ESBD_529732_1782138751330_Gulf Bend Center RFP Groundskeeping services FY27.pdf

Request for Proposal (RFP) for

Groundskeeping Services

Issue Date: June 22, 2026 Due Date: July 31, 2026 at 5pm

Gulf Bend Center

RFP: Groundskeeping Services

I. OVERVIEW OF RFP

Gulf Bend Mental Health Mental Retardation Center d/b/a/ Gulf Bend Center (Gulf Bend or the Center) is seeking proposals from a contractor with experience in providing lawncare services for commercial office buildings. Gulf Bend has two locations: 6502 Nursery Drive, Victoria Texas and 1009 N Nimitz Street Victoria Texas. This contract would be effective September 1, 2026.

II. GENERAL INFORMATION

A. Background

Gulf Bend is Certified Community Behavioral Health Clinic as well as an agency of the State of Texas established to plan, coordinate, develop policy, develop and allocate resources, supervise, and ensure the provision of community based mental health and intellectual and developmental disability services. The Center is a community center under Chapter 534 of the Texas Health and Safety Code and is classified by the Internal Revenue Service as a 501(c)(3) tax-exempt organization. The Center is governed by a nine-member Board of Trustees. Gulf Bend provides services in a seven-county region that includes: Victoria, Jackson, Calhoun, Refugio, Goliad, DeWitt, and Lavaca Counties.

Gulf Bend primarily receives funding through an agreement with Health and Human Services Commission (HHSC) for the provision of community-based services. All contracts are dependent on the continuation of this grant agreement with HHSC.

B. Point of Contact (POC), Questions, and Clarifications Any inquiries concerning this RFP should be directed to:

POC Dianne Jernigan, Property Manager Phone 361-676-6228 Email jernigan@woolson.com

Written questions and requests for clarification regarding this RFP are permitted if submitted by email to the POC noted above. All email inquiries must include in the subject line: “Request for Proposal-Groundskeeping Services”.

C. Terms of Contract

The terms of the contract, based on approval by the Board of Trustees, is expected to be for one

(1) year with annual renewals up to four (4) additional years at the discretion of the Center.

However, the agreement may be terminated for cause at any time.

D. Schedule of Events Proposals must be received by the POC prior to the dates noted below.

Late proposals will not be considered.

Schedule of Events RFP is made available June 22, 2026 Available for questions July 6-24, 2026 Deadline for receipt of proposals July 31, 2026 5 p.m.

Selection Committee to review proposals August 3-14, 2026 Board approval of selected vendor August 25, 2026 Anticipated contract start date September 1, 2026

Proposals may be withdrawn from consideration or amended at any time prior to the deadline by submitting a written request by email to the POC. All dates are tentative and subject to change at the Center’s discretion. Changes to any of the dates noted above will be reported through an addendum posted to the Center’s website.

E. Changes and Modifications to RFP Gulf Bend reserves the right to change, amend, modify, or cancel this RFP at any time which it deems to be in the best interest of the Center. All modifications will be posted to the Center’s website. This information will also be sent to any vendors who have already submitted their proposal at the time of the modification. It is the responsibility of each vendor to periodically check the website for additional information. Gulf Bend is not responsible or liable in any regard for the failure of any individual or entity to receive notification regarding RFPs posted to the website or for the failure of any vendor or awarded contractor to stay informed of any postings.

F. Cost Incurred All vendors understand that the issuance of this RFP in no way constitutes an award or contract with Gulf Bend. Gulf Bend accepts no obligations for costs incurred in preparing and submitting a proposal. Proposals are submitted at the sole expense of the vendor.

III. RFP SUBMISSIONS & REQUIREMENTS

A. Submission / Questions

a) Please submit an electronic response to the requested information no later than July 31, 2026 at 5 p.m. Your response must be in PDF format emailed using the subject line: RFP- Groundskeeping Services to the POC email address noted above.

b) After reviewing written electronic responses, the Center could invite selected responders to make no more than one-hour presentations to the committee August 3 – 14, 2026.

c) Please send any questions about this RFP to the POC noted above before July 24, 2026. We will respond directly to the person who submits the question. If a question asks for information that might be helpful to all, those responses will be compiled and sent to all responders as well as posted to the website.

d) The Center reserves the right to accept or reject any and/or all proposals for any or all services covered in this RFP and to waive informalities or defects in proposals or to accept such proposals as deemed to be in the best interest of Center.

B. Requirements

a) Proposers are responsible for examining and being familiar with all specifications, provisions, instructions, and terms and conditions of the solicitation and their responses.

b) The proposer must attach all required forms with each submission copy. Forms must be signed by a representative who is authorized to bind the proposer contractually. Forms include:

1) Cover letter: Please provide a cover letter that includes a brief overview of your company, including its history. Identify the principal or officer who will serve as the point of contact for clarifications.

2) Signature page: This must be signed by an individual who is authorized to bind the proposer to all terms and conditions of this RFP.

3) References: Please provide three (3) references where services of similar size and scope have been performed. References must include organizations names, addresses, names of contact person, and telephone numbers for references.

4) Service approach: Please provide a comprehensive plan that details how you will staff and maintain services in accordance with the scope of services to be provided. This should include an approach to maintaining a consistent schedule.

5) Cost proposal: Please submit the expected cost of providing services in accordance with scope for each property, per month. The proposal should also include any costs that would be outside of the regular services.

6) Miscellaneous: Please submit a W-9 and proof of insurance with proposal.

c) Additionally, all organizations and related proposals must be compliant with all applicable state and federal regulations and be able to provide proof of compliance upon request.

d) Proposals cannot be altered or amended after the submission deadline passes. Proposals may be modified prior to the deadline only by providing a written notice to POC noted above.

IV. SCOPE OF SERVICES

Contractor is expected to perform the following services:

1. All mowing, weed eating, and edging for the property as weather conditions throughout the seasons dictate and permit:

o Weekly April – October o Bi-weekly November, February, and March o Monthly January and December

2. Air-sweep all paved areas during each service.

3. Clean up and remove all trash, littler and lawn debris at each service.

4. Spray all cracks in sidewalks and parking areas with herbicide to maintain a weed-free, clean and professional look.

5. Treat all ant beds throughout the property with ant killer at time of each service.

6. Prune or cut back all low hanging branches and/or dead limbs as needed to maintain at least an 8 ft clearance.

7. Maintain and trim shrubs and ornamentals as needed but no less than quarterly.

8. Supply and spread a turf builder/weed and feed product throughout the property in March and November.

9. All flower beds and shrubbery will be kept weed free using herbicide and manual weeding.

10. Installation of mulch flower beds will be applied once per year, more if needed, and existing mulch will be turned once a year to maintain a fresh appearance.

In addition, Contractor will:

1. Furnish all labor, materials, and equipment necessary to perform the work described withing the Scope.

2. Determine schedule and communicate that schedule, and any changes to it, to the proper on-site staff.

3. Be solely responsible for ensuring employees wear the proper personal protective equipment for the activity they are performing.

4. Perform all work in a professional and skillful manner using proper equipment and materials.

5. Promptly report any damages to the proper on-site staff.

In the event the Center may require additional related services to be performed by the Contractor that are outside this Scope, terms and pricing will be discussed and agreed upon in writing prior to such services being performed.

V. EVALUATION QUESTIONS AND CRITERIA

Gulf Bend Center’s selection committee will evaluate proposing firms based upon the following criteria.

Criteria Description Maximum points Experience and qualifications

Experience in the industry Quality of work based on references

Cost proposal Cost of services

Service approach

Size and structure of company Timeline General direction and supervision

Compliance and miscellaneous Items

Proposal presentation Additional services offered outside the scope W-9 and proof of insurance is satisfactory

Attachment A: Condition, Disclosures and Assurances

Attachment B: Signature Page

Attachment A: Conditions, Disclosures and Assurances

1. Successful Proposer’s goods and/or services will be of a standard quality and level of professionalism expected of those businesses engaged in the delivery of similar goods and/or services. The methods and means employed in the delivery of the services must be of a standard that will withstand both public and private scrutiny, and be in compliance with all applicable laws, statutes, regulations and ordinances as may be amended from time to time including, but not limited to, the Civil Rights Act of 1964, as amended, and the Americans with Disabilities Act.

2. Successful Proposer will ensure that no person, on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity, genetic characteristics, age, disability, or political affiliation will be excluded from participation in, be denied the benefits of, or be subject to discrimination under any applicable law or regulation, or under any of the policies of the Texas Health and Human Services Commission or its related agencies (collectively, “HHSC”) or Center.

3. Successful Proposer must have and maintain at all times during the existence of any contract any and all required federal, state, and/or local licenses as considered necessary with respect to the services covered by the Proposal.

4. Successful Proposer(s) must ensure that no person will provide services under a contract with the

Center if that person has been convicted of any of the offenses listed in the Texas Health and Safety Code, Section 250.006(a).

5. Successful Proposer(s) shall ensure that it and each person who provides services under a contract is eligible to work in the United States at the time he/she provides services, and shall document such eligibility using USCIS Form I-9 for all such persons and maintain such documentation for at least six

(6) years after the contract ends, and make such documentation available to Center upon request.

6. Successful Proposer shall maintain, at all times during its performance under the contract, insurance coverage in not less than the following amounts per policy year:

Commercial General Liability Insurance with limits of at least $1,000,000 per occurrence and $2,000,000 General Aggregate; Workers Compensation Insurance of at least $1,000,000 per accident

General Liability policy shall also include a waiver of subrogation in favor of Center.

7. Any future contracts issued shall be governed, construed and interpreted under the laws of the State of

Texas. Venue for any litigation arising under the contract shall lie in Victoria County, Texas.

8. Successful Proposer shall not advertise or publish without Center’s prior written consent the fact that

Center has entered into a contract, except to the extent necessary to comply with proper requests of information from an authorized representative of the federal, state or local government. Proposer is prohibited from using contract award information, sales/values/volumes in sales brochures or other promotions, including press releases, unless prior written consent is obtained from the Center.

9. The selected proposer agrees that they may be a Business Associate as that term is defined under 45

CFR 164.502(e), 164.504(e), 164.532(d) and (e), and as such, will execute a Business Associate Agreement with the Center concurrent with the execution of any contract or agreement for services.

10. Should the proposer not meet the requirements of the contract, the Center may terminate the contract within thirty (30) days with written notice. In this case, the Center may award the remainder of the contract to the next best proposer.

11. The successful Proposer shall not sell, assign, transfer or convey any contract resulting from this RFP, in whole or in part, without the prior written consent of the Center.

12. The Center shall appoint a contract monitor with designated responsibility to ensure compliance with contract requirements. The contract monitor will serve as liaison between the Center and the successful Proposer.

13. No public official shall have interest in this contract, in accordance with Vernon's Texas Codes

Annotated, Local Government code Title 5, Subtitled C., Chapter 171. Additionally, no contractor who develops or drafts specifications, requirements, statements of work and/or procurement documents will bid or submit a proposal for award.

14. Successful Proposer shall defend, indemnify and hold harmless the Center or its designee and its officers, directors and employees from any and all suits, claims, actions, losses, damages, liability and expenses, including attorney’s fees arising from any negligent or willful act, error, omission or misrepresentation of Contractor or his employees, agents (including subagents) or servants. The provisions of the subparagraph shall continue and be ongoing in any contract resulting from this RFP.

15. Any written notice provided by this proposal (or required by Law) to be given to the successful Proposer by the Center shall be deemed to have been given and received on the next day after such written notice has been deposited in the US mail by Registered or Certified Mail with sufficient postage affixed thereto, addressed to the successful Proposer at the address so provided; provided this shall not prevent the giving of actual notice in any other manner.

16. The Center does not discriminate against any individual or Proposer with respect to his/her compensation, terms, conditions, or award of contract because of race, color, religion, sex, national origin, age, disability, political affiliation, or limit, segregate, or classify candidates for award of contract in any way which would deprive or tend to deprive any individual or company of business opportunities or otherwise adversely affect status as a Proposer because of race, color, religion, sex, national origin, age, disability, or political affiliation

17. Any Proposer currently held in abeyance from or barred from the award of a Federal or State contract may not contract with the Center.

18. The Center is by statute exempt from the State Sales Tax and Federal Excise Tax; therefore, the proposal shall not include taxes.

19. Proposers shall not offer or accept any gifts or anything of value nor enter into any business arrangement with any employee, Trustee, official or agent of Center.

20. Submitted proposals become the property of the Center and will not be returned to the Proposer.

Proposer agrees that the Center has the right to use, reproduce and distribute copies of and to disclose to the Center employees, agents and contractors and other governmental entities all or part of the Proposal, as the Center deems appropriate to complete the procurement process or comply with state or federal laws and regulations.

Attachment B: Signature Page

The attached proposal is being submitted in response to Gulf Bend Center’s RFP for Groundskeeping Services. The proposal is a firm offer and shall remain an open offer, valid for one hundred twenty (120) days from the date of this document.

Gulf Bend Center in its sole and absolute discretion shall have the right to award contract(s) for any/all of the services proposed and shall have the right to reject any and all proposals. The Center is not bound to accept the lowest proposal but will evaluate proposals for best value.

I understand that this proposal will be reviewed and evaluated according to the procedures indicated in this RFP.

Authority to Sign. I acknowledge that I have the authority to sign and power to execute this RFP on behalf of the party noted below.

Authorized Signature Company Name

Typed or Printed Name Title

Street Address

City, State, Zip Code Telephone Number

Email Address

Date Submitted