Specifications (56).pdf

SPECIFICATIONS

Mowing and Various Maintenance Services for the West Region for Harris County Flood Control District – Project ID Z100-00-00-V319

SCOPE

Harris County is soliciting bids for mowing and various maintenance services for the West Region for Harris County Flood Control District (HCFCD) for one (1) year beginning approximately January 1, 2027.

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 September 29, 2026 at 09:00 a.m. CST, local time via Microsoft Teams.

Join the meeting now Meeting ID: 275 719 631 540 865

Passcode: cX6wn3wV

Or call in (audio only) +1 281-985-1862, 415060329#

Attendance is not mandatory but encouraged so vendors can gain a better understanding of the requirements listed within this bid. The 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.

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 online within Bonfire at https://harriscountytx.bonfirehub.com. The deadline for submission of questions relating to this bid 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.

RENEWAL OPTIONS

Harris County may consider four (4) one-year renewal option, 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 it 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

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 (bid pricing sheets) 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.

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 Sheila Rodriguez immediately at sheila.rodriguez@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.

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.

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.

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

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.

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 Additional Specificaitons. 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 writing and must be signed by both Harris County and the awarded vendor.

SPECIFICATION

This project will consist of furnishing all personnel, labor, materials, and incidentals necessary for the mowing and various maintenance services for the West Region for Harris County Flood Control District.

For bidding purposes and to get a better understanding of the requirements of this bid, please refer to the attachments titled Additional Specifications, under Supporting Documents inside Bonfire.

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 [see link] 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.