Specifications - 260324.pdf

SPECIFICATIONS

SCOPE

Harris County is soliciting bids from qualified vendor(s) to provide Mowing and Various Maintenance Services for the South Central Region for the Harris County Flood Control District (HCFCD). The term shall begin on or about January 1, 2027 and ending one (1) year thereafter or until all services ordered prior to the expiration date have been satisfactorily delivered and accepted or satisfactorily performed for the using department(s).

Respondent understands if funds are not appropriated or otherwise become unavailable, the County may terminate the Contract and/or option, in whole or in part, without penalty or further obligation to the Proposer, except for amounts lawfully owed for goods or services properly provided before the effective date of termination. Any contract resulting from this solicitation will be subject to the availability of funds and shall not be construed as creating a debt on behalf of Harris County in violation of Article III, Section 49a of the Texas

Constitution.

PRE-BID CONFERENCE

A pre-bid conference is scheduled for October 20, 2026 at 10:00 A.M. CST local time Houston, TX using the following dial-in information. Conference number: 281-985-1862 Phone conference ID: 838 608 907#. Meeting

ID: 249 472 055 876 630; Passcode: vA7z4y72 Attendance is not mandatory, but all vendors should attend to discuss the requirements of this bid and answer any questions. Persons with disabilities requiring special accommodations should contact the Office of the Purchasing Agent at 713-274-4400 at least two (2) days prior to the conference.

It is the responsibility of each vendor to examine the entire bid package, seek clarification in writing, and review their bid for accuracy before submitting. Questions relating to this bid must be submitted in writing through

Bonfire. The deadline for submission of questions relating to this bid is listed on the Event schedule of this project. All questions submitted in writing prior to the deadline will be compiled and answered in writing. A copy of all questions and answers will be released as a Public Notice to all firms. The County will not be bound by any information conveyed verbally.

M/WBEs

Harris County strives to engage with prime contractors and subcontractors that represent the diverse businesses of the County. We will ensure that historically underutilized minority- and woman-owned businesses (M/WBEs) receive a fair and equal opportunity to participate in the County's procurement process. The County expects

Vendors to make a good faith effort and the Vendor agrees to reasonably assist the County to meet or exceed goals for awarding contracts associated with a project the County procures, operates, maintains, or constructs to

M/WBEs.

RENEWAL OPTIONS

Harris County may consider four (4) one-year renewal options, renewable one (1) year at a time, based on the same terms and conditions but pricing will be revised for goods and services according to the attachment titled

CPI-W Based Price Adjustment Calculations. Any annual CPI adjustment increase shall be capped not to exceed four percent (4.0%) or a negotiated percentage less than the established cap. Renewal is subject to approval by

Harris County Commissioners Court. Once renewal options are exhausted, the contract must be rebid. Harris

County reserves the right to rebid at any time as is in its best interest and is not automatically bound to renew.

CERTIFICATE OF INTERESTED PARTIES (FORM 1295)

Texas law requires all parties who enter into any contract with the County which must be approved by

Mowing and Various Maintenance Services for the South Central Region for the Harris County Flood Control District

Commissioners Court to disclose all interested parties. Form 1295 must be completed in its entirety at the following website: https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm prior to submitting your response. Failure to do so may result in disqualification of your response.

SPECIAL REQUIREMENTS

Where these special requirements and information as detailed in the attachment titled Project Manual, under

Supporting Documents inside Bonfire, differ from the preceding Harris County General Requirements for bids within the specific requirements and attachment titled Project Manual, under Supporting Documents inside

Bonfire, supersede where applicable

Coordination of the project will be through HCFCD and all invoices must be routed through their Department.

All invoices shall include submission requirements stated herein including completed certified payroll records and lien waivers (if applicable). Payment terms are “Net 30” from date the invoice is approved by HCFCD;

therefore, payment to the vendor may be up to one (1) month from the date the invoice is approved by HCFCD.

In addition, the vendor must comply with Texas Government Code (GC) 2258, Prevailing Wage Rates, and GC

2253.021, Performance and Payment Bonds. Accordingly, GC 2258 requires the vendor to submit a certified payroll record as detailed in attachment titled Prevailing Wage Rates, Worker Classification Definitions and

Payroll Submittal Instructions (Engineering PW Rates), and compensate any worker employed on a public works project not less than as applicable. As well, GC 2253.021, Performance and Payment Bonds, requires the vendor to provide a payment bond on all public works jobs that exceed $25,000, and a performance bond on all public works jobs that exceed $100,000.

The rates quoted on the BidTable(s) within Bonfire must be all-inclusive. “All- inclusive" shall be construed as costs incorporating all charges for labor, material, equipment and any other cost incurred. No separate line item rates or charges will be accepted. Quantities are estimated. Harris County may require more or less. In case of a discrepancy between unit and total price, unit pricing governs.

No compensation will be received for any bid items unless they are actually used on the job under the direction of the field engineer. Any additional items required over and above those listed on the BidTable will have to be secured on a change-in-contract and are not to be used until they have been approved by the Harris County

Auditor’s Office, HCFCD and/or Commissioners Court.

It may be required that the vendor submit a sample of specified items on the BidTable for inspection and approval by HCFCD prior to order placement.

The County may award to more than one (1) vendor as “Primary” and “Secondary” vendor. The “Secondary” vendor will be utilized due to time constraints, availability, etc.

This bid or Commissioners Court approved award to the vendor(s) for the requirements stated in this solicitation does not obligate Harris County or HCFCD to the eventual purchase of any product/service described, implied or which may be proposed. Progress toward this end is solely at the discretion of Harris County and HCFCD and may be terminated at any time.

PREVAILING WAGES

In accordance with Section 2258 of the Texas Government Code, contractor and any subcontractor hired by contractor for the construction of any project, shall not pay less than the rates set forth in the Schedule of

Prevailing Wages attached and incorporated by reference in each Project Manual. Contractor warrants that it and its subcontractors shall comply with all requirements and worker ratios per the applicable Schedule of

Prevailing Wages and Texas state law.

In addition to these wage rates, Contractors must separately comply with Harris County's Minimum Wage Policy https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htmprior and pay all workers on county projects at least Harris County's Contractor Minimum Wage (currently

$21.65/hour). Every worker on a Harris County construction project will make at least the higher of the Harris

County Minimum Wage or their applicable Prevailing Wage.

Contractor shall submit certified payroll of contractor and all subcontractors on a weekly basis. At County’s request, contractor shall make available and shall require its subcontractors to make available, copies of cancelled checks and check stubs for comparisons by the County or its agents.

County reserves the right for its agents to visit the project site and to interview contractor, its subcontractors and employees of each on any date or time, as often as desired during the construction period, without prior notification.

County will ascertain if proper wage rates are being paid to the employees as required by the Project Manual.

In the event of a discrepancy between the work performed and the wages paid, County will document same and notify contractor. All initial determinations of the classification of workers or the appropriate prevailing wage shall be made by the Harris County Contract Compliance Officer. Her determinations shall be binding.

If, for any length of time and as determined by the Harris County Contract Compliance Officer, discrepancies appear between the certified payrolls and the actual wage paid, County shall require check stubs to be attached to each weekly certified payroll.

Pursuant to TEX. GOV’T CODE ANN. §2258.051, the County reserves the right to withhold any monies due contractor until such discrepancy is resolved and the necessary adjustment made. Contractor shall also pay a penalty in accordance with TEX. GOV’T CODE ANN. § 2258.023(b), of Sixty and No/Dollars ($60.00) per day per person per incident that such person is underpaid. Contractor shall impose these same obligations upon its Subcontractors. Contractor understands that with monthly certified payrolls, contractor is responsible for any and all penalties that shall accrue during the month, regardless of the fact that any error could not be discovered by the Contract Compliance Officer until the following certified payroll.

NO CONFIDENTIALITY OF BIDS

Once opened, bids are public record. There are no exceptions. When submitting a bid, the vendor must be sure to redact confidential information if the information is needed to address requirements of the bid. If there are any questions concerning confidentiality of information to be submitted, contact Patrick Acosta immediately at

Patrick.acosta@harriscountytx.gov.

ALTERATION OF DOCUMENT

No alterations may be made to this document. Any alterations made may result in the bid being deemed non-responsive and rejected. The terms and conditions contained within this bid supersede all conflicting terms within any cooperative purchasing contracts associated with this purchase.

USAGE REPORTS

Harris County reserves the right to request, and receive at no additional cost, up to two (2) times during the contract period, a usage report detailing the products and/or services furnished to date under a contract resulting from this bid. The reports must be furnished no later than five (5) working days after written request and itemize all purchases to date by Harris County department, description of each item purchased, quantity of each item purchased, per unit and extended price of each item purchased, and total amount and price of all items purchased.

TOLL/PARKING FEES

Any and all toll/parking FEES incurred by the vendor during the term of this contract will be the responsibility of the vendor.

PURCHASE ORDERS

mailto:Patrick.acosta@harriscountytx.gov

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.

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

BOND(S)

A bid bond or bank cashier’s check only (company checks are not acceptable) in the amount of 5% of proposal is required and must be submitted with vendor’s proposal. The successful vendor is required to furnish a performance bond and/or payment bond in the amount of 100% of proposal within ten (10) days of the award.

The performance bond and/or payment bond must remain in effect for the duration of the contract including renewals. Upon award, Harris County Purchasing will send awarded vendor a performance bond application. If a vendor is not awarded, bank cashier’s checks will be returned within (10) ten days of award. If a vendor is awarded, checks will be returned (10) ten days after receipt of the performance and/or payment bond.

SUBCONTRATING

Vendor may subcontract any part of these contracted services. However, the vendor shall be the party liable to

Harris County for strict compliance with all contract specifications. Additionally, Harris County must approve in writing any and all subcontractors prior to the subcontractor providing any services. Vendor shall include a list of potential subcontractors with their response. If subcontractors will be utilized to fulfill any requirements of this bid, then a payment bond for the full amount of the awarded contract will be required. Harris County will provide the bond documents to complete.

Should the awarded vendor use any subcontractor(s) to perform the physical services required under this contract and the total contract amount proposed exceeds $25,000, the vendor shall be required to obtain a payment bond for the total amount of the vendor’s proposal. The payment bond shall remain in effect for the entire initial term of the contract.

For the purposes of this bid, a subcontractor shall include anyone performing any Work or Services under the resulting contract not directly employed by vendor. Subcontractor includes but is not limited to, personnel provided by staffing agencies or other means, personnel in direct contractual relationship with vendor, or those being paid as 1099 personnel. Where appropriate, it shall also mean trade vendors.

By law, any subcontractor used on any Harris County contract/job must be paid by the awarded vendor. Any cost associated with the payment bond must be included in the costs associated with this contract. A new payment bond will be required each year the contract is renewed. Harris County will provide the appropriate bond documents to the awarded vendor to complete and submit prior to commencing any work.

Vendor and subcontractors will have a minimum of three (3) years of experience in services described in this bid. If the vendor shall subcontract services during the term of the contract, the vendor is required to provide a payment bond in the full amount of the contract upon approval of award for this contract.

Harris County will provide the bond forms to be completed and returned.

GENERAL REQUIREMENTS, COVENANTS AND SUPPLEMENTARY CONDITIONS

The vendor must comply with all requirements as detailed in the attachment titled, HCFCD General

Requirements, Covenants and Supplementary Conditions. Where these general requirements and covenants as detailed in attachment titled, HCFCD General Requirements, Covenants and Supplementary Conditions, differ from the preceding General Requirements, the HCFCD General Requirements, Covenants and Supplementary

Conditions supersede where applicable.

Coordination of the project will be through HCFCD and all invoices must be routed through their department.

All invoices shall include submission requirements stated herein including completed certified payroll records and lien waivers (if applicable). Payment terms are “Net 30” from date the invoice is approved by HCFCD;

therefore, payment to the vendor may be up to one (1) month from the date the invoice is approved by HCFCD.

ADDITIONAL SPECIFICATIONS

Vendors may download the project manual and drawings for this project through Bonfire https://harriscountytx.bonfirehub.com/ as referenced in the attachments titled HCFCD Additional

Specifications. Do NOT include the drawings from this bid package with the bid submittal

CHANGE IN CONTRACT

Should any changes to the contract be required, a Change in Contract form shall be generated by Harris County

Purchasing and will be sent to the awarded vendor(s) for execution. Any changes in contract shall be in writing and must be signed by both Harris County and the awarded vendor.

SPECIFICATION

The Harris County Flood Control District (HCFCD) seeks qualified vendors to furnish, all personnel, labor, materials, and incidentals necessary to provide comprehensive mowing and various maintenance services for the South Central Region for Harris County Flood Control District. Please refer to attachment, HCFCD

Additional Specifications in Bonfire under Public Files for a better understanding of the requirements of this bid.

APPLICABLE LAWS AND STANDARDS

All work shall be performed to the most recent standards and specifications included and stated herein but not limited to throughout the contract duration and any updated throughout the life of the contract. Vendor shall perform work that produces end results in accordance with Harris County Specifications, Harris County Flood

Control Specifications and General Requirements, and any applicable industry codes in effect at the time of the performance of the specified work and consistent with industry standards.

https://harriscountytx.bonfirehub.com/