Li-2026-59 SSLGC Landscape Maintenance.pdf

Schertz Seguin Local Government Corporation

205 N. RIVER

SEGUIN, TEXAS 78155

Invitation to Bid (ITB) – ITB No. Li-2026-59

SSLGC Landscape Maintenance & Irrigation Services

Responses Due:

September 4, 2026, by 10:00 AM

Invitation for Bids

Bid No: Li-2026-59 RFP Title: SSLGC Landscape Maintenance Bids Due: Friday, September 4, 2026 by 10:00 a.m. Central Time

Schertz Seguin Local Government Corporation is soliciting bids for an annual contract for landscape maintenance and irrigation services at the Schertz Seguin Local Government Corporation located at 108 W. Mountain Street, Seguin, Texas in accordance with the specifications contained herein. Bids will be received by Schertz Seguin Local Government Corporation until the date and time indicated above. Bids shall remain valid for sixty (60) days.

Bids MUST be sent electronically through http://www.bidnetdirect.com/texas/cityofseguin until 10:00 A.M., Friday, September 4, 2026.

Bids received after the time and date set for submission will be disqualified.

Schertz Seguin Local Government Corporation reserves the right to reject or accept any and all proposals and to waive informalities.

Respondents are encouraged to read the entire document prior to submitting a response. For questions regarding this Bid please submit them through BidNet no later than the noted Question Acceptance Deadline. Any clarification or interpretation of the specifications, if made, will be made only by written addendum issued by Schertz Seguin Local Government Corporation Purchasing Department. Once issued, an addendum becomes a part of the bid documents. SSLGC will not be responsible for any verbal explanation or interpretation of the bid made or given prior to the award of the contract.

http://www.bidnetdirect.com/texas/cityofseguin%20until%2010:00 http://www.bidnetdirect.com/texas/cityofseguin%20until%2010:00

SPECIFICATIONS

INTRODUCTION

Schertz Seguin Local Government Corporation (SSLGC) is currently seeking qualified bidders to submit prices for landscape maintenance and irrigation services at the Schertz Seguin Local Government Corporation located at 108 W. Mountain Street, Seguin, Texas.

CONTRACT TERMS

• SSLGC intends to award an annual contract. The contract may be extended with up to three (3) optional one-year renewal periods, subject to appropriation of funds and satisfactory performance.

• Renewals shall be exercised at the sole discretion of the SSLGC.

• Unit price shall remain firm for the initial contract term.

• Subject to acceptable performance by the vendor and contingent upon the appropriation of sufficient funds for the procurement of goods provided for in this Contract, price revisions will be considered upon renewal. Price adjustments for renewal periods, if any, shall be subject to negotiation and mutual written agreement.

• Possible price revisions will be based upon a price index or industrial standard for base pricing (U.S. Dept. of Labor Bureau of Labor Statistics’ Consumer Price Index for all Urban Consumers (CPI-U)). Documentation must be provided to support the requested price adjustment. The request will be evaluated and may or may not be accepted.

• If SSLGC concludes that the rate increase being requested is exorbitant, SSLGC reserves the right to adjust the rate request or reject the rate request in its entirety and allow the contract to expire at the end of the twelve (12) month period.

• Either party may terminate this agreement with a thirty (30) day written notice. If the selected vendor fails to perform its duties in a reasonable and competent manner, SSLGC shall give written notice to the respondent of the deficiencies, and the respondent shall have thirty (30) days to correct such deficiencies. If the respondent fails to correct the deficiencies within the thirty (30) days, SSLGC may terminate the agreement by giving the vendor written notice of termination and the reason for the termination. If the agreement is terminated for any reason, the respondent shall turn over all records of service to SSLGC within fifteen (15) working days after completion of duties contained in the agreement.

PRE-BID MEETING

A walk-through of SSLGC subject to this contract will be scheduled upon request. Prior arrangements must be made. Appointments can be scheduled with the SSLGC office at 830-401-2409.

GENERAL REQUIREMENTS

1. Contractor shall provide all labor, equipment, fuel, supplies, and transportation needed to perform the services as defined herein.

2. The successful bidder shall provide SSLGC representative with the name and phone number of a designated contact person available during normal business hours.

3. Unless otherwise instructed, the successful bidder shall accomplish all tasks listed on a regular schedule, as agreed upon by the bidder and SSLGC. Any variance from the prescribed schedule will require a minimum of 24-hour advance notification to SSLGC.

All work is to be accomplished Monday through Friday, weather permitting. It will be considered a breach of the contract if the schedule is repeatedly missed.

4. SSLGC reserves the right to cancel scheduled maintenance service based upon need, prevailing weather conditions, and available funding.

5. The successful bidder will be required to notify SSLGC representative immediately of any hazardous conditions and/or damaged property prior to leaving the work site. Contact information will be provided to the successful bidder. The Contractor shall exercise proper precaution at all times for the protection of people and property and shall be responsible for all damage to persons or property either on or off the site, which occur as a result of the Contractor’s completion of the work.

6. The successful bidder shall comply with all applicable governmental laws and regulations.

7. Vendor to provide MSDS (Material Safety Data Sheet) on all approved chemicals used onsite.

8. The successful bidder shall provide supervision of all work crews at all times while performing work under this contract. Personal supervision is not required, provided that communication equipment or other means are provided that enable the work crew to communicate with the successful bidder at all times. Each work crew shall have a designated person on the work site that has the authority to respond to inquiries about work details or priorities.

9. The requirements of this contract may not be subcontracted by the Contractor without the prior written approval of Schertz Seguin Local Government Corporation.

INSURANCE

The vendor shall, at all times during the period in which contract is in force and effect, provide and maintain insurance of the type and in limits as set forth in Attachment A. Such insurance shall name the parties required to secure same as insured and shall include Schertz Seguin Local Government Corporation as an "additional insured" and provide a waiver of subrogation. Prior to the commencement of any work under this Contract, Contractor shall furnish an original completed Certificate of Insurance to City of Seguin Purchasing Manager.

PREPARATION OF BID

1. Bidders shall provide a list of three (3) references of clients that have a current contract for services, or have had a contract within the past three (3) years.

a) Bidders shall submit a written summary of their company’s qualifications, years in business, and experience providing the type of service specified in this Invitation to Bid.

Including Company name, address, and primary contact information needs to be provided with bid.

3. The Bid Sheet is required. Failure to utilize the provided form may result in disqualification.

4. Do not include taxes in your bid. SSLGC is tax exempt.

5. A bid response constitutes understanding and acceptance of all terms, conditions, instruction, specifications, forms and statements contained in this bid document and attachments.

AWARD

SSLGC reserves the right to award a bid or contract to the lowest responsible bidder or to the bidder who provides goods or services at the “best value” for SSLG. Factors to be considered in the evaluation of the bids are price, quality, reputation and experience of Bidder, long term cost, safety record, operating history of equipment, conformance to specifications, delivery, and other factors as deemed appropriate by the Purchaser.

INVOICING

1. The successful bidder shall fill out invoice forms and submit to SSLGC for monthly payments within 14 days AFTER a month’s worth of work is completed.

2. Invoices shall be sent directly to Schertz Seguin Local Government Corporation, ATTN:

Accounts Payable, PO Box 591, Seguin, TX 78156-0591. Payments will be processed within thirty (30) days of receipt of invoice or following acceptance of completed work.

Scope of Services

Schertz Seguin Local Government Corporation (SSLGC) located at 108 W. Mountain Street, Seguin, TX 78155 (see Exhibit B): The successful bidder will be responsible for maintaining a clean, attractive, and professionally managed landscape in accordance with the specifications outlined herein.

1.0 Non-Maintenance Services

These tasks are not included in the flat per-visit price for this contract.

a) All raised bed areas will be planted with location-appropriate foliage that provides color, ensuring a visually appealing landscape. The bidder shall coordinate with SSLGC for the selection of plants and their price prior to any planting.

b) A breakdown of time and materials required for any new plantings and the cost of plants and plant materials is billed separately outside this bid.

a) A breakdown of estimated time and materials required for any necessary irrigation repairs must be coordinated with SSLGC prior to work being done. Cost for materials and estimated time for irrigation repairs is billed separately outside this bid.

2.0 Maintenance Visit

These tasks are included in the flat per-visit price for this contract.

a) All raised bed areas will be regularly policed for weeds and debris and kept in a clean, well-maintained condition at all times.

b) All raised bed area irrigation systems will be inspected to verify that water delivery is appropriate for the foliage and that all lines are free of leaks.

c) Any ornamentals and shrubbery will be pruned as needed to ensure the correct shape and natural growth habits appropriate for the area in which the shrubs are growing.

d) All concrete areas are to be treated periodically to control weeds growing through cracks and along edges.

e) Chemical practices shall not be used as a substitute for hand weeding where the latter is required for complete removal. A combination of chemical and manual methods shall be employed as conditions warrant.

3.0 Service Schedule

a) SSLGC requires a total of 12 visits for landscaping maintenance and irrigation services per year.

b) Monthly maintenance visits, once (1) per month, throughout the year are required and guaranteed for this contract. Additional visits may be needed during peak growing and leaf dropping seasons. These additional visits, beyond the once-a-month maintenance visit, are on an as-needed basis and will be determined by SSLGC. There is no guarantee of being requested for any landscape maintenance and irrigation services beyond the 12 monthly visits.

Visit Type Description

12 Maintenance Visits One (1) scheduled visit per month, throughout the year

BID SHEET

BID #Li-2026-59

The undersigned agrees if this proposal is accepted, to furnish all items and services upon which prices are offered, at the price(s) and upon the terms and conditions contained in the specifications.

Based on Exhibit B attachment.

Landscape Maintenance and Irrigation Services for maintenance visits.

Unit cost per visit: $_____________ x 12 = Total Cost $________________

The undersigned affirms that it is duly authorized to submit this bid, that this bid has not been prepared in collusion with any other bidder, and that the content of this bid has not been communicated to any other bidder prior to the official receipt of this bid. The undersigned certifies that they had fully read and understands this Invitation for Bid and has full knowledge of the scope, quantity, and quality of the services and materials to be furnished and intends to adhere to the provisions described herein. SSLGC reserves the right to reject any and all bids.

Company/Vendor Name Authorized Signature

Address Printed Name

City, State, Zip Code Title/Position

Phone No. ______ Date

Email Address: ___________________________________________________________

ADDENDUM FORM

Bid # Li-2026-59

Receipt is hereby acknowledged of the following Addenda to the Specifications:

ADDENDUM NO. 1 DATED __________________ ADDENDUM NO. 4 DATED __________________

ADDENDUM NO. 2 DATED __________________ ADDENDUM NO. 5 DATED __________________

ADDENDUM NO. 3 DATED __________________ ADDENDUM NO. 6 DATED __________________

• The Undersigned affirms that it is duly authorized to submit this bid, that this bid has not been prepared in collusion with any other bidder, and that the content of this bid as to prices, terms, or conditions of said bid has not been communicated to any other bidder prior to the official opening of this bid.

• The Undersigned certifies that pursuant to Section 2270.002 of the Texas Government Code, Bidder does not boycott Israel and will not boycott Israel during the term of the contract resulting from this solicitation.

• The Undersigned certifies that pursuant to S.B 19, Bidder does not boycott energy companies and will not boycott energy companies during the term of the contract.

• The Undersigned certifies that pursuant to S.B. 13, Bidder does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association; and will not discriminate during the term of the contract against a firearm entity or firearm trade association.

Company Name Authorized Signature

Address Printed Name

City, State, Zip Code Title

Phone No. Date

Email Address: ___________________________________________________

BIDDER’S EXCEPTION FORM

Bid # Li-2026-59

This form must be completed and signed by an authorized representative of the company. Failure to do so may cause total bid to be rejected. If no exceptions are to proposed, indicate by stating “No Exceptions to Specifications” and sign in the appropriate space.

STATEMENT OF BIDDER:

WE PROPOSE THE FOLLOWING EXCEPTIONS TO THE SPECIFICATIONS:

PAGE/

SECTION PARAGRAPH # EXCEPTION

NOTE: If additional pages are needed, attach to the back of this page and note “See Page 2- Deviations” on this page.

Company Name Authorized Signature

CERTIFICATE OF CORPORATE BIDDER

Li-2026-59

CERTIFICATE OF CORPORATE BIDDER

I, _________________________________, certify that I am _________________________(title)

Of the corporation named as Bidder herein; that _____________________________________ who signed this bid on behalf of the Bidder, was then ________________________________ (title) of said corporation;

that said bid was duly signed for and on behalf of said corporation by authority of its governing body and is within the scope of its corporate powers.

Signature of Officer: ______________________________________

Type or Print Name: ______________________________________

Title of Officer: __________________________________________

ADA Nondiscrimination and Accessibility Compliance

Americans with Disabilities Act (ADA) Compliance

The Contractor agrees to comply with all applicable federal, state, and local laws, regulations, and requirements concerning nondiscrimination and accessibility, including but not limited to the Americans with Disabilities Act of 1990 (42 U.S.C. § 12101 et seq.), as amended, and Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. § 794).

The Contractor shall not discriminate against any qualified individual with a disability in the performance of this Agreement and shall ensure that its services, programs, activities, communications, and facilities are accessible to and usable by individuals with disabilities.

The Contractor agrees to take appropriate steps to ensure that any subcontractors, agents, or vendors engaged in the performance of this Agreement also comply with these nondiscrimination and accessibility requirements.

The City’s ADA Nondiscrimination Policy, including the ADA Coordinator’s contact information and grievance procedures, is incorporated herein by reference and is available on the City’s website.

ATTACHMENT A

(Revised 5/23/23)

INSURANCE

SECTION A. Prior to the approval of this contract by the City, CONTRACTOR shall furnish a completed Insurance Certificate to the Purchasing office. The certificate shall be completed by an agent authorized to bind the named underwriter(s) to the coverages, limits, and termination provisions shown thereon, and shall furnish and contain all required information referenced or indicated thereon.

SCHERTZ SEGUIN LOCAL GOVERNMENT CORPORATION (SSLGC) SHALL HAVE NO DUTY TO PAY OR PERFORM UNDER THIS CONTRACT UNTIL SUCH CERTIFICATE IS RECEIVED BY THE CITY OF SEGUIN'S PURCHASING DEPARTMENT, and no officer or employee of SSLGC shall have authority to waive this requirement.

INSURANCE COVERAGE REQUIRED

SECTION B. SSLGC reserves the right to review the insurance requirements of this section during the effective period of the contract and to adjust insurance coverages and their limits when deemed necessary and prudent by SSLGC, based upon changes in statutory law, court decisions, or the claims history of the industry as well as the CONTRACTOR.

SECTION C. Subject to CONTRACTOR'S right to maintain reasonable deductibles in such amounts as are approved by SSLGC, CONTRACTOR shall obtain and maintain in full force and effect for the duration of this contract, and any extension hereof, at CONTRACTOR'S sole expense, insurance coverage written by companies approved by the State of Texas and acceptable to SSLGC, in the following type(s) and amount(s):

TYPE AMOUNT

1. Workers' Compensation and Statutory

Employer’s Liability

NOTE: For building or construction projects, and services provided at SSLGC-owned facilities, the successful Contractor shall meet the minimum requirements defined in the Texas Workers' Compensation Commission Rule 28 TAC §110.110 which follows this insurance attachment.

2. Commercial General (public) Liability including coverage for the following:

a. Premises operations $1,000,000 per occurrence

b. Independent contractors $2,000,000 aggregate

c. Products/completed operations

d. Personal injury

e. Advertising injury

f. Contractual liability

g. Medical payments

h. Professional liability

i. Underground hazard*

j. Explosion and collapse hazard

k. Liquor liability

l. Fire legal liability

m. City's property in Contractor's care, custody, or control

n. Asbestos specific liability

3. Comprehensive Automobile Liability $1,000,000 per occurrence insurance, including coverage for loading and unloading hazards, for:

a. Owned/leased vehicles

b. Non-owned vehicles

c. Hired vehicles

4. Errors and Omissions $1,000,000 per occurrence or claim insurance policy $2,000,000 aggregate (when applicable) for the willful or negligent acts or omissions of any no less than officers, employees or agents thereof

5. Cyber $2,000,000 (when applicable)

ADDITIONAL POLICY ENDORSEMENTS

SSLGC shall be entitled, upon request, and without expense, to receive copies of the policies and all endorsements thereto and may make any reasonable request for deletion, revision, or modification of particular policy terms, conditions, limitations, or exclusions (except where policy provisions are established by law or regulation binding upon either of the parties hereto or the underwriter of any of such policies). Upon such request by SSLGC, CONTRACTOR shall exercise reasonable efforts to accomplish such changes in policy coverages, and shall pay the cost thereof.

REQUIRED PROVISIONS

CONTRACTOR agrees with respect to the above required insurance, all insurance contracts and certificate(s) of insurance will contain and state, in writing, on the certificate or its attachment, the following required provisions.

a. Name SSLGC and its officers, employees, and elected representatives as an Additional Insured(s), (as the interest of each insured may appear) to all applicable coverage.

b. Provide for 30 days notice to SSLGC for cancellation, non-renewal, or material change.

c. Provide for notice to SSLGC at the address shown below by registered mail.

d. CONTRACTOR agrees to waive subrogation against SSLGC, its officers, employees, and elected representatives for injuries, including death, property damage, or any other loss to the extent same may be covered by the proceeds of insurance.

e. Provide that all provisions of this agreement concerning liability, duty, and standard of care together shall be underwritten by contractual liability coverage sufficient to include such obligations within applicable policies.

f. For coverages that are only available with claims made policies, the required period of coverage will be determined by the following formula: Continuous coverage for the life of the contract, plus one year (to provide coverage for the warranty period) and an extended discovery period for a minimum of five years which shall begin at the end of the warranty period.

NOTICES

CONTRACTOR shall notify SSLGC in the event of any change in coverage and shall give such notices not less than thirty (30) days prior to the change, which notice must be accompanied by a replacement CERTIFICATE OF INSURANCE. All notices shall be given to CITY at the following address:

Purchasing Department

SSLGC

P.O. Box 591 Seguin, Texas 78156

SECTION D. Approval, disapproval, or failure to act by SSLGC regarding any insurance supplied by CONTRACTOR shall not relieve CONTRACTOR of full responsibility or liability for damages and accidents as set forth in the contract documents. Neither shall the bankruptcy, insolvency, or denial of liability by the insurance company exonerate CONTRACTOR from liability.

WORKERS COMPENSATION INSURANCE

for

Building or Construction Projects and Services Provided at SSLGC-Owned Facilities

TEXAS WORKERS' COMPENSATION COMMISSION RULE 28 § 110.110

As required by the Texas Workers' Compensation Rule 28, §110.110, the Contractor shall accept the following definitions and comply with the following provisions:

Workers' Compensation Insurance Coverage

A. Definitions:

1. Certificate of coverage ("certificate")-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 a project, for the duration of the project.

2. Duration of the project-includes the time from the beginning of the work on the project until the Contractor's/person's work on the project has been completed and accepted by SSLGC.

3. Persons providing services on the project ("subcontractor" in Section 406.096) - includes all persons or entities performing all or part of the services the Contractor has undertaken to perform on the project, regardless of whether that person contracted directly with the Contractor and regardless of whether that person has employees. This includes, without limitation, independent Contractors, subcontractors, leasing companies, motor carriers, owner-operators, employees of any such entity, or employees of any entity which furnishes persons to provide services on the project.

"Services" include, without limitation, providing, hauling, or delivering equipment or materials, or providing labor, transportation, or other service related to a project. "Services" does not include activities unrelated to the project, such as food/beverage vendors, office supply deliveries, and delivery of portable toilets.

B. The Contractor shall provide coverage, based on proper reporting of classification codes and payroll amounts and filing of any coverage agreements, which meets the statutory requirements of Texas Labor Code, Section 401.011(44) for all employees of the Contractor providing services on the project, for the duration of the project.

C. The Contractor must provide a certificate of coverage to SSLGC prior to being awarded the contract.

D. If the coverage period shown on the Contractor's current certificate of coverage ends during the duration of the project, the

Contractor must, prior to the end of the coverage period, file a new certificate of coverage with SSLGC showing that coverage has been extended.

E. The Contractor shall obtain from each person providing services on a project, and provide to SSLGC:

1. A certificate of coverage, prior to that person beginning work on the project, so SSLGC will have on file certificates of coverage showing coverage for all persons providing services on the project; and

2. No later than seven (7) days after receipt by the Contractor, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project.

F. The Contractor shall retain all required certificates of coverage for the duration of the project and for one (1) year thereafter.

G. The Contractor shall notify SSLGC in writing by certified mail or personal delivery, within ten (10) days after the Contractor knew or should have known, of any change that materially affects the provision of coverage of any person providing services on the project.

H. The Contractor shall post on each project site a notice, in the text, form and manner prescribed by the Texas Workers'

Compensation Commission, informing all persons providing services on the project that they are required to be covered, and stating how a person may verify coverage and report lack of coverage.

I. The Contractor shall contractually require each person with whom it contracts to provide services on a project, to:

1. Provide coverage, based on proper reporting of classification codes and payroll amounts and filing of any coverage agreements, which meets the statutory requirements of Texas Labor Code, Section 401.011(44) for all of its employees providing services on the project, for the duration of the project;

2. Provide to the Contractor, prior to that person beginning work on the project, a certificate of coverage showing that coverage is being provided for all employees of the person providing services on the project, for the duration of the project.

3. Provide the Contractor, prior to the end of the coverage period, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project;

4. Obtain from each other person with whom it contracts, and provide to the Contractor:

a. A certificate of coverage, prior to the other person beginning work on the project; and

b. A new certificate of coverage showing extension of coverage, prior to the end of the coverage period, if the coverage period shown on the current certificate of coverage ends during the duration of the project.

5. Retain all required certificates of coverage on file for the duration of the project and for one (1) year thereafter;

6. Notify SSLGC in writing by certified mail or personal delivery, within ten (10) days after the person knew or should have known, of any change that materially affects the provision of coverage of any person providing services on the project; and

7. Contractually require each person with whom it contracts, to perform as required by paragraphs (1) -

(7), with the certificates of coverage to be provided to the person for whom they are providing services.

J. By signing this contract or providing or causing to be provided a certificate of coverage, the Contractor is representing to SSLGC that all employees of the Contractor who will provide services on the project will be covered by workers' compensation coverage for the duration of the project, that the coverage will be based on proper reporting of classification codes and payroll amounts, and that all coverage agreements will be filed with the appropriate insurance carrier or, in the case of a self-insured, with the commission's Division of Self- Insurance Regulation. Providing false or misleading information may subject the Contractor to administrative penalties, criminal penalties, civil penalties, or other civil actions.

K. The Contractor's failure to comply with any of these provisions is a breach of contract by the Contractor which entitles SSLGC to declare the contract void if the Contractor does not remedy the breach within ten (10) days after receipt of notice of breach from SSLGC.

As defined by the Texas Labor Code, Chapter 269, Section 406.096(e), building or construction is defined as:

1. Erecting or preparing to erect a structure, including a building, bridge, roadway, public utility facility, or related appurtenance;

2. Remodeling, extending, repairing, or demolishing a structure; or

3. Otherwise improving real property or an appurtenance to real property through similar activities.

The employment of a maintenance employee who is not engaging in building or construction as the employer's primary business does not constitute engaging in building or construction.

SCHERTZ SEGUIN LOCAL GOVERNMENT CORPORATION

INSURANCE REQUIREMENT AFFIDAVIT

To be Completed By Appropriate Insurance Agent and submitted with bid proposal.

I, the undersigned Agent/Broker, certify that the insurance requirements contained in this bid document have been reviewed by me with the below identified Contractor. If the below identified Contractor is awarded this contract by SSLGC, I will be able to, within ten (10) days after being notified of such award, furnish a valid insurance certificate to SSLGC meeting all of the requirements defined in this bid.

Agent (Signature) Agent (Print)

Name of Agency/Broker:

Address of Agent/Broker:

City/State/Zip:

Agent/Broker Telephone #: ( )

CONTRACTOR'S NAME:

(Print or Type)

NOTE TO AGENT/BROKER

If this time requirement is not met, SSLGC has the right to invalidate the bid award and award the contract to the next best value bidder meeting specifications. Should an awarded bid be invalidated the Contractor may be liable for breach of contract. If you have any questions concerning these requirements, please contact the Purchasing Manager for the City of Seguin at (830) 401-2451

SSLGC General Conditions of Bidding Page 1 Revised September 26, 2025

GENERAL CONDITIONS OF BIDDING

These general conditions apply to any procurement of products or services by Schertz-Seguin Local Government Corporation (SSLGC). Failure to comply with these General Conditions of Bidding may result in the bid being disqualified.

1. DEFINITION OF TERMS

A. “Bid documents” mean the entire packet of documents provided to bidders, including, but not limited to the General Conditions of Bidding, General Conditions of Agreement, General and/or Technical Specifications, Special and Supplementary Conditions, Information to Bidders, Bid Form(s) and any Addendum.

B. “Bidder” means a person or firm submitting a bid, proposal, or quote to provide equipment, material, and/or services necessary in the performance of these specifications and competing for award of a contract.

C. “Bid” or “Proposal” means an offer to perform or provide the requirements specified herein.

“Furnish” or “provide” means to supply, equip, and deliver the specified equipment, material and/or services to the Purchaser.

D. “Formal Bid” is a formally advertised solicitation for acquiring goods, services, and construction that requires a public opening of sealed bids or proposals, generally $100,000 or more.

E. “Informal Bid” is a competitive bid or price quotation for supplies or services under $100,000 that is conveyed by letter, telephone, or other means and does not require a sealed bid, public opening, or public reading of bids.

F. “SSLGC”, “Purchaser”, or” Owner” shall refer to SSLGC,108 W Mountain St, Seguin, Texas 78155.

G. “Contract” means the contract awarded pursuant to this solicitation.

H. “Contractor” or “Vendor” means the bidder to which a contract award has been made by the Owner.

I. “Purchase Order” means the document issued by the Owner that creates a legal binding contract between SSLGC and the Contractor and authorizes the Contractor to ship goods pursuant to the contract.

2. SUBMISSION OF BIDS

A. All bids must be on blank forms furnished by the Purchasing Department and must be written in ink or typed. Pencil quotations will not be considered. Proposals must be submitted on the forms or in the format called for in specifications. Each must be executed personally by the bidder, or if executed by an agent, a power of attorney or other evidence of his authority to act on behalf of the bidder must accompany the bid. If the bidder is a corporation, the certificate of corporate bidder must be executed under the corporate seal by some duly authorized officer of the corporation other than the officers signing the bid. By execution of the bid, the bidder accepts all general and special conditions of the contract and the specifications.

B. Formal sealed bids and proposals must be received at the date, time, and place specified in the bid document. Bids and proposals will be publicly opened and read followed by evaluation and award at a later date. Formal bids and proposals ($100,000 or higher) may NOT be faxed or submitted via e-mail and should be submitted as outlined in the bid documents.

SSLGC General Conditions of Bidding Page 2 Revised September 26, 2025

C. Informal bids are due at the date, time, and place stated in the bid document. Informal bids (less than $100,000) may be submitted as outlined in the bid documents.

D. Each Bidder agrees that its price will remain firm and subject to acceptance by SSLGC for a period of sixty (60) calendar days from the bid opening date. The prices quoted in the bid shall not be subject to escalation except where otherwise clearly indicated by the Bidder or by SSLGC in bid documents. The basis for the escalation shall be clearly indicated in either case.

E. All information required by the bid documents will be furnished. The bidder will print or type its name, in ink, and manually sign the bid sheet. The bid sheet, with original signatures, must be submitted.

F. All prices shall be quoted as required in the specifications. Unit prices will be shown when called for on the bid sheet, and where there is a conflict between the unit price show and the total price shown, the unit price will govern.

G. No change in price will be considered after bids have been opened. SSLGC reserves the right to negotiate prices as submitted by proposal as allowed by state statute.

H. In case of ambiguity or lack of clarity in stating prices in the bid, Purchaser reserves the right to adopt the price written in words or reject the bid. Any ambiguity in the bid as a result of omission, error, unintelligible or illegible wording shall be construed in the favor of SSLGC.

I. If this bid is altered, any erasure or alteration of figures on the item on which the erasure or alteration is made must be initialed by signee of this bid.

J. SSLGC reserves the right to extend the bid closing time and date. Notification will be made by addendum.

K. SSLGC reserves the right to increase or decrease the quantity specified, unless the bidder specified otherwise.

3. WITHDRAWAL OF BIDS

A. A Bidder may withdraw a bid before Board acceptance of the bid without prejudice to himself by a written request addressed to the Purchasing Manager.

B. When the mistake was a result of a bidder’s negligence, and SSLGC has no knowledge of the mistake when bids were opened, and awarded a contract based on the bid, bidder will not be released and shall be bound by the bid.

C. If a mistake is not discoverable and verifiable by SSLGC, bidder’s incorrect interpretation of Engineering specifications set forth in a construction contract will not release him from his obligations, once a contract has been awarded by the SSLGC Board and bidder has received notice of such award.

4. GENERAL CONDITIONS

Bidders will submit their bids or proposals upon the following express conditions:

A. Bidders shall thoroughly examine all drawings, specifications, plans, schedules, instructions, and all other contract documents pertaining to this bid.

B. Bidders shall make all investigations necessary to thoroughly inform themselves regarding plant and facilities for delivery of materials or equipment as required by the bid conditions. No plea of ignorance by

SSLGC General Conditions of Bidding Page 3 Revised September 26, 2025 the Bidder of conditions that exist or that may hereafter exist as a result of failure or omission on the part of the Bidder to make the necessary examinations and investigations will be accepted as a basis for varying the requirements of SSLGC or the compensation to the vendor.

C. If any bidder is in doubt as to the true meaning of the specifications, other bid documents, or any part thereof, they may submit a written request for clarification to the Purchasing Manager. A request for clarification should be submitted by the deadline, if any, indicated in the specifications.

D. All materials, equipment, supplies which are new, non-standard to SSLGC, and/or items which are to be listed as an alternate or exception must be pre-approved PRIOR to placing them on a bid proposal. In order to fairly evaluate all bids, sufficient time requirements for possible field testing or demonstrations should be allowed.

E. Bidders are advised that SSLGC contracts are subject to all legal requirements under Local, State and Federal statutes, ordinances, and regulations. Any bid, after being opened, becomes subject to the Public Information Act, Government Code Chapter 552; therefore bidders must clearly indicate any portion of the submitted bid that the bidder claims is not subject to public inspection under the Public Information Act.

F. No officer or employee of SSLGC shall have a financial interest, direct or indirect, in any contract with SSLGC, or shall benefit financially, directly or indirectly, in the sale to the City of any materials, supplies or services, except on behalf of SSLGC as an officer or employee.

G. SSLGC is committed to maintaining fair and open competition as required by local, state, and federal laws and statutes. Every effort is made to maintain the highest level of ethical conduct in every aspect of the procurement process. Sharp business practices or high-pressure tactics will not be tolerated.

Qualification and selection of vendors is based on those vendors who share the same high standards of ethical conduct.

5. DESCRIPTION OF GOODS

A. Any catalog or manufacturer’s reference in this bid is merely descriptive, and not restrictive, unless otherwise noted, and is used only to indicate type and quality of material. Any such references are made a part of these contract documents as if incorporated verbatim herein.

B. The term “Or Equal”, if used, is intended to allow substitution of a brand which has all the essential performance, features, reliability, and other salient characteristics as the brand name and model stated in the item description. “Or Equal” is intended to establish a level of quality and function and is not to be interpreted as a preference for a particular brand. Other brands meeting these minimum requirements will be accepted. Bid submitted on an “Or Equal” item must clearly identify the proposed product, the quantity of the product, model, and type, as applicable.

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

6. PREPARATION OF BID

Bidders will prepare bids in accordance with the following:

A. Specifications are written to encourage competition. The specifications herein shall be the basis of comparison between bidders. There is no intent to discriminate against any supplier or vendor but rather to set a definite standard of performance. Bidders are required to quote services and/or equipment that will meet or exceed the minimum or maximum specifications herein.

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B. Any omission in the specifications of any minor requirement necessary to make each unit complete and functional shall not relieve the Supplier of responsibility to furnish any material or equipment necessary.

C. SSLGC reserves the right to request clarification to assist in evaluating the bidder’s response when the bid response is unclear with respect to product pricing, packaging or other factors. The information provided is not intended to change the bid response in any fashion and such information must be provided within two days from request.

D. Bidders shall not include federal taxes nor State of Texas limited sales, excise and use taxes in bid prices since SSLGC is exempt from payment of such taxes under section 151.309 of the Texas Tax Code.

E. By submitting a bid, each 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.

F. By submitting a bid, each bidder certifies that it does not currently owe any money to the City.

G. SSLGC is exempt from the Federal Excise and Transportation Tax, and the Limited Sales and Use Tax.

Unless the bid form or specification specifically indicates otherwise, the price bid must be net exclusive of the above-mentioned taxes and will be so construed.

H. Prompt payment discounts will not be considered in determining low bids and making awards.

7. BID DEPOSIT

No bid deposit will be expected of bidder UNLESS specifications expressly provide otherwise. If a bid bond is required, the submitted bond may be in the form of a cashier’s check, cash, a certified check made payable to SSLGC or an original bond submitted in the form required by SSLGC in the Bid Documents. The bond shall be executed by a surety authorized by the Texas State Insurance Commission and must be signed by both the surety and the bidder. Should a bid deposit be presented in a form not acceptable to SSLGC the bid will not be considered.

8. EXCEPTIONS

If Bidder takes exceptions to any provisions of the specifications, the exceptions must be specifically and clearly identified by section in Bidder’s bid, and Bidder’s proposed alternative must also be provided in the bid. Bidders cannot take a ‘blanket exception’ to the entire bid document.

9. ADDENDA

Any clarification or interpretation of the bid, if made, will be made only by written addendum issued through the Purchasing Department and signed by the City of Seguin Purchasing Manager. A copy of such Addendum will be posted to the City’s bid website site. Addenda to the bid documents may be issued in response to a request for clarification or objection, or for any other reason SSLGC considers advisable. Once issued, an addendum becomes a part of the bid documents. All addenda can be viewed and downloaded at the City’s website: www.seguintexas.gov. It is the bidder’s responsibility to check this site to determine if the City has issued any addenda. The City will not be responsible for any other explanation or interpretation of the bid made or given prior to the award of the contract.

10. REJECTION OF BIDS

A. SSLGC reserves the right to accept or reject any or all bids, and to waive any informalities and technicalities. SSLGC shall consider all factors it believes to be relevant in selecting the offer that provides the best value for SSLGC including, but not limited to, the offered price. Causes for bidder disqualification and rejection of bids may include, but shall not be limited to:

http://www.seguintexas.gov/

SSLGC General Conditions of Bidding Page 5 Revised September 26, 2025

1. Bidder’s current inability to satisfactorily perform the work or service, or the bidder’s previous failure to properly and timely perform its obligations under a contract with SSLGC. Purchaser may make such investigation as is deemed necessary to determine the ability of the Bidder to provide the equipment, material, and/or services as required by this specification and to determine the adequacy of the proposed equipment, material, and/or services. The Bidder shall furnish, upon request, all such data and information requested for this purpose. The information provided is not intended to change the bid response in any fashion and such information must be provided within two days from request.

2. Bidder’s current violation of any City ordinance.

3. Bidder’s misstatement or concealment of any material fact in the bid.

4. Bid or proposal’s nonconformance to law or the requirements of the bid specifications.

5. Failure to use or properly complete the bid/proposal form furnished by SSLGC.

6. Lack of signature by an authorized representative on the proposal form.

7. Alteration of bid form.

8. Evidence of collusion among proposers.

9. Omission of proposal guarantee (if required).

10. In the event that a bidder is, or subsequently becomes, delinquent in the payment of his, her or its City taxes, including state and local sales taxes, or any other City financial obligation, such fact shall constitute grounds for rejection of the bid, or if awarded the bid, for cancellation of the contract.

11. AWARD

A. SSLGC reserves the right to award a bid or contract to the bidder who provides goods or services at the best value for SSLGC. In determining the best value for SSLGC, SSLGC may consider the following to include but not limited to:

1. Price

2. Reputation of Bidder

3. Work Experience of Bidder

4. Quality of bidder’s goods and services

5. Conformance to specifications

6. Bidder’s past relationship with SSLGC

7. Total estimated Long-Term Cost in a contract with Bidder

8. Crew availability

9. Material Delivery

B. SSLGC reserves the right to reject or accept all or any combination of bids.

C. SSLGC reserves the right to reject or accept all or any combination of base bid plus alternative bids when alternate bids are called for in bid documents, subject to available funding.

D. Contractor is an independent contractor. Award of a contract does not create a joint venture between the Contractor and SSLGC.

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12. CONTRACT

A. SSLGC’s Bid Documents combined with the Vendor’s response (bid or proposal) submitted to and accepted by SSLGC, constitutes a contract between SSLGC and the selected vendor at the time the SSLGC’s Board awards the contract to such vendor.

B. No further documentation is required, although the contracting parties may supplement the contract with further documentation. By submitting a bid or proposal, the vendor agrees to comply with the Terms and Conditions and other requirements set forth in the Bid Documents and to be further bound to the representations and information the vendor provides in the response.

C. Acceptance of bidder’s offer may be in the form of a “Notice of Award”, a Purchase Order (P.O.)

or a “Contract”.

13. RESERVATIONS

SSLGC EXPRESSLY RESERVES THE RIGHT TO ACCEPT, REJECT OR CANCEL ANY AND ALL BIDS and:

A. Waive any defect, irregularity, or informality in any bid or bidding procedure;

B. Reissue a bid invitation or proposal;

C. Procure any item by other allowable means;

D. Waive minor deviations from the specifications when a bid meets the intent of the specifications and consider such bid if it is determined the bid’s total cost is lower, the purpose for the bid is improved or not impaired, the bid amounts to the best value for the City, and/or the waiver otherwise results in a measurable benefit on behalf of SSLGC.

E. Extend any contract when most advantageous to SSLGC as provided by original contract conditions.

14. WARRANTIES

A. WARRANTY FOR PRODUCT: The Contractor warrants to SSLGC that all goods delivered will conform to the specifications, drawings, or other descriptions furnished or incorporated by reference, will be of merchantable quality, good workmanship, free from defects, and fit for all purposes specified in this contract. The Contractor shall not Limit or exclude any implied warranties, and any attempt to do so shall render this contract voidable at the option of SSLGC. The Contractor will provide copies of applicable warranties or guarantees to the Purchasing Manager. SSLGC may return goods not meeting applicable warranties to the Contractor at the Contractor’s expense.

B. WARRANTY FOR PRICE: SSLGC will pay the price for goods specified by the Contractor’s bid. The Contractor warrants its price to be no higher than the Contractor’s current prices or charges on orders by others for products or services of the kind and specification covered by this bid contract for similar quantities under similar or like conditions and methods of purchase. In the event Contractor breaches this warranty, the prices or charges shall be reduced to Contractor’s current prices or charges on orders by others, or in the alternative, SSLGC may cancel this contract without liability to Contractor for breach or Contractor’s actual expense.

C. SAFETY WARRANTY: Contractor warrants that the goods sold to the City conform to the standards promulgated by the U.S. Department of Labor under the Occupational Safety and Health Act (OSHA) as amended. In the event the goods do not so conform, the Contractor must correct or replace the goods at the Contractor’s expense. If the Contractor fails to do so within a reasonable time, the City, at its discretion, may cause the correction to be made at the Contractor’s expense, or

SSLGC General Conditions of Bidding Page 7 Revised September 26, 2025 may return the goods at the Contractor’s expense and terminate this contract.

15. PROTESTS

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

B. Any protest to SSLGC’s consideration of any bid must be submitted in writing and delivered to the City of Seguin, ATTN: Purchasing Manager.

C. The protest may be…