Project Information

Bid Title

ETC Lawn Service Contract

Issuing Agency

Grand River Dam Authority

Location

Oklahoma

Published Date

Apr 13, 2026

Closing Date

Apr 24, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFQ 3662

Original Source

Join to Access Full Details

Bid Inquiries

Join to Access Full Details

Bid Documents

Join to Access Full Details

Project Description

NewsRFQ 3662

Apr 13, 2026

RFQ 3662 Bid Packet

GRDA is requesting proposals for Lawn Services at the Engineering and Technology Center, located at 9933 East 16th St., 74128 Tulsa, OK

Q&A will close on April 21st, 2026, at 10:00 am Central Daylight Time.

The bids are due on April 24th, 2026, at 4:00 pm Central Daylight Time.

Attachment Preview

GRAND RIVER DAM AUTHORITY

RFQ/RFP# 3662

Solicitation Cover Page

1. Solicitation #: 3662

2. Solicitation Issue Date: 4.13.26

3. Brief Description of Requirement:

The Grand River Dam Authority is seeking responses for Energy & Technology Lawn Mowing Contract.

4. Response Due Date: 4.24.26 Time: 10:00am Central Time

5. Contracting Officer:

Name: Melissa Rickman

Phone: 918.370.6969

Email: melissa.rickman@grda.com

Grand River Dam Authority is an agency of the State of Oklahoma.

GRDA Engineering & Technology Center • 9933 E 16th Street • Tulsa, Oklahoma 74128 •918-256-5545

GRAND RIVER DAM AUTHORITY

RFQ / RFP # 3662

CERTIFICATE OF NON-COLLUSION AND RELATIONSHIPS

The undersigned, of lawful age, being first sworn upon oath, deposes and states as follows:

A. For purposes of competitive bids, I certify:

1. I am the duly authorized agent of

(Company Name)

the bidder submitting the competitive bid which is attached to this statement, for the purpose of certifying the facts

pertaining to the existence of collusion among bidders and between bidders and state officials or employees, as well

as facts pertaining to the giving or offering of things of value to government personnel in return for special

consideration in the letting of any contract pursuant to said bid;

2. I am fully aware of the facts and circumstances surrounding the making of the bid to which this statement is attached

and have been personally and directly involved in the proceedings leading to the submission of such bid; and

3. Neither the bidder nor anyone subject to the bidder’s direction or control, has been a party:

a. To any collusion among bidders in restraint of freedom of competition by agreement to bid at a fixed price or to

refrain from bidding;

b. To any collusion with any state official or employee as to quantity, quality or price in the prospective contract, or

as to any other terms of such prospective contract; or

c. In any discussions between bidders and any state official concerning exchange of money or other thing of value

for special consideration in connection with the prospective contract;

B. I certify, if awarded the contract, whether competitively bid or not, neither the contractor nor anyone subject to the

contractor’s direction or control has paid, given, or donated, or agreed to pay, give, or donate any officer or employee of

the State of Oklahoma any money or thing of value, either directly or indirectly, in procuring the contract to which this bid

and statement relates.

C. I certify that I have disclosed below the names of all persons and the positions they hold within their respective

companies or firms of:

1. Any partnership, joint venture or other business relationships now in effect or which existed within one (1) year

prior to the date of this statement with any architect, engineer, or other party to the project to which this bid relates;

2. Any such business relationship now in effect or which existed within the one (1) year prior to the date of this

statement between any officer or director of the bidder and any officer or director of the architectural or

engineering firm, or other party to the project to which this bid relates; or

3. If none of the above-mentioned business relationships exist, I have provided a statement to that effect.

_________________________________________________________________________________

(Names and titles of business relationships or a statement of non-existence. Use additional sheet if necessary)

D. I further certify that I have disclosed below any known business or familial relationship in effect or which existed within

one (1) year prior to the date of such statement between any officer or director of the bidding company and any employee

of the Grand River Dam Authority in accordance with 74 O.S. § 85.22C. If none of the above-mentioned relationships

exist, I have provided a statement to that effect.

__________________________________________________________________________________

(Names and description of relationship or a statement of non-existence. Use additional sheet if necessary)

I hereby swear or affirm, under penalty of perjury, that the forgoing information is true and correct.

________________________________________

Bidder Signature

________________________________________

Bidder Printed Name

________________________________________

Bidder Printed Title

________________________________________

Date

GRAND RIVER DAM AUTHORITY

RFQ/RFP# 3662

Regular RFQ for service

This is a standard bid. Please scan and email your quote to melissa.rickman@grda.com The bid opening date

for this RFQ is 4/13/2026.

A completed non-collusion certificate is required and must be submitted with your bid.

This form must be signed by an authorized representative of your company in the space provided in the

lower right-hand corner of this form.

MINIMUM SAFETY REQUIREMENTS

The Grand River Dam Authority (GRDA) will consider the safety records of potential contractors prior to

awarding bids on contracts. Any bid submitted must include the following documents:

The Bidder shall include the past five (5) years’ Occupational Safety and Health Administration (OSHA) 300

and OSHA 300A logs

The Bidder shall include the past five (5) years’ National Council on Compensation Insurance (NCCI) worker’s

compensation experience rating sheets

GRDA requires that Bidders answer the following questions and submit supporting documentation upon

request:

1. Does the Bidder have a written safety program?

Yes No

2. Does the Bidder conduct regular site safety inspections? Yes No

3. Does the Bidder have an active safety training program? Yes No

If any subcontractors are used, Contractor must obtain advanced GRDA approval in writing. Prior to such

approval, all subcontractors may be required to submit the documents defined in the Minimum Safety

Requirements section of this document.

The award to the successful bidder will be based on the best value bid received that meets the specifications

listed below and the requirements herein. Preference may be given to vendors that accept EPay as method

of payment if analysis estimates that such appears to result in a lower cost to GRDA. Additional payment

terms may also be taken into consideration in the analysis process.

GRDA will take into consideration past performance and ability to meet delivery deadlines in the evaluation.

****** Read the General Bidding Instructions attached to this RFQ for further instructions. ******

Grand River Dam Authority is an agency of the State of Oklahoma.

GRDA Engineering & Technology Center • 9933 E 16th Street • Tulsa, Oklahoma 74128 •918-256-5545

GENERAL BIDDING INSTRUCTIONS

FOR STANDARD & EMERGENCY BIDS

GRAND RIVER DAM AUTHORITY

 Bids shall be submitted to the designated purchasing agent at the Grand River Dam Authority (hereinafter referred to as

“GRDA” or “the Authority”) at the address on the attached RFQ or RFP form on or before the date (and time, if

applicable) indicated. Bids shall be in conformity with these and any additional instructions to bidders and shall be

submitted on GRDA’s form. The RFQ (Request for Quote) or RFP (Request for Proposal) form must be completed

in full and signed by the bidder. If your bid response necessitates additional space, you may attach additional pages;

however, the RFQ or RFP form must be completed, signed and reference the additional pages. All bid responses shall

be typewritten or handwritten in ink, and any corrections to bids shall be initialed in ink. Quotations or proposals

submitted in pencil shall not be accepted.

 Quotations or proposals may be submitted to GRDA via postal mail, delivery service, DQGe-mail, provided all required

signatures can be transmitted successfully.

 Non-Collusion Certificate: RFQs or RFPs anticipated to exceed a total amount of $5,000 shall be accompanied by

aNon-Collusion Certificate. This certificate shall be completed by the bidder and include a signature in ink of

anauthorized company representative (preferably the bidder) with full knowledge and acceptance of the bid proposal.

Purchaseorders in excess of $5,000 will not be released to the successful bidder without receipt of a properlysigned

certificatefor the bid.

 In the event the unit price and line total extension do not agree, the unit price shall be considered the quoted price

accepted for evaluation.

 Freight Terms: All prices shall be quoted ''3 'HVWLQDWLRQ. All packaging, handling, shipping anddelivery charges

shall be included in the unit price quoted for each line item. No exceptions shall be granted unlessapproved by the

guidelines of the GRDA Chief Financial Officer or designee.

 Other Surcharges: Any additional surcharges (such as HazMat charges, fuel surcharges, set-up fees, etc.) shall be

included in the unit price quoted for each line item. All additional charges are considered a part of the cost of the goods,

and bids shall be evaluated to include these additional charges.

 Tax-Exempt Status: GRDA is an agency of the state of Oklahoma and is specifically exempt from the payment of

sales tax by Oklahoma state statute, Title 68 O.S.A. § 1356 (10). An excerpt from the statute shall be furnished upon

request.

 Questions arising during the bidding process should be submitted via email to the GRDA purchasing agent

named on the RFQ or RFP. The GRDA purchasing agent shall coordinate a reply from the end user to ensure that all

potential bidders are provided the same information. Under no circumstances shall a bidder discuss pricing with any

GRDA employee prior to the bid opening.

 All bids submitted shall be subject to GRDA’s Purchasing Policy and Procedures, General Terms and Conditions, the

bidding instructions and specifications, the Oklahoma Open Records Act, other statutory regulations as applicable, and

any other terms and conditions listed or attached herein – all of which are made part of this Request for Quote or

Request for Proposal.

 GRDA reserves the right to waive any informalities, reject any and all bids, and to award a contract, as applicable, in the

best interests of the Authority. All bid responses become the property of GRDA and are subject to the Oklahoma Open

Records Act. GRDA shall endeavor to protect technical information designated by the bidder as proprietary information;

however, only technical information (i.e., “trade secrets”) may be considered proprietary – pricing and other non-

technical aspects of the quote shall be considered non-proprietary.

 “Sole Brand” or “No Sub” Items: Items with a “Sole Brand” or “No Sub” designation in the description shall be

furnished as the specified manufacturer and model/part number. No exception may be taken to the specification, and no

alternate shall be accepted. In those cases where a manufacturer has discontinued the specified model/part number,

the bidder shall indicate so on the RFQ. If a replacement item is available, the new model/part number shall be

indicated on the RFQ form and the price quoted. It shall also be noted whether the replacement item is a direct

replacement for the obsolete part number originally requested. If not, or if the specifications differ in any way, the bidder

shall explain in detail, and corresponding drawings or descriptive literature shall be included with the quote.

Page 1 of 2

GRDA Finance Form 003 (Rev)

GENERAL BIDDING INSTRUCTIONS

FOR STANDARD & EMERGENCY BIDS

GRAND RIVER DAM AUTHORITY

12. Approved Equivalents: Unless an item is designated as a “Sole Brand” or “No Sub” item, any manufacturer’s name,

brand name, information and/or catalog number listed in a specification is for informational or cross-reference purposes

and is not intended to limit competition. Bidders may offer any brand/manufacturer for which they are an authorized

representative, provided it meets or exceeds the specification of the listed item. However, if quoting an equivalent

product, bidders shall indicate on the RFQ form the manufacturer’s name and part number. Bidder shall also submit any

drawings, descriptive literature and specifications for evaluation purposes. Reference to literature submitted with a

previous bid shall not satisfy this provision. The bidder shall also provide written confirmation that the proposed

equivalent will meet the requested specifications and is not considered an exception. Bids which do not comply with

these requirements may be rejected. GRDA warehouses are not permitted to accept any item with a part number

differing from that quoted by the bidder. Bids lacking any written indication of intent to furnish an alternate brand, model

or part number shall be considered to be in complete compliance with the specifications as listed on the RFQ.

13. Insurance Certificates: Any service to be performed that requires the vendor’s employees, vehicles or equipment to be

on any GRDA property must be covered by minimum insurance requirements. The work scope to be performed for the

Authority shall be evaluated and the minimum insurance requirements shall be provided to prospective bidders with the

RFQ or RFP. Evidence of insurance coverage shall be furnished in the form of a Certificate of Insurance, and shall be

submitted with the bid response. Bidders shall disclose any subcontractors to be used, and the Authority shall consider

the supplier as the single point of contact. The supplier shall assume responsibility for the performance of the

subcontractor. Policies shall remain current for the duration of the requested service period, and GRDA shall be notified

of any cancellation or revision to policies. Purchase Orders shall not be released to the successful bidder without a

current Certificate of Insurance naming GRDA as certificate holder on file. A Memorandum of Insurance shall not be

acceptable for this requirement.

14. MSDS: Material Safety Data Sheets shall be furnished to GRDA’s Safety Department at the address noted on the PO

prior to delivery of items.

15. Purchase Orders shall be awarded to the “lowest and best” or “best value” bidder. Line items may be split into multiple

orders, taking low items from each respective bidder, or orders may be awarded on an “all or none” basis, whichever is

in the best interests of the Authority. Award decisions are further subject to consideration of any additional terms and

conditions contained in the bid proposal. Vendor protests must be submitted in writing to the Central Purchasing Unit of

GRDA within thirty-six (36) hours of award of Contract or Purchase Order.

16. Successful vendor shall deliver the merchandise or perform the service as quoted. Substitutions or changes without

prior approval of the GRDA purchasing agent shall be rejected and returned at the vendor’s expense.

17. Bidder Responsibilities: Bidders are to transact all phases of the purchasing function directly with the GRDA

purchasing agent. Bidders are to conduct all written and verbal communication with the Authority through the GRDA

purchasing agent. Bidders are to conduct negotiations ethically, without attempts to influence through offers of gifts or

entertainment. Bidders are to make available as requested any technical information which might be of benefit in the bid

evaluation.

18. Supplier List: The Finance Department maintains a current listing of suppliers with a cross-reference as to products

and services offered. Suppliers may have their names added to the list by submitting a completed Vendor

Registration/Payee Application, and shall notify the Authority of any updated information. Suppliers who do not meet

quoted shipping dates or lead times, supply products or services of poor quality, substitute items of unequal quality,

continually over-ship or under-ship items, or do not invoice properly may be placed under suspension or disqualified

from the active supplier list. Suppliers may voluntarily request to be removed from the supplier database.

19. Service Contracts: By submitting a bid for services, the bidder certifies that they, and any proposed subcontractors,

are in compliance with 25 O.S. §1313 and participate in the Status Verification System. The Status Verification System

is defined in 25 O.S. §1312 and includes, but is not limited to, the free Employment Verification Program (E-Verify)

available at www.dhs.gov/E-Verify. This shall remain in effect through the entire term, including all renewal periods, of

the contract. The State may request verification of compliance for any contractor or subcontractor. Should the State

suspect or find the contractor or any of its subcontractors are not in compliance, the State may pursue any and all

remedies allowed by law, including, but not limited to: suspension of work, termination of the contract for default, and

suspension or debarment of the contractor. All costs necessary to verify compliance are the responsibility of the

contractor.

Page 2 of 2

GRDA Finance Form 003 (Rev 0

Commodity Codes

• NAICS 561730Landscaping Services

* Disclaimer: Government BidHub provides information on bids, RFPs (Requests for Proposals), and RFQs (Requests for Qualifications) solely for convenience and informational purposes. This site is not an official public notice board. For official details, responses, or inquiries, please contact the relevant government agency directly.