ITB-2026-04__Pine_Straw_Supply_Delivery_and_Installation_Services_-_Solicitation.pdf

INVITATION TO BID (ITB)

CITY OF MILTON

MILTON, FL

BID NO. 2026.04 ITB Pine Supply, Delivery, and Installation Services

Publish Date: Bid Due/Bid Opening Date:

Thursday, April 30, 2026 Wednesday, May 27, 2026

All Questions Due: Answers Posted By:

Wednesday, May 13, 2026 Monday, May 18, 2026

SUBMIT SEALED BIDS TO:

City of Milton 6738 Dixon Street Milton, FL 32570

Purchasing Department ATTN: Michele Williams

Purchasing Officer

(850) 983-5480 mwilliams@miltonfl.org

ADVERTISEMENT FOR BIDS

BID NO.: 2026.04

PINE STRAW SUPPLY, DELIVERY, AND INSTALLATION SERVICES

SECTION 1 – AUTHORITY

The City of Milton ("City") issues this Invitation to Bid ("ITB") pursuant to Article VIII, Section 2(b) of the Florida Constitution; Chapter 166, Florida Statutes, including §

166.021, F.S.; and the City of Milton Purchasing Policy 9.0, as may be amended.

This ITB solicits sealed bids from qualified vendors to furnish the goods, equipment, materials, supplies, or services described in the Solicitation

Documents.

Award, if made, shall be to the lowest responsive and responsible Bidder whose

Bid conforms in all material respects to the requirements of this ITB, in accordance with applicable Florida law and the City's Purchasing Policy.

The City reserves the right to reject any or all Bids, waive minor irregularities, and accept the Bid determined to be in the best interest of the City as permitted by law.

SECTION 2 – DEFINITIONS

For purposes of this Invitation to Bid and the resulting Contract, the following terms shall have the meanings set forth below:

2.1 “ITB” or “Solicitation” means this Invitation to Bid, and all addenda issued by the City prior to Bid opening.

2.2 “Addendum” means a written clarification, modification, or revision to the

ITB issued by the City prior to Bid opening.

2.3 “Bid” means the written offer submitted by a Bidder in response to this ITB to perform the Work described in the Contract Documents for the price(s) stated therein.

2.4 “Bidder” means a firm, partnership, corporation, or other legal entity that submits a Bid in response to this ITB and is legally authorized to conduct business in the State of Florida.

2.5 “Contractor” means the successful Bidder that executes the Agreement with the City and is responsible for performing the Work in accordance with the Contract Documents.

2.6 “Responsive Bid” means a Bid that conforms in all material respects to the requirements of this ITB and the Contract Documents, including submission of all required forms, pricing, acknowledgments, certifications, and other required documentation, without material deviation, reservation, or irregularity.

2.7 “Responsible Bidder” means a Bidder who has the capability, integrity, financial capacity, experience, equipment, and personnel necessary to fully perform the Contract requirements and to assure good faith performance.

2.8 “Notice of Award” means the written notice issued by the City informing the successful Bidder that it has been selected for award of the Contract.

2.9 “Agreement” or “Contract” means the written agreement executed between the City and the successful Bidder, including all Contract Documents incorporated therein.

2.10 “City” means the City of Milton, Florida.

2.11 “Goods” or “Services” means the materials, equipment, supplies, or services to be furnished by the Contractor in accordance with the Solicitation

Documents.

2.12 “Contract Documents” means the documents forming the agreement between the City and the Contractor, including the Agreement, this ITB and all addenda, the Bid Form, specifications, and any written amendments or change orders.

2.13 “Unit Price” means the price stated in the Bid for a single unit of Work, including all labor, materials, equipment, overhead, and profit necessary to complete that unit of Work as specified.

2.14 “Installed” means pine straw furnished, delivered to the site, placed in city-designated locations, evenly spread to the specified depth, and all excess material and debris removed from the site.

2.15 “Work” means the complete performance of all obligations required under the Contract, including the supply of pine straw Materials meeting the specifications in Exhibit A, delivery to City-Designated Locations, and installation in accordance with the Agreement and Contract Documents.

2.16 “Work Authorization” means a written directive issued by the City's designated representative authorizing the Contractor to perform a specific scope of Services under the Agreement, which may take the form of a purchase order, work order, or written email directive. No Services shall be performed, and no costs shall be incurred absent a valid Work Authorization.

2.17 “Calendar Day” means every day shown on the calendar, including weekends and legal holidays.

2.18 “Business Day” means any day other than a Saturday, Sunday, or legal holiday observed by the City of Milton.

SECTION 3 – GENERAL INFORMATION

3.1 Solicitation Overview

The City of Milton ("City") is soliciting sealed bids from qualified contractors to furnish the goods, equipment, materials, supplies, or services described in the

Solicitation Documents.

The goods or services generally consist of:

Pine straw supply, delivery, and installation services for City-owned and City-maintained property, public rights-of-way, highway corridors, medians, and easements, on an as-needed basis.

This Solicitation is issued as a competitive sealed bid in accordance with the City of Milton Purchasing Policy 9.0, as may be amended.

Award, if made, shall be to the lowest responsive and responsible Bidder whose

Bid conforms in all material respects to the requirements of this ITB.

The City reserves the right to reject any or all Bids and to waive minor irregularities that do not affect price, competition, or the substantive rights of the parties, as permitted by law.

3.2 Issuing Office

This Solicitation is issued by the City of Milton Purchasing Division.

All communications regarding this ITB shall be directed only to the designated

Procurement Representative identified in this Section 3.

3.3 Administrative Details and Dates

Bid No.: 2026.04

Bid Title: ITB Pine Supply, Delivery, and Installation Services

Date of Issuance: Thursday, April 30, 2026

Description of Goods or Services: The City is soliciting sealed bids from qualified contractors to supply, deliver, and install pine straw and related ground cover materials at City-owned and City-maintained property, public rights-of-way, highway corridors, medians, easements, and other City-designated locations on an as-needed basis.

Procurement Contact: Name: Michele Williams Phone: (850) 983-5480 Email: mwilliams@miltonfl.org

Department Head / Project Manager: Name: Lee Willingham Phone: (850) 291-4190 Email: lwillingham@miltonfl.org

Contract Coordinator: Name: April Taylor Phone: (850) 983-5400 x 1308 Email: ataylor@miltonfl.org

Bid Submittal Deadline: Wednesday, May 27, 2026

Questions Due By: Wednesday, May 13, 2026

3.4 Addenda

All changes to this Solicitation shall be issued by written addendum. Verbal statements or interpretations shall not be binding.

Bidders are responsible for acknowledging receipt of all addenda in the Bid

Form.

3.5 Bid Validity

Bids shall remain valid for ninety (90) calendar days after bid opening, unless extended by mutual written agreement of the parties.

3.6 Communications Restrictions

From the date of advertisement of this ITB until the City issues a Notice of Award or otherwise withdraws the Solicitation, all communications regarding this

Solicitation shall be directed solely to the Procurement Representative identified herein.

Unauthorized contact with City officials or employees regarding this Solicitation may result in the Bid being deemed non-responsive or the Bidder being determined non-responsible if the City determines that such contact has resulted in an unfair competitive advantage or otherwise compromised the integrity of the procurement process.

3.7 Form of Agreement

The Form of Agreement is attached to this Solicitation as Appendix C and is incorporated herein by reference. The successful Bidder shall execute the

Agreement without material alteration unless approved in writing by the City.

mailto:mwilliams@miltonfl.org mailto:lwillingham@miltonfl.org mailto:ataylor@miltonfl.org

Submission of a Bid constitutes acknowledgment of, and agreement to execute, the Form of Agreement if awarded.

3.8 No Negotiation

This Solicitation is issued as a competitive sealed bid procurement. Except as permitted by law or the City’s Purchasing Policy, the City shall not negotiate price with the lowest responsive and responsible Bidder.

SECTION 4 – SCOPE OF WORK

4.1 Description of Work

The City is soliciting sealed bids from qualified contractors to supply, deliver, and install pine straw and related ground cover materials at City-owned and City-maintained property, public rights-of-way, highway corridors, medians, easements, and other City-designated locations on an as-needed basis. The complete scope of Work, material specifications, installation standards, and performance requirements are set forth in Exhibit A – Scope of Work, which is incorporated into the Form of Agreement. The Form of Agreement, including all

Exhibits, is attached to this Solicitation as Appendix C.

4.2 Work Included

The Work includes the supply of pine straw Materials meeting the specifications in Exhibit A, delivery to City-designated locations, and installation in accordance with the Agreement and Contract Documents. The successful Bidder will be required to furnish all Materials, labor, supervision, equipment, vehicles, tools, site cleanup, mobilization, demobilization, and all incidentals necessary to complete the Work. All unit prices submitted shall be all-inclusive as defined in the Form of

Agreement and Exhibit B – Compensation and Rate Schedule.

4.3 Specifications and Requirements

Detailed material specifications, installation standards, and performance requirements applicable to this procurement are set forth in Exhibit A – Scope of

Work, attached as part of the Form of Agreement in Appendix C. Bidders are encouraged to review Exhibit A carefully prior to submitting a Bid.

In the event of a conflict among Contract Documents, the order of precedence set forth in the Agreement shall govern.

4.4 Compliance with Laws and Regulations

The resulting Contract will require the successful Bidder to comply with all applicable federal, state, and local laws, regulations, codes, and ordinances governing the performance of the Work, including requirements applicable to work performed within public rights-of-way.

4.5 Delivery and Performance Requirements

Work under the resulting Contract will be performed on an as-needed basis. All

Work will be authorized through individual Work Authorizations issued by the

City's designated representative in accordance with the Agreement. Delivery and installation of Materials will be required in accordance with the requirements of each Work Authorization and the specifications set forth in

Exhibit A.

All Work will be performed during normal business hours as defined in the

Agreement unless otherwise authorized in writing by the City's designated representative.

4.6 Standards of Performance

Materials supplied under the resulting Contract will be required to meet the minimum quality specifications set forth in Exhibit A – Scope of Work, including requirements for pine straw type, needle length, moisture condition, and freedom from contaminants.

All Work will be required to be performed in a safe, professional, and workmanlike manner by qualified personnel consistent with industry standards applicable to ground cover supply and installation services.

4.7 Coordination with the City

Under the resulting Contract, the successful Bidder will be required to coordinate with the City's designated representative regarding delivery timing, installation scheduling, and other operational requirements prior to commencing Work under each Work Authorization. Coordination requirements are further detailed in the Agreement and Exhibit A.

4.8 Unauthorized Work

The resulting Contract will not authorize the Contractor to deliver Materials or perform Work beyond the scope of a valid Work Authorization. The City will not be responsible for payment for Work performed without a valid Work

Authorization issued in accordance with the Agreement.

SECTION 5 – COMPENSATION AND PRICING

5.1 Contract Price

This Solicitation is issued on a unit price basis. Payment under the resulting

Contract shall be based on the actual quantities of Work authorized, performed, and accepted by the City at the applicable unit prices submitted in the Bid

Schedule. No quantities are guaranteed. The City makes no representation or commitment as to the volume of Work that will be ordered during the term of the Contract.

5.2 All-Inclusive Unit Pricing

Unit prices submitted in the Bid Schedule shall be all-inclusive.

• Line Item 1 – Furnished and Delivered: Unit price per roll shall include all costs for furnishing and delivering pine straw to the City-designated location, including unloading and staging. Installation is not included.

• Line Item 2 – Furnished, Delivered, and Installed: Unit price per roll shall include all costs necessary to complete the Work, including furnishing pine straw, delivery, installation to the required coverage depth, site cleanup, labor, supervision, equipment, vehicles, tools, mobilization, demobilization, and all incidentals.

No additional charges shall be accepted or paid for any component of Work within the scope of the applicable Line Item. Bidders are advised to review the

Form of Agreement and Exhibit B – Compensation and Rate Schedule to ensure unit prices reflect the full cost of performance.

5.3 Bid Schedule

Bidders shall submit unit prices for each Line Item in the Bid Schedule provided in

Appendix A.

• Line Item 1 shall be provided for delivery-only services and shall be binding for use during the Contract term when applicable.

• Line Item 2 shall represent the all-inclusive unit price for furnished, delivered, and installed Work.

Failure to submit pricing for required Line Items may result in the Bid being deemed non-responsive.

5.4 Payment Terms

Payment under the resulting Contract shall be made in accordance with the

Florida Local Government Prompt Payment Act, Chapter 218, Part VII, Florida

Statutes, and the terms of the Form of Agreement.

SECTION 6 – MINIMUM QUALIFICATIONS

6.1 Minimum Requirements

☒ Shall Apply. ☐ Shall Not Apply.

To be considered for award, the Bidder must meet the following minimum qualifications at the time of Bid submission:

1. Legal Authorization

The Bidder must be legally authorized to conduct business in the State of

Florida at the time of Bid submission and must maintain such authorization throughout the term of any resulting Contract.

2. Required Licenses and Authorizations

The Bidder must hold, at the time of Bid submission, all licenses, registrations, permits, and authorizations required by applicable federal, state, and local law to perform the Work described in this ITB, including any licenses required for the operation of commercial vehicles on public roads and any authorizations required for work within public rights-of-way.

The Bidder shall maintain all required licenses and authorizations throughout the term of any resulting Contract.

3. References

The Bidder must provide a minimum of three (3) references for comparable Work provided within the past five (5) years. Each reference must include the client’s name, description of Work provided, contract value if applicable, and client contact information. References will be used to assist the City in determining the Bidder's responsibility.

4. Insurance Capability

The Bidder must demonstrate the ability to obtain and maintain the insurance coverages and limits required in Section 7 of this ITB and the resulting Contract.

5. Statutory Eligibility

The Bidder must not be disqualified from public contracting pursuant to §§

287.133 and 287.135, F.S., must not be listed on any Scrutinized Companies list maintained by the State of Florida pursuant to §§ 215.4725 or 215.473, F.S., and must comply with § 448.095, F.S. regarding employment eligibility verification.

Failure to meet any of the above minimum qualifications may result in the Bidder being determined non-responsible and ineligible for award.

SECTION 7 – SPECIAL REQUIREMENTS

7.1 Business Tax Receipt

☒ Shall Apply. ☐ Shall Not Apply.

The successful Bidder shall obtain all required business tax receipts or local occupational licenses required to conduct business within the City prior to issuance of a Purchase Order or execution of the Contract, as applicable.

Submission with the Bid is not required.

7.2 Insurance

☒ Shall Apply. ☐ Shall Not Apply.

The successful Bidder shall obtain and maintain, at its own expense, the minimum insurance coverages and limits specified in this Section 7 and shall maintain such coverage for the duration of the Contract.

Proof of insurance shall be submitted to and approved by the City prior to contract execution and commencement of the Work.

The City shall be named as an additional insured on all required liability policies where applicable, and coverage shall be primary and non-contributory as further detailed in the Form of Agreement.

Minimum Insurance Coverages and Limits:

A. ☒ Commercial General Liability

Occurrence form, including bodily injury, property damage, personal and advertising injury:

• General Aggregate: $1,000,000

• Each Occurrence: $1,000,000

• Personal & Advertising Injury: $1,000,000

B. ☒ Automobile Liability

Coverage for owned, non-owned, and hired vehicles with a combined single limit of not less than $1,000,000 per accident.

C. ☒ Workers’ Compensation and Employer’s Liability

Workers’ Compensation in compliance with Chapter 440, Florida Statutes.

Employer’s Liability limits not less than:

• Each Accident: $100,000

• Disease – Each Employee: $500,000

• Disease – Policy Limit: $100,000

The City reserves the right to adjust insurance requirements based upon the nature of the goods or services being procured.

7.3 Public Records

Pursuant to Chapter 119, Florida Statutes, all documents submitted in response to this ITB are subject to public inspection and copying unless exempt from disclosure by law.

Sealed bids are exempt from public disclosure until the City provides notice of an intended decision or as otherwise provided by §119.071(1)(b), Florida

Statutes.

If a Bidder claims that any portion of its Bid is exempt from disclosure, the Bidder shall identify the specific information claimed to be exempt and cite the applicable statutory basis. The City shall determine whether any claimed exemption applies.

By submitting a Bid, the Bidder acknowledges that the City is subject to Chapter

119, Florida Statutes and cannot guarantee the confidentiality of submitted information.

IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION

OF CHAPTER 119, FLORIDA STATUTES, TO THE RESPONDENT’S DUTY TO

PROVIDE PUBLIC RECORDS RELATING TO ANY RESULTING CONTRACT,

CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT:

Molly Turnes

Phone: (850) 983-5402

Email: mturnes@miltonfl.org

Address: 6738 Dixon Street, Milton, FL 32570

7.4 Local Vendor Preference

Pursuant to the City of Milton Purchasing Policy 9.0, the City encourages participation by local vendors and may consider a Local Vendor Preference in determining the lowest responsive and responsible Bidder, provided such preference is not prohibited by applicable state or federal law or funding requirements.

For purposes of this Solicitation, a "Local Vendor" means a Bidder that maintains a physical business location within the corporate limits of the City of Milton.

Bidders seeking consideration as a Local Vendor must identify such status in their

Bid and provide documentation sufficient to establish eligibility.

mailto:mturnes@miltonfl.org

SECTION 8 – EVALUATION AND AWARD

8.1 Evaluation

Award, if made, shall be to the lowest responsive and responsible Bidder based on the Total Evaluated Bid Amount derived from Line Item 2 (Furnished, Delivered, and Installed).

The Total Evaluated Bid Amount shall be calculated by multiplying the

Line Item 2 Unit Price by the estimated quantity stated in the Bid Schedule.

Line Item 1 is not used for evaluation purposes but shall be binding for use during the Contract term.

The estimated quantity is provided solely for evaluation purposes and does not constitute a guarantee of Work.

8.2 Responsiveness

The City will review each Bid to determine whether it is responsive to the requirements of this ITB.

A responsive Bid is one that conforms in all material respects to the Solicitation

Documents without material deviation, reservation, or irregularity.

Failure to submit required forms, failure to acknowledge addenda, or failure to comply with material requirements of this ITB may result in the Bid being deemed non-responsive.

8.3 Responsibility

The City shall determine whether the lowest responsive Bidder is responsible.

In determining responsibility, the City may consider factors including, but not limited to:

• Relevant experience providing similar Work

• Financial capacity and ability to perform the Contract

• Availability of personnel, equipment, or resources necessary to fulfill the Contract

• Past performance on contracts with public or private entities

• Compliance with applicable statutory requirements

• Ability to obtain required insurance, licenses, and authorizations

The City may request additional information to assist in its responsibility determination. Failure to provide requested information within the time specified may result in a determination of non-responsibility.

8.4 Clarifications

The City may request clarification of information submitted in a Bid for the purpose of resolving ambiguities or confirming compliance with the requirements of this ITB.

Clarifications shall not constitute negotiations and shall not permit modification of price, scope, or other material terms of the Bid.

Clarifications shall not be used to cure a material defect or omission.

8.5 Rejection of Bids

The City reserves the right to:

• Reject any or all Bids

• Reject a Bid determined to be mathematically or materially unbalanced

• Waive minor irregularities or informalities that do not affect price, competition, or substantive rights

• Verify references and qualifications

• Conduct investigations as permitted by law

• Award in the best interest of the City as authorized by law

The City’s determination of responsiveness and responsibility shall be final, subject to applicable protest procedures set forth in the City of Milton

Purchasing Policy 9.0.

8.6 Tie Bids

In the event of a tie between two or more lowest responsive and responsible

Bidders, the tie shall be resolved in accordance with the City of Milton

Purchasing Policy 9.0.

SECTION 9 – AWARD PROCESS AND CONTRACT

9.1 Notice of Intended Award

Following completion of the evaluation described in Section 8, the City will post a Notice of Intended Award identifying the lowest responsive and responsible

Bidder.

The Notice of Intended Award shall be posted in accordance with the City of

Milton Purchasing Policy 9.0.

9.2 Protest Procedures

Any actual or prospective Bidder who is aggrieved in connection with this

Solicitation or the intended award may file a protest in accordance with the procedures and timeframes set forth in the City of Milton Purchasing Policy 9.0.

The protest period shall commence upon posting of the Notice of Intended

Award. Failure to timely file a protest in accordance with Purchasing Policy 9.0 shall constitute a waiver of all protest rights.

9.3 Notice of Award

If no timely protest is filed, or upon resolution of any timely protest, the City may issue a Notice of Award to the successful Bidder.

Issuance of the Notice of Award does not authorize delivery of Materials or performance of Work and does not constitute a binding contract between the parties.

9.4 Contract Execution

Within the time specified in the Notice of Award, the successful Bidder shall:

• Execute the Form of Agreement; and

• Provide all required insurance documentation.

Execution of the Agreement and approval of required insurance are conditions precedent to issuance of a Purchase Order or commencement of services.

9.5 Failure to Execute Contract

Failure of the successful Bidder to timely execute the Agreement or provide required documentation may result in withdrawal of the award.

The City may, at its discretion, award the Contract to the next lowest responsive and responsible Bidder or reject all Bids and re-solicit.

9.6 Contract Term

The Contract shall become effective upon execution by both parties and shall remain in effect for an initial term of one (1) year unless earlier terminated in accordance with the Agreement. The City may renew the Contract for up to three (3) additional one-year renewal terms, for a maximum total contract duration of four (4) years, subject to the conditions set forth in the Agreement.

Renewal options approved by the City Council may be exercised by the City

Manager in accordance with the City's Purchasing Policy 9.0.

9.7 Performance Schedule

Work under the resulting Contract will be performed on an as-needed basis.

There is no fixed delivery or performance schedule. All Work will be authorized through individual Work Authorizations issued by the City's designated representative in accordance with the Agreement. The Contractor will be required to perform each Work Authorization within the performance period specified therein.

Failure to perform Work in accordance with the requirements of each Work

Authorization and the Agreement may constitute a breach of contract and may subject the Contractor to remedies available under the Contract.

9.8 Contract Remedies

If the Contractor fails to perform the Contract in accordance with its terms, the

City reserves the right to pursue all remedies available under the Contract and applicable law, including termination for cause, procurement of substitute Work, and recovery of damages.

SECTION 10 – BID SUBMITTAL REQUIREMENTS

10.1 Bid Submittal Deadline

Bids must be received no later than the date and time stated in Section 3. Bids received after the stated deadline will not be accepted and will be returned unopened.

10.2 Bid Submittal Location

Bids shall be submitted in a sealed envelope, one (1) original and one (1) copy, to:

City of Milton

Attn: Purchasing Department

6738 Dixon Street

Milton, Florida 32570

10.3 Public Bid Opening

Bids will be publicly opened and read aloud at the time and location stated.

10.4 Required Bid Contents

The Bidder shall include the following fully completed and executed documents in its sealed Bid submission:

1. Appendix A:

a. Bid Form

b. Bid Schedule

c. Bidder’s Qualification Statement

d. Bidder’s Certification and Addenda Acknowledgement

2. Appendix B:

a. Subcontractor List

b. Anti-Human Trafficking Compliance Affidavit

c. Certification Regarding Nondiscrimination

d. Conflict-of-Interest Disclosure and Certification

e. Drug-Free Workplace Certification

f. E-Verify Compliance Certification

g. Non-Collusion Affidavit

h. Prompt Payment Compliance Certification

i. Public Entity Crime Affidavit

j. Scrutinized Companies Certification

All required forms shall be properly executed. Forms requiring notarization must be notarized.

Failure to submit all required documents at the time of Bid opening may result in the Bid being deemed non-responsive.

10.5 Addendum Acknowledgement

Failure to properly acknowledge receipt of all issued addenda in the Bid Form may result in the Bid being deemed non-responsive.

10.6 Withdrawal or Modification

Bids may be modified or withdrawn prior to the submission deadline by written notice.

10.7 Required Envelope Markings

The sealed envelope shall clearly display:

10.8 Responsibility for Delivery

It is the sole responsibility of the Bidder to ensure that its Bid is received at the designated location on or before the stated deadline. The City shall not be responsible for delays caused by mail, courier service, or other delivery methods.

Bids submitted by telephone, email, facsimile, or other electronic transmission will not be accepted unless expressly authorized in this Solicitation.

Failure to comply with the submission requirements of this ITB may result in the Bid being deemed non-responsive.

To: C i ty of Milton

VENDOR Name:

SEALED BID * DO NOT OPEN

Title: ITB 2026.04 ITB Pine Supply, Delivery, and Installation Services

DUE DATE/TIME: Wednesday, May 27, 2026 / 2:00 PM (CST)

SECTION 11 – INSTRUCTIONS TO BIDDER

11.1 General

This Invitation to Bid ("ITB") is issued as a competitive sealed bid for the procurement of Work as described in the Solicitation Documents. Bidders shall submit sealed Bids in strict accordance with the requirements of this ITB.

All documents issued in connection with this Solicitation, including the ITB, specifications, appendices, exhibits, and addenda, collectively comprise the

Solicitation Documents and are complementary to one another.

It is the responsibility of each Bidder to monitor the City's designated solicitation platforms and website for the issuance of addenda. Failure to acknowledge addenda as required may result in the Bid being deemed non-responsive.

11.2 Official Posting Platforms

The City utilizes BidNet Direct, DemandStar, Office of Supplier Development and the City's official website for publication of solicitation opportunities and addenda. Bidders are solely responsible for monitoring these platforms and ensuring receipt of any addenda issued.

11.3 Proposal Forms

Bidders shall submit their Bid on the forms furnished by the City. All blank spaces shall be completed in ink or typed.

Bidders shall not modify, alter, or substitute the City's Bid Form. Submission of a

Bid on any form other than that provided may result in the Bid being deemed non-responsive.

All documents required by this ITB, including certifications, affidavits, and other required attachments, shall be submitted with the Bid. Such required attachments shall not be considered modifications to the Bid Form.

If additional space is necessary for completion of any required form, clearly labeled supplemental pages may be attached.

11.4 Signature Requirements

The Bid shall be signed by an individual authorized to bind the Bidder. If the Bid is submitted by a corporation, limited liability company, partnership, or other legal entity, the person signing the Bid shall certify that they are authorized to execute the Bid on behalf of the entity.

If the Bid is signed by an agent, written evidence of the agent's authority to bind the Bidder shall be submitted with the Bid.

Electronic signatures are accepted unless otherwise stated in this ITB.

11.5 Addenda

Addenda may be issued to clarify, modify, or revise the Solicitation Documents.

Addenda shall be issued in writing and posted on the City's designated solicitation platforms.

Verbal statements, interpretations, or clarifications shall not be binding.

Each Bidder is responsible for determining whether any addenda have been issued and for acknowledging receipt of all addenda in the Bid Form.

11.6 Examination of Solicitation Documents and Site

Each Bidder is responsible for:

• Thoroughly examining the Solicitation Documents, including the Form of

Agreement and all Exhibits in Appendix C;

• Reviewing applicable federal, state, and local laws, regulations, permits, and ordinances that may affect performance of the Work;

• Studying and correlating observations with the Solicitation Documents;

and

• Promptly notifying the City of any conflicts, errors, or discrepancies discovered in the Solicitation Documents.

Submission of a Bid constitutes representation that the Bidder has satisfied itself as to all conditions affecting performance and that the Bid is based upon the requirements of the Solicitation Documents.

11.7 Pre-Bid Conference

There is NO Pre-Bid Conference for 2026.04 ITB Pine Supply, Delivery, and

Installation Services

11.8 Pre-Bid Questions and Interpretations

All questions regarding the meaning or intent of the Solicitation Documents shall be submitted in writing to the Procurement Representative as identified in

Section 3.

Questions must be received no later than the deadline stated in this ITB.

Responses deemed necessary by the City shall be issued by written addendum.

Only written addenda issued by the City shall be binding. No verbal interpretation or clarification shall modify the Solicitation Documents.

11.9 Compliance with Applicable Laws

Bidders shall comply with all applicable federal, state, and local laws, rules, and regulations in the preparation and submission of their Bid.

11.10 Mathematical Errors

In the event of discrepancy between the Bid Form total and the sum of individual line items, the sum of the individual line items shall govern.

11.11 Americans with Disabilities Act (ADA)

The City of Milton complies with the Americans with Disabilities Act (ADA). Any person requiring special accommodations to participate in this solicitation process should contact the City's Purchasing Department at least seventy-two

(72) hours prior to the scheduled event.

11.12 Reservation of Rights

The City reserves the right to waive minor irregularities, request clarifications, verify information, reject any or all Bids, cancel or re-advertise the Solicitation, and take any action authorized by applicable law, including accepting the Bid determined to be in the best interest of the City. No contractual relationship shall exist until a written Agreement is executed by authorized representatives of both parties.

11.13 Withdrawal After Bid Opening

After the time set for Bid opening, a Bid may not be withdrawn except as permitted by applicable law or the City’s Purchasing Policy.

APPENDIX A

• Bid Form and Bid Schedule

• Bidder Qualification Statement

• Bidder Certification and Addenda

Acknowledgement

MUST BE SUBMITTED WITH THE BID.

FAILURE TO DO SO WILL RENDER BID NON-RESPONSIVE.

BID FORM AND BID SCHEDULE

Pine Straw Supply, Delivery, and Installation Services

Name of Bidder: ______________________________________________

Phone Number: ______________________ Date Submitted: ___________________

1. SCOPE AND PRICING BASIS

The Bidder shall furnish all labor, supervision, equipment, tools, transportation, materials, delivery, unloading, placement, installation, cleanup, and all other incidentals necessary to supply and install pine straw in accordance with the

Solicitation Documents and Contract Documents.

For purposes of bidding and payment:

• Line Item 1 – Furnished and Delivered means pine straw furnished and delivered to the City-designated location, unloaded and staged, but not installed.

• Line Item 2 – Furnished, Delivered, and Installed means pine straw furnished, delivered, placed, evenly spread to the specified depth, and all excess material and debris removed from the site.

All unit prices shall be all-inclusive and shall include all costs necessary to complete the Work. No additional compensation shall be paid for mobilization, demobilization, delivery charges, fuel surcharges, hand work, minor redistribution, cleanup, or any incidental work required for proper completion.

2. UNIT PRICES

The City will determine the lowest responsive and responsible Bidder based on the Total Evaluated Bid Amount.

2026.04 ITB Pine Supply, Delivery, and

Installation Services

BID FORM

Line

Item

Description Unit Quantity Unit

Price

Extended

Price

1. Pine Straw – Supplied Per

Roll

2. Pine Straw – Delivered Per

Roll

3. Pine Straw – Installed Per

Roll

TOTAL BASE BID AMOUNT $

Name of Business:

Address of Business:

Signature of Authorized Agent:

Print Name of Authorized Agent:

Title:

Date:

3. UNIT DEFINITION

Roll: One standard commercially packaged roll of pine straw, properly bound, intact, and meeting the material specifications set forth in Exhibit A.

The City reserves the right to verify quantities based on roll count, delivery records, and field verification.

4. BASIS OF AWARD

a. Award shall be made to the lowest responsive and responsible Bidder based on the Total Evaluated Bid Amount calculated using Line Item 2 only.

b. The estimated quantity is for evaluation purposes only and does not guarantee any minimum purchase.

c. Line Item 1 shall be binding for use when the City requires delivery-only services but is not used for evaluation.

5. BIDDER CERTIFICATION

The undersigned certifies that:

a. All unit prices are all-inclusive and fully cover the cost of furnishing pine straw, delivery, installation (if applicable), labor, supervision, equipment, tools, cleanup, overhead, and profit.

b. The Bidder has reviewed Exhibit A (Scope of Work) and Exhibit B

(Compensation and Rate Schedule) and has based its pricing accordingly.

c. No additional charges beyond the unit prices stated herein will be submitted for Work within the defined scope of Line Items 1 or 2.

6. BIDDER INFORMATION

Legal Name of Bidder (exactly as registered):

If under a fictitious name (d/b/a):

Entity Type (check one):

Corporation

LLC

Partnership

Sole Proprietorship

Other ___________________________________________________________________

Business Address: ___________________________________________________________

City, State, Zip: _____________________________________________________________

Phone: ______________________________

Email: ________________________________

Federal I.D. No. (FEIN): ________________________________

AUTHORIZED SIGNATURE

The undersigned certifies that the individual signing this Bid is duly authorized to execute it on behalf of the Bidder and that the Bidder agrees to be bound by the terms of this Solicitation.

Authorized Signature: ___________________________

Printed Name: _________________________________

Title: _______________________________________

Date: _______________________________________

BIDDER QUALIFICATION STATEMENT

Pine Straw Supply, Delivery, and Installation Services

The following information is required for the City to determine responsiveness, responsibility, and statutory eligibility in accordance with Florida law and the

Solicitation Documents.

Failure to provide complete and accurate information may result in the Bidder being determined non-responsible or ineligible for award.

1. BUSINESS INFORMATION

Legal Name of Bidder (as registered with the Florida Division of Corporations):

State of Incorporation/Organization: __________________________

Date of Formation: __________________________________________

FEIN: _______________________________________________________

Primary Business Address:

Street: ______________________________________________________

City, State, Zip: _____________________________________________

Phone: _________________________

Email: __________________________

Website (if applicable): ______________________________________

If an out-of-state Corporation currently authorized to do business in Florida, give date of such authorization: ______________________________________

2. BUSINESS EXPERIENCE

Number of years the Bidder has been engaged in performing similar Work involving the supply, delivery, and installation of pine straw or comparable ground cover materials: _______

Number of years under present business name: _______

If the Bidder has operated under a different name within the past five (5) years, provide details:

3. REFERENCES

Provide at least three (3) references for comparable goods or services provided within the past five (5) years.

1. Client Name: ___________________________

Contact Person: ________________________

Phone/Email: ___________________________

Description of Goods/Services: __________

2. Client Name: ___________________________

3. Client Name: ___________________________

4. EQUIPMENT AND OPERATIONAL CAPACTIY

5. The Bidder certifies that it owns or has access to sufficient equipment to perform the Work described in this ITB in accordance with the Contract

Documents.

6. INSURANCE CAPABILITY

The Bidder certifies that it can obtain and maintain the insurance coverages and limits required by Section 7 of this ITB and the resulting Contract.

7. STATUTORY ELIGIBILITY

The Bidder certifies that:

A. It is not on the State of Florida's Convicted Vendor List pursuant to §

287.133, F.S.

B. It is not listed on the Scrutinized Companies that Boycott Israel List pursuant to § 215.4725, F.S., is not engaged in a boycott of Israel, and is not listed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized

Companies with Activities in the Iran Petroleum Energy Sector List pursuant to § 215.473, F.S., and does not have business operations in Cuba or Syria, pursuant to § 287.135, F.S.

C. Neither it nor its principals are presently suspended, debarred, proposed for debarment, declared ineligible, or voluntarily excluded from participation in public contracting by any federal or state governmental authority.

D. Pursuant to § 448.095, F.S., it is registered with and uses the U.S.

Department of Homeland Security's E-Verify system to verify employment eligibility.

Failure to comply with these statutory requirements may result in rejection of the

Bid or termination of the Contract.

CERTIFICATION

The undersigned certifies that:

1. All information provided herein is true and correct.

2. The Bidder meets the minimum qualifications set forth in Section 6 of this

ITB, including the minimum experience requirement and the equipment and operational capacity requirement.

3. The City may conduct investigations to verify the information provided herein, including contacting references and verifying statutory eligibility.

Authorized Signature Date

Printed Name Title

BIDDER CERTIFICATION AND ADDENDA

ACKNOWLEDGEMENT

BID NO.: 2026.04

Pine Straw Supply, Delivery, and Installation Services

Acknowledgment is hereby made of the following Addenda received since issuance of the Solicitation Documents:

Addendum No.: ______________________ Dated: __________________

Addendum No.: ______________________ Dated: __________________

Addendum No.: ______________________ Dated: __________________

Addendum No.: ______________________ Dated: __________________

The Bidder certifies that the following documents are included with this Bid submission and are made a condition of the Bid:

1. Appendix A

a. Bid Form and Bid Schedule

b. Bidder Qualification Statement

c. Bidder Certification and Addenda Acknowledgement

2. Appendix B

a. Anti-Human Trafficking Compliance Affidavit

b. Certification Regarding Nondiscrimination

c. Conflict-of-Interest Disclosure and Certification

d. Drug-Free Workplace Certification

e. E-Verify Compliance Certification

f. Non-Collusion Affidavit

g. Prompt Payment Compliance Certification

h. Public Entity Crime Affidavit

i. Scrutinized Companies Certification

The undersigned certifies that the Bidder has reviewed all Solicitation Documents and Addenda and agrees to comply with the requirements of the Invitation to

Bid.

APPENDIX B

• Subcontractor/Subvendor Disclosure

• Anti-Human Trafficking Compliance Affidavit

• Certification Regarding Nondiscrimination

• Conflict-of-Interest Disclosure and

Certification

• Drug-Free Workplace Certification

• E-Verify Compliance Certification

• Non-Collusion Affidavit

• Prompt Payment Compliance Certification

• Public Entity Crime Affidavit

• Scrutinized Companies Certification

MUST BE SUBMITTED WITH THE BID.

FAILURE TO DO SO WILL RENDER BID NON-RESPONSIVE.

SUBCONTRACTOR DISCLOSURE

Pine Straw Supply, Delivery, and Installation Services

The Bidder shall identify any subcontractors proposed to perform a material portion of the Work required under this Solicitation. If the Bidder intends to self-perform all Work, the Bidder shall so indicate below.

For purposes of this Solicitation, a "subcontractor" means any person or entity, other than the Bidder's own employees, proposed to perform any portion of the

Work under any resulting Contract.

The City reserves the right to review the qualifications, experience, and responsibility of any proposed subcontractor.

The successful Bidder shall not substitute a listed subcontractor without prior written approval of the City unless otherwise authorized by the Contract.

Receipt of this disclosure does not constitute approval of any listed subcontractor.

☐ The Bidder intends to self-perform all Work required under the Contract.

If subcontractors are proposed, complete the information below.

Attach additional pages if necessary.

Subcontractor Information

1. Name of Subcontractor: __________________________________

Address: ______________________________________________________________

Primary Contact: ______________________________________________________

Phone / Email: ________________________________________________________

Description of Work to be Performed:

2. Name of Subcontractor: __________________________________

Address: ______________________________________________________________

Primary Contact: ______________________________________________________

Phone / Email: ________________________________________________________

Description of Work to be Performed:

3. Name of Subcontractor: __________________________________

Address: ______________________________________________________________

Primary Contact: ______________________________________________________

Phone / Email: ________________________________________________________

Description of Work to be Performed:

CERTIFICATION

The undersigned certifies that the subcontractors listed above are proposed to perform the identified Work under any resulting Contract and that, if awarded, the Bidder will utilize the listed subcontractors unless substitution is approved in writing by the City.

ANTI-HUMAN TRAFFICKING COMPLIANCE

AFFIDAVIT

Authority: § 787.06, F.S.

In compliance with § 787.06(14), F.S., this Affidavit must be completed by an officer or authorized representative of _______________________________________, (the “Nongovernmental Entity”) executing, renewing, or extending a contract with the City of Milton (the “Governmental Entity”).

The undersigned, on behalf of the entity listed herein (the “Nongovernmental

Entity”), hereby attests as follows:

1. I am an officer or authorized representative of the Nongovernmental

Entity and am authorized to execute this Affidavit on its behalf.

2. The Nongovernmental Entity does not use coercion for labor or services as defined in § 787.06, F.S.

3. The Nongovernmental Entity understands that a violation of § 787.06, F.S., may result in termination of its contract with the Governmental Entity.

I declare under penalties of perjury that the foregoing is true and correct.

Company: ___________________________________________

Authorized Signature: ________________________________

Printed Name: _______________________________________

Title: _______________________________________________

Date: _______________________________________________

STATE OF FLORIDA | COUNTY OF __________________

Sworn to (or affirmed) and subscribed before me by means of ☐ physical presence or ☐ online notarization this ____ day of ____________________, 20____, by _______________________________________, who is ☐ Personally known to me

OR ☐ Produced _______________________________ as identification.

Signature of Notary

Print Name: ___________________________

Commission No.: _______________________

My Commission Expires: ________________

CERTIFICATION REGARDING

NONDISCRIMINATION

Authority: Chapter 760, F.S.

By executing this Certification, the undersigned represents that they are authorized to act on behalf of the Bidder and certifies that, if awarded the

Contract, the Bidder shall comply with Chapter 760, F.S. (Florida Civil Rights Act), and all other applicable state laws prohibiting discrimination. The Bidder agrees that it shall not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex (including pregnancy), national origin, age, disability, marital status, or any other characteristic protected under Florida law, and shall include this nondiscrimination provision in all subcontracts related to the performance of the Contract.

The Bidder, if awarded the Contract, shall take reasonable measures to ensure that applicants and employees are treated without regard to such protected characteristics in all employment practices, including recruitment, hiring, promotion, compensation, training, and termination.

The undersigned understands that a false certification or failure to comply with applicable nondiscrimination laws may result in rejection of the bid, contract termination, and other remedies provided by law or the Contract.

Bidder/Contractor: ___________________________________________

Authorized Signature: _________________________________

Printed Name: _______________________________________

Title: _______________________________________________

Date: ____________________________________

CONFLICT-OF-INTEREST CERTIFICATION

Authority: Chapter 112, F.S.; §§ 112.313, 112.3148, 112.312, F.S.

BIDDER/CONTRACTOR INFORMATION

Bidder/Contractor Name: ________________________________________

Business Address: _________________________________________

Primary Contact Name & Title: ______________________________

Phone: ____________________ Email: ________________________

Solicitation / Bid No.: ____________________________________

ACKNOWLEDGEMENT

The undersigned Bidder/Contractor acknowledges that it has received, read, and understands the City of Milton Conflict of Interest Policy No. 1.3, and that it is responsible for complying with applicable conflict-of-interest requirements and for disclosing any actual or potential conflict of interest, or any circumstance that could reasonably be perceived as creating a conflict under applicable law.

CONFLICT DISCLOSURE

Does the Bidder/Contractor have any actual, potential, or perceived conflict of interest related to this solicitation or any resulting contract with the City, including, but not limited to, any of the following:

• A business, financial, or employment relationship between the Vendor and any City of Milton employee, elected official, or appointed official;

• A business, financial, or contractual relationship between the Vendor and a relative (as defined in §112.312(21), F.S.) of any City employee or official involved in this solicitation or contract;

• Any conduct by the Vendor, or anyone acting on its behalf, intended to improperly influence the solicitation, evaluation, selection, negotiation, award, or administration of a City contract;

• Any…