2026.04 ITB Pine Straw Supply Delivery and Installation Services

ADVERTISEMENT FOR BIDS
BID NO.: 2026.04
PINE STRAW SUPPLY, DELIVERY, AND INSTALLATION SERVICES
SECTION 1 - AUTHORITY
The City of Milton ("City") issues this Invitation to Bid ("ITB") pursuant to Article VIII,
Section 2(b) of the Florida Constitution; Chapter 166, Florida Statutes, including
166.021, F.S.; and the City of Milton Purchasing Policy 9.0, as may be amended.
This ITB solicits sealed bids from qualified vendors to furnish the goods,
equipment, materials, supplies, or services described in the Solicitation
Documents.
Award, if made, shall be to the lowest responsive and responsible Bidder whose
Bid conforms in all material respects to the requirements of this ITB, in
accordance with applicable Florida law and the City's Purchasing Policy.
The City reserves the right to reject any or all Bids, waive minor irregularities, and
accept the Bid determined to be in the best interest of the City as permitted by
law.
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SECTION 2 - DEFINITIONS
For purposes of this Invitation to Bid and the resulting Contract, the following
terms shall have the meanings set forth below:
2.1 "ITB" or "Solicitation" means this Invitation to Bid, and all addenda issued
by the City prior to Bid opening.
2.2 "Addendum" means a written clarification, modification, or revision to the
ITB issued by the City prior to Bid opening.
2.3 "Bid" means the written offer submitted by a Bidder in response to this ITB
to perform the Work described in the Contract Documents for the price(s)
stated therein.
2.4 "Bidder" means a firm, partnership, corporation, or other legal entity that
submits a Bid in response to this ITB and is legally authorized to conduct
business in the State of Florida.
2.5 "Contractor" means the successful Bidder that executes the Agreement
with the City and is responsible for performing the Work in accordance with
the Contract Documents.
2.6 "Responsive Bid" means a Bid that conforms in all material respects to the
requirements of this ITB and the Contract Documents, including submission of
all required forms, pricing, acknowledgments, certifications, and other
required documentation, without material deviation, reservation, or
irregularity.
2.7 "Responsible Bidder" means a Bidder who has the capability, integrity,
financial capacity, experience, equipment, and personnel necessary to fully
perform the Contract requirements and to assure good faith performance.
2.8 "Notice of Award" means the written notice issued by the City informing
the successful Bidder that it has been selected for award of the Contract.
2.9 "Agreement" or "Contract" means the written agreement executed
between the City and the successful Bidder, including all Contract Documents
incorporated therein.
2.10 "City" means the City of Milton, Florida.
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2.11 "Goods" or "Services" means the materials, equipment, supplies, or
services to be furnished by the Contractor in accordance with the Solicitation
Documents.
2.12 "Contract Documents" means the documents forming the agreement
between the City and the Contractor, including the Agreement, this ITB and
all addenda, the Bid Form, specifications, and any written amendments or
change orders.
2.13 "Unit Price" means the price stated in the Bid for a single unit of Work,
including all labor, materials, equipment, overhead, and profit necessary to
complete that unit of Work as specified.
2.14 "Installed" means pine straw furnished, delivered to the site, placed in
city-designated locations, evenly spread to the specified depth, and all
excess material and debris removed from the site.
2.15 "Work" means the complete performance of all obligations required
under the Contract, including the supply of pine straw Materials meeting the
specifications in Exhibit A, delivery to City-Designated Locations, and
installation in accordance with the Agreement and Contract Documents.
2.16 "Work Authorization" means a written directive issued by the City's
designated representative authorizing the Contractor to perform a specific
scope of Services under the Agreement, which may take the form of a
purchase order, work order, or written email directive. No Services shall be
performed, and no costs shall be incurred absent a valid Work Authorization.
2.17 "Calendar Day" means every day shown on the calendar, including
weekends and legal holidays.
2.18 "Business Day" means any day other than a Saturday, Sunday, or legal
holiday observed by the City of Milton.
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SECTION 3 - GENERAL INFORMATION
3.1 Solicitation Overview
The City of Milton ("City") is soliciting sealed bids from qualified contractors to
furnish the goods, equipment, materials, supplies, or services described in the
Solicitation Documents.
The goods or services generally consist of:
Pine straw supply, delivery, and installation services for City-owned and City-
maintained property, public rights-of-way, highway corridors, medians, and
easements, on an as-needed basis.
This Solicitation is issued as a competitive sealed bid in accordance with the City
of Milton Purchasing Policy 9.0, as may be amended.
Award, if made, shall be to the lowest responsive and responsible Bidder whose
Bid conforms in all material respects to the requirements of this ITB.
The City reserves the right to reject any or all Bids and to waive minor
irregularities that do not affect price, competition, or the substantive rights of the
parties, as permitted by law.
3.2 Issuing Office
This Solicitation is issued by the City of Milton Purchasing Division.
All communications regarding this ITB shall be directed only to the designated
Procurement Representative identified in this Section 3.
3.3 Administrative Details and Dates
Bid No.: 2026.04
Bid Title: ITB Pine Supply, Delivery, and Installation Services
Date of Issuance: Thursday, April 30, 2026
Description of Goods or Services: The City is soliciting sealed bids from qualified
contractors to supply, deliver, and install pine
straw and related ground cover materials at City-
owned and City-maintained property, public
rights-of-way, highway corridors, medians,
easements, and other City-designated locations on
an as-needed basis.
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Procurement Contact: Name: Michele Williams
Phone: (850) 983-5480
Email: mwilliams@miltonfl.org
Department Head / Project Manager: Name: Lee Willingham
Phone: (850) 291-4190
Email: lwillingham@miltonfl.org
Contract Coordinator: Name: April Taylor
Phone: (850) 983-5400 x 1308
Email: ataylor@miltonfl.org
Bid Submittal Deadline: Wednesday, May 27, 2026
Questions Due By: Wednesday, May 13, 2026
3.4 Addenda
All changes to this Solicitation shall be issued by written addendum. Verbal
statements or interpretations shall not be binding.
Bidders are responsible for acknowledging receipt of all addenda in the Bid
Form.
3.5 Bid Validity
Bids shall remain valid for ninety (90) calendar days after bid opening, unless
extended by mutual written agreement of the parties.
3.6 Communications Restrictions
From the date of advertisement of this ITB until the City issues a Notice of Award
or otherwise withdraws the Solicitation, all communications regarding this
Solicitation shall be directed solely to the Procurement Representative identified
herein.
Unauthorized contact with City officials or employees regarding this Solicitation
may result in the Bid being deemed non-responsive or the Bidder being
determined non-responsible if the City determines that such contact has
resulted in an unfair competitive advantage or otherwise compromised the
integrity of the procurement process.
3.7 Form of Agreement
The Form of Agreement is attached to this Solicitation as Appendix C and is
incorporated herein by reference. The successful Bidder shall execute the
Agreement without material alteration unless approved in writing by the City.
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Submission of a Bid constitutes acknowledgment of, and agreement to execute,
the Form of Agreement if awarded.
3.8 No Negotiation
This Solicitation is issued as a competitive sealed bid procurement. Except as
permitted by law or the City's Purchasing Policy, the City shall not negotiate
price with the lowest responsive and responsible Bidder.
SECTION 4 - SCOPE OF WORK
4.1 Description of Work
The City is soliciting sealed bids from qualified contractors to supply, deliver, and
install pine straw and related ground cover materials at City-owned and City-
maintained property, public rights-of-way, highway corridors, medians,
easements, and other City-designated locations on an as-needed basis. The
complete scope of Work, material specifications, installation standards, and
performance requirements are set forth in Exhibit A - Scope of Work, which is
incorporated into the Form of Agreement. The Form of Agreement, including all
Exhibits, is attached to this Solicitation as Appendix C.
4.2 Work Included
The Work includes the supply of pine straw Materials meeting the specifications
in Exhibit A, delivery to City-designated locations, and installation in accordance
with the Agreement and Contract Documents. The successful Bidder will be
required to furnish all Materials, labor, supervision, equipment, vehicles, tools, site
cleanup, mobilization, demobilization, and all incidentals necessary to complete
the Work. All unit prices submitted shall be all-inclusive as defined in the Form of
Agreement and Exhibit B - Compensation and Rate Schedule.
4.3 Specifications and Requirements
Detailed material specifications, installation standards, and performance
requirements applicable to this procurement are set forth in Exhibit A - Scope of
Work, attached as part of the Form of Agreement in Appendix C. Bidders are
encouraged to review Exhibit A carefully prior to submitting a Bid.
In the event of a conflict among Contract Documents, the order of precedence
set forth in the Agreement shall govern.
4.4 Compliance with Laws and Regulations
The resulting Contract will require the successful Bidder to comply with all
applicable federal, state, and local laws, regulations, codes, and ordinances
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governing the performance of the Work, including requirements applicable to
work performed within public rights-of-way.
4.5 Delivery and Performance Requirements
Work under the resulting Contract will be performed on an as-needed basis. All
Work will be authorized through individual Work Authorizations issued by the
City's designated representative in accordance with the Agreement. Delivery
and installation of Materials will be required in accordance with the
requirements of each Work Authorization and the specifications set forth in
Exhibit A.
All Work will be performed during normal business hours as defined in the
Agreement unless otherwise authorized in writing by the City's designated
representative.
4.6 Standards of Performance
Materials supplied under the resulting Contract will be required to meet the
minimum quality specifications set forth in Exhibit A - Scope of Work, including
requirements for pine straw type, needle length, moisture condition, and
freedom from contaminants.
All Work will be required to be performed in a safe, professional, and
workmanlike manner by qualified personnel consistent with industry standards
applicable to ground cover supply and installation services.
4.7 Coordination with the City
Under the resulting Contract, the successful Bidder will be required to coordinate
with the City's designated representative regarding delivery timing, installation
scheduling, and other operational requirements prior to commencing Work
under each Work Authorization. Coordination requirements are further detailed
in the Agreement and Exhibit A.
4.8 Unauthorized Work
The resulting Contract will not authorize the Contractor to deliver Materials or
perform Work beyond the scope of a valid Work Authorization. The City will not
be responsible for payment for Work performed without a valid Work
Authorization issued in accordance with the Agreement.
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SECTION 5 - COMPENSATION AND PRICING
5.1 Contract Price
This Solicitation is issued on a unit price basis. Payment under the resulting
Contract shall be based on the actual quantities of Work authorized, performed,
and accepted by the City at the applicable unit prices submitted in the Bid
Schedule. No quantities are guaranteed. The City makes no representation or
commitment as to the volume of Work that will be ordered during the term of
the Contract.
5.2 All-Inclusive Unit Pricing
Unit prices submitted in the Bid Schedule shall be all-inclusive.
* Line Item 1 - Furnished and Delivered: Unit price per roll shall include all
costs for furnishing and delivering pine straw to the City-designated
location, including unloading and staging. Installation is not included.
* Line Item 2 - Furnished, Delivered, and Installed: Unit price per roll shall
include all costs necessary to complete the Work, including furnishing pine
straw, delivery, installation to the required coverage depth, site cleanup,
labor, supervision, equipment, vehicles, tools, mobilization, demobilization,
and all incidentals.
No additional charges shall be accepted or paid for any component of Work
within the scope of the applicable Line Item. Bidders are advised to review the
Form of Agreement and Exhibit B - Compensation and Rate Schedule to ensure
unit prices reflect the full cost of performance.
5.3 Bid Schedule
Bidders shall submit unit prices for each Line Item in the Bid Schedule provided in
Appendix A.
* Line Item 1 shall be provided for delivery-only services and shall be
binding for use during the Contract term when applicable.
* Line Item 2 shall represent the all-inclusive unit price for furnished,
delivered, and installed Work.
Failure to submit pricing for required Line Items may result in the Bid being
deemed non-responsive.
5.4 Payment Terms
Payment under the resulting Contract shall be made in accordance with the
Florida Local Government Prompt Payment Act, Chapter 218, Part VII, Florida
Statutes, and the terms of the Form of Agreement.
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SECTION 6 - MINIMUM QUALIFICATIONS
6.1 Minimum Requirements
Shall Apply. Shall Not Apply.
To be considered for award, the Bidder must meet the following minimum
qualifications at the time of Bid submission:
1. Legal Authorization
The Bidder must be legally authorized to conduct business in the State of
Florida at the time of Bid submission and must maintain such authorization
throughout the term of any resulting Contract.
2. Required Licenses and Authorizations
The Bidder must hold, at the time of Bid submission, all licenses,
registrations, permits, and authorizations required by applicable federal,
state, and local law to perform the Work described in this ITB, including
any licenses required for the operation of commercial vehicles on public
roads and any authorizations required for work within public rights-of-way.
The Bidder shall maintain all required licenses and authorizations
throughout the term of any resulting Contract.
3. References
The Bidder must provide a minimum of three (3) references for
comparable Work provided within the past five (5) years. Each reference
must include the client's name, description of Work provided, contract
value if applicable, and client contact information. References will be
used to assist the City in determining the Bidder's responsibility.
4. Insurance Capability
The Bidder must demonstrate the ability to obtain and maintain the
insurance coverages and limits required in Section 7 of this ITB and the
resulting Contract.
5. Statutory Eligibility
The Bidder must not be disqualified from public contracting pursuant to
287.133 and 287.135, F.S., must not be listed on any Scrutinized Companies
list maintained by the State of Florida pursuant to 215.4725 or 215.473,
F.S., and must comply with 448.095, F.S. regarding employment eligibility
verification.
Failure to meet any of the above minimum qualifications may result in the Bidder
being determined non-responsible and ineligible for award.
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