10-Specifications .pdf

SPECIFICATIONS

Hydro-Insensitive High Density Polyurethane Foam Materials and Related Items for Harris County Precinct 3 -

UPIN No: 26103MF3YN01

SCOPE

Harris County is soliciting bids for hydro-insensitive high density polyurethane foam materials and related items for Harris County Precinct 3 for one (1) year beginning approximately February 01, 2026.

VOLUNTARY PRE-BID CONFERENCE

A pre-bid conference is scheduled for December 16, 2025 at 10:00 a.m. CST, local time via Microsoft Teams.

Join the meeting now

Meeting ID: 266 778 995 256 88

Passcode: rd6gB76P

Or call in (audio only)

+1 281-985-1862; 447450537#

Attendance is encouraged so that all vendors have a better understanding of the requirements of 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 within

Bonfire. The deadline for submission of questions relating to this bid is listed on the Event 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 forwarded via Public Notices through Bonfire 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 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.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZmI0MDUzMTEtYjM0My00MGFjLWFmNTAtNDgyY2Q4NTE3YWRm%40thread.v2/0?context=%7b%22Tid%22%3a%220d9bc79c-581b-4477-acf7-8d70dd3e555a%22%2c%22Oid%22%3a%22c3bf1045-a17f-4783-8bab-5394b7b29a2c%22%7d

SPECIFICATIONS (CONTINUED)

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, delivery 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. In addition, the vendor shall be required to provide bonds upon award or this contract.

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.

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.

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.

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”, “Secondary” and “Tertiary”. The “Secondary” and “Tertiary” vendor will be utilized as necessary due to time constraints, availability, etc.

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 Lyndsey Bars immediately at lyndsey.bars@pur.hctx.net.

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/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.

https://www.ethics.state.tx.us/filinginfo/1295/ mailto:lyndsey.bars@pur.hctx.net

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.

SUBCONTRACTING

No work may be subcontracted unless approved by a designated Harris County representative. Although Harris

County may approve work to be completed by a subcontractor the awarded vendor must provide on-site supervision, by employees of the awarded vendor, during the entire time a subcontractor is on-site until the work is completed.

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

All items must be packaged to be protected from damage during shipping and handling. Any item(s) damaged in shipping must be replaced in kind or repaired by the vendor at the discretion of and at no additional charge to

Harris County.

Delivery shall be F.O.B. destination; made on an as needed basis to various locations throughout Harris County by request only and only when person(s) authorized to make such requests on behalf of Harris County places the order. Order placement must be accompanied by the purchase order number and must be made to the Harris

County, TX address stated on the purchase order at time of issue. 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.

Any item(s) damaged in shipping must be replaced in kind or repaired by the vendor at the discretion of and at no additional charge to Harris County.

The equipment must be delivered complete as specified, current production, latest model and design available, with all components required by law. All warranty work shall be at no charge to Harris County, including shipping and handling charges from and to Harris County.

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.

SPECIFICATIONS

The project will consist of furnishing all personnel, labor, materials and incidentals necessary for hydro-insensitive high density polyurethane foam materials and related items for Harris County Precinct 3.