REQUEST FOR PROPOSALS (RFP)

For

LANDSCAPE AND LITTER REMOVAL LABOR

SERVICES

# 00361

Issue Date: July 13th, 2026

Responses must be received BEFORE:

August 12, 2026, 11:00 A.M. C.S.T

Pre-Submittal Conference: There will be a non-mandatory pre-submittal conference held on July 21, 2026 at 11:00 PM CST, via Go To Meeting.

Staff Contact Person: Emily Hanson

Senior Buyer

Procurement Department

Email: ehanson@sariverauthority.org mailto:ehanson@sariverauthority.org

San Antonio River Authority RFP for Landscape and Litter Removal Labor Services

RFP # 00361 Page 2 of 38

CONTENTS

PART I -REQUIREMENTS FOR RESPONSES

1. INTRODUCTION

2. GUIDING PRINCIPALS

3. COMMODITY OR SERVICE DESCRIPTION

4. MINIMUM QUALIFICATIONS

5. SCHEDULE OF EVENTS

6. PRE-SUBMITTAL CONFERENCE

7. CONTRACT TERM

8. PRICING

9. PRICE ADJUSTMENTS

10. COOPERATIVE PURCHASING/PIGGYBACK OPTION

11. INSURANCE

12. ADDENDA AND MODIFICATIONS

13. SUBMITTAL INSTRUCTIONS

14. SUBMISSION FORMAT

15. PREPARATION OF RESPONSE

16. WITHDRAWAL

17. TIME ALLOWED FOR ACTION TAKEN

18. ALTERATIONS/AMENDMENTS TO RESPONSES

19. INSPECTIONS & TESTING

20. INTERPRETATIONS

21. EVALUATION PROCEDURES

22. RIGHT TO REJECT/ AWARD

23. RESTRICTIONS ON COMMUNICATION

24. INVITATION FOR RESPONSES PREPARATION COSTS

25. ANTI-LOBBYING PROVISION

26. CONFIDENTIAL INFORMATION & SECURITY

27. EQUIPMENT SCHEDULE

28. DEBRIEFS

29. BUSINESS OVERVIEW – ATTACHMENT A

30. DEVIATION FROM SPECIFICATION/ REQUIREMENTS – ATTACHMENT

B 16

31. REFERENCES – ATTACHMENT C

32. CONFLICT OF INTEREST –ATTACHMENT D

33. SMALL, WOMEN, MINORITY VETERAN BUSINESSES ENTERPISE

(SWMVBE) – ATTACHMENT E

RFP # 00361 Page 3 of 38

34. SUBCONTRACTOR UTILIZATION PLAN-ATTACHMENT E

35. ACKNOWLEDGEMENT –ATTACHMENT F

36. CONTRACT

Part II –STATEMENT OF WORK

1. INTRODUCTION

2. OBJECTIVE

3. RIVER AUTHORITY RESPONSIBILITIES

4. CONTRACTOR/CONSULTANT RESPONSIBILITIES

5. SCOPE OF WORK

6. DELIVERABLES REQUIRED

7. PERFORMANCE MEASURES

PART III - ATTACHMENTS

ATTACHMENT A-BUSINESS QUESTIONNAIRE

ATTACHMENT B-SUBMISSION EXCEPTIONS/CLARIFICATIONS

ATTACHMENT C - REFERENCES

ATTACHMENT D- CONFLICT OF INTEREST QUESTIONNAIRE

ATTACHMENT E - SUBCONTRACTOR UTILIZATION PLAN

ATTACHMENT F -ACKNOWLEDGMENT

Exhibit 1 – Pricing Sheet

Exhibit 2 – Sample Contract

Exhibit 3 – Reference Map for Dumpster

RFP # 00361 Page 4 of 38

PART I -REQUIREMENTS FOR RESPONSES

1. INTRODUCTION

In accordance with the provisions of San Antonio River Authority (River Authority)

Enabling Statute (Chapter 276, Page 556, Acts of the 45th Legislature, 1937, and subsequent amendments), policies and procedures, the River Authority is requesting submissions to contract with an individual(s) or business(es) with considerable experience in providing goods or services of this solicitation. The responses and the cost solutions shall be submitted to the River Authority in a sealed submission.

The awarded individual(s) or business(es) shall possess a proven track record of using innovative approaches to providing goods and services that represent the best value to their clients. The awarded individual(s) or business(es) shall have the ability to accomplish all aspects of the requested services. The awarded individual(s) or business(es) should be able to provide innovative methods to deal with challenges and cost-effective solutions.

2. GUIDING PRINCIPALS

By working collaboratively, the River Authority is able to sustain and enrich the watershed’s ecosystem and the lives of the people in and the economies of the communities we serve.

The River Authority’s Vision: Inspiring Actions for Health Creeks and Rivers

The River Authority’s Mission: Committed to Safe, Clean, Enjoyable Creeks and Rivers

3. COMMODITY OR SERVICE DESCRIPTION

The River Authority is seeking a term contract for the supply of Landscape and Litter

Removal Labor Services to be purchased as needed over the contract term.

The San Antonio River Authority is seeking proposals from qualified firms to provide supplemental landscape maintenance and litter removal services in support of its parks, facilities, waterways, and public spaces. The selected contractor(s) will augment River

Authority staff by providing routine weekly landscape services and on-call litter removal following rain events or as otherwise needed, helping ensure these highly visible public areas are maintained in a safe, clean, and attractive condition. The River Authority reserves the right to award contracts to one or more qualified firms.

The goods and/or services shall be accomplished per the solicitation documents, and all applicable laws, and all exhibits and Attachments identified in the table of contents.

4. MINIMUM QUALIFICATIONS

The following minimum requirements must be demonstrated in order for the submission to be considered responsive to the River Authority. Any submission received, which is determined to not meet these mandatory requirements may be immediately disqualified and rejected as non-responsive.

RFP # 00361 Page 5 of 38

• The responding entity must demonstrate that the company, as an entity, has a minimum of three (3) years of documented experience in providing the specified services. Experience must pertain to the company itself and not to the qualifications of individual employees or subcontractors.

• Three (3) references from entities for which the respondent provided the products or services, of equal complexity and magnitude, requested. The River Authority cannot be used as a reference.

• The responding individual or business is not on the debarred vendor list with the

River Authority, the State of Texas, or Federal Debarment List (sam.gov)

• Submittal documents including a cover sheet, Executive Summary, Attachments A

-H and Exhibit 1, per the method described in Error! Reference source not found..

5. SCHEDULE OF EVENTS

Following is a list of projected dates with respect to this solicitation:

Issue Solicitation: 7/13/2026

Pre-submittal conference 7/21/2026 at 11:00 AM CST

Deadline for Submission of Questions: 7/29/2026 at 11:00 AM CST

Deadline for Submission of Responses: 8/12/2026 before 11:00 AM CST

The River Authority reserves the right to change the dates indicated above.

6. PRE-SUBMITTAL CONFERENCE

A Pre-Submittal conference will be held at 11:00 AM Central Standard Time, on, July 21, 2026.

Please join my meeting from your computer, tablet or smartphone.

https://meet.goto.com/377988293

You can also dial in using your phone.

(For supported devices, tap a one-touch number below to join instantly.)

United States: +1 (408) 650-3123

Meeting ID: 377-988-293

Respondents are encouraged to prepare and submit their questions in writing in advance, in order to expedite the proceedings. The River Authority’s responses to questions received in advance, may be distributed at the Pre-Submittal Conference and posted with this solicitation. Attendance at the Pre-Submittal Conference is optional, but highly recommended.

RFP # 00361 Page 6 of 38

Any oral responses provided by the River Authority staff at the Pre-Submittal Conference are not confirmed until they are in writing and posted with this solicitation. Only written responses shall be official and all other forms of communication with any officer, employee or agent of the River Authority shall not be binding on the River Authority. Respondents are encouraged to resubmit their questions in writing, to the River Authority staff person identified in the Restrictions on Communication section, after the conclusion of the Pre-

Submittal Conference.

7. CONTRACT TERM

An agreement awarded in response to this solicitation will be for a one (1) year period. The

River Authority and the respondent shall have the option to renew for up to four (4) additional one (1) year terms. At the sole option of the River Authority, the Contract may be further extended as needed, not to exceed a total of six (6) months.

The Contract shall commence upon the contract execution by the River Authority and shall automatically renew each year, from the date of execution. The River Authority may terminate the contract at any time if funds are restricted, withdrawn, not approved or service is unsatisfactory.

8. PRICING

Unit Pricing in Exhibit 1 shall include all fees and costs to provide the goods and services to the River Authority. Unit pricing for goods shall include delivery costs, F.O.B.

Destination

Firm Price

Pricing and discounts submitted are firm for the initial one-year period specified in the solicitation. Price decreases are allowed at any time. Price increases shall only be considered as stipulated below in “PRICE ADJUSTMENTS”.

Price Decreases/Discount Increases

Respondents are required to immediately implement any price decrease or discount increase that may become available. The River Authority must be notified in writing for updating the contract.

9. PRICE ADJUSTMENTS

Prices quoted for the commodities or services described in the solicitation must be firm for a period of one year from date of contract award. Any request for price adjustment must be based on the Davis Bacon Wage Rates for Bexar County (TX20220231). The price will be increased or decreased based upon the annual percentage change in the PPI. The maximum escalation will not exceed +/- 3% for any individual year. The escalation will be determined annually at the renewal date. Should the PPI change exceed a minimum threshold value of +/-1%, then the stated eligible bid prices shall be adjusted in accordance with the PPI change not to exceed the 3% limit per year. The respondent should provide documentation as percentage of each cost associated with the unit prices quoted for consideration.

RFP # 00361 Page 7 of 38

Request must be submitted in writing with supporting evidence for need of such increase to the Contract Officer at least 60 days prior to contract expiration of each year. Respondent must also provide supporting documentation as justification for the request.

Upon receipt of such request, the River Authority reserves the right to either: accept the escalation as competitive with the general market price at the time and become effective upon the renewal date of the contract award or reject the increases within 30 calendar days after receipt of a properly submitted request. If a properly submitted increase is rejected, the respondent may request cancellation of such items from the contract by giving the River

Authority written notice. Cancellation will not go into effect for 15 calendar days after a determination has been issued. Pre-price increase prices must be honored on orders dated up to the official date of the River Authority approval and/or cancellation.

The request can be sent by e-mail to: contracts@sariverauthority.org noting the solicitation number.

The River Authority reserves the right to accept, reject, or negotiate the proposed price changes.

10. COOPERATIVE PURCHASING/PIGGYBACK OPTION

The contract resulting from this solicitation will be available for use by all governmental entities, providing there is no conflict with any applicable statutes, rules, policies, or procedures. The governmental entities will have the option to use the pricing as agreed to within the resulting contract. Governmental entities will issue their internal purchase orders directly to the awarded contractor(s).

11. INSURANCE

The successful respondent will be required to maintain, at all times during performance of the contract, the insurance detailed below:

Required Type Coverage Required

X Commercial General

Liability

Coverage is required on an occurrence-basis for general liability including coverage for the following where exposure exists and for amounts not less than:

1. Premises/Operations

2. Independent Contractors

3. Products/Completed Operations

4. Personal Injury

5. Contractual Liability

6. Explosion/Collapse/Underground Property

Damage (where applicable)

7. Pollution Liability (where applicable)

8. Endorsement for Unmanned Aircraft (Drones)

(where applicable to Services)

RFP # 00361 Page 8 of 38

9. Endorsement for watercraft (where applicable to

Services)

$2,000,000 General Aggregate

$2,000,000 Products/Completed Operations

Aggregate

$1,000,000 Personal Injury per occurrence

$1,000,000 Each Occurrence

X Umbrella/Excess

Policy

$1,000,000 on an occurrence-basis

X Employer Liability Coverage is required on an occurrence-basis for employer’s liability with limits of liability not less than:

$500,000 each accident, $500,000 policy limit for Disease

$500,000 each employee for Disease

X Worker’s

Compensation

Coverage is required for worker’s compensation providing Statutory Benefits in accordance with the

Worker’s Compensation Act of the State of Texas and

/or any other state or Federal law as may be applicable to the services performed under this Agreement.

X Commercial

Automotive Liability

Coverage is required on an occurrence-basis for automobile liability, covering all owned/leased, hired and non-owned motor vehicles including fuel transports used in connection with the work being performed under the Agreement with limits of liability not less than:

$1,000,000 Combined Single Limit

Non-owned vehicles include the use of an employee’s personal vehicle in the Contractor’s business.

X Watercraft Liability

(if applicable to the

Services)

Coverage is required on an occurrence-basis for watercraft liability for property damage and bodily injury

Respondent is liable for all direct and general damages, special damages and consequential damages River Authority may incur arising out of or resulting from the negligent acts or omissions of respondent, including any agent, officer, director, representative, employee, contractor or subcontractor of respondent. Acceptance of work of the respondent by the

River Authority shall not constitute a release of the responsibility, obligations or liability

RFP # 00361 Page 9 of 38 of the respondent for any defect in the design, working drawings, specifications, documents or work performed by the respondent.

The River Authority shall be named as an additional insured and provide a Waiver of

Subrogation in favor of the River Authority, its officials, agents, employees and volunteers for umbrella, general liability, and auto policy policies. Respondent shall provide a waiver of subrogation for workers’ compensation policy.

All policies listed River Authority as an additional insured require endorsement that “other insurance” clause does not apply.

All policies require a 30 days-notice of cancellation or non-renewal if the respondent’s insurance is cancelled or non-renewed.

Insurance shall be carried with financially responsible insurance companies, licensed in the

State of Texas, with an A.M. Best Rating of A (-) VI or better.

12. ADDENDA AND MODIFICATIONS

Any changes, additions, or clarifications to the solicitation are made by amendments

(addenda) and will be posted at purchasing.sara-tx.org. Any respondent in doubt as to the true meaning of any part of the solicitation or other documents may request an interpretation from the Procurement Department. At the request of the respondent, or in the event the Procurement Department deems the interpretation to be substantive, the interpretation will be made by written addendum issued by the Procurement Department.

Such addendum will be attached to the original solicitation at purchasing.sara-tx.org and will become part of the solicitation package having the same binding effect as provisions of the original solicitation. It shall be the respondent(s)’s responsibility to ensure that they have received all Addenda in respect to this solicitation. Furthermore, respondents are advised that they must recognize and comply with each Addendum. Respondent(s)’s signature on Addenda shall be interpreted as the respondent’s recognition and compliance to official changes as outlined by the River Authority and as such are made part of the original solicitation documents. Failure of any respondent to receive any such addendum or interpretation shall not relieve such respondent from its terms and requirements.

Addendums are available online at purchasing.sara-tx.org. No verbal explanations or interpretations will be binding. The River Authority does not assume responsibility for the receipt of any addendum sent to respondents.

The respondent shall properly acknowledge all addenda in the spaces provided in the

Acknowledgment (Attachment F).

13. SUBMITTAL INSTRUCTIONS

All responses must be in the River Authority’s possession on or before the scheduled date and time (no late response will be considered). Respondents may submit a response in hard copy or electronically. The River Authority prefers electronic submissions. Electronic submissions shall be submitted through the River Authority’s third-party portal, Bonfire, at: https://sara-tx.bonfirehub.com. Bonfire will not allow submissions after the due date and time.

file://///sarafs2/Finance/Working_Files/A_Secure/Purchasing/2_templates/2-solicitations/IFB-Construction%20SARA-COSA/purchasing.sara-tx.org file://///sarafs2/Finance/Working_Files/A_Secure/Purchasing/2_templates/2-solicitations/IFB-Construction%20SARA-COSA/purchasing.sara-tx.org file://///sara-tx.org/data/Finance/Working_Files/A_Secure/Purchasing/2_templates/2-solicitations/IFB-Construction%20SARA-COSA/purchasing.sara-tx.org https://sara-tx.bonfirehub.com/

RFP # 00361 Page 10 of 38

If a respondent prefers to submit in a hard copy, the respondent shall submit one (1) original signed document and (1) one copy. The original shall be clearly marked. In addition, the submittal shall be provided electronically on a USB drive. Proposals must be received, in a sealed envelope, at the San Antonio River Authority Main Office no later than published date and time on the cover sheet at the address below.

Hard Copy responses shall be submitted to:

Attn: Procurement Solicitation # 00361

100 E. Guenther

San Antonio, Texas 78204

Submittals sent by facsimile or email will not be accepted. Any submittal or modification received after this time shall not be considered, and will be returned, unopened to the respondent. Respondents should strive for early submission to avoid the possibility of rejection for late arrival.

Each respondent is responsible for taking the necessary steps to ensure their submission is received by the date and time noted herein. The River Authority is not responsible for missing, lost or late mail or any mail delays, internal or external, that may result in the submission arriving after the set time. The River Authority’s Procurement Department is not open for weekend or holiday deliveries.

All submissions shall be opened in a manner that avoids disclosure of the contents to competing respondents and keeps the responses secret during negotiations. A public opening will not be conducted with this process.

14. SUBMISSION FORMAT

Each submittal shall be typewritten, single spaced and submitted on 8 ½” x 11” white paper.

11” x 17” paper may only be used if identified below and will count as one page. Font size shall be no less than 12-point type for all items (including graphics) and may be in full color. All pages shall be numbered and should be printed two-sided. Margins shall be no less than 1” around the perimeter of each page. Submittals shall be no longer than 60 pages total, front to back, and shall include the documents listed below (excluding Solicitation

Packet Attachments and Special Documents). Websites or URLs shall not be submitted in lieu of the printed submittal or electronic submission.

Each proposal must include the sections and attachments in the sequence listed below, and each section and attachment must be indexed and divided by tabs and indexed in a Table of Contents page. If respondent is proposing as a team, provide the same information for each member of the team. The electronic proposal should be submitted in Adobe PDF and excel, with each separate section attached as a separate file.

Submission shall be in the following order:

A. COVER SHEET (Maximum one page):

RFP # 00361 Page 11 of 38

Include solicitation number and name, firm name, address, contact phone, fax, website and email address.

B. EXECUTIVE SUMMARY (Maximum two pages):

The summary including a statement of the work to be accomplished, how respondent proposes to accomplish and perform each specific service and unique problems perceived by respondent and their solutions.

C. PRICING SHEET- EXHIBIT 1 – in excel format

D. SOLICITATION PACKET ATTACHMENTS (Excluded from page count):

Attachment A – Business Questionnaire

Attachment B – Exception Form

Attachment C – References

Attachment D – Conflict of Interest Form

Attachment E – Small, Women Minority Veteran Business Enterprises

Form/Subtractor Utilization Form

Attachment F - Acknowledgment

E. EQUIPMENT LIST

F. EXPERIENCE AND RESOURCES (Included in page count)

1. Background of respondent and support personnel, including professional qualifications and length of time working in respondent’s capacity. Include résumés of key personnel for services that respondent proposes to perform including relevant experience of respondent as it relates to the scope of services contemplated by the solicitation. Ensure team members project experience is clearly tied to projects of similar scope and magnitude.

2. Include an organization chart of the proposed project team. (11” x 17” acceptable and counts as one page)

Failure to meet the above conditions may result in disqualification of the proposal or may negatively affect scoring

15. PREPARATION OF RESPONSE

Responses MUST give full firm name and address of respondent, and be manually signed in the Acknowledgment, Attachment F. Failure to do so will disqualify your submittal. The person signing the response must show title or AUTHORITY TO BIND FIRM IN A

CONTRACT. Firm name and authorized signature must appear on each page that calls for this information. The legal status of the respondent whether corporation, partnership, or individual, shall also be stated in the submittal. A corporation shall execute the submittal by its duly authorized officers in accordance with its corporate by-laws and shall also list the state in which it is incorporated. A partnership respondent shall give full names and

RFP # 00361 Page 12 of 38 business addresses of all partners. Partnership and individual respondents shall state in the submittal the names and addresses of all persons with a vested interest therein. The place of residence of each respondent, or the office address in the case of a firm or company, with county and state and telephone number, shall be given after the signature. Any costs associated with assembling this submittal will be at the sole expense of the respondent.

16. WITHDRAWAL

Responses may be withdrawn prior to the due date for submission. Written notice of withdrawal shall be provided to the Procurement Department. No response may be withdrawn after opening time without reasonable exception in writing and only after approval by the River Authority.

17. TIME ALLOWED FOR ACTION TAKEN

The River Authority may hold responses 120 days after submittal deadline without taking action. Respondents are required to hold their Responses, including pricing, firm for same period of time.

18. ALTERATIONS/AMENDMENTS TO RESPONSES

Responses CANNOT be altered or amended after the opening deadline. Alterations made before opening time must be initialed by respondent guaranteeing authenticity.

19. INSPECTIONS & TESTING

The River Authority reserves the right to inspect any item(s) or service location for compliance with specifications and requirements and needs of the using department. If a respondent cannot furnish a sample of a response item, where applicable, for review, or fails to satisfactorily show an ability to perform, the River Authority can reject the response as inadequate.

20. INTERPRETATIONS

Any questions concerning the requirements or scope of work with regards to this solicitation shall be directed to the designated individuals as outlined herein. Such interpretations, which may affect the eventual outcome of this solicitation for Responses, shall be furnished in writing to all prospective respondents via Addendum. No interpretation shall be considered binding unless provided in writing by the River Authority in accordance with paragraph entitled “Addenda and Modifications”.

21. EVALUATION PROCEDURES

The River Authority’s selection committee will conduct a comprehensive, fair and impartial evaluation of all submittals received. Each submittal will be analyzed to determine overall responsiveness, qualifications and value to the River Authority. The

River Authority Procurement Department reserves the right to contact any respondent, at any time, to clarify, verify or request information with regard to any response. The evaluation process consists of three steps:

RFP # 00361 Page 13 of 38

Step 1: The River Authority will evaluate the submittal in accordance with the selection criteria and will rank the firms on the basis of the submittals. The River Authority may elect to conduct oral discussions, request clarifications, and presentations concerning the project approach and ability to furnish the requirements during the evaluation process, and rescore submittals based upon the interviews/presentations.

The River Authority reserves the right to consider information obtained in addition to the data submitted in the response. The selection criterion is listed below:

a) Proposed Service Approach and Staffing Plan (FACTOR: 25%)

The extent to which the Respondent demonstrates a clear understanding of the required services and presents an effective approach for performing the work.

Evaluation considerations may include the proposed staffing plan, supervision structure, personnel availability, service delivery methods, emergency response procedures, quality control measures, communication protocols, and the overall ability to successfully perform routine landscape maintenance, litter collection, and post-storm cleanup services in accordance with the River Authority’s requirements.

b) Compliance Relevant Experience and Past Performance (FACTOR 25%)

The Respondent’s demonstrated experience successfully performing services of similar scope, complexity, and magnitude. Evaluation considerations may include experience providing landscape maintenance, litter collection, and emergency cleanup services; performance on comparable contracts; client references; history of meeting contract requirements; and demonstrated record of quality, responsiveness, and reliability.

c) Price, Total Cost of Ownership (FACTOR: 50%).

The price of the items, to include total cost of ownership, such as installation costs, life cycle costs, and warranty provisions.

Step 2: After the final ranking of the submissions and determination of Firm(s) that provide a best value to the River Authority and are within the competitive range, provided the River Authority elects to proceed without oral discussions, the River

Authority will immediately proceed to negotiate final pricing, terms and conditions with the highest ranked Firm or Firms. The River Authority may elect to conduct oral discussions, request clarifications, and presentations concerning the project approach and ability to furnish the requirements, as part of the negotiation process. If the River Authority elects to conduct interviews, respondents may be interviewed and re-scored based upon the same criteria. The River Authority may elect to utilize a Best and Final negotiation phase to determine the firm(s) that provide the overall best value.

The River Authority will not release information regarding the scoring or evaluation until a contract has been awarded.

RFP # 00361 Page 14 of 38

Step 3: Upon selection of the submission or Best and Final Offer that represents the “best value”, a written recommendation will be presented to the appropriate approving authority for the River Authority (the General Manager or Board of Directors) requesting authorization to proceed with contract execution for the proposed goods/services.

22. RIGHT TO REJECT/ AWARD

The River Authority reserves the right to refuse and reject any or all responses, to waive any or all formalities or technicalities, accept the response or portions of the response, and to make such awards of contract(s) as may be deemed to be in the best interest and most advantageous to the River Authority, considering the relative importance and other evaluation factors specified herein.

23. RESTRICTIONS ON COMMUNICATION

Respondent(s) are prohibited from communicating with: 1) the River Authority Board of

Directors and the River Authority staff regarding the solicitation or submittals from the time the solicitation has been released until the contract is posted as a Board agenda item;

and 2) the River Authority employees from the time the solicitation has been released until the contract is awarded. These restrictions extend to “thank you” letters, phone calls, emails and any contact that results in the direct or indirect discussion of the solicitation and/or submittal by respondent. Violation of this provision by respondent and/or its agent may lead to disqualification of respondent’s submittal from consideration.

Exceptions to the restrictions on communication with the River Authority employees include:

A. Respondents may ask verbal questions concerning this solicitation at the Pre-

Submittal Conference (if applicable) or submit clarification requests via email to the contact below.

B. Respondents may provide responses to questions asked of them by the Procurement

Department after proposals are received and opened. The Procurement Department may request clarification to assist in evaluating respondent’s Response. The information provided is not intended to change the response in any fashion. Such additional information must be provided within two (2) business days from the

River Authority’s request. Respondents may also respond to requests by the

Procurement Department for best and final offers, which do allow respondents to change their response. Requests for best and final offers will be clearly designated as such.

Respondents shall direct all inquiries and communications concerning this solicitation to the Point of Contact(s) listed below:

Emily Hanson

Senior Buyer

(210) 302-3605

RFP # 00361 Page 15 of 38 ehanson@sariverauthority.org

24. INVITATION FOR RESPONSES PREPARATION COSTS

Issuance of this solicitation does not commit the River Authority, in any way, to pay any costs incurred in the preparation and submission of a response. All costs related to the preparation and submission of this solicitation shall be borne by the respondent.

25. ANTI-LOBBYING PROVISION

During the period between the solicitation submission date and the contract award, respondents, including their agents and representatives, shall not directly discuss or promote their response with any member of the Board of Directors or River Authority staff except in the course of River Authority-sponsored inquiries, briefings, interviews, or presentations. Violation of this provision may result in the rejection of the respondent's response and disqualification from future consideration of a similar solicitation.

26. CONFIDENTIAL INFORMATION & SECURITY

Any information deemed to be confidential by the respondent should be clearly annotated on the pages where confidential information is contained, clearly identifying as confidential. The River Authority cannot guarantee that it will not be required to disclose all or part of any public record under Texas Public Information Act, since information deemed to be confidential by the respondent may not be confidential under Texas Law, or pursuant to a Court order.

Should the successful respondent be awarded a contract and become the holder of, and have access to, confidential information, (in the process of fulfilling its responsibilities in connection with the contract), the successful respondent agrees that it shall keep such information confidential and will comply fully with the laws and regulations of the State of Texas, ordinances and regulations of the River Authority, and any applicable federal laws and regulations relating to confidentiality.

27. EQUIPMENT SCHEDULE

The respondent shall provide an equipment schedule. The schedule shall include the year, make, model and description of the equipment to include whether Respondent owns or rents the listed item(s).

28. DEBRIEFS

After the contract has been awarded all submissions will be open for public inspection, and the unsuccessful respondent(s) may request a debriefing regarding their submittal. Please contact the Procurement Department to request a debriefing within 60 days of notice of award. An in-person meeting with the Procurement Department and the using Division will be scheduled within a reasonable time.

29. BUSINESS OVERVIEW – ATTACHMENT A

mailto:karen.smith@cityofdenton.com

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Respondent shall complete the Business Overview Questionnaire as applicable per

Attachment A. Subconsultants do not need to complete this form, unless they are a co-respondent as defined on Attachment A.

30. DEVIATION FROM SPECIFICATION/ REQUIREMENTS – ATTACHMENT

B

Please read the requirements thoroughly and be sure that your response complies with all requirements/specifications noted. Any variation from the solicitation requirements/ specifications must be clearly indicated in Attachment B, on a point-by-point basis, attached to and made a part of your response. If no exceptions are noted, and you are the successful respondent, the River Authority will require that the good/service(s) be provided as specified.

Respondents shall itemize all exceptions on Attachment B. Additional pages may be added as necessary. Do not mark or change the text of the solicitation document, exceptions shall be noted only on Attachment B.

31. REFERENCES – ATTACHMENT C

Provide three (3) references, that the respondent has provided goods/services to within the past three (3) years. The contact person named should be familiar with the day-to-day management of the contract and be willing to respond to questions regarding the type, level, and quality of service provided.

The River Authority reserves the right to use other references and any additional information provided to evaluate the firm’s ability to meet the River Authority’s needs.

32. CONFLICT OF INTEREST –ATTACHMENT D

Chapter 176 of the Texas Local Government Code requires that any vendor or person considering doing business with a local government entity must disclose in the

Questionnaire Form CIQ, the vendor or person’s affiliation or business relationship that might cause a conflict of interest with a local government entity. This questionnaire must be filed, by law, with the River Authority no later than the 7th business day after the date the person becomes aware of facts that require the statement be filed. See Section 176.006, Local Government Code. A person commits an offense if the person violates Section

176.006, Local Government Code. An offense under this section is a Class C misdemeanor.

For more information or to obtain the Questionnaire CIQ, go to the Texas Ethics

Commission web page at www.ethics.state.tx.us/forms/CIQ.pdf.

IF YOU HAVE ANY QUESTIONS ABOUT COMPLIANCE, PLEASE CONSULT

YOUR OWN LEGAL COUNSEL. COMPLIANCE IS THE INDIVIDUAL

RESPONSIBILITY OF EACH PERSON OR AGENT OF A PERSON WHO IS

SUBJECT TO THE FILING REQUIREMENT. AN OFFENSE UNDER CHAPTER 176

IS A CLASS C MISDEMEANOR.

http://www.ethics.state.tx.us/forms/CIQ.pdf

RFP # 00361 Page 17 of 38

33. SMALL, WOMEN, MINORITY VETERAN BUSINESSES ENTERPISE

(SWMVBE) – ATTACHMENT E

The River Authority encourages the utilization of certified Small, Women Owned, Minority, Veteran business enterprises. Businesses must be at least 51% minority-owned, woman-owned, veteran owned, or service-disabled veteran owned for designation to apply.

SWMVBE’s must be certified by state or regional agency for these designations to apply in accordance with applicable policies. Respondents shall identify their certification in the

Attachment E and subconsultants on Attachment F – Subcontracting Utilization Plan.

Respondent will be required to submit monthly reports, payments, and forms electronically through River Authority’s Supplier Diversity Management System (SDMS), https://sariverauthority.diversitycompliance.com, to include but not limited to Diversity

Utilization Plan and/or Schedule, good faith efforts, and unconditional lien waivers.

Respondent must, within five (5) calendar days from awarding a subcontract to a subcontractor, enter all required data for its first-tier subcontractor electronically into the

SDMS and shall ensure such data remains current throughout the project. Respondent must also electronically enter payments made to each subcontractor into the SDMS within ten

(10) calendar days of electronic notification that the monthly audit period is open for data and subcontractors must verify their actual participation in the project by acknowledging in the SDMS payments were received from respondent within ten (10) calendar days of payment entry. Unless otherwise stated in any correspondence from River Authority, both respondent and their subcontractors must respond electronically through the SDMS within five (5) calendar days of a request for information.

34. SUBCONTRACTOR UTILIZATION PLAN-ATTACHMENT E

The respondent will be required to establish, to the satisfaction of the River Authority, the reliability and responsibility of the respondent’s own work force and proposed subcontractors to be used for stated portions of the work for this project. The respondent is required to complete and submit with the submittal a "Subcontractor Utilization Plan”.

During the evaluation of responses, if the River Authority has a reasonable and substantial objection to any person or organization on the "Subcontractor Utilization Plan" in

Attachment E and refuses in writing to accept such person or organization, the respondent may, at their option, withdraw the submittal. If the respondent submits an acceptable substitute, the River Authority may, at its discretion, accept the substitute or may disqualify the respondent. Subcontractors and other persons and organizations proposed by the respondent and accepted by the River Authority must be used on the work for which they were proposed and accepted and shall not be changed except with the written approval of the River Authority.

35. ACKNOWLEDGEMENT –ATTACHMENT F

Submit a signed acknowledgement by authorized agent of the responding firm.

36. CONTRACT

https://sariverauthority.diversitycompliance.com/

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The successful respondent will be required to sign a contract using the River Authority’s terms and conditions. An example of the contract draft is provided as Exhibit 2 as a reference. This is only a sample, and the actual contract will be updated to match any requirements of this solicitation and funding sources. The River Authority frequently updates the contract template, and the final contract may be modified before final execution between the parties.

Respondents should note any exceptions to the draft contract on Attachment B, otherwise the respondent accepts the draft contract terms and conditions.

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PART II –STATEMENT OF WORK

1. INTRODUCTION

The River Authority is soliciting proposals from qualified, professional companies to provide supplemental labor for landscape services and litter removal services. The River

Authority maintains numerous facilities, parks, waterways, and walkways along the river and in surrounding areas. These locations are visited by citizens and visitors and must maintain the highest standard in maintenance and upkeep.

2. OBJECTIVE

To contract with a qualified and professional vendor(s) to supplement River Authority staff with landscape and litter management. Litter removal services will be a needed after rain events or as otherwise needed by the River Authority. Landscape services will be a weekly service provided as assistance to River Authority staff. The River Authority may opt to may contract with more than one service provider.

3. RIVER AUTHORITY RESPONSIBILITIES

A. River Authority staff may assist contractor with transporting landscape material via the maintenance barge on the Museum Reach.

B. Will provide all materials (rock/mulch/decomposed granite) and associated tools outside of general hand tools (i.e. shovels, rakes, hoes, loppers, string trimmers, etc).

C. Disposal of thatch and removed plant materials associated with landscaping.

D. The River Authority holds a nonpolitical commercial pesticide applicator license.

If any restricted use or state limited use pesticides need to be used during the contract period, the River Authority will provide a licensed staff member to lead/oversee the application.

E. Provide access to locations where service is provided.

F. Provide River Authority staff when necessary for specific tasks.

G. Litter – The River Authority shall review and conduct a site inspection of each trail mile of litter removal completed by the contractor under each Task Order to determine whether the contractor has performed in accordance with the terms of the agreement.

H. Landscape –

1. The River Authority shall review and conduct a site inspection of each landscape location that the Contractor worked alongside River Authority staff to support various efforts to determine whether the contractor has performed in accordance with the terms of the agreement. After the site inspection, the River Authority and Contractor will sign and acknowledge the staff and hours log (provided by the Contractor) in order to support invoicing. This log will act as a daily timesheet that will identify the contractor names and hours worked daily – this log should match the hours billed to the River Authority for the services provided. The daily log should create a “carbon copy” of the document in order for River Authority staff to be able to take a copy daily.

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2. At the beginning of every year, the River Authority will provide an annual schedule that will include requested workdays, staffing requirements and locations that will receive services. Based upon budget, additional weeks may be added to the annual plan provided. If additional weeks are added, this will be 30 days in advance.

3. River Authority staff will provide work crew a breakdown of services to be provided at the beginning of each work week.

4. The River Authority will perform all mowing efforts with zero turn mowers.

There may be times that the vendor will need to provide assistance with weed eating after the large-scale mowing has been completed. These services would be requested in advance.

5. The River Authority shall provide site transportation for Contractor staff working along the San Pedro Creek location. River Authority staff will be required to operate said transportation at all times.

4. CONTRACTOR/CONSULTANT RESPONSIBILITIES

A. General Requirements (Landscape and Litter Removal Services)

1. The Contractor shall provide all qualified personnel, supervision, equipment, vehicles, tools, materials, supplies, transportation, and other resources necessary to perform the services in accordance with this

Contract.

2. All Contractor personnel shall report to work in clean, professional, and readily identifiable uniforms consisting of, at a minimum, a shirt and full-length pants. Uniforms shall clearly display the Contractor’s name and/or logo. When safety vests are required, the safety vest shall also identify the

Contractor.

3. The Contractor shall maintain an adequate inventory of uniforms to ensure that all personnel are consistently dressed in clean, presentable attire and that replacement uniforms are available as needed. No employee shall perform services under this Contract without the required uniform.

4. The Contractor shall ensure that all personnel comply with all applicable safety requirements and wear required personal protective equipment (PPE) while performing services. At a minimum, PPE shall include steel-toed footwear, gloves, and safety glasses, unless additional PPE is required by the River Authority or applicable law.

5. Contractor personnel shall conduct themselves in a professional, courteous, and respectful manner while on River Authority property or while performing services on behalf of the River Authority. Personnel shall not engage in disruptive behavior, including excessive noise, inappropriate language, or conduct that interferes with River Authority operations or the public’s use of River Authority facilities.

6. Personal electronic devices, including phones, tablets, headphones, and other multimedia devices, shall not be used while performing services unless required for work-related purposes and authorized by the Contractor.

7. The Contractor and its personnel shall be courteous and responsive to members of the public. Any actual or potential conflict between the Work and public use of a River Authority facility or location shall be reported to

RFP # 00361 Page 21 of 38 the River Authority Representative within twenty-four (24) hours of identification.

8. The Contractor shall ensure that all personnel assigned to the Work are qualified, competent, and capable of safely performing their assigned duties. The Contractor shall immediately remove from the Work any employee who is deemed incompetent, engages in misconduct, creates a safety hazard, or otherwise endangers persons, property, or successful performance of the Contract.

9. The possession, use, sale, distribution, or being under the influence of alcohol, illegal drugs, or any controlled substance that impairs an employee’s ability to safely perform assigned duties is prohibited while on

River Authority property or while performing services under this Contract.

The Contractor shall immediately remove any employee found in violation of this requirement from the worksite.

10. The Contractor shall maintain daily workforce records documenting personnel assigned to the Work, including employee names, work locations, hours worked, and tasks performed. Daily workforce records shall be submitted to the River Authority Representative no later than the next business day, in a paper or electronic format approved by the River

Authority.

B. Landscape Responsibilities

1. The Contractor shall provide sufficient qualified personnel, supervision, equipment, vehicles, and resources necessary to perform all landscape maintenance services in accordance with the Contract and the service levels established by the River Authority.

2. The Contractor shall provide the following staffing :

i. Museum Reach, Mission Reach, and Lone Star Locations: One (1) supervisor and four (4) laborers. This crew shall rotate between the three (3) locations Monday through Thursday and will not be required to service all three locations simultaneously.

ii. San Pedro Creek: Four (4) laborers assigned Monday through

Thursday. The San Pedro Creek crew shall not rotate among the

Museum Reach, Mission Reach, or Lone Star locations.

3. The River Authority may request additional personnel, supervision, or equipment for special projects, seasonal demands, severe weather events, special events, or other operational needs. Any additional staffing shall be authorized by the River Authority before performance, unless immediate action is necessary to address an emergency.

4. Regular landscape work hours shall be Monday through Thursday, from

6:30 a.m. to 5:00 p.m., excluding River Authority-observed holidays, unless otherwise approved by the River Authority.

5. For the Mission, Museum and Lone Star locations, the Contractor shall provide all transportation necessary to perform landscape services, including utility terrain vehicle (UTV)s or similar equipment, when approved by the River Authority and appropriate for the assigned work area.

C. Litter Responsibilities

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1. The Contractor shall provide sufficient qualified personnel, supervision, equipment, vehicles, tools, materials, and supplies necessary to perform litter removal services in accordance with this Contract.

2. Litter removal services shall be performed following major rain events or as otherwise requested by the River Authority. Each assignment will be issued by Notice to Proceed and will identify the applicable river or creek segment and assigned mileage.

3. Litter removal mileage shall be measured by trail mile and shall include both sides of the river or creek channel. The River Authority anticipates up to seven (7) litter removal events per year along approximately nine (9) miles of the San Antonio River; however, individual assignments may cover less than the full nine-mile segment. The minimum anticipated assignment is three (3) miles.

4. The Contractor shall achieve Substantial Completion of each litter removal assignment within fourteen (14) calendar days of receipt of the applicable

Notice to Proceed, unless otherwise authorized in writing by the River

Authority. For purposes of this Contract, Substantial Completion means that the majority of accumulated trash and floatable debris has been collected, removed, transported, and properly disposed of, including the completion of all major litter removal activities within the assigned area. Minor cleanup items, isolated debris, or other incidental work necessary to achieve Final

Completion may remain after the fourteen (14) calendar day period, provided the assignment has reached Substantial Completion and the remaining work is diligently pursued to completion.

5. The Contractor shall provide all equipment necessary to safely and effectively perform the Work, including trash bags, litter collection devices, ladders, roll-off containers, hauling equipment, PPE, and other necessary resources. Kayaks, canoes, or other appropriate watercraft shall be provided when needed to remove litter from within the river or creek channel.

6. Access to River Authority waterways is supported in part by concrete trails.

Where trails do not extend the full length of the assigned area, the

Contractor shall stage vehicles and equipment at the nearest available street-level access point.

7. Vehicles and equipment shall not be operated off designated trails or access routes.