Landscaping Services (Best Value Invitation to Bid)

LANDSCAPING SERVICES
BEST VALUE INVITATION TO BID
ISSUE DATE: April 28, 2026
DUE DATE: 11:00 A.M. on June 3, 2026 ("Submission Deadline")
INSTRUCTIONS: Bidders must timely submit five (5) paper copies and one (1)
electronic copy of their bid (on a flash drive) in a sealed envelope
labelled "Landscaping Bid" to the following address:
Houston First Corporation, Attn: David Stephenson, 701
Avenida de las Americas, Suite 200, Houston, TX 77010
Bids must be delivered by mail, courier, or in person. Submittals
received after the Submission Deadline, by email, or unsealed, will
be rejected without further review or consideration.
QUESTIONS: Any questions concerning the form or content of this Invitation to Bid
must be submitted by email to bids@houstonfirst.com no later than
11:00 a.m. on May 20, 2026. All materials questions will be
answered collectively, rather than individually, in the form of a Letter
of Clarification available at www.houstonfirst.com/do-business.
Questions received may be edited or combined with similar
questions for clarity or length at the discretion of HFC.
BID OPENING: Bids timely received will be opened and publicly announced at 3:00
p.m. on the Submission Deadline at 701 Avenida de las Americas,
Suite 200, Houston, TX 77010.
OVERVIEW AND SCOPE
Houston First Corporation ("HFC") requests bids from experienced landscaping
maintenance contractors (each a "Bidder" and, collectively, "Bidders") to provide
landscape servicing on an as-needed basis to produce and maintain healthy and
aesthetically pleasing lawn, groundcover, annual and perennial plants, shrubbery, and
trees throughout landscaped areas of its facilities in Houston, Texas.
Landscaped areas to be serviced include the George R. Brown Convention Center,
Wortham Theater Center, Miller Outdoor Theatre, Partnership Tower, Lynn Wyatt Square,
Lots C and H, Root Memorial Square Park, Sweeney Clock Triangle, TBH; and Tundra
Garage.
Services are to commence on or about July 1, 2026 and continue, on an as needed basis,
for a term of five years.
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BACKGROUND
HFC is a local government corporation created by the City of Houston to facilitate
economic growth through the promotion of the greater Houston area and the business of
conventions, meetings, tourism, and the arts. HFC is the primary entity responsible for
marketing Houston and increasing awareness of its many attractions and amenities.
BID FORMAT
Although HFC prefers substance over form, to be considered responsive, Bidders are
asked to review the following criteria/information requests and respond, in order, to the
best of their ability:
a. Pricing Form: Bidders are required to provide comprehensive pricing for services,
as the first substantive page of their bid, using the Pricing Form available online at
www.houstonfirst.com/do-business.
b. Experience: Describe Bidder's experience generally in providing landscaping
services similar in scope to the services described in this Invitation to Bid. Explain
how services are typically scheduled, and how quickly service schedules can be
adjusted due to increased or reduced service needs. Introduce the primary point-
of-contact for services and summarize their qualifications.
c. Diversity Commitment: Bidders should indicate how they intend to make good
faith efforts to utilize diverse companies to meet the Diversity Goal for the services.
Bidders are asked to avoid excessive graphics, title pages, or other extraneous
information in their bid.
MANNER OF SELECTION
Each bid timely received will be evaluated utilizing the following criteria: Pricing Form (50
points); Experience (40 points); and Diversity Commitment (10 points).
HFC reserves the right to interview the top-ranked Bidders, not to exceed five, prior to
selection. If interviews are scheduled, then such top-ranked Bidders will be evaluated
based on their engagement and responsiveness during the interview and awarded 1-25
points. Interview scores will not be combined with bid-evaluation scores.
HFC intends to award the contract to the Bidder who offers the best value to HFC, as
measured by utilizing the foregoing evaluation criteria, including the right to award the
contract by criteria other than the lowest price bid. HFC reserves the right to select or
reject all or part of any bid, waive minor technicalities, and select one or more bids in the
manner and to the extent that they serve the best interests of HFC.
This Invitation to Bid does not commit HFC to award a contract, issue a purchase order,
or enter into an agreement. HFC will not pay any costs incurred in the preparation of a
bid or in connection with any in-person interview arising out of this Invitation to Bid. HFC
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reserves the right to request bid clarifications and/or additional information from some or
all Bidders.
LETTERS OF CLARIFICATION
Responses to all material questions timely submitted by potential Bidders, as well as any
revisions incorporated into this Invitation to Bid, will be confirmed collectively, rather than
individually, in a letter made available online at http://www.houstonfirst.com/do-business/
(each, a "Letter of Clarification"). When issued, Letters of Clarification become part of this
Invitation to Bid and automatically supersede any previous terms, conditions,
specifications, or provisions in conflict therewith.
By submitting their bid, Bidders shall be deemed to have reviewed all Letters of
Clarification, considered all responses, as well as any revisions, and incorporated them
into their submittal. Verbal responses by any HFC officer, director or employee cannot
alter the terms, conditions, specifications, or provisions as stated herein. It is the
responsibility of Bidders to monitor the foregoing link and ensure they review any such
Letters of Clarification and incorporate them in their bid.
DIVERSITY PARTICIPATION
The Bidder selected will be required to use good-faith efforts to award subcontracts to
diversity participants certified by any of the identified certification agencies as defined in
the HFC Diversity Program. HFC has established the following goal for these services:
25% of the total value of the Agreement. Bidders should note if they are certified as a
diversity participant in their submittal; however, such certification shall not lessen or
otherwise alter the requirement to use good faith efforts to award subcontracts to diversity
participants.
FORM OF AGREEMENT
By submitting a response to this Invitation to Bid, Bidder agrees, upon notice of selection,
to promptly enter into the Landscaping Services Agreement provided below. Any requests
for clarification or modification to the terms of such agreement must be timely submitted
by email to bids@houstonfirst.com, and responses to material questions and issues will
be included in a Letter of Clarification. Bidders are advised that additional or conflicting
terms, alternative pricing bids, pre-printed forms, or other objections submitted by a
Bidder with their bid shall be disregarded and may result in a bid being deemed, in HFC's
discretion, as non-responsive.
RESTRICTIONS ON COMMUNICATIONS
Throughout the selection process, commencing with the Issue Date, Bidders are directed
not to communicate, directly or indirectly, with any HFC employee, officer, director, or
selection committee member regarding their bid, or any matter relating to this Invitation
to Bid, other than through bids@houstonfirst.com, or in response to a direct inquiry from
the HFC General Counsel Department or Procurement Division. Bidders who disregard
the Restrictions on Communications provision do so at their peril, as HFC shall have the
right to reject any bid due to violation of this provision.
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REQUIRED DISCLOSURES
Bidders must disclose if they have, within the past five (5) years, been party to a service
contract terminated for cause, or received material, adverse findings from any
governmental authority having regulatory oversight of services similar to those required
under this Invitation to Bid.
CONFLICTS OF INTEREST
Bidders are advised that they have an affirmative obligation to disclose any affiliation or
business relationship with an HFC employee, officer, or director creating (or appearing to
a reasonable person to create) a conflict of interest. Bidders who need the disclosure
form may find it online at https://www.ethics.state.tx.us/data/forms/conflict/CIQ.pdf. By
submitting a bid, Bidder represents to HFC that they have complied with the requirements
of Chapter 176 of the Texas Local Government Code.
PROTEST PROCEDURES
Any protest relating to the form, terms and conditions, selection criteria, specifications,
exhibits, or any other material bid content must be filed by the actual or potential Bidder
with the Purchasing Agent no later than five (5) business days prior to the Submission
Deadline. If the protest consists of a dispute regarding the Bidder recommended by the
selection committee, or otherwise relates to the alleged misapplication of selection
criteria, then the Purchasing Agent must receive the protest from an actual Bidder after
the Submission Deadline, but at least three business days prior to consideration of a
contract resulting from this Invitation to Bid by an HFC committee or Board of Directors,
whichever is earlier.
All protests must be made in writing and delivered to Houston First Corporation, Attn:
Purchasing Agent, 701 Avenida de las Americas, Ste. 200, Houston, TX 77010. To be
considered by HFC, protests must be timely received and include, at a minimum, all of
the following information: (a) The name, address and contact information of the Bidder,
with sufficient information to establish that a bona fide Bidder is the person or entity filing
the protest; (b) The full title of the Invitation to Bid; (c) Material grounds for the protest,
including the provisions of the Invitation to Bid and the applicable law or regulation that
serves as the basis for the protest; (d) A statement of the specific relief requested by the
Bidder; (e) Reference to and attachment of any pertinent documents or sources relied
upon by the protestor that the protesting party wishes to have HFC consider; and (f) An
affidavit attached to support any factual allegations stated in the submission.
INVITATION TO BID PACKETS
A complete copy of this Invitation to Bid, including exhibits, necessary forms and other
relevant information, is available on-line at www.houstonfirst.com/do-business. This
Invitation to Bid provides the information necessary to prepare and submit a bid for
consideration and ranking by HFC.
PUBLIC INFORMATION
As HFC is subject to the Texas Public Information Act ("TPIA"). Information submitted by
Bidders is subject to release under the provisions of the TPIA set forth in Chapter 552 of
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the Texas Government Code, any page including confidential or proprietary information
appears must be labeled as such clearly and unambiguously. Bidders will be advised of
any request for public information that implicates their materials and may, in accordance
with applicable law, elect to assert objections to disclosure with the Texas Attorney
General at their cost and expense.
WITHDRAWAL; ERROR
Bids may be withdrawn due to errors or for any other reason by a written request received
by bids@houstonfirst.com prior to the Submission Deadline.
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LANDSCAPING SERVICES AGREEMENT
This Landscaping Services Agreement ("Agreement") is made by and between Houston First
Corporation ("HFC"), whose address is 701 Avenida de las Americas, Suite 200, Houston, TX
77010 and [TBD] ("Contractor"), whose address is [TBD]. In consideration of the mutual
promises contained herein, the parties hereby agree as follows:
ARTICLE 1: DUTIES OF CONTRACTOR
1.1 Services. Contractor shall provide all labor, supervision, management, administrative and
support services, materials, equipment, insurance, tools, machinery, fuel, transportation, and other
goods and services of any kind or type necessary to provide comprehensive landscape services
necessary to maintain healthy and aesthetically-pleasing lawn, groundcover, annual and perennial
plants, shrubbery, and trees in landscaped areas of the Facilities in strict accordance with the terms
and conditions of this Agreement, including the Scope of Services attached hereto as Exhibit "A"
and made a part hereof for all purposes (collectively, the "Services"). Maps approximating the
boundaries of the service areas, provided for informational purposes, are attached hereto as
Exhibit "B" [available on-line at www.houstonfirst.com/do-business]; Contractor
acknowledges and agrees that such maps shall not, in any manner or to any extent, be interpreted
or understood to limit the scope of services required under this Agreement.
1.2 Standard of Care. Contractor represents and warrants to HFC that the Services shall be
performed in compliance with applicable federal, state, and local laws, statutes, ordinances, rules,
regulations and lawful orders of public authorities, as may be amended from time to time, and in
a good and workmanlike order meeting the standards of quality prevailing in Harris County, Texas
for services of this kind. Without limiting the foregoing or the liability of Contractor under the
insurance and indemnification provisions set forth herein, Contractor represents and warrants that
it shall abide by (a) the Texas Water Code, (b) the City of Houston Code of Ordinances, Chapter
47 provisions concerning discharges not composed entirely of storm waters, and (c) the Cosmetic
Water Wash Guidelines issued by the Director of Public Works and Engineering of the City of
Houston, as each may be amended from time to time.
1.3 License and Permits. Contractor shall obtain, maintain, and pay, at its sole cost and expense,
for all licenses, permits, and certificates necessary to perform the Services, including, but not
limited to, all professional licenses required by any statute, ordinance, rule, or regulation.
1.4 Supervision. Contractor shall supervise and direct the Services, using Contractor's best skill
and attention. Contractor shall be solely responsible for, and have control over, means, methods,
techniques, sequences and procedures for coordinating all portions of the Services under the
Agreement, except the limited extent that other, specific instructions concerning such matters are
set forth in this Agreement or Scope of Services. Contractor shall enforce strict discipline and good
order among Contractor's employees and other persons carrying out the Services. Contractor shall
perform all Services using trained and skilled persons having substantial experience performing
the work required under the Agreement. Contractor shall not permit employment of unfit persons
or persons not properly skilled in tasks assigned to them.
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1.5 Safety. Contractor represents and warrants that the Services shall be performed in accordance
with applicable safety rules and regulations, including but not limited to OSHA standards and
directives for setting-up and utilizing platforms, lifts, ladders, scaffolding, safety lines and belts,
and operating other, similar equipment. Contractor acknowledges that this Agreement requires
Services to be performed in a variety of weather conditions, with exposure to outdoor elements,
and that the Services shall be performed by Contractor regardless of elevation. Contractor shall
ensure that its employees, agents, contractors and subcontractors use personal protective
equipment, safety harnesses, fall protection equipment, and other equipment in the manner and to
the extent required to perform the Services safely. As a safety precaution in Service areas
accessible by Facility users or the public, Contractor shall be responsible for the placement and
removal of temporary warning and hazard signs.
1.6 Actions of Personnel. Contractor shall be responsible for all aspects of Services performed by
its employees, agents, licensees, invitees, and contractors of any tier, including accuracy, quality
of performance, service standards, timeliness, and compliance with applicable law. Contractor
shall be liable to HFC for the negligent and intentional acts and omissions of Contractor's
employees, agents, contractors, subcontractors, and other persons or entities performing portions
of the Services for or on behalf of Contractor, including, but not limited to, damage to any vehicles,
equipment, fixtures, or other property of any kind or type. Contractor shall, at its sole cost and
expense, promptly remedy such damages and restore any property or fixtures thereby affected to
the condition existing prior to such damage to the satisfaction of HFC.
1.7 Correction of Services. If any Services performed by Contractor (including its subcontractors)
do not meet the standards of this Agreement, as determined by HFC in its reasonable discretion,
then Contractor shall correct or modify the Services promptly upon demand from, and at no
additional cost to, HFC. If Contractor fails to perform or performs any Service contrary to
applicable laws, statutes, ordinances, rules and regulations, and/or lawful orders of public
authorities, then Contractor shall be liable for such violation and shall bear the costs attributable
to correction.
1.8 Authorized Representative. Contractor shall designate a representative who shall have express
authority to bind Contractor with respect to all matters under this Agreement and provide a direct
phone number and email address for such authorized representative.
1.9 Parts Warranty. With respect to any equipment, supplies, parts, or other items furnished by
Contractor in connection with the Services or this Agreement, Contractor represents and warrants
to HFC that: (a) all such items are free of defects in title, design, material, and workmanship; (b)
each item meets or exceeds the requirements of the relevant project or work order; (c) any
replacement items are new, in accordance with original equipment manufacturer's specifications,
and of a quality at least as good as the quality of the item being replaced (when the replaced item
was new), and will not cause any manufacturer's warranties to lapse or become invalid; and (d) no
item or its use infringes any patent, copyright, or proprietary right. Items not conforming to the
requirements of this Section shall be deemed defective and repaired or replaced at the sole option
of HFC by Contractor, at no cost to HFC. The parties agree that no warranty made by Contractor
is intended to limit, nor shall it be construed as limiting in any manner or to any extent, any
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manufacturer's or supplier's warranty. Upon request from HFC, Contractor agrees to provide
reasonable assistance in enforcing such warranties against the manufacturer or supplier at no
additional cost to HFC.
1.10 Field Inspection. Execution of this Agreement by Contractor is a representation to HFC that
Contractor has visited and inspected each Facility, examined systems and equipment, become
familiar with the conditions under which the Services are to be performed, and correlated personal
observations with the requirements of the Agreement.
1.11 Conflicts of Interest. Contractor shall not take for itself or divert to a third party any corporate
opportunity arising out of this Agreement or discovered otherwise through the use of HFC property
or information. Contractor represents that it is not a party to any outstanding agreement creating
or appearing to create a conflict of interest with regard to the Services hereunder or that would
preclude Contractor from complying with this Agreement; Contractor shall not enter into any such
conflicting agreement during the Term unless prior approved by HFC in its reasonable discretion.
ARTICLE 2: TERM AND PAYMENT
2.1 Fees. HFC agrees to pay Contractor for its Services in accordance with the fees set forth in
Exhibit "C" [TBD based on Pricing Form in final Agreement] to this Agreement. Contractor
acknowledges that the quantities/frequencies set forth in this Agreement are estimates only.
Contractor acknowledges and agrees that HFC has not and shall not represent a guaranteed
minimum payment, profit, or quantity/frequency of Services. HFC shall not be held liable for
contractual agreements/obligations or damages incurred by Contractor relating to such
quantities/frequencies in any manner or to any extent.
2.2 Reimbursable Expenses. HFC agrees to reimburse Contractor at cost for trees, shrubs,
groundcover, flowers, and other items planted by Contractor in landscaped areas of the Facilities,
as well as irrigation system components (e.g., sprinkler heads) required to perform the Services in
the manner and to the extent (a) allowed under this Agreement, including the Scope of Services;
(b) prior-approved, in writing, by an HFC General Manager; and (c) subject to restrictions and
limitations provided in this Section. Contractor shall include authorized reimbursable expenses on
the appropriate invoice, as directed by HFC. Contractor shall use its best efforts to seek and obtain
the best value for HFC in the procurement of any item for which Contractor will seek
reimbursement. Notwithstanding the foregoing or any provision in this Agreement to the contrary,
if the cost of any specific item will or is reasonably expected to exceed $3,000, or in the event that
the total cost of planted items and components in a specific calendar month will or is reasonably
expected to exceed $5,000, then Contractor shall provide an advance estimate to HFC and observe,
comply with, and abide by procurement methods approved by and acceptable to HFC.
2.3 Invoice Requirement. Contractor will be paid on the basis of, and in response to, separate
monthly invoices submitted by Contractor to each HFC General Manager, subject to their
individual review and approval. Each such invoice shall (a) be Facility-specific (expect to the
extent HFC directs the Contractor to combine Facilities); (b) itemize and detail all Services
performed and related charges; (c) itemize and detail any Task Order or reimbursable expenses,
and include all supporting documentation confirming that such amounts are invoiced at cost and
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procured in accordance with Section 2.2 of this Agreement; and (d) include such other detail as
HFC may require.
2.4 Invoice Procedures. Invoices shall be submitted electronically by the eight (8th) calendar day
of the month following each month in which services are performed. HFC shall make payment to
Contractor within 30 calendar days of receipt and approval by HFC of such invoices.
2.5 Invoice Disputes. If any item in any invoice submitted by Contractor are disputed by HFC for
any reason, including lack of supporting documentation, then HFC shall temporarily delete the
disputed item and pay the remaining amount of the invoice; provided, however, that HFC shall
promptly notify Contractor of the dispute and request clarification and/or remedial action. After
any dispute shall have been settled, Contractor shall include the disputed amount on a subsequent
regularly scheduled invoice or on an invoice for the disputed item only.
2.6 Taxes. HFC is exempt from payment of Federal Excise and Transportation Tax and Texas
Limited Sales and Use Tax. Contractor's invoices to HFC must not contain assessments of any of
these taxes. HFC will furnish an exemption certificate and federal tax identification number to
Contractor if requested.
2.7 Payment of Employees and Subcontractors. Contractor shall make timely payments in
accordance with applicable state and federal law to all persons and entities supplying labor,
materials or equipment for the performance of this Agreement including Contractor's employees
and contractors of any tier. Contractor is solely responsible for the payment of overtime wages in
accordance with applicable law and such obligation shall not increase the amount due and payable
by HFC in any manner or to any extent. Failure of Contractor to pay its employees or contractors
of any tier as required by law shall constitute a material default under this Agreement for which
Contractor and its surety shall be liable on Contractor's performance bond if Contractor fails to
cure the default as provided under this Agreement. Contractor shall scrutinize for validity and
accuracy all invoices received from its contractors of any tier for any item or service made
reimbursable under this Agreement.
2.8 Records. Contractor shall maintain true, complete and accurate documentation on any and all
charges payable or reimbursable by HFC under this Agreement. Books, records and documents of
the Contractor, insofar as they relate to services performed or money received under this
Agreement, shall be maintained by Contractor for a period of three calendar years from the date
of the final payment, and shall be subject to audit, at any reasonable time and upon reasonable
notice, by HFC or its designee. These records shall be maintained in accordance with generally
accepted accounting principles. Contractor shall not combine or comingle any accounts, records,
reports, statements, ledgers, billings, invoices, receipts, collections, or other documents of any
nature whatsoever pertaining to HFC or the Facilities with any similar or dissimilar record or
document pertaining to any other contract, agreement, account, or understanding to which
Contractor is a party.
2.9 Term. The term of this Agreement shall begin on July 1, 2026 and, unless earlier terminated,
expire on June 30, 2031 ("Term"). HFC may, in its sole discretion, extend the Term by up to an
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additional six calendar months, on the same terms and conditions as set forth herein, by notifying
Contractor in writing of such extension.
ARTICLE 3: INSURANCE
3.1 Insurance Requirements. With no intent to limit Contractor's liability under the
indemnification provisions hereof, Contractor shall provide and maintain, and shall require its
contractors and subcontractors to maintain, for the full duration of the Term, including any
extension thereof, at least the following insurance and available limits of liability:
a. Commercial General Liability, including broad form coverage, contractual liability, bodily
injury/death, and property damage in amounts not less than $1,000,000 each occurrence
and a $2,000,000 aggregate;
b. Automobile Liability, with a combined single limit of $1,000,000 per occurrence;
c. Workers' Compensation with statutory limits (Contractor shall not self-insure for Workers'
Compensation); and
d. Employer's Liability, with limits of $1,000,000 for each accident, disease limits of
$1,000,000 per policy and $1,000,000 per employee.
3.2 Additional Insured Parties. Each policy, except those for Workers' Compensation and
Employer's Liability, must include an additional insured endorsement in favor of HFC and the
City of Houston on the original policy and all renewals or replacements during the term of this
Agreement.
3.3 Waiver of Subrogation. Each policy must contain an endorsement approved by HFC waiving
any claim or right in the nature of subrogation in favor of HFC and the City of Houston on the
original policy and all renewals or replacements during the term of this Agreement.
3.4 Rating. The issuer of any policy shall have a Certificate of Authority to transact insurance
business in Texas or shall be an eligible non-admitted insurer in the State of Texas and have an
A.M. Best's rating of at least A- with a financial size category of Class VI or better, according to
the most current edition of Best's Key Rating Guide, Property-Casualty United States.
3.5 Premiums and Deductibles. Contractor shall be solely responsible for payment of all insurance
premiums hereunder. Contractor shall be responsible for and bear any claims or losses to the extent
of any deductible amounts and waives any claim it may ever have for same against HFC, its
officers or employees.
3.6 Primary Insurance. Each policy hereunder, except Workers' Compensation, shall be primary
and noncontributory to any other policies of insurance which may be available to HFC with respect
to claims arising in connection with this Agreement.
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