SPECIFICATIONS

SCOPE

Harris County is soliciting bids for a term contract to provide sign material and related items for Harris County for the term beginning on May 1, 2026, and ending one (1) year thereafter or until all services ordered prior to the expiration date have been satisfactorily delivered and accepted or performed satisfactorily 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 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.

RENEWAL OPTIONS

Harris County may consider four (4) one-year renewal options, renewable one (1) year at a time, based on the same terms and conditions but pricing will be revised for goods and services according to the attachment titled CPI-U Based Price Adjustment Calculations. Any annual CPI adjustment increase shall be capped not to exceed four percent (4.0%) or a negotiated percentage less than the established cap. Renewal is subject to approval by 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.

REQUEST FOR SAMPLES

A sample of the bid products and equipment may be requested for inspection by Harris County after bids are opened, but prior to award of contract. The sample(s) of the successful vendor will be available for return after award. However, the sample(s) of the successful vendor(s) will be retained for comparison with the products shipped, and then available for return. Harris County will coordinate the delivery and return of sample with the vendor(s).

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.

Sign Material and Related Items for Harris County https://ethics.state.tx.us/filinginfo/1295/

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.

PAYMENT CARD INDUSTRY COMPLIANCE

Harris County is a Level 3 merchant with the exception of the Harris County Toll Road Authority which is a Level 1 merchant. As a merchant accepting payment cards, the County is required to maintain compliance with the Payment Card Industry (PCI) Data Security Standard (DSS). This requirement extends to all cardholder information and systems within the County’s control, including information and systems that may be accessed or managed by County contracted vendors.

A County contracted vendor may have access to confidential information, which may include customer credit card information, that may be accessed and utilized by the vendor to perform services under the terms of this Agreement and/or other agreements between the County and said vendor. The vendor acknowledges that any such confidential information is the sole property of the County and the vendor agrees to protect and secure the information from unauthorized access, whether by the vendor’s employees or other parties.

The vendor agrees to comply with the PCI DSS in all vendor-owned systems, networks, and hosts which interface with County-owned systems. The vendor agrees that the processes it uses for developing and/or accessing systems that contain client confidential information will be PCI DSS compliant. The vendor agrees to promptly notify the County of any security breach or failure of a vendor-owned system that affects confidential information belonging to the County.

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 Tamara Twiner 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.

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

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 the resulting contract.

DELIVERY

All items must be packed 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 response, 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.

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.

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 shall include a list of potential subcontractors with their response. If subcontractors will be utilized to fulfill any requirements of this bid, then a payment bond for the full amount of the awarded contract will be required. Harris County will provide the bond documents to complete.

Should the awarded vendor use any subcontractor(s) to perform the physical services required under this contract and the total contract amount proposed exceeds $25,000, the vendor shall be required to obtain a payment bond for the total amount of the vendor’s proposal. The payment bond shall remain in effect for the entire initial term of the contract. For the purposes of this bid, a subcontractor shall include anyone performing any Work or Services under the resulting contract not directly employed by vendor.

Subcontractor includes but is not limited to, personnel provided by staffing agencies or other means, personnel in direct contractual relationship with vendor, or those being paid as 1099 personnel.

Where appropriate, it shall also mean trade vendors.

By law, any subcontractor used on any Harris County contract/job must be paid by the awarded vendor.

Any cost associated with the payment bond must be included in the costs associated with this contract. A new payment bond will be required each year the contract is renewed. Harris County will provide the appropriate bond documents to the awarded vendor to complete and submit prior to commencing any work

SPECIFICATION

1. GENERAL REQUIREMENTS

1.1 Scope of Work

The Vendor shall furnish and deliver sign materials and related items for Harris County in strict accordance with:

The Texas Manual on Uniform Traffic Control Devices (TMUTCD)

• The Harris County Standard Engineering Design Specifications and Standard Drawings;

• All applicable Federal Highway Administration (FHWA) requirements; and

• The specifications set forth herein.

All materials furnished under this ITB shall be new, unused, and of current manufacture.

1.2 Order Quantities

Order quantities may vary. Harris County does not guarantee minimum quantities, and no minimum order charges, handling fees, or minimum order quantities shall be allowed.

1.3 Delivery Requirements

• All deliveries shall be made within forty-five (45) calendar days after receipt of a valid purchase order under normal conditions.

• Deliveries shall be FOB inside Destination, freight prepaid and included in bid pricing.

• Partial shipments may be accepted only with prior written approval from Harris County.

• The Vendor shall notify Harris County in writing of any anticipated delivery delays immediately upon discovery.

1.4 Packaging and Identification

Materials shall be packaged to prevent damage during shipment and storage. Each shipment shall clearly identify:

• Purchase Order number

• Item description

• Quantity

• Manufacturer and lot/batch number (where applicable)

2. INSPECTION AND ACCEPTANCE

2.1 Inspection

All materials are subject to inspection by Harris County upon delivery and/or prior to acceptance. Inspection may include verification of:

• Material composition

• Dimensions and tolerances

• Finish and coating requirements

• Compliance with referenced specifications and standards

2.2 Acceptance

Acceptance shall occur only after inspection confirms full compliance with all specifications. Harris County reserves the right to:

• Reject any materials that do not conform to specifications;

• Require replacement of rejected materials at no additional cost; or

• Cancel the affected portion of the order.

• Rejected materials shall be removed by the vendor at the vendor’s expense within a reasonable time frame established by Harris County.

3. IN-STOCK AND OUT-OF-STOCK ITEMS

3.1 In-Stock Items

Items identified by the vendor as “in stock” at the time of bid submission shall be readily available for delivery within the required forty-five (45) day period.

3.2 Out-of-Stock or Backordered Items

• The vendor shall clearly identify any items that are not normally stocked.

• Out-of-stock or backordered items shall not relieve the Vendor of the delivery requirements unless written approval is granted by Harris County.

• Harris County reserves the right to cancel line items that cannot be delivered within the required timeframe without penalty.

4. PRICE ADJUSTMENTS AND COST INCREASES

Price escalations may be permitted by the County during the term of the approved contract, if specified in the solicitation documents. All requests for price escalation shall be in accordance with the specifications herein, shall be in writing, and shall demonstrate industry-wide or regional increases in the vendor’s costs.

Vendor shall provide document from supplying manufacturer that support the price escalation, such as manufacturer’s direct cost, etc. Increases will apply only to the product(s) affected by an increase in raw material, labor, or another like cost factor. The County reserves the right to accept or reject any/all price escalations.

Price reductions must be applied to Harris County costs as soon as applied to vendor’s costs.

Vendor(s) shall submit its all-inclusive pricing using the listed BidTable(s). Failure to submit all required information may result in the bid being considered non-responsive.

Quantities are estimated; Harris County may require more or less. In case of discrepancy between unit pricing and total pricing, unit pricing governs. Harris County may award by total, by group, by item, or as best serves the county. Pricing must be all-inclusive. Harris County will not allow for any other rates or charges.

4.1 Firm Pricing

Bid prices shall remain firm for the contract period and all renewals unless otherwise specified in the ITB.

4.2 Supply Chain or Market Changes

Requests for price increases due to changes in supply chain conditions, raw material costs, tariffs, transportation costs, or market volatility shall:

• Be submitted in writing;

• Include detailed justification and supporting documentation; and

• Be subject to review and written approval by Harris County.

Harris County is under no obligation to approve any requested price increase and may, at its sole discretion, reject the request or terminate the affected items from the contract.

5. SUBSTITUTE MATERIALS AND THIRD-PARTY ITEMS

5.1 Substitutions

Substitute materials or products will be considered only with prior written approval from Harris County. Any proposed substitute must:

• Meet or exceed all applicable specifications, standards, and performance requirements;

• Be fully compatible with existing Harris County installations; and

• Be approved before delivery.

5.2 Third-Party or “Equivalent” Products

References to specific manufacturers (e.g., 3M, Avery Dennison, Unistrut) are for quality and performance reference only. Equivalent products may be accepted provided they:

• Are demonstrated to be equal or superior in quality and performance;

• Comply with TMUTCD, FHWA, and Harris County specifications; and

• Are approved in writing by Harris County prior to shipment.

5.3 Rejection of Substitutes

Harris County reserves the right to reject any substitute or third-party product that, in its sole judgment, does not meet the intent or requirements of the specifications, even if previously approved on a conditional basis.

A. CATALOG

After award, vendor may be required to provide all using departments with a minimum of one (1) bound copy of the vendor’s catalog at no cost to the County. Larger using department may require additional copies as needed, at no cost to the County. Catalogs shall include current product descriptions, specifications, and ordering information applicable to items awarded under this contract.

B. 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 Harris County.

The Vendor shall maintain the following for order processing and customer service support throughout the term of the contract:

• A toll-free telephone number, staffed by a live operator during normal business hours;

• An internet-based ordering or communication method, including email.

The vendor shall ensure timely response to inquiries, order status requests, and issue resolution from Harris County departments.

C. RETURN POLICIES

1. Damaged Shipments

Products delivered to Harris County in a damaged condition shall be the sole responsibility of the Vendor. The Vendor shall:

• Resolve all claims directly with the freight carrier; and

• Replace damaged materials at no cost to Harris County, including all shipping and handling costs.

2. Non-Conforming Items

If non-conforming items are delivered, including but not limited to defective items, unauthorized substitutions, or incorrect products, the Vendor shall:

• Arrange for return of the items from the originating Harris County department location;

• Provide corrective action, including replacement with conforming items; and

• Bear all costs associated with return, replacement, and re-delivery at no additional cost to Harris

County.

3. Return of Unused or Undamaged Items Return of unused or undamaged items shall be permitted without restocking fees, handling charges, or penalties to Harris County.

D. ACCOUNT MANAGER

The vendor shall provide the County with an account manager (name, location, phone number and email address). The vendor shall also provide Harris County with a toll-free number for after-hours emergencies.

Account manager shall provide a bi-annual and annual usage report, as requested by Harris County. The customer service department shall have a toll-free number and available Monday through Friday, 7:30 a.m.

– 5:00 p.m. CST. The vendor shall have a complete and functional office. The vendor's office shall be staffed during normal business hours, 7:30 a.m. to 5:00 p.m., CST Monday through Friday, excluding Harris County recognized holidays.

E. 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.

F. PRODUCT SPECIFICATIONS

1. Round signposts and Poz loc hardware: The post will be pre-punched, yellow, galvanized, high visibility:

• Material: Welded steel tubing conforming to American Society for Testing and Materials (ASTM) designation A513, manufactured from hot dipped galvanized steel sheeting, conforming to ASTM designation A525, or the tube may be hot dipped galvanized to obtain a zinc weight of 1.25 ounces per square foot of sheet.

• Size: Nominal size of 2”, with an Outside Diameter (O.D.) of 2 3/8”.

• Length: 11’.

• Holes: Pre-punched in standard thirteen (13) hole configuration or, if required, in twelve (12) hole or fifteen (15) – hole configuration.

• Wall Thickness: 0.080”.

• Color: High visibility traffic yellow.

• Finish: Yellow coating shall be applied over the galvanized post to an average minimum dry mil thickness of 2.0. Coating shall achieve the following properties:

o Damage resistance: American Society for Testing and Materials (ASTM) designation D522, 1/8” mandrel, with no cracking.

o Corrosion resistance: ASTM designation B117, 500 hours salt spray with 1/8’ creepage.

o Humidity cabinet: ASTM designation D1735, 500 hours with no blisters.

o Color retainage shall be with a minimum of chalking. There shall be no effect on the coating from gasoline, motor oil, alcohol, or thirty percent (30%) solutions of sodium hydroxide, hydrochloric acid, nitric acid or sulfuric acid.

2. Square signposts and hardware: The post will be square tubular steel with round holes running the length of each side, galvanized, clean finish and free of burrs for mounting and securing traffic signs (ref: Unistrut or equivalent):

• Material: Hot rolled carbon steel meeting or exceeding ASTM designation A570, Grade fifty (50), minimum strength after cold rolled approximately 50,000 psi.

• Size: Approximately 1 ¾” X 1 ¾”.

• Length: Twelve (12’) pole lengths.

• Holes: At least 7/16”, twelve (12) holes per foot, running length of each side. Holes must be centered, aligned, and opposite each other both directly and diagonally from each other.

• Wall Thickness: fourteen (14) gauge.

• Color: Powder coated baked enamel yellow or brown.

• Finish: Hot-dipped galvanized steel meeting or exceeding ASTM A653, G90, structural quality, grade fifty (50), classes one (1). Both interior and exterior of each post should be galvanized.

• Harris County Office of the County Engineer Standard Engineering Design Specification, Item

644 – Road Sign Support (Office of the County Engineer > Services > Consultants’ Resources and Specifications > Standards & Specification > Standard Engineering Design Specifications).

3. Sign faces, reflective, pressure sensitive shall meet Federal Highway Administration (FHWA) guide and Harris County Office of the County Engineer Standard Engineering Design Specifications, Item 636 & Item 860 for retroreflective sheeting: (Office of the County Engineer > Services > Consultants’ Resources and Specifications > Standards & Specification > Standard Engineering Design Specifications) high intensity (H.I.) grade type IV. or diamond grade (D.G.) type VIII, type IX or type XI.

https://oce.harriscountytx.gov/Services/Consultants-Resources-and-Specifications/Standards-Specification/Standard-Engineering-Design-Specifications https://oce.harriscountytx.gov/Services/Consultants-Resources-and-Specifications/Standards-Specification/Standard-Engineering-Design-Specifications https://oce.harriscountytx.gov/Services/Consultants-Resources-and-Specifications/Standards-Specification/Standard-Engineering-Design-Specifications https://oce.harriscountytx.gov/Services/Consultants-Resources-and-Specifications/Standards-Specification/Standard-Engineering-Design-Specifications https://oce.harriscountytx.gov/Services/Consultants-Resources-and-Specifications/Standards-Specification/Standard-Engineering-Design-Specifications sheeting (Ref: 3M or equivalent).

4. Sign blanks, aluminum: flat with T5052 hardness, .080” thickness as per current Texas Department of Transportation (TXDOT) specifications or extruded with 6063-T6 anodized aluminum and according to Harris County Office of the County Engineer Standard Engineering Design Specifications, Item 636.

(Office of the County Engineer > Services > Consultants’ Resources and Specifications > Standards & Specification > Standard Engineering Design Specifications).

5. Reflective sheeting and vinyl shall meet the FHWA guide and Harris County Office of the County Engineer Standard Engineering Design Specifications, Item 636 & Item 860 for retroreflective sheeting: (Office of the County Engineer > Services > Consultants’ Resources and Specifications > Standards & Specification > Standard Engineering Design Specifications) heat activated or pressure sensitive adhesive, wide angle, prismatic seal pattern and datum orientation marks visible from the face.

Some sheeting for use with Gerber electronic cutting machine (Ref: 3M or equivalent).

6. Additional Items: Retroreflectorized Pavement Markings, Prefabricated Pavement Markings, Raised Pavement Markings, Work Zone Pavement Markings, Delineators and Object Markers shall meet Harris County Office of the County Engineer Standard Engineering Design Specifications, Items 658, Item 662, Item 666, Item 668, Item 672, and Item 861. (Office of the County Engineer > Services > Consultants’ Resources and Specifications > Standards & Specification > Standard Engineering Design Specifications)

7. Traffic Paint shall be Chlorinated Rubber – LEAD FREE

8. Glass Reflective Spheres shall Aluminum Coated Type 2 (ASSHTO TY II) Coating and comply with Harris County Office of the County Engineer Standard Engineering Design Specifications, Item 862.

(Office of the County Engineer > Services > Consultants’ Resources and Specifications > Standards & Specification > Standard Engineering Design Specifications).

9. All inks have to be compatible with Avery Dennison TrafficJet Printer.

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.

https://oce.harriscountytx.gov/Services/Consultants-Resources-and-Specifications/Standards-Specification/Standard-Engineering-Design-Specifications https://oce.harriscountytx.gov/Services/Consultants-Resources-and-Specifications/Standards-Specification/Standard-Engineering-Design-Specifications https://oce.harriscountytx.gov/Services/Consultants-Resources-and-Specifications/Standards-Specification/Standard-Engineering-Design-Specifications https://oce.harriscountytx.gov/Services/Consultants-Resources-and-Specifications/Standards-Specification/Standard-Engineering-Design-Specifications https://oce.harriscountytx.gov/Services/Consultants-Resources-and-Specifications/Standards-Specification/Standard-Engineering-Design-Specifications https://oce.harriscountytx.gov/Services/Consultants-Resources-and-Specifications/Standards-Specification/Standard-Engineering-Design-Specifications https://oce.harriscountytx.gov/Services/Consultants-Resources-and-Specifications/Standards-Specification/Standard-Engineering-Design-Specifications https://oce.harriscountytx.gov/Services/Consultants-Resources-and-Specifications/Standards-Specification/Standard-Engineering-Design-Specifications