DOS-RFP-26.27-001 Addendum No. 1 - FINAL .pdf

DOS-RFP-26/27-001 Addendum No. #1 Page 1 of 7

Request For Proposal Addendum Acknowledgement Form

Department of State

R.A. Gray Building

500 South Bronough Street, Room 428

Tallahassee, Florida 32399-2150

SOLICITATION TITLE: SOLICITATION NO:

Landscape Management Services to DOS Historic Sites DOS-RFP-26/27-001

Proposals DUE:

(Eastern StandardTime) and may not be withdrawn within: 180 Days after such date and time.

ADDENDUM NO.: # 1 DATE:

This Addendum Acknowledgement Form shall be signed an authorized company representative, dated and returned with the proposal.

This Addendum now becomes a part of the original RFP. RESPONDENT NAME:

RESPONDENT MAILING ADDRESS:

CITY – STATE – ZIP: *Authorized Representative’s Signature

PHONE NUMBER:

TOLL FREE

NUMBER:

*Name and Title of Authorized Representative

FAX NUMBER:

EMAIL ADDRESS: *This individual must have the authority to bind the

Respondent.

FEID NO.:

TYPE OF BUSINESS ENTITY (Corporation, LLC, partnership, etc.):

Date:

DOS-RFP-26/27-001 Addendum No. #1 Page 2 of 7

RON DESANTIS

Governor

CORD BYRD

Secretary of State

ADDENDUM NO. 1 TO THE FOLLOWING

REQUEST FOR PROPOSAL

LANDSCAPE MANAGEMENT SERVICES TO DOS HISTORIC SITES

SOLICITATION NO.: DOS-RFP-26/27-001

Date: April 23, 2026

To: Prospective Respondents to Solicitation No.: DOS-RFP-26/27-001

From: David Shufflebotham, Procurement Officer

Subject: Vendor Questions and Department Responses to Questions

FAILURE TO FILE A PROTEST WITHIN THE TIME PRESCRIBED IN SECTION 120.57(3),

FLORIDA STATUTES (F.S.) (AS ALTERED BY SUBBSECTION 110.123(3)(D)4, F.S.), OR

FAILURE TO POST THE BOND OR OTHER SECURITY REQUIRED BY LAW WITHIN THE

TIME ALLOWED FOR FILING A BOND SHALL CONSTITUTE A WAIVER OF PROCEEDINGS

UNDER CHAPTER 120, F.S.

This Addendum includes the following:

1. Written Responses to Written Questions

The questions are reproduced in the exact format in which they were submitted.

Answers to these questions will be posted as an Addendum on the Vendor Information Portal (VIP) in accordance with Section 2.3 Timeline of Events and Addendum to Solicitation.

DOS-RFP-26/27-001 Addendum No. #1 Page 3 of 7

Questions and Responses:

Question

RFP

Section

RFP Page

Vendor Question Department Response

2.3 Timeline of

Events and Addendum

Which sites does this solicitation include and how can we submit a price?

Please see page 7, Section 1.8 Pre-Bid Site Visit for the site locations. Please submit the price for services on page 57, Attachment C – Price Proposal

Sheet.

Attachment B Statement of

Work/Technical Specifications

30 to 56

Has there been any changes to the scope from the last?

Yes, there are overall minor changes in the scope for individual properties, plus the addition of two new properties (Velda Mound and Knott House). Please review the previously posted solicitation for this project and compare that listed scope for individual properties against the scope listed in this current solicitation.

3 N/A N/A

Did the previous incumbent complete the project term? Is this solicitation the same length of time?

The current term ends June 30, 2026.

No, the previous contract term was one (1) year with (three) (3) – one

(1) year options.

The new contract is a three-year term with three (3) – one (1) year option.

4 N/A N/A

If previous incumbents exist, when is the contract set to end?

The current contract ends June 30, 2026.

5 N/A N/A Is there a set budget for this solicitation?

The total budget for all properties is not expected to exceed $115,000.

Budget estimates for individual properties were not provided in this solicitation. Only a total estimated budget was provided for reference.

6 N/A N/A

Is there a projected award and start date?

The proposed contract start date is July 1, 2026.

7 N/A N/A

Was there a previous incumbent? If so, can you share their price proposal?

Please submit a public records request to

PublicRecords@dos.fl.gov with specific records you are seeking.

Please see answer to question 13, mailto:PublicRecords@dos.fl.gov

DOS-RFP-26/27-001 Addendum No. #1 Page 4 of 7 which may also provide the information you seek.

8 N/A N/A

Velda Mound - Who has the current contract and can we receive the previous bid tabulation with prices?

DHR has self-performed this work since ca. 2014. Information prior to that date is not available.

9 N/A N/A

Velda Mound - Is a bond, W-9 and /or insurance certificate required to be submitted with bid?

Yes.

Attachment B Statement of

Work/Technical Specifications

44 - 47

Mission San Luis - Tennessee St Maintenance in the contract? Beds and Turf

Beds and turf along Tennessee Street at Mission San Luis are included in this contract. The area extends from approximately the

Crape myrtles west of the entrance, to the entrance gate, and then east approximately 100’.

Attachment B Statement of

Work/Technical Specifications

44 - 47

Mission San Luis - How many total controllers for irrigation?

There are two controllers at Mission San Luis—one located at the Visitor

Center, one at the BAR Facility.

Attachment B Statement of

Work/Technical Specifications

30 - 56

I see that under Irrigation System, the scope of work includes: “Monthly Irrigation system inspections” at all sites except for Velda Mound. To clarify, you are requesting a price for (12) annual irrigation inspections, correct?

The solicitation requests the vendor’s price, per hour, for irrigation repair. At sites with irrigation systems, the vendor is required to inspect the system monthly as part of their base price.

The purpose of the monthly inspection is for the vendor to make any seasonal adjustments and determine if repairs are needed to maintain optimal operation. After inspection, any repairs recommended by the vendor will be quoted as time and material. The vendor’s hourly rate for recommended repairs will have already been agreed upon as part of their response to this solicitation— see price tabulation sheet.

DOS-RFP-26/27-001 Addendum No. #1 Page 5 of 7

13 N/A N/A

Please provide the current contract for each location.

Please see attached vendor agreement and purchase orders.

14 N/A N/A Who are the current contractors on this

RFP?

All Pro Lawncare currently provides services at Gov. Martin/Merritt Drive, Mission San Luis, The Grove/Burr, and the Brokaw- McDougall House. Lawn Pros provides services at Knott House.

DHR self-performs services at

Velda Mound.

15 N/A N/A What is the current contract value for this RFP?

The estimated total contract amount shall not exceed $115,000.00 per fiscal year. The estimated total contract amount is for all six (6) locations.

16 N/A N/A

Please provide the sign in sheets from the mandatory site visits.

Please see attached documents.

Attachment B

34, 38, 42, 46, 50

Please provide the irrigation zone count for each location.

Approximate zones at each site:

--Mission San Luis = system one has 18 zones (controller located at the Visitor Center); system two, associated with the BAR Facility, has been disturbed by active construction and must be assessed by the successful vendor when construction is complete --The Grove Museum = system one has 16 zones (controller located on west side of main house); system two has 4 zones (controller located on public restroom building)

--Knott House = one system with four zones

--Brokaw McDougall = one system, controller currently without power, but DHR believes there are 4-6 zones—successful vendor to verify

--Gov. Martin/Merritt Drive = unknown; vendor will verify based on per hour irrigation quote provided in response to this solicitation

--Velda Mound has no irrigation

DOS-RFP-26/27-001 Addendum No. #1 Page 6 of 7

18 N/A N/A

Are contractors allowed CPI increases each contract year for the initial contract term?

The contractor must include this information as part of their total price and show the price increase for each year after year one, plus any renewal years under this contract.

19 N/A N/A

Is the intent to award all locations to one contractor or to whoever is lowest bid at each location?

Please see page 5, Section 1.1 Purpose, “DOS may elect to award multiple contracts under this RFP, but only one contract will be awarded for each of the six (6) DOS

Historic Sites.”

Please see pages 25-28 for the Selection Methodology.

Attachment B

Considering the equipment restrictions for the cemetery located at The Grove, are contractors required to only push mow this area and not service areas that would be traditionally string trimmed such as against headstones and fence lines?

As stated in the scope of work, only certain manual equipment is allowed in the cemetery at The Grove. This includes push mowers but specifically excludes line trimmers for the exact reason that the line trimmers can cause damage to the soft stone markers if contacted by the lines. This prohibition on line trimmers extends to the fence line on the east side of the cemetery and everywhere inside the cemetery boundaries. The grassy area immediately west of the cemetery and the large magnolia and live oak is considered outside the boundaries of the cemetery.

21 Attachment C 57

The price proposal sheet list price per month, per for 12 months and Total price for property.

Should the total price for property reflect the 3 year base contract pricing?

Yes, the total price should include cost of landscape maintenance services for three (3) years.

Attachment F

Page 93 states that we can submit bids electronically, but on My FL Market Place it does not have a place to submit. Please

Please page 12, 3.1 General Instructions, Section 3 and 5 of PUR 1001 are inapplicable and are replaced as follows:

DOS-RFP-26/27-001 Addendum No. #1 Page 7 of 7 confirm if these bids can be submitted electronically or if they need to be submitted in person, Section 3. Electronic Submission of Response

Responses shall be submitted in accordance with Section 5.2, How to Submit a Proposal, of this solicitation.

*Bids must be submitted in accordance with Section 5.2 which does not allow for electronic submission. Bids must be received in physical form – not electronically.