Turf Replacement, Installation and Maintenance

REQUEST FOR PROPOSAL (RFP)
RFP No. 6664
Turf Replacement, Installation and Maintenance
Released: March 5, 2026
Proposal Due: April 9, 2026, at 2:00 p.m. (CT)
Submit Proposal to:
City of Portland
Attn: Elisa Silva
City Secretary
1900 Billy G. Webb Dr.
Portland, TX 78374
CITY OF PORTLAND, TEXAS
1900 Billy G. Webb Drive
Due Date/Time: Portland, Texas 78374
April 9, 2026 (361)777-4500
2:00 p.m. (CT) www.portlandtx.gov

SECTION 1 - NOTICE OF REQUEST FOR PROPOSAL
A. Introduction
The City of Portland, Texas ("City") hereby issues this Request for Proposal ("RFP"). The City is
seeking Proposals from firms interested and qualified to provide Turf Replacement, Installation
and Maintenance Services. The City intends to enter into a Service Agreement (also referred to
herein as "Contract" or "Agreement") for these services.
B. General Information
1. The objective is to identify and award a contract to the Proposer whose proposal is determined by
the City to be the most advantageous ("Best Value") to the City.
2. A copy of this RFP can be obtained upon request from the office of the Purchasing Officer at
City Hall. The RFP and any subsequent addenda can also be downloaded from the City of
Portland's website at http://portlandtx.com/bids.aspx by selecting the link(s) under the
subheading "Related Documents."
3. To request a copy of this RFP via email, the Proposer must send an email request to
sandra.rodriguez@portlandtx.gov.
C. Term
The term of this agreement is for five-months after signed by the City Manager or designee and
issuance of a Notice to Proceed. The decision to exercise the options to extend the term of this
Agreement is within the sole discretion of the City.
D. Schedule
1. The following is the schedule of important dates:
Activity Date/Time
Request for Proposal Release Date March 5, 2026
Deadline for Requests for Clarification (Questions) March 19, 2026 by 3:00 p.m. (CT)
Responses to Requests for Clarification March 25, 2026
Proposals Due Deadline / Proposals Opening April 9, 2026 by 2:00 p.m. (CT)
Projected Date of Award of Contract April 2026
Anticipated Notice to Proceed (NTP) May 2026
2. The City reserves the right to change the schedule of dates above as deemed necessary.
E. Purchasing Officer's Name and Contact Information
Name: Sandra Rodriguez
Phone: 361-777-4576
Email: sandra.rodriguez@portlandtx.gov
City of Portland Request for Proposal
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RFP No.6664 Turf Replacement, Installation and Maintenance

SECTION 2 - INSTRUCTIONS TO PROPOSERS
A. Proposal Procedures
1. All Proposals must be complete, accurate and in the City-approved format specified herein.
Proposer must use the attached Proposal Pricing Form, Attachment B, in submitting a
Proposal. Proposers must furnish pricing for all items shown on the Proposal Invitation.
2. Unauthorized modifications of specifications, forms or terms may render the Proposal
invalid.
3. The Proposer shall submit four (4) copies of the completed Proposal Pricing Form
(Attachment B) and any other required documentation or information identified in this RFP,
addressed to:
City of Portland
Attn: Elisa Silva - City Secretary
1900 Billy G. Webb Dr.
Portland, TX 78374
4. The Proposal must be submitted in a sealed envelope bearing the title "SEALED PROPOSAL -
RFP No. 6664 Turf Replacement, Installation and Maintenance" along with Proposer's name,
address and contact information.
5. Proposers shall comply with any additional detailed instructions regarding submission of
proposals found in this RFP.
6. The deadline for submission of Proposals is April 9, 2026 at 2:00 p.m. (CT).
7. Proposals must be received, before the date and time specified in this RFP. Without
exception, Proposals received on or after this deadline will be deemed late, non-responsive
and will not be considered.
8. The City's Purchasing Policy requires that all Proposals must be submitted and remain sealed,
secret, and unopened until the DUE DATE AND TIME specified in this RFP. Therefore,
Proposals submitted directly to the City by facsimile or e-mail will be considered non-
responsive and eliminated from consideration.
9. Sealed Proposals may be submitted in person, by U.S. Mail, Special Delivery, or courier
service.
10.Proposals should not include taxes as the City is tax exempt. The City's Tax Exemption
Certificate will be provided upon request.
11.Should there be any shipping involved in this Proposal, shipping shall be FOB Destination and
included in the pricing unless specifically listed as a Proposal item.
12.Any time stated in this RFP is referring to local time, which is Central Time, and any number
of days shall be construed as calendar days.
City of Portland Request for Proposal
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RFP No.6664 Turf Replacement, Installation and Maintenance

13.The City reserves the right to reject any or all Proposals, to waive any non-material
irregularities or informalities in any RFP, and to accept or reject any item or combination of
items.
14.All costs incurred by the Proposer in responding to the RFP shall be borne by the
Proposer.
B. Proposer's Minimum Requirements
1. The Proposer must have operated continuously for a minimum of 5-years as an established
firm in providing the same or similar services as outlined in this RFP. Proposer must submit
documentation with its proposal demonstrating the required experience as outlined above.
2. The Proposer must not have any outstanding lawsuits nor has the Proposer been involved
in any lawsuits during the last five years that may materially affect its ability to provide
the services described herein. In addition, the Proposer must not be currently involved
in litigation with the City nor has the Proposer been involved in litigation with the City
during the last five years. Provide information on any lawsuits that would materially
affect your ability to provide the services with your proposal.
3. The Proposer must not have any outstanding regulatory issues nor has the Proposer had
any regulatory issues during the last five years that may materially affect its ability to provide
the services described herein. Provide information on any outstanding regulatory issues
that would materially affect your ability to provide the services with your proposal.
4. Proposer must provide three (3) verifiable references for current or former customers for
which the same or similar services were provided within the last five years. Proposer must
provide the organization's name, address, a contact name, title, phone number and email address.
Proposer must also provide the effective dates and approximate values of each contract as well as a
description of the services provided. Information from references will be used to determine the
extent to which the Proposer is able to provide the services described herein as well as the
level of satisfactory customer service exhibited by the Proposer.
Job Walk:
A Job Walk is not mandatory but may be requested through the Purchasing Officer.
C. Request for Clarification
1. Any Proposer requiring further clarification of the RFP process and procedures should
submit Request for Clarifications in writing in the form of questions and or inquiries to the
Purchasing Officer, Sandra Rodriguez at sandra.rodriguez@portlandtx.gov before 3:00 p.m.
(CT) on March 19, 2026. The Proposer should request confirmation via email that the request
for clarification(s) was received or follow up with a phone call, if necessary, to confirm
receipt. The Purchasing Officer can be reached at (361) 777-4576.
2. Proposers' request for clarifications (questions & inquiries) and the City's response(s) can be
found on the City's website in the form of an addenda on the specified date.
3. All other City employees do not have the authority to respond for the City regarding this RFP.
Any attempt by a Proposer, the Proposer's officers, employees, or agents to lobby or
influence a vote or recommendation related to the Proposer's Proposal submitted in
response to this RFP, directly or indirectly, through any contact with City Council members
City of Portland Request for Proposal
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RFP No.6664 Turf Replacement, Installation and Maintenance

or other City officials between the date this RFP is released to the public and the date a
contract is awarded by the City may result in rejection of the Proposer's Proposal at the
discretion of the City Manager or designee.
City of Portland Request for Proposal
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RFP No.6664 Turf Replacement, Installation and Maintenance

SECTION 3 - CONDITIONS GOVERNING PROCUREMENT
A. Procedural and Content Questions
1. During review of this RFP and preparation of the Proposal, certain errors, omissions or
ambiguities may be discovered. If so, or if there are doubts or concerns about the meaning
of any part of this RFP, questions should be submitted to the Purchasing Officer as described
in this RFP.
2. An addendum will be issued to address the questions and answers along with any changes
to the documents as a result of these request for clarifications. The addenda will be released
by close of business on March 25, 2026. Proposers must acknowledge receipt of all Addenda.
B. Basis for Proposal
1. Proposers should carefully examine the entire RFP, any addenda thereto and any related
materials and dates referenced in the RFP. Proposers shall become fully aware of the
specifications and requirements.
2. In the event of discrepancy, immediately notify the City. Failure to notify the City and give
written notice of discrepancies, shall constitute acceptance by the successful Proposer of
existing conditions.
3. All Proposers are responsible for the cost to produce their Proposal. Proposers are also
responsible for their Proposal's content, timeliness of submission and withdrawal.
4. Only the information contained in this RFP, questions and answers with regard to inquiries
requesting clarification or additional information, addenda hereto and information supplied
by the City in writing through the Purchasing Officer should be used in the preparation of
the Proposal.
C. Exceptions to RFP Specifications
1. Although the specifications in the following sections represent the City's anticipated needs,
there may be instances in which it is in the City's best interest to permit exceptions to
specifications and evaluate alternatives.
2. When allowed exceptions, conditions or qualifications to the provisions of the City's
specifications must be clearly identified as such, together with reasons for taking exception
and submitted as a request for clarification during the Proposal process. If the Proposer does
not make clear an exception is being taken, the City will assume the Proposer is, in its
Proposal, responding to and will meet the specifications and requirements of this RFP.
D. Service Agreement
A sample SERVICE AGREEMENT is attached hereto that the successful Proposer will be required
to sign a similar agreement. With the exception of certain terms and conditions which may be
modified by the City to conform prior to final execution of the Contract.
City of Portland Request for Proposal
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RFP No.6664 Turf Replacement, Installation and Maintenance

E. Terms and Conditions
With its Proposal, the Proposer is committing to the terms and conditions as outlined in the
Sample Agreement. Any concerns over the terms and conditions must be resolved during the
initial stage of the procurement process through the request for clarification and answer
process.
F. Form 1295 "Certificate of Interested Parties"
(Only submit if chosen to be recommended for award)
Upon notification Proposer has been selected to be recommended to Council for award,
Proposer must comply with Government Code Section 2252.908 and submit Form 1295
"Certificate of Interested Parties." Form 1295 requires disclosure of "interested parties" with
respect to entities that enter into contracts with cities. An interested party is:
1. a person who has a controlling interest in a business entity with whom a governmental
entity or state agency contracts; or
2. an intermediary.
The 1295 form must be electronically filed with the Texas Ethics Commission at
https://www.ethics.state.tx.us/filinginfo/1295/ then printed, signed, notarized and filed with
the City. The completed form must be submitted to the City before the contract is presented to
City Council for award. For more information on Government Code Section 2252.908, please go
to https://www.ethics.state.tx.us/statutes/Gov-Code-2252.908-12-19-17.php.
G. Use of Subcontractors
The awarded Contractor may not use subcontractors for these services specified.
H. Insurance Requirements
a. Contractor's Liability Insurance
i. Contractor must not commence work under this agreement until all insurance required
herein has been obtained and approved by the City's Risk Manager or designee. Contractor
must not allow any subcontractor to commence work until all similar insurance required of
the subcontractor has been so obtained.
ii. Contractor must furnish the City's Risk Manager or designee one (1) copy of Certificates of
Insurance with applicable policy endorsements showing the following minimum coverage by
an insurance company(s) acceptable to the Risk Manager or designee. The City must be
listed as an additional insured for the General Liability and Auto Liability policies, and a
waiver of subrogation is required on all applicable policies. Endorsements must be
provided with the Certificate of Insurance. The project name and / or number must be
listed in Description Box of the Certificate of Insurance.
TYPE OF INSURANCE MINIMUM INSURANCE COVERAGE
30-day advance written notice of cancellation, Bodily Injury and Property Damage
non-renewal, material change or termination Per occurrence - aggregate
required on all certificates and policies.
City of Portland Request for Proposal
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RFP No.6664 Turf Replacement, Installation and Maintenance

Commercial General Liability including: $1,000,000 Per Occurrence
1.Commercial Broad Form $2,000,000 Aggregate
2.Premises - Operations
3.Products/ Completed Operations
4.Contractual Liability
5.Independent Contractors
6.Personal Injury- Advertising Injury
AUTO LIABILITY (including) Owned $1,000,000 Combined Single Limit
Hired and Non-Owned
Rented/Leased
WORKERS' COMPENSATION Statutory and complies with Part II of this
(All States Endorsement if Company is not Exhibit.
domiciled in Texas)
Employer's Liability $500,000 / $500,000 / $500,000
iii. In the event of accidents of any kind related to this project, Contractor must furnish the City
with copies of all reports of such accidents within 10 days of the accident.
b. Additional Requirements
i. Applicable for paid employees, Contractor must obtain workers' compensation coverage
through a licensed insurance company. The coverage must be written on a policy and
endorsements approved by the Texas Department of Insurance. The workers' compensation
coverage provided must be in statutory amounts according to the Texas Department of
Insurance, Division of Workers' Compensation. An All States Endorsement shall be required
if Contractor is not domiciled in the State of Texas.
ii. Contractor shall obtain and maintain in full force and effect for the duration of this Contract
or purchase order, and any extension hereof, at Contractor's sole expense, insurance
coverage written on an occurrence basis by companies authorized and admitted to do
business in the State of Texas and with an A.M. Best's rating of no less than A- VII.
iii. Contractor shall be required to submit renewal certificates of insurance throughout the term
of this contract or purchase order and any extensions within 10 days of the policy expiration
dates. All notices under this Exhibit shall be given to City at the following address:
City of Portland
Attn: Risk Management
1900 Billy G. Webb
Portland, TX 78374
iv. Contractor agrees that with respect to the above required insurance, all insurance policies
are to contain or be endorsed to contain the following required provisions:
1. List the City and its officers, officials, employees, and volunteers, as additional insureds
by endorsement with regard to operations, completed operations and activities of or on
behalf of the named insured performed under contract or purchase order with the City,
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RFP No.6664 Turf Replacement, Installation and Maintenance

with the exception of the workers' compensation policy.
2. Provide for an endorsement that the "other insurance" clause shall not apply to the City of
Portland where the City is an additional insured shown on the policy;
3. Workers' compensation and employers' liability policies will provide a waiver of
subrogation in favor of the City; and
4. Provide 30 calendar days advance written notice directly to City of any cancellation, non-
renewal, material change or termination in coverage and not less than ten calendar days
advance written notice for nonpayment of premium.
v. Within five calendar days of a cancellation, non-renewal, material change or termination of
coverage, Contractor shall provide a replacement Certificate of Insurance and applicable
endorsements to City. City shall have the option to suspend Contractor's performance
should there be a lapse in coverage at any time during this contract or purchase order.
Failure to provide and to maintain the required insurance shall constitute a material breach
of this contract or purchase order.
vi. In addition to any other remedies the City may have upon Contractor's failure to provide
and maintain any insurance or policy endorsements to the extent and within the time
herein required, the City shall have the right to order Contractor to stop work hereunder,
and/or withhold any payment(s) which become due to Contractor hereunder until
Contractor demonstrates compliance with the requirements hereof.
vii. Nothing herein contained shall be construed as limiting in any way the extent to which
Contractor may be held responsible for payments of damages to persons or property
resulting from Contractor's performance of the work under this contract or purchase order.
viii. It is agreed that Contractor's insurance shall be deemed primary and non- contributory with
respect to any insurance or self-insurance carried by the City of Portland for liability arising
out of operations under this contract or purchase order.
ix. It is understood and agreed that the insurance required is in addition to and separate from
any other obligation contained in this agreement.
City of Portland Request for Proposal
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RFP No.6664 Turf Replacement, Installation and Maintenance

SECTION 4 - SCOPE OF WORK
1.General Requirements / Background Information
The City of Portland (City) is seeking formal Proposals from qualified and experienced firms that provide
replacement, installation and maintenance of Artificial Turf at two City complexes, Portland Sports Complex
located at 721 Buddy Ganem Drive, Portland, TX 78374 and Portland Municipal Park located at 815 Memorial
PKWY, Portland, TX 78374, listed on Exhibit A- Drawings.
These fields are used throughout the year for local, regional, and national sporting events. The goal of this
project is to ensure both sports facilities are consistently well maintained, playable, and presentable at all
times.
2.Scope of Work
The Contractor shall furnish all labor, materials and equipment necessary to remove, replace and install new
synthetic turf in the areas required and addressed herein. The installation of all new materials shall be
performed in strict accordance with the Manufacturer's written installation instructions.
Prior to order of materials, the Synthetic Turf Contractor shall submit the following:
1.Product data, including Independent Laboratory Test Results
2.Installation details
3.Sample Warranty
4.Field layout and striping plans
The Contractor shall verify all measurements and shall submit to the City three (3) copies of Executed
Warranty Documents and Maintenance Manuals, which must include necessary instructions for the proper
care and preventative maintenance of the synthetic turf system.
Portland Municipal Park
A.The contractor shall provide and install five new portable mounds with camel turf at fields identified at
Municipal Park. The product shall be like or equivalent to The Perfect Mound Youth Mound.
B.The contractor shall provide nine protective mats like or equivalent to The Perfect Mound Defender
Batter's Placement Mat, 6x12 for all five baseball fields and all four batting cage lanes to be used for practice
that have batter's boxes and home plate identified.
C.Field 5 - The contractor shall install 10'x10', 80 oz. removable panel at all three base areas, and home plate
area and white lines. This includes one newly installed removable set and one replacement set. Install new
anchor system for 65' bases, replace camel turf between the field entrance gate and dugouts 35'x10' for both
dugout areas. The Contractor shall replace both on-desk areas with new turf and white circles and replace
green turf 10'x 5' in front of the pitching mound.
D.Field 4 - The Contractor shall install 10'x10', 80 oz. removable panels at all three base areas, and home
plate area and white lines. This must include one newly installed removable set and one replacement set.
City of Portland Request for Proposal
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RFP No.6664 Turf Replacement, Installation and Maintenance