Project Information

Bid Title

Turf Supplies, Seed, Fertilizer and Chemicals

Issuing Agency

City of DeBary

Location

Florida

Published Date

Feb 4, 2026

Closing Date

Mar 4, 2026

Government Level

State & Local

Status

Closed

Ref. #

17-25

Original Source

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Bid Documents

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Project Description

Bid Number:	17-25
Bid Title:	Turf Supplies, Seed, Fertilizer and Chemicals
Category:	2025 Bid Postings
Status:	Open

Description: The purpose of this Bid is to establish a contract to provide fixed percentage, discounted pricing, from the Contractor’s current published catalog or internet prices for the City of DeBary Florida on an as-needed basis. Publication Date/Time: 2/4/2026 8:00 AM Closing Date/Time: Open Until Contracted Pre-bid Meeting: N/A Contact Person: Susan Perry, Purchasing Coordinator sperry@debary.org Related Documents: 17-25 -Turf Supplies, Seed, Fertilizer and Chemicals Exhibit E- 17-25 Discount off Price Submission Sheet

Attachment Preview

INVITATION TO BID AND CONTRACTOR ACKNOWLEDGEMENT FORM

POSTING DATE: February 4, 2026

PURCHASING CONTACT & EMAIL:

Susan Perry, Purchasing Coordinator

sperry@debary.org

BID NUMBER AND TITLE:

17-25 -Turf Supplies, Seed, Fertilizer and Chemicals

BID DUE DATE & TIME:

March 4, 2026 at 2:00 PM EST

NOTE: RESPONSES RECEIVED AFTER THE DUE DATE AND TIME WILL NOT BE ACCEPTED

QUESTION DEADLINE:

February 16, 2026 at 2:00 PM EST

THE FOLLOWING MUST BE COMPLETED, SIGNED, AND RETURNED AS PART OF YOUR RESPONSE. YOUR RESPONSE

WILL NOT BE ACCEPTED WITHOUT THIS FORM, SIGNED BY AN AUTHORIZED AGENT OF THE CONTRACTOR.

CONTRACTOR LEGAL NAME: ________________________________________________________________

MAILING ADDRESS: ________________________________________________________________________

CITY, STATE, ZIP: __________________________________________________________________________

FEDERAL EMPLOYERS IDENTIFICATION NUMBER (FEIN): ________________________________________

TELEPHONE NUMBER: ___________________________

EMAIL: ______________________________________________________________________________

AUTHORIZED SIGNATURE:

TYPE OR PRINTED NAME:

___________________________________________

__________________________________________

TITLE:

DATE:

NOTICE: Failure to file a protest within the time prescribed in Section 120.57(3) Florida Statutes will constitute a waiver of

proceedings under Chapter 120, Florida Statutes.

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17-25 -Turf Supplies, Seed, Fertilizer and Chemicals

BID SUBMITTAL CHECKLIST

The following documents must be submitted as part of the bid submission:

☐ Invitation to Bid and Contractor Acknowledgement – page #1

☐ Exhibit A - Drug-free Workplace Certification

☐ Exhibit B - Certification Regarding Debarment, Suspension Ineligibility, and Voluntary Exclusion –

Lower Tier Covered Transactions

☐ Exhibit C - Byrd Anti-Lobbying Amendment Certification

☐ Exhibit D - Contractor Statutory Compliance Affidavit

☐ Exhibit E - 17-25 Discount off Price Submission Sheet

☐ Certificate of Insurance

☐ If a Florida Corporation, a screenshot of “ACTIVE” status through www.sunbiz.org

☐ If a Non-Florida Corporation, a screenshot of “ACTIVE” status from the state in which the business

was formed

☐ All Addenda (if applicable)

SPECIFICATIONS / SCOPE OF WORK

The purpose of this Bid is to establish a contract to provide fixed percentage, discounted pricing, from

the Contractor’s current published catalog or internet prices for the City of DeBary Florida on an as-

needed basis.

1. Products: Specifications, and size of the products the City of DeBary desires to purchase are listed

on the Exhibit E - 17-25 Discount off Price Submission Sheet.

2. Quotes: A City of DeBary representative will ask for a quote. The Contractor will create a quote that

clearly shows the list price and discounts in the format below:

Header Information:

 Company name, logo, contact details, and the date.

 Include the recipient's details (their name, location name, and delivery address).

Itemized List:

 Description: Name and details of the product/service.

 Quantity of requested items

 List Price: The standard price before discounts.

 Discount (%): Indicate the percentage discount applied.

 Discount Amount: The actual value of the discount in dollars.

 Final Price: The discounted price offered.

A DeBary representative will confirm the pricing of the quotes against the price sheet in the contract.

3. Delivery: The Contractor must:

 Provide delivery to all locations within the City of DeBary within two (2) business days for

stocked items and seven (7) business days for non-stocked items for orders placed by

4:00 P.M

 Comply with F.O.B. Destination Freight Prepaid terms

 Not impose any additional delivery charges for the life of the contract

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17-25 -Turf Supplies, Seed, Fertilizer and Chemicals

 Complete deliveries inside delivery locations, at no additional cost.

 Maintain on-time delivery rate, where delivery or order is within two (2) business days of

placement of order.

3.1. The place of delivery for items ordered under this Contract shall be stated on the

Purchase Order(s) issued. Deliveries will be made to various City locations between the

hours of 8:00 A.M. and 4:00 P.M. on regular City working days unless other

arrangements have been made.

3.2. At times, when it is in the best interest of the City, pick up of orders from the

Contractor’s place of business may be made. The price to the City shall be the same

whether goods are delivered to the City by the Contractor or picked up from the

Contractor’s place of business by the City. When goods are picked up by the City, the

Contractor shall release the items only to a City representative previously authorized to

place and pick up orders.

4. Order Accuracy: The Contractor must maintain an order accuracy rate of ninety-eight percent (98%)

or greater, where the number of items delivered as ordered is divided by the total number of items

ordered.

5. Order Completeness: The Contractor must provide an order fill rate of ninety-five percent (95%) or

greater, where the number of items on an order filled completely as ordered is divided by the total

number of lines on an order.

6. Backorder Fill: The Contractor shall ship backorders within five (5) calendar days of the original order,

unless special circumstances apply.

7. Returned Orders: The Contractor shall provide full credit and no restocking fee on all returns that meet

the following conditions:

• Merchandise is in original packaging and in sellable condition

• Original packaging is intact and does not contain any handwriting

• Returned due to damage

• Incorrect product shipped

GENERAL TERMS AND CONDITIONS

1. Definitions

The City of DeBary, Florida may be referred to as “The City of DeBary”, or “The City”, herein.

The term “Contractor” shall refer to the company, individual, or organization that responds to this Bid

and/or is awarded this Bid.

2. Length of Contract and Renewals: This Bid intends to establish a contract for an initial period of

three (3) years from the date of the award by the City of DeBary with two (2) additional one-year

renewal options at the same discount, terms, conditions, and specifications upon mutual agreement

by the City of DeBary and the Contractor. Renewals must be in writing, with the signature of the

Contractor’s authorized representative and the City of DeBary.

3. Cancellation: The City of DeBary reserves the right to cancel this Invitation to Bid, in whole or in part,

when it is in the City of DeBary’s best interest. Notice of cancellation will be posted on the City's

webpage, VendorLink and DemandStar.

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17-25 -Turf Supplies, Seed, Fertilizer and Chemicals

4. Bid Submission: Bid submittals are due at the date and time indicated on the Contractor

Acknowledgement Form or as amended in the form of an addendum issued by the Purchasing

Department.

The City will receive proposals at the following address:

Susan Perry, Purchasing Coordinator

City of DeBary

16 Colomba Rd.

DeBary, Florida 32713

THE CITY MUST RECEIVE ALL PROPOSALS ON or BEFORE March 4, 2026 BY 2:00 PM EST

NOTE: RESPONSES RECEIVED AFTER THE DUE DATE AND TIME WILL NOT BE ACCEPTED

To facilitate processing, please mark the outside of the envelope in the lower left-hand corner as follows:

17-25 -Turf Supplies, Seed, Fertilizer and Chemicals. An address label has been provided.

The envelope shall also include the Respondent’s return address in the upper left-hand corner.

Respondents shall submit TWO (2) copies of the proposal in a sealed, opaque envelope or box.

The respondent may submit the proposals by mail, parcel delivery service, or in person.

Please note that Sections 119.071(1)(b), (c) and 815.045 of the Florida Statutes address in part the

issue of the public nature of sealed bids, qualifications or proposals as well as the confidential nature

of certain trade secrets. The bid, qualifications or proposal submitted by your company may contain

areas, which are designated "confidential" or "exempt from disclosure." A generic notation that

information is "confidential" shall not suffice. Failure to provide a detailed explanation and justification

including statutory cites and specific reference to your submittal(s) detailing what provisions, if any, you

believe are exempt from disclosure, may result in your submittal(s) being subject to disclosure in

accordance with Chapter 119 of the Florida Statutes. If the respondent believes their information to be

exempt from disclosure, the respondent must supply an additional “redacted” copy of the proposal

response their bid submittal.

Due to the irregularity of mail and delivery services, the City cautions respondents to assure actual

delivery of proposals to the Purchasing Coordinator prior to the deadline set for receiving submissions.

Telephone confirmation of timely receipt of the proposal may be made by calling (386) 601-0229 at

least four (4) hours prior to opening time for proposals. Proposals received after the established

deadline shall not be opened or considered and, provided that the respondent has provided a valid and

legible return address as instructed herein, shall be returned in their unopened state to the respondent.

Respondents may withdraw their submissions by notifying the City via email to Susan Perry at

sperry@debary.org at any time prior to the opening. Respondents may withdraw their submissions in

person or by an authorized representative. Respondents and authorized representatives must provide

the letter of withdrawal, picture identification, proof of authorization (in the case of authorized

representatives), and provide the City with a signed receipt for the qualification package. Proposals,

once opened become the property of the City and will not be returned to the respondent.

All solicitations and supporting documents will be posted on the City's webpage, VendorLink and

DemandStar. It is the sole responsibility of interested parties to monitor the City's webpage, VendorLink

and DemandStar for solicitation opportunities and updates.

5. Execution of Bid Submittal: Each Bid submittal must include the signature of an officer or employee

having authority to bind the Contractor in the space(s) provided. Only the terms and conditions of this

Bid, as released by the City of DeBary or amended via addendum, are valid. Any modification to any

term or condition by the Contractor is not binding unless it is expressly agreed to in writing by the City

of DeBary.

6. Interpretation of Bid Documents: No interpretation of the meaning of this Bid document or

correction of any ambiguity, inconsistency, or error therein will be made verbally to any party. All

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17-25 -Turf Supplies, Seed, Fertilizer and Chemicals

requests for an interpretation or clarification of this Bid, and any subsequent addenda, or correction

of any apparent ambiguity, inconsistency, or error will be addressed in writing by the City of DeBary

Purchasing Department Representative. Inquiries must reference the date of Bid opening, Bid title,

and Bid number. Interpretation of the Bid, clarification of Bid specifications, and changes to the Bid

shall be communicated by written addenda only. Only the written interpretation or correction given by

the Purchasing Department Representative shall be binding. Verbal responses shall be considered

inadmissible in Bid protest proceedings. Contractors are advised that no other source is authorized

to interpret, explain, clarify or give information regarding the Bid documents. Written addenda shall

be signed by the Contractor and returned with the Bid submission. Failure to return such addenda

may constitute cause for rejection of a Bid submittal.

7. Public Records:

The City of DeBary is a public agency subject to Chapter 119, Florida Statutes. The Contractor

agrees to comply with Florida’s Public Records Law.

7.1. 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 AGREEMENT, CONTACT THE CUSTODIAN

OF PUBLIC RECORDS, Annette Hatch, CMC, City Clerk AT

386.601.0219, ahatch@debary.org 16 Colomba Road, DeBary, Fl.

32713

7.2. The Contractor acknowledges its legal obligation to comply with Section 119.0701, Florida

Statutes. The Contractor shall keep and maintain public records, as that phrase is defined in the

Florida Public Records Act, which would be required to be kept and maintained by the City of

DeBary to perform the scope of services. The Contractor shall comply with all requirements for

retaining public records and shall transfer, at no cost to the City of DeBary, all public records in

the possession of the Contractor upon a request for such public records. See Section

119.0701(2)(b)4, Florida Statutes, for additional record-keeping requirements.

7.3. A request to inspect or copy public records relating to the City of DeBary’s’ Agreement for

services must be made directly to the City of DeBary’s Custodian of Public Records. If the City

of DeBary does not possess the requested records, the City of DeBary’s Custodian of Public

Records shall immediately notify the Contractor of the request. The Contractor must provide a

copy of the records to the City of DeBary or allow the records to be inspected or copied within a

reasonable time at a cost that does not exceed the cost provided in Chapter 119, Florida

Statutes. If the Contractor does not timely comply with the City of DeBary’s request for records,

the City of DeBary shall be able to sue for breach of Agreement and the prevailing party shall be

entitled to attorney’s fees.

7.4. Should the Contractor fail to provide the requested public records to the City of DeBary within a

reasonable time, the Contractor understands and acknowledges that it may be subject to

penalties under Sections 119.0701(3)(c) and 119.10, Florida Statutes.

7.5. The Contractor shall not disclose public records that are exempt, or confidential and exempt,

from public records disclosure unless specifically authorized by law for the duration of this

Agreement term and following the completion, expiration, or termination of same if the

Contractor does not transfer the records to the City of DeBary. Upon completion, expiration, or

termination of this RFP, the Contractor shall transfer, at no cost to the City of DeBary, all public

records in its possession or keep and maintain public records required by the City of DeBary to

perform the services. If the Contractor transfers all public records to the City of DeBary, the

Contractor shall destroy any duplicate public records that are exempt, or confidential and

exempt, from public records disclosure requirements. If the Contractor keeps and maintains

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Commodity Codes

• NAICS 424690Other Chemical and Allied Products Merchant Wholesalers
• NAICS 424910Farm Supplies Merchant Wholesalers
• NAICS 561730Landscaping Services

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