palm beach Notice of Issuance.pdf

Board of County Commissioners County Administrator

Sara Baxter, Mayor Joseph Abruzzo Marci Woodward, Vice Mayor Maria G. Marino Gregg K. Weiss Joel G. Flores Maria Sachs Purchasing Department Bobby Powell, Jr. www.pbcgov.org/purchasing

REQUEST FOR PROPOSAL

RFP NO. 26-039R/BW

Palm Beach County Board of County Commissioners and

Parks and Recreation are seeking

Proposals for:

Turf Management for Okeeheelee Golf Course, Park Ridge Golf Course, Osprey Point Golf Course, and John Prince Park Golf Learning Center

Date issued/available for distribution: September 23, 2026

Proposer shall submit one (1) unbound original and one (1) electronic copy in pdf (CD or flash drive) of the complete proposal to be received in the Offices of the Purchasing Department no later than October 26, 2026, 4:00 p.m. local time. See Section 1.9 of the RFP for Mailing Instructions.

Mandatory Pre-Proposal Conference and Site Inspection: See Section 1.4 of this solicitation.

ENVELOPE MUST BE IDENTIFIED WITH THE

DEADLINE DATE FOR THE RECEIPT OF PROPOSALS

AND THE RFP NUMBER.

C A U T I O N In order to do business with Palm Beach County vendors are required to create a Vendor Registration Account OR activate an existing Vendor Registration Account through the Purchasing Department’s Vendor Self Service (VSS) system which can be accessed at https://pbcvssp.co.palm-beach.fl.us/webapp/vssp/AltSelfService. If proposer intends to use subcontractors, proposer must also ensure that all subcontractors are registered as vendors in VSS. All subcontractor agreements must include a contractual provision requiring that the subcontractor register in VSS. County will not finalize a contract award until a contractor has verified that the contractor and all of its subcontractors are registered in VSS. As they are issued, all Amendments to solicitations will be posted under the applicable solicitation on our VSS system.

Palm Beach County shall not be responsible for the completeness of any Request for Proposal package not downloaded from our VSS system or obtained directly from Palm Beach County Purchasing Department.

IN ACCORDANCE WITH THE PROVISIONS OF ADA, THIS DOCUMENT MAY BE

REQUESTED IN AN ALTERNATE FORMAT

i

TABLE OF CONTENTS

SECTION PAGE

SECTION 1 GENERAL INFORMATION

1.1 ISSUING OFFICE

1.2 HISTORY AND BACKGROUND

1.3 PURPOSE OF THE PROJECT

1.4 MANDATORY PRE-PROPOSAL CONFERENCE/SITE INSPECTION(S) 3

1.5 PERIOD OF CONTRACT

1.6 QUALIFICATION OF PROPOSERS

1.7 TIMETABLE

1.8 PROPOSAL SUBMISSION

1.9 CONTACT PERSON

1.10 CONE OF SILENCE

1.11 ADDITIONAL INFORMATION/AMENDMENT(S)

SECTION 2 GENERAL TERMS AND CONDITIONS

2.1 PROPOSAL GUARANTEE

2.2 MODIFIED PROPOSALS

2.3 WITHDRAWAL OF PROPOSALS

2.4 LATE PROPOSALS, LATE MODIFIED PROPOSALS

2.5 RFP POSTPONEMENT/CANCELLATION

2.6 COSTS INCURRED BY PROPOSERS

2.7 PROPRIETARY/CONFIDENTIAL INFORMATION

2.8 NEGOTIATIONS

2.9 RIGHT TO PROTEST

2.10 SMALL BUSINESS ENTERPRISES(SBE) / SBD REQUIREMENTS

2.11 PALM BEACH COUNTY OFFICE OF THE INSPECTOR GENERAL

AUDIT REQUIREMENTS

2.12 RULES; REGULATIONS; LICENSING REQUIREMENTS

2.13 CRIMINAL HISTORY RECORDS CHECK

2.14 REVIEW OF PROPOSALS

2.15 WAIVER OF MINOR IRREGULARITY

2.16 EXCEPTIONS TO THE RFP

2.17 SELECTION PROCESS

2.18 EVALUATION CRITERIA

2.19 AWARD OF CONTRACT

2.20 DISCLOSURE OF OWNERSHIP INTERESTS…………………………….13

2.21 STANDARD CONTRACT PROVISIONS (ATTACHMENT 1)

2.22 COMMENCEMENT OF WORK………………………………………………14

2.23 INSURANCE REQUIREMENTS

2.24 DRUG-FREE WORKPLACE CERTIFICATION

2.25 AUTHORIZED SIGNATURE

2.26 PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL OR

IDEOLOGICAL INTERESTS IN GOVERNMENT CONTRACTING -- F.S.

287.05701………………………………………………………………………15 ii

2.27 DISCLOSURE OF FOREIGN GIFTS AND CONTRACTS WITH FOREIGN

COUNTRIES OF CONCERN……………………………………………… 15

2.28 FEDERAL TERMS & CONDITIONS……………………………………… 15

iii

TABLE OF CONTENTS

(continued)

SECTION PAGE

SECTION 3 PROPOSAL REQUIREMENTS

3.1 EXPERIENCE / QUALIFICATION / BACKGROUND / REFERENCES

INFORMATION

3.2 FINANCIAL PLAN INFORMATION

3.3 KEY PERSONNEL AND OPERATIONS INFORMATION

3.4 BUSINESS LOCATION / LOCAL PREFERENCE

3.5 COMMERCIAL NON-DISCRIMINATION

3.6 FINANCIAL / BUSINESS STABILITY

3.7 PRICE PROPOSAL INFORMATION

3.8 BUSINESS INFORMATION

3.9 AMENDMENTS TO THE RFP

3.10 HUMAN TRAFFICKING AFFIDAVIT……………………………………… 22

3.11 PROHIBITION AGAINST USING DIVERSITY, EQUITY, AND

INCLUSION MATERIAL - F.S. 287.139 …………………………………...22

3.12 ADDITIONAL APPENDICES- ADDITIONAL INFORMATION

3.13 LITIGATION HISTORY………………………………………………………..22

3.14 RELATED ENTITIES………………………………………………………….22

SECTION 4 SCOPE OF WORK/SERVICES

SECTION 5 ATTACHMENTS

ATTACHMENT 1 - SAMPLE STANDARD CONTRACT

EXHIBIT A – SCOPE OF WORK/ SERVICES

EXHIBIT B – CONTRACTOR PROPOSAL

EXHIBIT C - AFFIRMATIVE PROCUREMENT INITIATIVES (“API”) 120

EXHIBIT D – HUMAN TRAFFICKING AFFIDAVIT………………… 121

EXHIBIT E – CERTIFICATION FOR THE PROHIBITION AGAINST

DIVERSITY, EQUITY AND INCLUSION MATERIAL

SECTION 6 APPENDICES

APPENDIX A - PRICE PROPOSAL PAGES

APPENDIX B - BUSINESS INFORMATION

APPENDIX C - OSBD SCHEDULES 1, 2, 3(A), 4

APPENDIX D - CERTIFICATION OF BUSINESS LOCATION

APPENDIX E - DRUG-FREE WORKPLACE CERTIFICATION

APPENDIX F - DISCLOSURE OF OWNERSHIP INTERESTS

SECTION 1

GENERAL INFORMATION

1.1 ISSUING OFFICE

This Request for Proposal (RFP) is issued for the County of Palm Beach, hereinafter referred to as “County”, by the Purchasing Department for the benefit of the Parks and Recreation Department. The Purchasing Department is the SOLE point of contact concerning this RFP. All communications regarding this RFP must be done through the Purchasing Department. See Section 1.9, Contact Person.

1.2 HISTORY AND BACKGROUND

1. Okeeheelee Golf Course is a public 27 hole facility located in the central portion of unincorporated Palm Beach County. The facility consists of approximately 210 acres, of which approximately 7 acres are support facilities and parking areas, 24 acres are lakes, and 179 acres are the course, 60 acres of fairways, 85 acres of irrigated roughs and driving range, 5 acres of greens and 6 acres of tees, and 16 acres of miscellaneous areas. For exact measurements, proposers should physically inspect/measure the site. The golf course is a par 72. The facility has a driving range, three (3) practice greens and five (5) practice bunkers and a chipping green. The boundaries of the golf course are the golf course side of the waterline surrounding the property including the first 10 feet of water and inside and including the entrance sign and planting beds at the entrance to the golf course on both sides of the gate and around the entrance sign.

2. Park Ridge Golf Course is a public 18 hole facility in the central portion of unincorporated Palm Beach County on Lantana landfill and its surrounding property. The facility consists of approximately 10 acres of support facilities, parking lots and landscaped areas, 34 acres of lakes, 28 acres of fairways, 45 acres of irrigated Bermuda grass roughs which includes the driving range, 3 acres of greens, 2 acres of tees, and 23 acres of native maintained area. For exact measurements, proposers should physically inspect/measure the site. The golf course is a par 72. The facility has a driving range, practice greens, practice bunkers and a chipping green. The boundaries of the golf course are inside the fence lines along Lyons Road and 95th Street and the canal to the north of the property and inside the chain link fence on Lantana Road including the planting beds at the entrance to the golf course and around the entrance sign. The first ten feet of water in the lake surrounding the 12th and 15th holes is also included.

3. Osprey Point Golf Course is a public 27 hole facility in the southern portion of unincorporated Palm Beach County in South County Regional Park. The facility consists of approximately 200 acres of which approximately 6 acres are support facilities and parking areas, 7 acres of internal lakes, 10 acres of internal wetlands, 35 acres of natural areas, 20 acres of natural transition areas, 10 acres of coquina waste bunker/cart path, 4 acres of concrete cart paths, 86 acres of fairways and roughs, 11 acres of driving range and tee, 5 acres of greens, and 6 acres of tees.

For exact measurements, proposers should physically inspect/measure the site.

The golf course is a par 72 grassed with Platinum Paspalum. The facility is an Audubon Classic Signature facility. The facility has a driving range, practice greens, practice bunkers and a chipping green. The boundaries of the golf course are the golf course side of the waterline surrounding the property including the first 10 feet of water and inside and including the entrance sign and planting beds at the entrance to the golf course on both sides of the gate and around the entrance sign.

4. John Prince Golf Learning Center is a public driving range facility currently operating in the central portion of Lake Worth. The facility consists of approximately 33 acres. For exact measurements, proposers should physically inspect/measure the facility. John Prince Golf Learning Center includes 3 regulation practice holes and is open year round. The facility has a driving range, practice greens, practice bunkers, and a chipping green. The boundaries of the golf course are the sidewalk on Congress Avenue from the north and south perimeter fence of the learning center, and the fence line surrounding the property inside of John Prince Park.

1.3 PURPOSE OF THE PROJECT

Palm Beach County is soliciting proposals from qualified proposers having the required experience in the provision of turf management and maintenance services, and the ability to commence work, in accordance with the specifications stated herein, on or about December 1, 2026. The successful proposer shall complete all tasks necessary for complete year-round turf and landscape management operations at:

a. Okeeheelee Golf Course, 7715 Forest Hill Blvd., West Palm Beach, FL 33413

b. Park Ridge Golf Course, 9011 West Lantana Road, Lantana, FL 33467

c. Osprey Point Golf Course, 12551 Glades Road, Boca Raton, FL 33498

d. John Prince Park Golf Learning Center, 4754 S. Congress Ave., Lake Worth, FL

33461

The successful proposer shall be responsible for the following areas as set forth in the Scope of Work/Services:

a. Turf management and maintenance of all areas of the golf courses.

b. Clubhouse, parking lot, and entranceway landscaping and maintenance.

c. Turf maintenance equipment.

d. Maintenance facility and on-course restroom custodial services and maintenance.

e. Lake and wetland management and maintenance.

1.4 MANDATORY PRE-PROPOSAL CONFERENCE/SITE INSPECTION(S)

All proposers are required to attend a Mandatory Pre-Proposal Conference which will be held at the Okeeheelee Golf Course, 7715 Forest Hill Blvd., West Palm Beach, Florida 33413 on September 30, 2026, commencing at 09:00a.m. local time. At this time, the County’s representative(s) will be available to answer any questions relative to this Request for Proposal. Any questions or comments arising subsequent to the Mandatory Pre-Proposal Conference must be presented in writing prior to the date and time stated in the Timetable (Section 1.7) of the RFP, to be discussed with the County’s representative(s) as possible amendments to the RFP.

Immediately following the Mandatory Pre-Proposal Conference, a Mandatory Site Inspections will be conducted at Okeeheelee Golf Course, 7715 Forest Hill Blvd, West Palm Beach, Florida 33413; Park Ridge Golf Course, 9011 West Lantana Road, Lantana, Florida 33467; Osprey Point Golf Course, 12551 Glades Road, Boca Raton, Florida 33498; and John Prince Park Golf Learning Center, 4754 S. Congress Ave., Lake Worth, Florida 33461.

Note: The proposer’s failure to attend this conference/site inspection(s) shall result in disqualification of their proposal. All proposers shall sign an attendance sheet.

The attendance sheet will be collected at 09:10a.m. (10 minutes after start time) local time. Those arriving after the attendance sheet has been collected will be considered as not in attendance for purposes of the Mandatory Pre-Proposal Conference/Site Inspection.

In accordance with the provisions of ADA, auxiliary aids or services will be provided upon request with at least three days notice.

1.5 PERIOD OF CONTRACT

The proposed effective date of this Contract is December 1, 2026. The selected proposer(s) will provide services for a sixty (60) month period ending November 30, 3031.

1.6 QUALIFICATION OF PROPOSERS

All proposers to this RFP shall have demonstrated experience in supplying such services and shall meet all criteria/requirements identified in this RFP.

1.7 TIMETABLE

The anticipated schedule and deadline for the RFP and Contract approval are as follows:

Activity Date Time Location

RFP available for 9/23/2026 Purchasing Department

Download from 50 S. Military Trail, Ste. 110 Purchasing Dept. VSS: W. P. B., FL 33415 https://pbcvssp.co.palm-beach.fl.us/webapp/vssp/AltSelfService

Mandatory Pre-Proposal 9/30/2026 09:00a.m. Okeeheelee Golf Course Conference/Site Inspection(s) 7715 Forest Hill Blvd.

Immediately Following W.P.B., FL 33413

Deadline for receipt of 10/7/2026 5:00 p.m. Purchasing Department questions or comments 50 S. Military Trail, Ste.110

W. P. B., FL 33415

Deadline for receipt 10/26/2026 4:00 p.m. Purchasing Department of proposals 50 S. Military Trail, Ste. 110

W. P. B., FL 33415

Selection Committee 11/10/2026 09:00a.m. Purchasing Department Meeting 50 S. Military Trail 2nd Floor Room 2N-123

W.P.B., FL 33415

Posting Date of Notice 11/12/2026 Purchasing Department of Intent to Award 50 S. Military Trail, Ste. 110

W.P.B., FL 33415

www.pbcgov.com/purchasing

BCC Award Date 12/01/2026 Governmental Center 301 N. Olive Avenue, 6th Floor

W.P.B., FL 33401

Anticipated Contract Start Date December 1, 2026

NOTE: County reserves the right to alter the above activities and/or times at the

County’s sole discretion.

1.8 PROPOSAL SUBMISSION

All proposals must be submitted on 8 ½” x 11” paper.

One (1) unbound original and one (1) electronic copy in pdf (CD or flash drive) of the complete proposal must be received in the Purchasing Department by October 26, 2026, 4:00 p.m. local time. The original and all copies must be submitted in a sealed envelope or container. The proposer’s complete return address must be included on the outer envelope or wrapper enclosing any materials submitted in response to this RFP. The outer envelope or wrapper should be addressed as follows:

Proposer Name Address Phone No.

Palm Beach County Board of County Commissioners Purchasing Department 50 South Military Trail, Suite 110 West Palm Beach, Florida 33415 ATTENTION: Bridget Williams, Procurement Manager RFP No. 26-039R/BW

Title: Turf Management for Okeeheelee Golf Course, Park Ridge

Golf Course, Osprey Point Golf Course, and John Prince Park Golf Learning Center

Due Date: October 26, 2026, 4:00 p.m. local time.

The Purchasing Department’s office hours are 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding holidays observed by the County.

Proposers are responsible for informing any commercial delivery services, if used, of all delivery requirements and for insuring that the required address information appears on the outer wrapper or envelope used by such service.

The Price Proposal Page(s) (Appendix A) must be signed by an officer of the company who is legally authorized to enter into a contractual relationship in the name of the proposer (“Authorized Person”).

The submission of a signed proposal by a proposer will be considered by the County as constituting a legal offer by the proposer to perform the required services at the proposed pricing identified therein.

1.9 CONTACT PERSON

The contact person for this RFP is Bridget Williams, Procurement Manager, at (561) 616- 6817, e-mail address bwilliams@pbc.gov, PUR-PurchTeam4@pbc.gov and PUR- Procure-Solicit@pbc.gov in the Purchasing Department.

Proposers are advised that from the date of release of this RFP until award of the contract, NO contact with County staff and/or designated Selection Committee members concerning this RFP is permitted, except as authorized by the contact person designated herein.

1.10 CONE OF SILENCE

Proposers are advised that the “Palm Beach County Lobbyist Registration Ordinance” prohibits a proposer or anyone representing the proposer from communicating with any County Commissioner, County Commissioner’s staff, or any County Employee authorized to act on behalf of the Board of County Commissioners to award this contract regarding its proposal, i.e., a “Cone of Silence”.

The “Cone of Silence” is in effect from the date/time of the deadline for submission of the proposal, and terminates at the time that the Board of County Commissioners, or a County Department authorized to act on their behalf, awards or approves a contract, rejects all proposals, or otherwise takes action which ends the solicitation process.

Proposers may, however, contact any County Commissioner, County Commissioner’s Staff, or any County Employee authorized to act on behalf of the Board of County Commissioners to award this contract via written communication, i.e., fax, e-mail, or U.S.

Mail.

Violations of the “Cone of Silence” are punishable by a fine of $250.00 per violation.

1.11 ADDITIONAL INFORMATION/AMENDMENT(S)

Any questions, comments (i.e., additional information or clarifications) must be made, in writing via fax, e-mail or U.S. Mail, no later than the date specified and to the address listed in the RFP Timetable (Section 1.7) or fax number or e-mail address listed for the Contact Person (Section 1.9) above. The request must contain the proposer’s name, address, phone number, facsimile number and e-mail address.

Facsimiles must have a cover sheet which includes, at a minimum, the proposer’s name, address, number of pages transmitted, phone number, facsimile number and e-mail address.

Changes to this RFP, when deemed necessary by the County, will be completed only by written Amendment(s) issued prior to the Deadline for receipt of proposals. Proposers should not rely on any representations, statements or explanation other than those made in the RFP or in any Amendment to this RFP. Where there appears to be a conflict between the RFP and any Amendment issued, the last Amendment issued shall prevail.

As they are issued, all Amendments to solicitations will be posted under the applicable solicitation on the County’s on-line Vendor Self-Service (VSS) system at https://pbcvssp.co.palm-beach.fl.us/webapp/vssp/AltSelfService. It is the sole responsibility of the proposer to routinely check VSS for any Amendments that may have been issued prior to the Deadline for receipt of proposals. The County shall not be responsible for the completeness of any RFP package not downloaded from VSS or obtained directly from the Palm Beach County Purchasing Department.

It is the proposer’s sole responsibility to assure receipt of all Amendments. The proposer should verify with the designated Contact Person (see Section 1.9) prior to entering a proposal that all Amendments have been received. Proposers are required to acknowledge the receipt of all Amendments as part of their proposal.

SECTION 2

GENERAL TERMS AND CONDITIONS

2.1 PROPOSAL GUARANTEE

Proposer guarantees their commitment, compliance, and adherence to all requirements of the RFP by submission of their proposal.

2.2 MODIFIED PROPOSALS

Proposer may submit a modified proposal to replace all or any portion of a previously submitted proposal until the Deadline for receipt of proposals. The County will only consider the latest proposal submitted.

2.3 WITHDRAWAL OF PROPOSALS

A proposal may be withdrawn only by written notification. Letters of withdrawal received after the Deadline for receipt of proposals will not be accepted unless the contract has been awarded to another vendor or no award has been made within ninety (90) days after the Deadline for receipt of proposals.

Unless withdrawn, as provided in this subsection, a proposal shall be irrevocable until the time that a contract is awarded.

2.4 LATE PROPOSALS, LATE MODIFIED PROPOSALS

Proposals and/or modifications to proposals received after the Deadline for receipt of proposals specified in the RFP Timetable (Section 1.7) are late and shall not be considered.

2.5 RFP POSTPONEMENT / CANCELLATION

The County may, at its sole and absolute discretion, reject any and all, or parts of any and all, proposals; waive any minor irregularities in this RFP or in the proposals received as a result of this RFP; postpone or cancel, at any time, this RFP process; or re-issue this

RFP.

2.6 COSTS INCURRED BY PROPOSERS

All expenses incurred with the preparation and submission of proposals to the County, or any work performed in connection therewith, shall be borne by the proposer. No payment will be made for proposals received, nor for any other effort required of or made by the proposers, prior to commencement of work as defined by a contract approved by the Board of County Commissioners.

2.7 PROPRIETARY/CONFIDENTIAL INFORMATION

Any material submitted in response to this Request for Proposal is considered a public document in accordance with Section 119.07, F.S. This includes material which the responding proposer might consider to be confidential. All submitted information that the responding proposer believes to be confidential and exempt from disclosure (i.e., a trade secret or as provided for in Section 119.07 and Section 812.081, F.S.) must be specifically identified as such. Upon receipt of a public records request for such information, a determination will be made as to whether the identified information is, in fact, confidential.

2.8 NEGOTIATIONS

The County may award a contract on the basis of initial proposals received, without discussions. Therefore, each submitted proposal should contain the proposer’s best price and technical offer.

2.9 RIGHT TO PROTEST

Any proposer may protest any recommendations for contract award by submitting a written protest to the Director of Purchasing within five (5) business days after posting the Notice of Intent to Award in accordance with Chapter 2, Article II, Section 2-55 of the Palm Beach County Code. Protests must be submitted in writing, addressed to the Director of Purchasing, via hand delivery, or mail using the Purchasing Department’s address noted in Section 1.10 PROPOSAL SUBMISSION of this RFP

2.10 SMALL BUSINESS ENTERPRISES (SBE) / SBD REQUIREMENTS

NOTE: The following provisions apply to the sections of the non-federally funded portions of this solicitation. All Small Business Enterprise (SBD) Program forms, including waiver and good faith effort forms and documentation are available on the Office of Small Business Development (OSBD) website:

https://discover.pbcgov.org/HED/osbd/Pages/Documents.aspx.

Item 1 – Policy The BCC adopted the Small Business Development Ordinance (SBD Ordinance), codified in Sections 2-80.20 through 2-80.28 (as may be amended) of the Palm Beach

County Code, which sets forth the County’s requirements for the SBD Program, and which is incorporated in this solicitation. The provisions of the SBD Ordinance are applicable to this solicitation, and has precedence over the provisions of this solicitation in the event of a conflict.

Item 2 – Proposal Submission Documentation If any subcontractors are utilized in performing work under the contract, bidders or respondents must complete Schedule 1 and Schedule 2, listing the work to be performed by any subcontractor, including SBE subcontractors.

SBE bidders or respondents submitting as prime contractors or consultants (Primes) are advised that they must complete Schedule 1 and Schedule 2, listing the work to be performed by their own workforce.

Schedules 1 and 2 must be submitted with the bid or proposal prior to the published bid or proposal due date and time.

Schedule 1 – List of Proposed Contractor and Subcontractor Participation A completed Schedule 1 must be submitted by the Prime and list the names of all subcontractors intended to be used in performance of the contract, if awarded, including the total proposed percentage of SBE participation. This schedule must also be used if an SBE Prime is performing all or any portion of the contract with their own workforce.

When a minimum mandatory API goal is applied, an improperly executed Schedule 1 will not count toward the established goal and may result in a determination of non-responsiveness to the solicitation.

Schedule 2 – Letter of Intent A completed and executed Schedule 2 is a binding document between the Prime and subcontractor (any tier) and should be treated as such. Each Schedule 2 must be executed by the Prime and by all proposed subcontractor. If the Prime is an SBE, a Schedule 2 must be submitted to document work to be performed by its own workforce.

All SBE(s) must specify, in detail, the type of work they will perform along with the dollar amount they will be compensated and/or percentage of work they will perform. If any subcontractor intends to subcontract any portion of their work, they are required to list the dollar amount and the name of the subcontractor on this Schedule. All named subcontractors on this Schedule must also complete and submit a separate Schedule 2.

The Prime may count toward its SBE goal 2nd and 3rd tiered certified SBE(s); provided that the Prime submits a completed and executed Schedule 2 for each SBE.

A detailed scope of work may be attached with an executed Schedule 2.

In the event of a conflict between Schedules 1 and 2 when calculating SBE participation, the information provided on Schedule 2 takes precedence.

In the event of mathematical error(s), the unit price, if available, shall prevail and the bidder or proposer’s total offer shall be corrected accordingly. If the County’s issuance of an alternate or change order on a project results in changes in the scope of work to be performed by a subcontractor listed at the time of bid submission, the Prime must submit a completed and executed Schedule 2 that specifies the revised scope of work to be performed by the subcontractor, along with the modified price and/or percentage.

SBE Goal Waiver Request

If proposer is unable to comply with the API(s) requirements as set forth in this solicitation, such proposer shall submit a request for a full or partial waiver as part of the proposer’s proposal package. Waiver requests not submitted at the time of bid or proposal submission shall not be considered. The Office of SBD shall review, evaluate, and render a written determination on the waiver request within seven (7) days of submittal. If the Office of SBD determines that adequate Good Faith Efforts have been demonstrated to warrant a waiver, the waiver shall be granted accordingly. If the Office of SBD determines that the respondent or bidder failed to submit documentation sufficient to demonstrate Good Faith Efforts, the request shall be denied and the prospective proposer shall be deemed non-responsive. The granting of a waiver shall apply solely to the proposer to whom it is issued and shall not, by itself, amend, reduce, or otherwise alter the API requirements applicable to other proposers.

After submission of a proposal, if proposer, through no fault of its own, is unable to meet the SBE participation specified in its proposal, then proposer must immediately seek substitute SBEs to fulfill the requirements and obtain the approval of the SBD Director. If, after reasonable Good Faith Efforts, as defined below, the proposer is unable to find an acceptable substitute SBE, a post-proposal opening waiver may be requested. The request shall document the reasons for the proposer’s inability to meet the goal requirement. In the event the proposer is found not to have performed Good Faith Efforts, as defined below, in its attempt to find a suitable substitute for the initial SBE proposed utilization, one (1) or more of the penalties and sanctions as set forth in the SBD Ordinance may be applied.

In the event of an adverse full or partial waiver request decision, the proposer shall have the right to request reconsideration of the adverse decision by the SBD Director. If the waiver denial is upheld, the proposer may request an appeal to a Special Master pursuant to section 2-55 of the Procurement Code by sending a written notice to the SBD Director, including the appropriate protest bond, and received within five (5) days of the issuance of the SBD Director’s Decision.. The solicitation due date shall be stayed pending the SBD Director’s reconsideration and Special Master appeal, as applicable.

Good Faith Efforts

Such waiver request shall include specified documentation that demonstrates satisfactory Good Faith Efforts, as defined below, were undertaken by proposer to comply with the requirements as described under the selected SBE Goal. The Good Faith Effort waiver request with instructions for submission to the Office of SBD, is located on the SBD website at http://discover.pbcgov.org/oebo/Pages/Documents.aspx.

Documentation Required for Good Faith Efforts

Documentation means documentation of the proposer’s intent to comply with the applicable API(s), including, but not limited to, the following:

(1) Documentation reflecting the contractor, respondent, or bidder's commitment to comply with SBE subcontracting goals for a particular solicitation or contract; and

(2) documentation of efforts made toward achieving EBO program goals (e.g., solicitations of proposals/qualification statements from SBEs; correspondence from SBEs documenting their unavailability to perform; documentation of efforts to subdivide work into smaller quantities for subcontracting purposes to enhance opportunities for SBEs;

documentation of the proposer’s posting of a bond covering the work of SBE subcontractors; documentation of efforts to assist SBEs with obtaining financing, bonding or insurance required; and documentation of communications with trade associations and consultants that represent the interests of SBE to identify qualified and available SBE subcontractors.

The Office of SBD will review Good Faith Efforts documentation and make determinations regarding adequacy.

2.11 PALM BEACH COUNTY OFFICE OF THE INSPECTOR GENERAL AUDIT

REQUIREMENTS

Pursuant to Palm Beach County Code, Section 2-421 - 2-440, as amended, Palm Beach County’s Office of Inspector General is authorized to review past, present and proposed County contracts, transactions, accounts, and records. The Inspector General’s authority includes, but is not limited to, the power to audit, investigate, monitor, and inspect the activities of entities contracting with the County, or anyone acting on their behalf, in order to ensure compliance with contract requirements and to detect corruption and fraud.

Failure to cooperate with the Inspector General or interfering with or impeding any investigation shall be a violation of Palm Beach County Code, Section 2-421 – 2-440, and punished pursuant to Section 125.69, F.S., in the same manner as a second degree misdemeanor.

2.12 RULES; REGULATIONS; LICENSING REQUIREMENTS

The proposer shall comply with all laws, ordinances and regulations applicable to the services contemplated herein, to include those applicable to conflict of interest and collusion. Proposers are presumed to be familiar with all federal, state and local laws, ordinances, codes and regulations that may in any way affect the services offered, to include Executive Order No. 11246 entitled “Equal Employment Opportunity” as amended by Executive Order No. 11375, and as supplemented by the Department of Labor Regulations (41 CFR, Part 60).

2.13 CRIMINAL HISTORY RECORDS CHECK

Pursuant to Palm Beach County Code Section 2-371 – 2-377, the Palm Beach County Criminal History Records Check Ordinance (“Ordinance”), the County will conduct fingerprint based criminal history record checks on all persons not employed by the County who repair, deliver, or provide goods or services for, to, or on behalf of the County.

A fingerprint based criminal history record check shall be conducted on all employees of contractors and subcontractors of contractors, including repair persons and delivery persons, who are unescorted when entering a facility determined to be either a critical facility ("Critical Facilities") or a criminal justice information facility ("CJI Facilities"), which are critical to the public safety and security of the County. County facilities that require this heightened level of security are identified in Resolution R2013-1470, R2015-0572 and R2024-0549, as may be amended. In October 2013, compliance with the requirements of the U.S. Federal Bureau of Investigation’s CJI Security Policy was added to the Ordinance, which includes a broad list of disqualifying offenses. The proposer is solely responsible for understanding the financial, schedule, implications, and/or staffing implications of this Ordinance. Further, the proposer acknowledges that its proposal price includes any and all direct or indirect costs associated with compliance of this Ordinance, except for the applicable FDLE/FBI fees that shall be paid by the County.

2.14 REVIEW OF PROPOSALS

Each proposal will be reviewed to determine if the proposal is responsive to the RFP.

Proposals deemed to be non-responsive will be rejected without being evaluated by the Selection Committee. A responsive proposal is one which has been signed, has been submitted by the specified submission time, and has provided the information required to be submitted with the proposal (as stated in Section 3). While poor formatting, poor documentation, and/or incomplete or unclear information may not be cause to reject a proposal without evaluation, such substandard submissions may adversely impact the evaluation of your proposal, especially information relating to establishing financial/business stability. Proposers who fail to comply with all of the required and/or desired elements of this RFP, do so at their own risk.

2.15 WAIVER OF MINOR IRREGULARITY

An irregularity in a proposer’s submitted proposal is deemed minor for purposes of correction when: (1) its waiver would not deprive the County of its assurance that the contract will be entered into, performed and guaranteed according to its specified requirements, and (2) the irregularity is of such a nature that its waiver would not adversely affect competitive proposals by placing a proposer in a position of advantage over other proposers or by otherwise undermining the necessary common standard of competition. Pricing errors are never considered a minor irregularity.

In situations where a proposal has incomplete, missing or unsigned required documents, which are deemed a minor irregularity, the Director of Procurement may allow the Proposer up to five (5) business days to correct said minor irregularity, per Section 2- 54(C)(6)(a)(2), Palm Beach County Code. The decision whether to waive a minor irregularity is within the sole discretion of the Director of Procurement.

2.16 EXCEPTIONS TO THE RFP

All exceptions taken must be specific, and the proposer must indicate clearly what alternative is being offered to allow the County a meaningful opportunity to evaluate the proposal. Proposers are cautioned that submitting an alternative proposal does not relieve the proposer from submitting the “Minimum Requirements” as stated in Section 3.

The County is under NO obligation to accept any proposed exceptions or alternatives.

2.17 SELECTION PROCESS

All proposals timely received will be reviewed first by the Purchasing Department to determine if each proposer has submitted the required information and met all Proposal Requirements (as stated in Section 3). Those proposals fulfilling the Proposal Requirements shall be referred to the Selection Committee for review and further consideration.

The Selection Committee will evaluate all responses to this RFP that meet the Proposal Requirements and are deemed responsive. The Selection Committee may evaluate all proposals based solely on the information submitted with the proposal. Accordingly, proposers are urged to ensure that their proposal contains all the necessary information for the Selection Committee to fairly and accurately evaluate each of the criteria listed below in Section 2.18. However, an oral presentation, additional written information, internal staff analysis, proposer presentations, outside consultants, and/or any other information may be required, at any time during the selection process, to help the Committee determine the final ranking of proposers. The Selection Committee may determine, as the result of additional information, that the impact of this information is significant and may be considered in the scoring and/or ranking, at the discretion of the Committee.

The Selection Committee shall meet in public session as necessary to score each proposal by reviewing each proposal against the evaluation criteria listed below, see Section 2.17. Upon completion of the Selection Committee’s review and discussion of all the responsive proposals submitted, each Selection Committee Member shall score each proposal and total the scores for each proposal. The proposals shall be assigned a ranking based upon the totals of each Selection Committee Member’s score for each proposal.

After the Selection Committee has developed an overall ranking for each proposer, the committee will then review, discuss, and declare the proposer ranked the highest as its “finalist” and make its recommendation for award of the contract.

2.18 EVALUATION CRITERIA

1. Experience / Qualifications Weight 25% (25 pts) Background / References (See Section 3.1)

2. Financial Plan Information Weight 10% (10 pts)

(See Section 3.2)

3. Key Personnel and Operations Weight 20% (20 pts) (See Section 3.3)

4. Price Proposal Weight 25% (25 pts) (See Section 3.7)

5. Small Business Enterprises Weight 15 % (15 pts) (See Section 2.10 and Exhibit C “API”s)

6. Business Location / Local Preference Weight 5 % ( 5 pts) (See Section 3.4)

2.19 AWARD OF CONTRACT

The award, if any, will be made to the responsive, responsible proposer whose proposal is considered to be the most advantageous to the County based on the Selection Committee’s opinion after review of every such proposal including, but not limited to, price.

Upon review and approval of the Selection Committee’s recommendation for award, the Purchasing Department will post the award recommendation at the Purchasing Department and on the Purchasing Department website at www.pbcgov.com/purchasing for a period of five (5) business days for review by interested parties prior to final approval of the award. The apparent successful proposer will be notified of the recommendation for award by mail. The recommended awardee shall provide documentation that demonstrates that the individual(s) executing the Contract has the authority to do so and to legally bind the recommended awardee. A contract must be completed and executed by the successful proposer and the County and, when appropriate, by the Board of County Commissioners before it becomes valid and effective. If these conditions and contract negotiations, if applicable, are not met and/or completed within a reasonable timeframe as determined by the County, the County may elect to cancel the Recommended Award to that proposer and make the award recommendation to the next most advantageous proposer. This process may continue until such time as the County has determined to cancel the procurement in its entirety. The official posting on the Purchasing Department website shall prevail if a discrepancy exists between the referenced listings.

2.20 DISCLOSURE OF OWNERSHIP INTERESTS

Pursuant to a directive by the Board of County Commissioners, the Disclosure of Ownership Interest affidavit (DOIA, Appendix F) must be completed on behalf of any individual or business entity that seeks to do business with the County when applicable.

Disclosure does not apply to nonprofit corporations, government agencies, or to an individual’s or entity’s interest in any entity registered with the Federal Securities

Exchange Commission or registered pursuant to Chapter 517, F.S., whose interest is for sale to the general public.

Upon request from the Purchasing Department, the recommended awardee shall submit a completed DOIA (Appendix F) within a reasonable time, as requested. If the recommended awardee fails to submit a completed DOIA in a timely manner, the County, at its sole discretion, may elect to cancel the Recommended Award.

2.21 STANDARD CONTRACT PROVISIONS (ATTACHMENT 1)

The selected proposer will be required to execute a contract similar to the attached Sample Standard Contract (Attachment 1). If a proposer has comments related to any of the provisions in this RFP and/or the Sample Standard Contract, comments must be made, in writing, no later than the date specified in the RFP Timetable (see Section 1.7).

The Sample Standard Contract provisions (general and specific) will be incorporated into any contract resulting from this RFP. Should any selected proposer and the County be unable to consummate a written contract, the County may proceed to the next most advantageous proposal as determined by the Selection Committee or issue a new solicitation or cancel the procurement process in its entirety.

2.22 COMMENCEMENT OF WORK

This RFP does not, by itself, obligate the County. The County’s obligation will commence when the contract is approved by the Board of County Commissioners or their designee and upon written notice to the proposer. The County may set a different starting date for the contract. The County will not be responsible for any work done by the proposer, even work done in good faith, if it occurs prior to the contract start date set by the County.

2.23 INSURANCE REQUIREMENTS

Prior to the effective date of the Contract, it shall be the responsibility of the successful proposer to provide evidence of the minimum amounts of insurance coverage specified in Attachment 1, Article 14, to Palm Beach County through the Contact Person set forth in Section 1.11, until otherwise notified by County.

The successful proposer shall, on a primary basis and at its sole expense, maintain in full force and effect, at all times during the life of this Contract, insurance coverages and limits (including endorsements) as described herein (see Attachment 1, Article 15). Failure to maintain the required insurance shall be considered default of the Contract. The requirements contained herein, as well as the County’s review or acceptance of insurance maintained by the successful proposer, are not intended to and shall not in any manner limit or qualify the liabilities and obligations assumed by the successful proposer under the Contract.

2.24 DRUG-FREE WORKPLACE CERTIFICATION

Proposers should submit, with their proposal, an executed Drug-Free Workplace Certification (Appendix E) indicating that the proposer has implemented a Drug-Free Workplace Program which meets the requirements of Section 287.087, F.S.

2.25 AUTHORIZED SIGNATURE

The authorized representative signature required on all offers and the Contract must be made by an officer of the company (if applicable).

2.26 PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL OR

IDEOLOGICAL INTERESTS IN GOVERNMENT CONTRACTING - F.S.

287.05701.

Proposers are hereby notified of the provisions of section 287.05701, Florida Statutes, as amended, that the County will not request documentation of or consider a Proposer’s social, political, or ideological interests when determining if the Proposer is a responsible Proposer. Proposers are further notified that the County's governing body may not give preference to a Proposer based on the Proposer’s social, political, or ideological interests.

2.27 DISCLOSURE OF FOREIGN GIFTS AND CONTRACTS WITH FOREIGN

COUNTRIES OF CONCERN

Pursuant to F.S. 286.101, as may be amended, by entering into a Contract or performing any work in furtherance hereof, the Proposer certifies that it has disclosed any current or prior interest of, any contract with, or any grant or gift received from a foreign country of concern where such interest, contract, or grant or gift has a value of $50,000 or more and such interest existed at any time or such contract or grant or gift was received or in force at any time during the previous five (5) years.

2.28 FEDERAL TERMS AND CONDITIONS

Proposers are hereby notified that Federal Terms and Conditions, as amended, will apply in the event federal funds apply to any good and/or service the County is seeking proposal for. Proposer certifies Proposer has read the Federal Terms and Conditions located located online at https://discover.pbcgov.org/purchasing.

SECTION 3

PROPOSAL REQUIREMENTS

PROPOSAL FORMAT AND CONTENT

Format

Proposer shall submit one (1) unbound original and one (1) electronic copy in pdf (CD or flash drive) of the complete proposal. Proposals should be typed and submitted on 8 ½” x 11” size paper. Copies should be bound using a single method of fastening (e.g., stapled, binder, etc.). Proposals should include only brief and concise narrative. The enclosure of elaborate or unnecessary verbiage or promotional material is discouraged.

Table of Contents

Proposals should contain a Table of Contents. The Table of Contents outlines, in sequential order, all of the areas of the proposal and it allows for clarity and ease of review of the proposal.

Letter of Transmittal

Proposals should contain a Letter of Transmittal addressed to Bridget Williams, Purchasing Manager and should, at a minimum, contain the following:

a. Identification of Proposer, including name, address and telephone number.

b. Proposed working relationship between proposer and subcontractors, if applicable.

c. Name, title, address, telephone/fax numbers and e-mail address of contact person during period of proposal evaluation.

d. Signed by a person authorized to bind proposer to the terms of the proposal.

Technical Proposal

Proposals shall contain all of the documents listed below, each fully completed, signed, and notarized as required. Failure of a proposer to provide the required information is considered sufficient cause to deem the proposal non-responsive.

The item(s) marked by an asterisk (*) should be a part of the proposal; however, if these items are omitted, the proposer must submit the item(s) upon request from the County within a time frame specified by the County (normally within two working days of request) or the proposal shall be deemed non-responsive. All other items must be submitted with the proposal or it shall be deemed non-responsive.

Notwithstanding these proposal requirements, the County reserves the right, at its sole discretion, to waive any minor irregularity relating to the proposal. Upon request, it shall be the responsibility of the proposer to address the determined minor irregularity within a time frame specified by the County (normally within two working days of request). Failure of a proposer to provide the required information within the specified time frame is considered sufficient cause to deem the proposal non-responsive.

Each of the following requirements should be addressed in separate sections of the proposal.

3.1 EXPERIENCE / QUALIFICATION / BACKGROUND / REFERENCES

INFORMATION

3.1.1 Each proposer shall submit a detailed statement of their experience, qualifications, and background with maintaining first class public/private daily fee golf course(s) or similar facilities within the past five (5) years.

*3.1.2 Each proposer should submit a minimum of three (3) references demonstrating that they successfully maintained golf course(s) in the warm season turf grass zone.

Each reference should include the following:

a. Name of client company, contact names, addresses, e-mail address, telephone/fax numbers, dollar amount of contracts and dates of service.

b. Scope of Work, types of services performed.

3.1.3 Each proposer shall identify litigation that proposer has been a party to in the past five (5) years which relate to their failure to provide in whole or in part the golf course maintenance services contracted or where the sum paid to any party exceeded $100,000, by vendors who claim they have not been paid for services rendered or products delivered, or a statement certifying that there have been no lawsuits, if that is the case.

3.1.4 Each proposer shall submit a list and description of up to six (6) golf courses, not including Palm Beach County owned golf courses, which they currently maintain in the warm season turf grass zone. The description shall minimally include the following for each contract:

a. Duration of Contract;

b. Scope of Services;

c. Number of golf holes;

d. Number of full-time staff;

e. Number of part-time staff.

3.1.5 Proposers may strength their proposal by providing additional supporting information such as the following for each contract:

a. Acres Maintained;

b. Annual contract price;

c. Type of turf grass cultivars;

d. Number of paid golf rounds during the last fiscal year;

e. The Highest advertised 18 hole green/cart fees for calendar year 2025;

f. Superintendent compensation and certification including salary, benefits, and bonuses;

g. The Golf Advisor star rating for the “Conditions of Overall Facilities” subcategory, if available.

3.1.6 Each proposer shall submit a detailed statement of their experience maintaining Audubon International certified golf courses, if any.

3.1.7 Each proposer shall submit any additional information demonstrating success in maintaining first class public/private daily fee golf courses or other similar facilities.

3.2 FINANCIAL PLAN INFORMATION

The proposer shall provide a detailed narrative description of its approach for maintaining and improving the golf facilities and shall include the following:

On Appendices G through K, an annual expense budget for the project broken down by each of the four (4) facilities which details the following cost centers: labor, materials, licensing, administration, and overhead and profit.

The sum of the expense budget should equal the proposer’s price proposal.

3.3 KEY PERSONNEL AND OPERATIONS INFORMATION

The proposer shall provide at a minimum:

3.3.1 Staffing/labor plan that details the number of staff by position…