ESBD_512932_1778010340113_01. IFB Solicitation 601440000053223.pdf

INSTRUCTIONS TO RESPONDENTS

USE OF NATIONAL INSTITUTE OF GOVERNMENTAL PURCHASING CODE

The Texas Department of Transportation (TxDOT) uses the National Institute of Governmental Purchasing, Inc., (NIGP) code to standardize purchases by conforming to the class, item, and group structure of the code. The NIGP code is used to select vendors for our master vendor file from the Texas Comptroller of Public Accounts (CPA) Centralized Master Bidders List (CMBL).

New suppliers and other vendors wishing to furnish materials, equipment, supplies and services to TxDOT should apply to be on the CMBL to receive bidding opportunities.

Existing TxDOT vendors need only be concerned that the information listed on the CMBL file is correct, and that the applicable NIGP class and item are selected for those you can provide.

CMBL information is available online at: https://comptroller.texas.gov/purchasing/vendor/cmbl/ or by phoning 1-512-463-3459.

Early Payment Program - TxDOT is offering an important program to all respondents that provide prioritized invoice processing and payments (prior to the 30th day after receipt of a correct invoice). The program provides enrolled vendors enhanced benefits from improved invoice processing to priority handling to cash advancement and technology efficiencies.

Respondents offering a cash discount in exchange for TxDOT’s priority invoice processing and early payment agreement should complete and return the attached form entitled “Priority Invoice and Early Payment Program” with the response.

Additional information may be found at the following website: http://www.txdot.gov/business/vendors/epp.html

Revised 05/08/2024

THE ATTACHED SOLICITATION SHOULD BE RETURNED AS FOLLOWS:

must be received before the hour and dateAll responses for Solicitation No.

specified

All reference to time in the solicitation shall mean Central Time.

Email responses must be sent to . Email responses must not exceed 20 MB and be in portable document format (PDF) or Excel format for pricing schedules, signed by respondent, and attached to the email to be considered for award. Emails exceeding 20 MB must be sent to through managed file transfer services such as, but not restricted to, Dropbox™. TxDOT will not be responsible for failure of electronic equipment, operator error, server delays, or system outages. Responses that are late, illegible, incomplete, file corrupted, flagged as a virus, or otherwise non-responsive will not be considered.

Respondent must place the following in the subject line of their email submission: Solicitation Number, Company Name.

The response must be sent only to . Any response sent to any email address other than

- whether directly, courtesy copy (cc), or blind copy (bcc) - will be considered non-responsive.

For hand delivery or courier service, United States Postal Service, Federal Express, United Parcel Service, or other mail delivery service, contact the purchaser for assistance.

1 1.00 HOU

SHIP TO THE FOLLOWING LOCATION

UNLESS OTHERWISE NOTED

THIS IS A SERVICE AND NO

SHIPPING IS REQUIRED.

United States

SEE SPECIFIC INSTRUCTIONS FOR

EACH LINE ITEM

98888760000

TREE TRIMMING, LIMBS AND

PRUNINGSERVICES

SHIP THIS ITEM TO THE FOLLOWING LOCATION

THIS IS A SERVICE AND NO

THIS IS A SERVICE AND NO

SHIPPING IS REQUIRED.

United States

Removal, Stump grinding, and Disposal of 3 large Red Oak trees

Work to be done on weekend

All required permits/parking spaces/sidewalk blocking need to be arranged prior to any work beginning by vendor.

Location:

Geer Building 13 125 E. 11th Street Austin, TX 78701

The following comments apply to the entire Solicitation

Page 1INVITATION FOR BID 04/30/2026

SOLICITATION NO: 601440000053223

OPENING DATE 03:00 PM May 12, 2026 To:

Blank Vendor X Austin TX 78701

VENDOR ID: 9999999999 - 999

Return Sealed Response To:

See Body of Solicitation for Specific Return Instructions

BUYER: Cabrera, Suzanne

PHONE: 325/307-6277

Shows opening date and number in lower left hand corner of sealed response envelope and show return address of vendor.

Vendor agrees to comply with the solicitation below and at terms and conditions.

F.O.B. destination means vendor retain title to goods until delivered and the price quoted includes all freight charges.

Delivery in _______________________________Days Cash Discount_____________%_________________ Days

QUOTE F.O.B. DESTINATION

Item Item Quantity Unit Make/ Unit Extended No. Description Model Price Price

IF RESPONDING, FORM MUST BE SIGNED. IF NOT RESPONDING. DO NOT RETURN THIS FORM.

Failure to sign will disqualify response.

Authorized Signature Date

Printed Name

By signing solicitation, respondent certifies that if the Texas address is shown as the address of the respondent, respondent qualifies as a Texas Bidder as defined in 34 T AC Rule 20.306

1. DESCRIPTION OF SERVICE: This solicitation is to provide services for tree removal, stump grinding, and disposal services for the Austin District HQ.

2. Emergency: This solicitation is for an emergency purchase made under Texas Government Code, §2155.137 and 34 TAC 20.82.

3. Electronic State Business Daily (ESBD): This solicitation is posted on the ESBD. It is the responsibility of the interested parties to periodically check the ESBD for updates to the procurement prior to submitting a response. The respondent’s failure to periodically check the ESBD will in no way release the selected vendor from “addenda or additional information” resulting in additional costs to meet the requirements of the solicitation.

http://www.txsmartbuy.com/esbd

4. Order of Precedence: In the event of any conflict, terms contained in the document shall prevail in the order as listed below:

4.1. Solicitation No. 601440000053223

4.2. TxDOT Terms and Conditions, August

4.2.1. Payment will be made in

accordance with Part 4, Para. 4.04 (b)

4.3. Statement of Work (SOW), TxDOT

988-88-53223, Dated April 2026

5. Work Hours:

Work hours may be flexible, based on type of work and TxDOT requirements.

All work performed by the vendor must be in accordance with a TxDOT-approved work schedule. Vendor employees must be available to work on an as needed basis.

6. Insurance Requirements: The respondent must provide to TxDOT an executed Certificate of Insurance for Services, Form 1950, per TxDOT Terms and Conditions, paragraph 5, within seven business days of request by TxDOT.

7. Estimated Quantities:

Page 2INVITATION FOR BID 04/30/2026

SOLICITATION NO: 601440000053223

OPENING DATE 03:00 PM May 12, 2026 To:

Blank Vendor X Austin TX 78701

VENDOR ID: 9999999999 - 999

Return Sealed Response To:

See Body of Solicitation for Specific Return Instructions

BUYER: Cabrera, Suzanne

PHONE: 325/307-6277

Shows opening date and number in lower left hand corner of sealed response envelope and show return address of vendor.

Vendor agrees to comply with the solicitation below and at terms and conditions.

F.O.B. destination means vendor retain title to goods until delivered and the price quoted includes all freight charges.

Delivery in _______________________________Days Cash Discount_____________%_________________ Days

QUOTE F.O.B. DESTINATION

Item Item Quantity Unit Make/ Unit Extended No. Description Model Price Price

Quantities are estimates only to be used for the purpose of comparing responses. The respondent must enter their unit price on Invitation for Bid.

Total price will be evaluated by multiplying the unit price for each line by the estimated quantities listed on Invitation for Bid.

TxDOT will issue blanket purchase order releases (BPOR) based on the amount needed to satisfy TxDOT’s operating requirements. BPOR may be up to the aggregate contract amount subject to further allocation of funds, and there is no guarantee any BPOR will be issued under this contract.

8. Contact Information:

The individuals listed below are the only authorized TxDOT contacts.

Contacting any other TxDOT personnel regarding this solicitation, may result in the respondent being disqualified.

Any changes as a result of questions will be made by TxDOT in the form of an addendum to the solicitation; no oral changes will be considered.

For clarification or questions regarding this solicitation, respondents may contact:

Primary Contact: Suzanne Cabrera, CTCD Phone: (325) 307-6277 Email: suzanne.cabrera@txdot.gov

Secondary Contact: Laura Ritchie, CTCD, CTCM

Phone: (806) 748-4333 Email:

laura.ritchie@txdot.gov

9. Vendor Performance: TxDOT will monitor performance on a regular basis.

9.1. TxDOT may consider the following

performance by the vendor as unsatisfactory performance - An unsatisfactory performance determination includes, but is not limited to:

9.1.1. One service "call back" to

correct the same problem within 30 calendar days.

9.1.2. Any requirement not met as

outlined in the service requirements determined by TxDOT

Page 3INVITATION FOR BID 04/30/2026

SOLICITATION NO: 601440000053223

OPENING DATE 03:00 PM May 12, 2026 To:

Blank Vendor X Austin TX 78701

VENDOR ID: 9999999999 - 999

Return Sealed Response To:

See Body of Solicitation for Specific Return Instructions

BUYER: Cabrera, Suzanne

PHONE: 325/307-6277

Shows opening date and number in lower left hand corner of sealed response envelope and show return address of vendor.

Vendor agrees to comply with the solicitation below and at terms and conditions.

F.O.B. destination means vendor retain title to goods until delivered and the price quoted includes all freight charges.

Delivery in _______________________________Days Cash Discount_____________%_________________ Days

QUOTE F.O.B. DESTINATION

9.2. Exceptional performance

determination includes, but is not limited to:

9.2.1 Additional trimming, pruning, or removal service(s) suggested and accepted at no additional cost to TxDOT.

9.2.2. Vendor providing additional

qualified personnel to complete service at no additional cost to TxDOT.

10. Response Submission:

10.1. GENERAL FORMAT: The respondent

must submit one signed and dated response to include the documentation required per response paragraph 14.3 to the email address as indicated on the “Instructions to Respondents” page.

10.2. The respondent shall not encrypt

or password protect response or embed documents within the response; each section must be its own separate document.

10.3. RESPONSE: Failure by the

respondent to submit the documentation listed below will result in the response being considered non-responsive. The response submission must be submitted with each section named with the “Section #” and brief description not to exceed 30 total characters as a separate document in the following format:

10.3.1 Section 1 – Signed Invitation for

Bid (completing section 11-13)

10.3.2. Section 2 - Vendor

Qualifications, Experience and Reference Schedule: Complete and return detailing respondent qualifications and experience.

10.3.3. Section 3 – Vendor Personnel

Qualifications and Experience Schedule:

Complete and return for each proposed key or respondent personnel position.

10.3.4. Section 4 –Texas Family Code

Schedule

10.3.5. Section 5 – Addenda (if

applicable)

11. Vendor Point of Contact:

Name:

Phone:

Email:

12. Vendor Verification of Federal Employer Identification Number: Vendor

Page 4INVITATION FOR BID 04/30/2026

SOLICITATION NO: 601440000053223

OPENING DATE 03:00 PM May 12, 2026 To:

Blank Vendor X Austin TX 78701

VENDOR ID: 9999999999 - 999

Return Sealed Response To:

See Body of Solicitation for Specific Return Instructions

BUYER: Cabrera, Suzanne

PHONE: 325/307-6277

Shows opening date and number in lower left hand corner of sealed response envelope and show return address of vendor.

Vendor agrees to comply with the solicitation below and at terms and conditions.

F.O.B. destination means vendor retain title to goods until delivered and the price quoted includes all freight charges.

Delivery in _______________________________Days Cash Discount_____________%_________________ Days

QUOTE F.O.B. DESTINATION

to provide current company name: Vendor to provide federal EIN:

If invoice will be submitted by, and/or payment made to an EIN or company name different from the vendor on the contract, vendor must complete the following to authorize payment:

EIN of company authorized to invoice for vendor: Name of Invoicing Company: EIN of company authorized to receive payment: Name of company to be paid:

13. Preferences:

Check below if preference claimed under rule 34TAC 20.306.

Tie-Bid Preferences:

___ Supplies, materials or equipment produced in Texas or offered by a Texas bidder ___ Agricultural products produced or grown in Texas ___ Agricultural products and services offered by Texas bidder ___ USA produced supplies, material or equipment ___ Products produced at facilities located on formerly contaminated property ___ Products and services from economically depressed or blighted areas ___ Goods produced or offered by a Texas bidder that is owned by a service-disabled veteran who is a Texas resident

Source Preferences:

___ Products of persons with mental or physical disabilities ___ Vendors that meet or exceed air quality standards. For contracts to be performed, in whole or in part, in a designated non-attainment area or an affected county, as those terms are defined by Health and Safety Code

386.001 Texas emission reduction plan

___ Manufacturer that has a recycle program for computer equipment ___ Contractor providing foods of higher nutritional value

Specification Preferences:

___ Point lines made of recycled materials, remanufactured, or

Page 5INVITATION FOR BID 04/30/2026

SOLICITATION NO: 601440000053223

OPENING DATE 03:00 PM May 12, 2026 To:

Blank Vendor X Austin TX 78701

VENDOR ID: 9999999999 - 999

Return Sealed Response To:

See Body of Solicitation for Specific Return Instructions

BUYER: Cabrera, Suzanne

PHONE: 325/307-6277

Shows opening date and number in lower left hand corner of sealed response envelope and show return address of vendor.

Vendor agrees to comply with the solicitation below and at terms and conditions.

F.O.B. destination means vendor retain title to goods until delivered and the price quoted includes all freight charges.

Delivery in _______________________________Days Cash Discount_____________%_________________ Days

QUOTE F.O.B. DESTINATION

environmentally sensitive materials including recycled steel ___ Energy efficient products ___ Rubberized asphalt paving materials ___ Recycled motor oil and lubricants

If the name of your company is not printed on the heading of this solicitation, you must write the full name of company, full name of signer, mailing address, and respondent's employer identification number (EIN) on the face of the solicitation. To minimize identity theft, every company must have an employer Identification number (EIN), also known as a federal tax identification number, prior to award of a contract.

For information on obtaining your EIN, call 800-829-4933 or visit the following website:

https://www.irs.gov/businesses/small-bus inesses-self-employed/employer-id-number s

(NOTE: this link will not work if capitalization is used. Type in navigation bar using lower case letters)

14. Calendar of Events:

Estimated Solicitation Posting Date:

5/5/2026 Pre-Response Conference: Not Applicable

Response Due Date: 5/12/2026, 3:00 p.m.

central time Tentative Date for Contract Award:

5/18/2026

Page 6INVITATION FOR BID 04/30/2026

SOLICITATION NO: 601440000053223

OPENING DATE 03:00 PM May 12, 2026 To:

Blank Vendor X Austin TX 78701

VENDOR ID: 9999999999 - 999

Return Sealed Response To:

See Body of Solicitation for Specific Return Instructions

BUYER: Cabrera, Suzanne

PHONE: 325/307-6277

Shows opening date and number in lower left hand corner of sealed response envelope and show return address of vendor.

Vendor agrees to comply with the solicitation below and at terms and conditions.

F.O.B. destination means vendor retain title to goods until delivered and the price quoted includes all freight charges.

Delivery in _______________________________Days Cash Discount_____________%_________________ Days

QUOTE F.O.B. DESTINATION