Annual Tree Supply and Installation Services

Agency:	City of Mount Dora
State:	Florida
Type of Government:	State & Local
NAICS Category:	561730 - Landscaping Services
Posted Date:	Nov 10, 2025
Due Date:	Dec 8, 2025
Solicitation No:	ITB 26-EL-001
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Invitation to Bid

NUMBER

ITB #26-EL-001

ANNUAL TREE SUPPLY AND INSTALLATION

SERVICES

Whitney Donovan

Purchasing Coordinator

ITB# 26-EL-001 Annual Tree Supply and Installation Services

LEGAL NOTICE

Notice is hereby given that the City of Mount Dora is accepting electronic responses only, for sealed

Invitation To Bid ITB# 26-EL-001, to provide certain electric utility improvement services. Bids will be

received until 2:00 p.m. on December 8, 2025.

ITB# 26-EL-001

“ANNUAL TREE SUPPLY AND INSTALLATION SERVICES”

A non-mandatory pre-bid meeting is applicable for this solicitation.

All meetings, unless noted otherwise, will be held via electronic meeting format. Please be advised that

dates and times, are subject to change and updates posted on the City of Mount Dora’s website at www.

mountdora.gov, on www.demandstar.com and in the City Hall Lobby.

The City of Mount Dora does not discriminate based on age, race, color, sex, religion, national origin,

disability or marital status.

ITB# 26-EL-001 Annual Tree Supply and Installation Services

NOTE: Electronic responses will be the only method allowed for Bidders to respond to this solicitation.

Electronic responses are to be provided via DemandStar only. All submittals must be compatible with

Microsoft Office 2007. PDF files are acceptable. Bidding will be done through a secure locked box. Bidders can

only view/submit their Bid and will not have access to any other Bidder’s submittals. The Bidder’s Bid may be

changed at the Bidder’s discretion until the due date and time have been reached at which time the Bidder will no

longer change or have access to the electronic bid submittal. The City will then open the Bids. Bidders who are

bidding for the first time are strongly encouraged to contact DemandStar by e-mailing questions to DemandStar at

www.demandstar.com. All bids must be received by the date and time specified above, when they will be opened,

via computer, and publicly read aloud. The bid time shall be scrupulously observed. The City shall not be

responsible for delays or internet outages caused by any occurrence. The City website does not accommodate

electronic responses to bids. Receipt of a bid in any other form does not satisfy this requirement. No exceptions

will be made.

If you have obtained this document from a source other than directly from DemandStar by Onvia.com you are not

on record as a plan holder. The Purchasing Department takes no responsibility to provide Addenda to parties not

listed as plan holders. The Bidder is responsible for verifying they have received all Bid Addenda.

CAUTION: Bidders should take caution that the City is not responsible for any power outages or internet failures.

It is suggested that you upload your response in adequate time to assure that it will post on the day prior to the

closing date.

1) INTRODUCTION/OVERVIEW

A) Purpose/Objective

The City of Mount Dora has issued this Invitation to Bid (hereinafter, “ITB”), as a joint solicitation on

behalf of the City, the Community Redevelopment Area (CRA) and the Northeast Community

Redevelopment Area (Northeast CRA), with the sole purpose and intent of obtaining Bids from

interested and qualified firms offering to provide certain Utility Services, in accordance with the

specifications stated and/or attached herein/hereto.

The City desires to contract with one successful Bidder to provide the requested services for the City,

CRA and Northeast CRA as applicable. The successful Bidder will hereinafter be referred to

interchangeably as the “Bidder, Firm, Vendor or Contractor”.

If awarded, a contract to provide these services will be effective on the date contract is approved by the

City of Mount Dora, City Council (herein after, the “Council”), signed by all required parties and filed

with the City Clerk.

As is more fully explained in Section “6L” of this ITB, an award, if made, will be made to the best

overall bidder(s) whose bid is most advantageous to the City, taking into consideration the evaluation

factors set forth in this ITB. The City will not use any other factors or criteria in the evaluation of the

Bids received.

B) Background

The City serves an area of 12.26 square miles with a population of approximately 18,652. The City’s

fiscal year begins on October 1st and ends on September 30th. The Finance Department maintains the

funds and accounts of the City. The Finance Department is responsible for the custody and accounting

of funds of each department.

ITB# 26-EL-001 Annual Tree Supply and Installation Services

More detailed information on the government and its finances can be found in City of Mount Dora’s

Annual Comprehensive Financial Report (ACFR) for fiscal year 2023-2024 and in the City’s Annual

Budget for fiscal year 2025-2026. Copies of these documents may be viewed on www.mountdora.gov.

The City of Mount Dora is exempt from any and all state, local and federal taxes.

C) Inquiries

Direct questions related to this ITB to Whitney Donovan, Purchasing Coordinator, and submit such

questions in writing to: donovanw@mountdora.gov. Please include the page and paragraph number for

each question in order to ensure that questions asked are responded to correctly.

Bidders must clearly understand that the only official answer or position of the City will be the one

stated in writing from donovanw@mountdora.gov. All questions asked, along with the answers rendered

will be electronically distributed to firms registered for this solicitation and additionally posted on the

City website (www.mountdora.gov) and on DemandStar (www.demandstar.com).

D) Method of Source Selection

The City is using the Competitive Sealed Bids methodology of source selection for this procurement, as

authorized by Resolution 2021-107 and 2024-36 (amendment) establishing and adopting the City

Purchasing Policy. Each Bid will be reviewed to determine if the Bid is responsive to the ITB. Bids

deemed to be non-responsive may be rejected without being evaluated by the Purchasing Coordinator.

The responsible city department will make a recommendation to the City Council who will make the

final selection(s). A responsive Bid is one which has been signed and submitted by the specified Bid

deadline, and has provided the information required to be submitted with the Bid. Poor formatting, poor

documentation, incomplete or unclear information may be considered substandard submissions and may

adversely impact the evaluation of a Bid. Bidders who fail to comply with the required and/or desired

elements of this ITB do so at their own risk.

The City may, as it deems necessary, conduct discussions with responsible Bidders determined to be in

contention for being selected for award for the purpose of clarification to assure full understanding of,

and responsiveness to solicitation requirements.

E) Pre-Bid Meeting

A pre-bid conference is not applicable for this solicitation.

A non-mandatory mandatory pre-bid meeting will be held on November 17, 2025, commencing

promptly at 11:00 am, and will be held in the Public Works Conference Room, located at 401 Limit

Ave, Mount Dora, Florida 32757.

If this pre-bid conference is denoted as “mandatory,” prospective Bidders must be present in order to

submit a bid response.

F) Projected Timetable

The following projected timetable should be used as a working guide for planning purposes only. The

City reserves the right to adjust this timetable as required during the course of the ITB process.

ITB# 26-EL-001 Annual Tree Supply and Installation Services

Events

Dates

Issue ITB Notice

Non-Mandatory Pre-Bid Meeting

Last Date for Receipt of Written Questions

Addendum Issued (If Applicable)

Bid Due/ Opening Date (via Zoom-See Exhibit “D”)

Issue Notice of Recommendation

City Council Meeting Date (anticipated)

November 10, 2025

November 17, 2025 @ 11:00 am

November 24, 2025 – 4:00 pm

December 1, 2025

December 8, 2025 @ 2:00 pm

December 18, 2025

January 16, 2025

2) GENERAL DESCRIPTION / SCOPE OF SERVICES

It is the intent of this solicitation to engage one (1) or more qualified contractor(s) to provide the

required Annual Tree Supply and Installation Services on an as needed basis, via written Task

Authorizations, and per the Scope of Work and Specifications found in this ITB, subsequent Agreement

and Task Authorizations. The Bidder awarded this ITB must meet or exceed all terms, conditions and

specifications of the City of Mount Dora. It is the City’s intent to award to a primary and a secondary

Contractor to provide the services identified in the ITB. The secondary Contractor must be available to

respond to as needed calls for service as addressed in the scope of work.

SCOPE OF SERVICES

See Exhibit “A” attached below for a general project description.

See Exhibit “B” attached below for a detailed Scope of Work.

See Exhibit “C” attached below for applicable Special Conditions.

See Exhibit “D” attached below for a list of tree types to be planted/installed.

The City of Mount Dora Urban Forestry Department is requesting bids for the annual purchase of

various trees species along with a turnkey installation process. All trees to be routinely installed each

year will be a 30-gallon size. There will be opportunity to potentially install up to 175 trees annually in

up to two (2) planting cycles. The initial 100 trees will be split into two annual planting cycles. In

addition, there may be opportunity, upon City request, for miscellaneous tree plantings. The

miscellaneous trees may be of various gallon sizes as noted on the bid pricing form (See Exhibit “E“.)

Occasionally and upon City request, there may be need to install different tree types then listed herein

at various gallon sizes. The tree cost percentage markup, as found on the bid pricing form, will be

applied to all tree purchases.

Work under this solicitation award will be assigned to the successful Contractor(s) via Task

Authorization on an as needed basis. Project specific scope of work, specifications and any pertinent

special conditions will be provided to the successful contractor as specific to each individual assigned

project.

MINIMUM CONTRACTOR REQUIREMENTS

The following mandatory minimum requirements have been established, subject to the City’s right to

waive minor irregularities. The Bidders shall provide proof of the minimum qualification by furnishing

ITB# 26-EL-001 Annual Tree Supply and Installation Services

This page summarizes the opportunity, including an overview and a preview of the attached documents.

Annual Tree Supply and Installation Services

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See Also

Bid Number:	ITB 26-EL-001
Bid Title:	Annual Tree Supply and Installation Services
Category:	Professional Services
Status:	Open