ESBD_548805_1787237448758_1 Bid Packet 2026-095 as of 08.19.docx

IFB 23-022

City of San Marcos

Invitation for Bids 2026-095 for

MOWING & TRIMMING, LITTER REMOVAL, TRASH AND RECYCLING PICKUP

Issued: Monday, August 13, 2026

ISSUED BY:

City of San Marcos Purchasing & Contracting Division 630 East Hopkins Street, Building 3 San Marcos, Texas 78666

RESPONSES DUE:

Thursday, September 10, 2026 Prior to 2:00 PM, Local Time

TABLE OF CONTENTS

REQUIRED DOCUMENTS…………………………………………………………………………………X

SAMPLE STANDARD SERVICES AGREEMENT………………………………………………………..X

REQUIRED FORMS FOR SUBMISSION:

ATTACHMENT A VENDOR REFERENCES AND QUALIFICATIONS FORM

ATTACHMENT B VENDOR INFORMATION QUESTIONNAIRE AND ASSURANCES FORM

ATTACHMENT C W-9 TAXPAYERS IDENTIFICATION FORM

ATTACHMENT D HOUSE BILL 89 VERIFICATION FORM

ATTACHMENT E ACIS FORM

ATTACHMENT F SAMPLE CONTRACT AWARD

ATTACHMENT G BID FORM

ATTACHMENT H BID FORM COVER PAGE

ATTACHMENT J CONFLICT OF INTEREST QUESTIONNAIRE

I. INVITATION FOR BIDS

The City of San Marcos (“City”) requests bids from qualified interested Bidders for providing all labor, materials, equipment, supervision, and incidentals, and for performing all services required and stated herein.

By submission of a bid/offer to this invitation, Bidder agrees to the City of San Marcos Standard Terms and Conditions hereby incorporated by reference, with the same force and effect as if they were incorporated in full text. “Standard Terms and Conditions” are available online at Standard Terms and Conditions.

The terms “Bidder”, “Contractor”, “Vendor”, and “Company” have the same meaning and shall be used interchangeably.

This solicitation complies with applicable City Policy and state of Texas law, including Local Government Code 252.

II. GENERAL INSTRUCTIONS

A. ANTICIPATED CALENDAR:

The following is the anticipated schedule for the selection process:

· August 13, 2026 – Advertise, mail, or email Solicitation

· August 25, 2026 – Pre-Bid Conference: Non-Mandatory

· August 26, 2026 – Deadline for submission of questions to DLukasik@sanmarcostx.gov

· August 27, 2026 – Deadline for addendum to be posted at www.sanmarcostx.gov/eprocurement

· September 10, 2026 – Deadline for receipt of responses

· October 7, 2026 – City Council for consideration and contract

B. GENERAL CONDITIONS: Bidders will submit their bids upon the following express conditions:

1. Bidders will thoroughly examine the scope of services, specifications, and all other bid documents.

2. Bidders will make all investigations necessary to thoroughly inform themselves regarding performance of services as required by the bid documents. No plea of ignorance as a result of failure to make the necessary examinations and investigations will be accepted as a basis for varying the requirements of the City.

3. Bidders are advised that City contracts are subject to all legal requirements under Local, State, and Federal statutes, ordinances, and regulations.

C. PREPARATION OF BIDS: Bidders will prepare bids in accordance with the following:

1. All information required by the bid documents will be furnished. The bidder will manually sign the bid form. The bid form, with original ink signatures, must be submitted.

2. Unit prices will be shown when called for on the bid form, and where there conflict between the unit price and the total price, the unit price will govern.

3. Alternate bids will not be considered unless expressly authorized by the bid documents.

4. The City is exempt from payment of State and Local sales, excise, and use taxes under the Texas Tax Code, Section 151.309.

5. By submitting a bid, the bidder certifies that it is a duly qualified, capable, and bondable business entity, that it is not in or contemplating bankruptcy or receivership, and that it is not currently delinquent with respect to payment of taxes assessed by any political subdivision

6. Bidders will prepare bids in accordance with the following: Pre-Bid Conference information below Pre-Bid Conference is Non- Mandatory However Strongly Suggested, It will be held Virtually on

August 25th, 2026, at 11:00 A.M. – 12:00 P.M

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/29116149702693?p=j8ZtLcr0oNl2ZXtkgj Meeting ID: 291 161 497 026 93 Passcode: 4Qf9Fu93

D. SUBMISSION OF BIDS:

1. Submit one (1) original signed and sealed bid on the Bid Form of this solicitation along with required forms to the Office of the Purchasing Manager, Building 3, 630 East Hopkins Street, San Marcos, Texas 78666, by the date and time specified herein. The City will not accept bids after the submittal deadline.

2. All bids must be contained in a sealed envelope. The outside of the outermost container must clearly list the following information:

· Bid number and title;

· Bidder’s name, city, and state; and

· Submission deadline.

3. Submit only the required forms:

· Bid Form,

· Vendor Information Questionnaire,

· Vendor References and Qualifications Form,

· House Bill 89 Verification Form, and

· Conflict of Interest Questionnaire.

4. All bids must be submitted to the following location prior to the submission deadline, regardless of delivery method:

City of San Marcos Office of the Purchasing Manager Bldg#3 630 East Hopkins Street San Marcos, Texas 78666

If you choose to submit your bid in person, staff will be available during regular business hours of 8:00 AM to 12:00 PM and 1:00 PM to 5:00 PM, Monday through Friday, except on holidays. You may also drop off your bid in person in the Bid/Proposal drop box located inside the Municipal Building Lobby, Building 3, 630 East Hopkins Street, San Marcos, Texas 78666.

If submitting a bid via courier or by any other means, it is the Bidder’s responsibility to ensure timely delivery. The City is not responsible for late deliveries or deliveries made to any place other than the Office of the Purchasing Manager for reasons including, but not limited to, the lack of or improper labeling of the outermost sealed shipping container. The City is under no obligation to return bids.

5. Revised bids must be received before the bid submission deadline. Revised bids must bear the original signature of the Bidder or the Bidder’s authorized representative. Revised bids in fax and email form are unacceptable.

E. WITHDRAWAL OF BIDS: A bidder may withdraw a bid only by submitting a written request to the Purchasing Manager via email at cosmpurchasing@sanmarcostx.gov. Reference the bid number in the subject line.

F. PUBLIC BID OPENING: Bids will be opened and read aloud in the Municipal Building Conference Room, 630 East Hopkins Street, San Marcos, Texas 78666, immediately following the 2:00 PM submission deadline on the bid Due Date via videoconference. To join, click on the Teams Meeting Link and enter the following meeting ID and passcode information:

Microsoft Teams meeting Join on your computer, mobile app or room device Click here to join the meeting Meeting ID: 279 963 198 733 Passcode: RJsC5g Download Teams | Join on the web

Or call in (audio only) +1 430-205-2151,,173482704# United States, Tyler Phone Conference ID: 173 482 704# Find a local number | Reset PIN Learn More | Meeting options

G. LATE BIDS OR AMENDMENTS: Bids and amendments submitted after the time set for the bid opening will not be considered.

H. REJECTION OF BIDS: The City reserves the right to reject any bids, and to waive any and all informalities and irregularities in bids, whenever the City deems the rejection or waiver to be in its best interest. Other causes for the City to disqualify a Bidder or reject its bid include:

1. The bid has any omission, alteration of form, addition, or condition not called for, or unreasonable or unbalanced unit bid prices.

2. The bid is incomplete or is not accompanied by an acceptable bid guaranty, if required.

3. More than one (1) bid is submitted by the Bidder.

4. There is evidence of collusion among Bidders.

5. There is evidence of unsatisfactory performance, default, or litigation with an owner by the Bidder under a previous contract, either with this Owner or with another owner.

6. There is evidence that the Bidder is behind schedule, in arrears in payment to an employee, subcontractor, or material supplier, in default, or in litigation with an owner under an existing contract.

7. The Bidder is not responsible due to evidence that the Bidder does not have sufficient qualifications (including without limitation, lack of experience, poor safety record, insufficient personnel, equipment, financial resources, or other attribute) to assure the satisfactory completion of the Project.

8. The Bidder has been convicted of a criminal offense committed in the United States involving fraud, theft, bribery, kickbacks, or unlawful gifts to a public official if the conviction occurred within three (3) years immediately preceding either the date of submission of your bid, the submission of your Statement of Bidder’s Qualifications, or the advertised contract award date.

9. The Bidder does not meet the minimum experience qualifications established in the solicitation.

10. The Bidder is debarred, suspended, or otherwise excluded from or ineligible for participation on federal assistance programs.

11. Unbalanced Unit Price Bid: “Unbalanced Bid” means a bid, which includes a bid that is based on unit prices which are significantly less than cost for some Bid items and significantly more than cost for others. This may be evidenced by submission of unit price bid items where the costs are significantly higher/lower than the cost of the same bid items submitted by other Bidders on the project.

12. The Bidder or principals are currently debarred or suspended by Federal, State, or Owner governmental agencies.

13. The Bidder is identified on a list maintained by the Texas Comptroller of Public Accounts as a company known to have contracts with or provide supplies or services to a foreign terrorist organization, unless otherwise exempted from sanctions by the United States government.

14. The Bidder failed to sign and submit a completed Vendor Information Questionnaire and Assurances form.

I. ACCEPTANCE OF BID: Upon acceptance of a bid by City Council, if over $100,000, and issuance of a Contract Award or Purchase Order (“PO”) by the Purchasing Manager, the successful bidder will deliver the goods and services as specified at the stated prices, within the time specified, and in accordance with all provisions of the bid documents.

J. AWARD OF CONTRACT:

1. The City will award the contract to the lowest responsible bidder or will reject all bids. In situations where identical low bids are received from responsible bidders, the City will:

· Decide between the two (2) by the drawing of lots in a manner prescribed by the City Manager; or

· Decide between the two (2) by a drawing of lots in a manner prescribed by the City.

· If only one (1) of the bidders submitting identical bids is a resident of the City, the City must select that bidder. A resident bidder is a resident of the City if the principle place of business of the bidder is located within the San Marcos city limits.

2. The City reserves the right to award a contract(s) on the basis of lowest cost per line item, lowest cost per section, or lowest total cost. If on the basis of lowest cost per line item, bidders are not required to bid on each item in order to be considered responsible. If on the basis of lowest cost per section, bidders are required to bid on each line item within a section. If on the basis of lowest total cost, bidders are required to bid on each line item.

3. Texas Government Code, Section 2252.002 prohibits award to a non-resident bidder unless the non-resident’s bid is lower than the lowest bid submitted by a responsible Texas resident bidder by the same amount that a Texas resident bidder would be required to underbid the non-resident bidder to obtain a comparable contract in the state in which the non-resident’s principal place of business is located. This provision does not apply to a contract involving federal funds.

4. In purchasing any real property or personal property that is not affixed to real property, if the City receives one or more bids from local bidders and the bids are within five percent (5%) of the lowest responsible bid received by the City from a non-resident bidder, the City Council may award the contract to the lowest responsible bidder who is a local bidder, if the City Council determines in writing that the local bidder offers the City the best combination of the contract price and additional economic development opportunities for the City created by the contract award, including the employment of local residents and increased tax revenues to the City.

K. TECHNICAL REPRESENTATIVES: Any advice, approvals, or instructions given by the City’s staff, technical personnel, or other representatives to any bidder are expressions of personal opinion only and do not alter or amend the bid documents unless included in an addendum.

L. RIGHT TO ASSURANCE: Whenever one party to this contract, in good faith, has reason to question the other party's intent to perform, the former may demand that the other party give written assurance of intent to perform. In the event that a demand is made, and no such assurance is received within five (5) business days, the demanding party may treat this failure as an anticipatory repudiation of this contract.

M. WARRANTY OF PRICE: The City will pay the price for services specified by the successful bidder’s bid. The successful bidder warrants its price to be no higher the successful bidder’s current prices for its performance of the services covered by this contract for others under similar conditions.

N. PROTESTS: The purpose of the protest procedures is to protect the public interest in the purchasing process. This section is intended to give a Bidder, Proposer, or Contractor who is aggrieved in connection with the solicitation, evaluation, or award of a contract the opportunity to protest. The City’s objective is to resolve protests as soon as practical.

Any protest or complaint to the City's consideration must be submitted in writing and received by the Purchasing Manager no later than 5:00 PM on the fifth (5th) calendar day after the City notifies the Bidder or Proposer: 1) that it is deemed non-responsive; 2) that it is deemed not responsible; 3) the name of the apparent winning Bidder; or 4) the City’s intent to award a contract. If the protest or complaint does not contain the following information, it may be dismissed by the Purchasing Manager:

1. Protestor’s name, address, telephone number, and email address;

2. The solicitation number;

3. Identification of the statute or policy that is alleged to have been violated;

4. A precise statement of the relevant facts;

5. Identification of the issues to be resolved; and

6. Supporting documentation.

The protest must be concise and presented logically and factually to help with the City’s review and determination as to whether the grounds for the protest are sufficient. The Purchasing Manager will notify the protesting party that the protest has been received and make every effort to resolve the protest before contract award.

If it is determined that the grounds for the protest are insufficient and no violation of a statute or policy has occurred, the Purchasing Manager will provide a written decision to the protesting party setting forth the reasons for the determination.

If, after conferring with the City Attorney’s Office, it is decided that the grounds for the protest are sufficient and it is determined that a violation of a statute or policy has occurred, the Purchasing Manager will inform the protesting party by letter setting forth the reasons for the determination and the remedial action that will be taken.

When a protest is filed, the City will not make an award until a decision on the protest is made except, as determined by the City Manager, when a delay would jeopardize urgently needed goods or services, or a delay in making an award will unduly delay delivery or performance of urgently needed services.

O. DISPUTES AND APPEALS:

1. The City Council is the final authority on issues relating to this contract. The Purchasing Manager is the City’s representative in the award and administration of this contract and will issue and receive all documents, notices, and correspondence.

2. If a protest is not resolved to a bidder’s satisfaction, the bidder may submit a notice of appeal to the City Council through the Purchasing Manager within five (5) days from the bidder’s receipt of a reply to the protest. The decision of City Council is final and conclusive and binding on all parties concerned.

3. The contractor will continue performance of the contract during all disputes with the City. The timely production, shipment, and delivery of goods or provision of services must not be delayed or postponed pending resolution of any disputes, except as the contractor and the City may otherwise agree in writing.

P. DISCOUNTS: Prompt payment discounts will not be considered in determining low bids and making awards.

Q. LOBBYING: A Bidder is prohibited from directly or indirectly communicating with City Council members or City staff regarding their Bid or qualifications or any other matter related to the eventual award of a contract for the services requested in this Solicitation. Any violation will result in immediate rejection from the solicitation process.

R. OFFICIALS NOT TO BENEFIT: If a member of the City Council or any City employee has a financial interest in a company, the City may not purchase goods or services from the company. If an officer of the City, other than a City Council member or City employee has an ownership interest in a company, then the City may not enter into contracts with that company exceeding a cumulative amount of $7,500.00 annually. Contracts made by the City in violation of these restrictions are voidable by the City Manager or the City Council.

S. DELEGATION, SUBCONTRACTS, ASSIGNMENT, AND SET-OFF: The Vendor/Contractor will not, without written consent of the Owner, make any contract with any other entity for furnishing any of the completed or substantially completed goods covered by this contract or assign its obligations under this contract. The Owner may set-off against the amount payable to any person under this contract any claim or charge it may have against the Vendor/Contractor.

T. CHANGE OF NAME: The contractor is responsible for the performance of this contract. In the event the Contractor changes its name, the Purchasing Manager must be notified in writing immediately. No change in the obligation of the Contractor will be recognized until such change is approved by the Purchasing Manager.

U. FORCE MAJEURE: In the event that the performance by either party of any of its obligations under this contract is interrupted or delayed by events outside of their control such as acts of God, war, riot, or civil commotion, then the party is excused from such performance for the period of time reasonably necessary to remedy the effects of the events.

V. TERMINATION FOR DEFAULT: Failure by either party to perform any of its provisions will constitute a default and breach of contract, in which case, the other party may require corrective action within ten (10) days from the date the defaulting party receives written notice citing the nature of the breach. Failure of the defaulting party to make corrective action or to provide a satisfactory written reply excusing such failure within the prescribed ten (10) days will authorize the other party to terminate this agreement by written notice.

W. NONDISCRIMINATION: It is the City’s policy that in regard to any contract entered into pursuant to this solicitation, historically underutilized businesses (HUBs) will be afforded equal opportunities to submit bids in response to this solicitation and will not be discriminated against on the grounds of race, color, sex, religion, national origin, age, or disability in consideration for an award. The Bidder warrants that it does not and will not discriminate in employment and in subcontracts based on race, color, sexual orientation, gender identity, national origin, sex, age, disability or economic condition and as an EEO employer, the Bidder prohibits retaliation, discharge, or discrimination against any employee or applicant for employment or against any subcontractor or supplier.

X. ENTIRETY OF AGREEMENT; AMENDMENTS: This represents the entire agreement between the parties relating to the subject matter of this contract. Any prior agreements, promises, negotiations, or representations between the parties are not binding unless included in this contract. All amendments to this contract must be in writing and executed by both parties.

III. SPECIAL PROVISIONS

A. CONTRACT AWARD: The successful Bidder will be awarded a contract for an initial term of Two (2) year. The contract will automatically renew for up to three (3) one-year periods for a not-to-exceed cumulative contract term of Five (5) years. Either party may exercise the option to not renew the contract with 90days’ written notice.

B. EXTENSION FOR PROCUREMENT PROCESSES: Upon expiration of the term of this contract, including any renewals permitted herein, at the City’s sole discretion, this contract may be extended on a month-to-month basis for a maximum of six (6) months to allow for the City’s procurement processes in the selection of a vendor to provide the goods/services provided under this contract. The City will notify the Contractor in writing of its intent to extend the contract at least thirty (30) calendar days before the expiration of the contract. Any extension under this clause will be a continuation of the same terms and conditions as in effect immediately before the expiration of the then-current term.

C. FACTORS TO AWARD: The City reserves the right to award a contract to a Bidder that provides the best value to the City. The Bidder will provide a price total lowest price on all sections of the Bid Form to be considered responsive. The following criteria will be utilized in the evaluation of the bid:

1. The total cost;

2. The reputation of the Bidder and of the Bidder’s goods or services;

3. The quality of the Bidder’s goods or services;

4. The extent to which the good or service meets the Owner’s needs;

5. The Bidder’s past relationship with the Owner;

6. The impact on the ability of the Owner to comply with laws and rules relating to contracting with historically underutilized businesses and nonprofit organizations employing persons with disabilities;

7. The total long-term cost to the Owner to acquire the Bidder’s goods or service; and

8. Any relevant criteria set forth in these solicitation documents.

D. BASIS OF AWARD: The City reserves the right to award a contract on the basis of lowest total cost The City reserves the right to reject all bids. The City reserves the right to waive any minor informalities or irregularities in any bid.

E. ADDITIONAL INFORMATION: Inquiries regarding this solicitation must be submitted in writing via email to the following Purchasing & Contracting Point of Contact, and must be received by 5:00 PM Local Time, ten (10) business days prior to the bid due date. Inquiries must include the Inquirer’s name, address, and telephone number. Reference the bid number in the subject line.

POINT OF CONTACT:

Dustan Lukasik, Senior Buyer Email: DLukasik@sanmarcostx.gov

F. ADDENDA: Any changes resulting from the questions submitted affecting specifications, the scope of work, or which may require an extension to the bid due date will be reduced to writing in the form of an addendum to this solicitation. It is the Bidder’s responsibility to check the above site to determine if the Owner has issued any addenda. The City will consider all inquiries received at least ten (10) business days prior to the bid opening date. Any clarification or interpretation will be included in an addendum to the Contract Documents and will be posted to www.sanmarcostx.gov/eprocurement (5) business days before the bid opening date.

G. BIDDER RESPONSIBILITY: The Bidder is responsible for its own measurements and its familiarization with the services required, prior to submission of a bid. The Bidder is expected to have become familiar with, and taken into consideration, site conditions which may affect the work. A plea of ignorance of conditions that may exist, or may hereafter exist, on the site of the work, or difficulties that may be encountered in the execution of the work, as a result of failure to make necessary investigations and examinations, will not be accepted as an excuse for any failure, or omission on the part of the successful Bidder to fulfill all the requirements and to complete the work for the consideration set forth herein, or as a basis for any claim whatsoever.

H. EXPERIENCE: By submission of this bid, Bidder certifies that it has a minimum of Five (5)years of experience for the scope of work or services set forth herein.

I. SAFETY: All contractors and subcontractors performing services for the Owner are required and will comply with Occupational Safety and Health Administration (“OSHA”), State and City Safety and Occupational Health Standards, and any other applicable rules and regulations. The Vendor/Contractor and its subcontractors will be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site area.

J. PRICES: All prices provided on the bid form by the bidder will include all labor cost, insurance, overhead, travel time, mileage, bond costs, and exclusive of all taxes.

K. ESTIMATED QUANTITIES: It is estimated that the City will purchase the quantity of services stated in the Bid Form, on an as-needed basis, during the term of the contract. This represents a realistic estimate based on historical data for purposes of securing a quote. The quantities are not firm and are not hereby called for or ordered. These estimates do not constitute an order.

L. ADDITIONAL SERVICES QUANTITIES: The City anticipates that it may require additional quantities of the services described in the Bid Form. The bid price will apply to any additional quantities, including quantity discounts applied to the initial purchase. The City is not obligated to purchase any additional services under this solicitation.

M. CHANGES: In no event will the net amount of all change orders increase the Contract Price by more than twenty-five percent (25%). The net amount of all change orders will not decrease the Contract Price by more than twenty-five percent (25%) without the Contractor's consent to the decrease.

N. PRICE ESCALATION: The City will only consider a rate modification at the time of the annual renewal. A request for price adjustment must be made in writing by the Contractor prior to the annual renewal date. Requested adjustments must be solely for the purpose of accommodating changes in the Contractor’s direct costs. Contractor shall provide an updated price listing once agreed to adjustment(s) have been approved by the City. Such price adjustment will be based on the Producer Price Index (PPI) from the U.S. Bureau of Labor Statistics (BLS.)

O. SUBCONTRACTING: The Vendor/Contractor will perform one hundred (100%) percent of the work using their own personnel. If the Vendor/Contractor subcontracts any of the work to be performed, the Owner reserves the right to declare the Vendor/Contractor unqualified to do the work, declare the contract null and void, and re-award the contract to the next lowest responsible Bidder.

P. RIGHT TO PURCHASE ELSEWHERE: The City will not actively solicit bids, proposals, quotations, or otherwise test the market solely for the purpose of seeking alternative sources for the specified goods and services. If one or more contract terms are not met, the City reserves the right to purchase elsewhere any and/or all goods and services covered by this contract if available from another source. Should the successful bidder fail to supply the goods/perform the services when ordered in accordance with the terms specified herein, the City will have the right to procure services in the open market, in which the extra costs of such goods and services above contract price will be charged against the successful bidder and may be deducted from any money due or which may become due to them.

Q. INSPECTION AND ACCEPTANCE: The Owner will inspect and accept delivery made under this contract or may reject any or all services which do not conform to specifications. The Vendor/Contractor will correct any services not meeting specifications noted during inspection.

R. HOLIDAYS: The Vendor/Contractor will observe the same holiday schedule as the Owner unless prior arrangements have been made with the Owner’s Representative for approval. If the holiday falls on a Saturday, then the holiday will be observed on the proceeding Friday. If the holiday falls on a Sunday, then the holiday will be observed on the Monday immediately following.

Indigenous Peoples Day 2nd Monday of October

S. SMOKING: In accordance with San Marcos Ordinance No. 2013-57, all contractors, subcontractors, and their employees are prohibited from smoking while on City property. This includes the enclosed areas of public places and workplaces, within ten (10) feet of doors and windows, City-owned or rented/leased property, including parks and facilities. This prohibition includes e-cigarettes and other inhaled vapor devices. The City reserves the right to terminate a contract(s) if the Contractor is found in noncompliance. The City reserves the right to direct the Contractor to remove or replace any employee for just cause.

T. INTERGOVERNMENTAL PURCHASES: The City reserves the right to extend all of the terms, conditions, specifications, and unit or other prices of any contract resulting from this proposal to any and all public entities, subdivisions, school districts, community colleges, colleges, and universities. This is conditioned upon mutual agreement of all parties pursuant to special requirements which may be deleted from the original contract. The Bidder will notify any governmental entity that wishes to use any contract resulting from this proposal that it must contact the City Purchasing Manager for approval of its utilization of the City’s contract.

The City assumes no authority, liability, or obligation, on behalf of any other governmental entity that may use any contract resulting from this proposal. All purchases and payment transactions will be made directly between the successful Bidder and the requesting entity. Any exceptions to this requirement must be specifically noted in the Bid response.

U. .H.h.PAYMENTS: Payment will be in accordance with Chapter 2251, Texas Government Code. Invoices will include the Contract Number, work description, unit price, quantity, extended price, and contract and/ or purchase order number.

1. Prior to receipt of Contract, the successful Bidder will complete a Request for Taxpayer Identification Number and Certification Form. The Owner will not issue payment until the properly completed form has been received.

2. Progress payments will be made by the Owner upon the completion and acceptance of the work performed under this contract, and submission of an original invoice to the City of San Marcos, Accounts Payable Division, 630 East Hopkins Street, San Marcos, Texas 78666, or cosmap@sanmarcostx.gov.

3. All payment terms will be “Net 30 Days” unless otherwise specified in these solicitation documents. The successful Bidder is encouraged to register for direct deposit payments prior to providing goods and/or services using the AP-ACH Direct Deposit form posted on the Owner’s website at: http://sanmarcostx.gov/2863/New-Vendors.

4. Vendors will submit invoices within sixty (60) days of completion of work/delivery of goods and/or services.

V. PROCUREMENT CARD (P-CARD): The Owner has implemented a Procurement Card Program to streamline our payment process. In order to expedite payments for our suppliers, the Owner has the option to make payment utilizing a Master Card (P-Card) rather than a printed check.

IV. SCOPE OF SERVICES AND DELIVERABLES

A. BACKGROUND: The City requires mowing and vegetation, litter, trash, and recycling removal. The City seeks a responsible vendor who has experience with managing large labor force and work load, with responsibilities that align with the City’s needs. The successful Bidder will be responsible for, but not limited to, the following: a. Coordinating activities with the Contractor and Executing the contract obligations

B. SCOPE: The Vendor/Contractor will provide all labor, equipment, tools, materials, supplies, supervision, and other items or services necessary to provide 2026-095 as follows:

1. The Vendor/Contractor will provide all labor, equipment, tools, materials, supplies, supervision, and other items or services necessary to provide the necessary services as listed below and in Attachment “X”. The City reserves the right to modify the number of cycles for any services. The number and frequency of mowing cycles is dependent upon climate conditions. In the event of a wet/rainy season, the City may require additional mowing cycles. In the event of drought/dry season, the City may require fewer mowing cycles. However, the number of litter cleanup and removal as well as trash and recycling container emptying will remain at the stated number of cycles. Any modification to the number and frequency of cycles for any service will be communicated to the successful Bidder by the City's Contract Administrator in advance.

A. In those areas that require the use of a mower, the height of the blades will be set at a minimum of four (4) inches and maximum of six (6) inches.

B. For those areas requiring the use of weed-eaters, the Contractor will utilize string trimmer equipment and strive to maintain a uniform height of approximately four (4) inches, unless otherwise directed by the City’s Contract Administrator.

C. Contractor will remove vegetative debris such as damaged and disturbed trees, limbs, bushes, shrubs, untreated lumber and wood products that are blocking roadways, waterways, ditches and or other locations or areas designated as a clean-up area provided to Contractor by the City’s Contract Administrator.

D. The Contractor will haul all trash and brush to the City’s facility on 750 River Road and will provide all necessary equipment to accomplish its services.

E. The Contractor will observe all safety requirements established by the Texas Department of Transportation during the pick-up process.

F. The Contractor will be required use of technology to utilize GIS Map to conduct reporting.

G. Compliant vehicle and equipment list, as seen in” Attachment I”

These services are to be performed in locations identified by the City. The Contractor will perform all services in accordance with the descriptions contained in this Agreement and as further detailed in Attachment A. The schedule for work identified in this Agreement is tentative. Should the City wish to modify this schedule, the Contractor will adjust the schedule to meet the City’s needs.

D. WORK HOURS: The Vendor/Contractor will work the same 4:00A.M. – 5:00 P.M. hour workday as the Neighborhood Enhancement The hours are normally from 5:00 am – 5:00 pm, Monday – Friday. These work hours allow for a thirty (30) minute lunch break and two (2) fifteen (15) minute breaks, in the morning and in the afternoon. Breaks will be taken on the job site in the field. Any deviation from the set scheduled hours will be approved in advance by the Owner’s Representative. All crewmembers will be required to keep time records of the start and end of each workday.

E. EMPLOYEES: All services will be performed by experienced, qualified personnel of the Vendor/Contractor, using current, acceptable practices.

1. The Vendor’s/Contractor’s employees, permanent or temporary, will present a neat appearance and be easily recognized while performing the work. This will be accomplished by wearing appropriate identification badges or uniforms.

2. All employees of the Vendor/Contractor that are not U.S. citizens will have valid work permits. The Vendor/Contractor will follow all guidelines of equal employment practices.

3. The Owner reserves the right to direct the Vendor/Contractor to remove or replace any employee for just cause.

4. The Vendor/Contractor will have an English-speaking employee on site at all times while work is being performed.

5. The Vendor/Contractor will require employees to wear personal protective equipment in accordance with appropriate safety standards.

F. DRIVERS: The Vendor/Contractor will have drivers with a valid State of Texas Class “C” driver’s license.

G. EQUIPMENT: All roadwork equipment will be in good mechanical condition and possess a valid, current Texas Department of Transportation (TXDOT) certification. All Equipment must be submitted in ATTACHMENT I

H. CONDITION OF EQUIPMENT: The equipment specified will be new and of current manufacture. All items which are not specifically mentioned but are necessary to render the equipment complete and operational will be included in the price estimate.

I. SUBMITTAL(S): The Vendor/Contractor will provide the following report(s) Quarterly Reports during the term of the contract:

J. EXPERIENCE REQUIREMENTS: The Bidder certifies that it has a minimum of Five (5) years’ experience in this field.

K. MINIMUM QUALIFICATIONS:

1. The successful Bidder will have experience in handling, and disposal of the products associated with mowing and trimming

Specified services shall be performed by a Company with a minimum of five (5) years’ experience or documented experience specializing in this type of work. Vendor/Contractor shall hold all proper and current licenses and bonds. In addition, the contractor is responsible for obtaining all required permits and inspections as applicable. The Vendor/Contractor shall supply all labor, equipment, materials, transportation, and tools necessary for the proper execution and completion of the work; and shall perform in the best and most workmanlike manner the complete scope of services and everything incidental thereto, as stated in the specifications or reasonably implied in accordance with the contract documents.

The Vendor/Contractor shall be solely responsible for their vehicles, equipment, tools, supplies, materials, and other property. The contractor shall remove such items from the work sites at the end of each work shift, as practical, and keep them in the contractor's possession unless otherwise approved by the Owner.

Vendor/Contractor is required to have a centralized point of contact and shall provide full time supervision of qualified personnel with demonstrated experience to perform the work required under this solicitation. Unless specified to the contrary, all material used shall be new and of the best kind and grades specified and all workmanship shall be up to the best recognized standards known to the various trades. Contractor shall not subcontract or assign the performance of any of the services in this contract without the prior written approval of the Owner.

L. ELECTRICAL SAFETY: All electrical work is to be performed with the lines and equipment energized unless previous arrangements have been made with the Owner’s Representative to de-energize and properly ground the line and/or equipment. The Vendor/Contractor will not de-energize any line or equipment on their own. The Owner’s distribution system voltage is 7.2/12.5/kV.

M. WARRANTY: The Vendor/Contractor warrants that the Services will be fit for the purpose intended by the Owner, will conform to the specifications outlined herein, and will be free from all defects in workmanship and material. The Vendor/Contractor will furnish a written warranty for equipment for a minimum of two (2) year to cover materials and labor. The warranty period will commence on the day of receipt and acceptance of equipment.

N. CORRECTION OF WORK: The Vendor/Contractor will promptly correct all work rejected by the Owner as faulty, defective, or failing to conform to this specification whether observed before or after substantial completion of the work, and whether or not fabricated, installed or completed. The Vendor/Contractor will bear all costs of correcting such rejected work.

V. REQUIRED DOCUMENTS

A. BID FORM: Bidder must submit a price for all items within a section in the Bid Form. In case of conflict between unit prices and extensions, unit prices shall govern. Unit Price Bids shall include pro rata share of overhead for each bid item so that the sum of the products obtained by multiplying the quantity shown for each item by the unit price bid, together with any lump sum amounts contained in your bid, represents your total bid. All such work and materials must be furnished at no added cost to the Owner.

B. VENDOR INFORMATION QUESTIONNAIRE AND ASSURANCES: Bidder will submit Vendor Information Questionnaire and Assurances Form with its bid to be considered responsive.

C. REFERENCES AND QUALIFICATIONS: The Bidder will provide references of three (3) municipalities or other publicly owned departments on the Vendor References and Qualifications Form. If none are available, provide references for commercial customers with whom the Bidder is currently under contract, or has contracted with in the past Five (5) years. References should demonstrate experience comparable to the size, scope, complexity, and scale of this solicitation. The City may utilize other sources of reference to determine a vendor’s performance history. A single negative reference, in the City’s sole discretion, may be cause for disqualification of a vendor. The vendor will not use the City as a reference.

D. TAXPAYER IDENTIFICATION NUMBER AND CERTIFICATION FORM: A current IRS Form W-9 Request for Taxpayer Identification Number and Certification will be provided to the City following notification of contract award. If the Bidder fails to provide this form, the Owner will award to the second lowest responsive, responsible Bidder.

E. INSURANCE AND LIABILITY: During the period of the resulting contract, the Contractor will maintain, at its expense, insurance with limits not less than those prescribed below. Insurance underwriters will be acceptable to the Owner. With respect to required insurance, the Contractor will:

1. Name the City of San Marcos, c/o Purchasing & Contracting Division, 630 East Hopkins Street, San Marcos, Texas 78666 as an additional insured.

2. Provide the Owner with a thirty (30) days’ written notice to the Certificate Holder prior to cancellation or material change of any insurance referred to in the certificate.

a. Failure of Certificate Holder to demand a certificate or other evidence of full compliance with these insurance requirements or failure of Certificate Holder to identify a deficiency from evidence that is provided will not be construed as a waiver of Insured’s obligation to maintain such insurance.

3. Provide the City of San Marcos, Purchasing & Contracting Division, 630 East Hopkins Street, San Marcos, Texas 78666, a Certificate of Insurance evidencing required coverage before execution of contract.

4. Submit a Certificate of Insurance reflecting coverage as follows:

Business automobile liability insurance with minimum limits of liability for bodily injury and property damage combined of not less than $1,000,000 per occurrence. Contractor will maintain a standard ISO version of Business automobile liability insurance or its equivalent providing coverage for all owned, non-owned and hired automobiles.

Commercial General Liability Insurance: Including Bodily Injury and Property Damage Liability, Independent Contractors Liability, Contractual Liability, Product Liability and Completed Operations Liability in an amount not less than $1,000,000 combined single limit, per occurrence, and $2,000,000 aggregate. City named as an additional insured.

Umbrella Form Excess Liability with minimum limits of $5,000,000. Umbrella coverage must follow form with the primary coverage. This coverage typically sits above the underlying General Liability, Automobile Liability and Professional Liability policies. Depending upon the scope and work to be performed in the proposed agreement, this policy may be required in order for the vendor to be able to meet the minimum insurance requirements.

Workers' compensation insurance in accordance with and as required by the Workers’ Compensation Act of the State of Texas in amounts sufficient to satisfy statutory requirements or $500,000.00/$500,000.00 for Employer’s Liability.

Certificate of coverage or certificate means a copy of a certificate of insurance, a certificate of authority to self-insure issued by the Commission, or a coverage agreement (TWCC-81, TWCC-82, TWCC-83, or TWCC-84), showing statutory workers’ compensation insurance coverage for the person’s or entity’s employees providing services on the Project, for the duration of the Project.

F. HOUSE BILL 89 VERIFICATION FORM: Texas Government Code, Chapter 2271, prohibits the City from contracting with companies that boycott Israel. By submission of the HB89 Verification Form, the Bidder certifies that it is not ineligible to receive the award of or payments under the Contract and acknowledges that the Contract may be terminated, and payment may be withheld if this certification is inaccurate. Failure to meet or maintain the requirements under this provision will be considered a material breach.

G. CONFLICT OF INTEREST QUESTIONNAIRE (FORM CIQ): In accordance with Texas Local Government Code, Chapter 176, persons, or their agents who seek to contract for the sale or purchase of property, goods, or services with the City, will submit a completed Conflict of Interest Questionnaire (Form CIQ) to the City of San Marcos City Clerk’s Office, 630 East Hopkins Street, San Marcos, Texas 78666, if the vendor has a business relationship as defined by Section 176.001(1-a) with the City and the vendor meets requirements under Section 176.006(a).

The completed Conflict of Interest Questionnaire (Form CIQ) must be filed with the City Clerk’s Office not later than the seventh business day after the later of the date the vendor:

a. Begins discussions or negotiations to enter into a contract with the City; or

b. Submits an application, response to a request for proposals or bids, correspondence or other writing related to a potential agreement with the City; or

c. Becomes aware of an employment or other business relationship with a local government officer, or a family member of the officer, described by Subsection (a);

d. Becomes aware that the vendor has given one or more gifts described by Subsection (a); or

e. Becomes aware of a family relationship with a local government officer.

Bidder is requested to submit a copy of their completed Conflict of Interest Questionnaire (Form CIQ), with their bid in addition to submitting a completed Form CIQ to the City Clerk’s Office.

A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An offense under this section is a misdemeanor.

H. CERTIFICATE OF INTERESTED PARTIES: A Bidder that will be awarded a contract that is greater than $100,000 is required to electronically create a Certificate of Interested Parties Form 1295 through the Texas Ethics Commission (“TEC”) website (https://www.ethics.state.tx.us/File/) submit a signed copy of the form to the Owner prior to the award of the contract. A contract, including an Owner-issued purchase order, will not be enforceable or legally binding until the Owner receives and acknowledges receipt of the properly completed Form 1295 from the vendor.

I. BID CHECKLIST

CHECK EACH OF THE FOLLOWING AS THE NECESSARY ACTION IS COMPLETED.

Cut along the outer border and affix this label to your outermost sealed bid container to identify it as a “Sealed Bid”. Include the name of the company submitting the bid where requested.

SEALED BID DO NOT OPEN

DUE DATE/TIME: Prior to: September 10th, 2026, at 2:00 p.m. Local Time

SUBMITTED BY: _____________________________________

(Name of Bidder) (Address of Bidder)

VI. SAMPLE STANDARD SERVICES AGREEMENT:

THE CITY OF SAN MARCOS

SERVICES CONTRACT

{PROJECT NAME}

{SOLICITATION NUMBER}

The portions below in brackets “{ }” should be modified as needed. Remove brackets when modifications have been made.

This Agreement (this “Agreement”) is entered into by and between THE CITY OF SAN MARCOS, a municipality in the State of Texas (“CITY”), and {Vendor Legal Name}.