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Advice on Tendering
for a Playing Surface
This guide provides a framework for the procurement of services relating
to the development of playing surfaces. It highlights the key steps and considerations 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.
Tines
Turf slitter
spreader
Multiseeder/stitch-seeder
Deep spiker
Line marker
Aerator
Sweeper
Scarifier
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 brush
Ball roll/rebound
measuring device
Drag mat
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. Dayto-day maintenance may be supplemented with more comprehensive
periodic 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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Stage three
Selecting a Contractor
The project 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
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.
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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 details
Main Invitation to Tender document, detailing the tender procedure, explaining 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
companys 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, the
design 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 installation and eliminates unnecessary complex specifications.
The independent project consultant will advise on the tender process and provide 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 as
the 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 differences
in 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 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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Contact:
Fdration Internationale de Football Association
FIFA-Strasse 20
P.O. Box
8044 Zurich
Switzerland
E-Mail: associations@fifa.org
Web: www.fifa.com/aboutfifa/footballdevelopment