This is a service / maintenance or supply contract in Palo Alto, California. Contact the soliciting agency for additional information.

The City of Palo Alto (City) is soliciting proposals from qualified professional firms to conduct a comprehensive study that compares synthetic and natural turf fields. The project Scope of Services will compare and evaluate playability, operations and maintenance costs, health hazards, conversion costs, environmental impact, and user/community feedback. The services for this project are anticipated to start in February 2025. A draft report will be delivered to staff in May 2025 with the option of presenting the findings to the Parks and Recreation Commission. The final report with recommendations will be presented to the City Council by June 30, 2025. The City of Palo Alto Community Services Division operates and manages athletic fields throughout the City of Palo Alto. The athletic fields include natural and synthetic turf surfaces that host athletic activities such as soccer and softball for groups of all ages. The maintenance, field use, and activities vary greatly depending on the type of turf that occupies each location. Factors that affect the use and scheduling of activities are weather, turf type, and field lighting. In addition, the City has determined that more information is required to review and comprehensively understand the impacts of each turf type for use, health, and environmental considerations. The study will enable the City Council to make informed decisions on which types of fields are best suited for renovation and installation throughout the City. Question Submission Deadline: October 28, 2024, 1:00pm Acknowledge that the City has the right to make any inquiry it deems appropriate to substantiate or supplement information supplied by Proposer, and Proposer hereby grants the City permission to make these inquiries, and to provide any and all related documentation in a timely manner. Should discrepancies or omissions be found in this RFP or should there be a need to clarify this RFP, questions or comments regarding this RFP must be submitted to the Questions & Answers section of this project listing on OpenGov. Correspondence shall be communicated through the City’s electronic procurement system. Responses from the City will be provided through the Questions & Answers section of OpenGov for this project and available to all. Inquiries received after the deadline for questions stated in the timeline will not be accepted. All addenda shall become a part of this RFP and shall be acknowledged on the Proposer’s submittal. The City shall not be responsible for nor be bound by any oral instructions, interpretations or explanations issued by the City or its representatives. A Proposer may withdraw or modify its proposal at any time before the expiration of the time for submission of proposals as provided in the RFP by entering the project on OpenGov and selecting to "unsubmit" the proposal. Proposal must be resubmitted after using the "unsubmit" button and making any updates or modifications to the submittal or it shall not be considered as a valid submittal. No request for modification of the proposal shall be considered after its submission and acceptance on grounds that Proposer was not fully informed to any fact or condition This RFP does not commit the City to enter into a contract, nor does it obligate the City to pay for any costs incurred in preparation and submission of proposals or in anticipation of a contract. The City reserves the right to: Make the selection based on its sole discretion Reject any and all proposals Issue subsequent Requests for Proposals Postpone opening for its own convenience Remedy technical errors in the Request for Proposals process Approve or disapprove the use of particular subconsultants Negotiate with any, all or none of the Proposers Accept other than the lowest offer Waive informalities and irregularities in the Proposals and/or Enter into an agreement with another Proposer in the event the originally selected Proposer defaults or fails to execute an agreement with the City An agreement shall not be binding on the City unless and until it is executed by authorized representatives of the City and of the Proposer. Scope: Includes conversion of fields analysis, playability, maintenance costs, injury rates, health hazards, conversion cost, environmental impact, age appropriateness, and additional considerations. The study may include but is not limited to the following elements. Phase 1- Project Kickoff (Proposed timeline February 2025) The Community Services Department and CONSULTANT will officially launch the project and begin planning major project activities. This phase will include the following activities: Project Launch Meeting. The launch meeting with staff from the Community Services Department and the CONSULTANT serves to kick off the project and confirm a shared understanding of the project goals, roles and responsibilities, timeline, activities, commitments, and deliverables as well as to plan for future project activities. In this meeting staff from the Community Services Department will work with the CONSULTANT to identify background documentation for review and key stakeholders to interview. Staff from Community Services and the CONSULTANT to discuss a Comparative Analysis of Synthetic Turf vs. Natural Grass Athletic Fields to gain a thorough understanding of the City’s need to review field use practices, operations, maintenance, and potential impacts. Review and comment on the City’s current methodologies, processes, and cost models for maintaining, operating, and allocating field use on synthetic and natural grass playing fields. The method of Contractor Selection has not been Determined at this time.