Citywide Public Works General Services - Rebid

The City of West Lake Hills (“City”) is soliciting sealed proposals from qualified contractors to provide public works support services, including landscape maintenance, right-of-way maintenance, stormwater maintenance, facility maintenance, emergency response support, and related services as described herein.

The purpose of this Request for Proposals (“RFP”) is to establish a professional services agreement with a qualified contractor capable of supporting the City’s operational, maintenance, stormwater, and facility management needs on an ongoing basis.

Scope of Work

Under this contract, the selected contractor (“Contractor”) shall provide labor, supervision, transportation, equipment, materials, and incidentals necessary to perform the required services, as stated below, in accordance with applicable federal, state, and local laws, regulations, standards, and City policies. This includes, but is not limited to:

• Landscape Maintenance Services: The Contractor shall provide general landscape maintenance and minor irrigation services for the following locations:

• City Facilities

• 911 Westlake Drive

• 4010 Bee Cave Road / 110 Westlake Drive (as directed)

• Landscape Islands and Gateway Features

• Bee Cave Road at Westbank Drive

• Bee Cave Road at Westlake Drive

• Bee Cave Road at Redbud Trail

• Westlake Drive at Redbud Trail

• West Lake Hills Gateway Sign at Redbud Trail and Westlake Drive

• West Lake Hills Gateway Sign at Bee Cave Road and Rollingwood Drive

• Landscape Maintenance Activities Services shall include:

• Irrigation system operation and maintenance

• Mowing and trimming

• Mulching

• Weed control

• Pruning

• Plant replacement

• Minor sign repair

• Replacement of exterior lighting bulbs where applicable

• Right-of-Way Maintenance Services: The Contractor shall provide maintenance services for City rights-of-way including:

• Streets

• Sidewalks

• Railings

• Culverts

• Drainage structures

• Signs

• Pavement markings

Additional Requirements

• Mowing frequency and vegetation management shall be directed by the City to support wildflower preservation efforts.

• This scope excludes TxDOT-maintained portions of RM 2244 (Bee Cave Road), except where supplemental maintenance is specifically authorized by the City.

• Services exclude private property and private infrastructure.

• Stormwater Maintenance Services: Contractor shall inspect and maintain:

• Drainage easements

• Culverts

• Channels

• Gabions

• Stormwater BMPs

• Municipal Separate Storm Sewer System (MS4) infrastructure

• Additional Locations

• Lake Reveille (109 Reveille Drive)

Gabion Maintenance

• Gabions identified in Exhibit G shall be inspected and maintained under this agreement.

• Facility Maintenance Services At the direction of the City, Contractor shall provide facility maintenance support for City facilities located at:

• 911 Westlake Drive

Services Include

• HVAC filter replacement
• Minor repairs
• Exterior lighting maintenance
• Furniture and equipment assembly/movement Janitorial services are excluded.

Additional Background Information or Requirements

• Asset Management System

• The Contractor shall utilize and maintain updated information within the City’s asset management and work order systems.

• Contractor shall provide all required technology necessary to support field operations, including:

• Smartphones

• Tablets

• Laptops

• Internet connectivity

• Labor Requirements

• Contractor shall be solely responsible for:

• Hiring

• Training

• Retention

• Employee supervision

• Safety compliance

• The City expects a dedicated core staffing complement routinely assigned to the contract and not solely on an on-call or intermittent basis. Further, the Contractor shall provide standard staffing levels sufficient to perform the services described herein during normal business operations. At a minimum, staffing shall include qualified personnel necessary to ensure timely response, continuity of operations, and compliance with all applicable standards and regulations

• Additional crews may be requested by the City.

• Contractor shall provide scopes and material lists for special projects upon request.

• Equipment

• Contractor shall provide all necessary operational equipment unless otherwise specified.

• The City shall provide:

• One (1) City-branded safety vest annually per dedicated full-time staff member assigned to the contract

• Two (2) magnetic vehicle decals annually per contractor vehicle routinely assigned to the contract

• Replacement vests and decals shall be purchased by Contractor through the City-approved vendor.

• Rental equipment shall be procured by Contractor and reimbursed at actual cost with receipts.

• Materials

• All materials shall be purchased in accordance with:

• Texas State purchasing requirements

• City purchasing policies

• Approved budget appropriations

• Inclement Weather and Emergency Response

• Contractor shall assist the City during emergencies including:

• Ice events

• Flooding

• High winds

• Wildfire conditions

• Snow events Contractor shall maintain at least one passable travel lane where directed by the City.

• Invoicing Requirements

• Invoices shall be submitted bi-weekly and include:

• Description of work performed

• Work locations

• Labor hours

• Materials utilized

• Equipment used

• Rental receipts

• Fuel receipts

• Asset repair details

• Dead animal removal documentation and photographs

• Accountability and Performance Standards

• Work Orders

• All work shall be documented within the City work order system.

• Meetings

• Contractor shall attend:

• Weekly operational meetings when requested by the City.

• Quarterly planning meetings with City administration when requested by the City.

• Reporting

• Contractor shall provide work plans and reports in formats designated by the City.

• Compliance

• Contractor shall comply with:

• City ordinances

• Support the City’s compliance with the City’s TPDES MS4 General Permit (Contractor is not a co-permittee)

• APWA best practices

• Texas MUTCD requirements

• Applicable master plans and regulatory documents

• ** EXHIBITS**

• The following exhibits are incorporated into this RFP:

• Exhibit A – Bee Cave Road at Westbank Drive

• Exhibit B – Bee Cave Road at Westlake Drive

• Exhibit C – Bee Cave Road at Redbud Trail

• Exhibit D – Westlake Drive at Redbud Trail

• Exhibit E – Gateway Sign at Redbud Trail

• Exhibit F – Gateway Sign at Rollingwood Drive

• Exhibit G – Gabion Inventory

• Exhibit H – Regulatory and Planning Documents

[Drafting note: Exhibits A–F currently provide only square footage. Prior to issuance, each Exhibit should include a site map / aerial photograph, plant and feature inventory, and current irrigation as-builts. Exhibit H must attach (or hyperlink to) current versions of the listed regulatory documents. Without this information, proposals will not be comparable.]

• COMPENSATION SCHEDULE

• Respondents shall provide a proposed compensation schedule identifying all fees, rates, reimbursable expenses, and any other anticipated costs associated with the services described in the RFP. To include, but not limited to:

• Hourly Rates

• Overtime rates (if applicable)

• Emergency/after-hours rates

• Unit prices

• Mobilization charges

• Equipment rates

• Reimbursable expenses

• PROPOSAL SUBMISSION REQUIREMENTS Proposals shall include:

• Company background and qualifications

• Relevant municipal experience

• Staffing plan

• Equipment inventory

• Safety program

• References

• Proposed project approach

• Fee schedule confirmation

• Proof of insurance

• Acknowledgment of all exhibits and requirements

• INSURANCE REQUIREMENTS

• The selected Contractor shall maintain insurance coverage as required by the City, including:

• General Liability

• Workers’ Compensation

• Automobile Liability

• Umbrella/Excess Liability The City may require additional coverage prior to contract execution.

Type of work: General services to include landscape maintenance, right of way maintenance, stormwater maintenance, facility maintenance, emergency response support, and related services.

Pre-bid meeting: November 6, 2026 at 2:00 PM (Chicago)

Bid opening: November 20, 2026 at 2:00 PM (Chicago) — West Lake Hills City Hall, 4010 Bee Cave Road, West Lake Hills, TX. 78746 — Sealed (2) two, copies of the plans are to be delivered to West Lake Hills, 4010 Bee Cave Road, West Lake Hills, Texas 78748. A jump drive with the complete proposal should be delivered with the sealed bids.

Questions due: November 13, 2026 at 5:00 PM (Chicago)

Sealed (2) two, copies of the plans are to be delivered to West Lake Hills, 4010 Bee Cave Road, West Lake Hills, Texas 78748. A jump drive with the complete proposal should be delivered with the sealed bids.

Bid documents (download requires a free CivCast account):

• Certificate of Interested parties - 1295.pdf (Other) — 1 pp.
• Verification regarding boycott of energy companies TLGC ch 2274.docx (Other)
• VERIFICATION REGARDING BOYCOTT OF ISRAEL.docx (Other)
• VERIFICATION REGARDING DISCRIMINATION AGAINST FIREARM ENTITIES OR FIREARM TRADE ASSOCIATIONS.docx (Other)
• Public Works General Services Request for Proposals_BEM Final.pdf (Bid Docs) — 31 pp.