1-RFP 706-26 Mowing and Abatement Services.pdf

ANNUAL REQUIREMENTS CONTRACT FOR

MOWING AND ABATEMENT SERVICES

REQUEST FOR PROPOSALS (“RFP”) NO. 706-26

FOR

MOWING AND ABATEMENT SERVICES

PRE-PROPOSAL CONFERENCE:

FRIDAY, FEBRUARY 20, 2026 @ 2:00 P. M.

ONLINE VIA WEBEX

PROPOSALS ARE DUE PRIOR TO:

WEDNESDAY, MARCH 11, 2026 @ 2:00 P.M. Central Time

**NO LATE PROPOSALS WILL BE ACCEPTED**

PROPOSALS MAY BE SUBMITTED ELECTRONICALLY TO:

HTTPS://COR.BONFIREHUB.COM

DOCUMENTS MAY BE DELIVERED TO:

CITY OF RICHARDSON

PURCHASING

MANAGER

2360 CAMPBELL CREEK BLVD, SUITE 525

RICHARDSON, TEXAS 75082

Proposals should be submitted in envelopes marked with the RFP number, closing date, and name and address of the proposer on the outside of the envelope.

REQUEST FOR PROPOSALS CHECKLIST

RFP NO. 706-26

MOWING AND ABATEMENT SERVICES

Please ensure that you complete and return the following documents and information to the City of Richardson Purchasing Division before the deadline. Late submittals will not be accepted.

1.

2.

3.

4.

5.

One (1) ORIGINAL response to the RFP packaged in a container clearly marked with the RFP number, title, due date/time, and company name and address on the outside of the container. A proposal submitted electronically through Bonfire meets this requirement.

Proposer Acknowledgement Form. This document MUST be completed in blue or black ink or electronically signed.

Signed acknowledgements of addenda, if any.

Complete responses and provide documentation as requested in the RFP.

All forms included in this RFP.

FAILURE TO PROVIDE ANY OF THE ABOVE MAY RESULT IN YOUR PROPOSAL BEING

DEEMED NON-RESPONSIVE.

PLEASE INCLUDE THIS COMPLETED PAGE AS THE SECOND PAGE OF YOUR SUBMITTAL.

CITY OF RICHARDSON TERMS AND CONDITIONS

FOR PAPER SUBMISSIONS ONLY

1. LATE PROPOSALS: Proposal packets received in the Purchasing Division after submission deadline will be returned unopened and will be considered void and unacceptable. The City is not responsible for the lateness of mail carrier, weather conditions, etc.

2. ALTERING PROPOSALS: Proposal prices cannot be altered or amended after the submission deadline. Any alternation or erasure made before opening time must be initialed by the signer of the proposal submission, guaranteeing authenticity.

3. PRESENTATION OF A SUBMISSION: Complete proposal packets must be presented to the

Purchasing Manager in a sealed envelope. The solicitation number and the name and address of the Proposer must be written on the outside of the envelope or package.

CITY OF RICHARDSON CONTRACTOR

INDEMNIFICATION AND INSURANCE REQUIREMENTS

INDEMINIFICATION

CONTRACTOR DOES HEREBY COVENANT AND CONTRACT TO WAIVE ANY AND ALL

CLAIMS, RELEASE, DEFEND, INDEMNIFY, AND HOLD HARMLESS THE CITY, ITS

OFFICERS, EMPLOYEES, AND AGENTS (COLLECTIVELY THE CITY), FROM AND AGAINST

ALL LIABILITY, CAUSES OF ACTION, CITATIONS, CLAIMS, COSTS, BODILY INJURY

INCLUDING DEATH, DISEASE, SICKNESS, PROPERTY DAMAGES OR LOSS, DEMANDS,

EXPENSES, FINES, JUDGMENTS, LOSSES, PENALTIES OR SUITS, CAUSED BY OR

RESULTING FROM THE NEGLIGENCE, INTENTIONAL TORT, INTELLECTURAL PROPERTY

INFRINGEMENT, FAILURE TO PAY A SUB-CONTRACTOR OR SUPPLIER, A VIOLATION OF

ANY ORDINANCE, REGULATION, STATUTE OR OTHER LEGAL REQUIREMENT, IN THE

PERFORMANCE OF THIS AGREEMENT BY THE CONTRACTOR, ITS AGENTS,

CONSULTANTS AND SUB-CONTRACTORS, OR ANY OTHER ENTITY OVER WHICH THE

CONTRACTOR EXERCISES CONTROL INCLUDING ANY ACTION AGAINST CITY FOR

PERSONAL INJURY OF ANY EMPLOYEE OF THE CONTRACTOR, ITS SUB-CONTRACTORS,

CONSULTANTS OR ANYONE DIRECTLY OR INDIRECTLY EMPLOYED BY THEM, BROUGHT

BY SUCH INJURED EMPLOYEE OR THE EMPLOYEE'S WORKERS COMPENSATION

INSURANCE CARRIER, EXCEPT TO THE EXTENT CAUSED BY THE NEGLIGENCE OF CITY.

INDEMNIFIED ITEMS SHALL INCLUDE REASONABLE ATTORNEYS’ FEES AND COSTS,

COURT COSTS, AND SETTLEMENT COSTS IN PROPORTION TO THE CONTRACTOR’S

LIABILITY. THE CONTRACTOR’S OBLIGATIONS UNDER THIS SECTION SHALL NOT BE

LIMITED TO THE LIMITS OF COVERAGE OF INSURANCE MAINTAINED OR REQUIRED TO

BE MAINTAINED BY CONTRACTOR UNDER THIS AGREEMENT OR BY ANY OTHER

EMPLOYER UNDER THE WORKER’S COMPENSATION OR DISABILITY LAWS OR ACTS, OR

SIMILAR EMPLOYEE BENEFITS ACTS. THIS PROVISION SHALL SURVIVE THE

TERMINATION OR EXPIRATION OF THE AGREEMENT, COMPLETION, OR ABANDONMENT

OF THE WORK OR SERVCIES TO BE PROVIDED PURSUANT TO THIS AGREEMENT AND

THE TERMINATION OF THIS AGREEMENT. IF ANY ACTION OR PROCEEDING SHALL BE

BROUGHT BY OR AGAINST CITY IN CONNECTION WITH ANY SUCH LIABILITY OR CLAIM,

THE CONTRACTOR, ON NOTICE FROM CITY, SHALL DEFEND SUCH ACTION OR

PROCEEDINGS AT THE CONTRACTOR’S EXPENSE, BY OR THROUGH ATTORNEYS

REASONABLY SATISFACTORY TO CITY. IT IS AGREED WITH RESPECT TO ANY LEGAL

LIMITATIONS NOW OR HEREAFTER IN EFFECT AND AFFECTING THE VALIDITY OR

ENFORCEABILITY OF THE INDEMNIFICATION BY CONTRACTOR, SUCH LEGAL

LIMITATIONS ARE MADE A PART OF THE CONTRACTUAL OBLIGATIONS AND SHALL

OPERATE TO AMEND THE OBLIGATIONS TO THE MINIMUM EXTENT NECESSARY TO

BRING THE PROVISION INTO CONFORMITY WITH THE REQUIREMENTS OF SUCH

LIMITATIONS, AND AS SO MODIFIED, THE OBLIGATIONS SHALL CONTINUE IN FULL

FORCE AND EFFECT.

INSURANCE REQUIREMENTS

Commercial General Liability covering bodily injury and property damage (including the property of the City, its officers, agents and employee (collectively the City)) with minimum limits on a per project basis of One Million Dollars ($1,000,000) combined single limit and Two Million Dollars ($2,000,000) aggregate. This policy shall be primary to any policy or policies carried by or available to the City and shall include products/completed operations coverage with a minimum aggregate limit of Two Million Dollars ($2,000,000) and Personal & Advertising Injury coverage with a minimum occurrence limit of One Million Dollars ($1,000,000).

Workers’ Compensation/Employer's Liability Insurance in full accordance with the statutory requirements of the state or states where the Work is to be performed and shall include bodily injury, occupational illness or disease coverage with minimum Employer’s Liability limits of $1,000,000/$1,000,000/$1,000,000. Worker’s comp coverage policy shall contain an Alternate Employer Endorsement and such endorsement shall be provided to the City.

Automobile Liability Insurance covering all operations of Contractor pursuant to this Agreement involving the use of motor vehicles, including all owned, non-owned and hired vehicles with minimum limits of not less than One Million Dollars ($1,000,000) combined single limit for bodily injury, death and property damage liability.

Excess Liability Insurance. Contractor shall maintain excess liability insurance with a limit of not less than $2,000,000. Such insurance shall be excess of the commercial general liability insurance, business auto liability insurance and employers liability insurance. This insurance will apply as primary insurance with respect to any other insurance or self-insurance programs maintained by City and shall be provided on a “following form basis.” Contractor waives all rights against City, and its agents, officers, directors and employees for recovery of damages to the extent these damages are covered by the umbrella liability insurance obtained by City pursuant to this Paragraph. Continuing commercial umbrella coverage, if any, shall include liability coverage for damage to the insured’s completed work equivalent to that provided under ISO form CG 00 01.

Waiver of Subrogation Rights. The Commercial General Liability, Worker’s Compensation, Business Auto and Excess Liability insurance required pursuant to this Agreement shall provide for waivers of all rights of subrogation against the City and/or City Indemnitees.

Additional Insured Status. All insurance shall be endorsed to name the City, its officers, and employees as additional insureds as to all applicable coverage except for the Workers Compensation Insurance and Professional Liability Insurance. A specific endorsement needs to be added to all policies, with a copy of the endorsement provided to the City that indicates the insurance company will provide to the City at least a thirty (30) day prior written notice for cancellation, non-renewal of the policy. In the event the companies providing the required insurance are prohibited by law to provide any such specific endorsements, the Contractor shall provide at least thirty (30) days prior written notice to the City of any cancellation, non-renewal and/or material changes to any of the policies of insurance. The Additional Insured status for the City must remain in force and effect for 24 months following completion of the project.

Carriers; Certificates. All insurance companies providing the required insurance shall be authorized to transact business in Texas and rated at least “A” by AM Best or other equivalent rating service. All policies, except the Workers Compensation policies, must be written on a primary basis, non-contributory with any other insurance coverage and/or self-insurance maintained by the City. A certificate of insurance and copies of policy endorsements evidencing the required insurance shall be submitted to the City prior to commencement of the work or services. On every date of renewal of the required insurance policies, the Contractor shall cause a certificate of insurance and policy endorsements to be issued evidencing the required insurance herein and delivered to the City. In addition, the Contractor shall within ten (10) business days after written request provide the City with certificates of insurance and policy endorsements for the insurance required herein.

CONFLICT OF INTEREST QUESTIONNAIRE

Chapter 176 Texas Local Government Code requires the public disclosure of certain information concerning persons doing business or seeking to do business with the City of Richardson, including family, business, and financial relationships such persons may have with City of Richardson officers or employees involved in the planning, recommending, selecting, and contracting of a vendor for this procurement.

For a copy of Form CIQ and CIS:

https://www.ethics.state.tx.us/forms/conflict/

The Proposer acknowledges by doing business or seeking to do business with the City of Richardson that he/she has been notified of the requirements under Chapter 176 of the Texas Local Government Code and that he/she is solely responsible for complying with the terms and conditions therein.

Furthermore, any individual or business entity seeking to do business with the City of Richardson who does not comply with this practice may risk award consideration of any City contract.

For a listing of current City of Richardson Officers:

https://www.cor.net/modules/showdocument.aspx?documentid=9001

CERTIFICATE OF INTERESTED PARTIES

Texas Government Code section 2252.908 provides that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties form to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The form discloses any interested parties who have a controlling interest (10% or more ownership) in the business entity and those who actively participate in facilitating the contract or negotiate the terms of the contract (broker, intermediary, advisor, and/or attorney), if any.

The Texas Ethics Commission was required to adopt rules necessary to implement that law, prescribe the disclosure of interested parties form, and post a copy of the form on the commission’s website.

The commission adopted the Certificate of Interested Parties form (Form 1295) on October 5, 2015 and new rules (Chapter 46) on November 30, 2015.

The successful proposer will be required to submit a signed 1295 form to the City prior to signing a contract with the City. The successful proposer will be required to download the form via the Texas Ethics Commission’s website at:

https://www.ethics.state.tx.us/filinginfo/1295/

The “identification number” to be used on the 1295 form for this procurement is:

RFP No. 706-26

All prospective proposers shall familiarize themselves with this requirement and agree to provide the completed Form 1295 if selected as the successful proposer for this procurement.

A. INTENT

The City of Richardson, hereinafter referred to as “the City,” is soliciting proposals for Mowing and Abatement Services. It is the City’s desire to contract with a sole contractor or group of contractors to provide on-demand mowing and abatement services for the City of Richardson’s Community Services Department.

The City appreciates the Proposer’s expertise and capabilities and does not intend to write a detailed specification to address every feature and component for mowing and abatement services. Various minimum requirements are outlined in this document. The intent of this RFP is to allow Proposers to provide the City with the best solution given the requirements set forth by the City. This approach enables the City to take advantage of the most advanced program available while allowing fair evaluation of all responses and remain within standard purchasing procedures established by the City.

B. PRE-PROPOSAL CONFERENCE

A pre-proposal conference will be conducted on FRIDAY, FEBRUARY 20, 2026 at 2:00 P.M. Central Time VIA WEBEX.. IT IS HIGHLY RECOMMENDED THAT ALL PROPOSERS ATTEND THE PRE-PROPOSAL CONFERENCE. Firms may ask questions about the RFP process during this conference. Questions and answers will be made in the presence of all attendees. If a question cannot be answered during the conference, answers will be provided via written addendum distributed through https://cor.bonfirehub.com. Prospective Proposers should download the proposal and have a copy to the pre-proposal conference.

C. PROPOSAL SUBMISSION PROCESS, DUE DATE, AND REQUIRED DOCUMENTS

If a paper proposal is submitted, proposer shall submit one (1) ORIGINAL response to the RFP, including all supporting documentation. A proposal submitted electronically through Bonfire meets this requirement.

Proposals shall be accepted until WEDNESDAY, MARCH 11, 2026 prior to 2:00 P.M.

Central Time. The responses must be bound and sealed when submitted. The response material must be addressed and delivered to:

City of Richardson Purchasing Manager 2360 Campbell Creek Blvd Suite 525 Richardson, TX 75082

The outside of the envelope or container must state:

RFP NO. 706-26 Mowing and Abatement Services

PART 1 - INSTRUCTIONS TO PROPOSERS

Responses received later than the above date and time will be rejected and returned unopened. Timely proposals will be opened and kept secret during the process of negotiations. All proposals that have been submitted shall be open to public inspection after the contract is awarded, except for trade secrets and confidential information contained in the proposals to the extent marked “confidential” by the proper responding party. All proposals, responses, inquiries, or correspondence relating to or in reference to this RFP, and all electronic media, reports, charts, and other documentation submitted by Proposer shall become the property of the City of Richardson when received.

D. CLARIFICATION OF REQUIREMENTS

All requests for additional information or clarification concerning this RFP must be submitted via https://cor.bonfirehub.com no later than WEDNESDAY, FEBRUARY 25, 2026 @ 5:00 P.M. Central Time. Responses to all questions submitted will be posted on https://cor.bonfirehub.com for all prospective Proposers to review.

E. CONTRACT PERIOD

The initial contract shall be for a one (1) year period from the date of award. The City shall have the option to extend the contract for four (4) additional one-year periods upon the same terms and conditions of the original RFP. Each renewal period, if exercised and mutually agreed upon by both parties, will be for one (1) additional year. Prices shall remain firm for the duration of the initial contract period. The City shall also have the right and option to terminate the agreement upon sixty (60) days written notice.

The City is a home-rule municipal corporation operated and funded on an October 1 to September 30 basis; accordingly, the City reserves the right to terminate, without liability to the City, any contract (or renewal option) for which funding is not available with the exception of any mutually agreed upon fees for cancellation.

The provisions of the proposal responses shall be considered part of any contract and shall control in the event of any conflict with any other provision(s) of the contract, notwithstanding any provisions in the contract to the contrary. Proposals should be signed by a duly authorized officer or employee of the firm.

F. CANCELLATION

The successful agency will be awarded a contract on an exclusive basis. The City has the option to terminate the contract during the first six (6) months of the contract if the successful proposer does not perform the contract to the City’s satisfaction. Either party may terminate the contract by giving the other party sixty (60) days prior written notice. The successful proposer may not assign the contract to any other party without the prior written consent of the City.

G. QUALIFICATIONS OF PROPOSER

By submitting a proposal, the Proposer certifies that they are duly qualified, capable, and otherwise bondable business entity that is not in receivership or contemplates same, nor has filed for bankruptcy. The Proposer must not be indebted to the City and shall not owe any back taxes to the City. The Proposer warrants that they are familiar with all laws, regulations, and customs applicable to the type of business required herein.

The contract will be awarded by the City to a responsible Proposer only. To qualify as responsible, a Proposer must meet the following qualifications as they relate to this RFP.

Have adequate insurance, technical, and financial resources for performance.

Have the necessary experience, organization, and technical skill in the field of mowing and abatement services.

Have a satisfactory record of performing the services requested in this RFP.

Have a minimum of five (5) years of experience in mowing and abatement services for similar or larger size municipalities such as the City.

Able to provide financial reports on an annual basis, if requested.

H. EXCEPTIONS

Any exceptions to the requirements stated herein must be stated in the formal proposal.

Explanation must be made for each item for which exception is taken, giving in detail the extent of the exception, and the reason for which it is taken, for consideration to be given to the proposal.

I. RIGHT OF THE CITY TO REQUEST FURTHER DOCUMENTATION

The City reserves the right to request additional documentation that it deems appropriate and necessary for the review and award process during both the initial proposal review process and the negotiation/award/appointment phase.

Financial statements may be requested to determine the eligibility of a proposer to receive a contract. Financial statements shall be composed of a balance sheet, income statement, and appropriate supporting schedules, such as note disclosures or cash flows, as of the end of the company’s most recent fiscal year. Financial statements are to be audited, reviewed, or compiled by an independent Certified Public Accountant. Pro-forma financial statements will not be accepted by the City.

All financial statements are reviewed by a member of the City of Richardson Finance Department and will be returned to the proposer upon request.

J. RIGHT OF THE CITY TO CANCEL REQUEST FOR PROPOSALS, ELECT NOT TO

AWARD, REJECT PROPOSALS, AND WAIVE INFORMALITITES OR IRREGULARITIES

The City expressly reserves the right to cancel this RFP at any time, to elect not to award any or all of the contracts cited in this RFP, to reject any or all proposals, to waive any informality or irregularity in any proposal received, and to be the sole judge of the merits of the respective proposals received. The City may also accept or reject any alternates that may be set forth in a proposal. The City reserves the right to reject any proposal if the evidence submitted by or investigation of such Proposer fails to satisfy that such Proposer is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein.

K. ADDENDA & MODIFICATIONS

Any Proposer in doubt as to the true meaning of any part of the RFP or other documents may request an interpretation thereof from the Purchasing Manager. At the request of the Proposer, or in the event the Purchasing Manager deems the interpretation to be substantive, the interpretation will be made by written addenda issued by the Purchasing Division. Any changes, additions, or clarifications to the RFP are made by addenda available at https://cor.bonfirehub.com at least three (3) business days prior to the response deadline and will become part of the proposal package having the same binding effect as provisions of the original RFP. No verbal explanations or interpretations will be binding. To have a request for interpretation considered, the request must be submitted in accordance with Part 1.D. above.

The City does not assume responsibility for the receipt of any addenda sent to Proposer.

L. EXAMINATION OF DOCUMENTS AND REQUIREMENTS

Each Proposer shall carefully examine all RFP documents and thoroughly familiarize itself with all requirements prior to attendance of the pre-proposal conference and/or prior to submitting a proposal to ensure that the proposal meets the intent of this RFP.

Before submitting a proposal, each Proposer shall be responsible for making all investigations and examinations that are necessary to ascertain conditions and requirements affecting the requirements of this RFP. Failure to make such investigations and examinations shall not relieve the Proposer from obligation to comply, in every detail, with all provisions and requirements of the RFP.

M. PROPOSAL PREPARATION COSTS

Issuance of this RFP does not commit the City, in any way, to pay any costs incurred in the preparation and submission of a proposal. The issuance of this RFP does not obligate the City to enter into a contract for any services or equipment. All costs related to the preparation and submission of a proposal shall be paid by the Proposer.

N. TRADE SECRETS, CONFIDENTIAL INFORMATION, AND THE TEXAS PUBLIC

INFORMATION ACT.

If you consider any portion of your proposal to be privileged or confidential by statute or judicial decision, including trade secrets and commercial or financial information, clearly identify those portions.

Proposals will be opened in a manner that avoids disclosure of the contents to competing Proposers and keeps the proposals secret during negotiations. All proposals are open for public inspection after the contract is awarded, but trade secrets and confidential information in the proposals are not open for inspection.

The City will honor your notations of trade secrets and confidential information and decline to release such information initially, but please note that the final determination of whether a particular portion of your proposal is in fact a trade secret or commercial or financial information that may be withheld from public inspection will be made by the Texas Attorney General or a court of competent jurisdiction. In the event a public information request is received for a portion of your proposal that you have marked as being confidential information, you will be notified of such request and you will be required to justify your legal position in writing to the Texas Attorney General pursuant to Section 552.305 of the Government Code. In the event that it is determined by opinion or order of the Texas Attorney General or a court of competent jurisdiction that such information is in fact not privileged and confidential under Section

552.110 of the Government Code and Section 252.049 of the Local Government Code, then such information will be made available to the requester.

Marking your entire proposal CONFIDENTIAL/PROPRIETARY is not in conformance with the Texas Open Records Act.

O. CONFLICT OF INTEREST

The Proposer shall not offer or accept gifts or anything of value nor enter any business arrangement with any employee, official or agent of the City.

By signing the response to this RFP, the Proposer certifies and represents to the City the Proposer has not offered, conferred or agreed to confer any pecuniary benefit or other thing of value for the receipt of special treatment, advantage, information, recipient's decision, opinion, recommendation, vote or any other exercise of discretion concerning this RFP.

P. ANTI-LOBBYING PROVISION

During the period between proposal submission date and the contract award, Proposer, including their agents and representatives, shall not directly discuss or promote their proposal with any member of the Richardson City Council or City Staff except in the course of City-sponsored inquiries, briefings, interviews, or presentations, unless requested by the City.

This provision is not meant to preclude Proposer from discussing other matters with City Council members or City Staff. This policy is intended to create a level playing field for all potential Proposer, assure that contract decisions are made in public, and to protect the integrity of the RFP process. Violation of this provision may result in rejection of the Proposer's proposal.

Q. AUTHORIZATION TO BIND SUBMITTER OF PROPOSAL

Proposals must show the name and address of Proposer. The original proposal must be manually signed by an officer of the company having the authority to bind the submitter to its provisions. Person signing proposal must show title or authority to bind their firm in a contract.

Failure to manually sign proposal will disqualify it.

R. ABOUT THIS DOCUMENT

This document is a Request for Proposals. It differs from an Invitation to Bid in that the City is seeking a solution, as described in the Intent, as outlined in Part 1 – A, not a bid/quotation meeting firm specifications for the lowest price. As such, the lowest price proposed will not guarantee an award recommendation. Sealed proposals will be evaluated based upon criteria formulated around the most important features of a product or service, of which quality, testing, references, availability or capability, may be overriding factors, and price may not be determinative in the issuance of a contract or award. The proposal evaluation criteria should be viewed as standards that measure how well a Proposer's approach meets the desired requirements and needs of the City. Those criteria that will be used and considered in evaluation for award are set forth in this document. The City will thoroughly review all proposals received. The City will also utilize its best judgment when determining whether to schedule a meeting with Proposer(s) after the receipt of proposals. A Purchase Order/Contract will be awarded to a qualified Proposer submitting the best proposal. The City reserves the right to select, and subsequently recommend for an award, the proposed service which best meets its required needs, quality levels, and budget constraints.

The City is aware of the time and effort you expend in preparing and submitting your response.

Please let us know of any requirement causing you difficulty in responding to this RFP. We want to facilitate your participation so that all responsible firms can compete for the City’s business. Awards are made approximately four to six weeks after the opening date. If you have any questions, please contact the City of Richardson Purchasing Manager at (972) 744- 4130.

This section shall address detailed technical requirements as outlined below and Proposers shall address each item in their response.

The City of Richardson is seeking proposals to provide Abatement and Mowing Services for the Community Services Department, according to the following specifications. Award will be based on both price and the contractor’s ability to complete the work in a timely manner.

A. WORK ASSIGNMENTS AND SCHEDULING

1. Community Services will notify the contractor of specific work assignments and locations via email.

2. The contractor shall complete the work within 72 hours, during normal business days of receiving a work assignment.

3. The Contractor shall notify Community Services in writing via email by 5:00 p.m. on the day the work assignment is received of the scheduled work date, or if the Contractor will be unable to complete the work within 72 hours due to manpower or workload constraints. In the event of inclement weather, the Contractor shall notify Community Services via email or text message if the work cannot be completed within the 72-hour timeframe. In the event that the work assignment requires an Administrative Search Warrant to access the property to complete the work, the contractor shall provide a minimum 36 hours’ notice to Community Services by email as to when the anticipated work will be completed to allow adequate time to obtain all necessary documents from the court.

4. Emergency Response – Contractor shall promptly respond to emergency requests for services. Work must begin within four (4) hours of an assignment by 10:00 A.M. the following day if the work order is submitted after 1:00 P.M.

B. SCOPE OF WORK AND BILLING CATAGORIES

Mowing & trimming of vacant standard lots. (22,500 sq feet or less) to include any alley easements or parkways.

Mowing & trimming of standard lots (22,500 sq feet or less) with a house or building to include any alley easements or parkways.

Mowing & trimming of vacant oversized lots. (greater than 22,500 sq feet, but less than 45,000 sq feet) to include any alley easements or parkways.

Mowing & trimming of oversized lots with a house or building on the lot (greater than 22,500 sq feet, but less than 45,000 sq feet.) to include any alley easements or parkways.

Mowing & trimming property in excess of 45,000 sq feet (one (1) acre to include any alley easements or parkways.

Mowing & trimming of alley or easement to the mid-line of said alley or easement. (Per alley easement)

Trimming & pruning of trees & other vegetation. Prorate to the nearest half hour for any job over one hour.

Cleaning of trash, debris & rubbish. Price includes all labor, vehicles, machinery & disposal costs. Contractor shall look at the property beforehand to determine the number of man hours

PART 2 – TECHNICAL REQUIREMENTS

needed to complete the job. No work shall begin without authorization of the Code Enforcement Department. Payment shall be prorated to the nearest half hour.

Miscellaneous work, including fence maintenance, boarding up abandoned properties, trees and stump removal, and other similar work. Price includes all labor, vehicles, machinery & disposal cost. Price of required materials will be added and reimbursed. Contractor shall look at property beforehand to determine the number of man hours and cost of materials needed to complete the job. No work shall begin without authorization of the Code Enforcement Department. Payment shall be prorated to the nearest half hour.

Percentage markup on materials needed to complete the job.

Emergency Call Rate-Abatement of dangerous, or unsanitary conditions. Work must commence within four (4) hours of an assignment or by 10:00 am the day following an assignment if the work order is submitted after 1:00 pm. Price includes all labor, vehicles, machinery & disposal costs. Price of required materials will be added and reimbursed. No work shall begin without authorization of the Code Enforcement Department. Payment shall be prorated to the nearest half hour.

C. MOWING AND PROPERTY MAINTENANCE STANDARDS

All lots and properties shall be mowed, in the most efficient manner, and as near as possible to any building, tree, wall, fence, or any other structure or appurtenance.

Remaining high grass and weeds shall be cut efficiently to ensure favorable appearance.

All trimmings, debris and trash shall be removed from the property, adjoining streets, alleys, and public right-of-way, in compliance with City Code, Ordinances, Chapter 23-265, preventing materials from entering streets, alleys, and storm drains.

Any property or lot not mowed or cleaned satisfactorily shall be corrected at the contractor’s expense upon City request.

All work shall be performed between 7:00 A.M. and 5:00 P.M.

D. DAILY WORK COMMUNICATION

On days the contractor is to perform work, an email or text must be sent to Community Services by 7:00 A.M. identifying all work scheduled to be completed that day.

E. DOCUMENTATION

The contractor shall provide before and after photographs for all assigned work. Photos must clearly indicate the date, time, violation, and abatement of the violation. Detailed invoices must be submitted within five (5) days of work completion.

F. ACCESSIBLITY AND COMMUNICATION

The contractor shall be available to Community Services staff during normal business hours (8:00 A.M. – 5:00 P.M., Monday–Friday) via telephone, email, or text. Contact information shall be provided upon contract award. All inquiries must be responded to within one business day.

G. PERMITS, LICENSES, AND EQUIPMENT

The contractor shall obtain and pay for all permits, licenses, dumping or disposal fees, and any additional equipment required to fulfill this contract.

All necessary equipment must be available for assigned work.

Contractors residing within the City limits must store equipment in compliance with City of

Richrdson Ordinances 3531, 3686 and 3768. Copies of the ordinances shall be available upon request.

H. TRIP CHARGES

The City shall pay a trip-charge when:

1. A property has been mowed or trimmed upon the contractor’s arrival, or

2. A property owner, tenant or representative asks the contractor to leave before significant work has been completed.

I. PERSONNEL REQUIREMENTS

The contractor shall employ sufficient personnel to ensure that all assigned work is completed within the time frame previously mentioned.

J. PAYMENTS AND SUBCONTRACTING

Payments will be made directly to the contractor. No payments shall be made to employees or approved subcontractors.

Payment will only be made for properties authorized for mowing and/or cleaning by Community Services.

The City shall provide monthly payment for all services performed.

The contractor shall not assign, sublet, or transfer any rights or duties under this agreement without written approval from the Purchasing Department.

K. LIABILITY AND INSURANCE

The contractors’ operators assume full responsibility for any claims of property damage or bodily injury arising directly or indirectly from work performed. The contractor shall maintain minimum insurance as specified in these specifications.

A. Responses to this RFP will be reviewed by an Evaluation Committee. A short list of firms may be identified and may be interviewed by the Evaluation Committee.

B. All Proposers will be given fair and equal consideration and discussions may be conducted with the Proposers. For the purposes of obtaining the best and final offers, the proposals may be revised before awarding a contract. The City, when in the best interest of the City, reserves the right to request additional information or clarification from Proposers, or allow corrections of errors or omissions. After the Evaluation Committee makes its initial selection, it shall proceed to negotiate a contract at a fair and reasonable price with the highest-ranking firm.

C. If the City is unable to negotiate a satisfactory contract with the most highly qualified firm, the City shall formally end negotiations with that person or firm, in writing, and begin negotiations with the second most highly qualified person or firm.

D. Negotiations shall be undertaken in this sequence until a contract is made. Following any interviews and/or negotiations, the Evaluation Committee will recommend a contractor to the Richardson City Council. The City Council will make the final selection of the Contractor based on the Evaluation Committee’s recommendation and whether the qualified Proposer’s proposal is determined to be the most advantageous to the City, considering the evaluation factors set forth in this RFP.

E. No individual or any City department has the authority to legally and/or financially commit the City to any contract, agreement, or purchase order for goods or services unless specifically sanctioned by the requirements of this RFP.

F. The selection shall be based on the following evaluation factors:

1. Completeness – Each response will be reviewed before the selection process for completeness and adherence to format. A response will be considered complete if all requested sections are included in the proper order.

2. Formal Evaluation

a. Evaluation Process

The Evaluation Committee will formally evaluate each response. The evaluation process will objectively grade the responses on their merit and responsiveness.

Responses will be evaluated based on the material and substantiating evidence presented in the response and not on the basis of what could be inferred. The evaluation process will include verification of references, verification of project team resumes, confirmation of financial stability, Proposer questionnaire responses, technical information responses and any other added value incentive(s) offered by the proposer.

b. Grading Format

Each award criterion will be graded individually. All scores will be summed to give the grand total score. The maximum possible total score for the RFP response is 100 points.

PART 3 – PROPOSAL EVALUATION, SELECTION & AWARD PROCESS

c. Award Criteria and Point Values

A. Proposal Price 30 Total Points

B. Qualifications and Experience Providing Abatement and Mowing Services

25 Total Points Services

C. Project understanding and 25 Total Points Approach

D. Proposed Schedule Detail 20 Total Points

Grand Total 100 Points

A. Proposal Price – Provide price list with detailed specs sheet for proposed equipment to be used and hourly rates for mowing and abatement services.

B. Qualifications and Experience Providing Abatement and Mowing Services – Provide a minimum of three (3) references of jurisdictions/entities of similar size for which you have provided mowing and abatement services within the past three (3) years.

C. Project Understanding and Approach – Provide a minimum of three (3) references of jurisdictions/entities of similar size for which you have provided ongoing abatement and mowing services within the past three (3) years;

provide a list of available equipment owned or leased by the firm.

D. Proposed Schedule Detail – Provide realistic timeline and communication.

Plan appears to meet the City’s needs and all items required are included.

3. Final Selection/Notification

The Proposer with the highest overall evaluation shall be selected. The City will notify the selected firm.

Proposer shall use the prescribed format outlined in this RFP to clearly describe their proposal. The City reserves the right to eliminate from further consideration any response that is deemed to be unresponsive to this RFP. The intent of the City is that all responses follow the same format in order to fairly evaluate each response. Proposals will be evaluated based on the material and substantiating evidence presented in the proposal and not on the basis of what could be inferred.

Begin each section and subsection described herein on a separate page. Number the pages in each section consecutively. Each page shall have the name of the Proposer indicated clearly at the upper right corner. To assure consistency, proposals must conform to the following format:

A. Table of Contents

Responses shall include a table of contents properly indicating the section and page numbers of the information included.

B. Introduction

Responses shall include a summary of the Proposer’s understanding of the City’s needs and objectives and the Proposer’s unique qualifications and services.

C. Technical Requirements

Information requested in Part 2 must be completed and included in your RFP.

D. Proposer Questionnaire

Information requested in Part 5 must be completed and included in your RFP.

E. References

The Proposer shall include three (3) references, preferably municipal/governmental references, for which the Proposer has provided mowing and abatement services.

References shall include the agency’s name, address, telephone number, and current contact person for each reference. References must be documented on the attached forms. References for projects where the responding firm was the prime contractor are preferred.

F. Fee Structure

The Proposer shall itemize all costs associated with a turnkey project to determine the lowest overall cost, which should include rebates and/or fees, proposed to the City.

Proposers are encouraged to outline any additional incentives, not included in this proposal that would add value to their proposal for the City’s consideration.

PART 4 – PROPOSAL FORMAT REQUIREMENTS

The following questions must be answered and returned as part of your response to this RFP. Failure to do so will result in disqualification. Evaluation of this questionnaire will be a major factor in the award of this contract. Please be thorough.

A. What type of financial resources does your firm have?

1. Net worth of your firm.

2. Provide a copy of your company's most recent financial report, as described in Part 1 – I. Right of the City to Request Further Documentation.

3. Explain how your firm’s financial condition supports long-term contract performance

B. How long has your firm been in business? (years)?

Describe the firm’s experience in providing similar goods and services, preferably for municipalities or entities of similar size to the City of Richardson. Identify comparable projects completed within the past ten (10) years.

C. List any past (within the past 10 years) or present lawsuits filed against your firm.

D. How is your firm structured (i.e. your firm’s chain of command)?

Identify the total number of staff members, including key personnel, designated Project/Team Leaders, and support staff assigned to this contract.

E. Who will be supervising the work to be performed under this contract and what is the person’s experience (years of experience, certification, and qualifications, etc.)?

F. Provide the street address of your firm’s primary office and the name and contact information of the primary contact person.

G. Provide three (3) references you presently have with other municipalities, local governmental agencies, or other private companies. References shall be from customers for whom your firm has provided the same goods and/or services in similar size and scope as the City of Richardson needs specified in this RFP.

H. Have you ever failed to complete any work awarded to you? If yes, explain the circumstances and corrective actions taken.

I. Explain why the City of Richardson should select your firms as its Abatement and Mowing Vendor.

PART 5 – PROPOSER QUESTIONNAIRE

REFERENCES

Please list a minimum of three (3) references, other than the City of Richardson, who can verify your performance as a vendor. References shall be from customers for whom your firm has provided the same goods and/or services in similar size and scope as the City needs specified in this proposal request within the past three (3) years. Inaccurate, obsolete, or negative responses from the listed references may result in the rejection of your submittal. References will be checked by the City. Additional pages may be attached, if needed.

1. Event or Client Name/Location:

Contact Person & Title:

Phone Number & E-mail Address:

Dates of Service:

Description of Service and/or Products Provided:

2. Event or Client Name/Location:

3. Event or Client Name/Location:

REQUIRED DOCUMENTS

SECTION

PROPOSER ACKNOWLEDGEMENT FORM

The undersigned hereby certifies that he/she understands the specifications, has read the document in its entirety and that the prices submitted in this RFP have been carefully reviewed and are submitted as correct and final. Proposer further certifies and agrees to furnish any or all products/services upon which prices are extended at the price offered, and upon conditions in the specifications of the submittal.

The following information must be filled out in its entirety for the submittal to be considered.

Company Name:

Address of Principal Place of Business:

Phone/Fax of Principal Place of Business:

Tax ID Number:

Name, Address, Phone, and Fax of Majority Owner

Principal Place of Business:

Address of Principal Place of Business:

Phone/Fax of Principal Place of Business:

E-mail Address of Representative:

Authorized Representative:

Signature:

Title:

Date:

Printed Name:

Acknowledgement of Addenda:

#1 #2 #3 #4

PLEASE INCLUDE THIS COMPLETED PAGE AS THE FIRST PAGE OF YOUR SUBMITTAL.

CITY OF RICHARDSON TERMS AND CONDITIONS

FOR COOPERATIVE PURCHASING

As permitted under Government Code, Title 7, Chapter 791.025, other governmental entities may wish to cooperatively purchase under the same terms and conditions contained in this contract (piggyback). Each entity wishing to piggyback must have prior authorization from the City of Richardson and Contractor. If such participation is authorized, all purchase orders will be issued directly from and shipped directly to the entity requiring supplies/services. The City of Richardson shall not be held responsible for any orders placed, deliveries made, or payment for supplies/services ordered by these entities. Each entity reserves the right to determine their participation in this contract.

IS YOUR FIRM WILLING TO ALLOW OTHER GOVERNMENTAL ENTITIES TO PIGGYBACK

OFF THIS CONTRACT, IF AWARDED, UNDER THE SAME TERMS AND CONDITIONS?

YES NO

HOW DID YOU HEAR ABOUT US?

The City of Richardson would like to know how you heard about this RFP. Please select from the following options:

__________NEWSPAPER

__________PERISCOPE S2G

__________PLAN ROOM

__________CITY REPRESENTATIVE

__________OTHER (PLEASE SPECIFY BELOW)

CERTIFICATIONS AND REPRESENTATIONS

M/WBE STATUS

IS CERTIFIED AS A:

(CHECK ONE, IF APPLICABLE)

HISTORICALLY UNDERUTILIZED BUSINESS ENTERPRISE

MINORITY-OWNED BUSINESS ENTERPRISE

WOMEN-OWNED BUSINESS ENTERPRISE

PLEASE ATTACH OFFICIAL DOCUMENTATION FROM THE STATE OF TEXAS OR OTHER

QUALIFIED CERTIFICATION AGENCY OF M/WBE STATUS OF YOUR COMPANY WITH THIS

PROPOSAL.

* * * * * NOTE * * * * *

THIS DATA IS REQUESTED FOR INFORMATIONAL PURPOSES ONLY AND WILL NOT AFFECT

THE RFP AWARD.

(SUBMISSION OF THIS INFORMATION IS NOT A REQUIREMENT.)

CERTIFICATION OF NON-DISCRIMINATION

A. The Contractor (successful Bidder/Proposer) and/or any subcontractor(s), if permitted, certifies complete compliance with the Federal Civil Rights Law and the Americans with Disabilities Act, agreeing to non-discrimination based on race, age, color, religion, disability, gender, ancestry, national origin, or place of birth in employment practices, programs and services. These practices, programs, and services shall include, but not be limited to, the following:

employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other compensation; and selection for training, including apprenticeship.

B. The Contractor shall in all solicitations or advertisements for employees placed by or on behalf of the Contractor, state that all qualified applicants will receive consideration for employment without regard to race, age, color, religion, disability, gender, ancestry, national origin, or place of birth.

C. Upon request by the City of Richardson, the Contractor shall furnish all information or reports required to investigate his/her payrolls and personnel records, which pertain to current contract(s) with the City for purposes of ascertaining compliance with this non-discrimination certification.

CERTIFICATION OF INDEPENDENT PRICE DETERMINATION

By submission of a response to this RFP, the Proposer certifies, and in the case of a joint offer, each party thereto certifies as to its own organization, that in connection with this procurement:

A. The prices in this RFP have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other proposer or with any competitor;

B. Unless otherwise required by law, the prices which have been proposed herein have not knowingly been disclosed by the Proposer and will not knowingly be disclosed by the Proposer prior to opening of proposals, directly or indirectly to any other proposer or competitor; and

C. No attempt has been made by the Proposer to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition.

PROPOSAL CERTIFICATION

The undersigned hereby certifies that he has read, understands and agrees that acceptance by the City of Richardson of the Proposer's proposal by issuance of a purchase order will create a binding contract. Furthermore, Proposer agrees to fully comply with documentary forms herewith made a part of this specific procurement.

NAME OF COMPANY

AUTHORIZED SIGNATURE

ADDRESS

CITY AND STATE ZIP

PHONE NUMBER

DATE

OUT OF STATE CERTIFICATION

As defined by Section 2252.001 of the Texas Government Code:

Resident Bidder/Proposer refers to a Bidder/Proposer whose principal place of business is in this state (Texas), including a contractor whose ultimate parent company or majority owner has its principal place of business in this state (Texas).

Non-Resident Bidder/Proposer refers to a Bidder/Proposer who is not a resident.

( ) I certify that my company is a “Resident Bidder/Proposer”:

Company Name

( ) I certify that my company qualifies as a “Non-Resident Bidder/Proposer”

(Note: You must furnish the following information)

Indicate the following information for your “Resident State” (the state in which your principal place of business is located):

Company Name Address

City State Zip

A. Does your “resident state” require proposers whose principal place of business is in Texas to underprice proposers whose resident state is the same as yours by a prescribed amount or percentage to receive a comparable contract?

( ) Yes

( ) No

B. What is the prescribed amount or percentage?

$…