26-0246 Specifications.pdf

SPECIFICATIONS

SCOPE

Harris County is soliciting bids for a term contract to provide signposts, mounting hardware, and related items for Harris County for the term beginning on or about January 4, 2027, and ending one (1) year thereafter or until all services ordered prior to the expiration date have been satisfactorily delivered and accepted or performed satisfactorily for the using department(s).

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 and directed to Tamara Twiner, Office of the Purchasing Agent, 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 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 REPORTS

Harris County reserves the right to request, and receive at no additional cost, up to two (2) times during the contract period, a usage report detailing the products and/or services furnished to date under a contract resulting from this bid. The reports must be furnished no later than five (5) working days after written request and itemize all purchases to date by Harris County department, description of each item purchased, quantity of each item purchased, per unit and extended price of each item purchased, and total amount and price of all items purchased.

Signposts, Mounting Hardware and Related Items for Harris County

CHANGE IN CONTRACT

Should any changes to the contract be required, a Change in Contract form shall be generated by Harris County Purchasing and will be sent to the awarded vendor(s) for execution. Any changes in contract shall be in writing and must be signed by both Harris County and the awarded vendor.

PURCHASE ORDERS

Products and/or services must not be provided and invoices will not be paid without a purchase order, signed by the Harris County Purchasing Agent. Purchase orders will be written in annual increments when applicable.

Once a purchase order is issued, the using department will contact vendor directly to place orders.

NO CONFIDENTIALITY OF BIDS

Once opened, bids are public record. There are no exceptions. When submitting a bid, the vendor must be sure to redact confidential information if the information is needed to address requirements of the bid. If there are any questions concerning confidentiality of information to be submitted, contact Tamara Twiner immediately at tamara.twiner@harriscountytx.gov.

ALTERATION OF DOCUMENT

No alterations may be made to this document. Any alterations made may result in the bid being deemed non-responsive and rejected. The terms and conditions contained within this bid supersede all conflicting terms within any cooperative purchasing contracts associated with this purchase.

TOLL/PARKING FEES

Any and all toll/parking FEES incurred by the vendor during the term of this contract will be the responsibility of the vendor.

SPECIAL REQUIREMENTS

Vendor may offer for sale additional items related to the scope of goods and/or services described herein and/or listed on the BidTable. Though the related items offered may be considered during the award recommendation, and/or may be made a part of a subsequent contract, if any, with Harris County, the affect of the related items cannot be extended and totaled in determining the lowest bidder since an estimated usage is unknown.

Purchases by Harris County of related items should not exceed 20% of the total annual purchases under the contract.

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.

SPECIFICATION

The vendor shall furnish all supervision, technical personnel, labor, materials, machinery, tools, equipment, utilities, transportation, temporary facilities, public protection measures, traffic control, cleanup, restoration, and all other services and incidentals necessary or customarily required for proper completion of the Work, including the furnishing and delivery of signposts, hardware posts, mounting hardware, and related items, in strict accordance with the Texas Department of Transportation (TxDOT) Standard Specifications for Construction and Maintenance of Highways, Streets and Bridges and related TxDOT material specifications; the Texas Manual on Uniform Traffic Control Devices (TMUTCD); the Harris County Office of the County Engineer Standard Engineering Design Specifications and Standard Drawings;

and the specifications set forth herein. All materials furnished under this contract shall be new, unused, and of current manufacture.

Order quantities may vary. Harris County does not guarantee any minimum quantity, and no minimum-order charges, handling fees, or minimum order quantities shall be imposed by the vendor. Harris County reserves the right to purchase more or less than the quantities stated on the BidTable(s), and to add or remove like categories and quantities throughout the contract term and any renewal periods.

Please refer to the Drawings and BidTable(s) for required galvanization of the signposts, hardware and related items requested in this bid.

Harris County requires the purchase and delivery of signposts, mounting hardware and related items for use by Harris County departments. These materials are required to support the installation, replacement, repair, and maintenance of traffic control, street name, directional regulatory, warning, informal, and other roadway signs throughout the County.

The contract will provide Harris County with a reliable source for high-quality signposts, mounting hardware, and related accessories that meet applicable federal, state, and local standards. Establishing this contract will help ensure the timely availability of materials needed to maintain safe and effective roadway infrastructure, improve operational efficiency, and support the County's ongoing transportation and public safety initiatives.

The County reserves the right to inspect, test, and evaluate all products furnished under this contract to verify compliance with the solicitation specifications and contract requirements. Acceptance of any product shall not occur until the County has determined that the products conform to the required quality, performance, functionality, and applicable industry standards. Products that are damaged, defective, incomplete, improperly packaged, substituted without prior written approval, or otherwise fail to meet the contract specifications may be rejected at the County's sole discretion. The Vendor shall, at no additional cost to the County, promptly remove and replace any rejected products with compliant products within forty-eight (48) hours. Final acceptance shall occur only after the County has completed its inspection and determined that all products fully satisfy the requirements of the contract.

A. PRODUCT ACCEPTANCE

All parts, equipment, and materials furnished under this contract shall be new, unused, of current manufacture, and corrosion resistant. Vendor shall not furnish discontinued products or products approaching end-of-life status under this contract.

Harris County reserves the right to test goods for quality and performance. Award of a contract and issuance of a purchase order does not waive the County's right to reject goods that fail to perform in accordance with the specifications or fail to meet the needs of the end user.

If any defect is identified in items supplied, the affected items shall be rejected. Vendor shall remove rejected items, at Vendor's own expense, within fifteen (15) calendar days of notice of rejection, and shall immediately replace all rejected items with conforming items at no additional cost to Harris County.

B. DELIVERY REQUIREMENTS

1. Delivery Timeframe and F.O.B. Terms All deliveries shall be made within fourteen (14) calendar days after receipt of a valid purchase order under normal conditions, unless a shorter delivery time is quoted by vendor and accepted by Harris County. Deliveries shall be F.O.B. inside destination, freight prepaid and included in bid pricing, made on an as-needed basis, by request only, and only when a person authorized to make such requests on behalf of Harris County places the order. Order placement must be accompanied by the purchase order number and made to the Harris County address stated on the purchase order at the time of issue.

If vendor fails to deliver within the time specified in vendor's bid response, the County reserves the right to authorize purchase of the affected products on the open market. In such event, vendor agrees to reimburse Harris County for any extra cost incurred, or to provide a credit memorandum so that amount may be deducted from vendor's invoices.

2. Packaging and Identification

All items must be packaged to protect against damage during shipping, handling, and storage. Any item damaged in shipping must be replaced in kind or repaired by vendor, at vendor's expense and at Harris County's discretion, at no additional charge to Harris County. Each shipment, at a minimum, shall clearly identify the following:

Purchase order number Item description Quantity

3. Partial Shipments and Delivery Delays

Partial shipments may be accepted only with prior written approval from Harris County. Vendor shall notify Harris County in writing of any anticipated delivery delay immediately upon discovery.

Repeated or undisclosed delivery delays may be treated as a performance deficiency under Section Q (Vendor Performance; Liquidated Damages).

C. INSPECTION AND ACCEPTANCE

1. Inspection

All materials are subject to inspection by Harris County upon delivery and/or prior to acceptance.

Inspection may include verification of material composition; dimensions and tolerances; finish and coating requirements; and compliance with the specifications and referenced standards.

2. Acceptance Acceptance shall occur only after inspection confirms full compliance with all specifications. Harris County reserves the right to reject any materials that do not conform to specifications; require replacement of rejected materials at no additional cost; or cancel the affected portion of the order.

Rejected materials shall be removed by Vendor, at vendor's expense, within a reasonable time frame established by Harris County, not to exceed fifteen (15) calendar days.

D. CATALOG

After award, vendor shall provide each Using Department with a minimum of one (1) electronic copy and one (1) bound copy of vendor's current catalog, at no cost to the County. Larger Using Departments may require additional copies, which shall also be provided at no cost to the County. Catalogs shall include current product descriptions, specifications, and ordering information applicable to items awarded under this ITB, and shall be updated and re-furnished within thirty (30) calendar days of any material change.

E. ORDER PROCESSING

Vendor shall maintain a toll-free telephone number, staffed by a live operator during normal business hours, and an internet-based ordering or communication method, including email, for order processing and customer service support throughout the term of the contract.

F. 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, nonauthorized 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.

G. LOCAL ACCOUNT MANAGER

Vendor shall provide Harris County with a local account manager, including name, location, local phone number, and email address. The account manager shall serve as vendor's primary point of contact.

Vendor's customer service department and contact information shall include a local or toll-free number, available Monday through Friday, 7:30 a.m. to 5:00 p.m. CST, excluding Harris County recognized holidays.

The account manager shall furnish Harris County with a usage report annually, and additionally upon written request, not to exceed two (2) additional requests per contract year. Each usage report shall be furnished no later than five (5) business days after receipt of written request, and shall itemize purchases by Using Department, item description, quantity, per-unit and extended price, and total amount and price of all items purchased.

H. SAFETY, WORK-AREA SECURITY, AND CLEAN-UP

Vendor shall comply with all applicable federal, state, and local safety requirements, including Occupational Safety and Health Administration (OSHA) standards and the Texas Manual on Uniform Traffic Control Devices (TMUTCD) Part 6 (Temporary Traffic Control), when performing any delivery, installation, removal, or demonstration work within or adjacent to a Harris County right-of-way.

Vendor shall furnish, place, and maintain all necessary warning signs, barricades, cones, and other traffic-control devices to secure the work area and protect the public and County personnel for the duration of any on-site work.

Upon completion of any installation, removal, or delivery-related work, vendor shall promptly remove all debris, packaging, damaged materials, and equipment from the site, and shall restore the area to a condition equal to or better than its condition prior to vendor's work, at no additional cost to Harris County.

I. DAMAGE TO COUNTY PROPERTY

Vendor shall be responsible for any loss of or damage to Harris County property, facilities, or infrastructure (including existing signage, posts, pavement, landscaping, and utilities) caused by

Vendor's personnel, subcontractors, or equipment during delivery, installation, removal, or any other work performed under this contract. Vendor shall repair or replace any such damaged property to the County's satisfaction, at no cost to Harris County, within a reasonable time established by the Using Department.

J. PRICING

The rates quoted on the BidTable(s) must be all-inclusive. “All-inclusive” means costs incorporating all charges for labor, material, equipment, testing, freight, and any other cost incurred. No separate line-item rates or charges will be accepted.

1. Firm Pricing

Bid prices shall remain firm for the contract period and all renewals unless otherwise specified in this ITB. Prices cannot be increased for ninety (90) days after the contract begins and 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.

2. Price Adjustments — Supply Chain or Market Changes

During the term of the contract, only industry-wide changes in price, reflected by documentation from the supplying manufacturer or mill, will be approved. Requests for price increases due to changes in supply-chain conditions, raw-material costs, tariffs, transportation costs, or market volatility shall: (a) be submitted in writing; (b) include detailed justification and supporting documentation from the supplying manufacturer or mill; and (c) be subject to review and written approval by Harris County. Harris County is under no obligation to approve any requested price increase and may, at its sole discretion, reject the request or terminate the affected line item(s) from the contract. Any approved increase shall apply only to the specific item(s) affected and only for the documented amount of the increase.

K. WARRANTY

Vendor warrants that all materials, equipment, services, and workmanship furnished under this ITB shall conform fully to the requirements of the specifications and shall be free from defects in design, material, and workmanship. All materials and equipment furnished shall be new and suitable for their intended purpose.

Any defective or non-conforming material, equipment, or workmanship shall be corrected or replaced by Vendor at no additional cost to Harris County within fifteen (15) calendar days of written notice.

Vendor shall assign and pass through to Harris County all applicable manufacturer warranties for materials, equipment, and components furnished under this contract.

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