7-25 0361 Specifications.pdf

SPECIFICATIONS

SCOPE

Harris County is soliciting bids for a term contract for laboratory testing of water and related items for Harris County Precinct 3 for one (1) year beginning July 1, 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 it. 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 CPI-U Based Price Adjustment Calculations. 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 requests 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.

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

Laboratory Testing of Water and Related Items for Harris County Precinct 3 https://ethics.state.tx.us/filinginfo/1295/ 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 issuing 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 Melissa McCord 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 suppliers, 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 they are 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.

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”.

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

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.

The County reserves the right to award to more than one (1) vendor as “Primary” and “Secondary” vendor if deemed in the best interest of the County. The “Secondary” vendor will be utilized due to time constraints, availability, etc.

SPECIFICATION

Harris County Precinct 3 is soliciting bids from qualified and properly licensed vendors to provide laboratory testing and analysis of water samples from various County-owned or operated facilities. The purpose of this ITB is to establish a contract for routine and as-needed water testing services in compliance with applicable regulatory requirements. The awarded vendor shall complete laboratory testing, analysis, reporting, and related services for water samples collected from of water at on-site sewage facilities (O.S.S.F), sewer treatment plants, dog parks, and water wells for Harris County Precinct 3. Services may be required on a scheduled, routine, or emergency basis as directed by the County.

General Requirements

• The vendor shall furnish all labor, supervision, materials, equipment, facilities, transportation, and incidentals necessary to perform the services described in this ITB.

• All work shall be performed in accordance with federal, state, and local laws, ordinances, rules, and regulations.

• The vendor shall obtain and maintain all required permits, licenses, certifications necessary to perform the work.

• All testing shall be performed by a laboratory properly licensed by the State of Texas and certified by the United States Environmental Protection Agency (EPA), as applicable.

The vendor shall provide products and/or services that meet or exceed the following preferred general services:

A. ON-SITE SEWER FACILITIES (O.S.S.F.)

The vendor shall complete laboratory testing quarterly (or as needed) at nine (9) locations. Vendor shall coordinate with a Harris County Precinct 3 representative to set up a schedule to get on locations. Tests include:

• Collection fee

• Biochemical Oxygen Demand (BOD5)

• Total Suspended Solids (TSS)

B. O.S.S.F. FACILITY LOCATIONS

• Baytown Soccer Complex – 9600 N. Main St., Baytown TX 77521 (O.S.S.F. & Lift Station)

• Burroughs Park – 9738 Huffsmith Rd., Tomball, TX 77375 (O.S.S.F., Lift Station, & Septic Tank)

• Carter Park – 7221 Treaschwig Rd., Spring, TX 77373 (O.S.S.F.)

• Dennis Johnston Park – 709 Riley Fuzzel Rd., Spring, TX 77373 (O.S.S.F. & Septic Tank)

• Farm League Park – 19717 Stuebner Airline Rd., Spring, TX 77379 (O.S.S.F.)

• I.T. May Park – 2100 Wolf Rd., Huffman, TX 77336 (O.S.S.F. & Lift Station)

• Klein Park – 4531 Spring Cypress, Spring, TX 77388 (O.S.S.F. & Lift Station)

• Russ Poppe Park – 11675 Grantwood Rd., Houston, TX 77070 (O.S.S.F. & Lift Station)

• A.D. Dyess Park – 16822 Kitzman Rd., Cypress, TX 77429 (O.S.S.F. & Lift Station)

C. SEWER TREATMENT PLANTS

The vendor shall perform monthly laboratory testing at three (3) sewer treatment plant locations. Vendor shall coordinate with a Harris County Precinct 3 representative to schedule site access. Required testing shall include:

• Sample Collection fee

• Ammonia Nitrogen (NH3N)

• Biochemical Oxygen Demand (BOD5)

• Dissolved Oxygen (DO)

• Escherichia Coli (E-COLI)

• Hydrogen and hydroxyl ions (pH)

• Total Suspended Solids (TSS)

• Carbonaceous Biochemical Oxygen Demand (CBOD5)

• Turbidity

• Texas Pollutant Discharge Elimination System (TPDES) Report

D. DOG PARKS

The vendor shall perform monthly laboratory resting (or as needed) at designated dog park locations. The vendor shall coordinate with Harris County Precinct 3 representatives to establish an approved testing schedule. Test included but not limited to:

• Sample Collection fee

• E-COLI

• Enterococci

• Blue-Green Algae (Cyanobacteria)

E. DOG PARK LOCATIONS

• Deputy Goforth Park – 9402 Baker Cypress Rd., Houston, TX 77095

F. WATER WELLS

The vendor shall perform quarterly laboratory testing (or as needed) at sixteen (16) water well locations.

The vendor shall coordinate with Harris County Precinct 3 representatives to schedule site access. Test included but not limited to:

• Total Coliform

G. WATER WELLS SITE LOCATIONS

• Baytown Soccer Complex - 9500 N. Main St., Baytown, TX 77521 (1 well)

• Bayer Park - 2811 West Hardy Rd., Spring, TX 77373 (1 well)

• Burroughs North – 9738 Hufsmith Rd., Tomball, TX 77373 (2 wells North & South)

• Burroughs Lake – 9738 Hufsmith Rd., Tomball, TX 77375 (1 well)

• Carter Park – 7221 Treaschwig Rd., Spring, TX 77373 (1 well)

• Farm League Park North – 19717 Stubner Airline Rd., Spring, TX 77379 (2 well North & South)

• I.T. May Park – 2100 Wolf Rd., Huffman, TX 77336 (1 well)

• Dennis J Park – 709 Riley Fuzzel Rd., Spring, TX 77373 (2 wells)

• Mercer Park – 22306 Aldine Westfield Rd., Humble, TX 77338 (1 well)

• Meyer Park – 7700 Cypresswood Dr., Spring, TX 7737p (2 wells North & South)

• A.D. Dyess Park – 16822 Kitzman Rd., Cypress, TX 77433 (2 wells North & South)

H. VENDOR LICENSE AND CERTIFICATION REQUIREMENTS

Vendor shall possess and maintain, throughout the term of the contract, all licenses, certifications, registrations, and approvals required to perform the services described in this solicitation. The vendor shall be solely responsible for obtaining, maintaining, and complying with any and all permits, licenses, and certifications required to complete the service requirements set forth herein.

All licenses and certifications shall remain current and in good standing for the duration of the contract.

Proof of required licenses, certifications, and permits shall be provided upon request and may be required prior to contract award or commencement of services.

Failure to maintain the required licenses, certifications, or permits may be grounds for contract termination.

I. SUBCONTRACTING

The awarded vendor may subcontract portions of the services to another qualified laboratory; however, any subcontracted laboratory must meet all qualifications and requirements set forth in this Bid.

Vendor shall identify all proposed subcontractors, including the subcontractor’s name, physical location, and the specific sections of the bid to be subcontracted.

Vendor shall not subcontract the entirety of the bid. The awarded vendor shall remain fully responsible for the performance of all services, including those performed by any subcontractor.

J. AFTER AWARD

Following contract award, the awarded vendor shall coordinate with Harris County Precinct 3 to develop and finalize a proposed work plan and testing schedule. All schedules shall be subject to approval by Precinct 3.

K. TEST RESULTS & REPORTING

Upon completion of testing at each site, the vendor shall prepare and submit a written report detailing the findings. Each report shall include, at a minimum:

• Identification of the site tested

• Date(s) of sampling and testing

• All raw data collected

• Analytical results

• Applicable regulatory standards or thresholds

• An executive summary outlining the findings and any recommended corrective or follow-up actions, if applicable

Reports shall be submitted in an electronic format unless otherwise directed by Harris County Precinct 3.

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 Harris County.

LIQUIDATED DAMAGES

If the County identifies any deficiencies in the work performed under the Scope of Work, such deficiencies shall be documented in writing and provided to the vendor within five (5) calendar days following inspection.

Upon receipt of the deficiency notice, the vendor shall have ten (10) calendar days to correct the identified deficiencies to the satisfaction of the County.

No payment shall be made for any portion of the work until all deficiencies have been corrected, and the work has been inspected and approved by the County.

Time is of the essence in the performance of the requirements listed in this Bid. The County may assess liquidated damages in the amount of fifty dollars ($50.00) per calendar day for each day the project or any portion thereof remains incomplete beyond the approved completion date.

WARRANTY

Vendor warrants that all services, materials, and workmanship provided under the contract shall conform fully to the requirements of the specifications and shall be free from defects in design, materials, and workmanship.

All materials, equipment, and components furnished shall be new, of the highest quality, and suitable for their intended purpose. Any defective or non-conforming materials or workmanship shall be corrected or replaced by the vendor at no additional cost to Harris County.

Vendor shall pass through and assign to Harris County all applicable manufacturer warranties related to materials, equipment, and components provided under this Contract.

Unless otherwise specified, the 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.

PREVAILING WAGES

In accordance with Section 2258 of the Texas Government Code, contractor and any subcontractor hired by contractor for the construction of any project, shall not pay less than the rates set forth in the Schedule of Prevailing Wages attached and incorporated by reference in each Project Manual. Contractor warrants that it and its subcontractors shall comply with all requirements and worker ratios per the applicable Schedule of Prevailing Wages and Texas state law.

In addition to these wage rates, Contractors must separately comply with Harris County's Minimum Wage Policy [Link] and pay all workers on county projects at least Harris County's Contractor Minimum Wage (currently $21.65/hour). Every worker on a Harris County construction project will make at least the higher https://purchasing.harriscountytx.gov/Services/Procurement-Data-Information of the Harris County Minimum Wage or their applicable Prevailing Wage.

Contractor shall submit certified payroll of contractor and all subcontractors on a weekly basis. At County’s request, contractor shall make available and shall require its subcontractors to make available, copies of cancelled checks and check stubs for comparisons by the County or its agents.

County reserves the right for its agents to visit the project site and to interview contractor, its subcontractors and employees of each on any date or time, as often as desired during the construction period, without prior notification.

County will ascertain if proper wage rates are being paid to the employees as required by the Project Manual.

In the event of a discrepancy between the work performed and the wages paid, County will document same and notify contractor. All initial determinations of the classification of workers or the appropriate prevailing wage shall be made by the Harris County Contract Compliance Officer. Her determinations shall be binding.

If, for any length of time and as determined by the Harris County Contract Compliance Officer, discrepancies appear between the certified payrolls and the actual wage paid, County shall require check stubs to be attached to each weekly certified payroll.

Pursuant to TEX. GOV’T CODE ANN. §2258.051, the County reserves the right to withhold any monies due contractor until such discrepancy is resolved and the necessary adjustment made. Contractor shall also pay a penalty in accordance with TEX. GOV’T CODE ANN. § 2258.023(b), of Sixty and No/Dollars ($60.00) per day per person per incident that such person is underpaid. Contractor shall impose these same obligations upon its Subcontractors. Contractor understands that with monthly certified payrolls, contractor is responsible for any and all penalties that shall accrue during the month, regardless of the fact that any error could not be discovered by the Contract Compliance Officer until the following certified payroll.