ITB 27-004 Street Sweeping Services for Various City Locations Solicitation Post.pdf

INVITATION TO BID

ITB 27-004

Streets Sweeping Services for Various City Locations

The City of League City is now accepting sealed bids for the Streets Sweeping Services for Various City Locations. Sealed bids must be received by 11:00 a.m., CST, Thursday, December 10th, 2026. The clock located at the front desk in City Hall will be the official time. Bids received after this deadline will not be opened and will be considered void and unacceptable.

The question deadline for this bid is Thursday, November 19th, 2026 at 5:30pm and the final question addendum will be posted by Tuesday, November 24th, 2026 at 12:00pm.

Bids will be publicly opened and read aloud immediately following the due date and time at City of League City Civic Center, 400 West Walker, League City, TX 77573.

The complete ITB packet may be obtained from the City’s website at:

https://www.leaguecitytx.gov/bids.aspx

All inquiries about this ITB must be submitted in writing by emailing the Purchasing Department at: purchasing@leaguecitytx.gov.

First Publication: November 10th, 2026

Second Publication: November 17th, 2026 https://www.leaguecitytx.gov/bids.aspx mailto:purchasing@leaguecitytx.gov

27-004 Street Sweeping Services for Various City Locations

ITB 26-004

Street Sweeping Services for Various City Locations

I. INTRODUCTION

The City of League City is now accepting sealed bids for Street Sweeping Services for Various City Locations.

A. CLARIFICATION AND INTERPRETATION OF ITB

1. The words “must” or “will” or “shall” in this ITB indicate mandatory requirements. Taking exception to any mandatory requirements will be grounds for rejection of the bid.

2. The City desires to avoid any misunderstanding where it is assumed that a feature is included in the bid and turns out to be an optional, extra cost feature. As such, any question answered with an indication of compliance will be considered included at no additional cost. Any service that is referred to in the body of the response (does not pertain to attachments and brochures) will be considered included in the basic offer.

B. PURPOSE

The purpose of this ITB is to provide minimum requirements, solicit bids and gain adequate information from which the City may compare to the other providers and as they pertain to the needs of the City’s organization as defined in this document.

C. CONFIDENTIAL OR PROPRIETARY INFORMATION

Upon Council award of contract or rejection of all Bids, contracting information, as defined by Texas Government Code 552 and in this document, shall be open for public inspection. Exceptions may be made if releasing the information would harm City interests by providing an advantage to a competitor or bidder in a future competitive situation, or if information requested contains trade secrets, or proprietary information.

Any information that the potential vendor or contractor believes may be considered proprietary, confidential or a trade secret should be stamped with the term CONFIDENTIAL on that part of the Bid. All Bids and parts of Bids which are not marked as confidential will be automatically considered public information after the contract is awarded. If the vendor, contractor, potential vendor, or potential contractor wishes to claim that information is proprietary, they must demonstrate based on specific factual evidence that disclosing the information would reveal an individual approach to work, organizational structure, staffing, internal operations, processes, or discounts, pricing methodology, cost data or other pricing information that will be used in future solicitation or bid documents; or give advantage to a competitor.

In the event that information contained in those sections marked confidential are included in an Open Records Request, the City will decline to release the information for the purpose of requesting an attorney general decision. The City will make a good faith effort to contact the vendor, so they may submit in writing to the attorney general the reasons why the information should be withheld or released. If the vendor cannot be contacted, the information may be released without further review. The process to be followed upon receipt of the request for information that potentially contains trade secrets, or proprietary or confidential information will be as follows:

1. City will make a good faith effort to notify the vendor in writing that the information has been requested no more than ten (10) business days after receiving the request. This will include a copy of the written request for information, and a statement that the vendor is entitled to submit to the attorney general with ten (10) business days the reason(s) why the information should be withheld and a letter, memorandum, or brief in support of that reason.

2. The vendor who submits a letter, memorandum, or brief to the attorney general shall send a copy to the person who requested the information from the governmental body. If the letter, memorandum or brief contains the substance of the information requested, the copy sent may be a redacted copy.

3. The attorney general shall promptly render a decision when requested, consistent with the standards of due process, determining whether the requested information requested contains trade secrets, or confidential or propriety information as defined in Texas Government code 552. The decision shall be rendered no later than the 45th business day after the date the attorney general received the request for a decision.

DEFINED TERMS:

Contracting Information – information in a voucher or contract relating to the receipt of expenditure of public funds; solicitations or bid documents;

communications sent between the City and a vendor, Bidder, potential vendor or potential Bidder during solicitation, evaluation, or negotiation of a contract;

documents, including bid tabulations, showing the criteria by which a government body evaluates each vendor; and communications and other information sent between City and a vendor or Bidder related to the performance of a final contract with City or work performed on behalf of City.

Trade Secrets – all forms and types if information including business, scientific, technical, economic, or engineering information and any formula, design, prototype, pattern, plan, compilation, program device, program, code, device, method, technique process, procedure, financial date, or list of actual or potential customers or suppliers, whether tangible or intangible and whether or however stored, compiled, or memorialized physically, electronically, graphically, photographically, or in writing if the owner of the trade secret has taken reasonable measures under the circumstances to the information secret and the information derives independent economic value, actual or potential, from not being generally known to and not being readily ascertainable through proper means by, another person who can obtain economic value from the disclosure of the information.

D. BACKGROUND INFORMATION

League City is a home-rule, incorporated city with an estimated population of 123,910 for all city related business in calendar year 2025. The city encompasses approximately 52 square miles and is in the Houston metropolitan area. The city lies in northern Galveston County and southeast Harris County. League City is located approximately 26 miles southeast of downtown Houston and within 50 miles of Bush Intercontinental Airport. League City is experiencing rapid growth, adding approximately 3,000 residents a year. League City residents enjoy excellent schools, great parks, excellent public safety, recreational facilities, access to entertainment, an award-winning library, and a unique heritage. The City is governed by a Council/Manager form of government and municipal services are provided by 584 full-time equivalents.

The City Council is an elected body consisting of the Mayor and seven Council Members. The City Manager, John Baumgartner, is responsible for all functions of city government. The organization is divided into functional departments and divisions reporting to the City Manager, and two (2) Assistant City Managers. The City is a CDBG entitlement community that receives federal funding from the Department of Housing and Urban Development.

II. INSTRUCTIONS TO BIDDERS

A. BID ACCEPTANCE

The City of League City reserves the right to accept or reject any and all bids, to accept any bids deemed advantageous and to waive irregularity in the bids. By bidding, the bidder acknowledges and will adhere to all bid specifications as stated within this bid packet. Only the services submitted and listed in this bid package and included in any addendums will be considered. The City reserves the right to disqualify bidders who attempt to alter or modify the instructions or specifications.

B. BID TIMELINE

Invitation for Bids Issued 11/10/2026

Deadline for Submitting Questions 11/19/2026 at 5:30pm

Deadline for Q&A Addendum 11/24/2026 at 12:00pm

Bid Opening 12/10/2026 at 11:00am

Anticipated Contract Start TBD

C. BID FORMAT

Bid submission packet shall consist of the following:

1. Completed and SIGNED Bid Cover Sheet (Attachment A)

2. Public Information Act (Attachment A)

3. Conflict of Interest Questionnaire (Attachment A)

4. HB 89 Form (Attachment A)

5. Bid Cost Sheet (Attachment A)

6. Bidder Certification & Addendum Acknowledgement (see Cover Sheet)

7. References

D. BID SUBMISSION

The City will receive bids electronically through Public Purchase or hard copies delivered to the Purchasing Department.

1. Public Purchase – Electronic Submission

Bids can be received electronically through www.publicpurchase.com.

Instructions for Public Purchase can be found on Attachment C. Please be advised that it can take up to 24 hours for an account to be active with Public Purchase. If you need assistance with the process, you can contact Public Purchase at support@publicpurchase.com. If bid bond is required, the bond must still be submitted as a hard copy.

mailto:support@publicpurchase.com

2. Delivery or Mail – Hard Copies

Hard copy bids can be submitted with one (1) marked original and one (1) marked copy, properly labeled and clearly marked with the bid number and description. Hard copies should be delivered to:

City of League City Purchasing Department

City Hall

300 West Walker St.

League City, TX 77573

Monday – Thursday: 7:30 am to 5:30 pm

Friday: 7:30 am to 12:00 pm

Bids sent via courier must be sealed in a separate envelope inside of the mailer. Mark envelope/package: 27-004 Street Sweeping Services for Various City Locations

E. BID OPENING

Bids will be publicly opened and read aloud immediately following the due date and time. Bidders can attend in person at the address below.

League City Civic Center

400 West Walker St.

League City, TX 77573

Receipt of Bids and Sign-In Sheet will be uploaded to the City Website within 48 hours after bid opening.

F. BID AWARD

It is the intention of the City to award this bid to the lowest reasonable and responsible bidder. The City reserves the right to make a single award or multiple awards, whichever is in the best interest of the City to accomplish all services outlined in this bid. The City reserves the right to disqualify any bidder who attempts to alter or modify the specifications listed in the scope of work. It is the intent of the City to award a three (3) year contract, with the option for two (2) one-year renewals, or any combination thereof, not to exceed 5 total years. Renewals shall have no more than a 3% price escalation per renewal, provided that the vendor supplies appropriate documentation justifying the price escalation.

G. REFERENCES

Bidder is to provide at least five (5) references, with at least two (2) from governmental agencies, for which you have provided this type of goods/services.

Include the name of the agency, contact name, telephone number, email address, date/length of the contract and a brief summary of work performed.

III. SCOPE OF WORK

A. INTRODUCTION

The City of League City seeks competitive bids for 27-004 Street Sweeping Services for Various City Locations. The purpose of these specifications is to describe the minimum requirements of the City of League City for the Street Sweeping for Various City Locations contract. The quantities in the Invitation to Bid or attached quantities are estimates based on previous usage. These estimates are for acquainting the bidder with probable quantities to be expected during the contract period. These estimates are not intended to set forth minimum or maximum quantities of this contract and shall not be construed as such. This contract is intended to provide routine and continuous street sweeping services at designated City locations throughout the contract term.

B. SCOPE OF WORK

This specification defines the minimum requirements for the League City agreement for professional street sweeping at various locations detailed in this Scope of Work.

The City of League City anticipates the following services to be maintained:

• A minimum of 40 hours of daytime sweeping per month, which will be pre-determined by the City according to a bi-weekly schedule (twice per week).

• A minimum of 8 hours of nighttime sweeping bi-monthly schedule (every other month), which will be pre-determined by the City according to a monthly schedule.

• All curbs, gutters, and shoulders within the designated sweeping areas shall be swept.

• Sweeping shall include curb returns, accessible areas around intersections, traffic islands, medians, and other areas specifically designated by the City.

• The Contractor shall remove loose dirt, sand, sediment, leaves, litter gravel, and other sweepable debris from the designated areas.

• Areas that cannot be adequately cleaned with mechanical sweeping equipment shall be manually cleaned when directed by the City.

• Nighttime work may also consist of hand cleaning and a supplemental pickup truck, if needed.

• Sweeping debris can be disposed of at 1535 Dickinson Ave., League City, TX 77573

• The Contractor shall be responsible for transporting collected sweeping debris to the City-designated disposal location and unloading the material in accordance with City procedures.

• All sweeping operations shall be performed in a manner that minimizes dust, noise, and disruption to the traveling public.

• The Contractor shall not leave accumulated sweeping debris, piles, or windrows on the roadway after completion of the sweeping operation.

• Unless otherwise authorized by the City, travel time, fueling, equipment maintenance, and other non-sweeping activities shall not be counted as active sweeping hours.

For purposes of this Scope of Work, a sweeping service shall consist of a thorough cleaning of the designated roadway areas, including the curb and gutter area, shoulders, medians, traffic islands, and other accessible areas identified by the City.

The City reserves the right to adjust the specific routes, locations, and sequence of sweeping based on operational needs, provided such changes remain within the general scope of the contract.

C. SERVICE FREQUENCY AND SCHEDULING

All locations listed below are swept a minimum of once per month. Additional cycles are performed on an as-needed basis.

Daytime sweeping shall generally be performed on a recurring bi-weekly (twice per week) schedule established by the City. The City will coordinate the specific dates and routes with the Contractor.

Nighttime sweeping shall be performed according to a bi-monthly(every two months) schedule established by the City. The City will identify the locations requiring nighttime service.

The Contractor shall coordinate all scheduled sweeping activities with the City's designated representative and shall not alter the established schedule without prior authorization from the City, except in the event of an emergency or unsafe condition.

Travel time, equipment fueling, equipment maintenance, and other non-sweeping activities shall not be counted toward the hours of daytime sweeping or hours of nighttime sweeping unless specifically authorized by the City.

D. SWEEPING PERFORMANCE REQUIREMENTS

The Contractor shall provide a thorough and professional street sweeping services at the locations identified in this Scope of Work and any applicable route maps.

Routine sweeping shall include, as applicable:

• Curb and gutter areas

• Roadway shoulders

• Roadway edges

• Curb returns at intersections

• Traffic islands

• Medians

• Turn lanes and other accessible roadway areas identified by the City.

• Areas around drainage inlets that can be safely accessed by sweeping equipment

Sweeping shall extend to the face of the curb, where accessible, and shall include the gutter area and roadway edge.

Sweeping shall remove loose dirt, sand, sediment, leaves, litter, gravel and other sweepable debris.

The Contractor shall make reasonable efforts to prevent debris from being blown, pushed, or deposited into travel lanes, adjacent properties, drainage inlets, sidewalks, or other areas not designated for debris collection. Drainage inlets and stormwater infrastructure shall not be damaged, blocked, or intentionally filled with sweeping debris.

Areas that cannot be adequately cleaned using mechanical sweeping equipment shall be manually cleaned when directed by the City.

If the City determines that an area has not been adequately swept, the City may require the Contractor to re-sweep the affected area at no additional cost to the City.

E. EQUIPMENT REQUIREMENTS

The Contractor shall provide properly maintained, commercial-grade street sweeping equipment suitable for the roadway and operating conditions encountered within the City.

All equipment shall be maintained in safe and proper operating condition and shall be capable of effectively removing dirt, sediment, leaves, gravel, and other sweepable debris.

Equipment used for nighttime sweeping shall be equipped with adequate lighting, warning devices, and other safety equipment required by applicable laws and regulations.

The Contractor shall provide sufficient equipment and personnel to meet the required service schedule. Equipment breakdowns shall not relieve the Contractor of its obligation to complete scheduled services.

If primary equipment becomes unavailable, the Contractor shall provide suitable replacement equipment within a reasonable period so that scheduled services are not missed.

F. DUST CONTROL

The Contractor shall operate sweeping equipment in a manner that minimizes airborne dust. Water or other appropriate dust-control measures shall be used when necessary to prevent excessive dust during sweeping operations.

The City may require the Contractor to modify its sweeping methods or equipment if excessive dust is generated during operations.

G. WEATHER AND MISSED SERVICES

Sweeping services are weather permitting. If weather conditions, flooding, roadway conditions, or other unsafe conditions prevent the Contractor from performing scheduled sweeping, the Contractor shall notify the City's designated representative as soon as practicable.

Any regularly scheduled service that is missed due to weather or other approved conditions shall be rescheduled in coordination with the City at no additional cost, unless otherwise authorized by the City.

The Contractor shall not perform sweeping operations when conditions create an unsafe condition for the Contractor's employees, the traveling public, City personnel, or other persons.

H. TRAFFIC CONTROL AND SAFETY

The Contractor shall comply with all applicable federal, state, and local laws, ordinances, regulations, and safety requirements while performing the work.

The Contractor shall be responsible for the safe operation of its vehicles and equipment and shall provide appropriate warning lights, markings, high-visibility apparel, and other safety equipment required for the work.

The Contractor shall exercise appropriate caution when operating near intersections, traffic signals, pedestrians, bicyclists, parked vehicles, construction areas, and other roadway users.

Any traffic control measures required as a result of the Contractor's operations shall be provided by the Contractor unless otherwise directed by the City. Must obtain Txdot permit if required and follow all Txdot traffic control guidelines.

I. DEBRIS DISPOSAL

Sweeping debris can be disposed of at 1535 Dickinson Ave., League City, TX 77573.

The Contractor shall transport collected street-sweeping debris to the City-designated disposal location and shall dispose of the material in accordance with City requirements.

The Contractor shall not dispose of street-sweeping debris at any location other than a City-approved disposal location unless specifically authorized by the City.

The Contractor shall immediately notify the City if the designated disposal location becomes unavailable or if the Contractor encounters material that cannot be accepted at the designated disposal location.

J. ADDITIONAL SWEEPING AND SPECIAL EVENTS

The City may request additional sweeping cycles at any location included in this Scope of Work. Additional services shall be performed only upon authorization from the City's designated representative and shall be billed in accordance with the applicable contract unit prices.

Special Event Locations - TBD

The Contractor may be required to provide additional sweeping services for City-designated special events. Special event locations, dates, hours, and service requirements will be communicated by the City as they become available.

Bidders shall provide applicable pricing for additional and/or special-event sweeping services as identified in the Bid Schedule.

K. SERVICE DOCUMENTATION

The Contractor shall maintain accurate records of all sweeping services performed under this contract.

At a minimum, the Contractor's service records shall identify:

• Date of service

• Location/route serviced

• Start and end time

• Type of service performed (daytime, nighttime, additional, or special event)

• Equipment utilized

• Any locations or portions of a route that were not serviced and the reason for non-service

• Any conditions encountered that may affect the quality or completion of the work

• Hours/Miles swept

Service documentation shall be provided to the City upon request and may be required as supporting documentation for invoices.

L. MISSED OR UNSATISFACTORY SERVICE

The Contractor shall promptly notify the City of any scheduled service that cannot be completed as required.

If the Contractor fails to perform a scheduled service or performs work that does not meet the requirements of this Scope of Work, the City may require the Contractor to perform corrective sweeping at no additional cost to the City.

The Contractor shall complete corrective work within the timeframe established by the City based on the nature and severity of the deficiency.

M. CONTRACTOR RESPONSIBILITIES

The Contractor shall furnish all labor, supervision, equipment, vehicles, fuel, tools, personal protective equipment, and other materials necessary to perform the services described in this Scope of Work, unless specifically identified as a City responsibility.

The Contractor shall be responsible for the conduct and safety of its employees and subcontractors while performing work under this contract.

The Contractor shall maintain all equipment in a clean, safe, and serviceable condition.

The Contractor shall immediately report to the City any damage to City property, roadway infrastructure, signs, traffic control devices, landscaping, drainage structures, or other property caused by the Contractor's operations.

The Contractor shall be responsible for damage caused by its personnel, equipment, or operations, subject to the terms and conditions of the contract.

N. CITY RESPONSIBILITIES

The City will identify the routes and locations requiring routine, additional, nighttime, and special-event sweeping.

The City will provide the Contractor with the designated debris disposal location and will communicate any changes to the disposal location or disposal procedures.

The City will designate a representative responsible for coordinating schedules, routes, additional services, and performance concerns with the Contractor.

O. SERVICE REQUESTS AND RESPONSE

The City may request additional or corrective sweeping services during the contract period. The Contractor shall respond to City service requests within the timeframe established by the City based on the nature of the request.

For urgent or safety-related requests, the City may require a priority response.

P. LOCATIONS

All locations listed below are swept a minimum of once per month. Additional cycles are performed on an as-needed basis.

• Bay Area Blvd (from 518 South to League City Parkway) – 1 mi.

• Bay Area Blvd (from 518 North to Grissom Rd) – .90 mi.

• League City Parkway (from Bay Area East to I-45) – 2.6 mi.

• Hobbs Rd (from 518 South to Muldoon) – 3.65 mi.

• 518 (from Hobbs East to Hwy 3) – 1.3 mi.

• Walker (from 96 Northeast to Hwy 3) – 1.2 mi.

• Walker (from Hwy 3 East to Texas) – 1.2 mi.

• Hwy 3 (from Walker North to the creek) – 1.35 mi.

• 518 (from Hwy 3 East to 270) – 1.48 mi.

• 96 (from Hwy 3 East to Columbia Memorial Parkway) – 3.27 mi.

• 518 (from 270 East to Columbia Memorial Parkway) – 2.33 mi.

• 2094 (from 270 East to Lawrence) – 3.16 mi.

• League City Parkway (Maple Leaf to Bay Area Blvd) – 1.33 mi.

• 518 (Maple Leaf to Hobbs Rd) – 2.9 mi.

• Walker (96 to 646) – 1.93 mi.

• 96 (45 to Hwy 3) – 1.5 mi.

• Louisiana (518 to 96) – 1.9 mi.

• South Shore Blvd (2094 to 646) – 4.8 mi.

• Calder (League City Parkway to FM 517) – 3.37 mi.

• Austin (South Shore to FM 270) – 1.8 mi.

• Big League Dreams (45 to Calder) – .5 mi.

• Butler Rd (Feeder 45 to 96) – .63 mi.

• Ervin St (Hobbs to Calder) – .6 mi.

• FM 646 (45 to Diamond Bay Dr.) – 1.8 mi.

• FM 646 (45 to South Shore) – 4.5 mi.

• FM 270 (Egret Bay Blvd) (FM 646 to Clear Creek) – 4.10 mi.

• League City Parkway (Maple Leaf to Campbell Elementary) – .25 mi.

• League City Parkway (Columbia Memorial Pkwy to Isla Vista Dr) – .32 mi.

• Dickinson Avenue (Walker St to FM 646) – 2.15 mi.

• Maple Leaf (FM 518 to Grand Bluff Ln) – 1.61 mi.

• Grissom (Bay Area to W NASA Rd) – 1.4 mi.

• W NASA Rd (Grissom to FM 528) – 1 mi.

• Landing (League City Pkwy to Sandvalley Way) – 1 mi.

• Walker (FM 646 South to Dead End) – .5 mi.

• Brookport (Big League Dreams to FM 646) – .75 mi.

• Calder (Main to Link Rd) – 1 mi.

• Link Rd (League City Pkwy to I-45 Feeder) – .25 mi.

• Special Event Locations – TBD

The City may provide a route map or exhibit identifying the approximate limits of each sweeping location. In the event of a discrepancy between the written route description and a City-approved route map, the City will provide direction to the Contractor regarding the intended limits of service.

Q. BASIS OF PAYMENT

Payment for routine street sweeping services shall be made in accordance with the unit prices established in the Bid Schedule and the terms and conditions of the resulting contract. Invoices shall only be submitted once monthly after the first of each month.

The Bid Schedule shall identify the applicable unit of measure and estimated quantity for daytime sweeping, nighttime sweeping, additional sweeping, special-event sweeping, and any other services requested by the City.

Estimated quantities are provided for bidding purposes only and do not constitute a guarantee of minimum or maximum quantities unless expressly stated elsewhere in the contract.

The Contractor shall not perform additional services that will result in additional charges without prior authorization from the City.

R. GENERAL REQUIREMENTS

The Contractor shall comply with all applicable federal, state, and local laws, ordinances, regulations, and City requirements applicable to the performance of the services.

The Contractor shall coordinate its operations with the City and shall promptly address any concerns identified by the City's designated representative.

Nothing in this Scope of Work shall be construed to relieve the Contractor of its responsibility to provide complete, safe, and professional street sweeping services in accordance with the requirements of the contract.

IV. PROCEDURE & CONDITIONS

A. General

This will be a contract, upon the mutual agreement of the parties. The terms, conditions, and requirements for the contract are to be evidenced in this Invitation to Bid (ITB) and incorporated into the City's standard agreement. A copy of the City’s standard agreement, including its terms, is included in this ITB . The City, acting through the City Manager or their designee, reserves the right to deviate from the terms, conditions, or requirements of this ITB when, in their sole discretion, such deviation is deemed to be in the best interest of the City. Bidders acknowledge and accept that the City’s authority includes discretion to determine the applicability of any deviations on a case-by-case basis and that such decisions are final and non-appealable. By submitting a bid, bidders agree to the terms of this reservation of rights and waive any claim against the City, its officials, or employees for the exercise of such discretion.

PROCEDURE :

MULTIPLE CONTRACTORS: The City reserves the right to make a single award or multiple awards, whichever is in the best interest of the City.

DOCUMENTATION: Bidders shall provide with their response all documentation required by this Invitation to Bid (ITB). Failure to provide this information may result in rejection of the bid.

QUANTITIES: The quantities indicated are estimated based upon the best available information. The City reserves the right to increase or decrease the quantities by any amount deemed necessary to meet its needs without any adjustments in the bid price.

TAX EXEMPTION: The City is not liable to bidders for any federal, state, or local taxes for which the City is not liable by law, including state and local sales and use taxes (Section 151.309 and Title 3, Texas Tax Code) and federal excise tax (Subtitle D of the Internal Revenue Code). Accordingly, those taxes may not be added to any item. The City’s Tax Exemption Certificate will be furnished by the City on request of the bidder.

DISCUSSIONS: Formal or informal communication involving an oral or written exchange of information for the primary purpose of obtaining information essential for determining the acceptability of a bid may occur. Any discussions of this nature are only intended to clarify the City’s understanding of submissions.

EVALUATION PROCESS: After receipt of the bids, City of League City will evaluate the bids based upon the evaluation criteria set forth in the ITB. It is the City’s intent to enter into a contract with the lowest priced bidder(s) or the bidder(s) that offer the “best value” to the City. The City reserves the right to award a contract(s) on the basis of the low bid for each item or the total low bid. In the alternative, the City reserves the right to reject any and all bids.

COSTS TO SUBMIT: The City of League City will not be liable for any costs incurred by any bidder in preparation of a submittal in response to this ITB, in conduct of a presentation, or any other activities related to the response of this ITB.

INSURANCE REQUIREMENTS: Bidder shall maintain, at their sole cost, at all times while performing work hereunder, the insurance and bond coverage set forth in the contract with companies satisfactory to the City with full policy limits applying, but not less than stated. A certificate evidencing the required insurance and specifically citing the indemnification provision set forth in the contract shall be delivered to the City within fifteen (15) days that Notice to Proceed has been accepted by bidder.

ADDENDA: Any interpretations, corrections or changes to this ITB and specifications will be made by addenda. The sole issuing authority of such addenda shall be the City of League City Purchasing Department. Any changes to specifications will be made in writing and posted on the City’s website at:

https://www.leaguecitytx.gov/Bids.aspx. Once issued, an addenda becomes a part of the ITB documents. Bidders shall acknowledge receipt of all addenda on the Bidder Certification/Addenda Acknowledgement form found within Attachment A.

LATE SUBMISSIONS: Bids received by the City after the submission deadline will be considered void and unacceptable. City of League City is not responsible for lateness or non- delivery of mail, carrier, etc. The date/time stamp at the front desk at City Hall, 300 West Walker Street, League City, Texas, 77573 shall be the official time of receipt.

ALTERING SUBMISSIONS: Bids cannot be altered or amended after the submission deadline. Any alterations or amendments made before the opening time must be initialed by the signer of the bid, guaranteeing authenticity.

AWARD: The City has the right to award a contract upon the conditions, terms and specifications contained in a bid submitted to the City for a period of up to ninety

(90) days following the date specified for the opening of bids.

Because the City is a governmental entity that must follow State and Federal laws and has an obligation to protect its taxpayers, the City requires that certain terms be included in the contract that result from this ITB. Your response to this ITB is an offer to contract with the City based on the terms, conditions, and specifications contained in this ITB. If any of the mandatory contract terms are unacceptable to you, please do not respond to this ITB.

https://www.leaguecitytx.gov/Bids.aspx

PAYMENT PROVISIONS: The City’s payments under the contract, including the time of payment and the payment of interest on overdue amounts, are subject to Chapter 2251, Texas Government Code.

CONTRACTUAL LIMITATIONS PERIOD: Any provision of the contract that establishes a limitations period that does not run against the City by law or that is shorter than two (2) years is void. (Sections 16.061 and 16.070, Texas Civil Practice and Remedies Code).

CONFLICT OF INTEREST: No public official shall have interest in this contract accept in accordance with Vernon’s Texas Codes Annotated, Local Government Code Title 5, Subtitle C, Chapter 171.

ETHICS: The bidder shall not offer or accept gifts or anything of value or enter into any business arrangement with any employee, official or agent of City of League City.

More than one bid on any one contract from a bidder or individual under different names shall be grounds for rejection of all bids in which the bidder or individual has an interest. One or all bids will be rejected if there is any reason to believe that collusion exists between bidders. Bidders must make every effort to comply Chapter 176 of the Texas Local Government Code. Chapter 176 mandates the public disclosure of certain information concerning persons doing business or seeking to do business with the City of League City, including affiliations and business and financial relationships such persons may have with City of League City officers. By doing business or seeking to do business with the City of League City, including submitting a response to this ITB, you acknowledge that you have been notified of the requirements of Chapter 176 of the Texas Local Government Code and you are representing that you are in compliance with them.

Conflict of Interest Questionnaire found within Attachment A must be completed and turned in with each bid.

PURCHASE ORDER: City of League City may generate a purchase order to the successful bidder. The purchase order number must appear on all invoices, packing lists and all related correspondence. City of League City will not be responsible for any orders placed and/or delivered without a valid purchase order number.

DELIVERY: Any delivery and freight charges (FOB City of League City designated location) are to be included in the bid price.

INVOICES: Invoices must be itemized, and purchase order number must be referenced on original invoice. Any invoice, which cannot be verified by the contract price and/or is otherwise incorrect, will be returned to the bidder for correction.

Invoices submitted for payment shall be e-mailed to: City of League City, Accounts Payable at, accountspayable@leaguecitytx.gov. Invoices can be mailed to Attn:

Accounts Payable, to the address: 300 W. Walker St., League City, TX 77573. Periodic payments will be made within thirty (30) days of invoice date or satisfactory delivery of the product or service, whichever is later, provided that all other requirements as detailed in the contract have been fulfilled.

mailto:accountspayable@leaguecitytx.gov

INTERLOCAL AGREEMENT: Chapter 791, Texas Government Code and Chapter 271, Subchapter F, Texas Local Government Code, authorizes cities to enter into Interlocal purchasing agreements to take advantage of potential cost savings resulting from cooperative purchasing efforts. Successful bidder(s) agree(s) to extend prices and terms to all entities, who have entered into or will enter into joint Purchasing Interlocal Cooperation Agreements with the City of League City.

CONTINGENCIES: Before submitting their bid, bidders should make a careful examination of the scope of work and of the difficulties involved in its proper execution. Bidders should include in their bid all costs they deem proper and sufficient to cover all contingencies essential to the completion of the compensation and classification study, notwithstanding that every item or contingency is not specifically mentioned herein.

CERTIFICATE OF INTERESTED PARTIES: Applies to all contracts that must be approved by the City Council. In accordance with House Bill 1295, for certain contracts entered into on or after January 1, 2016, the successful bidder must submit a Certificate of Interested Parties (Form 1295) at the time the signed contract is submitted to the City. This applies to any contract of any amount that must be approved by the City Council. Form 1295 must be filed electronically with the Texas Ethics Commission using the online filing application located at:

https://prd.tecprd.ethicsefile.com/TECCertInt/pages/login/certLogin.jsf

RENEWALS: Renewal options executed under this ITB may occur only if: (1) a renewal option is expressly referenced in this ITB and (2) upon the execution of a new written agreement signed by both parties. A renewal is intended to serve as an extension of the original agreement, under the same or substantially similar terms. The inclusion of a renewal option in this ITB shall not be construed as a commitment or obligation by either party to enter into a renewal. As such, the City retains the right, in its sole discretion, to accept or reject any proposed renewal or associated renewal terms.

https://prd.tecprd.ethicsefile.com/TECCertInt/pages/login/certLogin.jsf

STANDARD AGREEMENT

(Version 9-22-2023)

This AGREEMENT (“Agreement”) is entered by and between Click or tap here to enter text.

(“Contractor”), located at Click or tap here to enter text. and the City of League City (“City”), a home-rule municipality, located at 300 W. Walker St., League City, Texas 77573 on the date set forth below.

Terms:

1. Scope of Services: Contractor will perform the services and/or provide the products as set forth in Exhibit A, which is attached and incorporated herein, and which can be generally described as Click or tap here to enter text.. If there is a conflict between the terms of this Agreement and Exhibit A, the terms of this Agreement will prevail.

2. Term and Termination: This Agreement shall commence on Click or tap to enter a date. and shall expire on Click or tap to enter a date. The period from commencement to expiration is the Contract Term. City reserves the right to terminate this Agreement for convenience upon seven (7) days written notice to Contractor. Upon such termination, City shall pay Contractor, at the rate set out in Exhibit A, for services satisfactorily performed or products satisfactorily provided up through the date of termination. Notwithstanding any provision in this Agreement to the contrary, City will not be required to pay or reimburse Contractor for any services performed or for expenses incurred by Contractor after the date of the termination notice that could have been avoided or mitigated by Contractor.

3. Compensation: Contractor shall be paid for the services/products as set forth in Exhibit A. In no event shall the total compensation exceed $Click or tap here to enter text. during the term of this Agreement. City shall tender payment (including progress/partial payments) for services/goods only after such services are completed or goods are delivered and are deemed to be acceptable under this Agreement, in the sole reasonable discretion of City. Contractor must submit to City invoices for all goods delivered and services provided, which invoices must include details and dates of service or delivery. Payment by City shall be made within thirty (30) days of receipt of an invoice, except for any portion of the invoiced amount that City disapproves as not compliant under this Agreement, in the sole reasonable discretion of City. If City disapproves any amount submitted for payment by Contractor, City shall give Contractor specific reasons for disapproval in writing.

4. Insurance: Contractor Choose an item. required during the Contract Term to maintain insurance as follows: (a) Comprehensive General Commercial Liability insurance covering bodily injury and property damage, with minimum coverage limits—exclusive of defense costs—of $1,000,000 per occurrence and $2,000,000 aggregate; (b) If Contractor will provide City “professional services,” as that term is used in Chapter 252 of the Texas Local Government Code, Professional Liability (errors and omissions/malpractice) insurance with minimum coverage limits—exclusive of defense costs—of $2,000,000 per occurrence; and (c) If at any point during the Contract Term it is foreseeable that Contractor will enter upon City premises: (i) Worker’s Compensation coverage with statutory limits for the State of Texas, and (ii) Commercial

Sample

Automobile Liability coverage with minimum coverage limits—exclusive of defense costs—of $1,000,000 per occurrence and $2,000,000 aggregate. All policies must contain a waiver of subrogation against City. Comprehensive General Liability and Commercial Automobile Liability policies must name the City as Additional Insured. Contractor shall pay all insurance deductibles and deductibles must not exceed $10,000 unless approved in advance by City. Contractor shall provide City Certificates of Insurance evidencing these insurance requirements prior to the start of work.

5. Liquidated Damages: Liquidated damages Choose an item. applicable to this transaction.

Contractor acknowledges that time is of the essence in performing this Agreement. City and Contractor (collectively, the “Parties”) agree that if Contractor is late in performing any obligation of this Agreement, City will suffer loss, damages, or other harm from Contractor’s delay. The Parties agree that the amount of loss, damages, or harm likely to be incurred is incapable or difficult to precisely estimate, and therefore Contractor agrees to pay City liquidated damages for delay at a daily rate equal to the total compensation allowed under the Agreement divided by the number of days in the Contract Term. The Parties further agree that: (i) the liquidated damages specified herein are not a penalty but rather bear a reasonable relationship to, and is not plainly or grossly disproportionate to, the probable loss likely to be incurred by City as a result of Contractor’s delay;

(ii) one of the reasons for City and Contractor to agree to such amounts is the uncertainty and cost of litigation regarding the question of actual damages; and (iii) City and Contractor are sophisticated business parties and negotiated this Agreement at arm’s length.

6. Independent Contractor: Contractor is an independent contractor and is not an employee, partner, joint venture, or agent of City. Contractor understands and agrees that he/she will not be entitled to any benefits generally available to City employees. Contractor shall be responsible for all expenses necessary to carry out the services under this Agreement and shall not be reimbursed by City for such expenses except as otherwise provided in this Agreement.

7. Intellectual Property: This Agreement shall be an Agreement for services and the parties intend and consider any work created as a result of this Agreement, including any and all documentation, images, products or results, to be a work (the “Work”) for hire under federal copyright law.

Ownership of the Work shall belong to and remain the exclusive property of City. The Work may be edited at any time within City’s discretion. If the Work would not be considered a work-for-hire under applicable law, Contractor hereby assigns, transfers, and conveys any and all rights, title and interest to City, including without limitation all copyrights, patents, rights of reproduction, rights to ownership, and right to secure registrations, renewals, reissues and extensions thereof.

As the sole copyright holder of the Work, City maintains and asserts the rights to use, reproduce, make derivative works from, and/or edit the Work in any form of medium, expression or technology now known or hereafter developed, at any time within City’s discretion. Contractor shall not sell, disclose or obtain any other compensation for the services provided herein or the Work. If the Work is one to which the provisions of 17 U.S.C. § 106A apply, Contractor hereby waives and appoints City to assert on Contractor's behalf Contractor's moral rights or any equivalent rights regarding the form or extent of any alteration to the Work (including, without limitation, removal or destruction) or the making of any derivative works based on the Work, including, without limitation, photographs, drawings or other visual reproductions of the work, in any medium, for City’s purposes.

8. Confidentiality: During the course of the services to be provided under this Agreement, Contractor may become privy to confidential information of City. Contractor agrees to treat as confidential the information or knowledge that becomes known to Contractor during performance of this Agreement and to not use, copy, or disclose such information to any third party unless authorized in writing by City. This provision does not restrict the disclosure of any information that is required to be disclosed under applicable law. Contractor shall promptly notify City of any misuse or unauthorized disclosure of City’s confidential information and upon expiration of this Agreement shall return to City all confidential information in Contractor’s possession or control. Contractor shall further comply with all information security policies of City that may apply and shall not make any press releases, public statements or advertisement referring to the services provided under this Agreement or the engagement of Contractor without the prior written approval of City.

9. Warranties and Representations: Contractor warrants and agrees that Contractor shall perform its services and conduct all operations in conformity with all applicable federal, state, and local laws, rules, regulations, and ordinances. For any service performed on premises owned or controlled by City, Contractor warrants and agrees that Contractor will perform said services in compliance with all City rules, including but not limited to, prohibitions related to tobacco use, alcohol, and other drugs.

10. Licenses/Certifications: Contractor represents and warrants that it will obtain and maintain in effect, and pay the cost of, all licenses, permits or certifications that may be necessary for Contractor’s performance of this Agreement. If Contractor is a business entity, Contractor warrants, represents, covenants, and agrees that it is duly organized, validly existing and in good standing under the laws of the state of its formation; and is duly authorized and in good standing to conduct business in the State of Texas, that it has all necessary power and has received all necessary approvals to execute and deliver the Agreement and is authorized to execute this Agreement according to its terms on behalf of Contractor.

11. Performance/Qualifications: Contractor agrees and represents that Contractor has the personnel, experience, and knowledge necessary to qualify Contractor for the particular duties to be performed under this Agreement. Contractor warrants that all services performed under this Agreement shall be performed consistent with generally prevailing professional or industry standards.

12. Conflict of Interest: Contractor warrants, represents, and agrees that Contractor presently has no interest and shall not acquire any interest, direct or indirect, that would conflict in any manner or degree with Contractor’s performance of the services hereunder. Contractor further warrants and affirms that no relationship or affiliation exists between Contractor and City that could be construed as a conflict of interest with regard to this Agreement.

13. INDEMNIFICATION: CONTRACTOR SHALL DEFEND,

INDEMNIFY AND HOLD HARMLESS CITY , AND EACH OF ITS

OFFICIALS, OFFICERS, AGENTS AND EMPLOYEES FROM AND

AGAINST ALL CLAIMS, ACTIONS, SUITS, DEMANDS,

PROCEEDINGS, COSTS, DAMAGES AND LIABILITIES, INCLUDING

WITHOUT LIMITATION ATTORNEYS’ FEES AND REASONABLE

LITIGATION COSTS, ARISING OUT OF, CONNECTED WITH, OR

RESULTING FROM ANY ACTS OR OMISSIONS OF CONTRACTOR

OR ANY AGENT, EMPLOYEE, SUBCONTRACTOR, OR SUPPLIER OF

CONTRACTOR IN THE EXECUTION OR PERFORMANCE OF THIS

CONTRACT, TO THE EXTENT THE CLAIM ARISES FROM

NEGLIGENCE, WILLFUL ACT, BREACH OF CONTRACT OR

VIOLATION OF LAW.

14. Force Majeure: Neither City nor Contractor shall be liable for any delay in the performance of this Agreement, nor for any other breach, nor for any loss or damage arising solely from uncontrollable forces such as fire, theft, storm, war, or any other force majeure that could not have been reasonably avoided by the exercise of due diligence.

15. Notices: Any notice given under this Agreement by either party to the other may be affected either by…