Supply and Delivery of Fertilizers, Herbicides, Fungicides, Chemicals and Sod 2027

The City of Papillion, is issuing this solicitation for the purpose of selecting a qualified Bidder to provide Fertilizers, Herbicides, Fungicides, Chemicals and Sod for a commodity contract. A more detailed description can be found in the Pricing Sheet Section. The resulting contract may not be an exclusive contract as the City reserves the right to contract for the same or similar goods from other sources now or in the future.

The term of the contract will be one (1) year commencing on **January 1, 2027** upon execution of the contract by the City and the Vendor (Parties). The contract will terminate upon completion date. The City reserves the right to extend the period of this contract beyond the termination date when mutually agreeable to the Parties.

General Compliance & Safety

• Regulatory Standards: All products must strictly comply with Federal and State regulations (including weight, fill of containers, drained weights, and contamination guidelines).
• Packaging: All containers and packaging must be securely sealed and completely free of leaks.
• Safety Data Sheets (SDS): Bidders must provide SDS and technical specifications within 24 hours upon request during the evaluation process. Failure to submit requested documents within this timeframe may lead to disqualification.

Fertilizers & Turf Chemicals

• Form Specifications: Products must conform exactly to the specifications listed on the Bid Offer Form.
• No Alternates: Where a specific brand name is designated, no alternate brands or substitutes will be accepted.

Agency Products & Bidding

• Authorized Sellers: All Agency bids must come from an authorized dealer or channel partner. The City reserves the right to verify sales authorization.
• Price Holding: Bidders must honor their bid prices for Agency products. Bids may be rejected in their entirety if the bidder is unauthorized or fails to hold the offered price.
• Tied Bids: If Agency product prices result in a tie between authorized bidders with identical terms, the City of Papillion will draw lots to determine the awarded vendor.

Quantities & Purchase Obligations

• No Minimum Commitment: The City is under no obligation to purchase any or all items listed in the bid.
• Historical Estimates: Figures provided are based on historical data to serve as estimates; actual order quantities and sizes may vary.

Delivery & Pricing Specifications

• Complete Orders Only: Deliveries must be 100% complete (covering all line items listed on the purchase order) on the delivery date specified on the Bid Offer Form.
• No Backorders: Partial shipments or backorders are strictly unacceptable.
• Multiple Locations: Deliveries will be distributed across multiple designated sites.
• FOB Destination: All shipments must be shipped FOB (Free on Board) Destination.
• Transfer of Ownership: Title of the goods officially transfers to the City of Papillion upon receipt at the delivery location.
• No Extra Fees: Additional delivery charges, freight costs, or surcharges of any kind are prohibited.
• Price Hold Period: Bidders must keep all bid prices firm and guaranteed for **90 calendar days** following the bid opening date.
• Downward Price Adjustments: Price increases are strictly prohibited during this period; however, prices may be lowered if general market conditions dictate or allow for cost reductions.

**Submission:** The City is only accepting electronic responses submitted in accordance with this solicitation. Solicitation Responses must be submitted via e-Procurement Portal https://procurement.opengov.com/portal/papillion by the date and time of the opening per the Timeline. No late solicitation responses will be accepted. NO MAIL-IN RESPONSES, EMAILED, VOICE, TELEPHONE, FAXED OR HAND DELIVERED WILL BE ACCEPTED.

**Questions:** The City requires to receive Questions through the eProcurement portal. Written responses to questions will be posted to the eProcurement Portal. The Final Date for City Responses to Questions is November 9, 2026, 4:00pm.

Requirements reviewed first:

• Vendor Response Documents have been completed;
• Clarity and responsiveness;
• Completed Pricing Sheet

**Evaluation:** All solicitation responses that are deemed responsive to the solicitation will be evaluated based on the following: Variety of factors, including, but not limited to, price, location, quality, delivery time, vendor qualifications and capabilities, the quality of performance of previous contracts to be considered when evaluating responses to competitive solicitations in determining a responsible bidder.

Award timeline:

• Vendor Selection Date/ Intent to Award Notifications: November 23, 2026
• Contract Negotiations and Approval of City Council: December 16, 2026
• Execution Date of Contract: January 1, 2027