ESBD_476190_1766505272368_717-26-716 Addendum 1 Q A Response.pdf
PDF 196 KB Posted
- Solicitation number
- 717-26-716
- Issued by
- Harris County, Texas
About this file
This Addendum 1 Questions & Answers document clarifies service requirements for Texas Southern University's (TSU) Request for Proposals #717-26-716 for landscaping, arborist, mowing, and tree trimming services covering its 150-acre main campus and off-campus properties in Houston, Texas. The addendum confirms that mowing and string trimming of the main campus occur weekly during growing season with reduced frequency in fall and winter, while off-campus properties are serviced every other week. Leaf cleanup is specified at 4-6 times annually with flexibility based on debris accumulation, and all debris removal occurs at the time of service with additional blowing in high-traffic areas as requested. Hard edging of curbs and paved areas is required a minimum of two times annually, while soft edging of beds and tree rings occurs 2-3 times annually. Seasonal color plantings total 150 4-inch flats annually, mulch installation includes double shredded hardwood black mulch applied annually at 2-3 inches depth to all tree wells, and turf pre-emergent applications occur twice yearly with post-emergent applications as needed based on weed pressure. Tree trimming maintains 13-foot clearance for driveways and 8-foot clearance for pedestrian areas and parking lots, with services exceeding 13 feet billed separately. The mandatory pre-proposal walkthrough occurred on December 16, 2025, with question submissions due by December 19, 2025, and sealed proposals required by 3:00 p.m. Central Time on January 15, 2026. The initial contract term spans three years with two optional single-year renewal periods.
The addendum clarifies that neither arborist nor landscape architect licenses are required at the time of bidding, though all chemical applications must occur under direct supervision of a Texas Department of Agriculture license holder. A certified arborist should be available as necessary for inspections and recommendations regarding trees with deficiencies, and a bucket truck is required only if necessary for work. Fire ant bait applications in beds are performed twice annually, while bed fire ant mound control and hand weeding occur as needed and as directed by the University. Dead tree removal and stump grinding will be handled separately with walk-through assessment and billing outside the base contract, with TSU reserving the right to seek best value for additional services. Tree services above 13 feet are billed separately, and pruning cycles are as-needed based on safety requirements rather than on fixed annual schedules. Contractor employees require company identification badges (first badge is free), and contractors must provide proof of general liability insurance ($500,000 per occurrence, $1,000,000 aggregate) and workers' compensation insurance. The document specifies that respondents must include routine arborist observations, findings, and recommendations in standard reports when inspections are performed or plant health concerns are identified, with comprehensive tree inventory assessments separately authorized and compensated outside the base contract. Evaluation criteria include Experience and Qualifications (25%), Scope of Services (10%), Schedule (15%), References (10%), and Cost (40%), with awards made based on best value to the State of Texas.
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Procurement Services - Purchasing
Addendum 1
Questions & Answers
RFP # 717-26-716
Landscaping, Arborist, Mowing and Tree Trimming Services
1. Can you please confirm that mowing and string trimming of the main campus is to occur 38 times annually?
Answer: Mowing and trimming the main campus is not defined by number of counts. The requirement is the entire campus be serviced and managed routinely. The requirement is weekly during the growing season (spring–summer) Reduced frequency during fall and winter.
2. Can you please confirm that mowing and string trimming of off-campus properties is to occur
24 times annually?
Answer: Off campus properties should be serviced every other week.
3. While leaf cleanup is not specified in the RFP, it was noted during the site walkthrough that main campus leaf clean-up occurs four (4) times annually. Can TSU confirm this frequency?
Answer: Leaf cleanup should be 4-6 times per year with the understanding that leaf clean up can vary by location on campus If an area requires an additional clean up because of excessing leaf debris, the expectation is that the area be cleared of leaf debris.
4. Can you confirm that blowing and site debris removal on the main campus is expected to occur
38 times annually?
Answer: Blowing and site debris removal should occur at the time of service. All debris should be removed when mowed, trimmed, or cut. Additional site blowing in high traffic areas may be requested by TSU.
5. During the site visit, it was indicated that blowing and leaf collection of the Tiger Walk area is to occur 76 times annually, although this was not explicitly detailed in the RFP. Can you please confirm this service and frequency?
Answer: A frequency is not listed; however, the expectation is that the Tiger Walk be free of debris.
6. During the site visit, it was indicated that parking lot blowing was to be completed monthly, however that was not detailed in the RFP. Can you please confirm this service and frequency?
Answer: If mow/trim debris is extended to the parking lot, it should be pick up immediately. Yes, each parking lot should be blown for debris a minimum of monthly.
7. Can TSU confirm that hard edging of curbs and paved areas is required 24 times per year?
Answer: Hard edging of curbs and paved areas shall be performed a minimum of two (2) times annually.
Can TSU confirm that soft edging of beds and tree rings is also required 24 times per year?
Answer: soft edging and tree rings shall be performed two (2) to three (3) times annually.
Additional edging may be performed as directed by the University for high-visibility or operational needs.
8. The current contract does not include irrigation monitoring, repairs, reporting, or winterization.
Can you confirm whether the selected contractor is responsible for any irrigation system services, or if this is excluded from scope?
Answer: The contractor is responsible for repairing damaged irrigation caused by their employees. All installations and routine repairs to the irrigation system is the responsibility of
TSU.
9. Can TSU provide the contractor with monthly irrigation inspection reports for areas covered under this bid? Since there are no irrigation requirements in this bid, the contractor for this project will need to know the statuses of irrigated areas to protect plant material that may be installed as part of this scope of work.
Answer: A monthly report of irrigation inspections will not be provided.
10. Bid specifications make mention of an Arborist and Landscape Architect. Can you please confirm that companies who submitted must have an Arborist and Landscape Architecture license at the time of bidding.
Answer: No, an arborist and landscape architect license are not required at the time of bidding.
11. Can TSU confirm whether a Texas Department of Agriculture chemical applicator license is required for this contract? If yes, please specify that TSU will require only the license holder to apply chemicals application to plant material on campus, and not the application crew members under the direct supervision of the license holder.
Answer: all chemical application must be under the direct supervision of the license holder.
12. Can you confirm the required frequency for the turf pre-emergent application?
Answer: 2x per year.
13. Can you confirm the required frequency for the turf post-emergent application?
Answer: as needed, based on observed weed pressure and as directed by the University.
14. Can you confirm the required frequency for the turf fire ant bait application?
Answer: Turf fire ant bait applications shall be performed twice (2) annually or as necessary.
15. Can you confirm that turf fire ant mound treatment is expected 38 times per year?
Answer: No. Turf fire ant mound treatment shall be performed as needed, in conjunction with routine service visits, and as directed by the University. It is not a fixed 38-time annual requirement.
16. Can you confirm that hand weeding is to occur 38 times annually?
Answer: Hand weeding is to occur as necessary.
17. Can you confirm that fire ant bait applications in beds is required twice per year?
Answer: Yes. Fire ant bait applications in planting beds shall be performed twice (2) annually.
18. Can you confirm whether bed fire ant mound control is a service to be performed as needed, rather than on a fixed schedule?
Answer: Bed fire ant mound control shall be performed as needed, not on a fixed schedule, and as directed by the University.
19. Can you confirm whether bed insect control is to be included as needed, and if so, what criteria
TSU will use to determine necessity?
Answer: Yes. Bed insect control shall be performed as needed, based on visible infestation, plant health concerns, safety considerations, and University approval.
20. Can you confirm the required frequency for pre-emergent herbicide applications in planting beds?
Answer: Pre-emergent herbicide applications in planting beds shall be performed twice (2) annually, consistent with industry standards.
21. Mulch installation is not currently included in the published specification. Can TSU confirm whether mulch installation should be included in the contract scope? Yes, black mulch
Answer: Yes, double shredded hardwood black mulch
22. If so, can you please specify:
a. The application frequency Annually
b. The type and color of mulch double shredded hardwood black mulch
c. The application depth 2-3 inches
d. Whether all tree wells are to be mulched or only those in turf areas
Answer: All tree wells
23. If TSU would like to add contractual mulching to the contract, can a mulch map be provided to the vendor showcasing areas where mulch is to be applied?
Answer: Yes, a campus map can be provided.
24. The RFP states that arborist reports on plant health may be required. Can TSU clarify:
a. Whether a formal tree inventory with condition ratings is required? No. A formal campus-wide tree inventory with condition ratings is not required under the base scope of this RFP.
b. If yes, will this be billed and paid for separately outside base contract and what timeframe do we have to complete? N/A
c. If above answer is no, how would you like this shown in the proposal Respondents should include routine arborist observations, findings, and recommendations as part of standard arborist reports when inspections are performed or when plant health concerns are identified. Any request for a formal tree inventory or comprehensive assessment would be separately authorized by the University and compensated outside the base contract.
Answer: above
25. How frequently such reports are expected (annually or only when disease is suspected)?
Answer: When disease is suspected
26. The RFP includes detailed requirements for tree trimming to maintain sight lines for campus cameras and lighting systems. Can TSU confirm whether this service is expected to be:
a. Performed once per year lump sum cost and billed separately from the base contract?
i. Answer: once per year and billed apart of the contract.
b. Or performed on an as-needed basis throughout the contract term and billed using the hourly rates provided in the fee schedule?
c. Will existing dead trees are to be removed and stumps ground with inclusion into the base contract or handled via work order and the hourly rates? - Please provide quantity of each. Answer: Quantity not available currently. A walk through and separate bill will be requested for dead tree removal and stump grinding. TSU reserves the right seek best value for all additional services.
27. Is there a cost associated with the identification badges for each employee? If so, what is the cost, per employee, that the contractor will need to account for?
Answer: First badge is free. See TSU POC for assistance. A company badge with name with suffice.
28. Can you confirm that the “150 flats per year with Seasonal Color” are to be 4” plant material? If not, what size plant material should be priced? Please also confirm that this is the only seasonal color that needs to be priced for the entire campus.
Answer: Confirmed
29. Section n.) Tree and Tree Parts Disposal states “b. NOTE: Special arrangements may be made for the dumping of mulched material for use by the TSU Grounds Department by contacting the
Assistant Director of Building and Grounds”. Will all trees or tree trimming need to be mulched with a wood chipper? Also, will we need to contact the POC every time we provide trimming?
Answer: All tree debris is not required to be mulched. Trees can be disposed via removal from campus. If wood chipping is the preferred method, disposal location of the wood chips must be confirmed by TSU. It is not necessary to contact POC every time you provide trimming services.
It is however necessary to communicate if additional questions or approval is required.
30. Will a copy of the employee who holds a class “B” CDL license need to be submitted with the bid?
Answer: No, A copy of company insurance must be provided with the Bid. Driver verification and approval to drive is vendor responsibility.
31. Scope of Services Above 13 ft
Will tree services exceeding 13 feet be included in this contract? May the contractor provide quotes for work above the stated height, such as clearing around two-story roofs or windows?
Answer: Tree services exceeding 13 feet are to be billed separately. TSU reserves the right to seek best value for additional billed services.
32. Certified Arborist Requirement
Is a certified arborist required to be onsite at all times, or can one be engaged seasonally or upon
University request for inspections and recommendations regarding trees with deficiencies?
Answer: The Arborist should be available as necessary regarding re deficiencies.
33. Bucket Truck Usage
If tree work is limited to 13 feet, will a bucket truck still be required onsite for the duration of the contract?
Answer: A bucket truck is required only if necessary.
34. Tree Inventory
How many trees are currently estimated to be on campus?
35. Answer: A comprehensive tree counts is not available.
36. Pruning Frequency
At what intervals have trees historically been limbed to meet height clearance requirements?
Answer: Trees have historically been trimmed as needed, per safety requirements.
37. Vehicle Access
Will company trucks be permitted to access areas close to tree work sites, or restricted to designated parking areas? If restricted, additional time and smaller equipment may be needed to transport trimmings.
Answer: Yes, Supervisor on duty can contact TSU lead for any area needing additional key access or approval to enter.
38. Pruning Cycle
What is the expected cycle for limbing all trees? Is every tree pruned annually?
Answer: Pruning cycle is as needed. Some trees can withstand extended time with no extensive pruning. The expectation is to ensure trees are managed and no safety issue is presented by unmanaged tree growth.
39. Pests and Diseases
What tree pests and diseases are currently affecting the campus?
Answer: As the ground service provider, we rely on your expertise to identify potential pest and diseases.
40. Pesticide Applications
What percentage of trees are believed to require pesticide treatments?
Answer: We rely on your professional suggestions.
*Please sign this Addendum and include it in your response. Your signature will signify your acknowledgement / receipt of this addendum.
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