ESBD_527961_1781640461003_Scope of Work.pdf

Landscaping Services for TSTC - Ft. Bend

Purpose Texas State Technical College (“TSTC”) is soliciting proposals from qualified suppliers to provide landscaping and grounds maintenance services for the TSTC Fort Bend campus.

The purpose of this solicitation is to establish a supplier capable of maintaining campus grounds in a clean, safe, professional, and well-kept condition that supports the College’s instructional, operational, and public-facing environment. Services include routine grounds maintenance, mowing, edging, blowing, debris removal, weed control, turf and bed treatment, mulch installation, seasonal color changeouts, tractor shredding, drainage ditch mowing, pole yard mowing, irrigation monitoring, and related as-needed irrigation repair services.

The anticipated initial service term is September 2026 through August 31, 2029. TSTC may, at its sole option, renew the agreement by extending the termination date for up to two additional one-year renewal periods.

Scope of Work or Service The awarded supplier shall provide all labor, supervision, equipment, tools, transportation, materials, supplies, and incidentals necessary to perform landscaping and grounds maintenance services for the

TSTC Fort Bend campus.

Suppliers shall review the solicitation documents, revised SOW, landscape image, and any site layout attachments provided with this RFP. Quantities, square footage, and service areas are estimates only and are provided for proposal purposes. Suppliers are responsible for reviewing the service areas and site conditions prior to submitting a proposal. Any concerns regarding estimated quantities, site conditions, or service expectations shall be submitted through the solicitation Q&A process before the deadline for questions.

TSTC will offer an optional walkthrough for suppliers on July 1, 2026, from 9:00 a.m. CST to 11:00 a.m.

CST. The walkthrough will begin at the Transportation Technology Center, 26714 SW Fwy, Room P103

Conference Room, Rosenberg, Texas 77471. Attendance is not mandatory; however, suppliers are encouraged to attend to better understand site conditions and service expectations. Suppliers anticipating attendance are kindly asked to notify TSTC by 4:00 p.m. CST on June 30, 2026, through the

Supplier Chat feature in the Workday event page. Failure to attend the optional walkthrough does not relieve the supplier of the responsibility to understand the service requirements, estimated quantities, site conditions, and solicitation attachments prior to submitting a proposal.

1. Estimated Service Areas

The current estimated service areas are as follows:

Service Area Approximate Area

General Mowing Area 416,286 SF

Tractor Shredding Area 381,900 SF

Drainage Ditch Mowing Area 58,519 SF

Pole Yard Mowing Area 128,000 SF

Seasonal Flower Bed Area 2,214 SF

Mulch Area 39,304 SF

The landscape image identifies service areas and frequencies, including:

● General Services: 42x/year, including treated areas 3x/year

● Tractor Shredding: 10x/year

● Mulch: 2x/year

● Drainage Ditch Mowing: 8x/year

● Seasonal Color Changeouts: 3x/year

2. General Services

The awarded supplier shall perform general landscaping and grounds maintenance services 42 visits per year.

The anticipated service schedule is:

● January: 2 visits

● February: 2 visits

● March: 2 visits

● April through October: weekly visits

● November: 2 visits

● December: 2 visits

Each general service visit shall include, at minimum:

● Mowing designated turf areas.

● Edging sidewalks, curbs, drives, landscape beds, and other appropriate areas.

● Blowing and removing grass clippings from sidewalks, buildings, roads, parking lots, entrances, and other paved surfaces.

● Removing trash, litter, and landscape debris from maintained areas.

● Weeding planting beds, walkways, tree rings, and hardscapes.

● Trimming around buildings, signs, fencing, poles, utilities, irrigation components, trees, and other fixed objects.

● Maintaining a neat and professional campus appearance.

● Checking the irrigation system for visible issues and reporting observed concerns to TSTC.

3. Shrub, Hedge, and Plant Maintenance

The awarded supplier shall maintain shrubs, hedges, and ornamental plantings in a neat and healthy appearance.

Services shall include:

● Bi-weekly trimming of shrubs, hedges, and plants near the main entrance to maintain shape and appearance.

● Monthly trimming of shrubs and hedges in other designated areas.

● Removal of trimmings and related landscape debris.

● Spot treatment for pests, including ants, and visible plant disease concerns as appropriate.

● Inspection of plant material for visible decline, damage, or disease.

Tree canopy maintenance shall be limited to work reachable up to 8 feet. Larger tree work, tree removal, emergency tree response, lift work, or specialized arborist services shall be treated as as-needed services and shall require prior written approval from TSTC.

4. Turf Chemical Program

The awarded supplier shall provide a turf chemical program for designated turf areas three applications per year.

Services shall include:

● Fertilizer application for turf areas.

● Pre-emergent weed control, as appropriate.

● Post-emergent weed control, as needed.

● Spot treatment for pests, including ants.

● Monitoring for visible turf disease or decline.

Any treatment outside the routine chemical program, including specialized fungicide or corrective treatment, shall be communicated to TSTC and shall require prior written approval before performance.

5. Bed Chemical Program

The awarded supplier shall provide a landscape bed chemical program for designated planting beds and tree rings two applications per year.

Services shall include:

● Fertilizer application for ornamental plants, beds, and applicable tree rings.

● Pre-emergent weed control.

● Post-emergent weed treatment, as needed.

● Monitoring for visible pest activity, disease, or plant decline.

● Reporting observed concerns to TSTC.

6. Mulch Application

The awarded supplier shall furnish and install hardwood mulch two times per year in designated landscape beds and tree rings.

The current estimated mulch quantity is 160 cubic yards per application, with an approximate mulch service area of 39,304 square feet.

Mulch application shall include:

● Furnishing and installing hardwood mulch in designated beds and tree rings.

● Applying mulch at an appropriate and consistent depth.

● Removing, redistributing, or blending existing mulch where necessary to maintain a clean appearance.

● Replenishing mulch in high-traffic areas or near entrances as needed during routine maintenance.

● Maintaining clear space around tree trunks, building foundations, drains, irrigation components, and other areas where mulch buildup may cause damage or drainage concerns.

● Cleaning surrounding paved and turf areas after installation.

7. Seasonal Color Changeouts

The awarded supplier shall provide seasonal color changeouts three times per year in designated planting areas.

The current estimated seasonal flower bed area is approximately 2,214 square feet. Seasonal color areas are identified in red on the landscape image included with the solicitation documents.

Seasonal color services shall include:

● Removal and disposal of spent seasonal plantings.

● Soil preparation and amendment as appropriate.

● Furnishing and installing seasonal plant material appropriate for the Fort Bend campus climate and planting conditions.

● Use of native flowers to the extent practicable.

● Preferred plant colors of red, white, and blue.

● Initial watering following installation.

● Maintenance of seasonal color areas during routine service visits.

● Reporting declining or failed plant material to TSTC.

All proposed seasonal plant selections shall be communicated to and approved by TSTC prior to installation.

8. Tractor Shredding

The awarded supplier shall perform tractor shredding 10 times per year in designated areas.

The current estimated tractor shredding area is approximately 381,900 square feet.

Services shall include:

● Shredding designated fields, undeveloped areas, or assigned grounds areas.

● Maintaining a consistent and appropriate cut height for the area.

● Avoiding damage to fencing, signs, drainage structures, utilities, trees, irrigation components, and other campus property.

● Reporting unsafe conditions, access concerns, excessive debris, or obstructions before service when applicable.

9. Drainage Ditch Mowing

The awarded supplier shall perform drainage ditch mowing eight times per year.

The current estimated drainage ditch mowing area is approximately 58,519 square feet.

The anticipated drainage ditch mowing schedule is:

● March

● May

● June

● July

● August

● September

● October

● December

Services shall include:

● Fine mowing drainage ditches behind TSTC Fort Bend.

● Trimming accessible drainage areas where safe and appropriate.

● Removing or reporting visible debris, obstructions, erosion concerns, or drainage issues.

● Performing work in a manner that does not obstruct drainage flow or damage ditch slopes, culverts, or drainage structures.

10. Pole Yard Mowing

The awarded supplier shall provide mowing and grounds maintenance for the designated pole yard area.

The current estimated pole yard mowing area is approximately 128,000 square feet.

Services shall include:

● Mowing designated pole yard turf areas.

● Trimming around poles, fencing, utilities, and fixed objects.

● Blowing clippings from adjacent paved areas, drives, or walkways.

● Removing trash and debris.

● Reporting visible site concerns, access issues, or unsafe conditions.

11. Irrigation Monitoring and As-Needed Repairs

The awarded supplier shall perform a monthly irrigation check to identify irrigation zones that are not operating properly and shall report identified issues to TSTC. The supplier shall also visually monitor the irrigation system during routine service visits and report visible concerns to TSTC.

The supplier shall have the ability and knowledge to work with and program a Baseline 1000 irrigation controller.

Routine irrigation monitoring shall include:

● Performing a monthly irrigation check to identify zones that are not working, underperforming, overspraying, leaking, or otherwise operating improperly.

● Observing visible irrigation system concerns during service visits.

● Reporting broken heads, leaks, overspray, dry areas, excessive wet areas, controller issues, or other visible deficiencies.

● Providing TSTC with a written irrigation report following each monthly irrigation check.

● Including in the irrigation report, at minimum, the date of inspection, zones checked, zones not operating properly, visible deficiencies, recommended corrective action, and any repair estimate if requested by TSTC.

● Providing repair recommendations and estimated costs when requested by TSTC.

Irrigation repairs, upgrades, controller programming, troubleshooting, parts replacement, and related services are not included in routine base services and shall be treated as as-needed services. No irrigation repair work shall be performed unless approved in writing by TSTC prior to performance.

12. As-Needed Services

TSTC may request as-needed services during the term of the resulting agreement. As-needed services may include, but are not limited to:

● Irrigation repairs and upgrades.

● Baseline 1000 controller programming or troubleshooting.

● Tree removal or emergency tree response.

● Landscape renovation projects, including replanting or design updates.

● Storm damage cleanup.

● Special event clean-up and beautification.

● Temporary plantings or decorative displays.

As-needed services are not authorized unless approved in writing by TSTC prior to performance.

13. Seasonal Planning and Communication

The awarded supplier shall maintain regular and effective communication with TSTC regarding service scheduling, seasonal planning, site concerns, service delays, and recommended corrective action.

During winter months, December through February, the supplier may be asked to participate in planning and review meetings for upcoming seasonal work.

The supplier shall promptly notify TSTC of:

● Irrigation issues.

● Pest or disease concerns.

● Damaged or declining plant material.

● Drainage concerns.

● Unsafe conditions.

● Access issues.

● Recommended repairs or additional services.

● Conditions that may affect scheduled service.

Service logs are not mandatory; however, suppliers may describe any proposed service log, reporting process, or communication tool in their proposal. Proposed service logs or reporting tools may be considered as part of the supplier’s service approach.

14. Materials, Chemicals, and Safety

The awarded supplier shall ensure that all chemicals, fertilizers, herbicides, pesticides, mulch, plants, and related materials are appropriate for the intended use and applied in accordance with applicable laws, regulations, product labels, and safety requirements.

The supplier shall:

● Use licensed or qualified applicators where required.

● Provide Safety Data Sheets upon request.

● Use materials appropriate for the Fort Bend campus climate and conditions.

● Protect students, employees, visitors, vehicles, buildings, drainage areas, irrigation systems, utilities, and adjacent property.

● Perform work in a safe manner that does not unreasonably interfere with campus operations, instruction, pedestrian movement, or scheduled events.

15. Supplier Responsibilities

The awarded supplier shall be responsible for:

● Providing all labor, supervision, equipment, materials, tools, and transportation necessary to complete the services.

● Reviewing solicitation documents, attachments, and site conditions before submitting a proposal.

● Performing services according to the required frequencies and service expectations.

● Protecting TSTC property from damage.

● Promptly reporting damage, hazards, access issues, or conditions that may impact performance.

● Correcting deficiencies caused by supplier performance at no additional cost to TSTC.

● Maintaining adequate supervision of all work crews.

● Complying with all applicable federal, state, local, and institutional requirements related to the services performed.

Requirements for Proposal Suppliers shall include the following information in their proposal:

● Criterion One: Qualifications and Experience

○ Provide a summary of the supplier’s qualifications and experience providing landscaping and grounds maintenance services for commercial, institutional, governmental, or higher education facilities.

○ Identify similar projects, including size, scope, service frequency, and client type.

○ Provide references for comparable landscaping service contracts.

○ Identify experience with large campus, public sector, or multi-zone grounds maintenance environments.

● Criterion Two: Service Approach and Staffing Plan

○ Describe the proposed approach for performing general services, mowing, edging, blowing, debris removal, weed control, turf chemical applications, bed chemical applications, mulch installation, seasonal color changeouts, tractor shredding, drainage ditch mowing, pole yard mowing, irrigation monitoring, and communication with TSTC.

○ Describe how the supplier will manage scheduling, quality control, weather delays, issue escalation, campus coordination, service consistency, monthly irrigation checks, and irrigation reporting.

○ Provide a staffing plan, including crew structure, supervision, account management, and response process for service concerns.

○ Describe the supplier’s proposed communication process, including issue notification, routine coordination with TSTC, and the format or method for providing monthly irrigation reports.

Service logs are not required but may be considered as part of the supplier’s service approach.

● Criterion Three: Technical Capability, Equipment, and Materials

○ Identify equipment, tools, vehicles, chemicals, fertilizers, mulch, seasonal color materials, irrigation-related capabilities, and other resources proposed for the services.

○ Confirm the supplier’s ability and knowledge to work with and program a Baseline 1000 irrigation controller.

○ Describe the supplier’s approach to chemical application, safety, quality control, irrigation issue reporting, seasonal color selection, native flower use, and protection of campus property.

○ Provide information regarding applicable licenses, certifications, applicator qualifications, or other credentials relevant to the services.

● Criterion Four: Pricing

○ Complete and submit the TSTC Landscaping Services Pricing Form included as an attachment to this RFP.

○ Provide pricing for all required services listed on the Pricing Form, including general services, turf chemical program, bed chemical program, mulch, pole yard mowing, tractor shredding, drainage ditch mowing, seasonal color changeouts, and irrigation repair rates.

○ Pricing shall align with the service frequencies, estimated square footage, quantities, and service requirements described in this RFP and its attachments.

○ Identify all assumptions, exclusions, unit costs, labor rates, material costs, markups, escalation factors, trip charges, and as-needed irrigation repair pricing.

○ TSTC will not recognize charges not specifically stated in the submitted Pricing Form unless separately approved in writing by TSTC.

● Criterion Five: History of Support

○ Please provide a history of support for Institutions of Higher Education (IHE) in Texas, including things such as sponsorships, grants, donations in-kind or otherwise, internships/externships, apprenticeships and the like. [Texas Education Code 51.9335(b)(8)].

Evaluation Criteria The evaluation of the proposals shall be based on the requirements described in this RFP. All properly submitted proposals will be reviewed, evaluated, and ranked by TSTC in accordance with the evaluation criteria set forth below:

Evaluation Criteria Maximum Points

Qualifications and Experience 20

Service Approach and Staffing Plan 30

Technical Capability, Equipment, and Materials 20

Pricing 25

History of Support 5

Total Possible Points 100