10-25 0318 - Specifications.pdf

SPECIFICATIONS

SCOPE

Harris County is soliciting bids for a term contract for designated Precinct 2 parks (South Zone) sports field lighting services including inspection, maintenance, and related services for Harris County Precinct 2 for the term beginning on or about February 1, 2026 and ending one (1) year thereafter or until all services ordered prior to the expiration date have been satisfactorily delivered and accepted or performed satisfactorily for the using department(s).

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-U 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 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.

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.

South Zone Sports Field Lighting Services – Inspection, Maintenance, and Related Services for Harris County Precinct 2 https://ethics.state.tx.us/filinginfo/1295/

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.

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 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 Tamara Twiner immediately at tamara.twiner@pur.hctx.net.

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 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 affect 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.

PRICE AND PAYMENT

Cost plus items identified within the BidTable shall be managed in the following manner: Vendor shall provide an Estimated Project Cost. The Estimated Project Cost of the Work shall include the Unit Price as set forth in the BidTable(s) plus the Actual Cost of parts, equipment and supplies and a percentage to the then-current manufacturer’s price. The actual total cost of the Work may be higher or lower than the Estimated Project Cost. The following formula shall be utilized to calculate parts, equipment and supplies not defined withing the BidTable: A fee of ________ percent (__%) of the Actual Costs of parts, equipment and supplies and a percentage to the then-current manufacture’s price.

mailto:tamara.twiner@pur.hctx.net.

Vendor shall provide all repair parts as needed. For bidding purposes, the “Estimated Annual Expenditure” column on the Discount to MSLP (BT-17AW) BidTable(s) within Bonfire represents Harris County’s historical dollar amount of purchases of parts with the manufacturer for one (1) year. All charges related to parts shall be based on dealer’s cost plus a percentage to the then-current manufacturer’s price schedule and each vendor shall indicate under the “Cost Plus Percentage” of the Parts Pricing BidTable(s) within Bonfire, a percentage for the price schedule listed. For example, if $10,000 is the “Estimated Annual Expenditure” (annual dollar expenditure by Harris County) and a 10% premium applies, the percentage entered would be 110% and the “Total Cost” would be $11,000.

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.

PERFORMANCE OF SERVICES

The awarded vendor shall perform all services in a professional and workmanlike manner, consistent with the highest standards of the trade, and in full compliance with all applicable laws, ordinances, rules, regulations, and permits. Only first-quality workmanship, materials, and equipment shall be acceptable.

Any services, materials, equipment, or workmanship that do not conform to the intent of this Contract or that fail to meet the approval of the County may be rejected. All required replacements, corrections, or rework shall be completed promptly and at no additional cost to the County.

Vendor shall be responsible for properly diagnosing and repairing electrical issues as reported by the County.

Any streetlight or related component that requires additional repair within three (3) months of the original completed repair date shall be repaired again by the Contractor at no additional labor cost to the County.

In the event of default or non-performance by the vendor, the County reserves the right to procure necessary services from other sources and to hold the awarded vendor liable for any excess costs incurred as a result of such action.

SPECIFICATION

The project consists of the awarded vendor providing all labor, materials, equipment, and supervision necessary to perform inspections, maintenance, and repairs of exterior lighting systems at approximately thirty-seven (37) Harris County Precinct 2 facilities. This includes security lighting and parking lot lighting systems with fixtures installed at heights exceeding thirty (30) feet.

Services shall include, but are not limited to, bi-annual inspections, replacement of burned-out lamps, defective ballasts, branch circuit breakers, and failed fuses; and repair or replacement of faulty electrical components within the lighting circuits. The vendor shall also repair or replace damaged or defective lighting poles, brackets, cross arms, floodlights, and associated hardware as required to maintain proper operation.

Certain lighting poles may extend up to seventy (70) feet above ground level. The vendor shall furnish all necessary equipment, such as lifts or cranes, to safely access and service these elevated fixtures.

A. INSPECTION & ROUTINE MAINTENANCE

• Conduct scheduled inspections to assess lighting system performance, safety, and compliance.

• Recommended necessary preventative maintenance, replacement, or adjustments to ensure reliability.

• Vendor shall provide bi-annual inspections of all sports field lighting.

B. LIGHTING SYSTEM REPAIRS

• Vendor shall adhere to all state and local codes concerning safety requirements.

• Illuminating Engineering Society (IES) Class IV (Training & Leisure) by Sport

• Baseball/Softball 30 fc

• Soccer 20 fc

• Tennis/Pickleball 30 fc

• Replace burned-out lamps with equivalent or approved alternatives.

• Repair or replace failed or faulty ballasts, LED drivers, and associated components.

• Replace failed branch circuit breakers, fuses, and defective lighting-related electrical devices.

• Environmental Impact: Vendor shall minimize spill light and glare when possible.

C. STRUCTURAL & ELECTICAL SYSTEM REPAIRS

• Vendor shall adhere to Illuminating Engineering Society (IES) Class IV for Sport standards.

• Repair or replace damaged lighting poles, brackets, cross arms, floodlights, and associate infrastructure.

• Restore faulty lighting circuit controls, switches, and related devices.

• Address power distribution issues that may compromise lighting functionality.

D. VENDOR’S EQUIPMENT

• The vendor shall ensure that all equipment used in the performance of this Contract is always maintained in a safe and fully operational condition. All equipment shall be equipped with proper and functional safety devices, which shall be maintained in accordance with the manufacturer’s specifications and applicable safety regulations.

• If any equipment is determined by the County to be lacking proper safety devices or is being operated in an unsafe or negligent manner, the County may direct the vendor to immediately remove such equipment and/or the operator from service. The equipment or operator shall not be returned to work until the deficiency has been corrected to the satisfaction of the County.

• The vendor shall be solely responsible for any injury to persons or damage to property resulting from the operation of its equipment or the actions of its personnel.

E. EMPLOYEES

• Vendor shall provide licensed and insured technicians in the State of Texas to perform all electrical installation, replacement, and repairs activities.

• Vendor shall have “on-site” supervisor fully conversant in the safety procedures to be followed in case of injury and/or accident. All work must be performed following Environmental Protection Agency (EPA) requirements and Occupational Safety and Health Administration

(OSHA) safety standards and regulations.

• Vendor shall assign an “On Duty” supervisor who speaks and reads English.

• Vendor shall have its employees refrain from smoking in municipal buildings unless in those areas designated for smoking.

• Vendor shall provide the department with an emergency contact list identifying the names, positions held, phone numbers, and emails of account manager and/or field supervisor.

Additionally, should an emergency and/or incident require a higher level of escalation; vendor shall provide escalation contact information utilizing the Vendor Emergency Contact Form located in Bonfire under Supporting Documents.

F. EMERGENCY & NON-EMERGENCY RESPONSE

• Non-emergency calls: Vendor must respond within twenty-four (24) hours and commence onsite repairs within ten (10) days. Saturday, Sundays, and Holidays are included in non-emergency.

There will be sufficient time Monday – Friday for the completion of projects.

• Emergency Calls: Vendor must respond withing two (2) hours and arrive onsite for repairs within twenty-four (24) hours.

• Any work to be conducted on Saturdays, Sundays, and Holidays must be approved forty-eight

(48) hours in advance by the Precinct 2 representative.

• Vendor shall coordinate all work with the Precinct 2 representative and not interfere with existing events.

G. EQUIPMENT & COMPLIANCE REQUIREMENTS

• Vendor shall utilize their own service trucks, bucket trucks, and required equipment for inspections and repairs.

• Lighting structures exceeding sixty (60) feet may require specialized equipment such as crane rentals, spider lights, or mating; rental expenses shall be paid per BidTables(s) provisions.

• Vendor must hold a current Master Electrician License for the State of Texas and employ qualified, licensed electricians

• All work must comply with applicable local, state, and federal safety codes and regulations.

• Vendor shall support Lightcloud, wireless lighting control system.

H. SITE PROTECTION & COORDINATION

• Vendor shall implement measures to protect existing sports fields and lawn areas from damage during work.

• Work schedules must minimize disruption to ongoing activities and events.

• All operations shall be coordinated with the designated Precinct 2 representative.

I. ELECTRICAL DISTRIBUTION SYSTEM

All electrical work shall conform to the current edition of the National Electrical Code (NEC), as well as all applicable local codes, ordinance, and regulations.

• The electrical service shall be rated at no less than industry standard 125% of the calculated

Kilovolt-ampere (KVA) load. Panelboards shall be rated for service entrance, be National Electrical Manufacturers Association (NEMA) Type 3R (Outdoor) enclosures, and include a main breaker. All branch circuit breakers shall be bolt-on-type.

• All wiring shall remain underground until entering the base of the pole. No wiring shall be exposed to sunlight or weather during transition through the pole to the electrical enclosure.

• All additional or replacement wiring shall be new and comply with applicable standards and specifications.

• All conduits installed above grade shall be rigid galvanized steel (RGS).

• Vendor shall be responsible for locating all underground utilities, including but not limited to natural gas, electric, water, sewer, cable television, and telecommunications.

• Vendor shall also be responsible for locating and staking any non-utility underground facilities.

Vendor shall be liable for any damage to such facilities that are not properly located or staked.

• Trenching shall be performed to a depth and width sufficient to accommodate the required conduit size and to comply fully with local and National Electrical Code requirements.

• Backfilling shall be performed using excavated soil, compacted to approximately the same density as the surrounding soul to minimize settlement. Vendor shall obtain and pay for all permits, inspections, and approvals required under applicable building and safety codes, ordinances, and the rules and regulations of authorities having justification.

J. GENERAL NOTES FOR BIDDERS

• Workdays include Saturdays, Sundays, and Holidays; however, weekday hours provide ample time for completion. Any weekend or holiday work requires prior approval (forty-eight (48) hours in advance) from the Harris County Precinct 2 representatives.

• Precinct 2 retains discretion to replace fixtures deemed irreparable.

• Vendor shall return all expended bulbs and faulty ballasts to Precinct 2 electricians.

K. SPORTS FACILITY LOCATIONS

Facilities included in the contract are as follows:

1. Bay Area Park -7500 Bay Area Blvd, Houston, TX 77058 (six (6) Baseball/Softball Field, one

(1) Lacrosse Field, Tennis/Pickleball Court).

2. BayCounty Senior Citizens Sports Complex – 4500 Hemlock Dr. BayCounty, TX 77520 (two

(2) Baseball/Softball Fields).

3. Clear Lake Park Activity Center – 5001 NASA Pkwy, Seabrook, TX 77586 (two (2) Baseball/Football Fields, Football/Multipurpose Fields, Tennis/Pickleball Court).

4. Dad’s Club Sports Complex – 14500 Village Evergreen Trail, Houston, TX 77062 (seven (7) Baseball/Softball Fields, eight (8) Soccer Fields).

5. Edna Mae Washington Park – 7613 Wade Rd., BayCounty, TX 77521 (one (1) Baseball/Softball Fields, Tennis/Pickleball Court).

6. Frankie Carter Randolph Park – 5150 FM 2351, Friendswood, TX 77546 (two (2) Baseball/Softball Fields, Tennis/Pickleball Court).

7. Kipper Maese Sports Complex – 1805 N. Meyer Ave., Seabrook, TX 77586 (three (3) Baseball/Softball Fields).

8. Kirkwood South Park – 10675 Sagetrail Dr., Houston, TX 77089 (Tennis/Pickleball Court).

9. Sagemeadow Park - 11219 Sageyork Dr., Houston, TX 77089 (Football Multipurpose Field, Tennis/Pickleball Court).

10. Seabrook Sports Complex – 1805 N. Meyer Ave., Seabrook, TX 77586 (five (5)

Baseball/Football Fields).

11. Armand Bayou Nature Center – 8500 Bay Area Blvd, Pasadena, TX 77507

12. Carpenters Bayou Hike & Bike Trail – 14705 Woodforest Blvd., Houston TX 77015

13. Challenger 7 Memorial Park – 2301 W. NASA Blvd., Webster, TX 77598

14. Channelwood Park – 525 Overbluff St., Channelview, TX 77530

15. Cloverleaf Park – 825 Beacon St., Houston, TX 77015

16. David G. Burnet Park – 1704 Burnett St., BayCounty, TX 77520

17. Leon Grayson Community Center/Felix Baldree Community Center – 13828 Corpus Christi St., Houston, TX 77015

18. Hope Village Hike & Bike Trail – Friendswood, TX 77546

19. Jim and JoAnn Fonteno Family Park – 14350 Wallisville Rd., Houston, TX 77049

20. Juan Seguin Historic Park – 4407 Independence Pkwy., La Porte, TX 77571

21. Juneteenth Park – 5900 Dixie Farm Rd., Houston, TX 77089

22. Old Lynchburg Cemetery – 861 Crosbey-Lynchburg Road, BayCounty, TX 77520

23. Flukinger Community Center – 16003 Lorenzo St., Channelview, TX 77530

24. North Shore Park – 14440 Wallisville Rd., Houston, TX 77049

25. North Shore Rotary Park – 14000 Force St., Houstin, TX 77015

26. Olson Park – 7300 Olson Ln., Friendswood, TX 77505

27. Oxnard Park – 16702 Oxnard Ln., Friendswood, TX 77546

28. Partnership Park – 5150 Red Bluff Rd., Pasadena, TX 77503

29. Pine Brook Hike & Bike Trail – 3351 Clear Lake City Blvd, Houston, TX 77059

30. Rimwood Park/Deputy Tommy Berry Park – 13335 Elderberry Ln., Houston, TX 77049

31. River Terrace Park – 16550 Market St., Channelview, TX 77530

32. Southbelt Hike & Bike Trail – 10777 Blackhawk, Blvd, Houston, TX 77089

33. Sylvan Beach Park – 636 N. Bayshore Dr., La Porte, TX 77571

34. Santa Ana Capture Site – 111 N. Shaver St., Pasadena, TX 77506

35. Buffalo Bend Nature Park – 2300 S. Sgt. Macario Garcia Dr., Houston, TX 77011

ORDER PROCESS

All quantities listed on the BidTable(s) are estimates only. Harris County reserves the right to purchase more or less than amounts stated on the BidTable(s) and may add or remove like categories and quantities throughout the contract term and all renewal periods. Vendor shall be capable of furnishing and delivering all products at once or based on a scheduled determined by Harris County.

LIQUIDATED DAMAGES

If the County identifies any deficiencies in the work performed under the Scope of Work, such deficiencies shall be documented in writing and provided to the vendor within five (5) calendar days following inspection.

Upon receipt of the deficiency notice, the vendor shall have ten (10) calendar days to correct the identified deficiencies to the satisfaction of the County.

No payment shall be made for any portion of the work until all deficiencies have been corrected and the work has been inspected and approved by the County.

Time is of the essence in the performance of the requirements listed in this Bid. The County may assess liquidated damages in the amount of fifty dollars ($50.00) per calendar day for each day the project or any portion thereof remains incomplete beyond the approved completion date.

WARRANTY

Vendor warrants that all services, materials, and workmanship provided under the contract shall conform fully to the requirements of the specifications and shall be free from defects in design, materials, and workmanship.

All materials, equipment, and components furnished shall be new, of the highest quality, and suitable for their intended purpose. Any defective or non-conforming materials or workmanship shall be corrected or replaced by the vendor at no additional cost to Harris County.

Vendor shall pass through and assign to Harris County all applicable manufacturer warranties related to materials, equipment, and components provided under this Contract.

Unless otherwise specified, the vendor’s warranty for services and workmanship shall remain in effect for a minimum period of one (1) year from the date of final acceptance by Harris County.

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.