Bell Farms Public Improvement District (PID) Landscape Maintenance Agreement

The City of Lubbock is soliciting proposals for landscape maintenance services at the Bell Farms Public Improvement District (PID) through Request for Proposals (RFP) 26-19561-KM, with proposals due by April 15, 2026 at 3:00 P.M. The scope of work encompasses maintenance of five distinct areas: the 1-Acre Park, Pocket Park 1, Pocket Park 2, Playa Lake Park, and Basin Park, along with right-of-way fencing sections. Required services include turf maintenance (mowing and shredding at 29 cycles per calendar year), tree maintenance, irrigation system operation and repair, landscape and graveled area maintenance, right-of-way maintenance, water well and pump chamber maintenance, backflow assembly testing, trash receptacle and pet waste station maintenance, hardscape and concrete maintenance, and lighting maintenance. The contract term is one year with four optional one-year extensions, automatically renewing unless either party provides 90 days' written notice to terminate. Proposals will be evaluated based on price (30 points), qualifications and experience with references (50 points), and project approach and management methodology (20 points), with award going to the responsible offeror submitting the most advantageous proposal. A mandatory pre-proposal meeting is scheduled for April 1, 2026 at 10:00 A.M. via Zoom, and all clarification requests must be submitted in writing to Kiara Morgan, Buyer IV, no later than five calendar days prior to the proposal closing date. Qualified contractors must provide three professional references from current customers with similar project scope, complete a Business Questionnaire, submit a Non-Collusion Affidavit, provide a Conflict of Interest Questionnaire, and designate a primary contact person for the contract term.

The procurement documentation does not explicitly identify any set-aside designations or restrictions limiting participation to specific enterprise categories such as disadvantaged, minority-owned, women-owned, or small businesses. No incumbent vendors or current contractors are identified in the solicitation materials. Contractors must maintain comprehensive insurance coverage including Commercial General Liability ($1,000,000 per occurrence/$2,000,000 aggregate), Commercial Auto Liability ($1,000,000 combined single limit), Workers' Compensation at statutory limits, and Pollution Liability ($500,000 per occurrence/$1,000,000 aggregate), with the City named as an additional insured on a primary and non-contributory basis. Unit pricing must be provided separately for each maintenance area, with mowing and shredding costs calculated at 29 cycles per calendar year; additional cycles beyond 29 are billed as extra work. The City makes no guarantee regarding minimum or maximum service volumes or compensation amounts, and prices are guaranteed for six months upon City approval, with potential adjustments thereafter based on Consumer Price Index or Product Price Index changes subject to City discretion. The solicitation does not provide an explicit budget range or award value estimate, requiring interested vendors to develop competitive proposals based on the detailed scope of work and service requirements outlined in the RFP documents.