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8/16/2019 Brochure Tender 120x180 En

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Advice on Tenderingfor a Playing Surface


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This guide provides a framework for the procurement of services relating

to the development of playing surfaces. It highlights the key steps and con-

siderations in the procurement process for natural turf pitches, football turf

pitches, futsal courts and beach soccer courts.

The information in this guide should be supplemented with advice on local

procedures and regulations.

Advice on Tendering

for a Playing Surface

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At the outset of any playing surface development project, a facility planning

exercise must be undertaken. A facility plan should identify clear project

goals, establish the level of demand and include detailed financial and

operational planning.

A facility plan should cover the following areas:

THE VISION: what is the purpose of the facility?

THE NEED: what is the demand for the facility; who will use it and what for?

THE MONEY: what are the running costs and how much revenue

can it generate; how will the facility be funded?

THE DELIVERY: who will operate the facility and how; what are the key

roles and responsibilities?

Seek independent expert advice

Independent specialist advice should be sought at the early planning stages

of the project.

Project consultants should be independent of contractors

or manufacturers. Relevant professionals include:

Playing surface consultants

Sports facility design specialists

Agronomists specialised in sport surfaces (natural turf)

Flooring specialists (futsal)

Sand specialists (beach soccer)

Stage one – Planning

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An independent project consultant will provide:

Input into the facility plan

Advice on soil type, grass selection and climate (natural turf)

Evaluation of turf specification at pre-contract phase plus knowledge

on soil type and climate (football turf)

Advice on comparing different materials for futsal flooring according to its

final location, for example, air-conditioned hall or outdoor area

Advice on different drainage systems according to the final location of the

beach soccer pitch, for example, natural beach or man-made area

Expertise in the selection of the contractor

Quality control on materials and workmanship

Thorough checks at each stage of construction

Advice on maintenance of the playing surface

An independent project consultant should have experience with similar projects

and, where applicable, be bound by the regulations of the appropriate national

and international professional bodies. Such bodies will provide lists of suitably

qualified experts.

Independent expert advice can constitute between 5% and 10% of the total

project budget.

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Before undertaking the contractor selection process, it is critical to have a

target budget for project delivery.

Projects can vary in cost significantly depending on a number of factors.These include:

LOCATION: availability of materials, distance to transport materials and

equipment, taxation, importation issues

SCALE: number/area of playing surface(s)

SITE CONSTRAINTS: accessibility

SITE WORKS: the extent of earthworks and drainage requirements,as well as any undersoil heating, drainage and irrigation requirements

GROUND CONDITIONS: rock and soil composition

SURFACE TYPE AND QUALITY: for example, FIFA Quality Concept

for Football Turf star rating

FIFA Quality Concept for Football Turf

FIFA RECOMMENDED 1 Star football turf surfaces

are for recreational, community and municipal use.

FIFA RECOMMENDED 2 Star football turf surfaces

are for professional and elite use.

Stage two – Budgeting


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Sufficient budget should be allocated in all projects for the following:

MAINTENANCE EQUIPMENT: mowers, fertilizers, etc.

FOOTBALL EQUIPMENT: goal posts, corner flags, nets, etc.

INDEPENDENT EXPERT ADVICE

When budgeting, it is important to consider not only the initial capital cost of

the project but also on-going running costs. The playing surface should generate

sufficient revenue to cover its operating expenditure including maintenance,

staffing, utilities, supplies, depreciation and planned replacement or renovation.

Budget allowances for more intensive, period maintenance or full surface reju-

venation (football turf) must be included. In addition, surface replacement costs

should be considered and budgeted for.

Understanding maintenance equipment requirements

The long-term sustainability of any playing surface depends heavily on regularmaintenance. It is critical that this is budgeted for from the start of the project.

Prospective contractors should include the equipment required to maintain the

playing surface adequately in their proposals.


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If not already owned, minimum equipment requirements would include:

Natural turf:

Tractor with mounted sprayer,

brush & rake and fertilizer

spreader

Ride-on Triplex mower

Deep spiker

Aerator

Scarifier

Tines

Turf slitter

Sand spreader and spinner

Multiseeder/stitch-seeder

Line marker

Sweeper

Assorted hand-tools

Access to a turf nursery/local turf supplier will also be required. The cost of this

equipment should not exceed 20% of the total project cost.

Football turf:

Tractor

Triangle brushDrag mat

Ball roll/rebound

measuring device

The cost of this equipment should not exceed 5% of the total project cost.

The maintenance schedule for a football turf surface should always

follow manufacturer guidelines using only approved equipment. Day-

to-day maintenance may be supplemented with more comprehensiveperiodic maintenance by the manufacturer or an approved maintenance

team. Failure to follow manufacturer guidelines may affect the warranty.

Futsal and beach soccer courts require little day-to-day maintenance and

therefore little specialized equipment:

Futsal courts should be brushed, mopped and cleaned with mild detergent,

dependent on the chosen surface and the recommendations/guidelines of

the supplier/installation company

Beach soccer courts can be maintained using hand-tools (rake and shovels)

to ensure the surface is level and free of hazards


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Understanding football equipment requirements

Prospective contractors should also quote for football equipment required for

the facility in their proposals.

Full-size pitches of any surface require:

GOALS: posts, crossbars, frames, nets (white) and net-posts (two)

behind the goals, sockets

CORNERS: posts, flags and sockets

Covered seating for substitutes (six players)

Futsal courts require:

GOALS: posts, crossbars, frames, nets (different colour from court)

and net-posts (two) behind the goals

Beach soccer courts require:

GOALS: posts, crossbars, frames, nets (white) and net-posts (two)

behind the goals

Flexible blue tape for marking out the pitch

FLAGS: blunt-ended poles with red flags for marking corners and

yellow flags for marking penalty line

The cost of football equipment should equate to around 1% of the total

project cost.

The football equipment supplied must comply with the

applicable safety regulations of that specific country and should

adhere to the Laws of the Game.


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The pro ject contractor should be able to clearly demonstrate an ability to carry

out the work required. In choosing the contractor it is important to establish:

The identity of the company and its ownership

The background of the company and the areas of business they are

engaged in

Their expertise and experience, specifically in relation to the required

project (local experience)

The financial security with appropriate insurance and the sufficient

resources to fulfil the project requirements

If they are a FIFA Preferred Producer (football turf)

In addition, a contractor should not be considered if they:

Are bankrupt/insolvent, or have had related proceedings started

against them

Have a conflict of interest, such as having a relationship with a stakeholder

in the development project Misrepresent themselves in any way

Stage three –

Selecting a Contractor


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Some of this information can be gathered before the start of the formal

selection process through research, site-visits and references, and prospective

contractors may be excluded from the process as a result.

The selection process

Before beginning the selection process, the facility planning exercise should have

been undertaken and the project scope clearly determined. Funding should be in

place to achieve the goals set.

The contractor is selected through an ‘Invitation to Tender’. The tender process

invites companies to bid competitively to provide the services required based on

the same criteria and timeframe.

The tender process should:

Provide clear and complete instructions to the bidding companies about the

project and the tender process

Include standard format documents for completion by the bidding compa-

nies to ensure direct comparison of proposals based on key criteria identified


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Determine whether the bidding company has the financial, technical and

professional criteria to deliver on the contract/work required

Ensure competition for the provision of the services required

Be transparent and open and comply with the relevant law/regulations

of the country

Tender project documentation should include the following elements:

Introductory letter, stating the objectives, list of documents to be submitted,

providing details on timelines and contact detailsMain ‘Invitation to Tender’ document, detailing the tender procedure, ex-

plaining the proposal assessment process, clearly defining the project scope

and a list of the terms and conditions

Bidding company information forms, to gather information on the bidding

company’s identity and ownership, establish its expertise/experience, its

financial status and details on its project plan

Pricing schedule, detailing the project cost, along with a breakdown of the

proposed payment schedule

Annexes, which may include project blueprints/drawings/designs, bill of

quantities, conditions of contract and meanings/definitions

When running a tender for a football turf installation, thedesign requirements can be simplified by requesting either a

“FIFA RECOMMENDED 1 Star” or “FIFA RECOMMENDED 2 Star”

installation. This relates to the performance of the final installa-

tion and eliminates unnecessary complex specifications.

The independent project consultant will advise on the tender process and pro-

vide input into the preparation of project documentation.


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Assessing proposals

Proposals from bidding companies should be received by a specific date in a

standard format that makes comparison and assessment straightforward.

Proposals that meet the required standards should be assessed according to the

same criteria and using a scoring system. Both the criteria and the assessment

method should be made clear to the bidding companies.

The key criteria for assessment include:

TECHNICAL SPECIFICATION: covering all areas of construction, such asthe surface and sub-base

FINANCIAL: pricing of the proposal

EXPERIENCE: for example, the number of FIFA RECOMMENDED surfaces

installed (football turf) or the number of good references (natural turf)

TIMELINE GUARANTEES: assurances that the project will be

delivered on time

Criteria should be weighted depending on their importance to the project.

Particular attention should be given to the method of

comparing specifications in projects. Do not look at the

final offer price only.

Significant differences in pricing can mean major differencesin the quality of the solution offered or a misunderstanding of

requirements by the bidding company.

Assessment of proposals should draw on the advice of the independent project

consultant.

Following the assessment process, a short-list of bidding companies can be

selected and invited to interview. The contractor is chosen thereafter.

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Warranties and protection

Along with general undertakings on construction relating to quality of work and

materials, playing surface construction contracts should include clear provisions

relating to warranty.

For football turf projects, the selection of a FIFA Preferred Producer as the

contractor will guarantee the quality of the product, installation and mainte-

nance guidance. The contractor must meet the requirements of the FIFA Quality

Concept for Football Turf and is responsible for obtaining a test certificate within

one year of installation.

Natural surface warranties can be linked to the testing of materials, including

soils, sands, gravels and root-zones, to ensure the works specification is adhered

to. Drainage and levels should also be guaranteed for a fixed period.

Warranties will be linked to the project specifications for allplaying surface construction projects. As such, the role of the in-

dependent project consultant is important. Specialist legal advice

should also be sought at the contract stage.

Warranties for natural surfaces will also relate to agreed maintenance and

surface usage scheduling.

Warranties for futsal and beach soccer surfaces can be linked to materials

testing and the monitoring of installation works.

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Playing surface procurement checklist

Appoint an independent project consultant

Draw up a project budget

Know the maintenance equipment requirements

Know the football equipment requirements

Identify what the contractor has to do

Undertake the tender process

Assess the proposals and select the contractor

Ensure the contract provides adequate protection


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Contact:Fédération Internationale de Football Association

FIFA-Strasse 20 P.O. Box 8044 Zurich Switzerland

E-Mail: [email protected]

Web: www.fifa.com/aboutfifa/footballdevelopment

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