Specifications (40).pdf

SCOPE

Harris County is soliciting bids from qualified vendor(s) for property boundary vegetation removal, pruning and related items for the Harris County Flood Control District (HCFCD) for one (1) year beginning approximate November 1, 2026.

MANDATORY PRE-BID MEETING

A MANDATORY pre-bid conference is scheduled for Tuesday September 22, 2026 at 10:00 a.m. CST, local time via Microsoft Teams.

Join the meeting now Meeting ID: 256 997 632 267 271

Passcode: Qd3f9ht3

Or call in (audio only) +1 281-985-1862; 425054758#

Attendance is mandatory so that all vendors have a better understanding of the requirements of this bid. The mandatory pre-bid conference will not be rescheduled due to tardiness or any other issues that may arise; no exceptions. Persons with disabilities requiring special accommodations should contact the Purchasing Office at (713) 274- 4400 at least two (2) days prior to the pre-bid conference. A sign-in sheet of meeting attendees will be posted in Bonfire.

It is the responsibility of each vendor to examine the entire offer package, seek clarification in writing, and review their offer for accuracy before submitting. Questions relating to this ITB must be submitted in writing through Bonfire. The deadline for submission of questions relating to this offer is listed on the Events Schedule within Bonfire. 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 through Bonfire. The County will not be bound by any information conveyed verbally.

M/WBEs Harris County strives to engage with prime vendors and sub vendors 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.

Property Boundary Vegetation Removal, Pruning and Related items for the Harris County Flood Control District https://teams.microsoft.com/meet/282581260428996?p=3sTo0QvHQiA7FEPYoN

CERTIFICATE OF INTERESTED PARTIES (FORM 1295)

Texas law requires all parties who enter into any contract with the County which must be approved by Commissioners Court to disclose all interested parties. Form 1295 must be completed in its entirety at the following website: https://ethics.state.tx.us/filinginfo/1295/ prior to submitting your response. Failure to do so may result in disqualification of your response.

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.

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.

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

DELIVERY

Orders shall be placed on an as-needed basis. Order placement must be accompanied by the purchase order number. In the event vendor fails to deliver within the time specified by the vendor, the Purchasing Agent reserves the right to authorize purchases of these products and/or services on the open market. In such event, vendor agrees to reimburse Harris County for the extra cost incurred or provide a credit memorandum to cover the costs so that said amount may be deducted from invoices.

ACCEPTANCE OF GOODS

Harris County reserves the right to test goods for quality and performance. Although the bid may be awarded and confirmed by a purchase order, the goods are subject to rejection if the product(s) fail to perform in accordance with all requirements and specifications and/or fail to meet the needs of the end user.

CHANGES 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.

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 Hugh Taylor immediately at hugh.taylor@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.

TOLL/PARKING FEES

Any and all toll/parking FEES incurred by the vendor during the term of this contract will be the https://ethics.state.tx.us/filinginfo/1295/ mailto:hugh.taylor@harriscountytx.gov responsibility of the vendor.

SPECIAL REQUIREMENTS

Vendor may offer for sale additional items related to the scope of goods and/or services described herein and/or listed on the BidTable. Though the related items offered may be considered during the award recommendation, and/or may be made a part of a subsequent contract, if any, with Harris County, the effect of the related items cannot be extended and totaled in determining the lowest bidder since an estimated usage is unknown.

Purchases by Harris County of related items should not exceed 20% of the total annual purchases under the contract.

The rates quoted on the BidTable must be all-inclusive. “All-inclusive” shall be constructed as costs incorporating all charges for labor, material, equipment, testing and any other cost incurred. No separate line item rates or charges will be accepted.

A performance and/or payment bond for the full amount of the contract is required from the successful vendor(s) prior to commencement of work. The vendor shall provide a payment bond for a contract that exceeds $25,000 if utilizing subcontractors to fulfill any requirements of this bid, and a performance bond for a contract that exceeds $100,000.

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.

During the term of the contract, only industry-wide changes in price, reflected by documentation from supplying manufacturer/mill(s) will be approved. Pricing is subject to manufacturer’s increase/decrease, and for the amount of the increase/decrease only. Prices cannot be increased for ninety (90) days after the contract begins. Prices cannot be increased within ninety (90) days of any previous price increase. Price reductions must be applied to Harris County costs as soon as applied to vendor’s costs.

This bid or Commissioners Court approved award does not obligate Harris County 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 may be terminated at any time.

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.

PREVAILING WAGES

In accordance with Section 2258 of the Texas Government Code, vendor and any sub vendor hired by vendor 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. Vendor warrants that it and its sub vendors shall comply with all requirements and worker ratios per the applicable Schedule of Prevailing Wages and Texas state law.

Vendor shall submit certified payroll of vendor and all sub vendors on a weekly basis. At County’s request, vendor shall make available and shall require its sub vendors 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 vendor, its sub vendors 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 vendor. 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 vendor until such discrepancy is resolved and the necessary adjustment made. Vendor 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. Vendor shall impose these same obligations upon its sub vendors. Vendor understands that with monthly certified payrolls, vendor 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.

BEST BID EVALUATION AND AWARD

Under Local Gov’t. Code Chapter 262, which outlines the purchasing and contracting authority of counties, § 262.022(5-a) defines “lowest and best” as “a bid or offer providing the best value considering associated direct and indirect costs, including transport, maintenance, reliability, life cycle, warranties, and customer service after a sale.” [emphasis added]. Local Gov’t. Code § 262.027(a)(1) directs commissioners court to award a contract to the responsible bidder who submits the “lowest and best bid”.

Harris County anticipates awarding to a single to provide the described goods and/or services. Therefore, Harris County reserves the right to award by item, category, overall, or as best serves the County’s interest.

Award will be made to the lowest or best bid as determined by the overall evaluation. “Best bid” shall be interpreted as that which best supports the overall needs of the project and end users in consideration of all associated direct and indirect factors which impact cost and performance to include but not limited to:

• Price.

• Ability, capacity and skill of the vendor to perform contract requirements.

• Time constraints, vendor availability.

• Perform within the time specified, without undue delay or interference.

• Quality of performance with demonstrated ability to perform the work in a satisfactory and timely manner.

• Bidders who routinely demonstrate deficiencies in providing satisfactory performance during a contract period prior to the issuance of this solicitation may be rejected.

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 attachment titled Harris County General Requirements for Bids, 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.

DESCRIPTION

The vendor shall provide all labor, equipment and materials necessary to provide services for property boundary vegetation removal, pruning and related items for HCFCD. The Vendor must provide an on-site supervisor who is proficient in spoken and written English to effectively communicate with Harris County personnel regarding work activities and safety requirements. For bidding purposes and to get a better understanding of the requirements of this bid, please refer to the attachment titled Additional Specifications.