Del City Lawn/Landscape Easements/Right of Ways

City of Del City
Bid No: RFP 2702
CITY OF DEL CITY AND/OR
DEL CITY MUNICIPAL SERVICES AUTHORITY (DCMSA)
REQUEST FOR PROPOSAL
BID NUMBER: RFP 2702
Mail proposals to: FINANCE DEPARTMENT PURCHASING DIVISION 3701
SE 15TH ST, DEL CITY, OK 73115
Proposal for: Del City Lawn and Landscape for City Easement/Right-
Of-Way
Mandatory Pre-Bid Meeting: May 19, 2026 at 9 a.m. at 3701 SE 15th St, Del City, OK
Due/Opening Date: June 1, 2026 at 9 a.m. at 3701 SE 15th St, Del City OK
Vendor Name:
Mailing Address:
City, State, Zip:
Phone: FEI #:
E-mail Address: Website
The City of Del City ("City") and/or Del City Municipal Services Authority ("DCMSA") is
requesting Proposals for the attached specified products and/or services. The following
document contains the terms and conditions which constitute the contract for the
specified product and/or service, including the minimum specifications. The Contractor is
required to complete this page AND "EXHIBIT B - Pricing Matrix" by filling all blanks and
submitting the Contractor's Pricing Matrix for a full year's cost for each location along with
a grand total for all mowing and vegetation maintenance locations per contract year. The
contract will be awarded to the lowest and best bidder, as determined by the City of Del
City and/or Del City Municipal Services Authority. Submit all documents requested to the
PURCHASING DIVISION at the above address. Place of opening Municipal Building 3701 SE
15TH Street, Del City, OK.
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City of Del City
Bid No: RFP 2702
NONCOLLUSION AFFIDAVIT
PROPOSAL INVALID IF AFFIDAVIT NOT SIGNED AND NOTARIZED
State of _
County of _
of lawful age, being first duly sworn, on oath says
that:
1. (s)he is the duly authorized agent of
the Bidder/Contractor ("Contractor") submitting the proposal which is attached to this statement,
for the purpose of certifying the facts pertaining to the existence of collusion among contractors
and between contractor and city officials or employees, as well as, facts pertaining to the
giving or offering of things of value to government personnel in return for special consideration
in the letting of any contract pursuant to the proposal to which this statement is attached; 2.
(s)he is fully aware of the facts and circumstances surrounding the making of the proposal and/or
the procurement of the contract to which this statement is attached and has been personally
and directly involved in the proceedings leading to the submission of such proposals; and 3.
Neither the contractor nor anyone subject to the contractor's direction or control has been a party;
a. to any collusion among contractors in restraint of freedom of competition by agreement to
proposal at a fixed rate or to refrain from proposing, b. to any collusion with any city official or
employee as to quantity, quality or price in the prospective contract, or as to any other terms of
such prospective contract, nor c. in any discussions between contractors and any city official
concerning exchange of money or other thing of value for special consideration in the letting of a
contract; d. to paying, giving or donating or agreeing to pay, give or donate to any officer or
employee of the City of Del City and/or the Del City Municipal Services Authority, any money or
other thing of value, either directly, in procuring the contract to which his/her statement is
attached.
Signature: Title: Subscribed
& sworn before me this day of ,20 _
Notary Public _ My commission expires _
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City of Del City
Bid No: RFP 2702
1. ELIGIBILITY OF CONTRACTORS/EXECUTION OF PROPOSAL
The contractors shall be in good standing with the City. Contractors shall include in the bid
packet a description of their company's capabilities, their qualifications to perform this
type of work, a list of at least three references for whom they have performed this type of
work, page one (1) above and "Exhibit B - Pricing Matrix". The Contractor is to also
acknowledge receipt of all documents included in this bid. The City will evaluate all
proposals received and reserve the right to waive any informalities or irregularities and
select the proposal that best suits the needs of the City.
Proposal must contain an original signature of authorized representative in the spaces
provided. Proposal must be typed or printed in ink. Use of erasable ink and penciled
proposals will not be accepted. ANY AND ALL CORRECTIONS MADE BY PROPOSER TO
HIS/HER PROPOSAL MUST BE INITIALED.
Proposals must be submitted by the Bidder/Contractor ("Contractor") on and in
accordance with the PROPOSAL/CONTRACT. All sheets bid on and this form must be
executed and submitted in a sealed envelope. DO NOT INCLUDE MORE THAN ONE
PROPOSAL PER ENVELOPE. The face of the envelope shall contain the City's address, the
date and time of the bid opening and the contract number. Proposals not submitted on
attached bid form shall be rejected. All Proposals are subject to the conditions specified
herein. Proposals which do not comply with said conditions specified herein are subject to
rejection. Proposals will be considered only on first quality products.
Proposals received after the opening date and time will not be considered.
2. NO PROPOSAL
If not submitting a proposal, respond by returning page 1, Request for Proposal, marking it
"NO PROPOSAL", Failure to respond three (3) times in succession without justification shall
be cause for removal of the vendor's name from the proposal mailing list. NOTE: To qualify
as a respondent, proposal must submit a "NO PROPOSAL" and it must be received no later
than the stated proposal opening date and time.
3. OPENING
Proposals will be opened by a City Officer and distributed to the requesting department for
review and recommendation for award and submitted to the City Council for award. It is
the contractor's responsibility to ensure that his/her proposal is delivered at the proper
time, date and place as specified in the documents. Proposals, which for any reason are
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City of Del City
Bid No: RFP 2702
not so delivered, will not be considered. NOTE: Proposal files may be examined during
normal working hours by appointment. PROPOSAL TABULATIONS WILL NOT BE PROVIDED
BY TELEPHONE OR MAIL. TABULATIONS MAY BE OBTAINED BY VISITING
www.DemandStar.com ON THE INTERNET OR AT OUR WEBSITE www.cityofdelcity.com.
4. INSURANCE REQUIREMENTS
Bidders will be required to meet insurance requirements of no less than the following
limits.
General Liability $2,000,000.00
Auto Liability $1,000,000.00
Excess Liability $1,000.000.00
5. DESCRIPTION OF WORK
The work will consist of mowing and vegetation maintenance services within rights-of-way
and City-owned properties within the City as specified in "Exhibit A". The City reserves the
right to use other contractors, or its own forces, to perform portions of this work and will
utilize the contractor's services solely at the discretion of the City . The City does not
guarantee any specific amount of work above the base contract amount.
The Contractor will provide personnel that are fully experienced, trained and qualified in
the mowing and vegetation maintenance services of rights-of-way. Extra manpower is to be
provided by the contractor on an as needed basis, based on contract requirements, at no
additional cost to the City. The Contractor's equipment shall all be late model, clean and in
good operating condition. The contractor shall provide its own labor, tools, parts, fuel,
safety equipment, mowing equipment, manually operated tools, lawn maintenance
equipment, quality control and training.
6. CONTRACT TERM
The term of this agreement shall be one (1) year with four (4) option years and shall
commence on July 1, 2026 and end June 30, 2027. This agreement will be reviewed
annually and approved by the City for continuation. After the initial term of the Contract, it
may be renewed by the City and the Contractor for additional one (1) year terms upon the
same terms and conditions set forth in the bid documents, up to maximum of four (4)
annual options, by executing a written renewal agreement between the parties. The
renewal agreement is to be completed 60 days before the contract expires.
7. TERMINATION FOR CONVENIENCE OF THE CITY/DCMSA
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City of Del City
Bid No: RFP 2702
The performance of work and/or the delivery of materials ordered under this contract may
be terminated by the City/DCMSA, in whole or in part, whenever it is determined to be in
the best interest of the City/DCMSA. Any such termination shall be effected by delivery to
the vendor of a notice of termination specifying the extent to which performance of work
and/or delivery of ordered materials is terminated, and the date upon which such
termination becomes effective. After receipt of a notice of termination, the contractor shall
stop work and/or place no further orders under the contract on the date and to the extent
specified in the notice of termination. It is further agreed that the City may terminate this
Contract immediately if the Vendor fails to provide services/goods in accordance with this
contract or in any way breaches any of the provisions of the Contract.
8. AWARDS
The City reserves the right to make award(s) for services to be provided by
individual/business; and to reject any and all proposals. Contractors are cautioned to
make no assumptions unless their proposal has been evaluated as being responsive.
9. LIABILITY
The service provider shall hold and save the City/DCMSA, its officers, agents and
employees harmless against the claims by third parties resulting from the service
provider's breach of this contract or the service provider's negligence.
10. FACILITIES
The City/DCMSA reserves the right to inspect the service provider's facilities, if any, at any
time with prior notice.
11. WAVIER
The City/DCMSA reserves the right to waive any General provisions, Special Provision, or
minor specification deviation when considered to be in the best interest of the
City/DCMSA.
12. OTHER ADDITIONAL INFORMATION
If the service provider is awarded a project, the CITY/DCMSA may request from the service
provider additional information or fill out additional forms at any time.
13. GENERAL CONDITIONS
Scope of Services
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City of Del City
Bid No: RFP 2702
* Contractor agrees to perform all work under the conditions outlined within this
agreement. Such bid shall be considered as the minimum specifications by which
work shall be performed under this agreement. The bid shall be deemed a
component of this contract and is incorporated herein by reference.
* Contractor agrees to abide by all provisions outlined with the attached bid in all
aspects including, but not limited to, services to be performed, supplemental
requirements, and Contractor's written or typed response to the bid.
* Contractor and City agree that it may be necessary to expand the list of areas to be
mowed. Any area added shall be mowed at a mutually agreed price pursuant to the
City of Del City's Purchasing Policy.
14. TERMS AND CONDITIONS
A. Conditions:
1) A non-exclusive contract, the City has the right to contract with other parties to
perform identical services.
2) Conditions of this agreement shall be outlined with all specifications and details
established within this agreement.
B. Supplemental Terms and Conditions: The following are included as supplements to
the terms and conditions provided herein.
1) All City areas designated to be mowed are included as supplements to the terms
and conditions provided herein.
2) All City Rights-of-Way and City-owned properties listed in Exhibit "A" shall be
mowed, trimmed and edged to maintain a desirable and manicured appearance
(typically 2"-3") throughout the duration of the contract period. All areas are to
be kept clean and orderly, and kept free from leaves, litter, clippings, limbs and
trash throughout the duration of the contract period. Litter and debris shall NOT
be mowed over or cut with trimmers and all undesirable items (trash, debris,
limbs, etc) must be removed and disposed of properly. Sidewalks, curbs, trails
and any other paved or concrete area with adjoining areas of growth shall be
edged and maintained.
3) All areas listed in Exhibit "A" are to be maintained consistently and as frequently
as needed through the life of the contract to consistently project desired and
manicured appearances, regardless of season or time of year. Inability to
maintain sites as specified may be considered grounds for default of the
agreement. Contractor is responsible for monitoring listed areas and
determining the need for maintenance.
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City of Del City
Bid No: RFP 2702
4) All City areas may also need to be on an as needed basis determined by the
designee of the City. If this happens to occur, a written negotiated amount
agreed upon by both the City and the Contractor must be signed and dated
before any additional work outside of the specifications of this contract is
performed. The designee of the City will approve the mowing on an as needed
basis.
5) There shall be no additional charge for small incidental trash pickup when
mowing a designated city area. When in doubt what is considered "small
incidental trash pickup", the City designee shall make the determination.
6) Vegetation, including small trees, shrubs and bushes with stem diameters of up
to two (2) inches, which are inside of and encroaching upon the established
mowing limits, shall be cut by the Contractor using a mower or hand trimming
methods.
7) Hand trimming may be required for areas of vegetation inside the designated
mowing areas which are not accessible by mechanical mowers, including but
not limited to, rip rap areas.
8) The Contractor shall mow as close as practicable to all roadside obstacles.
Hand trimming is required within all rip rap areas and around all roadside
obstacles, including but not limited to curbs, fences, signposts, manhole covers,
guardrails, trees, and shrubs.
9) Contractor will provide all necessary mowing of properties designated by the
City and attached as Exhibit "A". Such work may include, but is not limited to, the
use of a standard mower, riding mower, or similar work to reduce grass and/or
weed height to maintain the desirable and manicured appearance (typically 2"-
3"). The use of a line trimmer may be required for weeds near fences or other
structures to achieve the necessary appearance.
10) Edging and blowing grass clippings off all roadways, sidewalks, parking lots,
walking trails are required upon each service at each location.
11) The Contractor agrees that neither he or any of his employees, agents or
subcontractors, will claim to be employees of the City of Del City, nor will they
attempt to file any claim under Workers' Compensation. Further, Contractor
agrees to indemnify and hold harmless the City of Del City against any claim
filed under Workers' Compensation by any such employee, agent or
subcontractor.
12) The Contractor must provide insurance certificate prior to entering a contract for
mowing and vegetation maintenance services within rights-of-way for the City.
13) Two areas within the City will be maintained by brush hog four times per year.
These two areas are designated on Exhibit "A".
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City of Del City
Bid No: RFP 2702
14) Contractor is NOT required to maintain rights-of-way in numerical order as
represented on Exhibit "A". Upon award, Contractor is encouraged to organize
Exhibit "A" into work zones that are most efficient and effective for Contractor's
business model.
15. PAYMENT
A. Price for Service
1) Mowing Areas to be mowed are identified in Exhibit "A".
B. Contractor's Invoice and Schedule for Payment
1) Contractor will submit monthly invoices for completed work to the City within
five (5) business days of the end of each month. Each invoice will include every
location with dates, and cost of services performed to be individualized and
compiled into one single invoice for that month's mowing and vegetation
maintenance services.
2) The City of Del City agrees to pay Contractor for invoices submitted in
accordance with the normal payment of claims.
16. RATE SCHEDULE ADJUSTMENTS
The contract rates may be adjusted once per year on the contract anniversary date at which
time the Contractor and the City may negotiate rate adjustments to compensate for cost
increases in materials, fuel, insurance, etc. These rate adjustments must be documented
to the full satisfaction of the City. Labor rate adjustments or cost-of-living increases for
labor may not exceed the U.S. Labor Department's U.S. City Average Southwest Region
C.P.I. for the immediately preceding calendar year. If the Contractor and the City cannot
agree on the amount of a contract renewal, the Contractor or the City may elect to
terminate the contract. If the parties elect to terminate the agreement, the contractor shall
be bound to complete the mowing of all service areas one final time, or for a term of no
longer than 90 days, at the discretion of the City at the current contract rates.
17. INTENT
It is not the intent of the City of Del City and/or Del City Municipal Services Authority to
deny anyone the opportunity to bid. The City of Del City is seeking proposals from qualified
vendors, who specialize in lawn & right-of-way maintenance, capable of furnishing all
professional services, equipment, labor, and materials necessary to provide lawn and
right-of-way services as defined at Del City Properties listed in this document.
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City of Del City
Bid No: RFP 2702
18. QUESTIONS
All questions shall be submitted in writing via email to the email address below. Questions
will be accepted until 5 p.m., May 26, 2026.
FOR PROPOSAL INFORMATION:
Micah Unruh
Streets Supervisor
City of Del City
(405) 677-5741 ext. 6213
munruh@cityofdelcity.org
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CITY OF DEL CITY
Del City Lawn and Landscape for City Easement/Right-of-Way
RFP 2702
EXHIBIT "B" - PRICING MATRIX
VENDOR NAME:
VENDOR ADDRESS:
VENDOR EMAIL:
VENDOR PHONE:
VENDOR FEI NUMBER:
VENDOR AUTHORIZED AGENT:
AUTHORIZED AGENT SIGNATURE: ___________________________________________________
PRICING MATRIX:
DESCRIPTION MONTHLY PRICE ANNUAL PRICE
LINE ITEM 1
LINE ITEM 2
LINE ITEM 3
LINE ITEM 4
LINE ITEM 5
LINE ITEM 6
LINE ITEM 7
LINE ITEM 8
LINE ITEM 9
LINE ITEM 10
LINE ITEM 11
LINE ITEM 12
LINE ITEM 13
LINE ITEM 14
LINE ITEM 15
LINE ITEM 16
LINE ITEM 17
LINE ITEM 18
LINE ITEM 19
LINE ITEM 20
LINE ITEM 21
LINE ITEM 22
LINE ITEM 23
LINE ITEM 24
1