Chemicals and Fertilizers for the Boone County Golf Courses and Parks

The Boone County Fiscal Court is requesting bids from qualified vendors that can supply Chemicals and Fertilizers for the Boone County Golf Courses and Parks for the Fiscal Year 2027, beginning July 1, 2026 through June 30, 2027.

Project Details

• Reference ID: BCFY26-73
• Department: Golf Course Grounds
• Department Head: Justin Pack (Golf Course Superintendent)

Important Dates

• Questions Due: 2026-06-10T21:00:45.926Z
• Answers Posted By: 2026-06-12T21:00:52.763Z

Evaluation Criteria

• Bid Submittal Instructions —

  The Boone County Fiscal Court will receive sealed bids electronically via the County's electronic bidding system only until 2:00 pm (local time), Tuesday, June 16, 2026 from qualified vendors to perform the services associated with Chemicals and Fertilizers for the Boone County Golf Courses and Parks. Bids must be submitted electronically. Late, hand delivered (paper), emailed or facsimile bids will not be accepted. Bids will be opened online at the time listed above.

• Specifications —

  Read all instructions, terms and conditions carefully

  1. Intent: It is the intent of this bid process to establish contractual source(s) for the furnishing and delivery of Boone County Fiscal Court’s requirements for the material(s) specified elsewhere herein.
  2. Term: The term of this contract shall be for the Fiscal Year beginning July 1, 2026 - Jun 30, 2027
  3. Prices: All prices contained herein will be firm and fixed for the above-mentioned Fiscal Year. No minimum quantity requirements.
  4. F.O.B.: Any goods to be delivered to a County location shall be coordinated with the Contract Administrator prior to delivery. Such goods shall be delivered F.O.B. Destination, freight prepaid and allowed. COD shall be denied. The cost of freight, insurance and all other delivery related cost shall be included in the cost of performing the work as stated in the bid. All pricing quoted herein shall be on a F.O.B. destination basis.
  5. Delivery: Unless shown otherwise in bid item, it is required that the resultant order(s) be delivered complete within seven (7) calendar days after receipt of order. Offers quoting deliveries in excess time may be considered as alternate offers only to be considered in the event no responsive, responsible bids are received based on this specific delivery requirement. Bidders are reminded that their quotes are binding.
  6. Specifications: The specifications shown on the attached Specification bid form are intended to represent item(s) of a quality level known to meet the County’s requirements. While the County endeavors to promulgate written specifications that are accurate and non-restrictive for bidding purposes, they may also reference any items by manufacturer’s name and number.
  7. Quantities: The quantities shown are estimates only and the County reserves the right to purchase more or less of any item in accordance with its actual usage. No minimum requirement will be accepted.
  8. Known Acceptable Products: Manufacturers and brands listed as “Known Acceptable Products” are shown for the purpose of indicating the quality of the products required by the County and are not intended to be restrictive. The term “or equal” shall apply.
  9. Award: The award will be made to the lowest responsive, responsible bidder(s).  Boone County Fiscal Court reserves the right to determine the lowest responsible bid(s) on the basis of an individual item, group of items, or in any way determined to be in the best interests of the Boone County Fiscal Court. Award will be based on the following factors (where applicable): (a) adherence to all conditions and requirements of the bid specifications; (b) price; (c) qualifications of the bidder, including past performance, financial responsibility, general reputation, experience, service capabilities, and facilities; (d) delivery or completion date; (e) product appearance, workmanship, finish, taste, feel, overall quality, and results of product testing; (f) maintenance costs and warranty provisions; and (g) repurchase or residual value. The County reserves the right to split the bid or award multiple vendors if the County sees that it would be beneficial for the County.
  10. Descriptive Literature: Please submit descriptive literature showing specifications of items offered if other than the referenced “Known Acceptable Product.” Failure to submit literature with bid or within three days of verbal request may result in bidder being declared non-responsive for that item.
  11. Sample: Samples for alternate items offered may be required subsequent to bid opening. Failure to supply samples within seven (7) calendar days of verbal request may result in bidder being declared non-responsive for that item.
  12. Safety Data Sheet: The awarded vendor must supply Safety Data Sheets (SDS) for all chemicals, for which they have been awarded, within fifteen (15) calendar days after receipt of award. If SDS are not received in the aforementioned timeframe, the bid award may go to the next lowest bid contingent on receiving SDS from that vendor. 
  13. Bidder Affidavit: Included with the Bidder’s Response Copy of this bid is a section entitled: Purchase Order Acknowledgment. Read this section carefully. Failure to comply may result in the disqualification of your bid/contract anytime during the term of the contract.
  14. Termination for Convenience: The County may terminate the contract, in whole or in part, without showing cause upon giving at least thirty (30) days written notice to contractor. The County shall make payment for goods or services delivered and accepted up to the date of termination.
  15. Termination for Default: The contract may be terminated by the Assistant County Administrator in whole or in part by written notice of default to the contractor upon non-performance or violation of a contract’s terms or conditions. An award may be made to the next low bidder, or services specified may be purchased on the open market similar to those so terminated. In either event, the defaulting contractor (or their surety) shall be liable to the County for costs to the County in excess of the defaulter contract price. Failure of the contractor to deliver the specified services within the time stipulated on their bid, unless extended in writing by the Assistant County Administrator, shall constitute contract default.
  16. Contract Provision for other Boone County Agencies: Each bidder agrees when submitting their bid, unless otherwise stipulated, that the bidder will make available to all County Agencies and departments the prices offered in accordance with the bid terms and conditions. Verification of eligibility of participant in a contract may be requested from the County..
  17. Protest: Any actual or prospective bidder, offeror, or contractor who is aggrieved in connection with the solicitation or selection for award of a contract may file a protest with the Assistant County Administrator. A protest or notice of other controversy must be filed promptly and in any event within two (2) calendar weeks after such aggrieved person knows or should have known of the facts giving rise thereto. All protests or notices of other controversies must be in writing. The Assistant County Administrator shall promptly review the protest and issue a recommendation to the County Administrator. In turn, the County Administrator shall issue a decision in writing. A copy of the decision shall be mailed or otherwise furnished to the aggrieved party and shall state reasons for the action. The decision of the County Administrator shall be final and conclusive.
  18. OSHA Regulations, Bloodborne Pathogens: The successful bidder shall during the course of performance under the proposed contract comply with 29 CFR 1910.1030 the Code of Federal Regulations (OSHA). This regulation deals with occupational exposures to bloodborne pathogens and other potentially infectious materials. During the performance of your contractual requirements, the contractor is expected to be alert to any potentially high risk of exposure opportunities and take all mandated precautionary measures contained in the regulation, including making available to all employees who have occupational exposure Hepatitis B vaccine and vaccinations series and post exposure follow-up following exposure incidents.
  19. Drug-Free Workplace: During the performance of this Contract, the Contractor agrees to (i) provide a drug-free workplace for the Contractor’s employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the Contractor’s workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or behalf of the Contractor that the Contractor maintains a drug-free workplace. For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific Contract awarded to a Contractor in accordance with this section, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana during the performance of the Contract.
  20. Boone County Occupational License: The successful bidder maybe required to obtain a Boone County Occupational License. If required and bidder fails to obtain, it may result in termination of the contract.
• INSURANCE REQUIREMENTS —

  The bidder will be required to provide verification of insurance coverage in accordance with the parameters that follow. The successful bidder will have fifteen (15) calendar days to comply with this requirement, excluding County holidays and non-workdays, if applicable.

  The bidder must maintain the insurance coverage required by the County while this contract is in force, including automatic renewal terms, and shall provide documentation of such insurance in a form satisfactory to the County.

  In the event that the bidder changes their insurance carrier, new verification of insurance coverage must be provided to the County by the new insurance carrier within ten (10) days of the change of policy.

  The bidder shall purchase and maintain in force, at their own expense, such insurance as will protect them and the County from claims, which may arise out of or result from the bidder's execution of the work, whether such execution be by the bidder, bidder's employees, agents, sub-Contractors, or by anyone for whose acts any of them may be liable. The insurance coverage shall be such as to fully protect the Owner, the Engineer (if applicable) and the public from all claims for injury and damage resulting by any actions on the part of the bidder or bidder's forces as enumerated above. The bidder shall furnish a copy of an original Certificate of Insurance, naming Boone County as an additional insured. Certificate of Insurance must have an original signature. Should any of the policies be canceled before the expiration date, the issuing company will mail 30 days written notice to the certificate holder. The bidder shall furnish insurance in satisfactory limits, and on forms and of companies which are acceptable to the Owner's Attorney and/or Assistant County Administrator and shall require and show evidence of insurance coverages on behalf of any sub-Contractors (if applicable), before entering into any agreement to sublet any part of the work to be done under this Contract.

  The following insurance requirements are the Minimum Limits of Liability, Terms, and Coverage that will be acceptable:

  1. Commercial General Liability
     • $1,000,000 bodily injury and property damage each occurrence, including advertising and personal injury, products and completed operations
     • $2,000,000 products/completed operations, independent bidder's liability, contractual liability, and coverage for property damage from perils of explosion, collapse, or damage to underground utilities, commonly known as XCU
     • $2,000,000 general annual aggregate
  2. Auto Liability Insurance
     • $1,000,000 each person, bodily injury, and property damage, including owned, non‐owned and hired auto liability
  3. Workers’ Compensation
     • Statutory limits
  4. Employer’s Liability
     • $1,000,000 bodily injury by accident, each accident
     • $1,000,000 bodily injury by disease, each employee
     • $1,000,000 bodily injury by disease, policy aggregate
  5. Umbrella/Excess Liability
     • $2,000,000 each occurrence and annual aggregate
     • Underlying coverage shall include General Liability, Auto Liability, and Employer's Liability
     • $1,000,000 annual aggregate covering damages or liability arising or resulting from bidder's services rendered, or which should have been rendered, pursuant to the Contract
  6. Property
     • The bidder shall purchase and maintain property insurance covering machinery, equipment, mobile equipment, and tools used or owned by the bidder in the performance of services under the Contract. Boone County Fiscal Court shall in no circumstance be responsible or liable for the loss or damage to, or disappearance of, any machinery, equipment, mobile equipment, and tools used or owned by the bidder in the performance of services under the Contract.

  The bidder and their insurance company should carefully review the insurance requirements applicable to this agreement. All requirements herein must be met before the County will execute the contract.

• BID BOND —

  Bid Bond: A bidder’s bond or certified check in the amount of NO VALUE% of the amount bid shall accompany any bid in excess of $100,000.00 for the bid to be acceptable.

  Fully executed Bid Bonds should be scanned and submitted electronically in this portal with the #Required Submittals.

• Pre-Bid Meeting —

  A mandatory pre-bid meeting will take place at NO VALUE (local time) on NO VALUE at NO VALUE. Attendance is mandatory, and attendees shall arrive before/on time and attend the entire meeting to be qualified to bid. Late attendees will not be allowed to participate in the pre-bid meeting. Bids received from bidders who did not attend this meeting will not be accepted.

• Pre-Bid Meeting —

  A non-mandatory pre-bid meeting will take place at NO VALUE (local time) on NO VALUE at NO VALUE. Attendance is encouraged, and the bidder is required to familiarize themselves with the project, see existing conditions and take note of any specific requirements for the specific project. No additional allowances will be made for lack of knowledge of these conditions by not attending this non-mandatory pre-bid meeting.

• Pre-Bid Meeting —

  There will be no meeting for this project.

• Solicitation Documents —

  Specifications may be downloaded electronically by visiting our electronic bidding website.

  Boone County reserves the right to reject any and all bids, to waive any informalities and to negotiate for the modifications of any bid or to accept that bid which is deemed the most desirable and advantageous from the standpoint of customer value and service and concept of operations, even though such bid may not, on its face, appear to be the lowest and best price. No bid may be withdrawn for a period of sixty (60) days after scheduled time of receipt of bids.

  The Boone County Fiscal Court is an Equal Opportunity Employer. WBE/MBE firms are encouraged to respond to this Invitation to Bid.

Submission Requirements

• Bid Sheet (required)
• Purchase Order Acknowledgement (required) —

  Any purchase made by Boone County must be made with a valid purchase order number. The purchasing representative of each department issues these numbers. If there is any question as to who this person is, please contact the Finance Department at 859-334-3114. It is the vendor’s responsibility to insure they have an authorized number prior to placing an order or rendering goods or services and to ensure that the purchase order number is listed on the invoice.

  Any purchase made without the proper purchase order number will not be paid. Also, quantities must not exceed the amount listed on the order, with the exception of bulk products such as gravel, sand or asphalt. These products will be allowed a maximum of ten (10) percent overage.

  Vendor is responsible to ensure correct billing of materials provided to the County. Improper billing procedures and/or billing errors may result in contract termination.

  The undersigned agrees to the Purchase Order Acknowledgment and to furnish all supplies, services or construction identified herein in accordance with the terms and conditions, plans and specifications set forth herein, at the prices established in the bid.

• Bid Bond (required) —

  #Specific Conditions

• Deviations and Exceptions (if applicable) —

  Clearly state any deviations and exceptions to the bid specifications here.

• Vendor's Recommended Products (if applicable) —

  List any products that were not on our bid sheet that you believe would benefit the Golf Courses and Parks department that your company could provide. Include the name of the product, unit of measure, case configuration and price.  

• W9 Form (required) —

  Please download the below documents, complete, and upload.

• KRS Resident Bidder Status (if applicable) —

  Please download the below documents, complete, and upload.

• KRS Qualified Bidder Status (if applicable) —

  Please download the below documents, complete, and upload.

• Name and Title of Authorized Representative (required) —

  Enter the full name and title of the representative who is authorized to certify, sign and submit this bid.

• Terms and Signature (required) —

  In compliance with this Invitation to Bid and subject to all conditions thereof, the undersigned offers and agrees to furnish any or all items and/or services upon which prices are quoted, as specified within these specifications.

  My signature certifies that the accompanying bid is not the result of or affected by any act of collusion with another person or company engaged in the same line of business or commerce, or any act of fraud. I hereby certify that I am authorized to sign this bid for the bidder.

• Is a Bid Bond required for this project? (required)
• Pre-Proposal Meeting (required)