Bid #2027-002 City of Moore Adaptive Turf Contractor

CITY OF MOORE
BID NOTICE
Bid No. 2027-002
NOTICE IS HEREBY GIVEN that the City of Moore and Moore Parks & Recreation Department,
hereinafter called the "City of Moore," will receive bid proposals until 1:45 pm CST on Tuesday, the 6th
day of October 2026 at the office of the Purchasing Agent, Suite 142, Moore City Hall, 301 N. Broadway,
Moore, Oklahoma, 73160 for:
CITY OF MOORE ADAPTIVE TURF INFIELD
There will be an optional pre-bid conference at 10:00 a.m. on 25th of September , 2026, in the City
Council Chambers, Moore City Hall, 301 N. Broadway, Moore, Oklahoma.
Interested Bidders should go to the City of Moore website to view particulars regarding proposals at
http://www.cityofmoore.com/government/city-bids
Bid proposals will not be accepted after 1:45 p.m., 6th of October, 2026. One (1) copy shall be addressed
to the City of Moore Purchasing Agent, and that copy must be sealed and clearly marked with the name
of the vendor and identified as follows:
"CITY OF MOORE ADAPTIVE TURF CONTRACTOR"
"SEALED BID NO. 2027-002"
Bid proposals filed as provided herein will be publicly opened at 2:00 pm, 6th of October, 2026, at Moore
City Hall City Council Chambers, 301 N, Broadway, Moore, Oklahoma 73160. All Bids will remain at
least 48 hours thereafter before a contract is made and entered into thereon.
Bids received more than (72) seventy-two hours (three business days) before the time set for the receipt of
bids will not be considered.
The City of Moore reserves the right to accept the bid which, in the judgment of the City, is the best
for the application of needs, materials, and services, as covered in the specifications, and is deemed
the best overall for the good of the City.
The City reserves the right to reject any and all bids and waive irregularities and formalities in any bid
submitted. In addition, the City of Moore reserves the right to contract with one or more parties to
perform identical services as deemed appropriate by the City of Moore.
The City of Moore is an equal opportunity employer.
Lira Deer, Purchasing Agent
405-793-5022

CITY OF MOORE
CITY OF MOORE ADAPTIVE TURF INFIELD
BID SPECIFICATIONS
Bid No. 2027-002
The City of Moore is requesting bids for installing an Adaptive Turf Infield on the existing Baseball
Field #5 at the Baseball Complex at Buck Thomas Park. The Surface Area for the Adaptive Turf
Infield is approximately 11,000 sq. ft. (See Attached Map). The Contractor shall provide all labor,
materials, equipment, and tools necessary for the complete installation of an infilled synthetic grass
field surface with a stable draining base. The City of Moore reserves the right to use other contractors
or its own forces to perform portions of this work and will utilize the contractor's services solely at
the discretion of The City of Moore. The City of Moore does not guarantee any specific amount of
work above the base contract amount.
Interested Bidders should go to the City of Moore website to view particulars regarding proposals at
http://www.cityofmoore.com/government/city-bids.
1. Eligibility of the Contractors
The contractors shall be in good standing with the City of Moore. Contractors shall include in the bid
packet: a current audited financial statement, a description of their company's capabilities, their
qualifications to perform this type of work, and a list of at least three references for which they have
performed this type of work. The City of Moore will evaluate all proposals received and reserves the
right to waive any informalities or irregularities and select the proposal that best suits the needs of the
City of Moore.
NOTICE is hereby given that the CITY OF MOORE, OKLAHOMA, will receive sealed bids at the
Office of the Purchasing Agent, City Hall, 301 N. Broadway, Moore, Oklahoma, 73160-5130, until 1:45
o'clock P.M., Local Time, on the 6th day of October, for the construction of
There will be an optional pre-bid conference at 10:00 a.m. on 25th of September, 2026, in the City
Council Chambers, Moore City Hall, 301 N. Broadway, Moore, Oklahoma.
CITY OF MOORE ADAPTIVE TURF INFIELD Project No. 2027-002
Bid Requirements:
i. Bids shall be made in accordance and fully comply with
1. Solicitation for Bids
2. Requirements for Bidders
3. Bidder's Proposal
4. Specifications
5. Contractors Qualifications
ii. A cashier's check, a certified check, or a surety bond in the amount of five percent
(5%) of the bid shall accompany the sealed proposal of each bidder. Such deposits
1

will be returned to the unsuccessful bidders.
iii. Bids timely filed with the City Clerk shall be publicly opened and read aloud in the
Council Chambers at City Hall immediately after the closing time above stated. No
bidder may withdraw a bid within sixty (60) days after the actual date of the opening
thereof. Within sixty (60) days from the bid date, the owner may award a contract to
the successful bidder or reject any or all bids for the project.
iv. Bid Surety
a. Each bid must be accompanied by certified check of the bidder, or a bid bond
prepared on the form of bid bond attached hereto, duly executed by the bidder
as principal and having as surety thereon a surety company approved by the
Owner, in the amount of five percent (5%) of the bid. Such cash, checks, or
bid bonds will be returned promptly after the Owner and the accepted bidder
have executed the contract, or, if no award has been made within 60 days
after the opening of bids, upon demand of the bidder at any time thereafter, so
long as he has not been notified of the acceptance of his bid.
b. Proposals will not be considered unless the original filed with the City is
accompanied by the described Bid Surety made payable to the City of Moore.
The proposal guaranty is required as evidence of good faith and as a
guarantee that, if awarded the contract, the bidder will execute the contract
and furnish the required bonds.
c. The successful bidder, upon his failure or refusal to execute and deliver the
contract and bonds required within ten (10) days after he has received notice
of the acceptance of his bid, shall forfeit to the Owner, as liquidated damages
for such failure or refusal, the security deposited with his bid.
v. Time of Completion and Liquidated Damages
a. The Contractor hereby agrees to commence work under the Contract on a
date specified in a written "Notice to Proceed" of the Owner, and to fully
complete the project within 75 consecutive calendar days. The Contractor
further agrees to pay as liquidated damages, the sum of Eight Hundred
Dollars and 00/100 ($800.00) for each consecutive calendar day thereafter as
provided in the Contract and General Conditions.
2. Insurance Requirements
Bidders will be required to meet insurance requirements of not less than the following limits.
General Liability $2,000,000.00
Auto Liability $1,000,000.0
Excess Liability $1,000.000.00
2

3. Description of Project
The work should consist of installing an Adaptive Turf Infield on the existing Baseball Field #5 at the
Baseball Complex at Buck Thomas Park. The Surface Area for the Adaptive Turf Infield is
approximately 11,000 Sq. Feet. The location is mark on the attached map. (See Attached Map)
4. Basic Bid Proposal
The Contractor will provide personnel who are fully experienced and qualified in installing turf
surfaces. Extra manpower is to be provided by the Contractor on an as-needed basis, based on
contract requirements.
5. Default
A default shall occur on the part of the Contractor if any proceeding is instituted by or against the
Contractor seeking to adjudicate a bankruptcy, insolvency, seeking liquidation, or any law relating to
bankruptcy, or insolvency, or if Contractor shall admit its inability or fails to pay its debts generally
or at any time should fail, refuse or neglect to supply enough properly skilled workmen or proper
materials and equipment or otherwise be guilty of a substantial violation (default) of any provision of
this Agreement which Contractor shall have failed to address promptly after service of 24 hours of
written notice thereof by The City of Moore. The City may, without prejudice to any other right or
remedy, terminate the contract. The City of Moore or the Contractor may also terminate the contract
for convenience with 30 days' written notice to each party.
6. General Conditions
a. Definitions
i. "City Employee" and/or "City Representative" shall mean only those persons who
are on the City's payroll or public officials rendering their services to the City.
ii. "Contractor Employee" and /or "Contractor Representative" shall mean only those
individuals who are actually on the Contractor's payroll or are subcontractors
selected by the Contractor for providing services under this agreement. The
Contractor is not and shall not claim to be an employee of the City of Moore.
iii. Project Officer" shall mean the Parks and Cemetery Facilities Maintenance
Manager, Parks and Recreation Department of the City of Moore or Designee.
b. Scope of Services
i. Contractor agrees to perform all work under the conditions outlined within this
agreement. Such a bid shall be considered as the minimum specifications by which
work shall be performed under this agreement. The bid shall be deemed a
component of this contract and is incorporated herein by reference.
ii. Contractor agrees to abide by all provisions outlined in the attached bid in all
aspects, including, but not limited to, services to be performed, supplemental
3

requirements, and Contractor's written or typed response to the bid.
iii. Contractor and City agree that it may be necessary to expand upon the project. Any
area added shall be at a mutually agreed price pursuant to the City of Moore's
Purchasing Policy.
iv. The Contractor should have the entirety of the Project Completion within 90 days of
the start date.
7. Terms and Conditions
A. Conditions
i. Conditions of this agreement shall be outlined with all specifications and details
established within this agreement.
B. Supplemental Terms and Conditions:
The following are included as supplements to the terms and conditions provided herein.
i. Description of Work: The Contractor shall provide all labor, materials, equipment,
and tools necessary for the complete installation of an infilled synthetic grass field
surface with a stable draining base. The complete synthetic grass field system shall
consist of the following:
a. Field construction with the extent of artificial turf work (must provide drawings).
b. Subgrade, base, and drainage construction as specified in Section 7.1 and Section
7.2 of this document.
c. Quality synthetic grass product manufactured in the USA according to
specifications in Section 7.1 of this document. Product shall meet or exceed all
guidelines as established herein, or for characteristics not specifically stated, shall
meet or exceed all guidelines published by the Synthetic Turf Council.
d. The synthetic grass field shall be specifically designed, manufactured, and
installed for the intended sports and events. Typical sports include, but are not
limited to, full-contact football, soccer, lacrosse, field hockey, baseball, and
softball.
e. All designs, game markings, and layouts shall conform to all currently applicable
National Federation, State High School Association, or NCAA rules and
regulations, or league-specific requirements as applicable.
f. Logos, game lines, and perimeter markings as per drawings (provided by the
contractor) and direction of the City of Moore or the City of Moore's
Representative.
g. A resilient infill system, consisting of silica sand or other mix.
h. Pre-manufactured porous resilient shock pad as specified in Section 7.1 (Alternate
Bid Item).
i. Ongoing warranty and preventative maintenance service shall be included in the
contract.
j. The warranty shall be for a period of ten (10) years from the date of substantial
completion.
k. During this warranty period, the contractor shall also provide preventative
maintenance and grooming during two (2) scheduled on-site visits each year of the
warranty period.
4

ii. System Performance: Contractor shall ensure that products and the field system
meet the following performance requirements:
a. All components and their installation method shall be designed and manufactured
for use on outdoor athletic fields. The materials as hereinafter specified shall
withstand full climatic exposure in the location of the installation, be resistant to
insect infestation, rot, fungus, mold, and mildew; they shall also withstand
ultraviolet rays and extreme heat; allow the free flow of water vertically through
the playing surface and into the drainage system below the surface.
b. The seams of all system components shall provide a permanent, tight, secure, and
hazard-free athletic playing surface. All inlaid markings (game lines, logs, etc.)
shall remain in place throughout the duration of the warranty period.
c. The installed synthetic grass field and drainage system shall allow for drainage and
water flow through the system at a rate of not less than 20 inches per hour.
d. Based on independent laboratory tests, the synthetic grass product must be shown
to meet or exceed ASTM testing standards:
* ASTM D-5848 - Product Weight: 105 oz. / PSY
* STM D-5848 - Face (Pile) Weight: 50 oz. / PSY
* STM D-5848 - Total Backing Weight: 55 oz. / PSY
* ASTM D-1335 - Tuft Bind: 11 lbs./force
* ASTM D-5034 - Grab Tear Strength: 320 lbs./force
* ASTM D-2859 - Flammability Pill: must pass
* ASTM F-1551 - Water Permeability: 20 inches/hour
* ASTM F-1951 - Wheelchair Accessibility- < 2% Slopes
iii. SERVICE AND QUALITY ASSURANCE: The synthetic grass vendor shall
provide ongoing service quality assurance and warranty consisting of, but not
necessarily limited to, the following:
a. The synthetic grass vendor and contractor must be experienced in the
manufacturing and installation of synthetic grass field systems and have completed
a minimum of five (5) similar systems, a minimum of 25,000 sf each.
b. No field failures or party to any lawsuits because of field failures.
c. The synthetic grass vendor must provide competent workmen skilled in this type of
field installation. The synthetic grass vendor shall provide a qualified installation
foreman to coordinate and review the parts of the synthetic grass system. Foreman
shall be introduced to Owner or Owner's representative before the start of
construction.
d. Application and grooming of infill must be done using an all-in-one metered
device such as the SMG Sandmatic machine to ensure precise application of the
infill and grooming of the grass to exact tolerances.
e. The synthetic grass vendor shall submit its manufacturer's warranty, which
warrants the usability and playability of the synthetic grass field system for its
intended uses with the following minimum characteristics:
* Provide full coverage of materials and workmanship for a minimum of
ten (10) years from the date of substantial completion.
* Warrant that the materials installed meet or exceed the product specifications.
* Cover defects in the installation and workmanship.
* Repair or replace such portions of the installed materials that are no
5

longer serviceable to maintain a usable and playable surface at no
additional cost to the Owner.
* Assure the availability of exact or substantially the same replacement
materials for the synthetic grass system for the full warranty period.
* Include coverage of general wear and damage caused by UV
degradation. The warranty may specifically exclude vandalism and Acts
of God beyond the control of the manufacturer or installer.
* Provide letter that Crew & Foreman are certified to install turf and
execute all aspects of this project.
iv. SUBMITTALS: Synthetic grass vendor must submit the following to The City of
Moore or City of Moore's representative with the official bid package:
a. The synthetic grass vendor must be a current member in good standing of the
Synthetic Turf Council (STC).
b. Provide (1) copy of Certification of Membership of the Synthetic Turf Council
(STC).
c. The synthetic grass vendor shall provide a written letter or resume confirming that
the installation crew and foreman are certified as competent in the installation of
this material, including attachment of seams and proper installation of infill
material before the start of turf installation.
d. One (1) copy of the most recent installation reference list for (3) projects of similar
scope.
e. One (1) 12"x12" loose sample of proposed synthetic grass product and one (1)
12"x12" boxed sample including infill representative of finished synthetic grass
field system.
f. One (1) 12"x12" loose sample of proposed porous shock pad.
g. One (1) copy of the product warranty for the proposed synthetic grass product.
h. One (1) copy of their maintenance instructions. These instructions will include all
necessary instructions for the proper care and maintenance of the newly installed
synthetic turf system.
i. One (1) copy of edge details of proposed installation and terminations of synthetic
grass field system.
j. One (1) copy of a signed letter from a synthetic grass vendor certifying that the
proposed synthetic grass product is manufactured in the USA.
k. One (1) copy of independent laboratory test reports on system or components:
* ASTM D-5848 - pile height, tuft spacing, face weight, and total weight
* ASTM D-1335 - tuft Bind
* ASTM D-5034 - grab tear breaking strength
* ASTM D-2859 - flammability (pill test)
* ASTM F-1551 - water permeability
v. Commencing Construction: Synthetic Grass Vendor must submit the following to
The City of Moore or City of Moore's Representative before commencing
construction of the synthetic grass field system:
6

a. One (1) copy of material certificates and samples for materials that will be used on
the project. Each material certificate must be marked as approved by the synthetic
grass contractor.
b. The following representative samples of the components that will be used on the
synthetic grass field system for approval by Owner or Owner's Representative:
* One (1) 12"x12" sample of synthetic grass product.
* One (1) sample of each colored yarn proposed for use in field markings
and logos.
* One (1) pint of resilient infill material.
* One (1) 12"x12" sample of resilient shock pad (if used).
* One (1) set of construction diagrams to include: seam layout plan, edge
details, and any details of construction that deviate from the original
plans and specifications.
* One (1) colored striping plan detailing lines, numbers, and letters.
Coordinate with Owner or Owner's Representative to get final approval
of all designated colors, dimensions, and logo/ lettering designs.
* One (1) construction project plan to include: project timeline with details
and dates of each phase of construction; identification and contact
information for project foreman; a letter from the turf manufacturer
stating that the installation crew and foreman are certified as competent
in the installation of this material.
7.1 Product Specifications
i. Base Materials: Excavation, drainage, and base construction shall be as directed
per Engineer's drawings
ii. POROUS SHOCK PAD: Interlocking, porous, minimum 5/8" thickness.
iii. SYNTHETIC GRASS PRODUCT: The standard of quality of the synthetic grass
product shall meet the following specifications:
a. Synthetic grass product specifications:
* Yarn type: Primary: Polyethylene slit film, Polyethylene monofilament
Secondary: Heat set textured nylon monofilament
* Yarn count: Primary: 10,000/1, 12,000/6; Secondary: 5,040/12
* Yarn color: Turf Grass Areas-Primary: Field Green-Secondary: Lime
Green; Turf Dirt Areas Including Infield, Home Plate & Pitching Mound:
Terra Cotta; Line & All Boxes Color: White
* Product construction: Dual yarn, alternating rows
* Pile height: 1 1/2" (may have a variance of 1/8")
* Tufting gauge: 3/8"
* Pile (face) weight: 50 oz./SY (may have a variance of 2%)
* Total product weight: 105 oz./SY (may have a variance of 4%)
* Backing: Three-layer premium backing made with BioCel(TM)
polyurethane and 100% recycled geotextile nonwoven fabric on a dual-
layer primary
* Finished roll width: 15 feet (4.6m)
* Perforation: 3/16" (4.8 mm) holes spaced 4" on center (approximate)
* Seaming: Micromechanical bonding reinforced with adhesive
* Infill: 1.3 lbs. of rubber/SF maximum
7

b. Field Striping Specification:
* All white color striping will be 4" wide lines.
* Pitching Mound System Distance: 40 feet from front of home plate
(White in Color) to pitching rubber (White in Color) with an 8 foot
radius for pitching mound circle.(No White Out Line, pitching mound-
terra cotta in color)
* Home Plate Radius is at 15' with a white in color outline up to the start
of the Base path joint of the terra cotta and green turf. No white line
inside the fair territory
* Batters Boxes Dimensions: 3 feet wide by 6 feet long, 4" offset from
edge of home plate (White Color Lines)
* Catcher's Box Dimensions: 43 inches wide by 8 feet long (White Color
Lines)
* Coach's Boxes Dimensions 4 feet wide by 8 feet long
* On Deck Circles Dimensions: 2.5 feet radius (terra cotta in color with a
white circle outline)
* Baselines/Foul Lines and Bases are to be white in color and should be
regulation size.
* 1B and 3B Base Paths are to be 3.5' wide
c. Resilient infill. A resilient infill system, consisting of rounded sand silica engineered
to provide the look, feel, footing, and shock absorption of a natural grass field in
ideal conditions. Infill shall meet the following specifications:
* Infill type: 95% to 99% silicon dioxide (SiO2) quartz content
* Size: 30-50 mesh
* Color: tan or brown
* Contaminants: Granules shall contain minimal dust or contaminants
* Uniformity: Granules shall be clean, uniformly sized, and consistent in
shape and particle size.
vi. New Grooming Equipment: The synthetic grass contractor shall provide one (1)
pull-behind drag brush or similar grooming equipment.
7.2 Execution
i. BASE AND DRAINAGE CONSTRUCTION: The synthetic grass base contractor
shall strictly adhere to the installation procedures outlined under this section and by
the Engineer's drawings. Any variance from these requirements must be accepted in
writing by the synthetic grass vendor and submitted to the Owner or Owner's
Representative, verifying that the changes do not adversely affect the performance or
warranty.
a. Excavation: Existing ground cover shall be excavated to the depth established on the
excavation plan. The subgrade shall be shaped to achieve a 0.5% (half of one
percent) slope from the center of the field to each sideline in order to mirror the grade
of the finished synthetic turf surface. The subgrade shall also be compacted and
proof-rolled to a minimum compaction rate of 95%. The contractor shall observe a
proof roll to verify the subgrade is stabilized.
8

b. Install geotextile fabric over excavated and prepared subgrade in accordance with
Engineer's recommendations. Provide a 12" minimum overlap at all seams. Fabric
shall first be installed in the drainage trenches before the installation of perimeter
collector lines. After backfilling of all trenches is complete, the entire field shall be
covered with fabric before the base aggregate application.
c. Trenching, Drainage Pipe Installation and Backfilling: All piping shall be as
specified and connected by the manufacturer's couplers, plugs, etc.
* The base grade shall be shaped to mirror the finished grade and approved
by the Architect and/or Owner's Representative. The Base Contractor
shall begin layout and trenching for the drainage network as indicated on
the drainage plan and all details that apply. Collector lines shall be
installed before lateral lines and shall begin with the deepest elevations.
Collector lines shall be connected to the discharge outlet at the onset of
operations. Trenching progress shall work upward in elevation to allow
for immediate discharge of water from the entire field in the event of
rainfall.
* Trenches, with or without pipe, shall be permitted to remain unfilled
overnight and/or while crews are not progressively working on site.
* All perimeter trenches must be dug in accordance with the field drainage
plan details.
* After all collector and lateral lines have been installed, the contractor
shall repair any subgrade undulations before installing geotextile fabric.
* Drainage for infield crown/slope: Pitcher's mound sits highest (15 inches
above home plate), with the infield sloping outward at roughly 0.5%.
* Drainage for outfield slope: Outfield falls away at a 1% to 1.5% grade to
encourage sheet flow toward perimeter collection points
d. Concrete header curb and pressure-treated wood nailer board: The synthetic turf
perimeter fastening structure shall be installed before the drainage aggregate.
* The 6" x 12" concrete header curb shall be installed in accordance with
the drawings and these specifications. The foundation of the concrete
header curb shall be a compacted, free-draining aggregate. Future water
entering the foundation shall have a free-draining path directly to the
perimeter collector pipe.
* Install a pressure-treated lumber 2" x 4" nailer board. Nailer board shall
be set 3/4 inch below the top of the curb by means of a Tapcon every 24
inches. This shall be the responsibility of the synthetic turf base
contractor. See synthetic turf edge attachment detail.
e. Base Drainage Aggregate: The installation of the base drainage aggregate shall
only begin after the drainage pipe installation has been inspected and approved
by Owner's Representative. Installation of the free-draining base aggregate shall
follow procedures that protect the base grade soils and drainage pipe. The
drainage pipe network and its existing elevations shall not be disrupted through
ground pressures from trucks, dozers, or by any other means.
* The base grade subsoil shall be dry before undertaking the placement of
base aggregate.
9