1-RFP2601B540JC260008 Landscape Services.pdf

City of Southlake

REQUEST FOR PROPOSALS

Proposal Reference Number: RFP2601B540JC260008

Project Title: Landscape Services for City of Southlake

Proposal Closing Date: 3:00 P.M.(CST), Wednesday, Feburary 11, 2026

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TABLE OF CONTENTS

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

Request for Proposals

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

(2) Definitions ................................................................................................................................ Page 3

(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 20

I Required Proposal Information

(1) Proposed Product ................................................................................................................... Page 21

(2) Cost of Proposed Product ....................................................................................................... Page 21

(3) Term of Contract and Option to Extend ................................................................................. Page 21

(4) Proposer’s Experience / Staff ................................................................................................. Page 22

(5) References .............................................................................................................................. Page 23

(6) Trade Secrets and/or Confidential Information ...................................................................... Page 24

(7) Federal, State and/or Local Identification Information ......................................................... Page 24

(8) Emergency Business Services Contact Notice ....................................................................... Page 24

(9) Cooperative Governmental Purchasing Notice ...................................................................... Page 25

II Contract Terms and Conditions

(1) Delivery of Products and/or Services .................................................................................... Page 25

(2) Miscellaneous ........................................................................................................................ Page 25

(3) Financial Responsibility Provisions ...................................................................................... Page 26

Appendix C – Form CIQ ................................................................................................................ Page 28

Appendix D – No Intent to Submit Form ...................................................................................... Page 30

Attachment A – Aerial Maps and Irrigation Audit Form Sample

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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.

E. Form 1295 Certificate of Interested Parties: In 2015, the Texas Legislature adopted House Bill

1295, which added section 2252.908 of the Government Code. The law states 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 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 law applies only to a contract of a governmental entity or state agency that either (1) requires an action or vote by the governing body of the entity or agency before the contract may be signed or

(2) has a value of at least $1 million. The disclosure requirement applies to a contract entered into on or after January 1, 2016. Please go to the Texas Ethics Commission webpage

(www.ethics.state.tx.us) for full instructions and to complete the required steps for creation of Form

1295. Once the form is completed online, printed and signed please return the form with your proposal submission.

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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.

Purchasing Manager: The City of Southlake Purchasing Manager is Timothy Slifka CPPO, CPPB, Phone: (817) 748-8312, E-Mail: tslifka@ci.southlake.tx.us; Fax (817) 748-8010.

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 mailto:tslifka@ci.southlake.tx.us

City of Southlake - RFP2601B540JC260008 - Page 4 of 30 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 20_

(twenty) 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 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.

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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

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: Landscape Services for City of Southlake

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:

Vendor will be paid on an “As Performed/As Requested” basis.

4. Proposal Evaluation Factors

Emphasis Factor

30% Vendor Overall Price for Services

30% Vendor Experience Providing Required Services

35% 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

Non-Mandatory Pre-Proposal Meeting

January 9, 2026

1:00PM Tuesday January 27, 2026

Location: The Marq – Champions Club

Hall of Fame Rooms 2 and 3

285 Shady Oaks Drive, Southlake Texas 76092

Deadline for Submittal of Written Questions 1:00pm February 2, 2026

Sealed Proposals Due to and Opened by City Shown on First Page of this RFP

Anticipated Committee Evaluation Review February 2026

Anticipated Award Date February/March 2026

7. Scope of Services

The City of Southlake is seeking a vendor(s) to provide landscape services for various City locations.

These services shall consist of but not be limited to; finish cut mowing, Right-of-Way mowing, Brush

Hog mowing, landscaping services, grounds clean-up, irrigation services, fertilizer, weed control and pesticide applications. Definitions of these types of mowing and other required services are provided within the Scope of Services.

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Vendor shall provide all materials, equipment and labor required to perform all requested work identified within the Scope of Services. Vendor pricing for individual items shall include all associated costs.

Vendor shall maintain current licenses and certifications, as required, to perform all requested services during the contract period and period of any renewals. Vendor must submit copies of all valid, currently held licenses required to perform requested services with their proposal submittal. These include, but are not limited to, Landscape Irrigation license, Backflow Prevention Assembly Tester, and Commercial Applicators license. Vendor shall submit yearly updates of license renewals as required. The City shall perform random vendor required license checks as it deems necessary. Vendor shall provide copies of current license status as requested by the City throughout the term of this contract.

A non-mandatory pre-proposal meeting will be held at 1:00PM local time January 27, 2026, at The

Marq – Champions Club, 285 Shady Oaks Drive, Southlake, Texas 76092. A virtual option is not available. Please ensure you have familiarized yourself with the scope of services and requirements prior to this meeting. This will be the vendor’s opportunity to ask questions, discuss requirements, and address any technical aspects of this request for proposal. Questions raised during this meeting shall be answered by staff to the best of their ability, however, official answers to all questions shall be answered via written addendum and posted to the Bonfire portal.

The City reserves the right to award this contract individually or by group. Service frequencies shown are estimated only and in no way are a guaranteed number of services to be performed. Vendor may indicate ‘no-bid’ in the Bid Table for areas they do not wish to bid on.

The City shall provide vendor with a contact person who shall oversee the related services with the City.

This person shall be the point of contact for the vendor for all service-related questions or issues.

Vendor will be paid on an “As Performed / As Requested” basis. City shall determine when services are to be performed.

• Vendor must provide a weekly schedule of start dates that mowing will be completed in Microsoft

Excel format and included in each pay application.

• City may modify schedule to fit City needs.

• City will coordinate any mowing or service schedule changes with vendor.

• Vendor must provide the City contact a weekly mowing list of all areas serviced to be confirmed by City to allow for payment approval.

Mowing and Landscape Servicing Groups

Group 1 – Town Square

Group 2 – City Parks

Group 3 – City Facilities Weekly (Estimated)

Group 4 – City Facilities Bi-Weekly (Estimated Every Two Weeks)

Group 5 – Roundabouts and Portals

Group 6 – Medians

Group 7 – Right-of-Ways

Group 8 – Brush Hog Mowing

Group 9 – Highway 114 Services

Group 10 – Other Services

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Vendor shall provide the following services:

A. Mowing Services

Finish Cut Mowing: This style of mowing service shall consist of the following:

• All visible debris picked up prior to mowing. Locations which include ponds shall have trash and debris removed up to one (1) foot around water’s edge.

• Vendor is responsible for removing all weeds, suckers and dead-fallen leaves from each site and sucker growth from trees in the weekly or bi-weekly cycles.

• Vendor shall not mow when area is too wet to prevent turf damage or create ruts.

• Straight Level Cut.

• Grass height shall be as determined by City based on City requirements and may be adjusted, with City approval, based on seasonal conditions.

• All grass clippings should be mulched utilizing proper equipment. Designated areas in certain groups require clippings to be bagged. At this time this includes

Family Park, Rustin Park, Town Hall, and The Marq. Additional areas may be added as required and will be coordinated with vendor.

• No visible thatch or clippings left behind. All visible thatch or clippings shall be collected and disposed of by vendor. Clippings will not be blown into drain inlets.

If services cannot be performed due to rain or other circumstances, multiple passes may be made at the City’s discretion and additional cost.

• All sidewalks, edges, property borders, fences, objects, amenities, and tree areas shall be line trimmed or stick edged at time of service for fresh manicured cut.

• Mowing and trimming around fence posts and trees must be done with caution as to avoid any damage to irrigation lines, fence posts and tree trunks. Any damages caused shall be repaired immediately and at vendors expense.

• All areas serviced shall be free of any related debris following services.

• Replacement of dead or dying landscape materials and/or turf will be at City expense unless caused by vendor negligence.

• All expansion joints and cracks of sidewalks, pavers, parking lots, buildings, curbs, fencelines, around walls, manhole structures, and drain inlets to be maintained weed free.

Rough-Cut/Right-of-Way Mowing: This style of mowing service shall consist of the following:

• Rough-Cut/Right of Way Mowing is scheduled to keep undeveloped or difficult to access areas mowed and free of trash and debris.

• All visible debris picked up prior to mowing

• Thatch and clippings may be left behind.

• Vendor shall not mow when area is too wet to prevent turf damage or create ruts

• If services cannot be performed due to rain or other circumstances, multiple passes may be made at the City’s discretion and additional cost.

• All areas shall not exceed a maximum vegetation height of five (5) inches. This will include open area, fence line, trees, hydrants, utility easement including ditches. Line trimming may be required in areas which may not be accessible or if terrain and conditions do not allow use of mowers. Please refer to individual

Right of Way maps.

• All sidewalks, edges, boarders, fences, objects, amenities, ditch lines and tree areas shall be line trimmed or stick edged as required to maintain maximum allowable vegetation height. In select areas, vendor will be required to maintain a minimum

City of Southlake - RFP2601B540JC260008 - Page 9 of 30 sixty inch (60”) mowed strip on either side of sidewalk. These mowed strips shall be maintained at a five (5) inch height. City contact shall coordinate mowing schedule with vendor.

• All expansion joints and cracks of sidewalks, pavers, parking lots, buildings, curbs, fencelines, around walls, manhole structures, and drain inlets to be maintained weed free.

• All windrows must be mowed.

• Mowing and trimming around trees must be done with caution as to avoid any damage to tree trunk.

• Vendor must immediately notify City contact of any debris removal or illegal dumping issues identified during services which obstruct vendor’s ability to perform required rough/right of way mowing services.

• All service areas within identified maps shall be free of any related debris following services. This includes spillways and drainage areas.

• Vendor shall not throw clippings into oncoming traffic.

• Mowing boundaries include, but are not limited to, bridge underpasses, slopes, and behind barrier walls.

• Replacement of dead or dying landscape materials and/or turf will be at City expense unless caused by vendor negligence.

• Replacement of dead or dying turf will be at City expense unless caused by vendor negligence due to lack of communication regarding concerns. Most Right of Ways are not irrigated.

• Not all identified Right of Way areas are maintained by the City. Some areas may be maintained by HOA, homeowner, or business owner. City will coordinate with vendor on required services for these areas.

• Undeveloped properties that are on the ROW streets and roads should also be included in your costs. Most businesses or companies that manage business properties maintain their property and should not be included in ROW costs. These areas are subject to change. Once property is developed, landowner is then required to maintain property. These areas will then be removed from the contract and pricing adjusted accordingly.

• School property, parks, and city facilities should not be included in your ROW costs. These costs are already incorporated into the individual area costs except for school property which is not included in this proposal. Home owners are required to maintain their own right of way except when they are prevented because of ditch or public easement such as Dove Road between White Chapel and

Carroll Avenue. In this case vendor shall be responsible for these areas. These areas are subject to change and shall be coordinated with awarded vendor for increase or reduction in contract pricing as required.

• If trash and debris is severe along the 114 highways, a prior clean-up may be requested and made at the City’s discretion and at an additional cost.

Brush Hog Mowing: This style of mowing service shall consist of the following:

• All visible debris picked up prior to mowing

• Vendor shall not mow when area is too wet to prevent turf damage or create ruts

• If services cannot be performed due to rain or other circumstances, multiple passes may be made at the City’s discretion and additional cost.

• Thatch and clippings may be left behind.

• All areas shall not exceed a maximum vegetation height of five (5”) inches. This will include open areas, fence lines, trees, hydrants, etc… Areas to be identified by City.

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• In select areas vendor will be required to maintain a minimum sixty inch (60”) mowed strip on either side of sidewalk or along a curb. These mowed strips shall be maintained at a five (5”) inch height.

• Mowing boundaries include and are not limited to bridge underpasses, slopes and behind barrier wall.

• All sidewalks, edges, boarders, fences, objects, amenities, ditch lines and tree areas shall be line trimmed or stick edged as required to maintain maximum allowable vegetation height.

• All expansion joints and cracks of sidewalks, pavers, parking lots, buildings, curbs, fencelines, around walls, manhole structures, and drain inlets to be maintained weed free.

• Vendor must immediately notify City contact of any debris removal issues identified during brush hog mowing services which obstruct vendor’s ability to perform required services.

• Vendor shall not throw clippings into oncoming traffic.

• All areas services shall be free of any related debris following mowing services.

• Vendor shall immediately notify City contact of any mowing related issues they encounter during mowing services.

Medians, Roundabouts, Corridors, Portals, and Right-of-Ways: This style of mowing service shall consist of the following:

• The City has multiple medians, roundabouts, corridors, portals, and right of ways located throughout the City. Vendor shall be responsible for the mowing (as required), landscaping, and irrigation systems of these areas. These areas may require various methods of mowing, landscape, and flower beds services. Vendor shall provide all required advance notice, equipment, and manpower to comply with all TxDOT rules regarding lane closures and safety equipment, signage, and lights. Vendor to use TxDOT TCP’s (traffic control plans).

• All expansion joints and cracks of sidewalks, pavers, parking lots, buildings, curbs, fencelines, around walls, manhole structures, and drain inlets to be maintained weed free.

Code Enforcement Abatements/Rough-Cut Mowing: This style of mowing service shall consist of the following:

• Vendor must be able to perform Code Compliance mowing for the city and be available to service an area within 48hrs (2 business days) of notice from the city and provide Code Officer with precise time of service scheduled.

• This type of rough-cut mowing will include mowing, line trimming, and edging of any areas as needed which exceed a height of twelve (12”) inches or is overgrown onto public sidewalks, walking paths, or streets.

• When services are completed, all public sidewalks, walking paths, or streets must be clear of thatch and debris.

• Visible thatch left on grass areas is not required to be bagged or removed.

• Determination of area to be serviced will be at Code Officers’ discretion. All listed services are to be invoiced at Hourly Labor Rate for “As-Requested" services as listed in Bid Table.

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B. Landscaping Services

Vendor shall provide all services which include, but are not limited to, materials, equipment, and labor required to perform:

• Flower and Landscape Beds shall be maintained and manicured to be free of weeds and suckers. All shrubs, ornamental grasses, ornamental trees, ground covers, and hedges shall be trimmed and kept in a manicured state. Vendor may not use garden hoes, hulas, or any tools which may damage drip irrigation. Any damages caused by vendor to drip irrigation lines while vendor is performing services within the beds is to be repaired immediately by vendor and at no additional charge. Repairs to be performed by a licensed landscape irrigator.

• May require weekly trimming in high profile areas.

• Color change out of flower beds as requested. Standard flower types, depending on season or time of requested change shall be used. Spacing and type of plant material as directed by City. Flat of plants shall be considered eighteen (18) 4” pots. Price should include all required services including, but not limited to, removal, disposal, tilling, installation, and fertilization of new color. Additional bed prep materials and labor required to raise or recondition beds as required, to be included in overall per plant flat cost.

• Provide weed control in all expansion joints and cracks of walkways, pavers, parking lots, buildings, curbs, fence lines, around walls, manhole structures and drain inlets as required within mowing or requested areas.

• Over Seeding with perennial Double Eagle or equivalent Ryegrass in requested areas. Areas may change from year to year due to water restrictions and at City discretion. Includes scalping.

• Replacing dead areas of grass by seeding or sod per City direction

• Hydro-Seeding/Mulching Services Anticipated minimum requested service area is one thousand (1,000) square feet. (Does not include seed cost or prep services cost but does include mulch, fertilizer, water, and installation services).

• Replacing dead landscaping with City approval. Vendor shall inform City contact immediately of identified dead or dying landscaping.

• Replacement of dead or dying landscape materials and/or turf will be at City expense unless caused by vendor negligence.

• Tree, shrub, and other planting services as requested.

• Shrub, ornamental grasses, ground covers, and hedge trimming services as required to maintain desired appearance. May require weekly trimming in high profile areas.

• Tree maintenance is provided by another contracted vendor. Vendor shall perform safety related pruning to remove small branches overhanging walkways or pedestrian areas which may cause injury (8’ clearance). This cost will be included in landscape or mowing costs. A separate charge may not be listed for this incidental pruning.

• Mulch should be no-float shredded hardwood, cedar, rubber, or various rock mulch. Special care needs to be given around plant material and a 4” gap around the tree trunk will need to be maintained within the tree wells. City contact will specify depth of the mulch.

• Vendor shall immediately notify City contact of any landscape or tree related issues identified while performing landscape services. Whether it be plant related or insect/disease related, recommendations or a plan of action needs to be submitted to City contact.

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• Pond Maintenance is not required at any location. Vendor shall be responsible for grounds maintenance and litter removal, up to and including, debris washed up to the shoreline edge (not to exceed 6” into water) of a pond located within awarded area. Disposal of debris is the vendor’s responsibility.

• Bicentennial Park Playground and other high traffic areas require special time restrictions when services can be performed. See Vendor Work Hours Section G.

• Tree Wells services within Town Square are identified as any tree well on a named street within the Town Square perimeter which has been included within other designated areas. See Map _9_. Estimated amount is six hundred twenty (620).

• Landscape beds serviced within Town Square are identified as any bed on a named street within the Town Square perimeter which has not been included within other designated areas. See Map _10_. Estimated amount is two hundred twenty (220).

• Vendor is responsible for keeping work area clean and allow safe and unobstructed passage in public areas including, but not limited to, sidewalks, streets and pathways. Vendor shall leave area of any project or location where services have been performed in a clean and safe condition.

Soil Preparation Services for Hydro-Seeding/Mulching or Sod Services: These services shall include, but not be limited to:

• Removal of existing sod to requested depth, normally 1-2 inches in depth.

• Adding compost or fresh topsoil as required.

• Leveling soil which will vary with slope or contour of ground. Vendor shall provide additional topsoil or compost materials required and be responsible for the addition and the combining of these materials with existing surface.

• The City may also request “Light Grading” services. These services shall be defined as light hand raking to remove small rocks, break up dirt clumps etc.…

These light grading services shall be on an as requested basis.

Mulching Services: These services shall include, but not be limited to:

• Mulch applications should be no-float shredded hardwood, cedar, rubber, or various rock mulch at the city discretion.

• All mulch utilized shall be approved by the City contact prior to application.

• Mulched areas will be mapped for proposed costs per site along with a per cubic foot cost for small areas per requests.

• Mulch priced at per cubic foot, as listed in Bid Table, shall include all labor and installation. Various rock mulch shall be priced at hourly labor rate plus vendor material cost per bid table.

• Special care needs to be given around plant material and a 4” gap around the tree trunk will need to be maintained around tree flares to remain exposed. Mulch shall be placed out so it does not mound and sits flush with borders and beds. Some beds may require light excavation prior to new mulch being placed in order to maintain appropriate grade. Light excavation will be at the labor cost at city expense.

C. Irrigation Services

All irrigators shall comply with Texas Administrative Code subsection G, Chapter

344.71., Contracts. Any questions related to this Administrative Code should be addressed to City of Southlake Chief Building Official. Vendor shall maintain current licenses and certifications, as required, to perform all requested services during the contract

City of Southlake - RFP2601B540JC260008 - Page 13 of 30 period and period of any renewals. Vendor must submit copies of all valid, currently held licenses required to perform requested services with their proposal submittal. These include, but are not limited to, Landscape Irrigation license and Backflow Prevention

Assembly Tester.

Vendor should perform weekly spot checks of irrigation systems during mowing or other services and notify City contact of any irrigation related issues found (i.e., brown spots, dying plant material, washout, or overwatering condition, etc.). Vendor shall be required to operate area irrigation systems as assigned by the City to confirm system performance to maintain landscape and/or turf areas. This includes scheduling within mandatory water restrictions.

The vendor is responsible for maintaining the various assigned irrigation systems in proper working order. Failure to confirm irrigation system operations in vendor assigned areas shall be considered vendor negligence. Assigned areas shall be coordinated with awarded vendor and currently include select areas of Groups 1, 5, 6, and 9. Other areas may be as assigned at City discretion and coordinated with awarded vendor.

• Detailed irrigation audit list must be submitted, by email, to the City contact within

24 hours identifying irrigation areas needing repair or areas of concern.

• Detailed list of performed irrigation repairs shall be submitted to City contact within 48 hours of completion to include, type of repair, hours spent, and supplies used.

• Monitor rain and freeze sensor operation. Vendor shall be responsible for monitoring these sensor operations in assigned areas to ensure correct performance.

• Vendor shall provide City with irrigation schedule in assigned areas and shall notify City of any changes to irrigation schedule.

• The City manages many of their controllers through a Hunter Centralus control system.

• Notification of any changes at the controller is critical to avoid any changes that contradict each other. It is up to the vendor to inform the City contact of any changes in vendor assigned areas immediately. The City shall inform vendor of any City initiated changes as required.

• City shall coordinate with vendor any changes to schedule of irrigation for Special

Events as required. This may require systems to be turned off at the controllers and double checks and then bleed system prior to the event. City contact shall coordinate with vendor to turn the system back on and check for any issues after event(s).

• Replacement of dead or dying landscape materials and/or turf will be at City expense unless caused by vendor negligence.

• Vendor will need to provide “Irrigation Audit in Progress” signs while preforming any work outside of the watering restrictions.

• Irrigation audits shall not be performed on Mondays or during peak times in high profile areas. City contact shall coordinate these services with vendor.

• City may provide vendor with audit form included, or use vendor supplied irrigation system audit form, as approved by City, for the vendor to complete and submit to City contact.

• Irrigation Repairs or New Installations: These services include, but are not limited to:

• Vendor must be able to request and submit for permits which include, but are not limited to, plan design, new installations, additional zones, or rerouting main

City of Southlake - RFP2601B540JC260008 - Page 14 of 30 supply lines, and request inspections through the City’s online portal. Fees are waived for City related projects.

• Spray nozzle replacement

• Leaking supply pipe repair

• Controller repairs or replacements as required

• Raising or lowering sprinkler heads as required or requested

• New installation or expansion of service in existing areas

• Service call for repair of system

• System controller programming

• Vendor shall immediately notify City contact via email of any identified irrigation repairs detailing repair required, and location information.

• Replacement parts, i.e. brand, specifications, types shall be pre-approved by City.

This includes, but is not limited to, valves, controllers, and heads.

• Any work relating to the repair or adjustment of the irrigation system work is to be performed by TCEQ licensed irrigators.

• Repairs are to be made using new irrigation parts provided by the Vendor and inspected before covering irrigation repair.

• Upon completion of repairs, the irrigation system will have to be approved and tested by City before the work is accepted.

• Vendor will be responsible for any repairs to the system at their cost if it is determined the vendor is negligent while performing their maintenance operations.

• In vendor assigned irrigation areas:

• Prior approval of all minor irrigation repairs is not required. Vendor shall provide City contact via email, a monthly list of repairs completed for all areas.

• Major irrigation repairs (exceeding one thousand dollars $1,000) shall be coordinated with City contact immediately. Email, text or phone call contact is required. City contact will respond within 24 hours or less with approval or denial of major irrigation repair requests.

• Emergency irrigation repairs shall be coordinated through City contact.

Emergency irrigation repairs are defined to include, but are not limited to, main water line break, stuck valve, watering during a snow or ice event, creation of any public hazard situation, etc.… Vendor shall immediately notify City contact via email, text, and/or phone call of any required emergency irrigation repairs and shut down water supply, as required, until repairs are authorized through City contact.

• Vendor must be able to test and repair Backflow devices and complete and submit reports through the VEPO/Envirotrax reporting platform.

• Backflow Device Testing and Reporting: These services include, but are not limited to:

• Vendor must be able to perform and conduct backflow testing. Backflow

Prevention Assembly Tester license required.

• Vendor must be able to make all necessary repairs and retest backflow devices as needed at the irrigator labor rate.

• Vendor must be able to input backflow inspection reports through the VEPO/

Envirotrax platform.

D. Fertilizer, Pesticide, and Herbicide Application Services: These services include, but are not limited to:

• No product(s) containing Glyphosate to be used on any city property or work being performed for the city.

City of Southlake - RFP2601B540JC260008 - Page 15 of 30

• Vendor shall maintain current licenses and certifications, as required, to perform all requested services during the contract period and period of any renewals.

• Vendor must submit copies of all valid, currently held licenses required to perform requested services with their proposal submittal. This includes, but is not limited to, Commercial Applicators’ license.

• All chemicals shall be applied by licensed TDA applicator on properly calibrated equipment.

• Vendor shall provide calibration documentation for all equipment used in the application process, as requested.

• A copy of the TDA licensed applicator license shall be provided to the City contact, as requested.

• All fertilizer, pesticide, and herbicide control applications must comply with Texas

Department of Agriculture (TDA) rules and regulations.

• Single or small fertilizer, pesticide, or herbicide application services may be charged at “As Requested” hourly labor rate. This is at the discretion of the City.

Applied product cost is not included in this rate.

• Provide written or email notice to City contact, for non-emergency applications, 48 hours prior to any application. If emergency application services are required, vendor must coordinate with City contact prior to application.

• Failure to provide prior application information prior to services may result in vendor non-payment for any work performed.

• Vendor shall provide application services in progress signage, minimum size

18”Hx24”W indicating area is being treated. Signage shall be posted prior to start of application process and should be left in place until services are completed.

Vendor is responsible for all costs associated with providing this signage. Signage shall be posted at all entrances or areas as determined by the City and coordinated with vendor.

• Pre-emergent, Post-emergent, and fertilizer mixes applied as required or requested by the city.

• Provide MSDS sheets for any products utilized while providing these services.

• Chemicals shall not be sprayed on days with wind gust of over 10 mph.

• Chemical application logs per application/location may be requested by the city.

• All granular chemicals must be blown off sidewalks and streets after each application to ensure there is no contamination of groundwater.

• Applicators are expected to have readily available at all times an emergency chemical spill kit in case of accidents and report any spills to City contact within

10 minutes of any size spill into any waterways. Vendor will be responsible for cost of clean-up.

• Vendor shall provide the City contact a copy of Chemical Applications forms for each application in a Microsoft Excel format.

E. Other Vendor Provided Services

• Core Aeration. Vendor shall perform core aeration on select areas as requested.

Plugs may require removal and disposal, as determined by the City.

• Machine Verticutting/De-Thatching. Vendor shall perform machine verticutting on select areas as requested. All thatch/clippings shall be removed and disposed of.

• Scalping in select areas as requested with all thatch/clippings removed and disposed of.

City of Southlake - RFP2601B540JC260008 - Page 16 of 30

F. Vendor Responsibility

• Vendor shall immediately report to City contact, by text or email, any areas which cannot be serviced during a regularly scheduled mowing or landscape services and the reason for the inability of vendor to service area. City will review issue and advise vendor within 24 hours of notification as to required vendor or City course of action.

• Vendor shall immediately report to City contact, by text or email, any areas which have identified landscape or tree related issues. These issues include, but are not limited to, irrigation concerns, whether wet/saturated areas, dry or dying vegetation, plant related, or insect/disease related. Vendor shall submit a recommended action plan to City contact to correct issues.

• Replacement of dead or dying landscape materials and/or turf will be at City expense unless caused by vendor negligence or due to lack of notification

/communication regarding concerns.

• Trash, Litter and Debris Removal: Litter shall be collected on each site prior to vendor employees conducting mowing or landscape services. Litter includes, but is not limited to, paper, glass, cans, etc. (generally items 2” or larger). All litter collected must be disposed of by the vendor and is included in all provided services. An extra fee may not be charged for disposal. Debris such as organic plant material, grass clippings, sticks, fallen limbs, etc. must be removed from the grounds, parking lots, sidewalks and drain inlets the same day of services and disposed of by the vendor as required by individual service type scope of services.

• All plant beds shall be maintained 100% free of litter and debris (items larger than grass clippings and mulch).

• Grass clippings, leaves, and any other debris shall not be deposited, blown, or left in streets, driveways, sidewalks, walkways, gutters, drainage inlets, landscape beds, sports courts, ponds/waterways, parking lots, and/or right-of-way areas.

• Vendor must collect and remove all debris generated during mowing, edging, trimming, and cleanup activities before leaving the worksite. Discharge of clippings onto paved surfaces is strictly prohibited. Any incidental debris must be immediately removed.