260289 Specificationsfinal.pdf

SPECIFICATIONS

Annex 9 Courthouse Elevator Modernization Project for Office of the County Engineer

1. Scope The intention of this Harris County Competitive Sealed Proposal (CSP) is to solicit offers for the turnkey modernization of one (1) hydraulic elevator serving two floors at Annex 9 Courthouse located at 1001 S. Sgt Marcario Garcia Dr Houston, TX 77011. The scope includes upgrading major components with non-proprietary equipment and the installation of pit flood alarm system and emergency lowering device. The goal is to enhance safety, performance, energy efficiency, reliability, and flexibility, while reducing long-term operational costs and avoiding vendor lock-in by utilizing non-proprietary, open-source systems. Timeline to complete this project is 180 calendar days.

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.

Pre-Proposal Conference and Site Visit There will be a PRE-PROPOSAL CONFERENCE on October 13, 2026, at 10:00a.m. CST, local time Houston, TX to be held at 1001 S. Sgt Marcario Garcia Dr., Houston TX 77011 (Annex 9 Courthouse). Vendors are to assemble in the main lobby. A site visit to inspect the project location will immediately follow the conference. Attendance is not mandatory, but vendors are strongly encouraged to attend to gain a better understanding of the requirements of this CSP and a chance to ask questions. People with disabilities requiring special accommodation 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 CSP package, seek clarification in writing, and review their response for accuracy before submitting it. Questions relating to the CSP must be submitted in writing online within Bonfire at https://harriscountytx.bonfirehub.com. The deadline for submission of questions relating to this CSP is listed on the Events Schedule within Bonfire. All questions submitted in writing prior to the deadline will be compiled and answered in writing. A copy of all questions and answers will be released as a Public Notice to all firms through Bonfire. The County will not be bound by any information conveyed verbally.

M/WBEs Harris County strives to engage with prime contractors and subcontractors that represent the diverse businesses of the County. We will ensure that historically underutilized minority- and woman-owned businesses (M/WBEs) receive a fair and equal opportunity to participate in the County’s procurement process. The County expects Vendors to make a good faith effort, and the Vendor agrees to reasonably assist the County to meet or exceed goals for awarding contracts associated with a project the County procures, operates, maintains, or constructs to M/WBEs.

CERTIFICATE OF INTERESTED PARTIES (FORM 1295)

Texas law requires all parties who enter into any contract with the County which must be approved by Commissioners Court to disclose all interested parties. Form 1295 must be completed in its entirety at the following website:

https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm prior to submitting your response. Failure to do so may result in disqualification of your response.

2. Preconstruction/ Prework Activities This section outlines the preconstruction/prework activities required to prepare the site for the elevator modernization project. All activities are to be completed prior to the commencement of any demolition or installation work to ensure site readiness, worker safety, material accountability, and protection of existing finishes.

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

2.1 Site Protection

• Floor and Wall Protection:

The contractor shall install Masonite or comparable protective material to safeguard all adjacent flooring and walls in the work area.

o Masonite shall be securely fastened and laid flat to avoid trip hazards.

o Coverage shall extend from the elevator footprint to material staging areas, delivery paths, and other access points as identified in the project walk-through.

o Wall protection shall be applied to surfaces exposed to potential impact during material movement or installation.

o

2.2 Material Inventory and Verification

• Prior to the start of any construction activity, the contractor shall conduct a complete inventory of all received modernization components.

• Inventory shall verify:

o All materials are on-site.

o Quantities and specifications match approved submittals and engineering drawings.

o No visible damage or discrepancies exist.

• A material inventory report shall be provided to the project manager or owner's representative, including any noted shortages, damage, or required follow-up with the supplier.

2.3 Barricade Installation

• Contractor shall provide and install temporary barricades around the elevator work zone.

o Barricades must meet all local safety and code requirements, including signage for restricted access and public safety.

o Barricades are to be self-supporting; non-obtrusive, and aesthetically neutral wherever public visibility exists.

o Access points for worker entry must be clearly marked and secured after hours.

2.4 Material Staging and Logistics

• Materials shall be staged in a manner that promotes safe, efficient workflow and minimizes handling.

o Staging locations must be approved by the building management or owner's representative.

o Heavy components should be placed near the point of use when possible and arranged to facilitate just-in-time movement during installation.

o Material storage must not block egress paths or interfere with building operations.

Important:

1. Contractor is responsible for maintaining an organized and clean staging area throughout the project.

2. All modernization work and equipment shall comply with or exceed the latest applicable codes and standards

– see below:

• ASME A17.1 –American Society of Mechanical Engineers (ASME) Safety Code for Elevators and

Escalators

• ASME A17.2 – Inspection Manual

• ASME A17.5 – Elevator and Escalator Electrical Equipment

• ADAAG - Americans with Disabilities Act Accessibility Guidelines

• TAS – Texas Accessibility Standards

• NFPA 70 – National Fire Protection Association (NFPA) National Electrical Code

• NFPA 101 – Life Safety Code

• All applicable state, local and American with Disabilities Act (ADA) Codes

3. Demolition & Removal

• Disconnect and remove the existing:

o Power unit (motor, pump, and valve assembly) o Hydraulic tank o Elevator controller o Hall fixtures o Car operating panel (COP) o Cab interior finishes and accessories o Traveling Cable

• Proper disposal of all removed equipment and materials per local environmental and safety regulations.

• Disconnect all power supplies to the elevator systems and ensure proper decommissioning in compliance with safety regulations.

• Perform any necessary decommissioning work, taking care to minimize disruption to building operations.

• Disposal of hydraulic fluid will be the sole responsibility of the elevator contractor.

• Dumpsters or other waste receptacles will be the sole responsibility of the elevator contactor.

3.1 Installation of New Components

All new components shall be non-proprietary to ensure open maintenance access and long-term serviceability by multiple vendors.

3.1.1 Power Unit

• Supply and install a new nonproprietary hydraulic power unit with submersible pump and motor.

• Include necessary oil lines, silencer, and vibration isolation.

• Ensure compatibility with the elevator’s load capacity and travel height.

3.1.2 Controller

• Replace existing proprietary controller(s) with non-proprietary microprocessor-based controllers e.g. Alpha, Pixel, Motion Control, Smart Rise or equivalent with:

o Microprocessor-based logic o Fire service Phase I and II o Emergency battery lowering o Diagnostics and remote access capability (optional)

• Integrate with all other new system components.

• Ensure the controllers provide smooth and reliable ride quality, with improved acceleration and deceleration characteristics.

3.1.3 Hall Fixtures

• Replace existing hall stations with new, ADA-compliant, vandal-resistant hall fixtures.

• Include illuminated call buttons and visual/audible signals per ASME A17.1 and meets or exceeds all applicable state codes, local codes and ADA guidelines.

3.1.4 Car Operating Panel (COP)

• Install a new non-proprietary COP including:

o Illuminated pushbuttons o Emergency stop switch o Alarm button o Fire recall key switch keyed in “Firefighters Emergency Operation” FEOK-1 key o In-car position indicator and audible floor annunciation o Pit flood indicator light o Independent service key switch o Light and fan key switch o Emergency Communication Cellular System Coss Communications 4/5G cellular system or equivalent compliant with ASME A17.1 and state and local codes.

3.1.5 Door Protection Devices

• Install door detection systems to display red/green light indicators e.g. Panachrome+ or equivalent.

3.1.6 Cab Interior and Overhead Lighting

• Modernize the cab interior with new wall panels, handrails, ceiling (with LED lighting), and durable flooring.

• Ensure design meets or exceeds ASME A17.1, Applicable state and local codes, ADA guidelines and fire codes.

3.1.7 Pit Flood Alarm

• Furnish and install a new pit flood alarm system for all elevators.

o Ensure that the alarm system is fully integrated with the elevator control system for immediate detection and response in case of flooding or water accumulation in the elevator pit.

o The alarm system should include:

Water sensors placed strategically in the elevator pits Audible and visual alarms for building occupants or maintenance personnel Indicator light shall be present in new COP o Ensure that the system meets or exceeds applicable state and local code requirements for flood detection in elevator pits.

3.1.8 Traveling cable

• Supply and install a new travel cable that meets or exceeds OEM specifications and local code requirements.

• Ensure cable can facilitate all changes and additions

• Ensure correct cable length, support, and routing to prevent interference or wear.

• Make secure and proper terminations at both the car and controller ends.

• Provide proper strain relief and ensure cable loop is within manufacturer recommendations.

3.1.9 Safety System Enhancements

• Install or upgrade essential safety features, including:

o Emergency Communication Cellular System Coss Communications 4/5G cellular system or equivalent compliant with ASME A17.1 and state and local codes.

o Fire Recall and Emergency Power Lowering systems as required by local regulations.

o Emergency Power Operation New controllers, drives and machines must be integrated into the current emergency power generator or have emergency battery lowering unit installed.

3.1.10 Complete

• Project will be deemed complete when all deliverables are turned in and accepted, and all deficiencies identified during final inspection are corrected.

• Retainage can be invoiced for payment following written notice of project completion.

• Liquidated Damages will be assessed as described below in section 3 in reference to the agreed upon

Completion Date.

4. Retain and Reuse The Office of the County Engineer shall have the exclusive authority to make the final decision regarding the retention, reuse, or disposal of any elevator equipment. This includes, but is not limited to, determining which elevator components are deemed reusable, whether for future projects or ongoing maintenance, and which items must be discarded or replaced. The Office of the County Engineer’s determination shall be final and binding, and all relevant parties shall comply with said decision.

• Retain jack and packing.

• Retain buffers.

• Retain guide rails.

• Retain door sills and tracks.

• Retain piping between machine room ball valve and jack.

• Retain all Victaulic couplings.

• Retain car platform and enclosure.

• Retain pit ladder.

• Retain door operator.

5. Code Compliance All equipment and work shall comply with:

• ASME A17.1 – Safety Code for Elevators and Escalators

• ADA requirements for accessibility

• State building and elevator codes

• Local building and elevator codes

• NEC (National Electrical Code)

6. Timeline The estimated timeline for completing the modernization of all elevators is as follows:

• Pre-Installation and Planning: [CONTRACTOR PROVIDE]

• Demolition and Removal: [CONTRACTOR PROVIDE]

• Controller, Machine, and Ropes Installations: [CONTRACTOR PROVIDE]

• Pit Flood Alarm and Signal System Installations: [CONTRACTOR PROVIDE]

• Final Testing and Commissioning: [CONTRACTOR PROVIDE]

• Estimated Total Project Duration: [CONTRACTOR PROVIDE]

• Final Inspection Date: [CONTRACTOR PROVIDE]

• Completion Date: [CONTRACTOR PROVIDE]

6.1 Delays

• Any delays in project completion date caused by elevator contactor, shipping companies chosen by elevator contactor or elevator contractors’ vendors will result in a $390.00 per day Liquidated Damages excluding county holidays starting five (5) weekdays after Completion Date and accrue daily until work is complete.

• The Liquidated Damages will be removed from final retainage payment, then billed to contractor directly, until work is complete.

7. Testing & Commissioning

• Perform complete system testing and commissioning.

• Provide code-mandated inspections and certifications by licensed inspectors.

• Submit all test results and documentation to the client.

8. Exclusions This scope does not include:

• Structural modifications to elevator shafts or pits unless identified as necessary during the project.

• Power supply upgrades or any additional electrical work not related to the elevator system.

• Removal or remediation of hazardous materials (e.g. asbestos) if encountered during demolition.

Vehicle parking and associated fees will be the sole responsibility of the elevator contactor and will not be guaranteed or paid by Harris County.

9. Deliverables Fully modernized elevator systems featuring non-proprietary controller, power unit, cab interior, cab lights and handrails,

9.1 Complete documentation including:

o As-built drawings of new elevator systems o Manufacturer specifications and warranty information for all installed equipment o Maintenance manuals and operational guides o A detailed performance and acceptance report, confirming compliance with all applicable state and local codes and safety standards.

o Laptop and software for remote diagnostics.

9.2 Pit flood alarm system fully operational and integrated with elevator controls.

9.3 Emergency lowering unit Capable of facilitating passenger egress int the event of power loss

9.4 Machine room that meets or exceeds all applicable state, local, ADA and elevator related codes.

10. Warranty and Post-Completion Support:

10.1 Warranty Period:

o A minimum one (1) year warranty will be provided on all parts and labor associated with the elevator modernization, starting from the date of project completion and final handover.

o The warranty covers defects in materials, workmanship, and any failures in the newly installed equipment, including controllers, machines, hoist ropes, governor ropes, rope grippers, and pit flood alarms.

10.2 Warranty Coverage:

o The warranty will include the repair or replacement of defective components at no cost to Harris

County.

o The contractor will be responsible for addressing any issues related to the functionality or performance of the installed systems during the warranty period.

o The warranty does not cover damage resulting from misuse, vandalism, accidents, unauthorized modifications, or external factors such as natural disasters.

10.3 Post-Installation Support:

o After the warranty period, the contractor will offer post-warranty support and maintenance services under a separate service agreement at the discretion of Harris County.

11.Payment Schedule Harris County Building Operations Service (BOS) cannot and will not prepay for work not performed. Prior to payment being made by BOS, a BOS representative shall confirm work has been completed and is considered satisfactory before payments are released.

• Fifty percent (50%) – Upon completion and County approval of engineering/ design submittals (including all required shop drawings and design documents for the new elevator controllers and system).

• Fifteen percent (15%) - Upon delivery of all major equipment and materials to the site, as verified by Harris County Building Operation Services (BOS) representative.

• Twenty-Five (25%) – Upon Substantial Completion of the modernization work including successful final/violation state or local inspections with no significant violations or deficiencies noted.

• Ten percent (10%)- Upon conclusion, a thirty (30) day period of problem-free operation with no major malfunctions and all equipment performing to the County’s satisfaction.

Payment Terms and Conditions:

1. Invoices: All payments will be made according to the milestones mentioned above, with the elevator company submitting invoices upon the completion of each milestone and Harris County verifying completion.

2. Disputes: In the event of a dispute regarding job completion or milestones, both parties will agree to meet on job site and in person to resolve the issue before any further payments are processed.

The rates quoted on the Bid Table must be all-inclusive. “All-inclusive" shall be construed as costs incorporating all charges for labor, material, equipment and any other cost incurred. No separate line-item rates or charges will be accepted.