Project Information

Bid Title

Irrigation Control System - COFB Golf

Issuing Agency

City of Fernandina Beach

Location

Florida

Published Date

Oct 31, 2025

Closing Date

Dec 4, 2025

Government Level

State & Local

Status

Closed

Ref. #

RFP 26-02

Original Source

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Bid Documents

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Project Description

Bid Number:	RFP 26-02
Bid Title:	Irrigation Control System - COFB Golf
Category:	All Bids
Status:	Open

Description: The City of Fernandina Beach, Florida is accepting competitive sealed responses for IRRIGATION CONTROL SYSTEM – COFB GOLF COURSE. The City will receive sealed responses through www.Demandstar.com not later than 2:00PM, December 4, 2025.  All proposals must be uploaded to https://demandstar.com  E-bidding System prior to 2:00 PM Eastern Time on December 4, 2025, for timely receipt of submittal.  The submittal opening will be held via Zoom (info below). 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. RFP documents can be found on the City of Fernandina Beach website, Bids/ Purchasing/Fernandina Beach, FL - Official Website. As of June 1, 2025, The City of Fernandina Beach will be using the DemandStar E-bidding system for the notification and distribution of the City’s ITB, RFP and RFQ documents.  Vendors should submit responses through the DemandStar website at www.demandstar.com.  The City asks that all vendors register with DemandStar for notification of open ITBs, RFPs and RFQs. To register, please go to www.demandstar.com/registration . On the registration form, enter the required information and be sure to select the City of Fernandina Beach as your Free Agency Registration. DemandStar is an independent entity and is not an agent or representative of the City. Communications to DemandStar do not constitute communications to the City. The City is not responsible for errors and omissions occurring in the transmission or download of any documents from this website. Vendors who obtain ITBs, RFPs and RFQs from a source other than DemandStar are cautioned that the information may be incomplete. Questions regarding the RFP requirements or process can be directed in writing to Wanda Weaks, Purchasing Specialist at For security reasons, you must enable JavaScript to view this E-mail address. . Topic: City of Fernandina Beach E-Bid Openings Join Zoom Meeting https://us06web.zoom.us/j/88112532076?pwd=JjvRPVsRgVpyJH6B09hWc5K3mx6LDf.1 Meeting ID: 881 1253 2076 Passcode: 840329 One tap mobile +13052241968,,88112532076#,,,,*840329# US +16469313860,,88112532076#,,,,*840329# US Publication Date/Time: 10/31/2025 9:30 AM Closing Date/Time: 12/4/2025 2:00 PM Submittal Information: see related documents Pre-bid Meeting: 11/07/2025 10:00AM Related Documents: RFP 26-02 Irrigation Control System

Attachment Preview

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.

1

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.

4

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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Commodity Codes

• NAICS 221310Water Supply and Irrigation Systems
• NAICS 561730Landscaping Services

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