262809FB_Solicitation_Documents.pdf

INVITATION FOR BIDS (“IFB”) - PART I

IFB Part I Revised 10/6/25 Page 1 of 6

IFB #: 262809FB

IFB TITLE: ATHLETIC FIELD TURF SUPPLY & INSTALLATION SERVICES

1.0 PURPOSE

Sarasota County (“County”), a political subdivision of the State of Florida, will receive bids on the date indicated in OpenGov Procurement (“OpenGov”), the County’s electronic procurement portal, for the purpose of selecting qualified contractors to supply and install Certified Bermuda turf (sod and sprigs) on an as-needed basis, with individual projects awarded to the lowest responsive lump-sum quote as stated herein.

Bidders are required to comply with Part II, Scope of Services.

OpenGov is located at https://procurement.opengov.com/portal/scgov

2.0 BIDDER

2.1 For the purpose of this IFB, the term “Bidder” (also identified as “Offeror”) is defined as the legal entity submitting a bid and/or identified on the electronic bid submittal.

2.2 Bidders intending to submit a bid as a joint venture with another company must provide documentation attesting to the formation of that joint venture with their bid submittal. For purposes of this solicitation, all vendors who make up the joint venture will be considered together as the Bidder.

2.2.1. Bidders proposing to engage in construction contracting as a joint venture or partnership must apply for registration with the State of Florida, Department of Business and Professional Regulation and any other state or local licensing agencies, as required by Florida State Statute 489.119, prior to the date bids are due.

3.0 QUALIFICATIONS

3.1 Required Experience

3.1.1. Bidder must provide verifiable commercial, industrial, or governmental references demonstrating their experience providing the installation of sod and the installation of sprigs on athletic fields within the past seven (7) years preceding the submission deadline in OpenGov. A minimum of two (2) references are required.

a. At least one (1) reference submitted must demonstrate experience providing the installation of sod on athletic fields.

b. At least one (1) reference submitted must demonstrate experience providing the installation of sprigs on athletic fields.

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

IFB Part I Revised 10/6/25 Page 2 of 6

c. At least one (1) reference must be for a governmental institution.

3.1.2. A single reference may be used to verify multiple

requirements. Only references submitted at the time of bid submittal in the format specified by the County will be used to verify qualifications have been met.

4.0 ALTERNATES

4.1 Unless otherwise specifically provided in Part II of this IFB, reference to any equipment, material, article or patented process, by trade name, brand name, make or catalog number, shall be regarded as establishing a minimum standard of quality and shall not be construed as limiting competition.

4.2 If a bidder wishes to make a substitution in the specifications, 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 substitution. Any such substitution shall be subject to County approval. Substitutions shall be approved only if determined by the County to be equivalent to the prescribed specifications.

4.3 To be considered, substitutions must be submitted to the Procurement Contact listed in OpenGov no later than the Question Submission deadline listed in OpenGov. Substitutions must be identified by brand name, number, manufacturer and model, and shall include full descriptive information, brochures, and appropriate attachments. The County shall respond via addendum in OpenGov indicating whether the substitution has been approved or denied.

4.4 A bid containing a substitution that has not been approved by the County shall be disqualified

5.0 PRE-BID MEETINGS

In the event a meeting and/or site visit is scheduled it will take place at the time, date, and location specified in the Solicitation Timeline posted in OpenGov.

6.0 SUBMITTAL INSTRUCTIONS

Refer to the Submittal Instructions section in OpenGov for instructions on how to submit a bid. Bidders are advised to review the General Terms and Conditions of Solicitations which are available in OpenGov.

7.0 SUBMITTAL DOCUMENTS

7.1 Vendor Questionnaire

All bidders must complete the required forms and information included in the Vendor Questionnaire section of OpenGov. Completed forms and other requested documents must be uploaded with bidder’s response in

IFB Part I Revised 10/6/25 Page 3 of 6

OpenGov. Bidders who fail to complete and upload required forms and documents or fail to provide responses to questions in the Vendor Questionnaire section of OpenGov may be found non-responsive.

7.2 Pricing

All bidders must complete the Pricing Table provided in OpenGov.

Bidders who fail to fully complete the pricing table in OpenGov may be found non-responsive.

8.0 AWARD

8.1 PRE-QUALIFIED POOL

8.1.1. It is the intent of the County to establish a pre-qualified pool of contractors for future projects. The County intends to award contracts to all responsive and responsible bidders submitting a total bid price. Bidders must submit a lump sum price for the project described in Attachment A – Foxworthy Park to be considered for award.

8.2 AWARD OF PROJECT

8.2.1. The responsive and responsible Bidder submitting the overall lowest total bid price for the project described in Attachment A shall be awarded that project through this solicitation.

8.3 All future projects issued under the resulting Term Contracts shall be quoted in accordance with Part II, Scope of Services Section 6.

8.4 In the event of a tie, the IFB tie-breaking procedures identified in the Sarasota County Procurement Manual will apply.

8.4.1. To be considered, tied bidders will be required to provide documentation certifying they have implemented a drug-free workplace program meeting the requirements stipulated in Section 287.087, Florida Statutes. Documentation must be provided within the time specified by the County at the time of request.

8.5 Preferences

Bidders wishing to be considered for Local Business Preference or American Business Preference must complete and submit a Local & American Business Certification Form with their submittal. The Local & American Business Certification Form can be found in the Vendor Questionnaire section of OpenGov.

In awarding this bid, preference shall be given to local businesses and American businesses in accordance with Section 2-215 of the Sarasota County Procurement Code.

Local and American business preferences do not apply in the award of this bid due to grant funding requirements

IFB Part I Revised 10/6/25 Page 4 of 6

8.6 Contract

A draft of the contract that the successful bidder(s) will be expected to sign (a Term Contract) is posted on the Procurement website shown below. The County may, at its sole discretion, select a different contract type or make revisions to the one referenced above following the recommended award of this solicitation.

https://www.scgov.net/government/procurement/contract-templates

9.0 PRICING

9.1 As applicable, all trip charges, mileage, vehicle charges, travel time and labor are to be included in the hourly rate. Only time on the job site may be charged.

9.2 As applicable, estimated usage for each item is listed in the bid. This is an estimated figure only and no guarantee is made or implied as to the actual quantities that will be acquired under resulting contracts.

Quantities listed herein are subject to increase or decrease during the term of the contract. In either occurrence, the Offeror will perform the work at the unit price as bid. The County, at its discretion, may authorize an initial contract for a greater not-to-exceed amount than that submitted by the Bidder.

10.0 COUNTY WORKPLACE COMPLIANCE

10.1 Smoking – Smoking is not permitted inside any County facility. Smoking is restricted to designated smoking areas outside a facility.

10.2 Parking – The Bidder’s representatives shall abide by all parking restrictions. The Bidder’s vehicles are subject to the same restrictions, limitations, fines and tickets as posted for any other vehicle. Where time limit restrictions exceed the required time to provide services, arrangements shall be made in advance.

10.3 Alcohol/Drugs – Service personnel under the influence of alcohol and/or non-prescription drugs are not permitted to work in County facilities.

Any person known or thought to be under these influences will be escorted off County property.

10.4 Security - The Bidder must adhere to all Sarasota County security procedures. The Bidder’s work force shall be made up of persons legally authorized to perform work in the United States. The Bidder shall, at the County’s request, submit the following information for each of their employees: name, date of birth, social security number and green card (if applicable).

10.5 Identification - The Bidder shall require all employees to visibly wear identification while on County property. Said identification shall contain a color photograph of the employee, the name of the employee and the https://www.scgov.net/government/procurement/contract-templates

IFB Part I Revised 10/6/25 Page 5 of 6 name of the company. The Bidder shall require all employees to wear a company uniform, which shall include the name of the employee and the company. Persons not conforming to this requirement may be denied access to the building. Denial of access does not alleviate the Bidder’s responsibilities herein.

11.0 CONTINGENCY

Only applicable if this box is checked

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

12.0 PERFORMANCE AND PAYMENT BOND

Only applicable if this box is checked

12.1 The awarded bidder will be required to obtain a performance and payment bond equal to N/A. Any bonding company submitting a performance and payment bond to Sarasota County Government must be licensed to transact a fidelity and surety business in the State of Florida, and shall have an A.M. Best rating of: if bond is under $500,000 “B+” (very good) or better, and over $500,000 “A-” (excellent) or better, and a “T” Underwriting Limitation not exceeded by this project’s bond.

12.2 Execution of Bonds and Power of Attorney

12.2.1. If the successful Bidder is a partnership, each bond should be signed by each of the individuals who are partners; if a corporation, the bonds should be signed in the correct corporate name by a duly authorized officer, agent or attorney-in-fact. The appropriate number of bonds should be executed to correspond to the number of signatories to the contract. Each executed bond should be accompanied by (a) appropriate acknowledgment of the respective parties; (b) appropriate duly certified copy of power-of-attorney or other certification of authority where bond is executed by agent, officer or other representative of successful Bidder or surety;

(c) duly certified extract from by-laws or resolutions of Surety under which power-of-attorney or other certificate of authority of its agent, officer or representative was issued.

12.2.2. Attorneys-in-fact who sign bid bonds or performance and payment bonds must file with such bond a certified copy of their power-of-attorney to sign such bonds. Attorneys-in-fact must place name, address, and telephone number on this certificate.

PART II

SCOPE OF SERVICES

Prepared by Parks, Recreation, and Natural Resources Department Part II - Page 1 of 4

1. INTRODUCTION

A. Sarasota County Parks, Recreation and Natural Resources (PRNR) maintain numerous athletic fields that require periodic replacement of Certified Bermuda turf. This solicitation will create a pool of qualified Contractors to supply and install Certified Bermuda turf (sod and sprigs) on an as-needed basis, with individual projects awarded to the lowest responsive lump-sum quote.

B. Contractor shall perform all work using the labor, materials, equipment, and supervision necessary to supply and install turf in accordance with this Scope of Work.

2. TURF TYPES

A. Certified TIFTUF Bermuda Turf Sod

B. Certified Celebration Bermuda Turf Sod and Sprigs

3. TURF SPECIFICATIONS - SOD

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

B. Sod shall be a 1.5” thickness of cut, composed of 0.75” grass, 0.75” soil.

C. Sod shall be field maintained at a cut height of 1” or lower.

D. Blue Tag Certification shall be provided to the County’s Project Manager at delivery.

4. TURF SPECIFICATIONS - SPRIGS

A. One (1) bushel equals one (1) square yard of turf.

B. Turf used for sprigs shall be harvested at a 1.5” thickness of cut composed of 0.75” grass and 0.75” soil.

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

D. Sprigs must be harvested off-site the morning of delivery and shall be uniform in size and ready for planting.

E. Blue Tag Certification shall be provided to the County’s Project Manager at delivery.

5. INSTALLATION

A. Sod shall be installed within 24 hours of harvest and immediately upon arrival. Sprigs shall be planted the same day as harvesting and immediately upon arrival.

Prepared by Parks, Recreation, and Natural Resources Department Part II - Page 2 of 4

B. Field preparation, including laser grading, will be performed by the County.

C. The County will perform pre-plant fertilization and provide watering of newly installed turf as required.

D. Contractor shall unload sod and sprigs from delivery trucks. County equipment will not be provided.

E. Contractor shall use equipment and methods that prevent damage to turf or grade.

F. Sod and sprig installation shall follow irrigation zone layout; light watering shall occur after setting each zone. An irrigation plan will be provided.

G. Contractor shall remove all debris, netting, surplus materials, and equipment from the site. Disposal shall occur off-site.

H. During installation, the Contractor shall consult with the County for inspection and approval of work quality. If the County determines any area to be unsatisfactory, the Contractor shall replace the affected areas at no additional cost.

I. Sod shall be installed tightly with no overlaps or gaps and rolled upon completion.

6. ASSIGNMENT OF WORK

A. All awarded contractors shall be invited to quote each project. Work shall be assigned to the lowest responsive lump-sum quote.

B. Requests for project quotes will be issued via OpenGov using Attachment B – Template Project Quote Request Form.

C. Contractors shall respond in OpenGov by the specified deadline. Lack of response will be treated as declining the project.

D. If a site visit is scheduled, the request will specify the date, time, location, and whether attendance is mandatory.

E. Contractors shall submit a lump-sum price for each project. Lump sum plus any County-added contingency (not to exceed 10%) is the maximum payable amount.

F. Failure to provide quotes for three (3) projects within twelve (12) months may result in contract termination at the County’s discretion.

Prepared by Parks, Recreation, and Natural Resources Department Part II - Page 3 of 4

7. RESPONSE TIME

Upon issuance of a purchase order, the Contractor shall mobilize and begin work on the target installation date provided in the quote request, unless instructed otherwise in writing.

8. SUBCONTRACTING

A. Costs for subcontracted services must be included in the quoted lump sum.

B. Contractors may not subcontract work to another awarded Contractor under this solicitation.

9. COUNTY ACCEPTANCE

The County reserves the right to reject any turf deemed unacceptable in quality.

10. FEE

All fees shall be inclusive of labor, materials, delivery, installation, equipment, supervision, overhead, and profit. No additional fees will be paid.

11. FINAL INSPECTION AND INVOICING

A. Contractor shall notify the County when work is complete and ready for final inspection.

B. Work not conforming to contract requirements will be rejected and must be corrected within three (3) business days at no additional cost.

C. Invoices may be submitted only after final inspection and completion of any corrective work.

12. WARRANTY

All turf and materials shall be warranted for fifteen (15) calendar days from the date of County acceptance.

13. CONTRACTOR REQUIREMENTS

A. Contractor shall comply with all applicable federal, state, and local laws and regulations.

B. Contractor shall provide all personnel and equipment necessary to perform the work.

C. Each crew shall include at least one employee who can effectively communicate in English.

D. Contractor shall designate one Single Point of Contact (SPOC) with mobile phone and email.

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E. Work sites shall reflect good housekeeping and safe practices at all times. Contractor is responsible for all trash and debris.

F. The County will not be responsible for lost or damaged Contractor equipment left on site.

14. CONTRACTOR RESPONSIBILITIES

A. Contractor shall coordinate installation schedules with the County’s Project Manager, providing no less than 24 hours’ notice.

B. Contractor shall minimize interruption to daily operations at all locations.

C. Contractor shall be responsible for damage to County or private property caused by Contractor negligence. Restoration must be to the County’s satisfaction.

(End of Part II)

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 1 of 2

CONTRACTOR’S INSURANCE

Contractor shall, on a primary basis and at its sole expense, maintain in full force and effect, at all times during the life of this Contract, insurance coverage (including endorsements) and limits as described herein. These requirements, as well as the County’s review or acceptance of insurance maintained by Contractor, are not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this Contract.

Insurance requirements itemized in this Contract and required of the Contractor shall extend to all subcontractors to cover their operations performed under this Contract.

The Contractor shall be responsible for any modifications, deviations, or omissions in these insurance requirements as they apply to subcontractors.

Insurance carriers providing coverage required herein must be licensed to conduct business in the State of Florida and must possess a current A.M. Best’s Financial Strength Rating of A- Class VII or better.

Each insurance policy required by this Contract shall apply separately to each insured against whom claim is made and suit is brought, except with respect to limits of the insurer’s liability.

The Contractor shall be solely responsible for payment of all premiums for insurance contributing to the satisfaction of this Contract and shall be solely responsible for the payment of all deductibles and retentions to which such policies are subject.

Contractor shall furnish Certificates of Insurance to the County Administrative Agent evidencing the types and amounts of coverage, including endorsements, required by this Contract prior to commencement of work and prior to expiration of the insurance contract, when applicable. Such Certificate(s) of Insurance shall, to the extent allowable by the insurer, include a minimum thirty (30) day notice of cancellation (10 days for non-payment of premium) or non-renewal of coverage. Notwithstanding these notification requirements, the Contractor will be required to provide County with 5-day prior written notice of any policy cancellation or non-renewal.

The County reserves the right to review, modify, reject, or accept any required policies of insurance, including limits, coverage, or endorsements, herein from time to time throughout the term of this Contract. County reserves the right, but not the obligation, to review and reject any insurer providing coverage due to its poor financial condition or failure to operate legally.

A. WORKERS’ COMPENSATION: Contractor agrees to maintain Workers’ Compensation insurance in accordance with Florida Statutes, Chapter 440.

Employers Liability to be included with a minimum limit of $500,000.00 per accident/per disease/per employee. If work is to be performed over or adjacent to navigable water and involves maritime exposure, applicable LHWCA, Jones Act, or other maritime law coverage shall be included.

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 2 of 2

In the event the Contractor has “leased” employees, the Contractor or the employee leasing company must provide evidence of a Workers’ Compensation policy for all personnel on the worksite.

Contractors who are exempt from Florida’s Workers’ Compensation law must provide proof of such exemption issued by the Florida Department of Financial Services, Bureau of Workers’ Compensation.

B. COMMERCIAL GENERAL LIABILITY: Contractor agrees to maintain Commercial General Liability per ISO form CG0001 or its equivalent, including but not limited to coverage for premises and operations, personal injury, products & completed operations, liability assumed under an insured contract, and independent contractors with limits of not less than $1,000,000.00 each occurrence, $2,000,000.00 aggregate covering all work performed under this Contract.

Contractor agrees to endorse Sarasota County Government as an additional insured on the Commercial General Liability coverage.

C. BUSINESS AUTOMOBILE LIABILITY: Contractor agrees to maintain Business Automobile Liability with limits not less than $1,000,000.00 combined single limit for each accident covering all Owned, Non-Owned & Hired automobiles used in the performance of this Contract. In the event Contractor does not own automobiles, Contractor agrees to maintain coverage for Hired & Non-Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy.

If the Contractor is shipping a product via common carrier, the contractor shall be responsible for any loss or damage sustained in delivery/transit.

(End of Part III)