Hay Harvesting

The City of Lubbock, Texas is requesting sealed bids for hay harvesting services on city-designated plots under ITB 26-19415-KM, with bids due February 11, 2026 at 3:00 p.m. This is a non-traditional procurement: compensation is structured as a percentage split of harvested crop, with bidders proposing the percentage they will retain as payment for services. The city awards to the bidder offering the percentage split most advantageous to the city.

The scope encompasses cutting hay at optimal height and timing, baling using equipment that produces consistent and secure bales, removing all bales from the field immediately after baling, stacking bales neatly in a designated staging area as directed by city personnel, and cleanup of fields and staging areas. The city does not guarantee any specific volume; work is performed on an as-needed basis.

The contract term is one year with options for four additional one-year extensions, automatically renewing unless either party provides 90-day written notice to terminate. Prices are guaranteed for six months upon city approval, with potential adjustments thereafter based on changes in the Consumer Price Index or Product Price Index.

The contractor must remove their percentage of crop within 30 days or face storage fees of $5 per bale per day assessed on a plot-by-plot basis. After 60 days, remaining crop reverts to the city.

Prior to contract approval, the contractor must provide proof of Commercial General Liability insurance ($1,000,000 per occurrence / $2,000,000 aggregate), Commercial Auto Liability ($1,000,000 combined single limit), and Workers' Compensation at statutory limits with employer's liability of $1,000,000 per occurrence. A non-mandatory pre-bid meeting is scheduled for February 11, 2026 at 10:00 a.m. via teleconference. Bid submissions must include insurance affidavits, non-collusion statements, reference forms, and conflict of interest questionnaires.