Project Information

Bid Title

Delivered Mulch

Issuing Agency

City of Columbia

Location

Missouri

Published Date

Feb 23, 2026

Closing Date

Mar 6, 2026

Government Level

State & Local

Status

Closed

Ref. #

39/2026

Original Source

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Bid Documents

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Project Description

Bid Information

Type	Request for Proposal
Status	Issued
Number	39/2026 (Delivered Mulch)
Issue Date & Time	2/23/2026 08:00:01 AM (CT)
Close Date & Time	3/6/2026 05:00:00 PM (CT)
Notes	Proposals may be submitted in a sealed envelope at the Purchasing Division office or uploaded electronically on this e-bidding website. Sealed proposals must be delivered to the Purchasing Division, 701 E. Broadway, 5th Floor, Columbia, MO 65201 by the closing date and time. Proposals received after the appointed time will be time stamped and marked as late. Late proposals will not be opened and will not be considered in the evaluation. Proposals must be in a sealed envelope and marked in bold letters “RFP 39/2026”. No fax or e-mail proposals shall be accepted.

Contact Information

Name	Hayley Hutton
Address	701 East Broadway Columbia, MO 65205 USA
Phone	1 (573) 874-7374
Fax
Email	hayley.hutton@como.gov

Bid Attachments

File Name	Description	File Size
RFP 39.2026 Delivered Mulch.pdf	RFP 39/2026 Delivered Mulch	8.08 MB	338503	7219794
W-9.pdf	W-9	1.82 MB	338503	7175514

Attachment Preview

-~--~. city of

Columbia

SOLICITATION NO.: Request for Proposal (RFP) 39/2026

PROCUREMENT OFFICER: Hayley Hutton

PHONE NO.: (573) 874-7374

E-MAIL: hayley.hutton@como.gov

TITLE: Delivered Mulch

ISSUE DATE: 2/23/2026

RETURN PROPOSAL NO LATER THAN: 3/6/2026 AT 5:00 PM CENTRAL TIME (END DATE)

OFFERORS ARE ENCOURAGED TO RESPOND ELECTRONICALLY THROUGH THE CITY'S E-BIDDING

WEBSITE BUT MAY RESPOND BY HARD COPY (See Mailing Instructions Below)

MAILING INSTRUCTIONS:

Print or type Solicitation Number and End Date on the lower left hand comer of the

envelope or package. Delivered sealed proposals must be in the Purchasing Division office

(701 E. Broadway, 5th Floor) by the return proposal date and time.

(U.S. Mail)

RETURN PROPOSAL TO: CITY OF COLUMBIA PURCHASING

POBOX6015

COLUMBIA MO 65205

(Courier Service)

or CITY OF COLUMBIA PURCHASING

701 E. BROADWAY, 5th FLOOR

COLUMBIA MO 65201

CONTRACT PERIOD: Effective Date of Contract through One (1) Year - with four (4), one (1) year renewal periods

DELIVER SUPPLIES/SERVICES FOB (Free On Board) DESTINATION TO THE FOLLOWING ADDRESS:

City of Columbia, Various Departments

Various Locations

Columbia, MO 65201

The offeror hereby declares understanding, agreement and certification of compliance to provide the items and/or services, at the prices

quoted, in accordance with all requirements and specifications contained herein. The offeror further agrees that the language of this RFP

shall govern in the event of a conflict with their proposal. The offeror further agrees that upon receipt of an authorized purchase order from

the Purchasing Division or when a Contract is signed and issued by an authorized official of the City of Columbia, a binding contract shall

exist between the offeror and the City of Columbia.

SIGNATURE REQUIRED

OFFEROR NAME

MAILING ADDRESS

CITY, STATE, ZIP CODE

CONTACT PERSON

PHONE NUMBER

EMAIL ADDRESS

FAX NUMBER

OFFEROR TAX FILING TYPE WITH IRS (CHECK ONE)

_ Corporation - Individual - State/Local Government _ Partnership _ Sole Proprietor _IRS Tax-Exempt

AUTHORIZED SIGNATURE

DATE

PRINTED NAME

TITLE

RFP 39/2026 - Delivered Mulch

Page2

1. INTRODUCTION AND GENERAL REQUIREMENTS

INTRODUCTION:

This document constitutes a request for competitive, sealed proposals for the provision of delivered mulch for the

City of Columbia, Missouri (hereinafter referred to as City) as set forth herein.

Organization -This document, referred to as an RFP, is divided into the following parts:

1) Introduction and General Information

2) Scope of Work and Technical Specifications

3) Proposal Submission Information

4) Pricing Page(s)

5) Exhibits A through G

6) Attachment 1 - Terms and Conditions

7) Attachment 2 - Insurance requirements

Terminology/Definitions: Whenever the following words and expressions appear in a RFP document or any

addendum thereto, the defmition or meaning described below shall apply.

• Addendum/Amendment means a written, official modification to an RFP.

• Attachment applies to all forms which are included with an RFP to incorporate any informational

data or requirements related to the performance requirements and/or specifications.

• Proposal end date and time and similar expressions mean the exact deadline required by the RFP

for the receipt of sealed proposals.

• Offeror means the supplier, vendor, person, or organization that responds to an RFP by submitting

a proposal with prices to provide the equipment, supplies, and/or services as required in the RFP

document.

• Buyer means the procurement staff member of the Purchasing Division. The contact person as

referenced herein is usually the buyer.

• Contract means a legal and binding agreement between two or more competent parties, for a

consideration for the procurement of equipment, supplies, and/or services.

• Contractor means a supplier, offeror, person, or organization who is a successful offeror as a result

of an RFP and who enters into a contract.

• Exhibit applies to forms which are included with an RFP for the offeror to complete and submit

with the sealed proposal prior to the specified end date and time.

• Request for Proposal (RFP) means the solicitation document issued by the Purchasing Division to

potential offerors for the purchase of equipment, supplies, and/or services as described in the

document. The defmition includes all pricing pages, exhibits, attachments, and addendums thereto.

• May means that a certain feature, component, or action is permissible, but not required.

• Must means that a certain feature, component, or action is a mandatory condition.

• Pricing Page{s) applies to the form(s) on which the offeror must state the price(s) applicable for the

equipment, supplies, and/or services required in the RFP. The Pricing Pages must be completed

and submitted by the offeror with the sealed proposal prior to the specified proposal end date and

time.

• Shall have the same meaning as the word must.

• Should means that a certain feature, component and/or action are desirable but not mandatory.

SCHEDULE OF ACTIVITIES:

DATE

2/27/2026

3/4/2026

ACTIVITY

Close of written Requests for Additional Information

Written responses to Requests for Additional Information sent to all

RFP 39/2026 - Delivered Mulch

3/6/2026

Offeror is due by 5:00 p.m. CST

TBD

Contract Start Date

The above dates are target dates and may change.

Page 3

PROPOSAL SUBMISSION:

Proposals may be submitted in a sealed envelope at the purchasing office or uploaded electronically on the City's

E-bidding website. No fax or e-mail proposals will be accepted. Sealed proposals must be delivered to the Finance

Department, Purchasing Division, 701 E. Broadway, 5th Floor, Columbia, MO 65201 by the closing date and time.

Proposals received after the appointed time will be determined non-responsive and will not be opened and

considered in the evaluation. The proposal must be in sealed envelopes and marked in bold letters "RFP 39/2026-

Delivered Mulch."

QUESTIONS/CLARIFICATIONS OF THE OFFEROR:

All questions concerning the solicitation and specifications shall be submitted in writing via e-mail to the name

below. You are encouraged to submit your questions via e-mail.

Hayley Hutton, Procurement Officer I

Phone: 573-874-7374

E-mail: Hayley.hutton@como.gov

Any oral responses to any question shall be unofficial and not binding on the City. An Addendum to this RFP

providing the City's official response will be issued if necessary to all known prospective offerors. Questions must

be submitted no later than 5:00 p.m. on February 27, 2026.

This written Requestfor Additional Information will take place of the normal Pre-Proposal Conference.

VALIDITY OF PROPOSALS:

Offerors agree that proposals will remain firm for a period of ninety (90) calendar days after the date specified for

the return of proposals.

REJECTION OF PROPOSALS:

The City reserves the right to reject any or all proposals received in response to this RFP, or to cancel the RFP if it

is in the best interest of the City to do so. Failure to furnish all information requested in this RFP may disqualify

the proposal. Any exceptions to the requirements specified must be identified in the proposal.

WITHDRAWAL OF PROPOSALS:

Any offeror may withdraw his or her proposal at any time prior to the scheduled closing time for the receipt of

proposals. However, no proposal will be withdrawn for a period of ninety (90) calendar days after the scheduled

closing time for the receipt of proposals.

ALTERATION OF SOLICITATION:

The wording of the City's solicitation may not be changed or altered in any manner. Offerors taking exception to

any clause in whole or in part should do so by listing said exceptions on their letterhead and submitting them with

their proposal; such exceptions will be evaluated and accepted or rejected by the City, whose decision will be final.

RESPONSE MATERIAL OWNERSHIP:

RFP 39/2026 - Delivered Mulch

Page4

All material submitted regarding this RFP becomes the property of the City. Any person may review proposals

after the agreement has been issued, subject to the terms of this solicitation.

INCURRING COSTS:

The City shall not be obligated or be liable for any cost incurred by offerors prior to issuance of an agreement. All

costs to prepare and submit a response to this solicitation shall be borne by the offeror.

COLLUSION CLAUSE:

Any agreement or collusion among offerors and prospective offerors to illegally restrain freedom of competition by

agreement to fix prices, or otherwise, will render the proposals of such offerors void.

AGREEMENT DOCUMENTS:

The final agreement between the City and the offeror will include the following at a minimum:

• Offeror's Response to the RFP

• The City Issued RFP with any addendums

Any changes, additions or modifications hereto will be in writing and signed by the Purchasing Agent. No other

individual is authorized to modify the agreement in any manner.

FUNDS:

Financial obligations of the City payable after the current fiscal year are contingent upon funds for that purpose

being appropriated, budgeted, and otherwise made available. In the event funds are not appropriated, any resulting

agreement will become null and void, without penalty to the City.

COOPERATIVE PROCUREMENT:

The contractor shall provide delivered mulch as described herein under the terms and conditions, requirements and

specifications of the contract, including prices, to other government entities in accordance with the specifications

stated herein. The contractor shall further understand and agree that participation by other governmental entities is

discretionary on the part ofthat governmental entity and the City bears no financial responsibility for any payments

due the contractor by such governmental entities.

TERMS AND CONDITIONS:

The terms and conditions are attached as Attachment 1. Please review the terms and conditions set forth. Should

the offeror take exception to any of the required legal terms and conditions set forth in Attachment 1, the offeror

shall specifically include the exceptions in its proposal response.

RFP 39/2026 - Delivered Mulch

Page 5

2. SCOPE OF SERVICES AND TECHNICAL SPECIFICATIONS

SCOPE OF SERVICES:

All delivered mulch must meet and be delivered to the exact specifications stated herein.

DELIVERY:

Delivery shall be made within a minimum oftwo (2) business days after receipt of order.

The majority of deliveries will be made to the following address:

City of Columbia, Parks Management Center

1507 Business Loop 70 West

Columbia, MO 65202

DELIVERY TICKETS:

Delivery tickets shall include the following information, at a minimum:

• City Purchase Order Number

• Quantity of Mulch Delivered

• Type of Mulch Delivered

PERIOD OF SERVICE:

Contract Period: The original contract period shall be as stated in the agreement/contract or notice of award. The

contract shall not bind, nor purport to bind, the city for any contractual commitment in excess ofthe original contract

period. The Purchasing Division shall have the right, at its sole option, to renew the contract for four (4) additional

one-year periods, or any portion thereof. In the event the Purchasing Division exercises such right, all terms and

conditions, requirements and specifications of the contract shall remain the same and apply during the renewal

period, pursuant to applicable option clauses of the agreement/contract.

Renewal Periods: If the option for renewal is exercised by the Purchasing Division, the contractor shall agree that

the prices for the renewal period shall not exceed the maximum price for the applicable renewal period stated herein.

If renewal prices are not provided, then prices during renewal periods shall be the same as during the

original contract period.

In addition, the contractor shall understand and agree that renewal period price increases specified in the

contract are not automatic. At the time of contract renewal, if the city determines funding does not permit

the specified renewal pricing increase or even a portion thereof, the renewal pricing shall remain the same

as during the previous contract period. If such action is rejected by the contractor, the contract may be

terminated, and a new procurement process may be conducted. The contractor shall also understand and

agree the city may determine funding limitations necessitate a decrease in the contractor's pricing for the

renewal period(s). If such action is necessary and the contractor rejects the decrease, the contract may be

terminated, and a new procurement process may be conducted.

In no event, shall the term ofthe contract/agreement exceed five (5) years and three (3) months per City Ordinance.

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