INTRODUCTION: Texas A&M AgriLife Beaumont Research and Extension Center is requesting bids for landscaping and mowing maitenance services. Bidder shall offer a unit price response for each line item in this bid. Please read the terms and conditions carefully. If you would like additional information concerning our purchasing procedures, please contact: Mikayla Hancock, CTCD Buyer III Phone:
+1 (555) 000-0000 Email:
contact@example.gov HUB SUBCONTRACTING WEBINAR: An HSP pre-bid webinar is scheduled for Monday, April 13, 2026, at 10:00 a.m. (central time). Please refer to the HUB Subcontracting Instructions document (located in the Buyer Attachments section) for additional information, including the meeting link. BID OPENING INFORMATION: Bids will be opened virtually via a Microsoft Teams meeting at the date and time specified. Bidders and/or their representative(s) may attend the bid opening if desired. After the bids have been evaluated, the vendor receiving a bid award from this solicitation will be issued a purchase order. Please see the Bid Opening Information document for meeting information. TERMS AND CONDITIONS: By submitting a bid, the bidder agrees to comply with all Agency terms and conditions. These supersede any other terms and conditions issued by the bidder. GOVERNING LAW: Any contract resulting from this bid solicitation shall be construed and governed by the laws of the State of Texas. PAYMENT TERMS: Net 30 days after services are rendered or receipt of correct invoice, whichever is later. DELIVERY: Any bid submitted should include estimated delivery time for the item(s) being offered. QUESTION SUBMISSION METHODS: Any/all questions should be addressed in writing to Mikayla Hancock via the Q&A Board for this invitation to bid or email at
contact@example.gov. When deemed appropriate by the Agency, questions will be answered by bid addendum. BLANKET ORDER: The quantity shown on this invitation to bid and any resulting contract (master order) are estimates based on historical usage. Any resulting contract does not represent a guarantee of purchase. All landscaping services will be ordered on an as-needed basis. Any estimated quantities not utilizied by the end of the contract term, December 31, 2026, will be cancelled with no further obligation. Quantities shown for mowing and associated landscaping services are estimates and may be adjusted upward or downward within reasonable limits to accomodate seasonal growth, weather condistions, and site-specific needs. Upon award of a contract, the vendor must load contract pricing in their system with the understanding that all pricing contained herein will be held firm for the contract term. Price increases during this time will not be acceptable. All invoices must reflect the price bid and must reference the purchase order number issued by the Agency. TERM OF CONTRACT: Date of award through December 31, 2026 CONTRACT RENEWALS: Any resulting contract (master order) may be renewed for four (4) additional years, one (1) year at a time, if mutually agreeable to both parties with all the terms and conditions remaining firm. Original Contract: Date of award - December 31, 2026 Renewal 1 of 4: January 1, 2027 - December 31, 2027 Renewal 2 of 4: January 1, 2028 - December 31, 2028 Renewal 3 of 4: January 1, 2029 - December 31, 2029 Renewal 4 of 4: January 1, 2030 - December 31, 2030 PRICE ADJUSTMENTS: Vendors must request price adjustments, writing prior to each renewal date. If a vendor fails to request a CPI price adjustment 30 days prior to the adjustment date (renewal date), the adjustment will be effective 30 days after the Agency receives their written request. No retroactive contract price adjustment will be allowed. Price adjustments will be made in accordance with the percentage change in the U.S. Department of Labor Consumer Price Index for All Urban Consumers (CPI-U, U.S. city average, all items) rounded to the nearest 1/10 of one (1) percent, for the appropriate periods. Price decreases will be calculated in the same manner as price increase adjustments and will be taken automatically by the Agency. The price adjustment rate will be determined by comparing the percentage difference between the CPI in effect for the month of September prior to the contract renewal date each year and the CPI for the month of September the year prior. This figure will be the index point change for the two periods. The index point change is then divided by the CPI for the previous year, then multiplied by 100 to calculate the percentage change. AWARD BASED ON BEST VALUE: The Agency reserves the right to accept or reject any or all bids, to waive informalities and technicalities, to accept the offer considered most advantageous and award the bid based on best value criteria. In determining what is the best value to the Agency, the Agency shall consider any or all of the following: Purchase price The reputation of the vendor and the vendor's goods or services. The quality of the vendor's goods or services. The extent to which the goods or services meet the agency's needs. The vendor’s past relationship with the Agency. The total long-term cost to the Agency in acquiring the vendor’s good or services. The length and coverage of the vendor's warranty. The delivery time.
