Butler Park Multipurpose Artificial Turf

INVITATION FOR BID

IFB # 023-47

For the provision of:

Butler Park Multipurpose Artificial Turf

Hall County, Georgia, Board of Commissioners (herein “County”), is seeking qualified contractors to convert a natural turf multipurpose field to a modern artificial turf system (herein “Services”). The County seeks to award one (1) contractor to perform all the Services.

Schedule of Events:

Bid Post Date:Thursday, August 20, 2026

Mandatory Pre-Bid Meeting:Tuesday, September. 1, 2026 at 9:00 AM.

Bidders’ Questions Due: Tuesday September 8, 2026, at 5 PM

Response to Bidder Questions Due: Wednesday, September 9, 2026, at 5 PM

Bid Due Date: Thursday, September 17, 2026, at 2 PM

Bidding Process: Hall County is now accepting sealed bids from qualified contractors for the provision of the Services in the County’s Purchasing Division, located on the fourth (4 ^th ) floor of the Hall County Government Center, 2875 Browns Bridge Road, Gainesville, GA 30504 until 2:00 p.m. EST on Thursday, September 17, 2026. All bid packets must be sealed and time and date stamped by the Hall County receptionist located on the 4 ^th floor to be considered.

General Qualifications: Bidders must be in the regular business of providing similar Services. Bidders must be licensed, insured, and bonded in the State of Georgia.

Mandatory Pre-Bid Meeting: The pre-bid meeting will start promptly at 9:00 AM on Tuesday, September 1, 2026, and will be held at Butler Park, 1370 Athens St. Gainesville, GA  30507.

Questions: All communications must be directed solely to Julie Dorough, Issuing Officer, at j For security reasons, you must enable JavaScript to view this E-mail address. for questions or clarifications of the IFB requirements.

Addenda: If needed and in the best interest of the County, the Purchasing Division may make an extension of the bidding period by a formal written addendum and publicly posted on the County website. All addenda must be signed by the Bidder and returned with the bid packet.

Proposal Documents: Bidders may obtain all submittal documents at no cost via the County’s website at https://www.hallcounty.org/Bids.aspx ,then scroll down and click the link for ‘Butler Park Multipurpose Artificial Turf’ and download all required documents under “Related Documents”. Any addenda will also be posted at the bottom of the webpage as needed. Bidders are responsible for checking for addenda. Addenda must be signed and returned along with the bid packet.

Bid Response: Each Bidder must provide a total of four (4) hard paper copies of its bid, including any addenda, with one (1) marked “Original” and three (3) marked “Copy”. Submit all four (4) hard paper copies in a sealed envelope(s).

Each Bidder must provide one (1) hard paper copy of Exhibit C – Cost Proposal Worksheet. Prices quoted on Exhibit C – Cost Proposal Worksheet shall be fixed and firm for the duration of the contract.

Electronic signatures on bid documents are acceptable; however, hard copies of the bid response are required, as stated above.

Bidders must also provide their responses on one (1) USB drive.

Public Reading: Bid openings are open to the public and to Bidders. Bidders are not required to attend but may do so. The Issuing Officer named herein, or another Purchasing team member, will open and publicly read all Bidder’s company names, their locations, and proposed costs on the Bid Due Date at the Hall County Government Center, 2875 Browns Bridge Rd, Gainesville, GA 30504 on the 4 ^th floor.

Evaluation and Selection: The County will evaluate all submittals in accordance with the Official Code of Hall County, Georgia 3.10, and as further detailed herein.

Award Process: The County reserves the right to reject any or all bids, in whole or part, or to select any Bidder, without liability on part of the County to the Bidder to complete the described work. The County intends to award the contract to one (1) company that it deems to be the lowest cost, responsible and responsive Bidder to perform all the work described herein. Lead times, length of time to complete the work, and prior work history (whether as a prime contractor or subcontractor) will also be a factor in award.

Bid Retention: Bidders may not withdraw their bid after the bid opening. Bids must be valid for one hundred twenty (120) calendar days. All forms, documents, and exhibits attached hereto must be completed and returned with the bid. The County reserves the right to retain all bids submitted and use any idea(s) in a bid regardless of award. The County shall have the right to waive any informality or irregularity of immaterial deviation in any bid received.

Bidders must sign Exhibit B – Contract for Services. Bidders may submit redlines and exceptions to Exhibit B – Contract for Services to the Issuing Officer prior to submitting their bids. Redlines and exceptions to the contract must be submitted by the Bidders’ Questions Due Date listed above.

Legally Binding Agreement: The County and the awarded Bidder shall enter into a formal agreement; substantially in the form of the attached Exhibit B – Contract for Services. Contracts are only valid if they are signed by the County’s Chairman of the Board of Commissioners, or his/her designee, and the awarded Bidder. Bidders must sign the Exhibit B – Contract for Services and submit it with their bid responses. If there are no written objections or exceptions, then the County will understand this as an affirmative acceptance of the Scope of Work as it is presented.

Bonds: A bid bond is not required; however, all Bidders must include in their bid submissions a letter of bondability. The County will only accept surety companies licensed to do business in the State of Georgia. The awarded Bidder must produce a performance bond that is equal to 100% of the face value of the awarded amount. Performance bonds must be received by the County before a Notice to Proceed is issued.

Non-Collusion Clause: Bidders must have no contact of any nature with any other Bidders, County staff members (except the Issuing Officer named herein), its elected officials, nor Commissioners, during the evaluation process. The County will deem such as collusion and thus render the submission in violation of the Official Code of Hall County and thus the County may render the proposal as non-responsive and not evaluate the proposal for an award.

By submitting a proposal, the Bidder represents and warrants that no official or employee of Hall County Government has, in any manner, an interest, directly or indirectly, in the proposal or in the contract which may be made under it, or in any expected profits to arise there from.

County Consultants: From time to time, the County may select an outside consultant at its own discretion who will act under the direction of County’s Project Manager. The consultant will have full authority to act on behalf of the County; however, the consultant may not solicit goods and services on behalf of the County without prior written approval from the County. Contractors MUST follow all specification sections prepared by the County’s consultant, and Contractors MUST allow the consultant to inspect the work.

Taxes: The County is exempt from State of Georgia Local Sales and Use Tax. The Bidder understands and acknowledges that it is responsible for any sales and use taxes it may incur. The Bidder will not charge or invoice the County any sales and use tax as a separate line item. The Contractor may request a copy of the County’s Georgia Sales and Use Tax Exemption Certificate.

Federal Suspension and Debarment Compliance

In accordance with 2 CFR 200.214 and 2 CFR Part 180.300, if this procurement is funded in whole or in part by federal grant funds, the County is prohibited from awarding contracts to parties that are debarred, suspended, or otherwise excluded from or ineligible for participation in federal assistance programs. If applicable, by submitting a proposal in response to this IFB, the Bidder certifies to the best of its knowledge and belief that neither it, its principals, nor its subcontractors are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from entering into covered transactions by any Federal department or agency. Respondents are required to complete, sign, and return the attached Debarment and Suspension Certification Form with their proposal. Failure to submit this certification if required may render the proposal non-responsive.

Table of Contents

1.0       INTRODUCTION

2.0       GENERAL TERMS AND CONDITIONS

3.0       SCOPE OF WORK

4.0       SUBMISSION OF PROPOSALS

5.0       IFB RESPONSE PREPARATION

6.0       SELECTION PROCESS

7.0       STEPS TO AWARD

INTRODUCTION

The County desires to award one (1) company for the Services described herein and is soliciting sealed bids for this Invitation for Bid (herein “IFB”) for the Services. Bidders must be in the regular business of supplying and installing artificial turf.

2.0       GENERAL TERMS AND CONDITIONS

1. The County reserves the right to conduct any review it may deem advisable to assure services conform to the specifications.
2. Prospective firms, including all officers, must not be, or have been, debarred by any Federal, State, or Local authority.
3. A Bidder must not be, or have been, in any legal suit for negligence, willful misconduct, fraud, or otherwise malpractice charges.
4. A Bidder must be legally able to conduct business in the State of Georgia.
5. A Bidder must not have abandoned a project or an engagement or otherwise been terminated for non-performance or subpar performance
6. A Bidder must not be under an enforcement action for related investigation pending by a professional or regulatory group.

1. SCOPE OF WORK

Hall County Government is seeking proposals from qualified contractors to convert the existing natural turf multipurpose field at Butler Park into a modern artificial turf system. The goal of this project is to enhance the usability, safety, and long-term sustainability of a heavily used public recreation space while integrating the new turf seamlessly with existing sidewalks and site infrastructure.

This project aims to:

• Increase field availability and extend playable hours throughout the year

• Improve safety and surface consistency across a wide range of recreational uses

• Reduce ongoing maintenance needs and long-term operational costs

• Support growing community demand for reliable, high use athletic facilities

The selected contractor will be responsible for delivering a complete, turnkey installation that includes site preparation, grading improvements, drainage enhancements, synthetic turf installation, infill placement, and secure perimeter transitions. Due to the field’s existing negative slope and the placement of drainage structures, the contractor must incorporate effective infill containment measures and ensure that drainage performance protects turf integrity and prevents infill migration or wash out.

The field will remain an open green space with no permanent athletic field markings and must be compatible with temporary markings applied by Hall County staff as needed for programming. The completed turf system shall meet broadly accepted industry standards for durability, resilience, safety, drainage performance, and overall quality appropriate for high frequency community recreation.

Hall County seeks a solution that delivers long term reliability, operational efficiency, and a polished, professional appearance that enhances the overall function and experience of Butler Park.

A. General Requirements:

1. The contractor shall provide all labor, materials, equipment, and services necessary to deliver a complete artificial turf field system.
2. All components and installation practices shall align with widely accepted athletic field construction standards.
3. All materials must be new, durable, and suitable for outdoor athletic use.

B. Field Performance Requirements:

1. The installed field shall support multiple athletic and recreational uses and provide a uniform, resilient, and safe playing surface.
2. The field shall be capable of withstanding frequent use throughout the year under typical regional weather conditions.
3. The completed surface shall meet broadly recognized performance guidelines related to traction, surface consistency, and shock attenuation.

C. Turf System Components:

1. The turf system shall include a synthetic carpet, an infill material, and an underlying base designed to support long-term field performance.
2. Fibers shall be designed for outdoor sports use and resist fading or degradation from sunlight and weather exposure.
3. Infill shall consist of commonly used, non-hazardous materials that support field stability and performance.
4. A shock-attenuating component may be included within the turf system or installed separately, provided that overall performance expectations are met.

D.  Base and Drainage Requirements:

1. The contractor shall review existing conditions and modify or reconstruct the base as needed to achieve proper stability and drainage.
2. The completed field shall drain effectively and minimize standing water during typical rainfall events.
3. The drainage approach may be vertical, lateral, or a combination thereof, as long as it meets accepted standards for athletic fields.

E.   Quality Assurance and Testing:

1. The contractor shall perform commonly accepted post-installation testing to confirm the field meets appropriate safety and performance standards.
2. Testing may include impact attenuation, surface regularity, and other generally recognized measures of artificial turf performance.
3. Results shall be provided to the owner prior to final acceptance.

F.   Warranty Requirements:

1. The system shall include a warranty covering materials and installation for a period consistent with industry norms for multipurpose athletic turf fields.
2. Warranty shall address issues such as abnormal wear, surface defects, or failures in seams or drainage.

1. Project Coordination:
   1. The contractor shall provide a project schedule and coordinate work to minimize disruption to park activities.
   2. All work shall comply with applicable local, state, and federal regulations.

4.0       SUBMISSION OF PROPOSALS

1. The County requests that Bidders submit proposals addressing all items listed below. Failure to include any of these documents may result in disqualification. All responses must be in hard copy format. Bidders should submit a total of four (4) hard paper copies of the technical proposal: one (1) copy of marked “Original” and three (3) marked “Copy”. Each Bidder must also provide one (1) hard paper copy of Exhibit C – Cost Proposal Worksheet. Bidders must also provide their responses on one (1) USB drive.
2. Bidders must submit their response in a sealed envelope clearly marked with “IFB #023-47, Butler Park Multipurpose Artificial Turf” on the outside. The submittal must be signed. Faxed or emailed bids will not be accepted.
3. It is mandatory that the following documents be completed and included in the bid response.

Exhibit A – Bid Response Form

Exhibit B – Contract for Services

Exhibit C – Cost Proposal Worksheet

Exhibit D – W-9 Form

Exhibit E – E-Verify Affidavit

Exhibit F – Ethics Affidavit

Any Addenda

Copy of Business License (state and/or local)

Letter of Bondability

Performance Bond – before issuing Notice to Proceed

Certificate of Insurance

Copies of professional licenses or certifications

Bidders are responsible to review and comply with any addenda regarding this IFB that will be posted on the County website. Bidders must sign as acknowledged and return all addenda with the bid package response.

1. All bids must be sealed. Unsealed bids will not be accepted.
2. If a Bid Bond is required then it must be included in the bid response.
3. Any alternate options of additional services or deductions thereof may be included in the response; however, Bidders must complete the cost worksheet as provided and enclose in the bid response.
4. Delivery. Bidders must submit bids to the following address by the deadline date and time. All deliveries must be date and time stamped. The County is not responsible for late bids due to mailing delays.

Hall County Government Center

Julie Dorough, Issuing Officer

Purchasing Division – 4 ^th Floor

2875 Browns Bridge Road

Gainesville, Georgia 30504

5.0       IFB RESPONSE PREPARATION

1. The Bidder bears all responsibility for all expenses incurred in responding to this IFB.
2. The County will not accept joint proposals.
3. Of the services listed in the Scope of Work, indicate which one(s), if any, your firm would be unable to provide. If there is another service that your firm could provide instead, please elaborate.

6.0       SELECTION PROCESSThe County’s Project Manager will review each proposal with regard to demonstrated breadth of service, experience, financial stability, personnel, rates, references, lead times, and other related criteria.

1. The successful Bidder will be required to submit acceptable evidence of compliance with professional liability insurance coverage requirements as outlined in Exhibit B – Contract for Services.
2. Bidders are encouraged to submit clear and concise responses. Excessive length or extraneous information is discouraged.
3. Bidders must complete all exhibits to this IFB and submit with their bids. Bidders failing to do so may result in their bid to be deemed non-responsive and thus not evaluated. Bidders are also encouraged to monitor Hall County’s website for addenda, amendments, attachments, and other supplemental documents for this IFB during the bidding period.

7.0       STEPS TO AWARD

The County’s Project Manager will recommend award of the contract to the lowest cost Bidder. In the unlikely event of a tie, the County may enter into negotiations of terms and conditions. Upon approval of the Board of County Commissioners, the County will issue to the awarded Bidder a Notice of Award, a Purchase Order, and a Notice to Proceed.

1. The County reserves the right to request clarification or additional information provided by any Bidder.
2. The Purchasing Division will rank the Bidders on a bid tabulation summary.
3. The County’s Project Manager may schedule interviews with any Bidder at his/her discretion. Any costs associated with an interview will be at the expense of the proposing Bidder.
4. Based upon the results of the proposals, references, and the interviews, the Purchasing Division along with the County’s Project Manager may negotiate with the lowest cost Bidder in an attempt to reach an agreement. If negotiations with the lowest cost Bidder are unsuccessful, the County may negotiate with the next lowest cost Bidder, and so on until reaching a satisfactory agreement.