Fertilizer & Plant Protectant Products

Agency: City of Harrisonburg
State: Virginia
Level of Government: State & Local
Category:
  • 87 - Agricultural Supplies
Opps ID: NBD15221513093579412
Posted Date: Feb 8, 2019
Due Date: Mar 15, 2019
Solicitation No: 2019024-PR-B
Source: Members Only

ITB/RFP Number: 2019024-PR-B
ITB/RFP Title: Fertilizer & Plant Protectant Products ITB
Contact: Ms. Pat Hilliard, Procurement Manager
Purchasing@harrisonburgva.gov
Email links icon


Description:
The purpose of this Invitation to Bid (ITB) by the City of Harrisonburg, Virginia (City) is to solicit sealed bids from interested companies (Bidder) to provide fertilizer and plant protectant products for golf course turf type applications and activities of the municipal golf course, Heritage Oaks Golf Course located at 680 Garbers Church Road, Harrisonburg, VA 22801. Products shall be ordered ¡°as required¡± for the items listed herein. No minimum order quantities will be required and no minimum order quantities will be guaranteed on any product.
Publication Date:
February 8, 2019
Closing Date/Time:
March 15, 2019 at 3:00pm local time
Pre-Bid/Pre-Proposal Meeting Date/Time:
N/A
Questions:
All questions must be received no later than March 8, 2019 at 12:00pm (noon) local time
Submittal Information:

Purchasing Office, 409 South Main Street, Third Floor, Harrisonburg, VA 22801


*Any bids/proposals received after the closing date and time will not be accepted.


Bid/Proposal Opening Information:
Purchasing Office, 409 South Main Street, Third Floor, Harrisonburg, VA 22801
Special Requirements & Highlights:
See ITB document
ITB/RFP Documents & Attachments:

[2MB] Fertilizer & Plant Protectant Products ITB


[25KB] Attachment I. Product List & Bid Form


Addenda:
None at this time.





Attachment Preview

CITY OF HARRISONBURG
DEPARTMENT OF FINANCE
AND PURCHASING
409 SOUTH MAIN STREET,
THIRD FLOOR
HARRISONBURG, VA 22801
INVITATION TO BID (ITB) COVER PAGE
ISSUE DATE:
February 8, 2019
DEPARTMENT:
Parks & Recreation
DATE/TIME LAST DAY FOR
QUESTIONS:
March 8, 2019 at 12:00pm (noon) local time
INVITATION TO BID NUMBER:
2019024-PR-B
DATE/TIME OF CLOSING:
March 15, 2019 at 3:00pm local time
DATE/TIME PRE-BID MEETING:
N/A
FOR:
Fertilizer & Plant Protectant Products
CONTRACT ADMINISTRATOR:
John Libassi, Assistant Superintendent,
Heritage Oaks Golf Course
PRE-BID MEETING MANDATORY:
Yes No N/A
Bids - In accordance with the following and in compliance with all terms and conditions, unless otherwise noted, the undersigned offers and
agrees, if the bid is accepted, to furnish items or services for which prices are quoted, delivered or furnished to designated points within the time
specified. It is understood and agreed that this entire ITB and any addenda shall constitute a contract.
Sealed bids, subject to terms and conditions of this Invitation to Bid will be received by the City of Harrisonburg Purchasing Office, 409 South
Main Street, Third Floor, Harrisonburg, Virginia 22801 until the date/ time specified above for furnishing items or services delivered or furnished
to specified destinations within the time specified or stipulated by the vendor(s).
The City does not discriminate against small and minority businesses or faith-based organizations.
VENDOR INFORMATION
Name of Vendor:_____________________________________ Telephone #:_________________________________________
Address: ___________________________________________ Federal Employer Identification #:__________________________
__________________________________________________ State Corporation Commission #:__________________________
Contact Name: ______________________________________ Contact Email Address:__________________________________
By signing this bid, Vendor(s) certifies, acknowledges, understands and agrees to be bound by the conditions set forth in
this ITB.
_______________________________________________________
VENDOR’S LEGALLY AUTHORIZED SIGNATURE
________________________________________________________
DATE
_______________________________________________________
PRINT NAME
________________________________________________________
TITLE
Please take a moment to let us know how you found out about this Invitation to Bid (ITB) Check one:
City of Harrisonburg Website eVA Website Bid Room (Please List) ___________________________________
The Daily News Record Newspaper Notified by City Directly Other (Please List) ________________________________________
*This document shall be completed & returned with bid submission.
Table of Contents
1.0 INTRODUCTION ...................................................................................................................................................... 2
2.0 BACKGROUND ........................................................................................................................................................ 2
3.0 SPECIFICATIONS ..................................................................................................................................................... 2
3.1. PRODUCT LIST..................................................................................................................................................... 2
3.2. PRODUCT ALTERNATIVES & SUBSTITUTES................................................................................................ 2
3.3. LABELS & DESCRIPTIVE LITERATURE REQUIRED .................................................................................... 3
3.4. SAMPLES............................................................................................................................................................... 3
3.5. PRICING................................................................................................................................................................. 3
3.6. PROJECTED REQUIREMENTS/ESTIMATED QUANTITIES .......................................................................... 4
3.7. DELIVERY/TIME OF PERFORMANCE ............................................................................................................. 4
3.8. CONTACT FOR ADMINISTRATION ................................................................................................................. 5
3.9. INSURANCE REQUIREMENTS .......................................................................................................................... 6
3.10. METHOD OF ORDERING................................................................................................................................ 6
3.11. ADDITIONS/DELETIONS................................................................................................................................ 6
3.12. CANCELLATION OF ORDERS ....................................................................................................................... 6
3.13. EMERGENCY PURCHASES............................................................................................................................ 6
3.14. SALES/DELIVERY TICKETS .......................................................................................................................... 6
3.15. INVOICING PROCEDURE ............................................................................................................................... 7
4.0 PRE-BID MEETING .................................................................................................................................................. 7
5.0 GENERAL TERMS & CONDITIONS FOR THE CITY OF HARRISONBURG, VA (JAN. 2016) ....................... 7
6.0 INSTRUCTIONS TO BIDDERS ............................................................................................................................... 7
7.0 QUESTIONS .............................................................................................................................................................. 8
8.0 AWARD OF CONTRACT ......................................................................................................................................... 8
9.0 CONTRACT TERM ................................................................................................................................................... 8
9.1 PRICE ADJUSTMENTS........................................................................................................................................ 8
ATTACHMENT A. GENERAL TERMS & CONDITIONS FOR THE CITY OF HARRISONBURG, VA (JAN. 2016)
10
ATTACHMENT B. PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION FORM ....................... 18
ATTACHMENT C. STATE CORPORATION COMMISSION (SCC) FORM.............................................................. 19
ATTACHMENT D. NON-COLLUSION AFFIDAVIT................................................................................................... 20
ATTACHMENT E. CITY OF HARRISONBURG SAMPLE STANDARD CONTRACT ITB ..................................... 21
ATTACHMENT F. REFERENCES LIST ....................................................................................................................... 22
ATTACHMENT G. NOTICE OF EXCEPTIONS ............................................................................................................. 23
ATTACHMENT H. INSURANCE REQUIREMENTS FORM ........................................................................................ 24
ATTACHMENT I. PRODUCT LIST & BID FORM ....................................................................................................... 25
ATTACHMENT J. EXCEPTIONS TO SPECIFICATIONS FORM ................................................................................ 26
City of Harrisonburg, VA - Fertilizer & Plant Protectant Products (2019024-PR-B)
Page 1 of 26
1.0 INTRODUCTION
The purpose of this Invitation to Bid (ITB) by the City of Harrisonburg, Virginia (City) is to solicit sealed bids
from interested companies (Bidder) to provide fertilizer and plant protectant products for golf course turf type
applications and activities of the municipal golf course, Heritage Oaks Golf Course located at 680 Garbers Church
Road, Harrisonburg, VA 22801. Products shall be ordered “as required” for the items listed herein. No minimum
order quantities will be required and no minimum order quantities will be guaranteed on any product.
2.0 BACKGROUND
The City of Harrisonburg is an independent city located in the central Shenandoah Valley region of Virginia. It
is the county seat of Rockingham County and encompasses 17.3 square miles, serving a population of
approximately 54,000. Harrisonburg is located right along Interstate 81 and is only two hours away from both
Richmond, Virginia and Washington, D.C. Harrisonburg is home to two university campuses James Madison
University and Eastern Mennonite University as well as numerous other businesses, non-profit organizations
and a vibrant downtown.
Heritage Oaks Golf Course is a City-owned facility designed by Bill Love and opened in 2001. It is an 18 hole,
6,324-yard par 70 course with bent grass tees, greens and fairways. The course includes a practice driving range,
putting green and pro shop with golf merchandise. It is open 364 days of the year, weather permitting, and
averages over 28,000 rounds of golf per year. Heritage Oaks has been voted “Best of the Valley” in 2008, 2009,
2011, 2012, 2015, 2016, 2017 & 2018 by the Daily News Record and Rocktown Weekly publications.
3.0 SPECIFICATIONS
3.1. PRODUCT LIST
All fertilizers and plant protectant products are listed in Attachment I. Product List & Bid Form. Product
brand names, specifications, qualifying requirements and further details about each requested item may
be found in this attachment. Vendors shall submit their bid price for each item. Bids may be submitted
for any and all line item for consideration and evaluation.
3.2. PRODUCT ALTERNATIVES & SUBSTITUTES
Bidders shall offer only ONE ITEM AND PRICE for each line item in Attachment I. Product List & Bid
Form. No alternatives will be accepted, unless requested by the City. Bidders shall review the “Spec.
Cat.” column in Attachment I to determine if any alternatives will be selected. The following key shall
be used for this column:
NS = No Substitute (must be exact brand name item)
EIS = Equivalent Item Specification
IS = Identical Specifications
If an “EIS” item is to be bid, the bidder must select the brand and model that meets or exceeds the specified
item and submit their bid for that item. All differences in specifications from the line item specified must
be identified. Descriptive literature is required to establish whether the item bid is exactly identical to, or
an acceptable substitute for, the item described in Attachment I. More information on descriptive literature
requirements can be referenced in 3.3 Descriptive Literature Required. Samples may be required for any
item bid that deviates from the identical brand name item listed. For more information on sample
requirements, please reference 3.4 Samples.
City of Harrisonburg, VA - Fertilizer & Plant Protectant Products (2019024-PR-B)
Page 2 of 26
The City reserves the right to determine equivalency of a product and to accept or reject a substitute.
The City will not waive these requirements as minor informalities and failure to provide these
requirements will result in rejection of the bid.
3.3. LABELS & DESCRIPTIVE LITERATURE REQUIRED
Descriptive literature shall be required for all “EIS” items. Each bidder is required to furnish with their
bid submission, catalog cuts and/or descriptive literature, properly labeled with the bid number, bid item
number and bidder’s name, which includes a copy of current labels for the product bid. In addition, all
differences in specifications from the line item specified must be identified. Descriptive literature is
required to establish whether the item bid is exactly identical to, or an acceptable substitute for, the item
described in Attachment I. If further documentation is needed for the purpose of bid evaluation and award,
the City reserves the right to request additional descriptive literature for that purpose. FAILURE TO
SUBMIT DESCRIPTIVE LITERATURE AND LABELS WILL BE CAUSE FOR REJECTION OF THE
BID.
The City reserves the right to request additional product literature and/or current labels for any and all
“IS” items.
3.4. SAMPLES
The City reserves the right to require a bidder to furnish samples of any item on which they submit a bid
within five (5) business days after the request is made. (Requests for samples are not common). Samples
will, in most cases, be required for any item bid that deviates from the identical brand name item listed.
All samples must be furnished free of charge. Mailing address for samples will be provided at the time
the sample is requested. (Note: These requests are not common.)
Samples will be evaluated to determine compliance with all major characteristics of the brand name
indicated. As part of the evaluation process, all or part of the sample may be tested in its normal usage to
determine effectiveness at the City’s discretion. Failure of samples to conform to all the major
characteristics shall cause rejection of the bid for each item that fails to meet the criteria.
Failure to submit a requested sample for the specific item will be cause for eliminating the bidder
from further consideration for the award for that item.
Samples will be returned at the bidder’s expense with no pecuniary liability to be incurred by the City of
Harrisonburg for their loss or damage. Once the bidder is requested to arrange pick up of a sample, they
must do so within 30 calendar days of notification. If a bidder fails to pick up the sample, it will be
deemed surplus City property and the City will retain or dispose of it at the City’s convenience.
3.5. PRICING
City of Harrisonburg, VA - Fertilizer & Plant Protectant Products (2019024-PR-B)
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All prices/discounts shall be F.O.B Destination and shall include all charges that may be imposed in
fulfilling the terms of this contract. Pricing provided should reflect prices that the Bidder can reasonably
expect to maintain for 365 days. See Section 9.1 for price increase procedures.
Orders placed via City Purchase Order, shall be considered to have been received by the Contractor after
the fifth (5th) calendar day following the date issuance. The City may cancel, without liability to either
party, any portion of the contract affected by the requested increase and any materials, supplies or services
undelivered at the time of such cancellation.
3.6. PROJECTED REQUIREMENTS/ESTIMATED QUANTITIES
No quantities are specified in this solicitation, as the actual quantities ordered would be dependent upon
requirements that occur during the contract period and will be determined by the City. As the need arises
for specific quantities of items covered herein, the authorized individuals will place orders.
Quantities specified by the bidder will take into account normal manufacturer packaging and be designated
accordingly, listing the Unit of Issue (UI) and Quantity for the bid price.
Example given: Product: Iprodione, UI: “Case” (2X2.5 Gal), Price: $… Price per gallon: $…
To ensure fair and efficient comparisons of bids, bidders should adhere to the following guidelines for
submitting their bids. Bids should be priced per:
Granular fertilizer/amendments
Liquid products
Dry pesticides
Seed
Bulk products
Low rate liquids
50 lb. Bag
Gallon
Dry Ounce
Pound
Ton
Ounce
3.7. DELIVERY/TIME OF PERFORMANCE
The City of Harrisonburg requires that delivery be made (F.O.B. Destination) within the shortest time
frame possible. Bidders must provide a definitive time frame and guaranteed delivery, IN DAYS, within
which delivery will be made after receipt of order (ARO). Delivery time frame shall be completed by
Bidder in Attachment I. Indefinite terms such as “promptly”, “stock,” “without delay,” etc. will not be
given consideration. FAILURE TO PROVIDE A DEFINITIVE DELIVERY TIME WILL RESULT
IN THE DISQUALIFICATION OF THE BIDDER’S BID SUBMISSION IN ITS ENTIRETY OR
FOR THE LINE ITEM SPECIFIED.
The minimum acceptable delivery time for emergent requirements is 48 hours from the time the order is
placed. The minimum acceptable delivery time for orders placed for routine requirements is five (5)
business days from the day the order is placed.
City of Harrisonburg, VA - Fertilizer & Plant Protectant Products (2019024-PR-B)
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