Project Information

Bid Title

Install/Establish Trees/Palms Downtown Waterfront Park

Issuing Agency

City of Fernandina Beach

Location

Florida

Published Date

Nov 21, 2025

Closing Date

Dec 16, 2025

Government Level

State & Local

Status

Closed

Ref. #

ITB 26-04

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Bid Number:	ITB 26-04
Bid Title:	Install/Establish Trees/Palms Downtown Waterfront Park
Category:	All Bids
Status:	Open

Description: The City of Fernandina Beach, Florida is seeking a qualified and experienced Landscape Contractor for Installation and Establishment of Trees/Palms at the Downtown Waterfront Park in Fernandina Beach, Florida. The City of Fernandina Beach will receive sealed bids through the DemandStar.com E-bidding platform (www.demandstar.com)  prior to 2:00PM, December 16, 2025, for timely receipt of submittal. A Mandatory Pre-bid meeting will be held at 9:00AM, December 2, 2025, at the City of Fernandina Beach City Hall, 204 Ash Street, Fernandina Beach, FL  32034.  Submittals will not be accepted from any firm that is not represented at the Mandatory Pre-bid meeting. Bid documents can be found on the City of Fernandina 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 platform for the notification and distribution of the City’s bid 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 bids. 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 bids from a source other than the City of Fernandina Beach websire or DemandStar are cautioned that the information may be incomplete. Questions regarding the ITB 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: 11/21/2025 11:00 AM Closing Date/Time: 12/16/2025 2:00 AM Submittal Information: see related documents Pre-bid Meeting: 12/02/2025 9:00AM Contact Person: Questions regarding the ITB requirements or process can be directed in writing to Wanda Weaks, Purchasing Specialist at wweaks@fbfl.org. Related Documents: Short Form Contract w Conditions 2022 ITB 26-04 Trees - Waterfront Park Tree Planting Bid Plans - Thomas and Hutton

Attachment Preview

AGREEMENT TO FURNISH SERVICES TO THE

CITY OF FERNANDINA BEACH, FLORIDA

This AGREEMENT made on the

day of

, 20____between the City of Fernandina Beach, a

municipal corporation whose address at 204 Ash Street, Fernandina Beach, Florida 32034 (“CITY”) and the vendor,

______________________________________whose address is ____________________________________________,

(“VENDOR”).

For the consideration hereinafter set forth, ________________________________________, hereinafter referred to as the

VENDOR, agrees to provide professional services to the City of Fernandina Beach, as follows:

1. SCOPE OF SERVICES - The parties hereto agree that under this Agreement, the vendor will provide professional

services of a specified nature as described in Exhibit “A” - Scope of Services, attached hereto and incorporated as if fully

set forth herein, when and if the CITY requests the VENDOR to provide such services.

2. TERM OF AGREEMENT - This Agreement will commence on___________________________, and be for a period of

__________________.

3. ENTIRE AGREEMENT - The terms, specifications and drawings included in this Agreement when duly executed

constitute the entire agreement between the parties, unless otherwise stated on the face of the order. Acceptance of this

Agreement will be unqualified, unconditional, and subject to and expressly limited by the Terms and Conditions hereon.

CITY and the VENDOR will not be bound by additional provisions or provisions at variance herewith that may appear in

the VENDOR's quotation, acknowledgment in force, or any other communication from VENDOR to CITY unless such

provision is expressly agreed to and confirmed in writing. No modification or waiver of terms of the agreement is binding

unless in writing, signed by the City Manager and confirmed by a representative of the VENDOR. This agreement will

be interpreted in accordance with the laws of the State of Florida.

4. DELIVERIES/INPECTIONS - In the event of failure to deliver material of the quality or within the time specified, CITY

may cancel the order and buy elsewhere. Failure of CITY to exercise this option with respect to any installment will not

be deemed a waiver with respect to future installments, if any. Materials will be received subject to CITY's right to

inspect and test all materials at destination before acceptance. VENDOR must pay transportation costs and the cost of

inspecting and testing of materials which are rejected by City.

5. CONTINGENCIES - Neither party will be liable for delays or defaults due to acts of God, government authority or public

enemy, war, fires, floods, epidemics, strikes, labor troubles, freight embargoes or contingencies reasonably beyond its

control The party so affected, upon prompt written notice to the other party, will be excused from making or taking

deliveries or goods and/or services hereunder to the extent of such prevention or restriction. At City's option, deliveries

so omitted will be made on notice thereof to the VENDOR, upon cessation of such contingency, even though such might

have been operative at the date of this order.

6. GOVERNMENT REGULATIONS - VENDOR warrants that all applicable laws and regulations of government authority,

covering the production, sale and delivery of the materials and performance of services specified herein, have been

complied with and will indemnify and save CITY harmless from and against any liability or loss resulting from VENDOR’s

failure to do so.

7. WARRANTIES - In addition to all warranties, established by statute or common law, or set forth elsewhere in this order,

VENDOR expressly warrants that all material or services conform to all specifications, drawings, samples, and

descriptions furnished or adopted by CITY and will be of best quality and fit and sufficient for the purpose for which

purchased. If specified hereon, merchantable, of good material and workmanship and free from all patent and latent

defects. CITY's failure to give notice to VENDOR of any breach or warranty does not discharge VENDOR of any breach

of warranty and will not discharge Vendor’s liability therefor. Without limiting the generality of any of the foregoing,

VENDOR agrees to be responsible for all defects in design, workmanship and materials which may become apparent

within twelve months of receipt by CITY.

8. INSTALLATION - If the scope of services requires the services of experts or employees on CITY's premises, such

experts or employees are not deemed to be the agents or employees of CITY. Such parties are subject to CITY's safety

rules and fire regulations. VENDOR assumes full responsibility for their acts and omissions and agrees to save CITY

harmless from any claims arising therefrom and to accept exclusive liability for payroll and other taxes imposed upon the

employer by law. VENDOR will undertake to keep the materials and premises involved free from any lien whatsoever for

materials and labor incident to the performance of personality for a lump sum amount. VENDOR agrees to furnish an

analysis thereof as CITY may reasonably require for accounting purposes. VENDOR will be solely responsible for

materials furnished by CITY on other than a charge basis in connection with this agreement.

9. NON-DISCLOSURE - Without prior written consent of the CITY in each instance, VENDOR may not reveal to a third

party the details, characteristics or any information on materials made to the special order of CITY or use reproductions

thereof in any promotional media or reveal that CITY is purchasing the materials ordered hereunder.

10. OCCUPATION SAFETY AND HEALTH ACT - VENDOR certifies that all material, equipment, etc. supplied under terms

of this Agreement meets all O.S.H.A. requirements. VENDOR further certifies that, if the material, equipment, etc.

delivered is subsequently found to be deficient in accordance with any O.S.H.A. requirement in effect on date of

delivery, all costs necessary to bring the material, equipment, etc. into compliance with the O.S.H.A. requirements will

be borne by the VENDOR.

11. PERMITS - VENDOR is responsible for obtaining any permits necessary to complete the work covered by this order, at

its own expense, prior to starting any work under this order.

12. INDEMNIFICATION -The parties recognize that VENDOR is an independent contractor. VENDOR agrees to assume

liability for and indemnify, hold harmless, and defend the CITY, its Commissioners, Mayor, officers, employees, agents,

and attorneys of, from, and against all liability and expense, including reasonable attorney’s fees, in connection with any

and all claims, demands, damages, actions, causes of action, and suits in equity of whatever kind or nature, including

claims for personal injury, property damage, equitable relief, or loss of use, arising directly or indirectly out of or in

connection with any negligent and/or deliberate act or omission of VENDOR, its officers, employees, subcontractors,

agents, and representatives. VENDOR's liability hereunder includes all attorney’s fees and costs incurred by the CITY

in the enforcement of this indemnification provision. This includes claims made by the employees of VENDOR against

the CITY and VENDOR hereby waives its entitlement, if any, to immunity under Section 440.11, Florida Statutes. The

obligations contained in this provision are not limited by the amount of any insurance required to be obtained or

maintained by VENDOR. In addition, VENDOR agrees to assume liability for and indemnify, hold harmless and defend

the CITY, its Mayor, Commissioners, officers, employees, attorneys, agents and representatives of, from, and against all

liability and expense, including reasonable attorneys' fees, in connection with any and all claims, including claims for

injunctive or equitable relief, and damages whatsoever for personal injuries or property damage, including loss of use,

arising out of VENDOR's violation or alleged violation of any third party's trade secrets, proprietary information,

trademark, copyright, or patent rights in connection with VENDOR's licensing of any software, hardware, uploads or

downloads delivered to the CITY pursuant to this Agreement and/or arising out of the negligent or deliberate act or

omission of VENDOR, its officers, employees, volunteers, representatives or agents. Nothing contained in the foregoing

indemnification will be construed to be a waiver of any immunity or limitation of liability the CITY may have under the

doctrine of sovereign immunity or Section 768.28, Florida Statutes.

13. INSURANCE – VENDOR must procure and maintain worker’s compensation insurance and commercial general liability

insurance satisfactory to the CITY, with liability limits of not less than One Million Dollars ($1,000,000) combined single

limit per occurrence for bodily injury and property damage liability, with a certificate of insurance to be furnished to the

CITY naming the CITY OF FERNANDINA BEACH as an additional insured. It is understood and agreed that the

coverage afforded by VENDOR's commercial general liability insurance also applies to CITY as an additional insured.

Such policy must provide that cancellation or changes to such insurance will not occur without at least thirty (30) days

prior written notice to the CITY. This requirement for proof of insurance may be modified only through approval of the

City Manager and City Attorney.

14. PAYMENT & TAXES – Invoices must be submitted to the CITY’s billing address. Payment due hereunder will be made

by the CITY to VENDOR in accordance with the Florida Local Government Prompt Payment Act. The CITY is exempt

from Federal Taxes on transportation charges and any Federal Excise Tax. If you prepay transportation charges, do not

pay tax as the CITY will not reimburse you for the taxes paid. The CITY also is exempt from State Sales Tax.

15. ASSIGNMENT - VENDOR may not assign this Agreement or any part thereof without written consent of the CITY. Such

consent will not relieve VENDOR from its obligations and liabilities hereunder.

16. TERMINATION - The CITY or the VENDOR may terminate, suspend, or delay this agreement for any reason by giving

at least thirty (30) days written notice to the other party of their intent to terminate, suspend, or delay. In the event the

agreement is terminated, suspended or delayed by the CITY for reasons unrelated to the quality of work provided by

the VENDOR, the CITY will pay the VENDOR in full for all work previously authorized and actually performed prior to

the Notice of Termination, Suspension or Delay. This payment will be the sole financial obligation or responsibility of

the CITY for compensation in the event of termination, suspension or delay in accordance with the provisions of this

paragraph. This Agreement will continue in effect until a Notice of Termination, Suspension or Delay is given by either

party as set forth above. Upon termination, suspension or delay, at the CITY’s request, the VENDOR must turn over to

the CITY all work products and deliverables completed or partially completed up to the date of termination, suspension

or delay, including but not limited to, subcontractor work products, reports, surveys, drawings, model results, and

specifications. The CITY will have full rights to use all such work products and deliverables for any project, and in any

manner, in the sole discretion of the CITY. The CITY accepts sole responsibility for the use of the above-referenced

work products and deliverables unless prior written approval is obtained from the VENDOR.

17. SEVERABILITY - If any section, subsection, sentence, clause, phrase, or portion of this contract is for any reason held

invalid or unconstitutional by any court of competent jurisdiction, such portion will be deemed separate, distinct, and

independent provision, and such holding will not effect the validity of the remaining portion thereof.

18. PUBLIC RECORDS LAW REQUIREMENTS – Pursuant to Section 119.0701, Florida Statutes, a VENDOR performing

services for the CITY must: (a) keep and maintain all public records as that term is defined in Chapter 119, Florida

Statutes (“Public Records”), that ordinarily and necessarily would be required by the CITY in order to perform the work

contemplated by this Agreement; (b) provide the public with access to Public Records, on the same terms and

conditions that the CITY would provide the records and at a cost that does not exceed the costs provided in Chapter

119, Florida Statute, or as otherwise provided by law; (c) ensure that Public Records that are exempt and confidential

and exempt from public records disclosure requirements are not disclosed except as authorized by law; (d) meet all the

requirements for retaining Public Records and transfer, at no cost to the CITY, all public records in possession of Vendor

within thirty (30) days after termination of this Agreement. All Public Records stored electronically must be provided to

the City in a format that is compatible with the information technology of the CITY. If Vendor does not comply with a

public records request, the CITY may pursue any and all remedies available in law or equity, including but not limited to

specific performance. If the Vendor has questions regarding the application of Chapter 119,

Florida Statutes, to the Vendor’s duty to provide Public Records relating to this contract,

contact the Custodian of Public Records at 904-310-3115, cbest@fbfl.org, 204 Ash Street,

Fernandina Beach, FL.

IN WITNESS WHEREOF, the parties hereto have made and executed this Agreement on the day and date first above written:

CITY OF FERNANDINA BEACH, FLORIDA,

a municipal corporation

VENDOR

_____________________________________

City Manager

Approved as to Form & Legality:

Tammi Bach, City Attorney

Attest:

_______________________________________

Caroline Best, City Clerk

By:

Title:

WITNESS:

Name:

Sign:__________________________________

Commodity Codes

• NAICS 561730Landscaping Services

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