Turf Treatment Services for IU: Indianapolis, Bloomington, and Satellite Sites

INDIANA UNIVERSITY
PURCHASING DEPARTMENT
Request for Proposal
For
Turf Treatment Services for IU: Indianapolis, Bloomington and Satellite
Sites
RFP-MRO-1960-2027
Final response due no later than
4:00 p.m. (EST-Indiana) on November 6, 2026
Issued by:
Isabel Gonzalez
Sourcing Manager
Email: isagonza@iu.edu
Issued: October 19, 2026
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Section A. Table of Contents
Section A. Table of Contents
Section B. Purpose
Section C. Background
Section D. Proposal Instructions and Conditions (reference Prerequisites)
Section E. Schedule of Events
Section F. Statement of Needs
Section G. Terms & Conditions (reference Prerequisites)
Section H. Proposal Response
B. Purpose
Indiana University (IU) is requesting proposals from suppliers interested in providing turf fertilization
care programs as specified herein. The intent of this Request for Proposal (RFP) and the ensuing process
is to provide suppliers with the information, requirements, and specifications necessary for the
preparation of a professional and comprehensive proposal. Specific terms and conditions are outlined.
Selection of the successful suppliers will be based upon a variety of factors such as:
* Ability to Meet Specifications / Scope of Work
* Pricing
* References and Past Performance
* Acceptance of Terms and Conditions
These criteria are listed in order of importance.
The University reserves the right to award a single supplier or multiple suppliers, whichever is
determined to be in the University's best interest.
As used within this RFP, "Participant" shall refer to those companies receiving and responding to this
RFP. "Supplier" shall refer to the successful Participant of the process. "University" shall refer to Indiana
University.
C. Background
Indiana University is one of the largest universities in the nation. Founded in 1820, Indiana University is
a public, multi-campus, state-supported educational institution with undergraduate and graduate full-
time equivalent students from throughout the U.S. and the world exceeding 90,000. It has more than
23,000 faculty, professional and support staff that support its educational, research and public service
missions.
For more general information about the institution, please visit the institution's home page at
https://www.iu.edu/.
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D. Proposal Instructions and Conditions
Reference Prerequisites Section - Proposal Instructions and Conditions
All questions and inquiries regarding this document should be submitted via the JAGGAER Supplier
Portal. If you experience issues, please contact Isabel Gonzalez, Sourcing Manager, at
isagonza@iu.edu. EXCEPT FOR CASES AUTHORIZED IN WRITING BY ISABEL GONZALEZ, DURING THE
DURATION OF THIS RFP PROCESS, THROUGH SELECTION AND NOTIFICATION, ANY COMMUNICATION BY
PARTICIPANTS WITH INDIANA UNIVERSITY STAFF OTHER THAN ISABEL GONZALEZ MAY RESULT IN
IMMEDIATE REJECTION OF THAT PARTICIPANT. Questions regarding this RFP should be submitted
through the Q&A Board within the Supplier Portal. Questions asked after the deadline may not be
answered.
Please note that all prerequisites must be agreed to before a proposal can be submitted. Any requested
edits to the prerequisites can be submitted as an addendum to the participant's proposal. If needed,
negotiations related to the language in the prerequisites will occur before an award is made.
E. Event Schedule
ACTIVITY DATE
Request for Proposal issued. October 19th
Mandatory Proposal meeting- Virtual Teams Meeting: We will review October 28th
and validate service area maps, site-specific requirements, and critical 1PM-2PM ET
information regarding each campus.
Those who are not present will not be able to submit a bid. A
recording of the meeting will not be provided. Teams meeting
information below.
Participants' questions concerning the proposal must be received no October 30th
later than 2:00 pm Eastern Time.
Proposals due by 4:00 pm Eastern Time November 6th
Selection of supplier on or about December 14th
Contract Start Date: January 1, 2027
Mandatory Proposal Meeting:
Microsoft Teams meeting
Join: https://teams.microsoft.com/meet/28831617388842?p=9jRpgXx0epfOCr1IfF
Meeting ID: 288 316 173 888 42
Passcode: CF7pz6AM
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Need help? | System reference
Dial in by phone
+1 317-274-5585,,720968872# United States, Indianapolis
+1 812-855-5585,,720968872# United States, Bloomington
Find a local number
Phone conference ID: 720 968 872#
F. Statement of Needs
Objectives:
The objective of this solicitation is to establish a qualified contractor to provide comprehensive turf
treatment services that promote healthy, safe, and aesthetically pleasing turfgrass across university-
managed properties including: Bloomington with satellite sites (IU Health and IU Republic Building in
Columbus, IN) and Indianapolis. Services shall support the long-term health, density, vigor, and
appearance of campus turf while minimizing weed pressure, disease issues, and environmental impact.
The University seeks a supplier(s) that will provide industry expertise, proactive recommendations, and
consistent service delivery.
The desired outcome is a healthy, resilient turf environment that enhances the campus experience for
students, faculty, staff, and visitors while maintaining safe and functional outdoor spaces. The primary
turf species across all campuses is Turf-Type Tall Fescue (TTTF).
The intent of this Request for Proposal (RFP) is to select a single qualified contractor or multiple
providers to execute a structured turf management program at the designated locations.
Scope of Work:
Bloomington Campus and Satillite Sites:
1. Program Goals-
* Root System & Canopy Development: Establish a dense, deep-rooted TTTF canopy to maximize
natural drought tolerance and heat stress resilience during non-irrigated summer months.
* Pre-Emergent Weed Suppression: Prevent the germination of summer annual weeds (e.g.,
crabgrass, goosegrass) and winter annual broadleaf weeds using timed pre-emergent herbicide
barriers.
* Post-Emergent Broadleaf Control: Eradicate active broadleaf weeds (e.g., dandelions, clover,
plantain) during optimal growth windows without inducing herbicide phytotoxicity.
Page 4 of 15

* Agronomically Sound Nitrogen Management: Deliver primary slow-release nitrogen during key
autumn recovery windows while utilizing low-index, low-rate fertility during stress periods to
avoid forcing excessive top growth that depletes carbohydrate reserves.
2. Operational Requirements-
* Turnaround Time: Must possess the operational capacity to complete any single campus-wide
application within three (3) working days or fewer.
* Advance Notification: Provide Landscape Services management with at least five (5) working
days advance notice prior to executing any chemical application.
* Work Scheduling: Work during weekends and student break periods is strongly encouraged to
minimize exposure to students, faculty, and staff.
* Posting & Safety Signage: Post standard application warning signage immediately following
treatments along all visual thoroughfares at approximate intervals of one city block.
* Hardscape Cleanliness: Clean and blow off all granular material from sidewalks, plazas, and
driveways immediately following application.
* Environmental & Chemical Safety:
Use low-odor pesticides and the least toxic chemistries capable of achieving control
o
goals.
Avoid applying volatile pesticide formulations when ambient temperatures exceed 70 degreesF.
o
Maintain a strict 25-foot buffer zone (no fertilizer or pesticide applications) around all
o
surface waterways.
Arbitrage/Arboretum Restriction: Zero phosphorus fertilizer application allowed within
o
the campus Arboretum to prevent downstream algal blooms.
Spill Protocol: Immediately notify Landscape Services management of any chemical spill
o
exceeding OSHA reportable quantities.
* Compliance Documentation & Regulatory Submittals:
Supply Safety Data Sheets (SDS / formerly MSDS) and product labels for all proposed
o
fertilizers and pesticides prior to initiating work.
Maintain chemical application log sheets (see attached form). Submit completed log
o
sheets to the Landscape Services Office (2222 E. 10th St.) annually no later than
December 31.
Report identified turfgrass health issues (e.g., fungal diseases, insect pests, physiological
o
decline) to the University alongside recommended IPM mitigation strategies.
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3. Treatment Schedule-
Round / Timing Status Primary Focus & Specifications
* Pre-emergent crabgrass barrier + Early broadleaf
control: Establishes the primary defense against
summer annuals.
Round 1: Early Spring
Mandatory
(March - April)
* Light Spring Fertility: Delivers gentle green-up
without surging excessive top growth ahead of
summer.
* Post-emergent cleanup & Summer prep: Spot-
treats escaping crabgrass and broadleaf weeds
Round 2: Late Spring /
before temperatures peak.
Early Summer (May - Mandatory
June)
* Heat-Stress-Safe Application: Uses minimal,
slow-release nitrogen.
* See Trigger conditions: Invoke if summer rainfall
Round 3: Mid-Summer / is unexpectedly high (fueling weed growth) or if
Optional (The
Stress Window (July - localized turf decline requires a targeted rescue
Flex Round)
August) treatment (e.g., micro-rates of nitrogen, or
supplemental weed/disease control).
* Fall Recovery & Winter Pre-Emergent: The most
Round 4 or Alternative vital window for Turf-Type Tall Fescue. Feeds the
Round 3): Early Fall Mandatory turf for root regeneration and blocks winter
(September - October) annual weeds (henbit, chickweed) before they
germinate.
* Round 1: Early Spring (March - April) [Mandatory]
Primary Objectives: Pre-emergent control of summer annual grass (crabgrass,
o
goosegrass), post-emergent control of early broadleaf weeds (dandelion, plantain), and
mild green-up.
Specifications: Balanced application of slow-release nitrogen fertilizer integrated with a
o
pre-emergent herbicide barrier. Spot-treat active broadleaf weeds as needed.
* Round 2: Late Spring / Early Summer (May - June) [Mandatory]
Page 6 of 15

Primary Objectives: Spot-treatment of escaping weeds; transition to heat-stress
o
defense.
Specifications: Minimal or low-salt-index nitrogen fertility to prevent forcing leaf growth
o
ahead of summer dormancy/stress. Spot spray active broadleaf weeds and escaped
annual grasses.
* Round 3: Mid-Summer Stress Window (July - August) [Optional / Flex]
Primary Objectives: Conditional rescue treatment, targeted weed flare-up management,
o
or stress mitigation.
Specifications: Invoked strictly per Section 4 trigger criteria. Applications limited to spot
o
treatments or stress-mitigation products (e.g., micronutrients, bio stimulants). Heavy
synthetic nitrogen applications during this window are strictly prohibited.
* Round 4: Early Fall / Recovery Window (September - October) [Mandatory]
Primary Objectives: Core annual fertility application for root system recovery,
o
carbohydrate storage, and pre-emergent suppression of winter annual weeds.
Specifications: High-proportion slow-release nitrogen fertilizer application paired with a
o
pre-emergent herbicide (targeting Poa annua, henbit, chickweed) and broadleaf spot
treatment.
(Note: Contractors may submit optimized product timing or alternative formulation strategies
based on regional agronomic best practices for TTTF in Southern Indiana.)
4. Trigger Conditions for Optional Round 3
The University reserves the right to activate or bypass Round 3 on a campus-wide or zone-
by-zone basis. Decision-making resides with the University Grounds Manager based on the
following criteria:
* Weather & Precipitation Anomalies: Activated if summer rainfall significantly exceeds
climate averages, creating severe weed germination pressure (e.g., crabgrass, yellow
nutsedge). Conversely, during drought or total turf dormancy, round 3 will be bypassed to
avoid chemical burn or plant injury.
* Aesthetic Thresholds in High-Visibility Zones: Invoked if high-profile grounds (e.g.,
administrative entrances, main quads, athletic surrounds) exceed 5% weed infestation or
exhibit localized turf decline requiring intervention.
* Contractor Recommendation: The Contractor may submit a written proposal to execute
Round 3 based on field inspections, subject to written approval by the University at least ten
(10) business days prior to application.
5. Primary Site- IU Bloomington Main Campus
* Estimated Area: 300 Acres ( variation depending on zone boundaries).
* Note: The awarded contractor5 %is responsible for verifying exact operational acreage prior to
treatment.
6. Satellite Sites (Separate PO required)
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* IU Health / Hospital Site (Bloomington): Approximately 13 Acres.
* IU Republic Building (Columbus, IN): Approximately 1 Acre.
(Separate cost breakdown sheets must be completed and submitted for each satellite site. All site maps
are available under the Buyer's Attachement tab)
7. Billing and Invoicing
* Invoicing occurs on a per-treatment basis upon completion of work.
* All invoices must prominently display the designated Purchase Order (PO) Number.
* Payments will be processed monthly following receipt and verification of invoices.
8. Remedies for Non-Performance & Contract Termination
* Default Notice: If the Contractor fails to perform or breaches contract terms, the
University will issue formal written notice detailing the non-performance.
* Cure Period: The Contractor has fifteen (15) working days to remedy the default.
* Remedies: Failure to correct default within 15 days grants the University authority to
withhold payments or terminate the contract upon thirty (30) days written notice via
registered mail.
IU Indianapolis Campus
1. Agronomic Program Goals:
* Root System and Canopy Development: Establish a dense, deep rooted TTTF canopy to
maximize natural drought tolerance and heat stress resilience during non irrigated
summer months.
* Pre-Emergent Weed Suppression: Prevent the germination of summer annual weeds (e.g.,
crabgrass, goosegrass) and winter annual broadleaf weeds using timed pre-emergent
herbicide barriers.
* Post Emergent Broadleaf Control: Eradicate active broadleaf weeds (e.g., dandelions,
clover, plantain) during optimal growth windows without inducing herbicide phytotoxicity.
* Agronomically Sound Nitrogen Management: Deliver primary slow-release nitrogen during
key autumn recovery windows while utilizing low-index, low-rate fertility during stress
periods to avoid forcing excessive top growth that depletes carbohydrate reserves.
2. Operational Requirements and Best Practices
* Turnaround Time: Must possess the operational capacity to complete any single campus-
wide application within three (3) working days or fewer.
* Advanced Notification: Provide Landscape Services management with at least five (5)
working days advance notice prior to executing any chemical application.
* Work Scheduling: Work during weekends and student break periods is strongly
encouraged to minimize exposure to students, faculty, and staff.
Page 8 of 15

* Posting and Safety Signage: Post standard application warning signage immediately
following treatments along all visual thoroughfares at approximate intervals of one city
block.
* Hardscape Cleanliness: Clean and blow off all granular material from sidewalks, plazas,
and driveways immediately following application.
* Compliance Documentation and regulatory submittals:
Supply Safety Data Sheets (SDS / formerly MSDS) and product labels for all
o
proposed fertilizers and pesticides prior to initiating work.
Maintain chemical application log sheets (see attached form). Submit
o
completed log sheets to the Grounds Office (901 Wilson St. Indianapolis, IN
46202) annually no later than December 31.
Report identified turfgrass health issues (e.g., fungal diseases, insect pests,
o
physiological decline) to the University alongside recommended IPM
mitigation strategies.
* Environmental and Chemical Safety:
Use low-odor pesticides and the least toxic chemistries capable of achieving
o
control goals.
Avoid applying volatile pesticide formulations when ambient temperatures
o
exceed 70 degreesF.
Spill Protocol: Immediately notify Landscape Services management of any
o
chemical spill exceeding OSHA reportable quantities.
3. SCOPE OF WORK & TREATMENT SCHEDULE
Round /
Status Primary Focus & Specifications
Timing
* Pre-emergent crabgrass barrier + Early
broadleaf control: Establishes the primary
Round 1: Early defense against summer annuals.
Spring (March - Mandatory
April) * Light Spring Fertility: Delivers gentle
green-up without surging excessive top
growth ahead of summer.
* Post-emergent cleanup & Summer prep:
Round 2: Late Spot-treats escaping crabgrass and
Spring / Early broadleaf weeds before temperatures peak.
Mandatory
Summer (May -
June) * Heat-Stress-Safe Application: Uses
minimal, slow-release nitrogen.
Page 9 of 15

Round /
Status Primary Focus & Specifications
Timing
* See Trigger conditions: Invoke if summer
Round 3: Mid- rainfall is unexpectedly high (fueling weed
Optional
Summer / Stress growth) or if localized turf decline requires
(The Flex
Window (July - a targeted rescue treatment (e.g., micro-
Round)
August) rates of nitrogen, or supplemental
weed/disease control).
Round 4 or * Fall Recovery & Winter Pre-Emergent: The
Alternative Round most vital window for Turf-Type Tall
3): Early Fall Mandatory Fescue. Feeds the turf for root regeneration
(September - and blocks winter annual weeds (henbit,
October) chickweed) before they germinate.
* Round 1: Early Spring (March - April) [Mandatory]
Primary Objectives: Pre-emergent control of summer annual grass (crabgrass,
o
goosegrass), post-emergent control of early broadleaf weeds (dandelion, plantain), and
mild green-up.
Specifications: Balanced application of slow-release nitrogen fertilizer integrated with a
o
pre-emergent herbicide barrier. Spot-treat active broadleaf weeds as needed.
* Round 2: Late Spring / Early Summer (May - June) [Mandatory]
Primary Objectives: Spot-treatment of escaping weeds; transition to heat-stress
o
defense.
Specifications: Minimal or low-salt-index nitrogen fertility to prevent forcing leaf growth
o
ahead of summer dormancy/stress. Spot spray active broadleaf weeds and escaped
annual grasses.
* Round 3: Mid-Summer Stress Window (July - August) [Optional / Flex]
Primary Objectives: Conditional rescue treatment, targeted weed flare-up management,
o
or stress mitigation.
Specifications: Invoked strictly per Section 4 trigger criteria. Applications limited to spot
o
treatments or stress-mitigation products (e.g., micronutrients, bio stimulants). Heavy
synthetic nitrogen applications during this window are strictly prohibited.
* Round 4: Early Fall / Recovery Window (September - October) [Mandatory]
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