25-8332_Solicitation.pdf

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

INVITATION TO BID (ITB)

FOR

MULCH AND PINE STRAW

SOLICITATION NO.: 25-8332

BARBARA LANCE, PROCUREMENT STRATEGIST

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252-8998

Barbara.Lance@colliercountyfl.gov (Email)

This solicitation document is prepared in a Microsoft Word format. Any alterations to this document made by the Bidder may be grounds for rejection of the bid, cancellation of any subsequent award, or any other legal remedies available to the Collier County Government.

SOLICITATION PUBLIC NOTICE

INVITATION TO BID (ITB) NUMBER: 25-8332

PROJECT TITLE: MULCH AND PINE STRAW

DUE DATE: DECEMBER 30, 2024, AT 3:00 PM EST

PLACE OF BID OPENING: PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FL 34112

All bids shall be submitted online via the Collier County Procurement Services Division Online Bidding System:

https://procurement.opengov.com

INTRODUCTION

As requested by the Parks and Recreation Division (hereinafter, the “Division”), the Collier County Board of County Commissioners

Procurement Services Division (hereinafter, “County”) has issued this Invitation to Bid (hereinafter, “ITB”) with the intent of obtaining bid submittals from interested and qualified vendors in accordance with the terms, conditions and specifications stated or attached. The vendor, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated.

The results of this solicitation may be used by other County departments once awarded according to the Board of County Commissioners

Procurement Ordinance.

Historically, County departments have spent approximately $100,000; however, this may not be indicative of future buying patterns.

BACKGROUND

Collier County Parks and Recreation Division is seeking bids for the purchase and delivery of mulch and pine straw to Collier County

Park locations.

TERM OF CONTRACT

The contract term, if an award(s) is/are made is intended to be for three (3) years with two (2) one (1) year renewal options.

Prices shall remain firm for 365 days from the contract commencement date.

Surcharges will not be accepted in conjunction with this contract, and such charges should be incorporated into the pricing structure.

The County Manager, or designee, may, at his discretion, extend the Agreement under all of the terms and conditions contained in this

Agreement for up to one hundred eighty (180) days. The County Manager, or designee, shall give the Contractor written notice of the

County's intention to extend the Agreement term not less than ten (10) days prior to the end of the Agreement term then in effect.

All goods are FOB destination and must be suitably packed and prepared to secure the lowest transportation rates and to comply with all carrier regulations. Risk of loss of any goods sold hereunder shall transfer to the COUNTY at the time and place of delivery; provided that risk of loss prior to actual receipt of the goods by the COUNTY nonetheless remain with VENDOR.

AWARD CRITERIA

ITB award criteria are as follows:

➢ The County’s Procurement Services Division reserves the right to clarify a vendor’s submittal prior to the award of the solicitation.

➢ It is the intent of Collier County to award to the lowest, responsive and responsible vendor(s) that represents the best value to the County.

➢ For the purposes of determining the winning bidder, the County will select the vendor with the lowest price as outlined below:

• Lowest Price per Line Item

➢ Collier County reserves the right to select one, or more than one supplier, award on a line-item basis, establish a pool for quoting, or other options that represents the best value to the County; however, it is the intent to:

• Identify a Primary, Secondary, and Tertiary Awardee per Line Item https://procurement.opengov.com/ o Should the Primary Contractor not be able to provide the services within the time period or is unable to perform the normal or urgent requests, the Division reserves its rights to move to the Secondary, as necessary. The County reserves the right to seek services outside of the contract if the Primary or

Secondary are unable to perform.

➢ The County reserves the right to issue a formal contract or standard County Purchase Order for the award of this solicitation.

DETAILED SCOPE OF WORK

1. Scope of Work:

The purpose of this Invitation to Bid (“ITB”) is to enter into an agreement with Contractors to provide mulch and pine straw to multiple park locations on an “as-needed” basis. The County will have the option to pick up or have items delivered in accordance with the resultant fee schedule.

2. Material Requirements:

At a minimum material must comply with the following:

1. International Play Equipment Manufacturers Association (IPEMA) Certified.

2. American Society for Testing and Materials (ASTM).

No material shall contain chromated copper arsenate (CCA).

3. Product Specifications:

Packaging for cubic foot bag shall consist of 2.75 mil bag thickness.

3.1. Brown Cocoa Mulch

▪ Mulch shall contain only natural wood fibers, must be contaminate free, and cured to eliminate seed germination of invasive plants or weeds.

▪ Material must be shredded to a size no larger than three and one-half inches (3-1/2”) and not too thin that it degrades rapidly.

▪ Mulch pieces exceeding three and one-half inches 3-1/2” must be removed.

3..2 Play Safe Plus Mulch

▪ Mulch material shall not contain CCA. Product test data shall be included with bid submittal.

▪ Surfacing shall be IPEMA-Certified Engineered Wood Fiber. Standard wood chips, bark mulch, or material manufactured from recycled pallets are not acceptable.

▪ Surfacing shall be manufactured from virgin wood fibers and shall comply with the sizing requirements outlined in accordance with the procedures outlined in ASTM F2075.

▪ Engineered wood fiber shall not contain twigs, bark, leaf debris or other organic or inorganic material incorporated within such as soil, sand, or gravel.

▪ Supplier shall provide test results for impact attenuation to show compliance with ASTM F1292 Standard Specification for Impact Attenuation for Surface Systems Under and Around Playground Equipment.

3.3 Pine Straw Mulch Bale

▪ Material shall be 100% Pine Straw, relatively free of sticks, leaves, and debris.

▪ Bale Size: Minimum 14” x 16” x 30” or equal, twine tied, which will cover approximately 50 to 60 square feet at a two-inch (2”) depth.

▪ The Division is requesting an optional delivery service by semi-truckload stationed at a designated park. A trailer charge in thirty-day intervals shall be provided on the bid schedule.

4. Bid Schedule:

4.1 Unit Price

▪ Contractor prices for cubic yard, two (2) cubic foot bag purchases (pickup and delivery). Delivered pricing is inclusive of all fees to have the product delivered to locations throughout the County.

4.2 Equivalents

▪ Contractors may submit for the County’s consideration, equivalents to the products that are listed with pricing.

Contractor offering an equivalent to the product may be requested to submit a sample of the product with specifications prior to issuance of a Notice of Recommended Award (NORA). Equivalent samples shall be requested and submitted to the Procurement Division. The County will determine if the product sample and specifications are equivalent.

Contractors submitting an equivalent shall designate as such on the bid schedule.

4.3 Mulch Samples

▪ Upon request, Contractor must supply a mulch sample for each line item submitted.

5. Orders:

Divisions will place orders on an “as needed” basis. The awarded contractor shall deliver to any of the locations listed in

Attachment A. A response shall be received within two (2) business days of the Divisions initial request. If a response is not received within two (2) business days, the Division will contact the secondary and then tertiary, if secondary fails to respond within the timeframe. Deliveries shall not exceed five (5) business days from date of order. If Contractor is unable to process the order on time, then the secondary will be contacted and then the tertiary if secondary does not respond.

Contractor shall assign an account representatives for order placements, order resolutions, billing, and other related account activities. A name, phone number, and emails shall be provided upon contract execution. The Contractor shall contact the County representative that placed the order, no less than 24 hours in advance, to coordinate or notify them of the delivery.

In the event of a backorder, Contractor shall notify the requestor immediately at the time of order placement or as soon as the

Contractor is made aware. The County reserves the right to cancel the backorder and order from the secondary; if the secondary is unable to fulfill orders within the requested timeframe, staff will order from the tertiary. If there is no other Contractor under this agreement, the County may request quotes following the Collier County Procurement Ordinance.

6. Delivery Days/ Hours:

Delivery times are Monday through Friday from 7:00 a.m. to 3:00 p.m. EST. There will be no deliveries after 3:00 p.m. EST, or on County observed holidays in which County offices are closed.

The Division receiving an order has final authority as to the quality and acceptability of any products. Any product delivery found to be defective or incorrect (order errors on behalf of the Contractor), shall be returned to the Contractor at the Contractor’s expense. The Contractor shall correct the issue and expedite the delivery within one (1) business day with the correct product at no additional cost to the County.

All deliveries shall be Free on Board (FOB) Destination.

7. Price Modifications: The Contractor may request a price increase annually (365 calendar days from the agreement effective/anniversary date).

7.1 Submit price increase requests in writing by email to the County’s Contract Administrator no less than sixty (60) days before the annual contract anniversary date for consideration.

7.2 Price increase requests review may take over sixty (60) days to complete.

7.3 Retroactive price adjustments are not authorized,

7.4 The Contractor shall provide supporting documentation justifying price increases (examples: proof of manufacturer increases in supply cost, the Producer Price Index (PPI) over the past twelve (12) months, supplier material agreements, invoices, fuel increases, or budget availability)

7.5 The Contract Administrator shall analyze prices to determine whether increases are fair and reasonable.

7.6 During the review process, the Contractor shall continue to fill all purchase orders received at the current agreement prices.

7.7 The Procurement Director has the authority to approve price adjustments in accordance with the Procurement Ordinance, as amended. The bid tabulation shall be modified with the price increases, or an amendment processed, as required, and uploaded into the County’s Finance System.

7.8 Price increase requests are not guaranteed. If approved, the Procurement Director or designee will notify the Contractor in writing with the effective date of any approved price increases.

8. Invoices

Invoice submission for payment approval must have details of delivery date and items purchased. Submittals shall consist of the

Division name, agreement number, purchase order number, materials purchased to include line-item numbers and descriptions per the resultant fee schedule.

9. Additional Items/Locations

Additional items and/or locations may be added to the agreement, in accordance with the Procurement Ordinance and Manual, as amended.

VENDOR CHECKLIST

***Vendor should check off each of the following items as the necessary action is completed (please see, Vendor Check List)***

The County requests that the vendor submits no fewer than three (3) and no more than ten (10) completed reference forms from clients (during the last five (5) years) whose projects are of a similar nature to this solicitation as a part of their proposal. Provide information on the projects completed by the vendor that best represent projects of similar size, scope and complexity of this project using Form 4 provided in OpenGov as part of the Required Forms. Vendors may include two (2) additional pages for each project to illustrate aspects of the completed project that provides the information to assess the experience of the Proposer on relevant project work.