SPECIFICATIONS

Inspection, Maintenance, Repair and Related Items for Lift Stations for the Harris County Toll Road Authority

SCOPE

Harris County is soliciting bids from qualified vendors to provide inspection, maintenance, repair, and related items for lift stations for the Harris County Toll Road Authority (HCTRA). The term shall begin on or about October 6, 2026 and ending one (1) year thereafter or until all services ordered prior to the expiration date have been satisfactorily delivered and accepted or satisfactorily performed 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 online within Bonfire at https://harriscountytx.bonfirehub.com. 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 will be compiled and answered in writing. A copy of all questions and answers will be released as a Public Notice to all firms through Bonfire. 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 on the same terms, conditions and pricing as the original year. 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://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.

https://harriscountytx.bonfirehub.com/ https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

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(s).

In the event it becomes necessary to add or delete departments, locations or government entities receiving this service, the following parameters shall apply:

• Harris County Purchasing will notify the awarded vendor in writing and establish an effective date at which a department/location/entity will begin or cease to receive service.

• Harris County Purchasing will amend the contract by defining the nature of revisions, including but not limited to, locations and the starting/ending date of service, etc. on a Change in Contract form, which the awarded vendor must sign.

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.

INVOICING

Vendor shall furnish Harris County an itemized invoice for services performed. Vendor shall furnish upon request any supporting documentation for invoices including but not limited to service tickets, invoices/receipts of materials used for repairs and subcontractor invoices. Invoices shall state that these specifications have been strictly adhered to, and that the vendor has not received, and will not receive, any money or other type of compensation from any party for the services for which Harris County is paying. All payment requests will be accompanied by applicable: Repair Forms, timesheets with itemized work time with the labor charges for each Predictive/Emergency Maintenance call, Preventative Maintenance Inspection Forms, weekly/monthly reports, and backup tabulations.. Vendor shall provide a breakdown of charges in an agreed upon format, on the invoice.

No charges may be billed to Harris County unless such costs are explicitly included in the agreement. Invoices will be sent to:

Harris County Accounts Payable 1001 Preston Suite 800 Houston, Texas 77002 Or emailed to: VENDORINVOICES@HCTX.NET

The exact format for invoices and other attachments will be agreed upon between the vendor and HCTRA

PAYMENT CARD INDUSTRY COMPLIANCE

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 mailto:VENDORINVOICES@HCTX.NET 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, 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 Patrick Acosta immediately at Patrick.acosta@harriscountytx.gov.

ALTERATION OF DOCUMENT

No alterations may be made to this document. Any alterations made may result in the bid being rejected. The terms and conditions contained within this document supersede all conflicting terms within any cooperative 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.

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.

Vendor and subcontractors will have a minimum of three (3) years of experience in services described in this bid.

The vendor shall invoice HCTRA at cost plus five percent (5%) to cover for any additional work required to be performed at HCTRA’s request by a subcontractor, which is not specified within the contract task description(s).

mailto:Patrick.acosta@harriscountytx.gov

When subcontracting extra work and not deemed an emergency, the vendor shall acquire three (3) bids before awarding the work. Approvals are case-specific unless stated otherwise by HCTRA

BACKGROUND CHECK

In accordance with HCTRA employment policies for new hires, including temporaries and vendor employees/vendors, the following requirements must be met at vendor’s expense:

1. Background check including, but not limited to, verification of previous employment;

2. Verification of licensure and/or certification;

3. Criminal activity background check;

4. Pre-employment drug screen with confirmatory testing in the event of a positive screen;

5. The awarded vendor/contractor must retain the above information and provide for review by Harris County upon request.

Harris County may also conduct its own criminal activity background checks of vendor employees/contractors at the County’s own expense. Upon request, vendor will obtain the consent of its employees/contractors authorizing Harris County or an authorized vendor to conduct such criminal activity background checks.

Employees/contractors who do not consent shall not perform services under this contract.

BACKGROUND

HCTRA improves mobility in the Greater Houston Metropolitan area through excellence in the operation of urban toll highway systems, while upholding a commitment to leadership, public service, and quality of life.

HCTRA is an Enterprise Fund of Harris County and relies on charges from users of the toll road system to fund operations, debt service, and future projects. Led by its Executive Director, Roberto Trevino, HCTRA operates through multiple divisions that include: Administration, Capital Planning, Capital Projects & Infrastructure, Tolling Operations, Public Safety & Operations, and Finance.

The HCTRA Toll Road System consists of approximately 132 miles of roadway to include the Hardy Toll Road, Sam Houston Tollway, Westpark Tollway, Fort Bend Parkway, Tomball Tollway and the Katy Managed Lanes

SPECIAL REQUIREMENTS

Vendor may offer for sale additional items related to the scope of goods and/or services described within the Specification section and/or listed in the Pricing/Delivery Information section of this solicitation by identifying other items and/or brands not identified by Harris County in this solicitation. 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 effect of the related items cannot be extended and totaled in determining the lowest bidder since and 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(s) (bid pricing sheets) must be all-inclusive. “All-inclusive" shall be construed as costs incorporating all charges for labor, material, equipment, and any other cost incurred. No separate line-item rates or charges will be accepted. Quantities are estimated. Harris County may require more or less. In case of discrepancy between unit and extended pricing, unit pricing governs. Harris County reserves the right to award by group, overall, or otherwise, as best serves the county’s interest.

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.

To insure an uninterrupted source of requirements, Harris County reserves the right to award multiple contracts.

Each item may be awarded to a “Primary” and a “Secondary” vendor with the intention of initially requesting from the “Primary” vendor and only from the “Secondary” vendor as necessary 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 provide all labor, supervision, equipment, tools, services, and incidental materials necessary to perform scheduled inspection, maintenance, and minor repairs of lift stations at various system-wide locations.

Refer to the attachment, Lift Station Locations and Pump Information, in Bonfire under Public Files for equipment, details, features, and requirements. This attachment identifies each site and includes the number, type, and capacity of pumps installed at each location.

The County reserves the right to add or remove sites during the contract term as operational needs require.

Services shall be performed in accordance with these specifications and as directed by the designated HCTRA Representative.

The work shall include all activities required to ensure that each lift station is maintained in safe, clean, and fully operational condition at all times. All work shall be performed in accordance with applicable Occupational Safety and Health Administration (OSHA), Environmental Protection Agency (EPA), state, and local regulations.

Repairs will be done to correct deficiencies that exceed incidentals such as floats, power cables, switches, hoses, fly chains, pumps, etc.

I. GENERAL REQUIREMENTS

The Harris County Toll Road Authority (HCTRA) is seeking qualified vendors to perform comprehensive lift station operation and maintenance services to ensure reliable performance and regulatory compliance.

The vendor shall meet or exceed the following general requirements:

A. Experience

Vendor shall be a company engaged in the business of providing labor, equipment, tools, and parts to perform preventative, predictive, and emergency maintenance, inspection, testing, upgrades, repair, of lift stations, associated equipment and related items for a minimum of three (3) years within the past six (6) years.

Vendor shall provide documentation sufficient to demonstrate qualifications and experience, which shall include, at a minimum:

• A description of relevant projects completed within the required timeframe

• Names of clients or agencies for whom similar services were performed

• Contact information (including names, addresses, and telephone numbers) for client references

• Description of Vendor’s role and responsibilities in each referenced project

Supplemental materials such as photographs, project summaries, or performance documentation may be included; however, they shall not substitute for verifiable reference information.

The County reserves the right to contact references and verify all submitted experience information as part of the evaluation process.

B. Resources Vendor shall employ and maintain a qualified team with sufficient staffing levels to perform work at multiple locations simultaneously. The vendor must have key personnel available with a combined workforce adequate to meet the response time requirements outlined herein. Additionally, the vendor shall be capable of mobilizing a minimum of two (2) crews—each equipped with key personnel, tools, and materials—to commence immediate repairs in accordance with the three (3) levels of response times specified in the sections below, upon notification by HCTRA.

Vendor shall provide a continuous on-site work force in accordance with HCTRA approved work schedule until completion of repairs for each job and for schedule maintenance and inspection.

The vendor shall provide immediate remote communication devices, such as cellular phones, to all applicable personnel and designate a primary point of contact for the duration of the contract. This primary contact shall be reachable during regular business hours either at the vendor’s office or via cellular phone.

For off-shift hours, the vendor shall provide an after-hours point of contact reachable Monday through Friday during regular working hours, via a single telephone number.

The vendor is responsible for providing all necessary training to key personnel to maintain and upgrade skills and certifications related to the latest technology, at no additional cost to HCTRA.

C. Order Process

Any services provided under this bid must be coordinated with the HCTRA designated representative.

Services rendered without notification, coordination and written approval from the HCTRA designated representative will result in non-payment. A HCTRA representative must be present at the inspection location in order to sign off on inspection forms. Vendor shall check in with the HCTRA designated representative prior to the start of the inspection and receive approval signature once the work is complete.

II. APPLICABLE LAWS AND STANDARDS

All work shall be performed to the most recent industry standards and specifications included and stated herein, but not limited to, throughout the contract duration and any updates throughout the life of the contract. The vendor shall perform work that produces end results in accordance with HCTRA’s specifications, Harris

County Office of County Engineer Specifications and Standards, Harris County Public Infrastructure Department Specifications and Standards, Texas Department of Transportation’s (TXDOT) Standard Specifications for Construction of Highways and Bridges, latest edition, Texas Manual on Uniform Traffic Control Devices (TMUTCD), National Electric Code (NEC), National Electric Safety Code (NESC), Institute of Electrical and Electronics Engineers (IEEE), local utility requirements, all Texas and Federal standards, and applicable industry codes in effect at the time of the performance of the specific work and consistent with the manufacturer’s installation, repair, and maintenance practices.

The vendor shall provide all equipment, parts and materials and perform work that produces end results in accordance with HCTRA’s specifications, local utility requirements, and applicable industry codes in effect at the time of the performance of the specific work and consistent with the manufacture’s repair and maintenance practices.

A. Safety

All safety materials and or devices necessary to perform the work in a safe and orderly manner shall be furnished by the vendor. Safety equipment for vendor personnel shall include, but is not limited to, reflective vests, hardhats, protective gear including safety glasses and ear plugs, and safety lighting for all vehicles.

Vendor shall maintain project site(s) in a clean and orderly fashion and remove all trash, debris, containers and etc. from the project site(s) upon completion of work each day and dispose of materials in accordance with Federal and State regulations at no additional cost to HCTRA. Harris County is not responsible for vendor errors and omissions.

B. Permits and Licenses

HCTRA reserves the right to direct the vendor to acquire any and all permits required to perform services related to this bid from, but not limited to, TxDOT, City of Houston, Harris County, Fort Bend County, Montgomery County and any Railroad Companies, as applicable throughout the term of the contract at no additional cost to HCTRA

The Vendor shall be fully licensed and qualified to perform the services specified under this contract in accordance with all applicable federal, state, and local laws and regulations. The Vendor shall obtain and maintain, at its own expense, all permits, certifications, and approvals necessary to perform inspection, maintenance, and repair of wastewater lift stations. All required licenses and permits shall be current and valid for the duration of the contract. Obtaining such licenses or permits shall be considered incidental to the work and shall be performed at no additional cost to HCTRA.

Training and Safety Compliance The Vendor shall ensure that all personnel engaged in work under this contract have received required Occupational Safety and Health Administration (OSHA) training appropriate to their assigned duties, including but not limited to:

• Confined Space Entry

• Cardiopulmonary Resuscitation (CPR)

• First Aid

• Emergency Response Procedures

If any personnel do not possess such training at the time of award, the Vendor shall obtain all required certifications within thirty (30) calendar days of contract award. Documentation of completed training and certifications shall be provided to the designated HCTRA Representative prior to the start of work and updated as personnel changes occur throughout the contract term.

C. Account Manager Vendor shall designate a dedicated local account manager (name, location, local phone number and email address) responsible for all aspects of contract administration, coordination, performance oversight, and communication with Harris County. The Account Manager shall serve as the primary point of contact for all County inquiries, service requests, reporting requirements, and operational coordination. This point of contact shall be available during regular working hours (Monday through Friday, 7:30 a.m. to 5:00 p.m.

CST, excluding County holidays) at the vendor’s location, or via cellular telephone. The vendor shall respond to all inquiries within one (1) business day.

The vendor shall ensure that all applicable personnel involved in contract performance are equipped with reliable communication devices sufficient to maintain continuous contact with the County, including mobile or cellular telephone capability.

The vendor shall notify the County in writing of any change in Account Manager and shall provide a qualified replacement subject to County approval within five (5) business days.

After-Hours and Emergency Contact Requirements:

Response capability shall be maintained at all times, including nights, weekends, and holidays. Vendor shall provide a dedicated emergency contact that may be contacted after hours, including nights, weekends and holidays.

• A single dedicated emergency telephone number shall be provided to the County

• The emergency contact shall be staffed by a live representative or on-call escalation system capable of immediate response

• The vendor shall ensure escalation to qualified personnel for urgent or emergency service requests

Office, Operational Support and Customer Service Requirements The vendor shall maintain a fully operational customer service function and maintain a fully functional office presence within the Greater Houston Area sufficient to support contract performance and responsiveness.

• The office shall be staffed during normal business hours, Monday through Friday, 7:30 a.m. to 5:00 p.m. CST, excluding Harris County recognized holidays.

• Customer service shall be accessible via a local or toll-free telephone number

• Customer service representatives shall be able to respond to routine inquiries, order status, and service coordination requests

• Staffing shall be adequate to support order processing, logistics coordination, and County communication needs

• The County reserves the right to verify operational capability at any time during the contract term

D. Reporting The vendor shall submit reports as requested by HCTRA. Reports and format standards will be approved by HCTRA and shall be submitted as directed by HCTRA designated representative. HCTRA reserves the right to audit all records related to this contract. The reports shall include, but not be limited to, the following:

1. Daily Status Report: The vendor shall provide a daily work report in accordance with requirements established between the vendor and HCTRA.

• Date when work was performed

• Locations or limits of work completed

• Itemized list of charged parts used during that day’s activities, including quantities,

• Problems requiring HCTRA approval to repair, and

• Location of next day maintenance activities.

2. Repair Forms:

Summarized by date, location, type of repair or replacement, time spent by the vendor’s technician(s) to complete the assignment, and other information as required by HCTRA.

3. Usage Reporting Requirements

Harris County reserves the right to request and receive at least one (1) usage report during the contract period. The Contractor shall furnish the requested report within five (5) working days of receiving written notice from Harris County.

Each usage report shall detail all services provided to date under the contract and shall include, at a minimum, the following information:

• Harris County department receiving the service

• Description of each service provided, including service type

• Quantity of each service performed

• Unit price and extended price of each service; and

• Total quantity and value of all services rendered to date.

For purposes of this section, “working days” exclude weekends and Harris County holidays (refer to Harris County Holidays for the current schedule).

All usage reports shall be computer-generated and formatted in Microsoft Excel (latest edition) or another format approved in writing by Harris County. Reports shall be provided electronically as directed by Harris County.

4. The vendor shall be required to retain electronic copies of all reports for a minimum of three (3) years after contract completion (or as otherwise required by HCTRA policy) for auditing purposes.

III. TECHNICAL REQUIREMENTS

Time is of the essence in performance of the work specified herein. All limitations of time set forth herein are material and are essential terms of the project. The vendor shall perform inspection, maintenance, repair, and any and all other activities necessary to maintain HCTRA’s lift station systems.

Maintenance Services shall include, but are not limited to, the following:

A. Lift Station Checks and Alarm Response

• Conduct regular lift station operational checks as scheduled or directed by HCTRA.

• Respond promptly to typical alarms and notifications, including pump failure, high-level alarms, power interruptions, and control malfunctions.

• Perform on-site troubleshooting and corrective actions as appropriate to restore normal operation.

• Document all alarm responses, corrective actions taken, and final operating conditions in the maintenance log.

B. Basic Maintenance

• Perform routine inspections and incidental minor maintenance tasks that do not require specialized trades or manufacturer-specific service personnel.

https://www.harriscountytx.gov/holidays.aspx

• Typical tasks include cleaning of wet wells, adjusting floats, tightening or replacing minor fittings, and verifying alarm and control functions.

• Ensure all lift station components are maintained in safe and fully functional condition.

• Record and report all maintenance actions and observations to the designated HCTRA Representative.

C. Preventive and Corrective Maintenance Tracking

• Establish and maintain a comprehensive preventive maintenance schedule for all lift stations covered under this contract.

• Track all corrective maintenance actions performed, including details of work completed, materials used, and repair authorizations.

• Provide HCTRA with updated maintenance records in an approved electronic format within five (5) business days following each service visit.

• Maintain a cumulative maintenance history log for each lift station for the duration of the contract.

D. Coordination of Third-Party Repairs and Enhancements

• Coordinate, monitor, and inspect work performed by third-party vendors or contractors engaged by

HCTRA for specialized repairs, upgrades, or enhancements.

• Ensure third-party work is completed in accordance with HCTRA specifications, applicable codes, and manufacturer recommendations.

• Provide written verification of work quality and operational testing results to the HCTRA

Representative upon completion.

• Report any discrepancies, deficiencies, or safety concerns observed during coordination or inspection activities.

IV. INSPECTION AND MAINTENANCE

The vendor shall coordinate with the HCTRA designated representative or HCTRA’s Maintenance Engineer as required to perform maintenance, and any and all other activities necessary to maintain the lift stations.

Refer to the Lift Station Maintenance Plan attachment for the inspection schedule, safety, and record keeping standards.

At the start of the contract, the vendor(s) shall submit to HCTRA for review and approval a proposed inspection and preventative maintenance schedule, detailing all monthly, quarterly, and annual activities.

• Any revisions to the approved schedule shall be communicated to HCTRA in writing at least twenty-four

(24) hours in advance.

• The Vendor shall perform and complete all inspection and preventative maintenance activities for each lift station during the month specified on the approved schedule.

All monthly, quarterly and annual inspection and preventative maintenance services listed below and on the sample inspection check lists uploaded to Bonfire under Supporting Documentation, must be completed to invoice HCTRA for that line item. The supporting documentation including, the confined space report, preventative maintenance inspection report/check list must be submitted with all monthly, quarterly and annual invoices.

The vendor shall perform inspection, and any and all other activities necessary to maintain the lift stations.

A. Quarterly Preventative Maintenance

Vendor shall perform quarterly preventative and remedial maintenance on lift stations and associated equipment and/or as directed by the HCTRA designated representative or HCTRA Maintenance Engineer.

• The Contractor shall notify HCTRA at least one (1) hour prior to arrival for scheduled inspections.

• All work shall comply with applicable safety standards and manufacturer recommendations.

B. Annual Preventative Maintenance

Vendor shall perform annual preventative and remedial maintenance on lift station pumps according to manufacturer requirements and/or as directed by the HCTRA designated representative or HCTRA Maintenance Engineer. See the Lift Station Pumps Preventative Maintenance Procedures attachment located in supporting document section in Bonfire standards. The Lift Station Pumps Preventative Maintenance Procedures attachment is for vendor’s information only and it will be the vendor’s responsibility to obtain and follow the manufacturer’s maintenance procedures for all pumps.

In addition, the vendor shall provide a daily status report to HCTRA, or as directed by HCTRA. The daily status report shall include the following:

• Date when work was performed

• Locations or limits of work completed

• Itemized list of charged parts used during that day activities, including quantities o Problems requiring HCTRA approval to repair; and o Location of next day preventative maintenance activities.

C. Inspection

Vendor shall operate, inspect, and test lift stations for proper functionality of all mechanical components.

Vendor shall troubleshoot any problems that occur and make adjustments as needed in accordance with each manufacturer’s specifications to insure peak performance. The mechanical components to be inspected, tested, and corrected include, but are not limited to:

• Mechanical seal

• Grinder/shredding ring

• Suction pipes

• Valves, vacuum pumps

• Vacuum hoses

• Wet well condition

• Heater/overloads, float switches

• Grease accumulation and buildup

• Corrosion or deterioration

• Slide-rail assembly

• Wiring and associated terminations

Vendor shall operate, inspect, and test lift stations for proper functionality of all electrical components.

The electrical components to be inspected, tested, and corrected include, but are not limited to:

• Wiring terminals

• Control functions

• Pump alternations

• Run time meters

• Priming electrode

• Selector switches

• Seal leak alarm

• Ohm motor leads

• Junction box

• Priming electrode sensitivity

• Pump run amperage

• Circuit breakers

• Control transformer

• Pump wiring connections.

V. RESPONSE TIMES

The vendor shall respond to all HCTRA requests to provide inspection, preventative maintenance, repairs and related activities in accordance to the level of response that is associated with each request. All requests shall be classified by HCTRA according to the level of response that is required at the time a call is assigned to the vendor and the vendor shall be able to respond twenty-four (24) hours per day, Monday through Friday. The level of response classification associated with a given request may be revised at any time at the discretion of HCTRA. The following three (3) levels of response times:

• Priority I – requires a response and arrival on-site within two (2) hours from the initial notification and a solution within eight (8) hours

• Priority II - requires a response and arrival on-site within four (4) hours from the initial notification and a solution within twenty-four (24) hours

• Priority III - requires a response and arrival on-site within twenty-four (24) hours from the initial notification and a solution within one (1) week.

The priority of each request shall be determined by HCTRA and the vendor shall be able to respond twenty-four (24) hours per day, seven (7) days per week, including holidays. Amount of billable technical labor hours for repairs shall be as per the flat rate schedule the vendor bids on the Pricing/Delivery Information sheet, and invoiced accordingly. Technician labor required for repairs during a scheduled inspection shall be billed at Priority III.

The vendor’s failure to respond and provide a solution/repair within the designated time frames associated with the level of response assigned to a given call shall result in the accrual of liquidated damages at Seven Hundred and Fifty ($750) US Dollars per day for each request until a solution/repair is provided. HCTRA will notify the vendor of its intent to assess an amount for each day of delay as liquidated damages and not as a penalty.

Upon receipt of such notification, the vendor shall have fifteen (15) days to investigate the incident and present its findings to HCTRA. HCTRA shall review the vendor’s findings and if HCTRA decides that the alleged delay was solely the responsibility of and within the sole control of the vendor, the vendor shall credit the liquidated damages amount on subsequent invoices. If payments due to the vendor are less than the amount of liquidated damages assessed, the excess shall be paid to Harris County by the vendor. The vendor’s repeated failures to respond accordingly as stated herein can be grounds for termination of contract.

VI. SPARE PARTS

The vendor is not required to maintain a complete inventory of all parts and materials. However, the Contractor must maintain sufficient stock or have access to essential components and equipment to ensure prompt response and uninterrupted operation of all lift stations This includes, but is not limited to:

• Essential mechanical and electrical components

• Replacement parts for pumps and associated equipment

• Rental pumps or other temporary equipment necessary to maintain lift station functionality

VII. PARTS (PER MANUFACTURER)

Vendor shall provide all repair parts as needed. For bidding purposes, the “Estimated Annual Expenditure” column on the Discount to MSLP (BT-03RU) BidTable(s) within Bonfire represents Harris County’s historical dollar amount of purchases of parts with the manufacturer for one (1) year. All charges related to parts shall be based on dealer’s cost plus a percentage to the then-current manufacturer’s price schedule and each vendor shall indicate under the “Cost Plus Percentage” of the Parts Pricing BidTable(s) within Bonfire, a percentage for the price schedule listed.

For example, if $10,000 is the “Estimated Annual Expenditure” (annual dollar expenditure by Harris County) and a 10% premium applies, the percentage entered would be 110% and the “Total Cost” would be $11,000. The invoice should include the applicable manufacturer’s price, the appropriate discount or premium, extended pricing.

In addition, the vendor shall provide a copy of the then-current price list from the manufacturer at time of billing, or upon request by Harris County.

VIII. UNSATISFACTORY PERFORMANCE

HCTRA may consider unsatisfactory performance as grounds for termination of the contract resulting from this bid. Additionally, unsatisfactory performance may negatively impact the vendor’s eligibility for future contract awards of a similar nature. Examples of unsatisfactory performance include, but are not limited to:

• More than one (1) service “call back” to correct the same problem within thirty (30) consecutive days

• Continued failure to respond and provide a solution/repair within the designated time frames associated with the level of response assigned to a given call

• Continued failure to submit the required Maintenance Forms, Daily Work Reports, Repair Forms, Operational Status Reports, Cost Estimates, Schedules, and etc.;

• More than one (1) instance within one (1) year the vendor personnel assigned to an authorized service call not having the required licenses and certifications necessary to diagnose the problem and perform the repair.;

• More than four (4) instances within one (1) year the vendor fails to meet the performance goals. and

• More than two (2) instances within one (1) year the vendor exceeds the level of response and repair time.

IX. WARRANTY

All product(s) and/or service(s) provided by the vendor under the terms of this solicitation shall be warranted to be free from defects in material, workmanship, and free from such defects in design for a period of one (1) year and shall cover 100% parts and labor. The warranty period shall commence upon the later of acceptance of the product and/or service or payment of the applicable invoice(s). Vendor further warrants that any services or other work performed by vendor or any subcontractor in connection with this bid shall be performed using commercially reasonable skill and care and be of a professional quality consistent with generally accepted industry standards and practices. Vendor warrants that all products and/or services furnished under this bid shall conform in all respects to the terms of this bid, including any drawings, specifications, and/or standards incorporated herein, including, without limitation, those detailed in the procurement solicitation and purchase order. All services shall be performed by qualified personnel in accordance with the highest professional standards.

• Vendor shall respond to warranty service calls within one (1) business day and shall begin corrective action within three (3) business days.

• If equipment is inoperable and repair exceeds five (5) business days, Vendor shall provide temporary replacement equipment at no cost.

• Warranty shall include parts, labor, travel, diagnostic costs, and freight.

• Vendor shall maintain a local or regional authorized service provider capable of performing warranty repairs.

In addition, vendor warrants that product and/or services are suitable for and will perform in accordance with the purposes for which they are intended. Vendor shall assume all liabilities incurred within the scope of consequential damages and incidental expenses, as set forth in the vendor or manufacturer’s warranty, which result from either delivery or use of product, which does not meet the specifications within this procurement solicitation, or purchase order.

All items installed under the bid having a manufacturer’s guarantee shall be installed by or under the direction of the manufacturer and its certified agency when so required, to conform to the manufacturer’s guarantee.

All such manufacturer’s guarantees, and warranties shall be forward to the Harris County designated representative prior to leaving the job site.

If the manufacturer’s standard warranty period exceeds one (1) year, then the standard warranty period shall be in effect. Vendor shall be ultimately responsible for the warranty.

Vendor hereby transfers to Harris County, to the extent transferable, whatever warranties and indemnities vendor receives from the manufacturer, producer, or other provider of any third-party products or services, including any transferable warranties and indemnities respecting infringement. Vendor agrees to take commercially reasonable action to assist Harris County in pursuing any available remedies under or otherwise enforcing any such warranties and indemnities.

• Vendor shall obtain and submit a written warranty for replacement of any integral part of equipment listed herein, as guaranteed by the factory/manufacturer.

• The warranty period shall be for no less than twelve (12) months after delivery and installation to Harris

County.

• Applicable equipment warranty shall include all conditions and response times for repair and/or replacement of any components during the warranty period.

• Vendor shall provide manufacturer’s documented expected service life under normal operating conditions.

• Detailed information as to proposed return policy on all installed equipment.

A. Return Policies

Return of product will be made directly from the originating Department locations. Orders arriving to Harris County damaged will be the responsibility of the awarded vendor to resolve with the freight carrier and replace any damaged materials at no cost to the County. Should non-conformed item(s) (e.g., defective, non-authorized and/or unauthorized purchases) ship and deliver to the County, the awarded vendor shall be responsible for the return and arrangements of the items and the corrective action to replace said items at no extra cost to Harris County. Vendor shall remove and replace non-conforming goods within ten (10) business days of notice. Return of unused or undamaged items will be allowed without restocking charges.

B. Parts, Equipment & Materials All parts, equipment, and materials shall be in compliance with HCTRA’s specifications, Harris County standards and specifications latest edition and other standards described herein. All hardware, parts, equipment, and materials furnished and installed shall be new, unused, corrosion resistant, and in strict accordance with this specification. All materials supplies by the vendor must be approved by the HCTRA Maintenance Engineer or HCTRA designated representative prior to installation. Any material deemed unsalvageable by HCTRA shall become the property of the vendor and must be removed and disposed of off-site.

Equipment shall not be a discontinued model and shall not be within twelve (12) months of manufacturer-announced end-of-production. All equipment, parts, and related hardware provided by the vendor shall meet the original equipment component manufacturer’s specifications and warranty.

C. HCTRA reserves the right to reject any parts, equipment, and/or materials that do not comply with the specifications and standards described herein. Final acceptance shall occur only after inspection, testing, and written approval by HCTRA. Substitute Equipment and Third-Party Components Should Original Equipment Manufacturer (OEM) equipment, replacement parts, or materials become unavailable due to manufacturer discontinuation, supply chain disruption, or other circumstances beyond the Contractor's control, the Contractor shall immediately notify the HCTRA designated representative or HCTRA Maintenance Engineer in writing.

Requests for substitution shall include, at a minimum:

Manufacturer's documentation Complete technical specifications Compatibility analysis Warranty information Expected service life Delivery schedule Explanation of why the OEM item is unavailable.

No substitute equipment or third-party replacement component shall be installed without prior written approval from HCTRA.

Approval of substitute equipment shall not relieve the Contractor of any warranty or performance obligations required under this contract.

D. Inspection, Testing, and Acceptance

All equipment, materials, repair work, and maintenance services furnished under this contract shall be subject to inspection and acceptance by HCTRA.

Acceptance shall occur only after:

• Visual inspection

• Operational testing

• Verification of compliance with specifications

• Successful startup, where applicable

• Submission of required documentation; and

• Written acceptance by the HCTRA designated representative.

Payment by Harris County shall not constitute final acceptance of equipment, materials, or services.

HCTRA reserves the right to reject any equipment, materials, or workmanship determined to be defective or not in compliance with contract requirements.

X. CLAIMS AND DISPUTES

Vendor and HCTRA will attempt in good faith to resolve any dispute by the following dispute resolution process: Good faith efforts will be made by the vendor’s PM and HCTRA PM to resolve issues that arise at the project management level in a prompt and equitable manner. If the aforementioned PMs fail to reach an equitable resolution to the issue, either party may notify the HCTRA Director in writing of the dispute and request that a meeting be held between vendor’s Senior Representatives and HCTRA Director or designee.

Parties shall endeavor to meet a mutually agreed time and place within ten (10) calendar days of such written notice and attempt in good faith to mediate a resolution of the issue. The HCTRA Director shall act as referee to all disputes, and his determination shall be binding on all.