2025-QQ-563_Requirements.pdf

FORM_QUICK QUOTE REQUIREMENTS-SERVICES Rev. 8-15-2025

QUICK QUOTE REQUIREMENTS (SERVICES)

1. SCOPE REQUIREMENTS

A. PROJECT LOCATION: NEWTOWN ESTATES PARK BASEBALL FIELD 2

i. Location: 2800 NEWTOWN BLVD. SARASOTA, FL

ii. Field Type: BASEBALL FIELD

iii. Field Quantity: FULL FIELD RENOVATION

iv. Turf Type: Sod as specified below

v. Total Quantity: 60,000 SQ.FT.

vi. Tentative Installation Date: November 15th, 2025

B. TURF SPECIFICATIONS – SOD

i. Certified TIFTUF Bermuda Turf.

ii. “Big Roll” turf, shall be between 42” and 48” in width. Contractor may use a double roll if desired.

iii. Turf shall be a 1.5” thickness of cut; composed of 0.75” grass, 0.75” soil.

iv. Turf shall be field maintained at a cut height of 1” or lower.

v. Blue Tag Certification shall be provided to the County’s designated Project Manager at the time of delivery.

C. INSTALLATION

i. Contractor shall install sod within 24 hours of harvesting.

ii. Field preparation, including laser grading, is being provided by the County.

iii. The Contractor shall plant the sod immediately upon arrival. All mesh backing will be removed during installation.

iv. The County will perform pre-plant fertilization of the field to ensure the best conditions for the plants to establish and provide watering of newly installed turf, as required.

v. Contractor’s delivery of the turf shall include unloading from the delivery truck by the Contractor’s representative. The County will not supply any equipment for use by the Contractor’s representative.

vi. The Contractor shall use proper equipment to prevent damage to turf or grade. The Contractor shall not use any equipment with attachments such as frontend loaders, tractors, skid steers, etc. only to use self-contained big roll sod installers.

vii. The Contractor shall install turf to conform to the irrigation zone layout, lightly watering immediately after installation of each zone. An irrigation layout drawing will be provided to the awarded Contractor.

viii. At completion of each area of turf work, Contractor shall remove all debris, equipment, and surplus materials, including but not limited to sod netting. All material removed shall be disposed of off-site by the Contractor.

ix. During installation of turf, the Contractor shall consult with the County for inspection and approval of work quality. In the event the County, in its sole discretion, determines there is unsatisfactory work, the Contractor shall be responsible for

x. replacing those areas specified by the County. Replacement shall be at no additional cost to the County.

xi. The Contractor shall install the sod to form a solid mass. Sod should be laid tightly together and not be laid on top of other sod or overlap corners. Sod shall be rolled upon completion of installation.

D. CONTRACTOR RESPONSIBILITIES

i. The Contractor shall coordinate the installation schedule with the County’s designated

Project Manager, providing no less than 24 hours’ notice of installation date.

ii. Contractor will coordinate work so that there is minimal to no interruption to daily work and activities at any location.

iii. Contractor is responsible for any damage to County or personal property due to negligence on the part of the Contractor or their employees. Restoration shall be made to the County’s satisfaction.

E. COUNTY ACCEPTANCE

The County shall have the right to reject turf that is of unacceptable quality in the sole opinion of the County.

F. WARRANTY

All turf and materials provided by the Contractor shall be fully warranted from the date of County’s acceptance for a period of 15 calendar days.

G. FEE

Contractor’s fee shall be inclusive of all costs, including delivery and installation. No additional costs/fees will be paid by the County.

2. EXPERIENCE Not Applicable if checked

A. Bidder must provide a minimum of 3 references demonstrating experience providing services similar to those described in this Bid. All references must be provided using the reference form provided in OpenGov Procurement.

B. Only references provided at time of submittal, using the reference form provided, will be used to verify required experience.

C. Failure to provide required references at time of submittal may result in Bidder being declared non-responsive.

D. Failure of references to verify required experience may result in Bidder being declared non-responsible.

3. LICENSES/CERTIFICATIONS Not Applicable if checked

Bidder must have the licenses and/or certifications listed below. All required licenses and certifications must be active at the time of bid submittal and must remain active throughout the course of work.

Required Licenses:

Required Certifications:

Failure to provide a copy of all required licenses and certifications at time of submittal may result in the Bidder being declared non-responsive.

Failure to provide a copy of all required licenses and certifications within business days after request, may result in the Bidder being declared non-responsive.

4. ALTERNATES Alternate Products not acceptable if checked

A. If Bidder wishes to provide an alternate product, the Bidder shall furnish to the County the name of the manufacturer, the model number, and other identifying data and information necessary to aid the County in evaluating the alternate product. Alternates shall be approved only if determined by the County to be equivalent to the prescribed specifications.

B. To be considered, alternates must be submitted to the Contact listed in OpenGov

Procurement no later than at .

5. INSURANCE REQUIREMENTS Proof of Insurance not required if checked

Successful Bidder will be required to provide a Certificate of Insurance meeting the requirements contained in the attached Insurance Requirements.

6. PROJECT DURATION Not Applicable if checked

A. Work shall begin within days after receipt of a County Purchase Order and shall be completed no more than days after receipt of a County Purchase Order.

B. The County reserves the right to modify this schedule at their discretion. Any modifications shall be communicated to the Contractor in writing.

7. BIDDER’S RESPONSIBILITIES Not Applicable if checked

A. Bidder will schedule deliveries so that there is minimal to no interruption to daily work at any location.

B. Bidder is responsible for any damage to County or third-party property caused by the

Bidder or their employees. Restoration shall be made to the County’s satisfaction.

8. GENERAL TERMS AND CONDITIONS Not Applicable if checked

Successful Bidder will be required to comply with the General Terms and Conditions of

Purchase Orders attached to this Quick Quote.

9. WARRANTY Not Applicable if checked

Unless otherwise noted in Section 1, all materials provided by the Bidder shall be fully warranted from the date of County’s acceptance for a period of one year, or for the standard warranty period provided by the Bidder or product manufacturer, whichever is greater.

10. CONTINGENCY Not Applicable if checked

If during performance of repair work, an unforeseen circumstance occurs that triggers an additional expense, a contingency of up to 10% of the total bid price may be allowed. Any use of contingency funds is subject to the written approval of the County, and any unused contingency shall not be paid out as part of any final payment.

11. INVOICING AND PAYMENT (check applicable payment method)

A. Successful Bidder(s) shall be paid:

Upon completion of work

In equal monthly installments

Upon completion of each deliverable

Other:

B. Invoicing and payment shall be as described in the General Terms and Conditions of

Purchase Orders.

12. RESERVED RIGHTS

The County reserves the right to request clarifications or additional information from any offeror.

13. QUESTIONS & ADDENDA

A. Any inquiries, suggestions, or requests concerning interpretation, clarification, or additional information pertaining to the Quick Quote shall be submitted electronically through OpenGov Procurement. All questions must be received no later than the deadline specified in the solicitation. No verbal requests for information will be honored.

B. The electronic response posted in OpenGov Procurement is the only official method whereby interpretation, clarification, or additional information will be provided. The

County shall not be responsible for oral interpretations or representations made by

County employees, representatives, or third parties.