Turf Care Products

Agency: City of Cedar Rapids
State: Iowa
Type of Government: State & Local
NAICS Category:
  • 561730 - Landscaping Services
Posted Date: Jan 10, 2024
Due Date: Jan 24, 2024
Solicitation No: PUR1123-145
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Bid Information
Type Request for Bid
Status Issued
Number PUR1123-145 (Turf Care Products)
Issue Date & Time 1/9/2024 04:30:00 PM (CT)
Close Date & Time 1/24/2024 03:00:00 PM (CT)
Notes

Notice of Request for Bid

Notice is hereby given that sealed bids will be received electronically before 3:00 p.m. CST on Wednesday, January 24, 2024, for as-needed purchase and delivery of turf care products as requested by the City of Cedar Rapids Parks & Recreation Department, primarily for the Golf Division . The City will only accept bids submitted through the City’s Online E-Procurement portal system (IonWave). Email, fax or hard copy Submittals are not acceptable.

Suppliers are solely responsible for correctly submitting their response into the electronic system (IonWave). The City bears no responsibility for delays or errors in submittal of response by the Supplier.

Bids will be opened on Wednesday, January 24, 2024, at 3:00 p.m. CST (our clock).

Bids will be evaluated promptly after opening. After an award is made, a bid tabulation summary will be sent to all companies who submitted a bid. Bid results will not be given over the telephone or prior to award. Bids may be withdrawn any time prior to the scheduled closing time for receipt of bids; no bid may be modified or withdrawn for a period of sixty (60) calendar days thereafter.

Contact Information
Name Rebecca Johnson
Address 101 First Street SE
Cedar Rapids, IA 52401
Phone (319) 286-5062
Fax
Email r.johnson2@cedar-rapids.org

Attachment Preview

PUR1123-145
Turf Care Products
Issue Date: 1/9/2024
Questions Deadline: 1/17/2024 03:00 PM (CT)
Response Deadline: 1/24/2024 03:00 PM (CT)
Purchasing
Contact Information
Contact: Rebecca Johnson
Address: Purchasing Services
City Hall
101 First Street SE
Cedar Rapids, IA 52401
Phone: (319) 286-5062
Email: r.johnson2@cedar-rapids.org
Page 1 of 11 pages
Deadline: 1/24/2024 03:00 PM (CT)
PUR1123-145
Event Information
Number:
PUR1123-145
Title:
Turf Care Products
Type:
Request for Bid
Issue Date:
1/9/2024
Question Deadline: 1/17/2024 03:00 PM (CT)
Response Deadline: 1/24/2024 03:00 PM (CT)
Notes:
Notice of Request for Bid
Notice is hereby given that sealed bids will be received electronically before 3:00
p.m. CST on Wednesday, January 24, 2024, for as-needed purchase and delivery of
turf care products as requested by the City of Cedar Rapids Parks &
Recreation Department, primarily for the Golf Division. The City will only accept bids
submitted through the City’s Online E-Procurement portal system (IonWave). Email,
fax or hard copy Submittals are not acceptable.
Suppliers are solely responsible for correctly submitting their response into the
electronic system (IonWave). The City bears no responsibility for delays or errors in
submittal of response by the Supplier.
Bids will be opened on Wednesday, January 24, 2024, at 3:00 p.m. CST (our
clock).
Bids will be evaluated promptly after opening. After an award is made, a bid
tabulation summary will be sent to all companies who submitted a bid. Bid
results will not be given over the telephone or prior to award. Bids may be withdrawn
any time prior to the scheduled closing time for receipt of bids; no bid may be
modified or withdrawn for a period of sixty (60) calendar days thereafter.
Billing Information
Address: Accounts Payable
PO Box 2148
Cedar Rapids, IA 52406-2148
Email: accountspayable@cedar-rapids.org
Bid Attachments
Certificate to Obtain Insurance.docx
Certificate to Obtain Insurance - Provided by the insurance agent.
Local Preference.docx
Linn County businesses and TSB businesses in Linn County.
Insurance Requirements - 1 endorsement.pdf
Insurance requirements.
Download
Download
Download
Page 2 of 11 pages
Deadline: 1/24/2024 03:00 PM (CT)
PUR1123-145
Pricing Submittal Forms.docx
Pricing submittal forms for fertilizers, chemicals, and seed.
Scope of Work, Specifications - 1123-145.pdf
Scope of work and specifications for fertilizers, chemicals, and seed.
Standard Terms and Conditions.pdf
Standard terms and conditions.
Download
Download
Download
Requested Attachments
Certification Regarding Ability to Obtain Required Insurance
(Attachment required)
Please attach the completed Certification Regarding Ability to Obtain Required Insurance Form.
Buy Local Packet
Please attach completed Buy Local Packet if applicable.
Pricing Submittal Forms
(Attachment required)
Pricing submittal form(s) for turf care products (fertilizers, chemicals, seed) must be uploaded to include with bid
submittal. Bidders are not required to bid on all three categories.
Descriptive Literature
If alternate/substitute products are offered, a product information sheet shall be included with bid submittal.
Page 3 of 11 pages
Deadline: 1/24/2024 03:00 PM (CT)
PUR1123-145
Bid Attributes
1 INSTRUCTIONS TO BIDDERS
Whenever used in this RFB the following terms shall have the meaning given as follows: City shall mean the City of
Cedar Rapids, Iowa. Contractor or Vendor shall mean the firm providing and delivering turf care products for the
Parks & Recreation Department. Subcontractor shall mean any person, firm, or corporation who contracts with the
Vendor to perform a service for which the basis of payment or Scope of Work is identified as a part of this RFB.
Project Manager shall mean Chad Bildstein, Golf Course Superintendent , who is the designated coordinator and
administrator for the purchase of Goods included in this RFB.
A company representative who is authorized to bind the Company will sign on behalf of the company to indicate to
the City that you have read, understand and will comply with the instructions and all terms and conditions stated in
this Request for Bid and all attachments.
This Request for Bid does not commit the City to make an award, nor will the City pay any costs incurred in the
preparation and submission of bids, or costs incurred in making necessary studies for the preparation of bids.
Exceptions to Documents
The Bidder shall clearly state in the submitted bid any exceptions to, or deviations from, the minimum bid
requirements, and any exceptions to the terms and conditions of this RFB. Such exceptions or deviations will be
considered in evaluating the bids. Bidders are cautioned that exceptions taken to this RFB may cause their bid to
be rejected.
Silence of Specifications
Commercially accepted practices shall apply to any detail not covered in the specification and to any omission of
the specification. Any omission or question of interpretation of the specification that affects the performance or
integrity of the service being offered shall be addressed in writing and submitted with the Bid.
Incomplete Information
Failure to complete or provide any of the information requested in this Request for Bid, including references, and/or
additional information as indicated, may result in disqualification by reason of "non-responsiveness".
In the event of conflict, the Special Terms and Conditions shall take precedence over the Standard Terms and
Conditions, included herein.
Be advised that any conversations (in reference to this RFB) between bidders and any City employee, City official
or City Project Manager, outside of the Purchasing Services Division, during the entire competitive bidding process
is strictly prohibited. Such actions will result in removal of the Contractor from the vendors list and rejection of the
Contractor’s bid. The ONLY official position of the City is that position which is stated in writing and
issued by the Purchasing Services Division. No other means of communication, whether written or oral, shall
be construed as a formal or official response statement.
2 FEDERAL FUNDING PROVISIONS
This Project is not federally funded.
Page 4 of 11 pages
Deadline: 1/24/2024 03:00 PM (CT)
PUR1123-145
3 INSURANCE IS REQUIRED FOR THIS PROJECT
WORK SHALL NOT BEGIN UNTIL THE CERTIFICATE OF INSURANCE AND ALL ENDORSEMENTS ARE
RECEIVED AND APPROVED BY THE CITY.
At all times during the term of the Work and the Contract, and any extensions thereof, the Vendor shall purchase, at
its own expense, and maintain with insurance companies in good standing and acceptable to the City. Such
insurance will protect the Vendor from liability and claims for injuries and damages which may arise out of or result
from the Vendor’s operations under the Contract and for which the Vendor may be liable, whether such operations
are by the Vendor or by a Subcontractor or by anyone directly or indirectly employed by any of them, or by anyone
for whose acts any of them may be liable.
For the protection of the Vendor and the City, but without restricting or waiving any obligations of the Vendor herein
contained, the Vendor shall insure the risks associated with the Work and the Contract with minimum coverages and
limits as set forth in the Insurance Requirements Attachment.
4 SPECIAL TERMS AND CONDITIONS
Term of Contract
The term of the Contract shall be for one (1) year anticipated to be March 15, 2024, through March 14, 2025.
A Contract, prepared by the City and signed by the City Manager, shall become the document that authorizes the
Work to begin, assuming the insurance requirements have been met. Each section contained herein, the
attachments, and any addenda and the response from the successful Bidder shall also be incorporated by
reference into the resulting agreement.
The City reserves the right to make changes to the Work to be provided which are within the Project. No
assignment, alteration, change, or modification of the terms of the Contract shall be valid unless made in writing and
agreed to by both the City and the Vendor. The Vendor shall not commence any additional work or change the
scope of the Work until authorized in writing by the City. Vendor shall make no claim for additional compensation in
the absence of a prior written approval and amendment of the Contract executed by both the Vendor and the City.
The Contract may only be amended, supplemented or modified by a written document executed by the Vendor and
the City Manager.
In accordance with the provisions and conditions of the Contract, Vendor shall freely enter into the Contract for the
purpose of providing Work to the City and to be compensated for the Work.
No price escalation will be allowed during the initial term of the contract. If it is mutually decided to renew beyond the
initial period and the Vendor requests a price increase, the Vendor shall provide sufficient written certification and
documentation to substantiate the request. Documentation shall include, but not be limited to; actual materials
invoices, copies of commercial price lists, provision of appropriate indices, which reflect said increases. The City
reserves the right to accept or reject price increases, to negotiate more favorable terms or to terminate without cost,
the future performance of the contract.
Payment Terms and Invoice Submittals
Payment terms for Goods authorized under the contract shall be net forty-five (45) days upon receipt of an
acceptable original invoice and after Goods are delivered, inspected and accepted and all required documentation
and reports are received in a format acceptable to the City.
Invoices shall include the following information:
ꞏ Contractor name and address
ꞏ Date and location of delivery
ꞏ City PO number
ꞏ Description of Goods
ꞏ Quantity and unit of measure (UOM) for each line item
ꞏ Unit price
ꞏ Extended price
ꞏ The total amount being invoiced
ꞏ The Project Number / Contract Number (RFB #PUR1123-145)
Surcharges (i.e. fuel surcharges, restocking) shall NOT be allowed to be added to invoices as an additional line
Page 5 of 11 pages
Deadline: 1/24/2024 03:00 PM (CT)
PUR1123-145

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