6-Specifications.pdf

SPECIFICATIONS

SCOPE

Harris County is seeking bids from qualified vendor(s) to provide ultra-low volume (ULV) chemical spray units for Harris County Public Health (HCPH), as described herein. The term shall begin on or about

October 1, 2025, and ending twelve (12) months thereafter or until all services ordered prior to the expiration date have been satisfactorily delivered and accepted or performed satisfactorily for the using department.

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 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 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 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.

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 Jessica Mahana immediately at Jessica.mahana@pur.hctx.net.

Ultra-Low Volume Chemical Spray Units for Harris County Public Health https://ethics.state.tx.us/filinginfo/1295/ mailto:Jessica.mahana@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.

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. 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, 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.

PRODUCT ACCEPTANCE

All parts, equipment, and materials furnished and installed shall be new, unused and corrosion resistant.

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 goods fail to perform in accordance with all requirements and specifications, and/or fails to meet the needs of the end user.

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. Vendor shall not furnish discontinued or products approaching End-of-Life as part of the resulting contract.

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 effect 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 supply nine (9) ULV spray units designed for high-efficiency chemical application.

The following are the preferred general and technical requirements, including but not limited to:

• Equipped with a minimum eighteen (18) to twenty (20) horsepower engine, either carbureted or fuel-injected.

• Six (6) to twelve (12) gallon fuel tank capacity to support extended operation.

• High output blower delivering 350 to 360 cubic feet per minute (CFM).

• Fifteen (15) gallon chemical tank for ULV applications.

• Electric start system, with integrated throttle control (up/down) and choke.

• Blower pounds per square inch (PSI) gauge for monitoring system pressure.

• Optional hour meter and tachometer for performance tracking.

• Units must not include a chemical pump system.

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.

• The system shall come with a warranty that allows for prompt servicing from the manufacturers’ technicians for minimum one (1) year.

• Vendors are encouraged to specify the expected service life of the system and any provisions for credit or replacement if the system fails prematurely.

If, within one (1) year from the date of the initial installation is completed, a failure occurs with respect to any installed equipment or materials due to a defect in any part and/or equipment installed, the vendor shall make the appropriate repairs or replacements at no additional cost to HCPH. The vendor shall promptly respond to HCPH request to make repairs and shall document the cause of failures. The vendor shall document repairs with normal invoicing procedure, with NO CHARGE/WARRANTY CALL stamped and/or written legibly on all submitted invoices.

ORDER PROCESS

All quantities listed on the BidTable(s) are estimates only. Harris County reserves the right to purchase more or less than amounts stated on the BidTable(s) and may add or remove categories and quantities throughout the contract term and all renewal periods. Vendor shall be capable of furnishing and delivering all products at once or based on a scheduled determined by HCPH.