D_-_25-12-RFP_Sebastian_Municipal_Golf_Course_Maintenance_Pre-Bid_Sign_In_Sheet.pdf

This document is a Sign-In Sheet for a Pre-Bid Meeting for RFP 25-12-RFP by the City of Sebastian, Florida, related to the Municipal Golf Course Maintenance procurement. The meeting occurred on Wednesday, December 12, 2025, at 10:00 AM EST, involving potential bidders for a comprehensive golf course maintenance contract for the Sebastian Municipal Golf Course. The contract encompasses maintenance services for an approximately 180-acre facility, including 4 acres of putting greens, 5 acres of tees, 35 acres of fairways, 60 acres of rough, 5 acres of sand bunkers, and 10,000 linear feet of lakes and ponds. The initial contract period is five years (September 1, 2025 to September 30, 2030), with a potential five-year renewal option.

The procurement requires contractors to have current experience maintaining at least five 18-hole golf courses in the Southeastern United States, possess a Restricted Use Pesticide License, and provide a full-time Golf Course Superintendent. The evaluation will assess proposals across four categories: Overview and Organization (20 points), Technical Approach (36 points), Past Performance (12 points), and Calculated Formula Pricing (32 points). The incumbent contractor is International Golf Maintenance, Inc., with the current maintenance contract costing $649,554 in fiscal year 2024 and projected at $714,800 for fiscal year 2025. The city's total maintenance budget for fiscal year 2024-25 is $803,935. Payment will be made in twelve equal monthly installments, with potential annual price adjustments based on the Southeastern Consumer Price Index, not exceeding 3% per year. The water supply for course maintenance comes from an artesian well with a 49.8 million gallon annual withdrawal limit.