Project Information

Bid Title

Turf Replacement, Installation and Maintenance

Issuing Agency

City of Portland

Location

Texas

Published Date

Mar 5, 2026

Closing Date

Apr 9, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFB 6664

Original Source

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Bid Documents

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Project Description

Bid Number:	RFB 6664
Bid Title:	Turf Replacement, Installation and Maintenance
Category:	Request for Proposal or Bid Opportunities
Status:	Open
Additional Status Information:	N/A
Bid Recipient:	N/A

Description: The City of Portland, Texas (“City”) hereby issues this Request for Proposal (“RFP”). The City is seeking Proposals from firms interested and qualified to provide Turf Replacement, Installation and Maintenance Services. The City intends to enter into a Service Agreement (also referred to herein as “Contract” or “Agreement”) for these services. The Proposal must be submitted in a sealed envelope bearing the title “SEALED PROPOSAL – RFP No. 6664 Turf Replacement, Installation and Maintenance” along with Proposer’s name, address and contact information. The deadline for submission of Proposals is April 9, 2026 at 2:00 p.m. (CT). Any Proposer requiring further clarification of the RFP process and procedures should submit Request for Clarifications in writing in the form of questions and or inquiries to the Purchasing Officer, Sandra Rodriguez at For security reasons, you must enable JavaScript to view this E-mail address. before 3:00 p.m. (CT) on March 19, 2026. The Proposers should request confirmation via email that the request for clarification(s) was received or follow up with a phone call, if necessary, to confirm receipt. The Purchasing Officer can be reached at (361) 777-4576. Publication Date/Time: 3/5/2026 8:00 AM Publication Information: Please refer to RFP documents for details Closing Date/Time: 4/9/2026 2:00 PM Submittal Information: Please refer to RFP documents for details. Bid Opening Information: Refer to RFP for details. Addendum Date/Time: Please refer to RFP document. Pre-bid Meeting: None Contact Person: Sandra Rodriguez 361-777-4576 sandra.rodriguez@portlandtx.gov Download Available: Download Fee: N/A Plan & Spec Available: N/A Business Hours: 8am-5pm (CT) Fax Number: N/A Plan Holders List: N/A Qualifications: Refer to RFP. Special Requirements: Proposals must be received, before the date and time specified in this RFP. Without exception, Proposals received on or after this deadline will be deemed late, non-responsive and will not be considered. Miscellaneous: The City reserves the right to reject any or all Proposals, to waive any non-material irregularities or informalities in any RFP, and to accept or reject any item or combination of items. Related Documents: RFP 6664 Turf Replacement, Installation and Maintenance

Attachment Preview

REQUEST FOR PROPOSAL (RFP)

RFP No. 6664

Turf Replacement, Installation and Maintenance

Released: March 5, 2026

Proposal Due: April 9, 2026, at 2:00 p.m. (CT)

Submit Proposal to:

City of Portland

Attn: Elisa Silva

City Secretary

1900 Billy G. Webb Dr.

Portland, TX 78374

Due Date/Time:

April 9, 2026

2:00 p.m. (CT)

CITY OF PORTLAND, TEXAS

1900 Billy G. Webb Drive

Portland, Texas 78374

(361) 777-4500

www.portlandtx.gov

SECTION 1 – NOTICE OF REQUEST FOR PROPOSAL

A. Introduction

The City of Portland, Texas (“City”) hereby issues this Request for Proposal (“RFP”). The City is

seeking Proposals from firms interested and qualified to provide Turf Replacement, Installation

and Maintenance Services. The City intends to enter into a Service Agreement (also referred to

herein as “Contract” or “Agreement”) for these services.

B. General Information

1. The objective is to identify and award a contract to the Proposer whose proposal is determined by

the City to be the most advantageous (“Best Value”) to the City.

2. A copy of this RFP can be obtained upon request from the office of the Purchasing Officer at

City Hall. The RFP and any subsequent addenda can also be downloaded from the City of

Portland’s website at http://portlandtx.com/bids.aspx by selecting the link(s) under the

subheading “Related Documents.”

3. To request a copy of this RFP via email, the Proposer must send an email request to

sandra.rodriguez@portlandtx.gov.

C. Term

The term of this agreement is for five-months after signed by the City Manager or designee and

issuance of a Notice to Proceed. The decision to exercise the options to extend the term of this

Agreement is within the sole discretion of the City.

D. Schedule

1. The following is the schedule of important dates:

Activity

Request for Proposal Release Date

Deadline for Requests for Clarification (Questions)

Responses to Requests for Clarification

Proposals Due Deadline / Proposals Opening

Projected Date of Award of Contract

Anticipated Notice to Proceed (NTP)

Date/Time

March 5, 2026

March 19, 2026 by 3:00 p.m. (CT)

March 25, 2026

April 9, 2026 by 2:00 p.m. (CT)

April 2026

May 2026

2. The City reserves the right to change the schedule of dates above as deemed necessary.

E. Purchasing Officer’s Name and Contact Information

Name: Sandra Rodriguez

Phone: 361-777-4576

Email: sandra.rodriguez@portlandtx.gov

City of Portland Request for Proposal

RFP No.6664 Turf Replacement, Installation and Maintenance

Page 2

SECTION 2 – INSTRUCTIONS TO PROPOSERS

A. Proposal Procedures

1. All Proposals must be complete, accurate and in the City-approved format specified herein.

Proposer must use the attached Proposal Pricing Form, Attachment B, in submitting a

Proposal. Proposers must furnish pricing for all items shown on the Proposal Invitation.

2. Unauthorized modifications of specifications, forms or terms may render the Proposal

invalid.

3. The Proposer shall submit four (4) copies of the completed Proposal Pricing Form

(Attachment B) and any other required documentation or information identified in this RFP,

addressed to:

City of Portland

Attn: Elisa Silva – City Secretary

1900 Billy G. Webb Dr.

Portland, TX 78374

4. The Proposal must be submitted in a sealed envelope bearing the title “SEALED PROPOSAL –

RFP No. 6664 Turf Replacement, Installation and Maintenance” along with Proposer’s name,

address and contact information.

5. Proposers shall comply with any additional detailed instructions regarding submission of

proposals found in this RFP.

6. The deadline for submission of Proposals is April 9, 2026 at 2:00 p.m. (CT).

7. Proposals must be received, before the date and time specified in this RFP. Without

exception, Proposals received on or after this deadline will be deemed late, non-responsive

and will not be considered.

8. The City’s Purchasing Policy requires that all Proposals must be submitted and remain sealed,

secret, and unopened until the DUE DATE AND TIME specified in this RFP. Therefore,

Proposals submitted directly to the City by facsimile or e-mail will be considered non-

responsive and eliminated from consideration.

9. Sealed Proposals may be submitted in person, by U.S. Mail, Special Delivery, or courier

service.

10. Proposals should not include taxes as the City is tax exempt. The City’s Tax Exemption

Certificate will be provided upon request.

11. Should there be any shipping involved in this Proposal, shipping shall be FOB Destination and

included in the pricing unless specifically listed as a Proposal item.

12. Any time stated in this RFP is referring to local time, which is Central Time, and any number

of days shall be construed as calendar days.

City of Portland Request for Proposal

RFP No.6664 Turf Replacement, Installation and Maintenance

Page 3

13. The City reserves the right to reject any or all Proposals, to waive any non-material

irregularities or informalities in any RFP, and to accept or reject any item or combination of

items.

14. All costs incurred by the Proposer in responding to the RFP shall be borne by the

Proposer.

B. Proposer’s Minimum Requirements

1. The Proposer must have operated continuously for a minimum of 5-years as an established

firm in providing the same or similar services as outlined in this RFP. Proposer must submit

documentation with its proposal demonstrating the required experience as outlined above.

2. The Proposer must not have any outstanding lawsuits nor has the Proposer been involved

in any lawsuits during the last five years that may materially affect its ability to provide

the services described herein. In addition, the Proposer must not be currently involved

in litigation with the City nor has the Proposer been involved in litigation with the City

during the last five years. Provide information on any lawsuits that would materially

affect your ability to provide the services with your proposal.

3. The Proposer must not have any outstanding regulatory issues nor has the Proposer had

any regulatory issues during the last five years that may materially affect its ability to provide

the services described herein. Provide information on any outstanding regulatory issues

that would materially affect your ability to provide the services with your proposal.

4. Proposer must provide three (3) verifiable references for current or former customers for

which the same or similar services were provided within the last five years. Proposer must

provide the organization’s name, address, a contact name, title, phone number and email address.

Proposer must also provide the effective dates and approximate values of each contract as well as a

description of the services provided. Information from references will be used to determine the

extent to which the Proposer is able to provide the services described herein as well as the

level of satisfactory customer service exhibited by the Proposer.

Job Walk:

A Job Walk is not mandatory but may be requested through the Purchasing Officer.

C. Request for Clarification

1. Any Proposer requiring further clarification of the RFP process and procedures should

submit Request for Clarifications in writing in the form of questions and or inquiries to the

Purchasing Officer, Sandra Rodriguez at sandra.rodriguez@portlandtx.gov before 3:00 p.m.

(CT) on March 19, 2026. The Proposer should request confirmation via email that the request

for clarification(s) was received or follow up with a phone call, if necessary, to confirm

receipt. The Purchasing Officer can be reached at (361) 777-4576.

2. Proposers’ request for clarifications (questions & inquiries) and the City’s response(s) can be

found on the City’s website in the form of an addenda on the specified date.

3. All other City employees do not have the authority to respond for the City regarding this RFP.

Any attempt by a Proposer, the Proposer’s officers, employees, or agents to lobby or

influence a vote or recommendation related to the Proposer’s Proposal submitted in

response to this RFP, directly or indirectly, through any contact with City Council members

City of Portland Request for Proposal

RFP No.6664 Turf Replacement, Installation and Maintenance

Page 4

or other City officials between the date this RFP is released to the public and the date a

contract is awarded by the City may result in rejection of the Proposer’s Proposal at the

discretion of the City Manager or designee.

City of Portland Request for Proposal

RFP No.6664 Turf Replacement, Installation and Maintenance

Page 5

Commodity Codes

• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors
• NAICS 238990All Other Specialty Trade Contractors
• NAICS 561730Landscaping Services

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