Back Road Government Bids & RFPs

The bid due date is June 3, 2026, at 2:00 PM.

The bid notice does not explicitly detail payment terms for contractors, but it does mention progress payments and final payment procedures within the contract documents.

The contract documents state that upon issuance of a certificate of final completion, the contractor warrants for a period of one year that all labor and materials provided shall be new and that all work will be of good quality, free from faults and defects, and in conformance with the agreement.

The determination of the lowest responsible bidder may involve factors such as price, conformity to specifications, financial ability to perform the contract, previous performance, facilities and equipment, availability of repair parts, qualifications and experience, delivery promise, payment terms, compatibility, other costs, and other objectives and accountable factors.

To demonstrate qualifications, bidders must be prepared to submit written evidence such as financial data, previous experience, and present commitments. Each bid must contain evidence of the bidder's qualifications to do business in Texas or a covenant to obtain such qualification prior to award. Factors considered include work previously completed, permanent place of business, adequate plant and equipment, prompt payment of claims, appropriate technical experience, job references, and satisfactory performance on similar projects.

The contract specifies liquidated damages of **** for each and every calendar day that the contractor is in default after the time stipulated for substantial completion and/or final completion.

The bid notice states that a pre-bid meeting will not be held for this project, implying that site visits are not formally scheduled or mandatory.

The bid notice states that bidders may be required to provide samples of items if requested by the owner, without charge, and if not destroyed, they shall be returned at the bidder's expense.

The bid notice does not specify a deadline for challenging the bid process or award.

Bidders may be disqualified for reasons including failure to use the proposal form, lack of signature, failure to properly complete the proposal, evidence of collusion, omission of bid security, unauthorized alteration of bid form, lack of appropriate qualifications and experience, unsatisfactory performance, failure to complete projects, or loaded or unbalanced bids.

The installer agrees to repair or replace plantings and accessories that fail in materials, workmanship, or growth within a specified warranty period. For trees, shrubs, and ornamental grasses, the warranty period is 36 months from the date of substantial completion. For ground covers, biennials, perennials, and other plants, the warranty period is also 36 months. The warranty covers death and unsatisfactory growth, structural failures, and faulty performance of tree stabilization and edgings, except for defects resulting from abuse, lack of adequate maintenance, or neglect by the owner. A limit of one replacement of each plant is required, except for losses or replacements due to failure to comply with requirements. An extended warranty equal to the original warranty period is provided for replaced plant material.

The installer must be a qualified landscape installer whose work has resulted in successful plant establishment. They must hold a state landscape contractor license, be a member in good standing of specific professional organizations (ALCC, NALP, or AmericanHort), and have five years of experience in landscape installation. The installer must also maintain an experienced full-time supervisor on-site and have personnel certified by NALP. Pesticide applicators must be state-licensed and commercial.

Samples for verification are required for organic mulch (1-quart volume), mineral mulch (2 lb), and weed control barrier (12 by 12 inches). For organic mulch, samples should be in sealed plastic bags labeled with composition by percentage of weight and source, representing typical lot quality, color, texture, and organic makeup. For mineral mulch, samples should be in sealed plastic bags labeled with the source, indicating color, texture, and makeup. For weed control barrier, a 12 by 12 inch sample is required.

The contract period is for one year, beginning July 1, 2026, through June 30, 2027, with the option of three 1-year extensions upon written agreement of both parties. If delivery instructions do not appear in the instructions or specification, it will be interpreted to mean prompt delivery not to exceed 30 calendar days.

Payments will be processed after the receipt of a proper invoice from the successful bidder. Payment for the used portion of an inferior delivery will be made by the county on an adjusted price basis.

The successful bidder guarantees the products against defective material or workmanship and will repair or replace any damages or marring occasioned in transit. Every unit delivered must be guaranteed against faulty material and workmanship for a period of at least one year from date of delivery.

Award will be based on the total cost for all items on the proposal page using the estimated quantities listed. Awards will be made to the lowest responsible bidder unless best value methodology is indicated in the bid documents, taking into consideration the reliability of the bidder, the quality of the materials, services, equipment, or supplies to be furnished, their conformity with the specifications, the purposes for which required, and the terms of delivery.

The bidder must furnish all quantities actually ordered during the contract period. Saratoga County will reject any bid that does not have a signed statement of required disclosures, representations, and certifications.

Failure to comply with any of the terms or any evidence of poor quality or service will be considered cause for discontinuing business with the successful bidder. If the successful bidder fails to deliver within the time specified or within a reasonable amount of time, or fails to make replacement of rejected articles, the county may purchase from other sources to take the place of the item rejected or not delivered, and the successful bidder agrees to reimburse the county promptly for excess costs occasioned by such purchases.

The county reserves the right to request a representative sample of the item quoted prior to the award or before shipments are made. Samples, when required, must be submitted strictly in accordance with the instructions. If samples are requested subsequent to bid opening, they shall be delivered within ten business days of the request, or as directed, for the bid to have consideration.

A formal protest concerning a pending contract award must be received within five business days after the protesting party knows or should have known of the facts that form the basis of the protest.

Saratoga County will reject any bid that does not have a signed statement of required disclosures, representations, and certifications. Failure to comply with any of the above terms or any evidence of poor quality or service will be considered cause for discontinuing business with the successful bidder.