11-260038 - Specifications.pdf

SPECIFICATIONS

SCOPE

Harris County is soliciting bids for a term contract furnishing, delivering, installing and maintaining various sizes of waste and refuse containers and related items at various locations throughout Harris County for the term beginning on or about January 1, 2027 and ending one (1) year thereafter or until all services ordered prior to the expiration date have been satisfactorily delivered and accepted or performed satisfactorily for the using department(s).

It is the responsibility of each vendor to examine the entire bid package, seek clarification in writing, and review their bid for accuracy before submitting. Questions relating to this bid must be submitted in writing and directed to Tamara Twiner, Office of the Purchasing Agent, through Bonfire. The deadline for submission of questions relating to this bid is listed on the Event schedule of this project. All questions submitted in writing prior to the deadline will be compiled and answered in writing. A copy of all questions and answers will be released as a Public Notice to all firms. The County will not be bound by any information conveyed verbally.

RENEWAL OPTIONS

Harris County may consider four (4) one-year renewal options, renewable one (1) year at a time, based on the same terms and conditions with future pricing for goods and services only revised according to the attachment titled CPI-U Based Price Adjustment Calculations. Renewal is subject to approval by Harris County Commissioners Court. Once renewal options are exhausted, the contract must be rebid. Harris County reserves the right to rebid at any time as is in its best interest and is not automatically bound to renew.

CERTIFICATE OF INTERESTED PARTIES (FORM 1295)

Texas law requires all parties who enter into any contract with the County which must be approved by Commissioners Court to disclose all interested parties. Form 1295 must be completed in its entirety at the following website: https://ethics.state.tx.us/filinginfo/1295/ prior to submitting your response. Failure to do so may result in disqualification of your response.

USAGE REPORTS

Harris County reserves the right to request, and receive at no additional cost, up to two (2) times during the contract period, a usage report detailing the products and/or services furnished to date under a contract resulting from this bid. The reports must be furnished no later than five (5) working days after written request and itemize all purchases to date by Harris County department, description of each item purchased, quantity of each item purchased, per unit and extended price of each item purchased, and total amount and price of all items purchased.

CHANGE IN CONTRACT

Should any changes to the contract be required, a Change in Contract form shall be generated by Harris County Purchasing and will be sent to the awarded vendor(s) for execution. Any changes in contract shall be in writing and must be signed by both Harris County and the awarded vendor.

Waste Management and Refuse Removal Services for Harris County, the Harris County Flood Control District, the Harris County Community Supervision & Corrections Department and the

Harris County Health System https://ethics.state.tx.us/filinginfo/1295/

PURCHASE ORDERS

Products and/or services must not be provided and invoices will not be paid without a purchase order, signed by the Harris County Purchasing Agent. Purchase orders will be written in annual increments when applicable.

Once a purchase order is issued, the using department will contact vendor directly to place orders.

NO CONFIDENTIALITY OF BIDS

Once opened, bids are public record. There are no exceptions. When submitting a bid, the vendor must be sure to redact confidential information if the information is needed to address requirements of the bid. If there are any questions concerning confidentiality of information to be submitted, contact Melissa McCord immediately at tamara.twiner@harriscountytx.gov.

ALTERATION OF DOCUMENT

No alterations may be made to this document. Any alterations made may result in the bid being deemed non-responsive and rejected. The terms and conditions contained within this bid supersede all conflicting terms within any cooperative purchasing contracts associated with this purchase.

TOLL/PARKING FEES

Any and all toll/parking FEES incurred by the vendor during the term of this contract will be the responsibility of the vendor.

SPECIAL REQUIREMENTS

Vendor may offer for sale additional items related to the scope of goods and/or services described herein and/or listed on the BidTable. Though the related items offered may be considered during the award recommendation, and/or may be made a part of a subsequent contract, if any, with Harris County, the affect of the related items cannot be extended and totaled in determining the lowest bidder since an estimated usage is unknown.

Purchases by Harris County of related items should not exceed 20% of the total annual purchases under the contract.

The rates quoted on the BidTable must be all-inclusive. “All-inclusive” shall be constructed as costs incorporating all charges for labor, material, equipment, testing and any other cost incurred. No separate line item rates or charges will be accepted.

During the term of the contract, only industry-wide changes in price, reflected by documentation from supplying manufacturer/mill(s) will be approved. Pricing is subject to manufacturer’s increase/decrease, and for the amount of the increase/decrease only. Prices cannot be increased for ninety (90) days after the contract begins. Prices cannot be increased within ninety (90) days of any previous price increase. Price reductions must be applied to Harris County costs as soon as applied to vendor’s costs.

This bid or Commissioners Court approved award does not obligate Harris County to the eventual purchase of any product/service described, implied or which may be proposed. Progress toward this end is solely at the discretion of Harris County and may be terminated at any time.

The County may award to more than one (1) vendor as “Primary” and “Secondary” vendor. The “Secondary” vendor will be utilized due to time constraints, availability, etc.

SPECIFICATION

Vendor shall furnish all labor, supervision, equipment, materials, transportation, and incidentals necessary for the containment, collection, hauling, and lawful disposal of municipal solid waste, refuse, and debris from County-designated locations throughout Harris County. All services shall be performed in a safe, timely, efficient, and professional manner in accordance with the highest industry standards and in full mailto:tamara.twiner@harriscountytx.gov.

compliance with all applicable federal, state, and local laws, regulations, permits, and ordinances. Vendor shall develop, implement, and maintain efficient collection routes and service schedules, subject to review and approval by Harris County, to ensure consistent and reliable service delivery.

All pricing shall be all-inclusive, including labor, equipment, fuel, disposal fees, permits, and all applicable taxes. No additional surcharges (including fuel or environmental fees) shall be applied unless expressly approved in writing by the County.

Vendor shall comply with all applicable regulations, including but not limited to those established by the Environmental Protection Agency, the Texas Commission on Environmental Quality, and all requirements under the Resource Conservation and Recovery Act.

Vendor shall ensure that all waste is transported and disposed of only at properly permitted and licensed facilities. Documentation, including disposal manifests, weight tickets, and facility certifications, shall be maintained and provided to the County upon request.

Illegal dumping or disposal at unauthorized facilities shall constitute a material breach of contract.

Except for County-owned receptacles, the vendor shall provide all containers required under this contract.

All containers shall be suitable for Type I and Type IV waste, constructed of durable steel, and maintained in new or like-new condition.

All containers shall be:

• Leak-proof

• Rodent- and pest-resistant

• Structurally sound

• Clearly labeled (if required by the County)

Containers shall be cleaned, sanitized, and deodorized at a minimum of once per quarter, or more frequently as required by the County. Any container deemed unacceptable by the County shall be removed and replaced within twenty-four (24) hours of notification at no additional cost. Vendor shall verify placement locations with the County representative prior to delivery and ensure containers are placed in safe, accessible, and compliant locations.

All routine collection services shall be performed on designated service days between the hours of 5:00 a.m. and 5:00 p.m. Central Time, unless otherwise approved in writing by the County. Collection routes and schedules shall be submitted to the County for approval prior to implementation. The County reserves the right to require reasonable modifications to routes or schedules to meet operational needs.

Missed or skipped collection services shall be remedied within four (4) hours of notification by the County.

In cases where containers are inaccessible, the Vendor shall notify the County within two (2) hours and provide photographic documentation. Upon notification that access has been restored, the vendor shall complete service within twenty-four (24) hours. Repeated service failures (more than three (3) per month per location) shall constitute a performance deficiency subject to liquidated damages.

The awarded vendor shall coordinate with the incumbent vendor to ensure a seamless transition of services.

This includes scheduling, container exchange, and uninterrupted service delivery. The vendor shall assume full responsibility for all services upon Notice to Proceed (NTP).

Vendor shall provide a current contact list including primary, secondary, and emergency contacts.

Designated account representatives shall be available during business hours (5:00 a.m. to 5:00 p.m. Central

Time) and shall respond to County inquiries within one (1) business day. Emergency contacts shall be available twenty-four (24) hours per day, seven (7) days per week.

Detention Facilities Vendor shall be able to provide primary and secondary after-hours personnel contact information to field and address questions for Harris County’s twenty-four (24) hour downtown Detention Facilities. Vendor personnel shall comply with all County security protocols, access requirements, and background checks applicable to detention facilities.

Detention Facilities, as defined below, shall be serviced according to schedule, including holidays.

Services shall be performed daily, including holidays between the hours of 1:00 a.m. and 4:00 a.m. CST, Sunday-Saturday including all holidays at the Inmate Processing Center. Vendor shall be able to provide primary and secondary after- hours personnel contact information to field and address questions for Harris County’s twenty-four (24) hour downtown Detention Facilities.

Detention Facilities – 24 Hour Operations Jail, 1200 Baker Street Jail, 1307 Baker Street Jail, 701 N. San Jacinto Inmate Processing Center, 1201 Commerce

For the purposes of this contract, terms “dump,” “haul,” and “empty” shall mean rendering a container empty by either:

• Emptying contents into another container or collection vehicle, or

• Removing and replacing the container with an empty container

Safety Requirements Vendor shall comply with all applicable safety standards, including those established by the Occupational Safety and Health Administration.

All vehicles shall be equipped with:

• Backup alarms

• Safety lighting

• Spill containment kits

Drivers shall maintain valid licenses and certifications appropriate for the equipment operated.

Environmental Protection Vendor shall take all necessary precautions to prevent spills, leaks, and environmental contamination. Any spill shall be immediately contained, reported, and remediated at the vendor’s expense.

Vendor shall support waste diversion efforts where applicable, including recycling and composting programs.

Service Flexibility The County reserves the right to:

• Add or remove service locations

• Adjust service frequency

• Change container sizes or types

Vendor shall implement changes within seventy-two (72) hours unless otherwise directed.

Emergency And Force Majeure Vendor shall maintain a continuity of operations plan (COOP) to ensure service continuity during emergencies, including severe weather events, disasters, or other disruptions. Vendor shall submit a copy of its proposed COOP with its bid submission.

Emergency services shall be provided within timeframes specified by the County, including same-day response when required.

REPORTING REQUIREMENTS

Vendor shall provide monthly reports including:

• Total pickups completed

• Missed or delayed services

• Waste volumes collected

• Disposal locations

Reports shall be submitted electronically in a format approved by the County.

Invoices All invoices shall be itemized and include:

• Facility name and address

• Service dates

• Container type and size

• Description of services

• Container Type - (e.g., roll off, front end loader, etc.) and size (in cubic yards, e.g., 6 cy, 8 cy, etc.)

• Total charges

Supporting documentation, including haul tickets and disposal records, shall be provided upon request.

Each invoice shall be in a form acceptable to the Harris County Auditor and shall include such details of the services performed as may be reasonably requested by utilizing County departments and the Harris County Auditor. In addition, each itemized invoice shall include at a minimum a description of the tasks billed for, the date(s) or time period(s) of the performance of the work, and the total amount billed for the services performed. After the receipt of each itemized invoice, the utilizing County department’s designee shall review and approve it with such modifications as may be deemed appropriate and thereafter forward the invoice with any modifications to the Harris County Auditor for payment. The County reserves the right to audit all invoices and supporting documentation. Invoices shall be paid within thirty (30) days of invoice approval.

Deductions Deduction(s) for unsatisfactory performance and/or work not performed - examples of unsatisfactory performance and/or work not performed include, but are not limited to, the following: missed collections, collection time changes not approved in advance by Harris County, leaving refuse after a pickup within twenty-five (25) feet of waste containers, and failure to meet the requirements of these Specifications.

Failure of vendor to provide satisfactory performance and/or work not performed may result in the 20% withholding of the daily amount due the vendor from Harris County for each day the proper containment and removal of refuse materials are not provided per the designated County department’s representative.

Payments – payments will be made upon receipt of invoices and verification of services rendered in accordance with the collection schedule and on a calendar month basis unless there are deductions for non-performance or unsatisfactory performance to be administered. There will be a one (1) month delay in adjusting amounts of payment when deductions for unsatisfactory performance and/or work not performed.

For example, deductions for unsatisfactory performance and/or work not performed during January will affect the payment for February’s service.

Harris County will inform the vendor in writing of the type and dollar amount of proposed deductions, including date, time, location and amount of proposed deduction. The vendor may, within ten (10) working days of receipt of the notification from Harris County of the proposed deductions, present to Harris County the specific reasons why any of the proposed deductions are not warranted. Reasons shall be solidly based and must provide specific facts which justify reconsideration and adjustment of the proposed amount to be deducted. Failure to respond within the ten (10) working day period may be construed as acceptance of the deductions proposed. Utilizing County departments may determine applicable deductions to vendor invoices at their discretion, and those determinations shall be final.

Property Damage Vendor shall immediately advise the County department representative of any damages caused by the vendor’s personnel while on duty. Vendor-caused damages shall be promptly corrected to the satisfaction of Harris County. All costs to resolve the matter shall be solely at the vendor’s expense. Harris County may withhold payments or make invoice deductions as deemed necessary to ensure reimbursement for loss and/or damages between the County department and the vendor. Approval of corrective action will be at the sole discretion of Harris County. Vendor shall meet and maintain insurance requirements identified within the Harris County Minimum Insurance Requirements located in Bonfire under Supporting Documentation. Additionally, vendor shall include public liability and property damage coverage with adequate limits to cover vendor’s liability that may arise directly or indirectly from work performance under the bid. Certification of such coverage shall be provided with vendor’s bid submission.

Instructions for Pricing Services

A. Front End Loader (FEL) Containers

1.) Pricing for item #1-1 - #1-3 as included within BidTable(s) is based on a unit price per cubic yard to be all-inclusive of container rental, container delivery, disposal fees including landfill, incidental expenses, local, state and federal fees and permits, transportation of refuse and the return of the empty container. The vendor shall furnish 2, 3, 4, 6, 8 and 10 cu. yd. FEL containers as required by Harris County. Monthly billing shall be computed as follows:

(Size x Days) x Price) x Average number of weeks in a month)

• Size is the container capacity in cubic yards.

• Days is the number of scheduled days per week the container is to be emptied (hauled)

• Price is the price per cubic yard bid by the vendor

• Average number of weeks in a month is computed by dividing fifty-two (52) weeks by twelve (12) months (for the purpose of this bid 4.33 shall be used).

Example: 8 cu. yd container with a weekly haul of three (3) days per week. (Example bid price of $2.00 per cubic yard (8x3) x $2.00 x 4.33) = $207.84 per month)

2.) Pricing for item #1-1 - 1-3, as included within BidTable(s) is a flat charge for emptying the container outside of the regular dump schedule. This can only be charged if Harris County requests an off-schedule dump.

3.) Pricing for item #1-3 as included within BidTable(s) is a flat charge for delivering a Front-End Loader (FEL) container on a temporary basis. This can only be charged if Harris County requests a temporary FEL container be delivered. For the purposes of this contract, a temporary basis is defined as thirty

(30) days or less.

4.) On – Demand Services

Vendor shall provide on-demand front end loader container waste management and refuse removal services to address unforeseen circumstances, emergency situations, or other instances as determined necessary by the requesting Harris County department. Such services may be required on an as-needed basis and shall be performed within forty-eight (48) hours of a utilizing Harris County department’s request to ensure continuity of operations and maintenance of public health and safety standards.

On-demand services may include, but are not limited to, additional waste collection, bulk or special item removal, emergency debris cleanup, or other related services outside of the routine service schedule. Vendor shall maintain the capability, staffing, equipment, and resources necessary to respond to such requests within a reasonable timeframe as agreed upon by the County.

All pricing for on-demand services shall be clearly itemized and included in the Bid Table submitted with the vendors proposal. Rates shall remain firm for the term of the contract unless otherwise adjusted in accordance with the contract provisions. No additional charges shall be incurred by the County unless such charges are expressly identified and approved in advance in accordance with the agreed-upon pricing structure.

B. Roll Off Containers

1.) Pricing for items #2-1, #2-2, #2-3, #2-1, #2-2, and #2-3, as included within BidTable(s) is a per haul inclusive of container rental, container delivery, disposal fees including landfill, incidental expenses, local, state and federal fees and permits, transportation of refuse and the return of the empty container.

2.) Pricing for item #2-4 and #2-4, as included within BidTable(s) is a flat charge for delivering a roll off container on a temporary basis. This can only be charged if Harris County requests a temporary container be delivered. For the purposes of this contract, a temporary basis is defined as thirty (30) days or less.

3.) Pricing for item #2-5 and #2-5, as included within BidTable(s) is a flat monthly charge to upgrade the 20-yard roll off container to a watertight 20-yard container with a bow tarp. This is an all-inclusive upgrade charge for the furnishing, maintenance and installation of the bow tarp to keep rainwater out of the container and to keep container contents from entering the storm sewer from storm water run-off. This can only be charged if Harris County requests a watertight bow tarp 20-yard container. The 20-yard per haul charge shall also apply.

4.) On-Demand Services

Vendor shall provide on-demand roll off container waste management and refuse removal services to address unforeseen circumstances, emergency situations, or other instances as determined necessary by the requesting Harris County department. Such services may be required on an as-needed basis and shall be performed within forty-eight (48) hours of a utilizing Harris County department’s request to ensure continuity of operations and maintenance of public health and safety standards.

On-demand services may include, but are not limited to, additional waste collection, bulk or special item removal, emergency debris cleanup, or other related services outside of the routine service schedule. Vendor shall maintain the capability, staffing, equipment, and resources necessary to respond to such requests within a reasonable timeframe as agreed upon by the County.

All pricing for on-demand services shall be clearly itemized and included in the Bid Table submitted with the vendor’s bid submission. Rates shall remain firm for the term of the contract unless otherwise adjusted in accordance with the contract provisions. No additional charges shall be incurred by the County unless such charges are expressly identified and approved in advance in accordance with the agreed-upon pricing structure.

C. Hand Pickup

1.) Pricing for items #3-1 - 3-5, as included within BidTable(s) is a flat charge for scheduled hand pickup of the bracketed number of bags per pickup. Monthly billing shall be computed as follows:

(Bid Price x No. of pickup days per month)

• Price is the flat price bid by the vendor pickup

• No. of pickup days per month is self-explanatory

D. Compactor

1.) Pricing for items #7-1, as included within BidTable(s) is a flat monthly charge for stationary compactor equipment rental. This charge shall be all-inclusive of use of the equipment, scheduled maintenance and equipment repair parts and labor.

2.) Pricing for items #7-1, as included within BidTable(s) is a flat monthly charge for self-contained compactor equipment rental. This charge shall be all- inclusive of use of the equipment, scheduled maintenance and equipment repair parts and labor.

3.) Pricing for items #6-1 - #6-3, as included within BidTable(s) is a per haul charge for refuse removal only (rental is charged separately above). The charge shall be all-inclusive of container delivery, disposal fees including landfill, incidental expenses, local, state and federal fees and permits, transportation of refuse and the return of the empty container.

4.) Pricing for items #7-1 as included within BidTable(s) is a per haul charge for refuse removal. The charge shall be all-inclusive of container rental, delivery, disposal fees including landfill, incidental expenses, local, state and federal fees and permits, transportation of refuse and the return of the empty container.

Currently Harris County owns:

• One (1) 30 cu. yd. self-contained compactor located at 701 North San Jacinto - Refuse removal charges only apply.

• One (1) 30 cu. yd. self-contained compactor located at 1200 Baker St. – Refuse removal charges only apply.

• One (1) 20 cu. yd. self-contained compactor located at 1307 Baker St. – Refuse removal charges only apply.

• One (1) 2 cu. yd. stationary compactor located at Bear Creek Park, 4000 Addicks-Fairbanks-

No monthly charges.

• One (1) 40 cu. yd. roll-off receiver located at Bear Creek Park, 4000 Addicks-Fairbanks

Refuse removal charges apply.

E. Clean Green Waste

1.) Pricing for items #8-1, #8-2, and #8-3, as included within BidTable(s) shall be based the haul rate for clean green waste to be taken to a composting facility. The price shall be all inclusive of container rental, container delivery, disposal fees including composting, incidental expenses, local, state and federal fees and permits, transportation of green waste and the return of the empty container. Green waste can be defined as vegetation such as lawn clippings, yard trimmings, pruning, leaves, weeds and dead branches.

2.) Pricing for item #8-1 through #8-6, as included within BidTable(s) is a flat charge for delivering a roll off container on a temporary basis. This can only be charged if Harris County requests a temporary container to be delivered. For the purposes of this contract, a temporary basis is defined as thirty (30) days or less.

3.) Pricing for item #8-1 through #8-6, as included within BidTable(s) is based on the extra costs involved in diverting green waste to the landfill if contaminated with trash or other items that preclude composting. The vendor and the releasing department shall agree that the load is contaminated before this charge is accepted.

F. Separate Pricing/Delivery Information It is the intention of this bid to secure fixed pricing on current refuse removal services needs as well as to have fixed pricing in place for needs that may or may not come to bear in the future. The estimated quantities listed within BidTable(s) are based on previous years’ experience and possible future needs.

Harris County reserves the right to purchase more or less.

This bid is intended to encompass four (4) distinct governmental entities, with vendors to provide pricing for the services for these entities via the BidTable:

1.) Harris County, the Harris County Flood Control District, and the Harris County Community

Supervision & Corrections Department are accepting pricing on the BidTable(s) sheet labeled

“HARRIS COUNTY”

Each BidTable(s) contains estimated quantities for an entity and should be considered separately. Bids will be evaluated and award recommendations will be made based on each separate BidTable(s).

G. Emergency Pickup Services Vendor shall provide emergency waste collection and refuse removal services on a priority basis in response to urgent or unplanned events that pose an immediate need for service. Emergency situations may include, but are not limited to, natural disasters (e.g., floods, hurricanes, severe storms), Force Majeure events, public health or safety incidents, building cleanouts, or other conditions as determined by Harris County.

Vendor shall maintain sufficient personnel, equipment, and operational capacity to respond to emergency service requests within the timeframes specified by the County, which may include same-day or next-day service depending on the severity and nature of the event. Services may include expedited waste removal, deployment of temporary dumpsters or roll-off containers, debris removal, and other necessary support to restore safe and sanitary conditions.

In the event of a declared emergency or Force Majeure occurrence, Vendor shall be capable of furnishing and servicing temporary dumpsters at designated locations throughout the County.

Placement, servicing frequency, and removal of such equipment shall be coordinated with the requesting department to ensure efficient response and minimal disruption.

All pricing for emergency pickup services, including but not limited to labor, equipment, hauling, disposal, and temporary dumpster rental, shall be clearly identified in the Bid Table. Emergency service rates shall be applied in accordance with the pre-approved pricing structure and shall remain firm for the duration of the contract unless otherwise adjusted in accordance with contract provisions. Any services not explicitly priced in the Bid Table must receive prior written authorization from Harris County before charges are incurred.

Vendor shall not impose additional surcharges, premiums, or fees for emergency response beyond those expressly stated in the contract, unless approved in writing by the County. Harris County reserves the right to determine when emergency services are required and to authorize the scope and extent of such services at its sole discretion.