Top_Dressing_Bid_09-19.docx

April 29, 2019

REQUEST FOR QUOTE

BID # 09-19

BALL FIELD CLAY AND TOP DRESSING SAND

TO: PROSPECTIVE BIDDERS AND OTHER CONCERNED PARTIES

The City of DeBary (“City”) desires to purchase the following products on an as needed / when needed basis, to be delivered to the following facilities: Rob Sullivan Park, 200 West Highbanks Road and Bill Keller Park, 338 ½ Colomba Rd., DeBary, Fl. All forms must be completed fully and returned in a sealed envelope with the Bid # 09-19 clearly identified on the front by no later than 2:00 p.m. on Friday, May 10, 2019 to the City of DeBary, 16 Colomba Rd., DeBary, Fl. 32713. Bids will be opened on Friday, May 10, 2019 at 2:00 p.m.

Provide your best selling price in the unit price line for the item(s) you are bidding on. Please read the terms and conditions listed below, complete the requested information, and sign in the place provided below. If not bidding, please state “No Bid” and return these forms. Only quotes submitted on forms provided by the City will be accepted. No other forms or written quotes will be accepted.

THIS IS NOT AN ORDER

Please bid the following items. The City WILL NOT consider equivalents.

The City is tax exempt and will provide supporting documents to the awarded bidder.

Reserved Rights The City reserves the right to accept and award or reject any or all quotes, with or without cause, to waive technicalities, or to accept the quote which, in its judgement, best serves the interest of the City.

Public Records

Florida law provides that municipal records shall at all times be open for personal inspection by any person. Section 119.01, F.S., the Public Records Law. Information and materials received by City in connection with a bidding process response shall be public records subject to public inspection upon award, recommendation for award, or 30 days after the due date, whichever occurs first. However, certain exemptions to the public records law statutorily provided for in Section F.S. 119.07, F.S. If the Bidder believes any of the information contained in his or her response is exempt from the Public Records Law, then the Bidder, must in his or her response, specifically identify the material, which is deemed to be exempt and cite the legal authority for the exemption. The City’s determination of whether an exemption applies shall be final, and the bidder agrees to defend, indemnify and hold harmless the City and the City’s officers, employees and agents, against any loss or damages incurred by any person or entity as a result of the City’s treatment of records as public records.

Insurance Requirements

1. Commercial General Liability:

A. $ 1,000,000 General Aggregate B. $ 1,000,000 Products & Completed Operations Aggregate C. $ 1,000,000 Personal & Advertising Injury D. $ 1,000,000 Each Occurrence E. City of DeBary must be listed as an additional insured

2. Auto Liability A. $ 1,000,000 Combined Single Unit

3. Workers Compensation A. Statutory Limits B. $100,000 each accident C. $100,000 disease D. $100,000 each employee

Technical Specifications

1. General A. The City of DeBary desires to purchase from a qualified vendor 70/30 Native Top Dressing Sand Peat Mix, Washed White Sand, and Ball Field Clay with 20% clay 80% Sand for various City locations, on an as needed, when needed basis.

TERMS & CONDITIONS – READ CAREFULLY

General Conditions The terms and conditions of this order must not be changed by the vendor. If order is not acceptable, return to the City’s Procurement Division. Failure of a Vendor awarded a contract to deliver according to the order placed, or to comply with any of the terms and conditions therein may disqualify him or her from receiving future orders.

Quality All materials or services furnished on this order must be as specified and subject to City inspection within a reasonable time after deliver at destination. Variations in materials or services from those specified in this order must not be made without written authority from the Procurement Division Manager. Material rejected will be returned at the Vendors risk and expense.

Delivery All materials must be shipped F.O.B. Destination. The City will pay no freight charges, except by previous agreement.

BIDDER INFORMATION

PRICE SHEET

70/30 NATIVE TOP DRESSING SAND PEAT MIX

WASHED WHITE SAND FOR PLAYGROUNDS, VOLLEYBALL CTS. AND TOP DRESSING USE

USGA COARSE TOP DRESSING SAND

BALL FIELD CLAY 20% CLAY 80% SAND DEEP RED IN COLOR

***NOTE*** PRICES ABOVE ARE TO INCLUDE FREIGHT

Ball Field Clay Specifications A.) Clay material used in the construction of clay base shall be a mixture of 20% clay and 80% sand, free of trash, foreign matters, and other deleterious material.

B.) The material shall not contain lumps or aggregate of such nature or insufficient quantity to prevent the obtaining of smooth surface, free from pits and pockets.

C.) The material shall not contain particles of aggregate, which will not pass through a (1) inch sieve. A sieve analysis must be provided to ensure the material is an 80/20 mix at the time the proposal is submitted. The City will request a random sieve analysis from the vendor to ensure specs and quality of product is still being met D.) Material shall meet standard specifications by the Florida Department of Transportation, Road and Bridge, latest edition.

E.) The material shall be “Baseball Field” quality and deep red in color.

F.) All vendors should provide a one-pound sample of their clay so it can be reviewed by a City representative. The City reserves the right to conduct its own testing if after visually inspecting the product it does not seem to conform to the product requested in this bid. The cost of this independent analysis will be charged to the vendor if product fails to meet specs requested.

G.) The successful bidder shall be responsible for product delivery and unloading pursuant to industry standards with dump trucks capable of holding a minimum of (18) cubic yards. Delivery hours are Monday – Friday 7:30 a.m.- 2:30 p.m..

Are you able to provide material samples of product within 48 hours of submittal? NO

YES

For additional information contact:

Tom VanDeHey City of DeBary Parks Superintendent 386-804-9195 tvandehey@debary.org image1.jpeg image2.jpeg