Invitation for Bid Exterior Graphic Installation for The Woodlands Express Coach Buses C-2026-0524

The Woodlands Township
2801 Technology Forest Blvd.
The Woodlands, TX 77381
Invitation for Bid (IFB)
Exterior Graphic Installation for The Woodlands Express Coach Buses
Contract
Contract Number: C-2026-0524
PURPOSE
Contractors shall provide all labor, materials, equipment, and supervision necessary for the removal of
25 previous and printing and installation of 39 exterior graphics for commuter buses ("bus wraps")
outlined in the attached bid documents. The contract will be for a term of 12 months beginning
December 1, 2026.
Pre-Bid Meeting Bid at 2:00 p.m. CST September 14, 2026
Deadline for Written Questions at 5:00 p.m. CST September 18, 2026
Bids Due by 1:00 p.m. CST at 2801 Technology Forest
September 30, 2026
Boulevard, The Woodlands, TX 77381
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Bidder shall complete every space in the bidder proposal column with either signed initials to indicate
the item being bid is exactly as specified or a description to indicate any deviation of item being bid from
the specifications. Bidder may submit additional information explaining any proposed deviation.
1 GENERAL Bidders
Initials
1.1 The contract for these services, if awarded, shall be for twelve (12) months (December 1, 2026 -
November 30, 2027) or until the services outlined in this IFB have been completed. Any and all
financial obligations of The Woodlands Township under the proposed contract are conditional as they
relate to a yearly appropriation during the annual budget process.
1.2 If the Services outline in the IFB have not been completed in the timeline provided in Item 1.1, the
Township may extend the contract up to twelve (12) months to allow for the work to be completed.
The Township must send notice of the contract extension to the Contractor at a minimum thirty (30)
days prior to the expiry of the contract.
1.3 The Woodlands Township reserves the right to reject any or all bids, including without limitation the
rights to reject any or all nonconforming, non-responsive, unbalanced or conditional bids and to reject
the bid of any bidder if The Woodlands Township believes that it would not be in the best interest of the
project to make an award to that bidder, whether because the bid is not responsive or the bidder is
unqualified or of doubtful financial ability or fails to meet any other pertinent standard or criteria
established by The Woodlands Township.
1.4 The Woodlands Township also reserves the right to waive all informalities and defects in the bids and
the bidding process not involving price, time of submittal or changes in the work and to negotiate
contract terms with the successful bidder. Discrepancies between the multiplication of units of work
and unit prices will be resolved in favor of the unit prices. Discrepancies between the indicated sum of
any column of figures and the correct sum thereof will be resolved in favor of the correct sum.
Discrepancies between words and figures will be resolved in favor of the words. In case of ambiguity or
lack of clarity in stating the prices in the bid, The Woodlands Township reserves the right to consider
the most advantageous bid thereof or to reject the bid.
1.5 Prospective Bidders may obtain a bid package including specifications and bidding documents from The
Woodlands Township website, online at https://www.thewoodlandstownship-
tx.gov/Departments/Finance/Purchasing-Procurement/Bids.
1.6 Bidders should carefully examine the bid documents, specifications and other documents, visit the sites
of the work, field verify quantities and fully inform themselves as to all conditions and matters which
can in any way affect the work or the cost thereof. Should a bidder find discrepancies in or omissions
from specifications, or other documents, or be in doubt as to their meaning, he should at once notify
The Township and obtain clarification prior to submitting a bid.
1.7 Addenda to the specifications shall be considered part of the contract documents. Bidder shall
acknowledge receipt of addenda on the Bid Proposal Form. Oral and other interpretations or
clarifications will be without legal effect.
1.8 Any qualification or exception submitted by the contractor pertaining to the specifications and bid
items may be cause for rejection of bid. (A conditional bid may be cause for rejection.)
1.9 The Contractor's bid shall include unit prices as outlined in the Bid Tabulation Form.
Quantities required and listed are substantially correct, but The Woodlands Township reserves the
right to increase and/or decrease the amount of work to be done by any amount at the same unit cost
bid.
1.10 There will be a public bid opening following the bid open date and time at The Woodlands Township
offices, 2801 Technology Forest Blvd. The Woodlands, TX 77381.
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1.11 ANY ALTERATIONS, ADDITIONS OR DELETIONS, TO EITHER THE INSTRUCTIONS TO BIDDERS, OR THE
PROPOSAL FORM SHALL CONSTITUTE THE BID(S) AS UNACCEPTABLE.
1.12 It is understood that in addition to the items outlined in this bid package, The Woodlands Township's
facilities, offices, terminals, parks, pools and sports fields are continually growing and the successful
contractor must be capable of handling contract additions throughout the term of the contract to the
same standards, frequencies and expectations outlined herein.
1.13 Contractor shall be capable of receiving communication by email, or via phone call/message/app.
1.14 Contractor shall provide all equipment, labor, trucks, and material necessary to perform the required
service. No equipment, material or personnel shall be provided by The Township to Contractor unless
agreed upon in advance in writing by the Township.
1.15 Contractor shall remove all rubbish, waste and discarded material on a daily basis that is a result of
their services provided to the Township. If Contractor fails to comply with this obligation, and the
Township is required to remedy, the Contractor agrees to reimburse the Township for all expenses
incurred for the remedy.
1.16 Each employee will be identified by a company uniform (shirt, pants or cap) and vehicles will be clean,
and all marked with company name.
1.17 Contractor shall behave and operate in an environmentally sound and professional way, as to not
create damage or cause exposure by virtue of negligence or omission.
1.18 Equipment must be well maintained and in good condition.
1.19 Transportation of staff and equipment shall be done only in vehicles marked with contractor's
company logo unless agreed in writing by Township staff.
1.20 Contractors shall understand that one of the main emphases of this community is the preservation of
the natural existing environment which includes the trees, bushes, wildflowers and wildlife, and to
enhance it by additional landscaping and the development of the lakes and open space. No trees,
shrubs or vegetation should be unnecessarily removed or damaged. No trash, lumber, etc. can be
dumped in the woods. No vehicles, etc. can be parked except in handicapped spaces or park reserves.
1.21 Work Orders (WO) and service requests may be sent to Contractor via email, these emails or WO's
should be acknowledged upon receipt.
1.22 Additions and modifications to the Contract, The Township will request a proposal for additional
services and will add it to the contract, at their discretion. Missed services will be deducted from the
monthly invoice based on the pricing reflected in the service matrix/bid tab
1.23 Contractor is responsible for obtaining such supplies, materials and parts if not provided directly by the
Township. Such supplies, materials and parts shall be of good quality and the cost of such shall be
billed as reflected in the proposal from the Contractor. Installed materials that fail before warranty
shall be replaced by the contractor with new material at no cost to the Township other than labor to
reinstall.
1.24 Contractor shall not employ any subcontractor to fulfill any of the Contractor's obligations, in whole or
in part, without the prior express written approval of The Woodlands Township and shall fully
indemnify and defend the Township for any acts or omissions of any such sub-contractor.
1.25 All maintenance operations shall be performed by the approved contractor or sub-contractor. A list of
sub-contractors shall be submitted with the bid.
1.26 Contractor is responsible for responding to emergencies as deemed by The Township i.e., hurricanes,
tornadoes, flooding. Contractor shall provide an emergency response number(s), office and mobile
number. Contactor must respond to the emergency in an appropriate amount of time as agreed upon
as deemed by the Township and Contractor.
1.27 Contractors must include a detailed equipment list necessary to complete the work outlined in these
specifications and submit it with the bid and annual schedule.
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1.28 Contractor is responsible for damage to persons and property caused during the performance of
contracted work.
1.29 The Contractor will be held responsible for any damages to trees, plants, shrubs, fences, walls, brick,
pavers, glass, etc. that is caused by the Contractors errors or their failure to comply with the
requirements of these specifications and will be assessed a fee. Values will be based on The
Township's assessment and/or appraisal in accordance to Council of Tree and Landscape Appraisers or
other mutually agreeable source.
1.30 If through inspection and verification, in The Woodlands Township opinion, work as defined by the
specifications has been carried out to an insufficient standard, the work shall be carried out again by
the Contractor without creating a backlog to other maintenance schedules and at the expense of the
Contractor.
1.31 **In the event the contractor fails to accomplish any task under this scope of work, The Woodlands
Township will provide reasonable notice to take corrective action. If the Contractor does not perform
the service, The Woodlands Township may, at its option, cause the non-performed tasks to be
accomplished through another source and deduct the cost of such from the amount normally due to the
contractor for that monthly period based on the Supplemental Unit Prices
2 LAWS, REGULATIONS, AND INSURANCE Bidders
Initials
2.1 Please be advised that in accordance with State of Texas Local Government Code Chapter 176, Bidder
must submit Form CIQ
2.2 In compliance with State of Texas Government Code, Section 2252.908, the successful business entity
awarded a contract by the Board of Directors of The Woodlands Township must complete Form 1295 -
"Certificate of Interested Parties" - and must provide a signed and notarized printed copy of the form
and a separate certification of filing. The form can be found at www.ethics.state.tx.us
2.3 At Contractor's own cost and expense, Contractor shall comply with all laws, ordinances, rules, and
regulations of the federal, state and local and OSHA authorities and departments relating to or
affecting the work hereunder, and shall secure and obtain any and all permits, licenses and consents as
may be necessary in connection therewith.
2.4 Contractor shall furnish to The Township copies of said licenses (State Texas Licensed Irrigator and
Pesticide Applicator), permits prior to the commencement of any work hereunder.
2.5 Traffic control, where and when needed, must meet the requirements of all state and local laws and
regulations shall be included as part of the unit cost.
2.6 All work, repairs, preventative maintenance and installations shall be made in compliance with the
appropriate Certifications, Laws, and Codes as adopted by the State of Texas.
2.7 Contractor shall provide The Woodlands Township acceptable proof of insurance and endorsement
forms which meets the requirements as identified herein. Proof of Insurance must be provided before
any Work is to begin.
3 INSTRUCTIONS Bidders
Initials
3.1 Pre-Bid Meeting will take place at First Class Transportation office, 12703 Eastex Fwy, Houston, TX
77039, on September 14, 2026, at 2:00 PM local time.
3.2 Contractors should visit the locations in their own time in order to best determine scope and
expectations: The Woodlands Township strongly encourages all bidders to familiarize themselves with
facilities and locations.
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3.3 INTERPRETATIONS AND ADDENDA- All questions about the meaning or intent of the Bid Documents
and the Contract Documents shall be submitted in writing to Ryan Deckert, Asset and Safety Manager
at RDeckert@thewoodlandstownship-tx.gov. Interpretations, questions, or clarifications will be
considered by the Township and if necessary be responded to by issuance of an Addendum. All
questions are to be received no later than September 18, 2026. Only answers issued by Addenda will
be binding. All addendums will be posted on The Woodlands Township website at
https://www.thewoodlandstownship-tx.gov/Departments/Finance/Purchasing-Procurement/Bids.
3.4 Sealed bids, addressed to The Woodlands Township, 2801 Technology Forest Boulevard, The
Woodlands, Texas 77381, Attention: Ryan Deckert, Asset and Safety Manager, must be received at the
above address no later than 1:00 PM local time on September 30, 2026, for furnishing all labor,
materials, supplies, equipment, licensing, supervision, and performing all work necessary to provide
The Woodlands Township based on the bid documents in The Woodlands Township, Montgomery and
Harris Counties, Texas. Bids shall be submitted in sealed envelopes using the blank Proposal forms
furnished with this bid package.
3.5 Each sealed envelope containing the bid(s) must be clearly marked on the outside bid for:
Exterior Graphic Installation for The Woodlands Express Coach Buses
Contract Number: C-2026-0524
and the envelope should bear on the outside the name of the bidder and company their address.
3.6 All companies bidding on this project must include the information outlined in the ITEMS TO BE
INCLUDED IN BID SUBMITTAL such as bid checklist, statement of qualifications, list of subcontractors,
list of equipment, references, list of proposed equipment, licenses, insurance requirements, and other
items requested in this bid document.
3.7 All Bids must be made on the required BID TABULATION FORM. All blank spaces for BID prices must be
filled in, in ink or typewritten, and the BID form must be fully completed and executed when submitted.
3.8 Bidder is required to submit three (3) references of previous projects of similar or like nature
size/value.
4 INVOICING AND PAYMENT Bidders
Initials
4.1 Unit prices shall remain in effect for the length of this agreement (December 1, 2026 - November 30,
2027)
4.2 Evaluation of bid takes into account the following considerations: price, responsibility and
responsiveness.
4.3 THIS IS A TAX-EXEMPT CONTRACT. A TAX EXEMPTION CERTIFICATE WILL BE SUPPLIED TO THE
CONTRACTOR WHO MAY THEN ISSUE A RESALE CERTIFICATE TO SUPPLIERS AND SUBCONTRACTORS.
4.4 Unit prices shall be inclusive of all charges (staff time, application equipment, disposal, etc.).
4.5 Monthly invoices from the selected vendor must be submitted containing at least the following
information:
* Month of Service
* Description of Unit Price
* Copy of Services Tracker for that Month
* Total Cost
No payment will be made without backup documentation
4.6 Added services- Contractor shall submit to the Township invoices upon completion of any Work Order
sent by The Woodlands Township staff no later than thirty (30) days after completion of the work.
4.7 The Township will remit payment for each invoice to Contractor within 30 days of receipt of an
approved Invoice, unless the Township disputes any portion of the Invoice, and the Contractor is not in
default under the provisions of this contract.
4.8 Contract payment will be on a monthly basis, based on a detailed invoice provided to The Township
from the selected Contractor.
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4.9 Monthly Statements - Contractor should provide a Monthly Statement of outstanding/pending
invoices. Monthly Statement shall be sent on the 1st day of each Month.
5 SCOPE OF WORK Bidders
Initials
4.1 The Township is seeking qualified firms to provide all labor, materials and tools to provide full bus
wraps for 39 vehicles for the current fleet and new fleet of over-the -road coaches.
4.2 Contractor shall perform the following activities under this contract:
* Task 1 - Removal of previous bus wrap on 25 vehicles
* Task 2 - Fabricate and print bus wraps
* Task 3 - Install of 39 new bus wraps
14 previously wrapped, over-the-road coach vehicles
o
25 new over-the-road coach vehicles, currently being manufacturer by MCI
o
4.3 The wraps will be a full wrap to identify the commuter bus service and provide brand awareness and
consistency on the vehicles.
4.4 Measurements of the over-the-road coaches are attached herein for determining the length height of
the wraps for fabrication.
4.5 Vehicles have a white base paint.
4.6 The Township will supply an artwork file of the wrap for the selected Contractor to fabricate and make
ready for installation for installation in the exterior of the buses. The selected Contractor must submit a
rendering of the wrap to the Director prior to installation and may not commence work until the design
is approved by the Director. Response to the rendering will be provided within two (2) business days of
submission.
4.7 The installation of the bus wraps must take place at the First Class Transportation bus yard at 12703
Eastex Fwy, Houston, TX 77039. Bidders may see the facility at the non-mandatory pre-bid meeting to
see the facility and the current fleet of vehicles.
4.8 Bids shall be on the basis of total project costs for the project under the following requirements and
conditions, which shall be considered an essential part of the Contract Documents.
4.9 This project is funded in part by a grant from the Federal Transit Administration.
4.10 Selected Contractor to supply all necessary, personnel, tools, machinery, materials, supplies and
equipment to perform the work as specified herein.
4.11 Contractor shall behave and operate in an environmentally sound and professional way, as to not
create damage or cause exposure by virtue of negligence or omission.
4.12 Contractor shall not employ any subcontractor to fulfill any of the Contractor's obligations, in whole or
in part, without the prior express written approval of The Woodlands Township and shall fully
indemnify and defend the Township for any acts or omissions of any such sub-contractor.
4.13 At no time will the Contractor be allowed to operate the over-the-road coach. If a vehicle needs to be
moved for the installation or removal of previous bus wrap, the Contractor shall notify First Class
Transportation personnel to move the vehicle.
4.14 Contractor warrants that labor on a repair (including repair and Replacement parts) will function
properly for a period of one (1) year from The Township's acceptance/date of installation and be noted
on the invoices for the particular component. If additional warranty extensions are available, please
notify in advance of repair or replacement.
4.15 Contractor must adhere to the safety and security policies in place at the First Class Transportation bus
yard while on the property. Ladders and installation materials may not encroach on driving lanes or in
the way of operators on the property. First Class Transportation will work with the Contractor to have
the available space available.
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4.16 Contractor must submit a request to the identified point of contact a minimum of 48 hours written notice
requesting the over-the-road coaches needed by VIN number. VIN numbers will be provided to the
selected Contractor.
4.17 Installations shall be done during the day after the peak hours of commuter service from 9:00 AM to
3:00 PM. Installations can also be done on weekends from 9:00 AM to 5:00 PM. Work to be performed
on weekends must be scheduled with First Class Transportation a minimum of 48 hours written notice.
4.18 Installation, removal and off-site disposal of exterior bus wrap shall be solely the Contractor's
responsibility. The Township specifically reserves the right to approve all materials and locations to be
placed in and on its property.
4.19 For the bus wraps, the materials shall be a 3M vehicle-grade wrap materials or approved equal. There
should be a minimum four-year warranty on the wrap materials.
4.20 The bus wrap material must be cut and applied tightly around the rubrail to avoid inadvertent damage
due to the high-pressure bus washing system. The Township shall not be held liable for material or fabric
discolored or damaged by normal washing of the buses.
4.21 Exterior bus wraps must include the four-digit bus number on the front, back, curbside and driver's side
of the bus at all times. If an exterior bus wrap covers existing bus numbers, the bus number must be
included in the artwork as part of the design. The location and color of the number shall be approved by
the Director prior to fabrication of the wrap.
4.22 Applied bus wraps shall be free from wrinkles, blisters or similar defects; "squared" to the vehicle
contour lines and present a sharp and clear appearance.
4.23 Any portion of the bus wrap material that is placed improperly or that becomes cracked, peeled, or
damaged, regardless of the cause thereof, must be removed by Contractor, at no cost to the Township,
within three (3) business days after the date of written notice sent either by e-mail or mail to Contractor.
4.24 Contractor shall take precaution with respect to bus paint when applying bus wraps. Application of the
bus wrap shall not negatively compromise the existing paint on buses. Contractor shall be solely
responsible for the cost of repairs caused by the installation and removal of bus wrap materials
performed by Contractor, Contractor's employees, representatives and subcontractors.
4.25 If the deficiencies are not corrected within three (3) business days from the date of the Township's
written notice, the Township may remove the material and bill Contractor accordingly for labor. The
Township shall charge Contractor the standard hourly wage for a mechanic to remove the material.
Contractor shall remit payment to the Township within thirty (30) business days of receipt of invoice. If
Contractor fails to timely submit payment, the Township may terminate this Contract for breach, and/or
pursue other legal or equitable remedies.
4.26 Contractor shall reimburse the Township for repairs if Contractor's application/removal of bus wrap
damages buses' paint (e.g., peels off, etc.).
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Attachment A - Commuter Over-the-Road Coaches Information
The current fleet is 25 2016/2017 Motor Coach Industries (MCI) Model D4500 Commuter Coaches.
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The new fleet is 25 MCI D45 CRT vehicles. The diagram below is provided by MCI with their permission.
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The proposed design of the bus wrap is below.
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