0"-1.25" (sport) - ASTM F2898 UV-stability tested - Color match documentation (manufacturer cert) 2.2 Base Preparation: - 4" minimum compacted aggregate (residential) - 4-6" minimum (sport courts), ASTM F1551-aligned - Laser-graded to 1% slope minimum for drainage - Compacted to 95% Proctor density - Geo-textile separator fabric over native soil 2.3 Drainage: - Through-flow minimum: 30 in/hr - Engineered drainage path to approved exit point - French drain or perimeter drainage where required 2.4 Infill: - Antimicrobial silica OR Envirofill / Zeofill (food-grade) - Rate: 2-3 lb/sq ft (residential), per manufacturer calibration for sport courts (ball-bounce consistency) - NO crumb-rubber infill in pet, school, or public-use areas 2.5 Edging: - Permanent recessed edging (concrete, paver, or composite) - Minimum 6" depth, secured to base - No exposed nails or staples on finished surface 2.6 Seaming: - Heat-bonded with professional seam tape - Glue-only seams NOT acceptable for any surface 2.7 Warranty: - Minimum 10-year manufacturer warranty on yarn - Minimum 5-year workmanship warranty on installation - Transferable to subsequent property owners (preferred) ---------------------------------------------------------------- 3. VENDOR QUALIFICATIONS — REQUIRED ---------------------------------------------------------------- 3.1 Active state contractor's license in [State] 3.2 Minimum 5 years of artificial turf installation experience 3.3 Minimum 25 commercial installations completed 3.4 General liability insurance: $2M minimum per occurrence 3.5 Commercial auto liability: $1M minimum 3.6 Workers' compensation: Statutory ($1M) 3.7 Performance / payment bonding: Up to project value, on request 3.8 OSHA-compliant safety plan submitted with bid 3.9 Three commercial references with similar scope 3.10 Photo portfolio of 5+ comparable projects ---------------------------------------------------------------- 4. PROPOSAL FORMAT ---------------------------------------------------------------- Section A — Cover Letter (1 page max) Section B — Vendor Profile (license, insurance, bonding, history) Section C — Project Approach (methodology, schedule, crew size) Section D — Technical Specification Compliance Matrix (line-by-line response to Section 2 above) Section E — Itemized Pricing Breakdown - Site prep / excavation / haul-off - Base materials and labor - Turf material (per sq ft and total) - Infill (per lb and total) - Edging - Drainage system - Cleanup / final inspection / warranty registration - Permits (line item if applicable) - Bond cost (line item if applicable) - Total turn-key project cost Section F — Schedule (Gantt or milestone list) Section G — Insurance Certificates and License Documentation Section H — Three References (name, organization, phone, email, project description, year completed) Section I — Project Portfolio (photos / case studies) ---------------------------------------------------------------- 5. EVALUATION MATRIX — WEIGHTED SCORING ---------------------------------------------------------------- Criterion Weight -------------------------------------------------- ------ Total turn-key price 35% Compliance with technical specs (Section 2) 30% Vendor qualifications (Section 3) 20% Warranty (length, transferability, exclusions) 15% ------ TOTAL 100% Tiebreaker: Reference check ratings, then schedule fit. ---------------------------------------------------------------- 6. CONTRACT TERMS — STANDARD ---------------------------------------------------------------- 6.1 Insurance certificates issued to [Owner] within 5 business days of award. 6.2 Performance bond issued (if required) within 10 business days of award. 6.3 Payment schedule: - 10% mobilization (after bond/COI received) - 40% upon base completion and inspection - 40% upon turf installation completion and inspection - 10% retainage upon punch-list completion 6.4 Lien waivers (conditional and unconditional) with each payment. 6.5 Final acceptance inspection and warranty registration within 14 days of substantial completion. 6.6 Dispute resolution: Mediation in [City], [State] before litigation. ---------------------------------------------------------------- 7. SUBMISSION INSTRUCTIONS ---------------------------------------------------------------- 7.1 Format: [PDF preferred / hard copy / both] 7.2 Submit to: [Email address or physical address] 7.3 Subject line: "RFP [Number] — [Vendor Name]" 7.4 Deadline: [Date and time, timezone] 7.5 Late or incomplete proposals will not be considered. 7.6 Q&A deadline: [Date]. Submit questions to [email]. Answers will be issued as a written addendum to all bidders. ---------------------------------------------------------------- 8. VENDOR COMPARISON WORKSHEET (for internal use) ---------------------------------------------------------------- Vendor A Vendor B Vendor C -------- -------- -------- Total price ($) [ ] [ ] [ ] Spec compliance (0-100) [ ] [ ] [ ] Qualifications (0-100) [ ] [ ] [ ] Warranty score (0-100) [ ] [ ] [ ] Reference check (0-100) [ ] [ ] [ ] Schedule fit (Y/N) [ ] [ ] [ ] Weighted Total Score [ ] [ ] [ ] ---------------------------------------------------------------- END OF RFP TEMPLATE ---------------------------------------------------------------- Provided free of charge by: LawnLogic Turf & Outdoor 2090 Baker Rd, Ste 304 #A31, Kennesaw, GA 30144 (706) 701-8873 | dusty@lawnlogicturf.com https://www.lawnlogicturf.com/commercial-turf-rfp-kit This template is vendor-neutral. You may use it to solicit bids from any qualified contractor. We provide it because most RFPs we receive are missing key technical specs that drive price and longevity, and that hurts everyone (including the project).