26-8667_Solicitation.pdf

(Template Version 1)

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

INVITATION TO BID (ITB)

FOR

PLANTS, TREES AND SHRUBS FOR PELICAN BAY SERVICES

SOLICITATION NO.: 26-8667

PATRICIA DOBROVODSKA, PROCUREMENT STRATEGIST II

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252-8946

patricia.dobrovodska@collier.gov (Email)

SOLICITATION PUBLIC NOTICE

INVITATION TO BID (ITB)

NUMBER:

26-8667

PROJECT TITLE: PLANTS, TREES AND SHRUBS FOR PELICAN BAY SERVICES

DUE DATE: JULY 8, 2026, 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/portal/collier-county-fl.

INTRODUCTION

As requested by the Pelican Bay Services Division (hereinafter, the “Division or Department”), 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 Bidders in accordance with the terms, conditions and specifications stated or attached. The Bidders, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated herein. All references to “Bidder” are also referred to as “Contractor” and “Vendor.”

The Division is seeking the purchase and delivery of plant material for community right-of-way beautification within the Pelican Bay Services Division. Items are purchased on an “as required” basis and due to the wide variance, and unpredictability of the nature of the needs and budgets. Historically, County departments have spent approximately $300,000 dollars annually; however, this may not be indicative of future buying patterns.

BACKGROUND

The Pelican Bay Services Division (PBSD) Municipal Services Taxing & Benefit Unit was formed for the purposes of providing street lighting, water management, beach renourishment, ambient noise management, extraordinary law enforcement service and beautification, including but not limited to beautification of recreation facilities, sidewalk, street and median areas, identification markers, the maintenance of conservation or preserve areas.

The purpose of this request is for purchase and delivery of plant material for community right of way beautification within the Pelican Bay Services Division. The results of this solicitation may be used by other County departments once awarded according to the Board of County Commissioners Procurement Ordinance.

TERM OF CONTRACT/AGREEMENT

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

Prices shall remain firm for the initial term of the awarded contract. Bidders are advised that any price adjustments permitted under this solicitation are set forth in Section 3 of the Scope of Work.

AWARD CRITERIA

ITB award criteria are as follows:

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

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

For the purposes of determining the winning bidder, the County will select the Bidder with the lowest price per line item as outlined below:

• Lowest price per line item

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

• Primary, Secondary, Tertiary awardees https://procurement.opengov.com/portal/collier-county-fl

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. General Requirements

Pelican Bay Services Division is providing the list of plant materials involved in the community right-of-way beautification. Bidders are expected to provide a unit price for each of the specific items listed herein. The unit price for each item on the bid schedule is all-inclusive of contractor supplying the material and delivery.

All plant materials shall comply with applicable Florida Department of Agriculture and Consumer Services (FDACS) laws, rules, inspection requirements, and nursery stock standards. Plant material shall be obtained from nurseries properly licensed, registered, or otherwise authorized to operate in the State of Florida, as applicable.

All plants shall be true to species or variety specified, nursery-grown, healthy, vigorous, well-rooted, and free from pests, disease, damage, and noxious or invasive plant contamination. The Contractor shall provide nursery source documentation, invoices, bills of lading, or delivery tickets identifying the supplying nursery, species, container size, and quantities furnished, as applicable. Any plant material that does not meet specified requirements or applicable FDACS requirements may be rejected and shall be replaced by the Contractor at no additional cost to Collier County.

Quantities shown on the Bid Schedule are estimated quantities and are not to imply or guarantee any purchase quantities during the term of a resulting contract. Items are purchased on an “as required” basis due to the wide variance, and unpredictability of the nature of the needs and budgets.

2. Delivery

2.1. Deliveries shall be Freight on Board (FOB) Destination to Pelican Bay Services Division, at 6200 Watergate Way, Naples, FL 34108.

2.2 Delivery hours are Monday through Friday from 7:00am to 3:00pm. There will be no deliveries after 3:00 pm or on County observed holidays which are: New Year’s Day, Martin Luther King Jr Day, President’s Day, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, Friday after Thanksgiving Day, Christmas Eve and Christmas Day.

2.3. The Contractor shall contact the County representative that place the order, no less than 24 hours in advance, to coordinate or notify them of the delivery. The Contractor shall maintain a Will Call office for County representatives to contact to schedule rush orders to be picked up by the Division.

2.4. Orders shall be delivered within ten (10) days of placement of the order to the Pelican Bay Services Division at 6200 Watergate Way, Naples, FL 34108. Other delivery locations within the County may be requested by other County Divisions.

2.5. The Division receiving an order has the 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. Contractor is responsible for delivery only, installation will be performed by County staff.

3. Price Modifications

3.1. Price increase requests may be submitted on an annual basis after the initial term of the contract. Retroactive price adjustments are not authorized. All requests must be submitted to the County Representative or designee.

Any requested adjustment shall be fully documented and submitted to the County no less than thirty (30) days prior to the contract anniversary date. Any approved cost adjustments shall become effective as of the anniversary date or upon Procurement Director/Board approval.

3.1.1. Contractor shall provide supporting documentation justifying price increases (examples: Contractor’s material agreements, distributor invoices, proof of fuel increases, etc.).

3.1.2. County Representative or designee shall analyze prices to determine if increases are fair and reasonable using the following methods: price competition (reviewing competitive bids or offers), market prices, historical prices, or independent estimates.

3.1.3. Contractor shall continue to fill all purchase orders received at the current agreement prices during the review process.

3.1.4. 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 and uploaded into the County’s Finance system.

3.1.5. 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. Retroactive price adjustments are not authorized.

3.2. The County may, after examination, refuse to accept the adjusted costs if they are not properly documented, are considered to be excessive, or if decreases are considered to be insufficient. In the event the County does not wish to accept the adjusted costs and the matter cannot be resolved to the satisfaction of the County, a contract termination will have to be processed.

3.3. After contract award, the County may, at its sole discretion, make an equitable adjustment through the issuance of an Amendment in the Contract terms or pricing if pricing or availability of supply is affected by extreme and unforeseen volatility in the marketplace, that by circumstance satisfy all the following criteria: (1) the volatility is due to causes wholly beyond the Bidder’s control, (2) the volatility affects the marketplace or industry, not just the particular Agreement source of supply, (3) the effect on pricing or availability of supply is substantial, and (4) the volatility so affects the Bidder that continued performance of the Agreement would result in a substantial loss.

REFERENCES

The County requests that the Bidder submits three (3) through five (5) references using the County’s Reference Form.

Include up to two additional pages per project to illustrate relevant experience. The references must be for projects within the last five (5) years whose projects are of a similar nature, size, scope and complexity of this solicitation.

Bidders may include additional pages for each project to illustrate aspects of the completed project that provides information to assess the experience of the Bidder on relevant project work.