Pet-Friendly_Artificial_Turf_Installation_at_Main_Police_Station_(Addendum_#1_Revision).pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/pembrokepines

PET-FRIENDLY ARTIFICIAL

TURF INSTALLATION AT MAIN

POLICE STATION

QUICK QUOTE # PD-26-QQ-01

Issuance of Solicitation: Thursday, April 2, 2026

Questions Due Date: Monday, April 13, 2026

Bid Submission Deadline: Monday, April 20, 2026

THE CITY OF PEMBROKE PINES

PROCUREMENT DEPARTMENT

8300 SOUTH PALM DRIVE

PEMBROKE PINES, FLORIDA 33025

(954) 518-9020

Table of Contents

1. NOTICE

2. GENERAL PROJECT INFORMATION & TIMELINE

3. PURPOSE AND BACKGROUND

4. SCOPE OF WORK

5. PRICE PROPOSAL / BID TABLE

6. SUBMITTAL DOCUMENTS

7. INSURANCE REQUIREMENTS

8. SPECIAL TERMS & CONDITIONS

Attachments:

A - Area Photos

B - Site Surveys

C - Sample Insurance Certificate

D - Specimen Contract - Contractual Services Agreement

QQ # PD-26-QQ-01 SECTION 1 - NOTICE Page 3

City of Pembroke Pines

SECTION 1 - NOTICE

Notice is hereby given that the City of Pembroke Pines is seeking quotes for:

QQ # PD-26-QQ-01

Pet-Friendly Artificial Turf Installation at Main Police Station

Solicitations may be found on the City of Pembroke Pines website under the Procurement

Department at http://www.ppines.com/index.aspx?NID=667, and may be downloaded directly from the OpenGov platform at https://procurement.opengov.com/portal/pembrokepines.

For Technical Support, proposers can reach the OpenGov Service Desk between 7:00 am to 10:00 pm from Monday through Friday via the following methods:

o Chat (preferred method): Click the button in the lower right-hand corner of the portal.

o E-mail: procurement-support@opengov.com o Phone: 1 (650) 336-7167

If additional help is needed with downloading the solicitation package please contact the

Procurement Department at (954) 518-9020 or by email at purchasing@ppines.com. The

Procurement Department hours are between 7:00 am to 6:00 pm on Monday through Thursday and is located at 8300 South Palm Drive, Pembroke Pines, FL 33025.

Bidders shall submit all questions regarding this bid via the City's e-Procurement Portal, located at https://procurement.opengov.com/portal/pembrokepines. Please note the deadline for submitting questions. All answers will be posted on the City's e-Procurement Portal. Bidders may also click

“Follow” on this bid to receive an email notification when answers are posted. It is the bidder's responsibility to check the portal for updates. Only written responses issued through the OpenGov platform will be considered official for interpretations or clarifications.

Proposals will be accepted until 2:00 pm on Monday, April 20, 2026, electronically at https://procurement.opengov.com/portal/pembrokepines/projects/252146.

http://www.ppines.com/index.aspx?NID=667 https://procurement.opengov.com/portal/pembrokepines mailto:procurement-support@opengov.com mailto:purchasing@ppines.com https://procurement.opengov.com/portal/pembrokepines/projects/252146

QQ # PD-26-QQ-01SECTION 2 - GENERAL PROJECT INFORMATION & TIMELINE Page 4

SECTION 2 - GENERAL PROJECT INFORMATION & TIMELINE

2.1 Project Timeline

The work shall be completed within TBD calendar days from issuance of the City's Notice to

Proceed (NTP), with an estimated start date of May 15, 2026.

2.2 Tentative Schedule of Events

Issuance of Solicitation (Posting Date): April 2, 2026

Pre-Bid Meeting (Mandatory): April 9, 2026, 10:00am

9500 Pines Blvd, Pembroke Pines, FL

33024

Question Due Date: April 13, 2026, 2:00pm

Issuance of Final Answers to Questions: April 15, 2026

Bid Submission Deadline: April 20, 2026, 2:00pm

2.3 Mandatory Pre-Bid Meeting/Site Visit

There will be a MANDATORY scheduled pre-bid meeting on Thursday, April 9, 2026 at 10:00

am. Meeting location will be at the 9500 Pines Blvd, Pembroke Pines, FL 33024

A. Proof of Attendance: Contractors may be required to sign in at any of the meetings to show proof of attendance. It is the Contractor’s responsibility to make sure that they sign in at the meeting.

2.4 Follow-Up Pre-Bid Meeting(s)

Follow-Up Meetings: In the event that a Contractor cannot attend the scheduled pre-bid meeting, or if a Contractor would like a follow up visit to the site, they may request a site visit by contacting

Daniel Deleon at (954) 518-9061 Ext: 59021. We urge all Contractors to attend the scheduled meeting, as a separate or follow-up meeting may not be afforded to the requester due to scheduling and availability of staff to assist with any additional meetings. In addition, if making a request for a separate or follow-up meeting, Contractors are urged to make these requests as early as possible.

2.5 Grant/Federal Funding

Not applicable for this project.

2.6 Proposal Security/Bid Bond

A Proposal Security shall not be required for this project.

QQ # PD-26-QQ-01SECTION 2 - GENERAL PROJECT INFORMATION & TIMELINE Page 5

2.7 Payment and Performance Bonds

Payment and Performance Bonds shall not be required for this project.

QQ # PD-26-QQ-01 SECTION 3 - PURPOSE AND BACKGROUND Page 6

SECTION 3 - PURPOSE AND BACKGROUND

3.1 Purpose

The City of Pembroke Pines is seeking quotes from qualified firms, to install pet-friendly artificial turf, in accordance with the terms, conditions, and specifications contained in this solicitation.

3.2 Background

Pembroke Pines, Florida, ranked as the eleventh largest city among the state's four hundred plus municipalities and the second largest in Broward County, maintains a welcoming small-town ambiance that resonates with its residents. Located conveniently in southwest Broward County, the city provides seamless access to major highways, employment centers, entertainment venues, parks, golf courses, and a diverse array of dining and shopping options.

With a population of approximately 170,000 residents spread across 32.68 square miles, Pembroke

Pines is renowned as one of the best cities to live in America. The city boasts 28 superior parks, lush landscaping, and a distinctive South Florida charm that contributes to its natural beauty. Notably recognized as 2024's Best Place to Raise a Family in Florida, and 2024's Best City of Hispanic

Entrepreneurs by WalletHub, Pembroke Pines also earned a place as the on Money Magazine's esteemed Best Places to Live list in 2014, as the sole Florida representative, ranking in at #32 in the nation.

Incorporated in 1960, Pembroke Pines is celebrated as a safe and desirable community, having received accolades such as the All-America City designation. The city's commitment to arts and culture, exceptional schools, diverse population, numerous parks, and forward-thinking approach in an ever-evolving world make it a standout destination.

Pembroke Pines is also the home to the largest municipal-run charter school system in the nation, serving over 6,000 students across five separate campuses. The City’s award-winning charter school system is located in the Broward County School District, which is the sixth largest school district in the nation.

QQ # PD-26-QQ-01 SECTION 4 - SCOPE OF WORK Page 7

SECTION 4 - SCOPE OF WORK

4.1 General Requirements

• Turf area is approximately 1950 sq ft.

• Photos of the installation area are available under Attachment A - Area Photos.

• The City shall be responsible for root removal on site prior to installation.

• Installed turf shall be flush to all concrete posts and structures with less than a 4" gap between grades to prevent tripping hazards.

• Junction boxes located on site will be lowered to grade by the City and shall not be covered by the installation.

• Permitting: A permit is required and must be submitted to our Engineering Department for review.

o Site survey diagrams are available in the Attachments section under Attachment B - Site

Surveys.

• Vendors are responsible for locating and protecting all underground cables and utilities.

o The awarded vendor shall call 811 for assistance will all utility locations.

• The vendor is responsible for all plans, submittals, and permit fees.

o The City will be waiving permit fees for this project.

o The awarded vendor will need to schedule an inspection once installation of the artificial turf is complete. The City will provide a refund for inspections scheduled during City business hours, Monday - Thursday from 7:00 AM to 6:00 PM.

o The City will not provide a refund for fees associated with inspections scheduled outside of City business hours.

o A general contractor's license is not required to be eligible for submission. Turf companies with the appropriate insurance requirements are eligible to bid.

• Timeline & Payment Terms: Include your estimated project duration and payment terms.

o Please note: the City of Pembroke Pines operates on Net 30 terms.

4.2 Material Standards

Minimum Material Standards (Sub-base):

• Remove all existing vegetation from the site.

QQ # PD-26-QQ-01 SECTION 4 - SCOPE OF WORK Page 8

• Excavate at least 4"–6" of dry ground.

• Construct a proper subbase, including:

o Compacted crushed stone or gravel o Topping layer of sand or granite fines for leveling and drainage

• Ensure a slight slope is maintained to direct water away from the turf

• Do not use nails or staples to secure the turf edges due to pet use.

• Turf must be suitable for full sun exposure and heavy pet activity, including running and bathroom use.

• Include odor control solutions, such as deodorizing infill (e.g., zeolite-based or Envirofill) or a maintenance plan to prevent odor buildup.

Minimum Material Standards (Turf):

• Turf Fiber: Polyethylene or nylon

• Pile Height: Minimum: 1.25" – Maximum: 2" (shorter preferred for cleaning)

• Face Weight: Minimum: 40 oz/sq yd – higher density preferred

• Backing: Polyurethane (preferred for water resistance and durability)

• Infill: Must be antimicrobial, pet-safe, and odor-controlling

• Drainage: Turf must support at least 30” per hour drainage rate

• UV Resistance: Turf must be UV-stabilized for direct sun exposure

• Durability: Turf must be rated for high-traffic, pet-specific use

• Product Warranty: Minimum 15-year manufacturer warranty

• Installation Warranty: Minimum 1-year workmanship warranty

Note: Poured in place rubber will not be considered as an alternative material. Pet-friendly artificial turf as described in the minimum material standards will be the only type of material accepted.

QQ # PD-26-QQ-01 SECTION 5 - PRICE PROPOSAL / BID TABLE Page 9

SECTION 5 - PRICE PROPOSAL / BID TABLE

The vendor must provide their pricing electronically through the designated line items listed on the

Bid Sheet/Pricing Table via the City's e-Procurement portal on OpenGov.

Vendor Notes: The bid tables includes a “Vendor Notes” column for any additional comments regarding the requested line item(s). A comment is preferred in the “Vendor Notes” column. If the vendor does not need to submit any comments, they may leave it blank or enter N/A or similar.

Primary Responses: The initial Bid Table is for the primary responses so that the vendors can submit the requested goods and/or services.

ARTIFICIAL TURF INSTALLATION

Line Item Description Quantity Unit of

Measure Unit Cost Total Vendor

Notes

1 Lump Sum - Sub-base installation

1 LS

2 Lump Sum - Artificial

Turf Installation

1 LS

3 Permits (City permit fees are waived, however there are government fees assessed related to permits. Please estimate the cost here.)

1 LS

TOTAL

QQ # PD-26-QQ-01 SECTION 6 - SUBMITTAL DOCUMENTS Page 10

SECTION 6 - SUBMITTAL DOCUMENTS

Bids must be submitted electronically at https://procurement.opengov.com/portal/pembrokepines on or before 2:00 pm on Monday, April 20, 2026. Please note vendors should be registered on

OpenGov under the name of the organization that they are operating as and it should match the organization name on the documents that they are submitting and utilizing when responding to the solicitation. In addition, the vendor must complete the required documents in this section and provide any additional information requested throughout this solicitation. Any additional information requested in the solicitation should be scanned and uploaded. The City recommends for proposers to submit their proposals as soon as they are ready to do so. Please allow ample time to submit your proposals on the https://procurement.opengov.com/portal/pembrokepines website. Proposals may be modified or withdrawn prior to the deadline for submitting Proposals.

PLEASE DO NOT SUBMIT ANY PROPOSALS VIA MAIL, E-MAIL OR FAX.

Prospective proposers interested in responding to this solicitation are requested to provide all of the applicable information listed in this section. Submittals that do not respond completely to all of the requirements specified herein may be considered non-responsive and eliminated from the process.

Brevity and clarity are encouraged.

1 VENDOR REGISTRATION

1.1 Do you currently have a City of Pembroke Pines Vendor Number registered in the

PaymentWorks System?*

▪ The City of Pembroke Pines utilizes OpenGov as its e-Procurement platform for solicitation and bid submission purposes. However, please be advised that vendor registration for onboarding and processing payments is handled separately through the City's Accounts Payable Division using PaymentWorks, a secure online vendor management platform.

▪ All vendors that will be submitting invoices and requiring payments from the City are required to register on the PaymentWorks platform. If the vendor is not currently registered with the City via PaymentWorks and does not have a Vendor Number, the

City will have to invite the vendor to register.

▪ For formal solicitations such as this project, the Procurement Department will send

PaymentWorks registration invitations to vendor(s) who are under active consideration for award. Please be aware that not all vendors who submit proposals will receive an invitation, in order to manage system usage and avoid onboarding vendors who are unlikely to receive payments from the City.

▪ Invitations will typically be sent to the contact listed on the submitted Vendor

Information Form.

☐ Yes https://procurement.opengov.com/portal/pembrokepines https://procurement.opengov.com/portal/pembrokepines/projects/252146/document?section=2412953

QQ # PD-26-QQ-01 SECTION 6 - SUBMITTAL DOCUMENTS Page 11

☐ No

*Response required

When equals "Yes"

1.1.1 What is your Vendor Number?*

*Response required

2 OPTIONAL DOCUMENTATION

2.1 ALTERNATIVES

a. If you are submitting an alternative product, please upload any related information in this section (such as specification sheets, etc.).

b. In addition, pursuant to the “Brand Names” Section included in the GENERAL

TERMS AND CONDITIONS Section if and wherever in the specifications a brand name, make, name of manufacturer, trade name, or vendor catalog number is mentioned, it is for the purpose of establishing a grade or quality of material only. Since the City does not wish to rule out other competition and equal brands or makes, the phrase “OR EQUAL” is added. However, if a product other than that specified is bid, Proposers shall indicate on their proposal and clearly state the proposed substitution and deviation. It is the vendor’s responsibility to provide any necessary documentation and samples within their bid submittal to prove that the product is equal to that specified. Such samples are to be furnished before the date of bid opening, unless otherwise specified. Additional evidence in the form of documentation and samples may be requested if the proposed brand is other than that specified. The City retains the right to determine if the proposed brand shall be considered as an approved equivalent or not.

2.2 ADDITIONAL INFORMATION

a. Please provide any additional information that you deem necessary to complete your proposal in this section, if it has not been requested in another section.

2.3 PROFESSIONAL LICENSES

a. If applicable, please upload any professional licenses that may be required to perform the services outlined in the solicitation.

https://procurement.opengov.com/portal/pembrokepines/projects/252146/document?section=undefined https://procurement.opengov.com/portal/pembrokepines/projects/252146/document?section=undefined

QQ # PD-26-QQ-01 SECTION 7 - INSURANCE REQUIREMENTS Page 12

SECTION 7 - INSURANCE REQUIREMENTS

7.1 General Indemnification

The Contractor shall indemnify and hold harmless the CITY and its officers, employees, agents and instrumentalities from any and all liability, losses or damages, including attorneys' fees and costs of defense, which the CITY or its officers, employees, agents or instrumentalities may incur as a result of claims, demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting from the performance of this Agreement by the Contractor or its employees, agents, servants, partners, principals or subcontractors. The Contractor shall pay all claims and losses in connection therewith and shall investigate and defend all claims, suits or actions of any kind or nature in the name of the CITY, where applicable, including appellate proceedings, and shall pay all costs, judgments, and attorneys’ fees which may issue thereon. The Contractor expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided by the Contractor shall in no way limit the responsibility to indemnify, keep and save harmless and defend the CITY or its officers, employees, agents and instrumentalities as herein provided.

7.2 Insurance Coverage

A. Contractor shall not commence work under this Agreement until it has obtained all insurance required under this paragraph and such insurance has been approved by the Risk

Manager of the CITY nor shall the Contractor allow any subcontractor to commence work on any subcontract until all similar such insurance required of the subcontractor has been obtained and similarly approved.

B. Certificates of Insurance, reflecting evidence of the required insurance, shall be filed with the

CITY’s Risk Manager prior to the commencement of this Agreement. Policies shall be issued by companies authorized to do business under the laws of the State of Florida. The insurance company shall be rated no less than “A” as to management, and no less than “Class

VI” as to financial strength according to the latest edition of Best’s Insurance Guide published by A.M. Best Company.

C. Certificates of Insurance shall provide for thirty (30) days’ prior written notice to the CITY in case of cancellation or material changes in the policy limits or coverage states. If the carrier cannot provide thirty (30) days’ notice of cancellation, either the Contractor or their

Insurance Broker must agree to provide notice.

D. Insurance shall be in force until all obligations required to be fulfilled under the terms of the

Agreement are satisfactorily completed as evidenced by the formal acceptance by the

CITY. In the event the insurance certificate provided indicates that the insurance shall terminate and lapse during the period of this Agreement, the Contractor shall furnish, at least forty-five (45) days prior to the expiration of the date of such insurance, a renewed certificate of insurance as proof that equal and like coverage for the balance of the period of

QQ # PD-26-QQ-01 SECTION 7 - INSURANCE REQUIREMENTS Page 13 the Agreement and extension thereunder is in effect. The Contractor shall neither commence nor continue to provide any services pursuant to this Agreement unless all required insurance remains in full force and effect. Contractor shall be liable to CITY for any lapses in service resulting from a gap in insurance coverage.

E. Contractor shall be required to obtain all applicable insurance coverage, as indicated in the sections below, prior to commencing any work pursuant to this Agreement.

7.3 Comprehensive General Liability Insurance

Comprehensive General Liability Insurance written on an occurrence basis including, but not limited to: coverage for bodily injury and property damage, personal & advertising injury, products & completed operations, and contractual liability. Coverage must be written on an occurrence basis, with limits of liability no less than:

A. Each Occurrence Limit - $1,000,000

B. Fire Damage Limit (Damage to rented premises) - $100,000

C. Personal & Advertising Injury Limit - $1,000,000

D. General Aggregate Limit - $2,000,000

E. Products & Completed Operations Aggregate Limit - $2,000,000

Products & Completed Operations Coverage shall be maintained for the later of three (3) years after the delivery of goods/services or final payment under the Agreement. (For Construction projects:

Increase to ten (10) years and include a Designated Construction Project(s) General Aggregate

Limit)

The City of Pembroke Pines must be shown as an additional insured with respect to this coverage. The CITY’s additional insured status shall extend to any coverage beyond the minimum limits of liability found herein.

7.4 Workers’ Compensation and Employers’ Liability Insurance

Workers’ Compensation and Employers’ Liability Insurance covering all employees, and/or volunteers of the Contractor engaged in the performance of the scope of work associated with this

Agreement. In the case any work is sublet, the Contractor shall require the subcontractors similarly to provide Workers’ Compensation Insurance for all the latter’s employees unless such employees are covered by the protection afforded by the Contractor Coverage for the Contractor and all subcontractors shall be in accordance with applicable state and/or federal laws that may apply to

Workers’ Compensation Insurance with limits of liability no less than:

A. Workers’ Compensation: Coverage A – Statutory

B. Employers Liability: Coverage B

$500,000 Each Accident

QQ # PD-26-QQ-01 SECTION 7 - INSURANCE REQUIREMENTS Page 14

$500,000 Disease – Policy Limit

$500,000 Disease – Each Employee

If Contractor claims to be exempt from this requirement, Contractor shall provide CITY proof of such exemption along with a written request for CITY to exempt Contractor, written on Contractor letterhead.

7.5 Comprehensive Auto Liability Insurance

Comprehensive Auto Liability Insurance covering all owned, non-owned and hired vehicles used in connection with the performance of work under this Agreement, with a combined single limit of liability for bodily injury and property damage no less than:

A. Any Auto (Symbol 1)

Combined Single Limit (Each Accident) - $1,000,000

B. Hired Autos (Symbol 8)

Combined Single Limit (Each Accident) - $1,000,000

C. Non-Owned Autos (Symbol 9)

Combined Single Limit (Each Accident) - $1,000,000

If work under this Agreement includes transportation of hazardous materials, policy shall include pollution liability coverage equivalent to that provided by the latest version of the ISO pollution liability broadened endorsement for auto and the latest version of the ISO Motor Carrier Act endorsement, equivalents or broader language.

If Contractor requests reduced limits under a Personal Auto Liability Policy and it is agreed to by the CITY, coverage shall include Bodily Injury limits of $100,000 per person/$300,000 per occurrence and Property Damage limits of $300,000 per occurrence.

7.6 Umbrella/Excess Liability Insurance

Umbrella/Excess Liability Insurance in the amount of $2,000,000 as determined appropriate by the

CITY depending on the type of job and exposures contemplated. Coverage must be follow form of the General Liability, Auto Liability and Employer’s Liability. This coverage shall be maintained for a period of no less than the later of three (3) years after the delivery of goods/services or final payment pursuant to this Agreement.

The City of Pembroke Pines must be shown as an additional insured with respect to this coverage. The CITY’s additional insured status shall extend to any coverage beyond the minimum limits of liability found herein.

7.7 Environmental/Pollution Liability Insurance

Environmental/Pollution Liability insurance shall be required with a limit of no less than $1,000,000 per wrongful act. Coverage shall include: Contractor’s completed operations, sudden, accidental

QQ # PD-26-QQ-01 SECTION 7 - INSURANCE REQUIREMENTS Page 15 and gradual pollution conditions. This coverage shall be maintained for a period of no less than the later of three (3) years after the delivery of goods/services or final payment pursuant to this

Agreement. Retroactive date, if any, to be no later than the first day of service to the CITY. (Limit to align with size and scope of the Agreement and exposure inherent with operation/services being performed. For Construction projects: Increase to ten (10) years)

The City of Pembroke Pines must be shown as an additional insured with respect to this coverage. The CITY’s additional insured status shall extend to any coverage beyond the minimum limits of liability found herein.

7.8 Required Endorsements

A. The City of Pembroke Pines shall be named as an Additional Insured on each of the Liability

Policies required herein.

B. Waiver of all Rights of Subrogation against the CITY.

C. Thirty (30) Day Notice of Cancellation or Non-Renewal to the CITY.

D. Contractor’s policies shall be Primary & Non-Contributory.

E. All policies shall contain a “severability of interest” or “cross liability” clause without obligation for premium payment of the CITY.

F. The City of Pembroke Pines shall be named as a Loss Payee on all Property and/or Inland

Marine Policies as their interest may appear.

7.9 Additional Requirements

A. Any and all insurance required of the Contractor pursuant to this Agreement must also be required by any subcontractor in the same limits and with all requirements as provided herein, including naming the CITY as an additional insured, in any work that is subcontracted unless such subcontractor is covered by the protection afforded by the

Contractor and provided proof of such coverage is provided to CITY. The Contractor and any subcontractors shall maintain such policies during the term of this Agreement.

B. The CITY reserves the right to require any other additional types of insurance coverage and/or higher limits of liability it deems necessary based on the nature of work being performed under this Agreement.

C. The insurance requirements specified in this Agreement are minimum requirements and in no way reduce any liability the Contractor has assumed in the indemnification/hold harmless section(s) of this Agreement.

QQ # PD-26-QQ-01 SECTION 8 - SPECIAL TERMS & CONDITIONS Page 16

SECTION 8 - SPECIAL TERMS & CONDITIONS

8.1 OWNER'S CONTINGENCY

While the specifications contained in this solicitation and any ensuing Purchase Orders or contracts have incorporated all anticipated work to be accomplished, there may be unanticipated work required of the Contractor in conjunction with a specific project. For this reason, the City

Commission may award a project with an “Owner’s Contingency”. This contingency or allowance authorizes the City execute change orders up to the amount of the contingency without the need to obtain additional Commission approval. The Owner’s Contingency is usually based on a specified percent of the proposed project amount and is established for the specific project being performed under the contract. This dollar amount shall be shown on the specific project purchase order as a distinct item from the Contractor’s overall offer to determine the total potential dollar value of the contract. It is hereby understood and agreed that the Contractor shall not expend any dollars in connection with the Owner’s Contingency without the expressed prior approval of the City’s authorized representative. Any Owner’s Contingency funds that have not been utilized at the end of the project will remain with the Owner, the Contractor shall only be paid for the proposed project cost as approved by the City Commission along with any Owner Contingency expenses that were approved by the City’s authorized representative.