26-13 ITB Hunt Brothers Field Renovations Solicitation

City of Lake Wales
Invitation to Bid
Hunt Brother Field Renovations
BID NO. 26-13
1

Cut along border and affix this label to your sealed bid envelope to identify it as a
"Sealed Bid". Be sure to include the name of the company submitting the bid where
requested.
SEALED BID - DO NOT OPEN
SEALED BID NO: 26-13
BID TITLE: Hunt Brother Field Renovations
DUE DATE/TIME: Thursday, July 30, 2026 at 2:00 pm
SUBMITTED BY: _____________________________________
Name of Company
Deliver To:
City of Lake Wales
City Manager's Office
Attention: Cynthia Harnage, Purchasing Agent
201 West Central Avenue
Lake Wales, FL 33853
Please Note: From time to time, addenda may be issued to this bid. Any such addenda
will be posted on the same website, www.lakewalesfl.gov, from which you obtained this
bid. Before submitting your bid you should check our website to download any addenda
that may have been issued. Please remember to sign and return addendum
acknowledgement form with completed bid package if applicable.
2

INVITATION TO BID
ITB #26-13
NOTICE IS HEREBY GIVEN that the City of Lake Wales is accepting sealed bids for:
Hunt Brother Field Renovations
At 2:00 P.M., prevailing time, on Thursday, July 30, 2026 in the City Commission
Chambers at the Municipal Administration Building, 201 Central Ave. W., Lake Wales,
Florida, bids will be opened and read aloud.
An original, two (2) copies and (1) electronic copy on flash drive of all bids, including
all executed documents and needed attachments, shall be placed in a sealed envelope,
with label from page 2 of this solicitation affixed and delivered prior to the opening
deadline, 2:00 P.M., prevailing time on Thursday, July 30, 2026.
Intent
The City of Lake Wales is seeking a qualified contractor to renovate the Hunt Brother
Fields by responding to the Invitation to Bid.
Responding to the Invitation to Bid
All persons and firms wishing to submit bids must obtain a complete copy of the
Invitation to Bid and submit all required forms as outlined in the solicitation document
with their response. Bid specifications and related forms can be accessed on the City's
website, www.lakewalesfl.gov: Departments: Purchasing, or by contacting Cynthia
Harnage via email at charnage@lakewalesfl.gov.
Faxed or e-mailed bids will not be accepted. Responses may be hand delivered, mailed,
or delivered via courier service to the following address:
City of Lake Wales
City Manager's Office
Attention: Cynthia Harnage Purchasing Agent
201 West Central Avenue
Lake Wales, FL 33853
SPECIFICATIONS/SCOPE OF SERVICES
Field Work
The total acreage of Turf is 11 acres
1. Spread compost soil condition at a depth of .75 inch
2. Roto Darian to blend new compost and existing soils for preparation of leveling.
3. Laser grade and level fields.
4. Machine plant certified Bimini Bermuda sprigs on 11 acres at 800 bushels per acre
3

Irrigation work, only labor for the following Irrigation Tasks. (We will purchase the materials in house.
City uses all Hunter products)
1. Remove 200+/- sprinkler heads
2. Install drilled caps on existing swing joints
3. Install new two wire to existing valves and ICD-100 decoders
4. Reconfigure two zones by splitting into 4 zones and adding 2 additional valves/decoders
5. Flush all zones and install new sprinkler heads
6. Install new Irrigation controller.
The Owner reserves the right to waive any informalities or technicalities, to reject any or all Bids, or to re-
advertise for Bids. Award, if made, will be to the responsible and qualified Bidder whose Bid is responsive
to the invitation and is most advantageous to the Owner, price and other factors considered.
Liquidated damages for delay in completion of the contract will be in accordance with the Contract
Documents. No Bid may be withdrawn after the scheduled Bid Closing time for a period of one hundred
twenty (120) days.
General Information and Requirements
1. In accordance with Chapter 119, Florida Statutes, all bids received, and all materials contained
therein, once opened are public record, and subject to disclosure to any person, organization, or
firm, including other firms responding to this invitation to bid.
2. In accordance with Section 287.133, Florida Statutes, a person or affiliate who has been placed on
the convicted vendor list following a conviction for a public entity crime may not submit a bid or
proposal on a contract to provide any goods or services to a public entity and may not be awarded
or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any
public entity, and may not transact business with any public entity in excess of the threshold
amount provided in Section 287.017-for CATEGORY TWO for a period of 36 months from the
date of being placed on the convicted vendor list.
3. The City reserves the right to accept or reject any or all bids, or part thereof, to waive any
informalities or technicalities, or to award contracts in the best interest of the City. In all
instances, the City's decision shall be final.
4. The City of Lake Wales is exempt from taxes imposed by the State and Federal Government.
Bids shall not include any taxes or fees.
5. Prospective firms must submit proposals strictly in accordance with the specifications outlined in
the Invitation to Bid. Each variance, if any, to the specifications shall be specifically stated in the
bid.
6. Prospective firms warrant by virtue of submission of bids that all prices, terms, and conditions
stated shall be honored for a period of ninety (90) days after the opening of bids. Any changes at
the time an order is placed shall result in automatic disqualification of the vendor.
7. The original bid shall be signed, in blue ink, by a corporate officer, partner, or proprietor.
8. The City reserves the right to reject any or all items if in its judgment the item does not meet the
needs of the City, or for any reason it deems suitable.
9. Prospective firms are hereby warned not to contact any City employee or official on matters
relating to this Invitation to Bid, except as indicated herein. Any attempt to do so, or engaging in
lobbying or any other activity interfering with the evaluation process may result in immediate
disqualification of the vendor from any City business.
10. Per City ordinance, agreements and contracts with a term in excess of one year shall include the
following language: "The performance of the City of Lake Wales and its obligation to pay under
this contract is contingent upon annual appropriation by the City Commission of Lake Wales."
4

Vendors are warned that this requirement is written into the Code of Ordinances of the City, a
public document, and is binding upon all vendors whether or not referenced in any agreement.
11. Prospective firms quoting State of Florida contract pricing must provide the state contract number
and date of expiration in their bids or proposals. Firms will be required to provide a copy of the
entire contract prior to the placing of orders by the City.
12. Prospective firms hereby warrant by virtue of submission of bids that any and all terms,
conditions, and requirements as stated in this document are valid, enforceable, and binding upon
the selected vendor.
Specific Information and Requirements
1. Answers to questions submitted about this Invitation to Bid or the Project will be provided to all
known prospective bidders.
2. The selected firm may not discriminate against any employee employed in the performance of
services, or against any applicant for employment because of race, religion, color, handicap,
national origin, age, gender, or marital status.
3. Bids shall include all information required in the Invitation to Bid. Bidders shall use City standard
forms as included in the Invitation to Bid to submit all information, or shall follow the format
dictated or include the information required herein where no form is provided. Bid documents
shall be arranged in order as indicated on the Bid Contents Form.
4. The City will allow the use of approved subcontractors or third parties in performing work
outlined in this Invitation to Bid.
Evaluation of Bids
The City of Lake Wales shall be the sole judge of the bid and the resulting agreement that is in its best interest
and its decision shall be final. All bidding and award procedures undertaken by the City in regard to this
project shall be consistent with the City's adopted procurement procedures. The City reserves the right to seek
clarification from prospective firms on any issue in a bid, or take any other action it feels necessary to properly
evaluate the bids and construct a solution in the City's best interest.
5

BIDDER INSTRUCTIONS AND GENERAL
INFORMATION
BIDDER INSTRUCTIONS: To ensure acceptance of this bid, follow these instructions.
BID DOCUMENTS MUST BE DELIVERED TO THE PURCHASING DIVISION PRIOR TO
THE TIME AND DATE SPECIFIED. THERE WILL BE NO EXCEPTIONS.
1. EXECUTION OF BID: Bid must contain an original signature of an authorized representative
in the space provided on the signature page. Bid must be typed or printed in blue ink. Erasable ink
is not permitted. Corrections made by bidder to any bid entry must be initialed by the person who
signs the bid.
2. NO BID: Bidder not interested in submitting a bid should return a "no bid," with an indication of
the reason for no bid and the interest in future bid solicitations.
3. BID OPENING: It is the responsibility of the bidder to assure that their bid is delivered at the
proper time and place prior to the bid opening. All bid openings shall be public, at 2:00 p.m.
prevailing time, on the date specified in the Notice to Bidders. Bids, which for any reason are not
so delivered, will not be considered. BID SUBMITTAL FORMS USING FACSIMILE OR E-
MAIL WILL NOT BE ACCEPTED.
NOTE: Bidders may call or email the Purchasing Agent only for bid results. The bid recap will be
posted to the City of Lake Wales website at http://www.lakewalesfl.gov within ten (10) working
days after the bid opening date. The bid analysis will also be posted to the City's website as soon
as possible after the bid opening date. Bid files may be examined during normal working hours by
appointment.
4. CITY AS GATEKEEPER OF DOCUMENTS: This document is issued by City of Lake Wales
and as such shall be the sole distributor of all addenda(s) and/or changes to these documents. It is
the responsibility of the bidder to determine issuance of documents directly with the Purchasing
Division. The City is not responsible for any solicitations issued through subscriber, publications,
or other sources not connected with the City and the Bidder should not rely on such sources for
information regarding the solicitation.
5. TAXES: Bidders are responsible for the payment of any applicable taxes that are connected to the
purchase of any materials or subcontractors used in the execution of this bid.
6. DISCOUNTS: Bidders may offer a cash discount for prompt payment; however, such discounts
shall NOT be considered in determining the lowest net cost for bid evaluation purposes. Bidders
are encouraged to reflect cash discounts in the unit price quoted.
7. MISTAKES: Bidders are required to examine the specifications, delivery schedule, bid prices
and all instructions pertaining to the requirements of this bid. Failure to do so will be at bidder's
risk. In case of a mistake in extension of a unit price, the unit price will govern. Corrections made
by bidder to any bid entry must be initialed by the person who signs the bid.
8. INVOICING AND PAYMENT: The successful bidder shall submit a properly certified invoice
to the City at the prices bid. An original invoice shall be submitted to the appropriate Division
at their drawer number, P.O. Box 1320, Lake Wales, Florida 33859. The vendor shall include
the bid number and/or the purchase order number on all invoices. Invoices will be processed for
payment when approved by the user division.
9. CONFLICT OF INTEREST: All bidders must disclose, with their bid, the name of any officer,
Director or agent who is also an employee of the City or any of their agencies. Furthermore, all
Bidders must disclose the name of any City employee who owns, directly or indirectly, any
interest of any amount in the bidder's firm or any of their branches. Award of this bid shall be
subject to the provisions of Chapter 112, Florida Statutes.
6

10. WARRANTY: Unless otherwise specified, the bidder agrees that the services furnished under this
bid shall be covered by the most favorable commercial warranty the bidder gives to any customer
for comparable services, and that the rights and remedies provided herein are in addition to and do
not limit any rights afforded to the City by any provision of this bid.
11. ADDENDUM: Any changes in the bid shall be made in the form of a written addendum by the
Purchasing Agent or her representative. No other person shall be authorized to make changes
verbally or in writing.
12. LIABILITY: The vendor shall hold and save the City, Its elected and appointed officials, agents
and employees harmless from liability of any kind in the performance of this bid and against
claims by third parties resulting from the supplier's breach of contract or the supplier's negligence.
13. PATENTS AND ROYALTIES: The bidder, without exception, shall indemnify and save
Harmless the City and its employees from liability of any nature or kind, including cost and
Expenses for, or on account of, any copyrighted, patented or non-patented invention, process, or
article manufactured and used in the performance of this bid. If the bidder uses any design, device
or material coved by letters, patent or copyright, it is mutually agreed and understood without
exception that the bid prices shall include all royalties or cost arising from the use of such design,
device or material in any way involved in the work.
14. BID PROTEST: Any bidder desiring to file a bid protest, with respect to a recommended award
of any bid, shall do so by filing a written protest. The written protest must be in the possession of
the Purchasing Division within 72 working hours of electronic posting of the bid award, unless
only one bid was received.
FAILURE TO FOLLOW BID PROTEST PROCEDURE REQUIREMENTS WITHIN THE
TIME FRAMES PRESCRIBED HEREIN AS ESTABLISHED BY THE CITY OF
LAKEWALES, FLORIDA, SHALL CONSTITUTE A WAIVER OF THE BIDDER'S
RIGHT TO PROTEST AND ANY RESULTING CLAIM.
15. SUMMARY OF TOTAL SALES: At the end of each quarter, the successful vendor is required
to furnish the Purchasing Division with a summary of sales, in total dollars, for the work
performed as a result of this bid.
16. INDEMNIFICATION: In consideration of Ten Dollars ($10.00) and other valuable
Considerations, Seller shall defend (by counsel reasonably acceptable to City), indemnify and hold
Harmless the City, its employees and agents from and against, including, but not limited to, all
liability, claims, suits, demands, damages, losses and costs, including attorney fees, arising out of
or resulting from the performance of its services, provided that any such liability, claims, suit,
demand, damage, loss or expense is (a) attributable to bodily injury, sickness, disease or death, or
injury to or destruction of tangible property (other than the service itself), including the loss of use
resulting there from; and (b) caused in whole in part by an act or omission of the contractor, any
subcontractor, anyone directly or indirectly employed by any of them, or anyone for whose acts
any of them may be liable, whether or not it is caused in whole or in part by the negligence or
other fault of a party indemnified hereunder. The contractor shall indemnify and hold harmless the
City and anyone directly or indirectly employed by it from and against all claims, suits, demands,
damages, losses and expenses (including attorney fees) arising out of any infringement or patent
rights or copyrights held by others and shall defend all such claims in connection with any alleged
infringement of such rights.
17. PUBLIC ENTITY: A person or affiliate who has been placed on the convicted vendor list
following a conviction for a public entity crime may not submit a bid on a contract to provide any
goods or services to a public entity, may not submit a bid on a contract with a public entity for
construction or repair of a public building or public work, may not submit bids on leases of real
property to a public entity, may not be awarded or perform public entity in excess of the threshold
amount provided in Section287.017, Florida Statutes, for CATEGORY TWO for a period of 36
months from the date of being placed on the convicted vendor list. When submitting this bid, the
bidder hereby certifies that they complied with said statute.
7

18. PREFERENCE FOR DRUG FREE WORKPLACE: Whenever two or more bids, which are
equal with respect to price, quality and service, are received, preference shall be given to a bid
received from a business that certifies that it has implemented a drug free workplace program in
accordance with Section 287.087, Florida Statues. In order to receive preference, a signed
certification of compliance must be submitted with the bid response.
19. PRICES, TERMS AND PAYMENT: Firm prices shall be bid and include all packing, handling,
shipping charges and delivery to any point within the City. Discount time will be computed from
the date of satisfactory delivery at place of acceptance. Prices bid shall be firm for forty-five (45)
days.
20. SAFETY STANDARDS: Unless otherwise stipulated in the bid, all manufactured items and
fabricated assemblies shall comply with applicable requirements of Occupational Safety and
Health Act (OSHA) and carry evidence of Underwriters Laboratories' Listings (UL).
21. PACKAGING: All containers shall be suitable for storage or shipment, and all prices should
include standard commercial packaging.
22. MEETS SPECIFICATIONS: It is understood and agreed that any item offered or shipped as a
result of this bid shall be new (current model at the time of this bid) unless otherwise specified in
the specifications. The bidder represents that all equipment offered under this specification should
meet or exceed the minimum requirements specified. Bidder shall strictly adhere to delivery
specifications.
23. SILENCE OF SPECIFICATIONS: The apparent silence of this specification and any
Supplemental specifications to any details or the omission from some of any detailed description
concerning any point shall be regarded as meaning that only the best commercial practices are to
prevail and that only materials of first quality and correct type, size and design are to be used. All
Workmanship is to be first quality. All interpretations of these specifications shall be made upon
the basis of this statement.
24. GOVERNMENTAL RESTRICTIONS: In the event that any governmental restrictions may be
imposed which would necessitate alteration of the material, quality, workmanship or performance
of the items offered on this bid/proposal prior to delivery, it shall be the responsibility of the
supplier to notify the Purchasing Division at once. Their letter shall indicate the specific
regulation, which required an alteration. The City reserves the right to accept any such alteration,
including any price adjustments, or to cancel the contract at no expense to the City.
25. TOXIC SUBSTANCE: Notice of successful vendor (s) to provide to City toxic substances (As
listed in Chapter 442, Appendix "G" of the Florida Statutes) if applicable.
a. Chapter 442 of the FS states that manufacturers, importers or distributors of any toxic
Substance shall prepare and provide each direct purchaser of such toxic substance with
Material Safety Data Sheet (s), herein referred to as MSDS, which to the best of
manufacturer's, importer's or distributor's knowledge, is current, accurate and complete
based on information then reasonably available to the manufacturer, importer or distributor.
Upon notification of a new or revised MSDS the manufacturer, importer or distributor, on a
timely basis not to exceed three (3) months after notification, shall provide the City with the
revised information as it becomes available to the manufacturer, importer or distributor.
b. Failure to provide the MSDS, when applicable, shall be cause of rejection of bid.
26. INSPECTION, ACCEPTANCE AND TITLE: Inspection and acceptance will be at the
designated facility unless otherwise indicated. Title and risk of loss or damage to all items shall be
the responsibility of the contract supplier until accepted by the City, unless loss or damage results
from negligence by the City.
27. SAMPLES: Samples of items, when called for, must be furnished free of expense and may, upon
request be returned at the bidder's expense. Each individual sample must be labeled with bidder's
name, manufacturer's brand name and number, bid number and item reference. Sample of
8

successful bidder's items may remain on file with Purchasing for the term of the contract. Request
for return of samples shall be accompanied by instructions, which include shipping authorization
and name of carrier, and must be received within ninety (90) days after bid opening date. If
instructions are not received within this time, the Purchasing Division shall dispose of the
samples.
29. PUBLIC RECORDS: Contractor acknowledges that it is acting on behalf of a Public agency
and that this Agreement is subject to the provisions of 119.0701, Florida Statutes, and that
Contractor must comply with the public records laws of the State of Florida. Contractor shall:
(a) Keep and maintain public records that ordinarily and necessarily would be required by the
public agency in order to perform the service.
(b) Provide the public with access to public records on the same terms and conditions that the
public agency would provide the records and at a cost that does not exceed the cost provided
in this chapter or as otherwise provided by law.
(c) Ensure that public records that are exempt or confidential and exempt from public records
disclosure requirements and not.
(d) Meet all requirements for retaining public records and transfer, at no cost, to the public
agency all public records in possession of the contractor upon termination of the contract
and destroy any duplicate public records that are exempt or confidential and exempt from
public records disclosure requirements. All records stored electronically must be provided to
the public agency in a format that is compatible with the information technology systems of
the public agency.
GENERAL INFORMATION
1. DEFINITIONS: The term "City" means the City of Lake Wales, a Florida municipal
corporation, and its authorized designees, agents or employees.
2. AWARD (S): The award of this bid shall be based on total low bid meeting specifications and
other criteria as specifically called out in this document. As the best interest of the City may
require, the right be reserved to make award(s) by individual item, group of items or as indicated
in the bid form; to reject all bids or waive any minor irregularities or technicalities in bids
received. In determining the lowest responsive and responsible bidder, in addition to price, the
following may be considered:
Vendor's evaluation - quality of performance on previous projects.
The ability, capacity, equipment and skill of the bidder to fulfill the contract.
Whether or not the bidder can fulfill the contract within the time specified, without delay or
interference.
The character, integrity, reputation, judgment, experience and efficiency of the bidder.
The previous and existing compliance by the bidder with laws and ordinances relating to the
contract.
The sufficiency of the financial resources to fulfill the contract to provide the goods and/or
services.
The quality, availability and adaptability of the suppliers or contractual services to the
particular use required.
The ability of the bidder to provide future maintenance and service, as required or needed.
The number and scope of conditions attached to the bid.
3. LOCAL PREFERENCE: It is policy of the City Commissioners to afford local preference to
City entities in the award of bids. Preference shall be administered in accordance with the
following:
Ordinance 2013-17, Sec 2.418. Commodities or contractual services in excess of the
threshold amount for Category Two - Thirty-five thousand dollars ($35,000.00).
9

The contract shall be awarded with reasonable promptness by written notice to the qualified
and responsive bidder who submits the lowest responsive bid after the city manager obtains
the formal approval of the city commission for the bid award. This bid must be determined in
writing to meet the requirements and criteria set forth in the invitation to bid. Preference shall
be given to a local vendor when the bid is not more than five percent (5%) higher than the low
bid.
Local Vendor: Any person who, or place of business which, provides or proposes to provide
a commodity or contractual service when such person or business has a principal place of
business located within the incorporated City of Lake Wales.
If a contract is being funded in whole or in part by assistance of any federal, state or local
agency, which disallows local preference, the City will adhere to those requirements by not
applying this section.
4. NON-CONFORMANCE TO BID CONDITIONS: Services not delivered as per delivery date
in bid and purchase order may result in bidder being found in default, in which event any and all
re-procurement costs may be charged against the defaulting vendor. This non-conformance to bid
conditions may result in immediate cancellation of the purchase order.
ASSIGNMENT: Any purchase order issued pursuant to this bid and the monies, which may
become due herein, are not assignable, except with the prior written approval of the
Purchasing Director.
5. DISPUTES: In the event of any doubt or difference of opinion as to the methods provided herein,
or the level of performance rendered, the decision of the user department/division director shall be
final and binding on both parties.
6. FACILITIES: The City reserves the right to inspect the bidder's facilities at any time, with prior
notice.
7. PLACING OF ORDERS: The award of this bid does not constitute an order. Before any
services can be performed, the successful bidder must receive written or oral notification in
accordance with the practices of the User Division.
8. PRECEDENCE: Any requirement set forth in any section of the bid documents shall be binding
as if called for by all sections. If there is a difference in the terms anywhere in this document, the
most restrictive shall prevail.
9. ADDITIONS/REVISIONS/DELETIONS: Additions, revisions or deletions to the general
conditions, specifications or bid price sheets that change the intent of the bid will cause the bid to
be non-responsive and the bid will not be considered. The Purchasing Agent shall be the sole
Judge as to whether or not any addition, revision or deletion changes the intent of the bid.
10. The Purchasing Agent reserves the right to terminate or suspend the award of this bid, in whole or
in part, when it is in the best interest of the City to do so. The Purchasing Agent will notify the
Vendor, in writing, of any such action with notice of the effective date of termination or
suspension. This notice shall also specify the state of the work at the time of termination or
suspension.
If the User Division determines that the performance of the Vendor does not comply with the bid
Requirements, the division may:
a. Immediately suspend the work; and
b. Notify the vendor of the non-performance with a requirement that the deficiency be
corrected within ten (10) days of notification.
10