Specifications (4).pdf

SPECIFICATIONS

SCOPE

Harris County is soliciting bids for a term contract for paint and related items for Harris County and the Harris County Flood Control District (HCFCD) for the term beginning on or about February 1, 2027 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).

Respondent understands if funds are not appropriated or otherwise become unavailable, the County may terminate the Contract and/or option, in whole or in part, without penalty or further obligation to the Proposer, except for amounts lawfully owed for goods or services properly provided before the effective date of termination. Any contract resulting from this solicitation will be subject to the availability of funds and shall not be construed as creating a debt on behalf of Harris County in violation of Article III, Section 49a of the Texas Constitution.

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 inwriting and directed to Kennedy Harden, 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.

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

Paint and Related Items for Harris County and the Harris County Flood Control District https://ethics.state.tx.us/filinginfo/1295/ 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 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 Kennedy Harden immediately at Kennedy.Harden@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 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 mailto:Kennedy.Harden@harriscountytx.gov 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

The vendor shall furnish and deliver, on an “as needed” basis, all paint and related items as detailed in the BidTable(s) to Harris County and Harris County Flood Control District, at various locations throughout Harris County.

Paint may be required to match existing colors. All materials shall be in full compliance with all federal, state, local, and municipal statutes and guidelines. Vendor shall maintain a full‑line stocking supply of interior/exterior paint and related items, maintain a product distribution office in the Greater Houston-Metro area, available walk-in/will call pick up service and maintain working hours of approximately 7:30 a.m. to 5:00 p.m. CST, Monday through Friday, except for official Harris County holidays.

Harris County and HCFCD typically refinish interior surfaces on a five (5) year life cycle basis and exterior surfaces on a ten (10) year life cycle basis. Therefore, paints offered shall be capable of withstanding the environmental conditions of the Gulf Coast geographic area for these life cycle time periods. Testing for paint finishes and gloss ranges shall be according to the then-current standards of the American Society for Testing and Materials (ASTM). Draw down cards, if required, shall be labeled with the vendor’s name and Bonfire job number, processed according to the then-current ASTM procedural specifications and shall include the following:

• Description, paint brand name and product number,

• Date and time of the application,

• Name of the applications technician,

• Formula numbers,

• the thickness and drying process of application

REQUEST FOR SAMPLES

Harris County may require samples of the products bid or cards drawn down for inspection after bids are opened but before the contract is awarded. Sample(s) submitted by unsuccessful vendor(s) will be available for return after the award. Samples submitted by the successful vendor will be retained for comparison with the products delivered and will be made available for return afterward. Harris County’s using departments will coordinate the delivery and return of samples with the vendors.

DELIVERY

All items shall be packaged to be protected from damage during shipping and handling. Any item(s) damaged in shipping shall 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. destination and made to the Harris County, Texas address stated on the purchase order.

Orders shall be placed on an as-needed basis. Order placement shall be accompanied by the purchase order number. In the event vendor fails to deliver within the time specified by the vendor, the Purchasing Agent reserves the right to authorize purchases of these products and/or services on the open market. In such event, the 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.

WARRANTIES

The Vendor shall provide a minimum two (2) year warranty against chipping, peeling, fading, and similar defects for the products offered under the working and environmental conditions specified in this bid. The warranty period may exceed two years but shall not be less than the required minimum.

Rev. 3/25