7-Specifications.pdf

SPECIFICATIONS

Worksite Safety Policy Operationalization for the Harris County Department of Economic Equity and Opportunity

SCOPE

Harris County is seeking offers vendors to help the Department of Economic Equity and Opportunity (DEEO) design and implement internal systems, training programs, and operational tools to carry out the County’s Worksite Safety Policy. The goal is to create a sustainable, well-documented, and efficient monitoring program aligned with County procedures and policy requirements.

The term shall begin on or about May 1, 2026 and ending twelve (12) months thereafter or until all services ordered prior to the expiration date have been satisfactorily delivered and accepted or performed satisfactorily for the using department.

It is the responsibility of each vendor to examine the entire package, seek clarification in writing, and review their bid for accuracy before submitting. Questions relating to this project must be submitted in writing online within Bonfire at https://harriscountytx.bonfirehub.com . The deadline for submission of questions relating to this bid 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.

RENEWAL OPTIONS

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

MAXIMUM CONTRACT VALUE

The total contract value must not exceed the informal threshold of $100,000 for this project.

AWARD

Harris County anticipates awarding to a single vendor on the basis of lowest bid meeting requirements. Harris County reserves the right to award to more than one (1) vendor if in the best interest of Harris County.

This RSO 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 prior to execution of an agreement.

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://ethics.state.tx.us/filinginfo/1295/ prior to submitting your response. Failure to do so may result in disqualification of your response.

LEGAL DOCUMENTS

Vendor should submit any agreement for products/services which may be required by the vendor’s organization to enter into a contract with Harris County. The awarded vendor will be required to execute an agreement with Harris County which finalizes the terms and conditions set forth in vendor’s offer, best and final offer, and any negotiations between vendor and Harris County. The agreement is subject to review and amendment by the Harris County Attorney’s Office.

BACKGROUND:

On November 13, 2025, Harris County Commissioners Court adopted the County’s Worksite Safety Policy, establishing enforceable standards for worker safety, complaint investigation, and compliance oversight. DEEO is designated as the County Safety Monitor, responsible for complaint intake, investigations, enforcement, and safety data reporting.

To meet policy mandates by the July 1, 2026 effective date, DEEO seeks professional assistance to build operational structure, train staff, and organize intake and coordination functions for ongoing compliance.

SCOPE OF SERVICES

Harris County seeks vendors that can provide the following services:

Operational Structure Development: Design frameworks and workflows for DEEO’s monitoring functions, including complaint intake, investigations, documentation standards, and case management processes.

Reporting and Documentation Systems: Develop or configure templates, data tools, and dashboards for tracking safety investigations, site monitoring, and enforcement outcomes.

Staff Training and Cross-Training: Conduct and document training for current and incoming DEEO staff on investigative procedures, worker protection standards, and technology tools. Support scheduling and cross-training coordination.

Intake and Coordination Setup: Establish an intake and tracking process for worker complaints, including escalation and confidentiality protocols for urgent or sensitive matters.

Implementation and Advisory Support: Provide guidance on staffing structures, monitoring frequency, scheduling, and policy compliance safeguards.

Technology Integration and Support: Recommend, configure, or integrate systems for data intake, case tracking, and field reporting using County-approved platforms.

Deliverables

DEEO Worksite Safety Operations Framework: Documented workflows, Standard Operating Procedures (SOPs), and organizational structure for the monitoring program.

Complaint Intake and Case Management Templates: Standardized forms and tracking tools including escalation decision trees and confidentiality protocols.

Field Monitoring and Reporting Toolkit: Templates and tools for site visits, data collection, and compliance reporting.

Training Curriculum and Documentation: Training materials, session records, and cross-training guides for DEEO staff.

Implementation Roadmap: Phased timeline with milestones tied to the July 1, 2026 effective date, including recommendations on staffing and sustainability.

Coordination The vendor will work under the supervision of the DEEO Executive Director and designated project leads. Expectations include:

Regular participation in bi-weekly coordination meetings or briefings with DEEO project leads.

Timely written progress updates aligned to project milestones.

Access to relevant County staff for discovery interviews and workflow documentation, subject to County approval.

Coordination with County IT or approved platforms for any technology integration activities.

Estimated Term

May – August 2026, with potential extension contingent on implementation milestones and County needs.

Phased Timeline

Phase Timeframe Focus

Discovery & Design May 2026 Assess needs, design workflows, develop operational frameworks

Build & Training June – July 2026 Configure systems, develop templates, conduct staff training

Launch Support August 2026 Go-live support, troubleshooting, and transition documentation

VENDOR QUALIFICATIONS AND SUBMISSION REQUIREMENTS

1. Acceptance of General Requirements for Offers

2. Acknowledgement Form

3. Tax Residence Certification

4. Form 1295 Certificate of Interested Parties (signed)

5. Proof of Insurance

6. Subcontractor Listing Form

7. Transmittal Letter

8. Proposal/Scope of Services & Qualifications

8.1. Vendors must provide a proposal demonstrating the proposed project methodology and ability to meet all requirements listed in this project.

8.2. Qualified vendors must demonstrate:

• Documented experience creating or managing safety compliance or investigative oversight programs.

• Understanding of public-sector procedures, confidentiality requirements, and worker protection standards.

• Proven ability to design workflows, SOPs, and training materials for compliance or safety programs.

8.3. Familiarity with relevant technology platforms, including:

• Case & Complaint Management Systems: Salesforce Public Sector, PowerApps, Smartsheet, SharePoint, or equivalent

• Inspection & Data Collection Tools: iAuditor, ESRI Survey123, Fulcrum, or equivalent field-data systems

• Reporting & Analytics Platforms: Power BI, Tableau, or comparable dashboards

9. Pricing Vendors must provide all-inclusive pricing with their proposal, including a breakdown by project phase utilizing the BidTable (BT-49EM) . Pricing must reflect the full scope of services described in this solicitation.

10. Samples and References: Vendors must include 2–3 project examples highlighting similar work (preferably for local government or large organizations), details on technology used, and client references and/or letters of references. References must include contact information (name, email, phone number) for verification purposes.

11. Miscellaneous & Exceptions