Bid_25-22._Putnam_County_Mowing_and_Grounds_Keeping_Services_Autosaved.pdf

Putnam County Board of County Commissioners BID No: 25-22 BID Name: Putnam County Mowing and Grounds Keeping Services

SPECIFICATIONS

FOR

BOARD OF COUNTY COMMISSIONERS

PUTNAM COUNTY, FLORIDA

BID No: BID 25-22 BID Name: Putnam County Mowing and

Grounds Keeping Services BID Due: August 13, 2025 @ 2:00pm EST

Table of Contents

CALL FOR BIDS

1.0 General Terms and Conditions

BID DUE DATE AND TIME

2.0 Contract Term

Initial Contract Term: October 1, 2025 – September 30, 2027

Renewal Term #1: October 1, 2027 – September 30, 2028

Renewal Term #2: October 1, 2028 – September 30, 2029

3.0 Schedule

Tentative Dates Scheduled

4.0 Proposal Instructions

5.0 Scope of Work Specifications

6.0 Required Forms

PROPOSAL COVER SHEET

STATEMENT OF BIDDER’S QUALIFICATIONS

BID FORM

IRS W-9

NON-DISCRIMINATION IN EMPLOYMENT POLICY

ACKNOWLEDGEMENT OF ADDENDA

PUBLIC ENTITY CRIMES

DRUG-FREE WORKPLACE CERTIFICATE

HOLD HARMLESS AND INDEMNIFICATION AGREEMENT

REFERENCES

LEGAL ISSUES

AGREEMENT FOR CONTRACTOR SERVICES

CALL FOR BIDS

The Putnam County Board of County Commissioners is requesting sealed bids from qualified Contractors for Putnam County Mowing and Grounds Keeping Services.

Bid Documents are available online at: https://main.putnam-fl.com/?page_id=65#callforbidslink

Deadline for receipt of sealed bids has been set for 2:00 p.m. Wednesday, August 13, 2025. To be considered responsive, bidders shall deliver before 2:00 p.m. EST. on 08/13/2025 one (1) original hard copy, (1) duplicate copy, and provide one (1) USB drive that contains “all” of your documentation included in the original bid in a pdf format. Sealed bids may be deliver in person or by courier mail to Putnam County Procurement Department c/o Leigh Doran, 2509 Crill Avenue, Ste 200, Palatka, Florida, 32177. Only sealed bids received on or before the aforestated time and date will be considered. Vendor must indicate the bid number and description on the outside envelope.

There will be a mandatory pre-bid meeting held at 10:00 a.m., July 23, 2025, in the conference room located at 2509 Crill Avenue, Suite 200, Palatka, Florida, 32177.

Questions concerning the specifications may also be emailed to Leigh Doran, Procurement Supervisor, at leigh.doran@putnam-fl.gov . Answers to questions received will be posted online with the bid documents.

Questions must be received by August 5, 2025 at 2:00pm.

The Putnam County Board of County Commissioners reserves the right to accept or reject any or all bids and to waive any informalities. Putnam County complies with all federal statutes relating to non-discrimination.

Putnam County is an equal opportunity employer. Failure to follow the Bid Protest procedures prescribed by the Putnam County Purchasing Ordinance shall constitute a waiver of your protest and any resulting claims.

PUBLISH: July 15, 2025

Bid No. 25-22 https://main.putnam-fl.com/?page_id=65#callforbidslink mailto:leigh.doran@putnam-fl.gov

1.0 General Terms and Conditions

All Companies submitting a response to this solicitation understand and agree that the affirmative act of submitting a response constitutes acceptance and agreement to the General Terms and Conditions. Proposers are responsible for adhering to the General Terms and Conditions. Lack of knowledge by the Proposer will in no way be cause for relief from responsibility.

BID DUE DATE AND TIME

To be considered responsive, bidders shall deliver before 2:00 p.m. EST. on 08/13/2025 one (1) original hard copy, one (1) duplicate copy and provide one (1) USB drive that contains “all” of your documentation included in the original bid in a pdf format. Vendor must indicate the bid number and description on the outside envelope.

PLACE FOR RECEIVING PROPOSALS

Bids may be mailed or hand delivered to:

Putnam County Board of County Commissioners c/o Leigh Doran 2509 Crill Ave, Suite 200 Palatka, Florida 32177

Sealed bids, proposals, or replies received by the County pursuant to this solicitation will remain confidential and are exempt from Florida’s Public Records Act (Ch. 119, Florida Statutes) until such time as the County provides notice of an intended decision or until 30 days after opening the bids, proposals, or final replies, whichever is earlier. Thereafter, by submitting a response to this solicitation, the proposer acknowledges that all documents and information submitted to the County, including pricing information, is considered a public record under Florida’s Public Records Act and may be disclosed to third parties upon request notwithstanding any confidentiality clauses or labels contained in such documents. Please direct any inquires to the County’s contact listed below.

BID PACKAGE

Interested bidders may obtain a BID Package from Leigh Doran, Procurement Supervisor for Putnam County Board of County Commissioners by any of the following methods.

By email: Leigh.Doran@putnam-fl.gov

By download, available at: https://main.putnam-fl.com/?page_id=65#callforbidslink

Walk-in Pick Up:

Putnam County Board of County Commissioners c/o Leigh Doran 2509 Crill Ave, Suite 200 Palatka, Florida 32177

BID AWARD PROCESS

The basis for bid award, if awarded, is to the lowest and best proposal for solicited services which meets or exceeds the conditions of the bid specifications and the County is not bound to accept the lowest bid if that bid is contrary to the best interest of the County. POSTING OF RECOMMENDATION OF AWARD: The County’s recommendation of award will be posted to https://main.putnam-fl.com/?page_id=65#callforbidslink

PROTEST OF INTENDED DECISION

A Notice of Intended Decision to recommend or reject proposals will be posted to https://main.putnam-fl.com/?page_id=65#callforbidslink. In the event an unsuccessful firm desires to protest the County’s notice of intended decision to award or reject a proposal, that Firm shall be required to comply with Putnam County’s Protest Procedure, a copy of which is available from the Deputy County Administrator. Failure to follow the Bid Protest procedures prescribed by the Putnam County Purchasing Ordinance shall constitute a waiver of your protest and any resulting claims.

APPLICABLE LAW

The bidder shall comply with all federal, state, County and local laws, rules, ordinances and regulations (“Laws”) applicable to the Bidder’s response to the solicitation, the contract executed in connection with the solicitation, and the provision of services under the solicitation and the contract.

Venue The contract, when entered into and any disputes hereunder, shall be construed in accordance with the laws of the State of Florida and enforced in the courts of the State of Florida. County and firm hereby agree that venue shall be in Putnam County, FL.

ASSIGNMENT

If awarded, neither the resulting contract nor any of the Contractor’s rights, duties, or obligations under the contract may be assigned or subcontracted by the Contractor without the written consent of Putnam County

BOCC.

AWARD

The County reserves the right to reject any portion or all proposals, to resolicit proposals or not and to waive informalities as deemed in the best interest of the County. The County reserves the right to issue to proposers Request for Information (RFI’s), to solicit best and final offers from all finalist firms and or to negotiate a satisfactory award of any portion(s) of this RFP with the top ranked firm. The issuance of a purchase order constitutes a binding contract.

COMPLIANCE WITH SPECIFICATIONS

When formal specifications are referenced in the solicitation, insertion of brand names or makes and model numbers by the Proposer will be understood to mean that the product offered fully complies with such specifications unless the Proposer specifically states otherwise.

CONE OF SILENCE

From the time the public advertisement of this solicitation takes place until the solicitation is awarded and approved by the Board of Commissioners, a vendor shall not contact any other County personnel or members of the County’s Board of Commissioners, or Administrative staff either directly or indirectly, to discuss the selection process or in an attempt to further their interest in being selected. Failure to abide by the Cone of Silence policy is grounds for disqualification from this solicitation process and vendor will not receive further consideration in reference to this solicitation.

CONFLICT OF INTEREST

Any award hereunder is subject to Chapter 112 Florida Statutes concerning conflict of interest. All Proposers must disclose the name of any County employee or Commissioner who owns, directly or indirectly, an interest of 5% or more in the Proposer's firm or any of its branches or dealerships.

COOPERATIVE PURCHASE AGREEMENT

The County has reviewed purchasing agreements and state term contracts available under Florida Statutes Section 287.056, With the consent and agreement of the successful Respondent(s)/Bidder(s), purchases may be made under this RFP/Bid Solicitation by other State of Florida Counties, Political Subdivisions, District School Boards, and any other state agencies within the State of Florida. Such purchases shall be governed by the same terms and conditions stated in the proposal/bid solicitation document and resulting agreement, for the same price and for the same effective time period. If the period of time is not defined within the RFP/Bid solicitation document or resulting agreement, the prices and all terms and conditions shall be firm for one hundred and twenty (120) days from date of contract execution. Each State of Florida agency allowed by the successful Respondent(s)/Bidder(s) to use the resulting agreement shall do so independent of any other State of Florida agency. Each state agency shall be responsible for its own purchases and shall be liable only for goods or services ordered, received and accepted. No other state agency receives any liability by virtue of this RFP/Bid and subsequent agreement. This cooperative purchase agreement in no way restricts or interferes with the right of any State of Florida agency to re-bid any or all items or services.

DEFINITIONS

County or Putnam County BOCC refers to The Putnam County Board of County Commissioners.

Firm, vendor, business, proposer, contractor or bidder in this document refers to respondents to this request for proposal.

ELIGIBLE BIDDERS

Eligible bidders are defined as those bidders who are not excluded from bidding according to the Federal Government’s Excluded Parties List (www.epls.gov) or by Section 287.133, Florida Statute.

LOCAL PREFERENCE

Putnam County Ordinance 2018-20 regarding local preference will apply unless its application is prohibited by state or federal law in a particular situation, or its application is prohibited by the project’s funding source. A copy of this ordinance is available upon request.

PAYMENT

Payment will be made by the County after the services have been received, and found to comply with the specifications, and have been properly invoiced.

PERSONNEL

Contractor agrees each of its employees will be properly qualified and will use reasonable care in the performance of services. The county reserves the right to have personnel removed upon the County’s written notice, Contractor shall immediately provide qualified replacement. Contractor’s employees are expected to adhere to all County policies and procedures.

PUBLIC RECORDS

To the extent that CONTRACTOR meets the definition of “contractor” under Section 119.0701, Florida Statutes, in addition to other contract requirements provided by law, CONTRACTOR must comply with public records laws, including the following provisions of Section 119.0701, Florida Statutes:

(a) Keep and maintain public records required by COUNTY to perform the service.

http://www.epls.gov/

(b) Upon request from COUNTY's custodian of public records, provide COUNTY with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in chapter 119, F.S., or as otherwise provided by law.

(c) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the CONTRACTOR does not transfer the records to COUNTY.

(d) Upon completion of the contract, transfer, at no cost, to COUNTY all public records in possession of the CONTRACTOR or keep and maintain public records required by COUNTY to perform the service.

If the CONTRACTOR transfers all public records to COUNTY upon completion of the contract, the CONTRACTOR shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the CONTRACTOR keeps and maintains public records upon completion of the contract, the CONTRACTOR shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to COUNTY, upon request from COUNTY's custodian of public records, in a format that is compatible with the information technology systems of COUNTY.

(e) IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER

119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS

RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT

PUTNAM COUNTY ATTORNEY

2509 CRILL AVENUE

PALATKA, FL 32177

PR-REQUESTS@PUTNAM-FL.COM

(386)329-1903

(f) THE CONTRACTOR ACKNOWLEDGES THAT PUTNAM COUNTY BOCC CANNOT AND

WILL NOT PROVIDE LEGAL ADVICE OR BUSINESS ADVICE TO CONTRACTOR WITH

RESPECT TO ITS OBLIGATIONS PURSUANT TO THIS SECTION RELATED TO PUBLIC

RECORDS. THE CONTRACTOR FURTHER ACKNOWLEDGES THAT IT WILL NOT RELY ON

PUTNAM COUNTY BOCC OR ITS COUNSEL TO PROVIDE SUCH BUSINESS OR LEGAL

ADVICE, AND THAT CONTRACTOR HAS BEEN ADVISED TO SEEK PROFESSIONAL

ADVICE WITH REGARD TO PUBLIC RECORDS MATTERS ADDRESSED BY THIS

AGREEMENT. THE CONTRACTOR ACKNOWLEDGES THAT ITS FAILURE TO COMPLY

WITH FLORIDA LAW AND THIS AGREEMENT WITH RESPECT TO PUBLIC RECORDS

SHALL CONSTITUTE A MATERIAL BREACH OF THIS AGREEMENT AND GROUNDS FOR

TERMINATION.

PUBLIC ENTITY CRIME

Contractor selection will be in accordance with the Public Entity Crimes statute, Section 287.133, Florida Statutes which states that a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a BID/RFP/RFQ on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, Florida Statutes for Category Two ($35,000) for a period of 36 months from the date of being placed on the convicted vendor list. A completed Public Entity Crime Form must be returned in the BID response.

RESPONSE MATERIALS

mailto:PR-REQUESTS@PUTNAM-FL.COM

Any material submitted in response to this invitation to respond becomes the property of the County upon delivery to the Office of the Procurement & Budget Supervisor and may be appended to any formal document which would further define or expand the contractual relationship between the County and the successful proposer. Additionally, any material or documentation submitted in response to this solicitation will be a public document pursuant to Section 119.07, Florida Statutes. This includes material which the responding bidder or proposer might consider to be confidential or a trade secret. Any claim of confidentiality is waived upon submission effective after public opening pursuant to Section 119.07, Florida Statutes.

SAFETY STANDARDS

All manufactured items and fabricated assemblies shall comply with applicable requirements of the Occupational Safety and Health Act (OSHA), Federal EPA, Florida DER and any standards otherwise stipulated in the solicitation.

SAFETY REQUIREMENTS

The Contractor by submitting a proposal response agrees that it shall be solely responsible for supervising its employees, that it shall comply with all rules, regulations, orders, standards and interpretations promulgated pursuant to Occupational Safety and Health Act of 1970, including but not limited to training, recordkeeping, providing personal protective equipment, lockout/tag out procedures, Material Safety Data Sheets and labeling as required by the right to know standard, 29 CFR 1910.1200.

TAXES

The County does not pay federal, excise or state sales taxes. The applicable tax exemption numbers are:

Florida Sales Tax: 85-8013889128C-1 Federal Identification Number: 59-6000816 Any and all taxes and licenses imposed by Federal, State and local governments on the services to be provided by the Contractor under the terms of the agreement are the sole responsibility of the Contractor.

WITHDRAWAL OF PROPOSAL

Proposal may be withdrawn by written or telegraphic notice prior to solicitation public opening. Withdrawals received after the time set for opening of solicitation will not be considered.

2.0 Contract Term

If awarded, the successful bidder will enter into a contract with the County based on the solicitation specifications and the results.

This contract shall be for a two (2) year period starting October 1, 2025 and ending September 30, 2027, Putnam County BOCC has the option and reserves the right to extend the contract beyond the initial contract for two (2) additional one (1) year periods, with the same initial pricing, terms, and conditions. The renewal of this contract shall be contingent upon satisfactory performance by the Contractor and the approval of the County.

The County is under no obligation under this contract to exercise any of the available renewals.

Initial Contract Term: October 1, 2025 – September 30, 2027

Renewal Term #1: October 1, 2027 – September 30, 2028

Renewal Term #2: October 1, 2028 – September 30, 2029

3.0 Schedule

The following schedule is a general guideline for issuance and recommendation of award of this BID and issuance of the contract. The County may change the dates of any events of this BID and the issuance of the Contract.

Tentative Dates Scheduled Issue BID Tuesday, July 15, 2025 Mandatory Pre-Bid Meeting Wednesday, July 23, 2025 Written questions due by 2:00 pm Tuesday, August 5, 2025 *submit via email leigh.doran@putnam-fl.gov Proposals Due by 2:00 pm Wednesday, August 13, 2025 Public Opening of Proposals Wednesday, August 13, 2025 Intent to Award* Monday, August 18, 2025 Protest Period Aug. 18, 2025 - Aug. 21, 2025

*The Bid Award in contingent upon acceptance and approval by the Putnam County Board of County Commissioners of the recommended Intent to Award. The recommendation of the Intent to Award is scheduled to be presented at the board meeting on August 26, 2025.

Americans with Disabilities Act of 1990 If special accommodations are required in order to attend any Public Meeting, Pre-Bid Conference, Tour of Grounds, etc., contact the Procurement & Budget Supervisor via email at Leigh.Doran@putnam-fl.gov or at 386-329-0376.

PRE-BID MEETING

The county will conduct a mandatory pre-bid meeting at 10:00 a.m. on Wednesday, July 23, 2025 at the Government Complex located at 2509 Crill Ave., Suite 200, Palatka, Florida 32177.

Attendance at the pre-bid meeting is a mandatory requirement to be considered a ‘Responsive Bidder’.

PUBLIC BID OPENING

The County will conduct a Public bid/proposal opening on Wednesday, August 13, 2025 at 2:00 p.m. The meeting will be held at the Government Complex located at 2509 Crill Avenue, Suite 200, Palatka, FL 32177 immediately following the bid close at 2:00pm EST. The meeting is open to the public, bidders are welcome to attend but will not have the opportunity to speak.

4.0 Proposal Instructions

BOND (S)

BID BOND - Each Bid must be accompanied by a Bid Bond payable to the COUNTY for five percent (5%) of the total amount of the BID. As soon as the BID prices have been compared, the COUNTY will return the BONDS of all except the three lowest responsible BIDDERS. When the Agreement is executed, the Bonds of the two remaining unsuccessful BIDDERS will be returned. The BID BOND of the successful BIDDER will be retained until the payment BOND and the performance BOND have been executed and approved, after which it will be returned. A certified check may be used in lieu of a BID BOND.

mailto:Leigh.Doran@putnam-fl.gov

ERRORS AND OMMISSIONS

Bidders are expected to comply with the true intent of these bid specifications taken as a whole and shall not avail themselves of any errors or omissions to the detriment of the services. Should any bidder suspect any error, omission, or discrepancy in the specifications or instructions, the bidder shall immediately notify the Procurement Supervisor in writing who will issue written instructions to be followed. Bidders are responsible for the contents of their proposal and for satisfying the requirements set forth in the bid specifications. Bidders must satisfy themselves of the accuracy of the estimated quantities in the BID Schedule by examination of the site and a review of the drawings and specifications including addenda. After BIDS have been submitted, the bidder shall not assert that there was a misunderstanding concerning the quantities of work or of the nature of the work to be done.

EQUIPMENT/MATERIALS/LABOR

IT WILL BE THE RESPONSIBILITY OF THE SUCCESSFUL PROPOSER TO SUPPLY ALL

MATERIALS, TOOLS, NECESSARY LABOR, ETC. FOR THE WORK TO BE PERFORMED AS

SPECIFIED.

INSURANCE

The “awarded” contractor shall furnish a current Certificate of Insurance to the County’s Procurement & Budget Supervisor prior to contract award / commencement of the work, as well as a copy of your GL policy endorsement (on the ISO Endorsement Schedule format attached) that ensures the County will be provided 30 days written notice if your policy lapses for any reason. This certificate must include the Bid Number and be effective for the term of the contract and any extension thereof. All insurance companies named on the certificate shall be licensed to do business in the State of Florida and have a minimum A.M. Best rating of A-.

All policies must be written on a primary basis, non-contributory with any other insurance coverages or self-insurance of the County. Contractor shall obtain and maintain the minimum insurance coverages set forth below. By requiring such minimum insurance, County shall not be deemed or construed to have assessed the risk that may be applicable to Contractor under this contract. Contractor shall assess its own risks and, if it deems appropriate and/or prudent, maintain higher limits and/or broader coverages. The Contractor is not relieved of any liability or other obligations assumed or pursuant to the Contract by reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or types. The insurance coverages stated below do not replace any surety bonds as required by contract.

Minimum Insurance Requirements Schedule Policy: Workers Compensation Coverage: WC Statutory Limits

Policy: Automobile Liability Coverage: $1,000,000 Combined Single Limit Each Accident

Policy: Comprehensive General Liability Insurance:

Coverage: $1,000,000 Each Occurrence $ 100,000 Fire Damage (Any One Fire) $ 5,000 Medical Payments (Any One Person) $1,000,000 Personal and Adv Injury $2,000,000 General Aggregate $2,000,000 Products – Comp/OP Aggregate

MANDATORY REQUIREMENTS FOR RESPONSIVE BIDDERS

This section of the BID provides proposers with instructions concerning required information that must be submitted as part of their proposal. Failure to provide any of the required information or required documents or failure to arrange the proposal in accordance with these instructions may result in the proposal being rejected.

QUESTIONS

Questions concerning this Invitation to BID shall be directed to: Leigh Doran by email at:

Leigh.Doran@putnam-fl.gov and to no other person or department at the County.

5.0 Scope of Work Specifications

5.1 Services of the Contractor shall be under the general direction of the County Buildings and Grounds Supervisor.

5.2 The work areas of this contract shall include, but not be limited to, all County property under the authority of the Putnam County Board of County Commissioners.

5.3 The Contractor shall furnish all materials, equipment, tools, and labor necessary to perform this work.

The Contractor shall be capable of providing all contract services regardless of equipment or vehicle failure.

5.4 Contractor is not allowed to leave large clumps of grass on the grounds. Grass must be bagged and removed.

5.5 General weeding of landscaping beds should be performed without chemicals when possible.

5.6 The Contractor must make certain that any paper, trash, debris, etc. is removed prior to mowing in order to prevent further spreading of debris that may be cut up by the mower. Under no circumstances shall the County be held responsible for any theft, vandalism, or damage to the Contractor’s equipment due to obstacles encountered during the work to be performed under this contract.

5.7 The Contractor shall be held liable for all damages done as a result of his operation to fixed objects such as signs, posts, buildings, fences, vegetation, turf, trees, shrubs, and desirable natural growth. Damages shall include among other things: skinning, scraping, limbing, or gouging of trees or shrubs, and rutting, scalping, or tearing of turf. All other property damage will be assessed for actual replacement costs including labor, materials, and equipment.

5.8 The services to be provided by this contract shall be performed by the Contractor only and shall include but not be limited to:

a. Mowing (bagging when necessary)

b. Weed Eating

c. Bush and Hedge Trimming

d. Edging

e. Landscaping

f. Minor Repairs on Irrigation Systems (ongoing maintenance of existing system. i.e. broken heads, sprinkler box maintenance, etc.)

g. Tree Trimming

h. Proper removal of landscape debris such as leaves, sticks, grass clippings, etc. and disposed of at the County landfill, not the County dumpsters or on County property.

i. Blowing entrance and exit ways, sidewalks, driveways, ramps, parking areas, etc. clean from grass and other debris.

j. Mulch, where applicable. (Mulch to be provided by the Contractor)

5.9 MOWING

a. The Contractor shall mow as directed by Putnam County.

b. When conditions permit, each mowing and weed eating must begin and be completed within (7) consecutive days.

c. All pipes, markers, well casings, fencing, culverts, and drainage structures will be clearly delineated by the County before work begins under this contract.

d. The Contractor will be responsible for all costs associated with any damage caused by the Contractor that occurs while under this contract, i.e. damage to pipes, markers, well casings, fencing, culverts, drainage structures, and turf.

e. The finished height of the grass shall be no less than 4” and no greater than 6” at each landfill location. (See maps of Landfills on following pages).

f. The finished height of the grass shall be no less than 2.5” and no greater than 3” at every other location within the County.

5.10 WEEDEATING

a. There are locations that have PVC pipes, markers, well casings, fencing, culverts, and drainage structures throughout the County. The weed eating at these areas must be completed prior to mowing to avoid being damaged during mowing events.

b. When conditions permit, each mowing and weed eating must begin and be completed within (7) consecutive days.

c. All pipes, markers, well casings, fencing, culverts, and drainage structures will be clearly delineated by the County before work begins under this contract.

d. The Contractor will be responsible for all costs associated with any damage caused by the Contractor that occurs while under this contract, i.e. damage to pipes, markers, well casings, fencing, culverts, drainage structures, and turf.

5.11 TREE TRIMMING

a. PALM TREES – Remove any hanging, dead or unhealthy fronds. All dry, wilted, or diseased fronds should be removed no more than twice per year (April/May and Oct/Nov) as required.

b. LOWER LIMBED TREES – If in a parking area, all limbs 8 foot or lower shall be trimmed as required.

c. IN OTHER PLANTING AREAS not needing vehicle sight lines, trees shall be trimmed to improve aesthetics and tree health. No special height requirement. For schedule of trees other than Palms, the same schedule will be followed.

5.12 COMPENSATION

INVOICING – The following information shall be on each invoice:

a. Work performed and accepted by the County during that month.

b. Dates work was performed during that month.

c. Location in which work was completed and accepted and accepted by the County during that month.

5.13 The Contractor awarded the bid must have experience in all fields listed in Number 5.8 (a-i) above with Commercial Account Customers. This experience must include properties greater than (50) acres of combined mowing and landscape detail work per cycle. Contractor must provide references for 4 Commercial Account Customers that have been serviced greater than one year.

5.14 The Contractor must be certified to perform work in Putnam County (Business License). The certification (license) must be in the Contractor’s name and be included in the bid documents.

5.15 It is the responsibility of the Contractor to review all mowing sites before submitting their bid. Project areas are estimates and should be verified by the Contractor. Prices are firm once the bid is submitted.

5.16 Mowing must be performed before or after business hours for the following buildings: PC Courthouse Complex, Tax Office, Health Department, and all PC Libraries. PC Fairgrounds has a flexible schedule. Mowing and all other related services must be completed at the Government Complex the day prior to regular scheduled Board of County Commissioners Meetings. The meetings are the second and fourth Tuesday of every month. *Services can be provided on the weekends if there are no gates to be accessed. The only locations listed in this section that currently have weekend hours are the PC Libraries and the PC Fairgrounds. As long as these services are performed before or after hours when applicable, work may be completed on the weekends.

5.17 The contractor must keep fully informed and compliant with all local, state, and federal laws, statutes, ordinances, and regulations. Must comply with the Jessica Lunsford Act. All current OSHA safety standards shall be enforced.

5.18 Any permits, licenses, certificates, or fees required for the performance of the contract shall be obtained and paid for by the Contractor.

5.19 The Contractor shall be held responsible for the on-site supervision and scheduling of services.

5.20 The Contractor will supply Putnam County with a primary contact name, direct phone line, cell phone number, and e-mail so the County can notify the Contractor when issues arise, or unacceptable conditions exist, as deemed by the County during business hours and after hours.

5.21 The initial term of this contract shall be from July 15, 2021 and ending July 14, 2023. The County shall have an option to renew this contract for two (2) additional one (1) year periods, with the same initial pricing, terms, and conditions. The renewal of this contract shall be contingent upon satisfactory performance by the Contractor and the approval of the County. The County is under no obligation under this contract to exercise any of the available renewals. All prices bid shall remain unchanged during the initial and renewal contract periods.

5.22 This contract will be awarded to one Contractor only, for all of Putnam County. It will not be broken down into separate areas for separate Contractors. The Contractor is required to execute the Agreement and furnish the required Certificate of Insurance within ten (10) working days from the date of the Notice of Award.

5.23 Any additions, deletions, or modifications to the level of service and/or County locations during the initial Contract Period and any Renewal Contract Periods, will be negotiated and agreed upon by the County and Contractor, and should be similar in price to one of the current locations with a similar area to be maintained as well as similar performance. All agreed upon additions, deletions, and modifications will require the Deputy County Administrator’s (or designee) approval.

5.24 The Contractor must sign this document (Specifications) and include it with the bid documents.

5.25 BUSINESS PARK – The following are the Specifications for the Business Park:

a. Roads in Business Park

i. Lawn Mowing: Mow all grass areas once per month. This includes mowing from the curb to 15’ past the sidewalk throughout the approximately 1,065 foot of roadways in the Business Park on Wes Larsen Blvd. from St. Johns Ave. to PRC Way. This includes the islands incorporated in this area. (See map circled by the gold line on following pages).

ii. Landscaping: Weed eat all areas including any fence areas, around trees and bushes and along the curb next to the road. Trim all trees/bushes as needed, blow off surrounding road areas and sidewalks in this area.

iii. General: Keep all areas cleaned and maintained as required from accumulated trash throughout the roadways and mowed areas. Pick up trash on grounds prior to mowing.

b. St. Johns Entrance Planting Area

i. Monthly maintenance of the planting area at the St. Johns Entrance to the Business Park.

NOTE: The County does not maintain the Seek Medicare building – that is owned and operated by a private entity.

MAPS

Overall Business Park and the Roads Associated with this contract.

Class 3 at Central Landfill is outlined in red

Huntington Landfill location off of CR 308

Interlachen Landfill location off of Hickory Ln.

Putnam County Mowing and Grounds Keeping Schedule

Location Mowing and Grounds Keeping Services per Month

South Putnam: Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total

1. EMS Station/Crescent City 2 2 2 2 4 4 4 4 2 2 2 2 32

2. Crescent City Library 2 2 2 2 4 4 4 4 2 2 2 2 32

3. EMS Station/Satsuma 2 2 2 2 4 4 4 4 2 2 2 2 32

4. San Mateo Tower 1 1 1 1 1 1 1 1 1 1 1 1 12

5. East Palatka Fire Station (R84) 2 2 2 2 4 4 4 4 2 2 2 2 32

6. Fair Grounds (Inside and Outside of Fence) 1 1 1 1 1 1 1 1 1 1 1 1 12

7. Agricultural Center 2 2 2 2 4 4 4 4 2 2 2 2 32

8. Old FHP Building 2 2 2 2 4 4 4 4 2 2 2 2 32

9. Bedenbaugh Park 2 2 2 2 4 4 4 4 2 2 2 2 32

10. San Mateo Park 2 2 2 2 4 4 4 4 2 2 2 2 32

11. Lake Como Community Center 2 2 2 2 4 4 4 4 2 2 2 2 32 Central Putnam:

12. Putnam County Courthouse Complex 2 2 2 2 4 4 4 4 2 2 2 2 32

13. Putnam County Tax Office 2 2 2 2 4 4 4 4 2 2 2 2 32

14. Lot behind Guardian Ad Litem 2 2 2 2 4 4 4 4 2 2 2 2 32

15. Putnam County Govt. Complex 2 2 2 2 4 4 4 4 2 2 2 2 32

16. Putnam County Health Dept. 2 2 2 2 4 4 4 4 2 2 2 2 32

17. Palatka Library 2 2 2 2 4 4 4 4 2 2 2 2 32

18. Emergency Operations Center (EOC) 2 2 2 2 4 4 4 4 2 2 2 2 32

19. Putnam County Business Park (Including islands & St. Johns entrance)

1 1 1 1 1 1 1 1 1 1 1 1 12

20. Hollister Tower 1 1 1 1 1 1 1 1 1 1 1 1 12

21. Putnam County Barge Port 2 2 2 2 4 4 4 4 2 2 2 2 32

22. Edgar Johnson Senior Center 2 2 2 2 4 4 4 4 2 2 2 2 32

23. Bostwick Community Center 2 2 2 2 4 4 4 4 2 2 2 2 32

24. Etoniah Park (Bardin) 2 2 2 2 4 4 4 4 2 2 2 2 32

West Putnam:

25. Interlachen Library 2 2 2 2 4 4 4 4 2 2 2 2 32

26. Melrose Library 2 2 2 2 4 4 4 4 2 2 2 2 32

27. EMS Station/Ochwilla 2 2 2 2 4 4 4 4 2 2 2 2 32

28. Interlachen Community Center 2 2 2 2 4 4 4 4 2 2 2 2 32

29. Melrose Heritage Park 2 2 2 2 4 4 4 4 2 2 2 2 32

The following Landfills as needed:

30. Hungtington (approx. 32 acres)

31. Central (approx. 25 acres)

32. Interlachen (approx. 14 acres)

(Estimated 3-5 cuts/year at each landfill)

EMS Florahome and Interlachen serviced by Parks and Rec Dept.

Sheriff's Office Complex serviced by Sheriff's Office

Sanitation and Animal Control serviced by Inmate Crew Current as of 06/26/2025

SERVICE ADDRESSES & APPROXIMATE SIZES

Item No. Description Address Approximate Size

1 EMS Station/Crescent City 312 Union Ave., Crescent City 1/2 Acre 2 Crescent City Library 610 Summit St., Crescent City 1.5 Acres 3 EMS Station/Satsuma 103 S. 1st Street, Satsuma 2 Acres 4 San Mateo Tower (aka Asia Rd. Tower) 121 Asia Rd., San Mateo 1 Acre 5 East Palatka Fire Station (R84) 106 Cabbage Patch Rd., East Palatka 1/2 Acre 6 Fair Grounds (Inside and Outside of Fence) 118 Fairgrounds Rd., East Palatka 16 Acres 7 Agricultural Center 111 Yelvington Rd, East Palatka 2 Acres 8 Old FHP Building 152 US 17, East Palatka 200 Feet 9 Bedenbaugh Park 125 W McCormick Rd., 1.8 Acres

10 San Mateo Park 164 Currie Rd., San Mateo 6.3 Acres 11 Lake Como Community Center 103 Highlands Ave., Lake Como 0.4 Acres 12 Putnam County Courthouse Complex 410 St. Johns Ave., Palatka 2 City Blocks 13 Putnam County Tax Office 312 Oak St., Palatka 1/2 Acre 14 Lot behind Guardian Ad Litem 518 St. Johns Ave., Palatka 1/2 Acre 15 Putnam County Govt. Complex 2509 Crill Ave., Palatka 6 City Blocks 16 Putnam County Health Dept. 2801 Kennedy St., Palatka 3/4 Acre 17 Palatka Library 601 College Rd., Palatka 1/2 Acre 18 Emergency Operations Center (EOC) 410 S. State Road 19 Palatka 2.5 Acres 19 Business Park (Including islands & St. Johns entrance) 7220 PRC Way, Palatka 5 Acres 20 Hollister Tower 731 Hunter Rd., Hollister 1 Acre 21 Putnam County Barge Port Comfort Rd., Palatka 3 Acres 22 Edgar Johnson Senior Center 1215 Westover Dr., Palatka 1.7 Acres 23 Bostwick Community Center 125 Tillman St., Palatka 1.5 Acres 24 Etoniah Park (Bardin) 620 Bardin Rd., Palatka 4.8 Acres 25 Interlachen Library 133 County Road 315, Interlachen ½ Acre 26 Melrose Library 312 Wynnwood Ave, Melrose 1 Acre 27 EMS Station/Ochwilla 275 N. State Road 21, Ochwilla 1 Acre 28 Interlachen Community Center 135 S CR 315, Interlachen 0.8 Acres 29 Melrose Heritage Park 204 Pearl St., Melrose 2 Acres 30 Huntington Landfill 1551 CR 308, Crescent City 32 Acres 31 Central Landfill 140 County Landfill Rd., Palatka 14 Acres 32 Interlachen Landfill 111 Hickory Lane, Interlachen 25 Acres

6.0 Required Forms

PROPOSAL’S CHECKLIST

THIS CHECKLIST IS FOR THE CONVENIENCE OF THE COMPANY SUBMITTING A PROPOSAL AND MAY BE USED TO ENSURE THAT SECTIONS OF THE ITB/RFP/PROPOSAL ARE PROPERLY COMPLETED AND RETURNED. THIS

FORM (PROPOSER’S CHECKLIST) IS FOR YOUR USE AND IS NOT REQUIRED.

Required one (1) original hard copy, (1) one duplicate copy and provide one (1) USB drive that contains “all” of your documentation included in the original bid in a pdf format of each of the following:

____ Proposal Cover Sheet

____ Statement of Bidder’s Qualifications

____ Bid Form

____ W-9

____ Non-Discrimination in Employment Form

____ Addendum Acknowledgement

____ Public Entity Crimes Form

____ Drug-Free Work Place Certification

____ Hold Harmless and Indemnification Agreement

____ References (Commercial Clients Serviced > 1 Year)

____ Legal Issues

____ Copy of License(s)

____ *Proof of Minority / Women Business Enterprise Number (M/WBE) – if applicable

____ *Additional information – if applicable

PROPOSAL COVER SHEET

ANTI-COLLUSION STATEMENT: The Bidder by signing and submitting a bid has "not" divulged to, discussed or compared his/her bid with any other Bidders and has not colluded with any other Bidders or parties to a bid whatsoever. (NOTE: Including there have been No premiums, rebates or gratuities paid or permitted either with, prior to, or after any delivery or personal contact. Any such violation will result in the cancellation of award of any resulting contract from this bid and the Bidder being debarred for not less than three (3) years of doing business with the County.)

Failure to sign this form may result in your proposal being deemed as “Non Responsive”.

LEGAL NAME OF BIDDER: _____________________________________________

TAX ID NUMBER: _____________________________________________

MINORITY BUSINESS ENTERPRISE

TYPE & NUMBER: (if applicable): _____________________________________________

MAILING ADDRESS: _____________________________________________

CITY, STATE, ZIP CODE: _____________________________________________

TELEPHONE NUMBER: _____________________________________________

BY: SIGNATURE (Manual): _____________________________________________

BY: SIGNATURE (Typed): _____________________________________________

TITLE: _____________________________________________

PHONE NO: _____________________________________________

FAX NO.: _____________________________________________

E-MAIL ADDRESS: (if available) _____________________________________________

STATEMENT OF BIDDER’S QUALIFICATIONS

All questions must be answered and the data given must be clear and comprehensive. If necessary, questions may be answered on separate attached sheets. The Bidder may submit any additional information he desires.

1. Name of Bidder.

2. Permanent main office address.

3. Copy of licenses required to perform work.

4. When organized.

5. How many years have you been engaged in the contracting business under your present firm of trade name?

(minimum requirement of two years)

6. Contracts on hand: (Schedule these, showing amount of each contract and the appropriate anticipated dates of completion).

7. Have you ever failed to complete any work awarded to you?

8. Have you defaulted on a contract?

9. List the more important projects recently completed by your company, stating the approximate cost for each, and the month and year completed.

10. List your major equipment available for this project.

11. Experience in construction work similar in importance to this project.

12. Background and experience of the principal members of your organizations, including the officers.

13. Credit available: $____________________.

14. Give bank reference.

15. Will you, upon request, fill out a detailed financial statement and furnish any other information that may be required by the County?

16. The undersigned hereby authorizes and requests any person, firm, or corporation to furnish any information requested by the County in verification of the recitals comprising this Statement of Bidder’s Qualifications.

Bidder Date

BID FORM

Project: Putnam County Mowing and Grounds Keeping Services

To: The Board of County Commissioners Putnam County, Florida

Date Submitted: _______________________, 2025

BID PROPOSAL OF

Full Legal Company Name

Mailing Address Telephone Number Email Address

Bidders: Having become familiar with requirements of the work, and having carefully examined the Bidding Documents and Specifications entitled: Bid No: 25-22 – Putnam County Mowing and Grounds Keeping Services, the undersigned proposes to furnish all materials, labor and equipment, supervision and all other requirements necessary to comply with the Contract Documents.

Item No. Description Cost/Service

Services/Yr Total Cost ($) Per Year

1 EMS Station/Crescent City 32 2 Crescent City Library 32 3 EMS Station/Satsuma 32 4 San Mateo Tower 12 5 East Palatka Fire Station (R84) 32 6 Fair Grounds (Inside and Outside of Fence) 12 7 Agricultural Center 32 8 Old FHP Building 32 9 Bedenbaugh Park 32

10 San Mateo Park 32 11 Lake Como Community Center 32 12 Putnam County Courthouse Complex 32 13 Putnam County Tax Office 32 14 Lot behind Guardian Ad Litem 32 15 Putnam County Govt. Complex 32 16 Putnam County Health Dept. 32 17 Palatka Library 32 18 Emergency Operations Center (EOC) 32 19 Business Park (Including islands & St. Johns entrance) 12 20 Hollister Tower 12 21 Putnam County Barge Port 32 22 Edgar Johnson Senior Center 32

23 Bostwick Community Center 32

24 Etoniah Park (Bardin) 32

25 Interlachen Library 32

26 Melrose Library 32

27 EMS Station / Ochwilla 32

28 Interlachen Community Center 32

29 Melrose Heritage Park 32

30 - 32 Landfills, as needed 3-5 Total Yearly Cost for All Grounds Services ($ Amt.)

NAME OF BIDDER: ______________________________________________________________

ADDRESS: ______________________________________________________________________

BY:___________________________________________TITLE:___________________________

IRS W-9

INSTRUCTIONS FOR W-9 FORM: Contractors can obtain the W-9 Form and Instructions by visiting: http://www.irs.gov/pub/irs-pdf/fw9.pdf The W-9 form is requested to be completed and returned with your Bid proposal submittal:

http://www.irs.gov/pub/irs-pdf/fw9.pdf

NON-DISCRIMINATION IN EMPLOYMENT POLICY

(Section 301, Executive Order 10925, March 6, 1961, 26 FR 1977 as amended by Executive Order 11114, June 22, 1963, 28 FR 6485)

"During the performance of this contract the contractor agrees as follows:

"(1) The contractor will not discriminate against any employee or applicant for employment because of race, creed, color, or national origin. The contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to their race, creed, color, or national origin. Such action shall include, but not be limited, to the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the contracting officer setting forth the provisions of this non-discrimination clause.

"(2) The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor;

state that all qualified applicants will receive consideration for employment without regard to race, creed, color or national origin.

"(3) The contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice, to be provided by the agency contracting officer advising the said labor union or workers' representative of the contractor's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment.

"(4) The contractor will comply with all provisions of Executive Order No. 10925 of March 6, 1961, as amended, and of the rules, regulations, and relevant orders of the President's Committee on Equal Employment Opportunity created thereby.

"(5) The contractor will furnish all information and reports required by Executive Order No. 10925 of March 6, 1961, as amended, and by the rules, regulations, and orders of the said Committee, or pursuant thereto, and will permit access to his books, records, and accounts by the contracting agency and the Committee for purposes of investigation to ascertain compliance with such rules, regulations and orders.

"(6) In the event of the contractor's noncompliance with the non-discrimination clauses of this contract or with any of the said rules, regulations, or orders, this contract may be cancelled, terminated, or suspended in whole or in part and the contractor may be declared ineligible for further Governments contracts in accordance with procedures authorized in Executive Order No. 10925 of March 6, 1961, as amended, and such other sanctions may be imposed and remedies invoked as provided in the said Executive Order or by rule, regulation, or order of the President's Committee on Equal Employment Opportunity, or as otherwise provided by law.

"(7) The contractor will include the provisions of paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the President's Committee on Equal Employment Opportunity issued pursuant to section 303 of Executive Order No. 10925 of March 6, 1961, as amended, so that such provisions will be binding upon each subcontractor or vendor. The contractor will take such action with respect to any subcontract or purchase order as the contracting agency may direct as a means of enforcing such provisions, including sanctions for noncompliance: Provide, however, that in the event the contractor becomes involved in, or is threatened with, litigation with a subcontractor or vendor as a result of such direction by the contracting agency, the contractor may request the United States to enter into such litigation to protect the interests of the United States."

By: _______________________________________ By: __________________________________________

Legal Name of Proposer/Company Signatory’s Name & Title

By: _______________________________________ Date: _______________________________________

Signature

ACKNOWLEDGEMENT OF ADDENDA

Name of Bidder: _________________________________

Acknowledgement of receipt of addenda:

The undersigned, hereby acknowledges the receipt of the following addenda:

Addendum No. ____________________ Dated: __________________

This acknowledgement of Addenda form is to be returned with your RFP Proposal.

Signature Title

Printed Name Date

PUBLIC ENTITY CRIMES

SWORN STATEMENT UNDER SECTION 287.133(3)(a), FLORIDA STATUTES ON PUBLIC ENTITY CRIMES. THIS FORM MUST BE SIGNED IN THE

PRESENCE OF A NOTARY PUBLIC OR OTHER OFFICER AUTHORIZED TO ADMINISTER OATHS.

1. This sworn statement is submitted with Bid, Proposal number: BID-25-22. This sworn statement is submitted to PUTNAM COUNTY BOCC.

2. This sworn statement is submitted by _______________________________whose business address is __________________________________and (if applicable) its Federal Employer Identification Number (FEIN) is ___________________.

3. My name is ________________________ and my relationship to the entity named above is ______________________.

4. I understand that a “public entity crime” as defined in Section 287.133(1)(g), Florida Statutes, means a violation of any state or federal law by a person with respect to and directly related to the transaction of business with any public entity or with an agency or political subdivision of any other state or with the United States, including, but not limited to, any bid or contract for goods or services to be provided to any public entity or an agency or political subdivision of any other state or of the United…