CRO 1695 ? Synthetic Turf conversion- Warner Complex

CITY OF CROSSVILLE
REQUEST FOR PROPOSAL
THIS IS NOT AN ORDER IMPORTANT: Read Instructions Carefully
RETURN QUOTATION TO:
City of Crossville CRO #1695 Synthetic Turf Date Issued: 10/02/2026
ATTN City Clerk/BIDS conversion- Warner Complex To be opened date/hour:
392 N Main St For more information, call: 10/20/2026, 2 p.m. CST
Crossville TN 38555 Ethan Medley, 931-456-6632
or email ethan.medley@crossvilletn.gov
NOTICE TO BIDDER:
THIS IS NOT AN ORDER. Please enter unit prices, extensions, and amount for items listed herein specified. Be sure the
specifications are followed. If you are unable to supply any of the items, please quote on the nearest substitute either on
this form, or attach a letter containing such description and it will be considered as part of your quotation. Prices quoted
must include all delivery charges to points of delivery indicated hereon. We reserve the right to accept or reject any or
all bids.
Please submit a bid for CRO #1695 Synthetic Turf conversion- Warner Complex as specified.
Bidder's Name _____________________________________
Bidder's Address ______________________________________
______________________________________
______________________________________
Bidder's Email ______________________________________
For further information, contact Ethan Medley
or email: ethan.medley@crossvilletn.gov
Please see information attached for specifications.
PLEASE SEE NEXT PAGE FOR INSTRUCTIONS

IMPORTANT INSTRUCTIONS TO BIDDERS
Page 2 of 2
1. Each Request for Quote should be in a SEPARATE SEALED ENVELOPE and have
typed/noted on the envelope the PROJECT NUMBER, ITEM, OPENING DATE, and TIME.
2. All submissions must be sealed and properly marked as indicated in this packet. No electronic
submissions will be accepted.
3. Specifications used in this request for proposal are intended to be open and non-restrictive.
Reference to brand names, catalogs, etc., is to establish minimum standards of quality and
does not preclude BUYER's consideration of proposals on comparable quality. All bidders
state brand name and catalog number of product proposed.
4. All prices quoted should be on a delivered prepaid basis to the F.O.B. destination shown in the
shipping instructions.
5. Insert time discount terms, in any, in space provided. Discounts are computed from date of
delivery at destination or date of receipt of properly executed vendor's invoice at agency
indicated above, whichever is later.
6. The City of Crossville, a municipality, is exempt from sales tax with respect to materials that it
purchases for municipal projects; however, the contractor who installs, applies, or otherwise
uses such materials, is liable for the use tax of those materials.
7. Unless otherwise indicated, quotations should be submitted on this form indicating unit price,
total extension of each item, and grand total of quotation. In case of error in the extension
prices, the unit price will govern.
NOTICE: PROPOSALS WILL BE REJECTED
UNLESS SIGNED IN INK
This offer is for _______ calendar days
from the date the bid is opened. SIGNED BY: ____________________________
Print Name: ____________________________
Firm: __________________________________
Address: _______________________________
City: __________________________________
State: _______ ZIP: _______________
Date: __________ Phone: _________________
EMAIL: ________________________________
In submitting this bid, it is expressly agreed that upon proper acceptance by the City of Crossville of any or all
items proposed, a contract shall thereby be created with respect to the items accepted.

PUBLIC NOTICE
TITLE VI OF THE 1964 CIVIL RIGHTS ACT
"No person in the United States shall, on the ground of race, color or national origin, be
excluded from participation in, be denied the benefits of, or be subjected to discrimination
under any program or activity receiving federal financial assistance."
The City of Crossville provides benefits and services such as police protection, fire protection, water service,
sewer service, sanitation service, infrastructure needs, and other related municipal services. The City also
provides funds to certain non-profit organizations.
Anyone who believes that an agency or local government receiving the federal funding mentioned above has
discriminated against someone on the basis of race, color or national origin has a right to file a complaint within
180 days of the alleged discrimination.
Leah Crockett
Title VI Coordinator
Please sign and return to the City of Crossville verifying that your company is in compliance with the above Title
VI, 1964 Civil Rights Act.
_______________________________ _________________________
Authorized Signature Company
_________________________________
Print Name
Please return to: City of Crossville
392 N. Main Street
Crossville, TN 38555

IRAN DIVESTMENT ACT
In compliance with the Iran Divestment Act (State of Tennessee 2016, Public Chapter No. 817),
which became effective on July 1, 2016, certification is required of all bidders on contracts over
$1,000.
By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and
in the case of a joint bid each party hereto certifies as to its own organization, under penalty of
perjury, that to the best of its knowledge and belief that each bidder is not on the list created pursuant
to T.C.A. 12-12-106.
I affirm, under the penalties of perjury, this statement to be true and correct.
______________________ _______________________________
Date Signature of Bidder
_______________________________
Company
A bid shall not be considered for award nor shall any award be made where the foregoing certification
has not been complied with; provided, however, that if in any case the bidder cannot make the
foregoing certification, the bidder shall so state and shall furnish with the bid a signed statement
which sets forth in detail the reasons therefor. The City of Crossville may award a bid to a bidder who
cannot make the certification, on a case-by-case basis, if:
(1) The investment activities in Iran were made before July 1, 2016, the investment activities in
Iran have not been expanded or renewed on or after July 1, 2016, and the person has
adopted, publicized, and is implementing a formal plan to cease the investment activities in
Iran and to refrain from engaging in any new investments in Iran; or
(2) The City of Crossville makes a determination that the goods or services are necessary for the
City of Crossville to perform its functions and that, absent such an exemption, the political
subdivision will be unable to obtain the goods or services for which the contract is offered.
Such determination shall be made in writing and shall be a public document.

REQUEST FOR BIDS
Synthetic Turf Conversion - Softball Infields
Warner Field Complex, Centennial Park - Crossville, Tennessee
Issuing Department Leisure Services/Parks and Recreation
Project Synthetic Turf Conversion - Four (4) Softball Infields
Location Warner Complex, Centennial Park, Crossville, TN
Anticipated Issue Date October 2nd, 2026
Bid Period Two (2) weeks from date of issuance
Bid Due Date/Time October 20th, 2026: 2:00pm CST
Anticipated Start As soon as possible following award
Submit Bids To 392 N Main St. Crossville TN, 38555 Attn: City Clerk/Bids/Synthetic Turf
conversion- Warner Complex
1. Introduction
The Leisure Services Department is soliciting sealed bids from qualified contractors for the removal of existing
natural infield turf and the supply and installation of synthetic turf infields at four (4) softball fields located at the
Warner Field Complex within Centennial Park, Crossville, Tennessee. This project is limited to the infields only;
outfield areas are not included in this scope of work.
2. Background
Warner Field Complex hosts regular league play and adult and youth softball tournaments that generate significant
recreational and economic activity for the community. Natural infields require substantial ongoing maintenance and
are subject to weather-related downtime that affects scheduling, field availability, and tournament reliability. The
Department is evaluating synthetic turf infields as a means of reducing long-term maintenance costs, increasing
playable hours, and maintaining competitiveness for hosting tournament play.

3. Scope of Work
The scope of work includes, at a minimum, the following four (4) infields:
* Field 1 infield - Warner Field Complex, Centennial Park
* Field 2 infield - Warner Field Complex, Centennial Park
* Field 3 infield - Warner Field Complex, Centennial Park
* Field 4 infield - Warner Field Complex, Centennial Park
Work is anticipated to include, but is not limited to:
* Removal and disposal of existing natural infield, soil grading, and site preparation
* Installation of appropriate base, drainage, and edging systems
* Supply and installation of synthetic turf system(s) suitable for competitive softball play
* Any associated infill, seaming, and field marking/logo work as applicable
* Restoration of any disturbed areas adjacent to the infields
The Department has not specified a particular turf product or system. Bidders are encouraged to propose the turf
system, base construction, and drainage approach they consider best suited to competitive adult softball play,
durability, and the local climate, and to clearly describe the basis for that recommendation in their bid, provided the
proposed system meets or exceeds the minimum specifications below.
3.1 Minimum Turf System Specifications
The Department will not specify a single required product. However, to ensure a consistent minimum standard of
durability and playability across bids, all proposed synthetic turf systems must meet or exceed the following:
* Pile height: 1.25-2 inches, appropriate for infield/dirt-area turf (shorter, denser pile for true ball roll and
consistent grounders)
* Face weight: 50-80 oz/sq yd, suitable for organized league and tournament-level play
* Fiber type: Nylon or nylon/polyethylene blend in infield and base path areas for wear resistance and realistic
sliding distance
* Infill: Sand or engineered sand/organic-elastomer blend system; unfilled or foam-backed-only systems will not
be considered for infield areas
* Shock pad: Dedicated shock-absorbing pad (approximately 20-25mm nominal thickness) beneath the turf
system
* Base/drainage: Engineered compacted aggregate base with a designed subsurface drainage system suitable for
the site
* Color/layout: Bidders may propose a clay-tone turf for infield dirt areas (basepaths, mound, batter's box) with
green turf for infield grass areas, or a uniform system, provided the proposal clearly states the approach
* Warranty: Minimum eight (8) year manufacturer warranty on materials; installation workmanship warranty
must also be stated
Bidders must provide manufacturer specification sheets confirming pile height, face weight, fiber composition, infill
system, and warranty terms for the proposed product. Bids proposing a system below these minimums may be
deemed non-responsive.

4. Project Location
Warner Field Complex, Centennial Park, Crossville, Tennessee.
5. Anticipated Schedule
* Bid issuance: October 2nd, 2026
* Bid due date: October 20th, 2026; 2:00pm CT
* Anticipated award: November 10th, 2026
* Construction start: as soon as possible following award and any required approvals
Bidders should indicate their earliest available mobilization date and estimated duration to complete all four (4)
infields, including any sequencing constraints (e.g., completing fields individually to preserve partial field
availability).
6. Bidder Qualifications
Bidders should be able to demonstrate:
* Prior experience installing synthetic turf on athletic fields, preferably baseball/softball infields
* References from at least three (3) comparable completed projects within the last five (5) years
* Appropriate contractor licensing for work in Tennessee
* Ability to provide proof of insurance and bonding as required by the Department
7. Bid Submission Requirements
No Electronic Bids Will Be Accepted
Sealed Bids must include, at minimum:
* Total lump-sum price for all four (4) infields, with a per-field price breakdown
* Proposed turf system/product specification sheet(s), confirming compliance with the Minimum Turf System
Specifications in Section 3.1
* Proposed base and drainage design
* Anticipated project schedule and sequencing
* Warranty terms for materials and installation
* Company qualifications, licensing, and references
* Proof of insurance and bonding capacity
Sealed bids must be submitted to [392 N Main St. Crossville TN, 38555 Attn: City Clerk/Bids/Synthetic Turf
conversion- Warner Complex] no later than the bid due date and time listed above. Late bids will not be accepted.
Please submit both below:
* 1 hard copy binder on 1 sided paper only
* 1 digital copy on a flash drive

8. Evaluation Criteria
Bids will be evaluated based on, but not limited to:
* Total cost
* Proposed product quality, durability, and warranty terms
* Contractor experience and references
* Proposed schedule and ability to meet the Department's timeline
* Completeness and responsiveness of the bid submission
9. Site Visit
Interested bidders are encouraged to conduct a site visit prior to submitting a bid.
10. General Conditions
* The Department reserves the right to accept or reject any or all bids, and to waive minor informalities.
* The Department reserves the right to award by field, by group of fields, or in total, whichever is deemed most
advantageous.
* All work must comply with applicable federal, state, and local codes and regulations.
* The awarded contractor will be required to provide proof of insurance naming the Department as additionally
insured, and bonding as required.
* Pricing must remain valid for a minimum of 90 days following the bid due date.
11. Contact Information
Questions regarding this Request for Bids should be directed to:
Ethan Medley
Leisure Services Director
931-456-6632
Ethan.Medley@CrossvilleTN.gov