7-Specifications.pdf

SPECIFICATIONS

SCOPE

Harris County is seeking bids from qualified vendor(s) to provide reflective sign making sheeting and related items for the Harris County Precinct 1 for one (1) year, beginning approximately October 1, 2025, and ending twelve (12) months thereafter, or until all services ordered prior to the expiration date have been satisfactorily delivered, 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.

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 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.

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 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 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

Reflective Sign Making Sheeting and Related Items for Harris County Precinct 1 https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm 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 Jose Camacho immediately at jose.camacho@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.

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.

REQUEST FOR SAMPLES

A sample of the products bid may be required for inspection by Harris County after bids are opened, but prior to award of job. The sample(s) of the unsuccessful vendors shall be available for return after award.

However, the sample(s) of the successful vendor(s) shall be retained for comparison with the product shipped, and then available for return. Harris County will coordinate the delivery and return of sample with the vendors.

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. inside on an as needed basis, by request only, and only when person(s) authorized to make such requests on behalf of Harris County places the order. Order placement must be accompanied by the purchase order number and must be made to the Harris County, TX address stated on the purchase order at time of issue. In the event vendor fails to deliver within the time specified by the vendor in the bid mailto:jose.camacho@pur.hctx.net.

response, the Purchasing Agent reserves the right to authorize purchases of these products and/or services on the open market. In such an 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.

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.

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 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 furnish and deliver, F.O.B. inside, on an 'as needed' basis to Harris County, traffic signs, markers, and related reflective sheeting materials that must meet or exceed the Texas Department of

Transportation (TxDOT) standards for reflective sheeting used in traffic signage. The products listed shall be either from 3M or an equivalent, provided that the alternative product matches or surpasses the required specifications and performance characteristics.

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

• White 36 x 50-yard, roll/1-box – AGEP Reflective Series 7300 o Manufacturer: 3M or equivalent.

o Specification: Must meet or exceed all TxDOT reflective sheeting traffic signage standards.

• White 48 x 50-yard, roll/1-box – AGEP Reflective Series 7300 o Manufacturer: 3M or equivalent.

o Specification: Must meet or exceed all TxDOT reflective sheeting traffic signage standards.

• White 36 x 50-yard, roll/1-box – HIP Reflective Sheeting Series 3930 o Manufacturer: 3M or equivalent.

o Specification: Must meet or exceed all TxDOT reflective sheeting traffic signage standards.

• White 48 x 50-yard, roll/1-box – HIP Reflective Sheeting Series 3930 o Manufacturer: 3M or equivalent.

o Specification: Must meet or exceed all TxDOT reflective sheeting traffic signage standards.

• White 36 x 50-yard, roll/1-box – Diamond Grade DG3 Reflective Sheeting Series 4000 o Manufacturer: 3M or equivalent.

o Specification: Must meet or exceed all TxDOT reflective sheeting traffic signage standards.

• White 48 x 50-yard, roll/1-box – Diamond Grade DG3 Reflective Sheeting Series 4000 o Manufacturer: 3M or equivalent.

o Specification: Must meet or exceed all TxDOT reflective sheeting traffic signage standards.

• 36 x 50-yard, clear, punched roll/1-box – Series 1170 ElectroCut Film o Manufacturer: 3M or equivalent.

o Specification: Must meet or exceed all TxDOT reflective sheeting traffic signage standards.

• 48 x 50-yard, clear, punched roll/1-box – Series 1170 ElectroCut Film o Manufacturer: 3M or equivalent.

o Specification: Must meet or exceed all TxDOT reflective sheeting traffic signage standards.

• White 24 x 50-yard, roll/1-box – High Intensity Prismatic Sheeting Series 3930 o Manufacturer: Avery or equivalent.

o Specification: Must meet or exceed all TxDOT reflective sheeting traffic signage standards.

• White 30 x 50-yard, roll/1-box – High Intensity Prismatic Sheeting Series 3930 o Manufacturer: Avery or equivalent.

o Specification: Must meet or exceed all TxDOT reflective sheeting traffic signage standards.

• 24 x 50-yard, clear, punched roll/1-box – ElectroCut Film Series 1170 o Manufacturer: 3M or equivalent.

• 30 x 50-yard, clear, punched roll/1-box – ElectroCut Film Series 1170 o Manufacturer: 3M or equivalent.

o Specification: Must meet or exceed all TxDOT reflective sheeting traffic signage standards.

• White Vinyl 54 x 50-yard, roll/1-box – MPI3300 Gloss Prem CCK o Manufacturer: Avery or equivalent.

o Specification: Must meet or exceed all TxDOT reflective sheeting traffic signage standards.

• Gloss Vinyl Overlay 54 x 50-yard, roll/1-box – DOL3060 o Manufacturer: Avery or equivalent.

Note: Vendors offering equivalent products must provide detailed technical specifications and documentation demonstrating compliance with the required standards. Please review Attachment A: Sign

Guidelines and Applications Manual, under Supporting Documents in Bonfire, for more information. Per the Special Requirements section of this solicitation, Harris County will act as sole judge in determining equality and acceptability of products offered.

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 like 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 Precinct 1.