CITY OF FERNANDINA BEACH, FLORIDA
REQUEST FOR PROPOSAL 26-02
IRRIGATION CONTROL SYSTEM – GOLF COURSE
INTRODUCTION
The City of Fernandina Beach, Florida is accepting competitive sealed proposals for
IRRIGATION CONTROL SYSTEM, CITY OF FERNANDINA BEACH GOLF COURSE.
The City of Fernandina Beach will receive sealed proposals through
www.demandstar.com. Proposals must be uploaded to Demandstar.com E-bidding
System prior to 2:00PM, December 4, 2025.
A Mandatory Pre-bid meeting will be held at 10:00AM, November 7, 2025, at the City
of Fernandina Beach Golf Course, located at 2800 Bill Melton Road, Fernandina
Beach, FL 32034.
It shall be the sole responsibility of the Respondent to have its Response submitted to the
DemandStar website (www.demandstar.com) prior to 2:00PM, December 4, 2025.
Facsimile, paper or telegraphic submittals will not be accepted. Delay in delivery shall be
the sole responsibility of the Respondent. Submittals received after the deadline will not
be considered. Award of the Request for Proposal is subject to authorization and
appropriation of funds in the fiscal year budget 2025-2026.
RESPONDENTS ARE REFERRED TO THE ATTACHED GENERAL CONDITIONS
FOR OTHER IMPORTANT INFORMATION REGARDING THE RFP PROCESS,
REQUIREMENTS AND EXHIBITS.
The response shall be submitted on the specified Contact Sheet/Proposal Pricing
Form, hereto attached as “Exhibit A”. The person signing the Response Form shall have
the authority to bind the proposer to the submittal. All information on the RFP form shall
be provided, or the submittal may not be accepted.
The competitive sealed RFP shall be accompanied by a “Public Entity Crimes”, herein
provided as “Exhibit B”, “Drug-Free Workplace Certification” herein provides as
“Exhibit C”, “E-Verify Statement” herein provided as “Exhibit D”, “Proposer
Acknowledgements and Agreements”, herein provided as “Exhibit E”, “Conflict of
Interest”, herein provided as, “Exhibit F”, “Non-Collusion Affidavit”, herein provided
as “Exhibit G” and “Dispute Disclosure”, herein provided as “Exhibit H”.
CONTRACTOR SHALL SIGN AND INCLUDE EXHIBITS “A-H”. Failure to do so may
result in rejection of the RFP submittal.
Sample contract for the City of Fernandina Beach is included as a separate
document.
In accordance with Item 16, General Terms and Conditions, please provide proof the
Contractor/Vendor is not listed in the Excluded Parties List System, a federal
suspension and debarment listing.
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CITY OF FERNANDINA BEACH, FLORIDA
REQUEST FOR PROPOSAL 26-02
IRRIGATION CONTROL SYSTEM – GOLF COURSE
SCOPE OF WORK
The contractor will submit a proposal to replace the entire existing Irrigation Control
System that operates the irrigation at the Fernandina Beach Golf Club.
1) All existing field controllers will be removed and replaced with new field controllers
installed in accordance with manufacturers’ recommendations. This is to include
grounding, meeting the manufacturer’s specifications. New field controllers will be
installed on a concrete pad no smaller than 24” long by 24” wide. Field controllers
must have a standalone power source or hot post to activate sprinklers during
installation and maintenance. The contractor will be required to install all necessary
components to replace the existing field controllers.
2) New central control system, including computers, will be installed with radio
communication and all related hardware and software. Programming of the central
control system and applications shall be complete prior to job completion. This
includes building schedules and educational courses for personnel on the
operation and testing of all equipment.
3) The new control system will be fully integrated and working correctly with existing
irrigation system, irrigation pump and 2 water sources (wells) prior to completion
of project.
AWARD
Award recommendation shall be made to the most responsive and responsible
respondent offering the best value. The City reserves the right, based upon its
deliberations and in its opinion, to accept or reject any or all proposals. The City also
reserves the right to waive minor irregularities or variations to the specifications and in
the RFP process.
Successful Respondent is required to have a Business License in the city where their
home office is located. If Respondent's business office is located in the City of Fernandina
Beach a business tax license is required.
RFP Package
RFP Documents and Specifications are available to download from DemandStar at
www.demandstar.com. Any questions regarding RFP package can be directed to Wanda
Weaks, Purchasing Specialist, wweaks@fbfl.org.
CONTACT
Specification questions during the submittal period shall be submitted in writing to Wanda
Weaks, wweaks@fbfl.org.
Respondents are hereby put on notice that no contact shall be made with any of the City
Commission members, other City staff, or others that may be involved in the selection
process to discuss this request or to influence the outcome of the selection.
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CITY OF FERNANDINA BEACH, FLORIDA
REQUEST FOR PROPOSAL 26-02
IRRIGATION CONTROL SYSTEM – GOLF COURSE
ADDENDA
A written response to submitter’s questions will be issued via Addendum and published
to DemandStar at www.demandstar.com. It is the respondent’s responsibility to check
the DemandStar.com website for Addenda prior to submitting their proposal. The
deadline for questions is ten days before proposal opening.
If there is an Addendum it becomes part of the original RFP and shall be acknowledged
by attaching a copy of the Addendum, signed by an authorized representative of the
person or company submitting the proposal. Failure to do so may disqualify the proposal.
PERFORMANCE STANDARDS/QUALITY REQUIREMENTS
In addition to those requirements set forth in the Scope of Work, all services (and items
incidental thereto) and work provided by CONTRACTOR shall conform to the following:
INSURANCE REQUIREMENTS
Insurance requirements are outlined in the General Conditions of this Request for
Proposal.
BOND REQUIREMENTS
Proposal bonds requirements are outlined in the General Conditions of this Request for
Proposal.
EVALUATION PROCESS
All Requests for Proposals (RFP) will be evaluated in terms of project approach,
experience, quality of work, proposed cost, and capacity to perform. Past
performances on similar projects will also be assessed in terms of timeliness,
completing work within budget and quality of work.
EVALUATION CRITERIA
• Qualifications & Capability of Firm
20%
• Project Approach – demonstrates understanding of project 30%
requirements, and proposes methods and work schedule
accomplish the work meeting or exceeding criteria listed in
the RFP.
• References
20%
• Cost Proposal
30%
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CITY OF FERNANDINA BEACH, FLORIDA
REQUEST FOR PROPOSAL 26-02
IRRIGATION CONTROL SYSTEM – GOLF COURSE
GENERAL CONDITIONS OF REQUEST FOR PROPOSAL
1. PREPARATION OF PROPOSAL – REQUEST FOR PROPOSAL will be
prepared in accordance with the following:
a. The enclosed Contact Sheet/Proposal Form, attached hereto as “Exhibit A”,
shall be used when submitting your REQUEST FOR PROPOSAL.
b. All information required by the Contact Sheet/Proposal Form shall be
furnished. The Proposer shall print or type his/her name and manually sign
the Form and any continuation sheet on which an entry is made.
c. Unit prices shall be shown and where there is an error in extension of price,
the unit price will govern.
d. Alternate Proposals will not be considered unless authorized by the Request
for Proposal.
e. Proposers will not include federal taxes nor State of Florida sales, excise,
and use taxes in prices, as the City is exempt from payment of such taxes. An
exemption certificate will be signed where applicable upon request.
f. Proposers shall make all investigations necessary to thoroughly inform
themselves about any and all conditions related to the performance of the
contract. Plea of ignorance by the Proposer of conditions that exists or may
hereafter exist as a result of failure or omission on the part of the Proposer to
make the necessary examinations and investigations, or failure to fulfill in
every detail the requirements provided for in the Purchasing Policy,
Purchasing Ordinance and/or State and Federal Statutes. The City’s
Purchasing Ordinance is set forth in Chapter 2-420, et seq.
g. Prices quoted shall be FOB City of Fernandina Beach, Florida with all
transportation charges prepaid unless otherwise specified in the Request for
Proposal.
h. Deliveries are to be FOB Destination unless otherwise specified in the
Request for Proposal.
i. Deliveries are to be made during regular business hours.
j. Proposals and Proposal prices shall be valid for a minimum of ninety (90)
days, unless otherwise stated on the REQUEST FOR PROPOSAL.
2. SUBMISSION OF PROPOSAL
a. The City of Fernandina Beach has partnered with DemandStar using their E-
bidding platform. All submittals will be received through the DemandStar E-
bidding platform. To register and submit through DemandStar go to
www.demandstar.com/registration.
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CITY OF FERNANDINA BEACH, FLORIDA
REQUEST FOR PROPOSAL 26-02
IRRIGATION CONTROL SYSTEM – GOLF COURSE
3. REJECTION OF PROPOSAL
a. The City reserves the right to accept or reject any or all Proposals, to waive
irregularities and technicalities, and to request resubmission or to re-advertise
for the services. The City will be the sole judge of the submittals. The City's
decision will be final.
4. WITHDRAWAL OF PROPOSAL
a. Proposals may not be withdrawn after the time set for the opening for a period
of time as specified.
b. Proposals may be withdrawn prior to the time set for the opening. Such
request shall be in writing.
5. LATE PROPOSAL
a. REQUEST FOR PROPOSAL and modifications received after the time set for
the opening will not be considered.
b. Modifications in writing received prior to the time set for the opening will be
accepted.
6. LOCAL, STATE, AND FEDERAL COMPLIANCE
a. Proposers shall comply with all local, state, and federal directives, orders and
laws as applicable to the REQUEST FOR PROPOSAL and subsequent
contract(s) in accordance with the requirements as stated in CFR 200.321,
including but not limited to Equal Employment Opportunity (EEO), Minority
Business Enterprise (MBE), and Occupational Safety and Health
Administration (OSHA) as applicable to this contract.
b. A “Public Entity Crimes Statement”, in accordance with Florida Statutes,
Section 287.133 (3) (a), on Public Entity Crimes, attached hereto as “Exhibit
B”, shall be received at the time of the proposal.
c. A “Drug Free Workplace Certification” attached hereto as “Exhibit C”, shall be
received at the time of the proposal.
d. The City of Fernandina Beach requires that the Proposer selected will not
discriminate under the contract against any person, in accordance with
federal, state and local government regulations.
e. An “E-Verify Statement” attached hereto as “Exhibit D” shall be received at
the time of the proposal.
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This page summarizes the opportunity, including an overview and a preview of the attached documents.
