8-26 0121 - Specifications.pdf

SPECIFICATIONS

SCOPE

Harris County is soliciting bids for door lock replacement services and related items at various Juvenile Detention Facilities for Harris County Office of the County Engineer Building Operations Services (BOS) for one (1) year beginning approximately September 1, 2026.

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 and directed to Tamara Twiner, Office of the Purchasing Agent, 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 by any information conveyed verbally.

PRE-BID CONFERENCE

A pre-bid conference is scheduled for June 4, 2026, at 11:00 a.m. CST, local time via Microsoft Teams.

Join the Meeting Now:

https://teams.microsoft.com/meet/214512272132699?p=o8BZSZgC90HQxQw9Kz Meeting ID: 214 512 272 132 699

Passcode: dB2mC9zW

Or call in (audio only) +1 281-985-1862,,732118629#

Attendance is not mandatory but preferred so that all vendors have a better understanding of the requirements of this bid. The pre-bid conference 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-bid conference.

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 within Bonfire. The deadline for submission of questions relating to this bid is listed on the Event 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 forwarded via Public Notices through Bonfire to all firms. 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.

Door Lock Replacement Services and Related Items at Various Juvenile Detention Facilities for Harris County https://teams.microsoft.com/meet/214512272132699?p=o8BZSZgC90HQxQw9Kz tel:+12819851862,,732118629

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 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.

USAGE REPORTS

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

CHANGE IN CONTRACT

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

PURCHASE ORDERS

Products and/or services must not be provided and invoices will not be paid without a purchase order, signed by the Harris County Purchasing Agent. Purchase orders will be written in annual increments when applicable.

Once a purchase order is issued, the using department will contact vendor directly to place orders.

NO CONFIDENTIALITY OF BIDS

Once opened, bids are public record. There are no exceptions. When submitting a bid, the vendor must be sure to redact confidential information if the information is needed to address requirements of the bid. If there are any questions concerning confidentiality of information to be submitted, contact Tamara Twiner immediately at tamara.twiner@harriscountytx.gov.

ALTERATION OF DOCUMENT

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

TOLL/PARKING FEES

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

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 https://ethics.state.tx.us/filinginfo/1295/ mailto:tamara.twiner@harriscountytx.gov.

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

The Harris County Office of the County Engineer Building Operations Services (BOS) is seeking qualified vendors to provide door lock replacement services and related items at designated juvenile detention and related secure facilities. BOS manages and maintains the Master Key System for the Harris County Juvenile Probation Department (JPD). Vendor(s) shall provide all labor, supervision, tools, equipment, materials, and incidentals necessary to complete the work in a safe, secure, and timely manner. All services shall be performed in strict compliance with applicable federal, State of Texas, and Harris County laws, regulations, codes, and security requirements applicable to juvenile detention facilities.

The awarded vendor(s) shall coordinate all work through the County’s designated Project Manager and shall submit a detailed project schedule and work plan for review and approval prior to commencing services. All work shall be planned and executed to minimize disruption to facility operations and to ensure continuous security of the premises. Vendor(s) personnel shall be subject to background checks, security screenings, and all access control requirements established by Harris County and JPD. Any personnel who fail to meet access requirements shall be denied entry and shall not be permitted to perform work under this contract.

Vendor(s) shall be responsible for ensuring all personnel comply with facility rules, escort requirements, and security procedures at all times.

Vendor(s) shall respond to routine coordination requests within twenty-four (24) hours, provide a minimum of forty-eight (48) hours’ notice for schedule changes, and mobilize for urgent or emergency service requests within four (4) hours of notification.

Pre-Construction Requirements and Closeout Documentation Prior to commencement of work, vendor(s) shall verify site conditions and coordinate all activities with the County Project Manager. Before performing any wall, slab, or structural penetration, vendor(s) shall conduct appropriate utility locating, scanning, and imaging to identify concealed utilities or structural elements.

Vendor(s) shall be fully responsible for any damage resulting from failure to perform such due diligence.

Upon completion of work, vendor(s) shall provide complete electronic closeout documentation in PDF format within five (5) business days. Documentation shall include product submittals, installation records, as-built keying schedules, key control logs, warranty documentation, and operation and maintenance manuals. Final payment shall be contingent upon receipt and acceptance of all required documentation.

Materials, Equipment, And Installation Requirements All materials, equipment, components, and related supplies provided under this contract shall meet strict quality, safety, and compatibility standards to ensure the integrity of the County’s security systems.

Vendor(s) shall comply with all requirements outlined below:

• Provide only materials, equipment, and components that are new, unused, and of current production, unless otherwise approved in writing by the County

• Utilize only manufacturer-approved materials, lubricants, hardware, and installation methods consistent with industry best practices and warranty requirements

• Ensure all lock components are Original Equipment Manufacturer (OEM) products fully compatible with the existing Master Key System and County security infrastructure

• Obtain prior written approval from the County before substituting any OEM components, including submission of detailed technical specifications, product data, and justification for substitution

• Prohibit installation or use of any unapproved, refurbished, or non-compliant materials or equipment under this contract

• Ensure all installations are performed in strict accordance with manufacturer specifications, applicable building codes, and recognized industry standards, including all applicable safety and detention facility requirements

• Verify that all installed components are properly aligned, securely mounted, fully functional, and tested for correct operation prior to leaving the site

• Conduct final operational testing of all installed systems to confirm proper integration with the existing Master Key System and overall functionality

All work shall be subject to County inspection and acceptance, and any deficiencies identified shall be corrected at no additional cost to Harris County.

Inspection, Acceptance, And Quality Assurance All work performed under this contract shall be subject to inspection, review, and verification by Harris County at any stage of performance. The County reserves the right to inspect materials, workmanship, installation methods, and completed work to ensure full compliance with contract requirements, specifications, and applicable codes and standards. At a minimum, vendor(s) shall comply with the following requirements:

• Allow Harris County access to all work sites, materials, and documentation for inspection at any time during normal working hours or as otherwise required by the County

• Ensure all work, materials, and installations conform to contract specifications, manufacturer requirements, and applicable federal, state, and local regulations

• Immediately correct any work, materials, or installations identified by the County as defective, non-compliant, or incomplete

• Complete corrective actions for identified deficiencies within forty-eight (48) hours of notification, unless an alternate timeframe is approved in writing by the County based on the nature and severity of the issue

• Provide written confirmation of corrective actions taken when requested by the County

• Re-perform any work that fails inspection at no additional cost to the County

Final acceptance of work shall occur only after all services, installations, documentation, and corrective actions have been completed to the satisfaction of Harris County and formally approved by the County in writing.

Door Lock Replacement Services – Harris County Leadership Academy Vendor(s) shall remove and properly dispose of approximately one hundred fifty (150) existing door locks at the Harris County Leadership Academy and shall furnish and install one hundred fifty (150) new ASSA Mogul Cylinders or an equivalent approved by the Office of the County Engineer Lockshop. All installations shall maintain the integrity and continuity of the existing Master Key System and shall be performed in a manner that ensures continuous facility security.

Upon completion of installation, vendor(s) shall clean, lubricate, adjust, and test all locks to verify proper operation and keying accuracy. Vendor(s) shall provide all required keys, key logs, and documentation. All work shall be subject to inspection and approval by the County prior to final acceptance. Any deficiencies identified shall be corrected within twenty-four (24) hours at no additional cost to the County.

Assessment And Services for Additional Facilities Vendor(s) shall perform comprehensive assessments of the Harris County Juvenile Justice Center, Harris County Youth Village, and the Burnett-Bayland Rehabilitation Center (BBRC) to determine the condition of existing lock systems and identify replacement needs. Assessments shall include an inventory of existing hardware, evaluation of operational conditions, identification of security risks, and recommended scope of work.

Vendor(s) shall submit a detailed written assessment report within ten (10) business days of each site visit.

Reports shall include itemized cost estimates, recommended replacement schedules, and proposed timelines.

No work at these facilities shall proceed without prior written authorization from the County.

Performance Requirements Vendor(s) shall meet the following minimum performance standards throughout the duration of the contract.

These requirements establish mandatory service levels and shall be used to evaluate vendor(s) performance and contract compliance:

• Routine service requests shall be acknowledged and responded to within twenty-four (24) hours of notification

• Urgent repair requests shall be addressed and service initiated within four (4) hours of notification

• Emergency or security-related issues shall receive immediate response, defined as mobilization and initiation of corrective action without delay upon notification

• Installation accuracy shall be maintained at one hundred percent (100%) compliance with approved keying schedules and Master Key System requirements

• Deficiencies identified during inspection shall be corrected within twenty-four (24) hours of notification or within an expedited timeframe approved by the County, depending on severity

• Warranty service requests shall be acknowledged and responded to within forty-eight (48) hours of notification, with corrective action completed in a timely manner acceptable to the County

Failure to meet any of the above performance standards may result in corrective action plans, service credits, financial penalties, suspension of work, or termination of the contract for cause at the discretion of Harris County.

Safety And Security Requirements Vendor(s) shall comply with all applicable safety and security requirements and shall be solely responsible for maintaining a safe and secure work environment throughout the duration of the contract. At a minimum, the Vendor shall:

• Comply with all applicable safety regulations, including those established by the Occupational Safety and Health Administration (OSHA), and all Harris County safety and security policies

• Maintain secure work areas at all times to prevent unauthorized access and ensure continuous facility security

• Ensure all personnel utilize appropriate personal protective equipment (PPE) as required for the work being performed

• Implement and maintain safety measures to protect County personnel, detainees, facility staff, and the general public

• Coordinate with County staff to ensure security protocols are maintained during all phases of work, particularly within secure juvenile facilities

• Secure all tools, equipment, and materials at the end of each workday to prevent misuse, theft, or security breaches

• Immediately report any safety incidents, hazards, or security concerns to the County Project Manager

• Take immediate corrective action to address any identified safety or security deficiencies

Vendor(s) shall be solely responsible for all safety incidents, damages, or injuries arising from its operations and shall ensure compliance with all applicable laws, regulations, and County requirements at all times.

Clean-Up And Site Restoration Vendor(s) shall maintain clean, safe, and orderly work areas at all times throughout the duration of the project. Vendor(s) shall be responsible for all housekeeping, debris removal, and site restoration activities associated with its work. At a minimum, the vendor(s) shall:

• Remove all debris, packaging materials, construction waste, and equipment-related waste from the work area on a daily basis

• Properly dispose of all waste materials in accordance with applicable federal, state, and local regulations, including those of the Texas Commission on Environmental Quality

• Keep all work areas free of hazards, obstructions, and unsafe conditions at all times

• Prevent accumulation of materials that could interfere with facility operations, safety, or security

• Protect County property, fixtures, and surrounding areas from damage during all phases of work

• Immediately clean and restore any area impacted by spills, damage, or construction-related activity

Upon completion of work, the Vendor shall fully restore all affected areas to their original condition or better, to the satisfaction and final acceptance of Harris County. Final project acceptance shall not occur until all clean-up and restoration requirements have been verified and approved by the County.

Damage to Harris County Property and Liability Vendor(s) shall be responsible for any damage to County property, buildings, equipment, or infrastructure resulting from its operations. Vendor(s) shall repair or replace damaged property within seven (7) calendar days or reimburse the County for the cost of repairs. Vendor(s) shall indemnify and hold harmless Harris County from any and all claims, damages, losses, or liabilities arising out of the vendor’s performance under this contract.

Training and Operational Support Vendor(s) shall provide comprehensive on-site training to designated Harris County personnel upon completion of installation services. Training shall include detailed instruction on lock operation, preventative maintenance procedures, troubleshooting techniques, and proper key control management to ensure secure and effective use of the installed systems. Vendor(s) shall also provide complete written operation and maintenance manuals as part of the training materials.

A minimum of two (2) on-site training sessions shall be provided for each facility: one (1) initial training session upon substantial completion of installation and one (1) follow-up training session within thirty (30) days after installation to reinforce proper usage and address any operational issues identified by County personnel. Each training session shall include both classroom-style instruction and hands-on demonstration.

In addition, vendor(s) shall provide supplemental training sessions upon request by the County at no additional cost during the warranty period to ensure continued proper operation, accommodate staff turnover, and address any identified deficiencies in system usage. All training shall be completed to the satisfaction of the County prior to final project acceptance.

Warranty And Service Guarantee Vendor(s) shall provide a comprehensive warranty and service guarantee for all materials, equipment, and labor furnished under this contract to ensure full functionality, reliability, and compliance with contract requirements. At a minimum, the Vendor shall:

• Provide a minimum one (1) year warranty covering all parts, materials, equipment, and labor from the date of final acceptance by Harris County

• Guarantee that all installed components shall be free from defects in materials, workmanship, and installation during the warranty period

• Repair or replace, at no cost to the County, any defective or non-conforming components, including all associated labor, materials, and service costs

• Respond to all warranty service requests within forty-eight (48) hours of notification from the County

• Complete all warranty-related repairs or corrective actions within a timeframe acceptable to the County, based on the urgency and operational impact of the issue

• Ensure that all warranty work restores full functionality and compliance with original contract specifications and manufacturer requirements

• Extend warranty coverage for any repaired or replaced components for a minimum of one (1) additional year from the date of correction

Failure to comply with warranty requirements may result in corrective action, withholding payment, or other remedies available to Harris County under the contract.