6-25 0028 - Specifications.pdf

SPECIFICATIONS

SCOPE

Harris County is soliciting bids from qualified vendor(s) to deliver and install an oil and grease solid phase extraction (SPE) system for Harris County Pollution Control Services (HCPCS), as described herein.

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 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.

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.

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 and made to the Harris County, Texas address stated on the purchase order. Orders shall be placed on an as-needed basis. Order placement must be accompanied by the purchase order number. 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, the 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.

Equipment must be delivered complete with all accessories to the Harris County Pollution Control Services and Department at 101 S. Richey St., Suite H, Pasadena, Texas 77506.

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.

Oil and Grease Solid Phase Extraction System for Harris County Pollution Control Services https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

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 PROCEDURES

Offerors shall submit all invoices to VendorInvoices@hctx.net. All invoices shall include submission requirements stated in the specifications including, as applicable, completed certified payroll records and lien waivers. Payment terms are “Net 30” from date the invoice is received by the Auditor’s Office – Accounts Payable Department; therefore, payment to the Contractor may take up to one (1) month from the date the invoice is initially approved by the Harris County using department and received in Accounts Payable. Any invoice, which cannot be verified by the contract price and/or is otherwise incorrect, will be returned to the offeror for correction.

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@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.

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.

mailto:tamara.twiner@pur.hctx.net.

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.

EQUIPMENT ACCEPTANCE

Harris County reserves the right to test equipment for quality and performance. An inspection and/or operation of the items bid may be required by Harris County after bids are opened, but prior to award of job. However, if the bid is awarded and confirmed by a purchase order, Harris County may determine that the equipment will be subject to a fourteen (14) day trial period upon delivery. The successful vendor may choose to provide new, unused equipment for the trial period or to provide a demonstration unit. For the trial period, the new, unused equipment or the demonstration unit must be furnished and delivered, F.O.B.

destination, at no charge to the address specified on the purchase order. If new equipment is provided for the trial period and is acceptable, new equipment provided for the trial period will be retained; and the vendor may invoice the County for payment. If a demonstration unit is provided and the unit passes the trial period, new, unused equipment must be delivered for acceptance, and the demonstration unit will be returned to the vendor at the vendor's expense.

The equipment is subject to rejection if the equipment fails to perform in accordance with all requirements and specifications, and/or fails to meet the needs of the end user. If an inspection and/or operation of the items bid is required, Harris County will schedule and coordinate the delivery date of the equipment for the trail period with the successful vendor.

BRAND NAMES / SUBSTITUTION

Brand names and model numbers that may appear in the documents of this bid are for reference only and shall serve as an example of functional, design, and/or quality standards and requirements for the product or service identified. It is not the intent of Harris County to restrict bids in such cases, but rather to establish a desired quality or level of merchandise or to meet a pre-established standard due to existing items. Herein, or within the attached specifications, whenever the County has listed a specific brand name, the words “or equal” shall automatically apply thereto. This term “or equal” means that Contractor may propose to provide an alternate product as long as such proposed alternate product, in the opinion of the County, meets the minimum specifications.

If vendor wishes to provide a different product than the product the County has identified within this ITB, vendor may propose different products or items within their Bid submission, provided the products or items provide the same essential characteristics and are of equal or better quality. The burden of proof of such rests with vendor. Harris County shall act as sole judge in determining equality and acceptability of products offered. After opening of bid, but prior to award recommendation, Harris County may require documentation demonstrating equal or superior products as compared to products required.

SPECIFICATION

The vendor shall be able to provide a system that will be used in the laboratory for the analysis of fats/oils/greases in water. Vendor shall be able to clearly state their ability to provide services related to the installation of an SPE system with a capacity of at least three (3) samples simultaneously being extracted that may require regular maintenance. The vendor shall also include the cost of any warranty or extended warranty (three (3) years minimum, preferably five (5), and initial training on setting up the system. The oil and greased SPE system shall meet or exceed the following requirements:

A. Oil and Grease Solid Phase Extraction (SPE) System

• Original Sample Bottle Compatibility: The system shall be capable of utilizing the original sample bottle for direct sample delivery, eliminating the need for sample transfers.

• Multiple Independent Stations: The system shall include a minimum of three (3) independent extraction stations, allowing for simultaneous processing of multiple samples.

• Controlled Gas Flow for Safety: The system shall incorporate controlled gas flow features designed to enhance safety, particularly when operating outside of a fume hood.

• Flexible Installation Options: The system shall be designed for safe operation both inside a fume hood and on a benchtop, providing flexibility in laboratory setup.

• User-Friendly Interface: The system shall be equipped with an intuitive touchscreen interface, offering pre-programmed methods to reduce training time and simplify operation.

• Consumables Included: The system shall be delivered with the following consumables sufficient for approximately six (6) months of use:

• Extraction disks,

• Prefilters (for handling difficult and viscous samples),

• Calibration standards,

• Drying cartridges,

• Any other necessary items to operate the system effectively.

• Solvent Separation Capability: The system shall provide a safe and efficient method for separating solvents, specifically Methanol and Hexane.

• Overflow Protection: The system shall feature an automatic overflow detection mechanism that pauses the extraction process during unattended operation to prevent spills and maintain safety.

Technical Support

• The system shall come with a three (3) or five (5) year extended warranty allowing prompt servicing from the manufacturers’ technicians.

HCPCS Responsibilities

• It is understood that Harris County engineering and facilities will be involved in the project and have the final say on the power demands of the instrumentation.

• All licenses and permits, if required.

TRAINING

Vendor shall provide on-site training for HCPCS operating personnel. Training shall include equipment operating instructions, training material, hands-on instruction and review of all Operations and Maintenance (O&M) manuals. Training instructor shall be supplied by the vendor.

WARRANTY

Vendor shall furnish all data pertinent to warranties or guarantees which may apply to items in the bid.

Vendor may not limit or exclude any implied warranties. Vendor warrants that product sold to the County shall conform to the standards established by the U.S. Department of Labor under the Occupational Safety and Health Act of 1970 (“OSHA”). In the event product does not conform to OSHA Standards, where applicable, Harris County may return the product for correction or replacement at vendor’s expense. If vendor fails to make the appropriate correction within a reasonable time, Harris County may correct at vendor’s expense.

Vendor warrants all materials shall conform to the requirements of the specifications. The system shall be warranted against defects for a period not less than three (3) years and shall cover 100% parts and labor. The labor includes full on-site installation for the system, and full repair coverage on-site during working hours Monday-Friday 8am – 5pm CST. The warranty period shall commence upon the installation date. If the manufacturer’s standard warranty period exceeds three (3) years, then the standard warranty period shall be in effect. The vendor shall be ultimately responsible for the warranty and meeting the not less than three (3) years requirement covering 100% parts and labor. Vendor shall offer an extended warranty beyond vendor and/or manufacturer’s warranty, whichever is longer but no less than three (3) years. Vendor shall indicate annual fee for extended warranty within BidTable(s).