Specifications (45).pdf

SCOPE

Harris County is soliciting bids for a term contract for supply of various trees for Harris County for one (1) year beginning approximately December 1, 2026.

It is the responsibility of each vendor to examine the entire bid package, seek written clarification, and review their bid for accuracy before submission. Questions relating to this bid must be submitted in writing and directed to Hugh Taylor hugh.taylor@pur.hctx.net, Office of the Purchasing Agent, 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 upon the same terms, conditions and pricing as the original year. 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 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/filinginfo/1295/ prior to submitting your response. Failure to do so may result in disqualification of your response.

SPECIAL REQUIREMENTS

The rates quoted on the BidTable must be all-inclusive. “All-inclusive” shall be construed as costs incorporating all charges for labor, material, equipment, pick-up, transporting, disposal and any other cost incurred. No separate line-item rates or charges will be accepted. Quantities are estimates. Harris County may require more or less. In case of discrepancy between unit and total pricing, unit pricing governs.

Pricing is an important element of this bid; however, evaluation of the bids will not be limited to price along. The ability to perform other requirements stated within this contract will also be weighted for the contract award.

This bid or Commissioners Court approved award 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.

Supply of Various Trees and Related Items for Harris County mailto:hugh.taylor@pur.hctx.net https://www.ethics.state.tx.us/filinginfo/1295/

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

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.

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, including manufacturer, quantity of each item purchased, per unit and extended price of each item purchased, and total amount and price of all items purchased.

INVOICING

Vendor shall furnish Harris County an itemized invoice for services performed. Vendor shall furnish upon request any supporting documentation for invoices including but not limited to service tickets, invoices/receipts of materials used for repairs and subcontractor invoices. Invoices shall state that these specifications have been strictly adhered to, and that the vendor has not received, and will not receive, any money or other type of compensation from any party for the services for which Harris County is paying.

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.

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.

NO CONFIDENTIALITY OF BIDS

Once opened, bids are public records. There are no exceptions. When submitting a bid, 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 (Trey) 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 rejected. The terms and conditions contained within this bid supersede all conflicting terms within any cooperative purchasing contracts associated with this purchase.

TOLL FEES

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

mailto:hugh.taylor@harriscountytx.gov.

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. 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.

SPECIFICATIONS

Vendor shall furnish and deliver, on an as-needed basis, the tree species identified in the Bid Table to various locations throughout Harris County. Order quantities will vary based on County requirements. The County does not guarantee a minimum purchase quantity, and no minimum order quantity charges, surcharges, or premiums will be accepted in addition to the unit prices submitted in the vendor's bid.

All trees furnished under this contract shall be healthy, vigorous, structurally sound, and typical of their species and cultivar. Trees shall be well-branched, densely foliated when in leaf, and free from diseases, insects, pests, eggs, larvae, mechanical damage, and other defects that could adversely affect establishment or long-term growth.

Root systems shall be healthy, well-developed, and free from girdling, circling, or root-bound conditions. Trees shall be available in the caliper and container sizes specified in the Bid Table, including caliper sizes ranging from one (1) inch through three (3) inches and container sizes ranging from five (5) gallons through forty-five

(45) gallons, as applicable.

All nursery stock shall conform to the current edition of ANSI Z60.1, American Standard for Nursery Stock.

During loading, transportation, and delivery, the vendor shall take all reasonable precautions to protect trunks, branches, stems, root systems, and root balls from damage. Trees shall be delivered in a condition that preserves their structural integrity and viability. The County reserves the right to inspect and reject any tree that does not meet these specifications or that exhibits physical damage, poor health, improper pruning, inadequate root development, or any other condition that, in the County's judgment, would impair successful establishment or long-term performance. Unless otherwise specified in the Bid Table, all trees shall be species native or well-adapted (naturalized) to Southeast Texas and shall have been grown in the State of Texas or Louisiana.