1-RFP PC26-11 RAINWATER HARVESTING SYSTEM.pdf

RFP PC26-11 Parker County

Kim Rivas Purchasing Agent

1112 Santa Fe Drive

Weatherford · Texas 76086 Bid Due November 24, 2025

2:00 PM

RFP PC26-11

Rainwater Harvesting System

SPECIFICATIONS & INVITATION TO BID ON

RAINWATER HARVESTING SYSTEM

FOR THE PARKER COUNTY

Formal Bid #RFP PC26-11

1. SCOPE

No public official shall have interest in this contract, in accordance with Vernon’s Texas Codes Annotated, Local Government Code Title 5, Subtitle C, Chapter 171. The offerer shall not accept or offer gifts or anything of value nor enter into any business arrangement with any employee, official or agent of Parker County. All vendors must disclose any relationships personal or business to the Parker County Commissioners Court. Failure to do so will result in immediate cancellation of the contract.

1.1 Parker County Texas is now accepting formal bids for the purchase of a RAINWATER HARVESTING SYSTEM for Parker County.

1.2 Bid proposals will be received until 2:00 PM, NOVEMBER 24, 2025, in the office of the County Purchasing Agent, OR electronically at https://parkercountytx.bonfirehub.com/portal/?tab=openOpportunities. Bids will be opened in the conference room of the Purchasing Department, Parker County Annex, 1112 Santa Fe Drive, Weatherford, Texas immediately following the above closing time. However, if Parker County offices are closed due to bad weather or an emergency, bids will be held and opened the following business day. Anticipated award of this contract will be executed by the Honorable Commissioners Court, in an open meeting presently scheduled for 9:00 AM

DECEMBER 8, 2025.

In compliance with Texas Local Government Code 262.026, opened bids shall be kept on file and available for inspection by anyone desiring to see them until the first anniversary of the date of opening.

Opened bids are subject to disclosure under Chapter 552, Government Code. By signing and submitting a response to this Invitation for Bids, the bidder acknowledges that all submitted material will be subject to disclosure under Chapter 552, Government Code and the bidder waives all rights to protest the release of any submitted materials. Copyrighted or otherwise restricted material shall not be accepted as a response to this invitation for bids.

Please note: The official time clock for receiving and stamping in bids is the electronic date and time stamp in the Purchasing Department. No protest will be recognized, as this is the official time.

1.3 Parker County hereby expressly reserves the right to accept or reject in part or in whole any or all bids or proposals submitted and/or to make a formal contract award on the basis of total bid price or unit bid pricing, whichever is deemed most practical by Parker County. Parker County also hereby expressly reserves the right to take up to 90 days after the formal bid opening to render a decision and to waive any technicalities or formalities considered to be in the best interest of the County.

1.4 This invitation and accompanying bid form, when completed by vendor, constitutes a legally binding offer and becomes the governing contract document between Parker County and the successful bidder upon formal award of the bid. Parker County hereby expressly reserves the right to reject any incomplete bid.

1.5 The bid award shall be based on, but not limited to the following factors:

1) Material price.

2) Parker County's evaluation of vendor to supply and perform.

3) Vendor reputation.

4) Vendor's past performance record with Parker County or other County's.

5) Best bid price (not necessarily low bid).

6) Price must be guaranteed for a minimum of (180) one-hundred eighty days.

1.6 Any bid which Parker County PICKS UP at the U.S. Post Office with postage due will be refused and sent back to the vendor unopened. Should this occur and vendor misses bid opening, Parker County will not honor or recognize any protest.

1.7 Bids may be withdrawn at any time prior to the official bid opening. Alterations made before opening time must be initialed by bidder guaranteeing authenticity.

1.8 Please note that Parker County is exempt from Federal Excise and State Sales Tax, therefore tax for goods or services rendered must not be included in your bid. Vendor will be responsible for taxes on vendor's purchases.

1.9 Cooperative Purchasing: Other governmental entities may wish to also participate under this contract (piggyback). Each entity wishing to piggyback must have prior authorization from Parker County and successful bidder. If such participation is authorized, all purchase orders will be issued directly from and shipped directly to the entity requiring materials. Parker County shall not be held responsible for any orders placed, deliveries made or payment for materials ordered by these entities. Bidder is requested to state whether they will be willing to allow other governmental entities to piggyback off this contract, if awarded, under the same terms and conditions in the space provided.

1.10 Termination of Contract: This contract shall remain in effect until contract expires or delivery and or performance of goods/services ordered terminated by either party with a thirty (30) day written notice. The successful bidder must state therein the reasons for such cancellation. Parker County reserves the right to award cancelled contract to next lowest and best bidder as it deems to be in the best interest of the county.

1.11 It should be clearly understood by bidder that the following specifications and requirements are offered to show details of desired equipment being sought and are not intended in any way to limit responses to certain brand names of manufacturer’s products. Parker County may elect to consider certain variations from these specifications, provided such deviations are clearly detailed in the respective bid.

1.12 Specifications / Requirements

• Equivalent to Pioneer Water Tank XLR Zincalume Series

• Galvalume tank body, trusses and roof sheets, top hoop,

• Aqualiner Fresh® or equivalent,

• Geotext Underlay, Lockable Access Hatch, and Removable Ladder

• 6” Overflow

• Sacrificial Magnesium Anodes (for corrosion prevention) and Innovative, fully enclosed, bolt cap.

• Concrete Hold Down Kit

• 6” Outlet w/anti vortex plate

• 6” Butterfly Valve w/ Support Stand

• 6” Flange NH Male Adapter w/Cap

• FDC Sign

• 2” Inlet Fitting (w/plug) on top of sidewall for filling

• Roof Vent

• Level Gauge

• Delivery w/installation

• 20-year manufacturer warranty

1.13 Estimated Quantities: Please note that Parker County will not be bound by contract to purchase any predetermined amount(s) of goods/services. All purchases will be made on the basis of actual need.

2. Information:

2.1 Should you have any questions or require more information in preparing your bid, please contact Kim Rivas, Purchasing Agent, Parker County Annex, 1112 Santa Fe Drive, Weatherford, Texas, 76086 (817) 598-6080, kim.rivas@parkercountytx.com or submit your question electronically through the Bonfire bid software.

2.2 All programs and services of Parker County are offered on a nondiscriminatory basis without regard for race, color, national origin, age, sex, religion, marital status, handicap, or disability.

3. Funding:

Funds for payment have been provided through the Upper Trinity Groundwater Conservation District Rainwater Harvesting Grant Program.

By his/her signature on this bid form, the successful bidder shall indemnify and save harmless Parker County, its agents and employees from and against all claims, damages, losses and expenses, including attorney's fees, arising out of or resulting from the performance of the work;

provided that any such claim, damage loss or expense (a) is attributable to bodily injury to or destruction of tangible property including the loss of use resulting there from, and (b) is caused in whole or in part by any negligent act or omission of the contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless whether or not it is caused in part by a party indemnified hereunder.

Any and all such claims against any party indemnified hereunder by any employee of the contractor, any subcontractor, or anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, the indemnification obligation herein provided shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable by or for the contractor or any subcontractor under worker's compensation acts, disability benefit acts of other employee benefit acts.

4. Insurance:

See Exhibit A for Worker's Compensation Statement.

A certificate of insurance shall be filed with Parker County prior to commencement of any work under this contract, naming Parker County as an additional insured with regard to this contract and evidencing insurance coverage of limits not less than the following:

A) Worker's Compensation - Providing for payment for benefits as specified by the Worker's Compensation Law of the State of Texas.

B) General Liability - $100,000 each person

- $300,000 each accident Personal Damage - $100,000 each person

- $100,000 each accident

By his signature on this bid form, the successful contractor shall indemnify and save harmless Parker County, its agents and employees from and against all claims, damages, losses and expenses, including attorney's fees, arising out of or resulting from the performance of the work;

provided that any such claim, damage loss or expense (a) is attributable to bodily injury to or destruction of tangible property including the loss of use resulting there from, and (b) is caused in whole or in part by any negligent act or omission of the contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless whether or not it is caused in part by a party indemnified hereunder.

Any and all such claims against any party indemnified hereunder by any employee of the contractor, any subcontractor, or anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, the indemnification obligation herein provided shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable by or for the contractor or any subcontractor under worker's compensation acts, disability benefit acts of other employee benefit acts.

FORMAL BID ON: RFP PC26-11 RAINWATER HARVESTING SYSTEM

Scheduled Opening Date and Time: NOVEMBER 24, 2025, 2:00 PM CST

Anticipated Award Date: DECEMBER 8, 2025, 9:00 AM

Opening Location: Purchasing Department, Parker County Courthouse Annex, 1112 Santa Fe Drive, Weatherford, TX Please Note:

If Parker County offices are closed due to bad weather or an emergency, bids will be held and opened the following business day.

INSTRUCTIONS TO BIDDERS

Bids are solicited for furnishing merchandise, supplies, services and/or equipment set forth above. Completed bid proposals MUST be in the hands of the Parker County Purchasing Department, 1112 Santa Fe Drive, Weatherford, Texas; no later than 10:00 a.m. on the above prescribed "Scheduled Opening Date", unless another time is specifically prescribed. Late bids will be returned to the bidder unopened.

In order to assure your bid is fairly considered, it must be submitted in a properly sealed envelope, clearly marked on its outside surface with the words: “SEALED BID: RFP PC26-11 RAINWATER HARVESTING SYSTEM. Bids marked otherwise may be opened by mistake.

It is extremely important that you return the Bid Page of this form, with the appropriate information inserted in the spaces provided, so that your bid may be considered valid.

Bids may be withdrawn at any time prior to the official opening by the Parker County Commissioners Court. Parker County is exempt from Federal Excise and State Sales Tax.

Therefore, tax must not be included in the bid.

The undersigned agrees, if this bid is accepted, to furnish any and all items upon which prices are offered, at the price(s) and upon the terms and conditions contained in the specifications and these instructions. The period for acceptance of this bid will be 30 calendar days unless a different period is specified by Parker County. Processing for payment will commence only after delivery and formal acceptance of merchandise, and upon receipt of a proper invoice and any titles or other transfer of ownership certificates or documents, pending final approval by the Commissioners Court of Parker County.

The undersigned affirms that they are duly authorized to execute this contract, that this company, corporation, firm, partnership or individual has not prepared this bid in collusion with any other bidder, and that the content of this bid as to prices, terms or conditions of said bid have not been communicated by the undersigned nor by any employee or agent to any other bidder or to any other persons engaged in this type of business prior to the official opening of this bid. And further, that the manager, secretary or other agent or officer signing this bid is not and has not been for the past six months directly nor indirectly concerned in any pool or agreement or combination to control the price of supplies, services or equipment bid on, or to influence any person to bid or not to bid thereon.

Having read and understood the instructions, terms, conditions, specifications and invitation to bid, we submit the following bid:

Bid Page #: RFP PC26-11 RAINWATER HARVESTING TANK

Tank Size Price including assembly

4,990 gallons 11’ x 7’2” $ 9,907 gallons 15’5” x 7’2” $

16,392 gallons 19’9” x 7’2” $ 20,243 gallons 22” x 7’2” $

29,093 gallons 26’4” x 7’2” $ 39,626 gallons 30’9” x 7’2” $ 51,785 gallons 35’2” x 7’2” $ 65,567 gallons 39’6” x 7’2” $

Any and all deviations from specifications (Attachments):

Guaranteed delivery date: ________________

WOULD BIDDER BE WILLING TO ALLOW OTHER GOVERNMENTAL ENTITIES TO PIGGYBACK OFF

THIS CONTRACT, IF AWARDED, UNDER THE SAME TERMS AND CONDITIONS?:

_______YES _______NO

In signing this bid page for formal bid #RFP PC26-11, the undersigned is obligated to all the instructions, terms, conditions, and specifications set forth in the pages of this document. The undersigned further agrees to provide Parker County any and all invoices it may require for pricing verification under this contract.

Bidder's Name and Address: ________________________________________________

Signature: ___________________________________________

Email: _________________________________________________________________________

Phone:__________________________________ Date:_______________________________