8-Specifications.pdf

SCOPE

Harris County is soliciting bids for a term contract for Defensive Driving Training Classes to be held in person and online for Harris County Office of Management and Budget (HCOMB), for one (1) year beginning approximately June11, 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 the bid must be submitted in writing within Bonfire. 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 shall be compiled and answered in writing through Bonfire. A copy of all questions and answers shall be forwarded via fax and/or email to all firms. The County shall not be bound by any information conveyed verbally.

M/WBEs Harris County strives to engage with prime vendors and sub-vendors 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: 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.

ACCEPTANCE OF GOODS

Harris County reserves the right to test goods for quality and performance. Although the bid may be awarded and confirmed by a purchase order, the goods are subject to rejection if the product(s) fail to perform in accordance with all requirements and specifications, and/or fails to meet the needs of the end user.

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.

INVOICING

Offerors shall submit all invoices to VendorInvoices@aud.hctx.net. All invoices shall include submission requirements stated in the specifications including, as applicable, completed certified payroll records and lien waivers. Payment terms are “Net 30” from date the invoice is received by the Auditor’s Office – Accounts

Defensive Driving Training Classes for Harris County Office of Management and Budget https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm mailto:VendorInvoices@aud.hctx.net

Payable Department; therefore, payment to the Vendor may take up to one (1) month from the date the invoice is initially approved by the Harris County using department and received in Accounts Payable. Any invoice, which cannot be verified by the contract price and/or is otherwise incorrect, will be returned to the offeror for correction.

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@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

Specifications may reference name brands and/or model/part numbers. It is not the intent of Harris County to restrict these bids in such cases, but to establish a desired quality level of merchandise or to meet a pre-established standard due to like existing items. Offerors may offer items of equal stature and the burden of proof of such stature rests with offerors. If product/equipment other than the model and brand referenced in these specifications is offered, vendor should include descriptive literature, including specifications describing products offered as equal to or better than required. Harris County shall act as sole judge in determining equality and acceptability of products offered. Any substitutions of contract items must be of equal pricing and quality and must meet or exceed specifications as listed and be approved by Harris County Purchasing.

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.

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 multi-award with each order placed with a vendor based on: (1) cost as provided in the submitted bid and (2) availability and location.

SPECIFICATION

Harris County seeks qualified vendors to provide Defensive Driving Training Classes on an as-needed basis for County employees in compliance with all applicable federal and State of Texas laws. The awarded vendor shall deliver both in-person and asynchronous virtual training options within the Greater Houston, Texas area and online as specified herein.

The training shall meet all requirements established by the:

• National Safety Council (NSC)

• Texas Department of Licensing and Regulation (TDLR)

• Texas Department of Public Safety (DPS)

• All applicable Texas Transportation Code provisions

• Federal Motor Carrier Safety Regulations (FMCSR), where applicable

• Occupational Safety and Health Administration (OSHA) requirements where applicable

• Any additional state or federal law governing defensive driving instruction

The Harris County Office of Management and Budget (HCOMB) shall coordinate with the Vendor regarding scheduling of all Defensive Driving Training classes. HCOMB shall:

• Identify Harris County locations for in-person training sessions;

• Provide the Vendor with the names and employee identification numbers of all authorized participants;

• Confirm class dates and estimated participant counts.

The Vendor shall not independently enroll County employees without written authorization from HCOMB.

Upon completion of each class, the Vendor shall administer the required certification examination, either in the classroom or online, to enable participants to obtain the NSC Defensive Driving Course certification or equivalent. The NSC certification or equivalent issued to participants shall remain valid for two (2) years.

IN-PERSON CLASSES

In-person classes shall consist of a minimum of eight (8) participants and a maximum of thirty (30) participants per class per instructor. HCOMB will schedule at least one (1) in-person class per month, with departments having the discretion to add additional classes as needed. The Vendor shall be responsible for providing an instructor to any Harris County facility or worksite, regardless of geographic location within the County for the purposes of conducting an in-person class. The cost for in-person classes shall be all-inclusive and incorporated into the per-participant course fee. The fee shall cover, at a minimum: in-person class charges, instructor labor, administrative costs, materials and supplies, registration fees, late registration fees, last-minute addition fees, participant removal fees, and any other ancillary charges associated with delivering in-person instruction.

In-Person Class Requirements

1. Instructors assigned to deliver in-person courses shall conduct a six (6) hour instructional session that meets or exceeds the standards established by the NSC Defensive Driving Course. Instruction shall follow NSC-aligned content, learning objectives, and delivery expectations.

2. Prior to the start of each class, the Vendor shall submit all instructional materials, handouts, presentations, and related content to the designated HCOMB representative for review two (2) days prior to class start date. Materials must be approved to ensure compliance with County standards before use in any class.

3. The instructor shall provide all required course materials to each participant, including documentation that clearly outlines the content being taught and contains sufficient information to support full understanding of the class.

4. The instructor shall arrive at least thirty (30) minutes prior to the class start time to ensure enough time to meet with County staff and setup the class.

5. Course materials shall include hands-on or interactive exercises designed to reinforce safe-driving behaviors, hazard recognition, situational awareness, and decision-making skills.

6. The instructor shall provide a sign-in sheet for Harris County employees to record their attendance at each in-person class. The Vendor shall ensure accurate and complete attendance documentation. If at the start of the class the size of the class of employees present is below eight (8) employees the instructor shall continue with class as planned.

7. Upon completion of the training session, the instructor shall administer all applicable NSC certification examinations or equivalent. The instructor shall complete an evaluation form documenting the performance of each participant who attended the class.

8. Within five (5) business days following each class, the Vendor shall submit all reports electronically to the designated HCOMB representative in the County-approved format the following:

a. Attendance roster (within two (2) business days)

b. Completion status report

c. Certificates issued log

d. Incident or disruption reports

e. Monthly summary report including:

• Number of participants

• Classes conducted

• Completion rate

• Cancellations

• KPI performance

9. A list identifying all employees who did not pass the examination.

10. For any employee who does not pass the examination, the Vendor shall participate in a review with the designated HCOMB representative. If it is determined that retaking the course is in the best interest of the employee, the Vendor shall allow the employee to retake the course online at half cost to Harris County.

11. The Vendor shall allow Harris County staff to monitor any in-person class as complimentary audits to ensure compliance with instructional, performance, and service standards.

Instructor Qualifications

1. Instructors assigned by the Vendor must demonstrate proven ability in adult education and shall possess all required qualifications, including current certification through the NSC Defensive Driving Course Instructor Development Course or equivalent. Instructors shall adhere to the NSC Code of Professional Conduct and all applicable professional standards.

2. The vendor shall provide documentation of instructor certifications upon request and shall ensure that certifications remain current throughout the term of the Contract. No instructor shall be assigned to provide services under the is Contract without prior verification of required credentials.

3. Harris County reserves the right to monitor and evaluate the performance of any instructor assigned by the Vendor. Harris County may, at its sole discretion, determine that a instructor’s performance does not meet required standards including but not limited to:

• Failure to comply with curriculum requirements;

• Unprofessional conduct;

• Failure to adhere to scheduling or reporting requirements;

• Non-compliance with County policies or applicable law.

4. Upon written notification that an instructor is deemed unacceptable, the Vendor shall immediately remove the instructor and provide a qualified replacement without delay to ensure that scheduled classes proceed without interruption.

ONLINE CLASSES

The Vendor shall provide a self-paced online defensive driving class that meets or exceeds a six (6) hour NSC Defensive Driving Course. The online class shall be authorized for deliver under NSC requirements or equivalent and shall incorporate NSC-approved curriculum elements, instructional objectives and assessment method. The per-student course price for online instruction shall be all-inclusive and shall cover, at a minimum: technology and platform fees, registration fees, administrative fees, and any other ancillary charges associated with students accessing or purchasing the online course.

Online Class Delivery Format

1. The class shall be in a fully self-paced, asynchronous online format accessible to Harris County employees twenty-four (24) hours per day, seven (7) days per week.

2. The online class shall be accessible through standard web browser including the latest versions of Microsoft Edge, Google Chrome, and Safari without any software installation.

3. The class platform shall be compatible with desktop computers, laptops, tablets and mobile devices.

The interface shall automatically scale for use on mobile devices and tablets without loss of functionality or tracking accuracy.

4. The vendor shall maintain sufficient uptime system to ensure uninterrupted access for Harris County participants, except during schedule maintenance periods communicated in advance.

5. The training shall not require the download of executable files (.exe) or third-party plugins (e.g., Flash Java) that exceed standard browser capabilities.

6. Vendor must implement a secure login protocol, for Harris County including the following:

• Unique Identifiers via the Employee ID or County-issued email.

• All participant data , including progress and personal identifiers, must be encrypted at rest and in transit per Texas Government Code.

NSC Authorization and Compliance

1. The vendor shall maintain all required NSC authorizations, licenses, and approvals or equivalent necessary to deliver the NSC Defensive Driving Course or equivalent in an online self-paced format.

2. All instructional content, testing modules, and completion standards shall meet NSC requirements for course integrity, instructional hours, and certification.

3. The Vendor shall ensure that all course updates, revisions, or changes required by NSC are implemented promptly and without disruption to Harris County participants.

Class Content

1. The class shall include all NSC mandated modules, instructional hours, and the exam for NSC Certification or equivalent.

2. The participants shall be allowed to select the course cost to be taken in English or Spanish.

3. Participants shall be required to complete all NSC-specified components to receive a valid NSC certificate of completion or equivalent.

4. Upon successful completion of all the NSC-required components, the Vendor shall issue an NSC-approved certificate of completion or equivalent to the employee and HCOMB for our records.

5. The vendor shall retain completion records for a minimum of three (3) years for audit and verification purposes.

Participant Tracking and Verification

1. The online class shall provide secure participant tracking, including login verification, time-on-task monitoring, progress tracking and completion records.

2. The vendor shall provide HCOMB with access to participant status reports upon request.

Technical Support Requirements

1. The vendor shall provide technical support to Harris County participants during normal business hours. The technical support shall include assistance with login issues, course access, navigation, and certificate retrieval.

System Maintenance and Notifications

1. The vendor shall notify HCOMB at least seventy-two (72) hours in advance of any schedule system maintenance that may impact participant access.

2. The vendor shall provide immediate notification to Harris County of any system outages, disruptions, or security incidents affecting course availability or participant data.

ADMINISTRATIVE SERVICES

1. The vendor shall designate a representative responsible for all communications with Harris County Office of Management and Budget (HCOMB). The designated representative shall respond to all written communications from HCOMB within twenty-four (24) business hours. If the representative is unavailable, out of the office, or replaced, the vendor shall provide written notification to HCOMB immediately. The vendor shall ensure that the designated representative is fully knowledgeable of the requirements, expectations, and operational needs of Harris County.

2. All class registrations, confirmations and cancellations shall be made in writing for documentation for record keeping purposes. The Vendor shall issue written class confirmations to the designated Harris County attendee within two (2) business days of receiving the registration for the designated class.

The Vendor shall provide written notice of any class cancellation to HCOMB no later than three business (3) days prior to the scheduled class date.

3. The Vendor shall accept written cancellations from Harris County up to five (5) business days before the scheduled class. Harris County shall be liable for payment of services rendered and for any scheduled class in which a Harris County employee is a “no-show”. A “no-show” is defined as a Harris County employee who was registered for a class, failed to cancel within the five (5) business days period, and did not attend.