3-1. Notice to Bidders - BVB 404-26 JLO Airfield Aerial Pre-emergent Application.pdf

CITY OF AMARILLO

PROJECT SPECIFICATIONS

CONTRACT AND BIDDING DOCUMENTS FOR

BEST VALUE BID

Airfield Aerial Pre-Emergent Application

FOR

THE CITY OF AMARILLO, TEXAS

Bid No. BVB 404-26 JLO

Bid Closing:

February 26, 2026, at 3:00P.M.

BVB 404-26 JLO Airfield Aerial Pre-Emergent Application

REQUEST FOR BEST VALUE BID

FOR BID NO. BVB 404-26 JLO

Airfield Aerial Pre-Emergent Application

Introduction

The City of Amarillo (City) is soliciting a Request for Bid from respondents who are interested in and qualified for Airfield Aerial Pre-Emergent Application. It is the intent of the City to award this bid based on the Bidder that can provide the goods or services at the Best Value to the City of Amarillo. The instructions for the Best Value Bid begin on page fourteen of this bid and are included in the Instructions for Best Value

Bid section. For more information about the City of Amarillo, visit www.amarillo.gov

1. Bid Due Date And Delivery Location

1.1. Proposers may submit proposals electronically by uploading required documents to the City of Amarillo’s partner’s website, Euna Procurement. This Request for Proposals is for your convenience in submitting an offer for the specified services.

1.2. Proposals will be opened via teleconference as shown below at 3:00 P.M. on February

26, 2026 or as changed by the issuance of formal addenda to all plan holders, to furnish all labor and materials and perform all work for the construction of the above referenced.

1.3. After the expiration of the time and date above first written, said sealed proposals will be opened at the scheduled location per the bid documents and publicly read aloud. Bids will be opened via teleconference if date/time stamped on or before the deadline stated at the office listed above. The Teams Meeting information is as follows:

Bid Closing - BVB 404-26 Airfield Aerial Pre-Emergent Application | Meeting-Join | Microsoft Teams

1.4. Proposals may be withdrawn prior to the above scheduled time set for closing. Alteration made before BVB closing must be initialed by offeror guaranteeing authenticity.

1.5. Please allow time to upload required documentation. 24 hours in advance is recommended.

2. Contract Term

The contract shall be for a term of two (2) years, with the option of three (3), one (1) year extensions, said date of term beginning upon formal approval. This Contract will renew automatically for the additional terms, unless either Party gives 30-day written notice to terminate the Contract. All stated annual quantities are approximations of usage during the time to be covered by pricing established by this bid. Actual usage may be more or less. Order quantities will be determined by actual need. The City of Amarillo does not guarantee any specific amount of compensation, volume, minimum, or maximum number of services under this bid and resulting contract. The Contractor must maintain the insurance coverage required during the term of this contract including any extensions. It is the responsibility of the Contractor to ensure that valid insurance is on file with the Purchasing and Contract Management Department as required by contract or contract may be terminated for non-compliance.

3. General Conditions Legal Addresses All notices, letters, and other communications to the respondent will be mailed, faxed, emailed or delivered to the respondent's business address, fax number or email address listed in your response. The bidder may change the address or contact information at any time by notice in writing to the City.

4. Questions, Clarifications and Correspondence:

4.1. It is the intent and purpose of the City of Amarillo that this request permits competitive proposals.

It shall be the Proposers responsibility to advise the Director of Purchasing if any language, requirements, etc., or any combinations thereof, inadvertently restricts or limits the requirements stated in this BVB to a single source. Such notification must be submitted via Euna Procurement and must be received by the Purchasing Department no later than ten (10) calendar days before http://www.amarillo.gov/ https://teams.microsoft.com/meet/24321691959283?p=gVzD22e6eLq56pfWiZ the proposal closing date. A review of such notifications will be made.

4.2. No Offeror shall request any information verbally. All requests for additional information or clarification concerning this best value bid (BVB) must be submitted no later than ten (10) calendar days prior to the proposal closing date via bidding portal.

Website: City of Amarillo (bonfirehub.com)

5. Confidential or Proprietary Information

If you consider any portion of your response to be confidential and/or proprietary and that disclosure of its contents to competitors would cause you substantial competitive harm, you must clearly identify those portions of your response by putting the term CONFIDENTIAL OR PROPRIETARY in bold letters on the applicable page(s). The City will attempt to protect the identified portions from disclosure to the extent possible under the law. You will be given notice of any request for disclosure of the identified information and given the opportunity to support your claim of confidentiality before the Texas Attorney General.

6. Cancellation

The Bid may be cancelled (in part or in its entirety) at any time with written notice by the City.

7. Disputes In case of any doubt or difference of opinion as to the services and deliverables herein, the decisions of the City should be final and binding on both parties. The laws of the State of Texas will govern interpretation and performance of the obligations imposed on the parties pursuant to this order. Further, the successful respondent agrees that the courts of the State of Texas shall have jurisdiction over the successful respondent with respect to any action brought by the City relating to the performance of the respondent’s obligation hereunder. Venue and jurisdiction of any suit, right or cause of action arising under or in connection with these specifications, shall lie exclusively in Potter County, Texas.

8. Evaluation Criteria

This bid will be awarded to the bidder who provides goods or services at the best value for the City.

The following scoring will be used to evaluate each proposer’s response to the Bid. Points to be awarded based on requested information provided by the vendor including pricing, qualification information provided with the bid or any other pertinent information the vendor would like the City to consider. Vendor must include a description of why any additional information is pertinent.

A. Company Profile / Qualifications / Staffing 20 points

B. Project approach 20 points

C. Past experience 10 points

D. References 10 points

E. Price / Financial Proposal 40 points

9. Evaluation Of Proposals

After the responses are opened on the established date and time, they will be reviewed for responsiveness. In order for a proposal to be considered responsive, it must conform to all the substantial material terms and conditions required in the proposal. A response that does not conform to all the substantial material terms and conditions in the proposal will be declared non-responsive and will not be further evaluated.

Responses will undergo an evaluation process conducted by Senior members of management of the City of Amarillo. The vendor selected for award will be chosen on the basis of the best value responses to the City. The committee will evaluate the responses based upon the following evaluation criteria and scoring matrix:

A. Company Profile / Qualifications / Staffing (20 Points) – Legal name, address, ownership, years in business, key personnel, licenses, certifications, and points of contact - Provide information on the organization’s written quality philosophy and/or principals that exemplifies their work and provide details.

B. Project Approach (20 Points) – Provide information in your submittal that would describe the way your company’s goods, services and methodology meet “AMA Vegetation Management”.

C. Past Experience (10 points) - Resume of previous work - Resume of previous work – Demonstrate the reputation of the goods and services that you are offering as part of your Company bid submittal.

D. References(10 points) - References will be contacted and scored as part of the bid evaluation process.

E. Price / Financial Proposal (40 Points) - Proposed fees and cost structure - Submit pricing with your bid response on the form provided with this bid document.

10. Debarment Certification Respondent will be required to certify that neither it nor its principals are currently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in the Contract resulting from these specifications by any federal department or agency. A ‘No Award to Debarred or Suspended Vendor’s Assurance’ form is attached

11. Description of Work:

These specifications attached and accompanying drawings are for the Airfield Aerial Pre-Emergent

Application in Amarillo, Texas.

A. This bid is to be awarded as one lot.

B. The bidder will provide all the work, superintendence, labor, tools, equipment, machinery and apparatus and whatever else may be necessary to complete the project as stated in this bid. The Contractor will be supplying all materials, equipment and labor.

C. The estimated budget for the project is $41,000.00 per year.

D. In case of discrepancy between unit price and the extension, the unit price will be taken.

E. The successful vendor will not start work until Council approval and an Award Letter from the City of Amarillo is issued.

F. This is a Best Value bid as described in the attached documents.

G. Effective January 1, 2016 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 (Form 1295) 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 Texas Ethics Commission has adopted rules requiring the business entity to file form 1295 electronically with the Commission. Before the City of Amarillo will enter into a binding agreement with a business, that said business must submit form 1295. The said business must go to www.ethics.state.tx.us to file Reports Electronically. Once the said business has filed the report electronically the said business will print a copy of the form and submit it back to the City with the signed copy of the contracts. Once the City has received the copy of the submitted form 1295 and acknowledged the form on the Texas Ethics Commission website the City will execute the contract.

http://www.ethics.state.tx.us/

H. A person authorized to bind the company in a contract must sign all bid documents in the appropriate places. Incomplete or unsigned bids are non-responsive and will not be considered.

I. Bidders must acknowledge receipt of addendums. All addendums must be acknowledged where indicated in Amarillo’s Bidding Platform, Euna Procurement.

J. All bids submitted must remain valid for a minimum of one hundred twenty (120) days. Bid validity may be extended beyond one hundred twenty (120) days through mutual consent of the City and the bidder in writing.

K. All bids must be submitted via Euna Procurement, and all Requested Documents must be submitted at time of submission. Bids submitted in any other method will not be considered.

12. Vendor Qualifications After the bids have opened and the apparent low bidder has been identified. The low bidder, in order to document and prove that they are also the “low responsible bidder” shall provide to the Purchasing Agent any requested information and documentation.

13. Indemnification Contractor shall indemnify and hold harmless City and its officers, employees, agents, successors, and assigns from and against all claims, demands, suits, judgments, damages of every kind and type (bodily injury, death, property loss or destruction), attorney fees, costs, and interest that arise out of or relate to acts or omissions of Contractor or Contractor’s officers, agents, employees, or subcontractors in the course of performing the contract.

Indebtedness To The City of Amarillo:

PER CITY ORDINANCE NO. 6706, THE CITY OF AMARILLO WILL NOT AWARD A BID OR CONTRACT

TO VENDORS WHO ARE DELINQUENT IN THE INDEBTEDNESS TO THIS CITY.

14. Conflict of Interest Reporting:

Per the terms of Chapter 176 of the Local Government Code, should any vendor be awarded all or any part of the goods or services on which this Bid or Proposal solicits a return, then it is the vendor’s sole responsibility to provide the City of Amarillo, with an updated Conflict of Interest Questionnaire, Form CIQ.

The vendor must file the updated form within 7 days after learning that a prior filing (if any) is no longer accurate. This form and the names of the City Council Members, Mayor, City Manager, Deputy City Manager and Assistant City Managers are available on the City’s website located at www.amarillo.gov

15. Bidder's Knowledge of Conditions:

Prior to submission of any proposals, each bidder shall have made a thorough inspection of each site of the work, and to have read and made a thorough examination of the plans, standard specifications, and project specifications. Each bidder shall become informed as to the nature of the work, labor conditions, and other matters that may affect the cost and time of completion of the work. The failure or omission of any bidder to examine any form, instrument or document shall in no way relieve any bidder from any obligation in respect to his bid.

16. Specific Performance:

This contract will require specific performance on all criteria as stated in your proposal. All specifications as written unless specifically exception by you, and that exception accepted by the City will be strictly adhered

to. Any unauthorized substitution or substandard products or construction will not be tolerated.

17. Non-Texas Resident Bidders:

The City of Amarillo may not award a contract for general construction, improvements, services, or public works projects or purchases of supplies, materials, or equipment to a nonresident bidder unless the nonresident's bid is lower than the lowest bid submitted by a responsible Texas resident bidder by the same amount that a Texas resident bidder would be required to underbid a nonresident bidder to obtain a comparable contract in the state in which the nonresident's principal place of business is located. This subsection does not apply to a contract involving federal funds.

18. Acceptance Or Rejection of Bids/Proposals:

The City of Amarillo reserves the right to accept or reject any or all bids/proposals or parts of bids/proposals and to waive any formalities and technicalities and to accept the bid/proposal most advantageous to the City. Certain projects do require longer time periods from bid date to award. These projects will be dutifully noted in their bid books.

19. Contract Document Requirements:

The Contractor shall provide the Purchasing Department with all documentation necessary for the processing of the contract documents within ten (10) calendar days of the Notice of Award. Necessary documentation shall include, and not be limited to, proper insurance certificates, contractor's statement of materials and other charges, and bonds. After all necessary documentation is received; the project contract will be executed.

20. Tax Exemption:

Materials, which are incorporated into or become part of the project(s), are exempt from sales tax. The successful low bidder that is awarded the contract shall separate the total cost for the incorporated materials from all other costs for each project and include those amounts in the spaces provided on each project sheet provided with the agreement. The sum of the cost of materials and other costs must equal the total price bid for each project. The contract issued by the City of Amarillo shall include those separate amounts for each project. The Contractor shall execute the City of Amarillo exemption certificate for materials that will only become part of each project in the bid book. The contractor shall issue a resale certificate instead of paying the sales tax at the time of purchase.

21. City Excluded Parties List:

Please note the City’s Excluded Parties List attached and submit your bid accordingly.