5-Specifications.pdf

SPECIFICATIONS

SCOPE

Harris County is seeking bids from qualified vendor(s) to provide extradition services of prisoners for the

Harris County Sheriff’s Office (HCSO) for one year, beginning approximately October 1, 2025, and ending twelve (12) months thereafter, or until all services ordered prior to the expiration date have been satisfactorily delivered, accepted, or performed satisfactorily for the using department.

It is the responsibility of each vendor to examine the entire bid package, seek clarification in writing, and review their bid for accuracy before submitting. Questions relating to this bid must be submitted in writing through Bonfire. The deadline for submission of questions relating to this bid is listed on the Event schedule of this project. All questions submitted in writing prior to the deadline will be compiled and answered in writing. A copy of all questions and answers will be released as a Public Notice to all firms. The County will not be bound be any information conveyed verbally.

M/WBEs

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

RENEWAL OPTIONS

Harris County may consider four (4) one-year renewal options, renewable one (1) year at a time, based upon the same terms, conditions and pricing as the original year. Renewal is subject to approval by the

Harris County Commissioners Court. Once renewal options are exhausted, the contract must be rebid.

Harris County reserves the right to rebid at any time as is in its best interest and is not automatically bound to renew.

CERTIFICATE OF INTERESTED PARTIES (FORM 1295)

Texas law requires all parties who enter any contract with the County which must be approved by

Commissioners Court to disclose all interested parties. Form 1295 must be completed in its entirety at the following website: https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm prior to submitting your response. Failure to do so may result in disqualification of your response.

USAGE REPORTS

Harris County reserves the right to request, and receive at no additional cost, up to two (2) times during the contract period, a usage report detailing the products and/or services furnished to date under a contract resulting from this bid. The reports must be furnished no later than five (5) working days after written 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

Extradition Services of Prisoners for the Harris County Sheriff’s Office https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm 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 Jose Camacho immediately at jose.camacho@pur.hctx.net.

ALTERATION OF DOCUMENT

No alterations may be made to this document. Any alterations made may result in the bid being deemed non-responsive and rejected. The terms and conditions contained within this bid supersede all conflicting terms within any cooperative purchasing contracts associated with this purchase.

TOLL/PARKING FEES

Any and all toll/parking FEES incurred by the vendor during the term of this contract will be the responsibility of the vendor.

SPECIAL REQUIREMENTS

Vendor may offer for sale additional items related to the scope of goods and/or services described herein and/or listed on the BidTable. Though the related items offered may be considered during the award recommendation, and/or may be made a part of a subsequent contract, if any, with Harris County, the affect of the related items cannot be extended and totaled in determining the lowest bidder since an estimated usage is unknown.

Purchases by Harris County of related items should not exceed 20% of the total annual purchases under the contract.

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

During the term of the contract, only industry-wide changes in price, reflected by documentation from supplying manufacturer/mill(s) will be approved. Pricing is subject to manufacturer’s increase/decrease, and for the amount of the increase/decrease only. Prices cannot be increased for ninety (90) days after the contract begins. Prices cannot be increased within ninety (90) days of any previous price increase. Price reductions must be applied to Harris County costs as soon as applied to vendor’s costs.

This bid or Commissioners Court approved award does not obligate Harris County to the eventual purchase of any product/service described, implied or which may be proposed. Progress toward this end is solely at the discretion of Harris County and may be terminated at any time.

The County may award to more than one (1) vendor as “Primary” and “Secondary” vendor. The

“Secondary” vendor will be utilized due to time constraints, availability, etc.

SPECIFICATION

Vendor shall provide extradition services as needed and required, in accordance with generally accepted standards applicable thereto, and shall comply with all applicable state, federal, and local laws, ordinances, mailto:jose.camacho@pur.hctx.net.

rules, and regulations related to the services performed hereunder. At Harris County's request, the vendor shall assume custody of prisoners committed to the custody of HCSO and provide intrastate and/or interstate transportation of said prisoners to and from locations designated by HCSO.

A. Transportation Standards

The vendor shall adhere to transport standards for both interstate and intrastate transportation of prisoners and fugitives from justice, as incorporated herein. The vendor must comply with all provisions of the Interstate Transportation of Dangerous Criminals Act of 2000 (Public Law 106-

560, 114 Stat. 2784; 42 U.S.C. 13726b), enacted on December 21, 2000.

B. Compensation Method

Compensation for ground transportation services provided by the vendor shall be calculated on a per-mile basis. The rate shall be assessed based on one-way ground mileage from the point of pick-up to the point of drop-off. Mileage shall be determined using the PC*MILER route mileage tariff I.C.C.

No. ALKP-1001B.

C. Pricing Requirements

The vendor shall disclose all applicable costs on the BidTable, regardless of whether they are specifically requested. Only those costs listed on the BidTable and confirmed by a purchase order will be eligible for payment.

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

Vendor Qualifications:

1. The vendor shall have an operational ground transportation system in place that operates seven (7) days a week, three hundred sixty-five (365) days a year, twenty-four (24) hours a day.

2. The vendor shall have sufficient equipment to meet the transport demands of the HCSO. A minimum of sixteen (16) 15-passenger vans must be available, along with other vehicles in the vendor's fleet.

3. The vendor shall comply with all applicable state and federal laws and regulations, including those from the U.S. Department of Transportation's Federal Motor Carrier Safety Administration and the

Department of Justice, in the performance of this contract.

4. The vendor shall provide documentation with the bid to show that each transportation agent has received complete training in all phases of prisoner transport and is properly licensed in accordance with all state and federal requirements for handling prisoners.

5. Harris County prefers that the vendor has provided a minimum of 5,000 prisoner transports during the past twelve (12) months.

6. The vendor shall include a sample of Department of Transportation (DOT) approved driver logs with the bid as proof of adherence to driver-time requirements.

7. In assuming custody of prisoners, the vendor shall take sole responsibility for the security and control of prisoners in a professional manner and in accordance with HCSO's written policies and procedures.

Such policies, procedures, and directives may be promulgated in the future regarding the use of force and the security and control of prisoners. In the absence of written policies or procedures, the vendor shall follow reasonable and customary operating procedures. The vendor must comply with all federal, state, and local regulations as they pertain to the contractor's services and employees.

8. The vendor agrees to travel the most direct route when transporting prisoners, whether male or female, for HCSO.

9. The vendor shall immediately report unusual incidents, emergencies, and/or controversial situations that arise in the performance of services to HCSO in accordance with HCSO directives. For the purpose of this definition, "unusual incidents, emergencies, or controversial situations" include, but are not limited to: any act of violence by a prisoner or other passengers; any escape or attempted escape of a prisoner; any other breach of security; any excessive delay in the transportation of a prisoner; any medical condition of a prisoner or other passenger requiring emergency medical treatment; any mechanical failure that would normally require formal reports to the cognizant regulatory agency; and any refusal of law enforcement agencies to release a prisoner to the contractor as authorized or directed by HCSO.

10. The vendor shall assume custody of prisoners from authorized agents of HCSO at the location of incarceration determined by the parties to be suitable for such purpose, to transport the prisoners to their destination or other specified location.

11. Upon arrival, the vendor shall surrender custody of the prisoners to HCSO or to the law enforcement agency designated by HCSO. HCSO has the right to cancel its pickup order within twenty-four (24) hours after placing the order. Any other cancellations may be made only with the vendor's consent.

The vendor shall notify the Criminal Warrants Division of HCSO regarding any significant delays as soon as possible.

12. In the event of delays in delivering prisoners to the specified destination, whether or not beyond the vendor's control, including inclement weather or mechanical malfunctions, the vendor shall cover all prisoner-related costs, except for medical expenses, related to such delays, including but not limited to food and lodging.

13. The vendor agrees to notify the Criminal Warrants Division within one (1) hour of receiving a work request to transport a female prisoner, regardless of whether a female guard is available for the transport.

14. HCSO will provide the vendor with a pickup deadline for all prisoners. The vendor shall be fully responsible for ensuring that all prisoners are picked up before the designated pickup deadline. In the event a prisoner is unavailable for pickup due to the vendor's failure to meet the pickup deadline, HCSO will be relieved of any and all costs associated with such pickup.

Refusal and/or Inability to Transport:

1. The vendor shall have the right to refuse to transport any individual whose condition or behavior, in the opinion of the driver, would be detrimental or dangerous to the safety of the vehicle or its passengers. In the event the driver refuses to transport such an individual, HCSO must be notified immediately, prior to leaving the pickup location, and there shall be no charge to HCSO.

2. If, upon arrival at the holding agency, the vendor learns that the prisoner has a contagious disease that was unknown to both the vendor and HCSO, the vendor shall immediately contact HCSO for further instructions. If the prisoner is transported, it shall be done in a manner that ensures the well-being of all other occupants. If the prisoner cannot be transported, HCSO will not incur a penalty charge. The vendor agrees not to place holds on HCSO prisoners held in other jurisdictions. Should the vendor or its agents place a hold on a prisoner in violation of this provision, the vendor agrees to reimburse

HCSO for the full cost of transport for each such occurrence.

3. In the event the prisoner is unavailable due to the fault of HCSO, HCSO will be responsible for the costs incurred that are directly attributed to the trip to the facility, but no more than 25% of the original trip cost. If the vendor fails to contact the holding facility twelve (12) hours prior to pick-up, HCSO shall be relieved of any and all costs associated with such pickup if, upon arrival, the prisoner is unavailable. In any case, HCSO will not incur a penalty charge.

4. Should the vendor fail to pick up prisoners when booked in advance, HCSO will charge the vendor a fee of $175.00 per infraction.

5. The vendor shall deliver prisoners held in another jurisdiction to HCSO facilities within six (6) days from the date of pickup unless HCSO designates a shorter period of time. Failure to comply with this requirement without the consent of a Criminal Warrants supervisor of HCSO will result in HCSO reducing the cost of the trip to 50% of the original price.

Identification and Uniform Requirements:

1. Vendor employees shall be required to wear a uniform bearing the company logo. Street or casual clothes, such as jeans, T-shirts with popular printed materials, sandals, "flip-flops," etc., will not be acceptable. If vendor employees do not wear proper attire, the holding authority may refuse to release the prisoner(s), and the vendor will not be compensated for the trip.

2. All employees of the vendor involved in the pickup and transportation of prisoners must carry an identification (ID) that includes information such as title or rank, company name, employee name, and photo. This ID must be presented and/or displayed properly when requested by the holding agency prior to the release of any prisoner.

Policy, Contingency Plan and Reporting Requirements:

1. The vendor shall have a written contingency plan in place for addressing medical problems, accidents, or prisoner escapes.

2. Prisoners must be given an eight (8) hour rest period within any given twenty-four (24) hour period.

No prisoner will travel for more than twenty-four (24) hours without receiving housing. Housing will be provided to the prisoner, ensuring the opportunity for proper rest, showering, and meeting other hygienic needs.

3. Prisoners must be provided restroom stops every three (3) hours during transport if no restroom facilities are available on the transport vehicle. If restroom facilities are provided on the transport vehicle, they shall be kept in a sanitary condition and maintained as such for the duration of the transport.

4. Prisoners requiring medication shall receive it at the prescribed intervals during transport, and any self-administration of medication shall be properly documented.

5. Prisoners traveling interstate shall cover a minimum of 250 straight-line miles each day from the point of departure to the point of destination.

6. The releasing agency shall be given one (1) working days’ notice prior to the transportation agency taking custody of a prisoner, unless a shorter period is mutually agreed upon and documented. HCSO will determine if a status change of the prisoner has occurred. In the event of a status change that causes the transport to be canceled, the transporting agency will contact the Criminal Warrant supervisor immediately, and there will be no charge to HCSO.

7. The vendor is responsible for providing prisoners with three (3) balanced and nutritious meals during each twenty-four (24) hour period while they are in custody.

8. The vendor must immediately notify the contact person at HCSO of any medical problems, escapes, accidents, or other incidents as outlined in the contingency plan. If immediate notification is not possible, notification must be provided at the earliest opportunity.

9. For prisoners traveling interstate, HCSO will be notified on the day the transfer agents take custody of a prisoner.

10. Appropriate documentation, including written authority to transport the prisoner (i.e., Prisoner

Receipt, Property Receipt, and Prisoner Medical/Medication information), will be delivered with the prisoner. The vendor shall provide a detailed written report, including all prisoner activities while in transit, upon delivery. The report shall list the date, times for pickup and delivery, all restroom breaks, meals, medical or behavioral problems, and overnight stops. The report shall also contain the transporting agents' signatures and the extradition oath for each prisoner transported.

11. The vendor shall provide a twenty-four (24) hour, seven (7) days a week communication system for access by agency decision-makers.

Personnel Requirements

1. The vendor shall conduct evaluations of potential employees, focusing on qualified candidates with unquestionable backgrounds. Evaluations must include, but are not limited to, reviews of driving history, criminal history investigations, and drug and alcohol testing.

2. The vendor is responsible for drug and alcohol testing of each employee prior to referring them to

HCSO for fingerprinting and background checks. All vendor employees who will be assigned to

HCSO must undergo a background check through HCSO Background and Screening. This will include, but is not limited to, fingerprint screening conducted by HCSO, the Department of Public

Safety, and the Federal Bureau of Investigation (FBI). All background investigations must comply with the rules and regulations outlined in Title 28, Code of Federal Regulations, §§ 20.33(a)(6) and

20.33(a)(7).

The vendor shall reimburse HCSO for any and all fees associated with the required background checks, not to exceed one hundred dollars ($125.00) per employee.

3. The vendor agrees that current employees and newly hired personnel will be ineligible to provide services for HCSO if a criminal record is found for any of the following offenses:

a. Any felony offense, unless a pardon was granted based on subsequent proof of innocence.

b. Misdemeanor offenses in the following categories:

o Convictions for driving while intoxicated (alcohol or drugs) within the past two (2) years.

o Thefts or crimes against persons resulting in jail time or probationary sentences within the past two (2) years.

c. Drug-related offenses:

o Manufacture or sale of illegal drugs or controlled substances.

o Drug use offenses: No marijuana use within the past two (2) years and no felony drug use. No exceptions.

ORDER PROCESS

All quantities listed on the BidTable(s) are estimates only. Harris County reserves the right to purchase more or less than amounts stated on the BidTable(s) and may add or remove like categories and quantities throughout the contract term and all renewal periods. Vendor shall be capable of furnishing and delivering all products at once or based on a scheduled determined by HCSO.