Specifications (61).pdf

SPECIFICATIONS

SCOPE

Harris County is seeking bids from qualified vendor(s) to provide electrical parts and related items for Harris County Precinct 3 for one (1) year, beginning approximately January 1, 2027, and ending twelve

(12) months thereafter, or until all services ordered prior to the expiration date have been satisfactorily delivered, accepted, or performed satisfactorily for the using department.

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 in writing 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.

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 it 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 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

Electrical Parts and Related Items for Harris County Precinct 3 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 Jared Beatty immediately at jared.beatty@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 QUALITY, INSPECTION, and ACCEPTANCE All electrical parts, equipment, materials, and related items furnished under the resulting contract shall be new, unused, free from defects, and corrosion-resistant, as applicable. All products shall meet or exceed the requirements and specifications outlined in this solicitation and shall be suitable for their intended use.

Harris County reserves the right to inspect and/or test any goods furnished under the resulting contract to verify quality, condition, functionality, and performance. The issuance of a purchase order, delivery, or initial receipt of goods shall not constitute final acceptance. Harris County reserves the right to reject any item that fails to comply with the solicitation requirements and specifications, does not perform as represented, or otherwise fails to meet the operational needs of the end user.

If any item is determined to be defective, damaged, nonconforming, or otherwise unacceptable, Harris County will notify the vendor of the rejection. The vendor shall, at no additional cost to Harris County, remove all rejected items within fifteen (15) calendar days of notification. Within the same fifteen (15) calendar-day period, the vendor shall replace the rejected items with new products that fully conform to all applicable requirements, standards, and specifications.

The vendor shall not furnish discontinued, obsolete, or End-of-Life (EOL) products, or products that have been formally announced by the manufacturer as approaching End-of-Life, unless specifically requested and approved in writing by Harris County. Products supplied shall be current, commercially available models and eligible for applicable manufacturer support and warranty coverage.

SUBSTITUTION OF DISCONTINUED ITEMS

If an item awarded under this contract becomes unavailable or discontinued after award, the vendor shall notify the County in writing prior to substituting any alternate product. The substitute product must meet or exceed the specifications and standards of the originally awarded item. The County reserves the right to approve, request additional documentation for, or reject any proposed substitution. No substitution shall be delivered without prior written County approval.

DELIVERY

All items must be packaged 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. Vendor shall state its standard delivery time in its bid response. 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 an 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.

Delivery Locations – Harris County Crosby Camp 6702 Miller Wilson Rd. Crosby, Texas 77532 and Cypress Camp 15530 Huffmeister Cypress, Texas 77429 between the hours of 5:30 am and 6:00 pm as locations required.

PRODUCT AVAILABILITY

All products must be available within 48 hours of purchase order acceptance. Supplier shall maintain a 50% stock level for all items on the bid list with the following exceptions. Exception: Specific to 1500-Watt ballast and 1500-Watt Lamps 100% stock is expected. Harris County reserves the right to procure elsewhere should any item not be available as required.

SPECIAL REQUIREMENTS

Specifications may reference name brands and/or model/part numbers. It is not the intent of Harris County to restrict these bids in such cases, but to establish a desired quality level of merchandise or to meet a pre-established standard due to like existing items. Offerors may offer items of equal stature and the burden of proof of such stature rests with offerors. If product/equipment other than the model and brand referenced in these specifications is offered, vendor should include descriptive literature, including specifications describing products offered as equal to or better than required. Harris County shall act as sole judge in determining equality and acceptability of products offered. Any substitutions of contract items must be of equal pricing and quality and must meet or exceed specifications as listed and be approved by Harris County Purchasing.

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 effect 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

The vendor shall furnish and deliver, F.O.B. inside, on an “as needed” basis to Harris County, electrical parts and components as listed below. All items must meet or exceed applicable industry standards for safety, performance, and compatibility with commercial and municipal electrical systems. Products listed shall be from the specified manufacturer or an equivalent, provided that the alternative product matches or surpasses the required specifications and performance characteristics.

The County seeks to establish a contract for the purchase of electrical parts and related items to support minor repairs, routine maintenance, renovations, and small- and large-scale construction projects. The successful vendor(s) shall have the capability to provide timely and reliable delivery of electrical parts and related items to the following location, or other Harris County locations as specified on the purchase order:

Delivery Location:

15530 Huffmeister Rd.

Cypress, TX 77429

Vendor(s) shall maintain sufficient inventory, distribution capabilities, or other resources necessary to fulfill orders within the delivery timeframes specified in this solicitation or on the applicable purchase order.

The awarded vendor(s) must be the manufacturer or a fully authorized dealer/distributor of any manufacturers listed in their bid response. Additionally, the vendor and its distributors are required to provide prompt service and timely deliveries to all designated locations.

The vendor shall designate a dedicated account representative, available to the County by phone and email during normal business hours, to assist with product selection and order questions.

The following are the preferred general and technical requirements, including but not limited to:

1. Conduit and Fittings

Electrical Metallic Tubing (EMT) Conduit – ½", ¾", 1", 1¼", 2" o Type: Steel, standard wall thickness o Manufacturer: Any compliant brand or equivalent o Specification: Must meet American National Standards Institute (ANSI) C80.3 and Underwriters

Laboratories (UL) 797 standards.

Polyvinyl Chloride (PVC) Conduit SCH40 – ½" to 4" o Type: Schedule 40, gray electrical PVC o Manufacturer: CANTEX or equivalent o Specification: Must meet NEMA TC-2 and UL 651 standards

Liquid-Tight Flexible Conduit – ½" to 2" o Type: Non-metallic, gray jacket o Manufacturer: Universal Adapter / Liquidtight Adapter (UA/LA) or equivalent o Specification: Must meet UL 1660 standards

Galvanized Steel Conduit – ½" to 4" o Type: Rigid metal conduit (RMC) o Specification: Must meet ANSI C80.1 and UL 6 standards

2. Connectors, Couplings, and Adapters EMT Connectors and Couplings – Set screw and rain-tight types o Manufacturer: RACO or equivalent o Specification: UL listed for EMT applications

PVC Male/Female Adapters and Couplings – ½" to 4" o Manufacturer: CANTEX or equivalent o Specification: Must meet UL 514C and NEMA standards

Rigid Conduit Compression Fittings – Connectors and couplings o Manufacturer: CROUSE HINDS or equivalent o Specification: UL listed for Rigid Metal Conduit (RMC) applications

3. Wire and Cable Thermoplastic High Heat-resistant Nylon-coated (THHN) Copper Wire – 12 American Wire

Gauge (AWG) to 500 Thousand Circular Mils (MCM) o Type: Stranded, black insulation o Specification: Must meet UL 83 and National Electrical Code (NEC) requirements

Cross-Linked High Heat-Resistant Water-Resistant (XHHW) Aluminum Wire – 3/0 to 500

MCM

o Specification: Must meet UL 44 and NEC standards

Service Grade- Oil-Resistant Jacket and Insulation- Water/Weather-Resistant (SOOW) Cord – 14/3 to 6/3 o Specification: Must meet UL 62 and CSA standards

4. Electrical Boxes and Covers Square Boxes, Covers, and L-shaped with Back access (LB) Conduits o Manufacturer: CROUSE HINDS, TEDDICO or equivalent o Specification: UL listed, suitable for indoor/outdoor use

Weatherproof Boxes and Covers – Single and double gang o Specification: Must meet National Electrical Manufacturers Association (NEMA) Enclosure

Rating 3(R) rating

5. Lighting Fixtures Light Emitting Diode (LED) Wall Packs, Flood Lights, High Bays, Canopy Fixtures o Manufacturer: SLG or equivalent o Specification: Must meet Design Lights Consortium (DLC) and UL standards, 120–277 Voltage

Range (V) or 347–480 Voltage Range (V) as specified LED Flat Panels and Exit Signs o Manufacturer: COOPER or equivalent o Specification: Must meet UL 924 and Life Safety Code (NFPA) 101 standards

6. Transformers and Safety Switches Dry-Type Transformers – 5 Kilovolt-Amperes (KVA) to 75 (Kilovolt-Amperes) KVA, single and three-phase o Manufacturer: American Consolidated Metal Enterprises (ACME) or equivalent o Specification: Must meet U.S. Department of Energy (DOE) 2016 efficiency standards

Safety Switches – 30A to 800A, fused and non-fused o Manufacturer: SIEMENS or equivalent o Specification: UL listed, NEMA 1 or NEMA 3R enclosure

7. Miscellaneous Electrical Components

Fuses – Midget, Class RK5 Fuse (RK5), Class L o Manufacturer: BUSSMAN or equivalent o Specification: UL 248 compliant

Timers, Relays, Contactors, and Lugs o Manufacturer: INTERMATIC, IDEC, LS, ILSCO or equivalent o Specification: UL listed, suitable for commercial applications

Wire Connectors, Heat Shrink Tubing, and Pull Line o Manufacturer: 3M, IDEAL, PANDUIT or equivalent o Specification: Must meet applicable UL and ANSI standards

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 Precinct 3.

For emergency or urgent requests outside standard delivery hours, vendor shall provide an emergency contact and shall respond within four (4) hours of notification.

WARRANTY

Vendor warrants all services, materials and workmanship performed and shall conform to the requirements of the specifications. All services shall be performed by qualified personnel in accordance with the highest professional standards.

All goods shall be warranted against defects in materials and workmanship for a period not less than one

(1) year from the date of acceptance by Harris County and shall cover 100% parts and labor. If the manufacturer's standard warranty period exceeds one (1) year, then the standard warranty period shall be in effect. To initiate a warranty claim, the requesting department shall notify the vendor in writing; vendor shall respond within two (2) business days and shall arrange for repair, replacement, or return of the defective item at no cost to the County, including any associated shipping costs. The vendor shall be ultimately responsible for the fulfillment of all warranty obligations under this contract.