Top Dressing and Ballfield Clay

The City of DeBary, Florida is seeking qualified vendors to supply landscaping and athletic field materials through Bid #09-19, specifically targeting top dressing and ballfield clay products for municipal parks. The procurement involves purchasing 70/30 Native Top Dressing Sand Peat Mix, Washed White Sand, and Ball Field Clay with a precise 20% clay and 80% sand composition, to be delivered to Rob Sullivan Park and Bill Keller Park on an as-needed basis. The bid submission deadline was May 10, 2019, at 2:00 p.m., with bids to be opened at City Hall in a sealed envelope format. Vendors must provide unit pricing including freight and delivery, with specific requirements that all materials undergo a sieve analysis to confirm sand-to-clay ratios and submit one-pound material samples for City review. Delivery is restricted to Monday through Friday between 7:30 a.m. and 2:30 p.m. using dump trucks with a minimum 18-cubic-yard capacity, with the City anticipating annual requirements of up to 12 loads of ballfield clay and 20 loads of top dressing sand.

The contract does not explicitly mention set-aside designations for disadvantaged enterprises. Three vendors submitted bids: Lake Jem Farms, Central Florida Transport, and Golf Specialties, with Lake Jem Farms offering the most competitive initial pricing, such as $30.00 per ton for Native Top Dressing Sand Peat Mix in Year 1, escalating to $36.30 by Year 3. The contract term is one year, effective October 1, 2019, with two optional renewal years available. Vendors must carry specific insurance coverage, including $1,000,000 in Commercial General Liability, $1,000,000 in Auto Liability, and statutory Workers' Compensation, with the City named as an additional insured. Material pricing will be evaluated across three years, with vendors required to submit pricing for each contract year. The City maintains the right to inspect and reject materials, with rejected materials returned at the vendor's expense, and the total potential procurement value could range between $30,000 to $50,000 annually based on the bid tabulation documents.