Landscape Services/Parks & City Facilities

CITY OF DEL CITY AND/OR
DEL CITY MUNICIPAL SERVICES AUTHORITY (DCMSA)
REQUEST FOR PROPOSAL
Mail proposals to: FINANCE DEPARTMENT
PURCHASING DIVISION
3701 SE 15TH ST, DEL CITY, OK 73115
DEL CITY LAWN/LANDSCAPE SERVICES/Parks & City
Proposal for:
Facilities
Time: 10:00 AM
Mandatory Pre Bid Meeting Date: 4-28-26
Time: 10:00 AM
Due/Opening Date: 5-5-26
Vendor Name: _______________________________________________________________________________
Mailing Address: ______________________________________________________________________
City, State, Zip: ______________________________________________________________________
Area Code, Phone: ________________________ Fax: ____________________ 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 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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NONCOLLUSION AFFIDAVIT
PROPOSAL INVALID IF AFFIDAVIT NOT SIGNED AND NOTARIZED
State of ____________________________
County of ___________________________
I ________________________________________________ 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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PROPOSAL/CONTRACT
TERMS AND CONDITIONS
1. PROPOSAL: 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.
2. PROPOSAL ACCEPTANCE PERIOD: Proposals received after the opening date and time
will not be considered.
3. EXECUTION OF PROPOSAL: 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.
4. 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.
5. 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
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.
6. TERM: This contract shall include the following: Vendor will include a pro-rated proposal
for services to commence on the 1st day of May 2025 and shall terminate on the 30th day of June
2025. Vendor will also include a proposal for services to commence on the 1st day of July 2025
and shall terminate on the 30th day of June 2026.
7. 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.
8. 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.
9. FACILITIES: The City/DCMSA reserves the right to inspect the service provider's facilities,
if any, at any time with prior notice.
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10. 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.
11. TERMINATION FOR CONVENIENCE OF THE CITY/DCMSA: 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 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.
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. Align contract/agreement terms with the Del City Fiscal Year (July 1-June 30)
14. Upon expiration of the initial term, this Agreement/Contract may be renewed for successive
(1) year terms, by mutual agreement of the parties and approval of City Council/Trust, subject to
debt limitations.
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 & landscape maintenance, capable of furnishing all
professional services, equipment, labor, and materials necessary to provide lawn and
landscape services as defined at Del City Properties listed in this document.
INFORMATION:
CJ Jennings
Parks & Recreation Supervisor
3701 S.E. 15th Street
P: 405-677-5741 x5010
cjennings@cityofdelcity.org
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This contract includes multiple areas of responsibility, and specifications
for areas to be maintained are as follows:
A.) Mow, weed eat, and edging to maintain a desirable and manicured appearance
throughout the duration of the contracted 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 contracted period. Litter shall not be mowed over or cut up with string
trimmers, and all undesirable items (trash, debris, limbs, etc.) must be removed and
properly disposed of. At no time shall any area have a visibly overgrown, uneven, or
unmaintained appearance. Sidewalks, curbs, walking trails, and any other paved or
concrete area with adjoining areas of growth shall be edged and maintained.
B.) Maintaining trees, shrubbery, plants, and flowerbeds by means of trimming and
pruning trees and shrubbery to prevent any undesirable overgrowth and to
consistently keep proper shape for appearance. All plants and beds are to be
maintained. Flowerbeds and gardens will be kept free of all undesirable growth,
leaves, litter, clippings, and trash. Tree limbs and vegetation must be trimmed and
kept at least 8 feet above ground level and cut back from any walking path, parking
area, or street. Trees shall remain free from epicormic sprouts and suckers.
C.) Fertilizing / Herbicide treatments of all areas to be serviced by vendor to keep grass
vegetation healthy, green, weed, sticker, and invasive grass free during the growing
season. The appropriate timing of, and number of application(s) of pre-emergent (Spring
and Fall) and post-emergent are required to prevent and remove all undesirable
vegetation growth throughout the duration of the contracted period. Sidewalks, walking
trails, paved and parking areas (where applicable), and curb lines will also be treated and
maintained for desirable appearances.
D.) Debris Removal. All sites must remain free from any type of debris, litter, limbs,
leaves, and any other undesirable items. These items are to be removed and disposed of
and not left on site.
Any issues observed during maintenance visits, such as (but not limited to) graffiti, building or
equipment damage, terrain problems, or any other cosmetic, structural, or safety issue shall be
reported to the City point of contact listed. Any situations affecting the ability to successfully
perform the requirements of this agreement shall be immediately reported to the City point of
contact.
Maintenance Schedule (General-Conditions Permitting): Weekly site maintenance shall
begin starting mid-April and continue until mid-September. October and November will have a
minimum of (2) site visits per month. December, January, and February shall consist of a
minimum of (1) site visit each month to ensure listed areas are within specifications, specifically
but not limited to trimming requirements as well as leaf and debris cleanup. March shall consist
of a minimum of (2) site visits. Additional site visits needed to meet requirements shall be
performed at any time necessary. Maintenance visits for months that are listed outside of the
weekly schedule shall not take place within 14 days of one another unless necessary. Pre and
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post emergent shall be applied at the appropriate times and necessary number of occurrences and
are not included as maintenance site visits. If conditions are present that allow for bi-weekly site
visits during peak season, a request may be submitted from the Vendor to the City, and a
determination will be made to approve or deny. Site visits shall consist of maintenance
specifications described in sections A, B, C, and D.
-AND- at any time that conditions are present, such as an early or extended growing
season, and/or weather, temperature, or other factors that affect the appearance of and
needs of sites to meet specifications listed, see next section for maintenance guidelines:
*All areas listed are to be maintained consistently and as frequently as
needed, year-round, in order to consistently project desired and
manicured/maintained appearances, regardless of season or time of year, and
all specifications as stated must be met consistently and as often as needed
throughout the duration of the contracted period. Inability to maintain sites
as specified will be considered as grounds for termination of the agreement.
Any disputes, upon discovery from Vendor or City, shall be reported to listed
point of contact, and shall be remedied according to set specifications. Vendor
is responsible for the monitoring of listed areas and determining the need for
extra maintenance above the amounts as listed on the schedule. Service
records shall be made available upon request. *
Location Total Price Per Year
1. City Hall: 3701 SE 15th St.
2. Library: 4330 SE 15th St
3. Community Center: 4505 SE 15th St/Patriot Park
4507 SE 15th St/Fire Station 2 4501 SE 15th St
4. Fire Station 1: 2800 Epperly Dr
5. Police Department: 4517 SE 29th St
6. Post Office: 4500 SE 28th St
7. Mid Del Youth and Family Center: 2840 Linda
Ln
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8. Pafford Building: 4609 SE 44th St
9. Eagle Lake Park 3405 E Reno
10. Townsend Park 517 S. Townsend Pl
11. Alfred P. Murrah Park/Townsend Pl & Tinker
Diagonal
12. Rotary Park 3801 Del Rd *This includes the perimeter
of the garden area, as well as the mulched areas within the
garden-not shown on map*
13. High Spirits Park 2500 S. Mansfield Ave
14. Sequoyah Park 3901 Leonhardt Dr
15. Cherokee Park 4300 Leonhardt Dr
16. Cheyenne Park 4636 SE 42nd St
17. AWACS/Tornado Memorial Del Aire & Sooner
Rd
18. Edwards Park 2505 Del Rd
19. Ray Trent Park/Wiggly Field Dog Park
4501/4505 Tinker Diagonal
20. Oliver Park 445 Hidden Creek Way
Grand Total $
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