IFQ-26-41 Southeast Dog Park Renovations

The City of Winter Haven is requesting quotes for the Southeast Dog Park Renovations and sod project. The Southeast Dog Park is located at Eloise Loop Road & Lake Ruby Drive West (Fire Station #3 / Pocket Park). The scope of work will include removal and disposal of existing sod, fine grading, sod installation, sod rolling and irrigation. The total square footage of the project is 27,500’ (approximately).

Project Details

• Reference ID: IFQ-26-41
• Department: Parks, Recreation, and Culture
• Department Head: Julie Adams (Department Director)

Important Dates

• Questions Due: 2026-05-26T18:00:00.000Z

Evaluation Criteria

• Scope of Work —
  • Remove existing weed cloth fabric and mulch from interior of Dog Park (include disposal).
  • Grade areas from the removal of fabric and mulch to ensure even surface throughout dog park.
  • Install irrigation system to cover new sod area per attached plan (see Irrigation Plans)
  • • City will provide location for POC (1.5” connection – See Irrigation Plans)
    • Controller 2-Station Hunter Node-BT (See Irrigation Plans)
    • Contractor Responsible for any damages to existing irrigation systems.
    • Irrigation modifications must receive prior approval by City of Winter Haven. 

   

  • Install Bahia Sod - 27,500’+/-
    • Roll sod after installation

  Contractor responsible for any damages to existing structures to include but not limited to:  Sidewalks, fences, playground, existing irrigation, etc.

• General Information —

  The city will provide the following:

  • Provide location for POC for new irrigation system
  • Provide approved entry/exit for site.
  • Meet with approved contractor on-site to review existing structures.

  Flagged irrigation heads damaged by contractor are the contractor’s responsibility to repair. Contractor shall notify City representative of all damaged heads and follow-up with a walk-thru upon completion of repairs. The city of Winter Haven reserves the right to inspect/approve sod prior to installation.

• Instructions —
  1. The City’s representative, under whose direction the work will be performed, shall be consulted as to the manner of starting the work to cause a minimum of interference. The work shall be carried on in such a manner that there will be no interruption to, or interference with, the proper execution of City business. All persons employed shall, while on premises, comply with all building regulations.
  2. All invoices submitted for payment must include all proper backup and receipts or they will not be processed.
  3. Payments will be made monthly upon presentation of an invoice. Invoices will not be paid in advance of services. Payment shall be rendered only for service satisfactorily provided. All invoices should include the Purchase Order number, if one is assigned; the area/building being worked on and the representative for the area/building and should be mailed to: 

  City of Winter Haven Accounts Payable

  P.O. Box 2277

  Winter Haven, FL 33883

  Emailed to: Finance-AP@mywinterhaven.com

   

  Award will be based on the total cost of the project. Bidders are encouraged to schedule a non-mandatory walk through to obtain their own measurements. Scheduling can be emailed to Steve Pruitt at spruitt@mywinterhaven.com or by telephone 863-268-6733.

   

• Additional Information —

  The City reserves the right to reject any or all bids, to waive any informalities or irregularities in the bids received, and to accept the bid(s) that are determined to be in the best interest of the City. The City further reserves the right to award by item, group of items, or in total, to split awards among multiple vendors, and to make modifications to quantities or specifications prior to award. The City also reserves the right to request clarification of bid information and to make award to the lowest responsive and responsible bidder(s) as determined by the City.

Submission Requirements

• Delivery/Completion can be made in ______ from receipt of order. (required) —

  Example: 10 days

• Procurement Affidavit (required) —

  Please download the affidavit below, complete, and upload.

• Please provide your W9. (required)
• Are you able to provide proof of insurance per our Terms & Agreement prior to commencing work? (required)
• Please provide a summary of this request: (required)
• Does this involve custodial services? (required)
• Is a Pre-Bid/Proposal needed? (required)
• Is the Pre-Bid/Proposal Mandatory or Non-Mandatory? (required)
• Is a site visit needed? (required)
• Is your site visit Mandatory or Non-Mandatory? (required)
• Is this a one-time purchase? (required)
• Will you need an annual contract? (required)
• Please state the number of renewals desired? (required)
• Escalator clause at renewal? (required) —

  CPI or stated %

• What is your desired start date? (required) —

  Example: April 5, 2026

• What is your desired end date? (required)
• Do you anticipate your project cost to be OVER $30,000? (required)
• Have you received quotes? (required)
• Please indicate if you have attached qutoes: (required)
• Is a specific brand/model desired? (required)
• Would a sole source apply? (required)
• Location of Project or Delivery Address of Product? (required)
• Do you have a completion deadline? (required)
• Do you want to Award to Multiple Vendors (required)
• Budget or project cost? (required) —

  Example: $150,000

• Please indicate who should be invited to this bid and include their email address: (required)
• Do we have a current contract you could use? (required)
• Have you checked if this is available through State Contract or Co-Ops? (required)
• Have we previously bid this out or is there a similar project? (required)
• Please provide information: (required)
• Have you informed your vendor this will go out to bid and they must bid on it to be considered? (required)