6-RFP2026-14 MOWING SERVICES FOR GREGG COUNTY.pdf

1 RFP# 2026-14 Mowing Services for Gregg County, Texas

REQUEST FOR PROPOSALS

The enclosed REQUEST FOR PROPOSALS (RFP) and accompanying documents are for your convenience in submitting an offer for the enclosed reference services for:

RFP# 2026-14

MOWING SERVICES

FOR GREGG COUNTY, TEXAS

CLOSING DAY AND TIME: Sealed response will be received no later than:

1:00 P.M. CST Tuesday, July 07, 2026

MARK ENVELOPE:

RFP# 2026-14 Mowing Services

RETURN RESPONSE TO:

Gregg County Purchasing Office Attn: Kelli Davis, Purchasing Agent 101 East Methvin Street, Suite 205

Longview, Texas 75601

QUESTIONS: regarding this solicitation should be directed to Kelli Davis at (903) 237-2686 kdavis@greggcounty.texas.gov on or before time and date. Information in response to any inquiry may be published as an addendum. Addendums can be found on the Gregg County website www.greggcounty.texas.gov on the Purchasing Department page.

mailto:kdavis@greggcounty.texas.gov http://www.greggcounty.texas.gov/

2 RFP# 2026-14 Mowing Services for Gregg County, Texas

TABLE OF CONTENTS

Cover Page Page 1

Table of Contents Page 2

Notice of Intent Page 3

Proposal Submission Instructions Pages 4-5 Deadline to submit questions

Terms and Conditions Pages 6-8 Criminal background check requirements Proposed Schedule

Projects Coordination, Access Control and Security Oversight Page 9

Scope of Services Pages 10-13

Proposal Submission Requirements/Instructions Pages 14-15

Evaluation Criteria and Process Pages 16-18

RFP Forms Section Pages 19-25

FORM A: Compliance with Federal and State Laws FORM B: RFP Signature Form FORM C: Conflict of Interest Information FORM D: Cost Proposal Fee Form FORM E: Insurance Certificate submittal FORM F: Addendum Form (if required) HB1295: (awarded vendor only)

Advertisement Page 26

Exhibit A: Standard Terms and Conditions

Exhibit B: Vendor Registration Instructions

Exhibit C: Gregg County Building Locations

Exhibit D: Precinct 3 Road List

Exhibit E: Gregg County Task Order Form

This Table of Contents is intended as an aid to Respondents and not as a comprehensive listing of the RFP package. Respondents are responsible for reading this entire document and complying with all specifications.

3 RFP# 2026-14 Mowing Services for Gregg County, Texas

GREGG COUNTY, TEXAS

REQUEST FOR PROPOSALS

NOTICE OF INTENT

Issue Date: June 17, 2026 8:30am CST

Title: RFP# 2026-14 Mowing Services for Gregg County

Issuing and Using Agency: Gregg County Attn: Purchasing Department Kelli Davis, Purchasing Agent 101 East Methvin, Suite 205 Longview, Texas 75601

Gregg County (“County”) is soliciting proposals from qualified Respondents to provide mowing services for precinct 3 and on an as-needed basis in accordance with the specifications, terms, and conditions outlined in this Request for Proposals (RFP). This document is issued in compliance with the County Purchasing Act Texas Local Government Code Chapter 262. Gregg County intends to contract with one or more service providers for these services.

SEALED PROPOSALS addressed to the Purchasing Agent of Gregg County, Texas must be received in the Purchasing Department at, 101 East Methvin, Suite 205, Longview, Texas 75601 or submitted online by uploading the required Bid/RFP on the Gregg County Bonfire Portal (see exhibit B for Bonfire Vendor registration procedures). Respondents must first be registered as a vendor of Gregg County to utilize the online Bonfire bid portal. Gregg County strongly encourages Respondents to utilize the online Bonfire portal. Vendor registration is FREE. Submittals are due no later than Tuesday, July 07, 2026 by 1:00PM CST.

It is the respondents’ sole responsibility to review this site and retrieve all related documents prior to the RFP due date.

Solicitation documents are now posted on the Gregg County Bonfire portal https://cogreggtx.bonfirehub.com/.

Respondents must first be registered to utilize the online bid system. Facsimiles will not be accepted. Paper documents may also be obtained from the office of the Purchasing Agent.

All documents relating to this RFP including but not limited to, the RFP document, questions and their responses, addenda and special notices will be posted on the Gregg County Bonfire portal https://cogreggtx.bonfirehub.com/ and available for download by Respondents and other interested parties. It is the respondents’ sole responsibility to review this site and retrieve all related documents prior to the RFP due date.

Need Help?

Gregg County uses a Bonfire eProcurement for accepting and evaluating Bids/RFP’s digitally. Please contact Bonfire at support@gobonfire.com for technical questions related to your submission. You can also visit their help forum at https://bonfirehub.zendesk.com/hc .

PROPOSAL INSTRUCTIONS

Proposal Requirements: If Respondent plans to submit a paper proposal, Respondents shall send one (1) set of SEALED documents with original signatures and one (1) flash drive (jump, thumb) with their RFP packet. Gregg County strongly encourages Respondents to utilize the online Bonfire vendor portal. Respondent should upload their proposal on the Gregg County Bonfire portal at https://cogreggtx.bonfirehub.com/. Respondents must first https://cogreggtx.bonfirehub.com/ https://cogreggtx.bonfirehub.com/ mailto:support@gobonfire.com https://bonfirehub.zendesk.com/hc https://cogreggtx.bonfirehub.com/

4 RFP# 2026-14 Mowing Services for Gregg County, Texas be registered to utilize the Bonfire portal. Please refer to exhibit B for the registration process. All mailed/hand delivered responses shall be sealed and marked RFP# 2026-14 Mowing Services and delivered to the address below by the closing date specified. A facsimile transmission is not an acceptable response to this RFP Process and will not be considered.

Gregg County Purchasing Kelli Davis, CPPB, NIGP-CPP

Purchasing Agent 101 East Methvin, St. 205 Longview, Texas 75601

Sealed RFP Required: All RFP’s must be sealed when returned to Gregg County. All proposals must be received in the office of the County Purchasing Agent or on the Gregg County Bonfire portal no later than 1:00P.M.CST, July 07, 2026 (see purchasing office address above)

Addenda – No oral representations as to the meaning of the RFP will be made to any Respondent. Any explanation desired by a Respondent must be submitted in writing. (see questions deadline) Any changes, interpretations, or corrections to this document will be made by addenda. Addendums can be found on the Gregg County Bonfire portal https://cogreggtx.bonfirehub.com/.

Public Bid Opening: RESPONSES WILL BE received and publicly acknowledged at the Gregg County Purchasing Department at 101 East Methvin, Suite 205, 2nd Floor Courthouse, Longview, Texas 75601 at 1:00PM CST July 07, 2026. Respondents, their representatives and interested persons may be present.

Late bids/proposals/: Any responses received after the date and/or hour set for in this proposal document will not be accepted. The late Respondent will be notified and will advise Gregg County Purchasing as to the disposition by either pick up, return at bidder’s expense, or destroyed with written authorization.

Mail & Delivery of RFP: If responses are sent by mail to the Purchasing Department, the Respondent shall be responsible for actual delivery of the RFP to the Purchasing Department before the advertised due date and time.

If mail is delayed either in the postal service or in the internal mail system of Gregg County beyond the date and hour set for the RFP opening, responses thus delayed will not be considered and will be disposed of as authorized.

Questions/Contact Info: Respondents are encouraged to review this entire RFP Document. All questions regarding this RFP must be in writing and sent by email to Purchasing Agent Kelli Davis at kdavis@greggcounty.texas.gov or on the Gregg County Bonfire portal https://cogreggtx.bonfirehub.com/.

Contact with other personnel of the County other than the Purchasing Agent regarding the RFP may be grounds for elimination from the selection process.

DEADLINE TO SUBMIT QUESTIONS IS: 5:00PM CST, July 03, 2026.

Decline to submit response: If no response is to be submitted, do no return the solicitation. A letter should be sent to the Gregg County Purchasing Agent whether future solicitations for the type of supplies/services are desired. Failure of the recipient to notify Gregg County that future solicitations are desired may result in removal of the recipient from the mailing list for the type of supplies or services.

Submission Instructions for Respondents: Please follow instructions to submit Submission Statement via the Gregg County online Bonfire portal. Please note the type and number of files allowed. The maximum upload file size is 1000MB.

mailto:kdavis@greggcounty.texas.gov

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Please do not embed any documents within uploaded files as they will not be accessible or evaluated. Respondents may upload RFP’s at https://cogreggtx.bonfirehub.com/. See step by step process instructions in exhibit B.

Submission must be uploaded, submitted, and finalized prior to the closing time of the Bid/RFP. Gregg County strongly recommends that Respondents allow for sufficient time and at least one (1) day before closing time to begin the upload process and to finalize your submission.

Each item of requested information will only be visible after the closing time. Uploading large documents may take significant time depending on the size of the files and your internet connection speed. After submitting, Respondent will receive an email confirmation receipt with a unique confirmation number. Minimum system requirements: Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox. JavaScript must be enabled. Browser cookies must be enabled.

6 RFP# 2026-14 Mowing Services for Gregg County, Texas

TERMS & CONDITIONS

Late Proposals:

Gregg County reserves the right to not accept late proposals. Each Respondent is responsible for insuring that responses to this RFP have been delivered by the date, time and to the location as specified in this Request for Proposal Document. The receipt of the responses submitted will be acknowledged as received only, and does not constitute any acceptance by Gregg County as an offer. Documentation will become a part of the Commissioners Court minutes only after selection is made, if any.

Contracting Authority:

Only the Commissioners Court of Gregg County, Texas acting as a body may enter into any type of agreement or contract on behalf of Gregg County. Department heads, other elected or appointed officials, are not authorized to enter into any type of agreement or contract on behalf of Gregg County, or to agree to any type of supplemental agreements or contracts for goods or services. Contracts are subject to review by the County’s attorney prior to signature by the authorized County official.

Disadvantages Business Enterprise (DBE) Gregg County is wholly committed to developing, establishing, maintaining, and enhancing minority business involvement in the total procurement process. The County, its contractors, their suppliers and sub-contractors, vendors of goods, equipment, services, and professional services, shall not discriminate on the basis of race, color, religion, national origin, age, handicap, or sex in the award and/or performance of contracts. However, competition and quality of work remain the ultimate standards in contractor, sub-contractor, vendor service, professional service, and supplier utilization. All vendors, suppliers, professionals and contractors doing business or anticipating doing business with Gregg County shall support, encourage and implement steps toward our common goal of establishing equal opportunity for all citizens of Gregg County.

BAFO:

Gregg County reserves the right to request Best and Final Offers from Respondents including any necessary re-scoring as a result of the Best and Final Offers received.

Cost of Preparation:

Costs of preparation of a response to this request are solely those of the Respondent including but not limited to any expenses incurred for interviews, presentations or negotiations. Gregg County assumes no responsibility for any such costs incurred by the Respondent. The Respondent also agrees that Gregg County assumes no responsibility for any costs associated with any administrative or judicial proceedings resulting from the solicitation process.

Confidentiality during Evaluation Process:

All documents submitted as part of the Respondent’s offering will be deemed confidential during the evaluation process.

Rejection of Responses:

Gregg County reserves the right to accept or reject any or all proposals, with or without cause, to waive technicalities, or to accept the proposal which, in its sole judgment, best serves the interest of the County, or to award a contract to the next most qualified Respondent if a successful Respondent does not execute a contract within 15 business days after approval of the selection by the Gregg County Commissioners Court.

7 RFP# 2026-14 Mowing Services for Gregg County, Texas

Ethics/Gratuities:

Gregg County may, by written notice to the Awarded Respondent, cancel any contract without liability to Awarded Respondent if it is determined by Gregg County that gratuities, in the form of entertainment, gifts, or otherwise, were offered or given by the Respondent, or any agent or representative of the Respondent, to any officer or employee of Gregg County with a view toward securing a contract or securing favorable treatment with respect to the awarding or amending, or the making of any determinations with respect to the performing of such a contract. In the event this contract is canceled by Gregg County pursuant to this provision, Gregg County shall be entitled, in addition to any other rights and remedies, to recover or withhold the amount of the cost incurred by Awarded Respondent in providing such gratuities.

Compliance with RFP terms:

Respondents are cautioned that exceptions to these terms, conditions, and attachments may result in rejection.

Any awarded respondent will be expected to execute a contract separate from this document but includes this document as part of the contract.

Confidentiality:

Any material that is to be considered confidential in nature must be clearly marked as such and may be treated as confidential to the extent allowable in the Texas Public Information Act. Pricing information is not considered to be confidential. Trade secrets or confidential information MUST be placed in a separate envelope marked “CONFIDENTIAL INFORMATION” and each page must be marked “CONFIDENTIAL INFORMATION”.

Please be advised that Gregg County cannot and will not make any agreement to withhold information from the public that is contrary to the County’s responsibility under the Act.

Non-responsive / Proposal Rejections:

Proposals may be deemed non-responsive, among other reasons, for any of the following reasons:

1. Proposals containing inconsistencies.

2. Unbalanced value of terms.

3. Respondents may be disqualified and not considered, among other reasons, for any of the following specific reasons:

• Reason for believing collusion exists among the Respondents.

• Reasonable grounds for believing that any Respondent is interested in more than one submission for the work contemplated.

• The Respondent being interested in any litigation against the county.

• The Respondent in arrears on any existing contract or having defaulted on a previous contract.

• Lack of competency as revealed by a financial statement, experience.

• Respondents shall not owe delinquent property tax in Gregg County.

• Respondent past performance record with Gregg County.

Multiple Vendor Award:

Gregg County reserves the right to award multiple contractors and to designate contractors in terms of primary service providers and standby service providers.

Insurance Requirements:

Respondent shall furnish to the Counties Procurement and Purchasing Division evidence of insurance with the coverage conditions and policy limits set forth in Exhibit “A”, which is attached hereto and incorporated herein by this reference. Submitted evidence of coverage shall demonstrate strict compliance to all requirements. The County of Gregg shall be listed as an “Additional Insured”. Issuance of a work order is contingent upon the proper insurance documents. All insurance shall be maintained until work has been completed and accepted by the County. The Successful Respondent shall, at its sole expense, maintain in full force and effect at all times during

8 RFP# 2026-14 Mowing Services for Gregg County, Texas the life of the agreement, insurance coverage's and limits (including endorsements), as described herein. Each policy shall provide the County with at least ten (10) days prior notice of any cancellation, non-renewal or material change to the insurance coverages. The requirements contained herein, as well as Counties review or acceptance of insurance maintained by any RFP responder are not intended to, and shall not in any manner, limit or qualify the liabilities and obligations assumed by any RFP responder under the Agreement.

Escalation:

If during the term of the contract the Respondent’s costs for fuel, labor, materials, equipment operation, insurance, or other operational expenses increase, the Respondent may submit a written request to the Purchasing Agent for consideration of a price adjustment by the Gregg County Commissioners Court.

Any request for escalation shall include written justification and supporting documentation demonstrating the economic increase.

The Respondent shall provide a minimum of thirty (30) calendar days written notice prior to any requested increase.

Approval of any escalation request shall be at the sole discretion of the Gregg County Commissioners Court.

Contract Terms:

The term of the awarded contract, if any, shall be for an initial period of two (2) years beginning upon award by the Gregg County Commissioners Court, Precinct 3 work shall commence on the first mowing cycle, whichever and or at the direction of Precinct 3 Commissioner and after Court award. The contract may be renewed for additional one-year terms upon written agreement of both parties and approval by the Gregg County Commissioners Court. The County does not guarantee any minimum volume of work under any resulting contract.

PROPOSED SCHEDULE: This is just a proposed schedule; Gregg County reserves the right to change or extend the dates listed below at any time.

RFP issue date June 17, 2026 Deadline to submit questions July 03, 2026 by 5:00pm CST RFP proposal deadline July 07, 2026 by 1:00pm CST Committee evaluations TBD Committee Recommend to CC TBD

Project Coordination and Work Authorization:

All work, scheduling, access, and coordination activities related to this contract shall be conducted through the applicable Precinct Superintendent, County department, or designated County representative. No work shall be performed without prior authorization from the County. Respondent personnel shall check in with the applicable County representative prior to beginning work activities at any County location. The County reserves the right to deny or revoke access to any Respondent personnel who fail to comply with County operational, safety, or security requirements.

Multiple Awards:

The County reserves the right to award contracts to one or more Respondents based on service capability, responsiveness, geographic coverage, and operational needs.

The County may assign work based on precinct boundaries, proximity to service locations, or contractor availability to ensure efficient and timely service delivery.

9 RFP# 2026-14 Mowing Services for Gregg County, Texas

General Conditions:

All information, quantities, and service areas provided by the County are for bidding purposes only and are not guaranteed. The County does not guarantee any minimum amount of work under any resulting contract. The Respondent shall comply with all County policies, procedures, and directives applicable to work performed on County property.

CRIMINAL BACKGROUND CHECKS AND SECURITY REQUIREMENTS

Criminal background checks may be required for any awarded Respondent and any employees, subcontractors, or agents who will enter, access, or perform work on any Gregg County property as part of the mowing and vegetation maintenance services contract.

These properties may include, but are not limited to, the Gregg County Courthouse grounds, Gregg County Airport grounds, Gregg County Sheriff’s Department property, Gregg County Jail facilities, Gregg County Juvenile facilities, roadway rights-of-way, drainage easements, and any other County-owned or County-maintained property where work is performed under this contract.

Due to the public safety nature of mowing operations performed along roadways, rights-of-way, and public facilities, Respondent personnel may be required to operate near secure facilities, restricted areas, or controlled-access County properties.

The following requirements may apply to all Respondent personnel:

• The successful Respondent shall provide identifying information for all personnel assigned to perform work on Gregg County property, including but not limited to full name and other identifying information as required by the County for access and verification purposes.

• All Respondent personnel performing work on Gregg County property must be able to submit to and successfully pass a criminal background check if required by the County or specific facility protocols.

Clearance, when required, must be maintained for the duration of the contract for continued access to County properties.

• Background checks performed by the Respondent may not be accepted in lieu of County-required screening, depending on departmental or facility security requirements. The County reserves the right to conduct additional background screening at its sole discretion when deemed necessary.

• Respondent personnel must comply with all County access procedures, including coordination with the applicable Precinct Superintendent or designated County representative prior to accessing restricted or controlled areas, and must follow all facility-specific safety and operational requirements while on County property.

10 RFP# 2026-14 Mowing Services for Gregg County, Texas

SCOPE OF SERVICES

Gregg County (“County”) is soliciting sealed proposals from qualified Respondents to provide right-of-way mowing and vegetation maintenance services for Road and Bridge Precinct 3 and other Gregg County departments, facilities, rights-of-way, easements, drainage areas, and/or operations as requested by the County.

The intent of this Request for Proposals (RFP) is to establish one or more contracts with qualified Respondents capable of providing safe, timely, reliable, and cost-effective mowing and vegetation maintenance services in support of County roadway infrastructure, drainage systems, public facilities, and related operational needs.

The County reserves the right to award to one or multiple Respondents, to reject any or all proposals, and to accept proposals in whole or in part when determined to be in the best interest of the County. The County further reserves the right to utilize any State contract, cooperative purchasing agreement, or interlocal agreement in lieu of awarding under this RFP when allowed by law. Award under this RFP does not guarantee any minimum amount of work or compensation.

Services may include, but are not limited to:

• Mowing of County rights-of-way, easements, drainage areas, detention areas, and County-owned or County-maintained properties

• Full-width mowing of designated roadway right-of-way corridors

• Weed-eating and trimming around signs, mailboxes, culverts, bridges, guardrails, fencing, posts, utilities, and other fixed objects

• Vegetation control in ditches, drainage structures, and hard-to-access areas

• Removal of excessive vegetation as directed by the County

• Emergency, safety-related, or priority mowing as directed by the County

• Additional mowing or vegetation services requested by County departments, elected officials, or facilities

All weed-eating and trimming shall include vegetation removal around guardrails, traffic and roadway signage, and County road culverts, as well as other fixed infrastructure, to maintain visibility, drainage function, and roadway safety as directed by the County. All mowing and trimming shall be performed in a manner that maintains visibility, drainage function, and public safety. The Respondent shall take reasonable precautions to avoid damage to public or private property and shall be responsible for any damage caused during performance of work.

RESPONSE TIME AND PERFORMANCE EXPECTATIONS:

The Respondent shall maintain sufficient staffing and equipment to meet County schedules and respond to routine, priority, and emergency requests.

The County may require expedited response times for safety concerns, visibility hazards, storm-related growth, or operational needs.

Failure to meet reasonable performance expectations may result in corrective action, suspension of work assignments, or termination of contract.

EQUIPMENT AND PERSONNEL:

The Respondent shall provide all equipment and personnel necessary to perform the services.

11 RFP# 2026-14 Mowing Services for Gregg County, Texas

All equipment shall be maintained in safe operating condition and suitable for roadway and public property mowing operations.

The Respondent shall ensure all personnel are properly trained and competent to operate assigned equipment.

SAFETY AND TRAFFIC CONTROL:

The Respondent shall be solely responsible for implementing and maintaining all safety measures necessary to protect workers, the public, and County property during performance of work.

Traffic control devices and procedures shall comply with applicable safety standards, including TMUTCD guidelines when operating on or near roadways.

The Respondent shall immediately report any accidents, incidents, injuries, or property damage to the County.

DAMAGES AND LIABILITY:

The Respondent shall be responsible for all damage to County property resulting from its operations and shall repair or replace such property at no cost to the County.

The Respondent assumes full responsibility for all risks associated with performance of the work, including injury to personnel, damage to equipment, and damage to third-party property arising from contract operations.

TASK ORDERS AND WORK AUTHORIZATION REQUIREMENTS:

The County may utilize a Task Order process to authorize and manage mowing and vegetation maintenance services requested under this contract. The Task Order process will be used to define specific work locations, scope, estimated quantities, pricing basis, and completion requirements for services requested throughout Gregg County on an as-needed basis.

Task Orders may be issued by authorized County departments, Precinct personnel, or elected officials in accordance with applicable County purchasing policies and delegated authority. Task Orders may be used for routine maintenance, monthly or quarterly service requests, seasonal mowing needs, emergency services, facility grounds maintenance, drainage maintenance, and other vegetation control services as required by the County.

No work shall be initiated by the Respondent without a fully executed Task Order.

In addition, no Task Order shall be considered valid or approved unless it is accompanied by an approved Gregg County Purchase Order (PO) issued in accordance with County purchasing procedures. The Purchase Order shall serve as the final authorization for payment and contract compliance. See Task Order Form in Exhibit E.

The Task Order form included in this RFP shall be used by the County to request, document, and authorize individual work assignments under the awarded contract. The form will be utilized throughout the contract term as operational needs arise across various County departments, precincts, and facilities.

The Respondent shall only perform work that is specifically authorized through an approved Task Order and corresponding Purchase Order. Any work performed without proper authorization may be deemed non-compensable at the County’s discretion.

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The County may request additional services outside of routine mowing cycles through written task orders or other authorized directives.

Task orders may include additional mowing, emergency services, facility grounds maintenance, drainage maintenance, or other vegetation control services.

All task orders shall be performed in accordance with the pricing and terms established in the awarded contract unless otherwise agreed in writing by the County.

The County reserves the right to determine scope, priority, scheduling, and necessity of all task order work.

MEASUREMENT – PRECINCT 3 MOWING CYCLES:

See Precinct 3 Road List Exhibit D:

For services performed within Road and Bridge Precinct 3, the unit of measurement shall be a “mowing cycle.”

The Respondent shall complete a minimum of three (3) mowing cycles during the contract term unless otherwise directed by the County.

A mowing cycle consists of one (1) complete mowing and trimming of all designated areas identified by the County within Precinct 3.

Mowing cycle start dates shall be coordinated with the applicable Precinct 3 Superintendent or designated County representative.

All acreage, roadway mileage, and work area estimates are approximate and are provided for bidding purposes only. No adjustment in compensation shall be made due to variations between estimated and actual quantities encountered during performance.

All weed-eating and trimming services shall include vegetation removal around guardrails, traffic and roadway signage, and County road culverts, as well as other fixed infrastructure, to maintain visibility, drainage function, and roadway safety as directed by the County.

MEASUREMENT – ADDITIONAL COUNTY REQUESTED SERVICES:

For mowing and vegetation maintenance services requested outside of Precinct 3, including services requested by other County departments, elected officials, or facilities, the County may utilize alternative measurement methods depending on the nature of the work.

Acceptable measurement methods may include:

• Per acre

• Per roadway mile

• Per location or facility

• Per hour

• Per project

• Lump sum pricing

• Emergency or priority service rates

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The County reserves the right to determine the most appropriate measurement method based on scope, urgency, and operational requirements. All measurements, estimates, and service quantities provided by the County are approximate and may vary during actual performance.

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PROPOSAL SUBMISSION REQUIREMENTS/INSTRUCTIONS

All proposals shall follow the same format. No exceptions to this format will be accepted. To be considered for evaluation, proposals must address all required components in the order listed below.

The purpose of this required format is to simplify the proposal preparation and evaluation process and ensure all proposals receive a fair and consistent review.

All proposals must include the following components:

Section Topic 1 RFP Instruction Compliance 2 Respondent Qualifications and Experience 3 Pricing 4 Technical Approach and Services Capabilities 5 Safety, Compliance and Sustainability

Practices

1. RFP INSTRUCTION COMPLIANCE

Provide a brief cover letter including:

• Primary contact information for communication regarding this proposal

• Confirmation of ability to meet County scheduling, safety, and coordination requirements

• Confirmation of ability to coordinate with Gregg County Precinct personnel or designated representatives

• Identification of any prior experience working with Gregg County (if applicable)

• Acknowledgment that all required forms are included in the submission

2. RESPONDENT QUALIFICATIONS AND EXPERIENCE

Respondents shall provide sufficient information for the County to evaluate experience and capability to perform mowing and vegetation maintenance services.

Relevant Experience Include a description of:

• Experience performing roadside mowing, right-of-way maintenance, or similar vegetation control work

• Experience operating mowing equipment in public or roadway environments

• Ability to perform mowing, trimming, and weed-eating services

• Experience working with local governments, utilities, or private landowners (if applicable)

• Ability to complete routine and seasonal mowing cycles

• Provide up to two (2) references for similar work, if available.

Capacity to Perform Work Provide general information regarding:

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• Availability of equipment and personnel

• Ability to complete work in a timely manner

• Ability to respond to scheduled and unscheduled mowing requests

• General service area coverage (counties or regions served)

3. PRICING

Submit basic pricing using the County-provided Cost Proposal Form in this RFP Packet. Pricing will be evaluated based on response time, availability to perform, completeness, and value to the County.

Include:

• Per mowing cycle pricing (Precinct 3 primary service)

• Hourly rates for basic additional services

• Per acre or per mile pricing for supplemental work (if applicable)

• Emergency or after-hours rates (if applicable)

• Any additional fees or charges

• Mark not applicable for any services that cannot be perfomed.

All pricing for mowing cycles shall include labor, equipment, fuel, weed-eating, transportation, and all incidental costs necessary to complete the work.

4. OPERATIONAL APPROACH AND SERVICE CAPABILITIES

Respondents shall describe their general approach to performing mowing and vegetation maintenance services.

Include:

• Reliability, response time and immediate communication availability throughout the contract

• Equipment used for roadway and right-of-way mowing

• Crew size

• Ability to perform weed-eating and trimming around obstacles

• Ability to respond to scheduled and emergency work requests

• Ability to work at multiple locations as needed

5. SAFETY AND COMPLIANCE PRACTICES

Respondents shall describe general safety practices used during mowing operations.

Include:

• Basic jobsite safety practices

• Traffic awareness and safe mowing practices near roadways

• Use of basic traffic control (cones, signs, etc.) when needed

• Process for reporting accidents, damage, or incidents

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EVALUATION CRITERIA AND PROCESS

The Gregg County Purchasing Department will guide the evaluation of responses received to this Request for Proposals (RFP) for Mowing and Vegetation Maintenance Services for Gregg County Road and Bridge Precinct 3 and other County facilities, rights-of-way, easements, drainage areas, and operational properties.

An Evaluation Committee will be established to evaluate, score, and rank submitted proposals based on the evaluation criteria identified in this RFP. The Evaluation Committee may consist of representatives from various County departments. Gregg County reserves the right, at its sole discretion, to include additional departments, employees, consultants, contractors, or subject matter experts in the evaluation process as deemed necessary and in the best interest of the County.

EVALUATION PROCESS

After the public opening of submissions, the Evaluation Committee will review and evaluate all proposals received.

Following the initial evaluation, the County may establish a short list of Respondents for further consideration.

Gregg County reserves the right, at its sole discretion, to request additional information, clarifications, references, photographs of equipment, prior project examples, work history, or other supporting documentation from Respondents at any stage of the procurement process.

The County may request documentation demonstrating prior mowing experience, including roadway mowing, right-of-way maintenance, drainage maintenance, or similar vegetation control services.

Gregg County further reserves the right to interview Respondents or request presentations from one, two, some, all, or none of the Respondents and is under no obligation to conduct interviews, presentations, or additional evaluation activities with any Respondent.

PRESENTATIONS AND INTERVIEWS

During the evaluation process, Gregg County may, at its sole discretion, request Respondents to participate in oral presentations, interviews, or discussions related to mowing operations, equipment availability, service capacity, or operational approach.

Respondents invited to participate shall be prepared to provide virtual presentations if requested by the County.

Topics may include, but are not limited to:

• Mowing cycle execution methods

• Equipment types and operational capacity

• Staffing and scheduling approach

• Safety procedures and traffic control practices

• Response capability for emergency or priority mowing

• Coordination with County Precinct personnel

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All costs incurred by Respondents related to presentations or interviews shall be the sole responsibility of the Respondent.

If presentations or interviews are conducted, the Evaluation Committee may re-evaluate and re-score proposals using the same criteria established in the initial evaluation. Any revised scoring may supersede prior scoring.

REQUESTS FOR INFORMATION AND CLARIFICATIONS

Gregg County reserves the right, at its sole discretion, to request additional information or clarifications from any Respondent or to permit correction of errors or omissions when deemed in the best interest of the County.

This may include, but is not limited to:

• Clarification of mowing methods or operational approach

• Equipment availability and capacity

• Staffing levels and scheduling capability

• Service response times and emergency availability

• References and verification of prior mowing work

• Examples of completed mowing or vegetation maintenance projects

The County may request references or supporting materials to assist in evaluating qualifications, experience, and overall best value.

CONTRACT NEGOTIATIONS

The Gregg County Purchasing Department may conduct contract negotiations with the highest ranked Respondent(s) along with representatives from applicable County departments.

Gregg County reserves the right, at its sole discretion, to determine whether contract negotiations are in the best interest of the County and is under no obligation to enter into a contract as a result of this RFP.

Negotiations may include clarification of scope, service expectations, response times, pricing structure, scheduling requirements, and coordination procedures for mowing and vegetation maintenance services across County facilities and right-of-way systems.

BEST AND FINAL OFFERS (BAFO)

Respondents with the highest evaluated scores may be invited to submit a Best and Final Offer (BAFO).

Gregg County reserves the right, at its sole discretion, to determine whether requesting BAFOs is in the best interest of the County and is under no obligation to pursue BAFOs.

If BAFOs are requested, the County reserves the right to conduct additional evaluations and re-scoring based upon submitted BAFO responses.

If BAFOs are not requested, the County may proceed directly to contract negotiations based on final rankings.

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RESERVATION OF RIGHTS

Gregg County reserves the right, at its sole discretion, to determine the process for proposal evaluation and may modify, combine, add, or eliminate any evaluation phase or procedure as deemed in the best interest of the County.

The County reserves the right to reject any or all proposals, waive minor informalities or irregularities, and accept the proposal determined to provide the best value to the County.

In accordance with Texas Local Government Code §271.905, the Commissioners Court may consider awarding a contract to a local Respondent whose proposal is within five percent (5%) of the lowest responsible non-local Respondent, if determined to provide the best value to the County.

The County reserves the right to award contracts to one or more Respondents and to establish non-exclusive contracts for the services described in this RFP.

The County further reserves the right to assign work based on precinct, geographic location, responsiveness, availability, performance history, and operational needs.

Contracts may be awarded to primary and secondary (backup) Respondents, and the County may distribute work among multiple qualified Respondents as needed to ensure timely and efficient service delivery.

Respondents shall have no contact regarding this RFP with members of the Evaluation Committee, the Commissioners Court, or any County elected officials or staff prior to award, except through the Purchasing Department. Unauthorized contact may result in disqualification.

All communication regarding this RFP shall be directed only through the Gregg County Purchasing Department.

Gregg County reserves the right, without prejudice, to reject any or all proposals and to award in the best interest of the County.

EVALUATION CRITERIA

RFP Instructions Compliance 10 points Respondent Qualifications, Experience, and Past Performance

25 points

Pricing and Overall Value to the County 35 points Operational Approach, Equipment, and Service Capability

20 points

Safety Practices, Responsiveness, and Compliance

10 points

19 RFP# 2026-14 Mowing Services for Gregg County, Texas

Required Forms

20 RFP# 2026-14 Mowing Services for Gregg County, Texas

Form A

COMPLIANCE WITH FEDERAL AND STATE LAWS

Certification of Eligibility By submitting a RFP in response to this solicitation, the Respondent certifies that at the time of submission, they are not on the Federal Government’s list of suspended, ineligible, or debarred entities. In the event of placement on list between the time of RFP submission and time of award, the Respondent will notify Gregg County Purchasing Agent. Failure to do so may result in terminating this contract for default.

Verification No Boycott Israel As required by Chapter 2270, Government Code, the selected firm must verify that it does not boycott Israel and will not boycott Israel through the term of this Agreement. For purposes of this verification, “boycott Israel” means refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not include an action made for ordinary business purposes.

Foreign Terrorist Organizations Pursuant to Chapter 2252, Texas Government Code, the selected Firm must represent and certify that, at the time of execution of an Agreement neither the Firm, nor any wholly owned subsidiary, majority-owned subsidiary, parent company or affiliate of the same (i) engages in business with Iran, Sudan, or any foreign terrorist organization as described in Chapters 806 or 807 of the Texas Government Code, or Subchapter F of Chapter 2252 of the Texas Government Code, or (ii) is a company listed by the Texas Comptroller of Public Accounts under Sections 806.051, 807.051, or 2252.153 of the Texas Government Code.

The term "foreign terrorist organization" in this paragraph has the meaning assigned to such term in Section 2252.151 of the Texas Government Code.

Disclosure of Interested Parties The law states that a governmental entity may not enter into certain contracts with a non-exempt business entity unless the business submits a disclosure of interested parties to the governmental entity. By submitting a RFP in response to this solicitation, the Respondent agrees to comply with HB 1295, Government Code 2252.908. Respondent agrees to provide Gregg County Purchasing Agent, and/or requesting department, the “Certificate of Interested Parties,” Form 1295 as required, within ten (10) business days from notification of pending award, renewal, amended or extended contract.

Energy Company Boycotts Pursuant to Section 2276.002 of the Texas Government Code, should the contract have a value of $100,000 or more and the company employs 10 or more full-time employees, Respondent represents and warrants that: (1) it does not, and will not for the duration of the contract, boycott energy companies, and (2) will not boycott energy companies during the term of the contract. If circumstances relevant to this provision change during the course of the contract, Respondent shall promptly notify Agency.

Firearm Entities and Trade Associations Discrimination Pursuant to section 2274.002 of the Texas Government Code, should the contract have a value of $100,000 or more and the company employs 10 or more full-time employees, Respondent verifies that: (1) it does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association and (2) will not discriminate during the term of the contract against a firearm entity or firearm trade association. If circumstances relevant to this provision change during the course of the contract, Respondent shall promptly notify Agency.

Signature:____________________________________ Date:___________________________

Name and Title (please print):______________________________________________________

Business Name:__________________________________ Contract/Bid No:_______________

21 RFP# 2026-14 Mowing Services for Gregg County, Texas

Form B

RFP SIGNATURE FORM (non-collusion)

The undersigned, on behalf of and as the authorized representative of Respondent, agrees this Proposal becomes the property of Gregg County after the official opening.

The undersigned Respondent has familiarized itself with the local conditions under which the work is to be performed;

satisfied itself of the conditions of delivery, handling and storage of equipment and all other matters that may be incidental to the work, before submitting a proposal.

The undersigned agrees, on behalf of Respondent, that if this Proposal is accepted, to furnish all materials and services upon which price(s) are offered, at the price(s) and upon the terms and conditions contained in the Scope of Work. The period for acceptance of this Proposal will be (60) calendar days.

The undersigned Respondents that they are duly authorized to execute a contract with Gregg County and that this Proposal has not been prepared in collusion with any other Respondent, nor any employee of Gregg County, and that the contents of this Proposal have not been communicated to any other Respondent or to any employee of Gregg County prior to the official opening of this RFP.

Respondent hereby assigns to Gregg County all claims for overcharges associated with this contract which arise under the antitrust laws of the United States, 15 USCA Section 1 et seq., and which arise under the antitrust laws of the State of Texas, Tex. Bus. & Com. Code, Section 15.01, et seq.

The undersigned Respondents that they have read and do understand the scope of work and any attachments contained in this solicitation. Failure to sign and return this form could result in the rejection of the entire submission.

Signature:_______________________________________ Date:______________________________

LEGAL NAME AND ADDRESS OF RESPONDENT:

Name _______________________________________Title_____________________________

Tel. No._________________________________ Email:._______________________________

Address:_____________________________________________________________________

COMPANY IS:

Business included in a Corporate Income Tax Return? _____YES _____NO

Corporation organized & existing under the laws of the State of ____________________

Partnership consisting of __________________________________________________

Individual trading as ________________________________________________________Principal offices are in the city of ______________________________________________

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Form C

To: Vendors of Gregg County, Texas

From: Kelli L. Davis, CPPB, CPP, Purchasing Agent

Re: Certificate of Interested Parties Form

Dear Vendor;

Original completed Certificate of Interested Party Forms (FORM 1295) should be filed using the link below:

https://www.ethics.state.tx.us/filinginfo/1295/

Applicable Law 2015, the Texas Legislature adopted House Bill 1295, which added section 2252.908 of the Government Code.

The law states that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The law applies only to a contract of a governmental entity or state agency that either (1) requires an action or vote by the governing body of the entity or agency before the contract may be signed or (2) has a value of at least $1 million, or (3) is for services that would require a person to register as a lobbyist under Chapter 305 of the Government Code. The disclosure requirement applies to a contract entered into on or after January 1, 2016.

Starting on January 1, 2016, the commission made available on its website a new filing application that must be used to file Form 1295. A business entity must use the application to enter the required information on Form 1295 and print a copy of the completed form, which will include a certification of filing that will contain a unique certification number. An authorized agent of the business entity must sign the printed copy of the form. The completed Form 1295 with the certification of filing must be filed with the governmental body or state agency with which the business entity is entering into the contract.

https://www.ethics.state.tx.us/filinginfo/1295/ https://www.legis.state.tx.us/tlodocs/84R/billtext/html/HB01295F.htm https://www.ethics.state.tx.us/statutes/Gov-Code-2252.908.