This Request for Proposal (RFP) from the City of Portland, Texas, seeks qualified firms to provide turf replacement, installation, and maintenance services for two city complexes: Portland Sports Complex and Portland Municipal Park. The contract term is for five months after signing, with potential for extension at the city's discretion. Proposals are due by April 9, 2026, at 2:00 PM CT. Key requirements include a minimum of 5 years of continuous operation in similar services, no material lawsuits or regulatory issues in the last five years, and three verifiable references. The selection will be based on the best value to the city, with technical evaluation weighted at 70% and pricing at 30%. Mandatory insurance requirements are detailed, including commercial general liability, auto liability, and workers' compensation. The contractor must warrant materials and workmanship for 12 months. Subcontractors are not permitted. A job walk is optional and can be requested through the purchasing officer. Clarification questions are due by March 19, 2026. Addenda will be issued by March 25, 2026.
The deadline for submission of proposals is April 9, 2026, at 2:00 p. m. CT.
The bid notice states that payment terms are net 30 days after each delivery of goods and or services are completed as required or a correct invoice is received, whichever is later.
The bid notice states that the contractor shall warrant materials and workmanship against defects arising from faulty material, faulty workmanship for a period of 12 months following the final acceptance of the work and shall replace such defective materials or workmanship without cost to the city. Where items, equipment, or material carry a manufacturers warranty for any period in excess of 12 months, then the manufacturers warranty shall apply for that piece of material or equipment.
The bid notice states that the city intends to enter into a service agreement with the proposer whose proposal is determined by the city to be the most advantageous best value to the city, based on weighted criteria including minimum qualifications, technical evaluation (firm's experience, team's experience, understanding of project scope), and pricing.
The bid notice states that the proposer must have operated continuously for a minimum of 5 years as an established firm in providing the same or similar services as outlined in this RFP and must not have any outstanding lawsuits nor has the proposer been involved in any lawsuits during the last five years that may materially affect its ability to provide the services described herein.
The bid notice states that a job walk is not mandatory but may be requested through the purchasing officer.
The bid notice states that the deadline for requests for clarification questions is March 19, 2026, by 3:00 p. m. CT.
