8-Specification.pdf

SPECIFICATIONS

SCOPE

Harris County is soliciting bids for a term contract for the locksmith services, supplies, and related items for Harris County. This contract will encompass a wide range of products and services to meet the diverse needs of County facilities and departments for the term beginning on or about November 1, 2025.

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 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.

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 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: 1295 Filing Info 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.

DELIVERY

All items must be packaged to be protected from damage during shipping and handling. Any item(s) damaged in shipping must be replaced in kind or repaired by the vendor at the discretion of and at no

Locksmith Services, Supplies and Related Items for Harris County https://harriscountytx.bonfirehub.com/ https://www.ethics.state.tx.us/filinginfo/1295/ additional charge to Harris County. Delivery shall be F.O.B. inside destination and made to the Harris County, Texas address stated on the purchase order.

Orders shall be placed on an as-needed basis. Order placement must be accompanied by the purchase order number. In the event vendor fails to deliver within the time specified by the vendor, the Purchasing Agent reserves the right to authorize purchases of these products and/or services on the open market. In such event, the vendor agrees to reimburse Harris County for the extra cost incurred or provide a credit memorandum to cover the costs so that said amount may be deducted from invoices.

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 Hugh Taylor immediately at hugh.taylor@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

For bidding purposes, the “Estimated Annual Expenditure” column on the BidTable(s) (BT-04HP) within Bonfire represents Harris County’s historical dollar amount of purchases of OEM brands with the manufacturer for one (1) year. All changes related to brands shall be based on the Discount Percentage from the MSLP price and each vendor shall indicate under the “Discount Percentage from the MSLP” of the BidTable(s) within Bonfire, a percentage for the price schedule listed. For example, if $10,000 is the “Estimated Annual Expenditure” (annual dollar expenditure by Harris County) and a 10% discount applies, the percentage entered would be 10% and the “Total Price” would be $9,000.

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 effect 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.

mailto:%20hugh.taylor@pur.hctx.net.

The rates quoted on the BidTable must be all-inclusive. “All-inclusive” shall be construed as costs incorporating all charges for labor, material, equipment, delivery and any other cost incurred. No separate line item rates or charges will be accepted. Quantities are estimates. Harris County may require more or less. In case of discrepancy between unit and total pricing, unit pricing governs. In addition, the vendor shall be required to provide bonds upon award or this contract.

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.

BEST BID EVALUATION AND AWARD

Under Local Gov’t. Code Chapter 262, which outlines the purchasing and contracting authority of counties, § 262.022(5-a) defines “lowest and best” as “a bid or offer providing the best value considering associated direct and indirect costs, including transport, maintenance, reliability, life cycle, warranties, and customer service after a sale.” [emphasis added]. Local Gov’t. Code § 262.027(a)(1) directs commissioners court to award a contract to the responsible bidder who submits the “lowest and best bid”.

Harris County anticipates awarding to a single to provide the described goods and/or services. Therefore, Harris County reserves the right to award by item, category, overall, or as best serves the County’s interest.

Award will be made to the lowest or best bid as determined by the overall evaluation. “Best bid” shall be interpreted as that which best supports the overall needs of the project and end users in consideration of all associated direct and indirect factors which impact cost and performance to include but not limited to:

• Price.

• Ability, capacity and skill of the vendor to perform contract requirements.

• Time constraints, vendor availability.

• Perform within the time specified, without undue delay or interference.

• Quality of performance with demonstrated ability to perform the work in a satisfactory and timely manner.

• Bidders who routinely demonstrate deficiencies in providing satisfactory performance during a contract period prior to the issuance of this solicitation, may be rejected.

SPECIFICATION

Harris County is responsible for the maintenance, repair and operation of approximately 500 buildings.

These buildings range from multi-story high rise office buildings, jail and detention centers, community centers, parks, road maintenance camps, libraries, hospitals, clinics and thousands of vehicles and equipment. Due to this diversification, Harris County requires suppliers who can provide a wide range of products and services to meet the diverse needs of County facilities and department. The scope of this solicitation includes, but is not limited to:

I. Furnishing and delivering a variety of locksmith supplies as detailed but not limited to:

1. Door locks and hardware,

2. Padlocks and hasps,

3. Key blanks,

4. Door closers and hinges,

5. Exit devices and panic hardware,

6. Weather stripping and thresholds,

7. Electronic access control systems and accessories,

8. Option for new locking systems and or upgrades with training as requested by Harris County.

II. Providing on-site locksmith services, such as but not limited to:

1. Lock installation, repair, maintenance, replacement and troubleshooting.

2. Key cutting and duplication.

3. Providing regular maintenance and servicing of existing lock systems throughout Harris County facilities as requested.

4. Maintaining detailed records of all work performed, including key management and access control system administration.

5. Emergency lockout assistance.

6. Providing twenty-four (24) hr., seven (7) days a week, emergency services for critical locksmith needs.

7. Ensuring compliance with all applicable local, state, and federal regulations regarding locksmith services and security systems (Sec. 1702.2227 of, Texas Department of Public Safety Private Security Statues and Rules) and all applicable regulations.

8. Services to jails and detention centers will require security clearance, vendor shall be able to provide these departments with the requested information for security clearance. See attachment, Addendum Security Clearance, under Supporting Documentation inside Bonfire.

9. All scheduled services for Harris County shall have a formal request from the requesting department representative.

10. All service works on completion shall be signed off on by Harris County representative only if the work performed is satisfactory and a detailed copy of work shall be given to Harris County representative.

11. Harris County requires that vendor respond to request for services and or supplies within twenty-four

(24) hours upon receipt of the request.

12. Harris County requires that any service work has a minimum of one (1) year warranty on repairs and parts. In the event that theirs is a failure due to service or product the replacement/repair will be at no additional charge to Harris County.

13. Please provide with response on the size of your service pool and technical skill set. Please provide number of services technicians, hours of operation, and whether you have on-call and emergency service.

14. Please provide with response whether you offer phone in service, online service request or both options.

III. Supplying related items and accessories, including:

1. Door closers and hinges,

2. Exit devices and panic hardware,

3. Weather stripping and thresholds,

4. Providing regular maintenance and servicing of existing lock systems throughout Harris County facilities per request,

5. Maintaining detailed records of all work performed, including key management and access control system administration. Vendor shall be able to provide documentation upon request by Harris County.

https://www.dps.texas.gov/sites/default/files/documents/rsd/psb/docs/statutesrules_2021_2022.pdf https://www.dps.texas.gov/sites/default/files/documents/rsd/psb/docs/statutesrules_2021_2022.pdf

IV. Attachment

1. Attachment B (Sec. 1702.2227 of, Texas Department of Public Safety), under Supporting

Documentation inside Bonfire.