Hay Harvesting

The City of Lubbock, Texas is soliciting competitive sealed bids for hay harvesting services through Invitation to Bid No. 26-19415-KM, with bids due by February 19, 2026, at 3:00 p.m. via sealed submission or electronic submission through the Bonfire portal. The procurement encompasses all labor, equipment operation, and services necessary to harvest hay crops located on City-designated plots, including cutting hay, baling, removing bales, and stacking the finished product in close proximity to the plots as directed by City personnel. The contract term is one year with four optional one-year extensions, automatically renewing unless either party provides 90 days' written notice of termination. A non-mandatory pre-bid meeting is scheduled for February 11, 2026, at 10:00 a.m. via teleconference, and requests for written clarification must be submitted no later than five calendar days prior to the bid closing date to Kiara Morgan, Buyer IV. Bidders must demonstrate experience harvesting crops similar in scope and scale through submission of three professional references from current customers, must maintain comprehensive general liability insurance ($1,000,000 per occurrence/$2,000,000 aggregate), commercial auto liability ($1,000,000 combined single limit), and workers' compensation insurance at statutory limits, and must designate a primary contact person and alternate to serve as liaison for the contract duration. Evaluation and award will be based on the percentage split of harvested hay retained by the contractor as payment, with the City awarding to the bidder offering the percentage split most advantageous to the City.

The City of Lubbock has implemented a local bidder preference program under Texas Local Government Code 271.9051, allowing local bidders whose bids fall within five percent of the lowest non-resident bid to receive contract award consideration if the governing body determines the local bidder offers the best combination of price and economic development opportunities; local bidders must submit a completed affidavit of eligibility to Marta Alvarez, Director of Purchasing and Contract Management, at 1314 Avenue K, Floor 9, Lubbock, Texas 79401. All bidders must complete and submit multiple compliance documents including a Conflict of Interest Questionnaire (Form CIQ) within seven business days of beginning contract negotiations, a Non-Collusion Affidavit, an Insurance Affidavit, a Reference Form, and a Vendor Acknowledgement Form certifying compliance with federal suspension and debarment requirements, Texas Government Code provisions regarding Iran sanctions and terrorist organizations, and boycott prohibitions related to Israel, firearms, and energy companies. The City does not guarantee any specific volume, compensation, or minimum or maximum amount of services, and contractors must remove their percentage of crop within 30 days of harvest or incur storage fees of $5 per bale per day, with remaining crop reverting to the City after 60 days. Prices are guaranteed for six months upon City approval and may be adjusted thereafter based on changes in the Consumer Price Index or Producer Price Index at the City's discretion. No incumbent vendor information or existing infrastructure integration requirements are identified in the available solicitation documents; the contract is governed by the laws of the State of Texas and subject to annual appropriation of funds.