Project Information

Bid Title

Building Maintenance & Repair

Issuing Agency

City of Tulsa

Location

Oklahoma

Published Date

Feb 19, 2026

Closing Date

Mar 11, 2026

Government Level

State & Local

Status

Closed

Ref. #

TAC 428E

Original Source

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Project Description

Bid ID:	TAC 428E
Addendum:	0
Bid Due Date:	3/11/2026
Description:	Building Maintenance & Repair
Bid Document:	TAC 428E Building Maintenance and Repair.pdf
Attachments:

Attachment Preview

City of Tulsa

Finance Department

Invitation for Bid (IFB)

TAC 428E

Supplies or Services Requested: Building Maintenance & Repair

Department: Asset Management

NIGP Commodity Code(s): 910-06, 910-14, 910-15, 910-25, 910-51, 910-52,

910-54, 910-65, 910-75, 912-23

Solicitation Schedule

EVENT

IFB Issue Date

DATE

02/20/2026

Pre-Bid Conference

Virtual – Email Buyer for Invite

Deadline for Questions

Submitted to assigned buyer via email.

Bid Submission Date

Either mailed or delivered to City Clerk address. Bids

are open the day after the due date.

02/23/2026 at 09:30 AM CT

03/02/2026

10 Days prior to IFB due date

03/11/2026

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 428E 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 428E | Building Maintenance & Repair | Issue Date: 02/20/2026

I. STATEMENT OF PURPOSE:

1. Overview and Goals

The goal of this solicitation is to secure a source to purchase Building Maintenance and Repair

services for various facilities, service locations, and miscellaneous sites for use by the Asset

Management Department of 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.

IFB Rev 02/2024

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TAC 428E | Building Maintenance & Repair | Issue Date: 02/20/2026

II. SCOPE OF SERVICES AND SPECIFICATIONS

1. Scope of Services

The City of Tulsa (City) is requesting Bids for Building Maintenance and Repair services for the Asset

Management Department.

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 500lbs. 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.

For purposes of the Specifications, “City Representative” shall mean “Asset Management

Representative.”

GENERAL REQUIREMENTS:

 Seller will furnish all labor, equipment, and supplies necessary to respond and remedy

requested repairs and services in a timely manner.

 Seller will respond to emergency work requests on a same day basis and to normal work

requests within three business days.

 Seller may be required to provide service outside of normal business hours to accommodate

City’s operational needs.

 Seller shall be responsible for all applicable inspections, inspection fees, license fees, permit

fees and material costs not pre-approved by the City.

 Copies of all licenses, if required now or in the future, by the State of Oklahoma or the City

of Tulsa, must be provided to City.

 The City reserves the right to exclude certain projects for bidding separately as it deems

appropriate.

 Public improvement projects as defined by State law are not part of this IFB and resulting

agreement.

Building maintenance and repair service includes, but is not limited to the following examples:

 Demolition and construction of interior and exterior walls with both metal and wood

construction materials.

 Demolition, installation and or repair of sheetrock.

 Minor painting work.

 Remove and/or install doors and jambs.

 Demolition and installation of various types of ceiling systems.

 Demolition, construction and renovation of various types of cabinets, counter tops,

bookshelves and other office furniture items.

IFB Rev 02/2024

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TAC 428E | Building Maintenance & Repair | Issue Date: 02/20/2026

 Demolition, installation, or repair of various floor and wall coverings, e.g., tile, paneling,

etc.

 Demolition, installation, or repair of various types of brick and concrete block materials.

 Repair and refinish various concrete surfaces.

SELLER CONTACT REQUIREMENT:

The Seller shall be responsive to all communications from the City Representative. The Seller must

have a phone number at which a representative can be reached or from which the representative

can return a call within thirty (30) minutes, seven (7) days per week. The Seller must also have a

working email address where reports, pictures, and other information can be sent as needed.

COMPLETE THE INFORMATION

REQUIRED IN THE BLANKS

PROVIDED:

Normal Business Hours:

Monday-Friday 8 am to 5 pm

Other than Normal Business

hours:

Contact(s)

Phone

Email

HOURS OF OPERATION:

Normal Business Hours are Monday to Friday from 8:00 am to 5:00 pm. Services performed outside

of those hours are considered as Other than Normal Business Hours.

REPAIR SERVICES:

 Seller shall provide an estimate of material and labor costs for each job assigned under

this Agreement. The Seller must provide the labor hours, labor rate, materials, material

cost, and material markup. City Representative will approve estimates, subject to

availability of funds, prior to work commencing. City Representative will attach a copy of

the estimate to the requisition.

 The City may at its sole discretion, supply needed material. Otherwise, all material

supplied by Seller will be billed based on the material markup bid.

 Special equipment rental charges are permissible with no markup when deemed

necessary to complete a project and are pre-approved in writing by the City

Representative. The Seller will provide copies of all material purchases and equipment

rental costs with each invoice.

 Surfaces that are to be repaired must be prepared in such a manner as to ensure the

surrounding area is not compromised around the repaired space.

 Seller may be requested to provide repairs on a variety of surfaces and materials

including but not limited to sheetrock, siding, wallpaper, concrete, metal, masonry, and

lumber.

 Repair jobs may consist of but are not limited to building interiors, exteriors, furnishings,

appliances, and equipment.

IFB Rev 02/2024

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TAC 428E | Building Maintenance & Repair | Issue Date: 02/20/2026

INVOICES:

Seller shall provide the following information on or attached to all invoices:

 TAC428E and purchase order number

 City of Tulsa Department name for which work was performed.

 Name of City of Tulsa authorized person requesting the work to be performed.

 Site Location/address of where work was performed.

 Name of each Seller employee(s) performing the work.

 Attach work estimate copy.

 Assigned work order number (as issued through Building Operations).

 Attach written authorizations for crew sizes of more than one, special equipment, etc.

 Labor hours:

o Labor hours shall be listed as either “STRAIGHT TIME” normal business hours (8:00 AM

to 5:00PM, Monday through Friday) or “OVERTIME” Other than Normal Business Hours.

o The total number of employees used in each job description and the total hours listed in

each Category (Carpentry, Concrete, Flooring, and Masonry) and whether work was

requested and performed at straight time or overtime rates according to Exhibit A Delivery

and Pricing.

ALL OVERTIME WORK MUST BE PRE-APPROVED IN WRITING BY THE CITY

REPRESENTATIVE. A COPY OF THE APPROVAL MUST BE ATTACHED TO

INVOICE.

 Equipment:

o Special Equipment rental: Copies of all City of Tulsa pre-approved equipment rental

costs must be furnished with each invoice. No markup is allowed.

ALL SPECIAL EQUIPMENT MUST BE PRE-APPROVED IN WRITING BY CITY

REPRESENTATIVE. A COPY OF THE APPROVAL MUST BE ATTACHED TO

INVOICE.

 Materials (does not include consumables such as electrical tape, wire nuts, etc.):

The hourly rate should include normal equipment and "minor" consumables to accomplish

the task. Drill bits and saw blades as well as electrical tape and wire nuts etc. would be

considered normal equipment. City will determine what is considered normal equipment

and minor consumables.

For example, if two $400 diamond tipped saw blades were going to be

consumed during the course of a project that would be something that the

City of Tulsa would pay for providing it was cleared with the City of Tulsa

representative before invoicing. Two $7.00 saw blades would be considered

normal tools to be provided by the Seller.

 The work truck and fuel for it and other equipment would be considered part of the hourly

rate.

 Copies of material invoices MUST BE ATTACHED TO INVOICE.

IFB Rev 02/2024

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Commodity Codes

• NAICS 236220Commercial and Institutional Building Construction
• NAICS 811310Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance

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