Key dates and submission
Bids are due by email on Nov 11, 2026 at 5 p.m. Central. Bids received after that cannot be included in the HOA's grant application.
- Request for bids issuedNovember 4, 2026
- Site walk (strongly encouraged)By appointment, through Mon, Nov 9Call or email Matthew Lee (817-793-2023, matt@netsam.com) to schedule. Meet at Treasure Island Trail and Island View Drive, Arlington, TX.
- Questions dueTue, Nov 10, 2026, 5:00 p.m.By email; answers shared with all bidders in the Q&A section.
- Bids dueNov 11, 2026, 5:00 p.m. CTEmail PDF to matt@netsam.com
- Grant decision (City Council)January 2027Award to contractor follows
- Work windowMarch to July 2027Tree work and planting in spring
Submit to
Matthew Lee, President/Secretary
Waterview Estates dba The Island at Enchanted Bay HOA
matt@netsam.com · 817-793-2023
Subject line
Bid – Treasure Island Trail Canopy & Garden Project – [Company name]
✉ Start bid emailFormat
One PDF on company letterhead, including:
- Completed bid form
- Plant palette (plant schedule and layout)
- Bench cut sheet
- Certificate of insurance
- Warranty terms
- Three references
Project background and site
The HOA is applying for a City of Arlington 2027 Neighborhood Matching Grant to fund this work, and your bid will be attached to that application as the project cost estimate.
Owner
Waterview Estates dba The Island at Enchanted Bay HOA (80 homes)
Location
Treasure Island Trail at Island View Drive and the neighborhood entrance, Arlington, Texas. All work areas are HOA-owned land along a public street.
Work areas, in order along the drive in from the entrance
- VIEW 1Entrance sign gardensThe existing river-rock bed at the Island at Enchanted Bay sign, and the turf strip along the wall beside the sign
- VIEW 2Bench and garden under the treesA bare area between the sidewalk and the wall, under existing trees
- VIEW 3Bench along the iron fenceBench and pad in the parkway; the turf stays
- VIEW 4Bench by the screening wallBench and pad in the parkway near the stone column; the turf stays
- VIEW 5Parkway trees (curb to sidewalk)Four to six declining Bradford Pear trees in a turf strip
- VIEW 6Garden under the shade treesTurf between the sidewalk and the masonry screening wall
- VIEW 7Garden strip along the wallTurf between the sidewalk and the masonry screening wall
- VIEW 8Garden strip beside the sidewalkTurf between the sidewalk and the masonry screening wall
- VIEW 9Keep it cleanTwo courtesy signs, two pet waste stations and two trash receptacles, installed, one set at each end of the Treasure Island Trail walking route
Existing conditions
Spray irrigation already serves the strips. The masonry wall, entrance sign, iron fence, existing healthy trees and the two large shrubs at the sign stay. The sidewalk, curb, wall, sign, sign lighting and fence must be protected.
Quantities and lengths
Garden strip lengths, the entrance wall strip length and strip depths are to be measured by the bidder. Bidders should verify all quantities at the site walk.
Site map and desired look
Each image below stacks a work area as it is today (top) above the look the HOA wants after the work (bottom). View 9 (signs, pet waste stations and trash receptacles) has no picture. The lower images are conceptual renderings of the desired look, not construction drawings. The scope of work and bid form set the quantities (for example, seven benches and four to six oaks in all). Bidders' plant palettes should aim for this look using plants from the Arlington Approved Plant List.
Scope of work
The contractor furnishes all labor, materials, equipment and disposal for the items below; subcontracting tree or concrete work is allowed if named in the bid.
ATree removal
- Remove four to six Bradford Pear trees in the parkway. Price per tree.
- Grind stumps and surface roots to at least 8 inches below grade; backfill with topsoil.
- Haul away all wood, debris and grindings. Protect the curb, sidewalk, irrigation and adjacent trees.
BShumard oak installation
- Furnish and plant one Shumard oak (Quercus shumardii), 3-inch caliper, for each tree removed. Price per tree.
- Nursery stock with a straight central leader, free of girdling roots and damage.
- Plant at the proper depth with the root flare visible; stake for one year; 3-inch mulch ring at least 4 feet wide.
- Confirm placement and setbacks from the curb, streetlights, inlets and the intersection with the HOA before planting.
CGarden bed preparation
- Remove turf in both garden strips; do not spray herbicide over the sidewalk or street.
- Amend soil with at least 3 inches of compost tilled to 6 inches; shape beds.
- Install steel edging along the sidewalk side of each bed.
DPerennial planting
- Propose a drought-tolerant palette from the Arlington Approved Plant List: perennials, ornamental grasses and pollinator plants, with year-round interest.
- Include a plant schedule (species, container size, quantity) and a simple planting layout that achieves the desired look shown in the before-and-after images.
- Spread 3 inches of shredded hardwood mulch over all beds.
EIrrigation conversion
- Convert the existing spray zones in the new beds to drip irrigation.
- Add bubblers or drip rings for each new oak. Cap or adjust heads so no water hits the sidewalk or street.
- Licensed irrigator to perform and test the work.
FBenches and pads
- Furnish seven commercial-grade metal benches (powder-coated steel or similar), surface-mounted. Include a cut sheet.
- Pour seven concrete pads on HOA land, sized for each bench: four beside the sidewalk at the garden strips, two in the parkway between the curb and the sidewalk (Views 3 and 4), set back from the curb, and one beside the sidewalk under the trees (View 2); anchor with tamper-resistant hardware.
- Final bench locations set with the HOA.
F3Entrance gardens and garden bed under the trees
- Entrance sign bed (View 1): Remove the river rock and decorative boulder, amend the soil, and replant with drought-tolerant perennials and grasses from the Approved Plant List. Keep the two large shrubs and the sign lighting; protect the sign, its masonry and the existing edging.
- Entrance wall strip (View 1): Remove turf along the wall beside the sign, prepare the bed, plant, mulch and add drip irrigation, matching the look of the garden strips.
- Garden bed under the trees (View 2): Prepare the bare area, plant shade-tolerant species from the Approved Plant List around the bench pad, mulch, and add drip irrigation. Protect the roots of the existing trees; no heavy equipment or deep tilling within the tree drip lines.
F4Keep it clean (View 9)
- Courtesy signs: Furnish and install two post-mounted aluminum signs (about 12 x 18 inches) reading, for example, “Please help keep our neighborhood clean. Clean up after your pet.” Submit a proof for HOA approval before fabrication.
- Pet waste stations: Furnish and install two low-profile commercial dog waste stations (bag dispenser plus lidded waste bin), anchored to a small concrete pad or ground mount, with an initial supply of bags.
- Trash receptacles: Furnish and install two commercial-grade steel trash receptacles (about 32 gallons, with liner and rain lid), in a finish matching the benches, anchored.
- Place one sign, station and receptacle at each end of the walking route, at locations set with the HOA, beside the sidewalk and clear of the walkway.
GGeneral
- Call 811 for utility locates before any digging.
- Keep the sidewalk open or safely detoured during work; clean up daily.
- Repair any damage to the curb, sidewalk, wall, irrigation or turf caused by the work.
Contractor requirements
Bids missing any of these items may be rejected.
🛡 Insurance
A certificate of insurance showing general liability of at least $1,000,000 per occurrence and workers' compensation as required by Texas law. Name Waterview Estates dba The Island at Enchanted Bay HOA as additional insured before work starts.
📜 Licensing
A Texas Licensed Irrigator (TCEQ) for the irrigation work; an ISA Certified Arborist on the tree work is preferred.
🌱 Warranty
At least a one-year replacement warranty on all trees and plants from final acceptance, assuming the HOA keeps irrigation running. State warranty terms in writing.
📞 References
Three references from similar HOA, commercial or municipal landscape jobs in the last three years, with contact names and phone numbers.
🚶 Site walk
Attendance is strongly encouraged; schedule a walk-through with Matthew Lee by Monday, November 9. Bidders who skip it accept the site conditions as they are.
Bid form
Price every line on your letterhead in this format, so the HOA can enter each item directly into the grant budget. Price each area separately. Homeowners are choosing which of the nine areas to include, and the HOA may award any combination of areas, so every area needs its own subtotal.
| Area | Item | Unit | Qty | Unit price | Total |
|---|
- Mobilization: If your price changes when only some areas are awarded, state any minimum job charge or per-area mobilization fee.
- Alternate (optional): Price per additional 3-inch Shumard oak, and any deduct if fewer than six trees are removed.
- Attachments: Plant schedule and layout · bench cut sheet · certificate of insurance · warranty terms · three references.
- Also state your estimated start date and duration, and sign and date the form.
Terms
- Partial award: Homeowners will choose which areas go into the grant application, so the HOA may award all nine areas or only some of them, at the per-area prices bid.
- Price hold: Prices must hold through July 31, 2027.
- Contingency: If the grant is not awarded, the HOA may decline to award any contract.
- Selection: The HOA board will choose on price, qualifications, references, plant palette and schedule, not necessarily the lowest bid. The HOA may reject any or all bids.
- Volunteers: Residents may help with planting or mulching on a scheduled volunteer day under the contractor's direction. Note any credit or coordination this would require.
- Documentation: The selected contractor must provide an itemized invoice and paid receipt for grant closeout, and before and after photos are welcome.
- Payment: Terms to be set in the contract; state any required deposit in the bid.
Questions & answers and addenda
Email questions to matt@netsam.com by Tuesday, November 10, 2026, 5:00 p.m. Central. Answers are shared with all bidders here. Please check back before you submit.