2026-27_Annual_Grass_Seed.pdf

PUBLIC WORKS

2026-IFB-044

2026-27 ANNUAL GRASS SEED

City of Palm Desert

73-510 Fred Waring Drive

Palm Desert, CA 92260

RELEASE DATE: July 7, 2026

DEADLINE FOR QUESTIONS: July 15, 2026

RESPONSE DEADLINE: July 22, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/cityofpalmdesert https://procurement.opengov.com/portal/cityofpalmdesert

City of Palm Desert

PUBLIC WORKS

2026-27 Annual Grass Seed

1. INTRODUCTION

2. NOTICE INVITING BIDS

3. INSTRUCTIONS TO BIDDERS

4. SCOPE OF WORK

5. BID FORMS

6. BID SCHEDULE

7. SAMPLE GOODS AND EQUIPMENT PURCHASE AGREEMENT

8. PROTESTS

Attachments:

A - SAMPLE Goods and Equipment Purchase Agreement

PUBLIC WORKS #2026-IFB-044

Title: 2026-27 Annual Grass Seed

1. INTRODUCTION

1.1. Summary

The City of Palm Desert, ("City") invites and will receive sealed Bids for 2026-27 Annual Grass Seed, (the

“Project”) to establish a Goods and Equipment Purchase Agreement.

1.2. Background

The City is a charter city in the State of California. The City is a thriving community of approximately 50,000 full-time and 32,000 seasonal residents. It is located in the Coachella Valley in eastern Riverside County, part of the low desert region of Southern California. The City features big-city resources in a friendly, small-town setting, offering first class educational opportunities, safe and clean streets, as well as plentiful shopping and community events. Palm Desert is considered the geographical, educational and retail center of the Coachella Valley.

Incorporated in 1973, the City operates under a council-manager form of government with a five-member

City Council elected by district. Each council member represents one of five single member districts and serves a four-year term. The City Council meets on the second and fourth Thursdays of the month at Palm

Desert City Hall, 73-510 Fred Waring Drive.

1.3. Contact Information

Project Contact:

Maria Murillo

Management Analyst

73510 Fred Waring Drive

Palm Desert, CA 92260

Email: mmurillo@palmdesert.gov

Phone: (760) 574-7781

Procurement Contact:

Celina Cabrera

Senior Management Analyst

73510 Fred Waring Dr

Palm Desert, CA 92260

Email: ccabrera@palmdesert.gov

Phone: (760) 776-6449

Department:

PW - Operations & Maintenance

1.4. Timeline

Release Project Date July 7, 2026 mailto:mmurillo@palmdesert.gov tel:(760)574-7781 mailto:ccabrera@palmdesert.gov tel:(760)776-6449

Question Submission Deadline July 15, 2026, 2:00pm

Question Response Deadline July 17, 2026, 2:00pm

Proposal Submission Deadline July 22, 2026, 2:00pm

2. NOTICE INVITING BIDS

2.1. NOTICE

NOTICE IS HEREBY GIVEN that the City of Palm Desert, a Charter City and municipal corporation, organized under the laws of the State of California, with its principal place of business at 73-510 Fred Waring Drive, Palm Desert, California 92260 ("City") invites and will receive sealed Bids up to but not later than 2:00 pm on Wednesday, July 22, 2026 through the City’s online bid management system, (“OpenGov

Procurement”), for the furnishing to City of all labor, equipment, materials, tools, services, transportation, permits, utilities, and all other items necessary for 2026-27 Annual Grass Seed, 2026-IFB-044(the

“Project”). After said time, Bids will be publicly posted on OpenGov Procurement. Bids received after said time will not be accepted. Bids shall be valid for a period of 90 calendar days after the Bid opening date.

2.2. PROJECT DESCRIPTION

Purchase of annual grass seed for City parks and Desert Willow Golf Course.

2.3. TIME FOR COMPLETION

Time is of the essence in the performance of the Work. The Work shall be commenced on the date stated in the City’s Notice to Proceed. The Contractor shall complete all Work required by the Contract

Documents within 180 days from the commencement date stated in the Notice to Proceed.

2.4. SUBMITTAL INSTRUCTIONS

Bids must be submitted on City’s Bid Forms. Bidders may obtain a copy of the Contract Documents on

OpenGov Procurement. Registration and Bid submittal can be completed by visiting https://secure.procurenow.com/portal/cityofpalmdesert. To the extent required by section 20103.7 of the Public Contract Code, upon request from a contractor plan room service, City shall provide an electronic copy of the Contract Documents at no charge to the contractor plan room.

It is the responsibility of each prospective Bidder to download and print all Contract Documents for review and to verify the completeness of Contract Documents before submitting a bid. Any Addenda will be posted on OpenGov Procurement. It is the responsibility of each prospective Bidder to check OpenGov

Procurement on a daily basis through the close of Bids for any applicable Addenda or updates. City does not assume any liability or responsibility based on any defective or incomplete copying, excerpting, scanning, faxing, downloading or printing of the Contract Documents. Information on OpenGov

Procurement may change without notice to prospective Bidders. The Contract Documents shall supersede any information posted or transmitted by OpenGov Procurement.

https://secure.procurenow.com/portal/cityofpalmdesert

2.5. PRE-BID CONFERENCE

There will be no Pre-Bid Conference for this project.

2.6. AWARD

City shall award the contract for the Project to the lowest responsive, responsible Bidder as determined by City from the Base Bid alone. City reserves the right to reject any or all Bids or to waive any irregularities or informalities in any Bids or in the bidding process.

The City is committed to inclusion and diversity and welcomes Bids from contractors of all faiths, creeds, ancestries, and ethnicities without regard to disability, gender identity, sexual orientation, or immigration status. The City condemns and will not tolerate prejudice, racism, bigotry, hatred, bullying, or violence towards any group within or outside of our community.

3. INSTRUCTIONS TO BIDDERS

3.1. SECURING DOCUMENTS

Bids must be submitted through OpenGov Procurement to the City on the Bid Forms which are a part of the Contract Documents for the Project. Contract Documents may be obtained as specified in the Notice

Inviting Bids.

City may also make the Contract Documents available for review at one or more plan rooms, as indicated in the Notice Inviting Bids. Please Note: Prospective Bidders who choose to review the Contract

Documents at a plan room must also register with the City through OpenGov Procurement to obtain the required Contract Documents if they decide to submit a Bid for the Project.

3.2. EXAMINATION OF SITE AND CONTRACT DOCUMENTS

At its own expense and prior to submitting its Bid, each Bidder shall visit the site of the proposed work and fully acquaint itself with the conditions relating to the construction and labor required so that the

Bidder may fully understand the work, including but not limited to difficulties and restrictions attending the execution of the work under the Contract. Each Bidder shall carefully examine the Drawings, and shall read the Specifications, Contract, and all other documents referenced herein and made part of the

Contract Documents. Each Bidder shall also determine the local conditions which may in any way affect the performance of the work, including local tax structure, contractors’ licensing requirements, availability of required insurance, the prevailing wages and other relevant cost factors, shall familiarize itself with all federal, state and local laws, ordinances, rules, regulations and codes affecting the performance of the work, including the cost of permits and licenses required for the work, and shall make such surveys and investigations, including investigations of subsurface or latent physical conditions at the site or where work is to be performed as may be required. Bidders are responsible for consulting the standards referenced in the Contract Documents. The failure or omission of any Bidder to receive or examine the

Contract Documents, forms, instruments, addenda, or other documents, or to visit the site and acquaint itself with conditions there existing shall in no way relieve any Bidder from any obligation with respect to its Bid or to the Contract and no relief for error or omission will be given except as required under state law. The submission of a Bid shall be taken as conclusive evidence of compliance with this Section.

3.3. INTERPRETATION OF DRAWINGS AND DOCUMENTS

Prospective Bidders unclear as to the true meaning of any part of the Drawings, Specifications or other

Contract Documents may submit a written request for interpretation through OpenGov Procurement via the Q&A tab until the deadline of Wednesday, July 15, 2026 before 2:00 pm. The prospective Bidder submitting the request is responsible for prompt delivery. Interpretation of the Drawings, Specifications or other Contract Documents will be made only by a written Addendum posted on OpenGov Procurement.

The City will not be responsible for any other explanation or interpretations of the Contract Documents.

If a prospective Bidders becomes aware of any errors or omissions in any part of the Contract Documents, it is the obligation of the prospective Bidder to promptly bring it to the attention of the City.

3.4. PRE-BID CONFERENCE

There will be no Pre-Bid Conference for this project.

3.5. ADDENDA

The City reserves the right to revise the Contract Documents prior to the Bid opening date. Revisions, if any, shall be made by written Addenda. All Addenda issued by the City shall be included in the Bid and made part of the Contract Documents. Pursuant to Public Contract Code Section 4104.5, if the City issues an Addendum which includes material changes to the Project less than 72 hours prior to the deadline for submission of Bids, the City will extend the deadline for submission of Bids. The City may determine, in its sole discretion, whether an Addendum warrants postponement of the Bid submission date. Each prospective Bidder shall register with the City through OpenGov Procurement. Addenda will be published on OpenGov Procurement. Please Note: Bidders are responsible for ensuring that they have received any and all Addenda. To this end, each Bidder should visit OpenGov Procurement to verify that it has received all Addenda issued, if any, prior to the Bid opening. The Bidder shall acknowledge any/all addenda published for this project electronically on OpenGov Procurement. Failure to acknowledge all Addenda may be sufficient cause for rejecting the Bid.

3.6. ALTERNATE BIDS

If alternate bid items are called for in the Contract Documents, the time required for completion of the alternate bid items has already been factored into the Contract duration and no additional Contract time will be awarded for any of the alternate bid items. The City may elect to include one or more of the alternate bid items, or to otherwise remove certain work from the Project scope of work. Accordingly, each Bidder must ensure that each Bid item contains a proportionate share of profit, overhead, and other costs or expenses which will be incurred by the Bidder.

3.7. COMPLETION OF BID FORMS

Bids shall only be prepared using the Bid Forms which are included in the Contract Documents. The use of substitute Bid Forms other than clear and correct photocopies of those provided by the City will not be permitted. Bids shall be executed by an authorized signatory as described in these Instructions to Bidders.

In addition, Bidders shall fill in all blank spaces (including inserting “N/A” where applicable), and initial all interlineations, alterations, or erasures to the Bid Forms. Bidders shall neither delete, modify, nor supplement the printed matter on the Bid Forms nor make substitutions thereon. Use of black or blue ink, indelible pencil, or a typewriter is required. Deviations in the Bid Forms may result in the Bid being deemed non-responsive. Failure to submit any of the Bid Forms may render the Bid non-responsive.

The Bid Schedule is available on OpenGov Procurement. Bidders must electronically insert and submit their Bid prices directly through OpenGov Procurement which will tabulate the total(s) automatically. The

Bid Schedule will be incorporated into the Contract Documents. Failure to submit the Bid Schedule will render a bid nonresponsive. Bidders must provide pricing for every bid item. The costs of any Work shown or required in the Contract Documents, but not specifically identified as a Pay Item are to be included in related Pay Items and no additional compensation shall be due Contractor by virtue of Contractor’s compliance with the Contract Documents. The estimated quantities for unit price items are for purposes of comparing bids only and City makes no representation that the actual quantities of Work performed will not vary from the estimates.

All #Bid Forms shall be completed by the Bidder and submitted in OpenGov Procurement:

3.8. MODIFICATIONS OF BIDS

Each Bidder shall submit its Bid in strict conformity with the requirements of the Contract Documents.

Unauthorized additions, modifications, revisions, conditions, limitations, exclusions or provisions attached to a Bid may render it non-responsive and may cause its rejection. Bidders shall not delete, modify, or supplement the printed matter on the Bid Forms, or make substitutions thereon.

3.9. SUBCONTRACTORS

Bidder shall set forth the name, address of the place of business, contractor license number, and public works contractor registration number of each subcontractor who will perform work, labor, furnish materials or render services to the bidder on said contract and each subcontractor licensed by the State of California who, under subcontract to bidder, specially fabricates and installs a portion of the Work described in the Contract Documents in an amount in excess of one half of one percent (0.5%) of the total bid price, and shall indicate the portion of the work to be done by such subcontractor in accordance with

Public Contract Code Section 4104. Notwithstanding the foregoing, if the work involves the construction of streets and highways, then the Bidder shall list each subcontractor who will perform work or labor or render service to the Bidder in or about the work in an amount in excess of one-half of one percent (0.5%) of the Bidder’s Total Bid Price or $10,000, whichever is greater. If a Bidder fails to specify a subcontractor or if a Bidder specifies more than one subcontractor for the same portion of work, then the Bidder shall be deemed to have agreed that it is fully qualified to perform that portion of work and that it shall perform that portion itself. Substitution of listed subcontractors shall only be permitted in accordance with Public

Contract Code Section 4107.

3.10. LICENSING REQUIREMENTS

Pursuant to Business and Professions Code Section 7028.15 and Public Contract Code Section 3300, all

Bidders must possess proper licenses for performance of this Contract. Subcontractors must possess the appropriate licenses for each specialty subcontracted. Pursuant to Business and Professions Code Section

7028.5, the City shall consider any Bid submitted by a Bidder not currently licensed in accordance with state law and pursuant to the requirements found in the Contract Documents to be nonresponsive, and the City shall reject the Bid. The City shall have the right to request, and Bidders shall provide within ten https://secure.procurenow.com/portal/cityofpalmdesert/projects/280039/document?section=2703542

(10) calendar days, evidence satisfactory to the City of all valid license(s) currently held by that Bidder and each of the Bidder’s subcontractors, before awarding the Contract.

Notwithstanding anything contained herein, if the Work involves federal funds, the Contractor shall be properly licensed by the time the Contract is awarded, pursuant to the provisions of Public Contract Code section 20103.5.

Unless otherwise provided in the Instructions for Bidders, each Bidder shall be a licensed contractor pursuant to sections 7000 et seq. of the Business and Professions Code in the following classification(s) throughout the time it submits its Bid and for the duration of the Contract: N/A

3.11. IRAN CONTRACTING ACT OF 2010

In accordance with Public Contract Code Section 2200 et seq., the City requires that any person that submits a Bid with the City of one million dollars ($1,000,000) or more, certify at the time the Bid is submitted that the person is not identified on a list created pursuant to subdivision (b) of Public Contract

Code Section 2203 as a person engaging in investment activities in Iran described in subdivision (a) of

Public Contract Code Section 2202.5, or as a person described in subdivision (b) of Public Contract Code

Section 2202.5, as applicable.

The form of such Iran Contracting Certificate is included with the Bid Forms and must be signed and dated under penalty of perjury.

3.12. NON-COLLUSION DECLARATION

Bidders on all public works contracts are required to submit a declaration of non-collusion with their Bid.

This form is included with the Bid Forms and must be signed and dated under penalty of perjury.

3.13. WORKERS' COMPENSATION CERTIFICATION

In accordance with the provisions of Labor Code Section 3700, Contractor shall secure the payment of compensation to its employees. Contractor shall sign and file with the City a Workers' Compensation

Certificate prior to performing the work under this Contract. The form of such Workers' Compensation

Certificate is included as part of the Bid Forms.

3.14. AUTHENTICATION OF BIDS

All Bids submitted shall be executed by the Bidder or its authorized representative. Bidders may be asked to provide evidence in the form of an authenticated resolution of its Board of Directors or a Power of

Attorney evidencing the capacity of the person submitting the Bid to bind the Bidder to each Bid and to any Contract arising therefrom.

If a Bidder is a joint venture or partnership, it may be asked to submit an authenticated Power of Attorney executed by each joint ventures or partner appointing and designating one of the joint venturers or partners as a management sponsor to execute the Bid on behalf of Bidder. Only that joint ventures or partner shall execute the Bid. The Power of Attorney shall also: (1) authorize that particular joint ventures or partner to act for and bind Bidder in all matters relating to the Bid; and (2) provide that each venturer or partner shall be jointly and severally liable for any and all of the duties and obligations of Bidder assumed under the Bid and under any Contract arising therefrom. The Bid shall be executed by the designated joint ventures or partner on behalf of the joint venture or partnership in its legal name.

3.15. SUBMISSION OF BIDS

Bids shall be submitted electronically through the OpenGov Procurement. Unless otherwise specified herein, the Bid Forms shall be submitted through OpenGov Procurement. No other method of submitting

Bids will be accepted. Bidders may not submit Bids by fax, email, telephone, mail, or other means; any

Bids received through any means other than OpenGov Procurement will be returned unopened.

It is the responsibility solely of Bidder to see that its Bid is properly submitted to OpenGov Procurement in proper form and prior to the stated closing time. THE ELECTRONIC BID MANAGEMENT SYSTEM WILL

NOT ACCEPT LATE BIDS. City will only consider Bids that have transmitted successfully before the deadline.

Bidders will receive an automated email indicating that the Bid was submitted successfully. Bidders shall be solely responsible for informing themselves with respect to the proper utilization of the online bid management system, for ensuring the capability of their computer system to upload the required documents, and for the stability of their internet service. Failure of the Bidder to successfully submit an electronic Bid shall be at the Bidder’s sole risk, and no relief will be given for late and/or improperly submitted Bids.

Proposers experiencing any technical difficulties with the proposal submission process may refer to this vendor guide or contact OpenGov Procurement Support using the real time chat function in the platform or at support@procurenow.com. If you continue to have difficulty, please contact Celina Cabrera at (760)

776-6449. Neither the City nor OpenGov Procurement make any guarantee as to the timely availability of assistance or assurance that any given problem will be resolved by the proposal submission date and/or time.

3.16. OPENING OF BIDS

At the time set for the opening, or any time thereafter, each and every Bid received prior to the time and day set for the receipt of Bids will be opened and posted on OpenGov Procurement. It is the Bidder’s sole responsibility to ensure that its Bid is received as specified. Bids may be submitted earlier than the date(s) and time(s) indicated.

The public posting of each Bid will include the following information:

1. The name and business location of the Bidder.

2. The Bid amounts.

The City may, in its sole discretion, elect to postpone the opening of the submitted Bids. The City reserves the right to reject any or all Bids and to waive any informality or irregularity in any Bid.

3.17. WITHDRAWAL OF BID

Any Bid may be withdrawn through OpenGov Procurement, incurring no penalty, at any time prior to the scheduled closing time for receipt of Bids. Withdrawn Bids may be resubmitted until the time and day set for the receipt of Bids, provided that resubmitted Bids are in conformance with the instructions herein.

http://help.procurenow.com/en/articles/5815468-opengov-procurement-vendor-training

Bids may be withdrawn after Bid opening only by providing written notice to the City Clerk’s office within five (5) working days of the Bid opening and in compliance with Public Contract Code Section 5100 et seq., or as otherwise may be allowed with the consent of the City.

3.18. BIDDERS INTERESTED IN MORE THAN ONE BID

No Bidder shall be allowed to make, file or be interested in more than one Bid for the same work unless alternate Bids are specifically called for. A person, firm or corporation that has submitted a sub-proposal to a Bidder, or that has quoted prices of materials to a Bidder, is not thereby disqualified from submitting a sub-proposal or quoting prices to other Bidders or from simultaneously submitting its own Bid as a prime contractor.

3.19. SELF-PERFORMANCE

The successful Bidder will be required to perform, with its own organization, at least 50 percent of the

Work making up the Contract Price, except that any items designated as “Specialty Items” may be performed by subcontract. The amount of said “Specialty Items” will be deducted from the Contract

Price before computing the amount required to be performed by the successful Bidder’s own forces.

Where only a portion of a Specialty Item is conducted by subcontract, only the portion that is subcontracted, based on the unit price, will be subtracted from the Contract Price.

3.20. SUBSTITUTION OF SECURITY

The Contract Documents call for monthly progress payments for the Work completed. The City will retain a percentage of each progress payment as provided by the Contract Documents. At the request and expense of the successful Bidder, the City will substitute securities for the amount so retained in accordance with Public Contract Code Section 22300.

3.21. PREVAILING WAGES

Prevailing wage requirements do not apply to this procurement.

3.22. DEBARMENT OF CONTRACTORS AND SUBCONTRACTORS

In accordance with the provisions of the Labor Code, contractors or subcontractors may not perform work on a public works project with a subcontractor who is ineligible to perform work on a public project pursuant to Labor Code Sections 1777.1 or 1777.7. Any contract on a public works project entered into between a contractor and a debarred subcontractor is void as a matter of law. A debarred subcontractor may not receive any public money for performing work as a subcontractor on a public works contract. Any public money that is paid to a debarred subcontractor by the Contractor for the Project shall be returned to the City. The Contractor shall be responsible for the payment of wages to workers of a debarred subcontractor who has been allowed to work on the Project.

3.23. INSURANCE REQUIREMENTS

Prior to commencing work, the successful bidder shall purchase and maintain insurance as set forth in the

Contract.

3.24. PERFORMANCE BOND AND PAYMENT BOND REQUIREMENTS

The successful Bidder will be required to furnish a Labor and Material Payment Bond and a Faithful

Performance Bond each in an amount equal to one hundred percent (100%) of the contract price. Each bond shall be secured from a surety company that meets all State of California bonding requirements, as defined in California Code of Civil Procedure Section 995.120 and is admitted by the State of California.

Each bond shall be accompanied, upon the request of the City, with all documents required by California

Code of Civil Procedure Section 995.660 to the extent required by law. All bonding and insurance requirements shall be completed and submitted to the City within ten (10) Days from the date the City provides the successful bidder with the Notice of Award.

3.25. SALES AND OTHER APPLICABLE TAXES, PERMITS, LICENSES AND FEES

Contractor and its subcontractors performing work under this Contract will be required to pay California sales tax and other applicable taxes, and to pay for permits, licenses and fees required by the agencies with authority in the jurisdiction in which the Work will be located, unless otherwise expressly provided by the Contract Documents.

3.26. COMPLIANCE WITH CALIFORNIA AIR RESOURCES BOARD REGULATION

The City is a Public Works Awarding Body, as defined under Title 13 California Code of Regulations section 2449(c)(46). Accordingly, Bidders must submit, with their Bids, valid Certificates of Reported

Compliance (“CRC”) for the Bidder’s fleet and for the fleet(s) of its listed subcontractors (including any applicable leased equipment or vehicles). Bidder must additionally complete and submit the Fleet

Compliance Certification, included in the Bid Documents. Failure to provide a CRC for the Bidder, and for all listed subcontractors, or failure to complete the Fleet Compliance Certification, may render the

Bid non-responsive.

3.27. BASIS OF AWARD; BALANCED BID

The City shall award the Contract to the lowest responsible Bidder submitting a responsive Bid. The lowest

Bid will be determined on the basis of the Total Bid Price.

The City may reject any Bid which, in its opinion when compared to other Bids received or to the City’s internal estimates, does not accurately reflect the cost to perform the Work. The City may reject as non-responsive any Bid which unevenly weights or allocates costs, including but not limited to overhead and profit to one or more particular bid items.

3.28. AWARD PROCESS

Once all Bids are opened and reviewed to determine the lowest responsive and responsible Bidder, the

City Council may award the Contract. The apparent successful Bidder should begin to prepare the following documents: (1) the Performance Bond; (2) the Payment Bond; and (3) the required insurance certificates and endorsements. Once the City notifies the Bidder of the award, the Bidder will have ten

(10) days from the date of this notification to execute the Contract and supply the City with all of the required documents and certifications. Once the City receives all of the properly drafted and executed documents and certifications from the Bidder, the City will issue a Notice to Proceed to that Bidder. Should the apparent successful bidder fail to provide the required documentation within the 10-day period, the vendor may be deemed unresponsive, and the City, at its discretion, may select the next best bidder

3.29. EXECUTION OF CONTRACT

As required herein the Bidder to whom an award is made shall execute the Contract in the amount determined by the Contract Documents. The City may require appropriate evidence that the persons executing the Contract are duly empowered to do so. The Contract and bond forms to be executed by the successful Bidder are included within these Contract Documents and shall not be detached.

3.30. QUESTIONS

• Questions regarding the Contract Documents, requests for interpretations or clarifications, either administrative or technical, may be submitted through OpenGov Procurement via the Q&A tab by

2:00 pm on Wednesday, July 15, 2026. All written questions, if answered, will be answered in writing, conveyed to all interested Bidders, and posted through OpenGov Procurement. Oral statements regarding this Bid by any persons should be considered unverified information unless confirmed in writing.

• No members of the City’s staff or City Council should be contacted about this procurement during the bidding process. Any and all inquiries and comments regarding this Bid must be communicated in writing, unless otherwise instructed by the City. The City may, in its sole discretion, disqualify any Bidder who engages in any prohibited communications.

4. SCOPE OF WORK

4.1. Total Seed Quantity Summary

The total quantity of seed to be delivered under this contract is 157,500 pounds, consisting of the following:

• 152,000 lbs. – Standard perennial rye

• 4,000 lbs. – Apron-treated perennial rye

• 1,500 lbs. – Apron-treated Poa Trivialis

All seed shall meet the specifications outlined above and be delivered in 50-pound bags, shrink-wrapped and palletized (2,000 lbs. per pallet).

The Vendor shall furnish all labor, materials, renderings (if applicable), equipment, tools, supervision, freight, permits, coordination, removal, installation (if required), and all incidental costs—including taxes—necessary to perform and complete the scope of work as described in this Invitation to Bid and the resulting Agreement.

The following specifications outline the required materials and services. Descriptions are not exhaustive but provide the minimum quality and performance standards expected.

4.2. Perennial Ryegrass Blend

Seed Type: Standard tournament-quality perennial ryegrass blend.

Approved Varieties (or approved equal*):

o Black Pearl o Prominent 2 o Black Label o Seed Research 4650

*The City’s designated representative retains sole discretion to determine whether a proposed seed or seed blend is equal to or superior to the specified varieties and may approve or reject all substitution requests.

Blend and Packaging Specifications:

o Minimum purity: 98.5% o Minimum germination: 90% o Maximum inert material: 1.5% o Maximum weed seed: 0.05% o Maximum fluorescence: 2.5% o State of origin: Oregon o Free from Poa annua, bent grass, and coarse grasses o Packaging: 50-pound bags, shrink-wrapped and palletized o Pallet weight: 2,000 pounds (40 bags per pallet)

Bid Quantities:

• 152,000 pounds: Standard perennial rye

• 4,000 pounds: Apron-treated perennial rye

4.3. Poa Trivialis

Approved Varieties:

o Starlite II o Havana o Laser

Bid Quantity:

• 1,500 pounds: Apron-treated Poa Trivialis

4.4. Delivery Requirements

Delivery #1:

▪ Location: Desert Willow Golf Course Maintenance Facility

38-650 Portola Avenue, Palm Desert, CA 92260

▪ Quantity:

• 110,000 lbs. standard perennial rye

• 4,000 lbs. Apron-treated perennial rye

• 1,500 lbs. Apron-treated Poa Trivialis

▪ Deadline: No later than September 15, 2026 (weekday only)

▪ Delivery Requirements: Vehicle must be equipped with a forklift for unloading

Delivery #2:

▪ Location: City of Palm Desert Corporation Yard

74-705 42nd Avenue, Palm Desert, CA 92260

▪ Quantity:

• 42,000 lbs. standard perennial rye

▪ Deadline: No later than September 15, 2026 (weekday only)

▪ Delivery Requirements: Vehicle must be equipped with a forklift for unloading

4.5. Payment and Pricing

All costs associated with freight and delivery shall be included in the unit price of the seed. This includes full compensation for furnishing all labor, materials, equipment, and tools necessary to deliver the seed as specified. No additional compensation will be provided for shipping, handling, or unloading.

5. BID FORMS

5.1. BID ACKNOWLEDGMENT*

To the City of Palm Desert, a municipal corporation, organized under the laws of the State of California, with its principal place of business at 73-510 Fred Waring Drive, Palm Desert, California 92260.

1. In response to the Contract Documents for project ID 2026-IFB-044and in accordance with the accompanying Instructions to Bidders, the undersigned hereby proposes to the City to furnish all labor, technical and professional services, supervision, materials and equipment, other than materials and equipment specified as furnished by the City, and to perform all operations necessary and required to construct the Project in accordance with the provisions of the

Contract Documents and any addenda thereto, and at the prices stated opposite the respective items set forth in the Bid Schedule.

2. This Bid constitutes a firm offer to the City which cannot be withdrawn for 90 calendar days after the date set for opening of Bids, or until a Contract is executed by the City and a third party, whichever is earlier.

3. The undersigned certifies that it has examined and is fully familiar with all of the provisions of the Contract Documents and any addenda thereto; that it has carefully checked all of the words and figures shown in its Bid Schedule; that it has carefully reviewed the accuracy of all statements in this Bid and attachments hereto; and that it understands and agrees that the City will not be responsible for any errors or omissions on the part of the undersigned in preparing this Bid.

4. If awarded a Contract, the undersigned agrees to execute and deliver to the City within ten (10)

Days after date of receipt of Notice of Award, a signed Contract and the necessary Performance

Bond, Payment Bond, and Certificates of Insurance and Endorsements.

5. All Bid Forms, which have been completed and executed by undersigned Bidder, are incorporated by this reference and made a part of this Bid.

6. The undersigned is hereby representing that it is and will be properly licensed both at the time that it submits a Bid as well as at the time the Contract is awarded, if the Contract is awarded to the undersigned.

A. If Individual Contractor. Undersigned certifies that it is now licensed in accordance with the provisions of the Contractor's License Law of the State of California; or

B. If Joint Venture. Undersigned certifies that the individual members of the joint venture are now licensed in accordance with the provisions of the Contractor's License Law of the State of California.

I hereby certify under penalty of perjury under the laws of the State of California that all of the information submitted in connection with this Bid and all of the representations made herein are true and correct.

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*Response required

5.2. BID SCHEDULE*

IMPORTANT:

THE ELECTRONIC #BID SCHEDULE MUST BE COMPLETED BY EACH BIDDER AND PROPERLY SUBMITTED ON

OPENGOV PROCUREMENT.

https://secure.procurenow.com/portal/cityofpalmdesert/projects/280039/document?section=2703547

FAILURE TO COMPLETE THE BID SCHEDULE WILL RESULT IN AN INCOMPLETE AND NON-RESPONSIVE BID.

THE ELECTRONIC BID SCHEDULE WILL BE INCORPORATED INTO THE CONTRACT DOCUMENTS.

The costs for any Work shown or required in the Contract Documents, but not specifically identified as a line item are to be included in the related line items and no additional compensation shall be due to

Contractor for the performance of the Work. All blank spaces appearing in the Electronic Bid Schedule must be filled in. Failure to fill in any blank spaces may render the bid non-responsive.

The estimated quantities for Unit Price items are for purposes of comparing Bids only and the City makes no representation that the actual quantities of work performed will not vary from the estimates. Final payment shall be determined by the Engineer from measured quantities of work performed based upon the Unit Price.

If the Contract Documents specify Alternate Bid items, the City can choose to include any, all, or none of the Alternate Bid items in the Work. If the City selects any of the Alternate Bid items, the corresponding

Alternate Bid prices shall be added to or deducted from Base Bid Price for the Work. The City can award/select Alternate Bid items at any time(s).

I certify that I have read, understood the above statement.

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*Response required

5.3. DESIGNATION OF SUBCONTRACTORS*

Please download the below documents, complete, and upload.

• DESIGNATION_OF_SUBCONTRACTO...

*Response required

5.4. NON-COLLUSION DECLARATION*

The undersigned declares:

I am an authorized representative of my company, the party making the foregoing Bid, to certify the following.

The Bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The Bid is genuine and not collusive or sham. The Bidder has not directly or indirectly induced or solicited any other Bidder to put in a false or sham bid. The Bidder has not directly or indirectly colluded, conspired, connived, or agreed with any Bidder or anyone else to put in a sham bid, or to refrain from bidding. The Bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the Bid Price of the Bidder or any other

Bidder, or to fix any overhead, profit, or cost element of the Bid Price, or of that of any other Bidder. All statements contained in the Bid are true. The Bidder has not, directly or indirectly, submitted his or her

Bid Price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose.

https://government-project.s3.us-west-2.amazonaws.com/15871/cc469824-8fad-42e3-b7ba-afccfd2cf295_DESIGNATION_OF_SUBCONTRACTORS.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4AGM4LVND%2F20260707%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260707T160002Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEKj%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIAsWwP69rOk7ji6CtacOievkaqFXZMF105ukRHtd6fj7AiEAsgg2QRfUrE1G7MHmQ0XDq%2BnTzTxfdw2TvONLOSGNqv4qjAUIcRACGgw4OTIzNjQ2ODc2NzIiDIwEnjQB2C6BASl%2FGyrpBCgBmImsJYGHQ5fwtWFDcD2i9Wdd3VqERbLfXO4nvq5E1%2FzzpOoHLrJKJR4koKwb8%2FnBGqXZrNP%2BOmR73cUQMtwUFR%2FBNdKKEDapZwxvTrpgVAIV5%2FSN8S0%2B5IkbYPv3I9H43diFFpyUTklgtFR2i%2FaC3BPQcd5Dkba7JxWfL4%2FOOWqIO0J2wBTcsyWyXzlcVm8JWe1FUoXAL1pLb8TsgP%2BTfmA4Kx0nXrsI3UVPh9IMoiEtJDVll1CdTesrzYmoBC%2FhjLSQ2Lg3vTP4UuDWAICLUWtzLZpG5u1rd8ShqM%2BxMiiBDC6dJr4P4Udybc9ZkDauGb%2FZyXTYVUbPaHJD17Af5oB5nJhLsPGlZvXJ0InyDXT%2Bgr5HGXpS0aErACqllfMNOa9K77QN1B4bFIffSgoMsWJMeiL5f%2FzfA2zi5AGQG4CkIlcyHfi3D%2FVX7GiRHUlyw2zCfrMAY30QkK9iU5NZadgZa1PIR7Zb68SBg%2Bcp39Z0PIs%2FeTRuKBVDVb6132QgibLZU8BtN6d7Taflxy8KRv%2FqEtBdFnqwaQRzQB%2F0YsPljUM9M0m%2FH5Q6PWODjzhnriqU4Qc9H04iukbS56EuXmqDH%2F1kEVycSuBmEyrK1ht2b0bDUS4QipqphhVYJUiX1x8uYFhVfmpfBhg8zjGDS0owZRHkraHB4RN4mvT%2FXn3nSlUQCImPa8oeHXnvt0XQgrylajT5gOTWg3iYhW5n%2BQ%2F0pxXqkOTAf5RzFvKeVkqFNU686KG3uxDKxJU%2FGIMyIuzo1m0qOtQ9YXltNQSUL2hUoQKRusPqw4gxcaY7ecm5%2Ftfw3tk9MLC3tNIGOpkBKQp0NqHgTEvhdXp6tytqoJweWqyiigCxyXoKh9Usf3X%2FclxXd0Xyx9ri3T0qEZUGLqx4PTFkIgrYc1d8ORSEUyaCW9S6xpgjhm3KKY53xw7ju7Cl2CClpG22dcCXPhpElN0%2F8fNzs56xH4qo%2FKZ%2BHqnhgpI2guZPTJxrmvxgnABHA2dtWHPcF350eh0zP%2F0NTXNn3NQGZyNo&X-Amz-Signature=f09f427bb62f1b895dd84ac46f7b3b3523b31a27b30703fa9d5761a70e15dfb5&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22DESIGNATION_OF_SUBCONTRACTORS.docx%22&x-id=GetObject

Any person executing this declaration on behalf of a Bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the Bidder.

I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

☐ Please confirm

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5.5. CONTRACTOR’S CERTIFICATE REGARDING WORKERS’ COMPENSATION*

I am aware of the provisions of section 3700 of the Labor Code which require every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this Contract.

☐ Please confirm

*Response required

5.6. Type of Business*

Select all that apply

☐ C Corporation (if corporation, two signatures are required)

☐ S Corporation (if corporation, two signatures are required)

☐ Limited Liability C Corporation (if corporation, two signatures are required)

☐ Partnership

☐ Limited Liability Partnership

☐ Sole Proprietor/Individual

☐ Other

*Response required

5.7. Type your Legal Company Name Here*

State your Company's Name Here. This will be verified against the California Secretary of State's Website.

*Response required

5.8. How many years has Bidder’s organization been in business? * *Response required

5.9. List the Signatory(s) Authorized to Sign and Bind an Agreement.* (If two (2) signatures are required, include the following information for both signatories)

1. Full Name

2. Title

3. Physical Business Address

4. Email Address

5. Phone Number

Corporation (C-Corp): Requires two signatures from authorized officers— one from President or Vice

President, and the other from the Secretary or Treasurer.

An alternate signatory may be used if authorized by a Notarized Corporate Resolution or Article of

Authority.

LLC: Usually requires one signature from an authorized member or manager. For significant contracts

(e.g., over $50,000 for construction or over $25,000 for service agreements), additional approvals or signatures may be required.

Sole Proprietorship, Non-Profit, Single LLC: Only the one signature is necessary.

*Response required

5.10. Nondiscrimination Certification*

The City of Palm Desert is committed to promoting equal opportunity in its contracting activities. We ensure that all individuals seeking to do business with the city treat contractors, subcontractors, and employees fairly, without discrimination based on race, color, religion, ancestry, national origin, disability, medical condition, marital status, domestic partner status, sex, gender, gender identity, gender expression, sexual orientation, or membership in any other protected class.

For any purchase exceeding $10,000, vendors must certify compliance with the City’s nondiscrimination policy (G.C. 3.30.200) before contract award. No contract will be awarded until the contractor submits this certification.

By clicking the confirmation box below, the vendor certifies that they have read the code and agree to comply with its requirements. Failure to comply may result in termination of any agreement entered into with the vendor.

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*Response required

6. BID SCHEDULE

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Perennial Rye 152,000 Pounds

2 Apron Treated Perennial Rye 4,000 Pounds

3 Poa Trivialis Apron Treated 1,500 Pounds

TOTAL

7. SAMPLE GOODS AND EQUIPMENT PURCHASE AGREEMENT

A sample Goods and Equipment Purchase Agreement is included in the #ATTACHMENTS .

8. PROTESTS

The procedures set forth in this section are mandatory and are the sole and exclusive remedy of a bidder, proposer or other vendor to dispute the award of a contract that the city solicits through a competitive process. A protest that does not comply with these procedures with these procedures may be summarily rejected and the person submitting the protest shall be deemed to have waived all rights to relief.

8.1. Protests of Solicitation Method

By submitting a bid, proposal or other application for a contract award, the bidder, proposer or other vendor shall be deemed to have waived all rights to challenge the city's method for procuring the contract or any discrepancy in the solicitation process or documents. Bidders, proposers, or vendors may submit bids, proposals or other applications under protest. Protests under this section shall be submitted in writing to the official designated to receive the bid, proposal or other application and shall contain a full summary of the factual and legal basis for the protest.

8.2. Waiver

Any person that: (1 ) did not directly submit a bid or proposal, (2) is not responsible or qualified to receive the contract, (3) failed to submit a responsive bid or proposal, (4) is not in line to receive the contract or is otherwise ineligible to receive the contract, (5) is otherwise not beneficially interested in the award, or

(6) fails to submit a timely protest shall be deemed to have waived the right to protest the award of the contract. Any protest deemed waived will be subject to summary rejection without further consideration and the person will have no right to any relief.

8.3. Protests of Award

A bidder, proposer or other vendor applying for a city contract through a competitive process may submit a written protest of the award of the contract. The protest shall identify and explain the factual and legal grounds for the protest. Any grounds not raised in the written protest are deemed waived by the protesting bidder.

8.4. Timing of Protest of Award

Protests shall be submitted in writing to the official designated to receive the bid, proposal or other application within the following times:

1. If of another bidder, within five (5) calendar days after the bid opening date.

2. If the City of Palm Desert makes a recommendation to the City Council/Housing Authority to award a proposal or other application, then within five (5) calendar days following the issuance of the recommendation and prior to the date of the award.

https://secure.procurenow.com/portal/cityofpalmdesert/projects/280039/document?section=2703546

3. If in response to a notice of intent to reject a bid, proposal or other application, then within five

(5) calendar days following the issuance of the notice of intent.

8.5. Protest Review and Response

If the protest is timely and complies with the above requirements, the City of Palm Desert shall review the protest, any response from the challenged bidder, proposer or other vendor, and all other relevant information. The City of Palm Desert will provide a written decision to the protester in a reasonable amount of time. If the protest is in response to a recommendation of award to the City of Palm Desert then the protest will be considered concurrently with the award of the contract, and the approval authority's action is final.

8.6. Conflicts

The protest procedures contained in this section shall not apply if a particular solicitation contains a different protest procedure. This section does not limit or eliminate a claimant's obligations under the

Government Claims Act, Government Code Section 900 et seq.