Project Information

Bid Title

Public Safety Center Groundskeeping

Issuing Agency

City of Tulsa

Location

Oklahoma

Published Date

Jun 3, 2026

Closing Date

Jun 10, 2026

Government Level

State & Local

Status

Closed

Ref. #

TAC 1404

Original Source

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Bid Documents

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Project Description

Bid ID:	TAC 1404
Addendum:	1
Bid Due Date:	6/10/2026
Description:	Public Safety Center Groundskeeping
Bid Document:	TAC 1404 Addendum 1.pdf
Attachments:

Attachment Preview

City of Tulsa

6/3/2026

Finance Department

INVITATION FOR BID TAC 1404

Addendum #1

Please note the following changes which have been made for clarification to this Invitation for Sealed Bid. This

addendum must be listed as Addendum #1 on Exhibit A, page 18 of the bid package as verification that you

have received and are aware of the information contained herein.

QUESTIONS/CLARIFICATION/CHANGES:

CLARIFICATION: A question came in about previous year numbers. This is the first bid

for this service on this property so there are not historical numbers to be provided.

QUESTION 1. Are we required to replace the decorative gravel inside the rock beds?

ANSWER 1. See page 8 under Miscellaneous Service.

City of Tulsa

Finance Department

Invitation for Bid (IFB)

TAC 1404

Supplies or Services Requested: Public Safety Center

Groundskeeping

Department: Asset Management

NIGP Commodity Code(s): 988-36, 988-52, 988-72, 988-88, 988-89, 968-50

Solicitation Schedule

EVENT

IFB Issue Date

DATE

05/14/2026

Pre-Bid Conference

12222 E 48th St. Tulsa, OK 74146

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.

05/22/2026 at 08:30 AM CT

06/01/2026

10 Days prior to IFB due date

06/10/2026

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 1404 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.

IFB Rev 02/2024

2

TAC 1404 | Public Safety Center Groundskeeping | Issue Date: 05/14/2026

I. STATEMENT OF PURPOSE:

1. Overview and Goals

The goal of this solicitation is to secure a source to purchase Groundskeeping services for the

Public Safety Center campus for 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. Please ensure

the Authorized Agent is using the correct and appropriate title based on

organization type(s) listed above when signing Bid documents.

IFB Rev 02/2024

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TAC 1404 | Public Safety Center Groundskeeping | Issue Date: 05/14/2026

II. SCOPE OF SERVICES AND SPECIFICATIONS

1. Scope of Services

The City of Tulsa is requesting Bids for Groundskeeping services for the Public Safety Center located

at 12222 East 48th Street, Tulsa, OK 74146. The campus is approximately 45 acres and includes a

3 acre pond.

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 500 lbs. 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.

The Seller will be an independent company and in no way classified as a City of Tulsa employee.

City of Tulsa employees will not be permitted to bid on this Agreement or work for the Seller on this

Agreement.

The Seller will be familiar with this type of work and have the necessary equipment and personnel

to perform the work within the time specified. Seller will be responsible for examining the work site,

all labor, equipment, and materials required to maintain the grounds.

The Seller shall be always responsible for the character and actions of their employees while working

on this Agreement. Any disrespectful or discourteous actions toward the public will not be tolerated.

The Seller will be required to submit a list of their crew member full names, any aliases, and dates

of birth, and any other information required to allow the City to create photo id badges and run

criminal background checks on those persons who will regularly be performing groundskeeping

service at the Public Safety Center Facilities.

The Seller must have a current Oklahoma Pesticide Applicator License number and each of the

applicators must have a current certified applicators license. The Applicator License must be for

the appropriate category of pesticide application for the work being done. If the City allows

spraying to be sub-contracted to a spraying company, the licenses of the sub-contracted business

are also required. The sub-contracted company and applicators license numbers shall be provided

to the City within five (5) days after award of Bid. Licenses must be current, valid, and verifiable.

The Seller shall comply with all applicable federal, state, municipal laws, and ordinances and shall

be subject to product testing of chemicals used. Such test(s) may be conducted at any time by the

City of Tulsa and / or the Oklahoma State Department of Agriculture, and MSDS sheets shall be

provided and on file for products being used.

IFB Rev 02/2024

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TAC 1404 | Public Safety Center Groundskeeping | Issue Date: 05/14/2026

General Requirements to be performed by Seller:

Areas to be Maintained: The area to be maintained includes the center road medians along East

48th Street (formerly known as State Farm Boulevard) beginning at South 129th East Avenue running

to the western edge of the road. The eastern edge of the property line extends beyond the interior

road on the western side of the Oklahoma Cancer Specialists building and runs northeast back to

East 48th Street. The northern boundary includes but does not extend beyond the road medians.

The western boundary is indicated by the tree line, and a fence is erected along the southern

boundary bordering the greenspace next to the Broken Arrow Expressway.

Growing Season: Seller and the site’s Department Representative will determine the site’s growing

season dates annually. Weekly, biweekly, and monthly services may shift to an as-requested basis

outside of the determined growing season at the Department Representative’s discretion and also

during periods of extreme drought, heat, precipitation, and/or Ozone Alert days during the growing

season.

Work Hours and Traffic Control: Work hours shall be at the discretion of the Seller provided the

operations do not interfere with normal traffic or disrupt the public peace. Interference with the public

shall be kept to a minimum. The Seller is required to provide signage for all work on the street right-

of-way, and it shall conform with The Manual of Uniform Traffic Control Devices. All signage costs

shall be included in the Bid price.

Mowing: Mowing service shall be performed weekly during the site’s determined growing season.

Weekly services may shift to an as-requested basis outside of the determined growing season at the

Department Representative’s discretion and also during periods of extreme drought, heat,

precipitation, and/or Ozone Alert days during the growing season. No mechanized work is to be

performed on Ozone Alert days.

Grass shall also be kept from overgrowing irrigation sprinkler heads. Mowing patterns should be

routinely altered to help reduce soil compaction, scalping and weed invasion. Care shall be taken

to avoid damage by mowers to tree trunks, irrigation heads and any other utilities, facilities or

structures within or adjacent to turf areas. Any damage caused by Seller’s negligence shall be

repaired by Seller at Seller’s expense.

Collection of grass clippings is required only to prevent grass clumps from being left on the turf. A

mulching mower may be used when an acceptable appearance is obtained (no clumps or excessive

grass left behind). No clippings shall be discharged towards or into: mulch or stone beds, pavement,

walkways, buildings or the pond, etc. All paved surfaces (walkways, driveways, streets, and curbs)

shall be blown clear of debris before leaving.

Mowing height shall be determined by best practice for the type of grass currently installed and both

season and weather variables. A uniform and neat appearance is to be maintained at all times.

Edging Walkways and Curbs: Walkway and curb edging service shall be performed on a biweekly

basis.

Debris Clean-Up: Clean-up service is to be performed weekly during the site’s determined growing

season. Litter and Hazard removal shall be done weekly prior to each mowing service. The campus

will be cleaned of litter, debris, dead limbs, broken glass, etc. Hazardous conditions shall be reported

to the Department Representative immediately. All debris from shrub trimming, bed maintenance,

hedge trimming, tree pruning, and leaf litter is to be removed from the site by Seller.

IFB Rev 02/2024

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