6-Specifications - 250122.pdf

SPECIFICATIONS

SCOPE

Harris County is soliciting bids from qualified vendor(s) to furnish and install picnic tables, benches and barbecue pits for Harris County Precinct 2. The term shall begin on or about August 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 and must be signed by both Harris County and the awarded vendor.

Picnic Tables, Benches and Barbecue Pits for the Harris County Precinct 2 https://harriscountytx.bonfirehub.com/ https://ethics.state.tx.us/filinginfo/1295/

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 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.

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 mailto:Patrick.acosta@pur.hctx.net 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

Harris County Precinct 2 is seeking vendor(s) to supply and install new picnic tables, benches, and barbecue pits in various locations within Harris County Precinct 2. The vendor must adhere to all safety standards, local regulations, and environmental considerations when performing work. Vendor shall be responsible for providing all supplies materials, equipment and parts, per manufacturer specifications, required to effectively utilize and operate the recreation equipment. The type and quantity of equipment desired will vary by location.

The project locations are in public parks across Harris County. The safety of the people and property of the

County is paramount. The vendor shall furnish and install fifty (50) picnic tables, fifty (50) benches and twenty-five (25) barbecue pits. Vendor shall be responsible for providing all supplies materials, equipment and parts, per manufacturer specifications, required to effectively utilize and operate the recreation equipment.

I. General Requirements

The picnic tables, benches and barbecue pits shall meet or exceed the following:

A. Equipment Supply and Installation

Vendor shall provide high-quality, durable tables, benches, and barbecue pits, that meets current safety standards and specifications, including ADA (American with Disabilities Act) compliance where applicable.

1. Equipment Types

• Picnic Tables o Quantity: fifty (50) o Tabletop Dimensions:

▪ Ninety-four (94) inches in length

▪ Twenty-Nine (29) inches in width

▪ Thirty (30) inches in height

▪ Rectangle shape

▪ Rounded corners o Seating Dimensions:

▪ Ninety-four (94) inches in length

▪ Ten (10) inches in width

▪ Eighteen (18) inches in height

▪ Rectangle shape

▪ Rounded corners o Expanded metal o Thermoplastic Protective coating that prevents chipping, cracking, or peeling o Color:

▪ Brown Tops

▪ Black Legs

• Benches o Quantity: fifty (50) o Dimensions:

▪ Seventy-two (72) inches in length

▪ Ten (10) inches in width

▪ Eighteen (18) inches in height o Expanded metal o Rounded corners o In-ground mount o Thermoplastic Protective coating that prevents chipping, cracking, or peeling o Color:

▪ Brown Tops

▪ Black Legs

• Barbecue Pits o Quantity: twenty-five (25) o Grill:

▪ Three-hundred sixty (360) Square Inches

▪ Twenty (20) inches in width

▪ Eighteen (18) inches in length

▪ One-half (½) inch Rods on one (1) inch Centers

▪ ADA swivel cooking grate with 180-degree operability to pivot away from the grill body.

▪ Cannot be removed from the grill body o Pedestal

▪ Three and a half (3 ½) inch galvanized pedestal

▪ The combined total height of the barbecue pit shall not be greater than thirty-four (34) inches.

o Fire Box:

▪ Twenty (20) inches in width

▪ Ten (10) inches in height

▪ Swivel firebox with 360-degree operability in either direction

▪ Anti-theft lock bolt mechanism that allows for continuous rotation

▪ Entire unit must be finished in a high temperature, heat resistant, nontoxic black enamel

▪ In ground mount

Any additional or related equipment that aligns with the Harris County Precinct 2 Parks

Department’s Visions and Goals.

2. Site Preparation

• Site Evaluation: Conduct a site assessment for the installation of new equipment, ensuring that the location is suitable for installation, including proper grading and clearing of debris.

• Groundwork and preparation: If necessary, perform any groundwork, including leveling and preparing the area for installation. Ensure the safety of the surrounding environment, including soil landscaping and nearby structures.

B. Compliance and Safety

Standards Compliance: All equipment and installations must meet relevant safety standards.

C. Maintenance and Warranty

• Warranty: Provide a minimum warranty period for both materials and installation labor. Please refer to Section V Warranty for additional information.

• Maintenance Guidelines: Offer a plan for ongoing maintenance or provide maintenance recommendations for the equipment after installation. This may include maintenance schedules, care instructions, and any required seasonal inspections.

II. Minimum Vendor Qualifications:

Vendor shall provide all labor equipment, materials, parts, tools necessary to meet the requirements of the specified services throughout the term of this contract. Vendor shall meet the following minimum qualifications:

A. Experience:

Vendor shall be a company engaged in the business of providing labor equipment, materials, parts, tools necessary to furnish and install park recreation equipment to include but not limited to the installation and removal of park benches tables, and barbecue pits. for a minimum of three (3) years within the past six (6) years. Vendors shall submit proof with bid, photographs or other supporting documents, in addition to names, addresses and telephone numbers of the operating personnel of the business or agency where the services described herein were offered. Harris County reserves the right to contact the operating personnel of the business or agency.

• Familiarity with relevant safety codes, regulations, and best practices for installation in public parks.

• Positive references from past projects of similar scope and scale.

B. Resources:

Vendor shall maintain a force of qualified maintenance and repair 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 work force that shall meet the time requirements described herein.

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.

At no time shall vendor permit or allow vendor personnel or subcontractors to have present at any Harris

County Precinct 2 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.

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

County Precinct 2 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

Precinct 2, 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 Precinct 2 facility without the prior written consent of Precinct 2.

Should vendor fail to remove such person(s), Precinct 2 may withhold all monies which are, or may become, due that are allocable to the portion of the services on which such person(s) is working or may suspend that portion of the services. Upon suspension, vendor shall provide an acceptable substitute.

Such person shall perform the services in the manner prescribed herein at no additional cost to Precinct

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 contact for the term of this contract. This point of contact shall be available during regular working hours at the vendor's 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.

C. 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.

The vendor shall perform work that produces end results in accordance with Precinct 2 Specifications, Harris County Specifications and Standards, and applicable industry codes in effect at the time of the performance of the specific work and consistent with the manufacture's installation, repair and maintenance practices.

D. Permits and Licenses

Harris County 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, City of Houston, Harris County, as applicable throughout the term of the contract at no additional cost to Precinct 2.

E. 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 Precinct 2. Harris County is not responsible for vendor errors and omissions.

F. Meetings

Vendor shall be available to conduct bi-weekly meetings with Precinct 2 to discuss any installation and/or maintenance issues, procedural updates, or other issues affecting the services performed under the contract. All meetings shall be documented and made available to Precinct 2. Meetings shall be held with a vendor representative with the ability to address contractual issues that may develop.

G. Work Site:

Usage of parking lot or other space for equipment, trailers, vehicles must be coordinated with the Parks

Superintendent or designee to ensure minimal impact to park users.

III. Delivery & Installation

Delivery and Installation of the equipment shall be included in the overall cost of the bid. Vendor shall be responsible for delivering, unboxing, assembling, installing and setting up the picnic tables, benches, and barbecue pits.

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 designated Harris County location, 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.

IV. Spare Parts

Precinct 2 does not mandate the vendor maintain a complete parts and materials inventory, however, vendor shall possess sufficient parts and materials to allow to perform the duties described herein. The vendor shall maintain or have access to an inventory of all essential components and equipment required for installation.

V. 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 five

(5) 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 five (5) 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 five (5) years 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.

Return Policies

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

County damaged shall 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.

Equipment/Material Acceptance

All parts, equipment, and materials furnished and installed shall be new, unused, corrosion resistant, and in compliance with Precinct 2’s Specifications and Standards, Harris County Specifications and Standards, latest edition and other standards described herein. Precinct 2's reserves the right to reject any parts, equipment, and/or materials that do not comply with the specifications and standards described herein.

All parts, equipment, and materials delivered shall be subject to inspection and approval by Precinct 2's. If any defects in the items supplied are noticed, such items will be rejected, and the rejected items shall be removed by the vendor at their own expense within fifteen (15) days of receipt of notifications of the rejection.

Upon notification of rejection, vendor shall immediately replace all rejected items with others conforming to the standards and specifications. All hardware furnished and installed by the vendor shall not be a discontinued product nor shall the vendor provide hardware that is at or approaching its End- of-Life.

All replaced and salvaged materials and components shall be tagged, cleaned, and returned to Precinct 2, unless Precinct 2 requires the vendor to dispose of the material. The tag shall indicate date and location of repair and replacement.

Vendor shall provide a percentage discount, premium or at cost pricing for any additional equipment, parts and material charges as required under this contract not specified as a specific line item on the Bidtable(s).