IFB: Forestview High School Project Manual

PROJECT MANUAL
GASTON COUNTY SCHOOLS
FORESTVIEW HIGH SCHOOL SYNTHETIC TURF FIELD AND TRACK
Forestview High School - 5545 Union Road, Gastonia, NC 28056
MARCH 9, 2026
Owner:
Matt Odom, Project Manager
Gaston County Schools
943 Osceola St
Gastonia, NC 28054

Forestview High School Synthetic Turf Field and Track
Gaston County Schools
TABLE OF CONTENTS
BID FORMS
1 COVER PAGE
2 TABLE OF CONTENTS
3 INVITATION FOR BIDS
4 GENERAL SPECIFICATION AND INSTRUCTIONS TO BIDDER
5 SPECIAL CONDITIONS
6 BID PROPOSAL FORM
DIVISION 01
011000 SUMMARY
013300 SUBMITTAL PROCEDURES
015000 TEMPORARY FACILITIES AND CONTROLS
017000 EXECUTION REQUIREMENTS
017310 CUTTING AND PATCHING
017700 CLOSEOUT PROCEDURES
017810 PROJECT RECORD DOCUMENTS
017820 OPERATION AND MAINTENANCE DATA
018200 DEMONSTRATION AND TRAINING
DIVISION 02
023200 GEOTECHNICAL INVESTIGATIONS
DIVISION 11
116833 ATHLETIC FIELD EQUIPMENT
116833.43 TRACK & FIELD EQUIPMENT
DIVISION 31
311000 SITE CLEARING
312000 EARTH MOVING
312319 DEWATERING
312500 EROSION CONTROL
DIVISION 32
321216.36 ATHLETIC TRACK ASPHALT PAVING
321218 TRACK STONE BASE COURSE
321313 CONCRETE PAVING
321373 PAVEMENT JOINT SEALANTS
321823.19 SYNTHETIC TURF SYSTEM
321823.30 WOOD BASED ORGANIC INFILL
321823.39 TRACK & FIELD QUALITY CONTROL
321823.40 TRACK & FIELD SYNTHETIC SURFACE
321823.41 TRACK & FIELD LINE MARKINGS
321823.42 TRACK & FIELD EVENT MATERIALS
322200 RESILIENT UNDERLAYMENT PAD
323113 BLACK VINYL CHAINLINK FENCING AND GATES
329200 TURF AND GRASSES
DIVISION 33
330500 COMMON WORK RESULTS FOR UTILITIES
331100 WATER DISTRIBUTION SYSTEM
334100 STORM UTILITY DRAINAGE PIPING
END OF TABLE OF CONTENTS
TABLE OF CONTENTS 1

Forestview High School Synthetic Turf Field and Track
Gaston County Schools
INVITATION FOR BIDS
FORESTVIEW HIGH SCHOOL
SYNTHETIC TURF FIELD AND TRACK
Gaston County Schools
943 Osceola St
Gastonia, NC 28054
Sealed bids for the Forestview High School Synthetic Turf Field and Track are subject to all conditions,
and provisions, etc., set for herein and attached. Bids will be received in person to Matt Odom at 943
Osceola Street, Gastonia, NC 28054.
Bids will be opened at 10:00am on Monday, March 23, 2026. Bids shall be delivered to Matt Odom by
the date and time stated above.
There will be a mandatory on-site pre-bid meeting on March 17, 2026 at 9:30am at Forestview High
School located at 5545 Union Road, Gastonia, NC.
All questions must be emailed to Dan Dodd - dan@fitfields.com by March 18, 2026 by 12:00pm.
The Bids must be submitted on the bid form. Submit one (1) signed copy of the bid form. Bids made
otherwise will be subject to rejection. The Bid shall be clearly labeled Forestview High School Synthetic
Turf Field and Track on the outside envelope along with the Bidder's General Contractors License
Number. Gaston County Schools assumes no responsibility for unmarked bids being considered for
award. An authorized company representative is required to sign in the place indicated on the bid
schedule. Bids not signed will automatically be rejected.
Bid Bonds, Payment and Performance bonds will be required.
It is requested that completed bids be either typewritten or handwritten in ink only. Facsimiles are not
acceptable.
INVITATION TO BID 1

Forestview High School Synthetic Turf Field and Track
Gaston County Schools
GENERAL SPECIFICATIONS & INSTRUCTIONS TO BIDDERS
APPLICABLE TO ALL ITEMS
1. Each bidder must submit a proposal on the blank form(s) provided. All proposals must be signed by
a duly authorized individual. Proposals submitted on other forms will not be accepted. Bids will be
read in person at 943 Osceola Street, Gastonia, NC 28054 by Gaston County Schools on March 23,
2026 at 10:00am. Any proposal received after the date and hour specified, will not be accepted or
considered.
2. Bidders may submit with their proposals, manufacturer's specifications, illustrations, and descriptive
literature of the product proposed to be furnished. If the product proposed does not meet
specifications as written the variations must be described in detail and attached to the proposal
3. Gaston County Schools reserves the right to reject any or all proposals, waive technicalities, and to
be the sole judge of suitability of the product for use by Gaston County Schools for intended
purposes. Factors to be considered in awarding the proposal will be price, quality, history of
satisfactory performance, time required to make delivery and the availability of item offered. The
contract will be awarded after evaluation of all proposals has been made. In the interest of
suitability to Gaston County Schools' needs and/or economy; equipment or furnishings other than
the cheapest in price may be selected. Gaston County Schools shall have a period of thirty (30) days
after the opening of proposals to make the award and may award in total or by line item, whichever
is in the best interest of Gaston County Schools.
4. The specifications enclosed are intended to obtain competitive proposals. Any reference to brand
names is strictly for denoting the type and quality of item desired, and is not done to limit or restrict
the proposals.
5. Any corrections or errors found in the specifications must be submitted by email to the attention of
Dan Dodd (dan@fitfields.com) prior to the opening of proposals by 12:00pm on March 18, 2026.
Any deviations from the specifications must be in writing and submitted as part of the proposal. Any
addenda to these proposal documents shall be issued in writing; no oral statements, explanations or
commitments by whosoever made shall be of any effect unless incorporated in the addenda.
6. The signer of the proposal certifies this proposal has not been arrived at collusively or otherwise in
violation of Federal or North Carolina Antitrust laws. The owner or an officer of the firm must sign
all proposals.
7. By signing this proposal form the contractor affirms that they are registered with and participates in
the Federal work authorization program, E-Verify as it relates to their company and mandated by
law in North Carolina.
8. PROPOSAL/SUBMITTAL FORMAT: One original should be submitted in the format specified via
email in the RFP.
9. PUBLIC RECORD: All proposals submitted in response to this Request for Proposal shall become the
property of Gaston County Schools and shall become a matter of public record when opened.
GENERAL SPECIFICATIONS & INSTRUCTIONS TO BIDDERS 1

Forestview High School Synthetic Turf Field and Track
Gaston County Schools
10. BID BOND OR BID DEPOSIT: Each proposal must be accompanied by a Bid Bond executed by a
corporate surety licensed under the laws of North Carolina to execute such bonds, conditioned that
the surety will, upon demand forthwith make payment to the Owner if the bidder fails to execute
the Contract. The Bid Bond shall be in the amount of five percent (5%) of the total bid plus all of the
alternates. The Bid Bond shall be valid for a minimum of ninety (90) calendar days. In lieu of a Bid
Bond, a deposit equal to five percent (5%) of the total bid plus all alternates in the form of a
Cashier's Check or Certified Check on some bank or trust company insured by the Federal Deposit
Insurance Corporation and payable to Gaston County Schools may be provided.
11. PERFORMANCE AND PAYMENT BONDS: The successful Bidder shall provide a Performance Bond
and Payment Bond. The bond amounts shall be written in the amount of One-Hundred percent
(100%) of the Contract Price, and conforming to the Owner's requirements. The bonds shall be
delivered to the Owner with the executed Contract.
12. DISCUSSIONS: Gaston County Schools reserves the right to conduct discussions with offerors for the
purpose of eliminating minor irregularities, informalities, or apparent clerical mistakes in the
proposal in order to clarify an offer and assure full understanding of, and responsiveness to,
solicitation requirements.
13. VENDOR APPLICATION: Prior to the award of a Contract, the successful offeror shall register with
Gaston County Schools' Purchasing Division. The Vendor Application is attached for reference.
14. CONTRACT AMENDMENTS: This Contract shall be modified only by a written contract amendment
signed by the Gaston County Schools' Purchasing Agent and persons duly authorized to enter into
contracts on behalf of the Contractor.
15. CONTRACT: The Contract shall be based upon the Request for Proposal issued by Gaston County
Schools and the Offer submitted by the Contractor in response to the Request for Proposal. The
offer shall substantially conform to the terms, conditions, specifications and other requirements set
forth within the text of the Request for Proposal. Gaston County Schools reserves the right to clarify
any contractual terms with the concurrence of the Contractor; however, any substantial non-
conformity in the offer, as determined by the Gaston County Schools' Purchasing Agent, shall be
deemed non-responsive and the offer rejected. The Contract shall contain the entire agreement
between Gaston County Schools and the Contractor relating to this requirement and shall prevail
over any and all previous agreements, contracts, proposals, negotiations, purchase orders, or
master agreements in any form.
16. PAYMENT: Progress payments, when requested, will be made after Gaston County Schools receives
a detailed invoice and confirmation that the work has been performed to the specifications required
for the requested payment.
17. FORCE MAJEURE: Except for payment of sums due, neither party shall be liable to the other nor
deemed in default under this Contract if and to the extent that such party's performance of this
Contract is prevented by reason of Force Majeure. The term "Force Majeure" means an occurrence
that is beyond the control of the party affected and occurs without its fault or negligence. Force
Majeure shall not include late performance by a subcontractor unless the delay arises out of a Force
Majeure occurrence in accordance with this Force Majeure term and condition. If either party is
GENERAL SPECIFICATIONS & INSTRUCTIONS TO BIDDERS 2

Forestview High School Synthetic Turf Field and Track
Gaston County Schools
delayed at any time in the progress of the work by Force Majeure, the delayed party shall notify the
other party in writing of such delay, as soon as is practical, of the commencement thereof and shall
specify the causes of such delay in such notice. Such notice shall be hand-delivered or mailed
certified-return receipt and shall make a specific reference to this article, thereby invoking its
provisions. The delayed party shall cause such delay to cease as soon as practicable and shall notify
the other party in writing when it has done so. The time of completion shall be extended by contract
modification for a period of time equal to the time that results or effects of such delay prevent the
delayed party from performing in accordance with this Contract.
18. INDEMNIFICATION: To the fullest extent permitted by law, Contractor, its successors, assigns and
guarantors, shall pay, defend, indemnify and hold harmless Gaston County Schools, its agents,
representatives, officers, directors, officials and employees from and against all allegations,
demands, proceedings, suits, actions, claims, including claims of patent or copyright infringement,
damages, losses, expenses, including but not limited to, attorney fees, court costs, and the cost of
appellate proceedings, and all claim adjusting and handling expense, related to, arising from or out
of or resulting from any actions, acts, errors, mistakes or omissions caused in whole or part by
Contractor relating to work, services and/or products provided in the performance of this Contract,
including but not limited to, any Subcontractor or anyone directly or indirectly employed by any of
them or anyone for whose acts any of them may be liable and any injury or damages claimed by any
of Contractor's and Subcontractor's employees.
19. INDEPENDENT CONTRACTOR: It is understood that each party shall act in its individual capacity and
not as an agent, employee, partner, joint venture, or associate of the other. An employee or agent
of one party shall not be deemed or construed to be the employee or agent of the other party for
any purpose. The Contractor shall not be entitled to compensation in the form of salaries, paid
vacation or sick days by Gaston County Schools. Gaston County Schools will not provide any
insurance coverage to the Contractor, including Worker's Compensation coverage. The Contractor is
advised that taxes, social security payments, and other withholdings shall not be withheld from a
Gaston County Schools payment issued under this Contract and that Contractor should make
arrangements to directly pay such expenses.
20. INSPECTION AND ACCEPTANCE: All material or service is subject to final inspection and acceptance
by Gaston County Schools. Material or service failing to conform to the specifications of this
Contract shall be held at the Contractor's risk and may be returned to the Contractor. If returned, all
costs are the responsibility of the Contractor. Noncompliance may be deemed a cause for possible
Contract termination.
21. LICENSES: Contractor shall maintain in current status all Federal, State, and local licenses and
permits required for the operation of the business conducted by the Contractor as applicable to this
Contract.
22. PROTECTION OF GOVERNMENT PROPERTY: The Contractor shall use reasonable care to avoid
damaging existing buildings, equipment, and vegetation (such as trees, shrubs, and grass) on Gaston
County Schools property. If the Contractor fails to do so and damages such property, the Contractor
shall replace or repair the damage at no expense to Gaston County Schools, as determined and
approved by the Gaston County Schools' Purchasing Agent. If the Contractor fails or refuses to make
GENERAL SPECIFICATIONS & INSTRUCTIONS TO BIDDERS 3

Forestview High School Synthetic Turf Field and Track
Gaston County Schools
such repair or replacement, Gaston County Schools will determine a cost and the Contractor shall be
liable for the cost thereof, which may be deducted from the Contract price.
23. PROVISIONS REQUIRED BY LAW: Each and every provision of law and any clause required by law to
be in the Contract shall be read and enforced as though it were included herein, and if through
mistake or otherwise any such provision is not inserted, or is not correctly inserted, then upon the
application of either party the Contract shall be amended to make such insertion or correction.
24. RIGHTS AND REMEDIES: No provision in this document or in the Contractor's proposal shall be
construed, expressly or by implication, as a waiver by either party of any existing or future right
and/or remedy available by law in the event of any claim, default or breach of contract. The failure
of either party to insist upon the strict performance of any term or condition of the Contract, to
exercise or delay the exercise of any right or remedy provided in the Contract or by law, or to accept
materials or services required by this Contract or by law shall not be deemed a waiver of any right of
either party to insist upon the strict performance of the Contract.
25. SUBCONTRACTS: No subcontract shall be entered into by the Contractor with any other party to
furnish any of the material/service specified herein without the advance written approval of Gaston
County Schools' Purchasing Agent. All subcontracts shall comply with Federal and State laws and
regulations which are applicable to the services covered by the subcontract and shall include all the
terms and conditions set forth herein which shall apply with equal force to the subcontract, as if the
subcontractor were the Contractor referred to herein. The Contractor is responsible for contract
performance whether or not subcontractors are used.
26. SAFETY: Contractor shall at all times enforce by adequate supervision and training of supervisory
personnel a safe working environment for all employees including the supervision of all services which
relate to the general safety and welfare of any persons exposed to the services performed under this
Contract by Contractor. Contractor agrees to fully cooperate with Gaston County Schools in any
employee and public safety program sponsored by Gaston County Schools. Contractor agrees to conduct
all of its operations with due diligence and care for the safety of all persons at all times.
27. SITE INVESTIGATION: The contractor acknowledges that he has investigated and satisfied himself as to
the conditions affecting the work, including but not restricted to those bearing upon transportation,
disposal, handling and storage of materials, availability of labor, water, electric power, roads and
uncertainties of weather, river stages, or similar physical conditions at the site, the conformation and
conditions of the ground, the character of equipment and facilities needed preliminary to and during
the prosecution of the work. The contractor further acknowledges that he has satisfied himself as to
the character, quality and quantity of surface and subsurface materials or obstacles to be encountered
insofar as this information is reasonably ascertainable from an inspection of the site. Any failure by the
contractor to acquaint himself with the available information will not relieve him from responsibility for
estimating properly the difficulty or cost of successfully performing the work. Gaston County Schools
assumes no responsibility for any conclusions or interpretations made by the contractor on the basis of
the information made available by Gaston County Schools.
28. CONFLICT OF INTEREST: Contractor shall be prohibited from proposing on this RFP if Contractor has
attempted or made contact with any Gaston County Schools staff or Board in an attempt to influence
the award of this RFP or alter it in any manner. Future conflicts shall be grounds for contract default.
GENERAL SPECIFICATIONS & INSTRUCTIONS TO BIDDERS 4

Forestview High School Synthetic Turf Field and Track
Gaston County Schools
29. LIQUIDATED DAMAGES: The successful Bidder is required to complete the Project as outlined in the
Project deadlines. Should the successful Bidder fail to assure the completion of the total Project
satisfactorily within the time period specified in the contract, the successful Bidder shall be charged
with liquidated damages at a rate of One Thousand Dollars ($1000.00) per calendar day until the total
Project is successfully completed.
30. TERMINATION OF CONTRACT: This Contract may be terminated at any time by mutual written
consent, or by Gaston County Schools, with or without cause, upon giving thirty (30) days written
notice. Gaston County Schools, at its convenience, by written notice, may terminate this Contract, in
whole or in part. If this Contract is terminated, Gaston County Schools shall be liable only for
payment under the payment provisions of this Contract for services rendered and accepted material
received by Gaston County Schools before the effective date of termination. Gaston County Schools
reserves the right to terminate the whole or any part of this Contract due to the failure of the
Contractor to carry out any term or condition of the Contract. Gaston County Schools will issue a
written thirty (30) day notice of default to the Contractor for acting or failing to act as specified in
any of the following:
The Contractor provides personnel that do not meet the requirements of the Contract;
The Contractor fails to perform adequately the stipulations, conditions or services/specifications
required in this Contract;
The Contractor attempts to impose personnel, materials, products or workmanship of an
unacceptable quality;
The Contractor fails to furnish the required service and/or product within the time stipulated in the
Contract;
The Contractor fails to make progress in the performance of the requirements of the Contract;
The Contractor gives Gaston County Schools a positive indication that the Contractor will not or
cannot perform to the requirements of the Contract.
Each payment obligation of Gaston County Schools created by this Contract is conditioned upon the
availability of City, State and Federal funds that are appropriated or allocated for the payment of
such an obligation. If funds are not allocated by Gaston County Schools and available for the
continued purchase of the services and/or materials provided under this Contract, this Contract may
be terminated by Gaston County Schools at the end of the period for which funds are available.
Gaston County Schools will endeavor to notify the Contractor in the event that continued service
will or may be affected by non-appropriation. No penalty shall accrue to Gaston County Schools in
the event this provision is exercised, and Gaston County Schools shall not be obligated or liable for
any future payments due or for any damages as a result of termination under this paragraph.
31. INSURANCE
The successful contractor must furnish within ten (10) days after written acceptance of bid a copy of
his Worker's Compensation and/or General Liability insurance certificate to Gaston County Schools.
GENERAL SPECIFICATIONS & INSTRUCTIONS TO BIDDERS 5

Forestview High School Synthetic Turf Field and Track
Gaston County Schools
Worker's Compensation coverage shall meet the requirements of North Carolina law. It is agreed that
the coverage, as stated, shall not be cancelled or altered until ten (10) days after written notice of any
change has been sent by registered mail to the Purchasing Department of Gaston County Schools.
REQUIRED INSURANCE LIMITS: Per Gaston County Schools
GENERAL SPECIFICATIONS & INSTRUCTIONS TO BIDDERS 6

W-9
Request for Taxpayer
Form Give form to the
(Rev. March 2024) Identification Number and Certification requester. Do not
Department of the Treasury send to the IRS.
Go to www.irs.gov/FormW9 for instructions and the latest information.
Internal Revenue Service
Before you begin. For guidance related to the purpose of Form W-9, see Purpose of Form, below.
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1 Name of entity/individual. An entry is required. (For a sole proprietor or disregarded entity, enter the owner's name on line 1, and enter the business/disregarded
entity's name on line 2.)
2 Business name/disregarded entity name, if different from above.
3a Check the appropriate box for federal tax classification of the entity/individual whose name is entered on line 1. Check 4 Exemptions (codes apply only to
only one of the following seven boxes. certain entities, not individuals;
see instructions on page 3):
Individual/sole proprietor C corporation S corporation Partnership Trust/estate
LLC. Enter the tax classification (C = C corporation, S = S corporation, P = Partnership) . . . . Exempt payee code (if any)
Note: Check the "LLC" box above and, in the entry space, enter the appropriate code (C, S, or P) for the tax
classification of the LLC, unless it is a disregarded entity. A disregarded entity should instead check the appropriate Exemption from Foreign Account Tax
box for the tax classification of its owner. Compliance Act (FATCA) reporting
Other (see instructions) code (if any)
3b If on line 3a you checked "Partnership" or "Trust/estate," or checked "LLC" and entered "P" as its tax classificatyion,
(Applies to accounts maintained
and you are providing this form to a partnership, trust, or estate in which you have an ownership interest, lcheck
outside the United States.)
this box if you have any foreign partners, owners, or beneficiaries. See instructions . . . . . . n. . .
5 Address (number, street, and apt. or suite no.). See instructions. ORequester's name and address (optional)
6 City, state, and ZIP code d
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7 List account number(s) here (optional) a
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Part I Taxpayer Identification Number (TIN)
A Social security number
Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid
backup withholding. For individuals, this is generally your social security n umber (SSN). However, for a
resident alien, sole proprietor, or disregarded entity, see the instructionts for Part I, later. For other - -
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entities, it is your employer identification number (EIN). If you do not have a number, see How to get a
or
TIN, later. a
Employer identification number
Note: If the account is in more than one name, see the instrucrtions for line 1. See also What Name and
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Number To Give the Requester for guidelines on whosen number to enter. -
Part II Certification o
Under penalties of perjury, I certify that: C
1.The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and
2.I am not subject to backup withholding because (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue
r
Service (IRS) that I am subject to baockup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am
no longer subject to backup withholding; and
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3.I am a U.S. citizen or other U.S. person (defined below); and
4.The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct.
Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding
because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid,
acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and, generally, payments
other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions for Part II, later.
Sign
Signature of
Here U.S. person Date
General Instructions New line 3b has been added to this form. A flow-through entity is
required to complete this line to indicate that it has direct or indirect
Section references are to the Internal Revenue Code unless otherwise foreign partners, owners, or beneficiaries when it provides the Form W-9
noted. to another flow-through entity in which it has an ownership interest. This
Future developments. For the latest information about developments change is intended to provide a flow-through entity with information
related to Form W-9 and its instructions, such as legislation enacted regarding the status of its indirect foreign partners, owners, or
after they were published, go to www.irs.gov/FormW9. beneficiaries, so that it can satisfy any applicable reporting
requirements. For example, a partnership that has any indirect foreign
What's New partners may be required to complete Schedules K-2 and K-3. See the
Partnership Instructions for Schedules K-2 and K-3 (Form 1065).
Line 3a has been modified to clarify how a disregarded entity completes
this line. An LLC that is a disregarded entity should check the Purpose of Form
appropriate box for the tax classification of its owner. Otherwise, it
should check the "LLC" box and enter its appropriate tax classification. An individual or entity (Form W-9 requester) who is required to file an
information return with the IRS is giving you this form because they
Cat. No. 10231X Form W-9 (Rev. 3-2024)