Interior Landscaping and Plant Purchase

The City of Dallas (the “City”) is soliciting Bids to establish a five (5) year Indefinite Delivery/Indefinite Quantity (ID/IQ) service price agreement for interior landscape services and landscape plant purchases to be utilized by the City of Dallas. An ID/IQ contract is established when quantities and/or delivery schedules cannot be determined. Services will be ordered on an as-needed basis during the term of this contract.

City Hall (Group 1) Contractor Responsibilities

The Contractor shall:

• Perform all services in accordance with accepted horticultural practices and all applicable laws and regulations.
• Provide trained, uniformed technicians and maintain all certifications and licenses as required.
• Maintain a safe work environment, comply with “City” security protocols, and protect “City” property from damage.
• Maintain accurate records, logs, and reports; submit deliverables in accordance with specified guidelines.
• Obtain prior written approval from the “City” Representative for any removals, replacements, or material changes.

Performance Standards and Service Verification

Timeliness: Perform weekly Service Visits and meet all reporting deadlines in accordance with specified guidelines.

Documentation: Maintain service logs, photo documentation (as requested), and monthly status reports.

The “City” may conduct audits of Contractor performance and require corrective actions within specified timeframes.

Initial Inventory, Walkthrough, and Reporting

Initial Inspection Report: Within ten (10) business days following completion of the Initial Walkthrough/Inspection, the Contractor shall submit a written Initial Inspection Report to the “City.” At minimum, the report shall include:

• A complete inventory of all plants within City Hall and a plant-by-plant condition assessment with a corresponding location list identifying all unhealthy, damaged, or dead plant material.
• Recommendations for removal and/or replacement of plant material deemed unsuitable, unsafe, or non-viable.

Note: No plant removals or replacements may be performed without the “City’s” prior written authorization.

Monthly Service Report (must include):

• Pesticide Application Report detailing products used, species treated, and locations.
• Weekly assessment of services, noting plants serviced and any declining health concerns with proposed suggestions.
• Plant rotation and/or replacement updates.
• Documentation of plant movement by anyone other than the Contractor.
• Documentation of inability to access offices, water, or other resources needed to service plants.

Poinsettia Requirements (Seasonal)

Each contract year, the "City" anticipates procuring six-inch (6") red poinsettia plants. Historically, the "City" has purchased a quantity of seventy-six (76) red poinsettias annually; however, the quantity provided is for planning only and purchase is not guaranteed.

The Contractor shall install poinsettias in accordance with the distribution list provided by the "City" Representative(s). The poinsettias shall be installed on the first Monday following Thanksgiving and shall be removed on the first working day following Christmas.

Submission

To be considered responsive, bids must be submitted electronically through the City’s solicitation portal by the due date and time indicated in the solicitation. All Bidders must scan and upload a copy of their **$100.00** bid security (sealed bid bond, certified check or cashier’s check) as an attachment to their bid.

The system will not accept submittals after the Submission Due Date and Time and hard copies are not permissible.

All documents can be obtained through the City’s solicitation portal at www.dallascityhall.bonfirehub.com.

Award

The City reserves the sole discretion to determine whether a submission is responsive. An award will only be made to a bidder that is considered responsive and responsible under Attachment A: General Terms & Conditions, Award.

A local firm whose bid is within the following percentages may be considered for award over the lowest bidder:

• Three percent (3%) of the lowest bid for a contract valued at greater than $500,000 for goods.
• Five percent (5%) of the lowest bid for a contract valued at less than $500,000 for goods or services.
• Five percent (5%) of the lowest bid for a contract valued at less than $100,000 for construction services.

Term

The commencement date of this contract shall be upon Council approval and contract execution.