Annual_Lawn_Maintenance_and_Landscaping_Services_(Addendum_#2_Revision).pdf

City of Waxahachie

Annual Lawn Maintenance and Landscaping Services

2026-03-02

RESPONSES ARE DUE TO PURCHASING PRIOR TO:

April 24, 2026, 10:00 am

NO LATE SUBMISSIONS WILL BE ACCEPTED

ELECTRONIC RESPONSES SUBMITTED THROUGH

https://procurement.opengov.com/portal/waxahachie-tx

FOR QUESTIONS CONCERNING THIS SOLICITATION PLEASE CONTACT:

Marina Borrego , Buyer Phone: (469) 309-4302

Email: marina.borrego@waxahachie.com

Table of Contents

I. Introduction II. Respondent Instructions

III. Project Details IV. Evaluation Criteria V. General Conditions

VI. Vendor Questionnaire & Submissions VII. Pricing Table

Attachments:

A - High Profile Exhibits – RFP Annual Lawn Maintenance & Landscaping Services PDF

B - Low Profile Exhibits – RFP Annual Lawn Maintenance & Landscaping Services PDF

C - Interactive GIS Map - Location Number Index

D - Revised - High Profile Exhibit - Police Station

1. Introduction

1.1. Summary

The City of Waxahachie is soliciting sealed proposals from qualified service providers

(“Contractor”) to furnish comprehensive lawn maintenance and landscaping services under an annual contract. The contract will be awarded to the Contractor whose proposal represents the best value to the City of Waxahachie. The City anticipates awarding the contract for the Fiscal

Year 2027 (FY27) budget period, which begins October 1, 2026.

1.2. Background

Proposals must include pricing for High Profile Properties, Low Profile Properties, and Indefinite

Delivery/Indefinite Quantity (IDIQ) services. IDIQ pricing shall accommodate the addition, removal, or modification of service locations throughout the contract term, as operational needs evolve. Potential new locations may include newly constructed City facilities, recently acquired properties, annexed areas, or other sites designated by the City.

Services will be provided at more than ninety (90) City-owned locations, including right-of-way properties. This solicitation includes exhibits for each location in the attachments, as well as a link to an interactive GIS map identifying all service locations.

1.3. Contact Information

Marina Borrego, Buyer

408 S Rogers St.

Waxahachie, TX 75165

(469) 309-4302 marina.borrego@waxahachie.com

1.4. Timeline

Release Project Date: March 25, 2026

Virtual Pre-Proposal Meeting (Non-

Mandatory):

April 9, 2026, 10:00am

TEAMS Meeting Link:

https://teams.microsoft.com/meet/259946 84907880?p=cSWrwM0voieuxlFl0S

TEAMS Meeting ID: 259 946 849 078 80 Meeting Passcode: nA7Vu7f8

Dial In: 1-469-998-7643

Dial In: Conference ID: 374 077 25# https://teams.microsoft.com/meet/25994684907880?p=cSWrwM0voieuxlFl0S https://teams.microsoft.com/meet/25994684907880?p=cSWrwM0voieuxlFl0S

Question Submission Deadline: April 15, 2026, 10:00am

Proposal Submission Deadline: April 24, 2026, 10:00am

All submittals will be opened at 10:15am through an online TEAMS audio meeting.

Teams Dial In: 469-998-7643

Dial In: Conference ID: 518 804 451#

2. Respondent Instructions

2.1. Important Instructions for Electronic Submittals

The City of Waxahachie prefers to accept electronic submittals for this Solicitation. Before the

Respondent can submit their electronic response to this solicitation, they must create a FREE account with OpenGov Procurement by registering online at https://procurement.opengov.com/signup. Once the Respondent has completed their account registration, they must return to this page to view the project details or use the following link https://procurement.opengov.com/portal/waxahachie-tx/projects/221289 . The Respondent should select "Draft Response" and follow the instructions provided to begin submitting their electronic response.

To view all City of Waxahachie project opportunities, use the following link: https://procurement.opengov.com/portal/waxahachie-tx. If you would like to be notified of any future City of Waxahachie project opportunities, select "Subscribe".

Please ensure the following items are included and completed before submitting your proposal:

1. Using the Vendor Submissions Section on OpenGov, answer all of the required questions provided.

2. Please complete the provided conflict of interest questionnaire and upload the completed document.

3. Please provide the company's most recent signed W-9.

4. Please use the pricing tables to propose our pricing.

2.2. Instructions to Respondents

This Request for Proposal (RFP- Best Value Proposal is Awarded) will be available online through https://procurement.opengov.com/portal/waxahachie-tx from the date issued until the due date and time provided. Any subsequent addendums and/or attachments will be added to the website listed above.

https://procurement.opengov.com/signup https://procurement.opengov.com/portal/waxahachie-tx/projects/221289 https://procurement.opengov.com/portal/waxahachie-tx/projects/221289 https://procurement.opengov.com/portal/waxahachie-tx

All submittals must be received no later than 10:00 am Central Time on Friday, April 24, 2026.

Late submissions will not be accepted.

Electronic submittals are preferred through our online electronic bidding system https://procurement.opengov.com/portal/waxahachie-tx

All paper-sealed submittals must be received by the City of Waxahachie City Secretary

Department located at 408 S Rogers, Waxahachie, TX 75165 on the 3rd floor by the due date and time provided. All paper submittals must include a USB/flash drive with an electronic copy of the submittals and any attachments.

The City is not responsible for lateness or non-delivery of mail, carrier, etc. to the City, and the time and date recorded by the City shall be the official time of receipt.

Sealed paper submittals must be in one sealed envelope clearly marked with the label below completed and affixed on the outside of the sealed envelope containing the submittal:

SEALED SUBMITTAL – DO NOT OPENCity of Waxahachie – ATTN City Secretary – 3rd Floor

408 S Rogers St.

Waxahachie, TX 75165

Annual Lawn Maintenance and Landscaping Services

Request for Proposal (RFP- Best Value Proposal is Awarded)2026-03-02

Submission Deadline: Friday, April 24, 2026, 10:00 am Central Time

Contact the Purchasing Department with any Questions: 469-309-4176 or at

Purchasing@waxahachie.com

Company Name: ______________________________________________

Contact Name: _______________________________________________

Phone Number: _______________________________________________

Virtual Pre-Proposal Meeting

TEAMS Meeting Link:

https://teams.microsoft.com/meet/25994684907880?p=cSWrwM0voieuxlFl0S TEAMS Meeting

ID: 259 946 849 078 80 Meeting Passcode: nA7Vu7f8 Dial In: 1-469-998-7643 Dial In:

Conference ID: 374 077 25#Thursday, April 9, 202610:00 am

Solicitation Questions

Questions regarding this solicitation shall be submitted online using the OpenGov electronic bidding system or shall be emailed to the City’s Purchasing Manager https://procurement.opengov.com/portal/waxahachie-tx mailto:Purchasing@waxahachie.com at Purchasing@waxahachie.com with the solicitation number in the subject line no later than

10:00 am Central Time, Wednesday, April 15, 2026.

The City’s response to the questions shall be provided to all respondents through an addendum and will be bound with and made a part of the contract documents. No other explanation or interpretation will be considered official or binding. Respondents shall not contact any City staff except those designated in this solicitation or subsequent addendums. Noncompliance with this provision may result in the rejection of the submittal.

A copy of all questions in the addendum format shall be posted online through https://procurement.opengov.com/portal/waxahachie-tx. The City of Waxahachie shall

NOT be held liable for any costs incurred by any respondent for work performed in preparation of and production of the submittal or for any work performed prior to the execution of an awarded contract.

Any submittal may be withdrawn or a revised submittal provided prior to the submittal deadline.

Solicitation Opening

There will be a public opening of the submittals on TEAMS on Friday, April 24, 2026 at 10:15am

Central Time. Only the names of the firms that submitted a response will be read out loud and published on the OpenGov portal. All submittals will be kept confidential during the evaluation process and prior to the contract award.

All submittals will be opened at 10:15am through an online TEAMS audio meeting.

Teams Dial In: 469-998-7643

Dial In: Conference ID: 518 804 451#

2.3. Contract Award and Contract Terms

Contract Award

All submissions received from qualified, responsible, and responsive respondents will be evaluated fully to ascertain which respondent provided a response most advantageous to the

City. The City reserves the right to enter into an agreement with a single award, split awards, non-award, or use any combination that best serves the interest and at sole discretion of the

City. The City anticipates awarding the contract for the Fiscal Year 2027 (FY27) budget period, which begins October 1, 2026.

Any contract awarded in pursuant to this solicitation is not assignable. The awarded

Contractor(s) shall not sell, assign, transfer, sub-contract, or convey this contract, in whole or in part, without the prior written consent of the City of Waxahachie.

The City reserves the right to accept and/or reject any and all submitted responses or any part thereof, waive immaterial errors, waive any irregularities or informalities in the submittal received, and award the contract in the best interest of the City.

mailto:Purchasing@waxahachie.com

Respondents shall promptly notify the City of any omissions, ambiguity, inconsistency, or error that they may discover upon examination of this solicitation. The City shall not be responsible or liable for any errors and/or misrepresentation that result from the solicitations which are inadvertently incomplete, ambiguous, inconsistent or obviously erroneous.

Any submitted responses may be withdrawn or a revised submission may be substituted prior to the submittal deadline. The solicitation documents submitted to the City cannot be altered, amended, or withdrawn by the Respondent after the submittal deadline, unless such alteration, amendment or withdrawal notice is approved in writing by the Purchasing Manager.

An opened response may not be changed for the purpose of correcting any error by the

Respondent or Respondent’s agent. Any ambiguity in the submittal as a result of omission, error, lack of clarity or noncompliance by the Respondent with specifications, instructions, and all conditions shall be construed in the favor of the City. If the unit prices and their extensions do not coincide, the City may accept the price most beneficial to the City, and the Respondent will be bound thereby.

Contract Term

The City intends to enter into a contract with the awarded Contractor for a period of three (3) years with two (2) additional one (1) year term renewal options. The contract will automatically renew unless either party provides a written cancellation notice at least ninety (90) days before the active term end date. The contract pricing must be valid for at least the first full year of the contract.

Any price increases, when renewing the agreement, must be submitted to the City at least one hundred and twenty (120) days prior to a potential renewal. The price increase agreement must be signed by both parties and agreed upon before the price adjustment will be considered for any future invoices as well as the effective date of the increase. If there is a failure between the

City and Contractor to agree to the price adjustment request, this may result in a termination of the Contract.

Contract Termination

If at any time, the successful Contractor fails to fulfill or abide by the terms, conditions, specifications, or performance requirements of this solicitation, or any contract awarded and entered pursuant thereto, the City reserves the right to deduct charges from successful

Contractor’s invoice at the time it is due; or Cancel the contract at the City’s convenience, without penalty, by furnishing written notice of termination to Contractor, and select another

Contractor and award a contract to its Contractor pursuant to the terms thereof.

At the City’s sole discretion, any awarded contract may be canceled or terminated for convenience without penalty at any time by giving the Contractor thirty (30) days written notice. The Contractor may be entitled to payment for services actually performed; to the extent said services are satisfactory.

Availability of Funds

This solicitation is conditioned upon the availability of federal, state, or local funds, which are appropriated or allocated for payment of the requested services. If during any stage of this contract, funds are not appropriated or otherwise made available to support the requested services, this Agreement may be terminated, in whole or in part, without further obligation. The

City will notify the Contractor at the earliest possible time if this occurs.

3. Project Details

3.1. General Conditions and Operational Requirements

3.1.1 Exhibits and Reference Materials

The attached exhibits include a location image and, where applicable, a location-specific scope of work for each site. Any location-specific scope of work is supplemental to, and in addition to, the general scope of work outlined in this solicitation.

Exhibit Photo Disclaimer: All exhibit images are shown for illustrative and reference purposes only. The images are not to scale and do not depict exact measurements, dimensions, or topography. No reliance should be placed on these images for such purposes.

Interactive GIS Map - Click this Link to access the Interactive GIS Map to visually see all the service locations. Please also use the Location Number Index Guide provided in the attachments.

https://waxgis.maps.arcgis.com/apps/instant/basic/index.html?appid=38879b51b6744ca082dff35e80e6725a

3.1.2 Location Classifications

For the purposes of this contract, locations are classified as either High-Profile or Low-Profile.

High-Profile locations include City-owned properties with public-facing visibility such as City

Hall, Chuck Beatty Municipal Services Building, Railyard Park, and other sites identified in the attached exhibits. Low-Profile locations include utility infrastructure facilities such as wastewater treatment plants, water treatment plants, lift stations, ground storage tanks, elevated storage tanks, and other utility infrastructure sites identified in the attached exhibits.

Service frequencies, access requirements, and maintenance standards differ by location classification as detailed in Sections 2 and 3.

3.1.3 Special Events Scheduling (High-Profile Locations)

The City has several annual festivals and events held throughout the year. The designated City representative will coordinate with the Contractor the dates of the special events, as those dates may change on an annual basis. City Hall, Chuck Beatty Municipal Services Building, Railyard Park, South Downtown Parking Lot, and other City properties as identified by the designated representative must be cut and trimmed before each festival or event.

3.1.4 Utility Infrastructure Site Access and Scheduling (Low-Profile Locations)

Low-Profile locations are typically secured facilities with limited public access and require coordination with City operations staff for entry. The Contractor shall coordinate all site visits with the designated Utilities Department representative a minimum of 24 hours in advance.

Many locations require gate access codes, keys, or escort by City personnel, and the Contractor shall comply with all site-specific access procedures. Prior to contract commencement, the designated City representative will provide the Contractor with a list of facility contacts and access procedures. Work shall not interfere with utility operations.

3.1.5 Safety Requirements (Low-Profile Locations)

The Contractor and all personnel shall comply with all applicable OSHA regulations and City safety requirements when working at utility facilities. Personnel shall wear appropriate personal protective equipment (PPE) as required by facility conditions. The Contractor shall not enter confined spaces, process areas, or chemical storage areas without prior authorization and appropriate training verification. All personnel shall be made aware of potential hazards including but not limited to electrical equipment, chemical storage, rotating equipment, and biological hazards at wastewater facilities. The Contractor shall maintain a minimum distance of ten (10) feet from high-voltage electrical equipment unless authorized by facility personnel.

3.1.6 Reporting and Documentation (Low-Profile Locations)

The Contractor shall maintain a log of all site visits including date, time, personnel, and work performed. The Contractor shall immediately report to the designated representative any of the following conditions observed during site visits: security concerns (damaged fencing, open gates, unauthorized access), equipment damage or unusual conditions, vandalism or graffiti, erosion or drainage issues, pest infestations, or any other conditions that may affect facility operations or security. The Contractor shall not post photographs of utility facilities on social media or share facility access information with unauthorized parties.

3.1.7 Scheduling

Unless otherwise stated herein, scheduling of work is at the discretion of the Contractor, subject to required coordination with the City for Low-Profile utility locations as described in

Section 3.1.4.

3.1.8 Addition or Removal of Service Locations

The City reserves the right to add, remove, or modify service locations during the contract term as operational needs require. New locations may include newly constructed City facilities, acquired properties, annexed areas, or other sites as determined by the City.

When a new location is added, the City will provide the Contractor with a site description, location classification (High-Profile or Low-Profile), applicable service requirements, and approximate acreage or square footage. The Contractor shall submit a cost proposal for the new location within ten (10) business days of notification. Pricing for added locations shall be consistent with the unit prices and service rates established in this contract and shall be subject to City approval prior to commencement of services.

When a location is removed, the Contractor's annual compensation shall be reduced proportionally based on the annual cost assigned to that location in the Pricing Table, effective on the date services are discontinued.

The addition or removal of locations shall be documented through a written change order or contract amendment executed by both parties. The cumulative value of added locations shall not cause the total contract value to exceed the City Council-approved threshold without separate Council authorization.

3.2. General (Basic) Services - General services represent the core recurring maintenance activities required at all locations under this contract. The frequencies and standards below are organized by location classification.

3.2.1 High-Profile Locations

A. Mowing

Turf areas shall be mowed weekly at City Hall and once every week at all other High-Profile locations during the normal growing season (March 1 through October 31) and as otherwise needed to maintain a neat and uniform appearance. The lawn area is defined as the area between planting areas and paved areas, or the area between buildings and paved areas. Grass shall be maintained at a height of one and one-half (1.5) to two and one-half (2.5) inches unless otherwise requested by the Executive Director of Parks & Leisure Services or designated representative.

B. Trimming

All immovable objects and areas that cannot be mowed shall be trimmed at the same interval as the lawn area is mowed.

C. Edging

All plant beds shall be edged with a trencher or other edging device approved by the City to create a uniform edge along the entire plant bed. A weed eater shall not be used for edging.

Edging shall be performed every mowing cycle and prior to mulching. If additional edging is necessary, as determined by the City, the Contractor shall edge plant beds.

D. Trash and Debris Removal

All trash and other debris shall be removed from all lawn areas, plant beds, and maintained areas prior to mowing and on a recurring basis to maintain a neat appearance. Trash and debris removal from lawn areas shall occur prior to each mowing cycle. Trash and debris removal from plant beds and other maintained areas shall occur weekly at City Hall and once every two (2) weeks at all other High-Profile locations. The Contractor shall be solely responsible for the disposal of all trash and debris removed. All materials shall be transported off-site and disposed of in a manner consistent with applicable laws and regulations.

3.2.2 Low-Profile Locations

A. Mowing

Turf areas shall be mowed once every two (2) weeks during the normal growing season (March

1 through October 31) and as otherwise needed to maintain a neat and safe appearance. The lawn area is defined as the area between structures, fencing, and paved areas. Grass shall be maintained at a height of two (2) to three (3) inches unless otherwise requested by the Utilities

Director or designated representative. Mowing around operational equipment, electrical panels, valves, and other infrastructure shall be performed with care to avoid damage. The

Contractor shall immediately report any damage to City infrastructure to the designated representative.

B. Trimming

All immovable objects and areas that cannot be mowed shall be trimmed at the same interval as the lawn area is mowed. Special care shall be taken when trimming around equipment enclosures, electrical conduits, SCADA equipment, fencing, and other utility infrastructure to prevent damage. Vegetation shall be kept clear of access panels, valve boxes, meters, and safety signage at all times.

C. Fence Line Maintenance

All fence lines, both interior and exterior, shall be maintained clear of vegetation growth. Grass and weeds shall be trimmed along fence lines during each mowing cycle. Vegetation growing through chain-link or other fence materials shall be removed. The Contractor shall report any fence damage, erosion near fence posts, or security concerns to the designated representative.

D. Vegetation Control Around Infrastructure

Vegetation shall be controlled around all utility infrastructure including but not limited to pump stations, electrical panels, generators, SCADA cabinets, chemical storage areas, valve vaults, manholes, and meter boxes. A minimum clearance of twelve (12) inches shall be maintained around all equipment access points. The Contractor shall prevent vegetation from obscuring safety signage, facility identification markers, or security cameras.

E. Edging

All sidewalks, curbs, and paved areas shall be edged with a trencher or other edging device approved by the City to create a uniform edge. Edging shall be performed every mowing cycle.

A weed eater shall not be used for edging along paved surfaces. Grass clippings and debris from edging shall be removed from paved surfaces.

F. Trash and Debris Removal

All trash and debris shall be removed from lawn areas and along fence lines prior to mowing at all locations to maintain a neat appearance and prevent interference with utility operations.

The Contractor shall be solely responsible for the disposal of all trash and debris removed. All materials shall be transported off-site and disposed of in a manner consistent with applicable laws and regulations. The Contractor shall not dispose of any debris in dumpsters located at

City facilities unless authorized by the designated representative.

G. Erosion and Drainage Monitoring

The Contractor shall report any observed erosion, drainage issues, or standing water to the designated representative. Vegetation around drainage structures, culverts, and stormwater facilities shall be maintained to ensure proper drainage function. The Contractor shall not alter grading or drainage patterns.

3.3. Specialized Services - Specialized services include seasonal, corrective, and chemical application activities that require additional expertise, licensing, or coordination with City staff. The requirements below are organized by location classification.

3.3.1 High-Profile Locations

A. Irrigation Inspections

For any location where irrigation systems are present, the Contractor shall perform monthly irrigation inspections. The Contractor shall promptly notify the Project Manager of any required repairs, deficiencies, malfunctions, or abnormal conditions observed during inspections.

B. Chemical Weed Control

The Contractor shall provide pre- and post-emergent herbicide applications for the control of broadleaf weeds and other undesirable vegetation in both turf areas and plant beds. Spring and fall preparation shall include herbicide application for pre- and post-emergent control. The

Contractor may use additional pre- or post-emergent herbicides or mechanical methods as needed to eliminate weed problems and maintain a weed-free appearance. All plant beds and individual tree areas shall be weeded weekly at City Hall and once every two (2) weeks at all other High-Profile locations by hand in addition to chemical applications. For the purposes of this contract, a weed shall be considered any undesirable or misplaced plant. The Contractor shall be liable for damage to plants resulting from the application of herbicides.

C. Pest and Disease Management

The application of pesticides or fungicides may be necessary if turf areas, trees, shrubs, groundcover, or other plant material become diseased, suffer from insect infestation, or suffer any other related problem. If the Contractor identifies an insect or disease problem in any maintained area, the Contractor shall meet with the City to determine corrective measures, including the application of pesticides or fungicides. The Contractor shall be responsible for monitoring the health of trees, shrubs, and groundcover in all maintained areas unless otherwise specified. Plant beds are defined as mulched areas where trees, shrubs, and groundcover exist, and individual tree areas are defined as the mulched area around each individual tree. The Contractor is required to have a pesticide applicator's license.

D. Leaf Removal

All leaves shall be mulched or removed from turf areas, parking lots, alleyways, and sidewalks at all High-Profile properties during the fall season. The Contractor shall be solely responsible for the disposal of leaves removed. Leaves shall be transported off-site and disposed of in a manner consistent with applicable laws and regulations. This provision does not apply to rights-of-way.

E. Pruning

All trees, shrubs, and groundcover in plant beds shall be pruned as necessary for shaping, removing dead, diseased, or damaged wood, water sprouts or suckering, or other corrective pruning. Crape myrtles shall be pruned in January under the guidance and direction of a City representative.

F. Planter Bed Maintenance

The Contractor shall remove all weeds from ground cover and shrub beds every mowing cycle.

For the purposes of this contract, a weed shall be considered any undesirable or misplaced plant.

G. Mulching

All plant beds, natural areas, and individual trees shall receive a new pine bark mulch or shredded hardwood application. Mulching requirements include three-inch (3") thick coverage over the entire plant bed square footage. Mulch shall be pulled back from the base of trunks of trees, shrubs, and groundcover. Tree rings are not required around trees. Mulch shall be installed at an even grade around individual trees. Once three-inch coverage is established, the

Contractor shall maintain mulch with a one-inch (1") thick top dress.

H. Bare Spot Remediation

All bare spots larger than twenty-seven (27) square feet shall be prepared, seeded, and mulched with wheat straw or other similar method to properly secure the seed in November and early May, or at other times as determined by the City.

I. Removal of Dead Plant Material

The Contractor shall remove all dead trees, shrubs, or groundcover in late August, or at other times determined by the City.

J. Replacement Plants

The cost of replacing trees, shrubs, and groundcover which are not in a living, healthy condition, do not conform to the specifications contained in the "American Standard for

Nursery Stock," or which have been damaged or stolen, are not included in this contract. If a plant needs to be replaced, the Contractor shall submit a cost estimate including labor, and that estimate must be approved by the City prior to replacement. The City reserves the right to reject any unacceptable plant material.

Replacement plants shall be installed in accordance with current horticultural practices. The

City will inspect all replacement plants for correct horticultural planting techniques. Prior to planting, the City will visually inspect plant material for conformance with the specifications outlined in the "American Standard for Nursery Stock."

Replacement plants shall be guaranteed for three (3) months. Watering during the establishment period shall be required at designated intervals. Replacement plants shall be watered in by the Contractor so that the root ball and soil around each plant is thoroughly saturated at the time of initial planting and weekly at City Hall and once every two (2) weeks at all other locations thereafter for one (1) month. Replacement plants shall also be watered if a drought situation arises or other situation in which plants require water. Watering shall be performed in a manner that does not cause holes or washes around the plant root system or damage to plants. Equipment for watering shall be provided by the Contractor. Water may be provided by the City upon request.

3.3.2 Low-Profile Locations

A. Leaf Removal

All leaves shall be mulched or removed from turf areas, parking lots, and access drives at all

Low-Profile properties during the fall season. Leaves shall be cleared from around equipment bases, electrical panels, and drainage areas to prevent clogging or operational issues. The

Contractor shall be solely responsible for the disposal of leaves removed. Leaves shall be transported off-site and disposed of in a manner consistent with applicable laws and regulations.

B. Chemical Weed Control

The Contractor shall provide pre- and post-emergent herbicide applications for the control of broadleaf weeds and other undesirable vegetation. Spring and fall preparation shall include herbicide application for pre- and post-emergent control. The Contractor shall be required to use pre- or post-emergent herbicides to eliminate weed problems, particularly in gravel areas, along fence lines, and around infrastructure. Herbicide application near water treatment or wastewater treatment process areas must be coordinated with the facility operator to prevent contamination. The Contractor shall be liable for any environmental contamination or permit violations resulting from improper herbicide application.

C. Pest and Disease Management

The application of pesticides or fungicides may be necessary if turf areas become diseased, suffer from insect infestation, or suffer any other related problem. If the Contractor identifies an insect or disease problem, the Contractor shall meet with the City to determine corrective measures, including the application of pesticides or fungicides. The Contractor is required to have a pesticide applicator's license. All Low-Profile utility locations must be treated annually, and spot-treated as needed, to prevent fire ants, particularly around electrical equipment, control panels, and valve boxes where fire ant activity poses operational and safety risks.

D. Pruning

All trees and shrubs on facility grounds shall be pruned as necessary for shaping, removing dead, diseased, or damaged wood, water sprouts, or suckering, or other corrective pruning.

Tree limbs shall be maintained to provide a minimum clearance of fourteen (14) feet over access drives and eight (8) feet over pedestrian areas. Vegetation shall not obstruct security lighting, cameras, or signage. Limbs encroaching on overhead utilities, buildings, or equipment shall be reported to the designated representative prior to pruning.

E. Gravel Area Maintenance

Many Low-Profile locations have gravel drives, parking areas, or equipment pads. The

Contractor shall control vegetation growth in gravel areas through herbicide application or mechanical removal. Gravel areas shall be maintained free of vegetation to provide safe access and prevent root damage to underground utilities.

F. Bare Spot Remediation

All bare spots larger than twenty-seven (27) square feet shall be prepared, seeded, and mulched with wheat straw or other similar method to properly secure the seed in November and early May, or at other times as determined by the City. Bare spots near facility perimeters or in areas visible from public rights-of-way shall be prioritized.

G. Removal of Dead Plant Material

The Contractor shall remove all dead trees, shrubs, or groundcover in late August, or at other times determined by the City. Dead vegetation posing a fire hazard or obstructing facility operations shall be reported immediately and removed as directed by the designated representative.

3.4. Materials and Application Standards - The following materials and application standards apply to all services performed under this contract at both High-Profile and Low-Profile locations. Where location-specific requirements apply, they are noted within the applicable provision.

3.4.1 Fertilizer

The quality of all fertilizer and lime and all operations in connection with the application of fertilizer and lime shall comply with the rules and regulations adopted by the Texas Department of Agriculture in accordance with the provisions of said law, in effect at the time of application.

Low-Profile Location Requirement: Fertilizer application at treatment plant facilities must be coordinated with facility operators to prevent nutrient loading issues with treatment processes.

3.4.2 Herbicides

All herbicides shall be properly labeled and registered with the United States Department of

Agriculture and the Texas Department of Agriculture. A container shall contain only the herbicide that meets the analysis guaranteed on the label. All herbicides shall be kept in original labeled containers until used. The Contractor is required to have a pesticide applicator's license.

Low-Profile Location Requirement: The Contractor shall maintain Safety Data Sheets (SDS) for all chemicals used on Low-Profile utility sites and provide copies to the designated representative upon request.

3.4.3 Turf Grass Seed

Turf grass seed shall be true to name and contain no weed or other seed types. Perennial

Ryegrass type seed shall be used at High-Profile locations. Seed type at Low-Profile locations shall be appropriate for site conditions and consistent with existing turf where applicable.

3.4.4 Water

Water used in the planting or care of vegetation shall be free from oil, acids, alkalis, salts, or any other substance that is toxic or otherwise harmful to vegetation.

Low-Profile Location Requirement: The Contractor shall not use water from treatment plant processes or chemical containment areas. Water may be available at some facilities upon request and approval by the designated representative.

4. Evaluation Criteria

All submissions received from qualified, responsible, and responsive respondents will be evaluated fully to ascertain which respondent provided a proposal most advantageous to the

City. The respondent’s submittal should provide a straightforward, concise description of the respondent’s capabilities to satisfy the requirements listed in this solicitation.

An evaluation committee (“Committee”) will review the submitted proposals. The Committee will evaluate all submissions and ultimately determine a final list of the most competent and qualified respondents.

During the evaluation process, the Committee and the City reserve the right, where it may serve the City’s best interest, to request additional information or clarifications from the respondents. In fairness to all firms, requests for interviews, visits, or presentations prior to the closing time and date will not be permitted. Interviews with selected firms may or may not be requested at the sole discretion of the City after the closing date. Selection may be made strictly from the information provided in the proposal, however, the City of Waxahachie reserves the right to conduct interviews as well as request presentations from any respondents as part of the final selection process.

The proposals will be evaluated on the following criteria and scored on a 100-point basis:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Cost

Cost will be evaluated based on a mathematical formula comparing the total cost to the other proposers' total cost.

Points Based 50 (50% of Total)

2. Experience and Qualifications

The company should be a well established business with applicable experience. This evaluation will also consider the requirement of providing a Commercial Pesticide Applicator

License issued by TDA and a TCEQ Irrigation

License.

Points Based 20 (20% of Total)

3. Approach to Provide Services

This shall include, but is not limited to, the quality of services proposed, the staffing approach, equipment list, service schedule, and response time and method used to address any issues reported.

Points Based 20 (20% of Total)

4. References

References from municipalities and/or other governmental agencies with properties of similar size and scope are preferred.

Points Based 10 (10% of Total)

5. General Conditions

5.1. Standard Terms and Conditions

The obligations of the parties under a contract awarded through this solicitation will be performed in Ellis County, Texas. Exclusive venue shall be Ellis County, Texas, and any contract awarded under this solicitation shall be governed by the laws of the State of Texas. All work must be in compliance with and conform to any and all applicable state or local laws, ordinances, regulations, codes, rules, policies, and interpretations thereof.

All submittals shall be subject to the Texas Public Information Act Texas Government Code

552 unless the respondent clearly and prominently identifies a particular section in the submittal as proprietary and said item unequivocally qualifies for this exception under the Act as determined by the Texas Attorney General.

Texas Government Code Chapter 176 mandates the public disclosure of certain information concerning persons doing business or seeking to do business with the City of Waxahachie, including affiliations and business and financial relationships such persons may have with City of Waxahachie officers. An explanation of the requirements of Chapter 176, applicable forms, and a complete text of the new law is available at: https://www.ethics.state.tx.us/filinginfo/conflict_forms.htm. By doing business or seeking to do business with the City of Waxahachie, you acknowledge that you have been notified of the requirements of Chapter 176 of the Texas Local Government Code and that you are solely responsible for complying with the information provided.

Once a selection is made and the City has the intent to award, the successful respondent will be required to submit Form 1295 to the State of Texas electronically prior to executing the agreement. https://www.ethics.state.tx.us/filinginfo/1295/

Lobbying of selection committee members, City staff, or City Council members will not be permitted nor tolerated during the solicitation process.

Prohibition of Boycott Israel: By submission of this solicitation response, the Contractor verifies that they will not Boycott Israel and agrees that during the term of this Contract, they will not

Boycott Israel as that term is defined in Texas Government Code 2271. Effective September 1, 2019, this section does not apply if the Vendor is a sole proprietor, a non-profit entity, or a governmental entity; and only applies if: (i) the Vendor has ten (10) or more full-time employees and (ii) this Contract has a value of $100,000.00 or more to be paid under the terms of this Contract.

Prohibition of Boycott of Energy Companies: By submission of this solicitation response, the

Contractor verifies that is does not Boycott Energy Companies and agrees that during the term of this Agreement will not Boycott Energy Companies as that term is defined in Texas

Government Code 2276, as amended. This section does not apply if the Contractor is a sole proprietor, a non-profit entity, or a governmental entity; and only applies if: (i) Contractor has ten (10) or more full-time employees and (ii) this Agreement has a value of $100,000.00 or more to be paid under the terms of this Agreement.

Prohibition of Discrimination Against Firearm Entities and Firearm Trade Associations: By submission of this solicitation response, the Contractor verifies that it does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association; and (ii) will not discriminate during the term of the contract against a firearm entity or firearm trade association as that term is defined in Texas Government Code 2274. This https://statutes.capitol.texas.gov/Docs/GV/htm/GV.552.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.552.htm https://statutes.capitol.texas.gov/Docs/LG/htm/LG.176.htm https://www.ethics.state.tx.us/filinginfo/conflict_forms.htm https://www.ethics.state.tx.us/filinginfo/1295/ https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2271.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2276.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2276.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2274.htm section only applies if: (i) Contractor has ten (10) or more full-time employees and (ii) this

Agreement has a value of $100,000.00 or more to be paid under the terms of this Agreement;

and does not apply: (i) if the Contractor is a sole proprietor, a non-profit entity, or a governmental entity; (ii) to a contract with a sole-source provider; or (iii) to a contract for which none of the submittals from a company were able to provide the required certification.

The Contractor shall be and remain an independent contractor throughout the term of any contract awarded pursuant to this soliciation for all purposes, including but not limited to, the application of the Fair Labors Standards Act minimum wage and overtime payments, Federal

Insurance Contribution Act, the provisions of the Internal Review Code, and all State of Texas revenue, workers compensation, and unemployment insurance laws. The Contractor will retain sole and absolute discretion over the manner and means of carrying out the activities and all responsibilities listed herein. The Contractor agrees that it is a separate and independent enterprise from the City and that it has full opportunity to find other business, that it has made its own investment in its business, and that it will utilize a high level of skill necessary to perform the work. This agreement shall not be construed as creating any joint employment relationships between the Contractor and City, and the City will not be liable for any obligation incurred by the Contractor.

5.2. Contractor Insurance Requirements

Contractors on City property or public right-of-way for the City of Waxahachie shall provide the

City a certificate of insurance evidencing the coverage and coverage provisions identified herein.

The Contractor hereby covenants and agrees to indemnify, hold harmless, and defend the City, its officers, agents, servants, and employees, from and against any and all claims or lawsuits of any kind or character, whether real or asserted, for either property damage or loss (including alleged damage or loss to contractor’s business, and any resulting lost profits) personal injury, including death, to any and all persons, and damages for claims of intellectual property infringement, arising out of or in connection with this agreement, to the extent caused by the acts or omissions of contractor, its officers, agents, subcontractors, servants or employees.

All insurance and certificate(s) of insurance shall contain the following provisions: (1) name the

City, its officers, agents, and employees as additional insureds as to all applicable coverage with the exception of Workers' Compensation Insurance; (2) provide for at least thirty (30) days prior written notice to the City for cancellation, non-renewal, or material change of the insurance; (3) provide for a waiver of subrogation against the City for injuries, including death, property damage, or any other loss to the extent the same is covered by the proceeds of insurance.

All insurance companies providing the required insurance shall be authorized to transact business in Texas and rated at least “A” by AM Best or other equivalent rating service.

The Contractor shall during the term hereof maintain in full force and affect the following insurance: The City reserves the right to amend or require addition all types depending on the nature of the work.

The successful Contractor shall procure and maintain in force during the terms of any contract awarded pursuant to this solicitation, at its own cost, the following minimum insurance coverage:

Type of Insurance Amount of Insurance Provisions

A. Commercial General

(Public) Liability to include coverage for:

A. Premises/Operations

B. Products/Completed

Operations

C. Independent Contractors

D. Personal Liability

E. Contractual Liability

$1,000,000 each occurrence

$2,000,000 general aggregate

$2,000,000 Umbrella/ Excess

Liability

City to be listed as additional insured and provided 30-day notice of cancellation or material change in coverage.

City requires that insurer be rated A or higher by A.M. Best or equivalent.

Waiver of subrogation

2. Business Auto Liability • $1,000,000 per occurrence

• $1,000,000 aggregate or;

• $1,000,000 combined single limits

City to be named as a additional insured

3. Workers’ Comp &

Employers’ Liability

Statutory Limits

$1,000,000 each accident

Waiver of subrogation

Prior to the execution of any awarded contract by the City, the successful Contractor shall forward Certificates of Insurance to the department contact that will be managing the contract.

The required insurance policies shall be procured and maintained in full force and effect for the duration of the awarded contract. The Certificate Holder shall be the City of Waxahachie at 408

S Rogers St., Waxahachie, TX 75165.

6. Vendor Questionnaire & Submissions

6.1. Authorized Respondent’s Information

6.1.1. Authorized Official's Contact Information*

Please provide the contact Information of the authorized official submitting this response.

-Legal Name

-Title

-Email Address

-Phone Number

*Response required

6.1.2. Response Confirmation*

By clicking "Please confirm" below, hereon affixed, the respondent declares they have read this solicitation entirely and with full knowledge of the requirements, does hereby agree to furnish the services in full accordance with the requirements of this solicitation if selected.

Confirming also indicates the following:

• Person or person’s interest in this solicitation as principals are those named herein.

• I (we) have carefully examined the contents of this solicitation, and its requirements, and agree to the terms stated herein.

• The respondent acknowledges the Conflict of Interest Clause and agrees to follow the necessary requirements.

The undersigned represents that they are authorized to bind the Respondent to fully comply with the terms and conditions of this solicitation's requirements.

☐ Please confirm

*Response required

6.1.3. Conflict of Interest Questionnaire*

Please download the document below and upload the completed questionnaire.

• Form_CIQ_(Conflict_of_Inter...

*Response required

6.2. Company Information

6.2.1. Please provide your company's most recent signed W-9*

Please download the below documents, complete, and upload.

• Blank_W-9_2024.pdf

*Response required…