Tree clearing, mulching, brush removal, and ROW maintenance services

REQUEST FOR SEALED PROPOSALS
For
Project Title: Tree Clearing, Mulching, and ROW Maintenance
Services
RFP No. 26-05 Tree Clearing, Mulching, and ROW Maintenance
Services
Issued: April 6, 2026
Pre-Submittal Conference: April 16, 2026, 10:00am CST Local Time
Proposal Submission Deadline: April 30, 2026, 1:00pm CST Local
Time
NO LATE PROPOSALS SHALL BE ACCEPTED
Page 1 of 30

RESPONSES SHALL BE DELIVERED Or RESPONSES SHALL BE MAILED TO:
SEALED TO:
CITY OF LAGO VISTA CITY OF LAGO VISTA
City of Lago Vista City of Lago Vista
5803 Thunderbird St. P.O. Box 4727
Lago Vista, Texas 78645 Lago Vista, Texas 78645
PRE-SUBMITTAL CONFERENCE WILL NAME AND ADDRESS OF
BE HELD VIA : COMPANY SUBMITTING
PROPOSALS:
April 16, 2026 at 10:00 AM CST
At 5803 Thunderbird Street
Lago Vista, TX 78645
City Council Conference Room
FOR ADDITIONAL INFORMATION Contact Person:
REGARDING THIS RFP PLEASE
CONTACT: Title:
Eric De La Cruz
Phone: ( ) _ Fax: ( )
eric.delacruz@lagovistatexas.gov
_
Email:
RETURN THIS COVER SHEET AS
INTENT RESPONSE TO:
Charles West
City Manager
City of Lago Vista
5803 Thunderbird Street Lago
Signature:
Vista, Texas 78645
Printed:

REQUEST FOR SEALED PROPOSALS
The City of Lago Vista is requesting sealed proposals and unit-price proposals from qualified
companies/individuals to provide tree clearing, mulching, brush removal, and right-of-way
(ROW) maintenance services on an as-needed basis throughout the City.
Services may be required for public streets, drainage easements, utility easements, parkland,
undeveloped City-owned parcels, and other locations as identified by the City.
An optional pre-submittal conference will be held on Thursday April 16, 2026 at 10:00 A.M. at
5803 Thunderbird Street, Lago Vista, Texas 78645 in the City Council Conference Room.
The City intends to award one or more contracts to firms determined to be the most qualified
and responsive based on experience, pricing, and ability to meet the City's needs.
1.0 SUBMISSION OF PROPOSALS
Proposals shall be submitted through one the following options: by mail to City of Lago
Vista, P.O. Box 4727, Lago Vista, TX, 78645, City of Lago Vista 5803 Thunderbird St.
Lago Vista, TX 78645 or SEALED in person at City Hall, 5803 Thunderbird, Lago
Vista, TX, 78645. All materials shall be easily printed on standard 8.5 x11 paper.
1.1 Facsimile transmittals or offers communicated by telephone will not be accepted or
considered.
1.2 If the proposer desires not to submit a Proposal at this time, but wishes to
remain on the commodity notification list, please submit a "No Quote"
response (same time/location). The City of Lago Vista is always very conscious
and extremely appreciative of the time and effort expended to submit a
proposal. However, on "No Quote" responses please communicate any
qualification requirement(s) which may have influenced your decision to "No
Quote."
1.3 If a response is not received in the form of a "Request for Proposal" or "No Quote"
for three (3) consecutive proposals, Proposer shall be removed from said
notification list. However, if you choose to "No Quote" at this time but desire to
remain on the notification list for other commodities, please state the specific
product/service for which your agency wishes to be classified.
2.0 DELIVERY OF PROPOSALS
Submittals must be received no later than 1:00 p.m., April 30, 2026. The submitting
Proposer is responsible for the means of delivering the Proposal to the location listed in
paragraph 1 on time. Delays due to any instrumentality used to transmit the Proposals
including delay occasioned by the Proposer or faults in email delivery will be the
responsibility of the Proposer. Proposals must be completed and delivered in sufficient time
to avoid disqualification for lateness due to difficulties in delivery. The time and date
recorded on the envelope of the submittal is the official clock for determining whether
submittals are submitted timely. Proposals will not be opened until after the submittal
deadline. City Staff may confirm receipt of submissions upon request but will not open or
otherwise confirm completeness of submissions until after the passage of the submittal
deadline. Late Proposal documents and Unsealed Proposals will not be accepted under
any circumstances.

3.0 PROPRIETARY INFORMATION
3.1 If a Proposer does not desire proprietary information in the Proposal to be disclosed,
it is required to identify all proprietary information in the Proposal. This
identification will be done by individually marking each page with the words
"Proprietary Information" on which such proprietary information is found. If the
Proposer fails to identify proprietary information, it agrees that by submission of
its Proposal those sections shall be deemed non-proprietary and made available upon
public request.
3.2 Proposers are advised that the City, to the extent permitted by law, will protect the
confidentiality of their Proposal. Proposer shall consider the implications of the
Texas Public Information Act, particularly after the RFP process has ceased and the
Contract has been awarded. While there are provisions in the Texas Public
Information Act to protect proprietary information, where the Proposer can meet
certain evidentiary standards, please be advised that a determination on whether
those standards have been met will not be decided by the City of Lago Vista, but
by the Office of the Attorney General of the State of Texas. In the event a request
for public information is made, the City will notify the Proposer, who may then
request an opinion from the Attorney General pursuant to 552.305, Texas
Government Code. The City will not make a request to the Attorney General.
4.0 COMPLETION OF RESPONSES
4.1 Information presented in the Proposals will be used to evaluate the professional
proposals of the Proposer(s) and to determine the Proposer(s) which will be selected
to provide services to the City.
4.2 Responses shall be completed in accordance with the requirements of this RFP.
Statements made by a Proposer shall be without ambiguity, and with adequate
elaboration, where necessary, for clear understanding.
5.0 CLARIFICATIONS AND ISSUANCE OF ADDENDA
5.1 Any explanation, clarification, or interpretation desired by a Proposer regarding any
part of this RFP must be requested from the City of Lago Vista at least three (3)
days prior to the published submission deadline, as referenced in Section
2.0 of this RFP.
5.2 If the City, in its sole discretion, determines that a clarification is required, such
clarification shall be issued in writing. Interpretations, corrections, or changes to
the RFP made in any other manner other than writing are not binding upon the City,
and Proposers shall not rely upon such interpretations, corrections or changes. Oral
explanations or instructions given before the award of the Contract are not binding.
5.3 Requests for explanations or clarifications should be submitted via email to
Eric.DeLaCruz@lagovistatexas.gov. Emails must clearly identify the RFP Number
and Title.

5.4 Any interpretations, corrections or changes to this RFP will be made by addendum.
Sole issuing authority of addenda shall be vested in the City of Lago Vista.
Proposers shall acknowledge receipt of all addenda within the responses.
6.0 WITHDRAWAL OF PROPOSALS
A representative of the company may withdraw a Proposal at any time prior to the RFP
submission deadline, upon presentation of acceptable identification as a representative of
such company.
7.0 AWARD OF CONTRACT
7.1 It is understood that the City reserves the right to request additional information,
waive immaterial errors or omissions, to accept or reject any and all Proposals, or to
re-solicit for Proposals, as it shall deem to be in the best interests of the City of Lago
Vista. Receipt and consideration of any Proposals shall under no circumstances
obligate the City of Lago Vista to accept any Proposals. If an award of contract is
made, it shall be made to the proposer offering the most qualified, and responsive
proposal at the best value to the City. In determining the best value for the City, the
City may consider:
7.1.1 the proposal Fees;
7.1.2 the reputation of the proposer and of the proposer's services;
7.1.3 the quality of the proposer 's services;
7.1.4 the extent to which the services meet the municipality's needs;
7.1.5 the proposer 's past relationship with the municipality;
7.1.6 the impact on the ability of the municipality to comply with laws and rules
relating to contracting with historically underutilized businesses and
nonprofit organizations employing persons with disabilities;
7.1.7 the total long-term cost to the municipality to acquire the services; and
7.1.8 any relevant criteria specifically listed in the request for proposals.
7.1.9 For projects over $1.5MM the municipality will attempt to award project to lowest
responsible bidder.
7.2 The City reserves the right to award a single contract or multiple contracts by
section listed in the Scope of Work.

7.3 Tentative Schedule of Events
RFP Release 4/6/2026
Date
Emailed to
Questions
at 5:00
eric.delacruz@lagovistatexas.gov
Submittal 4/27/2026
PM CST
Optional 4/16/2026 at 10:00
At 5803 Thunderbird Street, Lago
Pre- AM CST
Vista, Texas 78645 in the City
Submittal
Council Conference Room.
Conference
Mail or hand deliver SEALED to
Proposal Due 4/30/2026 at 1:00 PM
City of Lago Vista
Date CST
5803Thunderbird
Lago Vista, Texas 78645 or
P.O. Box 4272
Lago Vista, TX 78645
Publicly read aloud in Council
Proposals at 1:00
4/30/2026 Chambers
Opening PM CST
8.0 PERIOD OF ACCEPTANCE
Proposer acknowledges that by submitting the Proposal, Proposer makes an
offer that, if accepted in whole or part by the City, constitutes a valid and binding
contract as to any and all items accepted in writing by the City. The period of
acceptance of proposals is one hundred and eighty (180) calendar days from the
date of opening, unless the Proposer notes a different period.
9.0 TAX EXEMPTION
The City of Lago Vista is exempt from Federal Excise and State Sale Tax;
therefore, tax must not be included in any contract that may be awarded from
this RFP.
10.0 COST INCURRED IN RESPONDING
All costs directly or indirectly related to preparation of a response to the RFP
or any oral presentation required to supplement and/or clarify a Proposal which
may be required by the City shall be the sole responsibility of and shall be borne
by the participating Proposers.
11.0 NEGOTIATIONS

The City reserves the right to negotiate all elements that comprise the successful
Contractor's response to ensure that the best possible consideration be afforded
to all concerned.
12.0 NON-ENDORSEMENT
If a Proposal is accepted, the successful Proposer, hereinafter "Contractor,"
shall not issue any news releases or other statements pertaining to the award or
servicing of the Contract that state or imply the City of Lago Vista's
endorsement of the successful Proposer's services.
13.0 UNAUTHORIZED COMMUNICATIONS
After release of this solicitation, Proposers' contact regarding this RFP with
members of the RFP evaluation, interview or selection panels, employees of the
City or officials of the City other than the City Manager, Buyer, or as otherwise
indicated is prohibited and may result in disqualification from this procurement
process. No officer, employee, agent or representative of the Proposers shall
have any contact or discussion, verbal or written, with any members of the City
Council, members of the RFP evaluation, interview, or selection panels, City
staff or City's Contractors, or directly or indirectly through others, seek to
influence any City Council member, City staff, or City's Contractors regarding
any matters pertaining to this solicitation, except as herein provided. If a
representative of any Proposers violates the foregoing prohibition by contacting
any of the above listed parties with whom contact is not authorized, such contact
may result in the Proposers being disqualified from the procurement process.
Any oral communications are considered unofficial and non-binding with
regard to this RFP.
14.0 PROJECT BACKGROUND
The Lago Vista is a growing community located in Travis County along the
north shore of Lake Travis. The City encompasses approximately 16.7 square
miles of land area and maintains an extensive transportation network
consisting of over 100 miles of public streets and roadways.
Due to the City's terrain, vegetation density, and continued growth, ongoing
right-of-way (ROW) maintenance is essential to ensure safe travel conditions,
maintain visibility, protect infrastructure, and support drainage functionality.
Many roadways are bordered by natural vegetation, undeveloped land, and
easements that require periodic clearing and maintenance.
The City routinely performs maintenance activities across its roadway
network, drainage corridors, utility easements, and City-owned properties.
These efforts are critical to preserving public safety, preventing stormwater
obstruction, and maintaining access for utilities and emergency services.
15.0 SCOPE OF WORK
The selected contractor(s) shall provide labor, equipment, supervision,
and materials necessary to perform the following services, including but

not limited to:
A. Right-of-Way and Easement Clearing
a. Clearing of trees, brush, and vegetation within public ROWs
and easements
b. Selective clearing to maintain sight distance, drainage
conveyance, and utility access
c. Removal of downed trees and storm-damaged vegetation
d. Trimming and removal around utilities, fences, and drainage
features
B. Mulching and Grinding
a. On-site mulching of cleared vegetation using forestry
mulchers or similar equipment
b. Mulch depth and finish consistent with City direction
c. Disposal or redistribution of mulch as directed
C. Land Clearing (City-Owned Property)
a. Clearing of undeveloped parcels for drainage, access,
infrastructure projects, or maintenance
b. Selective or full clearing depending on task order
c. Preservation of designated trees or vegetation where required
D. Restoration and Cleanup
a. Removal of debris not suitable for mulching
b. Restoration of disturbed areas as directed (grading,
smoothing, seed, or stabilization if required)
c. Protection of adjacent private property
Task Orders
Work will be authorized through written task orders issued by the City. Each task
order will define:
* Location and limits of work
* Scope and clearing requirements
* Pricing method (LF, SF, acre, or lump sum based on unit prices)
* Schedule and completion timeline
16.0 QUALIFICATIONS
Proposing firms must demonstrate:
* Experience performing municipal ROW and land clearing projects
* Ownership or access to appropriate clearing and mulching equipment
* Familiarity with working around utilities and drainage infrastructure
* Ability to mobilize quickly for routine or emergency work
17.0 SUBMITTALS

In order for your submittal to be considered, the following information should
be submitted with your proposal:
1) Pricing Structure
Proposers shall submit unit pricing based on the following categories. The City
may use one or more pricing methods depending on the task:
Linear Foot (LF) Pricing
* ROW or easement clearing (by width category, if applicable)
* Drainage ditch or channel clearing
Square Foot (SF) or Acre Pricing
* Land clearing of City-owned parcels
* Large-area mulching operations
Hourly Rates (Optional)
* Emergency or specialty work not suited to unit pricing
Unit prices shall be all-inclusive, including labor, equipment, mobilization,
fuel, insurance, and overhead. No minimum quantities are guaranteed.
2) Firm Information
* Legal name, address, and contact information.
3) Relevant Experience
* Description of similar municipal or utility-related projects.
4) Pricing Proposal
* Completed unit price schedule.
5) References
* Minimum of three (3) municipal or governmental references.
6) Insurance and Certification
* Proof of required or statement of ability to comply.
18.0 PROPOSAL EVALUATION PROCESS
* The City anticipates selecting Proposer(s) that will be recommended to
the City Council for award of a contract to provide the requested services
to the City of Lago Vista.
* The City reserves the right to reject any or all proposals
19.0 BEST AND FINAL OFFER
The City reserves the right to request a best and final offer from any or all

companies. Discussions in accordance with the terms of a request for proposals
and with regulations adopted by the governing body of the municipality may be
conducted with Proposers who submit proposals and who are determined to be
reasonably qualified for the award of the contract. Proposers shall be treated fairly
and equally with respect to any opportunity for discussion and revision of
proposals. To obtain the best final offers, revisions may be permitted after
submissions and before the award of the contract. The City also reserves the right
to reject any or all proposals, with or without cause, re-issue the RFP, or proceed
in any manner determined to be in the best interest of the City.
Attachment "A" Follows