10-Specifications - 250309.pdf

SPECIFICATIONS

SCOPE

Harris County is soliciting bids from qualified vendor(s) to furnish Light Emitting Diode (LED) Luminaires, LED

Underpass Light Assemblies and Related Items for the Harris County Toll Road Authority. The term shall begin 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 satisfactorily performed for the using department(s).

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 be 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 the 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.

USAGE REPORT

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 purchase.

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.

LED Luminaires, LED Underpass Light Assemblies and Related Items for the Harris County Toll Road

Authority https://ethics.state.tx.us/filinginfo/1295/

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.

INVOICING

Vendor’s invoice shall include description of service, purchase order number, personnel and job performed, quantity and unit price as specified on the BidTable(s) and supplier’s invoice(s) for reimbursement. A brief narrative shall be included with each invoice.

All items listed on the BidTable(s) will be paid at the price bid. Regarding dedicated equipment, vendor should include delivery and any other charges into the rates. Any contingencies must be included into the elements on the BidTable(s).

Harris County will make payment within thirty (30) days of satisfactory deliver of equipment or within thirty (30) days from receipt of a correct invoice, whichever is later.

PAYMENT CARD INDUSTRY COMPLIANCE

As a merchant accepting payment cards, the County is required to maintain compliance with the Payment Card

Industry (PCI) Data Security Standard (DSS). This requirement extends to all cardholder information and systems within the County’s control, including information and systems that may be accessed or managed by County contracted vendors.

A County contracted vendor may have access to confidential information, which may include customer credit card information, that may be accessed and utilized by the vendor to perform services under the terms of this

Agreement and/or other agreements between the County and said vendor. The vendor acknowledges that any such confidential information is the sole property of the County and the vendor agrees to protect and secure the information from unauthorized access, whether by the vendor’s employees or other parties.

The vendor agrees to comply with the PCI DSS in all vendor-owned systems, networks, and hosts which interface with County-owned systems. The vendor agrees that the processes it uses for developing and/or accessing systems that contain client confidential information will be PCI DSS compliant. The vendor agrees to promptly notify the

County of any security breach or failure of a vendor-owned system that affects confidential information belonging to the County.

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@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.

mailto:Patrick.acosta@pur.hctx.net

REQUEST FOR SAMPLES

A sample of the products bid may be required for inspection and testing by HCTRA after bids are opened, but prior to award of job at no additional cost to HCTRA. The sample(s) of the unsuccessful vendor(s) will be available for return after award if the product shipped and then available for return if the product is still in good condition. HCTRA will coordinate the delivery and return of samples with vendors.

EVALUATION

If products other than the products specified are bid, Harris County reserves the right to evaluate the products bid, at no expense to the County. As long as the products bid are equal to or better than those specified, they will be considered; however, the final decision as to whether or not the products bid are equal to or better than the products listed will lie solely at the discretion of Harris County. Pricing will not be the only factor analyzed. After opening bids, but prior to the award recommendation, Harris County may require documentation demonstrating the effectiveness of supplier’s products as compared to the products required.

BACKGROUND CHECK

In accordance with HCTRA employment policies for new hires, including temporaries and vendor employees/contractors, the following requirements must be met at vendor’s expense:

1. Background check including, but not limited to verification of previous employment.

2. Verification of licensure and/or certification.

3. Criminal activity background check

4. Pre-employment drug screen with confirmatory testing in the event of a positive screen; and

The awarded vendor/contractor must retain the above information and provide for review by Harris County upon request.

Harris County may also conduct its own criminal activity background checks of vendors employees/contractors at the County’s own expense. Upon request, vendor will obtain the consent of its employees/contractors authorizing Harris County or an authorized vendor to conduct such criminal activity background checks.

Employees/contractors who do not consent shall not perform services under this contract.

SUBCONTRACTOR

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.

BOND

If successful vendor utilizes a subcontractor, successful vendor is required to furnish a payment bond in the amount of 100% of proposal within ten (10) days of the award. The payment bond must remain in effect for the duration of the contract including renewals. Upon award, Harris County Purchasing will send awarded vendor a payment bond application.

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.

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”

BACKGROUND

HCTRA improves mobility in the Greater Houston Metropolitan area through excellence in the operation of urban toll highway systems, while upholding a commitment to leadership, public service, and quality of life. HCTRA is an Enterprise Fund of Harris County and relies on charges from users of the toll road system to fund operations, debt service, and future projects. Led by its Executive Director, Roberto Trevino, P.E., operated through multiple divisions that include Toll Operations, Roadway and Facilities Maintenance, Engineering, Information

Technology (includes electronic toll collection systems), Customer Service (includes EZ Tag services), Finance, Legal, Human Resources, Special Projects, Communications, and Incident Management vendor will be utilized due to time constraints, availability, etc.

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.

SPECIFICATION

The vendor shall furnish and deliver, on an as-needed basis, cobra head-type roadway LED luminaires, LED underpass light assemblies, and related components as specified herein. The cobra head-style LED luminaires will be used to replace any non-functioning cobra head style LED luminaries and replace all non-LED cobra head style fixtures throughout the HCTRA system. The vendor shall be responsible for supplying all materials, equipment, and parts necessary for the effective use of the LED luminaires and LED underpass light assemblies.

Installation of the equipment will be performed exclusively by HCTRA; the vendor is not required to provide installation services.

HCTRA is seeking a qualified vendor to complete this project. The scope of work includes furnishing and delivering new LED fixtures. The successful vendor will be responsible for providing all necessary equipment to perform the work including any tools or resources that may be necessary to deliver the equipment such as a forklift, manual or assisted pallet jack and etc.

The vendor shall coordinate and schedule all work with HCTRA to minimize disruption of services.

I. GENERAL REQUIREMENTS

Vendor shall meet or exceed the following general requirements:

A. Minimum Vendor Qualifications & Experience

Vendor shall provide all labor, equipment, materials and parts related to the bid. Vendor shall be a company engaged in the business of providing LED luminaires, LED underpass assemblies and related items.

Vendor shall maintain a force of adequate staff to provide service and respond to order requests and inquiries.

B. Account Manager

The vendor shall provide the County with an account manager (name, location, local phone number and email address). The vendor shall also provide Harris County with a toll-free number for after-hours emergencies. Account manager shall provide a bi-annual and annual usage report, as requested by Harris

County. The customer service department and contact information shall be a local or toll-free number and available Monday through Friday, 7:30 a.m.– 5:00 p.m. CST. An overnight and weekend contact shall be provided by the vendor.

C. Inventory

HCTRA does not mandate the vendor maintain a certain level of materials and inventory, however, vendor shall possess sufficient inventory and materials to perform the duties described herein. The vendor shall have access to an inventory of all essential bid items to allow for prompt delivery.

D. 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 updates throughout the life of the contract.

Vendor shall perform work that produces end results in accordance with HCTRA’s Standards, HCTRA

Special Specifications, TxDOT Standard Specifications, National Electrical Manufacturers Association

(NEMA), American National Standard for Roadway and Area Lighting Equipment, latest edition, all

Texas and Federal standards, and applicable industry codes in effect at the time of the performance of the specific work.

II. Technical Requirements:

The LED luminaires and LED underpass light assemblies shall meet or exceed the following:

A. Roadway Illumination Assemblies – LED Luminaires (Cobra Head Type) or Equivalent

Vendor shall provide the following LED luminaires:

1. Type: 150-Watt Equivalent LED – (65W) – 120 /240Volt; LLF=0.766

Manufacturer: TRASTAR, INC

Brand: Duralight

Model: DURA-STR15-4K-120-4-GR-SCLB

Quantity: 10

2. Type: 250-Watt Equivalent LED (120W) – 120/240 Volt; LFF = 0.766

Manufacturer: TRASTAR, INC

Brand: Duralight

Model: DURA-STR25-4K-120-2-GR-SCLB

Quantity: 200

3. Type: 400-Watt Equivalent LED (185W) – 480 Volt; LFF = 0.766

Manufacturer: TRASTAR, INC

Brand: Duralight

Model: DURA-STR40-4K-480-2-GR-SCLB

Quantity: 10

For performance requirements and other technical requirements, refer to DMS 11011 – LED Roadway

Luminaires, HCTRA Special Specifications 6363 LED Roadway Illumination Assembly, and LED

Underpass Assembly, and TXDOT Roadway Illumination and Electrical Supplies – Material Producer

List, available under Supporting Documentation area of Bonfire.

B. Underpass Light Assemblies

Vendor shall provide the following LED underpass light assemblies that meet or exceed the requirements of the Underpass Light Assemblies listed in the LED Underpass Light Assemblies attachment in Bonfire:

1. LED Underpass Lighting Assembly Type W, or equivalent

Manufacturer: Phillips Hadco

Part Number: Holophane LEDG060355KAHHL4 with P200S18BHG

Quantity: 50

2. LED Underpass Lighting Assembly Type C, or equivalent

Manufacturer: Phillips Hadco

Part Number: Holophane LEDG060355KAHHL4 with P200S02B-15-HGl

Quantity: 5

3. LED Underpass Lighting Assembly Type P, or equivalent

Manufacturer: Phillips Hadco

Part Number: Holophane PLED208L5KAUNNAGHL5-09189-6

Quantity: 5

The lighting criteria for each fixture type shall match that of a one hundred and fifty (150) watt or its equivalent, except when the mounting height exceeds twenty (20) feet, and as otherwise specified in the

LED Underpass Light Assemblies attachment available in the Supporting Documentation section of

Bonfire. The lighting simulation shall model a luminaire mounted in a level position at twenty (20) feet above the midpoint of either long side of a rectangular grid measuring one hundred and ten (110) feet by thirty (30) feet, with grid points spaced five (5) feet apart.

If the underpass lighting mounting height exceeds twenty (20) feet, the required lighting criteria shall correspond to a two hundred and fifty (250) watt HPS equivalent, except as otherwise specified in the

LED Underpass Light Assemblies attachment. The lighting simulation shall model a luminaire mounted in a level position at forty (40) feet above the midpoint of either long side of a rectangular grid measuring one hundred and ninety (190) feet by forty-five (45) feet, with grid points spaced five (5) feet apart.

Vendor shall ensure the following parameters will be met by the file using a light loss factor (LLF) specified in the LED Underpass Light Assemblies attachment:

Illuminating Engineering Society of North America (IESNA) cutoff or better,

• Minimum illuminance of 0.20 ft candle at all points on the grid,

• Average illuminance of 1.20 ft candle over the entire grid (specified in the LED Underpass Light

Assemblies attachment)

• The average to minimum horizontal illuminance uniformity ratio shall not exceed three (3) to one (1).

For performance requirements and other general requirements, refer to DMS 11011 – LED Roadway

Luminaires, HCTRA Special Specifications 6363 LED Roadway Illumination Assembly, and LED

Underpass Assembly available under Supporting Documentation area of Bonfire.

III. Delivery

Delivery of the equipment shall be included in the overall cost of the bid. Vendor shall be fully responsible for the delivery of all items to the specified destinations (i.e, costs, arrangements, replacement of lost shipment, rejections, claims, warranty items, and etc.). All equipment, materials, and parts shall be delivered

F.O.B. destination as directed by the Harris County designated representative to designated Harris County location, Monday through Friday between the hours of 8:00 am and 3:30 pm CST. All items of a shipment shall be identified with weather resistant labeling indicating manufacture, contract number, package quantity and other necessary identifying information. Harris County shall be notified forty-eight (48) hours prior to delivery of any items so that personnel may be available to accept delivery.

IV. Warranty

All product(s) and/or service(s) provided by the vendor under the terms of this solicitation shall be warranted to be free from defects in material, workmanship, and free from such defects in design for a period of one (1) year and shall cover 100% parts and labor. The warranty period shall commence upon the later of acceptance of the product and/or service or payment of the applicable invoice(s). Vendor further warrants that any services or other work performed by vendor or any subcontractor in connection with this bid shall be performed using commercially reasonable skill and care and be of a professional quality consistent with generally accepted industry standards and practices. Vendor warrants that all products and/or services furnished under this bid shall conform in all respects to the terms of this bid, including any drawings, specifications, and/or standards incorporated herein, including, without limitation, those detailed in the procurement solicitation and purchase order. All services shall be performed by qualified personnel in accordance with the highest professional standards.

In addition, vendor warrants that product and/or services are suitable for and will perform in accordance with the purposes for which they are intended. Vendor shall assume all liabilities incurred within the scope of consequential damages and incidental expenses, as set forth in the vendor or manufacturer’s warranty, which result from either delivery or use of product, which does not meet the specifications within this procurement solicitation, or purchase order.

All items installed under the bid having a manufacturer’s guarantee shall be installed by or under the direction of the manufacturer and its certified agency when so required, to conform to the manufacturer’s guarantee.

All such manufacturer’s guarantees, and warranties shall be forward to the Harris County designated representative prior to leaving the job site.

If the manufacturer’s standard warranty period exceeds one (1) year, then the standard warranty period shall be in effect. Vendor shall be ultimately responsible for the warranty.

Vendor hereby transfers to Harris County, to the extent transferable, whatever warranties and indemnities vendor receives from the manufacturer, producer, or other provider of any third-party products or services, including any transferable warranties and indemnities respecting infringement. Vendor agrees to take commercially reasonable action to assist Harris County in pursuing any available remedies under or otherwise enforcing any such warranties and indemnities.

1. Vendor shall obtain and submit a written warranty for replacement of any integral part of equipment listed herein, as guaranteed by the factory/manufacturer.

2. The warranty period shall be for no less than five (5) years after delivery and installation to Harris County.

3. Applicable equipment warranty shall include all conditions and response times for repair and/or replacement of any components during the warranty period.

4. Life expectancy of equipment under normal use.

5. Detailed information as to proposed return policy on all installed equipment.

V. Return Policies

Return of product will be made directly from the originating Department locations. Orders arriving to Harris

County damaged shall be the responsibility of the awarded vendor to resolve with the freight carrier and replace any damaged materials at no cost to the County. Should non-conformed item(s) (e.g., defective, non-authorized and/or unauthorized purchases) ship and deliver to the County, the awarded vendor shall be responsible for the return and arrangements of the items and the corrective action to replace said items at no extra cost to Harris County. Return of unused or undamaged items will be allowed without restocking charges.

VI. Equipment/Material Acceptance

All parts, equipment, and materials furnished shall be new, unused, corrosion resistant, and in compliance with HCTRA’s Specifications and Standards, Harris County Specifications and Standards, latest edition and other standards described herein. HCTRA reserves the right to reject any parts, equipment, and/or materials that do not comply with the specifications and standards described herein.

All parts, equipment, and materials delivered shall be subject to inspection and approval by HCTRA. If any defects in the items supplied are noticed, such items will be rejected, and the rejected items shall be removed by the vendor at their own expense within fifteen (15) days of receipt of notifications of the rejection. Upon notification of rejection, vendor shall immediately replace all rejected items with others conforming to the standards and specifications. All hardware furnished by the vendor shall not be a discontinued product nor shall the vendor provide hardware that is at or approaching its End- of-Life.