RFQ_Artificial_Turf_Scope_Cultural_Center.pdf

City of Oviedo – Artificial Turf Installation Cultural Center

The City of Oviedo is seeking quotes from a qualified vendor to purchase and perform turnkey installation of an estimated 5,800 square feet of artificial turf for the side stage lawn of the Oviedo Amphitheatre & Cultural Center; this area does experience high foot traffic throughout the year. There will be a future sidewalk installed on the west side of the lawn on the lakeside. Submittals shall include all service/installation warranty information and upkeep documentation.

City Parks staff will remove and/or cap any existing irrigation heads prior to the start of the project. Vendor must measure and verify exact square footage for exact pricing. Vendors can email purchasing@cityofoviedo.net to schedule and meet with Recreation & Parks Staff for measurement verifications.

Scope:

• Removal and disposal of all existing grass and soil to appropriate levels of 3”- 4” for aggregate subbase drainage system.

• Install appropriate subbase aggregate drainage system with a combination of .57 stone, topped with fine drain rock.

• Install appropriate linear feet of composite Nailer board to ensure secure turf perimeter attachment.

o Install appropriate linear feet of composite Nailer board around base of four (4) palm trees and two pole lights to ensure turf attachment.

• Secure turf installation with all appropriate fasteners, seam tape, and turf bond adhesive to ensure turf attachment and durability.

• After full installation of subbase drainage system and artificial turf an application of silica sand at a minimum of one (1) pound per square foot.

Artificial turf specifications:

Color: Field Green

Acceptable Pile Height: .5”-1.5” (product and pile height to be approved by City)

Vendors may submit multiple quotes for the different variations of pile height and turf specifications.

The City may request samples of proposed turf and turf specifications after reviewing submittals.

mailto:purchasing@cityofoviedo.net

Terms:

1. Vendor must be a qualified contractor with demonstrated experience in artificial turf installation.

2. All work shall comply with applicable federal, state, and local laws, codes, and regulations.

3. The bid amount are approximate, and that some events may not be ordered due to cancellation of programs, etc.

4. Quantities indicated on the scope are estimated only. Vendor will deliver quantities as they may be ordered with the assumption that actual quantities may be higher or lower.

5. Products shall be inspected upon delivery and any defects found shall be replaced at no expense to the

City of Oviedo.

6. All prices listed below shall include permitting and fees required by the City of Oviedo.

7. Agree to the Terms and Conditions on the Draft Work Order “Attachment A”.

Amount Total: $_____________________________

Amount total in Words: ___________________________________________

Vendor Name: ______________________________________________________________________

Vendor Address: ____________________________________________________________________

City/State/Zip: _____________________________________________________________________

Telephone Number: ________________________________________________________________

Email Address: _____________________________________________________________________

QUOTE IS DUE BACK BY 2:00 p.m. ON Thursday, January 15, 2025

RETURN QUOTE TO: purchasing@cityofoviedo.net

Vendor Signature Print Name and Title

Date mailto:purchasing@cityofoviedo.net

Contractor’s Initials: _________

Page | 1 of 9 Standard Work Order, Rev. 12/4/25

CITY OF OVIEDO FLORIDA

400 ALEXANDRIA BLVD • OVIEDO, FLORIDA 32765

407-971-5555 • WWW.CITYOFOVIEDO.NET

WORK ORDER NUMBER: DATE:

PROJECT:

CONTRACTOR/CONSULTANT:

Execution of this Work Order (“Agreement”) by the CITY OF OVIEDO, FLORIDA (the “City”) shall serve as authorization of CONTRACTOR/CONSULTANT (the “Contractor”) to provide for the above project, services and work as set out in the documents which are attached and made a part hereof. The City and the Contractor are collectively referred to herein as the “Parties” or individually as a “Party.” All services, programs and activities of the City are offered and solicited without regard to race, color, national origin, age, sex, religion, disability or family status in accordance with the City’s Title VI Nondiscrimination Policy, Plan and Procedure.

Contractor shall provide said services pursuant to this Work Order and its attachment(s) to the City which is/are incorporated herein by reference as if fully set out in its entirety. In the event of a conflict between the terms of this Work Order and any attachments hereto, this Work Order shall prevail. The terms and conditions set forth on the City’s website are also fully incorporated herein.

ATTACHMENTS:

[ ] EXHIBIT A: SCOPE OF SERVICES

[ ] EXHIBIT B: PROJECT STATUS REPORT

[ ] EXHIBIT C: RATE SCHEDULE

[ ] EXHIBIT D: INSURANCE CERTIFICATE/ENDORSEMENTS

[ ] OTHER

TIME FOR COMPLETION/TERM: The work authorized by this Work Order shall be completed within 365 days from the notice to proceed issued by the City OR the date of the issuance of this Work Order.

COMPENSATION: The City shall compensate Contractor a fixed fee in the amount of _____________________________________ Dollars ($0.00) for the goods and services required under this Work Order. Contractor shall perform all work and provide all associated goods as required by this Work Order. In no event, shall Contractor be paid more than the fee set forth above. Compensation shall occur according to the method described in the City’s terms and conditions listed on the City website.

Attachment "A

Page | 2 of 9 Standard Work Order, Rev. 12/4/25

INDEMNITY: The Contractor shall defend, indemnify and hold harmless the City and all of its officials, officers, agents and employees from and against all claims, liability, loss and expense, including reasonable costs, collection expenses, attorneys’ fees, and court costs which may arise because of the negligence (whether active or passive), misconduct, or other fault, in whole or in part (whether joint, concurrent, or contributing), of the Contractor, its officers, agents or employees in performance or non-performance of its obligations under the Agreement. To the fullest extent permitted by law, Contractor will further hold harmless, defend and indemnify the City, its Affiliates and its and their officers, directors, agents, employees, subcontractors and customers from and against any Claims in any way arising from or related to failure of Contractor to offer health coverage to Personnel which failure results in the assessment of a penalty against the City.

The Contractor recognizes the broad nature of this indemnification and hold harmless clause, as well as the provision of a legal defense to the City when necessary, and voluntarily makes this covenant and expressly acknowledges the receipt of such good and valuable consideration provided by the City in support of these indemnification, legal defense and hold harmless contractual obligations in accordance with the laws of the State of Florida. This clause shall survive the termination of this Agreement. Compliance with any insurance requirements required elsewhere within this Agreement shall not relieve the Contractor of its liability and obligation to defend, hold harmless and indemnify the City as set forth in this section of the Agreement.

INSURANCE: The Contractor shall, at its sole cost and expense, procure and maintain throughout the term of this contract, the lines of insurance and minimum policy limits as set forth below, or to the extent and in such amounts as required and authorized by Florida law, and will provide endorsed certificates of insurance generated and executed by a licensed insurance broker, brokerage or similar licensed insurance professional evidencing such coverage, and name the City as a named, additional insured, as well as furnishing the City with a certified copy, or copies, of said insurance policies.

Certificates of insurance and certified copies of these insurance policies must accompany this signed contract. Said insurance coverages procured by the Contractor as required herein shall be considered, and the City agrees that said insurance coverages it procures as required herein shall be considered, as primary insurance over and above any other insurance, or self-insurance, available to the City, and that any other insurance, or self-insurances available to the City shall be considered secondary to, or in excess of, the insurance coverages(s) procured by the Contractor as required herein.

Nothing herein shall be construed to extend the City’s liability beyond that provided in Section 768.28, Florida Statutes.

Page | 3 of 9 Standard Work Order, Rev. 12/4/25

• Workers Compensation/Employer Liability: The Contractor shall provide Worker’s Compensation insurance for all employees at limits not less than the following:

$1,000,000 Each Accident $1,000,000 Each Employee $1,000,000 Policy Limit for Disease

• General Liability Insurance: The Contractor shall provide coverage for all operations including, but not limited to, contractual, products and complete operations and personal injury at limits not less than the following:

$1,000,000 Bodily Injury & Property Damage - each occurrence $1,000,000 Personal & Advertising Injury - each occurrence $2,000,000 General Aggregate $2,000,000 Products/Completed Operations Aggregates limit $ 5,000 Medical Payments

• Commercial Business Automobile Liability: The Contractor shall provide complete coverage for owned and non-owned vehicles for limits not less than $1,000,000 CSL or its equivalent.

If the Contractor maintains broader coverage and/or higher limits than the minimums shown above, The City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.

SUBCONTRACTORS: The CITY has contracted with CONTRACTOR to provide the materials and services covered by this Work Order. The CITY understands that CONTRACTOR may utilize the services of a subcontractor(s) to perform installation or other services in connection with the Work authorized by this Work Order. CONTRACTOR shall solely be responsible for all work done by any subcontractor(s) and shall indemnify and hold the CITY harmless from and against any claims by or against any subcontractor(s) performing any portion of the Work authorized by this Work Order. The CITY shall have no obligation to provide any direction to any subcontractor(s) nor to have any communication with any subcontractor(s), but in the event CITY does have communication with any subcontractor(s) and/or gives direction to any subcontractor(s), such communication and/or direction shall not relieve the CONTRACTOR of any responsibility for the performance of any such subcontractor(s), which performance shall, at all times, be the responsibility of CONTRACTOR.

Further, CONTRACTOR shall, at all times, be obligated to ensure that any subcontractor(s) has/have in place the same liability and other insurance coverages as required of the CONTRACTOR and provide to CONTRACTOR certificates of coverage thereof evidencing that

Page | 4 of 9 Standard Work Order, Rev. 12/4/25 such liability and other required insurance coverage is available to fully protect the CITY under this Work Order. In the event any coverage provided by any subcontractor(s) fails to adequately protect the CITY, the CONTRACTOR shall nevertheless ensure that its liability coverage protects the CITY for any issues involving any subcontractor(s). This shall be a continuing obligation of the CONTRACTOR.

E-VERIFY: In accordance with Executive Order 11-116 signed by the Florida Governor on May 27, 2011, as well as other applicable law, Contractor shall be required to utilize the E-verify system, established by the U.S. Department of Homeland Security, to verify the employment eligibility of its employees and any of its subcontractors assigned to perform work on the Project. This is a continuing obligation that applies throughout the duration of the Project, and Contractor acknowledges that any additional personnel, not previously verified, who may be assigned to the Project will be subject to the aforementioned E-verification requirement.

Results of the E-verification will be provided to the City and remain in the Contractor’s project records for review by the City as requested. Additionally, Contractor shall certify to the City, by affidavit, that the Contractor has verified through the E-verify system the employment status of each employee and/or subcontractor assigned to work on the Project. Contractor shall be responsible for including this provision in all its’ subcontracts issued on regard to this Project.

PUBLIC RECORDS: Contractor agrees to fully comply with all State laws relating to public records. In order to comply with Section 119.0701, Florida Statutes, the Contractor must: (1) Keep and maintain public records required by the City to perform the service, (2) Upon request from the City’s custodian of public records to be inspected or copied within a reasonable time and at a cost that does not exceed the cost provided in Chapter 119, Florida Statutes, or as otherwise provided by law, (3) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except at authorized by law for the duration of the term of this Agreement and following completion of this Agreement if the Contractor does not transfer the records to the City, (4) Upon completion of this Agreement, transfer to the City, at no cost to the City, all public records in possession of the Contractor or keep and maintain public records required by the City to perform the service. If the Contractor transfers all public records to the City upon completion of this Agreement, the Contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Contractor keeps and maintains public records upon completion of this Agreement, the Contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the City, upon request from the City’s custodian of public records, in a format that is compatible with the information technology systems of the City, and (5) If the Contractor does not comply with a public records request, the City shall enforce any and all Agreement provisions in accordance with this Agreement and the Contractor shall be subject to all rights and remedies of the City and the public under controlling State law.

A request to inspect or copy public records relating to this Agreement must be

Page | 5 of 9 Standard Work Order, Rev. 12/4/25 made directly to the City. If the City does not possess the requested records, the City shall immediately notify the Contractor of the request, and the Contractor must provide the records to the City or allow the records to be inspected or copied within a reasonable time. Failure by the Contractor to grant such public access and comply with public records requests shall be grounds for immediate unilateral cancellation of this Agreement by the City. The Contractor shall promptly provide the City with a copy of any request to inspect or copy public records in possession of the Contractor and shall promptly provide the City with a copy of the Contractor’s response to each such request.

The Contractor agrees that if any litigation, claim, or audit is started before the expiration of the record retention period established above, the records shall be retained until all litigation, claims or audit findings involving the records have been resolved and final action taken.

IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF

CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR’S DUTY TO PROVIDE

PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF

PUBLIC RECORDS AT (407) 971-5504, ELIANNE RIVERA, CITY CLERK, CITY HALL,

CITY OF OVIEDO, 400 ALEXANDRIA BOULEVARD, OVIEDO, FLORIDA 32765,

ERIVERA@CITYOFOVIEDO.NET.

PUBLIC RECORDS COMPLIANCE INDEMNIFICATION: Contractor agrees to indemnify and hold the City harmless against any and all claims, damage awards, and causes of action arising from the contractor’s failure to comply with the public records disclosure requirements of

Section 119.07(1), Florida Statutes, or by contractor’s failure to maintain public records that are exempt or confidential and exempt from the public records disclosure requirements, including, but not limited to, any third party claims or awards for attorneys’ fees and costs arising therefrom. Contractor authorizes the public agency to seek declaratory, injunctive, or other appropriate relief against Contractor in Circuit Court on an expedited basis to enforce the requirements of this section.

ELECTRONIC SIGNATURES: Each Party consents and agrees to the execution of this

Work Order using electronic signatures as allowed by the provisions of Florida Statutes §668.001-006 – The Florida Electronic Signatures Act of 1996. Each Party agrees that such electronic signatures are true, correct, and binding signatures as an original for enforcement/enforceability of this document and neither Party will raise any defense or invoke statutory claims attempting to invalidate the enforceability of this document by reason of the use of such electronic signatures.

COMPLIANCE/CONSISTENCY WITH SECTION 768.28, Fla. Stat. Any indemnification or agreement to defend or hold harmless by City specified in the Agreement shall not be construed as a waiver of City's sovereign immunity and shall be limited to such mailto:ERIVERA@CITYOFOVIEDO.NET

Page | 6 of 9 Standard Work Order, Rev. 12/4/25 indemnification and liability limits consistent with the requirements of Section 768.28, Fla. Stat.

and subject to the procedural requirements set forth therein. Any other purported indemnification by City in the Agreement in derogation hereof shall be void and of no force or effect.

NON-APPROPRIATION: City’s performance and obligation to pay under this Agreement is contingent upon an appropriation during the City’s annual budget approval process. If funds are not appropriated for a fiscal year, then the Contractor shall be notified as soon as is practical by memorandum from the City Manager or designee that funds have not been appropriated for continuation of the Agreement, and the Agreement shall expire at the end of the fiscal year for which funding has been appropriated. The termination of the Agreement at fiscal year-end shall be without penalty or expense to the City subject to the City paying all invoices for services rendered during the period the Agreement was funded by appropriations.

COMPLIANCE/CONSISTENCY WITH SCRUTINIZED COMPANIES PROVISIONS OF FLORIDA

STATUTES: Section 287.135(2)(a), Florida Statutes, prohibits a company from bidding on, submitting a proposal for, or entering into or renewing a contract for goods or services of any amount if, at the time of contracting or renewal, the company is on the Scrutinized Companies that Boycott Israel List, created pursuant to section 215.4725, Florida Statutes, or is engaged in a boycott of Israel. Section 287.135(2)(b), Florida Statutes, further prohibits a company from bidding on, submitting a proposal for, or entering into or renewing a contract for goods or services over one million dollars ($1,000,000) if, at the time of contracting or renewal, the company is on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized

Companies with Activities in the Iran Petroleum Energy Sector List, both created pursuant to section 215.473, Florida Statutes, or the company is engaged in business operations in Cuba or

Syria. Contractor hereby certifies that Contractor is not listed on any of the following: (i) the

Scrutinized Companies that Boycott Israel List, (ii) Scrutinized Companies with Activities in

Sudan List, or (iii) the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector

List. Contractor further hereby certifies that Contractor is not engaged in a boycott of Israel or engaged in business operations in Cuba or Syria. Contractor understands that pursuant to section 287.135, Florida Statutes, the submission of a false certification may subject Contractor to civil penalties, attorney’s fees, and/or costs. Contractor further understands that any contract with City for goods or services of any amount may be terminated at the option of City if Contractor (i) is found to have submitted a false certification, (ii) has been placed on the

Scrutinized Companies that Boycott Israel List, or (iii) is engaged in a boycott of Israel. And, in addition to the foregoing, if the amount of the contract is one million dollars ($1,000,000) or more, the contract may be terminated at the option of City if the company is found to have submitted a false certification, has been placed on the Scrutinized Companies with Activities in

Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or has been engaged in business operations in Cuba or Syria.

Page | 7 of 9 Standard Work Order, Rev. 12/4/25

DISCLOSURE REQUIREMENTS FOR “FOREIGN COUNTRIES OF CONCERN”: CONTRACTOR

shall comply with the disclosure requirements set forth is section 286.101 (3) (a), F.S., which requires “Any entity that applies to a state agency or political subdivision for a grant or proposes having a contract value of $100,000 or more shall disclose to the state agency or political subdivision any current or prior interest of, any contract with, or any grant or gift received from a “foreign country of concern” if such interest, contract, grant or gift received from a “foreign country of concern” if such interest, contract, grant or gift has a value of

$50,000 or more and such interest existed at any time or such contract, grant or gift was received or in force at any time during the previous five (5) years. Such disclosure shall contain the name and mailing address of the disclosing entity, the amount of the gift or the value of the interest disclosed, the applicable “foreign country of concern” and, if applicable the date of termination of the contract or interest, the date of receipt of the grant or gift and the name of the agent or controlled entity that is the source or interest holder. Within one (1) year before applying for any grant or proposing any contract, such entity must provide a copy of such disclosure to the Department of Financial Services”. Pursuant to section 268.101(7), F.S.: “In addition to any fine assessed under [section 286.101(7)(a), F.S.], a final order determining a third or subsequent violation by an entity other than a state agency or political subdivision shall automatically disqualify the entity from eligibility for any grant or contract funded by a state agency or any political subdivision until such ineligibility is lifted by the Administration

Commission for good cause.”

VENUE AND JURISDICTION: Notwithstanding any of other provision to the contrary, this Agreement and the parties’ actions under this Agreement shall be governed by and construed under the laws of the state of Florida, without reference to conflict of law principles.

As a material condition of this Agreement, each Party hereby irrevocably and unconditionally: i) consents to submit and does submit to the jurisdiction of the Circuit Court in and for Seminole

County, Florida for any actions, suits or proceedings arising out of or relating to this Agreement.

PUBLIC ENTITIES CRIME OR CONVICTED VENDOR LIST: Contractor agrees and assumes a continuous duty to disclose to the City if the Contractor or any of its affiliates as defined by

Section 287.133(1)(a), Florida Statutes are placed on the Convicted Vendor List or the Antitrust

Violator Vendor List maintained by the Florida Department of Management Services.

DATA MANAGEMENT; NOTICE OF BREACH: Contractor shall cooperate with the City and provide timely incident reporting, response activities/fact gathering, public and agency notification, severity level assessment, after-action reports, etc., which the City must report in accordance with Sections 282.3185(5) & (6), Fla. Stat., in the event of a data breach.

Page | 8 of 9 Standard Work Order, Rev. 12/4/25

PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR IDEOLOGICAL INTERESTS

IN GOVERNMENT CONTRACTING: Pursuant to Section 287.05701, Fla. Stat., the City has not given preference or requested documentation from the Contractor based on Contractor’s social, political, or ideological interest. Contractor agrees to similarly not request documentation or give preference to any subcontractor based on the subcontractor’s social, political, or ideological interests.

NO COERCION FOR LABOR OR SERVICES: The Contractor swears under penalty of perjury that the Contractor does not use coercion for labor or services as defined as follows:

“Coercion” means:

1. Using or threatening to use physical force against any person;

2. Restraining, isolating, or confining or threatening to restrain, isolate, or confine any person without lawful authority and against her or his will;

3. Using lending or other credit methods to establish a debt by any person when labor or services are pledged as a security for the debt, if the value of the labor or services as reasonably assessed is not applied toward the liquidation of the debt, the length and nature of the labor or services are not respectively limited and defined;

4. Destroying, concealing, removing, confiscating, withholding, or possessing any actual or purported passport, visa, or other immigration document, or any other actual or purported government identification document, of any person;

5. Causing or threatening to cause financial harm to any person;

6. Enticing or luring any person by fraud or deceit; or

7. Providing a controlled substance as outlined in Schedule I or Schedule II of Sec. 893.03, Fla. Stat. to any person for the purpose of exploitation of that person.

Page | 9 of 9 Standard Work Order, Rev. 12/4/25

The Effective Date of this Contract shall be the date of execution by, or on behalf of, the City of Oviedo, Florida.

CONTRACTOR

ATTEST

By: ______________________________

___________________________ Title: ____________________________

Name: _____________________ Date: ____________________________

CITY OF OVIEDO, FLORIDA, a municipal corporation

ATTEST By: ______________________________

____________________________ Title: Department Director

Name: _______________________ Date: _____________________________

WORK ORDER NUMBER: _________________

PROJECT:_________________________________________________

Reviewed by:

Purchasing: _________ Risk Management: ________

Date: _________ Date: ________