12-Specifications - 250197.pdf

SPECIFICATIONS

SCOPE

Harris County is soliciting bids from qualified vendor(s) to provide Lynchburg Ferry Landing infrastructure inspection, maintenance, repairs, and related items for the Harris County Toll Road Authority (HCTRA). The term shall begin on or about October 1, 2025 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 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, 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

Lynchburg Ferry Landing Infrastructure Inspection, Maintenance, Repairs and Related Items for the

Harris County Toll Road Authority https://harriscountytx.bonfirehub.com.t/ https://ethics.state.tx.us/filinginfo/1295/ 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.

INVOICING

Vendor shall submit an invoice upon completion of each deliverable. Deliverables will be considered complete only upon written acceptance by Harris County. Each invoice shall include deliverable(s) completed and the price for each as quoted. Invoice shall be submitted upon completion of approved work. All payment requests will be accompanied by applicable: Repair Forms, timesheets with itemized work time with the labor charges for each Predictive/Emergency Maintenance call, Preventative Maintenance Inspection Forms, weekly/monthly reports, and backup tabulations.. Vendor shall provide a breakdown of charges in an agreed upon format, on the invoice. No charges may be billed to Harris County unless such costs are explicitly included in the agreement. Invoices will be sent to:

Harris County Accounts Payable

1001 Preston Suite 800

Houston, Texas 77002

Or emailed to: VENDORINVOICES@HCTX.NET

The exact format for invoices and other attachments will be agreed upon between the vendor and HCTRA

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.

PAYMENTS

Vendor will be compensated monthly based on the quantity of each item on the Pricing/Delivery Information sheet and in accordance with the Harris County payment procedures. Based on the invoice and the applicable weekly and monthly reporting, vendor will be compensated according to the quantity or percent of each bid item that is performed during the month.

NO CONFIDENTIALITY OF BIDS

Once opened, bids are public record. There are no exceptions. When submitting a bid, the vendor must be sure mailto:VENDORINVOICES@HCTX.NET 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.

SUBCONTRACTING

Vendor may subcontract any part of these contracted services. However, the vendor shall be the party liable to

Harris County for strict compliance with all contract specifications. Additionally, Harris County must approve in writing any and all subcontractors prior to the subcontractor providing any services. Vendor shall include a list of potential subcontractors with their response. If subcontractors will be utilized to fulfill any requirements of this bid, then a payment bond for the full amount of the awarded contract will be required. Harris County will provide the bond documents to complete.

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.

Vendor and subcontractors will have a minimum of three (3) years of experience in services described in this bid. If the vendor shall subcontract services during the term of the contract, the vendor is required to provide a payment bond in the full amount of the contract upon

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.

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.

mailto:Patrick.acosta@pur.hctx.net

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.

BID BOND

A bid bond or bank cashier’s check only (company checks are not acceptable) in the amount of 5% of proposal is required and must be submitted with vendor’s proposal. The successful vendor is required to furnish a performance bond and/or payment bond in the amount of 100% of proposal within ten (10) days of the award.

The performance bond and/or payment bond must remain in effect for the duration of the contract including renewals. Upon award, Harris County Purchasing will send awarded vendor a performance bond application.

If a vendor is not awarded, bank cashier’s checks will be returned within (10) ten days of award. If a vendor is awarded, checks will be returned (10) ten days after receipt of the performance and/or payment bond.

PAYMENT BOND

Vendor(s) may subcontract any part of these contracted services. However, the vendor shall be the party liable to Harris County for strict compliance with all contract specifications. Additionally, Harris County must approve in writing any and all subcontractors prior to the subcontractor providing any services. If the vendor shall subcontract services during the term of the contract, the vendor is required to provide a payment bond in the full amount of the contract upon approval of award for this contract. Harris County will provide the bond forms to be completed and returned.

BACKGROUND CHECKS

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.

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 vendor 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.

CONTRACT TRANSITION

In the event services end by either contract expiration or termination, it shall be incumbent upon the vendor to continue services, if requested by Harris County Purchasing, until new services can be completely operational.

The vendor acknowledges its responsibility to cooperate fully with the replacement vendor and Harris County to ensure a smooth and timely transition to the replacement vendor. Such transitional period shall not extend more than ninety (90) days beyond the expiration/termination date of the contract, or any extension thereof.

The vendor shall be reimbursed for services during the transitional period at the rate in effect when the transitional period clause is invoked by Harris County. During any transition period, all other terms and conditions of the contract shall remain in full force and effect as originally written.

BACKGROUND

HCTRA improves mobility in the Greater Houston Metropolitan area through excellent operation of urban toll highway systems, while upholding a commitment to leadership, public service, and quality of life. HCTRA, a division of Harris County's Public Infrastructure Department (PID), 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 Treviño, P.E., HCTRA operates through multiple divisions which include: Administration, Capital Planning, Capital Projects & Infrastructure, Toll Operations, Public Safety &

Operations, and Finance. The HCTRA Toll Road System consists of approximately 132 miles of roadway to include the Hardy Toll Road, Sam Houston Tollway, Westpark Tollway, Fort Bend Parkway, and the Katy

Managed Lanes. HCTRA’s Public Safety and Operations team is responsible for the operation and maintenance of the Lynchburg Ferry and Washburn Tunnel Infrastructure to ensure safety and continued operations of the ferry and tunnel infrastructure.

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.

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” 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 provide services for preventative, predictive, and emergency maintenance, inspection, testing, upgrade, and repair of the Lynchburg Ferry Landing infrastructure, associated equipment, and related items.

The vendor shall provide all labor, materials, equipment, parts necessary to meet the requirements of the specified services throughout the term of the contract. HCTRA reserves the right to inspect the equipment, installation and operation of any portion component of the Lynchburg Ferry Infrastructure at any time.

The performance detailed herein also requires specialized knowledge of practices, techniques, operation and maintenance of sophisticated testing and splicing equipment which includes, but not limited to:

• Annual inspection of infrastructures: Dolphins, Gantries, Hoists, Sheaves, Blocks, Counterweights, Gangways, Wingwalls, Bulkheads and Ramps.

• Replacement parts, repair and labor for above structures.

• Emergency repairs and inspections for above structures.

• Electrical parts (to include lighting).

• Welding or fabrication on above structures

• Heavy equipment to include Crane and Barge.

• Prime and paint for Gantries.

• Wire cable for Gantries.

• Bulkhead repairs and installation

• Underwater inspection and repairs on Bulkhead, Docks and Landings.

I. General Requirements

Vendor shall meet or exceed the following general requirements:

A. Minimum Vendor Qualifications

Vendor shall provide all labor, materials, equipment, tools, and incidentals parts related to the bid.

Additionally, vendor shall provide services herein described including routine maintenance, inspections, emergency repairs, internal structural examination and related items for North and South landing and docks including gantries, dolphins, hoists, sheaves, blocks, counterweights, gangways, wingwalls, ramps, and bulkheads as needed.

B. Experience

Vendor shall be a company engaged in the business of providing labor, equipment, tools, to perform preventative, predictive, and emergency maintenance inspection, testing, repair and construction of ferry landing docks, associated equipment and related items for a minimum of three (3) years within the past six (6) years. Vendor shall submit as proof with bid, photographs, or other supporting documents, in addition to names, address and telephone numbers of the operating personnel of the business or agency where the services described herein were offered. HCTRA reserves the right to contact the operating personnel of the business or agency.

C. Resources

Vendor shall maintain a force of qualified maintenance professionals on staff and have adequate staff to provide service at more than one (1) location at a time. Vendor shall have available key personnel with a combined minimum work force that shall meet the response time requirements described herein.

In addition, the vendor shall be capable of mobilizing a minimum of two (2) crews with key personnel, equipment, and materials to begin immediate maintenance within four (4) hours of notification to critical sections of the North and South Ferry landings.

Vendor shall be required to provide all training to key personnel to upgrade skills and maintain any required certifications at no additional cost to HCTRA.

1. All personnel shall be familiar with and all Occupational Safety and Health Administration (OSHA), National Electric Code (NEC), and National Electrical Safety Code (NESC) requirements as they apply to aerial and underground construction activities as well as relative maintenance practices. In addition, all personnel shall have an International Municipal Signal Association (IMSA) Work Zone

Safety Certification, valid driver license, if operating a vehicle, and Transportation Worker

Identification Credential (TWIC).

2. Vendor shall have a master electrician license, or a permanent employee that holds such a license in which the master electrician shall be available twenty-four (24) hours a day, seven (7) days a week excluding holidays.

3. Vendor warrants it shall provide qualified personnel who shall perform in a professional manner.

“Professional manner” means the personnel performing shall possess the skill, license(s) and competence consistent with the prevailing business standards within the State of Texas.

a. At no time shall vendor permit or allow vendor personnel or subcontractors to have present at any HCTRA worksite, alcohol, controlled substances, or firearms. Smoking is not permitted in any area of any facility which is enclosed or in the finish-out stage of construction.

b. Any person employed by vendor or any subcontractor who, in the reasonable opinion of the

HCTRA Project Manager, does not perform in a professional or skillful manner, or is disrespectful, intemperate, disorderly, or otherwise objectionable, shall, at the written request of

HCTRA, be removed from the jobsite by the vendor or any subcontractor employing such person. Any such person who is removed shall not be assigned again to any HCTRA facility without the prior written consent of HCTRA.

4. Vendor shall provide immediate remote communication devices such as a pager or cellular telephone to all applicable personnel and shall provide a primary point of contract for the term of this contract. This point of contract shall be available during regular working hours at the vendors location, or via cellular telephone. For off-shift hours, the vendor shall provide a point of contact, with a single telephone number, who can be reached twenty-four (24) hours, seven (7) days a week, including holidays.

II. Delivery & Installation

Vendor is 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

HCTRA, 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.

III. Disposal

Vendor shall dispose of all hardware, materials, equipment, and components removed under the bid determined by HCTRA not to be salvageable. Vendor shall not dispose of any material HCTRA has not determined and approved to be disposed of by vendor or a Harris County Disposal contract. The designated

HCTRA representative will determine if items are salvageable. Disposal and recycling of non-salvageable materials shall be considered a part of the bid.

IV. Liquidated Damages

In the event a vendor fails to satisfactorily complete the work contemplated in this bid, Harris County shall deduct from the payments due the vendor each month, the sum indicated in this bid where liquidated damages are mentioned, which is agreed upon not as a penalty, but as fixed and liquidated damages for each day/hour of such delay, to be paid in full and subject to no deduction. If the payments due to vendor are less than the amount of such liquidated damages said damages shall be deducted from any other monies due or to become due the vendor or shall be paid by the vendor’s surety.

V. 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 Specifications, Harris County

Public Infrastructure Department Specifications and Standards, Texas Department of Transportation

(TXDOT) Standard Specifications for Construction of Highways and Bridges, United States Coast Guard

(USCG) Standard Specifications, and American Bureau of Shipping (ABS) Standard Specifications, latest edition, TXDOT Traffic Engineering Standard Plan Sheets, Texas Manual on Uniform Traffic Control

Devices (TMUTCD), NEC, NESC, Institute of Electrical and Electronics Engineers (IEEE), local utility requirements, all Texas and Federal standards, and applicable industry codes in effect at the time of the performance of the specific work and consistent with the manufacture’s repair and maintenance practices.

A. Permits and Licenses

HCTRA reserves the right to direct the vendor to acquire any and all permits required to perform services related to this bid from, but not limited to, TXDOT, City of Houston, Harris County, Fort Bend

County, and any Railroad Companies, as applicable throughout the term of the contract at no additional cost to HCTRA.

B. Safety

All safety materials and or devices necessary to perform the work in a safe and orderly manner shall be furnished by the vendor. Safety equipment for vendor personnel include but is not limited to, reflective vests, hardhats, protective gear including safety glasses and ear plugs, and safety lighting for all vehicles.

Vendor shall maintain project site(s) in a clean and orderly fashion and remove all trash, debris, containers and etc. from the project site(s) upon completion of work each day and dispose of materials in accordance with Federal and State regulations at no additional cost to HCTRA. Harris County is not responsible for vendor errors and omissions.

C. Meetings

Vendor shall be made available to conduct bi-monthly meetings with HCTRA to discuss any maintenance issues, procedural updates, or other issues affecting the services performed under the contract. All meetings shall be documented and made available to HCTRA. Meetings shall be held with a vendor representative with the ability to address contractual issues that may develop.

VI. Technical Requirements & Maintenance

Time is of the essence in performance of the work specified herein. All limitations of time set forth herein are material and are essential terms of the project.

Vendor shall provide the services herein described including an initial inspection of the landings to ensure any required maintenance is promptly addressed. Vendor shall submit all maintenance inspection report forms to HCTRA.

A. Initial Items of Work:

1. Gantries R, P & L

a. Annual Inspection

b. Sheaves

c. Hoists Counterweights

d. Block with Hook

e. Electrical and Lighting

f. Wire Cable

2. Dolphins and Wingwalls R, P & L

a. Annual Inspection

b. Tightening and/or replace if needed Nuts and Bolts

c. Remove and Replace chains

d. Remove and Replace bumpers

3. Electronic/Manual Hoists, Cables, and Sheaves Rm P&L

b. Replace Wire Cable

c. Electric Hoist repair and replacement

d. Shackles for hoist

e. Manual Hoist and Chain Replacement

f. Repair & Replace Upper and Lower Sheaves

4. Gangways R, P & L

b. Electronic Hoist

c. Maul Hoist

d. Chain

e. Ramp

5. Ramps R, P & L

b. Ramp Bearing Assembly

c. Steel Grates Steel Beams

6. Bulkhead

b. Concrete structural repair or replacement

B. Preventative Maintenance

Preventative inspection and maintenance shall be performed in accordance with the corresponding service described in the attachment General Conditions for Infrastructure Maintenance, Inspection and

Repair, under Supporting Documentation inside Bonfire. The awarded vendor shall provide and submit inspection and maintenance reports to HCTRA whenever work is performed. The format of the reports shall be similar to the BidTable(s) or in another format approved by HCTRA. In addition, the vendor shall provide a daily status report to HCTRA whenever there is on an going maintenance project.

C. Scheduling of Preventative Maintenance

Preventative maintenance will be authorized by HCTRA on an as-needed basis. This activity shall be coordinated through HCTRA’s designated representative. HCTRA intends to authorize preventative maintenance on a corridor or sub-corridor basis. Once preventative maintenance is initiated at a location or corridor, the vendor shall complete all preventative maintenance tasks at the location or corridor. The vendor shall submit all maintenance inspection report forms to HCTRA.

D. Predictive/Emergency Maintenance Repairs

Predictive/emergency maintenance operations of HCTRA ITS infrastructure, refers to the timely response associated with responding to reported malfunction(s), damage(s) or request(s) and taking the necessary corrective actions and repairs. The response time shall be measured from the time of the initial notification to the vendor, to the time the vendors representative arrives on the jobsite and begin troubleshooting and/or repairs. Upon receipt of notification of a request to provide emergency maintenance, the vendor shall handle repairs in the following manner:

a. Inspect and troubleshoot equipment,

b. Make a list of parts and materials needed,

c. Provide a cost estimate for written approval by HCTRA designated representative, and,

d. Install and/or repair equipment to bring the system back into operation.

Time is of the essence in regard to maintenance repairs; vendor shall identify and/all potential problems and perform the necessary repair to keep the down time of the Lynchburg Ferry to an absolute minimum.

It is HCTRA’s intent that all necessary repairs be made during the initial visit to the site unless scope of work and/or parts availability requires multiple days to complete task(s) required.

E. Classification of Predictive/Emergency Maintenance Calls

Vendor shall be required to respond immediately to all requests to provide predictive/emergency maintenance, in accordance to the level of response that is associated with each request. All requests shall be classified by HCTRA according to the level of response that is required at the time a call is assigned to the vendor and the vendor shall be able to respond twenty-four (24) hours per day, seven (7) days per week, including holidays. The level of response classification associated with a given request for emergency maintenance may be revised at any time, at the discretion of HCTRA.

Vendor shall be required to respond to requests from HCTRA in accordance with the following four (4) levels of response time:

1. Level A – Required response time of one (1) hour, MAXIMUM. Repairs to be completed at the time of initial response.

2. Level B – Required response time of four (4) hours, MAXIMUM. Repairs to be completed at the time of initial response.

3. Level C – Required response time of twenty-four (24) hours, MAXIMUM. Repairs to be completed at the time of initial response.

4. Level D – Required response time of five (5) working days, MAXIMUM, if required by HCTRA.

Repairs to be completed at the time of call or within ten (10) working days, MAXIMUM.

The classification of all calls shall be provided by HCTRA at the time each respective call is assigned.

In the event that a call is assigned to the vendor without a specific level of response assigned, the vendor shall treat the call as a Level D Emergency Maintenance Call.

Vendor’s failure to respond and provide a solution/repair within the designated time frames associated with the level of response assigned to a given call shall result in the accrual of liquidated damages at

$1,500 per day for each request until a solution/repair is provided. HCTRA will notify the vendor of its intent to assess an amount for each day of delay as liquidated damages and not as a penalty. Upon receipt of such notification, the vendor shall have fifteen (15) days to investigate the incident and present its findings to HCTRA. HCTRA will review the vendor’s findings and if HCTRA determines the alleged delay was solely the responsibility of and within the sole control of the vendor; the vendor shall credit the liquidated damages amount on subsequent invoices. If payments due to the vendor are less than the amount of liquidated damages assessed, the excess shall be paid to Harris County by the vendor. Vendor’s repeated failures to respond accordingly as stated herein may be used by HCTRA as grounds for termination and may further affect the vendor’s eligibility for future similar contract awards.

F. Unsatisfactory Performance.

Unsatisfactory performance may be used by HCTRA as grounds for the termination of the contract and may further affect the vendor’s eligibility for future similar contract awards. An unsatisfactory performance determination includes, but is not limited to:

1. More than one (1) service “call back” to correct the same problem within thirty (30) consecutive days,

2. Charging HCTRA for repair services for the same work within sixty (60) days for work after the initial repair,

3. Continued failure to submit the required Maintenance Forms, Daily Work Reports, Repair Forms, Operational Status Reports, Cost Estimates, Schedules, etc.,

4. More than one (1) instance within one (1) year the vendor personnel assigned to an authorized service call not having the required licenses and certifications necessary to diagnose the problem and perform the repair,

5. More than two (2) instances within one (1) year the vendor does not complete assigned construction projects on schedule,

6. More than four (4) instances within one (1) year the vendor fails to meet the performance goals, and,

7. More than two (2) instances within one (1) year the vendor exceeds the level of response and repair time.

G. Quality Assurance Plan

Awarded vendor shall provide a comprehensive, continuous, and measurable quality assurance plan.

The plan shall include the following:

a. Strategies and processes to promote quality and adherence to the specifications, and,

b. Controls to be used within the project to assure quality and consistency throughout the life of the contract.

VII. Vendor Personnel and Classifications:

Vendor shall provide trained and qualified personnel to provide all services related to this bid and shall identify classifications and specialties needed to maintain the contract as required. Classifications identified herein shall establish minimum service requirements. Vendor shall identify within bid submission all classifications, specialties and hourly rates needed to perform the services herein.

Vendor staff shall be permanent employees and not temporary staff. Vendor’s minimum staffing level for the bid shall include the following:

A. Work Crew

Vendor shall be capable of mobilizing two (2) crews with key personnel, equipment and materials to begin immediate maintenance repairs within four (4) hours of notification to critical sections of the ferry landing Infrastructure including, but not limited to, inspection and repair of infrastructures

(Dolphins, Gantries, Hoists, Sheaves, Blocks, Counterweights, Gangways, Wingwalls, Bulkheads, Ramps), including any electrical parts (to include lighting), welding or fabrication, operation of heavy equipment (to include crane and barge), prime and paint for gantries, bulkhead repairs and installation, underwater inspection and repairs on bulkhead, docks and landings.

B. Electrician

Vendor shall have electricians with a minimum of three (3) years of verifiable field experience, relative to electrical installation, construction, testing, repair, and maintenance. The electrician shall be capable of installing and repairing Electrical Metallic Tubing (EMT) conduits, low/high voltage circuits, and service poles.

The electrician shall be capable of working both outside and inside of buildings. Training and certifications required for the electrician are as follows:

• Licensed as an electrician by the State of Texas.

C. Common Laborers

Vendor shall have Common Laborers with a minimum of one (1) year verifiable field experience. The

Common Laborers shall be able to follow both written and verbal directions and all applicable safety procedures. The Common Laborers may also assist the electricians, technicians, and etc.

Personnel qualifications and all proof of training/certifications shall be submitted with the bid. HCTRA reserves the right to investigate such qualifications, certifications, and references to the extent it deems necessary, and the vendor shall be required to assist in the investigation as needed. In addition, HCTRA reserves the right to interview submitted personnel who will be managing and/or performing actual services.

Vendor shall be required to notify HCTRA within two (2) days of any deletions of personnel associated with this contract throughout the term of this contract. Proposed replacement personnel shall meet minimum qualifications and have experience comparable to the person(s) being replaced. Replacement personnel shall be provided at no additional costs to HCTRA. Resume(s) and reference(s) will be requested for the proposed replacements and shall be pre-approved by HCTRA.

HCTRA reserves the right to require the vendor to provide a background check on personnel receiving unescorted access to HCTRA facilities.

VIII. Reporting

Vendor shall submit reports as requested by HCTRA. Format standards will be approved by HCTRA and shall be submitted as directed by HCTRA designated representative. The reports shall include, but not be limited to, the following:

A. Operational Status Report

During on-going repair projects, vendor shall submit an operational status report that shall include but not limited to the current status of the project, the estimated completion time, and a description of what else is required to complete the project.

B. Daily status Report

Vendor shall provide a daily work report in accordance with requirements established between the vendor and HCTRA. At a minimum report shall include, but not be limited to:

1. Date when work was performed,

2. Locations or limits of work completed,

3. Itemized list of charged parts used during that day’s activities, including quantities,

4. Problems requiring HCTRA approval to repair, and

5. Location of next day Preventative Maintenance activities.

C. Repair Forms

Summarized by date, type of repair or replacement, time spent by the vendor’s technician(s) to complete the assignment, and other information as required by HCTRA.

Harris County reserves the right to request and receive at least one (1) usage report during a contract period, a usage report detailing the 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 service purchased, including service type, quantity of each item serviced, per unit and extended price of each service purchased, and total amount and price of all repaired items serviced. Working days do not include weekends or Harris

County holidays (see http://www.harriscountytx.gov/holidays.aspx for holidays observed by Harris

County). All usage reports must be computer generated reports similar to the BidTable(s) in Excel (latest edition) format, or other format acceptable to Harris County.

http://www.harriscountytx.gov/holidays.aspx

IX. Spare Parts

HCTRA does not mandate the vendor maintain a complete parts and materials inventory, however, vendor shall possess sufficient parts and materials to allow for prompt response. The vendor shall maintain or have access to an inventory of all essential components and equipment required for ferry landing maintenance and repair.

X. 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 twelve (12) months 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.

If, within one (1) year from the date of the initial installation, construction, repair and/or Emergency

Maintenance services are completed by the vendor and accepted by HCTRA, a failure occurs with respect to any installed equipment or materials due to a defect in any part and/or equipment installed by and/or in workmanship of the vendors employees or subcontractors, the vendor shall make the appropriate repairs or replacements at no additional cost to HCTRA. Vendor shall promptly respond to HCTRA request to make repairs and shall document the cause of failures. Vendor shall document repairs with normal invoicing procedure, with NO CHARGE/WARRANTY CALL stamped and/or written legibly on all submitted invoices.

XI. Return Policies

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

County damaged will 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.

XII. Equipment/Material Acceptance

All parts, equipment, and materials shall be in compliance with HCTRA’s specifications, PID Specifications and Standards, TXDOT Standard Specifications for Construction of Highways and Bridges, latest edition and other standards described herein. All parts, equipment, and materials furnished and installed shall be new, unused, corrosion resistant, and in strict accordance with this specification. HCTRA reserves the right to reject any parts, equipment, and/or materials that do not comply with the specifications and standards described herein.

All equipment, parts, and related hardware provided by the vendor shall meet the original equipment component manufacturer’s specifications and warranty.

Any replaced and salvaged materials and components shall be tagged, cleaned, and returned to HCTRA, unless HCTRA requires the vendor to dispose of the material. The tag shall indicate date and location of repair and replacement.

XIII. Claims and Disputes

Vendor and HCTRA will attempt in good faith to resolve any dispute by the following dispute resolution process: Good faith efforts will be made by the vendor’s PM and HCTRA PM to resolve issues that arise at the project management level in a prompt and equitable manner. If the aforementioned PMs fail to reach an equitable resolution to the issue, either party may notify the HCTRA Director in writing of the dispute and request that a meeting be held between vendor’s Senior Representatives and HCTRA Director or designee.

Parties shall endeavor to meet a mutually agreed time and place within ten (10) calendar days of such written notice and attempt in good faith to mediate a resolution of the issue. The HCTRA Director shall act as referee to all disputes, and his determination shall be binding on all.