Parts_I,II,III.pdf

INVITATION FOR BIDS (“IFB”) - PART I

IFB Part I Revised 10/11/23 Page 1 of 4

IFB #: 242559MN

IFB TITLE: PURCHASE AND INSTALLATION OF TURFGRASSES

1.0 PURPOSE

Sarasota County (“County”), a political subdivision of the State of Florida, will receive bids on the date indicated in OpenGov Procurement (“OpenGov”), the County’s electronic procurement portal, for the purpose of selecting a supplier to provide varieties of turfgrass pieces and related installation services on an “as-needed” basis for all of Sarasota County from University Parkway, Sarasota North, to Riverview Avenue South in Englewood. All varieties of turfgrass pieces shall have been harvested, delivered, and installed in accordance with the most current and accepted standards and practices of the horticultural industry.

Bidders are required to comply with Part II, Scope of Services/Work Specifications.

A public bid opening will be held in accordance with Florida Statutes §255.0518. The public bid opening will take place on the bid end date and time listed in OpenGov, or as soon thereafter as possible. The location of the public bid opening will be posted on the County’s Calendar of Events.

2.0 BIDDER

2.1 For the purpose of this IFB, the term “Bidder” (also identified as “Offeror”) is defined as the legal entity submitting a bid and/or identified on the electronic bid submittal.

2.2 Bidders intending to submit a bid as a joint venture with another company must provide documentation attesting to the formation of that joint venture with their bid submittal. For purposes of this solicitation, all vendors who make up the joint venture will be considered together as the Bidder.

2.2.1. Bidders proposing to engage in construction contracting as a joint venture or partnership must apply for registration with the State of Florida, Department of Business and Professional Regulation and any other state or local licensing agencies, as required by Florida State Statute 489.119, prior to the date bids are due.

3.0 QUALIFICATIONS

3.1 Required Experience

3.1.1. Bidder must provide two (2) references demonstrating their experience providing and installing turfgrasses within the past seven (7) years preceding the submission deadline in OpenGov.

IFB Part I Revised 10/11/23 Page 2 of 4

4.0 ALTERNATES

4.1 Unless otherwise specifically provided in Part II of this IFB, reference to any equipment, material, article or patented process, by trade name, brand name, make or catalog number, shall be regarded as establishing a minimum standard of quality and shall not be construed as limiting competition.

4.2 If a bidder wishes to make a substitution in the specifications, the bidder shall furnish to the County the name of the manufacturer, the model number, and other identifying data and information necessary to aid the County in evaluating the substitution. Any such substitution shall be subject to County approval. Substitutions shall be approved only if determined by the County to be equivalent to the prescribed specifications.

4.3 To be considered, substitutions must be submitted to the Procurement Contact listed in OpenGov no later than the Question Submission deadline listed in OpenGov. Substitutions must be identified by brand name, number, manufacturer and model, and shall include full descriptive information, brochures, and appropriate attachments. The County shall respond via addendum in OpenGov indicating whether the substitution has been approved or denied.

4.4 A bid containing a substitution that has not been approved by the County shall be disqualified

5.0 PRE-BID MEETINGS

All meetings and site visits will take place at the time, date, and location specified in the Solicitation Timeline posted in OpenGov.

6.0 SUBMITTAL INSTRUCTIONS

Refer to the Submittal Instructions section in OpenGov for instructions on how to submit a bid. Bidders are advised to review the General Terms and Conditions of Solicitations which are available in OpenGov.

7.0 SUBMITTAL DOCUMENTS

7.1 Vendor Questionnaire

All bidders must complete the required forms and information included in the Vendor Questionnaire section of OpenGov. Completed forms and other requested documents must be uploaded with bidder’s response in OpenGov. Bidders who fail to complete and upload required forms and documents or fail to provide responses to questions in the Vendor Questionnaire section of OpenGov may be found non-responsive.

7.2 Pricing

All bidders must complete the Pricing Table provided in OpenGov.

Bidders who fail to fully complete the pricing table in OpenGov may be found non-responsive.

IFB Part I Revised 10/11/23 Page 3 of 4

8.0 AWARD

8.1 It is the intent of the County to award a contract to the responsive and responsible bidder submitting the lowest total bid price. Unless otherwise noted, bidders must submit a price for every line item to be considered for award.

8.2 In the event of a tie, the IFB tie-breaking procedures identified in the Sarasota County Procurement Manual will apply.

8.2.1. To be considered, tied bidders will be required to provide documentation certifying they have implemented a drug-free workplace program meeting the requirements stipulated in Section 287.087, Florida Statutes. Documentation must be provided within the time specified by the County at the time of request.

8.3 Preferences

Bidders wishing to be considered for Local Business Preference or American Business Preference must complete and submit a Local & American Business Certification Form with their submittal. The Local & American Business Certification Form can be found in the Vendor Questionnaire section of OpenGov.

In awarding this bid, preference shall be given to local businesses and American businesses in accordance with Section 2-215 of the Sarasota County Procurement Code.

Local and American business preferences do not apply in the award of this bid due to grant funding requirements

8.4 Contract

A draft of the contract that the successful bidder(s) will be expected to sign (a Term Contract) is posted on the Procurement website shown below. The County may, at its sole discretion, select a different contract type or make revisions to the one referenced above following the recommended award of this solicitation.

https://www.scgov.net/government/procurement/contract-templates

9.0 PRICING

9.1 As applicable, all trip charges, mileage, vehicle charges, travel time and labor are to be included in the hourly rate. Only time on the job site may be charged.

9.2 As applicable, estimated usage for each item is listed in the bid. This is an estimated figure only and no guarantee is made or implied as to the actual quantities that will be acquired under resulting contracts.

Quantities listed herein are subject to increase or decrease during the term of the contract. In either occurrence, the Offeror will perform the work at the unit price as bid. The County, at its discretion, may authorize

IFB Part I Revised 10/11/23 Page 4 of 4 an initial contract for a greater not-to-exceed amount than that submitted by the Bidder.

10.0 COUNTY WORKPLACE COMPLIANCE

10.1 Smoking – Smoking is not permitted inside any County facility. Smoking is restricted to designated smoking areas outside a facility.

10.2 Parking – The Bidder’s representatives shall abide by all parking restrictions. The Bidder’s vehicles are subject to the same restrictions, limitations, fines and tickets as posted for any other vehicle. Where time limit restrictions exceed the required time to provide services, arrangements shall be made in advance.

10.3 Alcohol/Drugs – Service personnel under the influence of alcohol and/or non-prescription drugs are not permitted to work in County facilities.

Any person known or thought to be under these influences will be escorted off County property.

10.4 Security - The Bidder must adhere to all Sarasota County security procedures. The Bidder’s work force shall be made up of persons legally authorized to perform work in the United States. The Bidder shall, at the County’s request, submit the following information for each of their employees: name, date of birth, social security number and green card (if applicable).

10.5 Identification - The Bidder shall require all employees to visibly wear identification while on County property. Said identification shall contain a color photograph of the employee, the name of the employee and the name of the company. The Bidder shall require all employees to wear a company uniform, which shall include the name of the employee and the company. Persons not conforming to this requirement may be denied access to the building. Denial of access does not alleviate the Bidder’s responsibilities herein.

11.0 CONTINGENCY

Only applicable if this box is checked

If during the performance of construction or repair work, an unforeseen circumstance occurs that triggers an additional expense, a contingency of up to 10% may be allowed. Any use of contingency funds is subject to the written approval of the County project manager, and any unused contingency shall not be paid out as a part of any final payment.

PART II

SCOPE OF SERVICES

Revised 10/07/20 Part II Page 1 of 5

1. OVERVIEW

A. Contractor shall provide varieties of turfgrass pieces and related installation services on an as-needed basis for locations within Sarasota County from University Parkway to Riverview Avenue South in Englewood.

B. All varieties of turfgrass pieces shall have been harvested, delivered, and installed in accordance with the most current and accepted standards and practices of the horticultural industry as per Category I “List of Invasive Species” from the Florida Exotic Pest Plant Council (FLEPPC). Website:

http://www.invasive.org.

2. CONTRACTOR RESPONSIBILITIES

A. Contractor shall provide all personnel, materials, and equipment necessary to perform the services described herein. The County will provide Contractor with an estimate of amount and type of sod needed per work order, but Contractor is required to verify prior to commencing work.

B. Every Contractor crew must have at least one employee on site that can effectively communicate in English with the County staff and with the general public.

C. All employees of the Contractor shall be considered to be, at all times, the sole employees of the Contractor, under the Contractor’s sole direction.

D. Contractor shall ensure conditions on the work site reflect good housekeeping and safety practices at all times. The Contractor shall be responsible for all trash and debris disposal from the work site daily.

E. Contractor will coordinate work so that there is minimal to no interruption to daily work at any location.

F. Contractor is responsible for any damage to County or third-party property caused by the Contractor or their employees. Restoration shall be made to the County’s satisfaction.

G. Contractor is required to participate in performance and project report meetings as deemed necessary by the County.

H. Required Licenses/Certifications

i. Contractor must have at least one employee that holds a Florida Department of Transportation (FDOT) Intermediate Maintenance of Traffic or Intermediate Temporary Traffic Control (ITTC) certification.

Certification(s) must be in active status.

ii. Contractor must submit proof of required licenses or certification within three (3) business days after request from the County.

I. Contractor shall comply with FDOT Standards for Temporary Traffic Control (TTC) using the latest standards and the Manual of Uniform

Revised 10/07/20 Part II Page 2 of 5

Traffic Control Devices (MUTCD) in the County’s rights-of-way. Visit the FDOT website for details at http://www.dot.state.fl.us.

J. If applicable, the Contractor shall be compensated with a one-time fee per work order for performing TTC.

3. TURFGRASS AND INSTALLATION SERVICES

A. The County shall issue a work order for each location requiring turfgrass and installation services. Price per square feet for turfgrass shall include purchase (including pallet charge and credit for return), delivery, installation, grading, tamping or rolling, and any cleanup/restoration of the work site.

B. A minimum of 400 square feet of turfgrass (one pallet) pieces shall be installed at each location to restore the excavated area.

C. The County shall provide site preparation; however, Contractor shall be required to provide minor grading to assure a smooth transition between existing and new turfgrass pieces or for minor erosion between County preparation and Contractor installation at no additional cost to the County.

D. Upon written request by the County, Contractor shall use stakes or staples with the installation of turfgrass pieces on sloped terrain. All stakes or staples shall be biodegradable, with length to be determined by soil conditions. Stakes and staples shall be supplied by the Contractor and invoiced according to the fee schedule.

E. All turfgrass pieces installed on level terrain shall be rolled upon completion of installation.

F. Contractor’s turfgrass pieces shall be reasonably free of harmful nematodes and soil-borne insects. In addition, sod shall be free of noxious weeds and exotic pest plants, plant parts, or seeds as listed in the most current Category I “List of Invasive Species” from the Florida Exotic Pest Plant Council (FLEPPC). Website: http://www.invasive.org.

G. Contractor shall lay the turfgrass pieces without any gaps or space between sections. The Contractor shall not lay turfgrass pieces on top of turfgrass pieces or overlap corners.

H. Turfgrass pieces with visible signs of heating or dehydration will be rejected.

I. The County shall have the right to reject any turfgrass pieces of unacceptable quality in the sole opinion of the County. Examples include but are not limited to, any condition that will likely result in an unsuccessful planting or be diseased or insect-ridden.

J. Contractor shall notify the County prior to beginning each work order. The County will provide an inspector, who will visit project sites to ensure that schedules and performance comply with the contract.

K. Contractor shall correct work rejected by the County at no additional cost

Revised 10/07/20 Part II Page 3 of 5 to the County. Corrections shall occur within three (3) business days after written notice of deficiencies is given to the Contractor.

4. WORK ORDERS/RESPONSE TIME

A. Work orders shall be dispatched by means of an email or through the County’s work order management system.

B. Contractor shall respond by email to each work order request within two

(2) business days of notification.

C. Contractor shall respond onsite to each work order request where project-specific information will be verified (accurate measurements and turfgrass pieces or seed type), deliver the product, and begin each installation within five (5) business days after work order acceptance notification is sent to the County.

D. Contractor shall notify the County prior to beginning each work order. The County will provide an inspector, within five (5) business days, who will visit project work sites to ensure that schedules and performance follow the contract.

E. The County will accept the work at Final Inspection if the Contractor has satisfactorily completed work, corrected all deficiencies noted from prior inspection(s) (if any) and no new deficiencies are observed. The Contractor shall invoice for services performed.

5. HOURS OF WORK / INVOICING

A. Normal Business Hours are defined as Monday through Friday 7:00 a.m. – 5:00 p.m., except County observed Holidays.

B. Services shall be provided during Normal Business Hours.

6. INVOICING

A. Services shall be invoiced at the per square foot rate provided on the Fee Schedule.

B. Contractor shall only invoice at the rates listed on the Fee Schedule. All trip charges, mileage, vehicle charges, travel time, materials and labor shall be included in the per square foot rate.

7. WARRANTY

All work and materials provided by the Contractor shall be fully warrantied from the date of County’s acceptance of the work for a period of one year, or for the standard warranty period provided by the Contractor or by the materials manufacturer, whichever is greater.

Revised 10/07/20 Part II Page 4 of 5

8. COUNTY WORK MANAGEMENT SYSTEM

A. The County utilizes a computer-based work management system (WMS).

Contractor may opt to utilize the County’s WMS via an internet website for interacting with work orders and reporting performance.

B. Contractor may elect to attend a WMS training session provided by the County to learn how to properly use the County’s WMS to access work orders and report performance. This training session is expected to last no longer than four hours. The costs associated with training and utilization of the WMS shall be considered overhead and incidental to the contract. The County will not pay the Contractor for attending WMS training.

C. Contractor is not required to purchase or install software to utilize the County’s WMS. If utilizing the County’s WMS, Contractor shall maintain computing equipment with the following minimum specifications:

i. Hardware: Any tablet or personal computer running IOS 8 or Windows 7 or later;

ii. Software: Safari or Chrome

iii. Internet: High speed internet connection & power source

D. In the event of long-term unavailability of the County’s WMS, a spreadsheet-based reporting process may be substituted by the County.

i. The Contractor shall report completed work on the County’s provided spreadsheet and send completed work reports to the County inspector and Administrative Agent or designee.

ii. Inspections and any resulting deficiency will be emailed to the Contractor with an updated spreadsheet.

E. Contractor shall continue to report work status by email until notified by the County that the WMS is operational.

9. PRICE ADJUSTMENTS

A. Contractor may request a price adjustment in the event unforeseeable conditions result in a pricing disparity where the Contractor’s fully burdened cost would exceed the contract price or otherwise create conditions where the Contractor is unable to fulfill its contractual obligations.

i. Contractor must provide justification for the requested price adjustment to the County’s satisfaction. Such documentation may include, but is not limited to, documentation of supplier cost increases and anticipated duration of such increases.

ii. The County reserves the right to request that the Contractor provide any additional evidence it deems necessary for the appropriate consideration and approval of a price adjustment.

Revised 10/07/20 Part II Page 5 of 5

B. Price adjustments may be authorized by the County on a permanent basis or as a time-limited adjustment.

C. Approval of any requested price adjustment is at the sole discretion of the County.

D. An amendment shall be required for price adjustments to be made effective.

[END OF PART II]

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 1 of 2

CONTRACTOR’S INSURANCE

Contractor 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 coverage (including endorsements) and limits as described herein. These requirements, as well as the County’s review or acceptance of insurance maintained by Contractor, are not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this Contract.

Insurance requirements itemized in this Contract and required of the Contractor shall extend to all subcontractors to cover their operations performed under this Contract.

The Contractor shall be responsible for any modifications, deviations, or omissions in these insurance requirements as they apply to subcontractors.

Insurance carriers providing coverage required herein must be licensed to conduct business in the State of Florida and must possess a current A.M. Best’s Financial Strength Rating of A- Class VII or better.

Each insurance policy required by this Contract shall apply separately to each insured against whom claim is made and suit is brought, except with respect to limits of the insurer’s liability.

The Contractor shall be solely responsible for payment of all premiums for insurance contributing to the satisfaction of this Contract and shall be solely responsible for the payment of all deductibles and retentions to which such policies are subject.

Contractor shall furnish Certificates of Insurance to the County Administrative Agent evidencing the types and amounts of coverage, including endorsements, required by this Contract prior to commencement of work and prior to expiration of the insurance contract, when applicable. Such Certificate(s) of Insurance shall, to the extent allowable by the insurer, include a minimum thirty (30) day notice of cancellation (10 days for non-payment of premium) or non-renewal of coverage. Notwithstanding these notification requirements, the Contractor will be required to provide County with 5-day prior written notice of any policy cancellation or non-renewal.

The County reserves the right to review, modify, reject, or accept any required policies of insurance, including limits, coverage, or endorsements, herein from time to time throughout the term of this Contract. County reserves the right, but not the obligation, to review and reject any insurer providing coverage due to its poor financial condition or failure to operate legally.

A. WORKERS’ COMPENSATION: Contractor agrees to maintain Workers’ Compensation insurance in accordance with Florida Statutes, Chapter 440.

Employers Liability to be included with a minimum limit of $500,000 per accident/per disease/per employee. If work is to be performed over or adjacent to navigable water and involves maritime exposure, applicable LHWCA, Jones Act, or other maritime law coverage shall be included.

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 2 of 2

In the event the Contractor has “leased” employees, the Contractor or the employee leasing company must provide evidence of a Workers’ Compensation policy for all personnel on the worksite.

Contractors who are exempt from Florida’s Workers’ Compensation law must provide proof of such exemption issued by the Florida Department of Financial Services, Bureau of Workers’ Compensation.

B. COMMERCIAL GENERAL LIABILITY: Contractor agrees to maintain Commercial General Liability per ISO form CG0001 or its equivalent, including but not limited to coverage for premises and operations, personal injury, products & completed operations, liability assumed under an insured contract, and independent contractors with limits of not less than $1,000,000.00 each occurrence, $2,000,000.00 aggregate covering all work performed under this Contract. Contractor agrees to endorse Sarasota County Government as an additional insured on the Commercial General Liability coverage.

C. BUSINESS AUTOMOBILE LIABILITY: Contractor agrees to maintain Business Automobile Liability with limits not less than $1,000,000 combined single limit for each accident covering all Owned, Non-Owned & Hired automobiles used in the performance of this Contract. In the event Contractor does not own automobiles, Contractor agrees to maintain coverage for Hired & Non-Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy.

If the Contractor is shipping a product via common carrier, the contractor shall be responsible for any loss or damage sustained in delivery/transit.

[END OF PART III]