2026-007 ITB Mowing and Lawn Care Airport.pdf

COVER PAGE

Invited: EVENT DETAILS

Submit To: City of Mineral Wells

FINANCE DEPARTMENT

211 S.W. 1st Avenue Mineral Wells, TX 76067 United States

Email: dmisner@mineralwellstx.gov

Event Description The City of Mineral Wells seeks bids to finalize an agreement for mowing and lawn care.

Submission Requirements and Deadlines Assigned Buyer: Denise Misner, dmisner@mineralwellstx.gov; 940-328-7728

Pre-Bid Conference: Will be held June 17, 2026 at 2.30 PM at the Airport Terminal Building, 5300 Airport Rd, Mineral Wells, TX, where additional instructions will be given.

Bids are solicited for furnishing the merchandise, supplies, services and/or equipment as set forth in this solicitation. Completed Bids including one executed original and one USB flash drive containing electronic versions of all bid documents must be received in the Department of Finance, and then publicly opened and read aloud at July 6, 2026 at 10:30 AM in the Council Chambers. Bids must be submitted in a sealed envelope WITH THE BID NUMBER WRITTEN ON THE OUTSIDE OF THE ENVELOPE, addressed to the Department of Finance. YOUR BID MUST BE RECEIVED BY THE DEPARTMENT OF FINANCE AND BE TIME STAMPED

PRIOR TO THE DEADLINE IN ORDER TO BE CONSIDERED.

Bids shall be mailed or hand delivered to the following address:

City of Mineral Wells Department of Finance 211 S. W. 1st Avenue Mineral Wells, TX 76067

Bids delivered by special courier (i.e. Federal Express, Special Delivery etc.) are to be marked on the outside of the courier's shipping envelope "BID No. 2026-007 ITB MOWING AND LAWN CARE – AIRPORT AND MISCELLANEOUS PROPERTIES FOR CODE ENFOREMENT AND MUST BE RECEIVED BY THE DEPARTMENT OF FINANCE AND BE TIME STAMPED PRIOR TO THE DEADLINE IN ORDER TO

BE CONSIDERED.

Late bids will be returned or destroyed; they will not be opened nor considered in the evaluation of the bid. Bids may be withdrawn at any time prior to the official opening. Bids may not be altered, amended or withdrawn after the official opening. The undersigned agrees, if the bid is accepted, to furnish any and all items upon which prices are offered, at the price(s) and upon the terms, conditions and scope/specifications contained in this document. The period for acceptance of this bid will be 120 calendar days after the bid opening date.

Event ID Mowing and Lawn Care – Airport and Miscellaneous Properties for Code Enforcement

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Event Round Version 1 1 Event Name ITB 2026-007 Mowing and Lawn Care – Airport and Misc Properties Start Time June 5, 2026

Finish Time July 6, 2026,at 10:00 AM mailto:dmisner@mineralwellstx.gov

COVER PAGE

211 S. W. 1st Avenue Mineral Wells, TX 76067

Solicitation Documents:

Cover Page Bid Submission Signature Page** Price Submittal** Part 1 - Instructions Part 2 - Scope of Services and/or Specifications Attachment A - Conflict of Interest Disclosure Requirement** Attachment B - Consideration of Location of Bidder's Principal Place of Business (if applicable) ** Attachment C - Service provider Contact Information Attachment D - Bidder's Qualification Questionnaire** Signed Addendum(s)** (if applicable) Attachment E- Draft Service provider Services Agreement Attachment F- Documentation Checklist

**Required to be completed and submitted. See Section 14.2, Part 1 for all required documents that need to be submitted. Failure to submit all items will be grounds for rejection of a bid as non-responsive to the specifications.

Event ID Mowing and Lawn Care – Airport and Miscellaneous Properties for Code Enforcement

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Event Round Version 1 1 Event Name 2026-007 ITB Mowing and Lawncare – Airport and Misc Properties Start Time June 5, 2026

July 6, 2026 at 10:00 AM

BID SUBMISSION SIGNATURE PAGE

211 SW 1st Avenue Mineral Wells, TX 76067

The undersigned, by his/her signature, represents that he/she is submitting a binding offer and is authorized to bind the respondent to fully comply with the solicitation document contained herein. The Respondent, by submitting and signing below, acknowledges that he/she has received and read the entire document packet sections defined above including all documents incorporated by reference and agrees to be bound by the terms therein.

Legal Company Name:

Company Address:

City, State, Zip:

Service provider Registration No.

Printed Name of Officer or Authorized Representative:

Title:

Signature of Officer or Authorized Representative:

Date:

Email Address:

Phone Number:

Federal Identification Number (FID):

Will agreement be available for Cooperative Agreement use? Yes No (* See Section 22.0, “Cooperative Purchasing” of Part 1, “Instructions”)

Event ID Mowing and Lawn Care Airport and Miscellaneous Properties for Code Enforcement

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Event Round Version 1 1 Event Name 2026-007 ITB Mowing and Lawncare – Airport and Misc Properties Start Time June 5, 2026

July 6, 2026 at 10:00 AM

PRICE SUBMITTAL

Mineral Wells, TX 76067

See attached excel documents.

A bid of “0” will be interpreted by the City as a no-charge (free) item and the City will not expect to pay for that item. A bid of “no bid” or no response (space left blank) will be interpreted by the City that the Offeror does not wish to bid on that item. Be advised, a “no bid” or no response may be considered as non-responsive and may result in disqualification of this bid.

Event ID Mowing and Lawn Care - Airport and Miscellaneous Properties for Code Enforcement

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Event Round Version 1 1 Event Name ITB Mowing and Lawncare– Airport and Misc Properties Start Time

PART 1- INSTRUCTIONS

1.0 SOLICITATION

1.1 Review of Documents: Bidders are expected to examine all documents that make up the

Solicitation as well as any addendums. Bidders shall promptly notify the City of any omission, ambiguity, inconsistency or error that they may discover upon examination of the Solicitation by the deadline for questions listed in Section 2.0, Part 2. The City assumes no responsibility for any errors or misrepresentations that result from Bidders not using the completed Solicitation document and addendums.

1.2 Location of Documents: Solicitations are issued by the Department of Finance. The location for the Department of Finance is specified in the advertisement and on the first page of the solicitation.

2.0 EXPLANATIONS, CLARIFICATIONS OR QUESTIONS

2.1 Any explanation, clarification, or question desired by a Bidder regarding any part of the

Solicitation must be requested in writing from the Department of Finance by the question deadline listed in Section 2.0, Part 2, so that a written addendum can be posted before the submission deadline. Interpretations, corrections, or changes to the Solicitation made in any other manner are not binding upon the City, and Bidders shall not rely upon such interpretations, corrections or changes. Oral explanations or instructions given before the award of the Contract are not binding.

2.2 IN ORDER FOR QUESTIONS TO BE ANSWERED, ALL QUESTIONS MUST BE

RECEIVED BY E- MAIL BEFORE THE QUESTION DEADLINE AND MUST BE

IDENTIFIED AS FOLLOWS:

2.2.1 All explanation, clarification or questions must clearly identify the buyer’s name and the bid number on the document or on the subject line, if sent by email. For example: “Attention: Buyer name and Bid No. 24-0014”. If the buyer’s name and bid number is not included as specified above, the question(s) will NOT be answered.

2.2.2 Delivery of questions by email – abovos@mineralwellstx.gov or rdunn@mineralwellstx.gov by 6/30/26.

2.2.2.1 Please note, if an e-mail confirming receipt of your e-mail is not received within 1 (one) business day, please contact the City of Mineral Wells Department of Finance at 940-328-7728.

2.3 Interpretations, corrections, or changes to the Solicitation made in any other manner are not binding upon the City, and Bidders shall not rely upon such interpretations, corrections or changes. Oral explanations or instructions given before the award of the Contract are not binding.

mailto:abovos@mineralwellstx.gov mailto:rdunn@mineralwellstx.gov

2.4 Any material information given to one Bidder concerning a Solicitation will be furnished by an Addendum posted on the City’s website under the corresponding bid number.

3.0 UNAUTHORIZED COMMUNICATIONS – Bidders’ contact regarding this Invitation to Bid (ITB) with employees or officials of the City other than the assigned representative of the Department of Finance, or as otherwise indicated in the ITB is prohibited and may result in disqualification from this procurement process. No officer, employee, agent or representative of the Respondent shall have any contact or discussion, verbal or written, with any members of the City Council, City staff or City’s consultants, or directly or indirectly through others, seek to influence any City Council member, City staff, or City’s consultants regarding any matters pertaining to this solicitation, except as herein provided. Any violation of this prohibition may result in the Respondent being disqualified from the procurement process. Any oral communications are considered unofficial and non-binding regarding this ITB.

4.0 PREBID CONFERENCE – A pre-bid conference will be held June 17, 2026 at 2:30 PM at the

Airport Terminal Building, 5300 Airport Rd, Mineral Wells, TX, 76067.

5.0 PREPARATION OF BIDS

5.1 Each Bidder must furnish all information required by the Solicitation in order to be evaluated. Prices submitted on forms other than the forms included in the Solicitation shall be considered non-responsive.

5.2 Any attempt to alter the wording in the Solicitation is ineffective and will result in rejection of the Bid.

6.0 QUANTITIES - The quantities listed on the price submittal are only estimates based on previous usage and do not indicate intent to purchase or a guarantee of future business. The City of Mineral Wells is obligated to pay for only those materials and services actually ordered by an authorized City employee and then received as required and accepted by the City.

7.0 TAXES - Purchases of Goods or Services for City use are usually exempt from City, State, and most Federal Taxes. Bids may not include exempted taxes. The successful Bidder should request a Tax Exemption Certificate from the Department of Finance, if needed. Under no circumstances shall the City be liable to pay taxes for which the City has an exemption under any Contract.

8.0 DEFINITIONS

8.1 Brand Name or Equal: If the Solicitation indicates brand name or "equal" products are acceptable, the Bidder may offer an "equal" product and must be prepared to demonstrate those features that render it equal. Final determination of a product as "equal" remains with the City.

8.2 Delivery Time: Delivery time, if stated as a number of days, will be based on calendar days. Time is of the essence in any City purchase. If the indicated date cannot be met or the date is not indicated, the Bidder shall state its best delivery time.

8.3 Free/Freight on Board (FOB) Point: Freight Terms shall be FOB Destination, Freight

Prepaid and Allowed. This means the Service provider or Shipper owns goods in transit and is liable for delivery to the point of destination.

8.3.1 The Service provider or Shipper is responsible for filing any claims with the delivery carrier for breakage or other loss and for any damage resulting from transportation.

8.3.2 The Bidder should quote its lowest and best price, with the goods delivered to the place specified, at the Bidder’s expense and risk, and their tender delivery to the City.

8.3.3 Bids offering any other delivery terms are not acceptable and may be cause for rejection.

9.0 PRICES/PERCENTAGE DISCOUNT

9.1 Bid prices and percentage discount (if applicable) shall be firm offers unless otherwise specified. Pricing and percentage discount (if applicable) shall be entered on the Bid Offer Sheet.

9.2 In the event of a discrepancy between unit price and extended price, the unit price shall govern.

9.3 Prices shall be offered in the currency of dollars and cents of the United States of

America (or decimal fractions thereof).

10.0 SIGNATURE - The Bidder must provide an original signature on each document in the

Solicitation requiring a signature. Any change made to the Bid must be initialed by the Bidder.

11.0 PROPRIETARY INFORMATION SUBMITTED IN THE BID

11.1 All material submitted to the City becomes public property and is subject to the Texas

Open Records Act upon receipt.

11.1.1 If a Bidder does not desire proprietary information in the bid to be disclosed, each page must be identified and marked proprietary at time of submittal. The City will, to the extent allowed by law, endeavor to protect such information from disclosure. If a Public Information Request is made for Bidder’s proprietary information, the Bidder will be notified so that they can submit a letter to the Texas Attorney General. The final decision as to information that must be disclosed lies with the Texas Attorney General.

11.1.2 Failure to identify proprietary information will result in all unmarked sections being deemed non-proprietary and available upon public request.

12.0 BID PREPARATION COSTS - All costs associated with preparing a Bid in response to a

Solicitation shall be borne by the Bidder.

13.0 PAYMENTS

13.1 All payment terms shall be no later than 30 days from the date the City receives a properly prepared invoice that contains no errors. Please see Section 11.0, Part 2 for invoicing requirements. Prompt/early payment discount(s) may be considered by the City.

Bidder shall submit the proposed discount(s) on the “Price Submittal” page.

13.2 Successful bidders are encouraged to register for direct deposit payments prior to providing goods and/or services using the forms included in this proposal.

14.0 SUBMISSION OF BIDS

14.1 Bid documents: Unless otherwise specified, Bidders are required to submit a signed executed original and one scanned copy of the entire bid submittal on a flash drive. Bids must be submitted in a sealed envelope with the bid number written on the outside of the envelope.

14.2 Documents required to be submitted with Bid: Bidders shall submit all the items listed below and utilize the format below to submit their bid prior to the bid submission deadline.

14.2.1 The completed and signed Bid Submission Signature Page;

14.2.2 The completed Price Submittal;

14.2.3 Bidders shall provide evidence that they are duly qualified and capable to fulfill and abide by the requirements listed herein with the bid. The bidder shall demonstrate its ability to secure and perform the services within the delivery requirements specified herein;

14.2.4 A completed and signed original Conflict of Interest Questionnaire, Attachment A;

14.2.5 A completed Consideration of Location of Bidder’s Principal Place of Business, Attachment B, if applicable;

14.2.6 A completed and signed Service provider Contact Information, Attachment C;

14.2.7 Reference list of a minimum of one (1) current customers who the bidder has recently provided subject services to on a continuing basis over a two (2) year period (refer to Bidder’s Qualification Questionnaire Attachment D);

14.2.8 Bidder’s background, number of years in business, bidder’s timeframe to provide workers after notification (refer to Bidder’s Qualification Questionnaire Attachment D);

14.2.9 A completed Service provider Qualification Questionnaire, Attachment D;

14.2.10 A sample of a typical invoice.

14.2.11 Signed Addendum(s) acknowledging receipt;

14.2.12 Scanned copy of all documents listed in Section 14.2;

14.2.13 Any other document included in the Solicitation requiring completion or execution by the Bidder.

14.3 Failure to submit all the items listed in Section 14.2, will be grounds for rejection of a bid as non-responsive to the specifications.

15.0 LATE BIDS

15.1 Bids must be received in the Department of Finance prior to the bid submission deadline.

All Bids received after the submission deadline are considered late and will be returned to the Bidder unopened.

15.2 The Department of Finance time stamp clock is the official time of record. However, if the time stamp is not available or broken, the date and time written on the bid receipt by the Department of Finance staff shall be the time of record.

15.3 It is the sole responsibility of the Bidder to ensure timely delivery of the Bid to the

Department of Finance. The City will not be responsible for failure of service on the part of the U.S. Postal Office, courier companies, or any other form of delivery service chosen by the Bidder to deliver before the bid due date and time.

15.4 Bids delivered to a City location other than the Department of Finance will not be considered. The Bid must be received by the Department of Finance and stamped before deadline to be considered.

16.0 MODIFICATION OR WITHDRAWAL OF BIDS

16.1 Modification of Bids: Bids may be modified in writing at any time prior to the bid submission deadline.

16.2 Withdrawal of Bids: Bids may be withdrawn in writing, or by facsimile (provided that the facsimile is signed by the Bidder) at any time prior to the bid submission deadline. A Bid may also be withdrawn in person by a Bidder, provided the withdrawal is made prior to the bid submission deadline. A receipt of withdrawal must be signed by the Bidder. No Bids may be withdrawn after the bid submission deadline without forfeiture of the Bid guarantee, unless there is a material error in the Bid. Withdrawn Bids may be resubmitted, with or without modifications, prior to the bid submission deadline. The City may require proof of agency from the person withdrawing a bid.

17.0 OPENING OF BIDS

17.1 The Department of Finance representative responsible for opening Bids shall personally and publicly open all Bids received timely, reading each bid aloud.

18.0 EVALUATION FACTORS AND AWARD

18.1 Evaluation: Bidders may furnish pricing for all or any portion of the Solicitation (unless otherwise specified). However, the City may evaluate and award the Contract for any item or group of items shown on the Solicitation, or any combination deemed most advantageous to the City. Bids that specify an “all or none” award may be considered if a single award is advantageous.

18.2 Award. The Method of Award is detailed in Section 5, Part 2. Acceptance and Award of

Bid: Acceptance and award of a Bid will be in the form of a Purchase Order or a Contract.

Subsequent Purchase Orders may be issued as appropriate. The contents of a Bid Response shall become a part of the Contract. Under no circumstances will the City be responsible for Goods or Services provided without a Purchase Order issued by the City.

19.0 RESERVATIONS - The City expressly reserves the right to:

19.1 Specify approximate quantities in the Solicitation;

19.2 Extend the Solicitation opening date and time;

19.3 Consider and accept alternate Bids, if specified in the Solicitation, when most advantageous to the City;

19.4 Waive as an informality, minor deviations from specifications provided they do not affect competition or result in functionally unacceptable goods or services;

19.5 Waive any minor informality in any Bid or Solicitation procedure (a minor informality is one that does not affect the competitiveness of the Bidder);

19.6 Add additional terms or modify existing terms in the Solicitation before the bid submission deadline;

19.7 Reject a bid because of unbalanced unit prices bid;

19.8 Reject or cancel any or all Bids;

19.9 Reissue a Solicitation;

19.10 Procure any item by other means; and/or

19.11 Award to multiple service providers on a non-exclusive award basis, or primary and secondary service providers.

20.0 POST-BID DOCUMENTS REQUIRED FROM BIDDERS

20.1 Certificates of Insurance: When insurance is required, the successful Bidder must provide

Certificates of Insurance in the amounts and for the coverages required to the Purchasing Office within 14 calendar days after notification of award, or as otherwise required by the Solicitation.

20.2 Business Equity Division Documents: If a Business Equity goal has been established for the bid, the applicable documents must be submitted by all bidders wishing to continue in the bid evaluation process within two (2) City business days after the bid opening date, exclusive of the bid opening date, to the City location specified in the bid. Bidders shall obtain a receipt from the appropriate department as evidence that the City received the documentation.

20.3 Certificate of Interested Parties Form 1295: If the Purchase Agreement must be approved by the City Council before execution, the successful bidder is required to complete the Certificate of Interested Parties Form 1295 and submit the form to the Department of Finance contact listed in the solicitation before the purchase/contract will be presented to the City Council. The form may be completed at https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

21.0 PROTEST PROCEDURE

21.1 Service providers who respond to Invitations to Bid have the right to protest the solicitation process or the bid award if they believe that there has been any impropriety or unfair criteria in the process.

21.2 The Service provider must submit any protest in writing to the Director of Finance within

14 days after the Service provider knows, or should have known, of the facts relating to the proposed action or award.

21.3 The Director of Finance, or his/her designee, is authorized to resolve a protest concerning a purchasing action through telephone discussions, mail, e-mail or in person meetings with the protesting Service provider.

21.4 After discussions or meetings, the Director of Finance or his/her designee will issue a decision in writing, state the reasons for the action taken and inform the protesting Service provider of the right to review by a panel made up of City staff.

21.5 A City protest review panel will consist of the City Attorney, a representative of the operating department, the Director of Finance and any other appropriate personnel or employees of the operating department.

21.6 If the panel is unable to resolve the protest, or if the panel makes a decision with which the Service provider does not agree, the protesting Service provider will be invited to attend the City Council meeting at which the recommended award is to be presented to the City Council and make known his/her concerns. The protesting Service provider will be instructed to arrive prior to the start of the City Council meeting and complete a card requesting to speak concerning the particular Mayor and Council Communication document (M&C) in question.

21.6.1 Service providers wishing to speak before the City Council should contact the City Clerk before appearing at the City Council meeting to ensure they are aware of all rules and protocol.

22.0 COOPERATIVE PURCHASING

22.1 Should other governmental entities decide to participate in this contract, Bidder, shall indicate in their proposals whether they agree that all terms, conditions, specification, and pricing would apply.

https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

22.2 If the successful Bidder agrees to extend the resulting contract to other governmental entities, the following shall apply: Governmental entities utilizing Contracts with the City of Mineral Wells shall be eligible, but not obligated, to purchase material/services under this contract(s) awarded as a result of this solicitation. All purchases by governmental entities other than the City of Mineral Wells shall be billed directly to that governmental entity and paid by that governmental entity. The City of Mineral Wells shall not be responsible for another governmental entity’s debts. Each governmental entity shall order its own material/services as needed.

PART – 2

SCOPE OF SERVICES/SPECIFICATIONS

1.0 SCOPE

1.1 The City of Mineral Wells (City) seeks bids to perform mowing and lawn care services at the City of Mineral Wells Airport and on certain grounds located within the City of Mineral Wells’ jurisdiction per the Department of Code Enforcement’s needs. For the Airport, there are approximately three hundred six (306) acres, outlined in Exhibit A.

Description of Exhibit A:

a. Yellow area consists of 290 acres of land inside the secured aircraft movement area and fuel farm fence. This needs to be mowed as quickly as possible to limit aircraft disturbance. It is expected that this area is mowed once every 3 weeks from May 1 to September 1, weather and rainfall permitting.

b. Blue area is approximately 13.5 acres and is land inside of the Columbia Gate, but not within the aircraft movement area. It is expected that this is mowed once every 3 weeks from May 1 to September 1, weather and rainfall permitting.

c. Red area is approximately 2.5 acres and is land outside both fenced in areas. It should be mowed every 3 weeks from May 1 to September 1, weather and rainfall permitting.

d. Airport Terminal building is not specifically designated on the map, but should be mowed and trimmed once every 1 to 2 weeks from May 1 to September 1, weather and rainfall permitting.

e. Fenceline along Airport Road and 1195 should be sprayed 4 times a year with complete vegetation killer.

f. Flower beds adjacent to the terminal building should be planted, mulched, and weeded with each terminal building mowing visit.

For the Department of Code Enforcement, this would be on an on-demand, as needed basis.

Should a bidder find any discrepancies in or omissions from the specifications or documents, or should he question their meaning, they should at once notify the City of Mineral Wells by contacting either Aaron Bovos, Assistant City Manager/Director of Finance, or Ryan Dunn, FIRE/EMS Chief, no later than June 30, 2026, in writing or by email at abovos@mineralwellstx.gov or rdunn@mineralwellstx.gov and obtain clarification prior to submitting any bid. The successful bidder(s), known hereafter as “Service Provider”.

1.2 The prices listed on the price submittal should be listed on a per visit basis. The quantities listed on the price submittal are only estimates based on the number of times the parcel is expected to be mowed in a twelve-month period. The City is obligated to pay for only those services ordered by an authorized City employee and then received as required and accepted by the City.

1.3 The bidder will provide all labor, materials, and equipment to complete all work to be performed under this Contract. This includes, but is not limited to: mowers, fuel, tree trimmers, weeding equipment, batwing or tractor, string for weeding equipment, and shovels.

1.4 The City reserves the right to award to multiple service providers. The City anticipates a multi-year award under this Bid. However, if funds are not appropriated, the City may cancel the Agreement thirty calendar days after providing written notification to the Service Provider

1.5 The initial term of the Agreement shall be for seventeen months (May 1, 2026 through mailto:abovos@mineralwellstx.gov mailto:rdunn@mineralwellstx.gov

September 30, 2027) initial term unless terminated earlier in accordance with this Agreement (“Initial Term”). Upon the expiration of the Initial Term, the Agreement shall renew automatically under a term defined as the City’s fiscal year (October 1 through September 30) for up to four (4) one-year renewal periods unless City or Service provider provides the other party with notice of non-renewal at least 60 days before the expiration of the Initial Term or renewal period. However, if funds are not appropriated, the City may cancel the Agreement 30 calendar days after providing written notification to the Service Provider.

1.6 Following the award, additional services of the same general category that could have been encompassed in the award of this Agreement, and that are not already on the Agreement, may be added based on the discount bid and price sheet provided with the bid.

1.7 Unit prices shall include all costs associated with the specified work, including but not limited to handling, delivery, fuel charges, fees and certifications fees. NO

ADDITIONAL CHARGES WILL BE ACCEPTED OR PAID BY THE CITY.

1.8 Any services that have been omitted from this scope of service that are clearly necessary or in conformance shall be considered a requirement although not directly specified or called for in the scope of services.

1.9 The submission of a bid by the bidder shall be considered evidence of compliance with these requirements.

1.10 Sidewalks, Pavers, Concrete Cracks, Etc.

• Monitor paved areas at facilities maintained for weeds growing through sidewalks, driveways, pavers, etc.

• Apply Herbicide as required to control weeds.

• There are limits to where grass clippings can be blown. This information will be shared at the pre-bid conference.

1.11 Trash Removal

• Prior to and after mowing, trash and debris will be removed from lawn, landscaped and bedded area, fence lines and accessible drainage area, i.e. tree limbs, bushes, leaves, grass, cans, paper, plastic, and etc.

• Sweep or otherwise clean up and dispose of debris from mowing, edging and trimming/pruning efforts, including sidewalks, facility entrances, and any unsightly overlay of cut grass on lawn and landscaped areas.

1.12 Leaf Removal, Composting

• All green waste shall be collected after each mowing from grounds and fence lines. It may be disposed of at the Brush Collection Facility located at 401 Farm Market Road 2256. The Assistant City Manager/Director of Finance shall provide the awarded Service Provider with access to the facility during business hours of the facility.

1.13 Environmental Concerns

• The Service Provider will make every effort to respect all-natural grades, slopes and water management structures as they are presented in their current condition. Ruts, holes and other disfigurement of mowed or landscaped areas caused by the Service Provider’s equipment or staff shall be the responsibility of the Service Provider to repair to original condition. These instances shall be reported to the Assistant City Manager/Director of Finance for guidance and inspection.

1.14 Waste Disposal

• All garbage collected during the work performed may be disposed of in one of two (2) dumpsters owned by the City of Mineral Wells. The dumpsters are located at 218 American Legion Dr. and 2700 South 281.

Waste disposed of in any other trash receptacle whether commercial or private, will not be tolerated and may result in a fine which will become the responsibility of the awarded Service provider.

2.0 TENTATIVE SCHEDULE OF EVENTS

TASK DATE

ITB Release Date June 5, 2026

Pre-Bid Conference June 17, 2026

Deadline for Questions June 30, 2026

Answers Posted July 2, 2026

ITB Response Due Date AT 10:00 a.m. (Local Time) July 6, 2026

Recommended Service provider Selection July 10, 2026

Mayor and Council Consideration July 21, 2026

Contract Execution ASAP after Mayor and Council Award

3.0 CHANGE IN COMPANY NAME OR OWNERSHIP - The Service Provider shall notify the City’s

Director of Finance, in writing, of a company name, ownership, or address change for the purpose of maintaining updated City records. The president of the company or authorized official must sign the letter. A letter indicating changes in a company name or ownership must be accompanied by supporting legal documentation such as an updated W-9, documents filed with the state indicating such change, copy of the board of director’s resolution approving the action, or an executed merger or acquisition agreement. Failure to do so may adversely impact future invoice payments.

4.0 SERVICE PROVIDER REQUIREMENTS IN ORDER FOR THE BID TO BE EVALUATED

4.1 The Service Provider shall:

4.1.1 Have a minimum of two (2) years of experience conducting services similar or related to the Scope of Services.

4.1.2 Have and operate a full-time, permanent business address with the ability to be reached by email and telephone.

5.0 METHOD OF AWARD

5.1 Bids will be evaluated based on the bidder whose offer represents the “best value” to the

City. Bids that do not receive 50% or more of the total available points excluding the points for price will be deemed non-responsive. The following criteria will be considered to determine the best value.

5.1.1 Cost of service;

5.1.2 The reputation of the Bidder and the Bidder’s good or services;

5.1.3 The quality of the Bidder’s goods or services;

5.1.4 The extent to which the services meet the City’s needs;

5.1.5 The Bidder’s past relationship with the City;

5.1.6 The total long-term cost to the City to acquire the Bidder’s goods or services, and

5.1.7 Any relevant criteria specifically listed in the request for bids or proposals.

6.0 DELIVERY

6.1 Delivery Location(s): see attachment.

6.2 The City reserves the right to add or cancel locations.

6.3 There may be instances when the Service Provider may be asked to accelerate delivery of an order(s) due to extenuating circumstances. When this occurs, the Service Provider will be expected to provide this service at no additional cost.

8.0 SPECIFICATIONS

8.0.1 Service Provider shall be responsible for disposal of all waste generated from services under this proposal.

8.0.2 Service Provider shall be responsible for cleanup of debris and spills resulting from work performed while completing services under this Agreement.

8.0.2.1 Service Provider and Disposal site shall be compliant with all Texas

Commission on Environmental Quality (TCEQ) and Environmental Protection Agency (EPA) guidelines and in accordance with all applicable laws, codes, and ordinances including Model Standards adopted by Texas Commission on Environmental Quality.

8.0.3 The Service Provider shall not subcontract without written permission from the City.

9.0 PREVENTATIVE MAINTENANCE

9.1 N/A

10.0 BRAND NAME OR EQUAL

N/A

11.0 WARRANTY

11.1 Service Provider shall remedy at Service Provider’s expense any damage to real or personal property owned by the City of Mineral Wells, when that damage is the result of services furnished.

11.2 The City of Mineral Wells shall notify the Service Provider within a reasonable time after the discovery of any failure, defect, or damage.

11.3 If Service Provider fails to remedy any failure, defect, or damage within a reasonable time after receipt of notice, the City of Mineral Wells shall have the right to replace, repair, or otherwise remedy the failure, defect, or damage at the Service Provider’s expense.

11.4 This warranty shall not include failures attributable to accident, fire, or negligence on the part of City personnel.

12.0 SAFETY

12.1 The Service Provider shall be responsible for meeting all Federal, State, County and Municipal: laws, ordinances, and regulations.

12.2 Service Provider is required to notify the City immediately of any hazardous conditions and/or damage to City property.

12.3 Safety Data Sheets:

12.3.1 A Safety Data Sheet (SDS), formerly known as a Material Safety Data Sheet (MSDS), for all products for which an SDS sheet applies pursuant to Revised Statutes Annotated (RSA) Chapter 277-A (277-A) shall accompany each delivery. Delivery of such products will not be accepted without SDS sheets.

13.0 LAWS, REGULATIONS, AND ORDINANCES

13.1 The Service Provider shall be responsible for meeting all Federal: laws, ordinances and regulations; State: laws, ordinance and regulations; County:

laws, ordinances and regulations; and City: laws, ordinances, and regulations for safety of people, environment, and property. This includes, but is not limited to, all Federal, State, County, and City Agencies. In the event any law, regulation or ordinance becomes effective after the start of this Agreement, the Service Provider is required to comply with new policy. Any mandates requiring the City to comply with new guidelines will also require the Service Provider to comply.

14.0 INVOICES

14.1 Service Provider’s Invoices must be itemized. Line items for labor, parts, and chemicals must include supporting documentation, as discussed below.

14.1.1 Supporting Documentation for Labor charges must include, at a minimum: 1) the total number of labor hours performed; and 2) the labor rate. Service Provider must provide the City with documentation which identifies the per hour labor rate.

14.1.2 The Service Provider must obtain a Purchase Order number before performing any services.

15.0 INVOICING REQUIREMENTS

15.1 The Service Provider shall send invoices electronically to our centralized Accounts Payable department invoice email address: bdunn@mineralwellstx.gov. This email address is not monitored so please do not send correspondence to this email address.

The sole purpose of the supplier invoices email address is to receive and process supplier invoices.

15.2 Please include the following on the subject line of your e-mail: service provider name, invoice number, and PO number, separated by an underscore (ex: Example, Inc._123456_FW013-0000001234)

15.3 To ensure the system can successfully process your invoice in an expedient manner, please adhere to the following requirements:

15.3.1 All invoices must be either a PDF or TIFF format.

15.3.2 Image quality must be at least 300 DPI (dots per inch).

mailto:bdunn@mineralwellstx.gov.

15.3.3 Invoices must be sent as an attachment (i.e. no invoice in the body of the email).

15.3.4 One invoice per attachment (includes PDFs). Multiple attachments per email is acceptable but each invoice must be a separate attachment.

15.3.5 Please do not send handwritten invoices or invoices that contain handwritten notes.

15.3.6 Dot matrix invoice format is not accepted.

15.3.7 The invoice must contain the following information:

15.3.7.1 Service Provider Name and Address;

15.3.7.2 Remit to Service Provider Name and Address, if different;

15.3.7.3 Applicable City Department business unit# (i.e. FW013)

15.3.7.4 Complete City of Mineral Wells PO number (i.e. the PO number must contain all preceding zeros);

15.3.7.5 Invoice number;

15.3.7.6 Invoice date; and

15.3.8 Invoices should be submitted after delivery of the services.

15.4 To prevent invoice processing delays, please do not send invoices by mail and email and please do not send the same invoice more than once by email to bdunn@mineralwellstx.gov. To check on the status of an invoice, please contact the City Department ordering the goods/services or the Central Accounts Payable Department by email at: bdunn@mineralwellstx.gov

15.5 If you are unable to send your invoice as outlined above at this time, please send your invoice to our centralized Accounts Payable department instead of directly to the individual city department. This will allow the city staff to digitize the invoice for faster processing.

15.6 If electronic invoicing is not possible, you may send your paper invoice to:

City of Mineral Wells Attn: Department of Finance 211 SW 1st Avenue Mineral Wells, TX 76067 The City’s goal is to receive 100% of invoices electronically so that all supplier payments are processed efficiently. To achieve this goal, we need the Service Provider’s support.

If Service Provider has any questions, please contact the Accounts Payable team at (940)328-7708 or by email to bdunn@mineralwellstx.gov

15.7 Service Provider shall not include Federal, State of City sales tax in its invoices.

City shall furnish a tax exemption certificate upon Service Provider’s request.

16.0 UNIT PRICE ADJUSTMENT

mailto:bdunn@mineralwellstx.gov.

mailto:bdunn@mineralwellstx.gov mailto:bdunn@mineralwellstx.gov

16.1 Service Provider may request a Price Adjustment based on the Consumer Price Index annually. Price Adjustment means an unplanned or unanticipated change, upward or downward, from the established contract price that is supported by demonstrated Price Adjustment Justification. A request for a Price Adjustment must be initiated by the Service Provider. Price Adjustments shall not be allowed more frequently than once Quarterly. It is within the sole discretion of the City to determine whether an adjustment is necessary and/or acceptable.

16.2 Price Adjustment Justification means documentation supporting a requested Price

Adjustment and showing an objectively verifiable basis for a change in price due to the documented impact of economic conditions on labor, equipment, or materials. Examples of possible Price Adjustment Justification include, but are not limited to, cost indexes, and/or updated supplier price sheets. It is within the sole discretion of the City to determine whether Price Adjustment Justification is sufficient and/or acceptable.

16.3 The Service Provider must submit its Price Adjustment request, in writing, at least sixty

(60) days before the effective period of the new contract. The Service Provider must provide all Price Adjustment Justification, as defined above, at the time of its request for a Price Adjustment.

16.4 If the City, in its sole discretion, concludes that the requested Price Adjustment is unreasonable or not fully supported by adequate Price Adjustment Justification, the City reserves the right to adjust the rate increase, or reject the requested Price Adjustment in its entirety and allow the contract to expire at the end of the contract term. If the City elects not to accept a requested Price Adjustment, the Department of Finance may issue a new solicitation.

16.5 Prices offered shall be used for bid analysis and for Agreement pricing. In cases of errors in extensions or totals, the unit prices offered will govern.

16.6 Upon expiration of the Agreement term, the successful bidder agrees to hold over under the terms and conditions of this Agreement for a reasonable period of time to allow the City to re‐bid an Agreement, not to exceed ninety (90) days. Service Provider will be reimbursed for this service at the prior Agreement rate(s). Service Provider shall remain obligated to the City under all clauses of this Agreement that expressly or by their nature extends beyond and survives the expiration or termination of this Agreement.

16.7 Delivery of services shall not be suspended by the Service Provider without a thirty (30) day prior written notice to the Director of Finance.

16.8 Only Published price changes will be accepted. Prices that were in effect at the time of order placement shall take precedence.

17.0 INSURANCE REQUIREMENTS –

17.1 The Service Provider shall assume all risk and liability for accidents and damages that may occur to persons or property during the prosecution of work under this Agreement.

The Service Provider shall file with the City of Mineral Wells Purchasing Division, prior to the commencement of services, a certificate of insurance documenting the following required insurance.

17.1.1 Failure to provide such information within five (5) calendar days may be grounds for Agreement termination.

17.2 Policies shall have no exclusions by endorsements which nullify the required lines of coverage, nor decrease the limits of said coverage unless such endorsements are approved by the City. In the event a contract has been bid or executed, and the exclusions are determined to be unacceptable or the City desires additional insurance coverage, and the City desires the Service Provider to obtain such coverage, the contract price shall be adjusted by the cost of the premium for such additional coverage plus 10%.

17.2.1 Statutory Workers’ Compensation Insurance and Employer’s Liability Insurance at the following limits:

$100,000 Each Accident

$500,000 Disease – Policy limit

$100,000 Disease – Each Employee

This coverage may be written as follows:

Workers’ Compensation and Employers’ Liability coverage with limits consistent with statutory benefits outlined in the Texas Workers’ Compensation Act (Art. 8308 –

1.01 et seq. Tex. Rev. Civ. Stat.) and minimum policy limits for Employers’ Liability of $100,000 each accident/occurrence, $500,000 bodily injury disease policy limit and $100,000 per disease per employee.

17.2.2 Commercial General Liability Insurance including Explosion, Collapse, and Underground Coverage shall be provided as follows:

$1,000,000 Each Occurrence

$2,000,000 Annual Aggregate

Coverage shall include but not be limited to the following: premises/operations, independent service providers, products/completed operations, personal injury, and contractual liability. Insurance shall be provided on an occurrence basis, and as comprehensive as the current Insurance Services Office (ISO) policy.

17.2.3 Auto Liability Insurance shall be provided as follows:

$1,000,000 Combined Single Limit Each Accident

A commercial business policy shall provide coverage on "Any Auto", defined as autos owned, hired and non-owned.

17.2.4 The Service Provider shall furnish the Director of Finance, with a certificate of insurance documenting the required insurance prior to the commencement of services.

17.2.5 Policies shall be endorsed to provide the City of Mineral Wells a thirty- (30) day notice of cancellation, material change in coverage, or non-renewal of coverage.

17.2.6 Applicable policies shall also be endorsed to name the City of Mineral Wells as an additional insured, as its interests may appear (ATIMA).

18.0 ADDITIONAL INSURANCE REQUIREMENTS

18.1 The City, its officers, employees and servants shall be endorsed as an additional insured on Service Provider’s insurance policies excepting employer’s liability insurance coverage under Service Provider’s workers’ compensation insurance policy.

18.2 Certificates of insurance satisfactory to the City and Worker’s Compensation Affidavit must be received before Service Provider can begin work. Failure to supply and maintain such insurance shall be a breach of contract. Service Provider shall provide complete copies of all insurance policies required by this Agreement. Certificates of insurance must be supplied to:

Attention: Department of Finance Bid # 2026-005 City of Mineral Wells

Mineral Wells, TX 76067

18.3 Any failure on part of the City to request required insurance documentation shall not constitute a waiver of the insurance requirements specified herein. Each insurance policy shall be endorsed to provide the City a minimum thirty (30) day notice of cancellation, non- renewal, and/or material change in policy terms or coverage. A ten (10) day notice shall be acceptable in the event of non-payment of premium.

18.4 Insurers must be authorized to do business in the State of Texas and have a current A.M.

Best rating of A: VII or equivalent measure of financial strength and solvency.

18.5 Deductible limits, or self-funded retention limits, on each policy must not exceed

$10,000.00 per occurrence unless otherwise approved by the City.

18.6 Other than worker’s compensation insurance, in lieu of traditional insurance, City may consider alternative coverage or risk treatment measures through insurance pools or risk retention groups. The City must approve in writing any alternative coverage.

18.7 Workers’ compensation insurance policy(s) covering employees of the Service

Provider shall be endorsed with a waiver of subrogation providing rights of recovery in favor of the City.

18.8 City shall not be responsible for the direct payment of insurance premium costs for

Service Provider’s insurance.

18.9 Service Provider’s insurance policies shall each be endorsed to provide that such insurance is primary protection and any self-funded or commercial coverage maintained by City shall not be called upon to contribute to loss recovery.

18.10 While the purchase order is in effect, Service Provider shall report, in a timely manner, to the Department of Finance any known loss occurrence that could give rise to a liability claim or lawsuit or which could result in a property loss.

18.11 Service Provider’s liability shall not be limited to the specified amounts of insurance required herein.

19.0 PERFORMANCE - Failure of the City to insist in any one or more instances upon performance of any of the terms and conditions of this Agreement shall not be construed as a waiver or relinquishment of the future performance of any terms and conditions, but the Service Provider's obligation with respect to such performance shall continue in full force and effect. Upon inspection of deficiencies in work performed under this Contract, the Assistant City Manager/Director of Finance or FIRE/EMS Chief, in writing, or e-mail, and the Bidder will have one (1) day from the time notified to correct all deficiencies. Also, the City will give notice by phone followed by an e-mail confirming what was discussed during the phone conversation.

20.0 SUBCONTRACTING - No subcontracting of the work under this contract will be allowed without written permission from the City.

21.0 HAZARDOUS CONDITIONS

21.1 The Service Provider is required to notify the City immediately of any hazardous conditions and/or damage to any property.

21.2 Hazardous materials shall be handled with care and workers shall wear Personal

Protective Equipment (PPE) while handling hazardous material. If there are questions regarding how to dispose of materials, the Service Provider shall contact City of Mineral Wells Fire Department at 940.328-7741.

22.0 CONTRACT ADMINISTRATION AND TERMINATION

22.1 Contract administration will be performed by the City Department. In the event the

Service Provider fails to perform according to the terms of the agreement, The Department head or his/her designee will notify the Service Provider, in writing, of its failures. A meeting may be arranged to discuss the Service Provider’s deficiencies. A written cure notice may be prepared giving the Service Provider 14 calendar days to cure any deficiency.

22.2 In the event the Service provider continues with unsatisfactory performance, the department will promptly notify the Director of Finance who will take appropriate action to cure the performance problem(s), which could include cancellation, termination for convenience or default. If the agreement is terminated for default, the Service provider may be held liable for excess cost and/or liquidated damages.

22.3 The Service provider will be paid only those sums due and owing under the agreement for services satisfactorily rendered, subject to offset for damages and other amounts which are, or which may become, due and owing to the City.

22.4 The City reserves the right to terminate this agreement, or any part hereof, for its sole convenience.