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Home My WebLink AboutE - 25-12-RFP Sebastian Municipal Golf Course Maintenance Addendum 1 - Final Procurement Division 1225 Main Street, Sebastian, FL 32958 Phone: 772-388-8231 (Rev. 12/2024) Page 1 of 6 Addendum No. 1 POSTING DATE: March 19, 2025 25-12-RFP Sebastian Municipal Golf Course Maintenance The original Invitation to Bid shall remain in full force and effect, except as modified herein, which shall take precedence over any contrary provisions in the prior documents. SECTION I: CLARIFICATIONS • N/A SECTION II: QUESTIONS • Question 1: The current contract and RFP require soil samples to be taken by the contractor 2 times annually. Can you provide copies of soil sample results for the past two years? Answer: The soil samples have been attached to this addendum. See Section IV. • Question 2: Irrigation Pumps shall be serviced twice annually. Can you provide copies of last year’s two service reports? Answer: The City does not have this information. • Question 3: Does the golf course fall under the City’s General Fund, or is it set up as an Enterprise fund? Answer: The SMGC is an enterprise fund. • Question 4: What was the total revenue from the golf course for the past two years? Answer: The fiscal year 2022-23 revenue was $2,254,700, and the fiscal year 2023- 24 was $2,154,381. • Question 5: Can we get clarification on the responsibility of the utilities? Here is what is listed in the RFP: 2.3.12 Utilities A. The Contractor will pay for utilities such as water, phone , and electricity to run the maintenance facility. The contractor will be responsible for any or all FPL costs occurring from the operation of the irrigation pumps. 2.4 THE CITY OF SEBASTIAN’S (SMGC) RESPONSIBILITIES A. Provide a storage facility with an employee break room, office, restroom, mechanic area, and storage area. Procurement Division 1225 Main Street, Sebastian, FL 32958 Phone: 772-388-8231 (Rev. 12/2024) Page 2 of 6 B. Provide a separate chemical room, concurrent with all applicable laws regarding storage of such chemicals. C. Provide fuel tank for regular fuel and diesel fuel. D. Provide county (drinking) water and sewer. E. Electrical service. Answer: The SMGC pays for all electricity and water associated with the Maintenance Barn and irrigation pumps. The only items the Contractor will pay for are phone and/or internet. • Question 6: Can we get clarification on the irrigation repair responsibility? Here is what is listed in the RFP: 2.4 THE CITY OF SEBASTIAN’S (SMGC) RESPONSIBILITIES The following outlines the responsibilities the City of Sebastian will assume during the SMGC Grounds Maintenance Contract. F Repair parts for the irrigation system. G. Office computer for use for irrigation programming. H. Adequate parking spaces designated for contract maintenance employees. I. Cost of maintaining Consumptive Use Permit. J. Communication and Power Supply for irrigation system. K. Dumpster and Trash pick-up service L. Specialized equipment costs for irrigation system. 2.3.6 Irrigation B. Repair or replace all heads, valves, controllers, wiring, and pipes downstream of the pressure-regulating devices as needed to maintain the proper operation of the entire golf course irrigation system (including greens, tees, fairways, planters, flower beds, etc.) on an ongoing basis. Answer: The SMGC pays for all irrigation parts and electricity. The contractor supplies all labor to repair or replace all heads, valves, wiring, and pipes downstream of the pump station. If an additional company is needed to work on pumps or fuse HDPE pipes, then the SMGC pays those charges. • Question 7: Can you confirm who is responsible for electric service at the maintenance building and pump station and trash service? Page 8 states contractor, but pages 14, 16, and 17 state City. The City currently pays for these services directly. Answer: The SMGC pays for all electricity and trash pickup. • Question 8: Also, can you confirm the City’s desire to add pump preventative maintenance and the NSN protection plan to the Contractor’s list of responsibilities on page 13? The City currently pays for these services directly. Procurement Division 1225 Main Street, Sebastian, FL 32958 Phone: 772-388-8231 (Rev. 12/2024) Page 3 of 6 Answer: If the SMGC decides to pursue preventative maintenance and the NSN protection plan, the SMGC will pay for them. • Question 9: Finally, you mentioned an Excel spreadsheet for pricing in the pre -proposal conference, but VendorLink does not have an Excel spreadsheet in the list of available documents. We can only see the price form as the last page of the RFP doc. Answer: That was a mistake. The Price Proposal is included in the RFP document. • Question 10: Can the City provide the annual cost or range of the current SMGC maintenance contract to help proposers align their bids with historical expectations? Answer: The FY 2025 maintenance cost is $714,800. The FY 2024 maintenance cost was $649,554.0 • Question 11: What is the current annual cost of the Toro Irrigation Service/Support contract, which the contractor is required to renew annually (Section 2.3.6.D), to assist in accurate budgeting? Answer: All Toro Irrigation Service/Support is paid by the City of Sebastian/Golf Course. • Question 12: Can the City share the average annual or monthly FPL (Florida Power & Light) costs for operating the irrigation pumps (2 -60HP vertical turbines, 1-20HP jockey) as referenced in Section 2.3.12, to inform our utility cost projections? Answer: See the table below. (Keep in mind that the SMGC pays for electricity.) FY 23-24 Aug/Sep Oct/Nov Nov/Dec Dec/Jan Jan/Feb Feb/Mar Mar/Apr Apr/May May/June July/Aug $981 $1,049 $923 $464 $4,33 $1,179 $1,253 $1,346 $1,393 $943 • Question 13: Does the irrigation system use county reuse water in addition to the artesian well (Section 2.3.6.E)? If so, what percentage of irrigation water is reuse, and are there associated costs the contractor must cover? Answer: All irrigation water is obtained from the artesian well & rain run-off into the irrigation pond. • Question 14: What is the required specification (e.g., grain size, type) for the 144 tons of bunker sand the contractor must provide annually (Section 2.3.8)? Additionally, can the City provide the cost or quantity of bunker sand supplied by the City in recent years when budgeting permitted? Answer: Natural angular sand with a particle size of .25 to 1.0mm & below .05mm of silt/clay. Procurement Division 1225 Main Street, Sebastian, FL 32958 Phone: 772-388-8231 (Rev. 12/2024) Page 4 of 6 Last fiscal year, 2023-24, the SMGC course added $50,000 of bunker sand to greenside bunkers only at an approximate rate of 2 inches. • Question 15: What is the current number of full-time staff dedicated to SMGC maintenance, or what minimum staffing level does the City expect to meet the scope (Section 2.3.14) to guide our organizational chart? Answer: As indicated on letter “A”, contractor must provide enough employees to accomplish all tasks and requirements listed in the General Scope of Work. • Question 16: What is the annual water withdrawal limit under the St. Johns River Water Management District Consumptive Use Permit (CUP) for the artesian well, and are there seasonal restrictions that might affect irrigation practices (Section 2.3.6)? Answer: Currently, St. Johns CUP allows 49.8 million gallons of water to come from the artesian well, and there have not been seasonal restrictions at this point. • Question 17: Does the City have a preferred list or minimum specifications for contractor - provided maintenance equipment (Section 2.3.15)? Answer: No. • Question 18: Which specific SARA Title III requirements (e.g., Tier II reporting, employee training) does the City prioritize for compliance under Section 2.8.3, and are past compliance records available for review? • Answer: SARA compliance is the contractor's responsibility. Per the scope of work, the Head Golf Course Superintendent should have all necessary licenses, including the Applicator’s Spray License. All chemical and granular applications are documented and provided to the Department of Environmental Protection. • Question 19: Is the annual renewal of the 10% performance bond (Section 2.9) based on the original first-year contract price or adjusted annually to reflect that year’s price? Answer: Per section 2.9, the bond must be renewed for 10% of the contract price on or before October 1 of each subsequent agreement year. • Question 20: Is the annual renewal of the 5% bid bond based on the original first-year contract price or the total contract price. Answer: 5% of the Year 1-5 Total Cost. • Question 21: Will the contract holder be responsible for purchasing and funding the replacement of the irrigation repair parts? Answer: No. The City will purchase the supplies. Procurement Division 1225 Main Street, Sebastian, FL 32958 Phone: 772-388-8231 (Rev. 12/2024) Page 5 of 6 • Question 22: What is your current and projected annual maintenance budget for the golf course? Answer: Fiscal year 2024-25 total maintenance budget is $803,935. Projected is yet to be determined based on bid responses for Fiscal 2025 -26. • Question 23: Can you provide the current contract and scope of work that IGM is providing? Answer: See Section IV of this addendum. T he current contractor’s agreement will be uploaded to VendorLink. • Question 24: Is there a specific type of sand required for the golf course (ie: G-Angle)? Answer: Natural angular sand with a particle size of .25 to 1.0mm & below .05mm of silt/clay. • Question 25: Do you know an approximate measurement of the area’s the annuals would possibly be required? Additionally, how often would the annuals need to be changed out? Answer: No, we do not have a measurement. However, the contractor would provide labor to plant annuals, while the annuals would be purchased by the SMGC. • Question 26: During my site walk, the course did not appear to be 95% weed free. Will the city be doing a cleanup before the contract start date to get it to the level outlined in the RFP? If not, how long will the new contract holder have to maintain the course to that level? Answer: No, the city will not be cleaning up. However, the contractor will have ample time to get the current course up to standards as soon as possible without damaging the turf. • Question 27: Section 2.3.11 refers to aquatic maintenance. Outside of maintaining up to the water's edge, what will be considered aquatic maintenance? Answer: Keeping bodies of water aquatic-weed-free and free of algae. SECTION III: REVISIONS TO THE SCOPE OF WORK • N/A SECTION IV: ATTACHMENTS • 2024 Soil Samples o Uploaded to VendorLink • 2014 International Golf Maintenance Agreement o Uploaded to VendorLink Procurement Division 1225 Main Street, Sebastian, FL 32958 Phone: 772-388-8231 (Rev. 12/2024) Page 6 of 6 Sincerely, Jessica Graham, CPPB Procurement/Contracts Manager Acknowledgment of Addendum No. 1 by Contractor The Respondent hereby acknowledges receipt of the following Addendum: This addendum shall be completed and signed by an authorized representative and returned with the solicitation submittal. The Acknowledgment of the addendum receipt will become an integral part of the solicitation document. Acknowledging receipt of this Addendum, the undersigned understands and accepts the foregoing solicitation changes and clarifications. All other bid terms, conditions, and specifications as originally issued remain unchanged _________________________________ ______________________________________ Printed Name Signature _________________________________ ______________________________________ Title Date