8-26 0116 - Specifications.pdf

SPECIFICATIONS

SCOPE

Harris County is soliciting bids to supply and deliver a Thermoplastic Applicator Machine, Trailer and related items for Harris County for a one-time purchase beginning around June 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 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 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 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 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

Thermoplastic Applicator Machine, Trailer, and Related Items for Harris County Precinct 1 https://ethics.state.tx.us/filinginfo/1295/ 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@harriscountytx.gov.

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 the resulting contract.

DELIVERY

mailto:tamara.twiner@harriscountytx.gov.

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 destination 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.

SPECIFICATION

1. GENERAL REQUIREMENTS

1.1 Scope of Work

The vendor shall furnish and deliver one (1) Thermoplastic Applicator Machine, trailer, and related items for Harris County in strict accordance with:

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

• The specifications set forth herein.

All equipment must be new, unused, and of current manufacture. Any substitution of equipment or components requires prior written approval from Harris County. Vendor is responsible for ensuring all equipment is fully operational upon delivery.

1.2 Delivery Requirements

• All deliveries shall be made within forty-five (45) calendar days of receipt of a valid purchase order, unless otherwise approved in writing by Harris County.

• Deliveries shall be FOB inside Destination, freight prepaid and included in bid pricing. The vendor is responsible for any damage occurring during shipment.

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

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

• Emergency or accelerated delivery requests must be coordinated with and approved by Harris

County in writing.

1.3 Packaging and Identification

Materials shall be packaged to prevent damage during shipment and storage, in compliance with all applicable Occupational Safety and Health Administration (OSHA) and Department of Transportation (DOT) regulations. Each shipment shall clearly identify:

• Purchase Order number

• Item description

• Quantity

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:

• Dimension and tolerance

• Compliance with 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 equipment that does not conform to the specifications;

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

• Cancel the affected portion of the order

• Reject partial shipments that fail to meet specifications.

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

3. VENDOR RESPONSIBILITIES

3.1 Operational Performance Compliance

• Vendor shall ensure all equipment meets the specifications set forth in this ITB, including material application performance, line width adjustability, heating system requirements, tank capacity, mobility, and durability.

• Vendor shall comply with all Federal, State, Local and Original Equipment Manufacturer (OEM) standards.

• Vendor shall obtain County approval prior to the use of any substitute materials or equipment components.

3.2 Equipment Setup and Installation

• Vendor shall be responsible for proper setup, assembly, and installation of all equipment, ensuring operational readiness.

• Vendor shall secure all work areas to prevent hazards to County personnel and property.

3.3 Training

• Vendor shall provide a minimum of one (1) full day of onsite training for County personnel, covering safe operation, routine maintenance, troubleshooting, and operational procedures specific to County use.

• Vendor shall provide training documentation and attendance records.

3.4 Delivery and Transportation

• Delivery within forty-five (45) days of purchase

• Vendor shall deliver all equipment within the timeframe specified in this ITB, unless otherwise approved in writing by Harris County.

• Vendor is responsible for all freight, shipping costs, and any damage to equipment or County property during transportation.

• Vendor shall comply with all applicable OSHA, DOT, and other federal, state, or local regulations during delivery.

• Partial shipments require prior written approval from Harris County.

• Vendor shall provide product specifications and cut sheets, manufacturer information, and warranty details.

3.5 County Property and Safety

• Vendor shall be fully responsible for any loss, damage, or destruction of County property during delivery, setup, operation, or training.

• Vendor shall repair or replace damaged property at no cost to the County, subject to County inspection and approval.

• Vendor shall ensure all work areas are secure and safe during delivery, setup, and training, in compliance with OSHA and other applicable safety regulations.

• Vendor shall remove all packaging, debris, and waste resulting from the delivery, installation, or training process.

EQUIPMENT SPECIFICATIONS

Walk behind, hand hand-operated liner capable of applying straight lines, skip lines, symbols, and markings. Vendor shall provide OEM certification or County-approved equivalent documentation for all equipment.

• Premelter Trailer or Equivalent – Dual 1,000 lb capacity - 20’ Overall Length, 15’ bed, with Light

Emitting Diode (LED) beacon lights

• Hydraulic Lift gate (in lieu of manual ramp)

• TXEQ-360MIIT or Equivalent Thermoplastic Applicator, - 360 lb capacity

• 4” Quick Change Die (Q DIE)

• 8” Quick Change Die (Q DIE)

• 12” Quick Change Die (Q DIE)

• LED Strobe – Amber, 6.5”

• Linedriver Hitch Kit – Model 360MII

• Linedriver HD

Vendor shall provide technical specifications, cut sheets, and manufacturer warranty documentation for each item.

Material Compatibility, Performance, Heating System, Tank/Kettle Mobility, Durability Compliance

• All materials and components must be compatible with preformed or molten thermoplastic and reflective glass bead systems.

• Adjustable line widths 4”–12” or per County specification.

• Uniform application thickness, temperature control, and bead distribution must be verified.

• Heating system may be propane, diesel, or electric; must include temperature gauges and automatic controls.

• Minimum tank capacity thirty (30) gallons, insulated with agitation system.

• Mobility and ergonomic controls must comply with OSHA and TxDOT standards.

• Heavy-duty steel frame, corrosion-resistant components, designed for continuous outdoor use.

Warranty

• Minimum one (1) year warranty covering all parts, labor, and travel. Vendor shall respond to service requests within forty-eight (48) hours for emergencies.

• Delivery shall occur within forty-five (45) calendar days of purchase, unless otherwise approved by Harris

County.

• Onsite training is required.

• Operator manuals, maintenance guides, and OEM specifications must be included.

• Vendor shall provide product specifications, cut sheets, manufacturer information, and warranty documentation.

• Vendor is responsible for cleaning and securing all work areas after delivery, installation, and training.