SPECIFICATIONS

SCOPE

Harris County is soliciting bids for a term contract to furnish and deliver screw fasteners and related items for the term beginning approximately September 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 the bid must be submitted in writing within Bonfire. The deadline for submission of questions relating to this bid is listed on the Events Schedule within Bonfire. All questions submitted in writing prior to the deadline shall be compiled and answered in writing through Bonfire. A copy of all questions and answers shall be forwarded via fax and/or email to all firms. The County shall 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. 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 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.

ACCEPTANCE OF GOODS

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

Screw Fasteners 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.

INVOICING

Offerors shall submit all invoices to VendorInvoices@aud.hctx.net. All invoices shall include submission requirements stated in the specifications including, as applicable, completed certified payroll records and lien waivers. Payment terms are “Net 30” from date the invoice is received by the Auditor’s Office – Accounts Payable Department; therefore, payment to the Contractor may take up to one (1) month from the date the invoice is initially approved by the Harris County using department and received in Accounts Payable. Any invoice, which cannot be verified by the contract price and/or is otherwise incorrect, will be returned to the offeror for correction.

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 Dezmond Chambers immediately at Dezmond.Chambers@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.

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 mailto:VendorInvoices@aud.hctx.net mailto:Dezmond.Chambers@harriscountytx.gov 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

Vendor shall furnish, supply, and deliver Free on Board (F.O.B.) Destination, Inside Delivery, Freight Prepaid and Allowed, on an as-needed basis, new and unused screw fasteners, pins, loads, applicable bits, fastener storage bins and containers, anchors, clips, washers, nuts, bolts, fastening assemblies, and related fastening accessories and components to various Harris County departments and authorized delivery locations throughout Harris County.

All products furnished under this contract shall be new, unused, current production, and free from defects in material and workmanship. Products shall be free from corrosion, contamination, damage, deterioration, and manufacturing deficiencies. Used, repaired, rebuilt, remanufactured, counterfeit, gray-market, previously installed, or refurbished products are prohibited unless expressly approved in writing by Harris County prior to delivery.

Vendor shall ensure all products furnished under this contract comply with all applicable federal, State of Texas, and local laws, regulations, codes, and standards, including Occupational Safety and Health Administration (OSHA), Society of Automotive Engineers (SAE), American Society for Testing and Materials (ASTM), International Organization for Standardization (ISO), and applicable industry manufacturing and safety standards in effect at the time of manufacture and delivery. All products shall be properly labeled, packaged, and suitable for safe transport, storage, and operational use.

TRACEABILITY REQUIRMENTS

Vendor shall maintain and provide complete traceability documentation for all fasteners, fastening components, and related hardware supplied under this contract, including but not limited to bolts, screws, nuts, washers, anchors, clips, pins, loads, and fastening assemblies. Traceability documentation shall identify and link each applicable fastener to the original manufacturer, manufacturing location, production lot or batch number, material heat number, material composition, coating specifications, and applicable SAE and ASTM compliance standards.

Traceability documentation shall, at a minimum, identify:

• Original manufacturer;

• Manufacturing location;

• Production lot or batch number;

• Material heat number;

• Material composition;

• Applicable SAE and ASTM specifications;

• Manufacturing date, when available.

Upon request by Harris County, the vendor shall provide traceability documentation, mill certifications, test reports, certificates of conformance, or other supporting documentation within two (2) business days.

Vendor shall maintain all traceability records for a minimum period of seven (7) years following expiration or termination of the contract.

Harris County reserves the right to audit, inspect, or verify traceability documentation at any time during the contract term.

ORDER PROCESS

All quantities identified within the BidTable(s) are estimates only and are provided solely for evaluation and pricing purposes. Harris County does not guarantee minimum purchase quantities, maximum purchase quantities, or total contract expenditures under this Bid.

Vendor shall maintain sufficient inventory and product variety substantially equivalent in fit, form, function, dimensions, strength, finish, compatibility, and operational performance to products identified within the National Engineering Fasteners (NEF) catalog or approved equal. Any proposed substitute product, alternate manufacturer product, third-party replacement component, or equivalent item shall require prior written approval by Harris County before shipment or delivery.

Harris County reserves the right to:

• Increase or decrease quantities;

• Add or remove similar items or categories;

• Modify ordering requirements;

• Purchase items from other sources when deemed in the best interest of the County.

Prices awarded under this contract shall remain firm for the initial contract term unless otherwise specified in the solicitation documents.

Any request for price increases during renewal periods must:

• Be submitted in writing no less than ninety (90) calendar days prior to the renewal effective date;

• Include manufacturer documentation supporting the increase;

• Include market justification;

• Be subject to Harris County review and written approval.

Harris County reserves the right to reject any requested price increase and may terminate negotiations for renewal if pricing is determined unreasonable.

Delivery Requirements Vendor shall be capable of furnishing and delivering all requested products either as complete shipments or in phased deliveries based on schedules established by Harris County.

Delivery shall be made only to locations designated by Harris County and shall include inside delivery to warehouses, maintenance facilities, shops, storage rooms, or other County-designated delivery points. Vendor shall ensure all delivered products are properly packaged, secured, labeled, and protected from damage during transportation and unloading. Harris County reserves the right to reject shipments containing damaged, defective, improperly packaged, contaminated, incomplete, incorrect, unsafe, or nonconforming products.

Delivery requirements shall include the following:

• Routine orders shall be delivered within two (2) business days after receipt of order unless otherwise approved in writing by Harris County;

• Emergency orders shall require same-day or next-business-day response capability; and

• Vendor shall maintain designated points of contact for routine orders, emergency requests, after-hours support, weekend requests, and holiday coordination throughout the contract term.

Vendor shall immediately notify Harris County of any:

• Anticipated delay;

• Supply and Equipment Shortages

• Discontinued item(s)

• Manufacturer Allocations o Backorder items o Transportation disruptions o Labor disruption o Supply-chain issues affecting product availability or delivery schedules.

WARRANTY

Vendor shall provide a comprehensive warranty and service guarantee for all products furnished under this bid shall be free from defects in material and workmanship for a minimum period of one (1) year from the date of acceptance by Harris County unless a longer manufacturer warranty applies.

At a minimum, the vendor shall:

• Honor all manufacturer warranties;

• Serve as the primary point of contact for warranty claims;

• Coordinate replacement products;

• Administer warranty claims; and

• Implement corrective actions during the warranty period.

Failure to comply with warranty requirements may result in corrective action, withholding payment, or other remedies available to Harris County under the contract.