Annual Lawn Maintenance and Landscaping Services

The City of Waxahachie is soliciting sealed proposals from qualified service providers (“Contractor”) to furnish comprehensive lawn maintenance and landscaping services under an annual contract. The contract will be awarded to the Contractor whose proposal represents the best value to the City of Waxahachie. The City anticipates awarding the contract for the Fiscal Year 2027 (FY27) budget period, which begins October 1, 2026.

Background

Proposals must include pricing for High Profile Properties, Low Profile Properties, and Indefinite Delivery/Indefinite Quantity (IDIQ) services. IDIQ pricing shall accommodate the addition, removal, or modification of service locations throughout the contract term, as operational needs evolve. Potential new locations may include newly constructed City facilities, recently acquired properties, annexed areas, or other sites designated by the City.

Services will be provided at more than ninety (90) City-owned locations, including right-of-way properties. This solicitation includes exhibits for each location in the attachments, as well as a link to an interactive GIS map identifying all service locations.

Project Details

• Reference ID: 2026-03-02
• Department: Parks & Recreation
• Department Head: Kyle Cooper (Senior Director of Parks & Recreation)

Important Dates

• Questions Due: 2026-04-15T15:00:29.098Z
• Pre-Proposal Meeting: 2026-04-09T15:00:00.000Z — TEAMS Meeting Link: https://teams.microsoft.com/meet/25994684907880?p=cSWrwM0voieuxlFl0S TEAMS Meeting ID: 259 946 849 078 80 Meeting Passcode: nA7Vu7f8 Dial In: 1-469-998-7643 Dial In: Conference ID: 374 077 25#

Addenda

• Addendum #1 (released 2026-04-09T16:00:07.637Z) —

  The City of Waxahachie is hereby issuing this said Addendum # 1 for the above-noted RFP. This Addendum serves to clarify and revise the information in the original solicitation document.

  This Addendum shall be considered as a part of the solicitation document. Respondents are hereby notified that they shall make any necessary adjustments in their estimates as a result of this Addendum.

  The Respondent must acknowledge the Addendum either electronically through OpenGov or they may include this signed addendum with their final proposal.

  CHANGE TO SOLICITATION:

  1. Changes to the Quantities of Low Profile locations & Unit of Measure in the IDIQ Tables.

  2. Revised High Profile Exhibit for the Police Station

• Addendum #2 (released 2026-04-16T02:00:22.394Z) —

  The City of Waxahachie is hereby issuing this said Addendum # 2 for the above-noted RFP. This Addendum serves to clarify and revise the information in the original solicitation document.

  This Addendum shall be considered as a part of the solicitation document. Respondents are hereby notified that they shall make any necessary adjustments in their estimates as a result of this Addendum.

  The Respondent must acknowledge the Addendum either electronically through OpenGov or they may include this signed addendum with their final proposal.

  Questions & Answers Report

Evaluation Criteria

• Cost (50 pts) —

  Cost will be evaluated based on a mathematical formula comparing the total cost to the other proposers' total cost.

• Experience and Qualifications (20 pts) —

  The company should be a well established business with applicable experience. This evaluation will also consider the requirement of providing a Commercial Pesticide Applicator License issued by TDA and a TCEQ Irrigation License.

   
• Approach to Provide Services (20 pts) —

  This shall include, but is not limited to, the quality of services proposed, the staffing approach, equipment list, service schedule, and response time and method used to address any issues reported.

• References (10 pts) —

  References from municipalities and/or other governmental agencies with properties of similar size and scope are preferred.

Submission Requirements

• Authorized Respondent’s Information
• Authorized Official's Contact Information (required) —

  Please provide the contact Information of the authorized official submitting this response. 

  -Legal Name

  -Title

  -Email Address

  -Phone Number

• Response Confirmation (required) —

  By clicking "Please confirm" below, hereon affixed, the respondent declares they have read this solicitation entirely and with full knowledge of the requirements, does hereby agree to furnish the services in full accordance with the requirements of this solicitation if selected.

  Confirming also indicates the following:

  • Person or person’s interest in this solicitation as principals are those named herein.
  • I (we) have carefully examined the contents of this solicitation, and its requirements, and agree to the terms stated herein.
  • The respondent acknowledges the Conflict of Interest Clause and agrees to follow the necessary requirements.

  The undersigned represents that they are authorized to bind the Respondent to fully comply with the terms and conditions of this solicitation's requirements.

• Conflict of Interest Questionnaire (required) —

  Please download the document below and upload the completed questionnaire.

• Company Information
• Please provide your company's most recent signed W-9 (required) —

  Please download the below documents, complete, and upload.

• Full Legal Company Name (required)
• Principal Place of Business Address (required)
• Principal Place of Business Phone Number (required)
• Company Website URL
• Person Authorized to negotiate and sign contracts with the city (if different than the Authorized Contact Provided)
• Number of years in business working on similar types of project? (required)
• State and Date of Incorporation, Partnership, or Ownership Established? (required)
• Are you a certified Small Business (SBE), Disadvantaged Business Enterprise (DBE), or Historically Under-utilized Business (HUB)? (required)
• Cooperative Purchasing
• The City of Waxahachie has established several government entity interlocal agreements. Should any of these Government Entities desire to utilize this contract, would you offer the same terms, conditions,specifications, and pricing to that entity? * (required)
• Experience & Qualifications
• Please provide a summary of your experience and qualifications in Landscape and Maintenance services. (required)
• Please provide a list of your equipment that will be utilized in these services. (required)
• Please describe your response time for standard services during normal business hours & in the event of an emergency when the City is in need of your services. (required)
• Please upload your Commercial Pesticide Applicator License issued by TDA. (required)
• Please upload your TCEQ Irrigation License (required)
• References —

  Please provide four (4) references who can verify the quality of service your company provides. The City prefers references from customers/governmental entities with a scope of work similar to the project mentioned in this solicitation in which the respondent has worked in the past three years.

  • Company Name Work Was Completed For:
  • Company Location:
  • Time Period Service was Provided:
  • Contact Person and Title:
  • Phone:
  • Email:
  • Description of Contracted Services:
• Reference 1 (required)
• Reference 2 (required)
• Reference 3 (required)
• Reference 4 (required)
• Claims and Suits
• Has your organization ever failed to complete any work awarded to your company? (required)
• Are there any judgments, claims, arbitration proceedings, or suits pending or outstanding against your organization or its officers? (required)
• Has your organization filed any lawsuits or requested arbitration regarding awarded contracts within the last five years?
• If you have answered "Yes" to any of the claim and suit questions, please provide supplemental information/documents here.
• Additional Information from Respondent (Optional)
• Please include any additional references, marketing material, or supporting documentation to justify the respondent's qualifications for this project for review with your submittal.
• What type of solicitation are you requesting? (required) —

  If the one-time cost or estimated annual cost of the contract is over $50,000, we will not be allowed to request quotes unless the contract will based on co-op pricing. 

• Which staff members do you anticipate will be included in the evaluation committee? (required)
• Which evaluation criteria sections will be evaluated for this project? (required)
• Which type of project will this solicitation be for? (required)
• Is this construction project vertical or horizontal? (required)
• Will this solicitation be for a one-time project/project or an annual contract? (required)
• What is the desired completion date for this project? (required)
• Which annual contract option would best fit this contract? (required) —

  Our standard contract renewal option is a one-year term, with 4 one-year renewal options so that if there are any issues with the contract, we are not locked in for multiple years. 

• Project Funding
• What is the anticipated cost or annual spend for this contract? (required)
• Have the funds for this project been approved? (required)
• Which Fund, Dept, and GL Account, as well as the Project Number if applicable, will be used for this project? (required)
• In which Fiscal Year will these funds be available? (required)
• Will any of the special funds below be used for this project? (required)
• Have the funds been received or when do you anticipate receiving the funds? (required)
• Have you attached the grant approval and grant checklist as an attachment? (required)
• Solicitation Timeline
• What is your desired solicitation post date? (required)
• Will there be a pre-bid/proposal meeting for this solicitation? (required)
• Will the pre-bid/proposal meeting require mandatory attendance from the contractors? (required)
• What is your desired contract award date? (required)
• Contractor Qualifications
• Are there minimum qualification requirements for the contractor that should be included in the solicitation? (required)
• What are the minimum qualifications required by the contractor? (required)
• Will the contractor be required to provide a copy certain licenses or certifications with their response? (required)
• Will the contractor need internal access to city facilities? (required)
• Will background checks need to be required and provided by the contractor? (required)
• Is there a Disadvantaged Business Enterprise (DBE) requirement? (required)
• What is the DBE percentage required for the solicitation? (required)
• Is a Bid Bond Required? (required)
• What is the percentage of the bid bond? (required)
• Will liquidated damages be included in this solicitation? (required)
• What is the cost per day for liquidated damages? (required)
• Will this project involve software implementation or IT's services? (required)
• Contract Start Date —

  Answer format: Month DD, YYYY

  Example: May 01, 2024

• Contract End Date —

  Answer format: Month DD, YYYY

  Example: April 30, 2027

• Contract Term —

  Answer Format: xxx (x) years

  Example: three (3) years

Questions & Answers