Contract 2019-76 AGREEMENT FOR
ATHLETIC FIELDS TURF MAINTENANCE
THIS AGREEMENT, is made and entered into this 6day of -pbeir
2019, by and between the CITY OF CLERMONT, FLORIDA, a municipal corporation
under the laws of the State of Florida whose address is: 685 W. Montrose Street,Clermont,
Florida, (hereinafter referred to as "CITY"), and AGH MANAGEMENT, LLC., whose
address is: 10239 Dovehill Lane, Clermont, FL 34711, (hereinafter referred to as
"CONTRACTOR").
WHEREAS, the City of Clermont issue RFB 20-003 titled Athletic Fields Turf
Maintenance;
WHEREAS, CONTRACTOR submitted its response dated September 26, 2019 to RFB
20-003;
WHEREAS, CITY desires to award a contract to CONTRACTOR in accordance with the
terms and conditions of RFB 20-003 and CONTRACTOR's response thereto;
WITNESSETH: That the parties hereto, for the consideration hereinafter set forth,
mutually agree as follows:
ARTICLE I —SCOPE OF WORK
The CONTRACTOR shall furnish athletic fields turf maintenance as described in CITY's
RFB 20-003 and CONTRACTOR's September 19, 2019 response thereto, which are
expressly incorporated herein and made a part of the Agreement Documents hereto and
shall do everything required by this Agreement and the Agreement Documents. Provided,
however, that nothing herein shall require CITY to purchase or acquire any items or
services from CONTRACTOR.
ARTICLE II—THE CONTRACT SUM
CITY shall pay CONTRACTOR,for the faithful performance of the Agreement as set forth
in the Agreement Documents and the Unit Price Schedule an amount in accordance with
the compensation schedule set forth in Exhibit "A", attached hereto and incorporated
herein.
ARTICLE III—TERM AND TERMINATION
1. This Agreement is to become effective upon execution by both parties,and shall
remain in effect for a period of three (3) years thereafter, unless terminated or
renewed as provided for herein.
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2. Notwithstanding any other provision of this Agreement, CITY may, upon
written notice to CONTRACTOR, terminate this Agreement: a)without cause
and for CITY's convenience upon thirty (30) days written notice to
CONTRACTOR; b) if CONTRACTOR is adjudged to be bankrupt; c) if
CONTRACTOR makes a general assignment for the benefit of its creditors; d)
CONTRACTOR fails to comply with any of the conditions of provisions of this
Agreement; or e) CONTRACTOR is experiencing a labor dispute, which
threatens to have a substantial, adverse impact upon the performance of this
Agreement, without prejudice to any other right or remedy CITY may have
under this Agreement. In the event of such termination, CITY shall be liable
only for the payment of all unpaid charges, determined in accordance with the
provisions of this Agreement, for work,properly performed and accepted prior
to the effective date of termination.
3. Upon mutual Agreement of the parties, this Agreement may be renewed for
three(3) additional one (1) year terms. Sixty(60) days prior to completion of
each extended term of this Agreement, CONTRACTOR may request and the
City may consider an adjustment to price based on changes in the Producer
Price Index (PPI).
ARTICLE IV—COMMENCEMENT AND COMPLETION OF WORK
CITY shall authorize services to be provided hereunder by issuing a purchase order or work
order to CONTRACTOR. The CONTRACTOR shall provide the services in a manner and
timeframe as set forth in RFB No. 20-003.
ARTICLE V—PAYMENTS
In accordance with the provisions fully set forth in the Contract Documents,
CONTRACTOR shall submit an invoice to CITY upon completion of the services and
delivery of products to CITY as set forth in the applicable purchase order. CITY shall
make payment to the CONTRACTOR for all accepted deliveries and undisputed products
delivered and services provided,within thirty(30)calendar days of receipt of the invoice.
ARTICLE VI—DISPUTE RESOLUTION - MEDIATION
1. Any claim, dispute or other matter in question arising out of or related to this
Agreement shall be subject to mediation as a condition precedent to voluntary
arbitration or the institution of legal or equitable proceedings by either party.
2. The CITY and CONTRACTOR shall endeavor to resolve claims, disputes and
other matters in question between them by mediation.
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3. The parties shall share the mediator's fee and any filing fees equally. The mediation
shall be held in Clermont,Lake County,Florida,unless another location is mutually
agreed upon. Agreements reached in mediation shall be enforceable as settlement
Agreements in any court having jurisdiction thereof.
ARTICLE VII—INSURANCE AND INDEMNIFICATION RIDER
1. Worker's Compensation Insurance - The CONTRACTOR shall take out and
maintain during the life of this Agreement, Worker's Compensation Insurance for all its
employees connected with the work of this Project and, in case any work is sublet, the
CONTRACTOR shall require the subCONTRACTOR similarly to provide Worker's
Compensation Insurance for all of the subCONTRACTOR employees unless such
employees are covered by the protection afforded by the CONTRACTOR. Such insurance
shall comply with the Florida Worker's Compensation Law. In case any class of employees
engaged in hazardous work under this Agreement at the site of the Project is not protected
under the Worker's Compensation statute, the CONTRACTOR shall provide adequate
insurance, satisfactory to the CITY, for the protection of employees not otherwise
protected.
2. CONTRACTOR's Commercial General Liability Insurance-The CONTRACTOR
shall take out and maintain during the life of this Agreement,Commercial General Liability
and Business Automobile Liability Insurance as shall protect it from claims for damage for
personal injury, including accidental death, as well as claims for property damages which
may arise from operating under this Agreement whether such operations are by itself or by
anyone directly or indirectly employed by it, and the amount of such insurance shall be as
follows:
(a) CONTRACTOR's Commercial General Liability, $1,000,000 Each,
($2,000,000 aggregate). Liability Coverages, Bodily Injury
Occurrence, &Property Damage Combined Single Limit
(b) Automobile Liability Coverages, $1,000,000 Each, Bodily Injury&
Property Damage Occurrence, Combined Single Limit
Insurance clause for both BODILY INJURY AND PROPERTY DAMAGE shall be
amended to provide coverage on an occurrence basis.
3. Indemnification Rider
(a) To the fullest extent permitted by law, the CONTRACTOR shall
indemnify and hold harmless the CITY and its employees from and
against all claims, damages, losses and expenses, including but not
limited to reasonable attorney's fees, arising out of or resulting from its
performance of the Work, provided that any such claim, damage, loss
or expense(1)is attributable to bodily injury,sickness,disease or death,
or to injury to or destruction of tangible property (other than the Work
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itself) , and (2) is caused in whole or in part by any negligent 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,regardless of whether or not such acts are caused in
part by a party indemnified hereunder. Such obligation shall not be
construed to negate, abridge, or otherwise reduce any other right to
obligation of indemnity which would otherwise exist as to any party or
person described in this Article.;however,this indemnification does not
include the sole acts of negligence, damage or losses caused by the
CITY and its other contractors.
(b) In any and all claims against the CITY or any of its agents or employees
by any employee 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, the indemnification obligations under this
Paragraph shall not be limited in any way by any limitation on the
amount or type of damages, compensation or benefits payable by or for
the CONTRACTOR or any subcontractor under workers'or workmen's
compensation acts,disability benefit acts or other employee benefit acts.
(c) The CONTRACTOR hereby acknowledges receipt of ten dollars and
other good and valuable consideration from the CITY for the
indemnification provided herein.
ARTICLE VIII—NOTICES
All notices shall be in writing and sent by United States mail, certified or registered, with
return receipt requested and postage prepaid,or by nationally recognized overnight courier
service to the address of the party set forth below. Any such notice shall be deemed given
when received by the party to whom it is intended.
CONTRACTOR: AGH Management, LLC.
10239 Dovehill Lane
Clermont,FL 34711
Attn: Kevin Hudson, Manager
CITY: City of Clermont
Attn: Darren Gray,City Manager
685 W. Montrose Street
Clermont, FL 34711
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ARTICLE IX—MISCELLANEOUS
1. Attorneys' Fees. In the event a suit or action is instituted to enforce or interpret any
provision of this Agreement, the prevailing party shall be entitled to recover such
sum as the Court may adjudge reasonable as attorneys' fees at trial or on any appeal,
in addition to all other sums provided by law.
2. Waiver. The waiver by city of breach of any provision of this Agreement shall not
be construed or operate as a waiver of any subsequent breach of such provision or
of such provision itself and shall in no way affect the enforcement of any other
provisions of this Agreement.
3. Severability. If any provision of this Agreement or the application thereof to any
person or circumstance is to any extent invalid or unenforceable, such provision, or
part thereof, shall be deleted or modified in such a manner as to make the
Agreement valid and enforceable under applicable law, the remainder of this
Agreement and the application of such a provision to other persons or
circumstances shall be unaffected, and this Agreement shall be valid and
enforceable to the fullest extent permitted by applicable law.
4. Amendment. Except for as otherwise provided herein, this Agreement may not be
modified or amended except by an Agreement in writing signed by both parties.
5. Entire Agreement. This Agreement including the documents incorporated by
reference contains the entire understanding of the parties hereto and supersedes all
prior and contemporaneous Agreements between the parties with respect to the
performance of services by CONTRACTOR.
6. Assignment. Except in the event of merger, consolidation, or other change of
control pursuant to the sale of all or substantially all of either party's assets, this
Agreement is personal to the parties hereto and may not be assigned by
CONTRACTOR, in whole or in part, without the prior written consent of city.
7. Venue. The parties agree that the sole and exclusive venue for any cause of action
arising out of this Agreement shall be Lake County, Florida.
8. Applicable Law. This Agreement and any amendments hereto are executed and
delivered in the State of Florida and shall be governed, interpreted, construed and
enforced in accordance with the laws of the State of Florida.
9. Public Records. Contractor expressly understands records associated with this
project are public records and agrees to comply with Florida's Public Records law,
to include, to:
(a) Keep and maintain public records that ordinarily and necessarily would be
required by the CITY in order to perform the services contemplated herein.
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(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 cost provided in this Florida's Public Records law or as
otherwise provided by law.
(c) Ensure that public records that are exempt or confidential and exempt from
public records disclosure requirements are not disclosed except as
authorized by law.
(d) Meet all requirements for retaining public records and transfer, at no cost,
to the CITY all public records in possession of CONTRACTOR upon
termination of the contract and destroy any duplicate public records that are
exempt or confidential and exempt from public records disclosure
requirements. CONTRACTOR shall use reasonable efforts to provide all
records stored electronically must be provided to the CITY in a format that
is compatible with the information technology systems of the CITY.
(e) IF CONTRACTOR HAS QUESTIONS REGARDING THE
APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE
CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS
RELATING TO THIS CONTRACT, CONTRACTOR SHALL
CONTACT THE CITY'S CUSTODIAN OF PUBLIC RECORDS AT
CITY CLERK'S OFFICE, (352) 241-7331.
ARTICLE X—AGREEMENT DOCUMENTS
The Agreement Documents, as listed below are herein made fully a part of this Agreement
as if herein repeated.
Document Precedence:
1. This Agreement
2. Purchase Order/Notice To Proceed
3. All documents contained in City of Clermont RFB 20-003 and any amendments
thereto.
5. CONTRACTOR's September 26, 2019 response to RFB 20-003.
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IN WITNESS WHEREOF,//�� the parties hereto have executed this Agreement on
this 22 day of d.1(' ,0e-,r ,2019.
City of Clermont
Of */ i 111!,
Gail L. Ash, Mayor
Attest:
Tracy Ackroyd Howe, City Clerk
AGH Management, LLC.
By:
(Signature)
(Name &Title Printed or Typed)
Attest:
Corporate Secretary
(Name Printed or Typed)
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EXHIBIT A
City of Clermont Bid 20-003
SECTION — C
PRICE SCHEDULE
NOTE: The quantities shown in the Price Schedule are estimates only. They may vary significantly from
the actual quantities ordered by the City. Payment shall be for the units ordered, placed, and accepted by
the City. By signing this form, the respondent fully acknowledges that there will be no additional
compensation (no overhead, no anticipated profits, etc.) other than the unit price of the items times the
number of items authorized, ordered, placed,and accepted by the City.
L.N. Description Qty/ Unit Unit Price
1 Hancock Park 1 / Park $75,172.05
2 Lake Felter Park 1 / Park $28,611.50
3 McKinney Park 1 / Park
$15,834.00
4 Bishop Park 1 / Park
$17,369.18
5 West Park 1 / Park
$21,042.23
6 Palatlakaha Park 1 /Park $64,654.44
Total Price
(Line Items 1-6) $222,683.40
By signing below, the respondent agrees to all terms, conditions, and specifications as stated in this
solicitation, and is acting in an authorized capacity to execute this response. The respondent also certifies
that it can and will provide and make available, at a minimum, the items set forth in this solicitation.
Respondent Information and Signature
Company Name(print): AGH Management, LLC
Street Address: 10239 Dovehill Lane Clermont, Fl. 34711
Mailing Address(if different):
Telephone: (352) 227-8197 Fax: N/A
Email: klhudson@cfl.rr.com Payment Terms: 100 % 30 days, net 30
FEIN: 26 - 2325442 ( Professional.License No.: CM2 914, LF282668
Signature: - 7 /I J Date: 1//
i
Print Name: Kevin Hudson Title: Manager
Does the respondent accept payment using the City's MASTERCARD? 0 Yes XNo
END OF SECTION — C
RFB No:20-003
Page 23 of 40
6/23/2019 1:07 PM p.27
SECTION — B
STATEMENT OF WORK
It is the intent of the City to retain a contractor to supply chemical fine turf maintenance
services. All work shall be scheduled and coordinated with the Recreation Department
staff at least five (5) business days in advance. All minor deficiencies shall be promptly
corrected within five (5) days; turf deficiencies shall be corrected within thirty (30) days.
In the event additional spraying times are required, successful respondent shall notify the
Recreation Department to request all spraying or application scheduling.
Successful respondent shall provide staffing daily and will replace staff as needed to
maintain the level of service required in this RFB for ongoing field maintenance and daily
field requirements.
Successful respondent shall submit monthly invoices after the completion of services to
the Recreation Department.
City of Clermont athletic field areas include:
Hancock Park Required Services
Service Monday — Sunday
3301 Hancock Road, Clermont
• Bermuda grass on five softball fields with clay infields
• Two multi-purpose football/soccer/lacrosse fields
• Six pitching warm up areas with clay
• Two batting cages with clay (not including fencing, netting and infrastructure)
• Maintain clay and lip areas
Lake Felter Park Required Services
Service Monday — Sunday
1750 Johns Lake Road, Clermont
• Bermuda grass on one football/soccer field
• Bermuda grass on one softball field with clay infield
• Maintain clay and lip areas
McKinney Park Required Services
Service Monday — Sunday (minimum twice a week, or as needed per rental schedule)
801 Bloxam Road, Clermont
• One softball field
• No need to mow Bahia grass
RFB No. 20-003
Page 13 of 40
SECTION — B
STATEMENT OF WORK
• Maintain clay and lip areas
Bishop Park Required Services
Service Monday — Sunday
950 East Avenue, Clermont
• One Bermuda grass infield and Bahia grass outfield with clay infield
• One batting cage clay area (not including fencing, netting and infrastructure)
• Four pitching warm up areas
• Maintain clay and lip areas
West Park Required Services
Service Monday — Sunday
650 Twelfth Street, Clermont
• Two Bermuda little league baseball fields with clay infields
• One Bahia grass field with clay infield
• Six batting cages with clay (not including fencing, netting and infrastructure)
• Maintain clay and lip areas
Palatlakaha Park Required Services
Service Monday — Sunday
1250 Twelfth Street, Clermont
• Four Bermuda baseball fields with clay infields
• Two Bermuda T-ball fields with clay area around bases and home plates
• Six clay batting cages (not including fencing, netting and infrastructure)
• One Bermuda multi-purpose football/soccer field
• Six pitching warm up areas
• Maintain clay and lip areas
1 — PLAY FIELD CARE AND MAINTENANCE
1.1 Overview, Uses and Intensity
The following section outlines the services, materials and methods to be executed
by the successful respondent. The schedule of games and practices will be
provided by the City on a weekly basis.
1 .2 Limits and Areas
RFB No: 20-003
Page 14 of 40
SECTION — B
STATEMENT OF WORK
The limit is generally the fence area for most fields but will include a number of
pitching warm up areas and batting cages.
1.3 Services to be Provided
There are five (5) divisions of maintenance services to be provided which include
preseason, routine field care, practice care and setup, pre-game care and set-up,
and off season care. These services shall provide the highest level of practices
and competition while conforming with the requirements of the league and
tournament play.
The successful respondent shall provide the following supplies:
Grass seed, fertilizer materials, weed control materials, insecticides, pesticides,
and fungicides.
The City shall provide the following supplies:
Infield clay, mound clay, top dressing soil, limestone, quick dry, and chalk
materials. Supplies will base on individual need per field, per park.
All products must be agreed upon by both parties for the general care and
maintenance of the ball fields.
1.4 Additional Services
When inspections are conducted and it is determined a repair or additional
maintenance is required, said repair/maintenance shall be brought to the City's
attention. The successful respondent shall submit a quote for the additional
service(s). Additional services shall be performed at an hourly rate or project rate
agreed upon by the City. The City reserves the right to bid any additional
service(s).
1.5 Field Inspections
A walkthrough of the field shall be conducted four times a year with a City
representative to review the field conditions to determine the level of
maintenance/repair required. At minimum, the following shall be conducted:
a. Measure and inspect all baseball fields pitcher's mound for conformance with
correct mound specifications and dimensions provided by the City based on
each fields usage.
b. Measure and inspect infield dimensions and edges.
RFB No: 20-003
Page 15 of 40
SECTION — B
STATEMENT OF WORK
c. Renovate infield-skinned areas, base lines, home plate area and pitcher's
mound. Method of renovation will depend upon field conditions, costs, time of
year and amount of time needed for renovation.
d. Edge infields, baselines, warning tracks, pitcher mound and home plate area.
e. Weed infield and warning track.
f. Address any additional requirements as a result of any City walkthrough.
1.6 Routine Field Care
Routine field care will be ongoing throughout the year for all baseball, softball and
multipurpose fields. All routine field care and repairs shall be executed as outlined
below or as per manufacturer specifications of the product.
a. Scout for disease, pest, weeds, etc.
b. Inspect infield skinned areas, warning track and bullpen for weeds and remove.
c. Inspect infield (including home base) for uneven/eroded surfaces.
d. Inspect edge condition between turf and baseline/infield/warning track.
Maintain a clean straight edge. All edges must be maintained within their
respective league and tournament standards.
e. Inspect lip condition between infield and turf.
f. Inspect perimeter fencing for significant defects or damage.
g. Inspect batting cages for debris and proper fencing installation and repair.
h. Inspect turf for wear or uneven surfaces.
i. Monitor infield clay surfaces for excessive compaction, erosion and uneven
surfaces.
j. Application of appropriate pesticides, herbicides, and insecticides as needed
based upon scouting results.
k. Repair eroded or worn areas on the infield or warning track.
I. Edge infield, baseline, warning track, pitcher mound and home plate area.
m. Recondition infield lip.
n. Repair batting cage area as needed.
o. Repair field turf as needed.
p. Recondition infield-skinned areas, base lines, home plate area and pitcher's
mound at a time weather conditions permit. Method of renovation will depend
upon field conditions.
RFB No: 20-003
Page 16 of 40
SECTION — B
STATEMENT OF WORK
1 .7 Practice Setup
The following shall be completed on the day of practice and not less than one-half
hour prior to the start of practice. Practices occur whenever scheduled on a yearly
basis with an emphasis on heavy usage during Spring and Fall seasons for most
leagues.
a. Rake, level and drag baselines; add field clay if needed.
b. Rake, level and drag home plate; add mound clay if needed.
c. Rake, level and drag pitcher's mound; add mound clay if needed.
d. Check irrigation heads to confirm they are recessed and providing the
appropriate level of irrigation for grass and clay facilities.
e. Groom infield.
f. Rake edges of infield to remove clay from turf to prevent build up of infield mix
which may have entered the turf during grooming.
g. Water clay areas if needed.
h. Install bases, mounds, extra home plate, goals, etc. depending on practice
being held.
1 .8 Pre-Game Setup
The field shall be made ready to play a minimum of one hour before a scheduled
game time to allow for pre-game practice. Successful respondent is not required
to be onsite during pre-game or during the games. Complete the following on the
day of a scheduled game:
a. Check irrigation heads to confirm they are recessed and irrigation control boxes
are firmly in place.
b. Groom warning track as needed.
c. Fill in any depressions on the clay and grass fields as needed to maintain a
safe playing surface.
d. Rake, level and drag baselines; add clay as needed.
e. Rake, level and drag home plate; add mound clay as needed.
f. Rake, level and drag pitcher's mound; add mound clay as needed.
g. Groom remaining infield.
h. Water clay areas if needed.
i. Install bases and inspect for tears and ensure anchors are secure.
RFB No: 20-003
Page 17 of 40
SECTION — B
STATEMENT OF WORK
j. Ensure pitcher's rubber and home plate is securely installed.
k. Paint foul lines and event field marking lines on grass at least once a week in
season or as needed out of season.
I. Lime (chalk) infield lines and batter's box per game and paint home plate,
pitcher's mound rubber, and bases as needed.
1 .9 End-of-Season Maintenance
At the end of each baseball, softball or multiuse field season, specific site
amenities may need to be removed and stored in a location as determined by the
City.
2 — NON-TURF MAINTENANCE MATERIALS AND METHODS
2.1 Overview
The following describes the materials to be used and furnished as well as methods to be
employed for installation/maintenances for all non-turf requirements.
2.2 Materials (exclusive to turf and soil mix)
a. Baseball infield mix: Field conditioner
b. Baseball pitcher's mound mix: Mound clay
c. Baseball home plate mix: Mound clay
d. Warning track: Warning track mix
e. Softball infield mix: Native processed clay mixed with washed sand and free of
all debris.
f. Fencing: Shall be comparable quality, size and installed in a similar manner as
the existing fencing.
g. Drying agent: Quick Dry or Game Saver.
h. Line markings: Pulverized lime for skinned areas and white paint (aerosol or
water base paint) for turf.
2.3 Methods
The following are recommended minimum methods of maintenance and
installation of materials:
a. Lip Care: Remove infield material which may have migrated through erosion
or play from the infield, baselines, coaches, box, home plate or pitcher's mound
RFB No: 20-003
Page 18 of 40
SECTION — B
STATEMENT OF WORK
and warning track from turf through hand removal or flexible steel fan rake so
as to not damage turf or promote migration of clay into topsoil.
b. Power washing of field sediments on field surfaces may be required to remove
excessive build up of sediments, especially where the clay meets the grass on
all field areas. Structural maintenance is not the responsibility of the successful
respondent.
c. Edging: Edging shall be done with an appropriate edger that defines a clean
and sharp edge. All edging shall be done with guides in place to ensure proper
dimensions of the field play area are maintained. Successful respondent shall
confirm proper dimensions following edging.
d. Pitcher's Mound: Pitcher's Mound renovation and repair (including bullpens)
must adhere to the guidelines of the league or tournament using each particular
field. The City's Recreation Department can provide specific specifications for
each field.
e. Warning Track, Infield and Baseline Grooming: Groom utilizing a rigid or
flexible infield drag mat fashioned with a leveling bar. Coaches' boxes, on-deck
circles, and pitcher's mound shall be groomed using a hand drag groomer.
f. Warning Track, Infield and Baseline Weeding: Successful respondent shall
inspect and remove weeds from the warning track, infield and baselines by
hand, chemical or mechanical means and restore surface to a satisfactory
playing condition.
g. Infield Renovation: Infield renovation shall be completed by mechanical tilling
or nail dragging. The selected method will depend on the condition of the
infield. When restoring the infield to its final grade, use laser guided equipment
to a tolerance of 0.5%.
h. Fencing/Netting: any repairs of fencing shall be performed in accordance with
manufacturer/supplier specifications and comparable to existing materials and
methods. The City's Recreation Department will supply fencing and netting
supplies at their cost.
i. Pitcher's Rubber, Home Plate and Bases: if at any time the pitcher's rubber,
home plate or a base must be removed, repaired or replaced, it shall be done
following the manufacturer's recommended installation methods.
3 — ALL CLAY INFIELDS
3.1 Detailed dragging on fields must be provided at least once a day for all scheduled
games and scheduled practice days. During the off season and non-use times, the fields
should be drug at least two (2) times a week to keep a safe and maintained infield. Each
RFB No: 20-003
Page 19 of 40
SECTION — B
STATEMENT OF WORK
week, the Recreation Department will provide a schedule with all games and practices
that will include times, requirements and any special needs. The Recreation Department
will try to provide a list at least forty-eight (48) hours in advance for any additions,
deletions or changes to the field schedules.
3.2 Additional daily field prep may be required for special situations including weather,
league play and tournament play. If this service is above and beyond the normal hours
of labor at the ball park facilities, an additional fee will be paid to the successful
respondent on a per hour basis at a cost of $25 per hour. These additional fees will be
invoiced to the Recreation Department on a monthly basis and must be agreed upon prior
to any additional service being rendered.
3.3 Successful respondent will provide all tools and maintenance equipment needed
to groom the clay infields on a daily basis and supply fuel at their expense for all owned
or operated machines. It is the responsibility of the successful respondent to maintain, in
good condition, all of their machines that will be used on City property.
3.4 Laser grade each clay infield each year using the appropriate slope agreed upon
by the successful respondent and the Recreation Department. The City will provide all
additives such infield mix, field clay and field conditioner. The amounts of additives will
be at the sole discretion of the City and each field will be evaluated each season to
determine each field course of action.
3.5 The City will provide consumable items such as clay, mound clay, field chalk, field
paint (aerosol and liquid), quick dry for use on the fields. Quantities can vary based on
usage schedule. The City shall be given a week's notice in order to stock any supplies
needed or requested by the successful respondent.
4 — ALL GRASS FIELDS
4.1 Detailed Mowing / Weed Removal / Edging — Shall be performed as needed for
Bermuda, rye, and Bahia grasses inside all grass fence areas containing fine turf fields.
Should be performed no less than once (1) per week and in the summer months mowing
will require twice (2) per week.
4.2 Mowing is permitted Monday— Friday between the hours of 7-A.M. and 4-PM. The
Mowing schedule should be performed around the daily rental times that vary day-to-day
throughout the year.
4.3 Successful respondent will provide all tools and maintenance equipment needed
to groom the clay infields on a daily basis and supply fuel at their expense for all owned
or operated machines. It is the responsibility of the successful respondent to maintain, in
good condition, all of their machines that will be used on City property.
RFB No: 20-003
Page 20 of 40
SECTION — B
STATEMENT OF WORK
4.4 Aerate each ball field grass areas at least once a year with 5/8 hollow tines and/or
verti-cut all ball field grass areas once a year. Aerate of verti-cut shall be selected based
on field turf condition and can vary per year.
4.5 Top dress all combination soccer/lacrosse fields (four fields) once a year with 1/4-
inch coverage of 80/20 mix (80 sand / 20 organic).
5 — CHEMICAL FIELD MAINTENANCE FOR ATHLETIC FIELDS
5.1 Chemical lawn maintenance shall cover the application of fertilizers and herbicides
for all fields.
5.2 Chemicals used shall be applied only in accordance with the manufacturer's
instructions. All products are to be applied in such manner as to insure public safety.
Successful respondent shall adhere to the rules and regulations of the State Board of
Health and other local and federal regulations. The successful respondent shall be
responsible for any damages caused by its spraying field or broadcasting. MSDS sheets
shall be provided on all products utilized in conjunction with the RFBs statement of work
and resulting contract.
5.3 Successful respondent shall notify the City forty eight (48) hours in advance upon
intent to commence work on any City fields.
5.4 If an infestation of pests and insects is observed after schedule application, the
successful respondent shall re-treat the area at no additional charge to the City.
5.5. All respondents must maintain and posses a current Certified Pest Control
Operator (CPCO) State of Florida license. A copy of the license must be provided with
response.
5.6 Signs must be posted after each application identifying the chemicals used.
5.7 Chemical lawn maintenance shall be determined from a site specific evaluation
consisting of a soil analysis, report of nature infestation and the required corrective action.
6 — YEARLY FERTILIZATION AND PEST CONTROL PROGRAM FOR BERMUDA
GRASS
Month of February:
Apply 15-00-15 fertilizer plus 0.67% Ronstar at a rate of 300/lbs per acre.
RFB No: 20-003
Page 21 of 40
SECTION — B
STATEMENT OF WORK
Month of April:
Apply 21-00-00 ammonium sulfate at a rate of 100/lbs per acre to all grass play
field areas. Apply fire ant killer Topchoice/Fripronil to all playing areas including
all grass and clay areas inside of fence lines once a year as per manufacturer
recommendation.
Month of May:
Apply 15-00-15 fertilizer plus 0.67% Ronstar at a rate of 300/lbs per acre to all
grass play field areas.
Month of June/July:
Aerate all grass play field areas with 5/8 hollow tines and verti-cut all grass play
field areas. Provide mechanical aeration holes six inches (6") deep and three
inches (3") apart.
Month of July:
Apply 12-2-16 fertilizer at a rate of 275/lbs per acre to all grass play field areas.
Month of July/August:
Top dress all grass soccer fields and any other grass fields as needed per year.
The City shall provide top dress fill product.
Month of October:
Apply 10-10-15 to all grass field areas at a rate of 275/lbs per acre.
Month of Late November/December:
Apply 05-10-15 to all rye grass application areas at a rate of 250/lbs per acre.
END OF SECTION — B
RFB No: 20-003
Page 22 of 40
FREDDY L. SUAREZ
Purchasing Director
SERON Purchasing Department
Choic352-241-7350
e of Champions fsuarez@clermontfl.org
ADDENDUM 1 —AUGUST 22, 2019
RFB 20-003—ATHLETIC FIELDS TURF MAINTENANCE
The following represents clarification, additions, deletions and/or modifications to the above
reference bid. This addendum shall hereafter be regarded as part of the bid.
• Change to Section B, Statement of Work, first paragraph:
It is the intent of the City to retain a contractor to _.__ .•_ -•.. _ .•- _•. _•- _
athletic fields turf maintenance which includes, but not limited to, chemicals, grass see, fertilizers,
infield and mound clay, pre-game setup, mowing,weed removal edging,field inspection and related
services as provided herein. All work shall be scheduled and coordinated with the Recreation
Department staff at least five(5)business days in advance. All minor deficiencies shall be promptly
corrected within five (5)days; turf deficiencies shall be corrected within thirty (30) days.
• Change to Section B, Statement of Work, No. 3.4, All Clay Fields:
Laser grade each clay infield each year using the appropriate slope agreed upon by the successful
respondent and the Recreation Department. The City will provide all additives such infield mix,
field clay and field conditioner. The amounts of additives will be at the sole discretion of the City
and each field will be evaluated each season to determine each field course of action. i I �coc
Park softball fields must be laser graded two (2) times per year.
END OF ADDENDUM 1
This addenda must be acknowledge and may be returned with your solicitation. All other terms, conditions
and specifications remain unchanged for RFB 19-057.
AGH Management, LLC 9/5/2019
Name of ompany , Date
2 - i� Manager
Signatur Title
Kevin Hudson
Typed/Printed Name
685 W. Montrose Street Clermont, FL 34711 www.ClermontFL.gov
FREDDY L. SUAREZ
Purchasing Director
cLER aN Purchasing Department
T 352-241-7350
Choice of Champions fsuarez@clermontfl.org
ADDENDUM 2 — AUGUST 30, 2019
RFB 20-003—ATHLETIC FIELDS TURF MAINTENANCE
The following represents clarification, additions, deletions and/or modifications to the above
reference bid. This addendum shall hereafter be regarded as part of the bid.
• Change Response Due Date from September 19, 2019 at 2:00 P.M. to September 26, 2019 at
2:00 P.M.
• Change Deadline for Written Questions from - -. -••:- , ! • . .:I! •. to September 18,
2019 at 3:00 P.M.
• Change Deadline for Pre-Bid Conference from September 4, 2019 at 10:00A.M. to September
11, 2019 at 2:00 P.M.
END OF ADDENDUM 2
This addendum must be acknowledge and may be returned with your solicitation. All other terms,
conditions and specifications remain unchanged for RFB 20-003.
AGH Management, LLC 9/05/2019
Name of Co any Date
Manager
Signature Title
Kevin Hudson
Typed/Printed Name
685 W. Montrose Street Clermont, FL 34711 www.ClermontFL.gov
FREDDY L. SUAREZ
1 Purchasing Director
CLERJN Purchasing Department
352-241-7350
Choice of Champions' s- fsuarez@clermontfl.org
ADDENDUM 3 — SEPTEMBER 16, 2019
RFB 20-003 —ATHLETIC FIELDS TURF MAINTENANCE
The following represents clarification, additions, deletions and/or modifications to the above
reference bid. This addendum shall hereafter be regarded as part of the bid.
• Change to Section B, Statement of Work, All Grass Fields, 4.4
Aerate each ball field grass areas at least once a year with 5/8 hollow tines and bc verti-cut all
field grass areas once a year. Aerate of verti-cut shall be selected based on field turf condition
and can vary per year.
• Change to Section B, Statement of Work, All Grass Fields, 4.5
Top dress all combination soccer/lacrosse fields all fields{few-fields)once a year with 1/4-inch
coverage of 80/20 mix (80 sand /20 organic).
• A Field Closure schedule is being provided as part of this addendum. Any major work requiring
field shut down/recovery will be done in those time frames. This schedule is subject to change
based on league and rental schedules.
Meeting Summary:
The Senior Purchasing Agent, Ramsey Gross, went over the bid document and required forms.
A question was asked about the requirement during tournaments. Contractor will be required to have the
fields ready before the tournament. Tournament director may contact Contractor if extra services are
needed.
All bidders must provide their pricing based on the specifications provided in the statement of work
unless changed in writing by a city issued addendum.
Page 2 of 2
RFB 20-003,Addendum 3
END OF ADDENDUM 3
This addendum must be acknowledge and may be returned with your solicitation. All other terms,
conditions and specifications remain unchanged for RFB 20-003.
AGH Management, LLC 9/18/2019
Name of Comp y 4 Date
711r, Manager
Signatu}e Title
Kevin Hudson
Typed/Printed Name
685 W. Montrose Street Clermont, FL 34711 www.ClermontFL.gov
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0 Purchasing Director
CLERON Purchasing Department
352-241-7350
Choice of Champions' `� fsuarez@clermontfl.org
ADDENDUM 4— SEPTEMBER 19, 2019
RFB 20-003 —ATHLETIC FIELDS TURF MAINTENANCE
The following represents clarification, additions, deletions and/or modifications to the above
reference bid. This addendum shall hereafter be regarded as part of the bid.
This addendum is being issued to incorporate all the questions and answers provided in BidSync into the
solicitation.
END OF ADDENDUM 4
This addendum must be acknowledged and may be returned with your solicitation. All other terms,
conditions and specifications remain unchanged for RFB 20-003.
AGH Management, LLC 9/20/2019
Name of CompanyDate
�% Manager
Signatuhe Title
Kevin Hudson
Typed/Printed Name
685 W. Montrose Street Clermont, FL 34711 www.ClermontFL.gov
9/19/2019 BidSync:Questions on Bid#20-003 History
Question and Answers for Bid#20-003 -Athletic Fields Turf Maintenance
Overall Bid Questions
Question 1
Are we able to contract a recognize company with license and insurance for the fertilizer from the
city of Clermont? Or my company have to had the license in order to fertilize the lawn. I have all the
license need it but the fertilizer one,something we working on it. (Submitted: Aug 23,2019
2:33:41 PM EDT) edit
Answer
• Bidders need to have the necessary licenses to perform all the work. The bid states that there
can be no sub-contracting. (Answered: Aug 23,2019 3:04:59 PM EDT)
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