Grounds Maintenance for Water Distribution Properties
| Bidders ID: | NBD18871910671671174 |
|---|---|
| Due Date: | Jul 29, 2026 |
| Posted Date: | Jul 7, 2026 |
| Level of Government: | State & Local |
| State: | Oklahoma |
| Agency: | City of Tulsa |
| Category: |
|
| Solicitation Number: | TAC 195G |
| Source: | Members Only |
| Bid ID: | TAC 195G |
| Addendum: | 0 |
| Bid Due Date: | 7/29/2026 |
| Description: | Grounds Maintenance for Water Distribution Properties |
| Bid Document: | TAC 195G Ground Maintenance for Water Distribution Prop.pdf |
| Attachments: |
Attachment Preview
City of Tulsa
Finance Department
Invitation for Bid (IFB)
TAC 195G
Supplies or Services Requested: Grounds Maintenance for Water
Distribution Properties
Department: Water & Sewer
NIGP Commodity Code(s): 988-36
Solicitation Schedule
EVENT
IFB Issue Date
DATE
07/07/2026
Mandatory Pre-Bid Conference
2317 S Jackson Ave, Tulsa, OK 74107 Room S213
Deadline for Questions
Submitted to assigned buyer via email.
Bid Submission Date
Either mailed or delivered to City Clerk address. Bids
are open the day after the due date.
07/15/2026 at 10:00 AM CT
07/20/2026
10 Days prior to IFB due date
07/29/2026
If You have any questions or need additional information, contact the Assigned Buyer:
Julie Miller, Buyer | jamiller@cityoftulsa.org
All questions should be emailed with TAC 195G on the subject line.
Submit Bids (sealed) to:
City of Tulsa – City Clerk’s Office
175 E. 2ND St., Suite 260
Tulsa, OK 74103
Bids (2 total:1 original, 1 copy) must be sealed and either mailed or delivered.
Write the Bid Number, Supplies or Service requested (as listed above) and Bid
Opening Date on the lower left corner of the outside of Your Bid envelope. Feel
free to use included packing slip. No faxed or emailed Bids will be considered.
Barring certain circumstances (Section III-5), Bids received after the stated date
and time will not be accepted and will be returned to the Bidder unopened.
TAC 195G | Grounds Maintenance for Water Distribution Properties | Issue Date: 07/07/2026
I. STATEMENT OF PURPOSE:
1. Overview and Goals
The goal of this solicitation is to secure a source to provide Grounds Maintenance for Water
Distribution Properties for the Water & Sewer Department of the City of Tulsa.
2. Term of Contract
The City intends to award a one-year annual contract. The City may offer the Seller the opportunity
for additional one-year terms. The City also reserves the right to make multiple or partial awards. To
do business with the City, You must agree to the terms and conditions of the City’s standard
Purchase Agreement, indicated by Your Authorized Agent’s signature on the Purchase Agreement.
Capitalized terms used in this IFB and not defined in the Purchase Agreement shall have the
meanings as ascribed to them in Title 6, Chapter 4 of the Tulsa Revised Ordinances.
The entire Invitation for Bid (IFB), including any additional information submitted by Bidder and
Accepted by City will be included as part of the Agreement between Seller and City. All sheets of
this IFB (including Sections I-VI) must be submitted.
Authorized Agent
Several parts of the Bid (Affidavits, Purchase Agreement) must be signed by an “Authorized
Agent.” An Authorized Agent means an agent who is legally authorized to bind the Seller under the
law of the state in which the Seller is legally organized. For instance, under Oklahoma law, the
Authorized Agent for each of the following types of entities is as stated below:
o Corporations – the president, board chair or board vice chair (or the vice president if the corporation
was formed in Oklahoma) can sign; others can sign if they have and provide the City with (i) a corporate
resolution giving them authority to bind the Seller, and (ii) a recent certificate of secretary indicating
the authority is still valid and was in full force and effect on the date of the signature. (See IFB Section
VI for sample of a Certificate of Secretary)
o General Partnerships – any partner can sign to bind all partners.
o Limited Partnerships – the general partner must sign.
o Individuals – no additional authorization is required, but signatures must be witnessed and notarized.
o Sole Proprietorship – the owner can sign. Any other person can sign if s/he provides a recent Power
of Attorney, signed by the owner, authorizing him/her to bind the sole proprietorship.
o Limited Liability Company (LLC) – any manager of the LLC elected by the members of the LLC, or
any member signing as manager of the LLC. All other signers will need a Consent of Members signed
by all the Members of the LLC authorizing their signature on or up to 30 days before the date of their
signature. (See Section VI for sample of a Consent of Members)
Entities organized in states other than Oklahoma must follow the law of the state in which they are
organized.
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TAC 195G | Grounds Maintenance for Water Distribution Properties | Issue Date: 07/07/2026
II. SCOPE OF SERVICES AND SPECIFICATIONS
1. Scope of Services
The City is requesting Bids for Grounds Maintenance for Water Distribution Properties for the Water
& Sewer Department.
Delivery Requirements
All prices quoted shall be based on delivery F.O.B. Tulsa, Oklahoma or to any other points as may
be designated in the Specifications, with all charges prepaid by Seller to the actual point of delivery.
Bids must state the number of Days required for delivery under normal conditions.
Absolutely no items over 500lbs. may be directly shipped to the City, requiring the City personnel to
unload from the shipping truck or trailer. The City carries no responsibility for any damages incurred
during an unloading occurrence. All unloading shall be the responsibility of the Seller and/or shipping
entity.
2. Specifications
The Bid must meet or exceed the following Specifications.
The sites to be mowed are identified in Site Location section of this document. There is no
guaranteed number of mowings, but it is anticipated to be sixteen (16) for most of the areas. The
number of mowings will depend upon the need and the funds available. Mowing shall be done only
under proper weather conditions. Rutting or other damage to sites will not be permitted. The mowing
schedule will be every week for Areas 2 and 5 and the remaining areas will be every two weeks. All
areas will be mowed on consecutive days.
The Seller will have broad experience with this type of work and the necessary skill, equipment, and
personnel to perform the work within the specified time frame. The Seller will be responsible for all
labor, equipment, and material required. The Seller will be an independent contractor and in no way
classified as a City of Tulsa employee. City of Tulsa employees will also not be permitted to work for
the Bidder that receives this award.
Bidders are required to provide references of past work and a list of equipment and personnel with
the Bid submission. The Seller will be responsible for compliance with all Federal, State, and
Municipal laws, regulations, and ordinances applicable to this work such as on Ozone Alert
Days, there will be no mowing or trimming at all, day, or night.
The Seller shall be responsible for the character and actions of its employees while performing all
work related to this Agreement. Any disrespectful or discourteous actions toward the public will be
cause to consider termination of the Agreement.
BACK-UP SOURCE:
The City reserves the right to enter into an Agreement with the second and/or third lowest Bidder to
be used as a Secondary Seller. The Secondary Seller would be used in the event of failure of the
Primary Seller’s ability to supply the full needs of the City.
If the City implements the Agreement with the Secondary Seller because of the reasons stated
above, the Secondary Seller shall, after notification by the City, notify the City of its intentions to
perform or terminate the Agreement within five (5) calendar days. The Secondary Seller is not
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TAC 195G | Grounds Maintenance for Water Distribution Properties | Issue Date: 07/07/2026
obligated to perform the Agreement until the City notifies the Seller it is implementing the Secondary
Seller’s Agreement.
PAYMENT PROCEDURE:
The City shall make payment to the Seller monthly provided that the Seller submits an invoice. The
Seller must submit the invoice and monthly work reports to the Preventative Maintenance Supervisor
of Distribution Systems monthly for payment approval. The monthly work report must include all
activities performed by the Seller in the previous month. This report and invoice shall be due on the
first working day of the month following the month that the work was accomplished and monthly
payment to the Seller shall be withheld until this report is received. The Seller will be paid for said
work pending verification by the Preventative Maintenance Supervisor or designee. Send invoices
and monthly work reports directly to: Preventative Maintenance Supervisor, Water Distribution, City
of Tulsa – Water and Sewer Department, 2317 South Jackson, Tulsa Oklahoma 74107. Invoices
also must be sent to apinvoices@cityoftulsa.org.
DELETION OF MOWING LOCATIONS:
If sites are deleted form this Agreement, payment will be reduced by the Bid unit price.
SELLER QUALIFICATIONS:
The City reserves the right to examine Bidder’s performance history, experience, and equipment
inventory and will therefore require the submittal of a business experience portfolio from each Bidder.
The portfolio shall contain the following information:
History and Experience: The Bidder’s professional experience giving particular attention to past and
present operations of landscape maintenance (years in business, references, similar contract
received, etc.).
Equipment and Personnel: A list of equipment and personnel that are to be used in the performance
of the Agreement are to be provided with the Bid. Seller must have the necessary and proper
equipment to perform the work safely and proficiently in all the different terrain included in the twenty-
one (21) locations to be mowed. An on-site inspection of the Bidder’s equipment may be done as
part of the Bid process.
SITE EXAMINATION REQUIRED:
Each Bidder shall be required to attend a pre-bid meeting to examine and discuss the handouts that
are given for the locations as stated in this Bid. Submission of Bid shall be taken as evidence that
Bidders have inspected the handouts and fully understand the difficulty of ground maintenance for
all locations.
The City of Tulsa also reserves the right to defer recommendation of award of the Agreement until
after an interview with the apparent low Bidder. The interview will be conducted by the designated
Distribution Systems Representative.
TECHNICAL SPECIFICATIONS:
The sites to be mowed are identified and outlined herein under the heading Site Locations. Only part
of the list or individual sites may be authorized at any given time. Work shall be in accordance with
the following:
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TAC 195G | Grounds Maintenance for Water Distribution Properties | Issue Date: 07/07/2026
1. Litter, sticks, limbs, and all other forms of debris shall be picked up prior to and after mowing as
needed and disposed of according to law. Large amounts of illegally dumped material will be
removed by City forces. Any debris which has been mowed over must be removed.
2. All vegetation shall be cut at a maximum height of 2-inches or less. No turf will be scalped or
tall stalks left standing. Finished mowing must have a neat, uniform professionally landscaped
appearance.
3. Remove, trim, or spray grass and weeds growing near trees, poles, sidewalks, trails, culverts,
or bridges every scheduled mowing. Edging must be performed along curb lines and sidewalks
every scheduled mowing. Turf clippings that are heavy or smothering after mowing are to be
removed. Approved weed killer will be used along fence lines but fence must not be
touched without prior approval by Preventative Maintenance Supervisor or designee due
to security system. The only approved weed killer to be used is RODEO HERBICIDE.
4. All litter must be removed from the site before each mowing. All grass and leaf clippings shall
be swept or blown from sidewalks, streets, and maintenance trails after mowing as needed. No
grass, weeds, trash, or anything but rainwater shall be allowed to go down the storm drain.
5. Pick up and remove all broken glass from all hard surfaces and turf areas before each mowing.
Seller shall notify the Preventative Maintenance Supervisor or designee of all hazards found
within the mowing area. Hazards which may affect the safety of the public and need to be
corrected should be brought to the attention of the Preventative Maintenance Supervisor or
designee immediately.
6. The Preventative Maintenance Supervisor or designee shall be notified of damaged plant
materials resulting from mechanical injury or storm damage. Any hazardous conditions, storm
damage, or any other obstacles in the work site shall be reported immediately prior to performing
work. The Seller will be responsible for repairs on all plant materials damaged by the Seller’s
employees or equipment, and for replacement of all trees, shrubs and ground covers destroyed
by Seller’s employees and equipment during performance of maintenance work. The
Preventative Maintenance Supervisor or designee will determine the degree of damage. The
Seller will confer with the Preventative Maintenance Supervisor or designee before replacement
of any dead or damaged materials. Turf damage will be corrected including re-seeding or
sodding of the damaged areas at the Seller’s expense. The Seller will be responsible for repairs
to irrigation systems, fences, utilities and other property damage by its employees or equipment.
The Seller will be responsible for marking any concealed property to prevent damage during
maintenance work. All markings shall be approved by the Preventative Maintenance Supervisor
or designee.
SPECIAL SERVICES:
Special services shall consist of the following and will only be completed upon request in writing
(including email) by the Preventative Maintenance Supervisor or designee. The work will be paid at
a per-location rate and may include weed trimmers, chain saws, axes, shovels, and other related
tools as required. Special Services is additional work that may be required and is beyond the work
required for each mowing site.
1. Fire Hydrant Clearing - Clearing vegetation around fire hydrants and water quality sample
stations (above-ground enclosed faucets). This special service includes removal and
disposal of overgrown vegetation in a 3 ft radius (all directions) to allow unobstructed access
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