6-Specifications.pdf

SPECIFICATIONS

SCOPE

Harris County is soliciting bids for a term contract for rental of commercial, industrial and construction equipment and related items at various locations throughout Harris County for one (1) year beginning approximately February 1st, 2026.

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 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 forwarded via Public Notices through Bonfire 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.

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://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.

ACCEPTANCE OF GOODS

Harris County reserves the right to test goods for quality and performance. Although the bid may be awarded and confirmed by a purchase order, the goods are subject to rejection if the product(s) fail to perform in accordance with all requirements and specifications, and/or fails to meet the needs of the end user.

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.

Rental of Commercial, Industrial and Construction Equipment and Related Items for Harris

County http://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htmprior

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.

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 Luke Herdrich immediately at luke.herdrich @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.

SUBCONTRACTORS

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 and subcontractors will have a minimum of five (5) 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 approval of award for this contract. Harris County will provide the bond forms to be completed and returned.

SPECIAL REQUIREMENTS

Specifications may reference name brands and/or model/part numbers. It is not the intent of Harris County to restrict these bids in such cases, but to establish a desired quality level of merchandise or to meet a pre-established standard due to like existing items. Offerors may offer items of equal stature and the burden of proof of such stature rests with offerors. If product/equipment other than the model and brand referenced in these specifications is offered, vendor should include descriptive literature, including specifications describing products offered as equal to or better than required. Harris County shall act as sole judge in determining equality and acceptability of products offered. Any substitutions of contract items must be of equal pricing and quality and must meet or exceed specifications as listed and be approved by Harris County Purchasing.

mailto:luke.herdrich@pur.hctx.net

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 provide rental services and deliver, as required, commercial, industrial and construction equipment for various (daily, weekly and monthly) periods of time throughout various Harris County locations. For purposes of this bid, daily, weekly and monthly rates shall be based on an eight (8) hour day, a forty (40) hour week and a one hundred seventy-six (176) hour month. All equipment must be provided in good working condition, completely serviced, with full fuel tanks(s), and ready for operation within approximately ten (10) working days following each rental request.

Vendor must have available up to twenty-six (26) dump trucks (Item No. # 1-35 Truck, Box, dump 5-6 Yd, Diesel or Gas, Automatic transmission for the Harris County Toll Road Authority (HCTRA) annual de-icing program from November 1st through March 31st of each year. Additionally, the hydraulics of the dump trucks shall be capable of being converted and attached to HCTRA de-icing equipment (ref.

Henderson FSH spreaders, Monroe MV spreaders, Henderson PWS sprayers or similar equipment. HCTRA will be responsible for this conversion process and returning them to original configuration. Vendor shall have available up to ten (10) backhoes, 65-74 hp, two (2) wheel or four (4) wheel drive, with Dr Standard

Diesel or Ext Diesel for HCTRA annual de-icing program from November 1st through March 31st of each year.

After equipment is received in good working condition, as described above, Harris County will provide daily inspections and maintenance including fuel, oil and other fluids. Harris County will return the rental equipment in the same condition as received, excluding normal wear and tear, such as minor imperfections from everyday use, scratches and scuffs glass, hoses, belts, batteries or damaged parts. The vendor shall be the responsible for normal wear and tear. The vendor must notify Harris County in writing within five (5) working days of any claim of damage deemed in excess of normal wear and tear of any rental equipment.

Each claim will be subject to review and approval by Harris County before any reimbursement is released.

Only properly trained and qualified personnel shall operate the equipment described in this bid and only for lawful purposes in conjunction with Harris County business as a normal construction related device.

Harris County is self-insured for liability exposures. Any liability arising from the operation of county owned or leased motorized vehicles or equipment will be considered under the Texas Tort Claims Act, Texas Civil Practice and Remedies Code, Title 5, Chapter 101. The vendor shall fully cooperate with the

County in any and all claims matters as needed in the investigation, administration, and defense of any liability claims or lawsuits arising from the operation of any rental equipment under this contract.