LEON COUNTY, TEXAS

REQUEST FOR BID

2027-363 TERM CONTRACT FOR TREE TRIMMING,

RIGHT-OF-WAY CLEARING, AND DEBRIS REMOVAL

SERVICES

PREPARED BY:

LEON COUNTY AUDITOR’S OFFICE

113 W. MAIN

CENTERVILLE, TEXAS 75833

PHONE 903-536-2709

COURTNEY.SPENCE@CO.LEON.TX.US

RELEASE DATE: AUGUST 5, 2026

DUE DATE: AUGUST 20, 2026 AT 2:10 P.M.

RFB 2027-363 Term Contract for Tree Trimming, Right-of-Way Clearing, and Debris Removal Services

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RFB 2027-363 TERM CONTRACT FOR TREE TRIMMING, RIGHT-OF-WAY CLEARING, AND DEBRIS

REMOVAL SERVICES

Table of Contents

INTRODUCTION

APPLICABILITY OF GENERAL TERMS AND CONDITIONS

OVERVIEW

SCOPE OF WORK

WORK AREAS AND PRECINCT STRUCTURE

MINIMUM QUALIFICATIONS

SUBCONTRACTORS

BACKGROUND CHECKS AND SECURITY

SERVICE LEVELS AND RESPONSE REQUIREMENTS

DEBRIS DISPOSAL AND REGULATORY COMPLIANCE

SAFETY, TRAFFIC CONTROL, AND UTILITY PROTECTION

PURCHASE ORDERS, INVOICING, AND RECORDS

INVOICE REQUIREMENTS

RECORDS

BID PRICING REQUIREMENTS

EVALUATION CRITERIA

PRICING AND OVERALL COST TO THE COUNTY

COMPLIANCE WITH SPECIFICATIONS

CONTRACTOR QUALIFICATIONS AND EXPERIENCE

EQUIPMENT AVAILABILITY AND CONDITION

SERVICE CAPACITY AND RESPONSE CAPABILITY

DEBRIS DISPOSAL AND REGULATORY COMPLIANCE

SAFETY, TRAFFIC CONTROL, AND UTILITY PROTECTION

INVOICING AND DOCUMENTATION PRACTICES

REFERENCES AND PAST PERFORMANCE

INSURANCE, LEGAL, AND REGULATORY COMPLIANCE

REQUEST FOR BID

BID SUBMISSION

LATE BIDS

ALTERING BIDS

WITHDRAWAL OF BID

BID OPENING

AWARD OF BIDS

FORMATION OF CONTRACT

CONTRACT TERM

PRICE REVIEW DURING RENEWAL PERIODS

INSURANCE

TERMINATION

PERFORMANCE OF CONTRACT

VARIATION IN QUANTITY

NON-EXCLUSIVE CONTRACT

ADDENDA

INDEMNIFICATION

WARRANTY

DELIVERY AND SERVICE

TITLE AND RISK OF LOSS

DESIGN, STANDARDS AND PRACTICES

PAYMENT

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DISCOUNTS

CONFLICT OF INTEREST QUESTIONNAIRE (CIQ)

HB 1295

PERFORMANCE AND PAYMENT BONDS

PREVAILING WAGE RATES

ATTACHMENT 1: LOCATIONS

BID SUBMISSION CHECKLIST

SUBMISSION AFFIDAVIT / BID PROPOSAL

LOCATION: PRECINCT 1

LOCATION: PRECINCT 2

LOCATION: PRECINCT 3

LOCATION: PRECINCT 4

NON-ROAD-AND-BRIDGE COUNTY FACILITIES AND PROPERTIES

OPTIONAL EQUIPMENT RATES

PRICE CONFIRMATION

NOTARIZATION PAGE

EXHIBIT A

VENDOR REFERENCES

EXHIBIT B

VENDOR COMPLIANCE FORM CERTIFICATIONS

INSURANCE

CIVIL RIGHTS COMPLIANCE

HISTORICALLY UNDERUTILIZED BUSINESS CERTIFICATION

RESIDENT/NONRESIDENT CERTIFICATION

CONDITIONAL STATUTORY AND FEDERAL COMPLIANCE PROVISIONS

STATE-MANDATED BOYCOTT AND NONDISCRIMINATION VERIFICATIONS

PROHIBITION ON CONTRACTS WITH CERTAIN FOREIGN-OWNED COMPANIES

PROHIBITED COMPANIES AND FOREIGN TERRORIST ORGANIZATIONS

CONDITIONAL FEDERAL CONTRACT PROVISIONS (EDGAR)

BYRD ANTI-LOBBYING CERTIFICATION

COMPLIANCE FORMS SIGNATURE PAGE

EXHIBIT C

CONFLICT OF INTEREST QUESTIONNAIRE

EXHIBIT D

FORM W-9 REQUEST FOR TAXPAYER IDENTIFICATION NUMBER

EXHIBIT E

COOPERATIVE PURCHASING

EXHIBIT F

LEON COUNTY GENERAL TERMS AND CONDITIONS

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INTRODUCTION

Leon County, Texas is accepting sealed bids for RFB 2027-363 Term Contract for Tree Trimming, Right-of-Way Clearing, and Debris Removal Services. This Request for Bid is issued for the purpose of establishing one or more term contracts with qualified contractors to provide tree trimming, tree cutting, tree removal, right-of-way clearing, line-of-sight clearing, stump grinding, debris removal, hauling, and related services for County roads, rights-of-way, and other County-designated locations.

The successful Contractor shall furnish all labor, equipment, vehicles, tools, materials, supervision, safety equipment, traffic control, transportation, debris removal, disposal arrangements, documentation, and incidentals necessary to provide complete and reliable services in accordance with the requirements of this solicitation.

These instructions, specifications, terms, conditions, forms, and attachments constitute the complete bid package. Bidders are responsible for reviewing all documents carefully and submitting a complete response. Any exception to the requirements of this RFB must be stated clearly in writing and submitted with the bid.

Leon County reserves the right to reject any bid that fails to meet the mandatory requirements, does not comply with the specifications, is incomplete or non-responsive, exceeds budgetary limitations, or is otherwise determined not to be in the best interest of Leon County.

APPLICABILITY OF GENERAL TERMS AND CONDITIONS

Leon County's General Terms and Conditions are attached as Exhibit F and are incorporated into this RFB and any resulting contract, purchase order, renewal, invoice, or procurement document. The RFB-specific instructions, specifications, pricing requirements, work authorization requirements, service-level and response requirements, debris handling and disposal requirements, safety and traffic-control requirements, and bid submission requirements stated in this solicitation apply to this procurement. To the extent a bidder's bid, quote, invoice, acknowledgment, or other vendor document conflicts with this RFB or Leon County's General Terms and Conditions, the County's terms shall control unless expressly accepted in writing by an authorized Leon County representative.

SCHEDULE

Event Date / Time

Issue RFB August 5, 2026

Written Inquiries must be received by August 14, 2026 by 5:00 p.m.

Responses to inquiries / final addenda posted by

August 18, 2026

Bids Due August 20, 2026 at 2:10 p.m.

Bid Opening August 20, 2026 at 2:10 p.m.

Please be sure to submit all required forms and documentation.

Questions concerning this RFB should be directed in writing to the Leon County Auditor’s Office, Attn: Courtney Spence.

Email courtney.spence@co.leon.tx.us with RFB 2027-363 in the subject line.

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OVERVIEW

Leon County, Texas is soliciting sealed, fixed-unit price bids from qualified contractors to provide tree trimming, tree cutting, tree removal, right-of-way clearing, line-of-sight clearing, stump grinding, debris removal, hauling, and related services on an as-needed basis throughout Leon County.

The scope of work includes furnishing qualified crews, vehicles, equipment, tools, traffic control, safety controls, hauling, debris removal, disposal coordination, documentation, and supervision necessary to complete authorized work on County roads, rights-of-way, drainage areas, line-of-sight corridors, and other County-designated locations.

The resulting agreement will establish firm unit pricing for routine maintenance, project-based work, and authorized urgent or emergency work during the contract term. Work may be requested by precinct, by project, by road segment, by work order, or by another method authorized by Leon County.

Leon County reserves the right to add, remove, modify, or reduce work locations, quantities, service needs, or related services when determined to be in the best interest of the County. Leon County also reserves the right to obtain quotes, bids, supplemental services, emergency services, or specialized services from other providers when needed.

SCOPE OF WORK

The Contractor shall furnish all labor, qualified personnel, equipment, vehicles, tools, materials, supervision, safety controls, traffic control, transportation, and other resources necessary to complete services authorized by Leon County.

Authorized services may include tree trimming, tree cutting, tree removal, hazardous-limb removal, right-of-way clearing, brush and vegetation removal, line-of-sight clearing, stump grinding, debris loading and hauling, disposal, and site cleanup.

All work shall be performed in a safe, professional, and workmanlike manner that protects the traveling public, workers, County and private property, roads, drainage areas, utilities, and surrounding improvements. The Contractor shall comply with all applicable federal, state, and local laws, safety requirements, utility-notification requirements, and written County instructions.

Each purchase order, work order, notice to proceed, or other written authorization will identify the applicable location and authorized scope of work, including any trimming limits, clearing limits, clearance requirements, debris-handling instructions, or other project-specific requirements. The Contractor shall not perform work outside the authorized location or scope without prior written approval from Leon County.

The Contractor shall maintain all Contractor-provided equipment in safe and operational condition and shall provide sufficient personnel and equipment to perform authorized work within the required timeframe. Unsafe equipment, inadequate staffing, repeated equipment failure, or inability to perform authorized services may be considered a failure to perform.

No mobilization, traffic control, cutting, trimming, grinding, hauling, disposal, or other billable activity shall begin until Leon County issues a valid purchase order, work order, notice to proceed, or other written authorization.

WORK AREAS AND PRECINCT STRUCTURE

Services may be requested for County roads, rights-of-way, drainage areas, line-of-sight corridors, and other County-designated locations within any Leon County road and bridge precinct. Work areas shown below are general service areas and may be adjusted by written authorization from Leon County at any time within the contract period.

Work Area General Location Minimum Required Service Capability

Precinct 1 County roads, rights-of-way, drainage areas, line-of-sight corridors, and other County-designated locations within Precinct 1.

Tree trimming, tree cutting, tree removal, right-of-way clearing, line-of-sight clearing, stump grinding, debris removal, hauling, cleanup, and related services as authorized by Leon County.

Precinct 2 County roads, rights-of-way, drainage areas, line-of-sight corridors, and other County-designated locations within Precinct 2.

Same as above; bidder must provide separate pricing for this precinct if seeking award for Precinct 2.

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Precinct 3 County roads, rights-of-way, drainage areas, line-of-sight corridors, and other County-designated locations within Precinct 3.

Same as above; bidder must provide separate pricing for this precinct if seeking award for Precinct 3.

Precinct 4 County roads, rights-of-way, drainage areas, line-of-sight corridors, and other County-designated locations within Precinct 4.

Same as above; bidder must provide separate pricing for this precinct if seeking award for Precinct 4.

Non-Road-and- Bridge County Facilities and Properties

Non-road-and-bridge County facilities, properties, easements, and other project locations authorized in writing by Leon County.

As-needed tree trimming, clearing, debris removal, hauling, emergency response, or related services when authorized by Leon County.

Bidders may submit pricing for one precinct, multiple precincts, or all precincts. Pricing shall be submitted separately by precinct so Leon County may evaluate and award by precinct, by item, by group, or as a total award, whichever is determined to be in the best interest of Leon County. All awards shall be subject to approval by the Leon County Commissioners Court. Leon County may designate primary and secondary Contractors by precinct, location, item, or service category to support service continuity, emergency response, specialized work, or periods when the primary Contractor is unavailable or at capacity.

MINIMUM QUALIFICATIONS

Leon County requires bidders to demonstrate sufficient experience, personnel, equipment, and operational capacity to perform the services required under this solicitation. At a minimum, each bidder shall meet the following qualifications at the time of award and throughout the contract term:

• Demonstrated experience performing tree trimming, tree removal, brush clearing, right-of-way clearing, land clearing, debris removal, or other reasonably comparable work.

• Sufficient qualified personnel and access to the vehicles, tools, equipment, and safety resources necessary to perform authorized work. Equipment may be owned, leased, rented, subcontracted with County approval, or otherwise available to the bidder. Personnel operating specialized equipment shall be appropriately trained and qualified.

• Ability to respond to routine, urgent, and emergency work requests within the timeframe stated in the applicable work order or other written County authorization.

• Ability to remove, haul, manage, and lawfully dispose of vegetative debris in accordance with County instructions and applicable law.

• Ability to obtain and maintain the insurance coverage required by this solicitation before beginning work and throughout the contract term.

• At least three (3) references for current or recently completed tree trimming, clearing, debris removal, road-maintenance, land-management, commercial, governmental, utility, or other comparable work. Leon County may accept other documentation demonstrating relevant experience and satisfactory past performance.

Leon County may request additional information reasonably necessary to verify a bidder’s experience, equipment availability, staffing, insurance capability, references, or ability to perform the contract. Failure to demonstrate responsibility or comply with a mandatory bid-submission requirement may result in rejection of the bid. In determining bidder responsibility, Leon County may consider adequate financial resources or the ability to obtain them, satisfactory performance, integrity and ethics, and other qualifications necessary to receive an award.

SUBCONTRACTORS

The use of subcontractors is permitted only with prior written approval from Leon County.

• Identify any proposed subcontractor that will perform tree trimming, tree removal, stump grinding, hauling, disposal, traffic control, emergency response, brush or vegetation clearing, or any other material portion of the work.

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• Provide, upon request, each subcontractor’s name, address, contact information, scope of work, applicable licenses or permits, insurance certificates, and other information necessary for Leon County to evaluate qualifications.

• Ensure all subcontractors comply with the same terms, conditions, insurance requirements, safety requirements, traffic control requirements, documentation requirements, and legal requirements applicable to the Contractor.

• Remain fully responsible for all acts, omissions, performance, nonperformance, negligence, regulatory compliance, invoicing, documentation, and work quality of all subcontractors and subcontractor personnel.

• Correct any deficient work, safety issue, service failure, property damage, utility damage, regulatory issue, billing error, or other problem caused by a subcontractor at no additional cost to Leon County.

Leon County may require removal or replacement of any subcontractor that fails to comply with contract requirements, creates safety concerns, fails to perform satisfactorily, or is otherwise determined not to be in the best interest of the County. The Contractor shall not assign, transfer, delegate, or subcontract the contract in whole or in substantial part without prior written consent of Leon County.

BACKGROUND CHECKS AND SECURITY

Leon County reserves the right to require background checks or security screening for any Contractor employee, subcontractor, driver, technician, or other personnel who may enter County property, secured areas, restricted facilities, or other locations designated by the County as security-sensitive.

The Contractor shall ensure that all personnel comply with County security requirements, site rules, access restrictions, and instructions from authorized County representatives. The Contractor shall remove or replace any personnel who fail or refuse to comply with such requirements.

Any failure of an individual to obtain or maintain required access approval shall not relieve the Contractor of its obligation to perform all required services under this contract.

All persons, vehicles, tools, equipment, and materials entering County property may be subject to inspection or search when permitted by law and required by County security procedures.

SERVICE LEVELS AND RESPONSE REQUIREMENTS

The Contractor shall provide timely, dependable, and continuous service throughout the contract term. Services shall be scheduled and performed in a manner that protects public safety, maintains County road operations, prevents avoidable traffic hazards, and keeps authorized work areas clean and safe.

The Contractor shall maintain a primary service contact and an after-hours or emergency contact for County work requests. Contact information shall remain current at all times, and any changes shall be provided to Leon County in writing.

Service Type Minimum Response Requirement Routine Work Orders Acknowledge within one business day and schedule within five business days, unless otherwise stated or approved.

Urgent Hazard or Road Safety

Issue Acknowledge within two hours and mobilize as soon as reasonably practicable, with a target of four hours.

Emergency or Storm-Related Road Clearance

Acknowledge within one hour and mobilize as soon as conditions permit safe response, in coordination with the County.

Equipment Failure or Staffing Limitation

Notify the County promptly and provide substitute resources or a corrective plan as soon as reasonably practicable.

Deficient Work, Cleanup, or Documentation

Acknowledge within one business day and correct within two business days, or sooner for immediate safety concerns.

Response times begin when notice is provided to the Contractor’s designated contact by telephone, email, text message, work order, or another method approved by Leon County.

For emergency or storm-related work, the Contractor shall acknowledge the request and maintain communication with the applicable County representative even when weather, road conditions, downed utilities, flooding, darkness, or other hazards prevent immediate mobilization. The Contractor shall mobilize as soon as conditions permit the work to be

P a g e 8 | 35 performed safely. Nothing in this section requires the Contractor or its personnel to enter an area that presents an immediate and unreasonable danger.

Leon County may establish a shorter or longer response time when reasonably required by public safety, weather conditions, road accessibility, location, scope of work, or other operational circumstances.

For emergency work, a text message, email, work order, purchase order, or other documented approval from an authorized County representative may constitute written authorization. Temporary emergency measures taken without such authorization do not create entitlement to additional compensation.

The Contractor shall also:

• Report hazards outside the authorized scope or presenting an immediate risk.

• Obtain written approval before performing out-of-scope work, except temporary emergency measures necessary to protect life, property, or the work area. Notify the County promptly of any such action.

• Maintain all vehicles, tools, and equipment in safe, operational condition and promptly repair, replace, or remove unsafe equipment.

• Provide substitute equipment, labor, or corrective action as needed to maintain service continuity.

• Maintain after-hours and emergency response capability when requested and authorized by the County.

• Notify the County of conditions that may delay work, affect safety, or interrupt service.

• Correct deficient work, cleanup, documentation, or non-emergency safety issues within two (2) business days after notice, or sooner when directed, at no additional cost.

Failure to meet response or performance requirements without County approval or a documented safety-related reason may constitute a performance deficiency and result in contractual remedies.

DEBRIS DISPOSAL AND REGULATORY COMPLIANCE

The Contractor, when authorized, shall remove, haul, stockpile, burn, mulch, chip, recycle, or dispose of vegetative debris, limbs, brush, stumps, root balls, and related material only at locations, facilities, or areas approved by Leon County. No dumping, stockpiling, burning, mulching, chipping, recycling, or disposal shall occur unless authorized by Leon County, the applicable Precinct Commissioner, or another County official designated by the Precinct Commissioner.

Bidders shall identify proposed disposal, recycling, mulching, chipping, burning, stockpiling, or debris handling methods upon request. Leon County may request documentation of facility authorization, permit status, accepted materials, location approval, capacity, burn authorization, or other applicable approval at any time during the solicitation or contract term.

Comply with applicable laws, burn bans, environmental and disposal requirements, and County instructions; promptly report restrictions, spills, violations, or other events affecting service; and leave work areas clean, safe, and passable daily.

County approval of a location or method does not replace any permit, burn authorization, environmental requirement, or burn-ban restriction. Debris may not create road, drainage, access, or sight-line hazards; on-site debris requires County approval.

SAFETY, TRAFFIC CONTROL, AND UTILITY PROTECTION

Provide required personal protective equipment, signs, barricades, warning devices, and traffic controls. Traffic control shall comply with the current Texas Manual on Uniform Traffic Control Devices and applicable requirements.

The Contractor shall comply with applicable call-before-you-dig requirements and shall be solely responsible for locating and protecting utilities before stump grinding, excavation, digging, or other work that may affect underground or overhead utilities.

Do not work near utility facilities unless safe and lawful; stop and notify the County of unsafe conditions. Work within an applicable clearance distance of energized lines shall be performed only by properly qualified line-clearance personnel or in coordination with the utility owner. Protect County and private property, infrastructure, landscaping, and utilities.

Contractor-caused damage shall be reported and corrected at no added County cost within the County-directed timeframe.

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PURCHASE ORDERS, INVOICING, AND RECORDS

Work will be authorized through the issuance of purchase orders by Leon County as service needs are identified. No work, equipment placement, hauling, disposal, repair, replacement, or billable activity shall begin before issuance of a valid purchase order, notice to proceed, or other written authorization by Leon County.

• Exceeding an authorized purchase order amount is solely at the Contractor’s financial risk. Leon County will not compensate for work, services, equipment, materials, hauling, disposal, or other costs provided beyond the approved purchase order amount unless approved in writing by the County before the cost is incurred.

• A purchase order is valid only during the County fiscal year in which it is issued. If services continue into a new fiscal year, a new purchase order will be required.

• Invoices shall be submitted no later than the 15th day of the month following the month in which services were performed, unless otherwise directed by the Leon County Auditor’s Office. Invoices should be emailed to auditor@co.leon.tx.us or mailed to Leon County Auditor, P.O. Box 898, Centerville, TX 75833.

• Leon County shall not be responsible for unauthorized charges, surcharges, fuel fees, environmental fees, administrative fees, or other costs unless such charges are included in the awarded bid pricing or approved in writing by Leon County before the charge is incurred.

INVOICE REQUIREMENTS

• Vendor name and remittance address

• Leon County purchase order number and work order number, if applicable

• Precinct, county road, address, GPS coordinates, or other approved work location

• Date and time of each service performed

• Description of work performed, including trimming, removal, right-of-way clearing, stump grinding, hauling, or disposal

• Labor classification, number of crew members, hourly rate, and hours worked, if billed by labor hours

• Equipment type used, hourly rate, and hours used, if billed by equipment hours

• Tree, stump, debris, or right-of-way quantity, measurement, or unit used for billing

• Mobilization, emergency call-out, hauling, disposal, or other authorized unit charges, if applicable

• Before-and-after photographs, GPS coordinates, work tickets, time and material tickets, debris volume records, and disposal documentation when required

• Any other supporting documentation required by Leon County or the applicable work order

RECORDS

The Contractor shall provide work tickets, time and material tickets, before-and-after photographs, GPS coordinates, debris volume reports, disposal records, and all other supporting documentation with each invoice or promptly upon request by Leon County. Unless a longer period is required by applicable law, grant terms, litigation hold, audit, public information requirement, records-retention requirement, emergency reimbursement requirements, or written contract, the Contractor shall retain such records for at least four (4) years after final payment, contract closeout, expiration, or termination, whichever is later.

BID PRICING REQUIREMENTS

Bidders shall provide firm unit prices for each precinct and each bid item as specified in the Submission Affidavit / Bid Proposal. Required pricing items include, as applicable:

• Tree trimming, tree cutting, and tree removal labor and equipment rates

• Right-of-way clearing, brush removal, and line-of-sight clearing rates

• Stump grinding rates

• Debris loading, hauling, disposal, chipping, mulching, or related debris handling rates

• Mobilization, emergency call-out, after-hours, weekend, or storm-response rates, if applicable

• Equipment and operator hourly rates by equipment type

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• Any other costs necessary to perform the full scope of services described in this solicitation All quantities, estimated activity volumes, and service frequencies provided in this solicitation are estimates only and are provided for bidding purposes. They do not constitute a guarantee of actual usage or minimum work by Leon County during the contract term or any renewal period.

EVALUATION CRITERIA

Leon County will evaluate bids to determine the lowest responsible bid that conforms to the requirements of this solicitation. Award may be made by item, precinct, location, group, or total bid, whichever is determined to be in the best interest of Leon County. When award is made by item, precinct, or location, corresponding unit prices will be compared.

If a grouped or total award is considered, Leon County may evaluate the reasonably anticipated overall cost based on the submitted unit prices and the County's estimated service needs. Qualifications, experience, equipment, response capability, safety, references, insurance, and legal or regulatory compliance will be considered in determining bidder responsibility and responsiveness and will not be separately scored unless expressly stated otherwise.

PRICING AND OVERALL COST TO THE COUNTY

Total cost of services, including tree trimming, tree cutting, tree removal, right-of-way clearing, line-of-sight clearing, stump grinding, labor, equipment, mobilization, emergency response, debris removal, hauling, disposal, and any other costs identified in the bid response. Pricing must be complete, firm, and submitted in the format required by the bid documents.

COMPLIANCE WITH SPECIFICATIONS

Compliance with all required specifications, work authorization requirements, precinct/work area requirements, safety requirements, traffic control requirements, equipment requirements, documentation requirements, insurance requirements, and all other terms and conditions of this solicitation.

CONTRACTOR QUALIFICATIONS AND EXPERIENCE

Experience providing tree trimming, tree removal, right-of-way clearing, brush removal, line-of-sight clearing, stump grinding, debris removal, county, municipal, public road, or multi-site maintenance services, including experience with governmental entities and similar public right-of-way operations.

EQUIPMENT AVAILABILITY AND CONDITION

Ability to provide the required vehicles, bucket trucks, saws, chippers, grinders, loaders, trailers, traffic control equipment, safety equipment, replacement equipment, personnel, and related resources necessary to begin service on the contract start date and maintain uninterrupted service throughout the contract term.

SERVICE CAPACITY AND RESPONSE CAPABILITY

Ability to respond to routine work orders, urgent hazards, emergency or storm-related work requests, blocked roadways, sight-distance issues, missed or deficient work, equipment failure, and supplemental service needs when necessary to maintain County operations.

DEBRIS DISPOSAL AND REGULATORY COMPLIANCE

Use of County-approved or legally authorized disposal, recycling, mulching, chipping, burning, or debris handling methods capable of accepting the debris generated under this contract and complying with applicable federal, state, and local requirements.

SAFETY, TRAFFIC CONTROL, AND UTILITY PROTECTION

Ability to perform work safely, provide required traffic control, protect the traveling public and private property, comply with utility notification requirements, avoid unsafe work near power lines, and repair damage caused by Contractor operations.

INVOICING AND DOCUMENTATION PRACTICES

Ability to provide accurate invoices and required supporting documentation, including work tickets, time and material tickets, before-and-after photographs, GPS coordinates, debris volume reports, disposal records, and any other records required by the County.

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REFERENCES AND PAST PERFORMANCE

References from current or recently completed contracts involving similar services, as well as prior performance, service reliability, responsiveness, billing accuracy, safety performance, regulatory compliance, and any documented performance concerns.

INSURANCE, LEGAL, AND REGULATORY COMPLIANCE

Ability to maintain required insurance coverage, comply with applicable federal, state, and local laws, and meet all licensing, permitting, safety, traffic control, utility protection, and regulatory requirements applicable to the services provided.

Leon County reserves the right to reject any bid that is incomplete, non-responsive, non-responsible, does not meet the specifications, contains exceptions not acceptable to the County, exceeds budgetary limitations, or is otherwise determined not to be in the best interest of Leon County.

REQUEST FOR BID

BID SUBMISSION

The bidder is expected to thoroughly examine the specifications and all instructions contained in this RFB. Provide one (1) original signed in ink and one (1) copy of the bid, sealed in a marked envelope, to: LEON COUNTY AUDITOR, 113 W. MAIN, CENTERVILLE, TEXAS 75833. Sealed bids shall be received no later than 2:10 p.m. on Thursday, August 20, 2026. Bids will be publicly opened at 2:10 p.m. on Thursday, August 20, 2026 in the County Auditor’s Conference Room located on the second floor of the Annex 1 Building, 113 W. Main, Centerville, Texas 75833. Mark the outside of each envelope: “RFB 2027-363 TERM CONTRACT FOR TREE TRIMMING, RIGHT-OF-WAY CLEARING, AND DEBRIS REMOVAL SERVICES.”

LATE BIDS

Bids received after the submission deadline shall be considered void and unacceptable and will be returned unopened to the bidder. Leon County is not responsible for lateness of mail, carrier, delivery service, or other delay. The time and date recorded by the County Auditor’s Office shall be the official time of receipt.

ALTERING BIDS

Any interlineation, alteration, or erasure made to the bid must be initialed by the signer of the bid prior to the submission deadline.

WITHDRAWAL OF BID

A bid may not be withdrawn or cancelled by the bidder for a period of ninety (90) days following the date designated for receipt of bids without prior approval by the Commissioners Court based on a written acceptable reason.

BID OPENING

Bids will be received, publicly opened, and read aloud at the location, date, and time stated in this solicitation. Bidders, their representatives, and interested persons may be present. All bids shall be open for public inspection after public opening, except for information properly identified as confidential and submitted in accordance with law.

AWARD OF BIDS

Leon County reserves the right to accept or reject all or any part of any bid, waive minor technicalities, and award by item, precinct, location, group, or total bid to the responsible bidder or bidders submitting the lowest and best bid for the applicable award, as determined in accordance with this solicitation and applicable law. Leon County may reject all bids and re-advertise as permitted by law.

FORMATION OF CONTRACT

A response to this solicitation is an offer to contract with Leon County based upon the terms, conditions, scope of work, and specifications contained in this request. A solicitation shall become a contract when awarded by the Leon County Commissioners Court and a purchase order, notice of award, or notice to proceed is issued to the successful bidder.

CONTRACT TERM

The initial contract term shall begin October 1, 2026, and end September 30, 2027. The contract may be renewed for up to four (4) additional one-year terms under the same terms and conditions, subject to satisfactory performance, mutual

P a g e 12 | 35 agreement, appropriation of funds, and approval by the Leon County Commissioners Court. Leon County reserves the right to review contractor performance, pricing, and service levels prior to exercising any renewal option.

PRICE REVIEW DURING RENEWAL PERIODS

Prices shall remain firm during the initial contract term. Prior to the expiration of the then-current contract term, Leon County will review the contract, contractor performance, current pricing, service needs, budget availability, and the best interest of the County to determine whether to recommend renewal or rebid of the services.

If Leon County elects to consider renewal, the Contractor may submit updated pricing or proposed pricing changes for the renewal period. Any proposed pricing change must be submitted in writing to the Leon County Auditor’s Office and must identify the affected bid item, the current awarded price, the proposed renewal price, and the reason for the requested change. Supporting documentation may be requested by Leon County.

No renewal pricing shall be effective unless approved by the Leon County Commissioners Court or otherwise approved in writing as required by County policy and applicable law. Leon County is not obligated to accept any proposed pricing change. If renewal pricing is not acceptable to Leon County, or if Commissioners Court determines that rebidding is in the best interest of the County, Leon County may allow the contract to expire and solicit new bids or obtain services through another lawful procurement method.

INSURANCE

The successful Vendor shall provide and maintain the insurance required by Exhibit B. Evidence of coverage must be submitted within ten (10) calendar days after Notice of Award and before performance begins.

TERMINATION

Termination, cancellation for default, and related remedies are governed by this RFB, any resulting contract or purchase order, Exhibit F - Leon County General Terms and Conditions, and applicable law. Leon County reserves the right to terminate upon breach of contract as allowed by law.

PERFORMANCE OF CONTRACT

The Contractor shall perform all work in a professional, timely, and workmanlike manner, to the satisfaction of Leon County Commissioners Court or designated representatives. Failure to perform may result in remedies available under this RFB, Exhibit F, the resulting contract or purchase order, County policy, and applicable law.

VARIATION IN QUANTITY

Estimated quantities, service frequencies, loads, tons, and volumes are provided for bidding purposes only. Leon County assumes no obligation to purchase or use any minimum quantity of services and assumes no liability for services, equipment, or commodities provided in excess of authorized amounts.

NON-EXCLUSIVE CONTRACT

It is expressly understood and agreed that Leon County reserves the right to purchase these services from other than the successful vendor. This shall not be in violation of any terms or conditions of this contract.

ADDENDA

Any interpretations, corrections, or changes to this RFB will be made by addenda. Sole issuing authority of addenda shall be vested in the Leon County Auditor. Bidders are responsible for ensuring that all addenda are received, signed, and included with their submission. Failure to submit all signed addenda may result in the bid being considered non-responsive.

INDEMNIFICATION

By entering into this contract, the successful bidder agrees to defend, indemnify, and hold harmless Leon County and its officers, agents, and employees from claims, damages, losses, and expenses arising from the successful bidder’s breach, negligence, fault, acts, or omissions, or those of its agents, employees, subcontractors, invitees, or suppliers, to the extent allowed by law.

WARRANTY

The Vendor shall not limit or exclude any express, written, or implied warranties, and any attempt to do so shall render the contract voidable at the option of Leon County. Equipment, tools, materials, and services furnished shall conform to the specifications and shall be suitable for the intended public use.

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DELIVERY AND SERVICE

Bid prices shall be submitted in the pricing units required by the Bid Proposal. Labor, equipment, tools, fuel, supervision, safety controls, traffic control, trimming, cutting, clearing, grinding, cleanup, hauling, disposal, documentation, and related services shall be included in the applicable awarded bid item unless a separate charge is specifically listed in the awarded pricing and approved by Leon County. If a delay is foreseen, the Contractor shall give written notice to the County Auditor and the designated County representative and shall keep the County advised of work status.

TITLE AND RISK OF LOSS

Title and risk of loss for Contractor-owned equipment shall remain with the Contractor. The Contractor is responsible for maintaining and protecting Contractor-provided equipment, tools, materials, and vehicles used in the performance of this contract.

DESIGN, STANDARDS AND PRACTICES

Equipment, tools, materials, workmanship, and services must conform to the highest standards of commercial practice applicable to tree trimming, right-of-way clearing, traffic control, debris removal, and public road maintenance operations.

PAYMENT

Payment will be made upon receipt and acceptance by the County of completed services and/or products ordered and receipt of a valid invoice, in accordance with Texas Government Code Chapter 2251. In accordance with Texas Government Code Section 2251.022, the successful bidder is required to pay subcontractors within the time required by law after receipt of payment.

DISCOUNTS

Prompt payment discounts, if offered, may be accepted by Leon County but shall not be used to determine the lowest responsible bid unless expressly requested in the Bid Proposal.

CONFLICT OF INTEREST QUESTIONNAIRE (CIQ)

Chapter 176 of the Texas Local Government Code requires certain vendors and persons doing business with a local government entity to disclose affiliations or business relationships that might cause a conflict of interest. If applicable, the Conflict of Interest Questionnaire must be filed as required by law.

HB 1295

Bidder must complete a Form 1295 filing, Disclosure of Interested Parties, on the Texas Ethics Commission website when required by law and prior to issuance of any notice to proceed or contract execution. For form item #3, use “RFB 2027- 363 Term Contract for Tree Trimming, Right-of-Way Clearing, and Debris Removal Services.”

PERFORMANCE AND PAYMENT BONDS

Performance and payment bonds are not anticipated for routine tree trimming, right-of-way clearing, and debris removal services unless required by law, grant conditions, or a specific written request by Leon County. If any portion of the work is determined to require bonds under Texas Government Code Chapter 2253 or other applicable law, the Contractor shall furnish the required bonds prior to execution of that work.

PREVAILING WAGE RATES

Prevailing wage requirements are not anticipated to apply to routine tree trimming, right-of-way clearing, and debris removal services. If a purchase order, project, or funding source includes work subject to Texas Government Code Chapter 2258, the Davis-Bacon Act, or other prevailing wage requirements, the Contractor and subcontractors shall comply with all applicable wage determinations and labor standards.

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ATTACHMENT 1: LOCATIONS

Services may be provided on County roads, rights-of-way, drainage areas, line-of-sight corridors, and other County-designated locations within the work areas listed below. The specific work location will be identified in the applicable work order, purchase order, or written authorization.

Work Area Description

Precinct 1 County roads, rights-of-way, drainage areas, line-of-sight corridors, and other County-designated locations within Precinct 1.

Precinct 2 County roads, rights-of-way, drainage areas, line-of-sight corridors, and other County-designated locations within Precinct 2.

Precinct 3 County roads, rights-of-way, drainage areas, line-of-sight corridors, and other County-designated locations within Precinct 3.

Precinct 4 County roads, rights-of-way, drainage areas, line-of-sight corridors, and other County-designated locations within Precinct 4.

Non-Road-and-Bridge County Facilities and Properties

Non-road-and-bridge County facilities, properties, easements, and other project-specific locations authorized in writing by Leon County.

BID SUBMISSION CHECKLIST

☐ Completed, signed, and notarized Submission Affidavit / Bid Proposal, including precinct pricing, optional equipment rates, price confirmations, and required acknowledgments

☐ Vendor References

☐ Completed Vendor Compliance Form Certifications

☐ Conflict of Interest Questionnaire, if applicable

☐ Completed Insurance Certification Form; certificates and required endorsements are due following award and before work begins

☐ Equipment availability, replacement-equipment capability, routine and emergency service contact information, and proposed subcontractor information, if applicable

☐ Signed Addenda Acknowledgment, if addenda are issued

THE COMPLETED SUBMISSION AFFIDAVIT / BID PROPOSAL MUST BE SIGNED, NOTARIZED, AND RETURNED

WITH THE BID. FAILURE TO INCLUDE IT MAY RESULT IN DISQUALIFICATION.

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SUBMISSION AFFIDAVIT / BID PROPOSAL

RFB 2027-363 TERM CONTRACT FOR TREE TRIMMING, RIGHT-OF-WAY CLEARING, AND DEBRIS REMOVAL SERVICES Bidders shall submit pricing for each precinct or work area for which they seek award. Service rates shall include all labor, standard equipment, tools, fuel, supervision, safety equipment, traffic control, cleanup, hauling, documentation, photographs, GPS reporting, and incidentals necessary to perform the applicable service unless a separate charge is specifically listed in the Bid Proposal and approved by Leon County in the applicable work order or purchase order.

Optional equipment rates shall be used only when specifically authorized by Leon County in writing and shall not be billed in addition to a service rate unless the work order expressly authorizes separate equipment billing. For any precinct or work area not being bid, Bidder shall check the “NO BID FOR THIS LOCATION” box and provide Bidder initials.

I represent that I have had the opportunity to inspect the specifications, work areas, and service requirements for providing tree trimming, right-of-way clearing, and debris removal services to Leon County and hereby submit the following offer:

LOCATION: PRECINCT 1

Work Area: County roads, rights-of-way, drainage areas, line-of-sight corridors, and other County-designated locations within Precinct 1 Service / Item Unit Bid Price Tree trimming / cutting Per Hour $________________ Tree removal Per Hour $________________ Right-of-way / brush clearing Per Hour $________________ Stump grinding Per Hour $________________ Debris loading, hauling, and cleanup Per Hour $________________ Debris disposal Per Cubic Yard $________________ Emergency / after-hours service Per Hour $________________ Emergency call-out fee, if any Flat Fee $________________ Mobilization charge, if any Per Work Order $________________

☐ NO BID FOR THIS LOCATION Bidder Initials: _______________

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LOCATION: PRECINCT 2

Work Area: County roads, rights-of-way, drainage areas, line-of-sight corridors, and other County-designated locations within Precinct 2 Service / Item Unit Bid Price Tree trimming / cutting Per Hour $________________ Tree removal Per Hour $________________ Right-of-way / brush clearing Per Hour $________________ Stump grinding Per Hour $________________ Debris loading, hauling, and cleanup Per Hour $________________ Debris disposal Per Cubic Yard $________________ Emergency / after-hours service Per Hour $________________

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LOCATION: PRECINCT 3

Work Area: County roads, rights-of-way, drainage areas, line-of-sight corridors, and other County-designated locations within Precinct 3 Service / Item Unit Bid Price Tree trimming / cutting Per Hour $________________ Tree removal Per Hour $________________ Right-of-way / brush clearing Per Hour $________________ Stump grinding Per Hour $________________ Debris loading, hauling, and cleanup Per Hour $________________ Debris disposal Per Cubic Yard $________________ Emergency / after-hours service Per Hour $________________

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LOCATION: PRECINCT 4

Work Area: County roads, rights-of-way, drainage areas, line-of-sight corridors, and other County-designated locations within Precinct 4 Service / Item Unit Bid Price Tree trimming / cutting Per Hour $________________ Tree removal Per Hour $________________ Right-of-way / brush clearing Per Hour $________________ Stump grinding Per Hour $________________ Debris loading, hauling, and cleanup Per Hour $________________ Debris disposal Per Cubic Yard $________________ Emergency / after-hours service Per Hour $________________

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NON-ROAD-AND-BRIDGE COUNTY FACILITIES AND PROPERTIES

Work Area: Non-road-and-bridge County facilities, properties, easements, and other project locations authorized by Leon County Service / Item Unit Bid Price Tree trimming / cutting Per Hour $________________ Tree removal Per Hour $________________ Right-of-way / brush clearing Per Hour $________________ Stump grinding Per Hour $________________ Debris loading, hauling, and cleanup Per Hour $________________ Debris disposal Per Cubic Yard $________________ Emergency / after-hours service Per Hour $________________

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OPTIONAL EQUIPMENT RATES

Complete this section only if equipment will be billed separately from the service rates above. If equipment is included in the hourly service rates, write “Included.” Optional equipment rates shall apply only when specifically authorized by Leon County in the applicable work order, purchase order, or other written approval. If a bidder lists separate optional equipment rates, the bidder must clearly identify when such rates would apply and whether an operator is included in the rate.

Equipment Unit Rate Operator Included? / When Rate Applies

Bucket truck Per Hour $_______________ ____________________________

Grapple truck Per Hour $_______________ ____________________________

Dump truck/debris truck Per Hour $_______________ ____________________________

Chipper Per Hour $_______________ ____________________________

Skid steer/track loader Per Hour $_______________ ____________________________

Mulcher/forestry attachment Per Hour $_______________ ____________________________

Stump grinder Per Hour $_______________ ____________________________

Traffic control equipment Per Hour $_______________ ____________________________

Other:

___________________________ Per Hour $_______________ ____________________________

PRICE CONFIRMATION

☐ All labor, standard equipment, fuel, tools, supervision, safety equipment, traffic control, cleanup, hauling, documentation, photographs, GPS reporting, and incidentals necessary to perform the applicable service are included in the service prices above unless a separate charge is specifically listed and authorized in writing by Leon County.

☐ Optional equipment rates shall not be billed in addition to a service rate unless the applicable work order, purchase order, or other written approval from Leon County expressly authorizes separate equipment billing.

☐ Emergency call-out fees, mobilization charges, after-hours rates, weekend rates, storm-response rates, or other special charges shall apply only when specifically listed in the awarded pricing and authorized in the applicable work order, purchase order, or other written approval from Leon County. Unless otherwise authorized in writing, the emergency or after-hours rate replaces the corresponding routine service rate, and no more than one call-out fee and one mobilization charge may be billed for the same authorized incident.

☐ No other charges will apply unless specifically listed in the awarded pricing and approved in writing by Leon County before the work is performed.

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NOTARIZATION PAGE

The undersigned certifies that the submitted prices contained in this bid have been carefully checked and are submitted as correct and final and if bid is accepted (within 90 days), agrees to furnish any and/or all items upon which prices are offered, at the price(s) and upon the conditions contained in the Specifications.

STATE OF COUNTY OF BEFORE ME, the undersigned authority, a Notary Public in and for the State of , on this day personally appeared who, after having first been duly sworn, upon oath did depose and say;

That the foregoing bid submitted by hereinafter called “Offeror” is the duly authorized agent of said company and that the person signing said proposal has been duly authorized to execute the same.