BIOSOLIDS PATHOGEN TESTING FY27 FINAL.pdf

Trinity River Authority of Texas

Purchasing Department

Bid Number: 4423-001-A-27 *Bid Closing

Date:

September 30, 2026 12:00 PM

Commodity

Description:

BIOSOLIDS PATHOGENS TESTING

*Bid Reading

Date:

September 30, 2026 2:00 PM

BUYER CONTACT INFORMATION

Name: Todie Green, Senior Buyer Email: greent@trinityra.org

Instructions:

• Bids must be submitted by the time and date specified above.

• Bids must be uploaded on the following website: https://tra.procureware.com

• Questions must be posted to Procureware

• Pricing must be entered into Procureware on the pricing tab, pricing submitted by any other method will not be accepted or considered

CLARIFICATION DEADLINE: BID READING:

September 23, 2026 5:00 PM CST

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VENDOR INFORMATION

Company

Name:

Name

(type or print): Title:

Address:

City: State:

ZIP

Code:

Telephone

Number:

Fax

Nbr.:

E-Mail

Address:

Signature:

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Business Designation

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Individual [ ] Sole Proprietorship [ ] Public Service Corp [ ]

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TRINITY RIVER AUTHORITY

BIOSOLIDS PATHOGENS TESTING

SPECIFICATION NUMBER: 4423-001-A-27

ALL PRICING MUST BE ENTERED IN PROCUREWARE ON THE PRICING TAB, PRICING

SUBMITTED BY ANY OTHER METHOD WILL NOT ACCEPTED OR CONSIDERED

MATRIX:

1) Biosolids (EPA “503” Class A Monitoring) at 25-50% Solids Content;

2) untreated Sludge (Thickened) 2-20% Solids Content

ANALYTE METHOD UNIT COST # OF SAMPLES EXTENDED COST

Enteric Virus Plaque Assy

TRA #18032

Up to 12

Helminth Ova Assy

TRA #18033

Up to 12

Sampling Kit & Consumable Supplies

TRA #18039

SUBTOTAL:

DISCOUNT:

TOTAL:

COMMENTS:

SCOPE AND INTENT

The Trinity River Authority of Texas (AUTHORITY) Central Regional Wastewater System (CRWS) land applies

Biosolids and is seeking bids from qualified laboratories experienced in the analysis of Enteric Virus and Helminth Ova to meet the 40 CFR 503 regulations for pathogen reduction. The State of Texas regulations found in the Texas

Administrative Code (30 TAC 312), mirror the Federal rules cited with the exception of lime stabilized biosolids (Texas classification – Class A/B). Because of the volume of Class A/B Biosolids land applied, analysis for pathogen reduction is required quarterly. The CRWS facility will submit 2 samples, one pre and one post treatment, for each quarterly sampling event.

BID TERM

Term of bid will be one year commencing on January 1, 2027 and ending on December 31, 2027.

This section is for reference only.

Please enter all responses into Procureware

SCOPE OF WORK

On approximately the first Tuesday of the sampling month, a sample of untreated wastewater sludge (about 15% solids) and a sample of lime treated sludge (about 30-40% solids) will be shipped to the laboratory by FedEx overnight air delivery. Each sample will be analyzed for Enteric Virus and Helminth Ova.

PAYMENT

AUTHORITY will pay for each sampling event at the quoted prices for each event upon the receipt of the analyses results for the sampling event and an invoice for the sampling event. AUTHORITY will pay UPS directly for the cost of shipping the samples to the SUCCESSFUL BIDDER.

OTHER REQUIREMENTS

Laboratories wishing to bid shall provide AUTHORITY with their bid:

1. The method that will be used to perform the above analyses

2. Certification paperwork that it is NELAC certified for the listed methods

3. Statement of experience in performing these analyses for wastewater sludge using the required 503 method

4. Copy of the SUCCESSFUL BIDDERs written Standard Operating Procedure for each analysis listed

5. Copy of the SUCCESSFUL BIDDERs Quality Assurance/Quality Control written procedure.

Laboratory’s location shall not be an obstacle to the AUTHORITY to ensure overnight air AM delivery to meet the required 24-hour sample holding time.

These items will be furnished to AUTHORITY at the time of the quotation of the price for services. The information may be furnished electronically if the SUCCESSFUL BIDDER desires. (Note: See below: 30 TAC 312.7 Sampling and

Analysis.) If you previously have submitted an electronic copy of the Standard Operating and QA/QC Procedures, you need only submit changes and updates made to those.

DETAILED SPECIFICATIONS

SUCCESSFUL BIDDER must be National Environmental Laboratory Accreditation Conference (NELAC) certified for both tests. Failure to supply NELAC certification will result in bidder being deemed non-responsive.

SUCCESSFUL BIDDER will ship a sampling kit and consumable supplies to AUTHORITY prior to each sampling event.

Sampling Kit and Consumables will consist of:

➢ All necessary sampling containers sterilized/prepared and ready for sampling

➢ Latex Gloves

➢ Coolant for shipment

➢ Cooler/Container suitable for shipping.

Services to be provided by AUTHORITY (for all quarterly sampling events)

➢ Sampling of the biosolids in accordance with the acceptance procedure

➢ Shipment of the sample the same day by overnight air delivery service

➢ Completion of Chain of Custody Form(s)

Services to be provided by the laboratory

➢ Analysis for Enteric Virus – two (2) samples to be analyzed

➢ Analysis for Helminth Ova – two (2) samples to be analyzed

➢ Chain of Custody Form(s)

➢ Reporting the results and QA/QC information to AUTHORITY

➢ Signed Report

Texas Commission on Environmental Quality (TCEQ)

Chapter 312

Sludge Use, Disposal and Transportation

§312.7. Sampling and Analysis

(a) Representative samples of sewage sludge or domestic septage that is applied to the land, or place on a surface disposal site shall be collected and analyzed.

(b) Representative samples of sewage sludge fired in a sewage sludge incinerator shall be collected and analyzed.

(c) The following methods, other methods as approved by the executive director, or the latest version shall be used to analyze samples of sewage or domestic septage:

(1) Enteric Viruses, ASTM Method D 4994-89, “Standard Practice for Recovery of Viruses from

Wastewater Sludge”, Annual Book of ASTM Standards: Section 11, Water and Environmental

Technology, 1992.

(2) Helminth Ova, Yanko, W.A., “Occurrence of Pathogens in Distribution and Marketing Municipal

Sludges”, EPA 600/1-87-014, 1987. NTIS PB 88154273/AS, National Technical Information Service, Springfield, Virginia.

SPECIAL CONDITIONS

All questions regarding this bid specification prior to bid opening must be addressed to the purchasing department via the

ProcureWare website. BIDDERS ARE SPECIFICALLY INSTRUCTED NOT TO CONTACT AUTHORITY

PERSONNEL BETWEEN THE TIME OF BID OPENING AND BID AWARD. Notwithstanding the foregoing, requests for bid tabulations may be forwarded to AUTHORITY purchasing department. Failure to strictly observe the foregoing prohibitions will result in rejection of the violating BIDDER’s bid, and, in the AUTHORITY’s discretion, rejection of future bids submitted by the violating BIDDER.

1.00 REQUIREMENTS FOR SUBMITTING BIDS

1.01 Only a signed, completed Bid Specification Form will be considered. Any exceptions thereto must be made in writing, notated on the Bid Specification Form, accompanied by a statement of exception on company letterhead and signed by the authorized BIDDER’s agent. Any exceptions attached or included with the bid will not be considered unless the BIDDER specifically references them on the Bid Specification Form.

1.01 To be considered each bid must be completed, properly identified, signed bid then scanned and uploaded on this website: www.tra.procureware.com (WEBSITE). Additionally, data entry of line item or lump sum pricing onto this WEBSITE may be required. Bid Specifications must be uploaded onto the WEBSITE before the date and time stated on the bid form. The WEBSITE will close bidding on the date and time indicated. If the BIDDER did not complete the electronic submittal when the bid closes, the bid will not be recorded. Once the WEBSITE has closed, bids will not be considered under any circumstances.

1.02 Bids must be submitted to the AUTHORITY on this bid form, with attachments when appropriate, on or before the date and time specified for bid opening. If this form is not used, the bid may be rejected. The bid must be typed or printed in ink. The signature must be in ink. Unsigned bids will be disqualified. The person signing the bid should show title or authority to bind his firm in a contract. Each bid should be placed in a separate envelope completely and properly identified delivered to the bid opening address. Late bids will not be considered under any circumstances.

1.03 Telegraphic or facsimile responses to any invitation for bids will not be considered.

1.04 If your firm has chosen not to bid, please indicate so on the WEBSITE.

1.05 Bids cannot be altered or amended after bid opening time. No bid can be withdrawn after opening time without approval from the AUTHORITY, based on a written acceptable reason as determined by the AUTHORITY.

2.00 PRE-BID CONFERENCES

2.01 The BIDDER understands and agrees that its bid is submitted on the basis of the specifications prepared by the

AUTHORITY. The BIDDER shall take all actions to become familiar with these specifications, BIDDERs are expected to examine the specifications and related bid documents with care and observe all their requirements.

Ambiguities, errors or omissions noted by BIDDERs should be promptly reported in writing through the

WEBSITE.

2.02 It is recommended that all prospective BIDDERs attend scheduled pre-bid conferences. The purpose of these conferences is to clearly communicate the scope and intent of the bid and to allow the BIDDER to offer comments and/or suggestions on the specifications prior to bid opening time in the event changes are necessary.

Certain pre-bid conferences will be designated as mandatory. Failure to attend a mandatory pre-bid shall disqualify a BIDDER.

2.03 Registration for pre-bid conferences is provided through the WEBSITE. The pre-bid meetings are conducted in secured facilities. To attend Pre-bid meetings or Bid openings, you must register minimum of 24 hours in advance of the anticipated visit to be allowed entrance. BIDDERs may register via the WEBSITE, by contacting the buyer, or phoning 972-975-4311 to be added to the list. Upon arrival, the guard may deny entry if you are not on the admittance list. A valid government issued ID is required for admittance for each member in the party requesting access to the site without exception.

3.00 INSTRUCTIONS FOR COMPLETING BID SPECIFICATION FORM(S)

3.01 All questions regarding this bid specification prior to bid opening must be addressed to the purchasing department via the WEBSITE. BIDDERS ARE SPECIFICALLY INSTRUCTED NOT TO CONTACT AUTHORITY

PERSONNEL BETWEEN THE TIME OF BID OPENING AND BID AWARD. Notwithstanding the foregoing, requests for bid tabulations may be forwarded to AUTHORITY purchasing department. Failure to strictly observe the foregoing prohibitions will result in rejection of the violating BIDDER’s bid, and, in the

AUTHORITY’s discretion, rejection of future bids submitted by the violating BIDDER.

Only questions regarding clarification of instructions or specifications will be handled verbally. If any question results in a change to the bid, the change(s) will be forwarded to all BIDDERs by way of written addendum through the WEBSITE. Any and all addendums are to be considered as a part of the specifications. As such, they must be signed, dated, and attached to the specifications prior to submittal when uploading onto the WEBSITE.

Direct all questions via the WEBSITE, www.tra.procureware.com

3.02 Bids cannot be altered or amended after opening time. Alterations may be made up to opening time; through the

WEBSITE, original scanned bid must be deleted and replaced with the corrected document if altered.

3.03 Bid must be submitted on the AUTHORITY’s Bid Specification Forms. All information must be typewritten or printed in ink.

3.04 BIDDER shall provide: full name of firm; both physical and mailing address; telephone number of firm; type of ownership (e.g., corporation, partnership, sole proprietorship); firm’s vendor identification number assigned by the Comptroller of Public Accounts of Texas (or Federal employer’s identification number or individual’s social security number); name of the authorized agent for the firm; and the agent’s title or authority to bind the BIDDER in a contract. BIDDER shall also provide the name and telephone number of the customer representative who will represent the firm and provide necessary services to the AUTHORITY.

3.05 Failure to designate the BIDDING firm’s name and/or failure of the BIDDER’s authorized agent to manually sign each Bid Specification Form page and any addendums (if required) may disqualify the entire bid.

3.06 Signing the bid with a false statement shall void the submitted bid or any resulting contracts, and the BIDDER shall be removed from all bid lists and approved vendor lists.

3.07 The Texas Resident Bidder Certification Form must be completed by each BIDDER and submitted with the bid proposal on the WEBSITE’s appropriate section. See “EVALUATION AND ACCEPTANCE OF BIDS”.

Section 8.10.

3.08 A Historically Underutilized Business (HUB) Status Form must be completed and submitted with the bid proposal on the WEBSITE’s appropriate section by BIDDERs that qualify for that status. See Section 11.03 for definition.

3.09 AUTHORITY bids require pricing per unit as stated in the Bid Specifications and/or extensions if requested. If no unit of measure is stated in the specifications, then the BIDDER shall state prices according to the lowest unit of accepted standards within the particular industry and so note the unit designation by the unit price. If a trade discount is shown on the bid, it shall be deducted and net line extensions shown. BIDDER guarantees and warrants that product(s) offered will meet or exceed specifications identified in this invitation for bids.

All pricing shall be entered in the Procureware Procurement System using the Pricing tab. The Pricing tab in Procureware is the official pricing record and the only pricing that will be accepted for evaluation and award purposes. Bidders must enter unit prices on the appropriate item line within the Procureware

Pricing tab. Any pricing provided elsewhere, including on the Bid Specification Form, is for reference only and will not be considered. Unit prices shall also be noted on the corresponding item line of the Bid

Specification Form; however, in the event of any discrepancy, the pricing entered in the Procureware

Pricing tab shall prevail.

3.10 All bid quotations must include all the various features needed to satisfy the performance and/or material specifications. No amounts will be paid for the items bid in excess of the amounts quoted.

3.11 Quote F.O.B. destination. If otherwise, quote exact cost to deliver to the AUTHORITY’s designated location.

3.12 Purchases made for AUTHORITY use are exempt from State of Texas Sales Tax and Federal Excise Tax. Do not include tax in bid price quotation. A tax exemption certificate will be furnished upon request.

3.13 All prices quoted shall comply with all Federal and State laws and municipal ordinances.

3.14 Any and all guarantees and warranties shall be fully stated by the BIDDER on the Bid Specification Form or attached with the bid proposal.

3.15 All items bid shall be new, including containers suitable for shipment and storage, unless otherwise indicated in the specifications.

3.16 Except where specifically noted, brand names and/or descriptions used in these specifications are to acquaint

BIDDERs with the types of goods and services desired and will be used as a standard by which goods and services offered as equivalent will be evaluated. Any catalog, brand name, or manufacturer’s reference used in the Bid Specification is descriptive only (not restrictive), and is used to indicate type and quality desired. Bids on brands of like nature and quality will be considered unless otherwise noted in the specification. Variations between the goods and services described and the goods and service offered are to be fully identified and described by the BIDDER on the bid specification form. If bidding on other than referenced specifications, the bid must indicate on the Bid Specification; manufacturer, manufacturer’s part number, brand or trade name, and other description of product offered. Vendor literature WILL NOT suffice in explaining exceptions to these specifications. If other than brand(s) specified is offered, illustrations and complete description of product offered; are requested to be made part of the bid.

It is the responsibility of the BIDDER to document and/or demonstrate the equivalency of the goods and services offered. The AUTHORITY reserves the right to determine whether a substitute offered is equivalent to and meets the standards of the item specified, and the AUTHORITY may require the BIDDER to supply additional descriptive material. The BIDDER guarantees that the product offered will meet or exceed specifications identified in this bid specification.

3.17 Any terms and conditions attached to a bid will not be considered unless the BIDDER specifically references them on the Bid Specification Form. Such terms and conditions may result in disqualification of the bid (bids with the laws of a state other than Texas, requirements for prepayment, limitations on remedies, etc.).

3.18 Bid prices, once accepted by the AUTHORITY shall be firm for the entire stated contract period, unless otherwise noted by the BIDDER and accepted by the AUTHORITY. Bids subject to unlimited price increases will not be considered.

3.19 Unless specifically stated in the Bid Specification, the quantities shown on the form are estimates based on projected use or past use. It is specifically understood and agreed that these quantities are approximate and any increased quantities will be paid at the SUCCESSFUL BIDDER’s quoted unit price. It is further understood that the SUCCESSFUL BIDDER shall not have any claim against the AUTHORITY for orders less than the estimated amount during the bid term.

INSTRUCTIONS:

• Bid must be submitted by the time and date listed above.

• Bids must be uploaded to the following website: tra.procureware.com

• The name of the bidding firm and a signature must be provided at the top of each page where specified.

• The required documents included at the end of this bid specification that MUST be completed, signed and submitted along with the bid specification are:

o Texas Resident Bidder Certification o Conflict of Interest Questionnaire (simply note “NA” for questions that do not apply – then sign and date at the bottom of the form where specified) o TGC 2270 – does not/will not boycott Israel (for bids in excess of $100,000)

4.00 INSURANCE REQUIREMENTS

4.01 The SUCCESSFUL BIDDER shall, at its own expense, purchase, maintain and keep in force during the term of this contract such insurance as set forth below. SUCCESSFUL BIDDER shall not commence work under this contract until he has obtained all the insurance required under the contract and such insurance has been approved by the AUTHORITY, nor shall the SUCCESSFUL BIDDER allow any subcontractor to commence work on his subcontract until all similar insurance of the subcontractor has been obtained and approved. SUCCESSFUL

BIDDER shall be required to furnish the AUTHORITY within ten days of notification of award certified copies of all insurance certificates showing coverage for all requirements as stated below to be in force throughout the term of the contract.

4.02 SUCCESSFUL BIDDER shall carry said insurance with a company authorized to do business in the state of

Texas and with an A.M. Best rating of A:VII or better naming the Trinity River Authority as additional insured on all applicable policies except Workers’ Compensation so as to protect AUTHORITY against any and all claims for damages to persons or property as a result of or arising out of the performance of this contract.

403 Insurance policies shall bear an endorsement to the effect that no cancellation will be effective without first giving thirty days written notice to the AUTHORITY, 10-days for non-payment of premium, material change, or any other cause. In the event the SUCCESSFUL BIDDER shall allow said insurance coverage to lapse during the term of the bid then the bid shall automatically be cancelled and terminated.

4.04 SUCCESSFUL BIDDER agrees to indemnify and defend the AUTHORITY against any and all claims for injuries, damages, costs, and expense to persons or property that may rise out of or be occasioned by the performance of this bid by the SUCCESSFUL BIDDER. All applicable policies shall bear an endorsement to the effect that waives subrogation for loss or damage so that insurers have no right of recovery or subrogation against the AUTHORITY, it being the intention that the required insurance policies shall protect all parties to the contract and be primary coverage for all losses covered by the policies.

4.05 All copies of Certificates of Insurance on an Acord form shall list the AUTHORITY as certificate holder and reference this bid name/number for which the insurance is being supplied evidencing the required coverages to:

Trinity River Authority of Texas

Attention: Risk Management

P.O. Box 60

Arlington, TX 76004-0060

TRARisk@trinityra.org

4.06 All insurance policies provided under this contract shall be written on an “occurrence” basis. The policy limits stated below are at a minimum.

Liability Insurance

Commercial General Liability $2,000,000 Per Occurrence/

(No standard coverages are to $5,000,000 Aggregate be excluded by endorsement. XCU and contractual liability are not to be excluded)

Pollution Liability Insurance $5,000,000 Per Claim and Aggregate

May be included on General Liability

Policy or written separately subject to approval by the AUTHORITY

Automobile Liability Insurance

Commercial Auto Liability Policy $1,000,000 Combined Single Limit (Any Auto, including hired, and non-owned autos)

Umbrella Liability

(Following Form and Drop Down $10,000,000 Each Occurrence Provisions Included)

Workers Compensation Insurance

Workers’ Compensation Statutory Limit

Employer’s Liability $1,000,000 Each Occurrence

$1,000,000 Disease - Each Employee

$1,000,000 Disease – Policy Limit

Cyber/Technology Liability $1,000,000 Per Claim claims made policy, coverage must $2,000,000 Aggregate be maintained for two years after completion of work.

Professional Liability $1,000,000 Per Claim

If claims made policy, coverage $2,000,000 Aggregate must be maintained for two years after completion of work.

mailto:TRARisk@trinityra.org

5.00 ADDITIONAL REQUIREMENTS

5.01 Samples, when requested, must be furnished free of charge to the AUTHORITY and will not be returned. Each sample should be marked with BIDDER’s name, address, and specification number. Do not enclose samples with the bid proposal, unless otherwise indicated in the specifications.

5.03 BIDDERs must submit a Material Safety Data Sheet with the bid proposal for any chemical quoted.

6.00 DELIVERY REQUIREMENTS

6.01 Delivery shall be made to the Trinity River Authority facility, address noted on the coversheet, unless otherwise stated in the Bid Specifications.

6.02 The perfect tender rule of the Uniform Commercial Code applies to this agreement. Specifically, Subchapter F, 2.601, et, seq., of the Texas Business and Commerce Code Title 1, Chapter 2, subchapter F is made a part of this agreement for all purposes. If the product or goods delivered do not meet requirements, consignor may be required to remove the material or goods from the premises of the AUTHORITY at consignor’s expense, unless a price adjustment is agreed upon by the consignor and the AUTHORITY.

6.03 The bid proposal shall indicate the number of calendar days required to deliver non-emergency material to the

AUTHORITY’s designated location under normal conditions. Failure to state delivery time obligates the

SUCCESSFUL BIDDER to complete all deliveries within 14 calendar days after receipt of an order unless otherwise specified in Bid Specifications. Delivery time will be a consideration in the award. Unrealistically short or long delivery may cause a bid to be disregarded. Consistent failure to meet delivery deadlines may result in the SUCCESSFUL BIDDER’s removal from future bid lists and termination of an awarded bid.

6.04 If delay is foreseen, SUCCESSFUL BIDDER shall give written notice to the AUTHORITY’s Purchasing Agent.

The AUTHORITY has the right to extend the delivery date in its discretion. SUCCESSFUL BIDDER must keep the Purchasing Agent updated concerning the status of all orders. Default in promised delivery or failure to meet specifications authorizes the AUTHORITY to purchase supplies elsewhere and charge the full increase, if any, in cost and handling to the defaulting BID VENDOR.

6.05 No substitutions or cancellations are permitted without prior written approval by the Purchasing Agent

6.06 Delivery shall be made between 7:00 a.m. and 3:00 p.m. Monday through Friday excluding AUTHORITY holidays, unless specifically stated in the Bid Specifications or prior approval for late delivery has been obtained from the AUTHORITY.

6.07 It shall be stated by the AUTHORITY in the Bid Specifications the conditions for an emergency delivery. If an emergency delivery is required and no time is specified, it shall be assumed that an emergency delivery shall be made within 24 hours after receipt of verbal order.

6.08 Non-requested, broken, or faulty items delivered by the SUCCESSFUL BIDDER shall be returned, at no cost to the AUTHORITY, within 14 days of receipt by the AUTHORITY.

6.09 All packing lists, bills of lading, and correspondence with the AUTHORITY must state the AUTHORITY’s purchase order number.

7.00 SPECIAL CONDITIONS

7.01 BIDDER shall pay all royalties and license fees and shall provide for the use of any design, device, material or process covered by a patent or copyright by suitable legal agreement with the patentee, licensee, or owner. The

AUTHORITY shall not be responsible for any such royalty or license fees. The SUCCESSFUL BIDDER shall indemnify the AUTHORITY and defend all suits or claims for the infringement of any patent or copyright rights and shall save the AUTHORITY harmless from any loss on account thereof.

7.02 BIDDER hereby assigns to the AUTHORITY any and all claims for overcharges associated with this contract that arise under the antitrust laws of the United States or the State of Texas.

7.03 No right or interest in this contract shall be assigned or delegation of any obligation made by the SUCCESSFUL

BIDDER without the written permission of the AUTHORITY. Any attempted assignment or delegation by the

SUCCESSFUL BIDDER shall be void for all purposes unless made in conformity with this paragraph.

8.00 EVALUATION AND ACCEPTANCE OF BIDS

8.01 All information provided by the BIDDER shall be used by AUTHORITY management in its recommendation to the Board of Directors of best and most economical bid, which might not necessarily be the lowest bid price(s).

Prices are firm and not subject to escalation unless otherwise specified in the Bid Specification.

8.02 Award of bid, if it be awarded, shall be to that responsible BIDDER whose bid, conforming to the Bid

Specifications will be most advantageous to the AUTHORITY, price and other factors considered. Other factors may include, but are not limited to: delivery; efficiency; quality; experience; service record; service facilities;

business classification; and adaptability of equipment or services to the needs of the AUTHORITY.

8.03 The AUTHORITY reserves the right to accept or reject all or any part of any bid, waive minor technicalities or deficiencies, and award the bid to best serve the interests of the AUTHORITY.

8.04 The AUTHORITY is eligible to participate in the purchasing programs of the State of Texas General Services

Commission under the Texas Local Government Code. The AUTHORITY may compare the bids with comparable item(s) in the State of Texas Cooperative Purchasing Program (Cooperative) and reserves the right to reject all bids and purchase the bid item(s) directly from the Cooperative’s designated contract vendor if this action best serves the AUTHORITY’s interests.

8.05 Bids shall be evaluated in whole, by group of items, or on an item-by-item basis, whichever is deemed to be in the best interest of the AUTHORITY.

8.06 In case of errors in extension, the unit price will be used to calculate the extended price.

8.07 Any bid with more than a 30% error rate in unit and/or extension quotes may be considered as “non-responsive”.

8.08 Any items designated as “no bid” by a BIDDER shall have the highest bid price received for that item substituted for the purpose of fair evaluation of the total bid.

8.09 Any bid with “no bid” on over 5% of the items specified may be classified as “non-responsive”.

8.10 In evaluating a bid of a nonresident bidder, an amount, equal to the amount a Texas Resident Bidder would be required to underbid a nonresident bidder to obtain a comparable contract in the state in which the nonresident bidder’s principal place of business is located, will be added. The amount added is for evaluation purposes only and under no condition shall an amount in excess of the bid be awarded. See Section 3.07 for definition of nonresident bidder.

8.11 Authorized AUTHORITY personnel shall have access to any BIDDER’s place of business for the purpose of inspecting merchandise both before and after award of the bid contract. Tests shall be performed on samples submitted with the bid or samples taken off regular shipments. In the event products tested fail to meet or exceed all conditions and requirements of the specification, the cost of the sample used and the cost of testing shall be borne by the BIDDER. Any tests that are requested as part of the bid specifications shall be at the BIDDER’s expense.

8.12 In case of tie bids, a drawing will be held with a representative from each respective firm present.

8.13 The AUTHORITY reserves the right, after evaluation of all bids received, to make no recommendation to its Board of Directors regarding the award of any bid in the event non-responsive, non-conforming or otherwise unacceptable bids are received, or if budgetary constraints or other unanticipated factors exist.

8.14 Bids shall be officially awarded by the AUTHORITY’s Board of Directors at the meeting designated on the Bid

Specification, or, in certain cases as authorized by the Board of Directors, by the AUTHORITY’s General

Manager. This award does not authorize shipment. A written Purchase Order authorizing shipment will be furnished to the SUCCESSFUL BIDDER.

8.15 The SUCCESSFUL BIDDER shall be notified by mail.

8.16 Either party may dissolve this bid, once accepted, by informing the other party upon written 60 days’ notice prior to cancellation.

8.17 Neither SUCCESSFUL BIDDER nor AUTHORITY shall be liable to the other for any delay in or failure of performance of any requirement included in any contract resulting from this bid caused by force majeure. The existence of such causes of delay or failure shall extend the period of performance only until after the causes of delay or failure have been removed, provided that the non-performing party exercises all reasonable due diligence to perform. Force majeure is defined as acts of God, war, fires, explosions, hurricanes, floods, or other causes that are beyond the reasonable control of either party and that by exercise of due foresight such party could not reasonably have been expected to avoid, and which, by the exercise of all reasonable due diligence, such party is unable to overcome. Matters of the SUCCESSFUL BIDDER’s finances or costs of supplies to the

SUCCESSFUL BIDDER shall not constitute a force majeure. Each party must inform the other in writing, with proof of receipt, within forty-eight hours of the existence of such force majeure, or otherwise such non-performing party waives this right as a defense to a claim of breach of contract.

9.00 PAYMENT

9.01 SUCCESSFUL BIDDER shall email all invoices for payment to: accountspayable@trinityra.org (the system will only handle one invoice per email) or mailed to Trinity River Authority of Texas, PO Box 60, Arlington, TX

76018.

The AUTHORITY shall pay from invoice only, not from statements. Invoices should be submitted within 10 calendar days after receipt by the AUTHORITY of the goods or services.

9.02 The AUTHORITY shall issue a different purchase order number for each order. The SUCCESSFUL BIDDER must submit 3 copies of an itemized invoice for each purchase order after each delivery.

All invoices shall include the following information: invoice number; purchase order number; company name;

address; city; state; zip code; telephone number; quantity shipped; part number; item description; unit costs;

extended line costs; discount or discount rate to be deducted; total cost; date of order; name of AUTHORITY person that placed the order; and any freight and/or demurrage costs.

9.03 The AUTHORITY shall make payment within 30 days upon receipt of invoice, or goods or services, whichever is later.

9.04 All payments relative to this bid contract will be made only to the firm designated on the Bid Specification Form, not to the firm’s customer representative, if different.

10.00 BIDDER AFFIRMATION

10.01 By signing this bid, a BIDDER affirms that they have not given, offered to give, nor intend to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to any agent of the AUTHORITY in connection with the submitted bid.

11.00 TARIFFS.

The AUTHORITY may authorize payment to Contractors for verifiable tariff claims and directly related

Contractor costs for legally required performance and payment bonds and contractually required insurance cost increases, provided it meets the requirements needed for an adjustment. No Contractor overhead charges claimed to be affected by tariffs will be allowable. In order for a Contractor to be reimbursed for tariff costs, it must submit to the AUTHORITY documentation specifically detailing the specific tariff costs imposed. Invoices with a general tariff markup will not be accepted.

11.01 TARIFFS, DUTIES, AND SURCHARGES

All prices submitted in response to this Request for Bid shall be firm and fixed and shall include all applicable tariffs, customs duties, import fees, fuel surcharges, or similar charges in effect on the bid due date. No additional government or tariff-related charges shall be permitted during the term of the contract unless expressly authorized by the AUTHORITY through a written contract amendment executed in accordance with Texas law.

11.02 TARIFF ADJUSTMENTS

No price increases due to tariffs, or governmental surcharges shall be allowed unless: the tariff or surcharge is imposed by a governmental authority after the bid opening date; the tariff or surcharge directly affects the cost of the goods being provided; and the Contractor provides notice of the tariff as soon as practicable. The Contractor shall provide documented proof of the actual increased cost. Any adjustment to the contract price must be approved in writing by the governmental entity through a formal contract amendment. Under no circumstances shall tariff-related adjustments result in a material change that would have affected the outcome of the competitive sealed bidding process.

BIDDERs must clearly identify in their bid pricing any tariffs or surcharges included in the bid price. Failure to disclose such costs shall be deemed acceptance of all associated costs without additional compensation.

12.00 HISTORICALLY UNDERUTILIZED BUSINESS (HUB)

12.01 The AUTHORITY’s goal is to increase usage of HUBs in the following areas: Construction, Supplies, Professional

Services, Other Services and Investments. A HUB is defined under Texas Government Code Chapter 2161.

If the contract goal is not met, evidence of good faith efforts must be presented by the contracting firm or supplier.

It is the intent of the AUTHORITY to involve HUBs in all phases of its procurement practices and provide them equal opportunity to compete for contracts and bids required by the AUTHORITY.

12.02 The notarized HUB Status Form must be submitted with the bid proposal, if applicable.

Failure to submit HUB documentation as required will result in the bid being considered non-HUB and evaluated as such.

13.00 AUTHORIZATION, ACCEPTANCE, AND ACKNOWLEDGMENT

By signing and submitting this Solicitation, the undersigned certifies, represents, and warrants that:

13.01 The undersigned has read, reviewed, and understands this Solicitation, including all specifications, requirements, addenda, terms, and conditions applicable to this procurement.

13.02 The Bidder's submission is made in response to and in compliance with the requirements of this Solicitation.

13.03 The undersigned is duly authorized to act on behalf of and legally bind the Bidder and has full authority to enter into agreements and contractual obligations on behalf of the Bidder.

13.04 If awarded, the Bidder agrees to comply with and be bound by all terms, conditions, specifications, and requirements contained in this Solicitation and any resulting contract or purchase order issued by the

AUTHORITY.

13.05 The Bidder acknowledges that execution and submission of this document constitutes the Bidder's acceptance of the AUTHORITY's terms and conditions as set forth in this Solicitation, except for any exceptions expressly identified by the Bidder and accepted in writing by the AUTHORITY.

The signature below constitutes the Bidder's acknowledgment, acceptance, and agreement to ALL foregoing certifications and to the terms and conditions of this Solicitation.

BIDDING FIRM: SIGNATURE: