ESBD_549117_1786719556842_2026-02 RFB Vehicle Graphics.pdf

REQUEST FOR

BID # 2026-02

PURCHASE AND INSTALLATION OF VEHICLE

GRAPHICS,

AND MAGNETIC VEHICLE DECALS

Issued By:

Hill Country Transit District

Belton Texas

Release Date:

August 14, 2026

Hill Country Transit District RFB No. 2026-02

SECTION 1 – NOTICE OF REQUEST FOR BIDS

A. INTRODUCTION

Hill Country Transit District (HCTD) is a political subdivision of the State of Texas. HCTD serves our member cities of Killeen, Copperas Cove, Harker Heights, Temple, and Belton with mobility solutions. HCTD also serves our member counties of Bell, Coryell, and Milam. The total service area is approximately 2,721 square miles across three counties. HCTD carried 699,579 passenger trips system-wide in calendar year 2025. HCTD is projected to carry 865,000 passengers by the end of 2026.

HCTD’s Urban Division currently provides one commuter route that connects the large and small UZAs, co-mingled, micro transit services in cities of Belton, Copperas Cove, Harker Heights, Killeen and Temple, as well as micro transit and circulator transit services known as the Cavazos Connector on the Fort Cavazos military installation. The Cavazos Connector is free and open to the public while base fare for the urban and rural micro transit and commuter services is $2. HCTD also partners TNCs (Uber) for trip overflow purposes.

All HCTD transit services operate on the same-day trip request concept, however, reservations for trips can be made up to 14-days in advance.

Hill Country Transit District hereby issues this Request for Bid (“RFB”). seeking bids from firms interested and qualified in providing vehicle graphics, printing and installation, and magnetic vehicle decals.

B. GENERAL INFORMATON

1. The objective of this RFB is to identify and award a contract to the Vendor that can meet the bid requirements and offer quality goods or services at the lowest cost.

2. A copy of this RFB can be obtained upon request from the office of the Purchasing Officer at the Belton HCTD office. To request a copy of this RFB via email, the Bidder must send an email request to procurement@takethehop.com

3. Any quantities that may be described herein are estimates and subject to availability of appropriated funds and does not obligate HCTD to order or accept more than the Agency’s actual requirements during the term of any Contract or purchase order nor do the estimates limit the Agency to ordering less than its actual needs.

4. Any time stated in this RFB is referring to local time which is Central Time (CT), and any number of days shall be construed as calendar days.

mailto:procurement@takethehop.com

C. TERM

D. The term of the contract will be two (2) years effective upon execution through and including

December 31, 2028. A Notice to Proceed will be issued upon final execution of the agreement and satisfaction of all requirements. Pricing submitted shall be based on the initial two (2) year term.

E. SCHEDULE

The following is the schedule of important dates:

Request for Bid Release Date August 14, 2026 Bids Due Deadline / Bid Opening August 27. 2026 2:00 p.m. (CT) Projected Date of Award October 1, 2026 Anticipated Notice to Proceed October 2026

Note: The Agency reserves the right to change the schedule of dates above as deemed necessary.

F. PURCHASING OFFICER

Name: Ololade Sara Hernandez Phone: 254-933-3700 ext. 2004 Email: procurement@takethehop.com

SECTION 2 – INSTRUCTIONS TO BIDDERS

A. BIDDER’S MINIMUM REQUIREMENTS

1. The Bidder must be an established refiner, major representative, distributor, or dealer and able to provide satisfactory evidence of their ability to furnish products or services in accordance with the terms and conditions of the Scope of Work.

2. The Bidder must have operated continuously for a minimum of 3 years as an established company providing similar goods and services.

3. Bidder must provide at least five verifiable client references (or as many client references as Bidder has available) for which the same services have been provided. This information will be used to determine the extent to which the Bidder is able to provide the services described herein as well as the level of customer service exhibited by the Bidder. Bidder must provide at minimum the following information for each reference:

a. Organization’s Name

b. Organization’s Address

c. Contact’s Name and Title

d. Contact’s Phone Number and Email Address

e. Effective Start/End Dates of Contract (month/year)

B. BID PROCEDURES

1. All bids must be complete, accurate and in the Agency-approved format specified. Bidder must use the attached Bid Pricing Form, Attachment D. Bidders must furnish pricing for all items shown on the Bid Pricing Form.

2. Unauthorized modifications of specifications, forms or terms may render the bid invalid.

3. Should there be any shipping involved in this bid, shipping shall be FOB Destination and included in the pricing unless specifically listed as a separate bid item.

4. The deadline for submission of bids is July 29, 2026, no later than 2:00 p.m. CT at the address stated in item 5 below, deliveries made to other locations shall not be accepted.

5. The Bidder shall submit one (1) copy of the completed Bid Pricing Form (Attachment B) and a flash drive, including all other required information and or documentation identified in this RFB, addressed to:

Hill Country Transit District Attention: Procurement

4515 W US 190

Belton Texas 75613

6. The bid must be submitted in a sealed envelope bearing the title “Purchase and Installation of Vehicle Graphics and Magnetic Decals, RFB No. 2026-02, Bidder’s name, address and contact information.

7. Sealed Bids may be submitted in person, by U.S. Mail, Special Delivery, or courier service.

No emailed bids will be accepted.

8. Bids must be received, before the date and time specified in this RFB. Without exception, bids received after this deadline will be deemed late, non-responsive and will not be considered.

9. The Agency’s Purchasing Policy requires that all bids submitted remain sealed, and unopened until the DUE DATE AND TIME specified in this RFB. Therefore, bids submitted directly to the Agency by facsimile or e-mail will be considered non-responsive and eliminated from consideration.

10. All costs incurred by the Bidder in responding to the RFB shall be borne by the Bidder.

11. Bids will be opened publicly on the date and time specified herein in the Conference

Room, HCTD Offices.

12. The Agency reserves the right to reject any or all bids, to waive any non-material irregularities or informalities in any RFB, and to accept or reject any item or combination of items.

C. REQUEST FOR CLARIFICATION

1. Any Bidder requiring further clarification of the RFB procedures should submit inquiries in writing in the form of questions and or requests for clarification to the Purchasing Officer, procurement@takethehop.com before 3:00 P.M.(CT) August 21, 2026.

2. Bidder’s questions and or requests for clarifications and the Agency’s responses will be issued in the form of an addenda.

3. All other Agency employees do not have the authority to respond for the Agency regarding this RFB. Any attempt by a Bidder, that Bidder’s officers, employees, or agents to lobby or influence a vote or recommendation related to the Bidder’s bid submitted in response to this RFB, directly or indirectly, through any contact with Board of Director’s members or other Agency officials between the date this RFB is released to the public and the date a contract is awarded by the Agency may result in rejection of the Bidder’s bid at the discretion of the General Manager or designee.

mailto:procurement@takethehop.com

SECTION 3 – CONDITIONS GOVERNING PROCUREMENT

A. PROCEDUREAL AND CONTENT QUESTIONS

1. During review of this RFB and preparation of the bid, certain errors, omissions, or ambiguities may be discovered. If so, or if there are doubts or concerns about the meaning of any part of this RFB, questions should be submitted to the Purchasing Officer as described in this RFB.

2. An addendum will be issued to address all questions and requests for clarification along with any required changes to the documents as a result. Bidders must acknowledge receipt of all Addenda.

B. BASIS FOR BID

1. Bidders should carefully examine the entire RFB, any addenda thereto and any related materials and dates referenced in the RFB. Bidders shall become fully aware of the specifications and requirements, any special provisions, before submitting a bid.

2. By submission of a bid, Bidder is agreeing to performing the work and as to the requirements of the agreement.

3. Bidders are responsible for the cost to produce their Bid. Bidders are also responsible for their bid’s content, timeliness of submission and withdrawal.

4. Only information contained in this RFB, questions and answers and inquiries requesting clarification or additional information, addenda hereto and information supplied by the Agency in writing through the Purchasing Officer should be used in the preparation of bid.

C. TERMS AND CONDITIONS

1. With its bid, the Bidder is committing to the terms and conditions as outlined in this solicitation. Any concerns over the terms and conditions must be resolved during the procurement stage through the Request for Clarification (question and answer) process.

2. The Agency will not accept bids containing conditions or agree to any proposed changes.

D. EXCEPTIONS TO RFB SPECIFICATIONS

1. Although the specifications in the following sections represent the Agency’s anticipated needs, there may be instances in which it is in the Agency’s best interest to permit exceptions to specifications and evaluate alternatives.

2. When allowed exceptions, conditions or qualifications to the provisions of the Agency’s specifications must be clearly identified as such, together with reasons for taking exception and submitted as a request for clarification during the bid process. If the Bidder does not make clear an exception is being taken, the Agency will assume the Bidder is, in its bid, responding to and will meet the specifications and requirements of this RFB.

E. USE OF SUBCONTRACTORS

1. The Bidder may use subcontractors in connection with the work performed if awarded a

Contract. When using subcontractors, however, if not listed in the bid at the time of award, the Bidder must obtain prior written approval from the Agency. In using subcontractors, the Bidder is responsible for all their acts and omissions to the same extent as if the subcontractor and its employees were employees of the Bidder. All requirements set forth as part of the Contract are applicable to all subcontractors and their employees to the same extent as if the Bidder and its employees had performed the services.

2. The Agency considers any vendor hired by the awarded vendor for the purpose of providing goods or services to Agency property to be a subcontractor.

F. INSURANCE REQUIREMENTS

Vendor’s Liability Insurance

1. Vendor must not commence work under this agreement until all insurance required herein has been obtained and approved by HCTD. Vendor must not allow any subcontractor to commence work until all similar insurance required of the subcontractor has been approved.

2. Vendor must furnish to HCTD one (1) copy of Certificates of Insurance with applicable policy endorsements showing the following minimum coverage by an insurance company(s) acceptable to HCTD. The Agency must be listed as an additional insured for the General Liability. The project name and / or number must be listed in Description Box of the Certificate of Insurance.

TYPE OF INSURANCE MINIMUM INSURANCE COVERAGE

30-day advance written notice of cancellation, non-renewal, material change, or termination required on all certificates and policies.

Bodily Injury and Property Damage Per occurrence - aggregate

Commercial General Liability including:

1. Commercial Broad Form

2. Premises – Operations

3. Products/ Completed Operations

4. Contractual Liability

5. Independent Vendors

6. Personal Injury- Advertising Injury

$1,000,000 Per Occurrence $2,000,000 Aggregate

AUTO LIABILITY (including) Owned Hired and Non-Owned Rented/Leased

$1,000,000 Combined Single Limit

WORKERS’ COMPENSATION

(All States Endorsement if Company is not domiciled in Texas) Employer’s Liability

Statutory and complies with Part II of this Exhibit.

$500,000 / $500,000 / $500,000

3. In the event of accidents of any kind related to this project, Vendor must furnish the Risk Manager with copies of all reports of such accidents within 10 days of the accident.

Additional Requirements

1. Applicable for paid employees, Vendor must obtain workers’ compensation coverage through a licensed insurance company. The coverage must be written on a policy and endorsements approved by the Texas Department of Insurance. The workers’ compensation coverage provided must be in statutory amounts according to the Texas Department of Insurance, Division of Workers’ Compensation. An All-States Endorsement shall be required if Vendor is not domiciled in the State of Texas.

2. Vendor shall obtain and maintain in full force and effect for the duration of this Contract or purchase order, and any extension hereof, at Vendor's sole expense, insurance coverage written on an occurrence basis by companies authorized and admitted to do business in the State of Texas and with an A.M. Best's rating of no less than A- VII.

3. Vendor shall be required to submit renewal certificates of insurance throughout the term of this contract or purchase order and any extensions within 10 days of the policy expiration dates. All notices under this Exhibit shall be given to Agency at the following address:

Hill Country Transit District Attention: Procurement

4515 W US 190

Belton Texas 75613

4. Vendor agrees that with respect to the above required insurance, all insurance policies are to contain or be endorsed to contain the following required provisions:

• List the Agency and its officers, officials, employees, and volunteers, as additional insureds by endorsement with regard to operations, completed operations and activities of or on behalf of the named insured performed under contract or purchase order with the Agency, with the exception of the workers’ compensation policy.

• Workers' compensation and employers' liability policies will provide a waiver of subrogation in favor of the Agency; and

• Provide 30 calendar days advance written notice directly to Agency of any cancellation, non-renewal, material change or termination in coverage and not less than ten calendar days advance written notice for nonpayment of premium.

G. GENERAL TERMS AND CONDITIONS

1. CANCELLATION

HCTD reserves the right to cancel this RFP or cancel the award of this contract at any time before execution of the contract by both parties if cancellation is deemed to be in HCTD's best interest. In no event shall HCTD have any liability for the cancellation of award. The Bidder assumes the sole risk and responsibility for all expenses connected with the preparation of its bid.

2. EVALUATION AND AWARD OF CONTRACT

HCTD reserves the right to reject any and all bids, to waive any and all informalities except for the time of submission of the Bid and to negotiate contract terms with the Successful Bidder. HCTD also reserves the right to reject all nonconforming, non-responsive, unbalanced or conditional Bids.

HCTD reserves the right to reject the Bid of any Bidder if HCTD believes that it would not be in the best interest of the Project to make an award to that Bidder, whether because the Bid is not responsive or the Bidder is unqualified or has doubtful financial ability or fails to meet any other pertinent standard or criteria established by HCTD. Discrepancies in the multiplication of units of Work and unit prices will be resolved in favor of the unit prices.

In evaluating Bids, HCTD will consider the qualifications of the Bidds, whether or not the Bids comply with the prescribed requirements, unit prices, completion time, and other data, as may be requested in the Bid form or prior to the Notice of Award.

Because offers can at times be ambiguous, HCTD reserves the right to request additional information before making an award. HCTD also reserves the right to seek clarification from any Bidder or offeror about any statement in its bid that HCTD finds ambiguous.

HCTD may consider the qualifications and experience of any Subcontractors, Suppliers, or other persons or organizations proposed for those portions of the Work as to which the identity of Subcontractors, Suppliers, and other persons and organizations must be submitted as requested by

HCTD.

HCTD may consider its past experience with the Bidder and any Subcontractors, Suppliers or other persons or organizations proposed to perform any portions of the Work, and HCTD reserves the right to reject any and all bids from persons or organizations with whom HCTD has previously experienced problems including but not limited to issues relating to performance, workmanship, and disputes or litigation.

HCTD may conduct such investigations as HCTD deems necessary to assist in the evaluation of any Bid and to establish the responsibility, qualifications and financial stability of Bidders, proposed Subcontractors, Suppliers and other persons and organizations to perform and furnish the Work in accordance with the Contract Documents to HCTD's satisfaction within the prescribed time.

3. ADDENDUM / ATTACHMENTS

The contents of all addendums/attachments sent to Bidder are to be incorporated in the RFP documents and will become part of the contract documents.

4. PROOF OF INSURABILITY

Bidder must submit proof of insurability with their bid. Proof of insurability can be in the form of a letter from the Bidder’s insurance provider stating the provider’s commitment to insure the Bidder for the types of coverages and levels of coverages specified in this RFP.

5. CONFIDENTIALITY

It is in the public interest for HCTD to receive as many bids as possible. HCTD acknowledges the possible confidential nature of any aspect of the bid including the cost or price information requested by the Request for Bids, and HCTD obliges itself in good faith not to disclose any page of the bid containing information which the Bidder clearly marks as confidential during the evaluation process. After contract award, disclosure of information shall be made only in accordance with Texas law and applicable Federal requirements.

6. TAXES

HCTD is tax exempt and shall furnish the successful Bidder with the necessary tax exemption certificate.

7. INDEMNIFICATION

IN ADDITION TO ALL OTHER OBLIGATIONS OF INDEMNIFICATION SPECIFIED HEREIN, BIDDER

AGREES TO RELEASE AND BE LIABLE FOR AND TO DEFEND, INDEMNIFY AND SAVE HARMLESS

HCTD, ITS BOARD MEMBERS, OFFICERS, AGENTS, SERVANTS, WORKMEN, EMPLOYEES,

SUBSIDIZERS AND INDEMNITIES, U.S. DEPARTMENT OF TRANSPORTATION, TEXAS DEPARTMENT

OF TRANSPORTATION, COUNTY AND ALL GOVERNMENT FUNDING AGENCIES PROVIDING FUNDS

OR SERVICES IN CONNECTION WITH THIS PROJECT (HEREINAFTER COLLECTIVELY REFERRED TO AS

"HCTD"), FROM AND AGAINST ANY AND ALL LOSS, COST, DAMAGE, LIABILITY AND EXPENSE,

INCLUDING CONSEQUENTIAL DAMAGES, COUNSEL FEES, WHETHER OR NOT ARISING OUT OF ANY

CLAIM, SUIT OR ACTION AT LAW, IN EQUITY, OR OTHERWISE, OF ANY KIND OR NATURE

WHATSOEVER, INCLUDING NEGLIGENCE, ARISING OUT OF THE PERFORMANCE OF THE WORK BY

REASON OF ANY ACCIDENT, LOSS OR DAMAGE OF PROPERTY, INCLUDING THE WORK SITE,

PROPERTY OF HCTD AND BIDDER, OR INJURY, INCLUDING DEATH, TO ANY PERSON OR PERSONS, INCLUDING EMPLOYEES OF HCTD, BIDDER, SUBCONTRACTORS AT ANY TIER OR ANY PERSON

WORKING ON BIDDER’S BEHALF, CAUSED BY BIDDER, WHICH MAY BE SUSTAINED EITHER

DURING THE TERM OF THE CONTRACT, OR UPON OR AFTER COMPLETION OF THE PROJECT,

WHETHER BROUGHT DIRECTLY BY THESE PERSONS OR BY ANYONE CLAIMING UNDER OR

THROUGH THEM INCLUDING HEIRS, DEPENDENTS AND ESTATES.

BIDDER ALSO AGREES FOR ITSELF AND ON BEHALF OF ITS AGENTS, SERVANTS,

SUBCONTRACTORS, MATERIAL MEN, AND EMPLOYEES TO DEFEND, INDEMNIFY AND HOLD

HARMLESS HCTD FROM AND AGAINST ANY AND ALL CLAIMS OF ANY KIND OR NATURE

WHATSOEVER REGARDING SUBCONTRACTORS AND MATERIAL MEN AND AGREES TO ASSUME

THE DEFENSE OF HCTD TO ANY SUCH SUIT AT ITS COST AND EXPENSE. THE BIDDER FURTHER

ASSUMES THE RISK OF LOSS AND DAMAGE TO MATERIALS, MACHINERY AND EQUIPMENT TO BE

INCORPORATED IN THE WORK AT ALL TIMES PRIOR TO DELIVERY TO THE PROJECT SITE OR WHILE

IN THE POSSESSION OR UNDER THE CONTROL OF THE BIDDER.

BIDDER, FOR ITSELF AND ITS EMPLOYEES, BOARD MEMBERS, OFFICERS, AGENTS, SERVANTS,

WORKMEN, BIDDERS, SUBCONTRACTORS, LICENSEES AND INVITEES, OR ANY OTHER PERSON

WORKING ON BIDDER’S BEHALF, HEREBY RELEASES AND AGREES TO BE LIABLE FOR AND TO

DEFEND, INDEMNIFY AND SAVE HARMLESS HCTD, EXCEPT TO THE EXTENT THAT HCTD IS

NEGLIGENT IN WHOLE OR IN PART, FOR ANY CLAIMS MADE BY AN EMPLOYEE, BOARD MEMBER,

OFFICER, AGENT, WORKMAN OR SERVANT OF BIDDER’S OR ANY OTHER PERSON WORKING ON

BIDDER’S BEHALF, INCLUDING CLAIMS FOR COMPENSATION OR BENEFITS PAYABLE TO ANY

EXTENT BY OR FOR BIDDER UNDER ANY WORKERS’ OR SIMILAR COMPENSATION ACTS OR OTHER

EMPLOYEE BENEFIT ACTS. IN THE EVENT OF JOINT OR CONCURRENT NEGLIGENCE OF THE BIDDER AND HCTD, RESPONSIBILITY, IF ANY, SHALL BE APPORTIONED COMPARATIVELY IN ACCORDANCE

WITH THE LAWS OF THE STATE OF TEXAS. A BIDDER’S OBLIGATIONS UNDER THIS SECTION 7

SHALL NOT BE LIMITED TO THE LIMITS OF COVERAGE OF INSURANCE MAINTAINED OR REQUIRED

TO BE MAINTAINED BY BIDDER UNDER ANY RESULTANT AGREEMENT. THIS PROVISION SHALL

SURVIVE THE TERMINATION OF ANY RESULTANT AGREEMENT.

A BIDDER’S INDEMNITY OBLIGATIONS UNDER THIS SECTION SHALL ALSO SPECIFICALLY INCLUDE, WITHOUT LIMITATIONS, ALL FINES, PENALTIES, DAMAGES, LIABILITY, COSTS, EXPENSES

(INCLUDING, WITHOUT LIMITATIONS, REASONABLE ATTORNEY’S FEES), AND PUNITIVE DAMAGES (IF ANY) ARISING OUT OF, OR IN CONNECTION WITH ANY (I) VIOLATION OF OR FAILURE TO

COMPLY WITH ANY LAW, STATUTE, ORDINANCE, RULE, REGULATION, CODE OR REQUIREMENT

OF A PUBLIC AUTHORITY THAT BEARS UPON THE PERFORMANCE OF THE WORK BY THE BIDDER,

A SUBCONTRACTOR, OR ANY PERSON OR ENTITY FOR WHOM EITHER IS RESPONSIBLE; (II)

MEANS, METHODS, PROCEDURES, TECHNIQUES, OR SEQUENCES OF EXECUTION OR

PERFORMANCE OF THE WORK; AND (III) FAILURE TO SECURE AND PAY FOR PERMITS, FEES,

APPROVALS, LICENSES AND INSPECTIONS AS REQUIRED UNDER THE CONTRACT DOCUMENTS, OR

ANY VIOLATION OF ANY PERMIT OR OTHER APPROVAL OF A PUBLIC AUTHORITY APPLICABLE TO

THE WORK, BY THE BIDDER, A SUBCONTRACTOR, OR ANY PERSON OR ENTITY FOR WHOM

EITHER IS RESPONSIBLE.

IN ADDITION, BIDDER SHALL INDEMNIFY HCTD FOR ANY FINES AND LEGAL FEES INCURRED

BECAUSE EMPLOYEES, AGENTS, OR WORKERS SUPPLIED BY BIDDER ARE NOT AUTHORIZED TO

WORK IN THE UNITED STATES.

By the execution and submission of this bid, Bidder acknowledges Bidder has read and does comply with all terms and conditions, clauses and requirements contained herein.

8. PAYMENT

HCTD shall pay the BIDDER, upon the submission of proper invoices. Unless otherwise specified in this contract, payment shall be made within thirty (30) days of receipt of a complete and correct invoice.

Bidder’s invoices for the services rendered shall be submitted to the following address:

HCTD Accounts Payable HCTDAP@takethehop.com

9. ASSIGNMENT

The successful Bidder shall not assign, sell, transfer or convey the agreement completely or in part, without the prior written consent of HCTD.

10. VENUE

The agreement will be governed and construed according to the laws of the State of Texas; and venue for any action concerning this contract shall be in Bell County, Texas. The parties agree to submit to the personal and subject matter jurisdiction of said court.

11. INDEPENDENT VENDOR

It is understood and agreed by and between the parties, that successful Bidder, in satisfying conditions in this contract, is acting independently, and that HCTD assumes no responsibility or liabilities to any third party in connection with these actions. All services to be performed by successful Bidder pursuant to this contract shall be in the capacity of an independent Bidder, and not as an agent or employee of HCTD. Successful Bidder shall supervise the performance of its services and shall be entitled to control the manner and means by which its services are to be performed, subject to the terms of this contract.

12. TERMINATION / DISPUTE RESOLUTION

Termination for Convenience of HCTD

HCTD may terminate all or part of this Contract upon determining that termination is in the public interest. Termination under this Article shall be effective upon delivery of written notice of termination to Vendor. Upon termination under this provision, Vendor shall be entitled to payment in accordance with the terms of this Contract for Contract work completed before termination, and to payment for all reasonable Contract close-out costs including reasonable profit to include materials purchased and work performed. Within thirty (30) days after termination pursuant to this provision, Vendor shall submit an itemized invoice for all un- reimbursed Contract work completed before termination and all Contract close-out costs actually incurred by Vendor. HCTD shall not be liable for any costs invoiced later than thirty (30) days after termination notice. Vendor is not entitled to any alleged lost profit on work not performed but which would have been performed had this Contract not been terminated.

mailto:HCTDAP@takethehop.com

Termination for Default

If the Vendor refuses or fails to properly prosecute or perform the work or any separable part, with the diligence and good workmanship that will ensure its completion and acceptance within the time specified in this Contract including any extension, or fails to complete the work within this time, HCTD may, by written notice to the Vendor, terminate the right to proceed with the work (or the separable part of the work) that has been delayed or not performed in a good workmanship like manner. In this event, HCTD may take over the work and complete it by contract or otherwise, and may take possession of and use any materials, reports, schedules, appliances, or other work product necessary for completing the work. The Vendor and its sureties shall be liable for any damage to HCTD resulting from the Vendor’s refusal or failure to complete the work within the specified time or not performed in a good workmanship like manner, whether or not the Vendor’s right to proceed with the work is terminated. This liability includes any increased costs incurred by HCTD in completing the work.

The Vendor’s right to proceed shall not be terminated nor the Vendor charged with damages under this Article, if:

(1) The delay in completing the work arises from unforeseeable causes beyond the control and without the fault or negligence of the Vendor. Examples of such causes include (i) acts of God or of the public enemy, (ii) acts of another Vendor in the performance of a contract with HCTD,

(iii) fires, (iv) floods, (v) epidemics, (vi) quarantine restrictions, (vii) strikes, (viii) freight embargoes, (ix) unusually severe weather, or (x) delays of subcontractors or suppliers at any tier arising from unforeseeable causes beyond the control and without the fault or negligence of both the Vendor and the subcontractors or suppliers; and

(2) The Vendor, within 10 days from the beginning of any delay (unless extended by the Project Manager), notifies the Project Manager in writing of the causes of delay. The Project Manager shall ascertain the facts and the extent of delay. If, in the judgment of the Project Manager, the findings of fact warrant such action, the time for completing the work shall be extended with an appropriate Contract amendment, the right to proceed terminated or no action taken by the Project Manager. The findings of the Project Manager shall be final and conclusive on the parties, but subject to Claims.

(3) The Vendor cures such failures to perform within 10 calendar days (or more if authorized in writing by the Project Manager) after receipt of the notice of default. If, after termination of the Vendor’s right to proceed, it is determined that the Vendor was not in default, or that the delay was excusable, the rights and obligations of the parties will be the same as if the termination had been issued for the convenience of HCTD.

Termination of Force Majeure

To the extent either party of this agreement shall be wholly or partially prevented from the performance of the term specified, or of any obligation or duty placed on such party by reason of or through work strikes, stoppage of labor, riot, fire, flood, acts of war, insurrection, court judgment, act of God, or other specific cause reasonably beyond the parties control and not attributable to its malfeasance, neglect or nonfeasance. In such event, the time for performance of such obligation or duty shall be suspended until such disability to perform is removed.

Disputes

Performance During Dispute – Unless otherwise directed by HCTD, vendor shall continue performance under this contract while matters in dispute are being resolved. Further, HCTD shall pay vendor for any undisputed work performed by vendor prior or during the resolution of the matters in dispute.

13. PROTEST PROCEDURES

Protests relative to this procurement will be reviewed and adjudicated by HCTD in accordance with its Procurement Policy and Procedures Manual maintained in HCTD’s offices in Belton, TX.

14. ADMINISTRATIVE REMEDIES

Hill Country Transit District reserves the right to accept or reject any and/or all bids, to waive any formalities and/or irregularities and to award the Contract in the best interest of HCTD.

By submission of a bid in response to this solicitation, the Bidder agrees to exhaust its administrative remedies under HCTD's Procurement Regulations or Disputes Clause of any resulting contract prior to seeking judicial relief of any type in connection with any matter related to this solicitation, the award of any contract, and any dispute under any related contract. Protests relative to this procurement will be reviewed and adjudicated by HCTD in accordance with its Procurement Policy and Procedures Manual maintained in HCTD’s offices in Belton, TX.

15. OPEN RECORDS

All responses submitted to HCTD become the property of HCTD and are subject to the Public Information Act (Texas Government Code Chapter 552). The interested firms/individuals should familiarize themselves with the provisions of that Act. In no event shall HCTD, or any of its agents, Representatives, consultants, directors, officers, or employees, be liable to a firm/individual for the disclosure of all or any portion of a response submitted pursuant to the RFB.

If a firm/individual has special concerns about information that it desires to make available to HCTD, but which it believes constitutes a trade secret, proprietary information or other information excepted from disclosure, such firm/individual should specifically and conspicuously designate each page of that information, which the Bidder believes, should not be disclosed outside HCTD.

Disclosure of requested information will be subject to the Texas Public Information Act.

16. CONTRACT

The successful Bidder may be required to execute a contract prepared and approved by HCTD General Counsel.

17. PROHIBITION OF BOYCOTT ISRAEL

Company verifies that it does not Boycott Israel and agrees that during the term of this Agreement /Contract will not Boycott Israel as that term is defined in Texas Government Code Section 808.001, as amended.

18. PROHIBITION OF CONTRACTS WITH CERTAIN COMPANIES

HCTD is prohibited from entering into a contract with a company that does business with Iran, Sudan, or a foreign terrorist organization.

19. RELATIONSHIP AND WORK IN GENERAL

Vendor, an independent vendor, covenants and agrees to perform for the stated compensation, all of the services described in Scope of Work, Terms and Conditions of this Contract. Vendor agrees to complete the work in a professional and workmanlike manner with a high degree of care to ensure the accuracy and timeliness thereof.

20. ASSIGNMENT OF PERSONNEL

Vendor agrees to assign qualified staff members including a Project Manager who shall be responsible for the task administration and work performance.

21. EMPLOYMENT OF PERSONNEL

Vendor agrees to employ, at its own expense, all personnel required in performing the services under this contract. Personnel employed by Vendor shall not be employees of, nor have any contractual relationship with HCTD. All personnel engaged in the work shall be fully qualified and shall be authorized or licensed to perform such work as required.

22. EMPLOYMENT OF VETERANS

Applicable to capital projects only-Vendor shall provide a hiring preference, to the extent practicable, to veterans (as defined in section 2108 of Title 5) who have the requisite skills and abilities to perform the construction work required under this contract. This shall not be understood, construed or enforced in any manner that would require an employer to give a preference to any veteran over any equally qualified applicant who is a member of any racial or ethnic minority, female, an individual with a disability, or a former employee.

23. DBE SUBCONTRACTS

If DBE subcontractors are utilized to perform under this contract the vendor must make available to HCTD copies of all DBE subcontracts upon request. The subcontractor shall ensure that all subcontracts or agreements with the Prime to supply labor or materials require that the subcontract and all lower tier subcontracts be performed in accordance with 49 CFR Part 26.55.

24. INSPECTION OF WORK

HCTD shall have the right to review and inspect the progress of the work described herein at all times.

25. COPYRIGHT

No reports, maps, or other documents produced in whole or in part under this contract shall be the subject of an application for copyright by or on behalf of the Vendor. All reports, maps, and other documents produced under this contract shall become the property of HCTD. The Vendor shall, at its expense, defend all suits or proceedings instituted against HCTD and pay any award of damages assessed against HCTD in such suits or proceedings, insofar as the same are based on any claim that materials furnished or work performed under the contract constitutes an infringement of any patent, trade secret, copyright, or any other proprietary right.

26. PROPRIETARY RIGHTS

Vendor agrees not to release data or information about the results of the project to any person outside of HCTD without first obtaining written authorization to release such information from

HCTD.

27. OWNERSHIP OF DOCUMENTS

The parties agree and understand that any and all documents produced under this Contract are the sole and exclusive property of HCTD and HCTD retains ownership of all such documentation including, but not limited to, studies, plans, specifications, intellectual property and all related documents. To the extent necessary, VENDOR HEREBY ASSIGNS AND TRANSFERS ANY AND ALL

COPYRIGHTS TO HCTD.

28. MAINTENANCE OF RECORDS

Bidder must maintain records to show actual time involved in performance of the Work.

29. CHANGES BY VENDOR

If, during the performance of Work under the Contract, the Vendor finds it impracticable to comply strictly with the specifications, the Vendor will notify the HCTD Project Manager and Director of Procurement immediately in writing.

30. WRITTEN ACCEPTANCE BY HCTD

Any bids by Vendor that vary or add to this Contract shall be construed as additional terms or modifications and shall not become part of the Contract unless accepted in writing, by HCTD.

31. CHANGE ORDERS / CONTRACT MODIFICATIONS

All requests for changes in the work must be submitted in writing to the HCTD Project Manager.

Changes shall be made only with the prior approval HCTD and only by appropriate written Change Order or Contract Modification as appropriate. The Procurement Specialist may, at any time, by a written Change Order or Contract Modification, and without notice to the Surety (if any), make changes within the general scope of this Contract. If the change affects the Vendor's costs, then the Procurement Specialist shall also make an equitable adjustment in the Vendor's compensation.

32. WHOLE AGREEMENTS

The Contract constitutes the whole of the agreement between the parties hereto and neither thereof has been induced to make or enter into the Contract by reason of any promise, agreement, representation, statement, or warranty other than contained herein.

33. PARTIAL INVALIDITY

If any term, provision, covenant, or condition of this agreement is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remainder of the provisions shall remain in full force and effect and shall in no way be affected, impaired, or invalidated.

34. TITLES AND HEADINGS FOR CONVENIENCE ONLY

As used throughout this Contract, titles and headings of sections are for convenience only, and shall not be used to aid in interpretation of the provisions contained herein.

35. COMPENSATION

The Bidder shall be compensated for work in performance of the contract and per the agreed upon fees. The Bidder shall include as part of his invoice a list of all subcontractors and the amounts to be paid to each of the subcontractors from this invoice. HCTD will require specific payment reporting criteria for all payments made to subcontractors and will provide additional information and forms upon selection as the awarded firm.

36. PROMPT PAYMENT

The prime vendor agrees to pay each subcontractor under this prime contract for satisfactory performance of its contract no later than 30 days from the receipt of each payment the prime vendor receives from Hill Country Transit District. Any delay or postponement of payment from the above referenced time frame may occur only for good cause following written approval of Hill Country Transit District. This clause applies to both DBE and non-DBE subcontracts and must be included in contracts between Hill Country Transit District, the prime vendor, sub contracts and sub-recipients.

37. RETAINAGE

The prime vendor agrees to return retainage payments to each subcontractor within 30 days after the subcontractors work is satisfactorily completed. Any delay or postponement of payment from the above referenced time frame may occur only for good cause following written approval of Hill Country Transit District. This clause applies to both DBE and non-DBE subcontracts.

38. MINORITY OWNED FINANCIAL INSTITUTIONS

In accordance with the requirements of 49 CFR Part 26, and grant agreements between HCTD and the Department of Transportation (DOT), to investigate the full extent of services offered by financial institutions owned and controlled by socially and economically disadvantaged individuals in the community, to make reasonable efforts to use these institutions, and to encourage prime vendors on DOT-assisted contract to make use of these institutions. Information regarding financial institutions may be obtained on-line from the Federal Reserve at http://www.federalreserve.gov/Releases/mob/current/default.htm

39. NON-DISCRIMINATION

The vendor, sub-recipient or subcontractor shall not discriminate on the basis of race, color, national origin, or sex in the performance of this contract. The vendor shall carry out applicable requirements of 49 CFR part 26 in the award and administration of DOT-assisted contracts. Failure by the vendor to carry out these requirements is a material breach of this contract, which may result in the termination of this contract or such other remedy as the recipient deems appropriate, which may include, but is not limited to:

(1) Withholding monthly progress payments;

(2) Assessing sanctions

(3) Liquidated damages; and/or

(4) Disqualifying the vendor from future solicitations as non-responsible

40. GRATUITIES

It shall be unethical for any person to offer, give, or agree to give any HCTD officer, former HCTD officer, representative, or for any HCTD officer, former HCTD officer or representative to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, or preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any proceeding or application, request for ruling, determination, claim or controversy, or other particular matter, pertaining to any program requirement or a contract or subcontract, or to any solicitation therefore.

41. FUNDING

Funds for payment have been provided through the HCTD budget approved by the Board of Directors for this fiscal year only. State of Texas statutes prohibit the obligation and expenditure of public funds beyond the fiscal year for which a budget has been approved. Therefore, anticipated orders or other obligations that may arise past the end of the current HCTD fiscal year shall be subject to budget approval.

42. FEDERAL FUNDS

HCTD is a recipient of federal funds from the Federal Transit Administration (FTA), state funds from Texas Department of Transportation (TxDOT), and other funding sources. As a recipient of federal and state funds, specific clauses and certifications must be included in any contract that involves the disbursement of federal or state funds. If federal or state dollars will be utilized under this contract, Proposers must adhere to the clauses and certifications, if applicable. All required clauses and certifications will be included. In addition, because the agency is dependent upon annual allocations of local, state, and federal funds, HCTD reserves the right to reduce, suspend, and/or cancel the contract prior to the contract’s term if funding is not available.

43. PROCUREMENT OF RECOVERED MATERIALS

If federal dollars are utilized for this project all vendors must comply with section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act.

44. SILENCE OF SPECIFICATIONS

The apparent silence of the specifications as to any detail or to the apparent omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these specifications shall be made on the basis of this statement.

SECTION 4 – SCOPE OF WORK

A. GENERAL REQUIREMENTS

All bids shall include print production and installation on all vehicles as outlined below.

The quantities listed below are approximate and can increase or decrease based on actual need.

Final quantities will be provided by purchase order.

Vinyl cut to specifications shown in Attachment B:

Vehicle Make Vehicle Quantity Option # Measurements Ford Transit Medium Roof

46 Option1-Full Wrap Option 1

Ford Transit High Roof 13 Option1-Full Wrap Option 1 Chrysler Ramp Voyager 3 Option1-Full Wrap Option 1 Cutaways 4 Option1-Full Wrap Option 1 Cutaways 13 Vinyl Decals Side 27” x 18”

Rear 12” x 7” Starcraft 4 Vinyl Decals Side 42’ x 24”

Rear 39” x 22” El Dorado 10 Vinyl Decals Side 48” x 28”

Rear 48” x 28” Ford Transit 13 Vinyl Decals Side 42’ x 24”

Rear 39” x 22”

Dodge Promaster

15 Vinyl Decals Side 31"x 16" Rear 24"x 12"

Various Support Vehicles

16 Decals Magnetic Side 24” x 18

A. DELIVERY REQUIREMENTS

Vendor will be responsible for transportation of the vehicle from the HCTD Fleet Department, located at 4515 W US 190, Belton TX, to the installation shop, and returned to Belton upon completion of the installation. The facility and staff will be available Monday through Friday, 8:00 AM to 4:00 PM. The vendor shall make arrangements with staff to pickup and deliver as the vehicles must be pulled from service.

Decals shall be delivered to staff at the location:

Hill Country Transit District Attention: Fleet

4515 W US 190

Belton Texas 75613

SECTION 5 – BID EVALUATION AND SELECTION PROCESS

A. EVALUATION FACTORS

1. In addition to the bid price, the Agency may take into consideration the quality of the product and or services, the adaptability to the particular use required and the ability, capacity, experience, efficiency, and integrity of the bidders as well as their financial responsibility.

2. Discussions may be conducted with responsible Bidders qualified to be selected for award for the purpose of clarification to assure full understanding of and responsiveness to the solicitation requirements. Should the Agency require clarification from the Bidder, the Agency shall contact the individual named as the organization’s contact person in the firms bid.

B. SELECTION PROCESS

1. Agency staff will evaluate the merit of all the bids received in response to this RFB and recommend to the General Manager that award be made to the Bidder whose bid is determined to be the lowest, responsive, responsible bid. With the General Manager and Board of Directors approval, if required, the Agency will award a Contract and or purchase order to the Lowest Responsive, Responsible Bidder.

2. Until award of the Contract and or purchase order is made by the Agency, the Agency reserves the right to reject any or all bids, to waive any technicalities or irregularities, to re- advertise for new bids or to proceed in any manner as may be considered in the best interest of the Agency.

ATTACHMENT A: FEDERAL REQUIRED CLAUSES

The Attached Consolidated Certification Form must be completed, executed and returned with your bid submittal. Failure to complete and return the form will cause your bid to be incomplete and not considered for award.

Federal & State Contract Provisions for Materials & Supplies

12/2025

FEDERAL REQUIRED CLAUSES

ACCESS TO RECORDS AND REPORTS

a. Record Retention. The Contractor will retain and will require its subcontractors of all tiers to retain, complete and readily accessible records related in whole or in part to the contract, including, but not limited to, data, documents, reports, statistics, leases, subcontracts, arrangements, other third-party Contracts of any type, and supporting materials related to those records.

b. Retention Period. The Contractor agrees to comply with the record retention requirements in accordance with 2 C.F.R. § 200.334. The Contractor shall maintain all books, records, accounts and reports required under this Contract for a period of at not less than three (3) years after the date of termination or expiration of this Contract, except in the event of litigation or settlement of claims arising from the performance of this Contract, in which case records shall be maintained until the disposition of all such litigation, appeals, claims or exceptions related thereto.

c. Access to Records. The Contractor agrees to provide sufficient access to FTA and its contractors to inspect and audit records and information, including such records and information the contractor or its subcontractors may regard as confidential or proprietary, related to performance of this contract in accordance with 2 CFR § 200.337.

d. Access to the Sites of Performance. The Contractor agrees to permit FTA and its contractors access to the sites of performance under this contract in accordance with 2 CFR § 200.337

CHANGES TO FEDERAL REQUIREMENTS

Federal requirements that apply to the Recipient or the Award, the accompanying Underlying

Agreement, and any Amendments thereto may change due to changes in federal law, regulation, other requirements, or guidance, or changes in the Recipient’s Underlying Agreement including any information incorporated by reference and made part of that Underlying Agreement; and

Applicable changes to those federal requirements will apply to each Third-Party Agreement and parties thereto at any tier.

CIVIL RIGHTS LAWS AND REGULATIONS

The following Federal Civil Rights laws and regulations apply to all contracts. The Contractor and any subcontractor agree to comply with all the requirements prohibiting discrimination on the basis of race, color, or national origin of the Title VI of the Civil Rights Action of 1964, as amended 52 U.S.C

2000d, and U.S. DOT regulation “Nondiscrimination in Federally-Assisted Programs of the

Department of Transportation – Effectuation of the Title VI of the Civil rights Act, “49 C.F. R. Part 21 and any implementing requirement FTA may issue.

a. Federal Equal Employment Opportunity (EEO) Requirements. These include, but are not limited to:

i. Nondiscrimination in Federal Public Transportation Programs. 49 U.S.C. § 5332, covering projects, programs, and activities financed under 49 U.S.C. Chapter 53, prohibits discrimination on the basis of race, color, religion, national origin, sex (including sexual orientation), disability, or age, and prohibits discrimination in employment or business opportunity.

ii. Prohibition against Employment Discrimination. Title VII of the Civil Rights Act of 1964, as amended, 42 U.S.C. § 2000e, Title VI of the Civil Rights Act of 1964,” 49 CFR Part 21, and

49 U.S.C. § 5332, prohibits discrimination in employment on the basis of race, color, religion, sex, or national origin.

b. Nondiscrimination on the Basis of Sex. Title IX of the Education Amendments of 1972, as amended, 20 U.S.C. § 1681 et seq. and implementing Federal regulations, “Nondiscrimination on the Basis of Sex in Education Programs or Activities Receiving Federal Financial Assistance,” 49

C.F.R. part 25 prohibit discrimination on the basis of sex.

c. Nondiscrimination on the Basis of Age. The “Age Discrimination Act of 1975,” as amended, 42 U.S.C. § 6101 et seq., and Department of Health and Human Services implementing regulations, “Nondiscrimination on the Basis of Age in Programs or Activities Receiving Federal

Financial Assistance,” 45 C.F.R. part 90, prohibit discrimination by participants in federally assisted programs against individuals on the basis of age. The Age Discrimination in Employment

Act (ADEA), 29 U.S.C. § 621 et seq., and Equal Employment Opportunity C.F.R. part 1625, also prohibit employment discrimination against individuals age 40 and over on the basis of age.

d. Federal Protections for Individuals with Disabilities. The Americans with Disabilities Act of

1990, as amended (ADA), 42 U.S.C. § 12101 et seq., prohibits…