City of Wauwatosa RFP: Synthetic Turf Field Replacement - Hart Park

CITY OF WAUWATOSA PURCHASING DEPARTMENT REQUEST FOR PROPOSALS Synthetic Turf Field Replacement – Hart Park, Wauwatosa, WI OFFICIAL NOTICE PROPOSALS REQUESTED: Formal proposals will be received until 11:00 A.M., January 12, 2026, in the office of the Purchasing Coordinator, 7725 W. North Avenue, Wauwatosa, Wisconsin. Proposals received in response to this request will be forwarded to the City’s Department of Public Works Director for evaluation and consideration. Note: This is not a public bid opening The City of Wauwatosa is seeking proposals from qualified synthetic turf vendors/contractors to provide replacement of the synthetic turf field at the Wauwatosa Hart Park Athletic Stadium located at 7300 West Chestnut Street, Wauwatosa, WI 53226. The City desires to install a synthetic turf system (approximately 89,970 square feet of turf) at the existing track and field stadium to replace what was damaged in the 2025 flooding. The existing synthetic turf and shock pad have already been removed from the project site so only the stone base course remains along with the underdrainage and nailer board at the perimeter of the field. Geotechnical testing was recently performed to determine if the stone subbase had been compromised by the flood event. The results conclude that the stone base course is in acceptable condition and has maintained the original permeability necessary for the required infiltration for the turf field system. There are several areas of the subbase stone and flat panel drains that were damaged during the flooding and will need to be repaired prior to acceptance for the new turf installation. The City would like the playing surface to meet or exceed the current standards for playability, durability and overall safety by utilizing a system that includes a shock pad, provides a long wear surface that is easy to maintain under normal use conditions and has an acceptable warranty period. In order to accommodate the Spring track season the City would like work to occur as soon as possible in 2026 and for work to be completed no later than May 8th, 2026. In addition, the contractors work day will need to conclude no later than 4:00pm on weekdays beginning March 30th to accommodate high school track practice. Contractor may request to work past 4:00pm if proposed work will not interfere with the high school track practice, however, the City may or may not approve the request. The selected vendor/contractor shall provide all labor, equipment, and materials necessary to perform all project tasks as more fully described in the City of Wauwatosa Request for Proposal dated December 16, 2025 and this Official Notice. Proposal documents may be requested by contacting the Finance Department, Wauwatosa City Hall, 7725 W North Avenue, Wauwatosa, Wisconsin at (414) 479-8962, or by email at [email protected] Please include “HART PARK TURF REPLACEMENT” in the subject line when requesting proposal documents. All requests will be fulfilled via email. Pre-proposal Site Access & Questions: The site is currently secured so should the vendor like access to view the site please email either Alex Krutsch, [email protected], or Sarah Grimalkin [email protected] to coordinate access to the facility. Questions & Addenda. All questions must be submitted via email to Laurie Schleimer, [email protected] and David Simpson, [email protected] under the subject line “Questions/Clarifications- Hart Park Turf Replacement” no later than the deadline January 5, 2026 at 4:00 PM. When deemed relevant, responses to those questions will be emailed to all RFP holders on the distribution list via an Addendum to ensure uniformity by not later than the deadline shown on the cover page of the RFP. Proposers are not permitted to contact individual City Council members or other City staff for clarification of the RFP. Any such contact may disqualify the vendor from evaluation. The completion date of the work shall be May 8, 2026 No proposal shall be withdrawn after the opening of proposals for a period of sixty (60) days after the scheduled time of closing of proposals. Proposal TIme Schedule Listed below are estimated dates and times of actions related to this RFP: • 12/17/2025 Release RFP • 01/05/2026 Clarifications/Questions due 4:00 P.M. • 02/08/2026 Answers to questions received to plan holders, 4:00 P.M. • 01/12/2026 Proposals due, 11:00 A.M. • 01/27/2026 Tentative Contract Award Notification of Award: The City of Wauwatosa plans to select a consultant by January 27, 2026. Should either party fail to execute a contract within 30 days of notification of award, the City reserves the right to rescind the award and select from another interested firm. Proposer certifies that their proposal has been made without connection to any other vendor and is, in all respects, fair and without collusion or fraud, and is made with the understanding that no elected official or Wauwatosa City employee has an interest, directly or indirectly, unless otherwise stated. The City of Wauwatosa reserves, exclusively to itself, the right to reject any or all proposals or to accept the proposal deemed most advantageous to the City and to waive any, or all, technicalities or informalities in submitted proposals. No proposals, alterations, or modifications to proposals shall be allowed after the official date of submission. PATENTED DEVICES, EQUIPMENT AND PROCESSES: It is understood and agreed that without exception, bid prices include all royalties and costs arising from patents, trademarks, and copyrights. The successful bidder shall, in all cases, indemnify and save harmless the City of Wauwatosa from any and all claims for infringement by reason of the use of any such patented design, device, material, or process to be used or delivered, and shall indemnify the said City of Wauwatosa for any cost, expense, and damage which it may be obliged to pay by reason of such infringement, at any time during or after delivery. Dated: December 17, 2025 Wauwatosa, Wisconsin