11-Specifications.pdf

SPECIFICATIONS

Asphaltic Concrete Patching Materials for Harris County Precinct 3 - UPIN 25103MF3RJ01

SCOPE

Harris County is soliciting bids for a term contract for asphaltic concrete patching materials for Precinct 3 for one (1) year beginning approximately October 1, 2025.

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.

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, operated, 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 with future pricing for goods and services revised according to the attachment titled CPI-U Based Price Adjustment Calculations. 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/whatsnew/elf_info_form1295.htm prior to submitting your response. Failure to do so may result in disqualification of your response.

SPECIAL REQUIREMENTS

Vendor may offer for sale additional items related to the scope of goods and/or services described above and/or listed in the BidTable (bid pricing sheets) of this solicitation by identifying other items and/or brands not identified by Harris County in this solicitation. 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 by 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 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 pricing, unit pricing governs.

The Extra Work Items section of the BidTable are to be used only on the instructions of the field engineer on the job. No compensation will be received for any part of these 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 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 the Office of the County Engineer 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 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.

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@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.

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.

DRAWINGS/ADDITIONAL SPECIFICATIONS

Vendors may download the drawings, plans, and/or maps for this project from Bonfire at https://harriscountytx.bonfirehub.com as referenced in the attachment titled General Notices, Notes & Information. Do NOT include the drawings from this bid package with the bid submittal.

SPECIFICATION

The vendor shall provide and/or deliver, as needed and as required, asphaltic concrete patching materials to specified Harris County jobsites for Precinct 3, or, the material will be picked-up from the vendor’s plant(s) by Harris County vehicles. The asphaltic concrete patching materials the vendor provides must meet and/or exceed the specifications as detailed in the attachment titled General Notices, Notes and Information. For bidding purposes and to get a better understanding of the requirements of this bid, please refer to the attachment titled General Notices, Notes and Information.

All asphaltic concrete patching materials orders shall be placed through Ms. Suzette Moody at (713) 274- 3199 or Ms. Jennifer Almonte at (713) 274-3132. The exact quantity, time of pickup or delivery, and location of delivery will be determined at the time an order is placed. Invoices shall indicate the Harris County Purchase Order number, the plant location, type of material ordered, the quantity of material actually furnished, delivery charges as applicable and Harris County delivery location.

Harris County will only pay for materials furnished and delivered by the vendor in accordance with the attachment titled General Notices, Notes and Information, and as bid on the BidTable.