Stephanie Muth, Executive Commissioner Invitation for Bids (IFB) for As Needed Landscaping Services at Austin State Hospital (ASH) IFB No. HHS0017483 NIGP Class/Item No(s): 906-56: Landscape, Architectural Services Procurement Schedule - All Times are Central Time Reference Section 2 for further information

July 15, 2026, at 10:30AM

Table of Contents

Introduction and Purpose of IFB The Texas Health and Human Services Commission (HHSC) is an agency within the Texas Health and Human Services (HHS) system. The Procurement and Contracting Services (PCS) division of HHSC administers IFBs for HHS.

HHSC PCS is seeking competitive bids to establish contract(s) for HHSC PCS is seeking competitive bids to establish as needed landscaping services at Austin State Hospital (ASH).

Both HHS Agencies, HHSC and DSHS, will be entitled to use any contract awarded as a result of this IFB.

To be considered for award, Bidders must submit a comprehensive Response which includes all required information and documentation as outlined in this IFB to ensure the Bidder meets all requirements, possesses the required experience and qualifications, and has the capacity to provide the services described in this IFB. See Appendix A, Submission Instructions and Response Checklist.

Authority HHSC is soliciting the services stated in this IFB under Texas Government Code TGC 2156.063 No Guarantee of Volume, Usage or Compensation HHS Agency does not guarantee any volume, usage, or compensation to be paid to any Contractor under any Contract resulting from this IFB. Additionally, all HHS Agency contracts are subject to appropriations, the availability of funds, and termination.

Negotiation, Exceptions or Assumptions Negotiations are prohibited under the IFB procurement method under most circumstances, and even then, the scope of permissible negotiations is limited and may not result in a material change to the scope of work or specifications as advertised in this IFB.

Bidders should NOT submit exceptions to this IFB which could result in disqualification of a Response. No changes to a Response can be made after the submission deadline.

No assumptions should be included in a Response. The inclusion of assumptions could result in disqualification of a Response. Instead, a Bidder should advance assumptions and seek clarification of a section of this IFB, any Exhibits or attachments, in the form and manner required in Section 6.7 IFB Questions or Clarifications.

IFB Components This IFB includes the following items:

· PCS 137 IFB (this document)

· Exhibit A – HHS Solicitation Affirmations

· Exhibit B – PCS 111-Contract Affirmations and HHS Uniform Terms and Conditions (UTCs)

· Exhibit C – Pricing Sheet

· Exhibit D – Bidder Reference and Contractor Qualifications Form

· Exhibit E – HHS Online Bid Room Information

· Exhibit E-1- PCS Map

· Exhibit F – Form 4109 Application for Texas Identification Number

· Exhibit G – Equipment Inventory Form Procurement Schedule The Procurement Schedule dates on the cover page of this IFB are subject to change. HHSC reserves the right to modify these dates at any time by issuing an addendum. Any events listed in the Procurement Schedule after the Response Deadline will occur at the discretion of HHSC.

Responses must be received by HHSC prior to the Response Deadline as indicated in the Procurement Schedule. Every Bidder is solely responsible for ensuring its Response is received by HHSC before the Response Deadline in accordance with all requirements regarding submission. HHSC is not responsible for lost, misdirected or late Responses.

By submitting a Response, the Bidder represents and warrants that the individual submitting the Response, inclusive of the documents made part of the Response, is authorized to sign on behalf of the Bidder, and to bind the Bidder under any Contract that may result from this IFB.

Withdrawal or Amendment of Response Bidders may withdraw or amend their Responses at any time prior to the Response Deadline by e-mailing the point of contact listed in Section 6.1 (Sole Point of Contact and Communications).

The e-mail subject line for withdrawal or response amendment should contain the IFB number as indicated on the cover page of this IFB. The Bidder is solely responsible for ensuring the email is received by HHSC before the Response Deadline. HHSC is not responsible for lost or misdirected e-mails.

HHSC Overview The Health and Human Services Commission (HHSC) was created in 1991 to oversee and coordinate the planning and delivery of health and human services in Texas. It is established pursuant to Chapter 523, Texas Government Code and is responsible for oversight of Texas Health and Human Services agencies.

PCS administers the procurement process, which includes IFB announcement and publication, Bidder communications, receipt of Responses, screening of timely received responses, and facilitating the evaluation of qualified Responses. PCS, in coordination with each HHS program, manages the execution of the award, through issuance of Purchase Order(s) or other Contract document, resulting from this IFB.

Definitions Unless the context clearly indicates otherwise, throughout this IFB, the definition given to a term below applies whenever the term appears in this IFB, in any Response (Bid) submitted in response to this IFB, and in any Contract awarded as a result of this IFB. All other terms have their ordinary and common meaning.

a) Addendum – A written clarification or revision to this IFB issued by HHSC.

b) Bidder – The entity or individual that submits a response to this IFB. Includes anyone acting on behalf of the entity or individual that submits a response, such as an agent, employee, or representative. See also Respondent below.

c) Contract –The signed Purchase Order or Signature Document, the Uniform Terms and Conditions, Affirmations, along with any Attachments, Exhibits and any Amendments, purchase orders, or Work Orders that may be issued by HHSC, to be incorporated by reference for all purposes as a result of this IFB.

d) Contractor - Each Bidder, business entity or individual, if any, awarded a Purchase Order or other Contract to provide the services or goods as a result of this IFB.

e) Contract Term – The period of time during which the Purchase Order or Contract is in effect from the start date through the end date and may include renewal or extension periods.

f) Debarment – An exclusion from contracting or subcontracting with state agencies on the basis of cause pursuant to Title 34, Part 1, Chapter 20, Subchapter G of the Texas Administrative Code, and the Federal System for Award Management (SAM).

g) Deliverables – The services or goods specified in this IFB and any resulting Contract that the Contractor shall perform or deliver to the HHS Agency.

h) Electronic State Business Daily (ESBD) - The electronic online directory, administered by the Comptroller of Public Accounts, Statewide Procurement Division (SPD), for publishing procurement opportunities which exceed $25,000 in total estimated value and for providing public notice of contract awards. The ESBD may be accessed through the CPA web site at: https://www.txsmartbuy.gov/esbd.

Note: The Texas Comptroller of Public Accounts (CPA) recommends utilizing Google Chrome when navigating CPA websites.

i) Exhibit – A document, included as an attachment to this IFB, which provides terms and conditions, additional requirements and information related to this IFB.

j) HHS Agency - HHSC or any of the agencies of the State of Texas that are overseen by HHSC under authority granted under state law and the officers, employees, authorized representatives, and designees of those agencies. These agencies include: HHSC and the Department of State Health Services (DSHS), separately or combined. May also be referred to as System Agency.

k) IFB - This document including all exhibits, attachments, appendices, or Addenda (if applicable). May also be referred to as Invitation for Bids.

l) NIGP (The National Institute of Governmental Purchasing (NIGP) Commodity Book) – The Class-Item numbering and descriptions used by state agencies to properly code services or products for a procurement.

m) Purchase Order – A legally enforceable agreement issued by HHSC indicating types, quantities, and agreed pricing for services and goods the Contractor will provide under any Contract resulting from this IFB.

n) Response – All information and materials submitted by a Bidder in response to this IFB. May also be referred to as Bid or Bid Response.

o) Respondent – A term interchangeable with Bidder.

p) Scope of Work – The description of requirements, services, specifications for goods which may be required, and deliverables as provided in this IFB and any resulting Contract which the Contractor is required to provide.

q) Subcontractor - Any entity or individual that enters into a contract with the Contractor to perform part or all of the obligations of the Contractor under the Contract.

r) Texas Identification Number (TIN) – The 11-digit identification number set up through the Texas Comptroller of Public Accounts which is required for any entity or individual to receive payment under a Contract with the State of Texas. Also known as Texas Payee ID Number. Further information regarding this number may be accessed via the CPA Fiscal Management TexPayment Resource web page at: https://fmx.cpa.texas.gov/fm/pubs/payment/gen_prov/index.php?s=payee_numreq&p=payee_numreq.

s) Unit of Measure – The set unit of measure (UOM), included on the Pricing Sheet, used for payment of the services under the Contract or Purchase Order. May be hourly, daily, weekly, monthly, etc.

t) Unit Rate – The set rate per the unit of measure (UOM) used for payment of the services, included on the Price Sheet, under the Contract or Purchase Order. May be hourly, daily, weekly, monthly, etc.

u) Vendor – A business entity or individual that supplies services or goods and may be a potential Bidder to this IFB.

General IFB Information Sole Point of Contact and Communications The HHSC PCS Sole Point of Contact for inquiries concerning this IFB is:

Isaiah Wilczynski, CTCM, CTCD Procurement and Contracting Services Building 1100 W 49th St. MC: 2020 Austin, TX 78756

(512) 406-2668 Isaiah.Wilczynski1@hhs.texas.gov Bidders shall NOT use the e-mail address above for submission of a Response to this IFB. See Appendix A for submission requirements.

Bidders shall direct all communications, including questions or clarifications relating to this IFB, by e-mail to the HHSC PCS Sole Point of Contact named in Section 6.1 (Sole Point of Contact and Communications); communications by phone will not be accepted except for purposes such as instructing a potential Respondent through an IT system or website referenced in this Solicitation.

All other communications between a Bidder and HHS agency staff concerning this IFB are prohibited. In no instance is a Bidder to discuss cost information regarding this IFB with the HHSC PCS Sole Point of Contact or any other HHS staff. Failure to comply with these requirements may result in disqualification of the Response.

The Sole Point of Contact will authorize a secondary Sole Point of Contact in the event of their absence and, in such an event, will include the contact information for the secondary Sole Point of Contact in their automatic reply out-of-office e-mail message. See also Section 6.2 (Exception to Sole Point of Contact) below.

This restriction (as to only communicating in writing with the HHSC Sole Point of Contact identified above) does not preclude discussions between Bidder and agency personnel for the purposes of conducting business unrelated to this IFB.

Exception to the Sole Point of Contact The only exceptions to the Sole Point of Contact are the HUB Coordinator, or, if expressly directed by the Sole Point of Contact, another designated System Agency representative.

Binding Offer Period By submitting a Response to this IFB, Bidder agrees that its Response will remain a firm and binding offer for 240 days, as stated in the HHS Solicitation Affirmations (Exhibit A).

Bidder may extend the time for which its Response will be firm and binding and include the extended period in the Response.

Costs Incurred Bidder understands that issuance of this IFB or retention of responses in no way constitutes a commitment by HHSC to award a Contract. HHSC accepts no obligations for costs incurred in preparing and submitting a response, including, but not limited to, preparing for or participating in a vendor conference or site visit.

Responses shall be submitted at the sole expense of the Bidder. All responses shall be prepared simply and economically, providing a straightforward, concise delineation of the Bidder’s capabilities to satisfy the requirements of this IFB.

Changes, Modifications and Cancellation HHSC reserves the right to change, amend, or modify this IFB prior to the Response Deadline indicated in the Procurement Schedule (cover page of this IFB). Changes, amendments, and modifications will be processed through one or more Addendum. The notification for any Addendum will be processed in accordance with Section 6.8.

HHSC reserves the right to cancel this IFB at any time. The notice of cancellation will be in accordance with Section 6.8.

Ambiguity, Conflict, Discrepancy Bidders must notify the Sole Point of Contact, Section 6.1, of any ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error in the IFB in the manner and by the deadline for submitting questions.

If Bidder fails to properly and timely notify the Sole Point of Contact, Section 6.1, of any ambiguity, conflict, discrepancy, exclusionary specification, omission or other error in the IFB, the Bidder, whether awarded a contract or not:

a) shall have waived any claim of error or ambiguity in the IFB and any resulting contract,

b) shall not contest the interpretation by HHSC of such provision(s), and

c) shall not be entitled to additional compensation, relief, or time by reason of ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error or its later correction.

IFB Questions or Clarifications HHSC will allow questions and requests for clarification regarding this IFB if submitted by e-mail to the Sole Point of Contact, Section 6.1, by the deadline established in the Procurement Schedule (cover page of this IFB) or deadlines established in subsequent Addenda. Responses to questions or other written requests for clarification will not be provided individually to requestors but will be consolidated in one or more Addenda.

HHSC reserves the right to amend the answers to questions or clarifications prior to the Response Deadline (cover page of this IFB) through a new Addendum. The notification will be processed in accordance with Section 6.8 (Notification of Addenda or Cancellation).

Submission of Questions or Clarifications All questions and requests for clarification must be submitted by e-mail and include the following information:

a) IFB Number and Title of IFB (cover page of this IFB) must be included in the e-mail subject line and in the e-mail body;

b) Section or Paragraph number from this IFB;

c) Page Number of this IFB;

d) Exhibit name, Section or Paragraph, page number from the Exhibit;

e) Language, Topic, Section Heading being questioned or requested for clarification;

f) Requestor Contact Information must be included in the body of the e-mail.

Questions or requests for clarification received after the deadline set in the Procurement Schedule (cover page of this IFB), or deadlines established in subsequent Addenda, may be reviewed by HHSC but will not be answered.

Notification of Addenda or Cancellation Addenda Notification All addenda will be posted to the ESBD. It is the responsibility of each potential Bidder to monitor the ESBD for any Addenda affecting this IFB. Failure to check the ESBD will in no way release any potential Bidder or awarded Contractor from the requirements of posted Addenda. No HHS Agency will be responsible or liable in any regard for the failure of any Bidder or awarded Contractor to stay informed of all postings to the ESBD. If the Bidder fails to monitor the ESBD for any changes or modifications to this IFB, such failure will not relieve the Bidder or Contractor of its obligation to fulfill the requirements as posted.

Bidder must acknowledge receipt of any addenda by signing and returning SOLICITATION ADDENDUM ACKNOWLEDGEMENT FORM posted to the ESBD with your solicitation response in accordance with the submission options outlined in the solicitation.

Cancellation Notification HHSC reserves the right to cancel this IFB at any time. Notice of the cancellation will be posted on the ESBD. Bidders are responsible for monitoring the ESBD frequently for notices regarding this IFB.

Pre-Bid Meeting ADA Accommodations People who require ADA accommodations and wish to attend or participate in the pre-bid meetings and require auxiliary aids or services should contact the Sole Point of Contact identified in Section 6.1 (Sole Point of Contact and Communications), at least seventy-two (72) hours before the meeting in order to have reasonable accommodations made by HHSC.

Attendance Log Attendees, in person, are required to sign an attendance log at the conference or on-site visit. HHSC will not be held responsible for an attendee’s failure to sign in on the attendance log.

For conference calls and webinars, participants will be added to the attendance log and should have the following information ready and properly announced or submitted:

a) Legal business entity name or name of individual which will be used if submitting a response to this IFB or subcontractor acting on behalf of the legal business entity;

b) Name and title of each representative on the call or webinar; and

c) E-mail address for the point of contact.

On-Site Visit HHSC will conduct two (2) mandatory on-site visits at the location specified below on the date and time identified in the Procurement Schedule (cover page of this IFB) or on the date and time established in subsequent Addenda.

The on-site visit will include a review of the IFB requirements as well as a walk-through of the facility.

Attendance at one site visit is mandatory. Failure to attend in person will result in the disqualification of a Bidder. Bidders not listed on the attendance log will not be permitted to submit a Response.

Location for On-Site Visit:

a) Austin State Hospital

b) 4301 N Lamar Blvd, Austin, TX 78751

c) Onsite contact: Ruben Mendoza, Ruben.Mendoza@hhs.texas.gov, (512) 419-2371 Bidders must notify the on-site contact listed above regarding attendance.

Scope of Work (SOW) Scope of Services to be Performed The required services to be provided are as needed, landscaping services at Austin State Hospital (ASH).

This Scope of Work (SOW) defines the requirements for landscaping maintenance of natural turfgrass (Zoysia Palisades), synthetic turf (SYNLawn), mulch beds, shrubs, perennials, groundcovers, courtyard trees, select exterior ornamental trees, and limited chemical application at Austin State Hospital (ASH).

ASH is a psychiatric hospital where the appearance of the grounds is part of the therapeutic environment for patients and their visitors. The landscape directly affects first impressions for families, referring clinicians, regulators, and the surrounding community. The Contractor shall maintain the grounds to a consistently high aesthetic standard at every service visit. Turf shall be uniform in height and color, beds shall be clean-edged and weed-free, shrubs and perennials shall hold natural form without shearing damage, mulch shall be uniformly applied at the specified depth, hardscapes shall be swept clean after each visit, and all courtyards, entries, and public-facing areas shall present a cared-for appearance at all times.

Some work will be performed in patient-accessible areas, and all work requires strict compliance with:

Austin State Hospital Contractor Safety & Risk Management Policy HHSC Procurement and Contract Management Handbook (current published edition; February 8, 2026, edition in effect as of the date of this SOW) Texas Occupations Code Chapter 1951 (Structural Pest Control Service) Texas Administrative Code, Title 4, Part 1, Chapter 7 (Structural Pest Control Service Rules) Federal Insecticide, Fungicide, and Rodenticide Act (FIFRA) All applicable local, state, and federal laws All Hospital Policies and Procedures, as well as future policies that may arise

The ASH Grounds Supervisor, designee, or Plant Maintenance Director (referred to throughout this SOW as the “ASH Representative”) serves as the point of contact for day-to-day service coordination, field inspections, service approvals, and all approvals required under this SOW. The ASH Representative is Ruben Mendoza, Ruben.Mendoza@hhs.texas.gov, (512) 419-2371

The Contractor shall provide services at the following ASH facilities:

Guadalupe Entrance

Two (2) mulch beds at the main campus entry.

Building 643

East mulch bed adjacent to the Maintenance Department building.

Building 501

Front mulch bed at the main entry AND the adjacent flagpole mulch bed.

Any surrounding turf at Building 501 is NOT part of this SOW unless specifically added in writing by the ASH Representative.

Building 800

Three (3) mulch beds are located inside the fenced area and adjacent to the building.

Building 801

All exterior mulch beds around the building AND eleven (11) interior courtyards (Courtyards 1–11).

Every courtyard contains mulch beds that are serviced under this SOW, in addition to any turf or synthetic turf surfaces described in the turf inventory below.

Turf Inventory:

· Natural turf (Zoysia Palisades) exists only inside Building 801 Courtyards 2, 3, 4, and 6.

· Synthetic turf (SYNLawn) exists only inside Building 801 Courtyard 11. Courtyards 1, 5, 7, 8, 9, and 10 contain mulch beds and plantings only, with no turf surface.

· There is no exterior lawn area on site within the scope of this SOW.

Mulch Bed Coverage:

· ALL eleven (11) interior courtyards at Building 801 contain mulch beds that are serviced under this SOW. Courtyards with natural turf (2, 3, 4, 6) have mulch beds around the turf perimeter and around trees and plantings.

· Courtyards with synthetic turf (11) have mulch beds surrounding the synthetic surface; and courtyards without any turf (1, 5, 7, 8, 9, 10) are mulch-bed and planting courtyards. Courtyard 10 is a patient garden area under an organic-only chemical restriction

Patient Area Framing:

The entire ASH campus is a patient area — patients may be present in any exterior area at any time. Not all patient areas are Restricted Areas. Restricted Areas are specific locations (interior courtyards, secured patient zones) where additional access controls apply.

For Landscape SOW purposes, the contractor may cordon off and secure work areas for safety reasons.

Restricted and patient-accessible areas include all interior courtyards, patient-occupied exterior areas, patient access routes, sidewalks, entries, patios, ramps, and other areas identified by the ASH Representative.

Natural Turf Maintenance (Zoysia Palisades) Zoysia Palisades is installed inside Building 801 Courtyards 2, 3, 4, and 6. There is no Zoysia Palisades or other natural turf at any other location under this SOW. The Contractor shall maintain all Zoysia Palisades areas as follows:

Maintain mowing height at 3–4 inches.

Mow as needed during the growing season (March through October) to keep the turf within the specified height range. Growth rates vary by season, weather, and fertility; the Contractor shall not allow the turf to exceed the specified height between scheduled service visits.

Monthly mowing November through February, or as needed during dormancy.

Stick edge turf on sidewalks, curbs, and bed lines for each mowing cycle. String trimmers (“weed eaters”) shall NOT be used to edge turf under this SOW.

Blow or sweep all clippings and debris off hardscapes, drains, and adjacent bed areas after each mowing.

Fertilize twice annually (spring and fall) with a slow-release formulation approved in advance by the ASH Representative. Fertilizer product, rate, and application date shall be documented in the service report.

Treat weeds twice annually on the same schedule as fertilization, in accordance with the scheduled herbicide program. Spot treatment of individual weeds as needed between scheduled pre and post emergent treatments.

All machinery is to be battery powered. Gas power is prohibited to prevent fumes and spills in buildings.

Aeration Restriction. Mechanical core aeration is PROHIBITED in all Building 801 courtyards. Subsurface drip irrigation (SDI) lines and tree irrigation loops are buried under the turf and under the soil around every tree. Core aeration risks tubing puncture and irrigation system damage. This prohibition is absolute and cannot be waived.

If the Contractor identifies compaction that cannot be managed through routine mowing and fertilization, the Contractor shall notify the ASH Representative in writing and propose a non-penetrating conditioning approach (liquid soil conditioner or surface brushing) for review.

Dethatching. Annual or calendar-driven dethatching is NOT required under this SOW and is NOT authorized as a routine service.

Zoysia Palisades is a medium-coarse cultivar that accumulates thatch slowly when mowed at the correct 3–4-inch height and is susceptible to injury from aggressive mechanical dethatching. The Contractor shall monitor thatch depth in each Zoysia courtyard twice per year (at the spring and fall walk-throughs) using a probe or soil core sample.

If measured thatch depth exceeds one-half (½) inch in any courtyard, the Contractor shall submit a written Thatch Management Proposal to the ASH Representative describing the affected area, the measured depth, the proposed treatment method, and the expected effect. Any dethatching intervention is subject to prior written approval from the ASH Representative and is limited to non-penetrating methods only: surface dethatching rake, soft vertical brush, or liquid soil conditioner.

Mechanical power rakes with penetrating tines (vertical mowers, verticutters) are PROHIBITED in all courtyards for the same reason as core aeration — risk of damage to subsurface drip irrigation. Thatch management shall not be used as a cover for unauthorized aeration activity.

Synthetic Turf Maintenance (SYNLawn – Courtyard 11) Building 801 Courtyard 11 is installed with SYNLawn synthetic turf. The Contractor shall maintain this surface under the SYNLawn Care and Maintenance Manual (current edition) and the additional requirements below. Synthetic turf is NOT mowed, fertilized, irrigated, aerated, or treated with pre-emergent or post-emergent herbicides.

Debris Removal: Remove leaves, twigs, trash, pine needles, and other surface debris at each courtyard service visit using a leaf blower, plastic rake, or soft broom. Do not use metal rakes or any tool with rigid metal tines that can damage the turf fibers or backing.

Grooming: Cross-brush the turf regularly with a stiff synthetic-bristle broom or approved power groomer (e.g., Grandi Groomer or equivalent) to keep turf fibers upright and evenly distributed. Brush against the grain of the fibers. Frequency shall be sufficient to prevent matting in high-traffic areas.

Infill Management: Inspect infill distribution at each visit. Redistribute infill from displaced high spots to thin or bare areas by brushing. Replenish infill as needed to maintain manufacturer-specified depth. Replenishment beyond routine redistribution requires prior written approval from the ASH Representative.

Stain & Spill Response: Address spills and stains promptly per the SYNLawn Care and Maintenance Manual. Use only cleaning products approved by the SYNLawn manual. Bleach, petroleum solvents, acetone, concentrated acids, and pre-emergent herbicides are PROHIBITED on synthetic turf.

Weeds in Synthetic Turf: Any weed growth in the seams, perimeter, or infill shall be removed by hand at each visit. No chemical herbicide application on or within three (3) feet of the synthetic turf surface.

Drainage: Keep drains, perimeter seams, and edging free of debris buildup. Report any pooling, seam separation, or substrate issues to the ASH Representative in writing within one (1) business day.

Minor Repairs: The Contractor is responsible for minor field repairs including re-seating loose edging, re-gluing small seam lifts (<12 linear inches), and patching small damage (<1 square foot) using SYNLawn-approved adhesives and replacement material. Repairs larger than these thresholds shall be reported to the ASH Representative and handled under the SYNLawn manufacturer's warranty process. The Contractor shall not perform repairs that would void the manufacturer's warranty.

Prohibited Activities: No smoking, open flame, hot equipment, parking of vehicles, or staging of heavy equipment on synthetic turf. No pre-emergent, post-emergent, fertilizer, or soil amendment on synthetic turf. No mechanical aeration, top-dressing, or seeding on synthetic turf.

Mulch Bed Maintenance Maintain 2–3-inch uniform depth of double-shred Texas hardwood mulch.

Replenish mulch spring and fall.

Weed beds at each service cycle; no seedheads or invasive weeds left.

Edge mulch beds each visit.

Remove all litter and debris; no burying under mulch.

String trimmers (“weed eaters”) shall not be used in mulch beds. This practice causes damage to ornamental planting and is not permitted.

Shrubs, Groundcovers, and Perennials Prune in accordance with plant and seasonal needs Maintain natural form and safe sightlines.

Perform seasonal rejuvenation pruning as directed by the ASH Representative Remove spent blooms and dead material.

Inspect for disease or decline at each service Staking of shrubs, perennials, or other non-tree plant material will be performed by written approval from ASH designee.

Trees Prune courtyard trees (Crape Myrtle, Cedar Elm, Red Oak, Redbud, Anacacho Orchid, Mexican Olive) and exterior ornamental trees (Desert Willow, Lacey Oak, Mexican Olive). Pecan, Post Oak, and Live Oak in exterior mulch beds are maintained under the Tree Services SOW and are excluded from this scope. Major structural pruning, removals, cabling, and crown reduction work on mature trees are outside the scope of this SOW. This SOW covers routine clearance pruning, deadwood removal, and debris cleanup incidental to landscape maintenance.

Maintain 8 ft clearance over walks and 12 ft clearance over drives.

Remove dead or hazardous limbs immediately and report the condition to the ASH Representative.

Staking – Scope: The staking protocol in this section applies to all plant material under this SOW, including trees, shrubs, perennials, and any other plant that may require staking support. References to “trees” in this staking protocol shall be read to include any plant material requiring staking.

Staking – Existing Material: ASH has removed almost all of the original staking previously installed on site, including the bamboo staking on courtyard Redbuds, the multi-trunk bamboo staking on Anacacho Orchids, and the wooden lodge pole staking on site Pecans. At the start of services under this SOW and at each monthly service visit, the Contractor shall inspect all courtyard and site plant material for any remaining stakes, guy wires, bamboo lodge poles, wooden lodge poles, ties, or arbor tape. Any remaining material that is no longer serving a stability function shall be removed; the stake holes backfilled, and the removal documented in the service report.

Staking – New Installations: If during routine service the Contractor identifies any plant that is found to need staking (for example, a newly planted replacement, a plant that has shifted or begun to lean, or a plant that has sustained storm damage), the Contractor shall notify the ASH Representative, describe the condition, and obtain written approval before installing any staking. Once approved and installed, the staking shall be maintained in place for as long as the plant requires it based on that plant’s establishment and stability needs; the Contractor shall monitor the plant at each service visit and shall remove the staking promptly once it is no longer needed, to prevent girdling, bark damage, or trunk weakness. Both the approval and the subsequent removal shall be documented in the service report.

Remove all pruning debris, leaf litter, and windfall immediately from patient areas and walkways.

Seasonal & Weather Services Increase leaf removal during fall drop.

Post-storm: Clear patient entries within 24 hours; full debris removal within 72 hours.

Remove freeze-damaged foliage in early spring.

Litter & Debris Collect and remove litter, trash, and debris at each visit.

Tools, litter, and waste shall never be left unattended in-patient areas.

Fungicide & Herbicide Applications (Limited Use)

· Chemical use under this SOW is limited to fungicides (disease suppression) and herbicides (weed control). No insecticides, rodenticides, or plant growth regulators are permitted without a separate written authorization from the ASH Representative.

Scheduled Pre-Emergent and Post-Emergent Herbicide Program The Scheduled Program is a proactive, calendar-driven, broadcast herbicide regimen designed to prevent and suppress weed populations in Zoysia Palisades turf areas and designated mulch beds. It is performed twice annually on the same schedule as turf fertilization.

Timing: Two scheduled rounds per year. Spring round (February through April) targeting pre-emergent control of summer annuals. Fall round (September through October) targeting pre-emergent control of winter annuals and post-emergent cleanup of summer escapes. Exact dates shall be coordinated with the ASH Representative based on seasonal conditions.

Sites: Scheduled Program applications are permitted only on Zoysia Palisades turf in Building 801 Courtyards 2, 3, 4, and 6, and on designated mulch beds. Courtyard 10 is excluded. Synthetic turf in Courtyard 11 is excluded. Any areas within three (3) feet of Courtyard 11 synthetic turf are excluded.

Product Class: Pre-emergent and selective post-emergent herbicides labeled for residential and/or commercial turf and ornamental mulch beds. Any herbicide applied to Zoysia Palisades turf shall be labeled as tolerant to Zoysia Palisades (or to Zoysia cultivars that expressly include Palisades. Any herbicide applied in mulch beds shall be labeled for use around the ornamental species present. The Contractor selects the specific products; every scheduled-program product requires ASH Representative approval before the first application and must be supported by a complete Label Use-Pattern Declaration. The SOW does not specify brand names; product suitability is judged by the label itself.

Application Method: Broadcast or zone application by a TDA-licensed Commercial Applicator using calibrated equipment. Rates, carrier volumes, and buffer distances shall be taken directly from the product label use-pattern.

Notice: Each scheduled round requires a pre-application notice at least forty-eight (48) hours before application. This 48-hour outdoor notice is an ASH policy requirement; the 4 TAC §7.146 hospital sign requirement applies to indoor treatments only and is not the basis for this requirement.

Records: Full application records under 4 TAC §7.144

Spot Treatment of Individual Weeds Spot Treatment is a reactive, non-broadcast application used to address individual weed escapes between scheduled rounds, in mulch beds, along hardscape edges, and in non-turf areas where mechanical removal is impractical. Spot Treatment is a separate category from the Scheduled Program and operates under its own approval path.

Product Class: Non-selective foliar spot herbicides for broadleaf and grassy weeds, and selective post-emergent herbicides for species not controlled by the non-selective product (for example, sedges or grassy species tolerant to the primary product). The Contractor selects the specific products; every spot-treatment product requires ASH Representative approval before the first application and must be supported by a complete Label Use-Pattern. The SOW does not specify brand names; product suitability is judged by the label itself.

Application Method: Hand-held or backpack sprayer only. Directed spot application to the target weed. No broadcast application under this category. No airless, boom, or pressurized broadcast equipment.

Buffers: No spot treatment within three (3) feet of the synthetic turf surface in Courtyard 11. No spot treatment within Courtyard 10. No spot treatment in or within ten (10) feet of any area where patients are present at the time of application.

Notice: Each spot-treatment event requires a pre-application notice at least twenty-four (24) hours before application, unless the ASH Representative waives the notice period in writing for a specific location.

Records: Full application records under 4 TAC §7.144

Organic-Only Zone (Courtyard 10) Building 801 Courtyard 10 is a patient garden area. No synthetic chemical herbicide, fungicide, insecticide, rodenticide, or fertilizer is permitted in Courtyard 10 or within ten (10) feet of its perimeter.

Permitted Product Class: Only products certified organic under the USDA National Organic Program (NOP) and listed by the Organic Materials Review Institute (OMRI) for use on food crops. Acceptable categories include OMRI-listed horticultural acid-based herbicides, soap-based herbicides, and OMRI-listed organic fertilizers and soil amendments. The SOW does not specify brand names; product suitability is judged by current OMRI listing and NOP certification.

Application Method: Hand application or directed hand-pump sprayer only. No broadcast application. No backpack sprayer that has ever contained a non-organic product.

Approval: Every organic product proposed for Courtyard 10 use requires prior written approval from the ASH Representative, including OMRI for listing verification. The Courtyard 10 product list is maintained separately from the scheduled program and spot-treatment product lists.

Weed Control First Resort: In Courtyard 10, weeds shall be controlled by hand removal as the first resort. Any chemical use, even OMRI-listed products, is a last resort and requires ASH Representative approval on an event-by-event basis.

Label Compliance and Pre-Notification Protocol (Universal) This protocol applies to every fungicide and herbicide application in every category including scheduled rounds, spot treatments, and organic-only applications. FIFRA §12(a)(2)(G) makes it unlawful to use any registered pesticide in a manner inconsistent with its labeling; pesticide labels are structured as decision trees in which each use-pattern carries its own target pest list, rate, method, PPE, REI, buffer, and restrictions.

The Contractor shall declare which specific label use-pattern it intends to operate under for each application, in advance, so that ASH leadership and the Grounds Supervisor can verify compliance and respond to any questions from patients, staff, families, or regulators before, during, or after the application.

Label Use Pattern Declaration. At least forty-eight (48) hours before any scheduled-program or organic-only application, and at least twenty-four (24) hours before any spot-treatment application, the Contractor shall submit to the ASH Representative a written Label Use-Pattern Declaration containing the following ten (10) items:

(1) Product brand name, manufacturer, and EPA Registration Number.

(2) The exact label section heading(s) the Contractor is operating under, quoted verbatim from the product label (for example, “Non-Agricultural Use Requirements – Residential and Commercial Turfgrass – Zoysiagrass (labeled cultivars) – Broadcast Application,” or “Spot Treatment with Backpack or Hand-Held Sprayer”). Generic references such as “per label” are not acceptable; the Contractor shall identify the specific use pattern being invoked.

(3) The target weed species (for herbicide applications) or target fungal disease or pathogen (for fungicide applications) being controlled, matched to the target list within the declared label section.

(4) The application rate tier (low, middle, or high, or the specific ounces or teaspoons per gallon or per 1,000 square feet), with the rate value taken directly from the declared label section and shown both in label units and in site-specific delivered units for the area being treated.

(5) The application method (broadcast, zone, or spot), the equipment to be used, the carrier volume, and the nozzle type, all consistent with the declared label section.

(6) The Restricted Entry Interval (REI) in hours and the personal protective equipment (PPE) required by the label, and how the REI will be enforced at ASH (signage, access restriction, escort coordination).

(7) Buffer distances from sensitive areas, including patient-accessible surfaces, water features, ornamentals not on the label’s tolerant list, Courtyard 10, and Courtyard 11 synthetic turf, taken from the declared label section and any manufacturer technical bulletin.

(8) The name, TDA license number, and license category of the Certified Commercial Applicator performing the application, and confirmation that the applicator’s license is current.

(9) The full product label (PDF) and current Safety Data Sheet (SDS) attached to the declaration. If the Contractor relies on a supplemental label or 2(ee) recommendation, that document shall also be attached.

(10) The planned application date, start time, and expected completion time. Weather conditions at application time shall be recorded on the service report.

ASH Review and Response. The ASH Representative may approve, deny, or request modifications to any Label Use-Pattern Declaration before application. The Contractor shall not begin application until the declaration is approved in writing. If ASH leadership receives a question from a patient, family member, staff member, or regulator about a recent or upcoming application, the Contractor shall support ASH’s response by providing any additional label or SDS information requested, at no additional cost.

TDA Notice of Pest Control Treatment. Each application also requires a completed TDA Notice of Pest Control Treatment form, signed by the ASH Representative before application. The TDA Notice and the Label Use-Pattern Declaration are separate documents; both are required.

Pre-Notification Sign Posting (ASH Policy). This SOW is outdoor landscape work only; it contains no indoor treatment scope. The 4 TAC §7.146 sign requirement for hospital facilities is triggered by indoor treatments and does not apply to the outdoor applications under this SOW. Nevertheless, as a matter of ASH policy for the safety and awareness of patients, staff, and visitors, the Contractor shall post pre-application signs at least forty-eight (48) hours in advance.

Signs shall remain posted through the Restricted Entry Interval (REI) specified in the declared label use-pattern and shall be placed in locations visible to staff, patients, and visitors approaching the treatment area. Sign content and placement shall be coordinated with the ASH Representative.

Records Retention. Contractor shall maintain all Label Use-Pattern Declarations, TDA Notices, SDS sheets, and application records for a minimum of two (2) years and make them available to the ASH Representative and to TDA upon request, consistent with 4 TAC §7.144.

Wind Speed Restriction. No chemical application of any kind (scheduled program, spot treatment, or organic-only zone) shall occur when sustained wind speeds exceed ten (10) miles per hour or wind gusts exceed fifteen (15) miles per hour, as verified by a reliable weather source (National Weather Service, Camp Mabry ASOS station, or equivalent). If wind conditions exceed these limits during an application in progress, the Contractor shall immediately cease application, secure all chemical materials, and document the stoppage in the service report. The Contractor shall not resume application until wind conditions fall below the stated limits. Wind speed at the time of application start and at the time of application completion shall be recorded in the Label Use-Pattern Declaration for that application.

Interior Courtyard Services (Building 801) All 11 interior courtyards at Building 801 are patient-accessible spaces. The following requirements apply in addition to the general safety and access requirements:

ASH staff escort is required at all times while Contractor personnel are inside any interior courtyard or restricted patient area. No work may proceed without an escort present.

Certain areas of the campus, including interior courtyards and patient-accessible spaces, may have restricted access to windows due to patient activity. The ASH Representative shall determine the available access times for these areas and communicate them to the Contractor in advance. The Contractor shall plan to work accordingly and shall not enter restricted areas outside the communicated access windows without prior approval from the ASH Representative.

All tools, equipment, supplies, and debris shall be removed before the crew exits the area. Nothing may be left behind or staged for later pickup. Please see Exhibit H for the equipment list.

No work site, equipment, or materials shall be left unattended in a restricted area.

If a restricted area cannot be serviced on the scheduled date due to escort unavailability or patient activity, the Contractor shall coordinate with the ASH Representative to reschedule within the same service week when operationally possible. If rescheduling is not possible, the restricted-area service shall be excluded from the cycle, and the corresponding line item shall not be included on the Contractor’s invoice for that cycle.

Courtyard Service Schedule

· Growing Season (March through October): Courtyards are serviced on a bi-weekly rotation. During each courtyard service window, the Contractor shall perform all scheduled turf, bed, shrub, and cleanup work for the assigned set of courtyards per the current rotation plan.

· Dormant Season (November through February): Courtyard service drops to a monthly routine, plus as-needed response for storm debris, leaf removal, and any safety-related cleanup directed by the ASH Representative.

Schedule Submission

· Before the start of each service month, the Contractor shall submit a proposed courtyard rotation schedule showing which courtyards will be serviced on which days. The schedule is subject to ASH Representative approval and may be adjusted at any time based on patient activity, hospital operations, or escort availability.

· If an escort is not available for a scheduled courtyard, the Contractor shall coordinate with the ASH Representative to reschedule within the same service week when operationally possible. If rescheduling is not possible, that courtyard service shall be excluded from the service period, and the corresponding line item shall not be included on the Contractor’s invoice.

Work Outside Scope

· Irrigation system maintenance, repair, and operation are expressly excluded. The Contractor shall not perform irrigation work under this SOW.

Work Categories All work under this SOW is organized into the following categories for bidding and invoicing purposes. Each category shall be bid and invoiced as a separate line item on the Purchase Order.