Trees for City Parks

Agency: City of Panama City
State: Florida
Type of Government: State & Local
NAICS Category:
  • 561730 - Landscaping Services
Posted Date: Mar 14, 2021
Due Date: Apr 1, 2021
Solicitation No: PC21-025
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Bid Number: PC21-025
Bid Title: Trees for City Parks
Category: Landscape and Roadway Maintenance Services
Status: Open

Description:
The City of Panama City’s Quality of Life Department will accept “Request for Bids” responses the firm-fixed pricing, purchase, and planting of specified trees. Installation in accordance with provided installation guide, as well as a one-year tree-health/installation warranty for certain specified trees, at the Purchasing Office until 2:00 p.m., CST on Thursday, April 1, 2021. Specifications may be obtained at the Purchasing Office, 501 Harrison Avenue, Room 010, Panama City, Florida, telephone (850) 872-3070, or www.pcgov.org .
Publication Date/Time:
3/12/2021 3:00 PM
Publication Information:
Bid request for Trees and installation
Closing Date/Time:
4/1/2021 2:00 PM
Submittal Information:
See Bid Documents
Bid Opening Information:
HR conference room City Hall
Contact Person:
Adrian Meadows at ameadows@pcgov.org
Related Documents:

Attachment Preview

PC21-015 TREES FOR CITY PARKS QOL
Dedicated to Excellence . . . . .
People Serving People
Purchasing Department • 501 Harrison Avenue, Room 229 (32401) ▪ Phone 850-872-3070 ▪ www.pcgov.org
REQUEST FOR BIDS
PC21-025
TREES FOR CITY PARKS QOL
The City of Panama City’s Quality of Life Department will accept “Request for Bids” responses
the firm-fixed pricing, purchase, and planting of specified trees. Installation in accordance with
provided installation guide, as well as a one-year tree-health/installation warranty for certain
specified trees, at the Purchasing Office until 2:00 p.m., CST on Thursday, April 1, 2021.
Specifications may be obtained at the Purchasing Office, 501 Harrison Avenue, Room 010,
Panama City, Florida, telephone (850) 872-3070, or www.pcgov.org.
Once awarded the bid is to serve as a pricing agreement/contract for a period of one (1) year
with one (1) one-year option to renew if agreed upon by both parties. The Services or products
may be requested under the contract from time to time for additional trees needed in certain
other areas of the city.
Submit responses in person at the Purchasing Department or via U. S. Mail or courier service.
Proposals must be plainly marked, “RFB NO. PC21-025~ TREES FOR CITY PARKS QOL”. All
proposals must be received by 2:00 p.m., CST, on Thursday, April 1, 2021, at which time they
will be taken to the HR Conference room (Room #129), opened and read in a public forum.
Please review all documents pertaining to this request before submitting requested information.
The City reserves the right to reject any one or all proposals, or any part of any proposal, to
waive any informality in any proposal, and to award a contract deemed to be in the best interest
of the City.
CITY OF PANAMA CITY
ADRIAN MEADOWS
PURCHASING AGENT
SPECIFICATIONS
OPENING APRIL 1ST 2021
PAGE 1 OF 11
PC21-015 TREES FOR CITY PARKS QOL
I. GENERAL CONDITIONS
A. The City of Panama City Quality of Life Department is soliciting responses to a Request
for Bids for the herein listed trees to include purchase of specified trees, shipping/freight,
installation according to the provided installation guide, as well as a one-year tree-
health/installation warranty. Overall, these items are to be installed within 4-7 sites inside
the City of Panama City, city limits; with each order being installed at one common site
at a time. The bid process, award, and contract will be conducted in accordance with the
purchasing policies. Please review all documents before submitting the requested
information.
B. Submit responses in person to the Purchasing Department at 501 Harrison Avenue,
Room 010, Panama City, Florida 32401, or via U. S. Mail or courier service. Responses
must be plainly marked, “RFB NO. PC21-025 TREES FOR CITY PARKS QOL, APRIL 1,
2021”. The purchasing staff must receive all responses before 2:00 p.m., CST, on
Thursday, April 1, 2021. Proposals received after the stated time will be refused. It is the
sole responsibility of the respondent to ensure the proposal is received on time. The
clock in the Purchasing Office will determine the closing time. Late submittals will be
returned unopened.
C. Submit one (1) manually signed original proposal and two (2) complete copies. Pricing
information must be submitted on the bid sheet within this document.
D. The City of Panama City (herein referred to as the “City”) reserves the right to reject any
one or all proposals, or any part of any proposal, to waive any informality in any proposal
and to award a contract deemed to be in the best interest of the City.
E. Specifications are open to public inspection and may be obtained from the Purchasing
Department, 501 Harrison Avenue, Room 229, Panama City, Florida, telephone (850)
872-3070, or our website www.pcgov.org.
F. Direct all questions regarding this RFP in writing to Adrian Meadows at
ameadows@pcgov.org. The deadline to submit questions is Thursday, March 25, 2021,
at 2:00 p.m., CST. All written inquiries and responses will be submitted as addenda and
posted on the City’s website. Interested parties are encouraged to register at the City’s
website with “Notify Me” to ensure notification of postings. It is the sole responsibility of
the bidder to determine if any addenda have been issued.
G. From the date of release of this solicitation until award of the contract, no contact with
QOL, City personnel, or elected officials related to this solicitation is permitted. Direct all
communications to the Purchasing representative listed above. Any such contact may
result in the disqualification of the respondent’s submittal.
H. All changes, modifications, or interpretations shall be handled by the Purchasing
Department. In no case will verbal communication between the City and a respondent
override written communications or documentation. All communications must be in
writing to be considered part of this RFB.
I. Each respondent, prior to submitting a response, shall become fully informed as to the
extent and character of the work required. No consideration will be granted for any
alleged misunderstanding of the material to be furnished or work to be done, it being
SPECIFICATIONS
OPENING APRIL 1ST 2021
PAGE 2 OF 11
PC21-015 TREES FOR CITY PARKS QOL
understood that the submission of a proposal is an agreement with all of the items and
conditions referred to herein.
J. Responses will be evaluated on experience, references, staffing capacity, price,
services, and any other relevant factors as determined to be in the best interest of the
City. The City is under no obligation to award this project to the proposal offering the
lowest fee.
K. Responses shall be binding upon the respondent and irrevocable for 90 calendar days
following the proposal opening date. Any proposal in which a respondent shortens the
acceptance period may be rejected.
L. Neither the City nor its representatives shall be liable for any expenses incurred in the
preparation of a response to this RFP. Respondents should prepare their proposals
simply and economically, providing a straightforward and concise description of their
ability to meet the requirements.
M. All prospective vendors will be afforded full opportunity to submit statements of
qualifications in response to this RFP and will not be discriminated against on the
grounds of race, religion, color, national origin, age, sex, or disability in consideration for
an award of any contract entered into pursuant to this notice.
N. The City reserves the right to:
1. Waive or modify any irregularities in proposals received after prior notification to the
vendor.
2. Request the submission of proposal modifications at any time before the awarding, if
such is in the best interest of the City.
3. Request clarification and additional information from the respondent during the
evaluation process.
4. Utilize any and all ideas submitted unless legal patent or proprietary rights cover
those ideas and the vendor indicates the patent of those rights.
5. In the event of contract termination, enter into negotiations with other qualified firms
that submitted acceptable proposals, rather than redoing the RFP process.
6. Negotiate with the selected contractor to include further services not identified in this
RFP.
7. Refuse to review proposals if at least three (3) completed proposals are not
submitted.
O. No elected official or employee of the City will participate in any decision relating to the
agreement that affects his personal interest or relating to any agreement in which he
has a personal or pecuniary interest, direct or indirect, in the contract or in the
proceeds.
P. All material submitted with the proposal will become the property of the City unless
SPECIFICATIONS
OPENING APRIL 1ST 2021
PAGE 3 OF 11
PC21-015 TREES FOR CITY PARKS QOL
otherwise requested at the time of submission. Any material to be considered as
confidential in nature must be so marked.
Q. The respondent acknowledges that the City is a Florida municipal corporation and
subject to the Florida Public Records Law. The respondent agrees that to the extent any
document produced under this agreement constitutes a public record the respondent
shall comply with the Florida Public Records Law. Proposal documents are exempt from
public record for a period of thirty (30) days or until a Notice of Intent to Award is issued,
whichever comes sooner, per Chapter 119, as amended, of the Florida Statutes.
Florida Statutes, Section 119.011.12 reads as follows: “Public records” means all
documents, papers, letters, maps, books, tapes, photographs, films, sound recordings,
data processing software, or other material, regardless of the physical form,
characteristics, or means of transmission, made or received pursuant to law or
ordinance or in connection with the transaction of official business by any agency.
R. If the contractor has questions regarding the application of Chapter 119,
Florida Statutes, to the Contractor’s duty to provide public records relating
to this contract, contact the Custodian of Public Records at (850) 872-3020;
jgreathouse@pcgov.org; or P. O. Box 1880, Panama City, FL 32402.
S. A person or affiliate who has been placed on the convicted vendor list following a
conviction for a public entity crime may not submit a proposal on a contract to provide
any goods or services to a public entity, may not submit a proposal on a contract with a
public entity for the construction or repair of a public building or public work, may not
submit Responses on leases of real property to a public entity, may not be awarded or
perform work as a contractor, supplier, subcontractor, or contractor under a contract with
any public entity, and may not transact business with any public entity in excess of the
threshold amount provided in Section 287.017, for category two for a period of 36
months from the date of being placed on the convicted vendor list.
II. PROPOSAL PROCESS TIMELINE
Task
Request for Bids Issued
Deadline for Submitting Questions
Deadline for Submission of Proposals
Staff Review of Proposals, Team Review and
Evaluation of Proposals, Team
Recommendations
City Commission Selection
March 13, 2021
Date
March 25, 2021, 2:00 p.m., CST
Aril 1, 2021, 2:00 p.m., CST
April 1, 2021 through April 10, 2021
Aril 13, 2021
Agreement Execution Process
April 14, 2021 (tentative)
The City reserves the right to delay or modify the above dates and timeline as needed.
SPECIFICATIONS
OPENING APRIL 1ST 2021
PAGE 4 OF 11
PC21-015 TREES FOR CITY PARKS QOL
III. TERMS OF CONTRACT
A. The City may terminate this agreement at any time for cause. In the event of termination,
the Contractor shall be compensated for services rendered. All property, finished and
unfinished documents, data, studies and reports prepared by the Contractor, become
the City’s property in the event of termination.
B. Submit invoices for services rendered under this contract to the City at P. O. Box 1880,
Panama City, Florida 32402.
C. Additional services requested by the City will be performed as agreed upon and invoiced
separately if additional charges apply.
D. The RFB, the proposal, the information contained in the proposal, and any written
documents supplementing, amending, or incorporating the proposal represents the
entire and integrated agreement between the Contractor and the City and supersedes all
prior negotiations, representations, or agreements, whether oral or written. The contract
may be amended only by written agreement of the Contractor and the City.
IV. SCOPE OF WORK
A. The Contractor will provide and original bid submitting and two (2) copies of all
documents and plans.
B. Soil preparation (See Attachment A)
C. Trees, plants, and ground coverings (See Attachment A)
D. Mulch and planting accessories (See Attachment A)
E. Maintenance (See Attachment A)
F. Landscape Maintenance for a period of one (1) year from date of acceptance. (See
Attachment A)
V. SUBMITTAL PACKET SHALL INCLUDE
A. Letter of Transmittal – Limited to two (2) pages:
1. Briefly state your firm’s understanding of the work to be done and provide a positive
commitment to perform the work.
2. Give the names of the persons who will be authorized to make representations for
your firm, their titles, addresses and telephone number.
3. Must be signed by an authorized representative of the company who has the
authority to commit the company to their proposal as submitted.
B. Profile of Bidder
SPECIFICATIONS
OPENING APRIL 1ST 2021
PAGE 5 OF 11

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