SPECIFICATIONS

SCOPE

Harris County is currently seeking proposals from qualified vendors to turn-key maintenance, repair and replacement services, and related items for jail facilities for the Harris County Sheriff’s Office (HCSO).

MANDATORY PRE-PROPOSAL CONFERENCE AND SITE-VISIT

A MANDATORY pre-proposal conference is scheduled for Monday, May 4, 2026, at 8:30 a.m. CST at 701 N. San Jacinto, Houston, TX 77002. All attendees must bring and provide their valid driver’s license to the pre-proposal conference to have access to the site visits. 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 proposal must attend to discuss the requirements of this RFP. The pre-proposal conference and 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 Request for Proposal (RFP) package, seek clarification in writing, and review their offer for accuracy before submitting it. Questions relating to this RFP must be submitted in writing through Bonfire. The deadline for submission of questions relating to this RFP is listed on the Event schedule within Bonfire 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 within Bonfire to all firms. The County will not be bound to be any information conveyed verbally.

RENEWAL OPTIONS

Harris County may consider four (4) one-year renewal options, based upon 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 it is in its best interest and is not automatically bound to renew.

BACKGROUND

The Harris County jail facilities consist of five (5) high security locations operating twenty-four (24) hours a day, seven

(7) days a week, and fifty-two (52) weeks a year that require maintenance, repair, and/or replacement of parts and equipment. In addition, one (1) location shall require maintenance of the pneumatic tube system. See the 2026 Building Information Sheet located in Bonfire, for the locations included in this RFP.

Harris County jail facilities are subject to laws, regulations, codes and standards of Federal, State and Municipal agencies and the Texas Commission on Jail Standards (TCJS). If a jail facility is inspected by one (1) of the applicable agencies and assessed a fine for not meeting any requirement, which is the responsibility of the awarded vendor per the contract subsequent to this RFP, then Harris County shall pay the fine and invoice vendor or deduct the fine amount from monies owed to the vendor. Harris County shall monitor the number of fines and shall consider this information when the contract is reviewed for renewal.

Turn-Key Maintenance, Repair and Replacement Services and Related Items for Jail Facilities for the Harris County Sheriff’s Office

SPECIFICATION

The vendor shall furnish all supervision, labor, materials and equipment necessary to maintain, repair, and/or replace parts and equipment at all locations listed in Building Information Sheets located within Bonfire. This shall include, but not limited to, providing building and equipment maintenance, general housekeeping services, landscape services. Except for exclusions specifically noted elsewhere in this RFP, Harris County considers every building system and all equipment as contained within or on the applicable property to be within the scope of work of this RFP.

The vendor’s general manager shall meet with the Harris County Sheriff’s Office Maintenance Director and/or Facilities Maintenance Inspector personnel as designated by the Director of the Harris County Sheriff’s Office Detention Facilities Maintenance Director (HCSOMDR) monthly during the first year of the contract to discuss and review the vendor’s performance/concerns in fulfilling the contract specifications. The vendor’s general manager shall meet with the HCSOMDR weekly to discuss and review work progress and performance.

The vendor shall bear all costs involved within the scope of work of this RFP including any fines or penalties assessed by other government agencies, if such fines or penalties are assessed for not meeting any requirement which is the responsibility of the vendor per agreement subsequent to this RFP. The vendor shall also bear all costs if loss or damage to Harris County property was caused by action or inaction of the vendor’s employees and sub-vendors while on the premises of Harris County.

All records of preventive and remedial maintenance of equipment, components, appliances, systems and structure that the vendor performs are the property of Harris County. These records shall be immediately available to the HCSOMDR upon request and shall be delivered to the HCSOMDR at the end of the contract term.

Major Repair Liability For each system that has not reached the manufacturer’s life expectancy, the vendor shall only be liable for the first $10,000.00 lump sum cost for each major repair, upgrade or replacement per occurrence, per component (unless caused by gross misconduct or willful negligence on the part of vendor, his employees or sub-contractors). For example, when a system consists of multiple components, the cost of a repair to one (1) of the components in one (1) instance does not indemnify the vendor from the cost to repair or replace either the same component or additional components in the same or other systems. Harris County shall determine which system has reached its life expectancy and shall determine each occurrence on a case-by-case basis and shall agree to pay in writing for any amounts over vendor’s $10,000.00 liability.

The vendor is only responsible for payment of the first $10,000.00 per occurrence to repair, replace, install or make operational any component or system applicable to this RFP regardless of who performs the repair or replacement. The vendor is allowed to inspect and approve or disapprove the workmanship of others performing work which is the responsibility of the vendor per agreement subsequent to this RFP. Harris County is the responsible party for determining whether an item is obsolete and therefore shall be repaired or replaced or upgraded.

Vandalism The vendor is responsible for making all repairs. The vendor shall not be responsible for those repairs necessary because of vandalism unless such repairs are Fire, Life Safety and Health (FLSH) issues. The vendor’s personnel shall report all damages, which are suspected of being acts of vandalism to the HCSOMDR and the Sheriff’s Office Public Infrastructure Manager (SOPIM), who together shall survey the damage and make the final determination of whether it is vandalism or a contractually required repair. All graffiti, damaged light fixtures, sprinkler heads, fire strobes, communication speakers, shower sprinkler heads, communication bull horns, door hardware, windows, and electrical outlets vandalized by inmates are included but not limited to and are considered to be an act of vandalism.

As the staffing costs for this contract are for the routine maintenance of the facilities, vendor’s man-hour costs by on-duty personnel that are expended on vandalism shall be deducted from the monthly contract costs for the location. No additional over-time costs shall be invoiced for man-hours expended on vandalism repairs by the vendor’s on-duty personnel. At the determination of the HCSOMDR and SOPIM when vandalism is subsequently determined to be the cause of damages, and the vendor’s on-duty personnel perform the repair all of the vendor’s man-hour and material costs for this repair shall be charged to the HCSO. Vendor shall provide the HCSOMDR a copy of all requisitions and invoices submitted to the HCSO for vandalism repairs performed by the vendor’s on-duty personnel. The HCSOMDR and the SOPIR shall meet monthly to review and confirm receipt of all requisitions and invoices.

In the event the HCSO chooses to engage the vendor to perform repairs caused by vandalism, the vendor shall perform the work or sub-contract the repairs as needed. Such work performed by the vendor’s personnel shall be considered within the scope of this contract. But the cost for such work shall not be included in the base price of this contract and is a matter solely between the vendor and the HCSO. The vendor shall be responsible for all required escorting for sub-contract personnel in the HCSO facilities at no additional labor cost.

Prior to any vandalism work being performed, unless the work is considered a FLSH issue, the vendor shall first advise the HCSOMDR and SOPIM who together shall survey the damage to determine if it is indeed a vandalism or a normal wear and tear. Upon completion of the repairs for vandalism, the vendor shall submit to the HCSO a requisition for approval of the vandalism repairs. The HCSOMDR or the SOPIM or their designee shall examine the requisition and make a determination for approval of the work to proceed and/or determination that additional repairs are required. The vendor shall submit to the SOPIM invoices for all approved vandalism repairs on a weekly basis. Prior to invoicing, the vendor shall submit to the HCSOMDR and the SOPIM the complete vandalism ticket along with photos clearly detailing the damaged item(s) due to misuse or vandalism for verification of work completed and final approval for payment.

Vandalism invoicing shall be at the same rate per trade as paid by Harris County to perform any maintenance services in this contract. The vendor has a forty-five (45) calendar day window within which to submit invoices for vandalism repairs.

This time begins the first day after the date that the SOPIM approves the requisition and provides written notification of approval to the vendor. Invoices for vandalism repairs submitted later than forty-five (45) calendar days of approval by the SOPIM shall be considered void and Harris County shall have no obligation to pay.

Repairs considered to be FLSH Issues TCJS REGULATORY AFFECTED The vendor’s on-duty personnel shall make repairs requiring immediate action for FLSH reasons. The HCSO FLSH department shall be responsible for determining if the issue is FLSH. Such repairs shall include but are not limited to:

ELECTRICAL

• Missing electrical cover plates

• Exposed electrical wiring

• Missing duplex receptacles

• Vandalism of fire strobe

• Smoke detector

PLUMBING

• Water closets flush buttons not working

• Clogged toilet

• Leaking toilets, shower drain

• Leaking shower and mop sink drains and drain lines

• Vandalized sprinkler heads

• ICON water control system

SECURITY HARDWARE

• Security doors failure to fully open or close

• Locks and associate mechanisms (excluding items covered by otherwise noted as technology-based, or covered by

CML Security, LLC, Harris County Universal Services (HCUS) department(s) or contracts) or otherwise indicated in this contract RFP.)

FIRE SUPPRESSION SYSTEM

• Sprinkler heads

• Sprinkler system piping

• Fire panel(s)

• Annunciators

• Fire strobe

• Smoke detector

PRESSURIZATION SYSTEMS

• Stairwell pressurization

• Corridor pressurization

Heating, Ventilation, and Air Conditioning (HVAC)

• HVAC in quarantine areas

• HVAC system

• Smoke damper

**Items recognized as technology-based shall consist of software/firmware, computer(s), uninterruptible system(s) components, and/or control(s) boards directly linked to these systems.

Warranty Repairs Repairs covered under warranty (unless caused by gross misconduct or willful negligence on the part of vendor, his employees or sub-contractor’s negligence, such as failure to perform preventative maintenance) shall be the responsibility of the equipment manufacturer. Denial of a warranty claim by a manufacturer because the vendor is not meeting any requirement, which is the responsibility of the vendor per agreement subsequent to this RFP, shall result in the vendor being responsible for paying for the warranty claim directly to the manufacturer. If the vendor fails to pay for the warranty claim, Harris County reserves the right to pay the manufacturer for the claim and deduct the cost from compensation due to the vendor. The vendor shall report any difficulty in enforcing manufacturer's warranties to the HCSOMDR.

General Manager Since the jail facilities operate on a twenty-four (24) hour, seven (7) day per week basis, vendor is responsible for always providing a general manager. Harris County shall provide office space, local telephone and utilities for the contract manager at 701 N. San Jacinto, Houston, TX 77002. Vendor is responsible for all housekeeping in this office.

The vendor shall submit and include under Section IV. Organizational Information/Qualifications, resumes of contract managers, along with cell phone numbers and pager numbers. This information shall be current and submitted to HCSOMDR as often as necessary.

The contract manager shall be the key person responsible for, but not limited to problem resolution, managing, directing, controlling and tracking of all work orders, attending (or sending designated representatives to) meetings and maintaining sufficient and competent staffing levels.

Staffing The vendor shall provide the necessary man-hours that are necessary to accomplish the requirements of this RFP in its entirety. All work shall be accomplished within the prescribed time and to the satisfaction of the HCSOMDR. The vendor staffing level shall be equal to or more than one hundred and three (103) line staff positions in addition to one (1) general manager, one (1) operations manager, three (3) building managers, one (1) project manager, one (1) Service Response Center Manager, one (1) lead painting department, one (1) lead electronic department, one (1) lead housekeeping department, five (5) service response center administrative support, and three (3) administrative assistants. The vendor shall have in his line staff position at least four (4) stationary engineer technicians, at least two (2) maintenance mechanics I, at least six (6) maintenance mechanics II, at least three (3) maintenance mechanics III, at least fifteen (15) general maintenance mechanics, six (6) electronics technicians, four (4) licensed journeyman electricians, four (4) licensed journeyman plumbers, twenty seven (27) housekeepers, ten (10) painters, and four (4) licensed HVAC technicians. The Contract manager and both building managers shall have an industrial or construction or civil engineering degree or license or at least a second-grade stationary engineering license with at least five (5) years of building maintenance experience.

Following award of the contract and prior to beginning service under the contract, the vendor shall provide to the HCSOMDR a proposed minimum staffing list by trade and skill level, license or certification to fulfill the terms of the contract. The list shall identify their staffing levels for each hour of each day of the week, Sunday through Saturday. The vendor at the same time shall also provide a proposed minimum Emergency Staffing level by trade and skill level, license or certification. Failure of the vendor to provide each of these minimum staffing levels for any hour of any day shall result in a deduction for failure to provide minimum staffing. Deductions shall be prorated in quarter-hour increments for each quarter hour or portion thereof when the minimum staffing is not present on the Harris County properties identified in this contract. Deductions shall be based upon the wage rate submitted in the proposal of the awarded contract by the vendor.

The vendor shall maintain on site and provide access to the HCSOMDR the current licenses and/or credentials and/or certifications of all vendors’ staff. When the vendor cannot accomplish the requirements of this contract with the number of personnel or man-hours, Harris County shall demand and vendor shall provide at no additional cost to Harris County, an increase in personnel and/or man-hours until the requirements are met. All vendor employees shall maintain an open communication regarding maintenance of the contracted facilities with all Facilities Maintenance Inspector (FMI) employees. The vendor shall not close this loop of communication for any reason. Harris County reserved the right to deny access to any contracted facilities to any vendor’s employee if such person does not meet FMI expectations.

These specifications require that the vendor provides staffing twenty-four (24) hours per day, every day of the year, to include in the event of a natural disaster, other emergency conditions and government ordered evacuation, during which the facilities in this specification remain in service. The vendor shall provide a monthly list of all current employees to the HCSOMDR on the first business day of each month. Prior to the assignment of a new hire or a newly assigned person to perform services under the terms of this contract, the vendor shall provide the HCSOMDR copies of the credentials, certifications and licenses of such personnel.

The vendor shall keep an attendance record that shall be kept of all workers by date, name, time in, time out and hours worked at each location. This log shall be kept on site and available to the HCSOMDR, immediately upon request. The vendor shall require that all of vendor’s personnel sign in/out both upon arrival and at departure of the work site on a document, preprinted with the day and date, name of the person, and their scheduled hours of work. The final form of the log shall be approved by the HCSOMDR. Please see the following example:

Sunday, 3 May 2020

Name Scheduled Time Actual Time

Signature In Out In Out

John Doe 0600 1430 Jane Doe 1400 2230

Off Business Hours Staffing During weekends, holidays and Monday through Friday during the hours of 6:00 p.m. through 6:00 a.m. CST, the vendor shall provide an on-site staff consisting of at least ten (10) maintenance people and four (4) additional personnel meeting the minimum qualifications of a General Maintenance Worker as defined herein. During these times, the vendor shall provide each on-site maintenance personnel with portable audio and/or text communications equipment that provides direct communication with the HCSO on-site staff. NOTE: Painting of some areas outside of the inmate housing pods may be required during Off Business Hours.

All facilities covered by this RFP, that are not manned during off business hours, shall have two (2) equipment/system visual inspections per eight (8) hour shift. The vendor shall maintain a log posted on-site in each of these facilities to document all inspections. This log shall be mounted on the wall in the primary maintenance area of the facility, readily visible and accessible by HCSOMDR always. At the end of each month these logs shall be delivered to the HCSOMDR at their offices no later than the third workday of the following month.

Emergency Staffing The vendor shall provide one hundred percent (100%) staffing of project manager, facility managers, stationary engineers, electrical, plumbing, maintenance mechanic, and general maintenance trades personnel during a natural disaster, government ordered evacuation or other emergency condition, when the HCSO maintains normal or augmented operations within these facilities. At the request of the HCSOMDR and when emergency conditions require augmented staffing, the vendor shall be entitled to additional compensation for the additional hours of augmented staffing during the emergency conditions. The vendor shall provide timesheets and certified payroll information for reimbursement to be approved by the HCSOMDR. The vendor shall provide both the HCSOMDR and the SOPIM a listing of all the vendor’s personnel that shall be onsite during natural disaster, emergency conditions and government ordered evacuation no less than seventy-two (72) hours prior to such an event.

Minimum Personnel Qualifications:

All preventive and corrective maintenance which involves the replacement of a system or major component of a system identified in Building Control Systems below shall be supervised by an employee or agent of vendor with at least the qualification of a Maintenance Mechanic I as identified in the Staffing Definitions located in Bonfire.

All preventive and corrective maintenance services shall be overseen, checked and signed off by an employee or agent of the vendor with at least the qualification of a Maintenance Mechanic II as identified in the Staffing Definitions located in Bonfire.

All preventive and corrective maintenance services that require the removal of equipment guards or exposure of the vendor’s agents or employees to moving machinery components or hazardous materials or volatile organic compounds shall be performed by a person with at least the qualifications of a Maintenance Mechanic III as identified in the Staffing Definitions located in Bonfire.

Any of these maintenance activities which shall be performed in the presence of the public, inmates or Harris County staff, shall be supervised by an agent or employee of the vendor with at least the qualifications of a Maintenance Mechanic

II as identified in the Staffing Definitions located in Bonfire. Under no circumstances shall an unsupervised agent or employee of vendor with less than Maintenance Mechanic III qualifications perform these services.

Training The vendor shall include in their submittal an outline of their training program as regards Federal, State and Local regulatory required training as well as trade specific training for all employees performing duties on a continual basis under this contract.

Background Check All vendor staffing, including subcontractors, shall submit to and pass a background investigation and fingerprinting administered by the HCSO. Those individuals that pass the investigation process shall be subject to the County’s rules, regulations and procedures while on County property. The vendor is responsible for securing and maintaining all permits, licenses and other certifications required for vendor’s company, employees or subcontractors in performing the work required under any contract subsequent to this RFP.

Provide Advice and Recommendations The vendor shall on a semi-annual basis provide advice and assistance in determining improvements to building systems in order to conserve utilities and reduce operational expenditure. A semi-annual report shall be submitted by the vendor and shall include utility and operational management audit, written recommendations for changes, financial analysis of recommendations and suggested method(s) of payment for recommendations without using capital funds or including excessive financial risk. All recommendations shall be presented in a document with company letterhead and logo, and presented in a meeting format to all designated relevant attendees. Email recommendations without an official recommendation document shall not be recognized.

Service Response Center The vendor establishes a Service Response Center, the vendor shall detail in the proposal the organization, technical capabilities and maintenance management system that shall be used to support this process. The vendor shall provide all technical support, hardware and software proposed for internal use as well as HCSO and FMI use. The vendor shall also provide training for the SOPIM on the use of the system and include all reports the service response center shall provide through the maintenance management system. The vendors standard SRC staffing of on-site personnel twenty-four (24) hours a day, seven (7) days a week and fifty-two (52) weeks a year, to include in the event of a natural disaster or other emergency condition, during which the facilities in this specification remain in service.

The contract manager shall provide a weekly work request report and meet with the HCSOMDR as often as necessary to track and monitor status of work requests. The weekly work request report shall address new work requests, completed work requests, detailing the work performed, location, date requested, date completed, outstanding work requests, detailing estimated completion date, and reason for delay if any.

The vendor shall respond to work requests in the time frames listed below. If the vendor does not respond in the specified time frames, the County shall seek remedy from other sources. The cost of such alternative sources, plus a ten percent (10%) penalty fee of the total invoice price, shall be deducted from future County payments to the vendor. The offer’s proposal shall clearly demonstrate the ability to respond to these requirements as necessary:

Priority 3 Request (Non-Emergency, FLSH, or Regulatory Affected) The vendor shall have a competent person at the location of the routine request within two (2) hours or less from the time the vendor is notified. Priority 3 Request requires the condition restored to normal service within twenty-four (24) to thirty-six (36) hours if possible. These calls shall include, but not be limited to, services required for malfunctioning non-secure/security doors (unless otherwise designated by the HCSOMDR/maintenance director), non-secure/security doors

- (without entrapments, or NOT located in secured areas), plumbing (when NOT detrimental to critical infrastructure systems, immediately detrimental to occupant safety, or not in danger of violating TCJS occupant ratio compliance thresholds), cooling/heating (when not at risk of violating TCJS temperature compliance thresholds), and electrical equipment (when not immediately detrimental to occupant safety).

• Door(s) malfunctions with entrapments shall be elevated to Priority 1.

• Door(s) malfunctions in occupied secured sectors/zones remain priority 1, and are under the primary purview of

CML Security, LLC contract.

• Plumbing malfunctions/failures shall elevate to Priority 1 when in violation of TCJS occupant ratio compliance thresholds, danger to occupants, or danger of damaging critical infrastructure systems.

Priority 2 Request (Potential Emergency, FLSH, or Regulatory Affected) Any call which HCSOMDR determines, or has the potential to directly affect the health, security, or the effective dispensing of services shall be responded to within one (1) hour or less. Urgent work requests require the condition restored to normal service within eight (8) to twelve (12) hours. These calls may include services related to security systems, jail doors/electrical and mechanical locking mechanisms, exterior doors or exterior glass breakage.

Priority 1 Request (Emergency, FLSH, or Regulatory Affected) Any call from the HCSOMDR designated as emergency shall be responded to within fifteen (15) minutes. Immediate work requests require the condition restored to normal service within four (4) hours. These calls include services related to the health and life safety of visitors, workers, employees, or occupants.

Response times can be sequential for urgent and routine work requests as defined in this RFP which are of the same priority (i.e. upon completion of Urgent Work Request 1, the time begins for Urgent Work Request 2).

The conditions identified in work requests shall be stabilized with the written approval of the HCSOMDR and normal operation restored prior to 6:00 p.m. CST on the first day of normal business hours following the incident, with the written approval of the HCSOMDR the restoration of normal operating conditions shall be extended when in the opinion of Harris County there are extenuating circumstances beyond the vendors ability to mitigate.

The vendor shall respond to work requests in the time frames listed above. When mitigating circumstances require specialized expertise, knowledge or skills, the vendor shall at no cost to the County obtain the services of only persons or companies licensed or certified by the State of Texas to provide these services. The vendor shall provide the HCSOMDR copies of all surveys, reports, studies, recommendations and all other documents related to the findings of these agents.

This RFP requires vendors standard staffing of on-site personnel twenty-four (24) hours a day, seven (7) days a week and fifty-two (52) weeks a year, to include in the event of a natural disaster or other emergency condition, during which the facilities in this specification remain in service. The vendor’s proposal shall clearly demonstrate the ability to respond to these requirements as necessary.

This is a performance-based specification, and the vendor is subject to deductions for non-performance.

Non-performance penalty Unless authorized in writing by the HCSOMDR, failure of the vendor to either respond or restore normal operating conditions within the time frames indicated above shall result in a one-tenth deduction of the daily compensation for each item of equipment affected. This deduction shall be assessed for each unresolved repair issue where the repair is not completed. For the purposes of this deduction the daily compensation shall be calculated as one-thirtieth of the monthly maintenance cost for the affected facility, until such date that the HCSOMDR notifies the vendor in writing that the County has elected to implement the repairs using alternative sources, in which case the cost of such alternative sources, plus a ten percent (10%) penalty fee of the total invoice price, shall be deducted from future County payments to the vendor.

The vendor’s failure to provide any document which is generated in the performance of this RFP to the HCSOMDR immediately upon request shall result in a penalty of ten dollars ($10.00) per calendar day, per document. The penalty shall be assessed beginning at 7:00 a.m. CST, on the first calendar day following the date of the written request by the HCSOMDR and at 7:00 a.m. CST each subsequent day. The vendor shall document all preventive maintenance, work orders, repairs, written reports, schedules, inspections and analyses, quotes and invoices by vendor and his assignees and maintain copies of these records on-site at Harris County Annex 42 during the annual term of the contract.

SERVICE LEVEL GUIDE

The following specifications are intended to be a guide for the level of service expected from the vendor’s proposal.

Harris County is receptive to alternative methods to attain the desired level of service. The proposal shall clearly address the level of service the vendor intends to provide regarding all the requirements of this RFP. Specifically, the vendor’s proposal shall address building maintenance, control system maintenance and equipment maintenance, general housekeeping services, landscape services, contract management, and work requests to include complete flow chart as shown in the Work Request Flow Chart located in Bonfire. In addition, the vendor’s proposal shall include a detailed breakdown of the services to be subcontracted and those to be performed with in-house employees. All this information shall be in the BidTable.

Maintenance General – All buildings, building control systems and equipment shall be maintained in accordance with manufacturer’s recommended maintenance, repair specifications, and applicable Federal, State, Municipal or local government regulations, laws, standards and codes. The vendor’s proposal shall clearly demonstrate a knowledgeable understanding of these standards. The vendor shall maintain at each location in these specifications, a complete binder of Safety Data Sheets (SDS) for all chemicals and products used at each location. Each binder shall be immediately accessible, always to the HCSOMDR.

Except for the Major Repair Liability exclusion above, the vendor shall be responsible for all:

• Building repairs and maintenance (general and preventative).

• Building control systems repairs, maintenance (general and preventative), and replacement of items such as supplies and repair parts.

• Equipment repairs, maintenance (general and preventative) and replacement of items such as supplies and repair parts.

Integrated Workspace Management System (IWMS) – The vendor shall schedule and report all maintenance (general and preventative) on the FMI IWMS hereinafter referred to as Facility Center. The vendor shall complete and return to the HCSOMDR all completed work tasks for entry into the IWMS. The IWMS, aka SharePoint, aka Facility Center is the recognized maintenance reporting, scheduling, planning, platform within HCSO. No other platforms shall be recognized for reporting unless otherwise notified.

Building All interior and exterior wall surfaces flooring, ceilings, wall and kitchen and dock bumpers shall be kept in good repair, structurally safe and as close to original condition as possible. Repairs to painted components shall be painted to match original color. The vendor is responsible for caulking seams and removing graffiti as needed.

The vendor shall be responsible for maintaining, repairing and replacing all metal structural components, items and systems including, but not limited to, stall doors, toilet partitions, window frames, door frames, air handler dampers, structural partitions, duct systems etc.

The vendor shall be responsible for the repair of any/all fixed/bolted chairs, desks, bunk beds, and tables within the detention housing areas.

Roofs All roofs shall be kept in good repair, leak free, structurally safe and cosmetically acceptable to FMI and as near to original condition as possible. Any cold patch repairs shall cover a minimum of ten (10) square feet. The vendor is responsible for providing an annual roof inspection performed by an FMI approved, qualified third-party vendor. A written report, along with third party inspection report and supporting data, i.e. photos, infrared scan etc. shall be provided to the HCSOMDR. The vendor shall maintain copies of roofing manufacturer’s warranty and comply with all manufacturers’ recommendations to maintain the warranty. All roofing maintenance and each repair method and procedure shall be approved in advance by the HCSOMDR. The vendor shall be liable for all restoration costs resulting from any unauthorized repairs by vendor or vendor’s agents.

Hardware All building hardware including, but not limited to, non-secure/security/computer-controlled doors, door hinges, door closures, locks, all associated hardware etc. are to be kept in full operating condition including adjustment or replacement as necessary. ***NOTE – UNINTERRUPTIBLE POWER SYSTEMS (UPS) ARE HANDLED BY HCUS. HCSO utilizes special detail(s) units staff to handle varied tasks. It is imperative the items covered by special detail(s) such as:

Sensitive document removal, office relocation(s), medical documents boxes, grievance boxes, etc. are thoroughly communicated, as being out of the purview of the turn-key maintenance contract.

Building Control Systems All building control systems shall be maintained, repaired and replaced as necessary to provide safe and reliable operation.

The vendor shall be responsible to have trained, certified and licensed (as required) personnel and/or sub-vendors that are qualified to diagnose and repair and operate these critical systems. Building systems include, but not limited to, HVAC, fire protection, Computerized Maintenance Management System (CMMS) or IWMS, electrical, plumbing, pneumatic, and water treatment.

HVAC and Related Equipment All HVAC equipment shall be serviced and repaired to provide safe, reliable and energy efficient operation and all appropriate inspections performed with a copy of the inspections provided to the HCSOMDR. The vendor shall, at each facility, perform quarterly operational inspections for all HVAC related equipment. Additional requirements shall be determined by comparing manufacturer’s specifications, equipment history and field maintenance experience with actual operating conditions. It is vendor’s responsibility to ensure that equipment meets all federal, state and local requirements regarding use of Chlorofluorocarbon/Hydro Chlorofluorocarbon (CFC/ HCFC's) or other materials. All other associated fittings and equipment normally related to the cooling system, i.e., compressors, evaporative condensers, air eliminators, air cooled condensers, control air system, cooling towers, cooling tower fans, expansion tanks, pumps, regulators, water chillers, cooling coils, etc. shall be serviced and repaired to provide safe, reliable and energy efficient operation.

Additionally, all associated fittings and equipment normally associated with the heating and hot water systems, i.e.

boilers, burners, furnaces, pumps, heating coils, steam traps, water strainers, unit heaters, duct heaters, heat exchangers, humidifiers, etc. shall be serviced and repaired to provide safe, reliable and energy-efficient operation. Emergency backup air conditioning units and associated fittings and equipment shall be maintained and tested quarterly to confirm reliable operation.

Besides the minimum required of stationary engineering and maintenance mechanics technicians, the vendor shall have at least four (4) licensed or certified HVAC technicians for a day-to-day HVAC related services throughout the jail facilities. The vendor’s proposal shall clearly demonstrate how it shall meet the requirements below:

Centrifugal Chillers Due to the critical health and safety impact of the jail’s of HVAC equipment, minimum requirements shall comply with manufacturers’ preventative maintenance requirements to include, hiring an independent third party, approved by the HCSOMDR to perform semi-annual vibration analysis, first year eddy current testing and quarterly oil analysis eleven

(11) monthly operational inspections, plus one (1) complete annual inspection on each centrifugal chiller. Run time and calendar date scheduling are unacceptable.

Direct Expansion (DX Chiller Units) The vendor shall perform all manufacturers’ recommended preventative maintenance and at a minimum chemically clean all coils in the months of March, June and September and provide monthly visual inspection to determine need for increased frequency of cleanings to ensure efficient operation as needed. The vendor shall, at each facility, perform at least a complete annual inspection and three (3) operational inspections. The vendor shall hire a qualified independent third party approved by the HCSOMDR to perform an annual operational inspection of all DX Units. The vendor shall provide the HCSOMDR a written schedule of the operational inspections by third parties. Such inspections shall not be performed without approval by the HCSOMDR. Minimum requirements include a complete annual inspection and three

(3) operational inspections per year for all HVAC related equipment. Additional requirements shall be determined by comparing manufacturer’s specifications, equipment history and field maintenance experience with actual operating condition of the chiller. The vendor’s proposal shall clearly demonstrate how it shall meet these requirements. Using human memory to accomplish this task is unacceptable.

Air Handling Systems The vendor shall service, clean and repair all associated fittings and equipment normally related to the air handling systems including supply, return, exhaust and make-up systems, i.e., all fans, motors, air grills, plenums, registers, air filters, dampers, induction units, mixing boxes, fan coil units, electric heat elements, etc. to provide safe, reliable and energy efficient operation. The vendor shall hire a third-party independent vendor approved by the HCSOMDR to perform an annual vibration analysis of all vane-axial fans with the first to occur within ninety (90) days of commencement of contract.

Air Handling Units (AHU) and Fan Coil Units Vendor shall perform all manufacturers’ recommended preventative maintenance and at a minimum chemically clean all AHU & fan coil units’ heating and cooling coils in the months of June and December and inspection in the months of September and March to determine need for increased frequency of cleanings to assure efficient operation as needed. The coil cleaning solution, concentration and application shall comply with all health requirements for a twenty-four (24) hour occupied facility. Vendor shall take color photographs of the fan coil before and after each cleaning and these color photographs shall be forwarded along with all PM records to the HCSOMDR.

The vendor shall change pre-filters at least bi-weekly, or more frequently as needed, or deemed necessary on all exterior AHU’s and on the laundry AHU at 1200 Baker, and at least monthly on all other interior AHU’s, or more often when indicated by contaminant loading of filter, as determined by the HCSOMDR. Vendor shall replace Micro-filters (Box Filters) per manufacturer’s specifications or sooner when indicated by contaminate loading of filter, as determined by the

HCSOMDR.

Piping, Ducting and Insulation All piping, ducting and insulation of piping, air plenums, building, etc. shall be kept in good condition in order to maintain maximum cooling and heat retention. The vendor shall perform an annual visual inspection to ensure insulation in the areas listed above and other places are intact. The written report shall document the inspection and shall be supplied to the HCSOMDR.

Annual Air Quality Diagnosis At the vendor’s expense, an industrial hygienist and professional mechanical engineer shall perform an annual Indoor Air Quality (IAQ) diagnosis within one (1) year from the last known test on each building, with a complete report of the findings provided to the HCSOMDR. The inspection report shall be received by the HCSOMDR within ten (10) business days following the scheduled on-site IAQ inspection. The purpose of this report is to ensure no IAQ problems exist in the building that could affect the health and wellbeing of the occupants. The vendor’s ability to conduct an IAQ program that includes the following shall be clearly addressed in the proposal:

• An engineering analysis to confirm HVAC sizing for the building’s existing thermal loads at the time of the survey.

• Analysis of the airflow patterns and ventilation efficiency.

• Scientific measurement of thermal contaminant factors utilizing state-of-the-art testing equipment, i.e., flame ionization detector, volume spore trap, airborne particle monitor, and real time aerosol monitor.

• An in-depth evaluation of system control strategies.

• Statistical measurement of occupant responses.

• A report certifying the facility is in compliance with appropriate Federal, State, and local laws concerning IAQ or a list of recommendations and estimate of cost necessary to bring the facilities into compliance.

Fire Protection The vendor shall have at least five (5) certified electronic, fire, or related field technicians in his staffing level. The vendor shall ensure that the entire fire protection system, including speakers, strobes, smoke detectors, sensors, control panels, control stations, etc., smoke control systems, and fire suppression systems are maintained throughout the jail facilities.

The vendor shall notify the HCSOMDR and SOPIM in writing of the dates, at least seventy (72) hours prior to beginning all inspections, tests and surveys to ensure system meets all applicable fire codes.

• The fire sprinkler system and associated components shall be maintained and repaired to provide safe and reliable operation. All testing shall be in accordance with all applicable codes.

• The fire extinguishers shall be checked annually by expiration date and serviced as needed. Only people licensed by the State Fire Marshal shall perform servicing of fire extinguishers. Used extinguishers shall be refilled and missing extinguishers shall be replaced within twenty-four (24) hours of detection or notification.

• Kitchen vent hoods and related fire suppression systems shall be maintained and inspected as required by code.

• The vendor shall provide HCSOMDR and SOPIM with a written status report of all fire protection system inspections immediately upon receipt. Additionally, the vendor shall survey and provide the HCSOMDR in writing a Fire Systems status reports shall be due in the first week of the months of March, June, September and December.

Electrical The vendor shall have at least four (4) licensed maintenance electricians in his staff line position. The vendor shall maintain the electrical supply and internal power distribution components from the point of the meter and throughout the premises, including all switch gears. Internal and external lighting shall be maintained and serviced by the vendor in accordance with TCJS and Illuminating Engineering Society North America (IESNA) standards and codes. Lighting components shall be replaced as necessary by components of equal design and quality.

• T12 Lamps and magnetic ballasts shall be replaced with T8 lamps and electronic ballasts. F32 Lamps and magnetic ballasts shall be replaced with F32 lamps and electronic ballasts. Lamps shall be 4100K temperature and a minimum color rendering index of seventy-eight (78.) Lamps shall be the low mercury type and meet the Toxicity

Characteristic Leaching Procedure Tests’ standard requirements and certification and be classified as non-hazardous material.

• All fluorescent ballasts shall be instant start, universal voltage (12/277), electronic type and be designed for the fixture type. Electronic ballasts shall be GE, Advanced, Universal or of equal design and quality and approved by the HCSOMDR. Electronic ballast shall have a standard ballast factor rating and a Total Harmonic Distortion (THD) of less than ten percent (10%) unless otherwise authorized by the HCSOMDR.

• Incandescent light source types shall be replaced with compact fluorescent direct screw-in type lamps where possible. When planning to use self-ballasted, screw-in compact fluorescent lamps in recessed can fixtures, the vendor shall find it necessary to use a socket extension so that the ballast housing shall clear the upper narrow part of the can. The vendor shall not install compact fluorescent lamps in recessed can fixtures when any portion of the lamp extends outside of the can. When installing compact fluorescent lamps in recessed can fixtures with poor ventilation, the vendor shall not install lamps with more than a twenty-five (25) watt rating. Compact fluorescent lamps shall not be installed in totally enclosed fixtures.

• Incandescent exit signs shall be replaced with Light-Emitting Diode (LED) exit signs or direct screw-in retrofit LED lamps.

• The vendor shall perform an infrared inspection annually of all electrical distribution panels and main bus bar connections at each facility and make all necessary repairs as a result of the inspection. Upon completion of the inspection, vendor shall provide a written report of the results of the inspection to the HCSOMDR.

• NOTE: At all locations in the Building Information Sheets located in Bonfire, the emergency generators and the electrical distribution components from the generator to and including the Automatic Transfer Switch (ATS) are specifically excluded from the vendors’ responsibility under the terms of this contract.

Plumbing The vendor shall have at least four (4) journeymen or licensed maintenance plumbers in his staff. The vendor shall maintain the water supply hardware from the point of the meter and throughout the facility. Plumbing shall be maintained and repaired to provide the intended service and to conserve water and other resources. All pipe insulation shall be serviced and repaired to maintain its insulation properties. All pipes, tanks, drains and other liquid enclosures shall be serviced, maintained and repaired to ensure a leak free and sanitary system. All accessories to the system (including water softeners) shall be fully operative and capable of performing to designed specification. The vendor is responsible for maintaining the waste system from the city main into and throughout the premises. The vendor shall provide an annual schedule, identifying the week of cleaning for each lift station and sump, and documentation of completion when the service has been performed. To maintain the integrity of sump pumps and lift stations the vendor shall remove all solids from the lift station screens and other sumps at least monthly, and the lift station sumps shall be completely drained to remove collected solids and foreign matter at least quarterly.

The HCSOMDR can require an increase in the frequency of both the screen cleaning and the draining and removal of solids and foreign matter when in his/her opinion the conditions warrant an increased frequency of service to ensure uninterrupted operation by the pumping stations. When such conditions are created by the entry of foreign objects e.g.

jumpsuits, plastics, bedding, towels and other solid matter, these service calls shall be treated as vandalism.

Pneumatic

PNEUMATIC TUBE SYSTEM MAINTENANCE APPLIES ONLY TO 700 N SAN JACINTO ST. JOINT

PROCESSING CENTER (JPC) FACILITY.

The pneumatic tube sending/receiving system is used in the jails and associated facilities. The vendor is responsible for maintaining the system in good working order at all times. The pneumatic material distribution system (Tube System) is a five (5) zone system consisting of a central control center and its associated software, a network of pneumatic tubing, user stations, transfer units, blowers, carriers, associated hardware, fixtures, and materials, which the vendor shall be responsible for maintaining.