C_-_25-12-RFP_City_of_Sebastian_Municipal_Golf_Course_Maintenance_Pre_Bid_Meeting.pdf
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- Attached to
- Sebastian Municipal Golf Course Maintenance
- Solicitation number
- 25-12-RFP
- Issued by
- Indian River County, Florida
About this file
The document is a pre-bid meeting presentation for the City of Sebastian's Municipal Golf Course Maintenance contract (Solicitation 25-12-RFP) in Florida. The solicitation seeks a contractor to manage maintenance for an 18-hole, daily-fee public golf facility built in 1981, covering approximately 180 total acres including greens, tees, fairways, roughs, sand bunkers, driving range, and water features. The contract is tentatively scheduled for a September 1, 2025 start date, with an initial five-year term ending September 30, 2030, and an option for one additional five-year renewal. Key dates include a March 17, 2025 question deadline, March 27, 2025 response due date, and a tentative council award on April 23, 2025.
The bidding process requires electronic submission through VendorLink, with strict administrative requirements including a 5% proposal security based on the total bid amount and an authorized signature from a corporate officer. Contractors must provide a performance bond of 10% of the first-year contract price, to be renewed annually. The contractor will be responsible for maintaining all golf course surfaces, landscaping, clubhouse, and structures to meet or exceed satisfactory levels for public recreation. A "cone of silence" procurement policy is in effect from February 27, 2025, through the council's award decision, prohibiting contact with city council members and staff except through the designated procurement contact, Jessica Graham.
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Text version
PRE BID MEETING
25-12-RFP
SEBASTIAN MUNICIPAL GOLF COURSE
MAINTENANCE
MARCH 12, 2025
AGENDA
• Schedule
• Questions
• Cone of Silence
• Administrative Review
• Technical Review
• Questions and Answers
SOLICITATION SCHEDULE
The schedule is tentative and subject to change. All changes to the schedule will be issued via an addendum.
Event Date
Question Deadline March 17, 2025
Response Due March 27, 2025
Tentative Council Award April 23, 2025
SOLICITATION QUESTIONS
• All questions must be submitted in writing to the Procurement
Division.
• All questions, modifications to the solicitation specifications, or changes in the solicitation due date will be addressed by an addendum posted on VendorLink.
CONE OF SILENCE
• City council members and city staff, except the procurement representative, shall not be contacted regarding this bid.
• The no-contact period shall commence on the initial date of the advertisement (2/27/2025) and continue through and include the date the city council decides to approve or reject the award (tentatively scheduled for 4/23/2025).
• Failure to comply with this requirement may be grounds for disqualification.
ADMINISTRATIVE REVIEW
• Bid Submittal
• All submittals are due electronically via VendorLink.
• The link to register to receive solicitations is below:
• Https://www.myvendorlink.com/external/home
• Submittals sent by mail, facsimile, electronic mail, telephone, or any other means will not be accepted.
https://www.myvendorlink.com/external/home
•Authorized Signature
• Each bid submittal must include the signature of an officer or employee having authority to bind the contractor.
• If a corporate resolution is not provided with the bid submittal, the bid submittal shall be marked non-responsive.
• Proposal Security
• Five percent (5%) of the total bid amount.
• Electronic bid security shall be submitted with the bid package.
Contract Length
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 renewal available
Budget & Staffing
• 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.
Performance Bond
• 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 for 10% of the contract price on or before October 1 of each subsequent agreement year.
TECHNICAL REVIEW
Sebastian Golf Course
• Built in 1981
• 18-hole, daily-fee public golf facility owned and operated by the City of Sebastian.
• Putting Surfaces – 20 greens/approx.4 acres
• Tee Surfaces – 76 tees/approx. 4 acres
TECHNICAL REVIEW
Contractor Responsibilities
• Ensure 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.
ANY QUESTIONS?
The following is the only person who should be contacted regarding this solicitation.
Jessica Graham
Procurement/Contracts Manager
772-388-8231 jessgraham@cityofsebastian.org mailto:jessgraham@cityofsebastian.org
File details come from the government source that posted it. Updated .