7-SOLICITATION QUESTIONS ANSWERS.pdf
PDF 583 KB Posted
- Solicitation number
- IFB Doc1968711798
- Issued by
- Harris County, Texas
About this file
This document contains solicitation questions and answers for Houston METRO's Invitation for Bid (IFB No. Doc 1968711798) for the purchase and delivery of Diesel Exhaust Fluid (DEF) to the agency's transit bus facilities. The contract covers five Bus Operating Facilities (BOFs): Hiram Clarke, Fallbrook, Polk, West, and Kashmere, with a combined inventory of 19 storage tanks across all locations. The total annual DEF requirement is 375,000 gallons distributed across the facilities, with Hiram Clarke requiring 54,835 gallons annually, Fallbrook 28,507 gallons, Polk 56,103 gallons, West 87,387 gallons, and Kashmere 46,192 gallons. The anticipated contract start date is May 7, 2026, subject to change. Deliveries are not standardized across all locations on the same day and occur at various intervals, with a delivery window of 7:00 AM to 3:30 PM on regular business days, excluding METRO-observed holidays. Amendment 002 has been issued to address conflicting information regarding annual usage quantities that appeared in earlier documents.
The solicitation requires firm fixed pricing and does not allow for cost-plus pricing structures or fixed differential pricing off the NOLA index. METRO is tax-exempt with Tax ID #74-1998278, and all applicable taxes should be excluded from quoted pricing. This is the first contract for DEF delivery to these facilities, as there is no current incumbent vendor. The contract administrator is Vadonica Johnson, and the project manager is Jackson Matthew. Amendment 001 and the amended Schedule of Items & Prices were posted to clarify the conflicting annual usage information. A pre-bid meeting link was noted as broken in the original IFB documents, with METRO committing to provide this information to prospective bidders.
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Text version
Rev. 5-02-25 Page 1 of 3
Project Name:
Purchase and Delivery of Diesel Exhaust Fluid For METRO's Transit Buses
Date: 2/16/2026
Solicitation #: IFB No. Doc 1968711798
Amendment #: 002
Contract Administrator: Vadonica Johnson Project Manager: Jackson Matthew
Question 1 Please clarify the question due date and time and the bid due date and time.
Answer 1 Please note amendment 001 has been posted
Q2
Before finalizing pricing, can you please confirm whether Houston Metro would consider a cost-plus pricing structure for DEF, given the market volatility? Our preference would be cost + mark up?
NO
A2 The current IFB is straight cost
Q3 How often does each site need to be filled?
A3 Please review IFB No. Doc 1968711798
Q4 How many tote(s)/tank(s) are located at each site?
A4 No totes, 19 tanks. three 300 gallons tanks, four 400 gallon tanks, twelve 500 gallons tanks
Q5 Do bidders need to include all applicable taxes in the quoted pricing?
A5 We are tax exempt - TAX ID# 74-1998278
Q6 What is the anticipated contract start date?
A6 Anticipated date is 05/07/2026 but it subject to change.
Q7 What is the anticipated contract start date?
A7 See answer to #6 above
Q8 What is the anticipated award date?
A8 See answer to #6 above
Q9 Can you please re send the link to the pre bid meeting - link is broken in IFB?
A9 We will provide this information.
Q10 Is DEF typically delivered to all locations on the same day?
SOLICITATION QUESTIONS & ANSWERS
During the blackout period, prospective bidders are hereby reminded that any verbal communication, instructions or information provided at pre-bid/proposal meetings, and/or site visits are not binding. Only written communication issued by the contract administrator shall be considered valid and binding.
Rev. 5-02-25 Page 2 of 3
A10 No
Q11 How often does each site receive DEF deliveries? I could not locate delivery frequency in the IFB.
A11 Various times
Q12 Can you please confirm the delivery window, 2 different times are listed?
A12 7:00 AM – 3:30 PM except for holidays observed by METRO
Q13 Would Houston Metro consider a delivery window of 48 hours after ordering?
A13 Most of the time, we only need it after 48 hours; on some occasions, we need it sooner.
Q14 What is the annual usage at the Hiram Clarke BOF?
A14 The annual usage for Hiram Clarke is 54,835 gallons
Q15 What is the annual usage at the Fallbrook BOF?
A15 The annual usage for Fallbrook is 28,507 gallons
Q16 What is the annual usage at the Polk BOF?
A16 The annual usage for Polk is 56,103 gallons.
Q17 What is the annual usage at the West BOF?
A17 The annual usage for West is 87,387 gallons.
Q18 What is the annual usage at the Kashmere Bus Operating Facility (BOF)?
A18 The annual usage for Kashmere facility is 46,192 gallons.
Q19 What is the size of the tank(s) located at the Hiarm Clarke BOF site?
A19 Hiram Clarke has three 500 gallons tanks
Q20 What is the size of the tank(s) located at the Fallbrook BOF site?
A20 Fallbrook has three tanks, one 300 gallons and two 500 gallons.
Q21 What is the size of the tank(s) located at the Polk BOF site?
A21 Polk has four 400 gallons tanks.
Q22 What is the size of the tank(s) located at the West BOF site?
A22 West has four 500 gallons tanks
Q23 What is the size of the tank(s) located at the Kashmere Bus Operating Facility (BOF)?
A23 Kashmere has five 500 gallons tanks.
Q24 Who is the current incumbent?
Rev. 5-02-25 Page 3 of 3
A24 No current contract, this will be the first.
Q25 Please confirm the total amount of annual gallons. Addendum 1 has 315k annual gallons listed on page 26 but page 12 and the excel sheet state each 375k.
A25 see Amendment No 2 and new Amended Schedule of Items & Prices.
Q26 Would Houston Metro be interested in receiving a fixed differential off the NOLA index?
A26 No
Q27 Can you please clarify the estimated annual usage as there is conflicting information in the bid? (Listed is 375,000gal per year but later, 315,000 over 3 years is listed.)
A27 See A25 above
Q28 Please confirm the requested pricing method is firm fixed price?
A28 This solicitation is firm fixed price.
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