Invitation for bid
AEPA #024-A
NATURAL & SYNTHETIC SURFACES FOR SPORTS FIELDS, TRACKS,
COURTS, PLAYGROUND & LANDSCAPING APPLICATIONS
REQUIRES $25,000 BID BOND
Part B – Technical Specifications
Table of Contents
1. Scope of Bid ............................................................................................................................................................................... 1
2. Type of Bid................................................................................................................................................................................. 2
3. Anticipated AEPA Member Agency Participation ................................................................................................ 2
4. Anticipated Volume ……………………………………………………………………………………………………….…….……3
5. Voluntary Pre-Bid Conference Call ……………………………………………………………………………...……….…..3
6. Glossary of Terms and Abbreviations........................................................................................................................ 4
7. General Specifications ........................................................................................................................................................ 8
8. Product | Category Specific Specifications for All Categories .................................................................... 11
9. Pricing – See Pricing section in Part A – General Terms & Conditions for details… ................................ 69
10. Progress Payments…………………………………………………………………………..………………………………………..71
11. Warranty……………………………………………………………………………………………………………............……………..71
12. Evaluation………………………………………………………………………………………………………………..………....……..72
1. Scope of Bid
AEPA is seeking qualified, experienced contractor(s) who possess the necessary resources and capabilities
to acquire, deliver and perform the required supplies, materials equipment and labor to all participating
member states (up to 29) necessary to:
a. Respond to requests from a number of different types of educational, governmental and public
institutions seeking Natural and Synthetic Surfaces for Sport Fields, Tracks, Courts, Playground
and Landscaping Applications.
b. These items will include but are not limited to: Natural or Synthetic Turf for Sport Fields, Running
Tracks, Tennis and Basketball Courts, Synthetic Turf for Playground and Landscaping Surfaces..
c. Types of services may include, but are not limited to: Construction, Site Preparation, Installation,
Engineering, Design, Surface Testing, Field Certification, Repair Services etc.
d. The Bid has four (4) Categories, and a bidder needs to bid on a minimum of one (1) Category and
the categories are as follows:
1. Category 1- Synthetic Turf for Sport Fields,
2. Category 2 - Natural Turf for Sport Field,
3. Category 3 - Running Track, Tennis and Athletic Courts
4. Category 4 – Synthetic Turf for Playground, Pet, Commercial, Landscaping Applications
e. Each Category is divided into to 8 regions and a bidder will need to bid on a minimum of one (1)
Category and one (1) Region to be considered for an award. The Regions are as follows:
1. Region 1: New England (Connecticut, Maine, Massachusetts, New Hampshire, Rhode
Island, and Vermont)
AEPA 024-A Part B – Specifications 1 Due Date: September 12, 2023, 1:30 p.m. ET
2. Region 2: Mid-Atlantic (New Jersey, New York, Maryland, Delaware and
Pennsylvania)
3. Region 3: East North Central (Illinois, Indiana, Michigan, Ohio, Wisconsin)
4. Region 4: West North Central (Iowa, Kansas, Minnesota, Missouri, Nebraska, North
Dakota, South Dakota)
5. Region 5: South Atlantic (Florida, Georgia, North Carolina, South Carolina, Virginia,
District of Columbia, Kentucky and West Virginia)
6. Region 6: East South Central (Alabama, Mississippi, Tennessee, Arkansas and
Louisiana)
7. Region 7: Mountain (Arizona, Colorado, Idaho, Montana, Nevada, New Mexico, Utah
Wyoming, Texas and Oklahoma)
8. Region 8: Pacific (Alaska, California, Hawaii, Oregon and Washington)
2. Type of Bid
AEPA requests Bidders to submit primary pricing in the form of either “catalog pricing,” or “line-item
pricing.” This category is constructed in the form checked below. An explanation of each can be found in
the table below. Additional information on permissible pricing strategies can be found in Part A –
General Terms and Conditions under “Pricing.”
This bid is considered a:
YES NO TYPE OF BID
CATALOG: A catalog bid is utilized when the products and/or services solicited are clearly identified
with set and specific characteristics, attributes and configurations that are identifiable as a stand-
alone single unit and can be listed and priced as a single unit with options that can be added to
enhance and/or improve its operation and functionality. The Bidder offers a fixed discount(s) off
X retail price or prices in a Commercially Available Catalog. The discounts may be for the entire
Commercially Available Catalog, for specific products, product lines, manufacturers or category of
products as determined by the Bidder. See the Pricing section for detailed information on Catalog
Pricing.
LINE ITEM: A line-item bid is utilized when the products and services solicited cannot be identified
or listed as a single unit; consists of a number of different variables and configurations, it is necessary
to identify the specific project or application; the end product or solution is made of individually
X priced elements or components and the end product’s or solution’s cost is derived by the Vendor
Partner specially prepared and providing a quote based on the project’s terms, conditions and
requirements. See Pricing section for detailed information on Line-Item Pricing.
3. Anticipated AEPA Member Agency Participation
State Participate? Other States Member Sells In
California Yes AZ, NV
Colorado Yes
Connecticut Yes ME, NH, NY, RI, VT
Florida Yes AL
Georgia Yes
Illinois No
Indiana Yes
Iowa Yes SD
Kansas Yes OK
Kentucky Yes AL, LA, MS, NC, TN
Massachusetts No
Michigan Yes
Minnesota Yes SD
Missouri Yes AR, LA, SD
Montana Yes ID
Nebraska Yes
New Jersey Yes
AEPA 024-A Part B – Specifications 2 Due Date: September 12, 2023, 1:30 p.m. ET
New Mexico Yes
North Dakota Yes
Ohio Yes
Oregon Yes
Pennsylvania Undecided DE, HI, MD, NY
South Carolina Yes NC
Texas Yes
Virginia Undecided
Washington Yes AK, ID
West Virginia Undecided
Wisconsin Yes
Wyoming Yes SD,UT
Please note that individual AEPA Member Agencies that have indicated that they intend to participate in
any contract approved under this solicitation, does not guarantee or mean that the individual AEPA
Member Agency will enter into a contract with any AEPA approved Vendor Partner. Each AEPA Member
Agency will make that determination after reviewing Vendor Partner responses and AEPA’s
recommendation for acceptance and bid award. The AEPA Member Agency’s contracting decision shall be
final.
4. Anticipated Volume
Category 1- Synthetic Turf for Sport Fields, Category 2 - Natural Turf for Sport Field, Category 3 - Running
Track, Tennis and Athletic Courts, and Category 4 – Synthetic Turf for Playground, Pet, Commercial,
Landscaping Applications are currently held categories for AEPA. The resulting bid will be an Indefinite
Delivery, Indefinite Quantity (IDIQ) contract(s). AEPA Member Agencies estimate approximately
$98,000,000 million in sales in the first contract term. AEPA Member Agencies anticipate that purchase
volumes will increase over the course of contract years two (2) through four (4). This information is
provided as an aid to Bidders in preparing responses only. It is not to be considered a guarantee of volume
under this IFB. The successful Vendor Partner’s discount and pricing schedule shall apply regardless of the
volume of business under the contract.
5. Voluntary Pre-Bid Conference Call – August 17, 2023
AEPA will host a voluntary pre-bid conference call, for any interested Bidders or potential Bidders. The
conference call times are set in the following schedule for each of the four contiguous United States time
zones. No pre-registration will be required. Recording of the conference call will be posted on the AEPA
Website.
Voluntary Pre-Bid Conference Call Schedule (All Categories) – August 17, 2023
Category Eastern Central Mountain Pacific
024-B Electric Vehicle Charging 10:00 AM 9:00 AM 8:00 AM 7:00 AM
024-C Digital Resources & Instructional 10:30 AM 9:30 AM 8:30 AM 7:30 AM
Materials
024-D Computerized Maintenance 11:00 AM 10:00 AM 9:00 AM 8:00 AM
Management System
024-E Lawn & Groundskeeping 11:30 AM 10:30 AM 9:30 AM 8:30 AM
Equipment, Supplies, & Services
024-F Digital Display Solutions 12:00 PM 11:00 AM 10:00 AM 9:00 AM
024-H Audio Visual Integration, 1:00 PM 12:00 PM 11:00 AM 10:00 AM
Equipment, & Installation.
024-G Vehicles – Cars, SUVs, Light Duty 1:30 PM 12:30 PM 11:30 AM 10:30 AM
Trucks/Vans, Emergency, Fuel, Hybrid,
Electric
AEPA 024-A Part B – Specifications 3 Due Date: September 12, 2023, 1:30 p.m. ET
024-A Natural & Synthetic Surfaces for 2:00 PM 1:00 PM 12:00 PM 11:00 AM
Sports Fields, Tracks, Courts, Playground
& Landscaping Applications
Conference Call Number/Online Connection:
https://us02web.zoom.us/j/85105482270?pwd=VElaSG15WVAyelQyWFgxZEpWM2UyQT09
Meeting ID: 851 0548 2270
Passcode: B3C5yU
Dial In Information: 1 305 224 1968
Meeting ID: 851 0548 2270
Passcode: 548099
6. Glossary of Terms and Abbreviations: Abbreviations and Acronyms for Standards and Regulations:
Where abbreviations and acronyms are used in specifications or other contract documents, they shall
mean the recognized name of the organizations responsible for the standards and regulations in the
following list. Names, telephone numbers, and websites are subject to change and are believed to be
accurate and up to date as of the date of the contract documents.
Item Description
6.1.1. Base Materials: Materials that provide porosity and stability such as crushed aggregate
or porous pavement.
6.1.2. Denier: The weight in grams of 9,000 meters of fiber.
6.1.3. Drainage System: A method of removing surface and subsurface moisture/water.
6.1.4. Fiber: A specific form of fibrous textile material that has a length at least 100 times its
diameter or width.
6.1.5. Fiber Thickness: A measurement in microns (metric) or mils. (U.S.) of the thinnest cross
section of a fiber.
6.1.6. G-Max: A measurement of impact (shock absorption) in terms of gravity units as a ratio
of deceleration.
6.1.7. Infill: Loosely dispersed materials that are added to the synthetic turf system, typically
sand, rubber, other suitable material, or a combination thereof.
6.1.8. Knitted: A process in which the yarn fibers of the pile are tied to the backing which was
simultaneously constructed by transforming continuous strands of multi-filaments into
a series of interlocking loops, each row of such loops hanging from the row immediately
preceding it.
6.1.9. Water Permeability: The rate at which water flows through a surface or system cross-
section or components of the cross-section.
6.1.10. Planarity: Uniformity of the surface as compared to certain fixed predetermined points
or prescribed slopes.
6.1.11. Primary Backing System: A single or multiple layers of woven or non-woven materials,
into which the fiber is either tufted or knitted, to provide the initial construction of the
synthetic turf.
6.1.12. Secondary Backing System: A coating and/or woven or non-woven fabric layer(s)
applied to the primary backing after the fiber pile has been tufted or knitted into place,
which serves to enhance tuft bind and provide additional structural integrity.
6.1.13. Shock Absorbing System: Component(s) that add resiliency to the system.
6.1.14. Sub-grade: A stabilized foundation onto which the base materials and field systems are
installed.
6.1.15. Synthetic Pile Fiber: Grass-like blades made of synthetic materials.
AEPA 024-A Part B – Specifications 4 Due Date: September 12, 2023, 1:30 p.m. ET
Item Description
6.1.16. Synthetic Turf Systems: These systems are comprised of synthetic grass like surface
piles, tufted, or knitted into a primary backing system to which a secondary backing
system has been applied; with or without infill material (s); a shock absorbing system,
and suitable base materials with an appropriate drainage system.
6.1.17. Tufted: A process by which the fiber yarns that form the pile are inserted into a
previously prepared blanket-like primary backing.
6.1.18. Abbreviations that may be referenced in the specifications.
6.1.19. Amateur Athletic Union (AAU)
6.1.20. American Society for Testing and Materials (ASTM)
6.1.21. Deutsches Institut fü r Normung(DIN)
6.1.22. Federation of International Football Association (FIFA)
6.1.23. International Amateur Athletic Federation (IAAF)
6.1.24. National Collegiate Athletic Association (NCAA)
6.1.25. Synthetic Turf Council (STC)
6.1.26. American Sport Builder Association
6.1.27. National Federation of State High School Associations (NFH)
6.1.28. ASTM - Test method published by the American Society for Testing and Materials
6.1.29. EN -Test method published by the European Standards Organization
6.1.30. FIFA -Test method described in FIFA Handbook of Test Methods and Requirements for
Artificial Turf Football Surfaces
6.1.31. FIH - International Hockey Federation
6.1.32. ASTM - Test method published by the American Society for Testing and Materials
6.1.33. ASTM Standards lines 6.1.34 to 6.1.42
6.1.34. ASTM D 1557 – Standard Test Methods for Laboratory Compaction Characteristics of Soil
Using Modified Effort - These test methods cover laboratory compaction methods used to
determine the relationship between molding water content and dry unit weight of
soils(compaction curve) compacted in a 4- or 6-in. (101.6- or 152.4-mm) diameter mold with a
10.00-lbf. (44.48-N) rammer dropped from a height of 18.00 in. (457.2 mm) producing a
compactive effort of 56 000 ft-lbf/ft3 (2700 kN-m/m3). Effort.
6.1.35. ASTM F 1015-03(2009) - Standard Test Method for Relative Abrasiveness of Synthetic Turf
Playing Surfaces. This test method is applicable to both laboratory and field measurement of
synthetic turf surfaces used for sports. Data obtained from the procedure of this test method
are indicative of the relative abrasiveness of fabric or carpet type synthetic playing surfaces.
6.1.36. ASTM F 1162/F1162M-12 Standard Specification for Pole Vault Landing Systems. This
specification covers minimum requirements of size, physical characteristics of materials,
standard testing procedures, labeling, and identification of pole vault landing systems.
6.1.37. ASTM F 1551-09 Standard Test Methods for Comprehensive Characterization of Synthetic
Turf Playing Surfaces and Materials. These test methods are used to identify physical
property characteristics and comparison of the performance properties of synthetic turf
systems or components for athletic and recreational uses, or both.
6.1.38. ASTM F 1632-10 Standard Test Method for Particle Size Analysis and Sand Shape Grading of
Golf Course Putting Green and Sports Field Rootzone Mixes - This test method covers the
determination of particle size distribution of putting green and other sand-based root- zone
mixes. Particles larger than 0.05 mm (retained on a No. 270 sieve) are determined by sieving.
The silt and clay percentages are determined by a sedimentation process, using the pipet
method. This procedure was developed for putting green rootzone mixes, those assumed to
have sand contents of 80 % by weight or greater. Particle size analysis of soils may be
performed by this test method or Test Method D 422. This test method also describes a
qualitative evaluation of sand particle shape.
AEPA 024-A Part B – Specifications 5 Due Date: September 12, 2023, 1:30 p.m. ET
Item Description
6.1.39. ASTM F 1647-11 Standard Test Methods for Organic Matter Content of Putting Green and
Sports Turf Root Zone Mixes - These test methods cover the determination of the percent
organic matter of a putting green root zone mixture using a loss on ignition method or the
Walkley Black method. These test methods are useful for quantifying the organic matter
content of volume ratio mixed root zone mixes. Test Methods D 2974 is recommended for
peat and other organic soils.
6.1.40. ASTM F 1702-10 - Measuring Impact-Attenuation Characteristics of Natural Playing Surface
Systems Using Lightweight Portable Apparatus. This test method is used to determine the
impact-attenuation characteristics of natural turfgrass and soil playing surface systems with
a lightweight portable apparatus. This test method can be used to compare the impact
attenuation characteristics of natural playing surface systems, as well as assessing the effects
of management practices on the impact attenuation characteristics. This test method also can
be used to assess the compatibility of natural playing surfaces by recording g-max values or
penetration of successive impacts, or both. This test method provides a procedure for
assessing impact attenuation characteristics in the field, on both actual playing surfaces and
research plots.
6.1.41. ASTM F 1815-11 Standard Test Methods for Saturated Hydraulic Conductivity, Water
Retention, Porosity, and Bulk Density of Putting Green and Sports Turf Root Zones - These
test methods cover the measurements of saturated hydraulic conductivity, water retention,
porosity (including distribution of capillary and air-filled porosity at a known soil suction),
and bulk density on sand-based root zone mixes to be used for construction and topdressing
of golf course putting greens including United States Golf Association (USGA) recommended
greens, golf course tees, sand-based sports fields, or other highly trafficked turfgrass areas.
These test methods are designed for sand-based mixes and are not intended for use with fine
or medium textured soils, for example, sandy loams and loams.
6.1.42. ASTM F 1936-10 Standard Specification for Impact Attenuation of Turf Playing Systems as
Measured in the Field. This specification establishes an in situ test method and maximum
impact attenuation value for all types of turf playing systems and for a number of sport
specific field layouts. It also includes a protocol for determining test point locations on fields
that are lined for multiple sports.
6.1.43. ASTM F 1953-10 - Construction and Maintenance of Grass Tennis Courts. This standard
outlines technique that are appropriate for the construction and maintenance of grass tennis
courts. The standard provides guidance for the selection of soil materials and turfgrass
species to be used.
6.1.44. ASTM F 2000-10 Standard Guide for Fencing for Baseball and Softball Fields. This standard
provides recommended minimum requirements for various types of fences used in softball
and baseball ballfields and other sports facilities.
6.1.45. ASTM F 2056-09 Standard Safety and Performance Specification for Soccer Goals. This
standard outlines safety and performance requirements for soccer goals aimed at providing
for safer use of soccer goals and reducing injuries and fatalities. Properties such as strength,
stability, and weight are discussed.
6.1.46. ASTM F 2060-11 Standard Guide for Maintaining Cool Season Turfgrasses on Athletic Fields
This guide covers the minimum requirements for maintaining cool season turfgrasses used
for natural surface athletic fields. Practices covered include mowing, fertilization, irrigation,
core cultivation, overseeding, and pest management.
6.1.47. ASTM F 2107-08 Construction and Maintenance of Skinned Areas on Baseball and Softball
Fields. This standard covers technique for constructing and maintaining skinned areas on
baseball and softball fields. The standard provides guidance for selecting suitable
construction materials (soil, sand, etc.). Construction techniques are outlined along with
minimum maintenance procedures such as scarification, irrigation, and the use of
conditioners.
AEPA 024-A Part B – Specifications 6 Due Date: September 12, 2023, 1:30 p.m. ET
Item Description
6.1.48. ASTM F 2157-09 Standard Specification for Synthetic Surfaced Running Tracks. This
specification establishes the minimum performance requirements and classification when
tested in accordance with the procedures outlined within this specification. All documents
referencing this specification must include classification required.
6.1.49. ASTM F 2269-11 Standard Guide for Maintaining Warm Season Turfgrasses on Athletic Fields
- This guide covers the minimum requirements for maintaining warm-season turfgrasses
used for natural surface athletic fields. Practices covered include mowing, fertilization,
irrigation, core cultivation, winter overseeding, pest management, and requirements
for management of dormant turf winter overseeded with cool-season turf (see also Guide F
2060).
6.1.50. ASTM F 2270-12 - Construction and Maintenance of Warning Track Areas on Sports Fields.
This guide covers techniques that are appropriate for the construction and maintenance of
warning track areas on sports fields. This guide provides guidance for the selection of
materials, such as soil and sand for use in constructing or reconditioning warning track areas
and for selection of management practices that will maintain a safe and functioning warning
track. Although this guide has applications to all sports where a warning track surface may
be required or desired, it has specific applications to baseball/softball.
6.1.51. ASTM F 2396-11 Standard Guide for Construction of High-Performance Sand-Based
Rootzones for Sports Fields - This guide covers techniques that are appropriate for the
construction of high-performance sand-based rootzones for sports fields. This guide
provides guidance for the selection of materials, including soil, sand, gravel, peat, and so
forth, for use in designing and constructing sand-based sports turf rootzones.
6.1.52. ASTM F 2569-11 Standard Test Method for Evaluating the Force Reduction Properties of
Surfaces for Athletic Use. This test method covers the quantitative measurement and
normalization of impact forces generated through a mechanical impact test on an athletic
surface. The impact forces simulated in this test method are intended to represent those
produced by lower extremities of an athlete during landing events on sport or athletic
surfaces.
6.1.53. ASTM F 2631-07 Standard Practice for Installation of Chain-Link Fence for Outdoor Sports
Fields, Sports Courts, and Other Recreation Facilities. This practice is designed to be used for
developing the chain-link fence, design, layout and installation for sports and recreation
facilities such as sports fields and sports courts. It includes the internal fencing required for
safety, separation of activities, security, crowd control, access, or other requirements.
6.1.54. ASTM F 2650-07 Standard Terminology Relating to Impact Testing of Sports Surfaces and
Equipment. This terminology covers terms related to impact test methods and impact
attenuation specifications of sports equipment and surfaces.
6.1.55. ASTM F 2651-10 Standard Terminology Relating to Soil and Turfgrass Characteristics of
Natural Playing Surfaces. This terminology covers terms related to characteristics of soils
and turfgrass for use in the development of standards and specifications for natural playing
surfaces. Terms pertain to natural playing surfaces used for sports and may include those
surfaces supporting the growth of turfgrass or bare soil playing surfaces that are constructed
with natural materials.
6.1.56. ASTM F 2673-08 Standard Safety Specification for Special Tip-Resistant Movable Soccer
Goals. This specification covers safety requirements aimed at providing for safer use of
soccer goals and reducing injuries and fatalities. It addresses the risk of accidental tip over
or pull over of soccer goals. This specification applies only to movable goals whose inside
measurements are 6½ to 8 ft (2 to 2.4 m) high and 18 to 24 ft (5.5 to 7.3 m) wide.
AEPA 024-A Part B – Specifications 7 Due Date: September 12, 2023, 1:30 p.m. ET
Item Description
6.1.57. ASTM F 2765-09 Standard Specification for Total Lead Content in Synthetic Turf Fibers. This
specification applies to the maximum content of lead in fibers used in synthetic turf. This
specification outlines a test method for sample preparation and a test method for analyzing
the total lead content in synthetic turf fibers. This specification outlines guidelines for
reporting total lead content in synthetic turf fibers. This specification applies only to
synthetic turf fibers manufactured after Sept. 1, 2009.
6.1.58. ASTM F 2898-11 Standard Test Method for Permeability of Synthetic Turf Sports Field Base
Stone and Surface System by Non-Confined Area Flood Test Method. This test method can be
used to determine in-place permeability of synthetic turf playing field systems, playing field
systems with pad and/or pre-molded drainage boards, playing field systems with pre-molded
panel base systems, porous and non-porous pavement systems in order to confirm
compliance with design specifications and or evaluate existing as-built conditions. Synthetic
turf field systems tend to drain under several flow regimes and this test method can provide
a clear indication of actual in-field permeability flow rates with limited effect of lateral flow
through base systems and no effect from head pressure.
6.1.59. ASTM F 2949-12 Standard Specification for Pole Vault Box Collars. This specification covers
minimum requirements of size, physical characteristics of materials, standard testing
procedures, labeling and identification of pole vault box collars.
6.1.60. ASTM F 355-16 Standard Test Method for Impact Attenuation of Playing Surface Systems,
Other Protective Sport Systems, and Materials Used for Athletics, Recreation and Play - This
test method measures the impact attenuation of surface systems and materials, specifically
the peak impact acceleration (“impact shock”) produced under prescribed impact conditions.
This test method is applicable to natural and artificial surface systems intended to provide
impact attenuation, including natural and artificial turf sports fields.
6.1.61. ASTM F 969-11 Standard Practice for Construction of Chain-Link Tennis Court Fence. This
standard covers proper techniques for constructing chain-link fencing around tennis courts.
7. General Specifications
Item Description
A $25,000 dollar bid bond is required with this bid. a hard copy of the bid security must
be in the possession of AEPA at Lakes Country Service Cooperative, on or before, the exact
due date and time. Original copies of the security must be submitted to AEPA c/o LCSC,
ATTN: Purchasing Dept, 1001 E Mt Faith, Fergus Falls, MN 56537 in a sealed envelope
with the Solicitation Number, Solicitation Category, and Respondent’s name and address
clearly indicated on the envelope or box. A copy of the bid security must be submitted via
Public Purchase. AEPA will not reject a response from a Vendor whose bid bond has not
arrived by the due date and time as long as a scanned copy of the bid bond dated prior to
the due date is uploaded with their response and the actual bond is in transit.
7.1.1.
An acceptable bid/proposal security will have the principal being the Respondent and the
Association of Educational Purchasing Agencies listed as the Agency of Record. The
Security may be a one-time bond underwritten by a surety company licensed to issue bonds
in the state of Nevada and said surety to be approved in federal circular 570 as published
by the United States treasury department or the equivalent in cash or an irrevocable letter
of credit from a FDIC financial institution. The security bond must remain in force for one
hundred twenty (120) days of the solicitation opening.
7.1.2. Bidder will endeavor to supply products made in the United States of America.
Contractor's License: Each of the AEPA states covered by this solicitation has its own state
licensing qualifications, requirements, and processes. The offeror is responsible for knowing
7.1.3.
each state’s requirements and codes. For those states where licenses are required, a copy of
the appropriate contractor licenses will need to be included in your response to this bid. If
AEPA 024-A Part B – Specifications 8 Due Date: September 12, 2023, 1:30 p.m. ET
Item Description
the Bidder is using one of its distributors or dealers’ copies of their licenses shall be
submitted to the AEPA Member Agency as part of their quote submission or upon request.
All required licenses will be kept current and in compliance with the rules and regulations of
each state’s regulatory agency.
Any contract awarded under any of the four (4) Categories of this bid is an indefinite-
quantity contract with or without installation. All costs associated with preparing
7.1.4. quotes/job orders/cost proposals shall be the responsibility of the contractor and must be
based on a detailed scope of work and in compliance with one of the approved pricing
methodologies.
The standards and specifications provided for each Category are intended to establish
7.1.5. minimum requirements and provide a general overview of the quality and type of products
and services being requested.
7.1.6. Any products and services offered are to meet or exceed all local and state building codes.
The Bidder must be willing and able to demonstrate its past experience on at least five (5)
7.1.7. acceptable projects in each of the Categories that they will be submitting a bid within the
past three (3) years.
The Bidder must have the capacity to provide design, site inspection, site preparation and
construction services for Categories that they will be submitting a bid. These services may
7.1.8.
be provided by the Bidder’s own staff or by subcontractors contracted and supervised by the
Bidder .
The Bidder or its partner is responsible for ensuring that the design and construction
drawings and manual clearly indicate, identify and communicate the products, services and
7.1.9.
testing requirements that must be provided to deal with site preparation, public utilities;
sub-base-works, drainage systems; etc. for the Categories they are submitting a bid.
For any project the proposer must comply with the Americans with Disabilities Act (ADA)
(42 USC Section 12101 et seq.) and the Americans with Disabilities Act Architectural
7.1.10.
Guidelines (ADAAG), as well as the implementing requirements, 28 CFR Part 36, Federal
Register, Vol. 56, No. 144, July 26, 1991, as amended.
The Bidder must possess a knowledge and understanding of all federal, state, and local
7.1.11. government codes, regulations and building codes dealing with the construction and
installation of athletic running tracks or court surfaces.
If any specification conflicts with the manufacturer specifications, the manufacturer
7.1.12.
specifications will prevail.
The Bidder will provide at a minimum a written maintenance manual to the AEPA Member
7.1.13. on completion of the project that includes, at a minimum, day-to-day operating instructions,
maintenance, and repair methods.
The Bidder as part of its response to the Categories that a bid will be submitted, will submit
7.1.14.
written specifications for each type of surface that it is offering.
Project Site
1. The contractor shall hold AEPA Member harmless from damage from trespassing on
property by others.
2. There shall be no dumping of construction debris or other material on AEPA Member
property.
3. Any material that requires special handling as dictated by federal or state law shall be
7.1.15.
removed and disposed of by the contractor at the end of the project.
4. Project site to meet all OSHA requirements.
5. Provide pedestrian protection and warnings during construction which comply with
local, Federal, and OSHA codes.
6. Prior to erection of any kind, the Contractor shall grade, backfill, and otherwise
prepare the job site to ensure safe working conditions.
AEPA 024-A Part B – Specifications 9 Due Date: September 12, 2023, 1:30 p.m. ET
Item Description
7. Any grade or elevation situations which deviate from the approved plans and
drawings shall be approved by the AEPA Member representative prior to surface
installation.
8. Dumpsters for trash and debris shall be provided by the Contractor.
Delivery, Storage and Handling
1. Store packaged products in original, unopened packaging until ready for installation.
7.1.16. 2. Store and dispose of solvent-based materials and materials used with solvent-based
materials in accordance with requirements of AEPA Member State.
3. Protect all products from weather as specified by manufacturer instructions.
All equipment will conform to the most recent Consumer Product Safety Commission
(CPSC); American Society for Testing and Materials (ASTM) standards specifications;
governing bodies’ such as AAU, NCAA, NFHSA, and state requirements governing their level
7.1.17.
of athletic competition; and American Sports Builders Association (ASBA) guidelines and
performance specification for synthetic surfaced athletics tracks, courts and fields; and
American Disabilities Act (ADA) regulations.
7.1.18. The Vendor Partner will have access to a full inventory of the awarded product line.
The Vendor Partner shall maintain a minimum monthly overall average fill rate of 95% or
above. Items that are reordered, backordered, or partially filled are not considered filled
7.1.19. items when calculating this service level. The Vendor Partner will maintain a minimum
monthly overall average fill rate of 95% or above for non-custom items. Exceptions will be
approved with notification of supply disruptions.
Orders must be shipped within 48 hours after receipt of an order 90% of the time. The
7.1.20. Vendor Partner will notify the Buyer if product ordered cannot be shipped within this time
period to provide the opportunity to secure product elsewhere.
Vendor Partners must be a manufacturer’s authorized sales and service dealer for all
proposed equipment/software. An authorized sales and service dealer is defined in this
solicitation as one purchasing their products for resell directly from the manufacturer(s) or
7.1.21.
the manufacturer’s approved channels. Products that result from new authorized sales and
service dealer arrangements between the Vendor Partner and the manufacturer during the
term of this contract may be added and offered through the AEPA contract.
All charges and components necessary for performance of the contract shall be clearly
7.1.22. identified even if such are not specifically addressed in any paragraph or sub-paragraph or
form that is a part of this request.
If the Vendor Partner intends to utilize independent agents/distributors, subcontractors
and/or third-party agents to perform and/or provide any part of the products and services
7.1.23.
offered herein, the Vendor Partner must identify all providers and any and all associated
costs with these providers.
Optional services must be identified separately and must include clear descriptions of
7.1.24.
proposed services.
Vendor Partners must provide a product or mix of products in a manner that will allow
Buyers to migrate to emerging technologies/services and between legacy technologies with
7.1.25.
no penalty charge associated with maintaining the most appropriate selections of goods and
services throughout the life of the contract.
Vendor partners will be required to provide their complete product offerings in an
7.1.26.
electronic catalog upon request.
Packing slips shall accompany all deliveries and shall contain Buyer’s purchase order
7.1.27. number, vendor name and name of article. Cartons shall be identified by purchase order
number and vendor name.
Orders not filled and partials shall be indicated on the packing list. Vendor Partner shall
7.1.28.
inform member of anticipated availability date for unfilled and partial orders.
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Item Description
All products sold by the Vendor Partner must be new. Only the newest versions of software
and equipment will be bid. Older versions will only be sold, if specifically requested. Vendor
7.1.29.
Partner may offer reconditioned products as a Voluntary Alternate; such items shall be
marketed and labeled as being reconditioned.
Products that have a money back guarantee will be clearly identified in the catalog and on
7.1.30.
the web site (if applicable).
Vendor Partner has the option to offer private label products. Vendor Partner shall maintain
the same manufacturer specifications for private label products throughout the term of the
7.1.31. contract. Any change of manufacturers for a private label shall result in offerings equal to or
superior to the originally approved manufacturer at a price equal to or lower than the
original offering.
If the Vendor Partner makes an error in pricing (typographical or photographic error, for
7.1.32. example), the Buyer reserves the right to return the product. The Vendor Partner agrees to
pay for cost of any returned product due to a pricing error.
Vendor Partner shall provide either a Safety Data Sheet (SDS), Material Safety Data Sheet
7.1.33. (MSDS), or Product Safety Data Sheet (PSDS) for all items sold, if required. A separate sheet
shall be provided for each individual item when purchase is made.
8. Product | Category Specific Specifications for all Categories
Item Description
8.1.1. General Requirements for all Categories
All charges and components necessary for performance of a contract shall be clearly
8.1.2. identified even if such are not specifically addressed in any paragraph or sub-paragraph or
form that is a part of this request.
If the Vendor Partner intends to utilize independent agents/distributors, subcontractors
and/or third-party agents to perform and/or provide any part of the products and services
8.1.3.
offered herein, the Vendor Partner must identify all providers and any and all associated
costs with these providers.
Optional services must be identified separately and must include clear descriptions of
8.1.4.
proposed services.
Vendor Partner shall provide a Material Safety Data Sheet (MSDS) for all items sold, if
8.1.5.
required. A separate sheet shall be provided for each individual item when purchase is made.
All products will conform to the most recent Consumer Product Safety Commission (CPSC),
8.1.6. American Society for Testing and Materials (ASTM), American Disabilities Act (ADA)
regulations and Synthetic Turf Council Guidelines standards specifications and warranty.
Provide technical and consulting services to AEPA Members relating to athletic, recreational,
8.1.7.
landscaping surface design, characteristics, and construction.
Provide existing site inspection and investigation to identify soil conditions existing at the
site in order to take into account the conditions found in the designing of athletic and
recreational fields. The investigation shall include, but not be limited to:
a. Stripping, placement of backfill and base construction in order to ensure the
minimization of the risk of problems due to subsoil and subgrade conditions.
8.1.8.
b. Soil inspection for the existence of peat or other organic soils at the site.
c. Inspection for uncontrolled fill materials or waste materials at the site.
d. Inspection for expansive soils at the site.
e. High ground water conditions or surface water retention areas (low area flooding).
f. Special usage of the facility (i.e., using tennis courts, playgrounds, etc.).
Provide all labor, materials, equipment and drawings required to provide design services for
a project cost proposal with a complete scope of work, including all products, services and
8.1.9.
with their associated costs. A preliminary construction time schedule shall be a part of the
project proposal.
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Item Description
Provide all labor, materials and equipment required to assess and evaluate existing facilities
8.1.10. and develop and establish a plan of action for maintenance, repair and/or renovation of the
existing athletic and recreational field to condition as required by the AEPA Member .
Provide ongoing technical support and training services for AEPA Members’ staff relating to
8.1.11. the maintenance and operation of these types of facilities to ensure their good operational
condition.
Provide all labor, materials, equipment and drawings required to provide design services for
a project cost proposal with a complete scope of work, including all products, services and
8.1.12.
surface specifications with their associated costs. A preliminary construction time schedule
shall be a part of the project proposal.
Provide all labor, materials, equipment, project drawings and construction documents
necessary to install lines and markings required to complete the athletic or recreational
8.1.13.
field, running track, tennis and basketball court, etc. as identified within the project
documents for the AEPA Member’s project scope of work and documents.
Provide all labor, materials and equipment required to assess and evaluate existing facilities
8.1.14. and develop a plan of action for maintenance, repair and/or renovation of surfaces the
existing as required by the AEPA Member .
Provide ongoing technical support and training services for AEPA Members’ staff relating to
8.1.15. the maintenance and operation of these types of facilities to ensure their good operational
condition.
8.1.16. All products will comply with the American Disabilities Act (ADA) regulations.
Assisting AEPA Members in assessing, evaluating and determining the safety and operational
status of the various types of synthetic turf products. Providing AEPA Member with a
8.1.17.
complete and comprehensive report identifying areas of concern and equipment needing
maintenance, repair and/or replacement.
Assisting AEPA Members in developing a short-term action plan to remediate, resolve
8.1.18. and/or remove any unsafe conditions and establish a long-term maintenance program for
maintaining AEPA Member’s turf installation in good working conditions.
Upon request, assist the AEPA Members and its design professional in design of athletic and
8.1.19.
non-athletic surface or facilities for new and current public facilities.
Provide AEPA Members with necessary construction services for demolition, site
8.1.20.
preparation and athletic and non-athletic surfaces and accessories.
Provide AEPA Members with the necessary training and support services to allow their staff
8.1.21. to conduct safety inspections, perform maintenance, install equipment, structures and
fixtures according to manufacturer’s specifications.
All material shall be guaranteed to the extent that:
8.1.22. 1. Installed in accordance and the manufacturer's specifications.
2. Will perform as specified per the manufacturer’s specifications
Project Site
1. The contractor shall hold AEPA Member harmless from damage from trespassing on
property by others.
2. There shall be no dumping of construction debris or other material on CES Member’s or
Participating Entity’s property.
3. Any material that requires special handling as dictated by federal or state law shall be
removed and disposed of by the contractor at the end of the project.
8.1.23.
4. Project site to meet all OSHA requirements.
5. Provide pedestrian protection and warnings during construction which comply with local,
Federal, and OSHA codes.
6. Prior to erection of any kind, the Contractor shall grade, backfill, and otherwise prepare
the job site to ensure safe working conditions.
7. Any grade or elevation situations which deviate from the approved plans and drawings
shall be approved by the AEPA Member representative and the equipment manufacturer
AEPA 024-A Part B – Specifications 12 Due Date: September 12, 2023, 1:30 p.m. ET
Item Description
prior to installation.
Dumpster for trash and debris shall be provided by the Contractor.
Utility Services
1. Cost for temporary utility services electrical, water, gas, etc., that is utilized during the
construction process will be identified and agreed upon in writing by the AEPA Member.
2. Utility services (electrical, water, gas, etc.) utilized by the contractor to maintain a project
office trailer, maintenance shop, storage facilities, security lighting, etc., will be the
responsibility of the contractor and can only be transferred to the AEPA Member on
8.1.24. written agreement between AEPA Member and Contractor.
3. All work will be in compliance with OSHA safety requirements and any additional
applicable federal, state, or local fire and safety requirements. When specifications or
scope of work will result in a violation of a code or result in an unsafe condition, the
contractor must inform the AEPA Member representative of the situation. The contractor
will not work that intentionally violates a fire, health, safety or UBC code or safety
standard.
Pricing Methods
Catalog or Pricing Sheets
The Proposer is to submit a discount off a published catalog or price for products and
8.1.25. services to be offered under this bid. The price sheets are to include product number,
description, unit of measure, list price, AEPA member discount, and final price which will be
the price paid by AEPA Member.
R.S. Means Option for Construction Delivery Service
1. R.S. Means is an indefinite delivery-indefinite quantity contract for construction
services delivered on an on-call basis through firm, fixed price delivery orders based
on pre-established unit prices for a catalog of pre-priced construction tasks. These
tasks are based on local labor material & equipment. The catalog is organized by
Construction Specifications Institute (CSI) numbering system. The price of all
materials includes delivery to the job site including unloading, shop drawings,
8.1.26. fasteners and normal installation. Items not included are extending warranties and
sales tax.
2. RSMeans Procurement Catalog
a. Catalog of Pre-Priced Construction Tasks
b. Labor, Material& Equipment Costs will be localized.
c. The tasks represent the “Scope of Work” for the contract.
d. 60,000+ tasks
e. Published for the last 80+ years
RSMeans Procurement Catalog General Rules
1. Unit Prices Includes:
a. Complete and In-Place Construction - Unit prices are for complete and in-place
construction and include all labor, equipment and material.
b. Labor, Material and Equipment - For example do not add labor to masonry
repointing task. Do not add bobcat for concrete side.
c. Cost of - Delivery to Site, Unloading, Storage and Handling. Delivery Height is
Up To 2 ½ Stories.
8.1.27.
d. Testing, Calibration, Balancing Etc. for New Work.
e. All - Fasteners, Bolts, Anchors, Adhesives Etc. for New Work.
f. Tasks Such as Windows, Doors, Frames, and Countertops Etc. - Include Sealant
and Caulk.
2. Demo Price Includes - Loading into Truck or Dumpster. Also, If Item Demolished as
Part of Different Task, It Will Not be Paid for Separately.
3. Contractor Paid for Installed Quantities Only - No Waste. Waste must be taken into
account in the contractor’s adjustment factor.
AEPA 024-A Part B – Specifications 13 Due Date: September 12, 2023, 1:30 p.m. ET
Item Description
4. Assembly Prices - Take Precedence Over Component Pricing
5. Working Height – 14’ for All Work Except Masonry and 4’ Working Height for Masonry
6. Tasks to Mobilize Excavation Equipment, Paving Equipment.
7. Minimum Set up Charges for Core Drilling, Saw Cutting, etc.
8. Minimum Charge for Small Area Pavement Repair - Up to 3 Tons.
9. Separate Tasks for Removing Demolition Material and Waste Material from Site e.g.,
Dumpsters.
10. Paid to Haul Imported Materials, Asphalt, Concrete and Certain Other Materials Over
10 or 15 Mile
R.S. Means Cost Data Catalogs
1. This pricing methodology is utilized to price a project, Contractor must use the
current year and standard cost data.
2. Only the following cost data titles will be accepted:
8.1.28.
a. Building Construction Cost Data
b. Facilities Construction Cost Data
c. Facilities Maintenance & Repair Cost Data
d. Site Work & Landscape Cost Data
What is Included in Contractor's Adjustment Factors?
1. Include overhead, profit and administrative fee that will be added to or subtracted from
the R.S. Means line-item cost.
2. Business Costs include overhead, profit, management, insurance, meetings,
subcontractor’s overhead & profit.
8.1.29. 3. Project Related Costs include trailer, portable toilets, pm & project supervision, gang
boxes, storage containers, basic safety, daily clean-up, etc.
4. Price Variations – Direct costs may differ from construction task catalog. It is the
contractor’s responsibility to review & analyze the unit prices before bidding Adjustment
Factors.
5. All Costs in excess of the unit prices, must be included in the adjustment factor.
Contractor to bid the following Adjustment Factors
1. Normal Working Hours Requiring State Wage Rates
8.1.30. 2. Normal Working Hours Not Requiring State Wage Rates
3. Other Than Normal Working Hours Requiring State Wage Rates
4. Other Thank Normal Working Hours Not Requiring State Wage Rates
Contractor Adjustment Factors
1. Applies to every line item in the RSMeans Procurement Catalog.
8.1.31. 2. Used to price individual work orders.
3. Price Proposal total becomes the lump sum work order amount.
4. Contractor must include contract and license fee in their adjustment factor.
All work performed must be quoted per R.S. Means by the prime Contractor, even if
8.1.32.
subcontractors are used.
R.S. Means spreadsheet, created in the R.S. Means system, must be submitted to substantiate
the quote given to the AEPA member. The spreadsheet columns must reveal the full R.S.
8.1.33.
Means line number and a sufficient amount of the description. This also applies to any
change orders.
R.S. Means Quote
1. All work proposed under R.S. Means must use R.S. Means format, even if
subcontractors are used. Subcontractors’ invoices must tie to the R.S Means
spreadsheet.
8.1.34.
2. R.S. Means spreadsheet, which is created in the R.S. Means system, must be submitted
to substantiate the quote given to the AEPA Member.
3. R.S. Means spreadsheet must reveal the R.S. Means line number, unit of measure, cost
and a sufficient amount of the description of the task to be performed. This also applies
AEPA 024-A Part B – Specifications 14 Due Date: September 12, 2023, 1:30 p.m. ET
Item Description
to any change orders.
4. Pricing must be done by National Average of Location Code. For Location Code the first
three (3) numbers of the zip code will be used to determine the city location index for
the AEPA Member.
5. The AEPA contract holder factor, bonding cost, AEPA discount and taxes if applicable
must be shown as separate line terms at the bottom of the R.S. Means spreadsheet.
This information can be shown on a separate summary sheet. The summary sheet
must start with the R.S. Means spreadsheet total and show the details for each of the
items stated above. This detail will be provided to AEPA State Agency as required.
6. All change order will be done in the R.S. Means format using the Contractor
Adjustment Factors.
Alternative Method of Costing:
1. This method covers any product and/or service not covered by catalog pricing,
published price list, line-item price list, automated system for pricing, or is a product
and/or service due to the projects or applications specifications, conditions and/or
requirements that need to be custom designed, developed, manufactured and/or
produced to meet the requirements of an individual, project or sole source. The
alternative pricing is calculated as follows:
a. The Bidder must indicate the percent of overhead and /or markup as part of
8.1.35. their response to be added to these costs to obtain the normal and customary
retail price.
b. The AEPA price is calculated by taking the product and services to cost to the
Contractor plus the indicated percent of profit and overhead to equal the
normal and customary retail price. The Contractor will then subtract the
approved AEPA discount to obtain the AEPA price. Example: the item cost
$1,000; percent of profit and overhead of 20% equals retail price of $1,200;
less the AEPA discount of 10% or $120 equals the AEPA price of $1,080.
Category 1 Synthetic Turf Category
Item Description
The standards and specifications provided below are intended to establish minimum
8.2.1. requirements and provide a general overview of the quality and type of products and
services being requested.
8.2.2. Any products and services offered are to meet or exceed all local and state building codes.
8.2.3. The products and services may include, but are not limited to, the following:
1. Provide technical and consulting services relating to athletic and recreational field surface
design, characteristics, construction, and integration into the development of a new athletic or
recreational facility.
2. Provide existing site inspection and investigation to identify soil conditions existing at the site
in order to take into account the conditions found in the designing of athletic and recreational
fields. The investigation shall include, but not be limited to:
a. Stripping, placement of backfill and base construction in order to ensure the
minimization of the risk of problems due to subsoil and subgrade conditions.
b. Soil inspection for the existence of peat or other organic soils at the site.
c. Inspection for uncontrolled fill materials or waste materials at the site.
d. Inspection for expansive soils at the site.
e. High ground water conditions or surface water retention areas (low area flooding).
8.2.4. Provide ongoing technical support and training services for AEPA Member's staff relating to
the maintenance and operation of these types of facilities to ensure their good operational
condition.
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Item Description
8.2.5. The synthetic turf surface should provide the performance characteristics, components, and
construction that meet the needs of the declared use and/or functions.
8.2.6. The synthetic turf system and all of its components should be resistant to moisture, rot,
mildew, bacteria, fungus growth, ultraviolet ray degradation, non- toxic, not cause commonly
known allergic reactions at all field locations and meet AEPA Member local state and
environmental requirements.
8.2.7. Each synthetic turf system should be constructed to provide dimensional stability and resist
damage from wear and tear during athletic and recreational usage.
8.2.8. The standards and specifications provided below are intended to establish minimum
requirements and provide a general overview of the quality and type of products and
services being requested.
8.2.9. Any products and services offered are to meet or exceed all local and state building codes.
8.2.10. The products and services may include, but are not limited to, the following.
8.2.11. Provide technical and consulting services relating to athletic and recreational field surface
design, characteristics, construction, and integration into the development of a new athletic
or recreational facility.
8.2.12. Provide existing site inspection and investigation to identify soil conditions existing at the
site in order to take into account the conditions found in the designing of athletic and
recreational fields. The investigation shall include, but not be limited to:
8.2.13. Stripping, placement of backfill and base construction in order to ensure the minimization of
the risk of problems due to subsoil and subgrade conditions.
8.2.14. Soil inspection for the existence of peat or other organic soils at the site.
8.2.15. Inspection for uncontrolled fill materials or waste materials at the site.
8.2.16. Inspection for expansive soils at the site.
8.2.17. High ground water conditions or surface water retention areas (low area flooding).
8.2.18. Provide all labor, materials, equipment and drawings required to provide design services for
a project cost proposal with a complete scope of work, including all products, services and
athletic and recreational field specifications with their associated costs. A preliminary
construction time schedule shall be a part of the project proposal.
8.2.19. Provide ongoing technical support and training services for AEPA Member's staff relating to
the maintenance and operation of these types of facilities to ensure their good operational
condition.
8.2.20. The synthetic turf surface should provide the performance characteristics, components, and
construction that meet the needs of the declared use and/or functions.
8.2.21. The synthetic turf system and all of its components should be resistant to moisture, rot,
mildew, bacteria, fungus growth, ultraviolet ray degradation, non- toxic, not cause commonly
known allergic reactions at all field locations and meet AEPA Member local state and
environmental requirements.
8.2.22. Each synthetic turf system should be constructed to provide dimensional stability and resist
damage from wear and tear during athletic and recreational usage.
8.2.23. The standards and specifications provided below are intended to establish minimum
requirements and provide a general overview of the quality and type of products and
services being requested.
8.2.24. Any products and services offered are to meet or exceed all local and state building codes.
8.2.25. The products and services may include, but are not limited to, the following.
AEPA 024-A Part B – Specifications 16 Due Date: September 12, 2023, 1:30 p.m. ET
Item Description
8.2.26. Provide technical and consulting services relating to athletic and recreational field surface
design, characteristics, construction, and integration into the development of a new athletic
or recreational facility.
8.2.27. Provide existing site inspection and investigation to identify soil conditions existing at the
site in order to take into account the conditions found in the designing of athletic and
recreational fields. The investigation shall include, but not be limited to:
8.2.28. Stripping, placement of backfill and base construction in order to ensure the minimization of
the risk of problems due to subsoil and subgrade conditions.
8.2.29. Soil inspection for the existence of peat or other organic soils at the site.
8.2.30. Inspection for uncontrolled fill materials or waste materials at the site.
8.2.31. Inspection for expansive soils at the site.
8.2.32. High ground water conditions or surface water retention areas (low area flooding).
8.2.33. Provide all labor, materials, equipment and drawings required to provide design services for
a project cost proposal with a complete scope of work, including all products, services and
athletic and recreational field specifications with their associated costs. A preliminary
construction time schedule shall be a part of the project proposal.
8.2.34. Any Project to Include:
1. Assess and determine existing site conditions and AEPA Member's expectations
for the project.
2. Develop a proposed solution to conform to and meet the AEPA Member's
expectations while considering and ensuring the following:
a. The solution proposed is adequate and functional within the existing site
conditions and will comply with all building codes.
b. Provide labor, materials, equipment and supervision necessary to complete
installation of synthetic turf, including the following:
i. Site inspection and investigation.
ii. Site preparation and sub-base.
iii. Inspection and approval of sub-base.
iv. Installation of proposed synthetic turf system with accessories,
striping and equipment.
c. Provide cost estimates and information relating to after-the-sale ongoing
inspection and maintenance services to ensure proper
8.2.35. Construction and installation services to prepare and install proposed synthetic turf system
on the designated site in accordance with the shop drawings, striping plan and
manufacturer's instructions and specifications.
8.2.36. Warranty
1. Guarantee the usability and playability of the synthetic turf system for its intended
uses for an eight (8) year period commencing with the date of substantial
completion and acceptance by the AEPA Member . The warranty coverage shall
not be limited to the amount of usage.
2. Warranties for the synthetic turf field systems should be clearly understood and may
include the following:
a. Acceptable uses for the field
b. Fading
c. Color match within specifications
d. Excessive fiber wear
e. Acceptable loss of pile height over time
f. Wrinkling and panel movement
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Item Description
g. Shock absorbency (g-max)
h. Seam integrity
i. Drainage
j. Response time for required repairs/replacement.
k. Approved maintenance equipment
l. Other items deemed relevant.
m. What conditions void a warranty?
3. The warranty for all structures and components must be direct from the manufacturer
and non-prorated for the entire term.
4. Extended warranties can be offered and provide a detailed description along with
their associated costs. Include what is and is not covered.
5. G-Max Warranty should not exceed STC’s guideline for the life of the field warranty.
The STC’s guideline is that G-Max should be below 165 for the life of the field.
8.2.37. Prior to order of materials, the contractor shall submit the following:
1.Sample warranty.
2. Seam layout of the field and striping plans.
3. Details on construction, especially any details that may deviate from plans and
specifications.
8.2.38. Prior to the beginning of installation, the manufacturer/installer of the synthetic turf shall
inspect the sub-base and supply a Certificate of Sub-Base Acceptance for the purpose of
obtaining manufacturer's warranty for the finished synthetic playing surface.
8.2.39. Components for Synthetic Turf Systems to include but not limited to:
1. Synthetic Turf Types: There are several different types of synthetic turf available. They
are distinguishable through the use of different fibers and different construction.
Differentiated by construction are the tufted or the knitted synthetic turf systems.
Both systems are comprised of synthetic fibers with primary and secondary backing
systems and a resilient shock absorbing system. The shock absorbing system can
consist of infill, a padding system, or a combination of both.
2. Fiber: Typically, the fiber used in synthetic turf is textured and/or non-textured
polypropylene, polyester, polyethylene, nylon or other suitable performing hybrid or
copolymer in tape form or monofilament. Minimum fiber sizes are 50 microns for
polypropylene or polyester, 100 microns for tape form (slit-film) polyethylene, 140-
300 for monofilament polyethylene (shape dependent) and 500 denier for nylon. Fiber
sizes for hybrids or copolymer will comply with the most closely related fiber type.
Ideally, all fibers should be of the same chemical composition, shape, and texture.
Fibers should be compliant to ASTM guideline for total lead content.
3. Fiber: Typically, the fiber used in synthetic turf is textured and/or non-textured
polypropylene, polyester, polyethylene, nylon or other suitable performing hybrid or
copolymer in tape form or monofilament. Minimum fiber sizes are 50 microns for
polypropylene or polyester, 100 microns for tape form (slit-film) polyethylene, 140-
300 for monofilament polyethylene (shape dependent) and 500 denier for nylon. Fiber
sizes for hybrids or copolymer will comply with the most closely related fiber type.
Ideally, all fibers should be of the same chemical composition, shape, and texture.
Fibers should be compliant to ASTM guideline for total lead content.
4. Primary Backing Systems Material: The primary backing materials are of a woven or
non-woven fabric in one or more layers which are utilized in the tufting process, or of
high strength polyester multi-filament fiber utilized in the knitting process. This
backing material provides the initial dimensional stability for the system.
5. Secondary Backing Systems Material: The secondary backing materials are applied
through a coating process with a single or multiple applications of one or various
materials.
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Item Description
6. Perforations: Depending on the final construction of the turf system, the system may
or may not be permeable to water. Perforations typically required fully coated system
backings to provide adequate vertical drainage throughout the system. Some turf
systems may allow for drainage without perforations by employing a process of partial
coating or other system designs. Developments in coating systems have provided for
lighter weight and aqueous permeable chemicals; however, the drainage criteria must
be met.
7. Infill Materials: The most recent generation of synthetic turf systems utilizes a long
pile height and needs to be supported with infill materials for directional stability and
structural integrity, as well as resiliency. The infill materials commonly used are
EDPM, TPE, natural cork, ground fibers from coconut shells, coated and non-coated
silica sand, crumb and coated rubber, other suitable materials, or combinations of
sand, rubber, or other suitable materials
8.2.40. Synthetic Turf Performance
1. Traction: The surface should provide good traction in all types of weather with the use
of conventional athletic type shoes applicable to the sports and/or activity specified.
2. Rotational Resistance: The surface should allow for twisting movements as is common
in athletic activities. Rotational resistance measures the ability of the user to perform
twisting motions when in contact with the surface.
3. Slip Resistance Component: The system should enable a predictable range of
movement between the user and the surface uniformly throughout. The surface
should balance traction and slippage by way of the sliding coefficient.
4. Surface Abrasiveness: The field surface should have fibers and infill materials that
minimize skin abrasions.
5. Impact Attenuation (g-max): The field surface should have the ability to adequately
absorb player impact with the surface. The g-max and force reduction tests are two
tests typically used. G-Max values may vary from location to location on a playing
surface. Such variances shall be taken into account when setting maximum test values.
A maximum, not-to-exceed limit should be specified for the life of the warranty. The
STC's guideline is that g- max should be below 165 for the life of the field.
6. Surface Stability (vertical deformation): The surface should provide adequate stability
so that the athlete can maintain body control to help prevent or properly control
contact between athletes. This is an important consideration that should be balanced
with the surfaces' ability to absorb impact. If the surface is too soft, the stability
provided by the field may not be optimal for player movement and body control.
7. Ball-Surface Interaction: The synthetic turf playing field should provide consistent and
predictable ball performance reaction characteristics.
8. Surface Uniformity: The synthetic turf playing field should be as level as practical. The
synthetic surface shall provide a true and uniform playing surface throughout.
9. Ball Bounce: The synthetic turf field should provide a ball bounce as close to the
optimal playing characteristics of the sport or sports. The published standards for the
regulatory organizations applicable for each sport should be referenced.
10. Ball Roll: The synthetic turf field should provide a ball roll as close to optimal playing
characteristics of the intended sport or sports. The published standards for the
regulatory organizations, as may be applicable for each sport should be referenced.
11. Appearance: Unless otherwise dictated by design, the synthetic turf should have a
consistent color, texture, and shade without significantly noticeable streaks or other
irregularities when observed in any direction.
8.2.41. Warranties for the synthetic turf field systems should include the following:
1. Acceptable uses for the field
2. Expected number of yearly hours of use of the field
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3. Type of shoes used.
4. Fading
5. Color match within specifications
6. Excessive fiber wear
7. Acceptable loss of pile height over time
8. Wrinkling and panel movement
9. Shock absorbency (g-max)
10. Seam integrity
11. Drainage
12. Response time for required repairs/replacement.
13. Approved maintenance equipment
14. Other items deemed relevant
8.2.42. Maintenance:
1. A regular schedule of maintenance should include but not limited to surface cleaning,
debris removal, grooming, and infill replenishment, redistribution, and de-
compaction.
2. The maintenance procedures and equipment, as specified by the synthetic turf
manufacturer or Synthetic Turf Council's Guidelines for the Maintenance of Infilled
Synthetic Turf Surfaces, January 2013, for additional information.
8.2.43. Other Considerations:
1. The synthetic turf supplier, unless the base is part of their scope of work, should
perform an inspection of the field planarity base on to which the synthetic turf system
is to be installed and to examine the finished surface for required compaction, water
permeability, and grade tolerances. After any discrepancies between the required
materials, application, and tolerance requirements noted have been corrected, the
owner's representative (architect/engineer) should review and approve for
compliance with documents. The acceptance of the base construction should be
included in the certification for warranty validation.
2. Extra Materials: the synthetic turf manufacturer and installation contractor can
provide extra sections of synthetic turf material for future repairs. If necessary, this
should include materials for all colors used with any lines, markings, and logos.
Quantities to be predetermined. This allows for materials from the same
manufacturing run to be utilized for minor repairs.
8.2.44. Drainage System Components
1. The system chosen will depend on the use of the field, climate, amount of rainfall, and
other factors.
2. The drainage system may include but not limited to the synthetic turf, pad, base
materials, and collector pipes that collect and remove storm water from the playing
field. The design of the drainage system is dependent upon local conditions, climates,
and site constraints. The Rational Method, Hydrograph Analysis, or Time Series
Method may be used to determine the rainfall run- off that must be accommodated
by collector pipes.
3. Site Conditions: Rainfall duration intensity curves can be developed from the National
Weather Service Technical Paper TP-40 Rainfall Frequency Atlas for the United States
or coordinated with the local weather statistics at the location of the project site.
Otherwise, unless agreed to by the end user, the design storm frequency should be as
required by local regulations. Where no local regulation exists, a minimum 5-year
design storm frequency is recommended for playing fields at grade. For fields
requiring pump stations, a more conservative design frequency that is compatible
with the de- sign capacity of the pump station should be used.
4. Flow Time: The time interval for water to flow through the complete system to the
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collector pipes is based on permeability tests conducted in the laboratory for the
design of the complete system. Flow through the base material can be enhanced by the
use of composite drainage materials or lateral drain pipes that intercept the normal
flow of water in the complete system and flow directly to the collector pipes. Flow rate
into the lateral drainage system is dependent on the amount of available open space
for water to enter the pipe. The geotextile cover on many composite drains can have
varying effects on how fast water can enter the system over time. Care should be taken
in evaluating these products and how the chosen base materials can affect water in-
flow over time.
5. Collector Pipes: Collector pipes are typically perforated polyvinyl chloride (PVC) or
polyethylene (PE) pipes. Size and type of perforations are dependent upon the size of
the pipe. If perforations are larger than the smallest aggregate in the base material,
then a geo-textile sock filter may be used to encapsulate the pipe care should be taken
to ensure that the openings in the geo-textile fabric are compatible with the granular
smaller components so that they do not block the pores and reduce water flow. A
qualified civil or geotechnical engineer should be consulted to determine the
suitability of using a product with a geo-textile sock in conjunction with the selected
base materials as they can clog the sock over time and severely impede the
performance of the system. Additionally, the compressive strength of various systems
can differ greatly, and care should be taken to keep construction traffic off the systems
until enough stone has been placed and compacted.
6. The expected performance evaluation and the systems used should undergo an
independent engineering analysis.
8.2.45. Base Materials
1. The aggregate base on which the synthetic turf is installed provides a structurally
sound foundation for field construction, and a media for drainage of the field. The base
materials should contain the necessary components and characteristics to satisfy local
conditions. A good geotechnical report will provide essential information for a firm
and stable base for synthetic turf.
2. Soil Separator: Depending on the local site conditions, a geo-textile fabric may be
placed over the entire sub-grade and within the pipe trenches prior to the installation
of the base materials to minimize contamination of the aggregate and possible
clogging of the perforated drainage pipes. Where soil conditions warrant,
polyethylene, PVC, or other impermeable sheet liner may be used in lieu of the geo-
textile to inhibit storm water infiltration into the subsoil.
3. Aggregate: The aggregate materials utilized to construct the field base must be a
properly graded washed crushed stone to provide a balance between stability and
permeability. A highly fractured material is desirable to provide the surface stability
required for synthetic turf surfacing, supplemental padding or porous paving as
applicable. The graded aggregate particle sizes must be tightly controlled to fall within
the bandwidth for all specified sieve sizes with just enough lines to provide stability
while still allowing for sufficient drainage. Minimum stability and permeability
requirements should be determined and confirmed by an independent certified
laboratory prior to construction of the base course.
4. Compaction: The base materials should be thoroughly compacted to prevent
differential settlement across the field area. Minimum compaction levels typically
should not be less than 95% density as measured by a standard proctor test. Special
attention should be given to backfill compaction of any utility trenches that cross the
field area. Care should also be taken not to over compact, which could affect drainage.
5. Pavement: If pavement is required by design, the base materials may be porous or
conventional asphalt. This material is installed over a permeable aggregate base and
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a subsurface drainage system. The porous pavement material must be manufactured
with tight quality control on asphalt content, as well as the gradation of the aggregate
used in the mix. This aggregate should have a limited amount of lines to allow for
efficient water permeability. Use of conventional asphalt paving will require a sloped
field with either a crown or a cross slope. Consideration should be given to the use of
a drain- age mat or an elastic layer pad system between the turf backing and the
surface of the pavement. This, along with the installation of periodic interceptor
drains, should allow for horizontal water movement below the field’s surface.
Without the use of these materials, the infill layer will become saturated during
periods of heavy rainfall and there may be migration of the infill materials with the
surface water movement.
6. Water permeability rates for both the field's surfacing and the field base materials
should be designed to accommodate the local weather patterns and storm water
management regulations. The permeability of both the field surface and the base
materials will typically decrease over the life of the field. An adequate factor of safety
should be utilized to provide initial infiltration rates for the completed field above
those required by the local weather conditions.
8.2.46. Shock Absorbing Resilient Underlayment Systems
1. In situ Cushion Layer (elastic layer pad): If included in the design, these cushion
systems should be installed in place with specialized paving equipment.
2. Physical Characteristics: These systems are typically comprised of SBR rubber
granules bound with a single component polyurethane binder. Small rounded pea
gravel aggregate or other suitable materials can also be incorporated with the rubber
and urethane materials. The firmness of the system can be adjusted with the size and
the pro- portions of the rubber granules and aggregate materials, as well as with the
amount of polyurethane binder used and the thickness of the layer.
3. Performance Characteristics: The selection of the cushion layers should be closely
coordinated with the performance characteristics of the synthetic turf utilized. The
cushion layers should provide shock absorption without compromising footing and
surface stability.
4. Prefabricated Cushion Layers (Pad): If included in the design, these cushion layers are
rolls or tiles of resilient material installed under and occasionally adhered to the
synthetic turf backing.
a. Physical Characteristics: Prefabricated cushion layers are typically comprised
of rubber, polyurethane foam, or other suitable materials. The rubber pads are
SBR rubber fibers or granules bound together with a polyurethane binder and
usually come as roll or piece goods and should be permeable. The foam
cushion layers are typically polyurethane or polyvinyl chloride and should be
water permeable for drainage.
b. Performance Characteristics: The selection of the cushion layers should be
closely coordinated with the performance characteristics and requirements of
the synthetic turf system utilized. The cushion layers should provide shock
absorption without compromising footing and/or surface stability.
c. Water Permeability Rate: The system is to be permeable by design with
adequate drainage, perforations through all of the cushioning layers to provide
for adequate drainage through the system as specified.
8.2.47. Irrigation System:
1. The installation of a manual or automatic irrigation system can be considered for
synthetic turf installations. Guidelines on whether synthetic fields are watered are
determined by factors such as region, climate, turf material, player traffic type, and
level of games played.
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2. It is recommended that the design be reviewed and approved by a recognized
irrigation consultant or landscape designer.
8.2.48. Seams:
1. Each panel or roll should be attached to the next with a seam to form the playing
substrate of the field. Seams should be glued with a supplemental backing material or
sewn with high strength sewing thread. The bonding or fastening of all system
material components should provide a permanent, tight, secure, and hazard-free
athletic playing surface.
2. Adhesive: Synthetic turf adhesives should be applied by experienced, professional
installers. The adhesives should provide a strong, hazard-free, and durable bond
between the adjacent turf panels or sections and to be usable for installation under
variable weather conditions. The adhesive should also be resistant to water, fungus,
and mildew. Synthetic turf adhesives include: one- part adhesives (urethanes), two-
part (epoxy or urethane), hot melt, and water- based (latex).
3. Seaming Tape: The tape is comprised of a fabric that should be installed below the
backing material on both sides of a seam or inlay. The fabric used for seaming tape
should provide dimensional strength and enough surface texture and width to bond
well with the adhesive and the turf backing material on each side of the seam.
8.2.49. Field Lines and Markings:
1. Installation: Lines and markings should be installed on the synthetic turf surface in
one of three methods: with paint, with colored fiber that is either tufted or knitted into
the synthetic turf panels or installed as inlays. Tufted in or inlaid lines and markings
are a permanent part of the surface.
2. Painted lines and markings installed with either permanent or temporary paint
require maintenance. Even permanently painted lines require additional paint on a
periodic basis.
3. Synthetic turf and fibers utilized for the tufted or inlaid lines and markings should be
similar to that used in all other areas of the field and installed to the same tolerances.
4. A complete field "Lining, Marking, and Field Boundary" system will be provided with
the installation of the surfacing system.
5. Field markings are to be installed in accordance with approved project shop drawings
and marking plan.
6. Tufted lines, hash marks, ticks, and number markings, shall conform to the
manufacturers' specifications and recommendations.
7. Striping layouts shall be accurately surveyed by the Contractor before installation of
tufted field markings.
8. Install tufted lines and markings only when the surface is completely dry.
9. AEPA Member will provide logos as required in a format that the contractor requires.
The Contractor shall submit shop drawing of logo to include colors, dimensions and
locations for approval prior to ordering and installation.
8.2.50. Inserts:
1. They can include covers for goal sleeves and anchors and conversion of baseball infield
clay areas to synthetic turf.
2. The synthetic turf used for the inserts should be similar to that used in the area
adjacent to the insert.
3. The inserts should be anchored securely to the surrounding areas so that they cannot
be displaced by the activities occurring on the field and installed to the same
tolerances.
4. Synthetic Turf Material Production Quality Assurance .
5. Testing of materials should be performed prior to shipment of product to the job site.
6. The synthetic turf rolls should be randomly sampled and tested by the manufacturer
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who will certify that they meet the specification.
7. Testing may include pile composition, pile weight, total weight, pile height, tuft bind
(without infill), and grab/tear strength.
8. The manufacturer, to certify in writing at the owner request that the test results meet
or exceed the synthetic turf specification.
8.2.51. Construction and Installation
1. Inspection: Synthetic materials should be inspected prior to installation for:
a. Damaged or defective goods
b. Missing goods or quantities
c. Correct fiber type
d. Correct turf pile height and weight
e. Proper tuft bind
f. Correct backing perforation diameter and spacing, if applicable
g. Materials out of tolerance with the specification
h. Sub-Grade Preparation: The sub-grade should provide a stabilized foundation
upon which base materials and subsequent components of playing field
systems will be installed.
i. Function: It should also provide the pitched surface on which storm water is
directed toward the active drainage system for evacuation.
j. Shape and Compaction: Prior to placement of base materials, the sub-grade
should be shaped to an appropriate profile and compacted by proof rolling to
obtain a firm even surface. Depressed areas should be filled, and unsuitable
materials removed and replaced with clean fill or aggregate. Compaction
should be performed to achieve a minimum of 95% in accordance with ASTM
D698 Standard Proctor Method. The appropriate moisture content must be
maintained in the field sub-grade to allow for optimal levels of compaction.
k. Sub-Grade (Rough) Planarity: The tolerances for the finished sub-grade
should not exceed one-half (1/2”) inch as measured by a 10-foot straight edge
(13mm in 3m). Grading of the sub-grade shall minimize pending to the extent
practical. The use of laser guided, and controlled equipment is highly
recommended for sub-grade preparation.
8.2.52. Sub-Grade Preparation
1. The sub-grade should provide a stabilized foundation upon which base materials and
subsequent components of playing field systems will be installed.
2. It should also provide the pitched surface on which storm water is directed toward the
active drainage system for evacuation.
3. Shape and Compaction: Prior to placement of base materials, the sub-grade should be
shaped to an appropriate profile and compacted by proof rolling to obtain a firm even
surface. Depressed areas should be filled and unsuitable materials removed and
replaced with clean fill or aggregate. Compaction should be performed to achieve a
minimum of 95% in accordance with ASTM D698 Standard Proctor Method. The
appropriate moisture content must be maintained in the field sub-grade to allow for
optimal levels of compaction.
4. Sub-Grade (Rough) Planarity: The tolerances for the finished sub-grade should not
exceed one-half (1/2") inch as measured by a 10-foot straight edge. Grading of the sub-
grade shall minimize pending to the extent practical. The use of laser guided and
controlled equipment is highly recommended for sub-grade preparation.
8.2.53. Aggregate:
1. Installation of the aggregate base should provide a close, evenly textured surface
meeting the required tolerances.
2. Extreme care should be taken to ensure that there is no disturbance to the sub- grade
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and that there is no displacement of the soil separator. All disturbed, displaced, or
damaged material is to be repaired or replaced.
3. The aggregate base should be placed in a manner that will produce a uniform and
evenly graded mass to the specified depth. The material should be placed and spread
by the appropriate equipment and methods in successive horizontal layers not
exceeding the depth per synthetic turf manufacturer's specifications. Pockets that
occur as a result of stone segregation during installation should be removed and
replaced. After correct placement, each lift shall be uniformly compacted with a self-
propelled roller to achieve the specified density.
4. The field base materials should be thoroughly compacted to prevent any significant
differential settlement across the area of synthetic turf surfacing. The appropriate
moisture content must be maintained in the base materials to allow for optimal levels
of compaction.
5. Finish-Grade Planarity (surface tolerances): Irregularities in the surface of the base
materials are typically reflected in the finished field surface. To controlled tolerances
the contractor is to use a laser guided and controlled equipment for subgrade
preparation. The local deviation of the finished surface of the base stone should not
exceed ¼ in. in any direction when measured beneath a 10-foot long straight edge.
Hollows and depressions, which may have developed during the process of
compacting the base, should be filled with acceptable material and re-compacted.
8.2.54. Shock Absorbing Resilient Underlayment System:
1. Cushion-Layer (Elastic Layer Pad) Installation: If required by design, the in situ
cushion layers should be installed with specialized paving equipment used only for in
situ pad. All paving seams should be hand rolled and troweled. All cold joints in the
pad should be pretreated with a polyurethane primer. The specified thickness of the
in situ pad should be continuously monitored for consistency. The components of the
in situ cushion layers should be thoroughly mixed. The mixing ratios should also be
monitored for consistency. The cushion-layer system should be securely placed on the
field base materials. The in situ cushion surface should not vary more than ¼ in. in 10
ft. as measured in any direction with a string line or straight edge.
2. Seam Installation: If required by design, prefabricated cushion-layer systems are
typically installed as roll or piece goods. The head seams at the end of each roll should
be staggered across the field. When required by the padding manufacturer, all glued
cushion-layer seams should be butted together and a permeable or mesh type fabric
should be adhered to the surface of the cushion layer at all seam locations to bridge
the cushion-layer joints. (This does not apply to sewn seams).
3. Resilient Infill: If required by design, the infill material should be applied when in a
dry condition and should not be applied unless the synthetic turf is also dry. The infill
material should be applied in consistent layers with multiple applications. It is critical
to ensure that synthetic fibers are not trapped underneath the infill. After application
of each layer, the synthetic turf should be dragged and/or brushed according to the
manufacturer's recommendations in order to lift the fibers and distribute the infill
material into the turf system in a consistent manner.
8.2.55. Synthetic Turf Material Production Quality Assurance/Quality Control: Testing of materials
should be performed prior to shipment of product to the job site to avoid additional costs or
delay.
1. Quality Assurance Testing: Prior to shipment of the synthetic turf and components to
the job site, the synthetic turf rolls should be randomly sampled and tested by the
manufacturer who will certify that they meet the specification.
2. Relevant Characteristics: Testing to be conducted should be a provision in the
agreement between the parties and may include pile composition, pile weight, total
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weight, pile height, tuft bind (without infill), and grab/tear strength.
3. Labeling: The manufacturer, at his option, should convey in writing the test results of
the relevant characteristics and certify that they meet or exceed the specification
requirements.
8.2.56. Synthetic Turf Installation:
1. All synthetic turf systems should be installed to provide stability that will prevent
panels from shifting or bunching.
2. The synthetic turf panels should be securely fastened together for the warranted life
of the system. These seams can be glued or sewn depending upon the synthetic turf
system . Seam gaps should be minimal and uniform. For tufted infill systems the gap
between the fibers should not exceed the gauge of the tufting. For other synthetic turf
systems, the seam gaps should not exceed 1/16 in.
3. Edge anchoring may consist of a concrete curb, a treated wood header, a composite
material, or a trench drain. These may vary by design and region but should always
provide a secure anchor.
4. Inlaid lines and markings should consist of synthetic turf with contrasting colored
fiber installed in lieu of painted fiber. Inlay gaps should be uniform. For tufted systems,
the gap between the fibers should not exceed the gauge of the tufting. Lines and
markings must conform to the appropriate association or organization suggested
guidelines for the intended level of use.
5. Care should be taken during installation to account for rapid fluctuations in
temperature to avoid expansion and/or contraction which can affect the final
installation. Temperature extremes should also be carefully monitored. The carpet
should never be rolled or unrolled when frozen, which can cause cracking and
irreparable damage to the secondary backing.
6. Infill material installation to follow the manufacturer's installation recommendations.
7. G-Max testing to be performed by an independent testing company or lab.
8.2.57. Infill Material Installation: Correct installation is critical to the performance of these systems
and should follow the manufacturer’s recommendations.
1. Environmental Conditions: It is recommended infill materials should be in- stalled
under dry field conditions.
2. Method of Application: The infill material should be installed uniformly. The
equipment used for the application of the infill materials should erect the fiber, place
the infill materials, and should incorporate a metering method to provide consistent
distribution. The equipment utilized should not distort or displace any base materials
or damage the system in any way.
3. Infill Depth: The depth of infill can be measured by taking the depth from the top of
the primary backing to the top of the infill or subtracting the length of exposed fiber
from the known pile height.
4. G-Max Testing: G-Max testing should always be performed by an independent testing
company or lab.
8.2.58. Fiber Conditioning: It is essential to maintain the integrity and uniformity of the fiber
throughout the manufacturing, shipping and handling, installation and maintenance
processes in order to prevent damage, which could alter the specified performance and void
the warranty.
8.2.59. Clean-Up
1. The turf contractor shall provide the labor, supplies and equipment as necessary for
final cleaning of surfaces and installed items.
2. All usable remnants of new material shall become the property of the AEPA Member .
3. The turf contractor shall keep the area clean throughout the project and clear of
debris.
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4. Surfaces, recesses, enclosures, etc., shall be cleaned, as necessary, to leave the work
area in a clean, immaculate condition ready for immediate occupancy and use by the
AEPA Member .
8.2.60. Field Quality Control
1. At the time of substantial completion and bi-annually during the life of the warranty,
the Contractor shall perform a series of tests using an independent testing agency to
evaluate the shock absorption characteristics of the field. The tests shall be performed
on a 50 foot grid in both directions using an accelerometer in accordance with ASTM
F1936 and ASTM F355. Test the field at a minimum of 12 points and submit the results
to the Owner within 30 days of testing. At no point shall any reading exceed 160 Gmax
during the life of the warranty. If any point exceeds the maximum deceleration, the
Contractor shall make corrections to provide the allowable Gmax deceleration at the
Contractor's expense. The owner has the option to engage a qualified independent
testing and inspecting agency to perform field tests and inspections and prepare test
reports.
2. Testing and inspecting of completed applications of synthetic turf system shall take
place in suggestive states, in areas of extent and using methods that are industry
standard.
3. The Contractor is to remove and replace items where test results indicate that it does
not comply with specified Gmax requirements.
8.2.61. Synthetic Turf Maintenance
1. The turf manufacturer provides detailed written maintenance instructions and
training of maintenance personnel. Maintenance to include but not limited to cleaning,
stain removal, minor seam repair, dragging, or redistribution of any infill material, and
management of infill compaction. The Vendor Partner can offer equipment and
supplies that are required for the maintenance of the synthetic turf surface. Utilizing
this equipment as recommended by the turf manufacturer will generate the proper
maintenance in relation to any future warranty claims.
2. Seam Repair: Seams that open or become loose may require some immediate and
temporary gluing until they can be inspected and corrected by the installation builder.
The gluing should conform to the written maintenance suggested guide- lines
provided by the synthetic turf vendor.
8.2.62. Quality Assurance
1. Manufacturer - Proposed solutions must be equal to or better than those available
from nationally recognized manufacturers specializing in outdoor synthetic turf
products for athletic and recreational facilities.
2. Manufacturer Qualifications - Manufacturer must have ten (10) years of experience in
the manufacture of synthetic turf systems which meet and/or exceed the standards
and guidelines presented herein.
3. Engineering Qualifications - The Vendor Partner must have a professional engineer,
licensed in the state where the field is to be installed to review and certify that the
proposed site, site conditions and synthetic turf system being supplied and installed
meets or exceeds the design criteria of the specifications, and the site conditions
exceed the minimum requirements of the system's design performance standards set
by the manufacturer.
4. Installer Qualifications - Factory-trained and certified with a minimum of three (3)
years' experience of successfully installing synthetic turf systems. Must have the
appropriate contractor's license as required by the state or local jurisdiction where
the field will be installed and be a certified synthetic turf installer.
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8.2.63. Project Documents and Submittals
1. Design Documents
a. Planning
b. Grading Plan
c. Drainage Plan
d. Edge Details
e. Installation Instructions and standards
2. Project Schedule
a. Shop Drawings - Show all site preparation, materials, supplies and fixtures to
be furnished even if provided by others.
b. Synthetic Turf Product Data Sheet and Specifications.
c. Material Safety Data Sheets (MSDS)
d. Testing Requirements
i. G-Max Testing
ii. Lead and Heavy Metal Testing
iii. All turf fiber, infill, base and subbase, etc.
3. Maintenance Manual and Instructions
4. Samples - Samples of materials and colors as requested by the owner or owner's
representative.
5. Detailed information on all items and work to be provided and/or performed by the
AEPA Member and stipulate minimum requirements.
6. Warranty
a. Written warranty documents
b. Warranty insurance policy.
7. Cost Proposal - Detail breakdown of all costs associated with the design, manufacture,
delivery, installation, and warranty of the proposed solution per contract documents.
8.2.64. Project Close-out
1. The Contractor and the AEPA Member's representative shall conduct a complete and
extensive site inspection of all work performed and products provided and installed.
2. The Contractor shall provide the necessary testing data to the owner that the finished
field installed meets the required shock attenuation, as per ASTM F1936.
3. The turf material shall be non-combustible and pass the DIN standard Pill Burn test or
ASTM D 2859.
4. The Contractor to provide a written acceptance by the turf manufacturer that the turf
and base system is installed in accordance with their recommendations prior to final
completion.
5. Upon completion of the work, the Vendor Partner will present the AEPA Member with
all documents necessary. to close out the project. Including, but not limited to:
6. Certificate of occupancy.
7. Maintenance manuals.
8. Up to four (4) complete sets of "as built" project drawings, showing the actual
locations of seams, drains, in-ground equipment and other accessories
installed/provided as required by AEPA Member .
9. Minimum of two (2) copies each of any installed equipment as required by AEPA
Member.
10. Manufacturer's Instructions and Maintenance Manuals, which will include all
necessary instructions for the proper care and preventative maintenance of the
synthetic turf system, including painting and markings, procedures of use and
executed warranties on installed products and equipment.
11. Any state, local and/or manufacturer's inspection report or certificate certifying that
all state, local and manufacturer's standards, codes and requirements have been met.
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12. All warranty information.
8.2.65. Material Specification, Performance Guidelines, Properties and Lab and Field Tests
Requirements
1. All minimum and maximum values take into account acceptable industry
manufacturing tolerances plus or minus 2% of the variance.
2. Testing to meet the minimum standards of the Synthetic Turf Council
recommendations are for specific purposes such as the following.
3. All minimum values should be evaluated as they relate to the system performance.
4. Site testing shall be at ambient shaded air temperature of 40 - 100°F. Laboratory
testing shall be at ambient indoor temperature unless otherwise specified by the test
method.
8.2.66. Base Materials Test Requirements
Test Property Method of STC Guidelines Lab/Field Test
Determination
Size of particle ASTM D422 Particle As per Lab (on site
mix size analysis specification material)
Drainage ASTM F1551/DIN Min. of 0.01 Lab or Field **
18035:6
cm/s (14 in.
Permeability to
water* per hour)
ASTM D2434
Permeability of
Granular Soils
(Constant Head)
Compaction ASTM D698 To set criteria Lab/Field
(Density) Compaction Using for ASTM
Standard Effort D2922
ASTM D2922
Compaction of Soil In
Place by Nuclear Min. 90%
Methods Standard
Proctor
Final Grade ASTM F2157 Test Less than 1/4 Field
method for Base in. over 10 ft
Material Evenness 6mm over 1m
1. Determination in the lab: It is necessary to seal the test ring to the base of the sample.
The edges of the sample must also be sealed to prevent any water from flowing around
rather than through the sample.
2. ** Determination in the field: An exact seal is typically not attainable, and the test is
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Item Description
not as accurate/reproducible due to the lateral flow of water and the problems of
determining the areas through which the water is flowing.
8.2.67. Turf Characteristics for Tufted Infill Systems (Typical for High School, Collegiate, and
Professional Playing Fields).
Method of Lab/Fiel
Test Property STC Guidelines
Determination d Test
Manufacturer of Manufacturer Not Specified
System (name) Declaration N/A
Manufacturer
Pile Fiber ID Not Specified N/A
Declaration
Primary Backing Manufacturer Not Specified
System ID Declaration N/A
Secondary Manufacturer Polyurethane/Latex/Fabrics
Backing System Declaration N/A
ID
Pile (face ASTM D5848 Min. 30 oz./sq. yd.
weight) Lab
Primary Backing ASTM D5848 Min. 5.5 oz./sq. yd.
System Weight Lab
Secondary
Backing System ASTM D5848 Min. 16 oz./sq. yd.
Weight Lab
Pile Height ASTM D5823 Sport specific or as specified Lab/Field
Pile Height
above infill Measurement Must meet system specs Lab/Field
Yarn Thickness
ASTM D3218 Min. 75 microns Lab tested
Yarn Denier
ASTM D1577 Min. 500 (nylon) Lab tested
Grab Tear
ASTM D5034 Min. 150 lbs. Lab
Strength
Tuft Bind ASTM D1335 Min. Avg. 6 pounds Lab only
ASTM D2859 Passing result tested as
Flammability Lab
"Burning Pill" installed
AEPA 024-A Part B – Specifications 30 Due Date: September 12, 2023, 1:30 p.m. ET
Item Description
Color Uniformity Visual No significant change Lab &
Field
8.2.68. Turf Characteristics for Knitted Turf Systems
Test Property Method of STC Guidelines Lab/Field
Determination Test
Manufacturer of
Manufacturer
System (name) Declaration Not Specified N/A
Pile Fiber ID Manufacturer Not Specified N/A
Declaration
Primary Backing
Manufacturer Not Specified N/A
System ID
Declaration
Secondary Manufacturer Glued: Acrylic N/A
Backing System Declaration Loose laid: Polyurethane, or
ID Acrylic
Pile ASTM D5848 Min. 55 oz./sq. yd. Lab
(face weight)
Primary Backing
System Weight ASTM D5848 Min. 8 oz./sq. yd. Lab
Secondary Glued: Min. 3 oz./sq. yd.
Backing System Loose laid: 1/4 in. (6 mm)
ASTM D5848 Lab
Weight pre- coat & attached cushion
weight combined is min. 50
oz./sq. yd.
Pile Height
ASTM D5823 Min. 0.5 in. Lab/Field
Pile Height above
Measurement N/A Lab/Field
infill
Yarn Denier ASTM D1907 Min. 500 (nylon) Lab
ASTM D3218 Min. 75 microns PE Lab
Yarn Thickness Min. 50 microns PP
Grab Tear ASTM D5034 Min. 350 pounds Lab
Strength
Tuft Bind ASTM D1335 Min. Avg. 6 lbs. Lab
Flammability ASTM D2859 Passing result tested as Lab
"Burning Pill" installed
AEPA 024-A Part B – Specifications 31 Due Date: September 12, 2023, 1:30 p.m. ET
Item Description
Relative ASTM F1015 Measurement Lab
Abrasiveness
Lab &
Visual No significant changes
Color Uniformity Field
8.2.69. Turf Characteristics for Tufted Polypropylene (Pp), Polyethylene (Pe), Or Nylon Systems
(Non-Infill Systems).
Method of Lab/Field
Test Property STC Guidelines
Determination Test
Manufacturer of Manufacturer
Not Specified N/A
System (name) Declaration
Manufacturer
Pile Fiber ID Nylon 6 or 6,6; PP, PE
Declaration N/A
Primary
Backing System Manufacturer
Not Specified N/A
ID Declaration
Secondary
Backing: Manufacturer
Polyurethane N/A
System ID Declaration
Pile
ASTM D5848
(face weight) Min. 48 oz./sq. yd. Lab
Primary Backing
ASTM D5848
Weight Min. 6 oz./sq. yd. Lab
Secondary
Backing ASTM D5848
Min. 16 oz./sq. yd. Lab
System Weight
ASTM D5823 or
Pile Height Min. 0.45 in. Lab/Field
D6859
Pile Height
Measurement N/A Lab/Field
above infill
Manufacturer
Fiber
Declaration Texturized N/A
Conditioning
Texturized
Yarn Denier ASTM D1907
Min. 500 Nylon Lab
Min. 75 microns PE
Yarn Thickness ASTM D3218
Min. 50 microns PP Lab
Yarn Elongation ASTM D2256
N/A Lab
Grab Tear
ASTM D5034
Strength Min. 150 pounds Lab
AEPA 024-A Part B – Specifications 32 Due Date: September 12, 2023, 1:30 p.m. ET
Item Description
Yarn Breaking
Load
ASTM D2256 Mfr. recommended spec
(Tensile Lab
strength)
Tuft Bind ASTM D1335 Min. Avg. 6 lbs.
Lab
ASTM D2859 Passing result tested as
Flammability
"Burning Pill" installed Lab
Color
Visual No significant changes Lab &
Uniformity
Field
8.2.70. INFILL Materials
1. Infill Materials: The most recent generation of synthetic turf systems utilizes a long
pile height and needs to be supported with infill materials for directional stability and
structural integrity, as well as resiliency. The infill materials commonly used are sand,
rubber, other suitable materials, or combinations of the following:
2. EPDM (Ethylene Propylene Diene Monomer) is a polymer elastomer with high
resistance to abrasion and wear and will not change its solid form under high
temperatures. Typical EPDM colors are green and tan. EPDM has proven its durability
as an infill product in all types of climates. Its excellent elasticity properties and
resistance to atmospheric and chemical agents provide a stable, high performance
infill product.
3. TPE (Thermo plastic elastomer) infill is non‐toxic, heavy metal free, available in a
variety of colors that resist fading, very long lasting, and 100% recyclable and reusable
as infill when the field is replaced. TPE infill, when utilizing virgin-‐‐ based resins, will
offer consistent performance and excellent g-max over a wide temperature range.
4. Organics: There are several organic infill utilizing different organic components, such
as natural cork and or ground fibers from the outside shell of the coconut. These
products can be utilized in sports applications as well as for landscaping.
5. Silica Sand: This product is a natural infill that is non-toxic, chemically stable, and
fracture resistant. Silica sand infills are typically tan, off-tan or white in color and
depending upon plant location, may be round or sub-round in particle shape. As a
natural product there is no possibility of heavy metals, and the dust/turbidity rating
is less than 100. It can be used in conjunction with many others to provide a safe and
more realistic playing surface. The round shape plays an integral part in the synthetic
turf system. Silica sand has a high purity (greater than 90%) to resist crushing and
absorption of bacteria and other field contaminants. Silica sand can either be coated
with different materials as a standalone product or can be used to firm up in
combination with traditional crumb rubber infill systems.
6. Coated Silica Sand: This class of infill consists of coated, high purity silica sand with
either a soft or rigid coating specifically engineered for synthetic turf.
7. These coatings are either elastomeric or acrylic in nature (non-‐‐toxic) and form a
bond with the sand grain sealing it from bacteria to provide superior performance and
durability over the life of a field. Coated sand is available in various sizes to meet the
application's needs.
8. Crumb Rubber: Two types of crumb rubber infill exist: Ambient and Cryogenic. Crumb
rubber infill is substantially metal free, and, according to the STC's Guidelines for
Crumb Rubber Infill Used in Synthetic Turf Fields, should not contain liberated fiber
in an amount that exceeds .01% of the total weight of crumb rubber, or .6 lbs. per ton.
9. Coated Rubber: Both ambient and cryogenic rubber can be coated with colorants,
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Item Description
sealers, or anti-‐‐microbial substances if desired. Coated rubber provides additional
aesthetic appeal, reduction of dust by products during the manufacturing process and
complete encapsulation of the rubber particle.
10. Hybrid: Constitutes the use of sand, rubber, or other suitable materials in various
combinations. (This should not be confused with hybrid carpet systems that consist of
a combination of fiber types.)
Method of
Test Property STC Guidelines Lab/Field Test
Determination
Material Manufacturer Must meet system
N/A
Identification Declaration specifications
Grain Size ASTM D442 (soil) Must meet system
(Particle Size) ASTM D5644 (rubber) specifications Lab
Depth Measurement from top Must meet system
of infill to surface of specification at all
Lab/Field
fabric locations 3/8 in. (±9
mm)
Flammability ASTM D2859 "Burning Passing result tested as
Pill" installed Lab
Color
Visual No significant changes Lab/Field
Uniformity
8.2.71. Shock Pad Layer Properties
Method of
Test Property STC Guidelines Lab/Field Test
Determination
Material Manufacturer Must meet system
N/A
Identification Declaration specifications
Manufacturer Must meet system
Mix Design N/A
Declaration specifications
ASTM F1551/DIN
Drainage 18035-6 Water Min. of 14 in. per hour Lab/Field
Permeability
Components
ASTM F1508 Sieve Must meet system
Size Rubber / Lab
Analysis specifications
Stone (gravel)
ASTM 2157: Test
Less than 1/4 in. over 10
Evenness method for Base Field
ft. (6 mm over 3 m)
Material Evenness
Meet system spec at
every point
Thickness Measurement measured (+1/4 in./- Lab/Field
0) (+6 mm/-0 mm)
cushion layer
AEPA 024-A Part B – Specifications 34 Due Date: September 12, 2023, 1:30 p.m. ET
Item Description
8.2.72. Performance Guidelines for (North American) Football Fields
Property Description Test Method STC Guidelines
A measure of the Shall not exceed
Shock
surface’s ability to ASTM F1936 (g-max) 200 at each test
Absorption
absorb impact energy point*
A measure of the
degree a surface
Deformation ASTM F2157-02** ≤ 10 mm
deforms when a
player runs across it
14 in./hr. Base
Measure of water
Drainage ASTM F1551 10 in./hr. Turf
passage
System
8.2.73. Performance Guidelines for Soccer Fields
Property Description Test Method STC Guidelines
A measure of how high
Ball Rebound a ball bounces ASTM F2117 30% - ≤ 50%
vertically
A measure of how far
Ball Roll EN 12234 4m - 10m
a ball rolls
A measure of the impact
Force energy absorption of a
55% - 70%
Reduction surface when a player ASTM F2157-02
runs across it
A measure of the
Deformation degree a surface ASTM F2157-02* ≤ 10mm
deforms when a
player runs across it
A measure of the foot
Rotational
grip provided by the EN 15301 Method 1 25Nm - 50Nm
Resistance
surface
Measure of water 14 in./hr. Base
Drainage ASTM F1551 10 in/hr. Turf
passage
System
1. *To prevent compaction the mass must be caught after each impact
2. Legend
a. ASTM - Test method published by the American Society for Testing and
Materials
b. EN -Test method published by the European Standards Organization
c. FIFA -Test method described in FIFA Handbook of Test Methods and
Requirements for Artificial Turf Football Surfaces
8.2.74. Materials Specifications
1. The reference specifications, as established by the Synthetic Turf Council, are "typical"
examples of minimums that are most commonly encountered and have fulfilled
reasonable expectations for successful performance. Deviations from these minimums
can be expected due to product innovations or quality upgrades and can be considered
when properly justified in terms of their expected performance.
2. All tests prior to, during, or after installation are to be specifically listed and
AEPA 024-A Part B – Specifications 35 Due Date: September 12, 2023, 1:30 p.m. ET
Item Description
understood by all parties as to their execution and financial responsibility.
3. Environmental Conditions: Suitable weather conditions are important for the
successful installation of the systems.
4. In the event of questionable conditions, the manufacturer's recommendation should
be obtained to prevent the possible voiding of any warranties (particularly as it
applies to adhesives).
8.2.75. Synthetic Turf Specification
FIBER:
Material PE, PP, Nylon 6, or Nylon 6.6
Denier Must meet system specs
BACKING
(primary/secondar
y):
Weight primary Not less than 5.5 oz. Per sq. Yd.
Weight secondary Not less than 16 oz. Per sq. Yd.
Additional backings Optional
FABRIC:
Width 12 ft. to 15 ft.
Tuft bind > 6.8 lbs. or 30 N
Pile height Sport specific or as specified
Pile weight Not less than 30 oz./per sq. yd. Must meet system
specifications.
Grab tear strength Not less than 150 lbs.
Pill burn test Passing results tested as installed.
INFILL SYSTEM: Depending on Manufacturer's recommendation.
Depth of infill Nominal, per Manufacturer's recommendation.
Impact attenuation The standard for G-max is a maximum value of 165
at each test point. G-max values may vary from
location to location on a playing surface. Such
variances should be taken into account when
setting maximum values.
Water Permeability Turf cushion layer - min. 10 in./hour
7.45.6. Knitted Synthetic Turf Specification - Short pile
FIBER:
Material PE, PP, Nylon 6, or Nylon 6.6
Denier Min. 500 Nylon
Thickness Min. 75 microns PE or PP
BACKING
(primary/secondary):
Ground Yarn Polyester multi-filaments
Weight primary Min. 8 oz./sq. yd.
AEPA 024-A Part B – Specifications 36 Due Date: September 12, 2023, 1:30 p.m. ET
Item Description
Acrylic Min. 3 oz./sq. yd.
Polyurethane optional
attached cushion
FABRIC:
Width Typically, 15 ft.
Tuft bind N/A
Pile height Sport specific or as specified
Pile weight Min. 55 oz./sq. yd.
Grab tear strength Min. 350 lbs.
8.2.76. Tufted Synthetic Turf Specification - Short pile
FIBER:
Material Nylon 6, Nylon 6.6, PE or PP
Denier Min. 500 nylon
Thickness Min. 75
microns PE
BACKING Min. 50
(primary/seco microns PP
ndary)
dary): Single or multiple
Woven PP/non-
woven
Weight Min. 6 oz./sq. yd.
Scrap Coat Min. 16 oz./sq. yd.
Attached Min. 32 oz./sq. yd. (as required)
cushion
Secondary
and/or
cushion
FABRIC:
Width 12-15 ft.
Tuft Bind >6.8 lbs. or 30 N
Pile Height Sport specific or as specified
Pile Weight Min. 48 oz./sq. yd.
Grab Tear Min. 150 lbs.
Strength
Pill Burn Test Passing results tested as installed
Total Weight Depending on individual construction
SYSTEM:
Impact The standard for G-max is a maximum value of 165 at each test
attenuation point. G-max values may vary from location to location on a
playing surface. Such variances should be taken into account
when setting maximum values.
Water Turf/cushion layer: min.
Permeability 10 in./hour Base
materials: min. 14
in./hour
AEPA 024-A Part B – Specifications 37 Due Date: September 12, 2023, 1:30 p.m. ET
Item Description
8.2.77. Shock Pad-Prefabricated Pad Systems Specification
Typical
Requirement
Thickness 0.375 in. ± 10%
Density 4.0 lbs./cu. ft. ±10%
Weight 38 oz./sq. yd.
Width 4 ft.
25% 10-12 psi
Compression
Resistance
(ASTM D1667)
Tensile Strength Typically, 75 psi
(ASTM
D412)
8.2.78. Shock Pad-In Situ Systems Specification (typical ranges)
Thickness: 35 mm 25 mm 20 mm
Density: 2 lbs./cu. ft. 1.5 lbs./cu. ft. 1.2 lbs./cu. ft.
Weight: 56 lbs./sq. yd. 40 lbs./sq. yd. 32 lbs./sq. yd.
Component: SBR Aggregate PU Binder
Thickness 1-5 mm 1-3 mm
Percentages (by 60-63% 30-32% 5-10%
weight):
8.2.79. Mix Design (all percentages by weight)
1. Note: Typically, the mix design is determined first, to satisfy the needs of the field in
relation to its declared use. The mix design then will determine the weight, density,
and thickness which should fall within the parameters indicated.
2. SBR granules to be dust free, no elongated particles are allowed.
3. Aggregate to be washed/clean, preferably round (pea gravel).
4. Application to be performed by the use of continuous mixing device and suitable
paving equipment.
8.2.80. Warranty
1. The Prime Contractor shall provide a warranty to the owner that covers defects in the
prep-work, installation and workmanship, and further warrant that the installation
was done in accordance with both the manufacturer's recommendations and any
written directives of the manufacturer's onsite representative.
2. Manufacturer's warranty shall include for a period of eight (8) years:
3. General wear and damage caused from UV degradation.
4. The artificial grass field turf must maintain an ASTM 355 G-max in accordance with
product specifications for the life of the warranty.
5. The warranty shall specifically exclude vandalism and acts of God beyond the control
of the owner or the manufacturer.
6. Surface and the adhesives used in the installation are and will be free from defects in
material and workmanship.
7. All defects for failures relating to field construction, drainage, synthetic grass seam
rupture, and synthetic yarn UV stability, excessive wear and tensile strength.
8. The warranty must be supported by a paid-up insurance policy from an A.M. Best A-
Rated insurance company to ensure that, if warranty work is required during the full
eight (8) year required warranty period, the work can be obtained even if the
manufacturer/Vendor Partner shall go out of business or no longer exist.
AEPA 024-A Part B – Specifications 38 Due Date: September 12, 2023, 1:30 p.m. ET
Item Description
9. 100% of the field is covered for the entire warranty period in case of catastrophic
failure.
10. There are no periods of non-coverage during the warranty period.
11. No annual deductible per field for warranty repairs.
12. The Prime Contractor shall provide a warranty to the owner that covers defects in the
prep-work, installation, and workmanship, and further warrant that the installation
was done in accordance with both the manufacturer's recommendations and any
written directives of the manufacturer's on-site representative.
13. The Vendor Partner may offer extended warranties or maintenance agreements if
available at an additional cost to AEPA Member s. The maintenance contract must be
offered as a separate line item.
8.2.81. The Contractor shall provide the necessary training for the proper care and maintenance for
all material and equipment in order for them to develop a complete knowledge and
understanding of the supplies, materials and equipment required to maintain and keep the
synthetic turf system in good working condition through its product lifecycle.
8.2.82. The Vendor Partner can offer and install in-ground equipment and accessories to include but
is not limited to:
1. Pole Vault Pit -The Vendor Partner shall provide synthetic surfacing material plugs,
which are to be installed level to the surfacing of the respective runway and be of
similar texture as the surrounding synthetic surfacing.
2. Take-Off Boards
3. Shot Put Toe Boards
4. Shot Put Rings
5. Discus Rings
6. Combination Hammer/Discus Cage and cage must meet IAAF rules.
7. Hammer/Discus Conversion Ring
8. Water Jump Hurdle with sleeves
9. Water Jump Cover - The Vendor Partner is to install track surfacing onto the cover.
The cover, when installed with synthetic surfacing on it, shall be flush with the
surrounding area.
10. Removable Track Curbing. The curb shall meet the requirements of the IAAF.
11. Long Jump Sandpits and Traps.
12. Sand - All sand for the long/triple jump sand pits shall be clean, washed, white sand,
containing not more than five percent (5%) clay and shall be free of trash, organic
matter, and rock. Installed sand shall meet all specifications of the IAAF - washed river
sand, 0 to 2mm graining, no organic components, max 5% of weight up to 0.2mm. Prior
to installation, the Vendor Partner shall provide the AEPA Member with a one (1)
gallon sample for approval.
13. Football goal posts and soccer goals
14. Batting Cages
15. Field groomer and sweeper
16. Replacement of grass or re-seeding of natural grass as part of the synthetic turf
project.
Category 2 - Natural Turf for Sport Field
Item Description
8.3.1. General Requirements
1. Provide technical and consulting services to AEPA Members relating to athletic and
recreational field surface design, characteristics, construction, and integration into
the development of a new athletic or recreational facility.
AEPA 024-A Part B – Specifications 39 Due Date: September 12, 2023, 1:30 p.m. ET
Item Description
2. Provide existing site inspection and investigation to identify soil conditions existing
at the site in order to take into account the conditions found in the designing of
athletic and recreational fields. The investigation shall include, but not be limited to:
a. Stripping, placement of backfill and base construction in order to ensure the
minimization of the risk of problems due to subsoil and subgrade conditions.
b. Soil inspection for the existence of peat or other organic soils at the site.
c. Inspection for uncontrolled fill materials or waste materials at the site.
d. Inspection for expansive soils at the site.
e. High ground water conditions or surface water retention areas (low area
flooding).
3. Provide all labor, materials, equipment and drawings required to provide design
services for a project cost proposal with a complete scope of work, including all
products, services and athletic and recreational field specifications with their
associated costs. A preliminary construction time schedule shall be a part of the
project proposal.
4. Provide all labor, materials, equipment, project drawings and construction
documents necessary to establish, construct, install lines and markings required to
complete the athletic or recreational field as identified and specified within the
project documents for the individual AEPA Member’s project scope of work and
documents.
5. Provide all labor, materials and equipment required to assess and evaluate existing
facilities and develop and establish a plan of action for maintenance, repair and/or
renovation of the existing athletic and recreational field to condition as required by
the AEPA Member .
6. Provide ongoing technical support and training services for AEPA Members’ staff
relating to the maintenance of this type of athletic field.
7. Assisting AEPA Members in developing a short-term action plan to remediate, resolve
and/or remove any unsafe conditions and establish a long-term maintenance program
for maintaining AEPA Member’s turf installation in good working conditions.
8. Upon request, assist the AEPA Member and its design professional in design of turf
field or facilities for new schools and public facilities.
9. Provide AEPA Members with necessary construction services for demolition, site
preparation and installation of turf and accessories.
10. Provide AEPA Members with the necessary training and support services to allow
their staff to conduct safety inspections, to perform maintenance, install equipment,
structures and fixtures according to manufactures specifications and instructions.
11. Upon request, provide the labor, equipment, supplies and materials to inspect and take
any maintenance actions to bring the turf field into good working order.
12. All material shall be guaranteed to the extent that:
a. Installed in accordance and the manufacturer's specifications.
b. Will perform as specified per the manufacturer’s specifications
8.3.2. General Requirement for Seeded and Sodded Athletic Fields
1. Base Grading
a. Native soil fields high in silt and clay are not suitable for intensive use because they
provide poor drainage and easily compact during use. Therefore, native soil will
likely have to be excavated from the site.
b. If topography permits, sand can be placed directly on the surface without
excavation after level grading at a considerably reduced cost.
c. If excavation is necessary, it should be performed so that the finished grade at time
of planting conforms to the sidelines or track area.
AEPA 024-A Part B – Specifications 40 Due Date: September 12, 2023, 1:30 p.m. ET
Item Description
d. Optimum grading depth for high-quality fields should be 16 inches. This depth will
be replaced with 4 inches of base material (pit-run gravel) and then 12 inches of
sand.
e. Drain tiles are typically trenched into the subsoil at the bottom of this grading
depth. Bases should be graded flat or have a crown of 6 inches from the center to
the sidelines.
f. The drain lines are trenched, and the drains should be covered with fine gravel or
coarse sand material before the sand is installed.
2. Base Material
a. “Base material” is defined as sand or pit-run gravel (naturally occurring deposits
of sand and gravel) placed over the drain lines and the graded sub-base.
b. Base materials can include pit-run gravel with a maximum of 2 to 3 percent total
silt and clay. Typical specifications for pit-run gravel are listed in Table 1.
c. Other materials may include pea gravel or coarse sand, with particles ranging from
No. 8 to No. 3/8 screen.
d. Try to maintain textural uniformity in the profile.
e. The depth of base material can vary from 4 to 12 inches.
f. Deposit base material over the field to avoid disruption of the base grades and to
prevent damage to the drainage lines.
g. During installation, never run wheeled equipment across drainage lines.
h. The base material can be brought to grade with light, tack-type equipment or light
grading equipment.
i. Normal grading operations can be used to bring the field to grade, but never
heavily compact the base material.
Table 1. Particle-size Specifications for Base Material
Pit-run sand/gravel – base specifications
Sieve Size Tyler Standard Screen Particles Passing
U.S. Series Equiv. No.
Millimeters Inches Percentage
87 3½ 100
40 1½ 80–100
20 3/8 70–100
Meshes/inch
1.0 16 0–100
0.25 60 0–30
0.15 100 0–15
0.10 140 0–10
0.07 200 0–5
8.3.3. Subsurface Drainage
1. Installation of drainage lines is necessary when water tables are too close to the
surface and must be lowered. Drainage should also be installed when subsoils are
impermeable or so slowly permeable that turfgrass root zones remain saturated for
extended periods. Subsoils that are moderately permeable (1/2 inch per hour or
greater) do not require extensive drainage installation. A standard percolation test
conducted at about 30 inches deep will help determine the need for drainage lines.
2. When drainage is necessary, install drain lines on 15-foot centers arranged
longitudinally on the football field. This spacing will allow free movement of vehicles
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Item Description
during the construction process and will facilitate rapid water movement into the
drain lines.
3. Install drain lines 16 to 24 inches below the grassed surface at a 1- to 2-percent
minimum grade.
4. Drainage trenches should be 6 to 8 inches wide and should be dug with laser-
controlled machines. This will ensure the proper grade and depth of drain lines.
Drainage trenches should be dug with a wheel ditcher with a cleaning shoe, which
leaves a V-shaped, clean, and graded trench bottom. If other types of trenchers are
used, the contractor should cut a level (flat) bottom and excavate 2 inches deeper than
the required invert elevations and place 1/8-inch minus to 5/16-inch minus pea gravel
2 inches deep, leveled to grade for placement of the drain lines.
5. Try to select trenchers that will place the base material into a truck or trailer, or as far
away from the trench as possible for easier removal and to prevent it from falling back
into the trenches.
6. Remove from the site all material dug from the base or uniformly spread it over the
area if it does not interfere with the final base grades.
7. Drain lines can be placed longitudinally from end to end on naturally sloping terrain
or crowned fields, but this is not practical on flat terrain.
8. The herringbone method is a typical alternative to longitudinally oriented drain lines.
9. Typically, the field should be divided from the center and trenched in each direction,
reducing the length of run in half. Since a perimeter drain should be installed around
the football field to facilitate drainage of both the field and the running track, these
longitudinal drain lines can be coupled with the perimeter drain and discharged into
storm sewers or other suitable sites.
10. Drain Line Types
a. Drainage lines are manufactured with slits 360 degrees around the tubing.
b. Drainage lines with holes only on one side at 45-degree angles. This type
always places the holes downward.
11. During installation, attempt to keep soil off the drain lines and trenches. Carefully cap
blind ends and properly connect and tape all joints to prevent entrance of soil material
or animals.
12. Drainage lines spaced on 15-foot centers should be installed with 3- or 4-inch, semi-
rigid drainage tubes with slits or drilled holes to facilitate inflow of water.
13. After the drain lines are in place, backfill trenches with pea gravel (1/8 to 5/16 inch)
or coarse sand to a depth of 2 to 4 inches over the top of the drain tubing to avoid
migration of fine sand particles into the drain line, causing clogging of the drains.
14. Attach filter devices and wrap around the tile or placed over the tile to prevent
migration of the fine particles since they can clog the filter with fine particles and seal
the drain lines.
15. Extend drainage lines through the end ends of the field and tie in with the perimeter
drains near the running track. The drainage line surrounding the running track will
intercept all field drains and should be 6 inches in diameter.
16. Install catch basins around the perimeter of the field over the 6-inch drain at strategic
locations for rapid evacuation of water from running tracks.
8.3.4. Irrigation Installation
1. Irrigation is essential on sand-based fields.
2. Irrigation systems should be designed and installed by competent irrigation
specialists.
3. Automatic irrigation systems with safety pop-up heads are best for sand-based
athletic fields. Irrigation water can be more carefully controlled from this type of
system.
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4. Install irrigation heads at a grade somewhat higher than the finished surface; after the
soil has settled and the grass has become well established, these heads can be lowered
to their proper final height.
8.3.5. Sand Selection
1. The sand rooting medium specifications are listed in Table 2 below.
2. Sand particles should fall between the ranges of No. 16 and No. 60 screen; however,
sands with most of the particles between a No. 60 and No. 140 screen may be used for
the rooting medium. Always specify sand by sieve size.
3. Surface sand depth will vary from 4 to 12 inches depending upon the quality of the
base material.
4. Pit-run materials with high proportions of properly sized sand will allow the use of
perhaps as little as 4 inches of finest quality sand for the surface.
5. The addition of organic material, mixed off-site into the surface sand medium, is
optimal. Materials such as well-composted organic matter or fibrous sphagnum peat
moss are acceptable for the organic matter amendment. Organic matter particle sizes
should range from 1/8 to 3/16 inch. Avoid all materials that are coarser or finer than
those indicated. Under no circumstances should decomposed peat material be used as
an organic amendment on high traffic sports fields.
6. If organic materials are included with the sand top mix, do the premixing off-site with
bucket loaders or other mixing equipment to get a homogeneous mixture of sand and
organic matter, then place the mix over the playing surface. Incorporate no more than
20 percent organic material by a loose volume with the surface mixture. It is best to
have samples of both the sand and organic material sent to a qualified soil testing lab
to ensure the best sand and organic material combination that will give the optimum
water holding capacity and drainage for the field. Each batch of root-zone mix should
be tested before it is placed on the athletic field.
7. Bring the surfacing or rooting medium to a flat grade over the playing surface and
moisten to permit easier grading and movement without severe rutting. Fields built to
these specifications do not need to be crowned because of the porous root-zone
medium and installed drain lines. Practice care and caution to avoid damage to
installed sprinklers and drains. Do not use compaction devices on the surface material
except for normal grading and tillage equipment.
Table 2. Particle-size Specifications for Sand Rooting
Rooting Medium Sand Specifications
Sieve Size Tyler Standard Particles
Screen Passing
U.S. Series Equiv.
No.
Millimeters Meshes/inch Percentage
4.5 4 100
2.0 10 95–100
1.0 16 85–100
0.5 30 50–70
0.25 60 0–30
0.10 140 0–10
0.07 200 0.5
0.01 270 0
8.3.6. Turfgrass
1. Seeding the Field
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a. Must be able to grow in the AEPA Member State.
b. If the site is not sodded, seeding rates for football and other sports fields
should be 4 to 6 pounds per 1,000 square feet of certified seed.
c. Mixtures should be for the type of athletic field and usage by the AEPA
Member.
2. Turfgrass Establishment
a. Nutrient applications should be based on soil tests.
b. Do not apply fertilizer materials until the field is brought to its final grade.
c. Lightly rototill all fertilizing materials and soil amendments into the top 4
inches of the final mix.
d. After the fertilizer materials have been incorporated, no surface sand
movement should be allowed.
e. Fertilizers the field and slightly moisten the field and roll with a light roller or
with a Brillion drill or suitable lightweight packing device to slightly firm the
surface prior to seeding.
3. Planting
a. Use a Brillion drill or comparable landscape seeder to uniformly spread the
seed and presses it into close contact with the soil surface.
b. Divide the seed in half and sow in opposite directions. This will ensure fewer
skips in the planting.
c. In areas of considerable wind movement, hydroseeding with grass seed and
approximately 1,200 pounds of fiber mulch per acre has been most successful
in preventing the blowout of seed and sand. Another advantage of
hydroseeding is that additional starter fertilizer can be added to the hydro
seeder’s tank mixture and applied at the time of seeding. Broadcast methods
of planting are less desirable than the methods mentioned.
d. After planting with a Brillion drill, no subsequent rolling is necessary. The
addition of organic mulches to the surface is not necessary if automatic
irrigation is available. Planting can be done anytime during the normal
growing season in the Pacific Northwest. The ideal time is late summer or mid-
spring. After the seed has germinated, or immediately before, apply a quick-
release nitrogen source, such as urea ammonium nitrate or ammonium sulfate,
at the rate of 1 pound of product per 1,000 square feet to provide soluble
nitrogen for the emerging seedlings.
e. After the seed has been planted, it is important that the surface be kept
continuously moist. This is one of the most important steps in establishing an
athletic field. Exercise extreme care not to overwater the field, since nutrient
leaching will occur. Apply frequent, small amounts of water until germination
and seedling emergence is complete; these applications must be made
frequently (i.e., 6 to 8 times per 24 hours) to ensure surface dampness at all
times. Uneven germination and possibly no germination will occur if the
surface dries.
8.3.7. Turf Sod (Sod)
1. Sod Types
a. Thin-cut sod, which usually has about ¼ - ½” of soil, is easier to handle and
will root faster than thick cut sod.
b. Thick-cut sod can have as much as 1-2” of soil which makes it much heavier to
handle and once laid properly it is ready for play immediately.
2. Prepare soil and surface before sod arrives.
3. Sod should be protected during transportation.
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4. Sod shall be delivered to the site specified By the AEPA Member and off-loaded using
equipment furnished by the sod supply contactor. Palletized or large-roll sod shall be
off-loaded at the location(s) designated for this purpose at the installation site.
5. Time Limitations: Sod shall be harvested, delivered and installed/transplanted within
a period of 24 hours, unless a suitable preservation method is approved prior to
delivery. Sod not transplanted within this period shall be inspected and approved by
the inspecting officer or his representative prior to its installation.
6. Pad Size: Individual pieces of turfgrass sod shall be cut to the supplier’s standard width
and length. Maximum allowable deviation from standard widths and lengths shall be
plus or minus 0.5 inch (15 mm) on width and plus or minus five percent on length.
Broken pads and torn or uneven ends will not be acceptable.
7. Strength of Turf Sod Sections: Standard size sections of turfgrass sod shall be strong
enough that it can be picked up and handled without damage.
8. Moisture Content: Sod shall not be harvested or transplanted when its moisture
content (excessively dry or wet) may adversely affect its survival.
9. Mowing Height: Before harvesting, the sod shall be mowed uniformly at a height of 1
to 2.5 inches.
10. Sod shall be reasonably free of diseases, nematodes and soil-borne insects. Specific
nursery and/or plant materials laws may require that all sod entering inter-state
commerce be inspected and approved for sale.
11. Installing of Sod
a. All areas to be sodded shall be free of construction debris, stones, living
vegetation, etc. All grades shall be established and maintained in accordance
with the drawings and/or applicable specifications prior to installation.
b. Properly grade and level the area to maximize surface drainage.
c. Immediately prior to sodding apply starter fertilizer.
d. Install sod to conform with irrigation zones, lightly watering immediately after
installation of each zone.
e. Till compost into 4-6” of soil.
f. In case of clay subsoil add a high-quality compost.
g. Lightly moisten the soil if the soil is dry at the time of sodding.
h. The sod should be placed in a brick-like pattern, staggered so the edges do not
line up.
i. Minimize the number of edges that are exposed that could lead to desiccation.
j. A light rolling could be helpful at this time to eliminate any air pockets.
k. Watering is key now and important in promoting rooting.
l. Check to make sure that the watering has gone deeper than just the surface
and has thoroughly wetted the underlying soil.
m. Keep the soil moist and periodically check on sod to see how it is rooting.
n. Avoid traffic until the sod is rooted which could take 1 week or so.
o. To avoid layering problems once the turf is rooted core cultivate and remove
the cores.
p. Mowing can begin once the area is firm enough to handle traffic.
q. A light application of nitrogen (½ lb./1,000 sq. ft.) may be beneficial 3-4 weeks
after the sod has been laid.
8.3.8. Delivery, Storage and Handling
1. Turf (Sod)to be installed within 12 hrs. of delivery.
2. Store and dispose of herbicides and fertilizer in accordance with requirements of the
AEPA Member State.
3. Protect all products from weather as specified by manufacturer instructions.
8.3.9. Clean-Up
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1. The turf contractor shall provide the labor, supplies and equipment as necessary for
final cleaning of surfaces and installed items.
2. The turf contractor shall keep the area clean throughout the project and clear of
debris.
3. Surfaces, recesses, enclosures, etc., shall be cleaned, as necessary, to leave the work
area in a clean, immaculate condition ready for immediate occupancy and use by the
AEPA Member .
8.3.10. Field Quality Control
1. At the time of substantial completion and biannually during the life of the warranty,
the Contractor shall perform a series of tests using an independent testing agency to
evaluate the shock absorption characteristics of the field. The tests shall be
performed on a 50-foot grid in both directions using an accelerometer in accordance
with ASTM F1936 and ASTM F355. Test the field at a minimum of 12 points and
submit the results to the Owner within 30 days of testing. At no point shall any
reading exceed 160 Gmax during the life of the warranty. If any point exceeds the
maximum deceleration, the Contractor shall make corrections to provide the
allowable Gmax deceleration at the Contractor’s expense. The owner has the option
to engage a qualified independent testing and inspecting agency to perform field
tests and inspections and prepare test reports.
2. Testing and inspecting of completed applications of synthetic turf system shall take
place in suggestive states, in areas of extent and using methods that are industry
standard.
3. The Contractor is to remove and replace items where test results indicate that it does
not comply with specified G-Max requirements.
8.3.11. Field Markings and Decorations
1. A complete field “Lining, Marking, and Field Boundary” system will be provided with
the installation of the surfacing system.
2. Field markings are to be installed in accordance with approved project shop
drawings and marking plan.
3. Lines, hash marks, ticks, and number markings, shall be per AEPA Member
Specifications and the sport governing body.
4. Striping layouts shall be accurately surveyed by the Contractor before installation of
tufted field markings.
8.3.12. Equipment and Accessories
1. The Offeror can offer and install in-ground equipment and accessories to include but
is not limited to:
a. Pole Vault Pit –The Offeror shall provide synthetic surfacing material plugs,
which are to be installed level to the surfacing of the respective runway and be of
similar texture as the surrounding synthetic surfacing.
b. Take-Off Boards
c. Shot Put Toe Boards
d. Shot Put Rings
e. Discus Rings
f. Combination Hammer/Discus Cage and cage must meet IAAF rules.
g. Hammer/Discus Conversion Ring
h. Water Jump Hurdle with sleeves
i. Water Jump Cover - The Offeror is to install track surfacing onto the cover. The
cover, when installed with synthetic surfacing on it, shall be flush with the
surrounding area.
j. Removable Track Curbing. The curb shall meet the requirements of the IAAF.
k. Long Jump Sandpits and Traps.
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l. Sand – All sand for the long/triple jump sand pits shall be clean, washed, white
sand, containing not more than five percent (5%) clay and shall be free of trash,
organic matter, and rock. Installed sand shall meet all specifications of the IAAF –
washed river sand, 0 to 2mm graining, no organic components, max 5% of weight
up to 0.2mm. Prior to installation, the Offeror shall provide the AEPA Member
with a one (1) gallon sample for approval.
m. Football goal posts and soccer goals
n. Batting Cages
o. Mowers and striping equipment
8.3.13. Project Close-out
1. The Contractor and the AEPA Member’s representative shall conduct a complete and
extensive site inspection of all work performed and products provided and installed.
2. The Contractor shall provide the necessary testing data to the owner that the
finished field installed meets the required shock attenuation, as per ASTM F1936.
3. Upon completion of the work, the Offeror will present the AEPA Member with all
documents necessary to close out the project. Including, but not limited to:
a. Maintenance manuals.
b. Up to four (4) complete sets of “as built” project drawings, showing the actual
locations of seams, drains, in-ground equipment and other accessories
installed/provided.
c. A minimum of two (2) copies each of any installed equipment.
i. Manufacturer’s Instructions and Maintenance Manuals, which will include all
necessary instructions for the proper care and preventative maintenance of
the synthetic turf system, including painting and markings, procedures of use
and executed warranties on installed products and equipment.
ii. Any state, local and/or manufacturer’s inspection report or certificate
certifying that all state, local and manufacturer’s standards, codes and
requirements have been met.
d. All drawings, maintenance manuals, drawings and warranties for the installed
equipment shall be provided in electronic format on a flash drive or CD or DVD.
4. The Contractor shall provide AEPA Member’s personnel with the necessary training
for the proper care and maintenance for turf, material and equipment installed.
8.3.14. Warranty
1. The Prime Contractor shall provide a warranty to the owner that covers defects in
the prep-work, installation, and workmanship, and further warrant that the
installation was done in accordance with both the AEPA Member project documents
and all equipment manufacturer’s recommendations.
2. The Offeror may offer extended warranties or maintenance agreements if available
at an additional cost to AEPA Member.
Category 3 - Running Track, Tennis and Athletic Courts
Item Description
8.4.1 General Requirements
The Offeror must have the ability and capacity to provide all labor, materials, and equipment
required to provide site inspection and preparation and construction services for track,
8.4.2
basketball, and tennis court construction. These services may be provided by the Offeror’s
own crews and staff or by subcontractors contracted and supervised by the Offeror.
The Offeror is responsible for ensuring that the design and construction drawings and manual
8.4.3
clearly indicate, identify and communicate the products, services and testing that must be
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Item Description
provided to deal with site preparation and public utilities; track/court/field sub-base-works,
drainage systems, concrete and asphalt base-works; and track/court/field surfaces that are in
accordance and comply with ASBA, AAU, NCAA, NFHSA and state requirements.
Assisting AEPA Members in assessing, evaluating and determining the safety and operational
status of the various types of equipment, structures and surfaces found within educational
8.4.4 playgrounds and recreational facilities. Providing AEPA Member with a complete and
comprehensive report identifying areas of concern and surfaces needing maintenance, repair
and/or replacement.
Assisting AEPA Members in developing a short-term action plan to remediate, resolve and/or
8.4.5 remove any unsafe conditions and establish a long-term maintenance program for
maintaining AEPA Member’s facilities in good working conditions.
Upon request, assist the AEPA Member and its design professional in design new track and
8.4.6
recreational courts for new schools and public facilities.
Provide AEPA Member s with necessary construction services for demolition, site preparation
8.4.7
and installation of all products offered under this RFP.
Documentation signed by an authorized representative of the manufacturer will be provided
to the Member stating that the track, basketball, or tennis court has no measurable traces of
heavy metals, leachable mercury, or any other hazardous materials identified by the EPA. For
8.4.8
comparison testing prior to installation and randomly during installation, an 8" x 10" sample
of the material to be furnished to the Member’s independent laboratory prior to installation if
required.
An additional 8” x 10” product sample, the same color, texture, thickness, etc. as the type of
surfacing to be installed for this project shall be provided to the Member. This must be a
8.4.9
representative sample of the product for comparison of color and texture during installation.
This sample must be submitted and approved by the Member prior to installation.
Upon completion of any line markings, the Offeror shall obtain written acceptance and
approval of the markings by the AEPA Member’s designated representative as being complete
8.4.10 and meeting their requirements. This document shall state that the track, basketball, or tennis
court markings and layout meets and complies with the governing bodies’ such as AAU, NCAA,
NFHSA, State Activity Association, etc.
Provide AEPA Member s with the necessary training and support services to allow their staff
8.4.11 to conduct safety inspections, to perform maintenance according to manufactures
instructions.
Upon request, provide the labor, equipment, supplies and materials to inspect existing
8.4.12 facilities and make any maintenance and repairs required to bring the facility into good
working order.
8.4.13 All material shall be guaranteed to the extent that:
8.4.14 Installed in accordance and the manufacturer's specifications.
8.4.15 Will perform as specified per the manufacturer’s specifications
The Offeror must have the ability and capacity to provide all labor, materials, and equipment
required to provide site inspection and preparation and construction services for track,
8.4.16
basketball, and tennis court construction. These services may be provided by the Offeror’s
own crews and staff or by subcontractors contracted and supervised by the Offeror.
The Offeror is responsible for ensuring that the design and construction drawings and manual
clearly indicate, identify and communicate the products, services and testing that must be
8.4.17 provided to deal with site preparation and public utilities; track/court/field sub-base-works,
drainage systems, concrete and asphalt base-works; and track/court/field surfaces that are in
accordance and comply with ASBA, AAU, NCAA, NFHSA and state requirements.
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Item Description
Assisting AEPA Member s in assessing, evaluating and determining the safety and operational
status of the various types of equipment, structures and surfaces found within educational
8.4.18 playgrounds and recreational facilities. Providing Member with a complete and
comprehensive report identifying areas of concern and surfaces needing maintenance, repair
and/or replacement.
Assisting AEPA Member s in developing a short-term action plan to remediate, resolve and/or
8.4.19 remove any unsafe conditions and establish a long-term maintenance program for
maintaining AEPA Member ’s facilities in good working conditions.
Upon request, assist the AEPA Member and its design professional in design new track and
8.4.20
recreational courts for new schools and public facilities.
Provide AEPA Member s with necessary construction services for demolition, site preparation
8.4.21
and installation of all products offered under this RFP.
Documentation signed by an authorized representative of the manufacturer will be provided
to the Member stating that the track, basketball, or tennis court has no measurable traces of
heavy metals, leachable mercury, or any other hazardous materials identified by the EPA. For
8.4.22
comparison testing prior to installation and randomly during installation, an 8" x 10" sample
of the material to be furnished to the Member’s independent laboratory prior to installation if
required.
An additional 8” x 10” product sample, the same color, texture, thickness, etc. as the type of
surfacing to be installed for this project shall be provided to the Member. This must be a
8.4.23
representative sample of the product for comparison of color and texture during installation.
This sample must be submitted and approved by the Member prior to installation.
Upon completion of any line markings, the Offeror shall obtain written acceptance and
approval of the markings by the AEPA Member’s designated representative as being complete
8.4.24 and meeting their requirements. This document shall state that the track, basketball, or tennis
court markings and layout meets and complies with the governing bodies’ such as AAU, NCAA,
NFHSA, State Activity Association, etc.
Provide AEPA Member s with the necessary training and support services to allow their staff
8.4.25 to conduct safety inspections, to perform maintenance according to manufactures
instructions.
Upon request, provide the labor, equipment, supplies and materials to inspect existing
8.4.26 facilities and make any maintenance and repairs required to bring the facility into good
working order.
All material shall be guaranteed to the extent that:
8.4.27 1. Installed in accordance and the manufacturer's specifications.
Will perform as specified per the manufacturer’s specifications.
Quality Assurance
1. Offeror must demonstrate through documentation:
2. The products offered shall meet or exceed the American Sports Builders Association
(ASBA) guidelines and all requirements of the ASBA performance specification for
synthetic surfaced athletics tracks, courts and fields.
3. The Offeror will only utilize factory certified tradesmen that are licensed in AEPA
8.4.28 Member State to perform all work performed under this RFP.
4. The Offeror shall make its’ own site visit to fully acquaint themselves with the
construction site, existing facilities and utilities, and shall fully understand the
difficulties and restrictions attending the execution of the work under this RFP. Offeror
shall advise the Member in writing and receive its’ acceptance of any restrictions
and/or anticipated difficulties prior to accepting a contract to do the individual
project.
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5. The prime Contractor shall maintain ASBA Certified Track Builder or Certified Tennis
Court Builder on staff to ensure quality control in all aspects of a project conducted
under this solicitation.
6. All material shall be guaranteed to the extent that the surfacing:
a. Has been manufactured and applied in accordance with these and the
manufacturer's specifications.
b. Will hold fast and/or adhere to the asphalt, concrete, edging, filler and patches
or overlay materials.
c. Will perform as specified in these specifications and the specifications of the
product manufacturer in the current standard product information literature
and specification sheets.
d. Is ultra-violet resistant and will not de-laminate, bubble, blister, fade, crack or
wear excessively during the guarantee period, as determined by the Member.
e. That the base meets or exceeds manufacturers specifications and meets all
building code requirements for drainage, sub-base and base construction
requirements.
f. All machinery and materials used must be only those approved by the track
and field manufacturer.
8.4.29 Outdoor Running Tracks-Track Surfacing Systems
Furnish all required labor, materials, equipment, implements, parts and supplies necessary to
8.4.30 inspect/investigate site conditions, obtain, deliver, install required track surface, line and
mark track for appropriate
Due to the wide range of needs and requirements of AEPA Members, AEPA is seeking track
surfaces of various types and the following descriptions are given as a general guide and
standard of the surfaces being requested. The Offeror is encouraged to propose a complete
line of track surfaces that meet or exceed the listed surfaces and the standards and
specifications established by the National Federation of State High Association, American
Sports Builders Association, state and local Uniform Building Codes. The track surface will be
applied by a firm licensed in AEPA Member State, which has been installing the material for
the past five (5) years. Types for track surfaces to include but not limited to:
1. Pour-in-place, all-weather synthetic track surface consisting of permeable
polyurethane bound rubber base mat and a structural spray coating of pigmented
polyurethane and rubber.
2. Pour-in-place, all-weather synthetic track re-surface consisting of structural spray
coatings of pigmented polyurethane and rubber.
3. Pour-in-place, all-weather synthetic track surface consisting of impermeable
8.4.31 polyurethane bound rubber base mat and a solid pour polyurethane coating with
rubber granules in a light encapsulating finish.
4. Pour-in-place, all-weather synthetic track re-surface consisting of a solid pour
polyurethane coating with embedded rubber granule finish.
5. Impermeable polyurethane synthetic track system comprised of a base layer of
polyurethane bound SBR rubber granules, an impermeable layer (seal coat) of a two-
component urethane and topped with a spray-applied coating of single-component
polyurethane and EPDM granules.
6. A porous, paved-in-place system, utilizing a machine installed base of single
compound polyurethane binder and SBR rubber granules. The surface is finished with
multiple spray applications of 100% solids, pigmented polyurethane and EPDM
granules or water-based structural spray.
7. Impermeable polyurethane synthetic track system consisting of SBR Rubber, a single-
component polyurethane binder and a poured-in-place, two-component U.V.
stabilized elastomeric polyurethane wearing layer with an embedded textured finish.
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8. Full depth poured-in-place two component, UV stabilized elastomeric polyurethane
Dual Durometer synthetic surfacing system with embedded textured finish.
9. A full depth poured-in-place two component, UV stabilized elastomeric polyurethane
Tri-Durometer synthetic surfacing system with embedded textured finish and contain
no SBR granulate in the system.
10. Pour-in-place, all-weather synthetic track surface consisting of polymer resin binders
and rubber granules.
11. Pour-in-place, all-weather synthetic track surface consisting of polymer resin binders
and rubber granules and multiple sprays of polymer resin coating.
Site Inspection and Investigation
1. The ultimate performance and lifecycle of any running/jogging track depends on a
significant degree on the subsoil and drainage conditions of the site. The stability of
the subsoil also has a direct influence on the ability to properly prepare the site,
construct the track and to maintain design grades under the deformations generated
by the construction equipment itself. Such site condition as: expansive soils or plastic
soils and use of base course materials consisting of these types of soils can create
problems and frost action is exaggerated where frost susceptible materials exist with
moisture available to generate frost heave. It is, therefore, necessary for Offeror in
cooperation with the AEPA Member in ensure that a complete and accurate site
inspection/investigation has been performed to identify soil conditions existing at the
site and to take these conditions into account in designing the project. Site
preparation, including stripping, placement of backfill and base construction must be
properly performed to minimize the risk of problems due to subsoil and subgrade
conditions.
a. The scope of and level of any site inspection/investigation must be flexible and
dependent on the nature of the conditions that exist at a particular site, and
the degree of risk that the AEPA Member is willing to acknowledge, accept and
take regarding adverse effects of subsoil conditions. During the design and
development of the project, the Offeror will advise and consult with the AEPA
Member to determine the scope and level of site inspection required.
8.4.32
Obviously, the more serious site conditions that require an adequate study
includes, but is not limited to:
i. The existence of peat or other organic soils at the site;
ii. Uncontrolled fill materials or waste materials at the site;
iii. Expansive soils at the site;
iv. High ground water conditions or surface water retention areas (low
area flooding); or
v. Special usage of the facility for a variety of activities.
b. Soils should be classified, in general, in accordance with the visual manual
method of identification of soils, utilizing the Unified Soil Classification System
(ASTM Methods D 2488 “Description of Soil Visual Manual Procedure”, and D
2487 “Classification of Soils for Engineering Purposes”). It is not intended,
however, that a rigorous use of these methods be required, but only use of
terminology that will describe the soil conditions in terms of soil types using
the Unified Soil Classification symbols, such as CL, CH, etc.
c. Data obtained from this investigation should be prepared and submitted as
part of the project record documents for later reference, if necessary, or for
review by a qualified engineer if an evaluation is decided upon by the AEPA
Member and/or the Contractor.
d. Once a site study has been completed, identified risks require the AEPA
Member and the Offeror to make a joint decision as to the level site
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Item Description
preparation is required before the project is started. This is done so that an
adequate site can be available for the tract construction, and in the event of
any problems developing because of subgrade conditions, the responsibility
can be clearly allocated between the AEPA Member and the Contractor.
e. Where any site and/or soil conditions are suspect for problems, such as
existence of fill material, organic material or expansive soils are known or
believed to exist at a site, then it is required that the AEPA Member and
Contractor shall review, assess and discuss the pros and cons of the condition
and the AEPA Member may choose to retain a geotechnical consultant to
obtain samples in accordance with ASTM Method D 1587 in cohesive soils, and
D 1586 in granular soils, with borings to a depth of at least 10 ft. or into firm
materials. This should be followed by appropriate unconfined compressions
tests, water content and density determinations on cohesive soils, and
penetration resistances and blows per foot for granular soils, plus water level
determinations, again with borings at each corner of the tennis court or at each
quadrant of the track and intermediate borings not greater than 200 ft. apart
outside the pavement area.
f. All information and communications relating to the site inspection and
investigation shall become part of the project’s documentation.
Site Preparation, Earthwork, Drainage and Sub-base Construction
1. For new track construction, the site must be properly prepared in accordance with
project design documents that were prepared based on the site inspection and
investigation which addressed:
a. Site grade and elevations;
b. The sub soil, topsoil and drainage conditions;
8.4.33
c. The existence of peat or other organic soils at the site;
d. Uncontrolled fill materials or waste materials at the site;
e. Expansive soils at the site;
f. High ground water conditions or surface water retention areas (low area
flooding).
2. If an existing athletic facility, type of facility, how is it being utilized and by whom.
Stripping and excavation - Unless otherwise specified, topsoil and other unsuitable materials
at the site, and to a minimum distance of 5' beyond the surfaced area, should be removed in
such a manner as to minimize disturbance of the remaining subgrade soils, and to facilitate
8.4.34
placement of embankment materials and/or base course materials. Topsoil should be stored
at the site and reused for landscaping at the completion of construction.
Subsurface Drainage
1. Where surface inlets are provided on or near the courts or track, drain lines to carry
the water to appropriate discharge channels should be in accordance with local
building codes and regulations.
2. Where it is necessary or otherwise decided to lower the water table at the site, French
drains (permeable, properly graded, gravel-filled trenches), geocomposites or
perforated drain lines surrounded with a stone material, should be utilized,
8.4.35
discharging to appropriate channels. Non-woven geotextile fabric may be used,
depending on the stone materials available.
3. Backfill of all trenches should be granular material, placed in layers not to exceed 6"
in thickness, compacted with appropriate compaction equipment to 95% of the
maximum density determined by ASTM Method D 698 (Modified Proctor). This
compaction is necessary to minimize the risk of subsequent settlement of the surface
over the trench.
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4. When trenching or drain tile is used under existing permanent pavement, it is
recommended that this area be compacted to 100% of the maximum density
determined by ASTM Method D 698 (Modified Proctor). This method will reduce the
amount of settlement that may occur in these trenches, which will reflect on the final
surface.
Sub-base Embankment
1. Embankment is fill material necessary to raise the grade at the site, after removal of
unsuitable materials identified during the site investigation, to provide the surface on
which to place the base course for the running track.
2. While well-graded granular soil is preferred for embankment fill, normally locally
available soil is used for economic reasons. The material should be free of organic or
expansive material, and of particles greater than 1 1/2" in dimension. It should be
8.4.36 placed in lifts not to exceed 6" in thickness and compacted to 95% of the maximum
density determined by ASTM Method D 698 (Modified Proctor). The water content of
the fill should be reduced by aeration or increased by adding water, as necessary to
achieve the required compaction.
3. Where the natural soil at the bottom of the sub-base course is stable, as evidenced by
stability under construction equipment, hand auger or other exploration, base course
materials can be placed on this soil. Soft clay and plastic soils should be appropriately
stabilized.
1. Vegetation control or vegetation regrowth prevention - Soil conditions vary from area
to area. Where problems exist, it may be necessary to sterilize the soil. The Offeror
should during project development or construction recognize and determine when
soil sterilization is necessary and offer methods and options to the AEPA Member for
rectifying problems caused by vegetation.
a. Concrete Curbs and Drains
b. Furnish all required labor, materials, equipment implements, parts and
supplies necessary to prepare the site and install curbs and drainage systems.
c. Cement shall conform to one of the standard specifications for Portland
Cements, ASTM C-150, pr specification for blending hydraulic cements, ASTM
C-595, excluding slag cements types S and SA.
d. Air entrainment by total volume of concrete shall be: 4 – 6% for 1 1/2”
maximum size coarse aggregate; 5 – 7% for 3/4” or 1” maximum size coarse
aggregate; 6 1/2” – 8 1/2” for 3/8” or 1/2” maximum size coarse; 1/2 – 8 1/2%
for 3/8” or 1/2” maximum size coarse aggregate.
8.4.37 e. Aggregate shall conform to standard specifications for concrete aggregates
ASTM C-33. For concrete work that is 5” thick, the normal size of the coarse
aggregate shall not exceed 1 ½”. For concrete work that is 4” thick, the normal
size of the coarse aggregate shall not be greater than 1”.
f. Concrete work shall be 5” thick if the location of the structure is such that it
will be subject to more than three freeze-thaw cycles annually. If the location
is such that not more than three freeze-thaw cycles occur annually, concrete
work may be 4” thick.
g. Steel reinforcement bars shall conform to standard specifications for
deformed and plain billet-steel bard for concrete reinforcement ASTM A-615,
grade 60 or 40.
h. For concrete work that is 5” thick, the recommended bars shall be No. 5 size in
both directions at 12” on center. For concrete work that is 4” thick, the
recommended bars shall be No. 5 size in both directions at 15” on center. Bars
shall be accurately positioned at mid-depth, terminating 2” away from edges
and joints, and shall be adequately supported by chairs with sand plates
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provided to prevent bar supports from sinking into the sub-base.
i. Bars shall be lapped 18” and be securely tied or otherwise secured so that
there is no possibility of displacement when concrete is placed. Reinforcement
at time of concrete placement shall be free of loose, flaky rust and other
coatings or films that could interfere with bonding to the concrete.
j. The concrete shall have a compressive strength of not less than 3,000 psi at
the 29th day after casting. The minimum cement content for finish ability shall
not be less than 470 lb. per cubic yard for 1 1/2” maximum size coarse
aggregate or 520 lb. for 1”. In freeze-thaw environments, the minimum cement
content shall not be less than 560 lb. per cubic yard. The slump shall not be
more than 4”. Ready-mixed concrete shall be mixed and delivered in
accordance with ASTM C-94, specification for ready-mixed concrete.
k. Concrete shall be spread, consolidated, screened, bull-floated and finished in
accordance with Section 7.2 of ACT Standard 302, recommended practice for
concrete floor and slab construction.
l. When concrete is sufficiently set to withstand foot pressure with only about
1/4” indentation and the water sheen has left the surface, the slab shall be
uniformly finished by power floating and trawling. The final finish texture shall
have at least a medium broom finish to improve the mechanical bond to the
surface.
m. Immediately after brooming, the concrete shall be kept continuously moist for
seven (7) days by covering it with polyethylene film or waterproof curing
paper. Curing compounds will not be used. Curing time shall be in accordance
with surfacing systems manufacturer’s recommendations, but in not less than
28 days.
n. The concrete surface shall be finished so that the tolerance shall not vary more
than 1/4” in 10’ when measured with a 10’ straightedge in all directions.
o. Perimeter edging shall be constructed using one of the following methods:
pavement extension, flush curb, permanent raised curb or removable raised
curb.
p. A pavement extension shall have an aggregate base course constructed so that
the inside perimeter is parallel to and 28” inside of the track measure line, and
16” from the outer side of the outside lane line.
q. A pavement extension shall have an asphaltic concrete course(s) constructed
so that the inside perimeter is parallel to and 22” inside of the track measure
line, and its outside perimeter parallel to and 10” from the outer side of the
outside lane line.
r. A pavement extension shall have a synthetic surfacing course constructed so
that the inside perimeter is parallel to and 16” inside of the track measure line,
and its outside perimeter parallel to and 4” from the outer side of the outside
lane line.
s. A flush curb shall be solid, installed for both the inside and outside (or inside
only) perimeter of the trade. The curb shall be flush with either the asphalt or
the top elevation of the synthetic surface for an impermeable installation. For
a permeable installation, the curb is to be flush with the final elevation of the
asphalt. The distance between the track side of the inside curb and the
measure line shall be less than the distance between the track side of the
outside curb and the line shall not be less than 4”.
t. A permanent raised curb shall be solid and be installed to provide a curb for
both the outside and inside perimeter of the track. The distance between the
trackside of the curb and the track measure line shall be 30 cm. The distance
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Item Description
between the trackside of the outside curb and the lane line shall not be less
than 4”.
u. Removable raised curbs shall be available in various materials, including, but
not limited to: aluminum, polyurethane or aluminum with a firm rubber top.
These removable curbs shall sit on pads that allow movement of water from
the track surface to the drain channel or infield.
v. Drainage systems shall utilize a perimeter drain tile system, catch basin, curb
and gutter drainage system, permeable system or continuous trench drains.
Hot mix asphaltic concrete base course and leveling course for running tracks and/or field
events areas.
1. The components and methods utilized to install and complete the base and leveling
course must be in accordance with the individual project’s design documents. The
success of any installation of base or leveling course is dependent upon a properly
constructed sub-base and a good drainage system.
a. Minimum recommended base course thickness shall be based on the
specifications established by the geotechnical engineer.
b. Minimum recommended leveling course thickness shall be based on the
specifications established by the geotechnical engineer.
2. Quality Assurance - For installation of running track and field event hot mix asphalt,
utilize only thorough, highly trained personnel experienced and familiar with running
track and field event paving and with the tolerances required by the appropriate
federal, state and local governing bodies.
3. Asphalt - The proper type of asphalt used will vary from state to state if using the
standard norm of the Department of Transportation (DOT) or State Highway
Department standards. The following is a typical mix design for example only:
a. Thickness: No less than 1”.
b. Liquid Asphalt or Bitumen: 5.5% by weight (+/- 0.5%).
c. Asphalt Penetration or Type: 85 - 100 penetration.
d. Cure Time: Follow coating manufacturer's recommendations (typically 14 to
8.4.38 30 days), depending on the time of year and rainfall. Asphalt will cure more
slowly in cooler temperatures, i.e., the Spring and Fall.
e. Aggregate Type: Crushed stone, gravel, shale, limestone, etc. Foreign
materials, i.e., pyrite, clay, ferrous compounds, dirt and organic material are
not acceptable.
Aggregate Sieve % Passing
Analysis
1/2” 100%
3/8” 70 – 80%
1/4" 60 – 80%
No. 4 60 – 70%
No. 8 40 – 60%
No. 12 30 – 50%
No. 16 20 – 40%
No. 30 20 – 30%
No. 50 10 – 20%
No. 100 2 – 6%
No. 200 60 – 70%
Washed 0 - 2%
f. Plant, equipment, machines, and tools - The bituminous plant should be
capable of producing the quantities of bituminous mixtures required.
Hauling, placing and compaction equipment should be provided in sufficient
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numbers that the placement capacity at the site is equal to, or greater than,
the planned plant output to the site.
g. Paver - All pavements, where applicable, should be placed with a self-
propelled asphalt paver. The screed width should be adjustable to no less
than eight feet (8’). Only hydraulic screed and auger extensions to achieve
widths greater than that of the main screed are acceptable.
h. Compaction Equipment - Compaction equipment should consist of steel drum
asphalt rollers of sufficient size and width to properly compact the hot mix
asphalt to the required compaction, while providing a smooth surface free
from bumps, marks and creases.
i. Transportation Equipment - Transportation of the hot mix asphalt to the site
from the asphalt plant should be in trucks having tight, clean, smooth beds
lightly coated with an approved releasing agent. Each load should be covered
with a canvas or other approved material of ample size to protect the mixture
from cooling.
j. Straightedge – The contractor should furnish and maintain at the site, in good
working condition, one 10’ straightedge for each paver.
4. Placement and Compaction
a. Hot mix asphalt courses should only be placed on the specified base, free
from contamination and with no free water on the surface.
b. Paving operations should not be scheduled unless there is ample time to
place, compact and finish roll the hot mix asphalt.
c. The range of temperatures for mixtures to be dumped into the paver should
be determined by State Department of Transportation guidelines, and in no
case should they be cooler than 225 degrees F.
d. Paving operations should provide a mat that is smooth, dense and of the
proper thickness, slope and plane.
e. The leveling course should be placed such that the longitudinal joints of the
leveling course are offset from that of the base course. Transverse joints
should be offset a minimum of 24”.
f. In placing each succeeding pass after the initial one, the screed of the paver
should be set so that it overlaps the preceding pass by 2" and be sufficiently
high so that when compacted, a smooth joint is produced. Prior to pinching
the joint, the excess material should be pushed onto the edge of the new pass
with a lute. Excess material should be removed and wasted.
g. Breakdown rolling should begin as soon after the placement as the mixture
will allow without undue displacement. No delays in rolling should be
permitted. After breakdown rolling has been completed, preliminary testing
of grade, slope and planarity should be done. Any deficiencies should be
immediately corrected in accordance with "Acceptability of Work." When the
paving contractor is assured that all tolerances are being met, finish rolling
should begin.
h. Deficient areas within the base course should be corrected by saw cutting or
milling high spots and/or by truing and leveling low spots.
i. Deficient areas in the leveling course should be corrected by saw cutting or
milling to a depth equal to the thickness of the mat. Tack coat should be
applied to all edges and the pavement should be replaced. Skin patching of
the leveling course should only be done with materials acceptable to the
track surfacing contractor.
5. Acceptance of work – Upon completion of the work and/or prior to installing the
track surface system, the base and leveling course should be inspected for:
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a. Grade conformance tests should be conducted on both the base course and
the leveling course. The entire surface should have positive drainage.
b. Planarity - After completion of the finish rolling operations on each course,
the compacted surface should be tested with a 10’ straightedge.
Measurements should be made perpendicular to and across all mats at a
distance not to exceed 25’. The track surfacing contractor and/or AEPA
Member ’s representative should be present when these measurements are
made. The maximum allowable planarity deviation within a pass should be
1/8" in 10’ when measured in any direction.
Quality Assurance
1. The work shall conform to the USTC & ASBA’s standards for track construction. The
track surface will be applied by a licensed firm, which has been installing the material
8.4.39
for the past five (5) years.
2. Installing foreman must have at least five (5) years’ experience installing this type of
system.
Guarantee – The Contractor is to provide a written guarantee against defective materials or
faulty workmanship, excessive color change, excessive wear, and any other feature which is
8.4.40
not deemed ordinary wear on running tracks and court surfaces for a period of not less than
five (5) years.
Job Conditions – Surfacing shall not be done if a threat of freezing exists within the next 24
hours, rain is imminent, or gusting winds are forecasted. While surfacing and striping are
8.4.41 being done, sprinkler systems must be curtailed, shut off or controlled so that no water falls
on the track or event area surfaces. Other tradesmen, school district personnel and students
must stay off the wet or curing surfaces.
Track systems shall be asphalt, latex, polyurethane or per manufactured rubber. Installed
depth of all systems, depending on the AEPA Member requirements, will be 3/8” to 1/2”.
1. Asphalt track surfacing systems shall be either a SAR or asphalt emulsion and rubber
system constructed in accordance with ASBA standards.
2. Latex track surfacing systems shall be available in black or use a colored binder, color
sandwich or full-depth color system. It shall be mixed and installed on-site to meet or
8.4.42
exceed ASBA standards.
3. Polyurethane track surfacing systems shall be available in either permeable or
impermeable forms. They will utilize a base mat, structural spray, and sandwich or
full-pour application process. The polyurethane system shall be mixed and installed
onsite or per manufacturer’s specifications and instructions and must meet ASBA
standards.
The asphalt or concrete base must be properly cured in accordance with all general
8.4.43
specifications referenced above prior to the application of the synthetic surface.
The asphalt or concrete base shall be inspected for conformity to allow tolerances for
inclination. Also, the surface shall not deviate more than 1/4” in 10’ from the specified grade
when checked with a 10’ straightedge in all directions. The surface should also be flooded with
8.4.44 water to detect low areas. If, after 20 minutes of drying time, there are birdbaths evident, it
shall be the responsibility of the AEPA Member and/or Member’s representative, in
conjunction with the surfacing contractor, to determine the method of correction. No cold tar
patching, skin patching or sand mix patching will be acceptable.
The area to be surfaced shall be clean and free of any loose or foreign particles prior to the
synthetic surface installation. Any oil spills (hydraulic, diesel, motor oil, etc.) must be
completely removed, either by chipping out or removing and replacing with new, keyed in
8.4.45
asphalt. The minimum depth of any asphalt replacement shall be one inch. The curing time for
the asphalt base is 28 days. It shall be the responsibility of the surfacing contractor to
determine if the asphalt substrate has cured sufficiently prior to the application of
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polyurethane surfacing system.
A primer or K coat may need to be applied to the asphalt or concrete base in accordance with
8.4.46
the system specifications. Some systems will not require this primer coat.
The track surface shall be installed in strict compliance with the manufacturer’s specifications.
All equipment is to be kept clean. All daily work shall be finished in a uniform manner. All
8.4.47
cured joints are to be properly prepared prior to commencement of new work. All layers are
to be properly cured prior to subsequent applications.
Delaminating Surfaces – Any surfaces not adhered to the concrete or asphalt substrate need
to be removed. If only a few small areas are involved, they can be patched with an appropriate
8.4.48
compatible material. If large sections are loose and adjacent areas can be easily pulled loose,
the entire surface should be removed.
Striping – AEPA Member personnel will be consulted to determine the levels of competition
and the governing organization’s (NMAA/NCAA) standards must be utilized for the placement
of the finish line(s), events to be run, location of lane numbers and any other painted markings.
A computerized set of calculations will be created to enable accurate layout of the selected
markings. Layout of markings will be done with a steel tape calibrated to .01”. The markings
on the curve will be sighted-in with a theodolite capable of direct reading to 20 seconds of arc.
8.4.49
Markings shall conform to NFSHSA, NCAA or AAU regulations. The paint shall be semi-gloss
urethane compatible with the surface. The Offeror will supply a scaled drawing of all
markings. All calculations, measurements and markings will be done by qualified and
experienced specialists with a minimum of three (3) years of experience in this field. All
markings shall be painted, using an application process applied at approximately 200 to 250
square feet per gallon of paint.
Post-Tension Concrete Tennis and/or Basketball Courts
1. Furnish all required labor, materials, equipment, implements, parts and supplies
necessary for, or appurtenant to, the site preparation, grading and installation of play
courts (tennis and/or basketball) equal to or better than the following specifications.
a. Guarantee – The contractor shall guarantee the work against defective
material or faulty workmanship for a period of one (1) year from the date of
completion.
b. Quality Assurance – The work shall conform to the USTC and TBA’s standards
for tennis and/or basketball court construction. The court will be applied by a
licensed firm, which has been installing the material for the past five (5) years.
c. Site preparation may include removing trees, bushes and a minimum of 4” of
topsoil if existing conditions require such action. The area will be graded to the
required depth to accommodate the base and concrete thickness and provide
8.4.50
a uniform 1% slope at ±.1’ in one plane. All fills will be placed in 6” layers and
will be compacted to 90% standard density at optimum moisture. The
contractor will alert the AEPA Member of any “soft spots” or structures that
could affect the stability of the slab. The site preparation will be done to
provide positive drainage away from the play courts and, if needed, to provide
intercepting swales to prevent drainage onto the court. The final grade base
material shall be placed with automatic laser-regulated equipment capable of
providing a true accurate plane to a 1/4”. The depth of the fine grade base
material shall be sufficient to develop 1/4” accuracy.
d. Site preparation materials may consist of the existing sub-grade material
unless a soil engineer specifies import fill. The fine grade base materials shall
be an approved compactable, free-draining base material (sand, fine gravel,
etc.).
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Item Description
e. Vegetation control or vegetation regrowth prevention - Soil conditions vary
from area to area. Where problems exist, it may be necessary to sterilize the
soil. The Offeror should, during project development or construction,
recognize and determine when soil sterilization is necessary and offer
methods and options to the AEPA Member for rectifying problems caused by
vegetation.
Court paving materials specifications may include:
1. Post–tensioning and anchorages will conform to the “PTI Guide Specifications for Post-
Tensioning Materials”. The tensioning strands shall consist of 1/2” diameter, 7-wire,
stress-relieved strands, having a guaranteed ultimate tensile strength of 270,000 psi.
Strands shall conform to ASTM-416. Cables shall be fabricated to proper length for
each slab, coated with a permanent rust preventative lubricant and encased in
slippage sheathing. All breaks in the sheathing shall be repaired with tape prior to
concrete placement. A maximum of 6” exposed strands is permitted at the dead-end
anchor.
2. The concrete shall have a compressive strength of not less than 3,500 psi after 28 days.
Ready-mixed concrete shall be mixed and delivered according to ASTM C-94
specifications for ready-mixed concrete with a 4” maximum slump. Mix design as
follows: cement – Type 1, six sack unit weight – 140.3 lbs. per cubic foot, air
entrainment – 6.0%, water/cement ration – 0.52/1.
3. Court paving execution shall consist of the following:
a. Forms shall be accurately set to the lines and to +/- 1/4” of finish grade
indicated on drawings and be securely staked to prevent settlement or
movement during placement of concrete. Forms shall remain until concrete
has taken final set.
b. Tensioning cables and anchors shall be supported on chains and loosely tied
2" high at all intersections to prevent vertical and horizontal movement during
concrete placement. Strands shall be placed with no greater spacing than 2’6"
8.4.51 wide on lengths over 100' and 3’4” on lengths under 100'. After forms are
removed and the concrete has set to a minimum of 2,000 psi, the tensioning
procedure may be applied approximately one week later. Each tendon may
initially be tensioned to a maximum of 80% ultimate breaking strength and
anchored at a minimum of 70% ultimate breaking strength.
Ultimate Breaking 80% 70%
Strength
41,300 33,000 28,900
c. The cable ends shall be cut off and cone holes grouted flush with edge of slab.
Grout shall be non-shrink grout.
d. Joints – Between each court or at net line ±1’, there shall be a keyed
construction joint.
e. Placing – A full court shall be placed in one continuous operation without
intervening joints of any kind. The 4” thick slab will be placed with a 60’
mechanical screed capable of providing a surface true to 3/8” at a 1% slope.
Note: Finish surface shall not have a water-holding area greater than 1/8”
deep. This is to be determined by flooding the court with water, allowing it to
drain for one hour on a 70° or warmer day.
f. Curing – Immediately after finishing, the concrete shall be kept moist by
covering with polyethylene, by sprinkling, by pounding or by curing
compound (must be compatible with acrylic tennis surfacing material).
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Item Description
Court Surfacing Materials
1. Playing Lines - Playing lines shall be painted per manufacturer specifications.
2. Surface will be installed per surface manufacturer specifications.
3. Court Surfacing Surface Preparation - Prior to the surfacing application, the concrete
will be thoroughly cleaned by using a power broom or power washer. Subsequent to
the cleaning of the court surface, a prime coat will be broom applied. Pools of the prime
coat will be swept out to eliminate black "fatty" spots.
4. 1/2" Emulsion Lift - The mixture will be agitated in a mixer capable of providing a
consistent and homogeneous solution of the binder and aggregates. The mixture will
be screed over the entire surface using 1/2" rods; other methods of placing will not be
allowed. After the lift has cured (approximately one week), it will be compacted by a
vibratory roller or with a static roller weighing 3,000 lbs. The resulting surface shall
be free of depressions more than 1/8" deep. Any areas holding more water than 1/8"
in depth will be filled with the leveling course.
8.4.52
5. Leveling Course(s) - Once the 1/2" lift has been rolled, the contractor shall flood
courts, mark and fill all water-holding depressions with the leveling course mixture.
6. Any remaining water-holding depressions greater than 1/8" deep will be marked and
filled with the leveling mix, again using a 14' straightedge squeegee. Water holding
areas will be determined by flooding the court with water and allowing it to drain for
one hour on a 70° or warmer day. The court will be reflooded and refilled as necessary.
Note: Water holding areas can only be removed where positive and adequate slope
exists.
7. Finishing Courses - Contractor shall blend in water-holding patches and surface
defects and provide for a wearing base with the finishing courses.
8. After each finishing application has been cured, any ridges will be removed with
scrapers, and the application will be compacted with a minimum 3,000 lb. static roller.
One finishing course will be applied and additional application will be made as
necessary to provide a uniform, ridge-free surface.
Hot Mix Asphalt Tennis and/or Basketball Courts
1. Guarantee – The contractor shall guarantee the work against defective material or
faulty workmanship for a period of one (1) year from the date of completion.
2. Hot Mix Asphalt to meet the surface supplier specifications.
3. Quality Assurance – The work shall conform to the USTC and TBA’s standards for
tennis and/or basketball court construction. The court will be applied by a licensed
8.4.53 firm, which has been installing the material for the past five (5) years.
4. The following descriptions are given as a general guide and standard of the surfaces
being requested. The Offeror is encouraged to propose a complete line of
tennis/basketball court surfaces that meet or exceed the listed surfaces, the standards
and specifications established by the National Federation of State High School
Association, American Sports Builders Association, state and local Uniform Building
Codes.
Submittals
1. The Offeror must provide written documentation for each tennis/basketball surface
offered, the installers authorization and certification by the surface manufacturer and
licensed in the AEPA State to install, maintain and/or repair the proposed court
8.4.54 system.
2. For the court surfaces offered, provide written documentation of its proven track
record for performance and durability by listing 3 installations that are a minimum of
three (3) years old that contain the same court surface materials and use the same
method of installation showing locations, installation dates and owner representatives
AEPA 024-A Part B – Specifications 60 Due Date: September 12, 2023, 1:30 p.m. ET
Item Description
contact information. Tracks listed are to have been provided by the Offeror making a
response to this solicitation.
3. The Contractor will provide at a minimum a written maintenance manual to the AEPA
Member on completion of the project that includes day-to-day operating instructions,
maintenance and repair methods and availability of repair materials, including cost.
4. Provide required manufacturer’s Product Data and Material Safety Data Sheets for
products provided.
5. For the all-weather court system proposed and/or provided under this solicitation,
the Offeror must provide written documentation describing and laying out of all the
terms, conditions, stipulations and requirements of the warrantee for each and any
associated costs, if applicable.
6. The Offeror must provide a written proposal to the AEPA Member that includes all the
necessary information required for the Member to:
a. Have a complete understanding of the scope of work to be performed and
timelines.
b. Understand the physical layout of the proposed project in relationship to
existing site conditions.
c. Be aware of the type, level, quality and performance standards of products to
be utilized and/or provided in completing the project.
d. Understand the roles, responsibilities and commitments of all parties during
the tennis/basketball construction process.
e. Be aware of and understand all the costs associated to site
inspection/investigation, site preparation, court construction, lining and
marking the court for events and other related materials and/or construction
costs.
Hot mix asphaltic base course and leveling course for basketball and tennis courts.
1. The components and methods utilized to install and complete the base and leveling
course must be in accordance with the individual project’s design documents. The
success of any installation of base or leveling course is dependent upon a properly
constructed sub-base and a good drainage system.
a. Minimum recommended base course thickness shall be based on the
specifications established by the geotechnical engineer.
b. Minimum recommended leveling course thickness shall be based on the
specifications established by the geotechnical engineer.
2. Quality Assurance - For installation of running track and field event hot mix asphalt,
utilize only thorough, highly trained personnel experienced and familiar with running
track and field event paving and with the tolerances required by the appropriate
8.4.55 federal, state and local governing bodies.
3. Asphalt - The proper type of asphalt used will vary from state to state if using the
standard norm of the Department of Transportation (DOT) or State Highway
Department standards. The following is a typical mix design for example only:
a. Thickness: No less than 1”.
b. Liquid Asphalt or Bitumen: 5.5% by weight (+/- 0.5%).
c. Asphalt Penetration or Type: 85 - 100 penetration.
d. Cure Time: Follow coating manufacturer's recommendations (typically 14 to
30 days), depending on the time of year and rainfall. Asphalt will cure more
slowly in cooler temperatures, i.e., the Spring and Fall.
e. Aggregate Type: Crushed stone, gravel, shale, limestone, etc. Foreign materials,
i.e., pyrite, clay, ferrous compounds, dirt and organic material are not
acceptable.
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Item Description
Aggregate Sieve % Passing
Analysis
1/2” 100%
3/8” 70 – 80%
1/4" 60 – 80%
No. 4 60 – 70%
No. 8 40 – 60%
No. 12 30 – 50%
No. 16 20 – 40%
No. 30 20 – 30%
No. 50 10 – 20%
No. 100 2 – 6%
No. 200 60 – 70%
Washed 0 - 2%
f. Plant, equipment, machines, and tools - The bituminous plant should be
capable of producing the quantities of bituminous mixtures required. Hauling,
placing and compaction equipment should be provided in sufficient numbers
that the placement capacity at the site is equal to, or greater than, the planned
plant output to the site.
g. Paver - All pavements, where applicable, should be placed with a self-
propelled asphalt paver. The screed width should be adjustable to no less than
eight feet (8’). Only hydraulic screed and auger extensions to achieve widths
greater than that of the main screed are acceptable.
h. Compaction Equipment - Compaction equipment should consist of steel drum
asphalt rollers of sufficient size and width to properly compact the hot mix
asphalt to the required compaction, while providing a smooth surface free
from bumps, marks and creases.
i. Transportation Equipment - Transportation of the hot mix asphalt to the site
from the asphalt plant should be in trucks having tight, clean, smooth beds
lightly coated with an approved releasing agent. Each load should be covered
with a canvas or other approved material of ample size to protect the mixture
from cooling.
j. Straightedge – The contractor should furnish and maintain at the site, in good
working condition, one 10’ straightedge for each paver.
Placement and Compaction
1. Hot mix asphalt courses should only be placed on the specified base, free from
contamination and with no free water on the surface.
2. Paving operations should not be scheduled unless there is ample time to place,
compact and finish roll the hot mix asphalt.
3. The range of temperatures for mixtures to be dumped into the paver should be
determined by State Department of Transportation guidelines, and in no case should
they be cooler than 225 degrees F.
8.4.56
4. Paving operations should provide a mat that is smooth, dense and of the proper
thickness, slope and plane.
5. The leveling course should be placed such that the longitudinal joints of the leveling
course are offset from that of the base course. Transverse joints should be offset a
minimum of 24”.
6. In placing each succeeding pass after the initial one, the screed of the paver should be
set so that it overlaps the preceding pass by 2" and be sufficiently high so that when
compacted, a smooth joint is produced. Prior to pinching the joint, the excess material
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Item Description
should be pushed onto the edge of the new pass with a lute. Excess material should be
removed and wasted.
7. Breakdown rolling should begin as soon after the placement as the mixture will allow
without undue displacement. No delays in rolling should be permitted. After
breakdown rolling has been completed, preliminary testing of grade, slope and
planarity should be done. Any deficiencies should be immediately corrected in
accordance with "Acceptability of Work." When the paving Contractor is assured that
all tolerances are being met, finish rolling should begin.
8. Deficient areas within the base course should be corrected by saw cutting or milling
high spots and/or by truing and leveling low spots.
9. Deficient areas in the leveling course should be corrected by saw cutting or milling to
a depth equal to the thickness of the mat. A tack coat should be applied to all edges and
the pavement should be replaced. Skin patching of the leveling course should only be
done with materials acceptable to the track surfacing contractor.
Acceptance of work – Upon completion of the work and/or prior to installing the surface
system, the base and leveling course should be inspected for:
1. Grade conformance tests should be conducted on both the base course and the
leveling course. The entire surface should have positive drainage.
2. Planarity - After completion of the finish rolling operations on each course, the
compacted surface should be tested with a 10’ straightedge. Measurements should be
made perpendicular to and across all mats at a distance not to exceed 25’. The track
surfacing contractor and/or AEPA Member ’s representative should be present when
these measurements are made. The maximum allowable planarity deviation within a
pass should be 1/8" in 10’ when measured in any direction.
3. Quality Assurance
a. The work shall conform to the USTC & ASBA’s standards for court
construction. The court surface will be applied by a licensed firm, which has
been installing the material for the past five (5) years.
b. Installing foreman must have at least five (5) years’ experience installing this
type of system.
8.4.57
c. Site preparation may include removing trees, bushes and a minimum of 4” of
topsoil if existing conditions require such action. The area will be graded to the
required depth to accommodate the base and concrete thickness and provide
a uniform 1% slope at ±.1’ in one plane. All fills will be placed in 6” layers and
will be compacted to 90% standard density at optimum moisture. The
contractor will alert the AEPA Member of any “soft spots” or structures that
could affect the stability of the slab. The site preparation will be done to
provide positive drainage away from the play courts and, if needed, to provide
intercepting swales to prevent drainage onto the court. The final grade base
material shall be placed with automatic laser-regulated equipment capable of
providing a true accurate plane to a 1/4”. The depth of the fine grade base
material shall be sufficient to develop a 1/4” accuracy.
d. Site preparation materials may consist of the existing sub-grade material
unless a soil engineer specifies import fill. The fine grade base materials shall
be an approved compactable, free-draining base material (sand, fine gravel,
etc.).
Quality Assurance
1. The work shall conform to the USTC & ASBA’s standards for court construction. The
8.4.58
court surface will be applied by a licensed firm, which has been installing the material
for the past five (5) years.
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Item Description
2. Installing foreman must have at least five (5) years’ experience installing this type of
system.
3. Site preparation may include removing trees, bushes and a minimum of 4” of topsoil if
existing conditions require such action. The area will be graded to the required depth
to accommodate the base and concrete thickness and provide a uniform 1% slope at
±.1’ in one plane. All fills will be placed in 6” layers and will be compacted to 90%
standard density at optimum moisture. The contractor will alert the AEPA Member of
any “soft spots” or structures that could affect the stability of the slab. The site
preparation will be done to provide positive drainage away from the play courts and,
if needed, to provide intercepting swales to prevent drainage onto the court. The final
grade base material shall be placed with automatic laser-regulated equipment capable
of providing a true accurate plane to a 1/4”. The depth of the fine grade base material
shall be sufficient to develop a 1/4” accuracy.
4. Site preparation materials may consist of the existing sub-grade material unless a soil
engineer specifies import fill. The fine grade base materials shall be an approved
compactable, free-draining base material (sand, fine gravel, etc.).
Guarantee – The Contractor is to provide a written guarantee against defective materials or
faulty workmanship, excessive color change, excessive wear, and any other feature which is
8.4.59
not deemed ordinary wear of an all-weather tennis/basketball court for a period of not less
than five (5) years.
Tennis Court Accessory Materials to include but not limited to:
1. Net Posts and Sleeves Equipment
2. Center Strap Anchor
3. Tennis Nets
8.4.60
4. Wind Screens
5. Backdrop Curtains
6. Court Dividers
7. Crack repair
Basketball Court Accessory Materials to include but not limited to:
1. Goal Post
2. Backboards
8.4.61
3. Mesh nets
4. Hoop rings 18”
5. Crack repair
Tracks Accessory Materials to include but not limited to:
1. Cages for Discus, Hammer, and Shot Put
2. Hammer and Discus Conversion
3. Discus Rings
4. Long and Triple Jump Take-off Systems
5. Pole Vault Boxes and Pits
6. Long Jump Sandpits and Traps
7. Shot Put Toe Boards
8.4.62 8. Shot Put Rings
9. Throws Circles
10. Running Track Covers
11. Re-Striping Existing Running Tracks
12. Take-Off Boards
13. Water Jump Hurdle with Sleeves
14. Water Jump Cover
15. Removable Track Curbing
16. Sand – All sand for the long/triple jump sand pits shall be clean, washed, white sand,
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Item Description
containing not more than five percent (5%) clay and shall be free of trash, organic
matter, and rock. Installed sand shall meet all specifications of the IAAF – washed river
sand, 0 to 2mm graining, no organic components, max 5% of weight up to 0.2mm. Prior
to installation, the Offeror shall provide the AEPA Member with a one (1) gallon
sample for approval.
Warranty
1. All warranties will begin on the date of final acceptance by the AEPA Member . The
minimum warranty for systems offered is Ten (10) years non-prorated warranty.
2. All products and services offered must be guaranteed free from defects and faulty
workmanship for a minimum period of One (1) year after final acceptance by the AEPA
Member . The Offeror agrees to fix, resolve, and make right any claims at no additional
cost to AEPA Member during this period.
3. Contractor will pay for any failure to conform or for any defect. In addition, Contractor
will fix any damage to AEPA Member controlled, real or personal property when that
damage is the result of Contractor’s failure to conform to contract requirements or any
defect in equipment, material, workmanship, or design furnished or in compliance
with federal, state and local laws, codes, regulations and standards. Contractor’s
warranty with respect to work done, repaired or replaced under these conditions will
run for One (1) year from the date of repair or replacement or completion.
8.4.63 4. If Contractor fails to remedy any failure, defect or damage within a reasonable time
after receipt of notice, the AEPA Member will have the right to replace, repair or
otherwise remedy the failure, defect or damage at the Contractor’s expense in
accordance with laws of the AEPA Member State
5. Contractor will pay for any failure to conform or for any defect. In addition, Contractor
will fix any damage to AEPA Member controlled, real or personal property when that
damage is the result of Contractor’s failure to conform to contract requirements or any
defect in equipment, material, workmanship, or design furnished or in compliance
with federal, state and local laws, codes, regulations and standards. Contractor’s
warranty with respect to work done, repaired or replaced under these conditions will
run for One (1) year from the date of repair, replacement or completion.
6. If Contractor fails to remedy any failure, defect or damage within a reasonable time
after receipt of notice, the AEPA Member will have the right to replace, repair or
otherwise remedy the failure, defect or damage at the Contractor’s expense in
accordance with laws of the AEPA Member State.
Category 4 – Synthetic Turf for Playground, Pet, Commercial, Landscaping Applications
Item Description
8.5.1. These guidelines apply to synthetic grass for commercial or municipal landscape applications.
Types of applications to include but not limited to:
1. Playgrounds
2. Landscaping
3. Pet system for dog parks
4. Putting Greens and Golf Practice Tee
5. Bocce, Croquet Volleyball, Tennis Courts and Multi-use Area
6. Roofs
7. Decks and Patio
8. Nonathletic field applications
9. To cover Landfill Cells
10. Synthetic turf made from plant-based materials
8.5.2. Components for Synthetic Turf Systems to include but not limited to:
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Item Description
1. Finished Pile Height form 3/8” to 2.5”.
2. To have U.V. inhibitors to prevent grass from fading.
3. Seams can either be taped, glued or nailed and shall provide a resilient continuous
surface over the entire project surface.
4. Synthetic Turf Types: There are several different types of synthetic turf available. They
are distinguishable through the use of different fibers and different construction.
Differentiated by construction are the tufted or the knitted synthetic turf systems.
Both systems are comprised of synthetic fibers with primary and secondary backing
systems and a resilient shock absorbing system. The shock absorbing system can
consist of infill, a padding system, or a combination of both.
5. Fiber: Typically, the fiber used in synthetic turf is textured and/or non-textured
polypropylene, polyester, polyethylene, nylon or other suitable performing hybrid or
copolymer in tape form or monofilament. Minimum fiber sizes are 50 microns for
polypropylene or polyester, 100 microns for tape form (slit-film) polyethylene, 140-
300 for monofilament polyethylene (shape dependent) and 500 denier for nylon. Fiber
sizes for hybrids or copolymer will comply with the most closely related fiber type.
Ideally, all fibers should be of the same chemical composition, shape, and texture.
Fibers should be compliant to ASTM guideline for total lead content.
6. Fiber: Typically, the fiber used in synthetic turf is textured and/or non-textured
polypropylene, polyester, polyethylene, nylon or other suitable performing hybrid or
copolymer in tape form or monofilament. Minimum fiber sizes are 50 microns for
polypropylene or polyester, 100 microns for tape form (slit-film) polyethylene, 140-
300 for monofilament polyethylene (shape dependent) and 500 denier for nylon. Fiber
sizes for hybrids or copolymer will comply with the most closely related fiber type.
Ideally, all fibers should be of the same chemical composition, shape, and texture.
Fibers should be compliant to ASTM guideline for total lead content.
7. Primary Backing Systems Material: The primary backing materials are of a woven or
non-woven fabric in one or more layers which are utilized in the tufting process, or of
high strength polyester multi-filament fiber utilized in the knitting process. This
backing material provides the initial dimensional stability for the system.
8. Secondary Backing Systems Material: The secondary backing materials are applied
through a coating process with a single or multiple applications of one or various
materials.
9. Perforations: Depending on the final construction of the turf system, the system may
or may not be permeable to water. Perforations are typically required of fully coated
system backings to provide adequate vertical drainage throughout the system. Some
turf systems may allow for drainage without perforations by employing a process of
partial coating or other system designs. Developments in coating systems have
provided for lighter weight and aqueous permeable chemicals; however, the drainage
criteria must be met.
10. Infill Materials: The most recent generation of synthetic turf systems utilizes a long
pile height and needs to be supported with infill materials for directional stability and
structural integrity, as well as resiliency. The infill materials commonly used are
EDPM, TPE, natural cork, ground fibers from coconut shells, coated and non-coated
silica sand, crumb and coated rubber, other suitable materials, or combinations of
sand, rubber, or other suitable materials
8.5.3. Synthetic Turf Performance
1. Traction: The surface should provide good traction in all types of weather.
2. Slip Resistance Component: The system should enable a predictable range of
movement between the user and the surface uniformly throughout. The surface
should balance traction and slippage by way of the sliding coefficient.
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Item Description
3. Surface Abrasiveness: The field surface should have fibers and infill materials that
minimize skin abrasions.
4. The field surface should have the ability to adequately absorb user impact with the
surface.
5. Surface Uniformity: Synthetic turf should be uniform and as level as practical.
6. Appearance: Unless otherwise dictated by design, the synthetic turf should have a
consistent color, texture, and shade without significantly noticeable streaks or other
irregularities when observed in any direction.
8.5.4. Reference Specifications and Standards
1. Materials and methods of construction shall comply with the latest provisions of the
following standards:
2. ASTM F1292-04: Standard Specification for Impact Attenuation of Surface Systems
Under and Around Playground Equipment.
3. ASTM D2859: Standard Test Method for Ignition Characteristics of Finished Textile
Floor Covering Materials (Pill Flammability).
4. ASTM F1951-99: Standard Specification for Determination of Accessibility of Surface
Systems Under and Around Playground Equipment.
5. Toxic Characteristic Leaching Procedure (TCLP) by Method 6010B.
8.5.5. For all Synthetic Surfaces, provide the following information:
1. Product Data: Materials certificates, certifying each material item complies with, or
exceeds, specified requirements. Certificates of compliance must be signed by
materials producer and contractor.
2. Laboratory Testing Reports: Testing reports for turf material including Impact
Attenuation, Flammability, Handicap Accessibility, and Lead (Pb).
3. Sample: 12” x 12” sample of turf material.
4. Warranties: Product and maintenance warranties must be provided to the Owner
prior to installation.
5. Product verification: Delivery slip and item list for each material shipment, including
turf and infill material.
6. Grass Installer Qualifications and certifications. IPEMA certified to install are
preferred.
8.5.6. Workmanship And Quality Assurance:
1. The artificial grass is to be installed per manufacturer’s plans and specifications.
2. All artificial grass and components shall be provided by a single source.
8.5.7. Delivery and Storage of Materials:
1. Artificial grass will be delivered in rolls 15’ in length, wrapped in plastic. Rubber
buffing’s, performance pads, drain pads, or foam pads for under the grass will be
delivered on pallets or in rolls wrapped in plastic to the job site.
2. Products will be stored in a dry, secure area.
3. Warranty of the Material and Workmanship
a. The artificial grass installed under this contract will be warranted for a
period of eight (8) years from the date of manufacturing against defects in
material or workmanship, resulting in premature wear, deterioration and
excessive fading/UV degradation during ordinary and normal use of the
product(s).
b. Warranty will be provided to the AEPA Member by contract holder.
warranty, by the installer
4. When defective material or workmanship is discovered requiring repair or
replacement, all such repair work or replacement work shall be done by the
CONTRACTOR at its own expense after written notification is given of such required
repairs. However, if the CONTRACTOR fails to comply with the requirements of the
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Item Description
above guarantee within a reasonable time after notification is given, the owner shall
proceed to have the repairs made by others at the CONTRACTOR’S expense.
5. Any unsafe conditions that arise shall be secured and maintained by the installer
until all required repairs or replacements have been completed.
6. All resurfacing will conform in kind and quality to the specifications set forth in the
plans and specifications and will be free of defects in workmanship and material.
8.5.8. Warranty of the Material and Workmanship
1. The artificial grass installed under this contract will be warranted for a period of
eight (8) years from the date of manufacturing against defects in material or
workmanship, resulting in premature wear, deterioration and excessive fading/UV
degradation during ordinary and normal use of the product(s).
2. Warranty will be provided to the AEPA Member by contractor.
3. When defective material or workmanship is discovered requiring repair or
replacement, all such repair work or replacement work shall be done by the
Contractor at its own expense after written notification is given of such required
repairs. However, if the Contractor fails to comply with the requirements of the
above guarantee within a reasonable time after notification is given, the owner shall
proceed to have the repairs made by others at the Contractor’s expense.
a. Any unsafe conditions that arise shall be secured and maintained by the
Contractor until all required repairs or replacements have been completed.
b. All resurfacing will conform in kind and quality to the specifications set forth
in the plans and specifications and will be free of defects in workmanship and
material.
Minimum Base Requirements per turf manufacturer specifications.
8.5.9. Installation
1. Per turf manufacturer specifications.
2. Fall Height if required.
a. Resilient safety surface – Thickness may vary according to fall height but will
typically be a depth of 4”. Foam Pad or Performance Pad subsurface thickness
may vary according to fall-height and may be achieved by using multiple
layers of padding.
Protection – Surface installer shall be responsible for the protection of the resilient safety
surface during the installation process. Surface installer shall be responsible for the protection
of the surface during the curing period upon completion of the installation.
8.5.10. Grooming Equipment and Supplies to include but not limited to:
1. Groomers (pull behind a utility vehicle
2. Brooms
3. Tow-behind magnet
4. Gum remover
Shipping and/or Freight
Item Description
8.6.1. Freight for this bid will be FOB Destination, freight prepaid and added to invoice. The
Vendor Partner will maintain risk on all product until the goods are received and
inspected by the Buyer. The Vendor Partner will pay shipping costs and add the cost to
the Buyers invoice.
8.6.2. All freight charges must be quoted to the Buyer prior to any purchase order being issued
by the Buyer.
8.6.3. A packing slip must be provided with all deliveries including the purchase order number.
Orders not filled and partial shipments shall be indicated on the packing list. Buyers
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Item Description
must be notified of an anticipated availability date within three (3) business days of
receipt of order.
8.6.4. All product, equipment, supplies and related accessories must be delivered during
normal hours of operation on weekdays, unless at the convenience of the Buyer and
through mutual agreement with the Vendor Partner.
8.6.5. Stored Materials. Upon prior written agreement between Vendor Partner and Buyer,
payment may be made for materials not incorporated in the work but delivered and
suitably stored at the site or some other location, for installation at a later date. An
inventory of the stored materials must be provided to Buyer prior to payment. Such
materials must be stored and protected in a secure location and be insured for their full
value by Vendor Partner against loss and damage. Vendor Partner agrees to provide
proof of coverage and/or addition of Buyer as an additional insured upon Buyer’s
request. Additionally, if stored offsite, the materials must also be clearly identified as
property of Buyer and be separated from other materials. Buyer must be allowed
reasonable opportunity to inspect and take inventory of stored materials, on or offsite,
as necessary. Until final acceptance by Buyer, it shall be Vendor Partner's responsibility
to protect all materials and equipment. Vendor Partner warrants and guarantees that
title for all work, materials and equipment shall pass to Buyer upon final acceptance.
Payment for stored materials shall not constitute final acceptance of such materials.
9. Pricing
The Bidder must provide their pricing as requested utilizing the various pricing methodologies specified
in this section. The Vendor Partner agrees that the cost for any item bid or offered on this contract will be
uniform for all states, and that any differences in pricing are due to state specific installation and labor
costs, AEPA Member Agency’s Administrative Fee, etc. The Bidder/Vendor Partner must agree that they
will offer prices equal to or better than what they ordinarily offer to individual entities or cooperatives
with equal or lesser volume.
A. Line-Item Pricing: Line-item pricing is utilized when products and/or services that are broken down
in detail by element, component, product categories, product type and each product and/or service is
presented as an individual item which needs to be combined with other items to make up a final project
or solution. The Bidder offers firm pricing for specific line items in response to this bid; a project’s cost
is derived by the Vendor Partner preparing and providing a quote based on the project’s terms,
conditions and requirements based on the line- i t e m pricing provided in the bid. The information
provided in this bid for each item includes: Product Category, Product Description, Manufacturer,
Manufacturer SKU, Vendor SKU, Unit of Measure, Item List Price, AEPA Bid Price.
i. Fixed prices: Prices bid shall be firm until each anniversary date of contract, unless there is an
occurrence of one or more economic price adjustment contingencies outlined in the bid. Fixed
price offers shall include prices for any and all items.
ii. Routine Price Adjustments (Without Economic Price Adjustment): Vendors may request
adjustments to the prices twice a year at the time of renewal at the AEPA Spring and Winter
meetings. Vendor Partner’s must submit a fully documented written request to the AEPA
Category Committee Chairperson thirty (30) days prior to the AEPA meeting. The request must
specifically detail and document the cause and/or reason for price changes and include any
supporting documentation (manufacturer’s letter, indexes, etc.). All price changes require
approval by the AEPA Member Agencies.
iii. Unpredictable Economic Price Adjustment: If economic price adjustment contingencies occur,
Vendor Partner may submit a fully documented request (manufacturer’s letter, indexes, etc.) for
price adjustment to AEPA Contract Oversight Committee for review and approval by the
committee and the AEPA Member Agencies. The documentation must substantiate the cause
and/or reason for the requested price increase and demonstrate that it was unpredictable at the
time of bid submittal and/or contract renewal and out of the Vendor Partner’s control. Pricing
AEPA 024-A Part B – Specifications 69 Due Date: September 12, 2023, 1:30 p.m. ET
will take effect thirty (30) days after approval and acceptance.
iv. New Products/Services: Vendor Partner may submit new products or technologies that are
within the original scope of work for the bid, to be added to the contract pending review and
approval of the AEPA Bid Oversight Committee and AEPA Membership. Requests should be
submitted to the AEPA Contract Oversight Committee thirty (30) days prior to the AEPA Winter
or Spring meeting.
B. Automated System for Pricing (ASP): The method consisting of an ASP and/or software application
(RSMeans, Gordian) that is self-contained and consists of a turn-key solution that includes a complete
line-item listing of all of the products, supplies, materials, equipment, services, accessories and options
with their description, specifications, terms, conditions and associated pricing for each item, sub-
assemblies and/or assemblies. The Bidder provides a percent of discount or fixed multiplier/factor to
be applied to total project cost to allow for individual state conditions and requirements and to arrive
at the AEPA price.
C. RSMeans (Construction Related Bids only): It is important for Vendor Partners to breakout all
costs (quantity and price) of all items listed under RS Means or an Alternative Pricing method. This
includes all quoted items not on the approved AEPA bid submittal. The following are minimum
requirements for using RSMeans for quoting projects to AEPA Member Agencies:
i. The Contractors must use the current year and standard cost data. Only the following cost data
titles will be accepted:
a. Building Construction Cost Data Book
b. Facilities Construction Cost Data
c. Facilities Maintenance & Repair Cost Data
d. Site Work & Landscape Cost Data Book
ii. All work proposed under RSMeans must use RSMeans format, even if subcontractors are used.
iii. An RSMeans spreadsheet must be submitted to substantiate the quote given to the AEPA Member
Agency. The spreadsheet columns must reveal the full RSMeans number and a sufficient amount
of the description. This also applies to change orders.
iv. Pricing must be done by Location codes. National Average will not be allowed. In order to choose
the “closest” location code, the first three (3) numbers of the zip code will be used to determine
the city location index in the AEPA Member Agency State.
v. The AEPA contract holder factor, bonding cost, AEPA discount and taxes if applicable must be
shown as separate line items at the bottom of the RSMeans spreadsheet. This information can be
shown on a separate summary sheet. The summary sheet must start with the RSMeans
spreadsheet total and show the detail for each of the items stated above. This detail will be
provided to that AEPA State Agency and the AEPA Buyer as required.
vi. All change orders which list items covered by RSMeans must be supported by an RSMeans
spreadsheet.
D. Alternative Method of Costing: This method covers any product and/or service not covered by
catalog pricing, published price list, line-item price list, automated system for pricing, or is a product
and/or service due to the projects or applications specifications, conditions and /or requirements that
need to be custom designed, developed, manufactured and/or produced to meet the requirements of
an individual, project or sole source. The alternative pricing is calculated as follows:
i. The Bidder must indicate the percent of overhead and /or markup as part of their response to be
added to these costs to obtain the normal and customary retail price.
ii. The AEPA price is calculated by taking the product and services to cost to the Contractor plus the
indicated percent of profit/overhead to equal the normal and customary retail price. The
Contractor will then subtract the approved AEPA discount to obtain the AEPA price. Example:
item cost $1,000; percent of profit/overhead of 20% equals retail price of $1,200; less the AEPA
discount of 10% or $120 equals the AEPA price of $1,080.
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E. Part F - Pricing Workbook
Pricing shall be completed on the provided pricing sheets (Microsoft Excel Workbook) with the
individual tabs listed below:
F.1 Regions (Required)
F.1.1 Cat 1 Base Bid Price IDIQ (Required if responding to this category)
F.1.2 Cat 1 State Multiplier & Rates (Required if responding to this category)
F.1.3 Cat 1 Catalog Discounts (Optional)
F.1.4 Cat 1 Volume Discounts (Optional)
F.2.1 Cat 2 Base Bid Price IDIQ (Required if responding to this category)
F.2.2 Cat 2 State Multiplier & Rates (Required if responding to this category)
F.2.3 Cat 2 Catalog Discounts (Optional)
F.2.4 Cat 2 Volume Discounts (Optional)
F.3.1 Cat 3 Base Bid Price IDIQ (Required if responding to this category)
F.3.2 Cat 3 State Multiplier & Rates (Required if responding to this category)
F.3.3 Cat 3 Catalog Discounts (Optional)
F.3.4 Cat 3 Volume Discounts (Optional)
F.4.1 Cat 4 Base Bid Price IDIQ (Required if responding to this category)
F.4.2 Cat 4 State Multiplier & Rates (Required if responding to this category)
F.4.3 Cat 4 Catalog Discounts (Optional)
F.4.4 Cat 4 Volume Discounts (Optional)
Bid pricing will be evaluated on a combination of items from both the Base Bid Pricing and State Multiplier
pricing submittal. AEPA will also include as part of the evaluation process a hypothetical specified project
on a site ready for installation at a specific location. Bidder must respond with pricing. This exercise will
be used to compare costs between bid responses.
10. Progress Payments
Progress payments are allowed on purchases for goods and services under the following conditions: The
Buyer and the Vendor Partner agree to the terms of the progress payments prior to issuing a purchase
order; the purchase order describes the amounts to be paid and the date of payment; the Buyer has a
satisfactory method of verifying progress described in writing in a letter or on the purchase order; that
payments will only be made when actual goods and/or services are verified/received; and that any such
payments be made in full compliance of Buyer’s local board rules and any and all other applicable state
rules and regulations.
11. Warranty
Vendor Partner warrants that all commodities, supplies, materials, equipment, software and service
delivered under this contract shall conform to the specifications of this contract. All items should carry a
warranty equal to the intended life cycle or a minimum 12-month manufacturer’s warranty that includes
parts and labor unless otherwise specified and agreed to. The manufacturer has the primary responsibility
to honor a manufacturer’s warranty; a distributor or dealer agrees to assist the purchaser reach a solution
in a dispute with the manufacturer over a warranty’s terms. Any extended manufacturer’s warranty will
be passed on to the Buyer. For example, if a voice board has a three-year warranty, but the board is in a
turnkey system that has a one-year warranty, the voice board’s three-year warranty must be honored by
the manufacturer and the Vendor Partner. All extended warranties must be passed on, without exception.
If, upon discovery, the Vendor Partner charges a Buyer for a replacement part that the Vendor Partner
actually received at no cost under a warranty, the Vendor Partner will rebate the amount billed and the
Buyer reserves the right to cancel the contract.
12. Evaluation
The AEPA Committee for this category will evaluate bid responses based on the entire response, and according
to the criteria detailed in Part A for AEPA’s definition of Responsive and Responsible bids. A recommendation
may be made to recommend a single response, or to recommend multiple bidders based on differentiation of
AEPA 024-A Part B – Specifications 71 Due Date: September 12, 2023, 1:30 p.m. ET
product or service between bidders. AEPA will vote as a whole to accept or not accept a committee’s
recommendation. Once accepted, each recommended bid response will go to the individual states for contract
approval. Please note, pricing evaluation may include other considerations, including the total cost of the
acquisition and whether the Proposer’s offering represents the best value. The evaluation committee may
consider such factors as life-cycle costs, total cost of ownership, quality, and the suitability of an offering in
meeting AEPA members’ needs.
Evaluation Criteria
Cost Evaluation
Complete Response to Bid
Conformance to Bid Terms and Conditions
Quality and Suitability of products offered
Marketing plan
Financial Viability
Demonstrated Track Record of Performance in the public marketplace
Value Added attributes
Commitment to lead with the AEPA contract
AEPA 024-A Part B – Specifications 72 Due Date: September 12, 2023, 1:30 p.m. ET