ITB-26-999-03 Lawn and Landscape Maintenance Bid Packet FY26.doc

Metropolitan Library System

Invitation to Bid

Lawn and Landscape Maintenance

ITB # 26-999-03

Proposal Due Date/Time:

October 2, 2025, 2:30pm

Metropolitan Library System

ATTN: Lisa Walker 300 Park Avenue

Oklahoma City, OK 73102 Mandatory Pre-bid

September 23, 2025, 9:00am

Northwest Library

5600 NW 122nd Conference Room A Oklahoma City, OK 73142 lwalker@metrolibrary.org Notice to Bidders

The Metropolitan Library System requesting sealed bids for Lawn and Landscape Maintenance.

Sealed bids will be accepted until October 2, 2025, at 2:30 PM in the Business Office at the Downtown Library (3rd floor), 300 Park Avenue, Oklahoma City, OK 73102. Bids will be opened and read aloud on the 4th floor, conference room G.

Bids shall be in a sealed envelope, clearly marked “ITB 26-999-03 Lawn and Landscape Maintenance” and shall have the name of the Vendor, and the time and date of the bid opening.

The specifications and bid documents may be obtained from the Business Office at the Downtown Library (3rd floor), 300 Park Avenue, Oklahoma City, OK 73102 or by calling Lisa Walker or John Rahhal at 405-606-3792/3794 or downloaded http://www.bidnetdirect.com/oklahoma/.

A mandatory pre-bid meeting will be held on September 23, 2025, at 9:00AM at the Northwest Library, 5600 NW 122nd, Oklahoma City, OK 73142 in Conference Room A.

Following the evaluation of bids, a recommendation will be made to the Metropolitan Library Commission for approval.

Metropolitan Library System

General Bidding Terms and Conditions

1. Definitions:

1.1 “Bid” or “proposal” means an offer to provide the goods and/or services by the bidder in response to a solicitation.

1.2 “Bidder” means an individual or legal entity that submits a bid in response to a solicitation.

1.3 “Solicitation” means a request or invitation by the Metropolitan Library System (MLS) for a supplier to sell goods and/or services to the MLS. A solicitation may be an Invitation to Bid, a Request for Proposal, or a Request for Quote.

1.4 “Supplier” or “vendor” means an individual or legal entity that sells or desires to sell goods and/or services to the MLS.

2. Preparation and Submission of Bids

2.1 These General Bidding Terms and Conditions, any Special Provisions, and the provisions of the Solicitation Specifications and/or attachments apply to and become a part of the terms and provisions of the Bidder's Proposal. Bidders are expected to examine these general instructions and any special instructions and conditions prior to submitting the bid proposal. Failure to comply with any of the instructions contained herein may result in rejection of the bid.

2.2 Submitted bids shall include the “Bidder Information Sheet”, a properly executed “Affidavit for Filing a Competitive Bid”, a completed W-9, and any other forms required by this solicitation.

2.3 Bids must be submitted to the MLS Business Office in a sealed envelope or package. The SOLICITATION NUMBER AND RESPONSE DUE DATE MUST APPEAR ON THE FACE OF THE ENVELOPE OR PACKAGE. The bidder’s name and address must also appear on the face of the envelope or package. Bid proposals must be submitted in ink or typewritten and signed by the Bidder.

2.4 Bidders are invited, prior to submitting any proposal, to visit the job site and to examine carefully all local conditions. The Bidders should inform themselves, by their independent research, of the difficulties to be encountered and the accessibility of the work. Bidders should take into all accounts the attending circumstances affecting the cost of doing the work or the time required for its completion. It is the responsibility of the Bidder to obtain all necessary information required to make an intelligent proposal. Bidders should rely exclusively upon their own measurements, estimates, investigations, and other data that are necessary for full and complete information upon which the proposals are to be based.

2.5 The bids filed with the Business Office will be opened immediately after the time stated in the "Notice to Bidders" and read aloud. Bids received after the response due date and time shall be considered non-responsive and shall not be considered for any resulting award. Bidders are invited to attend at the time set for opening proposals.

2.6 Submitted bids are rendered a legal offer and any bid, when accepted by the Metropolitan Library System (MLS), shall constitute a contract.

3. Sales Tax and Incurred Expenses

3.1 The library is qualified for exemption from State and Local Sales Tax. Bidders shall not include these taxes in price quotes.

3.2 All costs and time incurred by the Bidder in preparing the response to the bid requirements and specifications or that is required to finalize the bid award and/or contract, is at the sole expense of the Bidder. The MLS will not be held responsible or accountable for any costs incurred by the Bidder in preparing the bid proposal.

4. Insurance, Bonds, and Indemnification

4.1 The successful bidder awarded the contract shall obtain and retain insurance, including workers’ compensation, automobile, and general liability, as applicable, or as required by State or Federal law, prior to commencement of any work in connection with the contract. The supplier awarded the contract shall timely renew the policies to be carried pursuant to this section throughout the term of the contract and shall provide the MLS with evidence of such insurance and renewals.

4.2 The successful bidder agrees to hold MLS and its officers, officials, employees, Boards, and Commissions harmless from any claims, demands, or other liabilities resulting from the successful bidder’s or any of its agents’ or employees’ negligent act or omission to act in the performance of any contract or agreement resulting from this bid.

5. Delivery and Installation Requirements

5.1 All Prices quoted shall be F.O.B destination unless otherwise stated in the solicitation.

5.2 Bid proposals must show the number of days estimated for production, delivery and installation of the product, services, work and/or project under normal conditions. Unrealistically short or long completion dates may cause bids to be rejected. The Purchasing Officer must be kept advised at all times of the commencement date and the progress of the work being performed by the successful bidder.

5.3 Final inspection and acceptance shall be at destination.

6. Quantities And Measurements: All quantities and measurements indicated in the technical specifications shall be considered on a more or less basis. Contractors must rely on their own measurements and calculations for material and supplies. Invoices and claims will be processed for payment based upon the exact quantity of material delivered and/or work performed by the contractor.

7. Manufacturers’ Name/Approved Equivalents

7.1 Unless otherwise specified, manufacturers’ names, brand names, information and/or catalog numbers listed in specifications are for information and not intended to limit competition. Bidder may offer any brand for which they are an authorized representative, and which meets or exceeds the specification for any item(s). If bids are based on equivalent products, indicate on the bid form the manufacturer’s name and number. Bidder shall submit sketches, descriptive literature, and/or complete specifications with their bid. Reference to literature submitted with a previous bid will not satisfy this requirement. The bidder shall also explain in detail the reason(s) why the proposed equivalent will meet the specifications and not be considered an exception thereto.

8. Interpretation Of Specifications

8.1 Any exceptions to these general instructions and any deviations from the specifications must be submitted in writing, attached, and made a part of the bidder’s proposal. If the bidder does not indicate any exceptions, it will be construed to mean that the bidder proposes to comply with all instructions and all terms and conditions, and specification contained in the solicitation the price quoted in the proposal.

8.2 A bidder requiring an interpretation of any documents included in the solicitation may submit a written request to the Business Office (3) Business Days prior to the pre-bid conference. The person submitting such a request will be responsible for its prompt delivery. An interpretation of the bid package documents will only be made by an Addendum. The Addendum will be duly issued, and a copy of such Addendum will be mailed or delivered to each person receiving/requesting the solicitation. However, it is the responsibility of the bidder to contact the Business Office to determine if there have been any addenda to the solicitation. The MLS will not be responsible for any other explanations or interpretations of the proposed documents other than those described in official addenda to the solicitation.

9. Evaluation And Acceptance Of Proposal

9.1 All bid proposals received at the published bid opening date and time will be opened and read aloud. Unless alternate criteria are included in any specifications, the criteria used to determine best and lowest bidder will be the Bidder's compliance with all requirements and technical specifications, completion dates, experience, qualifications, history of contract relations with the MLS, references if required, and pricing.

9.2 Preferential Consideration of Local Vendors

9.2.1 The Metropolitan Library System, in accordance with its purchasing policy as amended by the Metropolitan Library Commission on May 15,1986, will give preferential consideration when purchasing supplies, and/or services, through the competitive bidding process, to Oklahoma County residents, vendors and contractors whose property taxes directly support the Metropolitan Library System.

9.2.2 Preferential consideration will only be given when all other factors used in determining lowest and best bidder are equal, and when the differential between the local and non-local vendor's bid price does not exceed 5% or $1,000, whichever is less.

9.3 The Library reserves the right to; award by item, groups of items or all items of the bid; to reject any or all bids received, in whole or in part, and to waive any technical defects, irregularities and omissions, if found to be in the best interest of the Library.

9.4 The administration will submit to the Library Commission, a recommendation of contract award based on the evaluation of the successful Bidder's proposal.

10. Choice of Law & Venue

10.1 Any claims, disputes, or litigation relating to the solicitation, or the execution, interpretation, performance, or enforcement of the contract shall be governed by the laws of the State of Oklahoma.

10.2 Venue for any action, claim, dispute, or litigation relating in any to the contract shall be in Oklahoma County, Oklahoma.

11. Termination for Cause

11.1 The MLS may terminate the contract for default or any other just cause upon notice to the supplier.

11.2 The Library may terminate the contract immediately, without notice to the supplier, when violations are found to be an impediment to the function of the Library and/or detrimental to its cause or when conditions preclude notice.

11.3 If the Contract is terminated, the MLS shall be liable only for payment for products and/or services delivered and accepted.

12. Termination for Convenience

12.1 The MLS may terminate the Contract, in whole or in part, for convenience if it is determined that termination is in the best interest of the MLS. The MLS will deliver a Notice of Termination for Convenience to the supplier specifying the effective date of the Contract termination. The Contract termination shall be a minimum of 60 days from the date of the Notice of Termination for Convenience.

12.2 If the Contract is terminated, the MLS shall be liable only for payment for products and/or services delivered and accepted.

13. Compliance With Applicable Laws

13.1 The products and services supplied under this contract shall comply with all applicable federal, state and local laws, ordinances, codes, and regulations including those of the Metropolitan Library System. The supplier shall maintain all applicable licenses and permit requirements.

14. Payment: Payment shall be made to the Contractor after products have been delivered and accepted, or services have been provided and accepted.

15. Special Provisions

15.1 Any Specifications and/or Special Provisions set forth in a solicitation apply with the same force and affect as these General Bidding Terms and Conditions. However, conflicts or inconsistencies shall be resolved in favor of the Specifications and/or Special Provisions.

Specifications for Lawn and Landscape Maintenance General Overview: The Metropolitan Library System (MLS) is requesting bid proposals for a vendor to provide weekly lawn/grounds maintenance services to consist of, but not limited to, mowing, edging, weeding, trimming, fertilizing, the control of weeds, insects and disease, keeping 4” of mulch maintained at all times where mulch currently exists, lawns to be seeded and core aerated annually for twelve (12) library locations. Contractor will provide all tools, equipment, materials and labor. The bid receipt deadline is October 2, 2025, at 2:30pm. A mandatory pre-bid meeting will be held at 9:00am, September 23, 2025, at the Northwest Library, 5600 NW 122nd Street, OKC, OK 73142, in Conference Room A. Proposals may be mailed or hand delivered to the Business Office, Downtown Library, 3rd Floor, 300 Park Ave., Oklahoma City, OK 73102 or left at the 1st Floor Security Desk at the Downtown Library or uploaded at www.bidnetdirect.com/oklahoma/. Bids will be opened at the designated time. This is an annual contract that will commence on or about November 1, 2025, and end on October 31, 2026. This contract may be renewed for two additional years, at one-year intervals, if requested by the vendor, recommended by the administrative staff and approved by the Commission.

1) General Terms and Conditions:

a) Billing and Payment: Contractor will bill the MLS on a monthly basis. Payments to the contractor are contingent upon service being satisfactory as certified by the Library Manager and/or the Manager of Facilities Maintenance.

b) Modifications: Any modifications or amendments to the contract shall be in writing and agreed to by both the Contractor and the MLS.

c) Subcontracting: The service to be performed under this contract shall not be subcontracted, in whole or in part, to any other person or entity without the written consent of the MLS. The terms of this contract and such additional terms as the MLS may require shall be included in any approved subcontract, and approval of any subcontract shall not relieve the Contractor of any responsibility for performance under this contract.

2) Specific Terms and Conditions

a) Scope of Work: The contractor shall provide all labor, materials, equipment and supplies necessary for keeping lawns and grounds professionally maintained at all times with services consisting of, but not limited to, the following:

i) Mowing: Mowing shall mean the cutting of all grass by whatever method is best suited for each specific area. Specific boundaries at each location will be established by the Library and Contractor. All grass within these boundaries is to be mowed, edged or trimmed at a professional uniform height. This includes grasses along curb lines and islands. Trash and debris will be removed from the grass area before mowing. Contractor may use either mulching mowers or vacuum bagging mowers when cutting the grass areas. Grass areas that are too small or uneven will be push-mowed to prevent scalping. The expected cutting schedule will be between mid-March and late October and requires weekly cutting at each location. Library records indicated approximately 28 cuttings at any one location during the mowing season. At the Northwest Library this schedule of 28 cuttings applies to the Bermuda grass only.

ii) Edging: All edges around sidewalks, curbs, islands, driveways, concrete pads, etc., will be edged with each mowing. Edging will be done by a power edger and not “weed--eater”.

iii) Trimming: All grass around fence lines, signs, trees, buildings and other boundaries will be trimmed using a monofilament trimmer. Trimming will be performed with each mowing. Care will be taken around all tree trunks to prevent damage. Liquid edger or equivalent shall be used to prevent grass and weeds from growing in pavement and sidewalk cracks and along curbs and fence lines and anywhere grass/weeds cannot be reached with a weed eater.

iv) Flower beds: Remove all weeds, grasses, leaves and debris by best method from the flower beds all year round. This is to include all flower beds within the boundaries of each library. This is to be performed with each mowing and bi-weekly during the non-mowing season.

v) Clean Up: Contractor shall be responsible for leaving sites clean after each service, i.e., removing all grass clippings, trimmings from trees and shrubs, debris, and trash on the exterior of the building, including sidewalks, beds, lawns, entrances, and parking lots. This also includes removal of leaves, pine needles and other cuttings on a monthly basis during the fall season and any debris that may result from inclement weather. The contractor shall twice monthly pick up and police the grounds and flowerbeds of each location during the fall and winter months.

vi) Fertilizer, Weed and Insect Control: Contractor will furnish and apply appropriate types and amounts of fertilizer and weed control including pre and post emergent. Fertilizer shall be applied 3 times a year and weed control shall be applied 3 times a year unless otherwise specified by MLS. Fertilizer shall be applied approximately May 1, July 1, and September 30. Weed control shall be applied approximately March 15, June 15 and September 15. Contractor will do weed control in the sidewalk cracks and parking lot areas. Contractor shall notify the Facilities Manager before applying fertilizer and weed control. It is the Contractor’s responsibility to maintain professional looking grounds without weeds, bare spots, scorched/scalped grass or dead branches etc. Insect and Pest Control: Insect and pest control for each location including lawns, beds, etc. will be done quarterly. It is the responsibility of the contractor to notify the MLS of the need for such applications based on their professional experience. A list of chemicals used in the execution of this contract, as well as Material Safety Data Sheets shall be provided to the MLS upon request. Contractor must be licensed to perform all required chemical application in accordance with state and local laws. A copy of the contractor’s applicators license from the Oklahoma Department of Agriculture must be included with your bid.

vii) Mulch: All beds, shrubs, and young trees shall be mulched with a mulch appropriate for the specific area. The appropriate level of 4” of mulch shall be maintained at all times. This applies to areas where mulch currently exists.

viii) Seeding: Lawns shall be seeded annually.

ix) Shrubs and Trees: Shrubs shall be trimmed and properly shaped. Small trees such as Crepe Myrtles shall be properly trimmed, shaped and maintained.

x) Core Aeration: Lawns at each location shall be core aerated annually..

xi) Verification: The contractor will provide signed documentation to the library manager or their representative whenever work is performed. The documentation shall specify the work that was performed, and chemicals applied. Each library manager will be responsible for the acceptance of the work performed. Failure to provide a signed work ticket could result in disallowed claims. Unsatisfactory work will be reported to the Facilities Maintenance Director for resolution.

xii) Additional Services: All services listed, along with any additional services that may be needed on a regular basis to ensure MLS lawn and grounds are professionally maintained and display a quality appearance throughout the year shall be included in the Contractors monthly price proposal. Additional services over and above those specified within may be requested on a periodic basis and fees shall be determined on an as needed basis.

xiii) Other: The Northwest library landscaping includes native grasses, and other foliage that may have different maintenance requirements than the other locations. The Contractor is responsible for such care in accordance with industry standards.

b) Property Damage and Safety

i) The Contractor shall perform all work so that no damage to buildings or grounds occur. Repair of damage to property of the MLS or property of MLS staff, or members of the public as a result of negligence or intent by Contractor, Contractor’s employee(s) or sub-contractors will be at Contractor’s expense.

ii) Contractor shall provide all equipment and tools and shall ensure equipment and tools are maintained, calibrated, and in proper working order before use in the performance of services.

c) References and Experience

i) The Contractor shall provide three local references of commercial accounts similar in size and scope to the requirements of this solicitation. Include the business name, contact name, address, phone, and e-mail.

ii) The Contractor shall state the number of years they have been in business and describe any unique relevant education or experience.

Payment: Payment shall be made in arrears after service has been provided. At the end of each month the Contractor shall submit a proper invoice to include a breakdown of the charges detailing the work performed (# of mowing’s, application of fertilizer/herbicide, etc.) Payment for mowing/seasonal maintenance and winter maintenance shall be paid in 12 equal monthly installments. Payment for fertilization and weed control will be made after each application is completed.

Selection: The Library will evaluate submitted responses in relation to all aspects of the bid including experience/years in business, reference checks, educational background, and price. Preference will be given to those with educational background in fields such as Turfgrass Management, Landscape Management, Horticulture, or similar field. Pricing will be determined by the sum of the pricing in Pricing Schedule A – Mowing/Seasonal Maintenance and Pricing Schedule A.1. - Fertilizer and Weed Control. This total is displayed at the bottom of Pricing Schedule A.

Locations to be Maintained: Lawn maintenance service is required at twelve (12) permanent library locations. All libraries are located in Oklahoma County.

Almonte Library Brandon Beckham, Manager

2727 SW 59th Okla. City, OK 73119

405-606-3581

Belle Isle Library

Daniel Chesney, Manager

5501 N. Villa

Okla. City, OK 73112

405-606-3222 Bethany Library Rondia Banks, Manager

6700 NW 35th Street Bethany, OK 73008

405-606-3276 Capitol Hill Library

Chris Stofel, Manager

327 SW 27th

Okla. City, OK 73109

405-606-3241

Choctaw Library

Tina Reid, Manager 2525 Muzzy Street Choctaw, OK 73020

405-606-3731 Maintenance/Service Center

Stephen Dahlgren, Director of Facilities

300 NE 50th

Okla. City, OK 73105

405-606-3535 Northwest Library

Courtney Gerow, Manager

5600 NW 122nd

Okla. City, OK 73142

405-606-3561 Ralph Ellison Library

Ashley Milinkovich, Manager 2000 N.E. 23rd

Okla. City, OK 73111

405-606-3456

Southern Oaks Library

Todd Podzemny, Manager

6900 S. Walker Avenue

Okla. City, OK 73139

405-606-3471

The Village Library

Abigail Stout, Manager

10307 N. Pennsylvania

The Village, OK 73120

405-606-3496 Warr Acres Library

Kesha McGee, Manager

5901 NW 63rd Warr Acres, OK 73132

405-606-3521 Wright Library

Jason Wiggins, Manager

2101 Exchange Avenue

Okla. City, OK 73108

405-235-5035

Locations for Bed Maintenance Only: All libraries are located in Oklahoma County.

Del City Library

Katie Kershaw, Manager

4330 SE 15th Street

Del City, OK 73115

405-606-3447

Downtown Library

Jason Wiggins, Manager

300 Park Avenue

Okla. City, OK 73102

405-606-3851 Edmond Library Amanda Jones, Manager

10 S Boulevard

Edmond, OK 73034

405-606-3401

Harrah Library Tina Reid, Manager

1930 N Church Avenue

Harrah, OK 73045

405-606-3731

Jones Library Tina Reid, Manager

9295 Willa Way

Jones, OK 73049

405-606-3731

Luther Library

310 NE 3rd Street

Luther, OK 73054

405-606-3731 Midwest City Library Randy Wayland, Manager

8143 E. Reno Avenue

Midwest City, OK 73110

405-606-3436

Nicoma Park Library

2240 Overholser Drive

Nicoma Park, OK 73066

405-606-3731

LAWN AREA DESCRIPTION

ALMONTE LIBRARY: The library is near the northeast corner of S. May Avenue and SW 59th Street. It is bounded on the South by SW 59th Street and on the West by a berm that separates the properties adjacent to the library and on the East by the sonic and the South Point Rehabilitation and care center property lines and on the North by a paved drive leading to the Iglesia Bautista El Calvario church.

BETHANY LIBRARY: The library is on the southeast corner of 35th Street and N Mueller Ave. It is bounded on the North by 35th Street and on the West by Mueller and on the South and East is bounded by the nearest sidewalk. See attached map.

BELLE ISLE LIBRARY: The library is on the southwest corner of NW Expressway and N. Villa. The south boundary is a service road that runs parallel to NW Expressway. The north boundary is a drainage ditch. The west boundary is a chain-link fence and retaining wall. The east boundary is the island and street curbing along N. Villa Street. The specifications herein apply to all areas within these boundaries.

CAPITOL HILL LIBRARY: The library is on the northwest corner of Hudson and SW 26th. The south boundary is the curbing at SW 27th from Hudson to the curbing along the alleyway between parking lot and the vacant lot at the corner of Harvey and SW 27th. The north boundary is the curbing along SW 26th Street from Hudson to the edge of the library. The east boundary is the east wall of the library and at the southeast corner of the library, it extends to the east curbing of the parking lot then south to SW 27th. The west boundary is the curbing along S. Hudson Street. The specifications herein apply to all areas within these boundaries.

RALPH ELLISON LIBRARY: The library is on the southeast corner of ML King and NE 23rd. The north boundary is a curb of NE 23rd Street. The south boundary is residential fences and one community building just south of the driveway entry to the parking lot. The east boundary is the parking lot and retaining wall of the retail store. The west boundary is the curb of ML King Street. The specifications herein apply to all areas within these boundaries.

SOUTHERN OAKS LIBRARY: Southern Oaks is located in the middle of the block on the east side of South Walker Street. The north boundary is an imaginary line running east and west from the first telephone pole north of the library building, on the east side of Walker. This line ends at the drainage ditch, which is the east boundary. The south boundary is the curbing of the parking lot of the apartment complex. The west boundary is the curb of South Walker Street. The east boundary is the west side of the drainage ditch. The specifications herein apply to all areas within these boundaries.

WARR ACRES LIBRARY: Warr Acres library is located west and south of the West Oaks shopping center. The south boundary is the curb of NW 63rd Street. The north boundary is the north curb of the library’s driveway. The west boundary is the street immediately east of the post office driveway. The east boundary is the parking lot in front of the library. The elongated island immediate in front of the library’s semi-circle drive is included in the boundary. The area between the library’s drive and parking lot and NW 63rd and west from the entryway to the parking lot is included in this boundary. The island along 63rd street from the circle drive to the mall entrance is to be cut. The specifications herein apply to all areas within these boundaries.

WRIGHT LIBRARY: Wright Library is located on the northwest corner of Rockwood Avenue and Exchange Avenue. The south boundary is the curb of Exchange Avenue. The north boundary is privacy fence along the alley. The west boundary is the white metal fence of a commercial business. The east boundary is the curb of Rockwood Avenue. The specifications herein apply to all areas within these boundaries.

LAWN AREA DESCRIPTION

CHOCTAW LIBRARY: Choctaw Library is located on the northwest corner of Muzzy Street and Gilbert Street. The south boundary is Gilbert Street. The east boundary is Muzzy Street. The west boundary is the drainage creek. The north boundary is in two parks. The west half of the north boundary is the residential fence. The east half of the north boundary is approximately 6’ north of an east-west line of trees. The specifications herein apply to all areas within these boundaries.

MAINTENANCE/SERVICE CENTER: The Maintenance/Service Center is located on the east side of NE 50th between Santa Fe and Lincoln Blvd. The boundary is the curbing on NE 50th. The remainder of the property is enclosed with fencing and retaining walls. The specifications herein apply to all areas within these boundaries.

NORTHWEST LIBRARY: The Northwest Library is located on south side of 122nd street just east of MacArthur Blvd. The north boundary is NW 122nd. The east boundary is Glenhurst Boulevard. The south boundary is a residential retaining wall. The west boundary is approximately 47’ from the roof overhang. The specifications herein apply to all areas within these boundaries.

VILLAGE LIBRARY: The Village Library is located on the west side of Pennsylvania between Hefner and Britton. The east boundary is Pennsylvania. The north boundary is Kavanaugh Blvd. The south boundary is a dead-end entrance road approximately 40’ from the south side of the building. The west boundary is a tree lined island on the west side of the parking lot. The park area to the west of the parking lot is not library property and is not included in the boundaries.

See attached maps.

Metropolitan Library System

Bid Proposal

Lawn Maintenance Services Bid Opening Date & Time: 2:30 PM, October 02, 2025

FIRM/VENDOR:

ADDRESS:

TELEPHONE:

E-MAIL:

TAX ID:

Executive Director, Chair, and Members of the Commission:

The undersigned, as the Bidder, declares that, before preparing this bid, (s)he has read carefully the requirements for bidders, specifications, and affidavits, and that (s)he is familiar with all provisions of the same. Said Bidder proposes and agrees that if the proposal is accepted, (s)he will enter into a contract with the Library after acceptance of this proposal by the Commission.

Bid Proposal: Provide all labor, materials, tools, supervision, etc. necessary to provide lawn maintenance services as described in the specifications herein for the prices stated on Pricing Schedule A/A.1.

The undersigned, of lawful age, being first duly sworn upon oath deposes and says: that (s)he has the lawful authority to execute the within and foregoing proposal; and that (s)he has executed the same by subscribing his/her name hereto under oath for and in behalf of said Bidder.

Subscribed and sworn to Before Me

This day of

Signed By:

Print Name:

Commission Expires:

Date:

Pricing Schedule A – Mowing/Seasonal Maintenance

(Flowerbed and Seasonal Maintenance After the Mowing Season**)

Almonte

Almonte

Belle Isle

Belle Isle

Bethany

Bethany

Capitol Hill

Capitol Hill

Choctaw

Choctaw

Del City

Bed Maint. Only

Del City

Downtown

Bed Maint. Only No Grass

Downtown

Edmond

Edmond

Harrah

Harrah

Jones

Jones

Luther

Luther

Maintenance Center

Maintenance Center

Midwest City

Midwest City

Nicome Park

Nicoma Park

Northwest

Northwest

Ralph Ellison

Ralph Ellison

(Flowerbed and Seasonal Maintenance After the Mowing Season**)

Southern Oaks

Southern Oaks

Village

Village

Warr Acres

Warr Acres

Wright

Wright

Total-Mowing/Seasonal Maint.

Total-Winter Maintenance

Total Seasonal and Winter Maintenance

(to be paid in 12 monthly installments)

Total Fertilizer and Weed Control (From next page) (to be paid after application)

Grand Total Does your company offer Snow Removal? __________Yes ____________No

*Includes edging, trimming, flowerbed maintenance, shrub maintenance and cleanup as described in the specifications. Includes Seeding and Core Aeration at each location annually. Includes Insect and Pest Control for each location including lawns, beds, etc. will be done quarterly. All beds, shrubs, and young trees shall be mulched with a mulch appropriate for the specific area. The appropriate level of 4” of mulch shall be maintained at all times. This applies to areas where mulch currently exists.

**Winter maintenance includes maintenance after the mowing season(beds and clean-up of grounds) on a bi-weekly basis and is priced separately.

Pricing Schedule A.1 - Fertilizer and Weed Control

Fertilizer and Weed Control(Pre & Post Emergent)***

Almonte

Belle Isle

Bethany

Capitol Hill

Choctaw

Maintenance Center

Northwest

Ralph Ellison

Southern Oaks

Village

Warr Acres

Wright

Total: Fert & Weed Control

***Spot treatments of weeds as necessary shall be included in this price

METROPOLITAN LIBRARY SYSTEM

AFFIDAVIT FOR FILING WITH A COMPETITIVE BID

State of

County of

, of lawful age, being first duly sworn, on oath says that (s)he is the agent authorized by the bidder to submit the attached bid. Affiant further states that the bidder has not been a party to any collusion among bidders in restraint of freedom of competition by agreement to bid at a fixed price or to restrain from bidding; or with any official or employee of the Metropolitan Library Commission of Oklahoma County as to quantity, quality, or price in the prospective contract, or any other terms of said prospective contract; or in any discussions between bidder and any official or employee of the Metropolitan Library Commission of Oklahoma County concerning exchange of money or other thing of value for special consideration in the letting of a contract.

Affiant is advised that under the Oklahoma State Law:

No person, firm, or corporation who is convicted of or pleads guilty to a felony involving fraud, bribery, corruption of sales to the state or to any of it political subdivisions, may make sale of real or personal property to the state or any political subdivision thereof.

Affiant further states that (s)he has not been convicted of or pleaded guilty to any such violation Subscribed and sworn to Before Me

This day of

Signed By:

Print Name:

Commission Expires:

Date:

Qualifications and Experience 1.

Number of years in business:

If not under present firm name, list previous firm names:

2.

Describe any relevant education completed such as degrees, associate degrees, or coursework in Landscape Management, Turfgrass Management, Horticulture or similar field. Include institution and dates degree or certification was earned:

References

COMPANY NAME

ADDRESS

CONTACT

PHONE

EMAIL

COMMENTS

Bid Checklist

1. Bid is in a sealed envelope with the bid opening date, the bid identified and name of the bidder on the envelope.

2. Includes an executed Affidavit for Filing With a Competitive Bid.

3. Includes proof of insurance.

4. Includes a W-9.

5. Includes qualifications and experience.

6. Includes references.

7. Includes copy of contractor’s applicators license.

8. Includes bid proposal that accurately totals and subtotals.

Almonte Library

Belle Isle Library

SHAPE \* MERGEFORMAT

Bethany Library

Capitol Hill Library

Warr Acres Library

Service Center

ITB 26-999-03-Lawn & Landscape Maintenance