A_-_25-12-RFP_Sebastian_Municipal_Golf_Course_Maintenance.pdf

REQUEST FOR PROPOSAL

25-12-RFP

SEBASTIAN MUNICIPAL GOLF COURSE MAINTENANCE

Contact Person

Jessica Graham, CPPB

Procurement/Contracts Manager

Phone: (772) 388 – 8231

Email: jessgraham@cityofsebastian.org

*Dates in this schedule occurring after the release date may be amended by the City.

The City reserves the right to delay or modify dates and will notify Proposers of all changes.

PROPOSED SCHEDULE

EVENT DATE TIME

RELEASE DATE: Thursday, February 27, 2025 -

PRE-PROPOSAL MEETING Tuesday, March 12, 2025 10:00 AM Local Time

QUESTION DEADLINE Monday, March 17, 2025 2:00 PM Local Time

PROPOSAL DUE DATE Thursday, March 27, 2025 2:00 PM Local Time

EVALUATION MEETING Thursday, April 3, 2025 TBD

RECOMMENDATION OF

AWARD

Wednesday, April 23, 2025 6:00 PM Local Time mailto:jessgraham@cityofsebastian.org

25-11-ITB

REQUEST FOR PROPOSAL

1.1 PURPOSE

1.1.1 The following General Scope of Work will be an overall outline for agronomic, horticultural, and maintenance practices for the Sebastian Municipal Golf Course

(SMGC). The General Scope of Work lists the overall requirements sought by the

City in order to ensure that SMGC’s greens, tees, fairway/roughs, sand bunkers, driving range and bodies of water are managed at or above satisfactory levels for the recreating public. Also included are the landscape maintenance procedures for the golf course, clubhouse and all other structures throughout the golf course property. Adjustments in maintenance procedures can occasionally be expected due to changes in climatic conditions and golf course traffic.

1.1.2 Total SMGC acreage is approximately 180 acres, putting green acreage is approximately 4 acres, tee acreage is approximately 5 acres, fairway acreage is approximately 35 acres, rough acreage is approximately 60 acres, sand bunker acreage is approximately 5 acres and linear feet of lakes and ponds is approximately

10,000 linear feet.

1.1.3 All solicitations are posted on VendorLink (https://www.myvendorlink.com/). It is the sole responsibility of interested parties to monitor VendorLink for solicitation opportunities and updates.

1.2 ELECTRONIC PROPOSAL SECURITY

Electronic proposal security shall be submitted by the proposer and made payable to the

City of Sebastian in an amount of not less than five percent (5%) of the total proposal price. A contractor may file an alternative form of security in cash, a money order, a certified check, a cashier’s check, or a domestic corporate bond, note, or debenture as authorized in s. 625.317. The electronic proposal security shall be issued by a company with a registered agent in Florida. Personal or business checks are not acceptable.

1.3 PRE-PROPOSAL MEETING

A non-mandatory pre-proposal Meeting will be held on Tuesday, March 12, 2025, at 10:00

AM local time in the City of Sebastian Council Chambers, located at 1225 Main Street, Sebastian, FL 32958.

1.4 QUESTION DEADLINE

1.4.1 The deadline to submit questions will be Monday March 17, 2025, at 2:00 PM local time. Any questions or communication regarding this solicitation must be emailed to the City’s Procurement/Contracts Manager at jessgraham@cityofsebastian.org.

https://www.myvendorlink.com/ http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0600-0699/0625/Sections/0625.317.html mailto:kkillgore@cityofsebastian.org

1.4.2 The Proposer is responsible for checking for addenda associated with this solicitation.

1.5 ELECTRONIC PROPOSAL SUBMITTAL

1.5.1 All proposals must be submitted via VendorLink electronically https://www.myvendorlink.com/.

1.5.2 Proposals are due on the date and time indicated on the cover page or as amended by an addendum issued by procurement.

1.5.3 The Contractor is responsible for ensuring their response is submitted through

VendorLink by the time and date specified in the solicitation or subsequent addenda. The City shall not be responsible for delays caused by any occurrence.

1.5.4 Electronic submissions may require the uploading of attachments. All documents should be attached as separate files. Attachments containing embedded documents or proprietary file extensions are prohibited. The proposer is responsible for ensuring that its proposal, including all attachments, is uploaded successfully.

1.5.5 Late proposals cannot be submitted and will not be accepted. Proposers are cautioned to allow sufficient time to submit proposals and upload attachments. Any technical issues must be submitted to VendorLink by emailing support@evendorlink.com. The City cannot assist with technical issues regarding submittals and will not be responsible for delays caused by technical or other issues.

1.6 PROPOSAL OPENING

1.6.1 All sealed proposals are due by Thursday, March 27, 2025, by 2:00 P.M. local time.

1.6.2 The proposal opening will be held virtually. Proposals will be opened at 2:10 p.m.

local time. Only the NAME of the Company that submitted a response to this

Request for Proposal will be read aloud.

1.6.3 Meeting Information:

https://v.ringcentral.com/join/136259113?pw=96e7b3457df176e15b92423dbabea

4df

Meeting ID: 136259113

Password: JhzXZgfvah

Or dial:

+1 (650) 419-1505 United States (San Mateo, CA)

Access Code / Meeting ID: 136259113

Dial-in password: 5499943824 https://www.myvendorlink.com/ file://///cityofsebastian.org/FileShare/Finance/Jessica%20Graham/_3%20Templates/2024%20-%20Centennial/Request%20For%20Quote/support@evendorlink.com https://v.ringcentral.com/join/136259113?pw=96e7b3457df176e15b92423dbabea4df%20%20%20 https://v.ringcentral.com/join/136259113?pw=96e7b3457df176e15b92423dbabea4df%20%20%20

1.6.4 All proposals submitted to the city become public records unless exempt under

Florida or other law.

1.6.5 Late proposals will not be opened or announced. Proposers can pick up or pay for the mailed return of their late, unopened Proposal. If this option is not exercised within five (5) days of the Proposal Opening date, the late, unopened

Proposal will be disposed

1.6.6 At its sole discretion, the City may reject any and all proposals or accept any proposal or portion thereof deemed to be whatever is in its best interest and to waive any non-substantial irregularities.

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

Indian River Press Journal

Date Advertised: Thursday, February 27, 2025

CITY OF SEBASTIAN, FLORIDA

NOTICE TO BIDDERS

Sebastian Municipal Golf Course Maintenance

NOTICE IS HEREBY GIVEN that the City of Sebastian is accepting proposals for Sebastian

Municipal Golf Course Maintenance. The solicitation document outlining the scope of services is available from VendorLink (https://www.myvendorlink.com/external/bids).

Proposals are due Thursday, March 27, 2025, at 2:00 pm Local Time.

A non-mandatory pre-proposal meeting will be held on Tuesday, March 12, 2025, at 10:00 am, local time, located in the City Council Chambers, City Hall, 1225 Main Street, Sebastian, FL 32958.

Questions are due on Monday, March 17, 2025, at 2:00 pm local time. All questions shall be directed to the Procurement/Contracts Manager, Jessica Graham, CPPB, at 772-388-8231 or by email at jessgraham@cityofsebastian.org.

https://www.myvendorlink.com/external/bids

TABLE OF CONTENTS

SECTION 1 – INSTRUCTIONS TO PROPOSERS 2

LEGAL AD 5

TABLE OF CONTENTS 6

SECTION 2 – SCOPE OF WORK 7

SECTION 3 – EVALUATION PROCEDURE 21

SECTION 4 – GENERAL TERMS AND CONDITIONS 27

SECTION 5 – REQUIRED FORMS 43

• CONTACT INFORMATION SHEET 44

• CORPORATE RESOLUTION 45

• NON-COLLUSION AFFIDAVIT OF PRIME PROPOSER 46

• DRUG-FREE WORKPLACE PROGRAM 47

• CERTIFICATION REGARDING DEBARMENT AND SUSPENSION 48

• CERTIFICATION REGARDING SCRUTINIZED COMPANIES 49

• CERTIFICATION REGARDING LOBBYING 50

• CONTRACTING WITH ENTITIES OF FOREIGN COUNTRIES OF

CONCERN PROHIBITED AFFIDAVIT

• REFERENCE LIST 52

• SUBCONTRACTOR LIST 53

• LOCAL VENDOR PREFERENCE AFFIDAVIT 54

• ADDENDA ACKNOWLEDGEMENT 55

SECTION 6 – PROPOSAL COST SHEET 56

SECTION 2 – SCOPE OF WORK

2.1 BACKGROUND

2.1.1 Sebastian Golf Course is an 18-hole, daily-fee public golf facility owned and operated by the City of Sebastian. It is a self-supporting enterprise fund and has maintained that position since its inception. The specific details of the courses are shown in the table below.

Sebastian Golf Course

Built/Open: 1981

Par: 72

Length 2,579 to 6,563 yards

Architect Charles “Chuck” Ankrom

Putting Surfaces 20 greens/approx. 4 acres

Tee Surfaces 76 tees/approx. 4 acres

Putting Surfaces 20 greens/approx. 4 acres

Range Tee approx. ½ acre

Fairways 419 Bermuda approx. 22 acres

Rough 419 Bermuda approx. 35 acres

Rough Bahia approx. 25 acres

Aquatics approx. 10,000 linear feet

Sand Bunkers approx. 4 acres

Non-play/native areas approx. 30 acres

Greens Turf Type Champion Ultra-Dwarf G-12

Tees Turf Type 419 Bermuda/Celebration Bermuda

Green Overseed None

Tees Overseed Perennial Rye

Fairway/Rough Overseed None

Range Tee Overseed Perennial Rye

Irrigation System

Toro Links Software w/ VP Satellites (19qty)

Pump Station:

Pump Station: Hoover, 2-60HP Vertical Turbines, 1-

20HP Jockey

Irrigation Source Artesian well

2.2 CONTRACTOR RESPONSIBILITIES

2.2.1 The contractor shall be responsible for:

A. Assuming the cost for total payroll, benefits, and uniforms for all maintenance employees.

B. An annual fertilizer program for tees, greens, fairways, and rough as further outlined in the Turf and Grounds Maintenance Guidelines.

C. An annual chemical program to include pre and post emergent programs for nuisance weeds and other damaging pests as further outlined in the Turf and

Grounds Maintenance Guidelines.

D. Preventative maintenance and repairs of all contractor-owned golf course maintenance equipment on site, including reel and bed knife grinding and sharpening.

E. Preventative maintenance and repairs on the entire irrigation system downstream of the main irrigation station.

F. All maintenance activities must be coordinated with the City Representative

G. Bi-annual soil analysis to help determine fertilizer programs. Soil analysis must be conducted by a recognized laboratory or University.

H. Sand for top dressing mix when needed and must provide an adequate amount of divot (dyed green) sand for golf cart sand boxes and par three sand boxes. As mentioned under “Sand Bunkers”, must also provide 144 tons of bunker sand annually.

I. Compliance with all St. Johns River Water Management District rules and regulations, with special emphasis on consumptive use permits and monthly reports. Cost of maintaining C.U.P. is the City’s responsibility.

J. Compliance with all rules and regulations of debt covenants.

K. Fuels and lubricants for all turf grass maintenance vehicles and equipment and compliance with all laws, rules and regulations for storage, use and disposal.

L. Weekly meetings with Director of Golf (or more frequently at the request of the Director of Golf). Monthly meetings, as requested, with the City

Manager and Director of Golf.

M. Trash removal at maintenance facility for domestic trash.

N. Responsibility for any fines, penalties, etc. from any state, federal or local agencies for non-compliance with laws, rules or regulations.

O. Bi-monthly safety and general meetings with maintenance staff (attended by Director of Golf at discretion).

2.3 DETAILED TURF AND GROUNDS MAINTENANCE GUIDELINES

2.3.1 Turf and Ground Maintenance Guidelines provides additional detail and information on performance objectives required by the Contractor.

2.3.2 Putting Greens Maintenance Requirements (On course and all practice greens)

A. Mowing: Year-round, greens must be mowed daily with a height of cut ranging from .110” to .189” depending on weather and traffic. Triplex mowers must be used for mowing and green perimeters must be mowed

(“clean-up lap”) every other day. All grass clippings must be removed. Of greens are not mowed for a weather reason, rolling must be accomplished.

B. Hole Locations: Must be changed every day of the year, with a consistent hole location schedule that will allow for adequate plug healing and spread common putting traffic consistently throughout the entire putting green.

C. Ball marks, divots and any other damaged turf areas on all putting greens must be repaired daily.

D. Core aerification of all greens must be performed a minimum of two (2) times persummer. While environmental conditions can change this requirement, normally, aerification holes must be two (2) inches from center and a depth of no less than four (4) inches. Core aerification must also be accomplished anytime throughout the year, depending on numerous environment factors. Core aerification during peak periods must be with a small, solid tine. All core aerification dates and times must be approved by the Director of Golf.

E. Topdressing: All greens must be topdressed monthly at a rate of 0.6 to 1.0 cubic yards of material per 1,000 square feet. All greens must be properly topdressed after all aerifications.

F. Vertical Mowing: Light vertical mowing must be performed monthly throughout the year to control thatch build-up and reduce grain. From May through October, if vertical mowing is required more than once a month, the Director of Golf can request this to be accomplished.

G. Spiking: All greens must be spiked as needed between aerifications to maintain proper surface consistency.

H. Fertilization: Analysis and quantity must be based on the results of bi-annual spring and fall soil and tissue samples. Only fertilizer specifically formulated for putting green surfaces must be applied. All fertilizers will be applied at rates that will not allow nitrogen loss due to leaching or runoff.

Approximately 12 to 18 pounds of nitrogen per 1,000 square feet of turf must be used. High traffic areas must receive additional fertilizations, depending on wear.

I. Fungicide: Appropriate fungicide applications must be immediately applied when weather conditions favor the development of a fungal infestation. Curative applications of fungicides must be used if needed.

J. Pre-Emergent Chemicals: Must be used in appropriate amounts and appropriate times to prevent the intrusion of weeds considered difficult to eradicate or control. Examples of such weeds would include goosegrass in the summer and poa annua in the winter.

K. Weed Control: All greens must be maintained free of weeds to the extent that is currently possible with modern cultural practices.

L. Insecticide: All greens must be treated as required to control insect activity and prevent damage to the turf.

M. Overseeding: Currently, overseeding greens will not be requested.

However, in lieu of overseeding, throughout the winter, turf practices must be accomplished that will maintain the color and overall quality of putting green turf. These practices would include appropriate fertilizer applications, with emphasis on sulfate.

2.3.3 Putting Greens Maintenance Requirements (On course and all practice greens)

A. Mowing: All tees must be mowed with a triplex to a height ranging from

.300” to .600”, no less than three (3) times per week. All grass clippings must be removed.

B. Top Dressing: All tees must have daily divot repair and filling, to help maintain a smooth surface. Top dressing tees will be at the sole discretion of the Director of Golf.

C. Set-up: Tee markers on all five (5) sets of tees must be moved daily, litter containers must be emptied daily, ball washers must be filled at least once per week and new towels must be added at least once per month or when needed.

D. Ball washers must also be painted when needed and minor painting or

“touching-up” of granite tee signs must be accomplished at the request of the Director of Golf.

E. Weed Control: Tees must be kept weed-free to the extent it is currently possible with modem cultural practices.

F. Insect Control: All tees must be treated as required to control insect activity and prevent damage to the turf.

G. Vertical Mowing: All tees must be vertically mowed a minimum of six (6) times per year.

H. Aerification: All tees must be core aerified a minimum of three (3) times between the months of May through October.

I. Fertilization: All tees must be fertilized with at least ten (10) pounds of nitrogen per 1000 square feet based on bi-annual spring and fall chemical soil analysis results to determine specific fertilizer requirements. Shaded, par 3 and other high-traffic tee areas must be placed on a supplemental program to ensure proper vigor.

J. Overseeding: All tees must be overseeded each fall with a perennial ryegrass at an appropriate rate. High traffic tees, including the driving range tee and par 3 tees, must have at least one more applications of ryegrass seed throughout the winter

2.3.4 Fairways and Roughs (including all areas of play except greens, tee, and natural growth areas)

A. Mowing: All fairways must be mowed a minimum of three (3) times per week between .400” to .600” during the growing season. All roughs must be mowed continuously or up to one (1) time per week and bunker faces

(also cut to rough height) must be mowed weekly on a year-round bases.

Mowing height for rough will be determined by the Director of Golf. On an as-needed basis or at the request of the Director of Golf, fairways must have loose grass and divots blown off when weather conditions allow. Any considerable accumulation of grass clippings must be removed from the fairways, via dragging or blowing.

B. Aerification: All fairways and roughs must be core aerified a minimum of two (2) times per summer. Aerification holes must not exceed a spacing of four (4) inches on center or be of a diameter of less than 5/8”, with a minimum depth of three (3) inches. For areas throughout the golf course where there is heavy traffic and where traffic patterns are very concentrated, such as entrance and exit points of cart paths, supplemental core aerifications must be conducted at the discretion of the Director of Golf.

Like all core aerifications, dates and scheduling must be approved by the

Director of Golf.

C. Fertilization: all fairways and roughs must be fertilized with at least 2 applications based upon soil analysis results (spring and fall). Fairways must be fertilized with 8 to 10 pounds of nitrogen per 1,000 square feet based on soil tests. Roughs must be fertilized with 5 to 7 pounds of nitrogen per 1,000 square feet based on soil tests.

D. Weed Control: Fairways must be kept weed-free to an extent of 98% of the area by proper application of approved herbicides. Roughs must be kept weed-free to an extent of at least 92% of the area by the proper use of approved herbicides. Pre-emergent herbicides must be applied three (3) times each year in the fairways and roughs.

E. Insect Control: All fairways and roughs must be treated as needed to control insect activity and prevent damage to the turf.

F. Vertical Mowing: All fairways and Bermuda roughs must be vertically mowed at least one (1) time per summer season.

2.3.5 Landscape Areas - (all areas within the perimeter of operations and SMGC property with ornamental plants, not intended for golf play and having a definable border.)

A. Clean-Up: The golf course areas (including all golf course grounds, parking facility, and all areas around structures) must be policed and maintained free of trash and debris, such as paper, drinking cans, and bottles, on a daily basis. Maintenance staff must use a blower in numerous customer areas around the clubhouse, including all sidewalk areas around the clubhouse, bag drop, and the area around the starter’s station.

B. Weed Control: All plant beds and tree rings must be maintained free of weeds or grass to the extent it is possible with either mechanical or chemical means. All plant beds must have an adequate layer of mulch, stones or other material to help prevent the growth of weeds, retain moisture and for aesthetic purposes.

C. Trimming – Plant material (shrubbery and ground covering) shall be trimmed as necessary for protection from wind, insect damage and for appearance. All Trees that come in contact with golf carts in the normal course of play shall be trimmed as necessary.

D. Flower Beds - annual flower beds must be planted with appropriate plant material to provide a vibrant color display at the clubhouse entrance and in containers near and around the clubhouse, cart bam and starters station.

Flower Beds and other areas specified by the Director of Golf must also contain mulch of the SMGC choosing.

2.3.6 Irrigation

A. Contractor must be extremely familiar with all phases of irrigation operations, with emphasis on the Toro Links Software and the Hoover

Irrigation Flowguard centrifugal system. Total number of irrigation heads on SMGC property is approximately 930.

B. Repair or replace all heads, valves, controllers, wiring, and pipes downstream of the pressure-regulating devices as needed to maintain the proper operation of the entire golf course irrigation system (including greens, tees, fairways, planters, flower beds, etc.) on an ongoing basis.

C. The irrigation pumps shall be serviced and maintained by a qualified technician on a regular basis as provided in the manufacturer’s maintenance manual, but not less than twice per year. The Contractor will provide the

City Representative a copy of service reports for its records. In the event replacement of pumps for delivery of irrigation water becomes necessary, such replacement will be at the expense of the City.

D. Pump Station/Irrigation Support Costs: The Contractor will be required to continue the renewal of the Toro Irrigation Service/Support contract annually. This cost is not part of the N.T.E. Budget in paragraph E, above.

E. Irrigation Practice

a) The contractor must follow all agency permit requirements mandated by the St. John’s River Water Management District and all other regulatory agencies having jurisdiction. This includes but is not limited to the record-keeping gallonage of water discharge from the irrigation lake to the golf course. This also includes the discharge of the County reuse water. The Contractor will be required to provide the City

Representative a copy of all regulatory forms required with the consumptive use permit. Contractor is also responsible for all meter reading and record keeping to comply with the above permit.

2.3.7 Edging

A. Edging of trees, sprinklers, valve boxes, meter boxes, drainage inlets, yardage stones, must be accomplished monthly. All cart paths must be edged and debris (from edging of cart paths) must be removed monthly.

2.3.8 Sand Bunkers

A. Greenside sand bunkers must be mechanically raked five (5) times per week. Fairway sand bunkers must be mechanically raked three (3) times per week. Daily inspection of all bunkers and hand-raking obvious footprints left un-raked by golfers must be accomplished. At the request of the

Director of Golf, all sand bunkers must be raked for any special events. All bunkers must be edged at least twelve (12) times per year by mechanical means. Bunker sand must be maintained at a consistent depth. While SMGC will provide bunker sand when budgeting permits, the Contractor will be expected to provide a minimum of 144 tons (6 - 24-ton truckloads) per year.

2.3.9 Trash Removal

A. Domestic trash removal is at the expense of the City. Items such as grass clippings, tree limbs, and other organic debris must be deposited throughout the golf course property at designated inconspicuous areas or as requested by the Director of Golf.

2.3.10 Drainage

A. Normal maintenance of the existing drainage system is expected from the

Contractor. This must include cleaning out any clogged drainage pipes and maintaining canals in order for water to move freely.

2.3.11 Lakes

A. Grass up to the water’s edge of lakes and ponds must be maintained, mowed and 92% weed-free. Aquatic maintenance must be accomplished at the expense of the Contractor.

2.3.12 Utilities

A. The Contractor will pay for utilities such as water, phone and electric to run the maintenance facility. Contractor will be responsible for any or all FPL costs occurring from the operation of the irrigation pumps.

2.3.13 Golf Course Supplies

The contractor shall be responsible for:

A. Replacement of all flags, flag sticks, and aluminum cups as needed for a maximum of two (2) change-outs per year. SMGC will be responsible for covering costs associated with replacing flags, flag sticks, ball washers, and tee markers due to acts of vandalism and/or theft.

B. Provide tee markers and tee (ball washer) towels. Towels must be replaced at least monthly, and water in ball washers must be checked, added, or replaced weekly.

C. Reasonable repairs and painting to ball washers, tee markers, and water cooler (not electric).

D. Providing at least six (6) cases (12-17 oz. cans per case) of marking paint per one (1) year period. The Director of Golf will be responsible for applying marking paint to the turf for golf tournaments. The contractor must provide, maintain, paint, and (at the Director of Golf's request) move or relocate all out-of-bounds and hazard stakes.

2.3.14 Staffing

A. Contractor must provide enough full-time staffing to accomplish the

General Scope of Work that meets the approval of City Officials. The contractor must have a designated Head Golf Course Superintendent on site full-time.

B. The Head Golf Course Superintendent must be an official member of the

Golf Course Superintendents Association of America and must have appropriate licensing/certification in all areas relative to golf course maintenance.

C. The Golf Course Superintendent must have a cellular phone to respond to the Director of Golf at any time immediately.

D. Strict discipline and good order among employees must be enforced, and the employment of unfit persons not skilled in tasks assigned regarding golf course maintenance must not be permitted.

E. The Head Superintendent or Assistant Superintendent must always be on the property during regular working hours.

F. The City reserves the right to perform the final interview of the

Superintendent prior to hire.

G. All employees must be adequately uniformed while at the golf course. Such uniforms shall identify employees as the Contractor's employees and include the company name and identification on the uniform.

H. The Contractor must follow all regulatory personnel laws prescribed by the appropriate governing agency.

2.3.15 Equipment

A. The Contractor will be required to provide ALL maintenance equipment to fulfill the terms of the agreement and perform the maintenance obligations outlined in this RFP. All golf course maintenance equipment shall be operated under the guidelines and requirements of the manufacturer’s owner’s manual, and the operators will be thoroughly briefed and trained to comply with this instruction.

2.3.16 Protection of Persons and Property

A. While performing services for the City of Sebastian, the awarded contractor shall be responsible for any damage to the City of Sebastian property, personal property or visitor property due to any type of negligence on the part of the awarded contractor, their employees or other agents. The contractor must show reasonable attempt to avoid damage to City or private property under all conditions. The awarded contractor agrees to repair or replace, at its own expense, any damage that was caused by the awarded contractor, their employees or their agents. The contractor must not drive or park equipment on grass, sidewalks, or patios, etc. If concerns are raised about excessively wet conditions on grassy areas, the contractor must contact the project manager for recommendations or workarounds prior to commencing the work. Any damages, including damage to finished surfaces and spilled liquids, resulting from the performance of the

Agreement shall be repaired and/or cleaned to the satisfaction of the project manager. Any public or private property damaged by the contractor or a representative during the services shall be repaired or replaced to the satisfaction of the project manager at no cost to the City. The project shall not be considered complete until incurred damages, if any, have been repaired and the worksite is cleaned to the satisfaction of the project manager.

2.3.17 Removal of Debris

A. Contractor shall at all times, during the performance of services, keep the worksite free and clear of all rubbish and debris. Any material or waste generated by contractor or its employees, agents and Subcontractors shall be removed and disposed of by the contractor at its expense, to the satisfaction of the City. The contractor assumes all liability for accidents that may occur due to any debris, equipment, tools, and worksite hazards.

2.4 THE CITY OF SEBASTIAN’S (SMGC) RESPONSIBILITIES

The following outlines the responsibilities the City of Sebastian will assume during the

SMGC Grounds Maintenance Contract.

A. Provide a storage facility with an employee break room, office, restroom, mechanic area, and storage area.

B. Provide a separate chemical room, concurrent with all applicable laws regarding storage of such chemicals.

C. Provide fuel tank for regular fuel and diesel fuel.

D. Provide county (drinking) water and sewer.

E. Electrical service.

F. Repair parts for the irrigation system.

G. Office computer for use for irrigation programming.

H. Adequate parking spaces designated for contract maintenance employees.

I. Cost of maintaining Consumptive Use Permit.

J. Communication and Power Supply for irrigation system.

K. Dumpster and Trash pick-up service

L. Specialized equipment costs for irrigation system.

M. City to maintain Drainage/Stormwater system.

2.5 CONTRACT LENGTH

2.5.1 The proposed effective date of this contract is September 1, 2025. The initial contract period will be 5 years (ending September 30, 2030), with one (1) additional five-year renewals available, dependent on vendor performance and determination that renewal is in the City’s best interest. Renewal will depend upon the successful negotiation of agreeable terms beginning at least 120 days before the current term's expiration. If negotiations are unsuccessful, the City will notify the contractor in writing of non-renewal at least 90 days before the expiration date.

2.6 CONTRACT PAYMENT

2.6.1 Upon executing the agreement, the City will pay the Contractor the agreed annual price in twelve equal monthly payments. Payments will be made on or before the

1st Friday of each month until the termination of the agreement.

2.7 BUDGET AND STAFFING

2.7.1 The Contractor must submit the proposal pricing form with a line-item budget for five (5) separate years. The total submittal considered will be the five (5) year total.

It must also include a staff organization chart consistent with the positions listed.

2.8 CONTRACTOR MINIMUM QUALIFICATIONS

2.8.1 Contractor must currently perform golf course maintenance on at least five (5) different eighteen (18) hole United States Golf Association-rated golf courses throughout the Southeastern US.

2.8.2 Contractor’s staff must possess a Restricted Use Pesticide License in the

Ornamental and Turf Category.

2.8.3 Contractor must comply with SARA title requirements for all employees.

2.8.4 No contract will be awarded to any proposer who, as determined by the CITY, has an unsatisfactory performance record, inadequate experience, lack of organization, labor, and equipment to perform the required services, and is in arrears to the CITY on a debt or contract or is a defaulter on surety to the CITY or whether the proposer’s taxes or assessments are delinquent. The City has the right to disqualify any proposer who does not meet any or all qualifications necessary as determined by the City.

2.8.5 If the proposer’s business is located in Sebastian, FL, or Indian River County, they must provide a copy of their business tax receipt.

2.9 PERFORMANCE BOND

1.1.1. Before the contract execution, the Contractor will furnish a Performance Bond in the amount of 10% of the first-year contract price. The bond must be renewed on or before October 1 of each subsequent year of the agreement for 10% of that year’s contract price.

1.1.2. The Bond(s) shall not contain a provision allowing the Surety(s) to cancel the

Bonds prior to the full Completion of the Contract, including the option to renew years.

1.1.3. The bond (s) shall be provided by a surety company authorized to do business in the state of Florida, and approved by the city manager and city attorney. In lieu of a bond(s) the contractor may furnish as security in favor of the City a certified check, a cashier’s check or an irrevocable letter of credit.

1.1.4. The check or letter of credit shall be drawn on or issued by a bank authorized to do business in the state of Florida. The form of the check or letter or credit must be approved by the city manager and city attorney.

1.1.5. Attorneys-in-fact who sign bonds must file with each bond a certified and effective dated copy of their power of attorney. Surety companies executing bonds must appear on the Treasury Department’s most current list (Circular 570 as amended), and be authorized to transact business in the state of Florida.

2.10 INSURANCE

2.10.1 The City of Sebastian is to be included as an additional insured on all insurance certificates (except Worker's Compensation). Waiver of Subrogation is required for

Commercial General Liability and Automobile Liability. A renewal certificate shall be issued thirty (30) days before said expiration date. The certificate shall provide a thirty (30) day notification clause in the event of cancellation or modification to the policy.

2.10.2 Before starting and until acceptance of the work by the City, Awarded Contractor shall, as a minimum mandatory condition precedent to this work, procure and maintain insurance of the types and to the limits specified below, at their own expense and without cost to the City, until final acceptance by the City of all products or services covered by the purchase order or contract.

2.10.3 The certificate holder shall read:

City Of Sebastian

1225 Main Street

Sebastian, FL 32958

2.10.4 Minimum coverage with limits and provisions are as follows:

A. Commercial General Liability: The contractor shall provide Commercial

General Liability insurance. This shall include premises/operations, personal & advertising injury, products, completed operations, contractual liability, specifically confirming and ensuring the indemnification and hold harmless clause of the contract. This insurance policy shall be considered primary to and not contributing to any insurance the City maintains. It shall name the City as an additional insured with a waiver of subrogation noted on the Certificate of Liability. The policy of insurance shall be written on an “occurrence” form.

The contractor shall obtain insurance which shall at least meet the following minimum limits:

a) Per Occurrence: $1,000,000

b) General Aggregate: $2,000,000

B. Business Automobile: The contractor shall provide Business Coverage

Automobile Insurance, which shall protect the contractor from claims for damage for personal injury, bodily injury including accidental death, as well as claims for property damages which may arise from operations under this contract whether such operations are by himself or by anyone directly or indirectly employed by him. Coverage shall include owned, non-owned, hired and rented vehicles.

The contractor shall obtain insurance which shall at least meet the following minimum limits:

a) Bodily Injury and Property Damage:

• Combined Single Limit (each Accident): $1,000,000.00

C. Workers' Compensation: The contractor shall provide and maintain workers’ compensation insurance for all employees in the full amount required by statute and full compliance with the applicable laws of the State of Florida (Florida Statutes Chapter 440). Exemption certificates to this requirement are not acceptable.

The Contractor shall obtain insurance which shall at least meet the following minimum limits:

a) State Worker’s Compensation: Statutory

b) Employer’s Liability: $1,000,000.00 Each Accident

$1,000,000.00 Disease, Policy Limit

$1,000,000.00 Disease, Each Employee

D. Umbrella/ Excess Liability: The contractor shall provide umbrella/excess coverage with limits of no less than $1,000,000.00 excess of Commercial

General Liability, Automobile Liability and Employers Liability. *This coverage is optional if the contractor has a $2,000,000 General Aggregate under the Commercial General Liability Policy. **

2.10.5 An endorsement to the Commercial General Liability or Automobile Liability policy, covering the Contractor’s or subcontractor’s liability for bodily injury, property damage, and environmental damage resulting from sudden accidental and gradual pollution and related clean-up cost incurred by the Contractor that arise from the Goods delivered or Services (including transportation risk) performed by

Contractor under this Contract is also acceptable.

2.10.6 The Contractor shall declare any self-insured retention or deductible over $5,000 for any policy. The City reserves the right to reject any self-insured retention or deductible over $5,000.

2.10.7 All insurance carriers shall be rated (A) or better by the most recently published

A.M. Best Rating Guide. Unless otherwise specified, the contractor shall be responsible for ensuring that all subcontractors comply with the insurance requirements outlined in this Agreement. The City may request a copy of the insurance policy according to the nature of the project. The City reserves the right to accept or reject the insurance carrier.

SECTION 3 – EVALUATION PROCEDURE

3.1 The City intends for all responsive and responsible proposers responding to this RFP to be ranked in accordance with the criteria established in these documents.

3.2 Proposals shall include all information solicited in this RFP. Proposers will provide their best price and should not withhold any information from the written response in anticipation of presenting the information orally or in a demonstration since oral presentations or demonstrations may not be solicited. Each proposer will be ranked based on the criteria herein addressed.

3.3 The evaluation committee will not assign weights for cost. The Procurement Division will score cost based on the criteria in 3.9. During the evaluation process and at the sole discretion of the City, requests for clarification of one or more proposer submittals may be conducted. The City may perform this request for clarification in a written format or through scheduled oral interviews. Such clarification requests will allow proposers to answer any questions the City may have about a proposer’s submittal. After written clarification is completed, the Committee members can revise their individual scores for the non-price factors.

3.4 An adjectival-based scoring system shall be applied to the qualification criteria throughout the evaluation process to evaluate the written responses and the oral discussions. A score of 0 is the least favorable, and a score of 4 is the most favorable in all sections.

3.5 Committee members will score the Proposer’s response in accordance with the following scale:

Weighted

Value Description

“Non-Responsive”: No information was provided for the specific criteria, and the proposal failed to address the requirements. No documentation was provided.

“Insufficient Evidence”: The proposal is lacking or inadequate in most basic requirements for the specific criteria

“Partial/Basic Evidence”: The proposal meets many basic requirements for the specific criteria but lacks some essential aspects.

“Sufficient Evidence”: The proposal adequately meets the minimum requirements of the specific criteria and is generally capable of meeting the City’s needs.

“High-Level Evidence”: The proposal exceeds the minimum requirements in most aspects of the specific criteria.

NOTE: The Committee member’s score times the “weighted value” assigned to the sections listed below equals the total score for that section.

(EXAMPLE: Maximum score of 4 X’s weighted value of 10 = Maximum of 40 Points).

3.6 Proposers submitting the required criteria will have their proposals evaluated by an evaluation team and scored based on proposal criteria factors, including, but not limited to, the ability of the professional personnel, past performance, willingness to meet time requirements, and recent, current, and projected workloads.

3.7 Proposal Requirements

3.7.1 Pages should be sequentially numbered at the bottom of the page.

3.7.2 Proposals should be concise and provide only the information requested. Additional data will not be considered.

3.7.3 The Proposal shall be limited to fifty (50) pages (Not including the required forms listed in Tab 1 or the Required Tabs). Any responses exceeding fifty (50) pages, not including the required forms or tabs, may be considered non-responsive and not considered for award.

3.8 Proposal Submittal Format

Proposers shall include the following information in their written response document.

3.8.1 TITLE PAGE: (Non-scored) - The title page should show the request for the proposal's subject, title, and proposal number; the firm's name; the name, address, and telephone number of a contact person; and the date of the proposal.

3.8.2 TAB 1 – Transmittal Letter: (Non-scored)

3.8.3 The response shall contain a cover letter by a person authorized to commit the Firm to perform the work included in the proposal. It shall identify all materials and enclosures being forwarded in response to the RFP. The letter shall also provide a brief description of the Firm’s ability to meet the requirements of the RFP, include a statement that they are financially capable of performing the scope of work required for this project, and provide a brief discussion about the Firm’s business history in the marketplace.

3.8.4 TAB 2 – Table of contents: (Non-scored) - The Table of Contents shall list all major topics, their associated section number, and the starting page.

3.8.5 TAB 3 - Mandatory Forms: (Non-scored)

A. Required Forms

a) Contact Information Sheet

b) Corporate Resolution (If applicable)

c) Non-Collusion Affidavit Form

d) Drug-Free Workplace Program

e) Certification Regarding Debarment and Suspension

f) Certification Regarding Scrutinized Companies

g) Certification Regarding Lobbying

h) Contracting with entities of Foreign Countries of Concern Prohibited

Affidavit

i) Reference List

j) Subcontractor List

k) Addenda Acknowledgement

3.8.6 TAB 4 – Firm Overview and Organization: (maximum 4 x 5 = maximum 20 points)

A. Provide an overview of your firm, including the size of the firm, number of years in business, the number of employees, operational structure, and the location of the office from which this service is to be managed.

B. Provide information indicating your firm’s financial capability to provide the services described.

3.8.7 TAB 5 – Technical Approach: (maximum 4 x 9 = maximum 36)

A. Describe, in detail, how the requested services identified in the Scope of

Work will be provided.

B. Provide a comprehensive organizational chart including proposed project team members.

C. Describe the qualifications, including registrations and licenses, as applicable, for all staff proposed, including their anticipated project role.

D. Provide a list of equipment that will be dedicated to this project and any other resources available or anticipated for our facility. Indicate whether equipment is owned or leased and whether it will need to be acquired prior to contract commencement.

E. Describe safety and other training programs practiced at your firm.

F. Indicate any changes your firm would propose to the attached sample agreement. If none are submitted with your proposal, the City will utilize the sample agreement as presented.

3.8.8 Tab 6 – Past Performance: (maximum 4 x 3 = 12 points)

A. Provide at least three verifiable references for similar services only. Include the organization's name, the contract's length, a summary of the work, and the name, email, and telephone number of a responsible contact person.

B. The City may, at its sole discretion, require a complete list of customers from proposer(s) being considered for award. At the discretion of the

Evaluation Team, the Procurement Chairman may request and tabulate written references and make a report to the Team or assign a Team member to do so. Reference checks are typically completed on the short-listed firms only; however, the City reserves the right to expand reference checks to other firms or during other phases of the evaluation process. Consideration of responses received from reference checks may be given during the final selection process.

3.9 Cost Proposal: (maximum 4 x 8 = maximum 32 points)

A. Cost Proposals will be scored by the Procurement Division.

B. Provide cost proposal (See Section 6) in a separate PDF labeled “25-12-

RFP Cost Proposal”.

a) Cost Proposal (see Section 6 of this solicitation) shall be emailed to jessgraham@cityofsebastian.org.

b) DO NOT upload your cost proposal to VendorLink.

c) Failure to follow these directions may result in your proposal being marked non-responsive.

C. Calculation of points for cost will be completed as described in the following EXAMPLE.

Proposal

Cost

Lowest

Cost

Proposed

% of Low

(Low proposal/Proposal

Cost)

Multiplier

Total Points

Assigned

(% of Low *

Multiplier)

Company A $100,000 $100,000 100% 20 20

Company B $108,000 $100,000 92.6% 20 18.52

Company C $120,000 $100,000 83.3% 20 16.66

3.10 Selection & Award Process

3.10.1 The Evaluation Team will evaluate each written Qualification submittal based on the criteria in the RFP.

Evaluation Criteria Total Possible

Points

Tab #4 – Summary of Qualifications 32

Tab #5 – Technical Approach 20

Tab #6 – Resources & Availability 20

Tab #7 – Past Performance 8

Cost Proposal 20

MAXIMUM POSSIBLE POINTS 100

MBE/WBE/DBE Business

(only used in the event for a tie to the highest total points)

3.10.2 Based on the evaluation of the written submittals and the closeness of the scores determined by said evaluation, the City may choose to conduct oral discussions/interviews with the top three or more firms to clarify the solicitation requirements, assure full understanding of and conformance to them, and clarify the firms’ qualifications. Should the Evaluation Team (E-Team) request oral discussions/interviews, the following procedures will apply.

3.11 Oral Discussions/Interviews (maximum 100 points)

3.11.1 The short-listed firms will receive written questions from the Evaluation Team. The

Evaluation Team will conduct oral discussions with the short-listed Firms. The

Evaluation Team will then score the Firms.

3.11.2 Oral discussions/interviews or presentations are exempt from Public Meeting requirements (Section 286.011, Florida Statutes). They will provide an opportunity for the Firm to demonstrate its ability to use time efficiently, effectively, and economically.

3.11.3 The City’s Procurement Department will establish the schedule, and Proposers will be notified within a reasonable time period (generally 7 calendar days) in advance of the date, time, and place of the discussion. The time frame for oral discussions/interviews with each firm will not exceed 45 minutes. The specific format of each discussion will be provided to the proposers via notifications.

3.11.4 Scoring for this phase will not be combined with the previous phase. Scoring for the oral discussions/interviews will be based on the following Evaluation Criteria, using the same adjective-based scoring as described previously in this section:

Evaluation Criteria Total Possible

Points

Firm Staff information presented in the oral discussions response to questions related to Firm Staff, if any

Firm Experience information presented in the oral discussions, and response to questions related to Firm

Experience, if any

Firm Approach/Capabilities information presented in the oral discussions, and response to questions related to Firm

Approach/Capabilities, if any

3.11.5 The Evaluation Team will complete its final scores for oral/discussions presentations for short-listed firms.

3.11.6 The Chairman (Procurement/Contracts Manager) will complete the final

Evaluation Team scores. The Procurement/Contracts Manager reserves the right to request additional analysis/review by the Evaluation Team if he/she deems additional evaluation warranted.

3.11.7 The Procurement/Contracts Manager shall review the ranking and post a Notice of

Intended Decision. The recommendation will then be sent to the City Manager for placement on the Council Agenda to request City Council permission to enter negotiations and award contracts with the selected proposer(s).

SECTION 4 – GENERAL TERMS AND CONDITION

4.1 DEFINITIONS

4.1.1 Request for Proposal (“RFP”): This solicitation document, including any and all addenda.

4.1.2 City: Refers to the City of Sebastian.

4.1.3 Days: Refers to calendar days, unless otherwise stated.

4.1.4 Contract or Agreement: Request for Proposal, all addenda issued thereto, all affidavits, the signed agreement, and all related documents comprising the totality of the agreement between the City and the Contractor.

4.1.5 Contractor: Selected proposer awarded a contract to provide the goods or services to the City.

4.1.6 Proposal: Submission in response to this RFP.

4.1.7 Proposer: Contractor submitting a response to this RFP, “pre-award”.

4.1.8 Responsible Proposer: Proposer with integrity, reliability, and capability to fulfill the contract requirement stated in the RFP.

4.1.9 Responsive Proposer: Proposer whose proposal fully conforms in all material respects to the RFP and its entire requirement, including form and substance.

4.1.10 Shall, Must, and Will: Interpreted as mandatory language.

4.2 CONE OF SILENCE

Potential respondents and their agents shall not communicate with City Council Members, the City Manager, or any City staff other than Purchasing personnel regarding this solicitation. This restriction shall be effective from the time of proposal advertisement until the City Council meets to authorize ranking and/or award. Such communication may result in disqualification.

4.3 EXTENSION

In addition to any renewal options contained herein, the City has the right to extend any award resulting from this RFP for the period necessary to release, award, and implement a replacement agreement for the commodities or contractual services provided in this RFP.

Such extension shall be based on the same prices, terms, and conditions this RFP…