ITB 260103 Lawn Care Services at ACS Clinics of Harris Health.pdf

Harris Health P.O. Box 66769, Houston, Texas 77266-6769

INSTRUCTIONS TO BIDDERS

Harris County Hospital District DBA Harris Health (“Harris Health”) is soliciting competitive bids for the following:

Solicitation Title: 26/0103 Lawn Care Services at ACS Clinics of Harris Health

Solicitation Due Date and Time: August 17, 2026 2:00 PM, local time Houston, TX

A pre-proposal conference is scheduled for July 22nd 2026, 10AM, it’s not mandatory but vendors are encouraged to participate to understand the purpose and requirements of the solicitation. Site visits are also encouraged but won’t be coordinated by Harris County nor Harris Health, it has to be coordinated with the visited locations administration if access needs to be granted. Questions relating to this Solicitation are to be submitted in the Euna/Bonfire e-procurement system by July 24, 2026 2PM, local time in Houston.

Below is the link for the virtual pre-proposal conference:

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/253896645393242?p=eY3Anbte2xA6J976PB Meeting ID: 253 896 645 393 242 Passcode: Jf6mT9Qe

The Purchasing Agent responsible for the Solicitation and their contact information shall be as follows:

Paulo Tosetto Sourcing Manager Harris Health 4800 Fournace Place Bellaire, TX 77401 paulo.tosetto@harrishealth.org

The sections of this Solicitation include:

1. Instructions for Bidders

2. Scope of Work and Specifications

3. Harris Health General Requirements for Bids

4. Harris Health Special Requirements

5. Minimum Insurance Requirements

6. Tax Residence Certification

7. Bid Acknowledgement

8. Vendor Certification of Eligibility to Participate

9. MWBE Utilization Plan

10. Pricing Table

11. Experience Form https://teams.microsoft.com/meet/253896645393242?p=eY3Anbte2xA6J976PB

Harris Health P.O. Box 66769, Houston, Texas 77266-6769

12. ACS Clinics Location and Related Footage

13. ACS Lawn Care Schedule

Scope of Work and Specifications

1. Solicitation Title: 26/0103 Lawn Care Services at ACS Clinics of Harris Health

2. Scope: Harris Health is seeking bids from qualified vendors with the experience, capabilities, and qualifications to provide landscaping service at the locations listed in the attached document

3. Term: one (1) year plus six (6) renewal options

4. Specifications: The Vendor shall perform the landscape maintenance services to ensure Harris Health facilities maintain a clean, safe, and professionally landscaped appearance.

Services and frequency are outlined in the attachment (Landscape Services) and further defined below. Harris Health reserves the right to update any frequency and service outlined below at any time with prior notice to the vendor.

A. Minimum Requirements for a Responsible Bidder

A.1 Minimum Solution Requirements:

Completion and submittal of the MWBE Goal Participation Information Packet.

A.2 Minimum Qualification Requirements:

Vendor must have been providing lawn care services for at least 5 years;

Vendor must have trained manpower capacity in place for the required services.

B. Technical Specifications

B.1 Maintenance:

B.1.1 Mowing

B.1.1.1 Grass shall not be cut shorter than 1" nor shall it be longer than 1-1/2 inches in height after each cutting. The mower blades shall be kept sharp to prevent shredded grass tips that turn brown.

B.1.1.2 Vendor shall adjust lawn mowing heights upon Harris Health's written request.

B.1.1.3 Remove dead, damaged, or diseased plant parts.

B.1.1.4 When it is too wet to mow, the grass must be cut to four inches (4") or less with a nylon cord trimmer or equipment.

B.1.1.5 After mowing, test the sprinkler system to ensure sprinkler heads have not been damaged by mowing.

B.1.2 Picking Up and Removing Grass Clippings:

B.1.2.1 Vendor shall be responsible for removing grass clippings from sidewalks, parking areas, planted areas, bark areas, and other areas not part of the grassy area being mowed or maintained.

B.1.2.2 Mowers shall be of a type that causes clippings to be distributed evenly over the cut area. If the type of mowers used causes the cut grass to windrow, the windrowed grass shall be removed and hauled away.

B.1.2.3 Windrowed grass caused by mowing heavily dewed grass shall be the vendor's responsibility to remove.

B.1.2.4 Sweep or blow clean all sidewalks and/or concrete areas affected by work. All debris shall be removed from the site.

B.1.3 Trees, Shrubs, and Ground Cover Areas:

B.1.3.1 Landscape bed areas shall be kept in a weed, leaf, and debris-free condition. All landscape beds shall be weeded by mechanical and/or chemical means.

B.1.3.2 All ornamental plant material except trees shall be judiciously pruned in accordance with standards of good practice and in accordance with the intended function of the plant in its present location. Major pruning shall be done at least every six months during the growing season. Shrubs shall be pruned to maintain the desired shape and function as needed to provide a neat, trim appearance.

B.1.3.3 Ground cover shall be trimmed at the edge of hard surfaces (sidewalks, curbs), trails, and bed areas. Ground covers shall be trimmed to prevent encroachment into shrubs, trees, utility vaults, irrigation valve boxes, and irrigation heads. Equipment used shall ensure proper pruning techniques and that plant material may not be damaged.

B.1.3.4 Semi-annually, the contractor shall replenish mulch to maintain a depth of no less than two inches (2") in all planting areas and tree wells. Keep mulch at least two inches away from the crown of plants and trees. Mulch shall be medium bark or other, as directed by Harris Health.

B.1.3.5 Specialty Areas - "Healing Gardens" or specialty gathering landscaping to be meticulously maintained as noted by means above, and the contractor to walk the worksites quarterly at the request of a Harris Health official.

B.1.4 Removing Trash/Debris/Leaves/Weeds:

B.1.4.1 Pickup and remove all leaves and debris in bedded/landscaped areas, passenger loading areas, and parking lots starting in Autumn (when leaves on surrounding trees start to fall) and perform this service during weekly mowing until leaves cease falling.

B.1.4.2 Leaves shall be removed from all maintained areas. Including turf, landscape beds, and hard surfaces. The use of power blowers is acceptable;

however, debris accumulations must not be blown onto adjacent street surfaces or neighboring properties.

B.1.4.3 Lawns, bedded areas, fence lines, asphalt, and concrete pads shall be kept weed, grass, and moss-free by hand or with herbicides approved by Harris Health.

B.1.5 Trimming:

B.1.5.1 Vendor shall be responsible for trimming around trees, sign posts, fencing, near buildings, in curbs and gutters, around all dumpsters and dumpster area, etc., and any other part of the lawn area where the lawn mowers may not be able to reach during routine mowing.

B.1.5.2 Trees, shrubs, and ground cover must be kept off fire hydrants, signs, fences, walls, sitting areas, walkways, and driveways. Care shall be taken not to damage structures or trees with equipment. Trees will be pruned to avoid conflict with vehicular or pedestrian traffic and will not be allowed to interfere with site lighting or security cameras.

B.1.5.3 All encroaching, neighboring vegetation, including brush, trees, and shrubs, shall be kept trimmed from any roads, trails, walkways, and maintained areas. Vegetation shall normally be trimmed at property boundaries, but also shall be trimmed to prevent the limitation of sightlines along trails and/or streets.

B.1.5.3.1 Other hedges shall be kept trimmed to no more than three feet (3') in height.

B.1.5.3.2 Other shrubs will be kept pruned to no higher than 2-½ feet (2 1/2) above the ground.

B.1.5.3.3 Prune trees, vines, and shrubbery in the fall, after the typical growing season.

B.1.5.3.4 Trees will be kept pruned to allow at least 2 feet (2') of unobstructed space between the ground and the lowest limb.

B.1.5.3.4 Trees and shrubs are not to be allowed to grow together unless designed to do so as a hedge.

B.1.5.3.5 Prune trees and shrubs to maintain their natural shape. The designated Harris Health Account Manager must contact Harris Health for any additional information or clarification on the definition of natural shape to be maintained.

B.1.6 Edging:

B.1.6.1 All turf areas shall be edged at sidewalks, curbs, hard surfaces, and formal beds. A power edger with a hard blade must be used. Extreme caution should be used to prevent chipping of concrete structures by edging equipment.

B.1.6.2 Edging around lawn perimeters, sidewalks, and bedded areas shall be done with each mowing.

B.1.7 Frequency:

B.1.7.1 Lawns to be mowed every seven (7) days during the growing season.

B.1.7.2 Landscape maintenance shall be performed according to the attached frequency tables.

B.1.7.3 Cancellation of any scheduled services must be notified to Harris Health in advance.

B.1.7.4 Weather permitting, work shall be continuous.

B.1.7.5 Vendor may cancel all or part of a scheduled service due to inclement weather. Any part of a scheduled service that is canceled due to inclement weather shall be rescheduled by the vendor to a date within three (3) calendar days of the cancellation, or a mutually agreed upon time frame with Harris Health.

B.1.8 Seasonal Flower and Mulch Change:

B.1.8.1 Provide quarterly installations of seasonal flowering. Additional changes are not part of the contract work and will be installed at Harris Health’s request, under a separate purchase order. Review each proposed flower change with Harris Health prior to ordering or arranging. Avoid material selections that conflict with signage.

Provide a variety of colors and textures, and avoid mass plantings of a single variety within a bed.

B.1.8.1.1 Keep all flower beds and containers free of weeds and debris weekly throughout the year.

B.1.8.1.2 Apply granular annual flowering fertilizer to flowering plants monthly.

B.1.8.1.3 Regularly monitor all flowering plants for disease and insect infestation.

B.1.8.1.4 Maintain mulch monthly and apply new semi-annually.

B.1.9 Fertilizing:

B.1.9.1 Landscape turf areas with a well-balanced, slow-release fertilizer as required to provide vigorous deep rooting and a healthy green appearance year around. Care is to be taken not to burn the plants. Apply agricultural grade pellet form lime to all turf areas once annually as recommended by soil tests.

B.1.9.2 Lawns shall be fertilized quarterly as part of the base contract.

B.1.9.3 Flowerbeds shall be fertilized every month as part of the contract.

B.1.9.4 All shrubs and ground cover in landscape bed areas shall be fertilized twice a year with a slow-release fertilizer as required by soil testing.

B.1.9.5 Trees shall be fertilized semi-annually.

B.1.9.6 Warning signs must be added to the area where the fertilizers were applied and removed when applicable and/or safe.

B.1.10 Pesticide Use/Weed Control:

B.1.10.1 Inspect landscaped/vegetated areas, then weed and remove moss; also, trim and remove new or dead growth so walkways, sidewalks, and bark areas are kept clean and well-cared for. Harris Health encourages environmentally sensitive maintenance practices. Provide Harris Health a minimum of forty-eight (48) hours' notice prior to "blanket" applications of herbicides, fungicides, or insecticides. All chemicals must be United States Environmental Protection Agency (EPA) approved and applied by a licensed Texas State Pesticide Applicator per the manufacturer's recommendations. Provide a Material Safety Data Sheet (MSDS) to Harris Health for any chemicals used. Apply insecticide or fungicide to trees, shrubs, and ground covers only when significant plant damage would result from failing to address the infestation.

B.1.10.2 Weekly maintenance and control of weeds with contact spray herbicide, hand-weeding, and selective use of pre-emergent herbicides. Apply only at manufacturers' approved rates to avoid soil toxicity. Verify that the herbicide is appropriate for use with various plant materials. The vendor is responsible for any damages incurred as a result of herbicide application and must repair or replace any such damage at no cost to Harris Health.

B.1.10.3 Weekly maintenance and control of insects, including fire ants.

B.1.10.4 Remove any thatch over 1/2 inch (1/2") in depth from the areas once annually in the fall. Control broadleaf weeds in all landscape turf areas by spot applications of contact herbicide.

B.1.10.5 The vendor is responsible for monitoring all turf areas for infestations.

Control of major disease and insect infestations for trees, shrubs, and ground covers shall not be paid for separately but shall be considered incidental to this bid.

B.1.10.6 vendor is responsible for regularly monitoring all plant material and immediately notifying the owner of any need for such control. The vendor shall provide a separate price Bid to Harris Health for the pesticide control needed. Once a separate purchase order is issued, the vendor is responsible for completing the service. If the vendor fails to promptly notify Harris Health of any correctable disease and/or insect problems, the vendor shall be responsible for any resulting damage to plant material and must replace any such damaged plant material at no additional cost to Harris Health.

B.1.10.7 Harris Health shall be notified prior to any pesticide use, and the name of the pesticide will be used. Harris Health should also be provided with any MSDS sheets for the pesticides that will be used. The vendor shall possess a current state and commercial Pesticide Applicator License and all other licenses and permits required for compliance.

B.1.10.8 Warning signs must be added to the area where the pesticides were applied and removed when applicable and/or safe.

B.1.11 Waste Disposal:

Grass clippings, oil cans, personal refuse, and other items for disposal shall be disposed of by the vendor in accordance with local, state, and federal laws.

B.1.12 Account Manager

Vendor will assign a dedicated Account Manager for Harris Health, who will be the point of contact for service completion, property and equipment damage reports, billing and invoicing.

B.1.13 Additional Services:

B.1.13.1 Vendor will provide inclement weather protection for trees, shrubs, and flowers to prevent freezing or high wind damage.

B.1.13.2 Monthly pest service is required; however, supplemental treatments must be provided as necessary to ensure continuous and effective control.

B.1.13.3 Vendor may be requested to establish the watering schedule for each site.

Harris Health shall require the vendor to inspect and perform the necessary irrigation system inspections.

B.1.13.4 Vendor may be requested to take on the responsibility over the startup, shutdown, repair and maintenance of the irrigation systems:

a) Weekly test to ensure irrigation system is operational; check for damaged irrigation heads and system leaks, making needed adjustments to heads and timers.

b) System shut down will be performed at the end of October each year and will consists of the following tasks:

b.1) Closing water supply valves; opening drain valves; charging lines with air (not to exceed thirty (30 psi) and shutting off timers, b.2) The tools that the vendor needs include, but may not be limited to:

portable air supply; pressure gauge/regulator; air hose/adapters; "T" wrench for water valves and sod cutter.

c) Repair shall be billed as needed, with per hour labor charge as bid on the Pricing/Delivery Information sheet.

Examples of ordinary repairs include, but are not limited to:

c.1) Replacing missing/damaged heads; trimming sod around heads;

checking for leaks in system; adjusting head nozzles as needed; timer repairs and adjustments (scheduling); repairing/replacing solenoid valves as needed, c.2) Harris Health will purchase the parts needed for the repair and maintenance of the irrigation systems. The vendor shall request parts from Harris Health as needed.

c.3) Vendor is responsible for responding to repairs within seventy-two (72) hours once a purchase order is issued or after notification has been sent to the vendor repairs are required.

C. Pricing Instructions

The following Pricing information will be requested in Bonfire as a Data Submission. Use the provided Pricing Table for Lawn Care Services spreadsheet to submit pricing.

C.1 Pricing shall be provided on a per-location basis.

C.2 Aggregated or blended pricing across multiple locations will not be accepted unless otherwise approved in writing by Harris Health.

C.3 Vendors may submit, on their own document, pricing for those items or services outlined in Section B.1.13 Additional Services. Prices submitted for additional services will not be utilized for evaluation purposes.

D. Reporting:

Vendor shall notify the facility manager or designated representative upon arrival at the location. Upon completion of the services, the vendor shall again notify the facility manager or designated representative to conduct a final walkthrough. The walkthrough shall include verification that all contracted work has been completed, confirmation that the area is left in acceptable condition, and identification of any deficiencies requiring correction.

E. Others:

a) Walk the Site:

i. It is the vendor's responsibility to walk the site as requested by Harris

Health.

ii. Harris Health will, at its discretion, conduct site inspections before, during, and after each service to evaluate the quality and completion of the work performed.

iii. Vendor is to meet with Facilities Management quarterly to review maintenance reports and issues. Meetings may be conducted by way of an on-site inspection walk with management, an office visit, or a scheduled conference call.

b) Personnel:

i. Vendor shall employ, or under its control, sufficient qualified and competent personnel to perform work promptly and in accordance with a schedule or work program.

ii. Vendor shall employ only such workers as are skilled in the tasks to which they are assigned. Workers shall act appropriately and professionally at all times. Offensive language, gestures, or actions while in this family-based residential community are not acceptable. Harris Health may require the vendor not to assign any employee that Harris Health deems incompetent, careless, insubordinate, or otherwise objectionable to work within our properties.

c) Safety Standards:

i. The vendor's employees shall follow all applicable safety standards, including operating all equipment in conformance with the manufacturer's operating instructions for each, and in compliance with federal, state, and local safety standards and requirements.

ii. Precautions shall be exercised at all times for the protection of persons (including employees) and property. The safety provisions of applicable laws, building, and construction codes shall be observed. Machinery, equipment, and all hazards shall be guarded or eliminated in accordance with applicable safety provisions.

iii. Lawn mowing discharge shall at all times be aimed away from people, buildings, children, and vehicles. Mower guards must be used as intended at all times for safety.

iv. Mowers, weed trimmers, and other equipment shall be properly maintained to operate at "normal" operating sound levels. Equipment that is generating excessive noise or is otherwise objectionable to Harris Health shall be discontinued from use, at Harris Health's request, until repairs can be made.

v. Implement traffic control when necessary and inform Harris Health when obstructing walkways.

d) Property damage:

i. Wherever any existing material, equipment, or appurtenances are damaged by the vendor, the cost of repair or replacement shall be charged to the vendor. Items covered by this provision include, but are not limited to, curbs, sidewalks, lawns (including scalped areas), plantings, trees, and signposts.

ii. Injuries to any person and damage to Harris Health property not belonging to the vendor shall be reported immediately to Harris Health.

iii. Repair work due to damages caused by the vendor shall be coordinated through and subject to the approval of Harris Health. Repairs shall be made with like materials in a manner acceptable to Harris Health.

iv. Vendor shall be acquainted with the location of utilities, windows, and vehicles that may be encountered or affected by their work, and shall be responsible for any damage caused by neglect to provide proper precautions or protection.

v. Vendor shall repair, to its original state, any landscape damaged by failure to provide proper and adequate protection, to the satisfaction of Harris Health, or remove and replace with new work at the vendor's expense.

vi. All damages or injuries must be reported through the work order to be signed by a Harris Health rep at the completion of the service.

e) Proper equipment and maintenance:

i. Vendor's equipment shall be adequate to complete the work being bid.

The cutting edges of all mowing equipment used in the performance of work shall be kept in sharp condition. Grass bruising or rough cutting will not be accepted, and may require the vendor to perform rejuvenation procedures to bring it out of a stress condition.

ii. The maintenance and upkeep of the vendor's equipment is the sole responsibility of the vendor. The vendor's staff shall not request any assistance or equipment parts from Harris Health for the vendor's equipment.

Harris Health Clinics

Address Sq. Footage

1 Acres Home Health Center 818 Ringold St, Houston, TX 77088 43,600

2 Aldine Health Center 4755 Aldine Mail Rte Rd, Houston, TX 77039 29,000

3 Baytown Health Center (includes vacant side lot) 1602 Garth Rd, Baytown, TX 77520 26,600

4 Casa De Amigos Health Center 1615 N Main St, Houston, TX 77009 22,824

El Franco Lee Health Center/Lois J Moore Center (includes vacant side lot)

8901 Boone Rd, Houston, TX 77099 66,740

6 Gulfgate Health Center 7550 Office City Dr, Houston, TX 77012 34,702

7 Holly Hall Admin 2525 Holly Hall St, Houston, TX 77054 120,000

8 Martin Luther King Jr. Health Center 3550 Swingle Rd Suite A, Houston, TX 77047 63,520

9 Northwest Health Center 1100 W 34th St, Houston, TX 77018 27,527

10 Pasadena Pediatric and Adolescent Health Center 3925 Fairmont Pkwy. Pasadena, TX 77504 10,160

11 Quentin Mease Health Center 3601 North MacGregor Way, Houston, TX 77004 132,654

12 Vallbona Health Center 6630 De Moss Dr, Houston, TX 77074 28,000

13 Vallbona Health Center Annex 6601 Tarnef, Houston, TX 77074 15,000

14 Settegast Health Center 9105 N Wayside Dr, Houston, TX 77028 24,909

15 Smith Health clinic 2525 A Holly Hall St, Houston, TX 77054 167,800

Location

ACS Clinics - Service Schedule Function All ACS Clinics

Mow Weekly Edge Weekly Raking/Blowing Weekly Debris Disposal Weekly Monitor Turf and Flowering plants for infestation, plant disease, weed control Weekly Treat as needed Insects’ controls including fire ants Weekly Treat as needed Flower Bed Fertilizing, first round during seasonal change Monthly Trim Shrubs/Hedges/Ground Covers Monthly Mulch Maintenance Turn mulch over and maintain fresh appearance at all times Monthly Season Flower Change Quarterly Fertilize: Lawns Quarterly Fertilize: Trees Semi-Annual Trim trees Semi-Annual Mulch-New Semi-Annual

General Requirements for Bids - v041026 Page 1 of 6

GENERAL REQUIREMENTS FOR BIDS

1. ACCESS TO RECORDS: Bidder may be required to allow duly authorized representatives of Harris Health or the state and federal government access to contracts, books, documents, and records necessary to verify the nature and extent of the cost of services provided by bidder. Bidder must keep records within Harris County or note in its bid documents that records will be available within the boundaries of Harris County to those representatives within twenty-four (24) hours of request by Harris Health.

2. ADDENDA: When revisions are necessary for any document contained within this solicitation, Harris Health will issue an addendum addressing the nature of the change. Bidders are to acknowledge receipt of the addendum in the returned bid package. Failure to acknowledge receipt of an addendum may result in a bid being rejected.

3. ANTI-BOYCOTT PROVISIONS: By submitting a bid in response to this invitation, and if the bid exceeds $100,000.00, bidder certifies that it is not in violation of the following anti-boycott provisions of the Texas Government Code:

a. Section 2276.002 of the Texas Government Code (relating to prohibition on contracts with companies that discriminate against energy companies). Bidder represents and warrants that:

(1) it does not, and shall not for the duration of the contract, boycott an energy company. The term “boycott energy company” is defined by Texas Government Code, Section 809.001(1), as refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations with a company because the company: (A) engages in the exploration, production, utilization, transportation, sale, or manufacturing of fossil fuel-based energy and does not commit or pledge to meet environmental standards beyond applicable federal and state law; or (B) does business with a company described by clause (A).

b. In accordance with Section 2272.002 of the Texas Government Code (relating to prohibition on contracts with companies that discriminate against firearm and ammunition industries). Bidder warrants and represents that: (1) it does not, and shall not for the duration of the contract, have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association or (2) the verification required by Section 2274.002 of the Texas Government Code does not apply to the contract. If the circumstances relevant to this provision change during the course of the contract, bidder shall promptly notify Harris Health.

c. In accordance with Chapters 808 and 2271 of the Texas Government Code, if bidder employs 10 or more full-time employees, bidder warrants and represents that it does not boycott Israel and shall not boycott Israel during the term of this contract. “Boycott Israel” is defined as a refusal to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with an individual or entity doing business in Israel or in an Israeli-controlled territory, but does not include an action taken for ordinary business purposes.

4. ASSIGNMENT: Neither party may assign, delegate, and/or otherwise transfer a contract or its rights and obligations hereunder without the prior written consent of the other party. Notwithstanding the foregoing, the contract may be unilaterally assigned by Harris Health to a successor governmental entity, if such entity is authorized by law to be merged with or supplant the functions of Harris Health.

General Requirements for Bids - v041026 Page 2 of 6

5. AWARD: Harris Health reserves the right to make an award on the basis of the LOWEST AND BEST OFFER, in accordance with the laws of the State of Texas. Harris Health may waive any formality or irregularity, reject any or all bids, make awards to more than one bidder, and award by total, by group, by item, or in any manner deemed to best serve the organization. If the lowest-priced responsive and responsible bidder is not awarded a contract, the bidder may request a meeting with the Purchasing Agent or their representative to present evidence regarding the non-award of the solicitation.

6. BID COMPLETION: Bidders shall submit one (1) complete bid to the Harris Health Purchasing Department, preferably through the Euna eProcurement Solution (formerly Bonfire) (https://gobonfire.com). Bids will be opened publicly by the Buyer through a meeting link posted in the Euna system. If a bidder elects not to submit electronically, a hard copy submission must be delivered in an appropriately sized sealed envelope or box clearly marked with the job number, description, and the notation “SEALED BID.” The Bid Acknowledgement Form must be signed by an authorized representative of the bidder. Hard copy bids must be submitted to the Office of the Purchasing Agent, 1111 Fannin Street, 12th Floor, Houston, Texas 77002, no later than the bid due date and time. Late bids will not be accepted under any circumstances. Bids shall be considered non-responsive if they show any alterations of form, additions or conditions not called for, or inconsistencies to the terms and conditions of the General Requirements and Special Requirements. However, Harris Health reserves the right to waive any clerical or administrative errors or omissions and to make an award in the best interest of Harris Health.

7. BONDS: When applicable, bid guarantees, performance bonds, and payment bonds shall be submitted in accordance with the requirements set forth in the Special Requirements of this solicitation.

8. CERTIFICATE OF INTERESTED PARTIES (FORM 1295): Texas law requires all parties who enter into certain contracts with Harris Health to disclose all interested parties. Form 1295 must be completed prior to submitting a bid and by submitting a bid, bidder represents and warrants that it has completed and filed Form 1295 in its entirety at the following website: https://www.ethics.state.tx.us/filinginfo/1295/

9. CERTIFICATION REGARDING DEBARMENT, SUSPENSION INELIGIBILITY, AND VOLUNTARY

EXCLUSION: The bidder certifies by submitting its bid that it is not ineligible for participation in federal or state assistance programs under Executive Order 12549, "Debarment and Suspension." Additionally, bidder warrants and represents by submission of its bid that it is not debarred, suspended, or otherwise excluded from or ineligible for participation in any Federal programs, including but not limited to the following: Department of Health and Human Work (DHHS), Office of Inspector General (OIG) - List of Excluded Individuals & Entities (LEIE); U.S. General Work Administration (GSA) – Excluded Parties List System (EPLS); All States (50) Health & Human Work Commission Medicaid OIG Sanction List;

Government Terrorist Watch List (OFAC / Patriot Act); Department of Commerce, Bureau of Industry and Security, Denied Persons List; and Department of Homeland Security, Immigration and Customs Enforcement (ICE) Most Wanted. The bidder further agrees to include this certification in all contracts between itself and any subcontractors in connection with the services performed under this solicitation.

Bidder also certifies that bidder will notify Harris Health in writing immediately if bidder is not in compliance with Executive Order 12549 during the term of this contract. Bidder agrees to refund Harris Health for any payments made to the bidder while ineligible.

10. COMPLIANCE WITH FEDERAL, STATE, AND LOCAL LAWS:

a. The bidder shall follow all federal, state, and local laws, rules, codes, ordinances, and regulations applicable to the bidder’s Services.

https://gobonfire.com/ https://www.ethics.state.tx.us/filinginfo/1295/

General Requirements for Bids - v041026 Page 3 of 6

b. Pursuant to Chapter 2252, Texas Government Code, the bidder represents and certifies that, at the time of execution of this contract neither the bidder, nor any wholly owned subsidiary, majority-owned subsidiary, parent company or affiliate of the same (i) engages in business with Iran, Sudan, or any foreign terrorist organization as described in Chapter 2270 of the Texas Government Code, or Subchapter F of Chapter 2252 of the Texas Government Code, or (ii) is a company listed by the Texas Comptroller of Public Accounts under Sections 2270.0201 or

2252.153 of the Texas Government Code. The term "foreign terrorist organization" in this paragraph has the meaning assigned to such term in Section 2252.151 of the Texas Government Code.

c. The bidder warrants and represents that it will pay all its workers all monies earned by its workers including but not limited to regular wages, any overtime compensation, or any additional payments pursuant to the Fair Labor Standards Act, 29 U.S.C. Section 207 9a(1), as amended, the Texas Pay Day Act, the Equal Pay Act, Title VII of the Civil Rights Act of 1964, 42 U.S.C. Section 2000e, et al., as amended, or any provisions of the Texas Labor Code Ann., as amended.

11. CONFLICT OF INTEREST: By submitting a bid, Bidder certifies that it has complied with the requirements of Chapter 176 of the Texas Local Government Code, including submission of a Conflict of Interest Questionnaire (CIQ Form) to the Texas Ethics Commission, if applicable. The CIQ Form can be located at the Texas Ethics Commission website at the following URL:

https://www.ethics.state.tx.us/data/forms/conflict/CIQ.pdf. Bidder understands that Chapter 176 of the Texas Local Government Code requires Harris Health to provide public access to a filed CIQ Form on the official Harris Health Internet website. Bidder further acknowledges that it must update the CIQ Form if any statement on the form becomes inaccurate. In that event, Bidder agrees to submit an updated CIQ Form to the Purchasing Agent no later than the seventh business day after the date of the event that makes a statement on the CIQ Form inaccurate.

12. CONTRACTED PERSONNEL REQUIREMENTS: If Bidder is awarded a contract, it will be required to obtain a criminal background history report on each individual who may enter or have access to areas where patients are located in Harris Health facilities. Bidder shall release such criminal background history information to Harris Health, in accordance with TEX. GOV’T CODE. §§411.135, 411.136, as amended, so that Harris Health can determine whether a person with a criminal background is unqualified or unsuitable for assignment in Harris Health facilities.

13. DELIVERY; SHIPMENTS: All shipments shall be FOB Destination to the location set forth on the Purchase Order unless otherwise negotiated and noted on the Purchase Order. Bidder shall bear the risk of loss until accepted by Harris Health and may select the most advantageous transportation method unless otherwise directed.

14. EVALUATION: All bids shall be tabulated by the Harris Health Purchasing Department, which shall also determine if a bidder is responsive and responsible such that they are capable of award.

15. FISCAL FUNDING: If, for any reason, funds are not appropriated by Harris Health in their sole discretion to continue the contract beyond the first year of the contract term, the contract may become null and void on the last day of the current appropriation of funds. After expiration of the contract, leased equipment (if applicable) shall be removed by the bidder from Harris Health without penalty of any kind or form to Harris Health. All charges and physical activity related to delivery, installation, removal and redelivery shall be the responsibility of the bidder. In the event all funds appropriated for the contract are depleted, Harris Health may terminate the contract, and Harris Health shall have no further https://www.ethics.state.tx.us/data/forms/conflict/CIQ.pdf

General Requirements for Bids - v041026 Page 4 of 6 obligation to bidder. Bidder expressly acknowledges and agrees that Harris Health shall not be subject to any early termination fees or penalty for a termination resulting from this section.

16. GOVERNING LAW: Bidder is advised that these requirements shall be fully governed by the laws of the State of Texas. Forum for contractual issues shall be in Texas and venue shall be exclusively in Houston, Harris County, Texas, in a federal or state court of competent jurisdiction. Harris Health does not agree to binding arbitration and does not waive its right to a jury trial.

17. HARRIS HEALTH POLICIES: By submitting its bid, bidder represents and warrants that any individuals, employees, agents or subcontractors of bidder who may perform services under a contract with Harris Health will comply with Harris Health’s Code of Conduct and additional policies located online at https://www.harrishealth.org/other/vendor-relations. Bidder is responsible for checking the Harris Health website on a quarterly basis and for ensuring that its personnel comply with the policies in effect at the time they will perform work.

18. INSPECTIONS & ACCEPTANCE: Harris Health reserves the right to inspect any item(s) or service location for compliance with specifications and requirements and needs of the using department.

19. LIABILITY; GOVERNMENTAL IMMUNITY: Harris Health’s liability for the wrongful acts, omissions, or negligence of its employees is limited by the Texas Tort Claims Act, TEX. CIV. PRAC. & REM. CODE ANN.

§§ 101.001 et seq., as amended. No term or provision of these bid documents or any eventual contract shall extend Harris Health's liability beyond the liability provided in the Texas Tort Claims Act or the Constitution and the laws of the State of Texas. BY SUBMITTING A BID, BIDDER EXPRESSLY AGREES THAT NO PROVISION OF THESE BID DOCUMENTS ARE IN ANY WAY INTENDED TO CONSTITUTE A WAIVER BY HARRIS HEALTH OF ANY IMMUNITIES FROM SUIT OR LIABILITY THAT HARRIS HEALTH MAY HAVE BY

OPERATION OF LAW.

20. POTENTIAL CONFLICTS OF INTEREST: Bidders are advised and, by virtue of their submission of a bid, certify that they are familiar with the disclosure requirements contained in Texas Local Government Code, Chapter 176. This law requires persons desiring to do business with Harris Health to disclose any gifts, investments, financial involvement or remuneration of any kind that is valued in excess of $250 and provided to any individual employed by or representing Harris Health in any capacity, including consultants and agents under contract with Harris Health (a “Harris Health Official”) or the Harris Health Official’s family member, or employment of any Harris Health Official or the Harris Health Official’s family member during the preceding twelve (12) month period.

21. PRICING; TARIFFS; SURCHARGES: Prices for all goods and/or services shall remain firm for the term set forth in the Specifications. Prices shall be all-inclusive, with no changes, additions, or qualifications permitted during the term of the contract. All prices shall be typewritten or written in ink. Transportation, freight, drayage, and all other related charges shall be prepaid by the vendor and incorporated into the bid price. Price increases, tariff adjustments, surcharges, or other cost escalations will not be approved during the contract term. Invoices not in accordance with awarded pricing may be rejected by Harris Health. Disputed invoices shall be handled in accordance with Tex. Gov’t Code Ann. §§ 2251.001 et seq.

Harris Health reserves the right to withhold payment of any portion of a disputed invoice until all questions regarding such portion are resolved by Harris Health or by agreement of the Parties. Payments made to Bidder shall not be considered as evidence of satisfactory performance by the bidder.

22. PURCHASE ORDER AND DELIVERY: The successful bidder shall not deliver products or provide services without a Harris Health purchase order, signed by an authorized agent of the Harris Health Purchasing Department.

http://www.harrishealth.org/other/vendor-relations

General Requirements for Bids - v041026 Page 5 of 6

23. RELATIONSHIP OF PARTIES: Bidder is an independent contractor, and neither it, nor its employees or agents, shall be considered an employee, agent, partner, or representative of Harris Health for any purpose. Bidder shall furnish all equipment, materials, and tools, including software, necessary for the completion of its obligations at no additional charge to Harris Health.

24. SILENCE OF SPECIFICATIONS: The apparent silence of specifications as to any detail, or the apparent omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practice is to prevail and that only material and workmanship of the highest quality are to be used. All interpretations of specifications shall be made on the basis of this statement. The items furnished under any contract resulting from this procurement shall be new, unused, and of the latest product in production.

25. TAXES: Harris Health is exempt from all federal, state and local excise taxes. Harris Health claims exemption from all sales and/or use taxes under Texas Tax Code §151.309, as amended, and from local ad valorem property taxes under TEX. Tax Code §11.11. Texas Limited Sales Tax Exemption Certificates will be furnished upon written request to the Harris County Purchasing Agent.

26. TERM: If the contract is intended to cover a specific time period, the contract term will be stated in the Specifications.

27. TEXAS PUBLIC INFORMATION ACT (TPIA) AND CONFIDENTIAL INFORMATION:

a. TPIA Acknowledgement. Bidder acknowledges that Harris Health is a governmental entity subject to the Texas Public Information Act, TEX. GOV’T CODE ANN., Chapter 552 et seq., as amended.

Bidder also acknowledges that Harris Health shall comply with the Texas Public Information Act and with all opinions of the Texas Attorney General’s Office concerning the Texas Public Information Act.

b. Release of Information. Harris Health, its officers, employees, agents, and representatives may request advice, decisions, and opinions of the Attorney General of the State of Texas in regards to the application of the Texas Public Information Act to any information, or any part thereof, furnished to Harris Health and/or whether or not the same are available to the public. Bidder hereby releases Harris Health, its officers, employees, agents, and representatives from any liability it may have to bidder for the disclosure to the public of any information furnished to Harris Health by bidder in reliance on any advice, decision, or opinion of the Attorney General of the State of Texas.

c. Bidder acknowledges that any e-mail addresses that are provided to Harris Health in connection with this bid are subject to public disclosure under TEX. GOV’T CODE §552.137, as amended. This section authorizes the disclosure of all e-mail addresses provided by the bidder, its employees, officers, and agents acting on the bidder’s behalf and shall apply to any e-mail address provided in any form for any reason whether related to the bid or otherwise.

28. TIMING OF PAYMENT: Pursuant to TEX. GOV’T CODE ANN. §2251.021(b), payments by Harris Health to bidder shall be overdue on the 46th day after Harris Health receives an invoice for Services from bidder, and bears interest at the rate specified in Section 2251.025(b) of such Code.

29. TITLE TRANSFER: Title and risk of loss of products shall not pass to Harris Health until Harris Health actually receives and takes possession of the products at the point or points of delivery.

General Requirements for Bids - v041026 Page 6 of 6

30. VENDORS OWING TAXES OR OTHER DEBTS: Pursuant to TEX LOC. GOV’T CODE § 262.0276, Harris Health may refuse to enter into a contract with a bidder indebted to Harris Health as of the date bids are due.

Bidders with delinquent taxes on the due date will not be eligible for award. If, during the performance of the contract, a bidder’s taxes become delinquent or bidder becomes otherwise indebted to Harris Health or Harris County, Harris Health reserves the right to provide notice to the Auditor or Treasurer pursuant to Texas Local Government Code Section 154.045. Whether or not a bidder’s taxes are delinquent will be determined by an internal review of the Harris County Tax Office records. Prior to submitting a bid, bidders are encouraged to visit the Tax Office website at www.hctax.net, set up a portfolio of their accounts and make their own initial determination of the status of their tax accounts.

Bidders who believe a delinquency is reflected in error must contact the Harris County Tax Office to correct any errors or discrepancies prior to submitting their bid in order to ensure that their bid will be considered.

http://www.hctax.net/

Special Requirements

Solicitation Title: 26/0103 Lawn Care Services at ACS Clinics of Harris Health

1. Minority and Woman-Owned Business Enterprises (“MWBE”): This bid includes an MWBE Utilization Goal of 10%, which bidder shall make a good-faith effort to meet. In addition, bidder shall comply with the reporting and compliance requirements of Part IV of Harris Health’s Policy No. 6.55 - Minority and Woman-Owned Business Enterprise Program, a copy of which is available to bidder upon request.

2. Special Requirements for Proposers The following Special Requirements shall supersede General Requirements for Bids where applicable:

a) Invoices:

The Vendor shall submit an invoice upon completion of each deliverable.

Deliverables will be considered complete only upon written acceptance by Harris Health. Each invoice shall include the contract number, the deliverable(s) completed, a work order signed by a Harris Health representative, and the price for each completed service. No charges may be billed to Harris Health unless such costs are explicitly included in the agreement.

b) Purchase orders:

Products and/or services must not be provided, and invoices will not be paid without a purchase order signed by the Harris County Purchasing Agent.

Purchase orders will be written in annual increments when applicable.

Rev. 05/2026 Page 1 of 1

HARRIS HEALTH MINIMUM INSURANCE REQUIREMENTS

The Contractor, at its sole cost and expense, shall obtain and maintain at the minimum primary commercial insurance of the types, terms, and limits listed herein:

Required Insurance Indicated by Box Selected (Completed by Buyer)

COVERAGE CATEGORY NO ONSITE WORK OR

DROPSHIP DELIVERY

ONLY

LOW RISK ACTIVITY – EX. ONSITE

ADMINISTRATIVE WORK (NO

DRIVING, REPAIR, INSTALLATION,

PATIENT INTERACTION)

HIGHER RISK ACTIVITY –

EX. ONSITE REPAIR OR

INSTALLATION, PATIENT

INTERACTION

Workers Compensation

- Each Accident $1,000,000 $1,000,000 $1,000,000

- Disease – Each Employee $1,000,000 $1,000,000 $1,000,000

- Policy Limit $1,000,000 $1,000,000 $1,000,000 Commercial General Liability

- Each Occurrence $0 $500,000 $1,000,000

- Personal and Advertising Injury $0 $500,000 $1,000,000

- Products/Completed Operations $0 $500,000 $1,000,000

- General Aggregate (per project) $0 $1,000,000 $2,000,000 Automotive Liability

- Combined Single Limit-Each Accident $0 $0 $1,000,000 Umbrella/Excess Liability

- Combined Single Limit-Each Accident $0 $1,000,000 $5,000,000 Professional/Errors & Omissions Liability

- Each Occurrence/Aggregate $0 $1,000,000* $1,000,000*

* Only applies if the box for “Yes” is checked in Section E under Coverage Information, below.

COVERAGE INFORMATION:

A. Workers Compensation, as required by the laws of Texas, and Employers’ Liability, as well as All States, USL&H and other endorsements if applicable to the project, and in accordance with state law.

B. Commercial General Liability, as required in the amounts stated above for the selected Coverage Category. Coverage shall not exclude or limit Products/Completed Operations, Contractual Liability, or Cross Liability. Harris Health shall be named Additional Insured on primary/noncontributory basis.

C. Automobile Liability, including coverage for all owned, hired, and non-owned vehicles used in connection with the contract.

Harris Health shall be named Additional Insured on primary/non-contributory basis.

D. Umbrella/Excess Liability, Harris Health shall be named Additional Insured on primary/non-contributory basis.

E. Professional/Errors & Omissions Liability, Contractor shall provide: ☐ Yes ☐ No

ADDITIONAL INSTRUCTIONS:

A. Harris Health reserves the right to require additional insurance coverage as is deemed necessary and agreed upon in writing by both parties. All insurance policies shall be issued by companies licensed by the Texas Department of Insurance (TDI) to conduct business in Texas. If a required type of insurance coverage is unavailable or not economically feasible through a licensed carrier, an eligible excess or surplus lines insurer registered to operate in Texas shall be used. All insurers shall hold an A.M. Best rating of A‑VII or higher.

B. The Contractor shall provide Harris Health with unaltered certificates of insurance as proof of coverage. If any portion of the contract is subcontracted, the contractor shall ensure that each subcontractor maintains insurance adequate for their scope of work and shall also provide Harris Health with evidence of that coverage.

C. All required insurance policies shall include a waiver of subrogation against Harris Health, its officers, employees, and agents.

If any required policy is cancelled, materially changed in a manner affecting the coverage amounts, or not renewed, the contractor shall provide Harris Health with written notice at least 30 days before the effective date and, within 30 days thereafter, shall supply evidence of replacement coverage. Failure to maintain the required insurance may result in termination of the contract.

D. Upon request, the Contractor shall provide certified copies of the original insurance policies to Harris Health.

E. These insurance requirements do not limit the contractor’s liability.

4. ITB 260103 - Special Requirements 20260710

Harris Health Minimum Insurance Requirements