Public Safety Center Groundskeeping

City of Tulsa Finance Department
Invitation for Bid (IFB)
TAC 1404
Supplies or Services Requested: Public Safety Center
Groundskeeping
Department: Asset Management
NIGP Commodity Code(s): 988-36, 988-52, 988-72, 988-88, 988-89, 968-50
Solicitation Schedule
EVENT DATE
IFB Issue Date 05/14/2026
Pre-Bid Conference 05/22/2026 at 08:30 AM CT
12222 E 48th St. Tulsa, OK 74146
Deadline for Questions 06/01/2026
Submitted to assigned buyer via email. 10 Days prior to IFB due date
Bid Submission Date 06/10/2026
Either mailed or delivered to City Clerk address. Bids
are open the day after the due date.
If You have any questions or need additional information, contact the Assigned Buyer:
Samantha J. Toothaker, Senior Buyer | stoothaker@cityoftulsa.org
All questions should be emailed with TAC 1404 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 1404 | Public Safety Center Groundskeeping | Issue Date: 05/14/2026
I. STATEMENT OF PURPOSE:
1. Overview and Goals
The goal of this solicitation is to secure a source to purchase Groundskeeping services for the
Public Safety Center campus for 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.
It is recommended that Signatory Authorization Documentation for the
Authorized Agent is included at the time of Bid Submission. Please ensure
the Authorized Agent is using the correct and appropriate title based on
organization type(s) listed above when signing Bid documents.
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TAC 1404 | Public Safety Center Groundskeeping | Issue Date: 05/14/2026
II. SCOPE OF SERVICES AND SPECIFICATIONS
1. Scope of Services
The City of Tulsa is requesting Bids for Groundskeeping services for the Public Safety Center located
at 12222 East 48th Street, Tulsa, OK 74146. The campus is approximately 45 acres and includes a
3 acre pond.
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 500 lbs. 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 Seller will be an independent company and in no way classified as a City of Tulsa employee.
City of Tulsa employees will not be permitted to bid on this Agreement or work for the Seller on this
Agreement.
The Seller will be familiar with this type of work and have the necessary equipment and personnel
to perform the work within the time specified. Seller will be responsible for examining the work site,
all labor, equipment, and materials required to maintain the grounds.
The Seller shall be always responsible for the character and actions of their employees while working
on this Agreement. Any disrespectful or discourteous actions toward the public will not be tolerated.
The Seller will be required to submit a list of their crew member full names, any aliases, and dates
of birth, and any other information required to allow the City to create photo id badges and run
criminal background checks on those persons who will regularly be performing groundskeeping
service at the Public Safety Center Facilities.
The Seller must have a current Oklahoma Pesticide Applicator License number and each of the
applicators must have a current certified applicators license. The Applicator License must be for
the appropriate category of pesticide application for the work being done. If the City allows
spraying to be sub-contracted to a spraying company, the licenses of the sub-contracted business
are also required. The sub-contracted company and applicators license numbers shall be provided
to the City within five (5) days after award of Bid. Licenses must be current, valid, and verifiable.
The Seller shall comply with all applicable federal, state, municipal laws, and ordinances and shall
be subject to product testing of chemicals used. Such test(s) may be conducted at any time by the
City of Tulsa and / or the Oklahoma State Department of Agriculture, and MSDS sheets shall be
provided and on file for products being used.
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TAC 1404 | Public Safety Center Groundskeeping | Issue Date: 05/14/2026
General Requirements to be performed by Seller:
Areas to be Maintained: The area to be maintained includes the center road medians along East
48th Street (formerly known as State Farm Boulevard) beginning at South 129th East Avenue running
to the western edge of the road. The eastern edge of the property line extends beyond the interior
road on the western side of the Oklahoma Cancer Specialists building and runs northeast back to
East 48th Street. The northern boundary includes but does not extend beyond the road medians.
The western boundary is indicated by the tree line, and a fence is erected along the southern
boundary bordering the greenspace next to the Broken Arrow Expressway.
Growing Season: Seller and the site's Department Representative will determine the site's growing
season dates annually. Weekly, biweekly, and monthly services may shift to an as-requested basis
outside of the determined growing season at the Department Representative's discretion and also
during periods of extreme drought, heat, precipitation, and/or Ozone Alert days during the growing
season.
Work Hours and Traffic Control: Work hours shall be at the discretion of the Seller provided the
operations do not interfere with normal traffic or disrupt the public peace. Interference with the public
shall be kept to a minimum. The Seller is required to provide signage for all work on the street right-
of-way, and it shall conform with The Manual of Uniform Traffic Control Devices. All signage costs
shall be included in the Bid price.
Mowing: Mowing service shall be performed weekly during the site's determined growing season.
Weekly services may shift to an as-requested basis outside of the determined growing season at the
Department Representative's discretion and also during periods of extreme drought, heat,
precipitation, and/or Ozone Alert days during the growing season. No mechanized work is to be
performed on Ozone Alert days.
Grass shall also be kept from overgrowing irrigation sprinkler heads. Mowing patterns should be
routinely altered to help reduce soil compaction, scalping and weed invasion. Care shall be taken
to avoid damage by mowers to tree trunks, irrigation heads and any other utilities, facilities or
structures within or adjacent to turf areas. Any damage caused by Seller's negligence shall be
repaired by Seller at Seller's expense.
Collection of grass clippings is required only to prevent grass clumps from being left on the turf. A
mulching mower may be used when an acceptable appearance is obtained (no clumps or excessive
grass left behind). No clippings shall be discharged towards or into: mulch or stone beds, pavement,
walkways, buildings or the pond, etc. All paved surfaces (walkways, driveways, streets, and curbs)
shall be blown clear of debris before leaving.
Mowing height shall be determined by best practice for the type of grass currently installed and both
season and weather variables. A uniform and neat appearance is to be maintained at all times.
Edging Walkways and Curbs: Walkway and curb edging service shall be performed on a biweekly
basis.
Debris Clean-Up: Clean-up service is to be performed weekly during the site's determined growing
season. Litter and Hazard removal shall be done weekly prior to each mowing service. The campus
will be cleaned of litter, debris, dead limbs, broken glass, etc. Hazardous conditions shall be reported
to the Department Representative immediately. All debris from shrub trimming, bed maintenance,
hedge trimming, tree pruning, and leaf litter is to be removed from the site by Seller.
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TAC 1404 | Public Safety Center Groundskeeping | Issue Date: 05/14/2026
Shrub Trimming and Ongoing Bed Maintenance: Shrub trimming service is to be performed
monthly during the site's determined growing season. Shrubs are to be trimmed to a uniform height
and shape. All bedding areas, including the ornamental stone beds, will be weeded and cultivated.
Ongoing bed maintenance service shall be performed on a biweekly basis or as needed to maintain
a neat appearance.
Hedge Trimming: Hedges shall be trimmed frequently to keep pace with the growth rate of the
plantings. All formal hedges, separate from shrubs, shall be pruned at least twice per growing
season. All trimmings and debris shall be removed and disposed of off-site.
Mulch Application: A minimum of one inch of mulch will be applied to all mulch bed areas during
the spring planting. If necessary, additional mulch may be added in the fall to maintain the one-inch
mulch ground cover. Mulch tree rings shall be applied at a depth of 2" to 4" of mulch annually in the
spring and refreshed in the fall ensuring that the mulch remains 2" - 3" away from the trunk. Mulched
beds and tree rings are to be edged when applying mulch in the spring and during the fall mulch
refresh.
Seasonal Flowers and Plants: Sufficient flowers and bedding plants will be planted to accentuate
the current array of shrubbery in site specific beds subject to the Department Representative's
approval. This occurs in both spring and fall.
Irrigation System: The irrigation system will be started and inspected at the beginning of the
season. The irrigation pipe system is original to the building, and the controller system is Rain Bird
brand. The controller system is two to three years old. Department Representative must approve
maintenance repairs, not caused by Seller damage, before proceeding. Seller is responsible for
repairs, at no cost to the City, caused by damage incurred by their employees or equipment when
performing the Bid services. There shall be a second inspection of the system prior to the irrigation
system being shut down in the fall.
Hardscape Areas: Weeds found in hardscape concrete, asphalt, or other paved surface cracks
shall be sprayed with a broad-spectrum herbicide as needed.
Weed Control, Pesticides and Fertilizers: The mandatory chemical/pesticide applications that are
needed are two pre-emergent treatments and two post-emergent treatments. Up to two turf fertilizer
applications may be applied at the discretion of the Department Representative.
Any other chemicals, herbicides (weed killers), insecticides, fungicides or fertilizers must be pre-
approved in writing by the Department Representative before treatment is applied. Any deviation
from the recommended program must be approved, in writing, by the Department Representative
before any application is made. If granular fertilizer is applied, all hardscape areas must be blown
off to remove granules. This is particularly important if the application contains iron as this may stain
the hardscape surface when the granules get wet.
All vegetation control chemicals must be approved by the Environmental Protection Agency and the
State of Oklahoma for the specified use and shall conform to all Local, State, and Federal
Regulations. Material Safety Data sheets for all chemicals specified herein shall be available and
supplied at the time of application. Low-pressure nozzles are required as are drift control agents.
The City reserves the right to take a sample of the tank mix at any time to confirm the correct type
and quantity of chemicals. Failure of the sample to meet specified standards will result in re-
application of chemicals at the City's chosen time. More than one sample failing to meet
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TAC 1404 | Public Safety Center Groundskeeping | Issue Date: 05/14/2026
specifications will result in cancellation of the Purchase Agreement without compensation. Seller
will pay testing fees on any sample that fails to meet specifications.
The Seller shall be responsible for all the appropriate reports, forms, or application records to the
Oklahoma Department of Agriculture. In addition, the Seller must submit to the City the following
report:
Date, time, and location of application(s)
Applicator's name and license number
Herbicide used and application rate
Weather conditions including wind speed, direction, and temperature
Prohibited Practices:
Application of herbicides containing Arsenate compounds and/or Phenoxy Herbicides to City
property is strictly prohibited.
Using chemicals which are toxic to human, fish, and animals in the concentrations applied.
Using such chemicals that produce or create foul odors that may be objectionable or
obnoxious to the general public on areas in which this work is done.
Operation of spray equipment when wind velocity exceeds ten (10) mph. Seller will use every
precaution to prevent spray from drifting onto private property or other areas adjacent to
control sites.
Pond Maintenance: The campus includes a pond (approximately 3 acres) with terraced areas and
a recirculating pump fountain. At no time can landscape debris be discharged, directed toward,
or blown into the pond. Seller shall treat algae blooms, which may include stocking the pond with
algae eating carp, scooping the algae with large skimmers or by chemical application. If treating
algae bloom with chemical application, Oklahoma Pesticide Applicator License Category 5 must be
current and on file with contract. MSDS sheets shall be provided and on file for products being used.
Recirculating pump fountain make/model/type is unknown at this time.
Algae treatment will only be done as needed.
The work may not be sub-contracted to any other company or individual without requesting
such in writing and receiving prior written consent from the Department Representative.
Any sub-contractor approved by the City shall meet the same requirements of these
Specifications (insurance, licensing, performance, applicable bonds) as the Seller.
Tree Pruning: Seller shall prune trees to their intended growth form and remove dead, broken,
and/or crossing over branches. Early flowering trees shall be pruned immediately after flowering to
encourage next year's bud growth.
All trees shall be pruned annually in the winter by qualified personnel using horticultural sound
methods and approved techniques. Excessive pruning, stubbing back, or topping is not permitted.
All pruning cuts shall be made beyond, and close to, the branch collar ring. Trees shall be cleanly
cut with no tearing of the bark. Shearing or "Lolli popping" is not permitted unless specifically
approved by the Department Representative.
Safety Clearance on Trees - Trees should be maintained to achieve an eight (8) foot clearance for
all branches over walkways and within the landscaped areas and fourteen (14) foot clearance for
branches overhanging beyond curb lines into the paved section of roadways to maintain safe
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TAC 1404 | Public Safety Center Groundskeeping | Issue Date: 05/14/2026
vehicular and pedestrian visibility, clearance and access to prevent or eliminate hazardous
situations. Trees shall be trimmed to prevent encroachment onto private property.
All limbs two (2) inches or greater in diameter shall be undercut to prevent splitting.
All trees shall be thinned of smaller limbs to distribute the foliage evenly and suckers shall be
cut flush with the trunk or limb.
No stubs will be permitted.
Broken and hanging limbs below fourteen (14) feet in height shall be removed. If broken and
hanging limbs are above fourteen (14) feet, Seller shall notify Department Representative
immediately.
Spring and Fall Clean Up: At the beginning of the growing season, Seller shall tidy the campus
prior to the first mowing service. At the end of the growing season, Seller shall remove leaves after
the first fall and any tree debris and/or landscaping debris. A second and final leaf clean-up will be
done once all leaves have dropped.
Snow Removal and Ice Melt Application: Snow removal services, including in clearing the parking
lots and East State Farm Boulevard South, will be handled by the snow removal contractor. Ice melt
supplies and application will be handled by City staff.
Tree Removal: Any dead or fallen trees will be removed as needed after permission is
granted by the Department Representative. This is to be billed at the Miscellaneous Service
hourly rate.
Miscellaneous Service: An hourly rate will be established for all other work requested of the Seller
by the Department Representative in keeping with typical Groundskeeping and Landscaping
services such as but not limited to leaf removal, tree limb removal, etc. All miscellaneous service
projects must be quoted and approved by the Department Representative prior to work commencing.
Damaged Property: Seller shall notify the Department Representative of any damaged plant
materials prior to mowing service and the Department Representative will determine the degree of
damage. Repairs and/or replacement of plant or turf materials are subject to the Department
Representative's approval first.
Seller will be responsible for repairs and/or replacement of plant materials that were damaged by
their employees or equipment during the performance of Bid services. This also includes but is not
limited to any damage (chemical or mechanical) to fences, irrigation system components, newly
planted trees/shrubs, flowerbed borders, existing trees, etc., which are the responsibility of the Seller
and shall be restored to their original condition at no added cost to the City of Tulsa. The Department
Representative shall be notified of and inspect the damage prior to Seller restoring items to their
original condition.
Equipment: The Seller must have the necessary equipment to perform the work. An equipment list
is required to be submitted with Seller's bid response.
Safety Program: Bidders shall have a formal written safety program and provide a copy of that
program along with their Bid.
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TAC 1404 | Public Safety Center Groundskeeping | Issue Date: 05/14/2026
Specification Attachment Checklist:
In addition to the items required for the Bid as listed on the checklist at the end of the IFB, use the
following checklist to ensure You have provided all required attachments based on the
Specifications. Bids submitted by the Seller must include the following attachments, as required by
the Specifications:
Equipment list
List of crew performing work on-site including full names, any aliases, and dates of birth
Copy of Seller's formal written Safety Program
Current Oklahoma Pesticide Applicator License(s)
Secondary Or Back-Up Source:
The City reserves the right to purchase from a secondary or back-up source to be used in the event
of failure of the primary source(s) ability to supply the full needs of the City.
Service Period: The service period will be approximately 12 months.
Contract renewals: The following documents are required to be submitted annually with contract
renewals.
Updated equipment list
Updated list of crew performing work on-site including full names, any aliases, and dates of birth
Any updates to Seller's formal written Safety Program
Current Oklahoma Pesticide Applicator License(s)
Updated Certificate of Insurance
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TAC 1404 | Public Safety Center Groundskeeping | Issue Date: 05/14/2026
III. BID SUBMISSION INSTRUCTIONS AND INFORMATION
1. Bidder Registration: To ensure timely updates and alerts about business opportunities with the
City, interested Bidders should register as a Bidder with the City. To register, interested Bidders
should complete the City's online vendor registration form (linked here). If You have any
questions, email purchasing@cityoftulsa.org or check the City's "Selling to the City" Website.
2. Pre-Bid Conference: If a pre-Bid conference is required, see the first page for time and location.
Attendance Requirement
Attendance at the Pre-Bid Conference is required to submit a Bid.
Attendance is not required to submit a Bid.
3. Questions and Concerns: As You prepare Your Bid response, You may have questions or points
of clarification around this Solicitation. Any questions or comments about this Invitation for Bid
must be sent via e-mail to the buyer listed on the first page "Assigned Buyer" and be received at
least 10 Days prior to the Bid Submission Date. Please include the IFB Bid number (as
indicated on the title page) on all communications. Bidders may only communicate with the City
through the Assigned Buyer - communication with other City staff could result in disqualification.
4. Issuing of Addenda: The City may addend or amend its IFB at any time before the Bid
Submission Date. In addition to registering as a Bidder with the City, Bidders can check the
"Purchasing Bid Opportunities & Results" page on the City Website for the latest updates (linked
here). Any such amendments shall become a part of the Agreement. You must acknowledge
receipt of any Addenda or Amendments by writing in the issued Addenda numbers on Exhibit A -
Delivery and Pricing. City may reject any Bid that fails to acknowledge any Addenda or
Amendments.
5. Submission and Receipt of Bids: The City requires two completed Invitation for Bids: 1 Original
and 1 Copy. Each must be clearly labeled on the front sheet indicating "Original" or "Copy." Use
the Bidder Checklist to ensure Your Bid includes all required components. If a copy on electronic
media is also required, the box below will be checked.
Electronic Copy is also required.
Bids must be received no later than 5:00 PM (CST) on the Bid Submission Date (see first page)
and delivered to:
City of Tulsa - City Clerk's Office
175 East 2nd Street, Suite 260
Tulsa Oklahoma 74103
Bids must be sealed and either mailed or delivered. The package, container, or envelope should
contain both of Your completed Bids, the original and the copy. Please use the provided label
on the last page of this IFB to clearly write the Bidder's legal name and Bid number on the outside
of the package, container, or envelope. No faxed or emailed Bids will be considered.
Bids received after the stated date and time will not be accepted. The timestamp clock located
at the City Clerk's Office on the second floor of City Hall at 175 East 2nd Street, Suite 260, Tulsa,
Oklahoma, 74103 is the City's official bid clock for this IFB. Timeliness of Bid submittals will be
determined using only this clock.
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TAC 1404 | Public Safety Center Groundskeeping | Issue Date: 05/14/2026
Exceptions to Timeliness Requirement
The Purchasing Agent, at his/her sole discretion, may make exceptions only for the following
reasons:
City Hall closed for business for part or all of the day on the date the response was due;
If the Purchasing Agent deems it appropriate due to large-scale disruptions in supply chains
and the transportation industry that may have prevented delivery as required;
If documented weather conditions caused the late delivery. You must provide documentation
of such weather to the satisfaction of the Purchasing Agent.
In the event that the Bid submittal is delivered after the time specified and does not meet the
exceptions listed above, the Bid will not be accepted and the submittal envelope will not be
opened.
The City will not be liable for delays in delivery of Bids to the City due to handling by the U.S.
Postal Service, or any other type of delivery service. The City reserves the right to postpone the
date and time for submittal of Bids at any time prior to the Bid Opening Date or to delay or
reschedule the Bid Opening Date for its own convenience.
The City reserves the right to cancel, revise, or amend this IFB and associated bidding
documents up to the time specified for receipt of Bids.
6. Bid Opening: All Bid openings are public and take place at 8:30 a.m. Thursday, the day after
Bids are due. The Bid openings are held in the City of Tulsa Council Meeting Room, 175 East
2nd Street, 2nd Floor, Tulsa, Oklahoma.
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