City of Southlake

REQUEST FOR PROPOSALS

Proposal Reference Number: RFP2601B540JC260003

Project Title: Pond, Fountain, and Aerator Maintenance Services

Proposal Closing Date: 3:30 P.M.(CST), Friday, February 6, 2026

City of Southlake - RFP2601B540JC260003 - Page 1 of 21

TABLE OF CONTENTS

Table of Contents ................................................................................................................................ Page 1

Request for Proposals

(1) Introduction .............................................................................................................................. Page 2

(2) Definitions ................................................................................................................................ Page 2

(3) General Information ................................................................................................................. Page 3

(4) RFP Withdrawals and/or Amendments .................................................................................... Page 3

(5) Estimated Quantities ................................................................................................................ Page 3

(6) Proposal Submittal Requirements ............................................................................................ Page 3

(7) Proposal Evaluation and Contract Award ................................................................................ Page 4

Appendix A – Scope of Services

(1) Project Title .............................................................................................................................. Page 6

(2) Scope of Services Contact ........................................................................................................ Page 6

(3) Special Conditions .................................................................................................................... Page 6

(4) Proposal Evaluation Factors ..................................................................................................... Page 6

(5) Brand Manufacture Reference .................................................................................................. Page 6

(6) Key Events Schedule ................................................................................................................ Page 6

(7) Scope of Services ..................................................................................................................... Page 6

Appendix B – Proposal

Appendix B Signature Page for Submittal ................................................................................... Page 11

I Required Proposal Information

(1) Proposed Product ................................................................................................................... Page 12

(2) Cost of Proposed Product ....................................................................................................... Page 12

(3) Term of Contract and Option to Extend ................................................................................. Page 12

(4) Proposer’s Experience / Staff ................................................................................................. Page 13

(5) References .............................................................................................................................. Page 14

(6) Trade Secrets and/or Confidential Information ...................................................................... Page 15

(7) Federal, State and/or Local Identification Information ......................................................... Page 15

(8) Emergency Business Services Contact Notice ....................................................................... Page 15

(9) Cooperative Governmental Purchasing Notice ...................................................................... Page 16

II Contract Terms and Conditions

(1) Delivery of Products and/or Services .................................................................................... Page 16

(2) Miscellaneous ........................................................................................................................ Page 16

(3) Financial Responsibility Provisions ...................................................................................... Page 18

Appendix C – Form CIQ ................................................................................................................ Page 19

Appendix D – No Intent to Submit Form ...................................................................................... Page 21

Attachment A – Aerial Maps

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Southlake, Texas

Request for Proposals

1. Introduction

A. Project Overview: The City of Southlake is requesting Proposals with the intent of awarding a contract for the purchase of goods and services contained in Appendix A – Scope of Services.

B. Questions: Following are contacts for questions as identified.

i. RFP Clarifications: All questions related to requirements or processes of this RFP should be submitted in writing to the Purchasing Manager identified in section 2 below.

ii. Scope of Service Questions: All questions related to the scope of services should be submitted in writing to the contact person(s) noted in Appendix A – Scope of Services.

iii. Replies: Responses to inquiries which directly affect an interpretation or effect a change to this RFP will be issued in writing by addendum posted to City website. All such addenda issued by City prior to the submittal deadline shall be considered part of the RFP. The City shall not be bound by any reply to an inquiry unless such reply is made by such formal written addendum.

iv. Acknowledgement of Addenda: The Proposer must acknowledge all addenda by signing and returning such document(s) or by initialing appropriate area of the Proposal.

C. Notification of Errors or Omissions: Proposers shall promptly notify the City of any omissions, ambiguity, inconsistency or error that they may discover upon examination of this RFP. The City shall not be responsible or liable for any errors and/or misrepresentation that result from the solicitations which are inadvertently incomplete, ambiguous, inconsistent or obviously erroneous.

D. Conflict of Interest Questionnaire (Form CIQ): A person or business, and their agents, who seek to contract or enter into an agreement with the City, are required by Texas Local Government Code, Chapter 176, to file a conflict of interest questionnaire (FORM CIQ) which is found in Appendix

C. The form must be filed with the City Secretary no later than seven (7) days after the date the person or business begins contract discussions or negotiations with the City, or submits an application, response to a request for proposals or bids, correspondence, or other writing related to any potential agreement with the City.

2. Definitions

Proposal: The signed and executed submittal of the entirety of Appendix B – Proposal.

Proposer: The Proposer and the Proposer’s designated contact signing the first page of the Proposal.

City of Southlake (“City”): The City of Southlake, Texas.

City Secretary’s Office: The office of the City Secretary of the City, located at 1400 Main Street, Suite

#270, Southlake, Texas 76092. PH: (817) 748-8016; Fax: (817) 748-8270.

Project: The name of this Request for Proposals as identified on the cover sheet and first page of

Appendix A – Scope of Services.

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Purchasing Manager: The City of Southlake Purchasing Manager is Timothy Slifka CPPO, CPPB, Phone: (817) 748-8312, E-Mail: tslifka@ci.southlake.tx.us.

Request for Proposals (RFP): The entirety of this document, including all Appendices and Addenda.

Scope of Services: The entirety of Appendix A – Scope of Services.

3. General Information

A. Tax Exempt Status: City purchases are exempt from State Sales Tax and Federal Excise Tax. Do not include tax in the Proposal. City will furnish Excise Tax Exemption Certificate upon request.

B. Public Inspection of Proposals: The City strictly adheres to the Texas Public Information Act

(Texas Government Code Chapter 552.001, et seq.) and all other governing statutes, regulations, and laws regarding the disclosure of RFP information. Proposals are not available for public inspection until after the contract award. If the Proposer has notified the City, in writing, that the

Proposal contains trade secrets or confidential information, the City will generally take reasonable steps to prevent disclosure of such information, in accordance with the Public Information Act.

This is a statement of general policy only, and in no event shall the City be liable for disclosure of such information by the City in response to a request, regardless of the City’s failure to take any such reasonable steps, even if the City is negligent in failing to do so.

4. RFP Withdrawals and/or Amendments

A. RFP Withdrawal: The City reserves the right to withdraw this RFP for any reason.

B. RFP Amendments: The City reserves the right to amend any aspect of this RFP by formal written

Addendum prior to the Proposal submittal deadline and will endeavor to notify all potential

Proposers that have registered with the City, but failure to notify shall impose no obligation or liability on the City.

5. Estimated Quantities

The City does not guarantee to purchase any minimum or maximum quantity but does contemplate purchasing exclusively during the term of the contract from the successful vendor.

6. Proposal Submittal Requirements

A. Submittal Packet – Required Content: All proposals must be submitted electronically. The

Proposer must visit https://southlake.bonfirehub.com/portal/?tab=openOpportunities and register.

Once registered for this complimentary service, the Proposer may submit Proposal Documents electronically by selecting the appropriate Proposal Identification.

B. Submittal Deadline: The deadline for submittal of Proposals shall be as identified on page _11_

(eleven) of Appendix B-Proposal. It is the Proposer’s responsibility to have the Proposal

Documents correctly electronically submitted by the submittal deadline. No extensions will be granted and no late submissions will be accepted.

C. Proposals Received Late: Proposers are encouraged to submit their proposals as soon as possible.

The time and date of receipt as recorded within the Bonfire electronic system shall be the official time of receipt. The City is not responsible for late submission regardless of the reason. Late

Proposals will not be considered under any circumstances.

D. Alterations or Withdrawals of Proposal Document: Any submitted Proposal may be withdrawn or a revised proposal substituted prior to the submittal deadline. Proposal Documents cannot be mailto:tslifka@ci.southlake.tx.us

City of Southlake - RFP2601B540JC260003 - Page 4 of 21 altered, amended or withdrawn by the Proposer after the submittal deadline, unless such alteration, amendment or withdrawal notice is approved in writing by the Purchasing Manager.

E. Proposal Document Format: All Proposal Documents must be prepared in single-space type, on standard 8-1/2” x 11” vertically oriented pages, numbered at the bottom. The City only accepts electronic submissions via https://southlake.bonfirehub.com/login. Any other format (via telephone, fax, email, etc.) may be rejected by the City at its discretion.

F. Validity Period: Once the submittal deadline has passed, any Proposal Document shall constitute an irrevocable bid to provide the commodities and/or services set forth in the Scope of Services at the price(s) shown in the Proposal Document. Such proposal shall be irrevocable until the earlier of the expiration of ninety (90) days from the submittal deadline, or until a contract has been awarded by the City.

7. Proposal Evaluation and Contract Award

A. Proposal Evaluation and Contract Award Process: An award of a contract to provide the goods or services specified herein will be made using competitive sealed proposals, in accordance with

Chapter 252 of the Texas Local Government Code and with the City’s purchasing policy. The

City will evaluate all proposals to determine which proposers are reasonably qualified for the award of the contract, applying the anticipated evaluation factors and emphasis to be placed on each factor as identified in the Scope of Services. The City may, at its option, conduct discussions with or accept proposal revisions from any reasonably qualified proposer. The City reserves the right to determine which proposal will be most advantageous to the City.

B. Completeness: If the Proposal is incomplete or otherwise fails to conform to the requirements of the RFP, City alone will determine whether the variance is so significant as to render the Proposal non-responsive, or whether the variance may be cured by the Proposer or waived by the City, such that the Proposal may be considered for award.

C. Ambiguity: Any ambiguity in the Proposal as a result of omission, error, lack of clarity or non-compliance by the Proposer with specifications, instructions and all conditions shall be construed in the favor of the City. In the event of a conflict between these standard RFP requirements and details provided in Appendix A – Scope of Services or Appendix B – Proposal, the Appendices shall prevail.

D. Unit Prices and Extensions: If unit prices and their extensions do not coincide, the City may accept the price most beneficial to the City, and the Proposer will be bound thereby.

E. Additional Information: City may request any other information necessary to determine Proposer’s ability to meet the minimum standards required by this RFP.

F. Partial Contract Award: City reserves the right to award one contract for some or all the requirements proposed or award multiple contracts for various portions of the requirements to different Proposers based on the unit prices proposed in response to this request, or to reject any and all Proposals and re-solicit for Proposals, as deemed to be in the best interest of City.

G. Terminate for Cause: The occurrence of any one or more of the following events will justify termination of the contract by the City of Southlake for cause:

i) The successful proposer fails to perform in accordance with the provisions of these specifications; or

ii) The successful proposer violates any of the provisions of these specifications; or

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iii) The successful proposer disregards laws or regulations of any public body having jurisdiction; or

iv) The successful proposer transfers, assigns, or conveys any or all of its obligations or duties under the contract to another without written consent of the City.

v) If one or more of the events identified in Subparagraphs G i) through iv) occurs, the City of Southlake may, terminate the contract by giving the successful proposer seven (7) days written notice. In such case, the successful proposer shall only be entitled to receive payment for goods and services provided before the effective date of termination. The successful proposer shall not receive any payment on account of loss of anticipated profits or revenue or other economic loss resulting from such termination.

vi) When the contract has been so terminated by the City of Southlake, such termination shall not affect any rights or remedies of the City then existing or which may thereafter accrue.

H. Terminate for Convenience: This contract may be cancelled or terminated at any time by giving vendor thirty (30) days written notice. Vendor may be entitled to payment for services actually performed; to the extent said services are satisfactory.

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Appendix A – Scope of Services

1. Project Title: Pond, Fountain, and Aerator Maintenance Services

2. Scope of Services Contact

Questions about the technical nature of the Scope of Services, etc. may be directed to TIM SLIFKA, Phone. 817.748.8312, e-mail: tslifka@ci.southlake.tx.us.

3. Special Conditions

The following special conditions shall prevail over areas of conflict in previous pages:

NONE

4. Proposal Evaluation Factors

Emphasis Factor

30% Vendor Overall Price for Services

35% Vendor Experience Providing Required Services

30% Vendor Ability to Provide Required Services

5% Vendor Past Experience with City

5. Brand Manufacture Reference

The City has determined that any manufacturer’s brand defined in the Scope of Services meets the

City’s product and support needs. The manufacturer’s reference is not intended to be restrictive and is only descriptive of the type and quality the City desires to purchase. Quotes for similar manufactured products of like quality will be considered if the Proposal is fully noted with the manufacturer’s brand name and model. The City reserves the right to determine products and support of equal value, and whether other brands or models meet the City’s product and support needs.

6. Key Events Schedule

Proposal Release Date January 16, 2026

Deadline for Submittal of Written Questions 11:00AM January 27, Sealed Proposals Due to and Opened by City Shown on First Page of this

RFP

Anticipated Committee Evaluation Review Date February 2026

Anticipated Award Date April 2026

7. Scope of Services

The City of Southlake is seeking a qualified licensed vendor(s) to provide Pond, Fountain, and Aerator

Maintenance Services. These services shall include, but not be limited to, algae and aquatic vegetation control and repair/replacement of pond fountains and aerators. The City prefers vendor to have on staff a Certified Fishery Professional (CFP) or a Fishery Biologist. The CFP certification is awarded through the American Fishery Society. A copy of CFP certification or Fishery Biologist information should be submitted with proposal. The vendor must have a Texas Department of Agriculture (TDA) Category 6

Applicator Licensed applicator on staff. A copy of the current Category 6 Applicator license must be

City of Southlake - RFP2601B540JC260003 - Page 7 of 21 submitted with proposal. Failure to submit a copy of a valid TDA Category 6 Applicator License with proposal submission may result in proposal being deemed non-responsive.

Ponds

Vendor shall comply with all Federal, State and Local regulations and laws regarding storm water treatment. Only Environmental Protection Agency (EPA), Texas Department of Agriculture (TDA), Texas Parks and Wildlife Department (TPWD) and Texas Commission on Environmental Quality

(TCEQ) approved aquatic products, and dye shall be used for treatment of ponds. Vendor shall submit a list of vegetation control and dye products and provide Safety Data Sheets (SDS) for products to be used for these pond maintenance services with their proposal submission. Failure to submit vegetation control product and dye information with proposal submission may result in proposal being deemed non-responsive. Products containing Glysophate may not be used by vendor.

Pond inspection should be performed weekly for all current City of Southlake ponds. Vendor may submit a sample weekly checklist with their proposal. Vendor pricing should be based on a per pond monthly fee to include all required inspections and any required chemical treatments to maintain pond vegetation levels per State of Texas Aquatic Vegetation Plan as required under Texas Administrative

Code 57.932 requirements. Fee should be all inclusive for each pond. Vendor shall ensure algae and aquatic vegetation are under control and control methods are adequate for location. This shall include, but not be limited to, weeds, algae, cattails, and other aquatic vegetation.

Vendor may utilize dye to help control algae or aquatic vegetation in all ponds. Dye used in ponds to control algae and aquatic vegetation are at the vendors expense and are not to be listed as a separate charge.

Awarded vendor shall create and provide a Vegetation Management Plan for the City. This service may be listed as a separate fee.

The species listed for each pond below will be treated when coverage interferes with recreational use of the ponds (when allowed based upon the created management plan).

*Note – Algae species are not part of the vegetation plan and will continue to be treated with EPA, TDA, TPWD, and TCEQ approved algaecides whenever present during weekly inspections as allowed or required.

Bicentennial Park Ponds (97° 9'15.85"W, 32°56'30.39"N)

American pondweed will be treated in moderation if needed.

Bob Jones Park North Pond (97° 9'12.10"W, 32°59'38.04"N)

All native aquatic vegetation must be preserved to enhance fish and wildlife habitat.

Bob Jones Park South Pond (97° 9'23.00"W, 32°59'13.25"N)

Water primrose will be treated if needed.

Chesapeake Park Pond (97°12'5.16"W, 32°55'38.82"N)

Shoreline and emergent species will be treated in moderation if needed.

Bushy pondweed will be treated if needed.

Liberty Park Shelton Pond (97° 8'37.56"W, 32°58'21.36"N)

McPherson Park Pond (97° 7'54.13"W, 32°56'46.85"N)

American pondweed will be preserved.

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Nobel Oaks Park Pond (97° 7'47.20"W, 32°55'36.03"N)

Water primrose and alligator weed will be treated if needed.

North Park Pond (97° 8'47.35"W, 32°58'17.13"N)

No vegetation treatments expected.

Oak Pointe Pond (97° 8'44.97"W, 32°58'35.31"N)

Rustin Park Pond (97° 7'52.28"W, 32°56'29.23"N)

American pondweed will be treated in moderation if needed.

The City may request dye to be added to a pond for special events or at other times. Upon City request, pond dye may be added to a specific pond and listed as a separate charge. This charge should be based on a five ounce (5oz) per dye packet cost to include all required services.

Treatment with Aluminum Sulfate “Alum” or equivalent as requested to control cloudy/muddy water to include product and all required services for application.

The City currently has fourteen (14) ponds which require maintenance located throughout the City of

Southlake. Please see ‘Attachment A’ – Aerial Maps for locations and addresses.

Map 1 – Rustin Park – 1400 E Southlake Blvd. One (1) Pond with Two (2) Fountains

Map 2 – McPherson Park – 1297 Division Street One (1) Pond with Two (2) Fountains

Map 3 – Bicentennial Park – 450 W. Southlake Blvd. Two (2) Ponds with a total of Five (5) Fountains

Map 4 – Bob Jones Park North – 3901 N. White Chapel. One (1) Pond with One (1) Fountain

Map 5 – Bob Jones Park South – 3901 N. White Chapel. One (1) Pond with One (1) Fountain

Map 6 – North Park – 200 E. Dove Road. One (1) Pond with One (1) Fountain

Map 7 – Noble Oaks Park – 900 S. Carroll Ave. One (1) Pond with One (1) Fountain

Map 8 – Liberty Park at Sheltonwood – 500 E. Dove Road. One (1) Pond with One (1) Fountain and

One (1) Aerator

Map 9 – Chesapeake Park – 3150 Union Church Rd. One (1) Pond with One (1) Fountain

Map 10 – Bob Jones Nature Center 355 E, Bob Jones Rd. One (1) Pond. No fountain or aerator.

Map 11 – Parkwood Training Center – 307 Parkwood Dr. One (1) Pond no fountain or aerator yet.

Map 12 – Public Works Service Yard 1950 E. Continental Blvd. Two (2) Ponds. No fountain or aerator. East and West Pond.

The City reserves the right to add additional ponds or remove current ponds to suit City needs. Vendor shall maintain any additional ponds as required per the current specifications. Pricing for these additional ponds shall be based on comparable current ponds and shall be added to this contract via written amendment.

All ponds and park areas are open to the public except for Public Works Service Yard. Proposers may access all other public areas during normal business hours. Submitting proposers are encouraged to visit each public location to view current condition of ponds and equipment prior to submitting their proposal. Aerial Map # 12 is provided for Public Works Service Yard. Access will not be provided for this location.

Miscellaneous Pond Services

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Water quality testing as requested. If any pond has a fish kill, water quality testing must be performed to determine the cause of fish kill. If testing determines fish kill was the result of chemical misapplication, vendor shall bear cost of testing and replacement of lost fish stock. If testing determines non-chemical related fish kill, i.e. pond turnover, lack of oxygen, cost of testing and fish stock replacement shall be paid for by the City.

Vendor shall remove litter from ponds during weekly inspection service. Vendor is responsible for removing any litter which has made its way into the water. Vendor may dispose of loose trash removed in available City trash receptables. Vendor shall contact City if large trash items are discovered within the pond that cannot be removed by vendor.

Manual removal of algae from pond shall be provided on an ‘As-Requested’ basis and shall consist of the manual removal of algae from pond surfaces and shallow areas to improve water quality, aesthetics, and overall pond health. Services involve the physical removal of visible algae mats, floating algae, and accumulations along pond edges using hand tools and nets, without the use of chemical treatments. Collected algae will be properly contained and disposed of in accordance with applicable environmental guidelines. The service aims to reduce excessive algae growth while minimizing disturbance to aquatic life and surrounding vegetation. This service shall be based on an hourly rate and shall be all inclusive. Disposal of removed algae shall be coordinated with City contact and disposed of at City provided location.

Electrofishing Services

Electrofishing Services including, but not limited to, surveying fish population of pond and providing a written report. The report will include fish diversity and density data, health and condition factors, fish stocking and/or harvest recommendations, basic water quality analysis, aquatic vegetation inspection, and fish habitat enhancement requirements, if any. All collection techniques, data interpretation, and recommendations will be based on American Fisheries Society (AFS) accepted guidelines.

Current locations suitable for electrofishing services:

Bob Jones Park – Two (2) ponds

Chesapeake Park – One (1) pond

Fish Stocking Services

Fish Stocking services as requested to be inclusive of delivery, mobilization, and any other fees as applicable for each of the species and sizes listed below. Other species may be added at a later date via written amendment.

• Largemouth Bass - 4-6” length

• Coppernose Bluegill - 2-3” length

• Channel Catfish - 6-8” length

• Fathead Minnow - 1-2” length

• Mozambique Tilapia - Mixed Sizes 2-8” length

• Triploid Grass Carp (permit amount) - 10-14” length. (Permit from TPWD required before ordering).

Fountains

These services shall include, but not be limited too, new installation, preventative maintenance, repair and replacement of pond fountains, aerators and accessories. Currently the City has several Aqua

Master and Aqua Control brand fountains and aerator equipment in ponds which have factory warranty

City of Southlake - RFP2601B540JC260003 - Page 10 of 21 in place. Vendor shall be responsible for confirming warranty coverage for eligible repairs. Repairs performed by a vendor which are eligible for warranty coverage may not be reimbursed. Payment shall be based on warranty payment requirements for those repairs i.e. parts covered labor not covered.

Quarterly Preventative Maintenance services shall be performed as requested for all current City of

Southlake fountains and aerators. Vendor may submit a fountain/aerator preventative maintenance sample checklist with their proposal. This preventative maintenance inspection and services should include, but not be limited too, inspect pond fountains and aerators for proper operation, clean intake screens, clean and adjust nozzles, clean light lenses, and test pump motors for proper operation.

The City currently has fifteen (15) fountains and one (1) aerator located throughout the City of

Southlake. Please see aerial maps included for the locations and quantity of fountains and or aerator at each location.

Map 1 – Rustin Park – 1400 E Southlake Blvd. One (1) Pond with Two (2) Fountains

Map 2 – McPherson Park – 1297 Division Street One (1) Pond with Two (2) Fountains

Map 3 – Bicentennial Park – 450 W. Southlake Blvd. Two (2) Ponds with a total of Five (5) Fountains

Map 4 – Bob Jones Park North – Soccer – 3901 N. White Chapel. One (1) Pond with One (1) Fountain

Map 5 – Bob Jones Park South – Softball – 3901 N. White Chapel. One (1) Pond with One (1)

Fountain

Map 6 – North Park – 200 E. Dove Road. One (1) Pond with One (1) Fountain

Map 7 – Noble Oaks Park – 900 S. Carroll Ave. One (1) Pond with One (1) Fountain

Map 8 – Liberty Park at Sheltonwood – 500 E. Dove Road. One (1) Pond with One (1) Fountain and

One (1) Aerator

Map 9 – Chesapeake Park – 3150 Union Church Rd. One (1) Pond with One (1) Fountain

Map 11 – Parkwood Training Center – 307 Parkwood Dr. One (1) Pond. No fountain or aerator. (We anticipate adding a fountain to this location.) This location shall be added to the awarded contract via written amendment.

The City reserves the right to add or remove fountains or aerators per City requirements. Fountains or aerators may be added to or removed from current or additional ponds as required. Vendor shall repair and maintain any additional units as required per Scope of Services specifications.

Vendor General Fountain/Aerator Repair Services

General fountain and aerator repair services may be requested from vendor by City at times other than regular maintenance services provided during planned service intervals. This contract shall establish an hourly rate for these services. This hourly labor rate shall be all inclusive of all charges. No additional fees such as trip fee may be charged.

Miscellaneous Vendor Requirements

Employee Verification and Background Checks. To the extent allowed by Texas law, awarded vendor shall verify that a criminal background check has been performed on all of its employees assigned to these proposed services. Verification should show clearance of county, federal, and national criminal records and of sex offender records for each employee. No vendor employee shall be permitted to perform services if the employee has a criminal record of violent or sexual offenses, or other violent crimes of moral turpitude. A criminal background check will be required for each new employee awarded vendor employs to perform work under this contract. All costs associated with the criminal background checks are the responsibility of the awarded vendor. Vendor shall also certify that its employees have not been debarred, suspended, or otherwise excluded under federal laws, rules, or regulations.

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All vendor employees while working on City property will wear uniforms to serve as a means of identifying the vendor’s employees. Uniforms are to be clean and in good condition.

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Appendix B – Proposal

Submittal Checklist: (To determine validity of proposal)

______Appendix B (pages 10 through 19) must be signed and included in the proposal submittal.

______Appendix C Conflict of Interest Form (page 19) must be included in the proposal submittal.

______HB 89, SB 252, SB 13, and SB 19 Acknowledgment. See Page 16.

______Current TDA License as required. See Page 6.

______Products List and Safety Data Sheets submitted. See Page 7.

All proposals submitted to the City of Southlake shall include this page with the submitted Proposal.

RFP

Number:

RFP2601B540JC260003

Project

Title:

Pond, Fountain, and Aerator Maintenance

Services Submittal

Deadline:

3:30 P.M. (CST), Friday February 6, 2026

Submit Electronically* to:

https://southlake.bonfirehub.com/portal/?tab=openOpportunities

* Requires email account login and password.

Proposer Information:

Proposer’s Legal Name:

Address:

City, State & Zip

Federal Employers

Identification Number #

Phone Number:

Fax Number:

E-Mail Address:

Proposer Authorization

I, the undersigned, have the authority to execute this Proposal in its entirety as submitted and enter into a contract on behalf of the Proposer.

Printed Name and Position of Authorized Representative:

Name:___________________________________ Position: __________________________________

Signature of Authorized Representative: ____________________________________________

Signed this __________(day) of _________________________(month), ________(year)

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Appendix B – Proposal (continued)

I. REQUIRED PROPOSAL INFORMATION. IN ORDER FOR A PROPOSAL TO BE

CONSIDERED COMPLETE, AND TO BE EVALUATED FOR A CONTRACT AWARD BY THE

CITY, PROPOSER MUST SUBMIT ALL OF THE FOLLOWING INFORMATION:

1. Proposed Products and/or Services

A. Product or Service Description: Proposers should utilize this section to describe the technical aspects, capabilities, features and options of the product and/or service proposed in accordance with the required Scope of Services as identified in Appendix A. Promotional literature, brochures, or other technical information may be used.

B. Additional Hardware Descriptions: Proposers should also include in this section a detailed description of what additional hardware and/or software, if any, would be required by the City in order to fully utilize the goods and/or services proposed.

C. Guarantees and Warranties: Each Proposer shall submit a complete copy of any warranties or guarantees provided by the manufacturer or Proposer with the Proposal submitted.

D. Project Schedule/Delivery Date: Proposer must provide a project schedule noting all projected completion dates for segments of the Project, from start-up to completion, and all delivery dates for goods covered by the RFP. The Proposal must show the number of days required to deliver and install the product or equipment after the receipt of the City’s Purchase Order.

2. Cost of Proposed Products and/or Services

A. Pricing: Pricing shall reflect the full Scope of Services defined herein, inclusive of all associated cost for delivery, labor, insurance, taxes, overhead, and profit.

B. Schedule of Pricing: Proposer shall quote unit pricing in accordance with the itemized listing of products or contract segments stated in the Scope of Services and using the following format:

For this procurement the schedule of pricing is not available in hardcopy. You may access it via the online portal (https://southlake.bonfirehub.com/portal/?tab=openOpportunities). To submit your schedule of pricing, please download the Bid Table and fill it in accordingly per the sample below.

For instructions on how to complete Bid Tables, please refer to this article on Bonfire’s Support

Website. Please note: even if you do not have additional responses, you must download and re-upload the blank document. This is to confirm that you do not require any additional costs. If you have any additional items, please fill out the Additional Responses template accordingly.

3. Term of Contract and Option to Extend

Any contract resulting from this RFP shall be effective for twelve months from date of award. The

City anticipates that contract shall be renewed pursuant to the availability of funds and at the discretion of the City. The following clauses shall be included in the contract:

https://support.gobonfire.com/hc/en-us/articles/216733798-How-do-I-fill-out-a-BidTable-template-Vendor-POV-

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A. Option Clause: It is agreed that City will have the option to extend the contract for up to four (4) additional years, in one-year intervals. To exercise this option, the City shall serve notice 30 days prior to contract termination or to the end of any one-year extension. The Option to Extend will not be considered if funding is unavailable or if the contractor’s past performance is not within the industry standard.

B. Escalation Clause: Should market conditions prevail which dictate an increase, the successful contractor may submit documentation requesting permission to increase pricing no later than 30 days after receiving notice from the City of its intent to extend the agreement. Escalation may only occur at the time of renewal and only upon securing the approval of the City in writing. Requests for price adjustments must be solely for the purpose of accommodating an increase in the contractor’s cost, not profits.

Vendors shall show in this quote their anticipated percent of escalation if/when the option to extend is exercised. The percent quoted will be a maximum. In addition, the percentage proposed will be a factor in determining the best value to the City. It is the average price over the period of the contract that will be the price factor considered in the evaluation of this quote. Quotes in which negative or no escalation is shown will be considered as 0% escalation.

C. Price Increases Upon Extension: If approved by the City, the Contractor shall modify the rates charged by the Contractor to reflect any changes shown in the comparative statement delivered to the City. The maximum increase allowed under this provision shall be four percent (4%) per year. The City shall have authority, in its reasonable discretion, to determine the validity of any change in Contractor’s rates. City cannot exercise the Option to Extend with any price increases unless the Vendor completes the section of the Quote requesting anticipated percentage of annual escalation.

First Additional Year Escalation Percentage ………………..…….……………... _____%

Second Additional Year Escalation Percentage ………………….…..…............... _____%

Third Additional Year Escalation Percentage ...........................…………………. _____%

Fourth Additional Year Escalation Percentage ………………….………………. _____%

4. Proposer’s Experience / Staff

A. Project Team: Identify all members of the Proposer’s team (including both team members and management) who will be providing any services proposed and include information which details their experience.

B. Removal or Replacement of Staff: If an assigned staff person must be removed or replaced for any reason, the replacement person must be approved by City prior to joining the project.

C. Business Establishment: State the number of years the Proposer’s business has been established and operating. If Proposer’s business has changed names or if the principals operating the business operate any similar businesses under different names, or have operated any other businesses or changed the legal status or form of the business within the last five (5) years, all names, of predecessor business names, affiliated entities, and previous business entities operated by the principals, if different than present, must be provided;

State the number of years’ experience the business has: _______; and the number of employees:

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D. Project Related Experience: All Proposals must include detailed information that details the

Proposer’s experience and expertise in providing the requested services that demonstrates the

Proposer’s ability to logically plan and complete the requested project.

5. References

Proposer shall provide four (4) references where Proposer has performed similar to or the same types of services as described herein.

Reference #1:

Client / Company Name:

Contact Name:

Contact Title:

Phone:

Email:

Date and Scope of Work Provided:

Reference #2:

Reference #3:

Reference #4:

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6. Trade Secrets and/or Confidential Information

Trade Secrets and/or Confidential Information: This proposal ___ (does) ___ (does not) contain trade secrets and/or confidential information. If applicable, describe such trade secrets and confidential information, and the basis for your assertion that such material qualifies for legal protection from disclosure.

7. Federal, State and/or Local Identification Information

A. Centralized Master Bidders List registration number: ______________________________.

B. Prime contractor HUB / MWBE registration number: ______________________________.

C. An individual Proposer acting as a sole proprietor must also enter the Proposer’s Social Security

Number: #_______-_______-_______.

8. Emergency Business Services Contact Notice

During a natural disaster, or homeland security event, there may be a need for the City of Southlake to access your business for products or services after normal business hours and/or holidays. The City may request City employee pick up or vendor delivery of product or services.

For this purpose, a primary and secondary emergency contact name and phone number are required. It is critical the vendor’s emergency contact information remains current. City shall be contacted by E-mail with any change to a contact name or phone number of these emergency contacts. Updates may be emailed to vendors@ci.southlake.tx.us.

All products or services requested during an emergency event are to be supplied as per the established contract prices, terms and conditions. The vendor shall provide the fee (pricing) for an after-hours emergency opening of the business, if any. In general, orders will be placed using a City of Southlake procurement card (Master Card) or City issued Purchase Order. The billing is to include the emergency opening fee, if applicable.

The contractor shall provide the names, phone numbers and fee (pricing), if any, for an after-hours emergency opening of the business listed below.

Business Name: _____________________________________________________________________

Contract #:

RFP2601B540JC260003_____________________________________________________

Description: Pond, Fountain, and Aerator Maintenance

Services_____________________________

Primary Contact (Name):______________________________________________________________

Primary Contact Phone Numbers: Home: ___________________ Cell: ___________________

Secondary Contact (Name):____________________________________________________________

Secondary Contact Phone Numbers: Home: _____________________ Cell:

After Hours emergency opening fee, if applicable: $_________________________________________ mailto:vendors@ci.southlake.tx.us

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9. Cooperative Governmental Purchasing Notice

Other governmental entities maintaining interlocal agreements with the City, may desire, but are not obligated, to purchase goods and services defined in this RFP from the successful Proposer. All purchases by governmental entities, other than the City, will be billed directly to and paid by that governmental entity. The City will not be responsible for another governmental entity’s debts. Each governmental entity will place their own orders with the successful Proposer and be responsible for ensuring full compliance with the RFP specifications. Prior to other governmental entities placing orders, the City will notify the successful Proposer of their intent.

Please indicate below if you will permit other governmental entities to purchase from your agreement with the City.

[ ] Yes, Others can purchase [ ] No, Only the City can purchase

II. CONTRACT TERMS AND CONDITIONS. EXCEPT WHERE PROPOSER MAKES SPECIFIC

EXCEPTION IN THE SUBMITTED PROPOSAL, ANY CONTRACT RESULTING FROM THIS

RFP WILL CONTAIN THE FOLLOWING TERMS AND CONDITIONS, WHICH PROPOSER

HEREBY ACKNOWLEDGES, AND TO WHICH PROPOSER AGREES BY SUBMITTING A

PROPOSAL:

1. Delivery of Products and/or Services

A. Payment Terms: Unless otherwise specified in the Scope of Services or otherwise agreed to in writing by the City, payment terms for the City are Net 30 days upon receipt of invoice. Payment shall be made by City procurement card (credit card) or purchase order. No additional credit card fees are allowed. This includes, but not limited to, convenience fee, surcharge, etc.

B. Warranty of Products and Services: All products furnished under this contract shall be warranted to be merchantable and good quality and fit for the purposes intended as described in this Proposal, to the satisfaction of City and in accordance with the specifications, terms, and conditions of the

Scope of Services, and all services performed shall be warranted to be of a good and workmanlike quality, in addition to, and not in lieu of, any other express written warranties provided.

C. Late Delivery or Performance: If Proposer fails to deliver acceptable goods or services within the timeframes established in the Project Schedule, the City shall be authorized to purchase the goods or services from another source and assess any increase in costs to the defaulting Proposer, who agrees to pay such costs within ten days of invoice.

D. Title to Goods and Risk of Loss: For goods to be provided by Proposers hereunder, if any, the title and risk of loss of the goods shall not pass to City until City actually receives, takes possession, and accepts the goods and the installation of such goods, has tested the system, and determined that it is in good and acceptable working order.

2. Miscellaneous

A. Independent Contractor: Proposer agrees that Proposer and Proposer’s employees and agents have no employer-employee relationship with City. Proposer agrees that if Proposer is selected and awarded a contract, City shall not be responsible for the Federal Insurance Contribution Act

(FICA) payments, Federal or State unemployment taxes, income tax withholding, Workers

Compensation Insurance payments, or any other insurance payments, nor will City furnish any medical or retirement benefits or any paid vacation or sick leave.

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B. Assignments: The rights and duties awarded the successful Proposer shall not be assigned to another without the written consent of the Purchasing Manager. Such consent shall not relieve the assigner of liability in the event of default by the assignee.

C. Liens: Proposer shall indemnify and save harmless the City against any and all liens and encumbrances for all labor, goods, and services which may be provided to the City by Proposer or

Proposer’s vendor(s), and if the City requests, a proper release of all liens or satisfactory evidence of freedom from liens shall be delivered to the City.

D. Gratuities / Bribes: Proposer certifies that no bribes in the form of entertainment, gifts, or otherwise, were offered or given by the successful Proposer, or its agent or representative, to any

City officer, employee or elected representative, with respect to this RFP or any contract with the

City, and that if any such bribe is found to have been made this shall be grounds for voiding of the contract

E. Financial Participation: Proposer certifies that it has not received compensation from the City to participate in preparing the specifications or RFP on which the Proposal is based and acknowledges that this contract may be terminated and/or payment withheld if this certification is inaccurate.

F. Required Licenses: Proposer certifies that he holds all licenses required by the State of Texas for a provider of the goods and/or services described by the Scope of Services herein.

G. Authority to Submit Proposal and Enter Contract: The person signing on behalf of Proposer certifies that the signer has authority to submit the Proposal on behalf of the Proposer and to bind the Proposer to any resulting contract.

H. Compliance with Applicable Law: Proposer agrees that the contract will be subject to, and

Proposer will strictly comply with, all applicable federal, state, and local laws, ordinances, rules, and regulations.

I. Americans with Disabilities Act and Section 504 of the Rehabilitation Act of 1973

Nondiscrimination Statement: The City of Southlake does not discriminate against any qualified disabled person, including discrimination in employment, or exclude individuals from participation in or deny the benefits of, any program or activity that receives or benefits from federal financial assistance, solely by reason of the individual’s disability. Additionally, the City of Southlake ensures its programs will be conducted, and its facilities operated, in compliance with all non-discriminatory practices and requirements imposed by or pursuant to 49 Code of Federal

Regulations (CFR) Part 27, 28 CFR Part 35 and 42 USC §§ 12101 – 12213.

J. Compliance with HB 89: Proposer agrees per HB 89 vendor shall not boycott Israel at any time while providing products or services to the City of Southlake.

[ ] Yes, we agree [ ] No, we do not agree [ ] N/A

K. Compliance with SB 252: Proposer agrees per SB 252 vendor shall not do business with Iran, Sudan or a foreign terrorist organization while providing products or services to the City of

Southlake.

[ ] Yes, we agree [ ] No, we do not agree

L. Compliance with SB 13: Proposer agrees per SB 13 vendor does not boycott energy companies as those terms are defined in the Texas Government Code § 809.001, and will not boycott energy companies during the term of any contract with the City of Southlake.

[ ] Yes, we agree [ ] No, we do not agree

M. Compliance with SB 19: Proposer agrees per SB 19 vendor does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association as

City of Southlake - RFP2601B540JC260003 - Page 20 of 21 those terms are defined in the Texas Government Code § 2274.001, and that vendor will not so discriminate during the term of any contract with the City of Southlake.

[ ] Yes, we agree [ ] No, we do not agree

3. Financial Responsibility Provisions

A. Insurance: The Proposer, consistent with its status as an independent contractor, shall carry, and shall require any of its subcontractors to carry, and list the City of Southlake, its officers, and employees as an additional insured, at least the following insurance in such form, with such companies, and in such amounts (unless otherwise specified) as City may require:

i. Worker’s Compensation and Employer’s Liability insurance, including All States

Endorsement, to the extent required by federal law and complying with the laws of the

State of…