12-260115 - Specifications (1).pdf

SPECIFICATIONS

Landfill Services to Accept Type IV, Non-Putrescible, Non-Compacted Solid Waste and Recycling Materials for Harris County and the Harris County Flood Control District

SCOPE

Harris County is soliciting bids for landfill services to accept type IV, non-putrescible, non-compacted solid waste and recycling materials for Harris County and the Harris County Flood Control District for one (1) year beginning approximately July 01, 2026.

PRE-BID CONFERENCE

A pre-bid conference is scheduled for June 3, 2026, at 11:00 a.m. CST, local time via Microsoft Teams.

Join the Meeting Now:

https://teams.microsoft.com/meet/250222281973264?p=TZUlE4So7LsazYwgdQ

Meeting ID: 250 222 281 973 264 Passcode: 5ei25Bs7

Or call in (audio only)

+1 281-985-1862,,784394938#

Attendance is not mandatory but preferred so that all vendors have a better understanding of the requirements of this bid. The pre-bid conference will not be rescheduled due to tardiness or any other issues that may arise; no exceptions. Persons with disabilities requiring special accommodations should contact the Purchasing Office at (713) 274- 4400 at least two (2) days prior to the pre-bid conference.

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 within Bonfire. The deadline for submission of questions relating to this bid is listed on the Event Schedule within Bonfire. 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 forwarded via Public Notices through Bonfire to all firms. The County will not be bound by any information conveyed verbally.

M/WBEs Harris County strives to engage with prime contractors and subcontractors that represent the diverse businesses of the County. We will ensure that historically underutilized minority- and woman-owned businesses (M/WBEs) receive a fair and equal opportunity to participate in the County's procurement process. The County expects Vendors to make a good faith effort and the Vendor agrees to reasonably assist the County to meet or exceed goals for awarding contracts associated with a project the County procures, operates, maintains, or constructs to M/WBEs.

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 but pricing will be revised for garbage and trash collections (series SEHG02) according to the attachment titled CPI-W Based Price Adjustment Calculations. Any annual CPI adjustment increase shall be capped not to exceed four percent (4.0%) or a negotiated percentage less than the established cap. 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.

https://teams.microsoft.com/meet/250222281973264?p=TZUlE4So7LsazYwgdQ tel:+12819851862,,784394938

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://www.ethics.state.tx.us/filinginfo/1295/ prior to submitting your response. Failure to do so may result in disqualification of your response.

SPECIAL REQUIREMENTS

The rates quoted on the BidTable must be all-inclusive. “All-inclusive” shall be construed as costs incorporating all charges for labor, material, equipment, delivery and any other cost incurred. No separate line item rates or charges will be accepted. Quantities are estimates. Harris County may require more or less. In case of discrepancy between unit and total pricing, unit pricing governs. In addition, the vendor shall be required to provide bonds upon award or this contract.

No compensation will be received for any bid items unless they are actually used on the job under the direction of the field engineer. Any additional items required over and above those listed on the BidTable will have to be secured on a change-in-contract and are not to be used until they have been approved by the Harris County Auditor’s Office, Harris County Precincts/ Flood Control and/or Commissioners Court.

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.

NO CONFIDENTIALITY OF BIDS

Once opened, bids are public records. There are no exceptions. When submitting a bid, 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 Tamara Twiner immediately at tamara.twiner@harriscountytx.com .

ALTERATION OF DOCUMENT

No alterations may be made to this document. Any alterations made may result in the bid being 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.

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, including manufacturer, quantity of each item purchased, per unit and extended price of each item purchased, and total amount and price of all items purchased.

https://www.ethics.state.tx.us/filinginfo/1295/ mailto:tamara.twiner@harriscountytx.com

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

CHANGES 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.

SPECIFICATION

Harris County and the Harris County Flood Control District (HCFCD) is seeking qualified vendor(s) to provide comprehensive landfill services for the acceptance, handling, processing, and final disposition of non-putrescible, non-compacted solid waste generated by Harris County and its departments, including the Harris County Flood Control District (HCFCD). Vendor(s) shall assume full legal, environmental, and regulatory responsibility for all waste accepted under this contract. All services shall be performed in strict compliance with applicable federal, state, and local laws and regulations, including those enforced by the Texas Commission on Environmental Quality and the Environmental Protection Agency. Vendor(s) shall furnish all labor, supervision, equipment, materials, and facilities necessary to perform services in a safe, timely, and compliant manner.

Vendor(s) shall accept waste deliveries during standard operating hours of 8:00 a.m. to 4:30 p.m. Central Standard Time (CST), Monday through Friday, and 8:00 a.m. to 12:00 p.m. CST on Saturdays, excluding Harris County-recognized holidays unless otherwise approved by the County. In addition to standard hours, the vendor shall maintain the capability to provide after-hours, weekend, and holiday services upon request. Vendor(s) shall maintain twenty-four (24) hour on-call availability and shall respond to urgent service requests within four (4) hours of notification. During emergency events, including but not limited to flooding or disaster response, vendor(s) shall provide immediate mobilization and acceptance capability. Failure to meet response time requirements may result in performance penalties or contract remedies as determined by the County.

Profiled Waste Harris County Flood Control District (HCFCD) and participating Harris County Departments do not routinely perform pre-profiling of waste materials prior to transport and disposal. The anticipated waste streams under this contract primarily consist of vegetative debris, inorganic debris, and soil generated through routine maintenance, construction, and storm-related activities. While the County does not pre-profile waste, the awarded vendor(s) shall assume full responsibility for proper waste identification, classification, handling, and disposal in accordance with all applicable federal, state, and local regulations, including those enforced by the Texas Commission on Environmental Quality.

All soil materials delivered under this contract shall be tested by or on behalf of the County prior to disposal, and such testing documentation shall be made available to the vendor upon request. Vendor(s) shall review and verify all provided documentation and shall notify the County of any discrepancies or concerns prior to acceptance.

Harris County does not dispose of recyclable materials under this contract. Vendor(s) shall not process or divert recyclable materials unless explicitly authorized in writing by the County.

Vendor(s) may encounter Class 2 non-hazardous industrial waste as part of routine operations. No Class 1 hazardous waste is anticipated from any participating County facility. In the event that hazardous or non-conforming waste is identified, vendor(s) shall:

• Immediately notify the County

• Isolate and secure the material in accordance with regulatory requirements

• Refuse acceptance or manage the material only with written County authorization

• Document the incident and provide a written report within twenty-four (24) hours

Vendor(s) shall not reclassify any waste stream without prior written approval from the County, Waste Streams The general categories of waste anticipated under this contract include, but are not limited to, the following:

• Yard and Green Waste (vegetative debris such as brush, trees, and organic material)

• Municipal Solid Waste (MSW), non-hazardous

• Industrial and Special Waste (Class 2 non-hazardous)

• Exploration and Production (E&P) Wastes, where applicable and permitted

• Household Waste (non-hazardous, non-putrescible where applicable)

• Construction and Demolition (C&D) Debris

All waste classifications shall conform to definitions established by the Texas Commission on Environmental Quality and other applicable regulatory authorities. The Vendor shall ensure all waste is properly managed, documented, and disposed of in accordance with these classifications.

Acceptable And Prohibited Waste Vendor(s) shall accept non-putrescible solid waste, including but not limited to construction and demolition debris, soil, dirt, vegetative debris such as brush and trees, and other non-hazardous municipal solid waste. Waste accepted under this contract shall conform to applicable regulatory classifications and definitions. Vendor(s) shall not accept hazardous waste, regulated medical waste, radioactive materials, unauthorized liquid waste, or any materials prohibited by law or regulation. In the event that prohibited or non-conforming waste is identified, vendor(s) shall immediately notify the County, isolate the material, and manage it in accordance with all applicable regulatory requirements. Vendor(s) shall be responsible for ensuring proper classification and handling of all waste streams.

Facility Requirements All landfill facilities utilized under this contract shall be fully permitted, operational, and compliant with all applicable regulations. Facilities shall maintain all-weather access roads capable of supporting heavy vehicle traffic under all normal and adverse weather conditions. Vendor(s) shall ensure safe ingress and egress, proper traffic control, and continuous operational capability. In the event of inclement weather, vendor(s) shall provide tow-in/tow-out or equivalent contingency services at no additional cost to the County. Any facility downtime exceeding two (2) hours shall be reported immediately to the County, along with a written corrective action plan detailing the cause, expected duration, and mitigation measures.

Service Locations of Facilities Vendor(s) shall provide a minimum of three (3) fully permitted landfill facilities located within the geographic boundaries of Harris County. At least two (2) facilities shall remain operational and available to the County at all times to ensure continuity of service. Use of facilities outside Harris County shall only be permitted with prior written approval from the County and only under emergency conditions or capacity constraints.

Safety Requirements Vendor(s) shall comply with all applicable safety standards and regulations, including those established by the Occupational Safety and Health Administration (OSHA). Vendor(s) shall maintain safe working conditions, provide appropriate personal protective equipment (PPE), and implement traffic control measures to protect County personnel and the public. Vendor(s) shall be solely responsible for all safety incidents occurring at its facilities.

Vendor Qualifications Vendor(s) must be properly permitted and regulated by the Texas Commission on Environmental Quality to operate a Type IV landfill. Vendor(s) shall submit proof of active permits, insurance coverage including general liability and environmental liability, safety program documentation, and a record of compliance history, including any violations or penalties within the past five (5) years.

Vendor Supervision and Staffing Vendor(s) shall provide a qualified on-site supervisor during all operating hours who is authorized to make operational decisions and can communicate effectively in English. The supervisor shall be responsible for ensuring compliance with all contract requirements and safety standards.

Site Maintenance and Clean-Up Vendor(s) shall maintain all facilities in a clean and orderly condition. Vendor(s) shall promptly remove debris resulting from its operations and take all necessary measures to prevent environmental contamination. Vendor(s) shall be responsible for maintaining safe and sanitary conditions at all times.

Estimated Quantities All quantities and volume estimates provided in this specification are for informational purposes only and are not guaranteed. Actual quantities may vary based on operational needs, weather conditions, and project requirements.

Harris County reserves the right to increase or decrease quantities or modify participating departments without penalty or obligation to the Vendor. No minimum usage or volume is guaranteed under this contract.

Estimated Volumes and Usage Due to the variable nature of County operations, including weather events, emergency response, and infrastructure activities, precise waste quantities by facility are not available. The following estimates are provided for informational purposes only and shall not be construed as guaranteed minimums or maximums. The County reserves the right to increase or decrease quantities without penalty.

Estimated Volumes by Department

• Harris County Flood Control District (HCFCD):

Estimated total disposal volume of approximately 10,000 cubic yards (CY), consisting of:

o Approximately 60% soil o Approximately 40% mixed debris

• Precinct 2:

Waste streams vary significantly based on operational activities. The current estimated average disposal volume is:

o Approximately 100 cubic yards per month

• Precinct 3:

The following facilities are primarily utilized for dirt and landfill debris:

o Fairbanks North Houston Landfill:

Estimated volume of 23,500 CY, including:

7,500 CY from T.C. Jester operations 16,000 CY from various park locations

• Atascocita Landfill:

Estimated volume of 15,200 CY, including:

o 3,000 CY from Crosby Road & Bridge operations o 1,200 CY from Humble Road & Bridge operations o 11,000 CY from various park locations

• Precinct 4:

Detailed itemization by facility is not available. All Road and Bridge (R&B) camps currently utilize the Fairbanks North Houston Landfill for disposal of Class 2 non-hazardous waste materials.

Performance Requirements and Operational Expectations Vendor(s) shall manage all waste streams in a manner that ensures efficiency, compliance, and minimal disruption to County operations. At a minimum, the vendor(s) shall meet the following performance standards:

• Ensure accurate waste classification and regulatory compliance for all loads accepted

• Maintain documentation accuracy at 100% compliance

• Routine service requests shall be fulfilled within twenty-four (24) hours

• Emergency response shall be immediate, not to exceed four (4) hours

• Notify the County of any discrepancies, rejected loads, or compliance issues within 24 hours

• Provide timely acceptance of waste to prevent operational delays

• Maintain sufficient capacity to handle fluctuations in waste volumes, including during emergency events

Failure to meet these requirements may result in corrective action, performance penalties, or termination of the contract.

Delivery, Inspection, And Acceptance Harris County reserves the right to inspect all loads delivered under this contract. Vendor(s) shall provide signed documentation confirming acceptance of each load. Any discrepancies, disputes, or rejected loads shall be resolved within forty-eight (48) hours. The County reserves the right to reject any load that does not meet contract specifications.

Documentation And Record Keeping Vendor(s) shall maintain accurate and complete records of all waste accepted under this contract. Required documentation shall include load tickets, certified weight tickets, waste classification records, and disposal manifests. Vendor(s) shall provide monthly reports summarizing usage, volumes, and service activity. All documentation shall be submitted within five (5) business days upon request and retained for a minimum period of five (5) years. The County reserves the right to audit all records at any time during the contract term.

Equipment And Operations Vendor(s) shall provide and maintain all equipment necessary to perform services under this contract. All equipment shall be in good working condition, properly maintained, and compliant with all applicable safety and environmental regulations. Vendor(s) shall not substitute equipment, subcontract services, or utilize third-party facilities without prior written approval from the County.

Damages And Liability Vendor(s) shall be responsible for any damage to County property, vehicles, or equipment resulting from its operations. Vendor(s) shall repair or reimburse the County for such damages within thirty (30) days of notification. Vendor(s) shall indemnify and hold harmless Harris County from any and all claims, damages, losses, or liabilities arising out of the vendor’s performance under this contract.

Pricing And Escalation All pricing submitted shall remain firm for the initial contract term. Any requested price adjustments shall be limited to once annually and shall not exceed the lesser of the applicable Consumer Price Index (CPI) or four percent (4%) per year, unless otherwise expressly approved in writing by the County. Fuel surcharges or other variable fees must be clearly defined, justified, and capped, and shall not be adjusted without prior written approval from the County. No additional charges shall be permitted under this contract without the County’s prior written authorization.

Audit And Inspection Rights Harris County reserves the right to inspect vendor facilities and audit all records related to this contract at any time. Vendor(s) shall provide full access to facilities, personnel, and documentation as requested to verify compliance with contract requirements.

Warranty And Service Guarantee Vendor(s) warrants that all services provided under this contract shall meet or exceed all applicable regulatory and operational requirements. Vendor(s) shall ensure continuous facility availability and shall correct any deficiencies in service within twenty-four (24) hours of notification by the County.