12-Specification.pdf

SCOPE

Harris County is soliciting bids from qualified vendor(s) to replace existing chillers, provide heating, ventilation, and air conditioning (HVAC) upgrades and related items at the Bay Area Community Center for Harris County Precinct 2. The term shall begin on or about July 9, 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).

MANDATORY PRE-BID MEETING AND SITE VISIT

A MANDATORY pre-bid meeting and site visit is scheduled for Wednesday, May 27, 2026 at 10:00 CST at 5002 E. NASA Parkway, Seabrook, Texas 77586. All attendees must bring and provide their valid driver’s license to the site visit to have access to the site visit. Attendees of the site visits are restricted to a maximum of four (4) individuals per company.

Attendance is mandatory and all vendors intending to submit a quote must attend to discuss the requirements of this project. The site visit will not be rescheduled due to tardiness or any other issues that may arise, no exceptions. Persons with disabilities requiring special accommodations should contact the Purchasing Office at (713) 274-4400 at least two (2) days prior to the pre-proposal conference.

It is the responsibility of each vendor to examine the entire offer package, seek clarification in writing, and review their offer for accuracy before submitting. Questions relating to this ITB must be submitted in writing through Bonfire. The deadline for submission of questions relating to this offer 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 vendors and sub vendors 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 and conditions but pricing will be revised for goods and services according to the attachment titled CPI-W Based Price Adjustment Calculations. Any annual CPI adjustment increase shall be capped not to exceed four percent (4.0%) or a negotiated percentage less than the established cap. 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

Replacement of Existing Chillers, HVAC Upgrades at the Bay Area Community Center and Related Items for Harris County Precinct 2 following website: https://ethics.state.tx.us/filinginfo/1295/ prior to submitting your response. Failure to do so may result in disqualification of your response.

USAGE REPORTS

Harris County reserves the right to request, and receive at no additional cost, up to two (2) times during the contract period, a usage report detailing the products and/or services furnished to date under a contract resulting from this bid. The reports must be furnished no later than five (5) working days after written request and itemize all purchases to date by Harris County department, description of each item purchased, quantity of each item purchased, per unit and extended price of each item purchased, and total amount and price of all items purchased.

CHANGE IN CONTRACT

Should any changes to the contract be required, a Change in Contract form shall be generated by Harris County Purchasing and will be sent to the awarded vendor(s) for execution. Any changes in contract shall be in writing and must be signed by both Harris County and the awarded vendor.

PURCHASE ORDERS

Products and/or services must not be provided, and invoices will not be paid without a purchase order, signed 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 Hugh Taylor immediately at hugh.taylor@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.

SUBCONTRACTING

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 sub vendors prior to the sub vendor providing any services. Vendor and sub vendors will have a minimum of three (3) years of experience in services described in this bid. If the vendor shall subcontract services during the term of the contract, the vendor is required to provide a payment bond in the full amount of the contract upon approval of award for this contract. Harris County will provide the bond forms to be completed and returned.

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.

https://ethics.state.tx.us/filinginfo/1295/ mailto:hugh.taylor@harriscountytx.gov

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.

PREVAILING WAGES

In accordance with Section 2258 of the Texas Government Code, vendor and any sub vendor hired by vendor for the construction of any project, shall not pay less than the rates set forth in the Schedule of Prevailing Wages attached and incorporated by reference in each Project Manual. Vendor warrants that it and its sub vendors shall comply with all requirements and worker ratios per the applicable Schedule of Prevailing Wages and Texas state law.

Vendor shall submit certified payroll of vendor and all sub vendors on a weekly basis. At County’s request, vendor shall make available and shall require its sub vendors to make available, copies of cancelled checks and check stubs for comparisons by the County or its agents.

County reserves the right for its agents to visit the project site and to interview vendor, its sub vendors and employees of each on any date or time, as often as desired during the construction period, without prior notification.

County will ascertain if proper wage rates are being paid to the employees as required by the Project Manual.

In the event of a discrepancy between the work performed and the wages paid, County will document same and notify vendor. All initial determinations of the classification of workers or the appropriate prevailing wage shall be made by the Harris County Contract Compliance Officer. Her determinations shall be binding.

If, for any length of time and as determined by the Harris County Contract Compliance Officer, discrepancies appear between the certified payrolls and the actual wage paid, County shall require check stubs to be attached to each weekly certified payroll.

Pursuant to TEX. GOV’T CODE ANN. §2258.051, the County reserves the right to withhold any monies due vendor until such discrepancy is resolved and the necessary adjustment made. Vendor shall also pay a penalty in accordance with TEX. GOV’T CODE ANN. § 2258.023(b), of Sixty and No/Dollars ($60.00) per day per person per incident that such person is underpaid. Vendor shall impose these same obligations upon its sub vendors. Vendor understands that with monthly certified payrolls, vendor is responsible for any and all penalties that shall accrue during the month, regardless of the fact that any error could not be discovered by the Contract Compliance Officer until the following certified payroll.

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 purpose of this Invitation to Bid (ITB) is to establish a contract with one or more qualified vendors to furnish and install new, unused, and current production model chillers to replace existing Daikin units (Models AGZ050EPMNN ER00 and AGZ050DHSNN ER10, reference only). All equipment shall be original equipment manufacturer (OEM)-manufactured, free from defects, and shall not be refurbished, remanufactured, or previously used. Harris County reserves the right to reject any damaged, non-conforming, or unapproved substituted equipment. Equipment shall meet or exceed a minimum capacity of fifty (50) tons at AHRI 550/590 conditions.

Any proposed “or equivalent ” product or substitution must be submitted in writing and approved by Harris County prior to procurement or installation. Title and risk of loss shall remain with the vendor until final inspection, testing, and written acceptance by Harris County. All work shall comply with applicable federal regulations, State of Texas procurement laws, and Harris County purchasing policies.

Vendor shall coordinate all fire/life safety system impacts with Harris County and the Authority Having Jurisdiction (AHJ). Any system impairment shall require prior written approval. Fire watch procedures shall be implemented if required. Vendor shall be fully responsible for damages, penalties, or system failures resulting from unapproved disruptions.

The vendor shall submit a site-specific safety plan (SSSP) and hazard analysis for County review and approval prior to mobilization. A baseline project schedule with defined milestones (procurement, delivery, installation, commissioning) shall be submitted and approved. Schedule updates shall be provided weekly, and/or in accordance with County requirements. No work shall commence without written approval.

• Pre-Construction and Mobilization

The vendor shall complete all pre-construction activities prior to commencing physical work at the site. Prior to mobilization, the vendor shall conduct a thorough site assessment of the Bay Area Community Center to evaluate existing conditions, including equipment room dimensions, structural load capacity, access points, rigging requirements, and current utility connections. The vendor shall review all existing mechanical, electrical, and controls drawings relevant to the chiller plant and associated systems and shall submit a detailed project schedule to Harris County for review and approval before any work begins. Coordination with Harris County Precinct 2 shall be established to define work hours, site access procedures, and designated points of contact. All required permits from the applicable jurisdictional authorities for work to be performed in Seabrook, TX shall be obtained by the vendor prior to commencement of physical activities. The vendor shall attend a pre-construction meeting with representatives from Harris County to review project expectations, safety requirements, and phasing plans, and shall prepare and submit shop drawings, submittals, and product data sheets for approval by Harris County prior to equipment procurement.

• Procurement and Delivery of Replacement Chiller

Vendor shall be solely responsible for all supply chain risks, delays, and cost escalations. No price increases shall be allowed after bid award unless expressly permitted under contract terms. Harris County reserves the right to reject any damaged, non-conforming, or substituted equipment at time of delivery.

Vendor shall provide minimum seventy-two (72)-hour advance notice of delivery. Equipment shall be protected from weather, theft, and damage until final acceptance. Vendors assume all risks related to procurement delays, supply chain disruptions, and cost increases.

• Maintenance Repair Response Times Expected o Normal Working Hours (Weekdays, daytime)

Emergency issues (system down, no cooling/heating, critical areas affected):

Response within 2–4 hours.

Priority issues (reduced performance but equipment still running):

Response within 24 hours.

Routine service calls / non-critical repairs:

24–72 hours depending on workload.

o After Hours (Evenings & Nights) Emergency:

Response within 2–6 hours depending on contract.

Many vendors guarantee “on-site within 4 hours.”

Non-emergency:

Usually deferred to the next business day unless a premium after-hours rate is approved.

o Weekends Emergency:

Response within 4–6 hours.

Some vendors guarantee quicker, but typically at overtime rates.

Non-emergency:

Typically scheduled for Monday unless contract specifies weekend coverage.

o Holidays Emergency:

Response within 4–8 hours, often with double or holiday emergency rates.

Non-emergency: Deferred to the next business day.

The Vendor shall remain firm after award unless otherwise stated in the contract. The vendor shall source and procure the Carrier (or Equivalent ) chiller units in accordance with the specifications and requirements established by Harris County and shall coordinate delivery scheduling with Harris County and Harris County Precinct 2 to ensure timely arrival consistent with the approved project schedule. Equivalent determination shall be evaluated based on form, fit, function, performance, efficiency, warranty, and lifecycle. All necessary rigging, hoisting, and material handling equipment required to safely move the replacement chiller unit into the equipment room at Bay Area Community Center shall be arranged by the vendor. Upon delivery, the unit shall be inspected for any shipping damage or defects, and Harris County shall be immediately notified of any identified issues. In the event that delivery precedes installation, the vendor shall store the chiller unit safely and securely, protecting the equipment from environmental damage or unauthorized access.

• Installation of Carrier (or Equivalent) Chiller

The installation of the replacement Carrier (or Equivalent) chillers shall be performed by qualified and licensed mechanical vendors with demonstrated experience in chiller system installation. All work shall comply with applicable codes including National Electrical Code (NEC), International Mechanical Code (IMC), International Building Code (IBC), as well as all applicable State of Texas and local jurisdiction requirements. Vendor shall be responsible for any damage to County property and shall repair such damage at no cost. All installations shall meet manufacturer specifications and industry best practices. The vendor shall position and set the Carrier (or Equivalent) chillers on the designated equipment pads or bases in accordance with manufacturer installation requirements and the approved submittal drawings. Vibration isolation devices, inertia base, or seismic restraints shall be provided and installed as required by applicable codes and manufacturer recommendations. The vendor shall connect all chilled water supply and return piping to the new chillers, including all necessary valves, strainers, unions, flexible connectors, and associated fittings, and shall connect all condenser water supply and return piping, as applicable, including all required valves, strainers, and fittings. Refrigerant piping and refrigerant isolation valves shall be installed as required per manufacturer specifications and applicable codes, and the system shall be charged with the appropriate type and quantity of refrigerant specified for the Carrier (or Equivalent) units. All required electrical connections shall be performed, including power wiring to the chiller panel and integration with the facility electrical distribution system, in compliance with the National Electrical Code and local amendments. The vendor shall install or reconnect all required safety and operational controls, sensors, and interlocks and shall integrate the new chillers with the existing building automation system or energy management control system serving the Bay Area Community Center, ensuring full communication and operational control functionality. All necessary insulation on piping, fittings, and valves associated with the chilled water circuit shall be provided in accordance with applicable energy codes and manufacturer recommendations. The vendor shall also install all required gauges, thermometers, pressure ports, flow measurement devices, and access provisions necessary for proper system operation and ongoing maintenance.

Electrical and Controls Work The vendor shall perform all electrical and controls necessary to place the replacement Carrier (or Equivalent) chillers into full service. Vendor shall perform point-to-point verification testing and provide trend logs demonstrating proper operation. The vendor shall evaluate the existing electrical service, disconnect means, and circuit protection to confirm adequacy for the new chiller's electrical requirements and shall make all necessary upgrades or modifications as required to support the replacement unit. A dedicated disconnect switch or circuit breaker of appropriate capacity shall be provided and installed for the replacement chillers. The vendor shall pull and terminate all required power and control wiring in accordance with applicable codes and manufacturer specifications and shall program and configure the chillers controls panel to meet the operational requirements of

Harris County for the Bay Area Community Center. Integration of the chiller controls with the facility building automation system shall be completed to enable remote monitoring, scheduling, alarm reporting, and performance trending. All circuits, panels, disconnects, and control devices shall be labeled in a clear and professional manner consistent with Harris County facility standards.

• Technical Specification Substitution requests must include:

o Side-by-side performance comparison o Air-Conditioning, Heating, and Refrigeration Institute (AHRI) certification o Warranty equivalency

Harris County retains sole discretion to approve or reject substitutions.

o Cooling Capacity The unit shall provide a nominal fifty (50) ton colling capacity at AHRI 550/590 conditions and the capacity must be factory certified and published.

o Refrigerant Type The unit shall use refrigerant R-454B as required in the Statement of Work (SOW), and must be factory-charged, fully compliant with Environmental Protection Agency (EPA) regulations, and clearly labeled on all equipment data plates o Chiller Type The unit shall be a factory-assembled, packaged air-cooled scroll chiller suitable for outdoor installation, with integrated controls and all accessories required for standalone operation.

o Compressor System The unit shall include four (4) hermetic scroll compressors arranged across two independent refrigerant circuits, with each circuit having individual safeties, controls, sensors, and shutdown protection, and the compressors shall provide staged capacity control at minimum Twenty-five (25) percent increments.

o Condenser Coil Assembly The condenser coils shall be microchannel aluminum type with factory-applied corrosion-resistant coating suitable for saltwater exposure, and the coil design shall minimize refrigerant charge while remaining fully field-cleanable.

o Condenser Fans The condenser fans shall be electronically commutated (EC) or variable-speed Variable frequency drive (VFD)-driven axial fans, and they must modulate speed based on load and ambient temperature to maintain stable condensing pressure across the full temperature range.

o Evaporator The evaporator shall be a brazed-plate heat exchanger with dual refrigerant circuits and shall include a flow switch, freeze-protection heaters, and insulation rated for outdoor installation, fully coordinated with the replacement of all exterior piping, insulation, and aluminum jacketing.

o Electrical Requirements The unit operating power shall be 460 volts, three (3)-phase, sixty (60) hertz, and the unit must include phase protection and a factory control transformer. All exterior control wiring must be fully shielded and compliant with the reconnection and safety requirements.

o Efficiency Metrics The proposed unit shall meet or exceed AHRI-certified Energy Efficient Ratio (EER) and Integrated Energy Efficiency (IEER) values typical for modern fifty (50)-ton air-cooled scroll chillers, and certified performance data shall be submitted with the bid.

o Low-Ambient Cooling The unit shall operate in mechanical cooling mode at outdoor ambient temperatures down to minus twenty (20) degrees Fahrenheit with a factory low-ambient control package.

o Sound Performance A low-sound or sound-attenuated fan package shall be provided, and the maximum sound pressure level at three feet shall not exceed published OEM values for low-sound scroll chiller designs of this size.

o Building Automation System Integration The unit shall have native Building Automation and Control network (BACnet) Master- Slave/Token-Passing(MS/TP) or Modbus Remote Terminal Unit (Modbus RTU) capability with no external gateways allowed, and Building Automation System (BAS) points shall include leaving and entering water temperatures, compressor run status, alarms and faults, circuit pressures and temperatures, fan speed command, and run hours. The unit must fully integrate with the existing Building Automation System Automated Logic Corporation (ALA/ALC) (Web CTRL BAS).

o Control Functions The unit’s control system shall support lead/lag staging, fault monitoring, alarm reporting, and remote On/Off control. All points shall be fully accessible to the building automation system without the need for additional gateway hardware.

o Structural Frame and Hardware The unit frame shall be powder-coated steel or better, and all exposed hardware, fasteners, and housings shall be corrosion-resistant, including epoxy-coated hardware when required for saltwater exposure.

o Vibration Isolation The compressor mounts shall be isolated with neoprene or rubber-in-shear isolators, and the unit shall include coil or spring isolation devices to minimize mechanical vibration, consistent with SOW requirements.

o

• System Startup, Testing and Commissioning

Upon completion of the installation, the vendor shall perform thorough startup, testing, and commissioning of the replacement Carrier (or Equivalent) chillers. Prior to energizing the system, the vendor shall verify that all mechanical and electrical connections are complete, secure, and in compliance with applicable codes and manufacturer specifications. A pre-startup checklist inspection shall be performed in accordance with the Carrier (or Equivalent) manufacturer's startup requirements, and factory-authorized or manufacturer-certified startup services shall be provided for the Carrier (or Equivalent) chiller units. The vendor shall conduct a full operational test of the chillers underload conditions to verify proper performance, including achieving design cooling capacity, verifying refrigerant charge, confirming proper water flow rates, and checking all safety and control sequences. Testing and balancing of chilled water flow through the new chillers shall be performed to ensure that design flow rates are achieved. The vendor shall verify integration and communication with the building automation system and confirm that all monitoring and alarm points are fully functional. All startup and commissioning data, including measured performance parameters, shall be documented, and a commissioning report shall be provided to Harris County.

Any deficiencies identified during startup and commissioning shall be addressed and corrected by the vendor prior to project closeout.

Final acceptance shall be contingent upon:

o Successful commissioning o Submission of all deliverables o Correction of deficiencies

Harris County reserves the right to engage a third-party commissioning agent at vendor’s expense if performance issues arise.

• Restoration and Site Cleanup Upon completion of all installation and commissioning activities, the vendor shall perform all necessary restoration and cleanup work. Vendor shall comply with all applicable regulations of the United States EPA and the Texas Commission on Environmental Quality (TCEQ), including but not limited to refrigerant handling, recovery, recycling, and disposal requirements. All technicians performing refrigerant-related work must be properly certified in accordance with EPA Section 608 requirements. Any walls, floors, ceilings, or other building elements disturbed during the course of the project shall be restored to their original or better condition. All penetrations, openings, or damage to the building envelope caused by the work shall be repaired, ensuring that proper fire-rated assemblies are maintained where applicable. The vendor shall remove all tools, equipment, temporary materials, and construction debris from the project site and shall clean the equipment room and all affected areas to a condition acceptable to Harris County upon project completion.

• Final Deliverables

Final deliverables shall include complete Operations and Maintenance (O&M) manuals, fully documented startup logs, and comprehensive installation documentation. Installation documentation must provide clear photos of each unit’s data plates—including model numbers, serial numbers, and all relevant identification—along with full-unit photographs and an updated location reference for every newly installed unit. All deliverables must be submitted in an organized, professional format and verified for accuracy prior to final acceptance. All deliverables shall be provided in both hard copy and digital (PDF) format. As-built drawings shall be stamped (if required) and reflect final installed conditions.

• Primary Quote and Alternative Vendors shall provide a primary quote based on Carrier units, including clearly stated Carrier lead times. All bid submissions shall be evaluated based on best value, compliance, lead time, and lifecycle cost, not solely lowest price. If Carrier’s lead times exceed sixty (60) days, vendors must also submit a contingency option using York equipment, which must include both pricing and lead time details. Lead times for both Carrier and York must be clearly listed in the submission to allow for full evaluation and comparison.

VENDOR QULIFICATIONS AND REQUIREMENTS

The vendor performing this work on behalf of Harris County shall meet all applicable qualifications and requirements. Vendors shall have a minimum of five (5) years of experience with similar projects. The vendor shall hold all applicable and current state and local licenses required to perform mechanical, electrical, and refrigeration work in Seabrook, TX and shall employ or subcontract certified EPA Section 608 technicians for all refrigerant handling activities. The vendor shall demonstrate prior experience with the installation of commercial chiller systems of comparable size and complexity and shall provide evidence of current general liability insurance, workers compensation insurance, and any other insurance required by Harris County. Compliance with all safety requirements established by the Occupational Safety and Health Administration (OSHA) and Harris County is mandatory throughout all phases of the project. The vendor shall maintain the project site in a safe, clean, and organized condition for the duration of the work and shall ensure that all sub vendors performing work under this contract meet the same qualification and insurance requirements as the prime vendor.

SUBMITTALS AND DOCUMENTATION

The vendor shall prepare and submit all required documentation to Harris County throughout the course of the project. Product data sheets and shop drawings for the Carrier (or Equivalent) chillers and all associated equipment and components shall be submitted for approval prior to procurement. The vendor shall provide copies of all permits obtained for the project along with refrigerant recovery and handling documentation demonstrating compliance with applicable regulations. Manufacturer startup and commissioning reports shall be submitted upon completion of the startup phase. Operation and maintenance manuals for the replacement chillers and all associated equipment installed under this contract shall be provided, along with as-built drawings reflecting the final installed conditions of all mechanical, electrical, piping, and controls work. Warranty documentation for the Carrier (or Equivalent) chillers and all installed components shall be submitted, as well as copies of all test and balance reports prepared in connection with this project.

COORDINATION AND PROJECT MANAGEMENT

The vendor shall maintain active and responsive communication with Harris County Precinct 2 throughout the duration of the project. The vendor shall designate a qualified project manager as the primary point of contact for Harris County and shall provide weekly project status updates in a format acceptable to Harris County. Vendor shall escalate issues within twenty-four (24) hours of discovery. A formal dispute resolution process shall be followed. The vendor shall notify Harris County of any conditions encountered during the course of work that may affect the project schedule, scope, or budget and shall coordinate all utility shutdowns, system outages, and access restrictions with Harris County a minimum of forty-eight (48) hours in advance. All work activities at the Bay Area Community Center shall be performed in a manner that respects the active operations of the facility and minimizes disruption to building occupants throughout the duration of the project.

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 upon the later of Harris County Precinct 2’s 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 sub vendor 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 solicitation shall conform in all respects to the terms of this bid, including specifications, and/or standards incorporated herein, including, without limitation, those detailed in the procurement solicitation and purchase order. 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.

Vendor hereby transfers to Harris County Precinct 2, 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 Precinct 2 in pursuing any available remedies under or otherwise enforcing any such warranties and indemnities.

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

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

The warranty shall consist of the period covered from the date of installation. To include but not limited to:

• Make, Model, Serial Number, and location of the equipment

• Life expectancy of equipment under normal use.

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

Warranty repairs shall be corrected within ten (10) business days of notification for non-emergency repairs and within twenty-four (24) hours of notification for emergency repairs. If the vendor fails to correct the repairs, Harris County Precinct 2 may have the defects corrected by a third party and the vendor shall be liable for all expenses incurred. Such action shall not relieve the vendor of further warranty liabilities. All parts and labor must be under warranty for a minimum of ninety (90) days. The vendor shall assist Harris County Precinct 2 with processing warranty claims.

LABOR DEFINITIONS

Labor-Straight Time Hours - The vendor shall provide all necessary labor and tools to repair, as required, in order to maintain in good mechanical and electrical working condition, or to return to good mechanical and electrical working condition all equipment associated with preventive maintenance, inspection, repair of HVAC systems and related items. Prior to repair and installation of new parts, the vendor shall advise the Harris County Precinct 2 representative as to what parts and materials the vendor recommends being replaced or repaired. Only new, standard manufactured parts or parts of equivalent quality shall be used.

Vendor shall be required to obtain prior approval from Precinct 2 to move forward with installation and maintenance services.

LIQUIDATED DAMAGES

It is agreed that time is of the essence of each and every portion of this bid and of the specifications, wherein a definite and certain length of time is fixed for the performance of any act whatsoever; and, where under the awarded contract, additional time is allowed for the completion of any work, the new time limit fixed by such extension shall be of the essence of this contract. Provided that the vendor shall not be charged with liquidated damages or any excess cost when the Harris County Precinct 2 determines that the vendor is without fault and the vendor's reasons for the time extension are acceptable to the Harris County Precinct 2;

provided further that the vendor shall not be charged with liquidated damages or any excess cost when the delay in completion of the work is due.

To any preference, priority or allocation order duly issued by the County. To unforeseeable cause beyond the control and without the fault or negligence of the vendor, including, but not restricted to, acts of God, or of public enemies, acts of the Harris County Precinct 2, acts of another vendor in the performance of a contract with the County, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, and severe weather.

Provided further, that the vendor shall, within ten (10) days from the beginning of such delay, unless Harris County Precinct 2 shall grant a further period of time prior to the date of final settlement of the contract, notify the County, in writing, of the causes of the delay, who shall ascertain the facts and extent of the delay and notify the vendor within a reasonable time of its decision in the matter.

Provided further, liquidated damages shall be assessed at $100 per day for each failure to meet contract requirements.

The amounts specified above deemed reasonable and proper amount of damage Harris County Precinct 2 should suffer by failure of the vendor to complete requirements set forth in this bid.

The provisions of this section apply equally to work performed by Sub vendors, as well as to work performed by direct employees of the vendor.

In addition to the assessment of liquidated damages for delay, it is hereby understood and mutually agreed, by and between the vendor and the Harris County Precinct 2 that the vendor shall be responsible to the Harris County Precinct 2 for payment of direct costs incurred by the Harris County Precinct 2 if it is necessary for the Harris County Precinct 2 to supervise or correct work that does not comply with the contract documents.