ITEM NO. 6.
Agreement for Services
FieldTurf USA, Inc.
IN WITNESS WHEREOF, the Town and the Contractor have executed this Agreement.
TOWN OF LOS GATOS: FIELDTURF USA, INC.:
**signature_101524**
SIGNATURE
Chris Constantin
FULL NAME
Town Manager
TITLE
**date_signed_101524**
DATE SIGNED
**signature_101523**
SIGNATURE
Darren Gill
VENDOR SIGNATORY'S FULL NAME
Executive Vice-President
VENDOR SIGNATORY'S TITLE
**date_signed_101523**
DATE SIGNED
Approved as to form:
**signature_101520**
SIGNATURE
Gabrielle Whelan
FULL NAME
Town Attorney
TITLE
**date_signed_101520**
DATE SIGNED
The execution date is the date on which the last party has signed.
ITEM NO. 6.
REQUEST FOR PROPOSAL
FOR
CREEKSIDE SPORTS PARK TURF MAINTENANCE
TBD
Proposal Opening
Tuesday, March 31, 2026, 2:00 pm
ISSUE DATE: March 4, 2026
CREEKSIDE SPORTS PARK TURF MAINTENANCE
Exhibit A
ITEM NO. 6.
Request For Proposal #TBD
Title: Creekside Sports Park Turf Maintenance
2 TABLE OF CONTENTS
1. Scope of Work
2. Instructions to Proposers
3. Required Information
4. Evaluation, Selection and Award Process
5. Evaluation Criteria
6. Agreement & Payment
7. General Terms & Conditions
8. Attachments
9. Vendor Questionnaire
10. Proposal Price
Attachments:
A - Creekside Sports Park
B - Sample- Agreement for Services 2026.01 (1)
C - Insurance Requirements 2024 - 2 Million (2)
ITEM NO. 6.
Request For Proposal #TBD
Title: Creekside Sports Park Turf Maintenance
3 1. Scope of Work
1.1. Scope of Work - Turf Maintenance
Vendor to provide pricing for maintenance service for one artificial turf field. The scope of work includes the following tasks:
1. Loosen compaction of rubber crumb:
o Use specialized equipment to carefully loosen the compaction of the rubber crumb infill throughout the entire field surface.
o Ensure that the infill is evenly distributed and the field is level.
2. Remove, clean, and replace rubber crumb:
o Remove the rubber crumb infill from the field using a vacuum or similar equipment. o Thoroughly clean the rubber crumb to remove any debris, dust, or dirt. o Inspect the rubber crumb for any signs of degradation or contamination and replace as necessary. o Reapply the cleaned and inspected rubber crumb evenly across the field surface.
3. Brush turf to help blades stand up:
o Use a specialized brush to comb the synthetic turf blades in order to help them stand upright and maintain their natural appearance.
o Ensure that the brushing process is gentle enough to avoid damaging the turf fibers.
4. Magnet sweep to remove any metallic debris:
o Using a magnet sweep tool, thoroughly scan the entire field surface to identify and remove any metallic debris such as nails, screws, or other objects that may pose a hazard or cause damage to the turf or players.
5. Disinfect turf to eliminate risk of MRSA, Staph, or any other viruses or germs:
o Apply a suitable disinfectant or antimicrobial solution to the entire turf surface to eliminate the risk of MRSA, Staph, or any other viruses or germs that may be present. o Ensure that the disinfection process is effective in killing and neutralizing harmful bacteria and viruses.
6. Take bacteria readings before and after cleaning:
o Before starting the maintenance process, take bacterial readings using appropriate testing equipment to establish a baseline measurement of bacteria present on the turf. o After completing the maintenance activities, perform another round of bacterial readings to assess the effectiveness of the cleaning and disinfection process.
7. Field Striping:
o Re-striping of the field shall happen after all other maintenance activities have been completed.
ITEM NO. 6.
Request For Proposal #TBD
Title: Creekside Sports Park Turf Maintenance
4 o Field to be re-striped using Pioneer Athletics or an approved equal.
8. Generate report:
o Provide a detailed report summarizing the maintenance activities performed, including the results of the bacteria readings and any observations or recommendations for further action. o The report shall be submitted to the Town of Los Gatos within a reasonable timeframe after completion of work and shall include:
▪ A comprehensive, accurate report of the work completed ▪ A report of the bacteria testing method utilized, locations tested, information on any thirdparty vendor used for testing, and test results. ▪ A turf condition report containing information of the current turf condition, any locations that present a hazard or damage to the turf, and any other specific site conditions that are relevant to the maintenance and upkeep of a turf sports surface.
1.2. Scope of Work - Turf Repair
The artificial turf repair service shall comply with the following specifications and relevant standards:
A. Materials Specifications:
o All repairs will be made with the same materials or approved equals by Town Staff.
B. Standards Compliance:
o All materials used must comply with the American Society for Testing and Materials (ASTM) standards for artificial turf.
o Turf installation and repair must conform to the specifications established by the International Play Equipment Manufacturers Association (IPEMA).
o Inspection and maintenance guidelines shall align with the Synthetic Turf Council's (STC) best practices for artificial turf.
C. Site Assessment:
o Conduct a thorough site assessment prior to repairs, documenting current conditions including seam integrity, infill depth, and any damaged areas.
o Prepare a report detailing findings and recommended repairs, including a timeline and cost estimate.
The selected contractor shall deliver the following services:
A. Repair Services:
o Repair of seams and areas of turf that show signs of wear, tearing, or separation.
ITEM NO. 6.
Request For Proposal #TBD
Title: Creekside Sports Park Turf Maintenance
5 o Reinstate infill material to the required levels and redistribute to ensure a uniform surface. o Replacement of damaged or worn sections of turf, including proper adhesion and seam welding techniques.
B. Quality Assurance:
o Implement a strict quality control process to ensure all repairs meet the specifications outlined above.
o Conduct end-of-job inspections to verify repair quality and durability.
C. Health & Safety:
o All workers must follow Occupational Safety and Health Administration (OSHA) guidelines.
D. Environmental Considerations:
o All materials used must be environmentally friendly and compliant with local environmental regulations.
o Implement measures to minimize noise, dust, and waste during repair operations.
Delivery Requirements
The contractor shall adhere to the following delivery requirements for materials and services:
A. Timeline:
o Work must be scheduled to minimize disruption to park operations and community use.
B. Material Delivery:
o Materials should be delivered and stored on-site in a manner that avoids damage and contamination.
C. Cleanup:
o Upon completion of repairs, the area must be cleaned and free of debris, materials, and equipment.
o The contractor is responsible for proper disposal of all waste materials according to local regulations.
Conclusion
The Town of Los Gatos is committed to maintaining high-quality recreational facilities for its residents. The contractor must demonstrate the ability to deliver superior artificial turf repair services while maintaining compliance with all specified standards.
ITEM NO. 6.
Request For Proposal #TBD
Title: Creekside Sports Park Turf Maintenance
6 1.3. Frequencies
Artificial Turf Maintenance
• Maintenance frequency shall be two (2) times per year. Vendor shall be responsible for completing the maintenance activities described in the "Scope of Work - Turf Maintenance" section on a biannual basis. Please provide pricing accordingly.
Artificial Turf Repair
• Repair frequency shall be on an as needed basis. Vendor shall be responsible for completing the repairs as described in the "Scope of Work - Turf Repair" section. please provide pricing for repairs as a price per square foot. This price per square foot shall include labor and materials.
G-MAX Testing
• G-MAX testing shall be a minimum of once per year.
• Testing locations shall comply with ASTM F1936 standards; a minimum of 10 evenly distributed test points for a full-size field.
Anti-Microbial Testing
• Antimicrobial testing shall be at each service.
• Testing shall occur at a minimum of 10 evenly distributed test points for a full-size field.
ITEM NO. 6.
[FIELDTURF USA, INC.] RESPONSE DOCUMENT REPORT
RFP No. TBD
Creekside Sports Park Turf Maintenance
[FIELDTURF USA, INC.] RESPONSE DOCUMENT REPORT
Request For Proposal - Creekside Sports Park Turf Maintenance
By confirming below, the submission of a Proposal shall be deemed a representation and certification by the Proposer that they have investigated all aspects of the RFP, that they are aware of the applicable facts pertaining to the RFP process, its procedures and requirements, and they have read and understand the RFP. No request for modification of the Proposal shall be considered after its submission on the grounds that the Proposer was not fully informed as to any fact or condition.
Confirmed
PRICE TABLES
Line Item Description Quantity Unit of
Measure
Unit Cost Total
1 Biannual Artificial Turf Maintenance for Creekside Sports Park. 2 Each $9,845.00 $19,690.00 2 Artificial Turf Repair - Price Per Square Foot (as needed repairs) 500 S.F. $7.99 $3,995.00 3 Day Rate for small Patch or Seam Repairs (<100 S.F.) 12 Each $332.91 $3,994.92 TOTAL $27,679.92
ITEM NO. 6.