26-025 Five Year Contract for Airside Fertilizer & Herbicide Svcs for Pensacola Int'l Airport

THE CITY OF PENSACOLA, FLORIDA
INVITATION TO BID
BID NO. 26-025
FIVE YEAR CONTRACT FOR AIRSIDE FERTILIZER AND HERBICIDE SERVICES
FOR
PENSACOLA INTERNATIONAL AIRPORT
A sealed, complete hardcopy bid with original (or electronic) signature, and one (1)
complete and identical electronic copy (PDF) on flash drive or CD will be received
on April 7, 2026, 2:30 P.M., local time, at the following location.
City Hall (lobby)
222 West Main Street
Pensacola, Florida, 32502
Attention: Purchasing
The OUTER PACKAGING of the sealed submittal shall identify the respondent, and
the solicitation title and number (whether hand-delivered, mailed, or via UPS/FedEx
or other courier service). Submittals received after the deadline will not be accepted.
Multiple submittals from the same entity will not be accepted.
Alternatively, electronic responses may be submitted to Demandstar or Central Bidding.
Both sites require registration and varying fees for notifications and document
downloads.
NOTE: If submitting an electronic response and IF a bid/proposal bond is
required:
* An insurance company's executed bond may be included with the
electronic submittal.
OR
* A certified check/cashier's check must be delivered to the address
above.
Those submittals received will be opened and publicly read the following business
day April 8, 2026, 10:00 A.M., Central time) via Microsoft Teams at the following link*:
Microsoft Teams bid opening link.
Specifications will be posted to the City's website at
www.cityofpensacola.com/bids.aspx. Addenda will be posted to the City's website.
Bidders are responsible for obtaining addenda and are advised to check the website
frequently.
Bidders shall submit a certified check, cashier's check, or insurance company's
executed bond, payable to the City of Pensacola in the amount of five percent (5%) of
the first year's annual cost for a period of sixty (60) days.
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Any questions concerning the bid should be addressed and submitted in writing no
later than 10:00 A.M., local time, March 27, 2026, to:
Dedria Lunderman, Purchasing Manager
City of Pensacola
222 W. Main Street
Pensacola, FL 32502
purchasing@cityofpensacola.com
A bid tabulation or a Notice of Intent to Award will be posted to the City's website at
www.cityofpensacola.com/bids.aspx. Bidders are advised to check the website
frequently.
The City of Pensacola adheres to the Americans with Disabilities Act and will
make reasonable accommodations for access to City services, programs, and
activities. Please email ADACoordinator@cityofpensacola.com or call (850) 436-
5600. Requests must be made at least 48 hours in advance of the event in order to
allow the City time to provide the requested services.
The City of Pensacola reserves the right to accept or reject any or all bids, to award bids
on a split-order basis by item number when applicable, to waive any bid informalities
and to re-advertise for bids when deemed in the best interest of the City of Pensacola.
Attest: CITY OF PENSACOLA
Ericka L. Burnett D. C. Reeves
City Clerk Mayor
The City of Pensacola provides equal access in employment and public services.
*Participation in a Microsoft Teams meeting requires a microphone and
speakers; however, webcams are optional. Participants may join the
meeting either via a PC or Smartphone. Please be sure to check the
system requirements at the following link: Microsoft Teams System
Requirements Check.)
SECURITY NOTICE
Visitors to City Hall are required to stay in the lobby
unless otherwise directed.
Late submittals will not be accepted.
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GENERAL CONDITIONS
To ensure acceptance, all bidders submitting bids to the City of Pensacola shall be
governed by the following conditions, attached specifications, and bid form(s) unless
otherwise specified. Bids not submitted on the bid form(s) provided shall be rejected,
and bids not complying with these conditions will be subject to rejection. Multiple
submittals from the same entity will not be accepted.
1. Approved Equivalents or Equals: Any manufacturer's names, trade names, brand
names, model numbers, etc. listed in the specifications are for information only and
not intended to limit competition. The Bidder may offer any brand for which he is an
authorized representative, which meets or exceeds the specifications as written. If
the bid is based on an "approved equivalent or equal" item(s) or service(s),
supportive information in the form of the manufacturer's printed literature or
brochures, sketches, diagrams, and/or complete specifications must accompany the
bid. The bidder must explain in detail the reasons why the proposed equivalent or
equal will meet specifications and not be considered an exception thereto. The City
of Pensacola reserves the right to determine acceptance of proposed equivalent or
equal item(s) or service(s).
2. Award of Bids: Recommendations for award of bids are made to the Mayor or City
Council based on the lowest and best responsible bidder meeting all conditions and
requirements of the specifications.
3. Bid Bond: The particular item(s) or service(s) outlined within the attached
specifications require(s) that a certified check, cashier's check, or insurance
company's executed bond made payable to the City of Pensacola must
accompany your proposal as indicated on the Invitation page. To ensure its
prompt return, please include the company's name and the solicitation
number on the face of your good faith check or draft. The bid deposits of the (3)
lowest, responsive bidders will be retained within the City's Purchasing Activity until
award and execution of contract or until a purchase order is issued to the successful
bidder. Any proposer withdrawing his proposal after the proposal opening forfeits the
right of return of his good faith deposit.
4. Bid Withdrawal: No bid may be withdrawn after closing time for receipt of bids for a
period of sixty (60) days thereafter. The contract award shall be legally binding at the
time of award by Mayor or City Council.
5. Delivery: Bid quotations shall include all freight costs to Pensacola, Florida to a
point(s) specified herein or specified at the time the purchase order is placed. No
title to the item(s) or service(s) ordered nor any risk of loss shall be passed to the
City of Pensacola until after receipt of delivery has been acknowledged by an
authorized representative of the City of Pensacola.
6. Discounts: Terms offering a discount for prompt payment will be considered in
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determining the low bid. The discount period shall begin whenever (1) the conditions
of the specifications have been fully met and the product or service judged
acceptable to the City of Pensacola or (2) a correct invoice and other required
documents have been received, whichever is later. Discounts offered for a period of
less than thirty (30) days will not be considered in determining low bid.
7. E-Verify System (Mandatory): In compliance with the provisions of F.S. 448.095,
the parties to this contract and any subcontractors engaged in the performance of
this contract hereby certify that they have registered with and shall use the E-Verify
system of the United States Department of Homeland Security to verify the work
authorization status of all newly hired employees, within the meaning of the statute.
8. Exceptions to Specifications: During the drafting of written specifications, a
sincere effort is made to describe products and services best suited to the needs of
the City; however, in order that consideration be given in evaluating bids, any
exceptions to or deviations from the specifications as written must be noted and fully
explained. The Mayor is the final authority in determining the acceptability of any
exceptions to specifications.
9. Governing Law: The laws of the State of Florida shall be the laws applied in the
resolution of any action, claim or other proceeding arising out of this contract.
10. Identical Tie Bids: In the event that two or more bids are identical in price,
preference shall be given to business with Drug-Free Workplace Programs. A Drug-
Free Workplace Certificate is enclosed.
11. Intent of Specifications: It is the intent of the specifications attached hereto to set
forth and describe a certain item(s) or service(s) to be purchased by the City of
Pensacola including all materials, equipment, machinery, tools, apparatus, and
means of transportation (including freight costs) necessary to provide the item(s) or
service(s).
12. Interpretations: All questions concerning the specifications or conditions shall be
directed in writing to the Purchasing Office at least ten (10) days prior to submittal
deadline, unless otherwise instructed on the Invitation to Bid Page. Inquiries must
reference the bid item(s) or service(s) and the date of the bid submittal deadline.
Interpretations will be made in the form of an addendum placed on the City's
website. The City shall not be responsible for any other explanation or interpretation.
13. Legal Requirements: All applicable provisions of Federal, State, County, and local
laws including all ordinances, rules, and regulations shall govern the development,
submittal and evaluation of all bids received in response to these specifications, and
shall govern any and all claims between person(s) submitting a bid response hereto
and the City of Pensacola, by and through its officers, employees and authorized
representatives. A lack of knowledge by the bidder concerning any of the
aforementioned shall not constitute a cognizable defense against the legal effect
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thereof. The Bidder agrees that it will not discriminate on the basis of race, creed,
color, national origin, sex, age or disability.
14. Licenses, Registration and Certificates: Each bidder shall possess at the time of
submitting its bid all licenses, registration and certificates necessary to engage in the
business of contracting (or special contracting if the work to be performed
necessitates a particular type of specialty contractor) in the City of Pensacola.
Bidder must also possess all licenses, registrations and certificates necessary to
comply with federal, state and local laws and regulations. The awarded bidder shall
be registered at the time of contract execution as an active vendor with the Florida
Department of State, Division of Corporations (www.sunbiz.org).
15. Mistakes: Bidders are expected to examine the conditions, scope of work, proposal
prices, extensions, and all instructions pertaining to the item(s) or service(s)
involved. Failure to do so will be at the bidder's risk. Unit prices bid will govern in
award.
16. Payment of Invoices: The City of Pensacola issues checks for payment of invoices
on the 10th of each month. The signed receiving copy of the purchase order and a
correct invoice must have been received by Accounts Payable Activity prior to the
4th of the month. Item(s) or service(s)s received on or after the 4th will be processed
in the following month. All invoices are payable by the City under the terms of Florida
Prompt Payment Act, Florida Statute 218.70. All purchases are subject to
availability of funds in the City's budget.
17. Permits and Taxes: The bidder shall procure all permits, pay all charges, fees, and
taxes, and give all notices necessary and incidental to the due and lawful
prosecution of the work. Bidders who use public roads of the City of Pensacola,
Florida for transport of goods of any kind which said goods were transported from a
point without the City of Pensacola, Florida to a point within the City of Pensacola
shall obtain a "Use of Streets" permit for a fee not in excess of the license paid for by
local licensees engaged in the same business.
18. Pre-Bid Meetings: If a bid requires a mandatory pre-bid meeting, any
representative of a firm wishing to submit a bid must sign in with the name of the
bidding firm.
19. Prohibited Conduct by Bidders: Upon the publication of any solicitation for sealed
bids, requests for proposals, requests for qualifications, or other solicitation of
interest or invitation to negotiate by any authorized representative of the City of
Pensacola, any party interested in submitting a bid, proposal, or other response
reflecting an interest in participating in the purchasing or contracting process shall be
prohibited from engaging in any communication pertaining to formal solicitations
with the Mayor, any member of Pensacola City Council or any member of a
selection/evaluation committee for RFPs/RFQs, whether directly or indirectly or
through any representative or agent, whether in person, by mail, by facsimile, by
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telephone, by electronic communications device, or by any other means of
communication, until such time as the City has completed all action with respect to
the solicitation.
20. Protests: Protests of the plans, specifications, and other requirements of bids and
requests for proposals must be received in writing by the Purchasing Office at least
ten (10) business days prior to the scheduled bid submittal deadline. A detailed
explanation of the reason for the protest must be included. Protests of the intended
award of bid or contract must be in writing and received in the Purchasing Office
within five (5) business days of the notice of intent to award. A detailed explanation
of the protest must be included.
21. Public Entity Crimes: By submitting a proposal each proposer is confirming that the
company has not been placed on the convicted vendors list as described in Florida Statute
287.133 (2) (a).
22. Public Records: Any material submitted in response to this Invitation to Bid will
become a public document pursuant to Florida Statute 119.07. This includes
material which the responding bidder might consider to be confidential or a trade
secret. Any claim of confidentiality is waived upon submission, effective after
opening the bid pursuant to Florida Statute 119.07.
23. Public Records Law: The Parties shall each comply with Florida Public Records
laws. The Parties hereby contractually agree that each Party shall allow public
access to all documents, papers, letters, or other public records as defined in
Chapter 119, Florida Statutes, made or received by either Party in conjunction with
this agreement, or related thereto, unless a statutory exemption from disclosure
exists. Notwithstanding any provision to the contrary, it is expressly agreed that
Contractor's failure to comply with this provision, within seven (7) days of notice from
the City, shall constitute an immediate and material breach of contract for which the
City may, in the City's sole discretion, unilaterally terminate this agreement without
prejudice to any right or remedy.
24. Rejection of Bids: The City of Pensacola reserves the right to accept or reject any
or all bids, to award bids on a split-order basis by item or service number, to waive
any minor bid irregularities, technicalities, or informalities, and to re-advertise for
bids when deemed in the best interest of the City of Pensacola.
25. Sealed Response: All executed City forms must be submitted. All responses must
be signed by an authorized representative of the proposer.
A. Hardcopy response: In the event more than one submittal deadline is scheduled
for the same date and time, do not include responses concerning different sets of
specifications within the same envelope. The face of the sealed envelope shall
be plainly marked identifying the responder, the bid/RFP/RFQ title and number. It
shall be the sole responsibility of the respondent to assure receipt of the
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submittal at the Purchasing Office prior to the published time for the submittal
deadline.
B. Electronic response: Respondent may submit an electronic submittal to the sites
mentioned on page 1. Offers by telephone, fax, or email will NOT BE
ACCEPTED.
26. Tax: The City of Pensacola is exempt from all State and local sales tax.
27. Termination for Convenience: A contract may be terminated in whole or in part by
the City at any time and for any reason in accordance with this clause whenever the
City shall determine that such termination is in the best interest of the City. Any such
termination shall be effected by the delivery to the contractor at least thirty (30)
business days before the effective date of a Notice of Termination specifying the
extent to which performance shall be terminated and the date upon which
termination becomes effective. An equitable adjustment in the contract price shall be
made for the completed service, but no amount shall be allowed for anticipated profit
on unperformed services.
28. Unauthorized Aliens: The City of Pensacola shall consider the employment by any
contracted vendor of unauthorized aliens a violation of Section 274A of the
Immigration and Nationality Act. Such violation shall be cause for unilateral
termination of this contract.
29. Venue: Venue for any claim, action or proceeding arising out of this contract shall be
Escambia County, Florida.
ANY AND ALL SPECIAL CONDITIONS AND SPECIFICATIONS ATTACHED HERETO
WHICH VARY FROM THESE GENERAL CONDITIONS SHALL HAVE PRECEDENCE.
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INSURANCE AND INDEMNIFICATION
GENERAL
Before starting and until termination of work for, or on behalf of the City, the Contractor
shall procure and maintain insurance of the types and limits specified.
The term City, as is used in this section, is defined to mean the City of Pensacola, itself,
any subsidiaries or affiliates, elected and appointed officials, employees, volunteers,
representatives and agents.
COVERAGE
Insurance shall be issued by an insurer whose business reputation, financial stability
and claims payment reputation is satisfactory to the City, for the City's protection only.
Unless otherwise agreed, the amounts, form and type of insurance shall conform to the
following minimum requirements.
Worker's Compensation
The Contractor shall purchase and maintain Worker's Compensation Insurance
Coverage for all Workers' Compensation as legally required. Additionally, the policy,
or separately obtained policy, must include Employers Liability Coverage of at least
$100,000 each person - accident, $100,000 each person - disease, $500,000
aggregate - disease.
Commercial General, Automobile, Contractor's Pollution Liability and Umbrella
Liability Coverages
The Contractor shall purchase coverage on forms no more restrictive than the latest
editions of the Commercial General Liability, Business Auto, and Contractor's
Pollution Liability policies filed by the Insurance Services Office. The City of
Pensacola shall be an Additional Insured and such coverage shall be at least as
broad as that provided to the Named Insured under the policy for the terms and
conditions of this Contract. The City shall not be considered liable for premium
payment, entitled to any premium return or dividend and shall not be considered a
member of any mutual or reciprocal company. Minimum limits of $1,000,000 per
occurrence, and per accident, combined single limit for liability must be provided,
with umbrella insurance coverage making up any difference between the policy limits
of underlying policies coverage and the total amount of coverage required. If the
required limits of liability afforded should become impaired by reason of any claim,
then the Contractor agrees to have such limits of $1,000,000 per occurrence,
reinstated under the policy.
Commercial General Liability coverage must be provided, including bodily
injury and property damage liability for premises, operations, products and
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completed operations (including pollution related claims), independent
contractors, and property damage resulting from, collapse or underground (c,u)
exposures. The coverage shall be written on occurrence-type basis.
Business Auto Policy coverage must be provided, including bodily injury and
property damage arising out of operation, maintenance or use of owned, non-
owned and hired automobiles and employee non-ownership use.
Contractor's Pollution Liability coverage for bodily injury, property damage,
fines, penalties, defense, and clean up must be included. Coverage must include
both sudden/accidental and non-sudden/gradual.
Umbrella Liability Insurance coverage shall not be more restrictive than the
underlying insurance policy coverages. The coverage shall be written on an
occurrence-type basis.
CERTIFICATES OF INSURANCE
Required insurance shall be documented in the Certificates of Insurance which provide
that the City shall be notified at least thirty (30) days in advance of cancellation, non-
renewal or adverse change or restriction in coverage. The City shall be named as an
Additional Insured and this contract shall be listed. If required by the City, the
Contractor shall furnish copies of the Contractor's insurance polices, forms,
endorsements, jackets and other items forming a part of, or relating to such policies.
Certificates shall be on the "Certificate of Insurance" form equal to, as determined by
the City, an ACORD 25. Any wording in a Certificate which would make notification
of cancellation, adverse change or restriction in coverage to the City an option
shall be deleted or crossed out by the insurance carrier or the insurance carrier's
agent or employee. If on an ACORD 25 or similar form, the words "endeavor to" and
"but failure..." shall be deleted so that the sentence ends with the word "left" or signed
endorsements for the cancellation clauses MUST accompany Certificate(s) of
Insurance. The Contractor shall replace any canceled, adversely changed, restricted or
non-renewed policies with the new policies acceptable to the City and shall file with the
City, Certificate of Insurance under the new policies prior to the effective date of such
cancellation, adverse change or restriction. If any policy is not timely replaced, in a
manner acceptable to the City, the Contractor shall, upon instructions of the City, cease
all operations under the Contract until directed by the City in writing, to resume
operations.
INSURANCE OF THE CONTRACTOR PRIMARY
The Contractor required coverage shall be considered primary, and all other insurance
shall be considered as excess, over and above the Contractor's coverage. The
Contractor's policies of coverage will be considered primary as relates to all provisions
of the contract.
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LOSS CONTROL AND SAFETY
The Contractor shall retain control over its employees, agents, servants, and
subcontractors, as well as control over its invitees, and its activities on and about the
subject premises and the manner in which such activities shall be undertaken and to
that end, the Contractor shall not be deemed to be an agent of the City. Precaution shall
be exercised at all times by the Contractor for the protection of all persons, including
employees and property. The Contractor shall make special effort to detect hazards and
shall take prompt action where loss control/safety measures should reasonably be
expected.
HOLD HARMLESS
The Contractor shall indemnify and hold harmless the City of Pensacola, its officers and
employees, from any and all liabilities, damages, losses, and costs, including, but not
limited to, reasonable attorney's fees, to the extent caused by the negligence,
recklessness or intentional wrongful misconduct of the Contractor and persons
employed or utilized by the Contractor in the performance of this contract. The
Contractor's obligation shall not be limited by, or in any way to, any insurance coverage
or by any provision in or exclusion or omission from any policy of insurance.
PAY ON BEHALF OF THE CITY
The Contractor agrees to pay on behalf of the City, as well as provide a legal defense
for the City, both of which will be done only if and when requested by the City, for all
claims as described in the Hold Harmless paragraph. Such payment on the behalf of the
City shall be in addition to any and all other legal remedies available to the City and
shall not be considered to be the City's exclusive remedy.
GOVERNING LAW AND VENUE
This Contract is governed and construed in accordance with laws of the State of Florida.
The law of the State of Florida shall be the law applied in the resolution of any claim,
actions or proceedings arising out of the Contract. Venue for any claim, actions or
proceedings arising out of this Contract shall be Escambia County, Florida.
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