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Collin County, TX

INVITATION FOR BID

2026-390

COMPUTERS, PERIPHERALS, AND ACCESSORIES

RELEASE DATE: September 1, 2026

RESPONSE DEADLINE: October 15, 2026, 2:00 pm

Please refer to the project timeline in this document for all important deadlines.

Invitation For Bid #2026-390 Title: Computers, Peripherals, and Accessories

Table Of Contents

1. INTRODUCTION

2. TECHNICAL SPECIFICATIONS AND REQUIREMENTS

3. SPECIAL CONDITIONS AND SPECIFICATIONS

4. INSURANCE REQUIREMENTS

5. PRICING TABLE

6. GENERAL INSTRUCTIONS

7. TERMS OF CONTRACT

8. VENDOR RESPONSE

Attachments:

A - Legal Notice

B - CIQ form rev 2025

C - W-9

D - Standards Court Order 2025-867-08-25

E - Recycled Material Content Questionnaire and Affidavit

F - Specifications - Collin County Standard Hardware3

1. INTRODUCTION

1.1. SUMMARY

IFB No. 2026-390 Computers, Peripherals and Accessories

Collin County Information Technology department is seeking sealed bids from qualified Dell Platinum or

Titanium level resellers for the purchase of business class computer equipment that meets the County's requirements as detailed in the attached specifications. Equipment is defined as desktops, laptops, tablets, all-in-ones, monitors, mice, keyboards, other comparable computer hardware, and accessories. The County requires that all portable devices are covered by the 5 year manufacturer warranty, to include accidental damage. Exception will be made to the Dell Platinum or Titanium level status for any miscellaneous items that are not Dell branded and is a County approved equal.

Bidders shall provide a minimum percentage discount from the Manufacturer's Suggested Retail Price (MSRP) for each manufacturer and/or product category identified in the Bid Pricing Table. The minimum percentage discount offered shall remain firm for the entire term of the contract, including any renewal periods, unless a greater discount is offered to the County.

MSRP may change during the contract term as established and published by the manufacturer. The price charged to the County shall be calculated by applying the awarded minimum percentage discount to the manufacturer's MSRP in effect on the date the County requests a quote. Changes to MSRP shall not change the awarded minimum percentage discount and shall not require a contract amendment, provided the MSRP change is established by the manufacturer and is not established or controlled by the Successful Bidder.

Bidder shall provide documentation sufficient for the County to verify the applicable manufacturer’s current

MSRP. Acceptable documentation may include a screenshot of the manufacturer's published price list, manufacturer-authorized electronic catalog, manufacturer website, or other documentation issued by the manufacturer that clearly establishes MSRP. The Bidder shall pass through all manufacturer price reductions, promotional pricing, rebates, and other applicable discounts available at the time of purchase. The resulting contract will be awarded to the lowest, responsive and responsible bidder that meets all mandatory requirements.

Bids must be submitted by Thursday, October 15, 2026 at 2:00 pm. All inquiries should be directed to Lera

Miller, Buyer II, with the Collin County Purchasing department, lmiller@co.collin.tx.us.

1.2. BACKGROUND

The County currently has approximately 3,000 Microsoft Windows based computers. The County typically will place three (3) to four (4) orders per year, spreading the total replacement of all systems over a 5-year period.

This translates to the County ordering approximately 600 computers per year. The County does not guarantee a minimum number of systems to be ordered through this agreement.

This procurement request supports the County's annual hardware refresh replacement cycle for end-user computers.

mailto:lmiller@co.collin.tx.us

1.3. TIMELINE

Release Project Date: September 1, 2026

Question Submission Deadline: October 2, 2026, 2:00pm

MSRP Pricing Snapshot Date for Evaluation

Only:

October 8, 2026, 2:00pm

Response Submission Deadline: October 15, 2026, 2:00pm

2. TECHNICAL SPECIFICATIONS AND REQUIREMENTS

2.1. Equipment

Equipment

1. The County requires Bidders to provide business class computer equipment.

2. Sample of equipment typically used by Collin County is as follows with full build specifications located in Attachment F, Specifications - Collin County Standard Hardware. This is not a comprehensive list and additional equipment may be ordered.

▪ Standard Laptop - Dell Pro Precision 5 16S PW516265

▪ Enhanced Laptop - Dell Pro Precision 5 16S PW516260

▪ Standard Micro Desktop - Dell Pro 5 Micro P5M1260 Micro Desktop

▪ Accessories to include:

• Dell Pro P 24 Monitor P2426H

• Dell Pro Thunderbolt 4 Dock WD25TB4

• Dell Wired Keyboard KB216 Black

• Dell Wired Mouse MS116 Black

• Dell Pro Micro All-In-One Stand - MFS22

• Dell Pro 14-16 Plus EcoLoop Backpack - CP5626

• Dell Pro 7-in-1 USB-C Travel Hub - DA326

• Targus 16" Rolling Laptop Case

• USB-C to 4-port USB-A Hub

• Latitude 7350 Detachable Collaboration Keyboard and Pen - US English

• Havis Vehicle Docking Station for Dell Pro Rugged 14" - DS-DELL-436N

▪ MDC Laptop with GOBI - Dell Pro Rugged 14 - RB14250 - or approved substitution

▪ Detachable Laptop - Dell Latitude 7350 Detachable - or approved substitution

3. The systems shall have a means to connect external speakers.

4. Only “new” equipment (coming down an active assembly line) shall be bid. No refurbished, rebuilt or used equipment will be accepted.

5. All equipment must be covered under the manufacturer's warranty for 5 years from date of receipt of goods as listed within the specification of each computer listed on Attachment F.

6. The Contractor shall provide the County a roadmap of new equipment as it becomes available.

7. The County reserves the right to change standard hardware configurations at any time.

8. The County shall have flexibility on types of equipment and extra features that may be ordered.

9. The County will provide a custom base Windows operating system image for installation on all systems before their shipment to the County.

10. Per Court Order No. 2025-867-08-25, Dell is a current County standard for end user computing. No alternatives will be accepted on computing items. Collin County approved equivalents will be accepted on line items other than Dell end user computing items.

11. Substitutions regarding configurations must be requested prior to the end of the Question Submission

Deadline as specified in Section 1 - Introduction.

2.2. Shipping, Receiving, and Returns

1. The Contractor shall ship, via truck with liftgate, equipment as available to the County default location:

o Collin County Computer Parts Warehouse, 2100 Bloomdale Rd., STE 00138, McKinney, TX 75071

2. The Contractor shall provide all shipment tracking information to the County as it becomes available.

3. Unavailable and/or backordered equipment may be procured by the County from other sources if necessary.

4. County personnel will be on-site to accept and sign for equipment.

5. The County reserves the right to have equipment shipped to other County locations as needed.

6. Equipment received which is defective or does not match ordered equipment shall be returned at the

Contractor's expense.

2.3. Pricing

i. Bidders shall provide a minimum percentage discount from the Manufacturer's Suggested Retail

Price (MSRP) for each manufacturer and/or product category identified in the Bid Pricing Table. The minimum percentage discount offered shall remain firm for the entire term of the contract, including any renewal periods, unless a greater discount is offered to the County.

ii. MSRP may change during the contract term as established and published by the manufacturer. The price charged to the County shall be calculated by applying the awarded minimum percentage discount to the manufacturer's MSRP in effect on the date the County requests a quote. Changes to

MSRP shall not change the awarded minimum percentage discount and shall not require a contract amendment, provided the MSRP change is established by the manufacturer and is not established or controlled by the Successful Bidder.

iii. The Successful Bidder may offer pricing below the calculated contract price at any time. The County shall receive the lower price when additional manufacturer discounts, promotional pricing, special pricing, governmental pricing, or other discounts are available and offered for a specific purchase.

iv. New, replacement, upgraded, or successor products introduced by a manufacturer during the contract term may be purchased under the contract and shall receive no less than the awarded minimum percentage discount applicable to that manufacturer and product category.

v. The County's price shall be the lower of (1) MSRP less the awarded contract discount, or (2) the

Successful Bidder's generally available governmental, promotional, special-bd, or other pricing to the County at the time of purchase.

vi. The County does not guarantee a minimum amount of equipment to be purchased on this

Agreement. This quantity information provided is for informational purposes only and in no way represents a guarantee of future expenditures.

vii. Collin County reserves the right to increase or decrease all estimated quantities during the term of this contract or to delete any item(s) as it deems appropriate, without affecting the bid pricing or the terms and conditions of the bid.

2.4. Quote Validity and MSRP Changes

1. Bidder shall provide documentation sufficient for the County to verify the applicable manufacturer’s current MSRP with every quote requested under the awarded contract. Acceptable documentation may include the manufacturer's published price list or a screenshot of the MSPR list, manufacturer-authorized electronic catalog, manufacturer website, or other documentation issued by the manufacturer that clearly establishes MSRP.

2. The Successful Bidder shall clearly identify the manufacturer's MSRP, the applicable contract discount minimum percentage, and the resulting County price on each quote.

3. Quotes issued under this contract shall remain valid for a minimum of thirty (30) calendar days from the date of issuance, notwithstanding any subsequent change in MSRP during the quote validity period.

4. Manufacturer MSRP changes occurring after expiration of the quote validity period may be reflected in a subsequent quote without amendment to the contract. The awarded minimum percentage discount shall remain unchanged.

5. The Successful Bidder shall not increase MSRP independently or substitute a reseller-established list price, retail price, catalog price, or other pricing benchmark for the manufacturer's published MSRP.

2.5. Respondent Requirements

1. The Respondent shall have been in continuous operation, providing computer and equipment sales/services, for the last three (3) years as of the invitation to bid Release Project Date of this solicitation. Adequate proof may be requested by the County.

2. Contractor shall be a Dell Platinum or Titanium level partner except for bids on any miscellaneous items that are not Dell branded and is a County approved equal.

3. SPECIAL CONDITIONS AND SPECIFICATIONS

3.1. AUTHORIZATION

By order of the Commissioners Court of Collin County, Texas, sealed bids will be received for Computers, Peripherals, and Accessories.

3.2. PURPOSE

The intended use/purpose for this Invitation For Bid:

IFB No. 2026-390 Computers, Peripherals and Accessories

Collin County Information Technology department is seeking sealed bids from qualified Dell Platinum or

Titanium level resellers for the purchase of business class computer equipment that meets the County's requirements as detailed in the attached specifications. Equipment is defined as desktops, laptops, tablets, all-in-ones, monitors, mice, keyboards, other comparable computer hardware, and accessories. The County requires that all portable devices are covered by the 5 year manufacturer warranty, to include accidental damage. Exception will be made to the Dell Platinum or Titanium level status for any miscellaneous items that are not Dell branded and is a County approved equal.

Bidders shall provide a minimum percentage discount from the Manufacturer's Suggested Retail Price (MSRP) for each manufacturer and/or product category identified in the Bid Pricing Table. The minimum percentage discount offered shall remain firm for the entire term of the contract, including any renewal periods, unless a greater discount is offered to the County.

MSRP may change during the contract term as established and published by the manufacturer. The price charged to the County shall be calculated by applying the awarded minimum percentage discount to the manufacturer's MSRP in effect on the date the County requests a quote. Changes to MSRP shall not change the awarded minimum percentage discount and shall not require a contract amendment, provided the MSRP change is established by the manufacturer and is not established or controlled by the Successful Bidder.

Bidder shall provide documentation sufficient for the County to verify the applicable manufacturer’s current

MSRP. Acceptable documentation may include a screenshot of the manufacturer's published price list, manufacturer-authorized electronic catalog, manufacturer website, or other documentation issued by the manufacturer that clearly establishes MSRP. The Bidder shall pass through all manufacturer price reductions, promotional pricing, rebates, and other applicable discounts available at the time of purchase. The resulting contract will be awarded to the lowest, responsive and responsible bidder that meets all mandatory requirements.

Bids must be submitted by Thursday, October 15, 2026 at 2:00 pm. All inquiries should be directed to Lera

Miller, Buyer II, with the Collin County Purchasing department, lmiller@co.collin.tx.us.

3.3. TERM

mailto:lmiller@co.collin.tx.us

Provide firm minimum percentage discount from the Manufacturer's Suggested Retail Price (MSRP) for an annual contract commencing on the date of the award by Collin County Commissioners Court, and continuing for a one (1) year period, with the option of two (2) additional one (1) year renewal periods.

3.4. TRANSITIONAL PERIOD

Upon normal completion of this contract, not to include termination for default, and in the event that no new contract has been awarded by the original expiration date of the existing contract including any extension thereof, it shall be incumbent upon the Contractor to continue the contract under the same terms and conditions until a new contract can be completely operational. At no time shall this transition period extend more than ninety (90) days beyond the original expiration date of the existing contract and any extension thereof.

3.5. FUNDING

Funds for payment for Collin County expenditures have been provided through the Collin County budget approved by the Commissioners Court for this fiscal year only. All other participating entities expenditures have been provided through their entity’s governing body for this fiscal year only. State of Texas statutes prohibit any obligation of public funds beyond the fiscal year for which a budget has been approved. Therefore, anticipated orders or other obligations that arise past the end of the current fiscal year shall be subject to budget approval.

3.6. PRICE REDUCTION

If during the life of the contract, the vendor's net prices to its customers for the same product(s) and/or services shall be reduced below the contracted price, it is understood and agreed that Collin County shall receive such price reduction. The Bidder shall pass through all manufacturer price reductions, promotional pricing, rebates, and other applicable discounts available at the time of purchase.

3.7. DELIVERY/COMPLETION/RESPONSE TIME

Delivery time is an important consideration in the evaluation of the lowest and best bid. Delivery will be FOB to Collin County location as specified on each purchase order. All charges for standard delivery/freight are to be included in the bid price. Collin County will not accept any fuel surcharges on invoices. Bidder shall place product(s) at the ordering entity’s designated location within 30 calendar days after receipt of order (ARO).

3.8. DELIVERY LOCATION, SETUP AND INSTALLATION

Unless otherwise indicated on the purchase order, equipment delivered to Collin County shall be delivered directly to:

• Collin County Computer Parts Warehouse, 2100 Bloomdale Rd., STE 00138, McKinney, TX 75071

Deliveries are accepted Monday through Friday.

Setup and Installation is NOT REQUIRED and does not need to be included.

3.9. BACKORDERS

Any backordered equipment shall be made available to the County within 30 working days of the time of backorder (original date of receipt). If the backorder cannot be filled within the time frame of this section, then Collin County is to be notified, in writing, thus permitting the County to obtain the required equipment elsewhere and/or exercise its options.

3.10. DELL STANDARD

Per Court Order No. 2025-867-08-25, Dell is a current County standard for end user computing. No alternatives will be accepted on these items. Collin County approved equivalents will be accepted on line items other than Dell end user computing items.

For applicable Dell products, Vendor shall contact Dell directly and reference the Dell part numbers provided on the line item specifications prior to submitting a quote. Support and any associated warranties shall be held by Dell unless the Vendor can provide documentation of certification and authorization from Dell to provide all aspects of warranty service repairs and maintenance repairs, as may be required.

3.11. EQUIVALENT MODEL SUBSTITUTION

If in these specifications, Collin County requests pricing for specific models listed in the line items and should the manufacturer discontinue or add a model during the term of the contract or any renewal periods, Vendor will keep the awarded price for the replacement model.

3.12. APPROXIMATE VALUE/USAGE

Estimated annual value of this contract is one million, two hundred thousand dollars ($1,200,000.00) but varies per year based on usage. Approximate usage does not constitute an order, but only implies the probable quantity the County will use. Commodities will be ordered on an as-needed basis. The County shall not be required to purchase any minimum or maximum quantities during the term of any award resulting from this specification.

3.13. EVALUATION AND AWARD

Award of this contract shall be made to the responsive bidder who submits the lowest and best bid meeting specifications and requirements of this solicitation.

For evaluation purposes only, bidders shall provide MSRP pricing that is valid on October 8, 2026 and attach an acceptable form of MSRP verification such as the MSRP list, a screenshot of the MSPR list, manufacturer-authorized electronic catalog, manufacturer website, or other documentation issued by the manufacturer that clearly establishes MSRP.

Evaluation and award will be based on the bidder's submitted minimum percentage discount from the

Manufacturer's Suggested Retail Price (MSRP).

Collin County reserves the right to award the bid, or reject, by line item, category, or as a whole as the County deems in its best interest. Collin County further reserves the right to make a primary, secondary and tertiary award of this contract.

1. The bidder’s past experience of honoring contracts at the quote price as well as their past delivery history with Collin County, will be an important consideration in the evaluation of the lowest and best bid.

2. Bidders failing to provide the information necessary for the evaluation of the bid may be considered non-responsive.

4. INSURANCE REQUIREMENTS

1. Before commencing work, the vendor shall be required, at its own expense, to furnish the Collin County

Purchasing Agent with certified copies of all insurance certificate(s) indicating the coverage to remain in force throughout the term of this contract.

i. Commercial General Liability insurance including but not limited to the coverage indicated below. Coverage shall not exclude or limit Products/Completed Operations, Contractual Liability, or

Cross Liability. Coverage must be written on occurrence form.

2. Each Occurrence$1,000,000Personal Injury &Adv Injury$1,000,000Products/Completed

Operation Aggregate$2,000,000General Aggregate$2,000,000

3. With reference to the foregoing insurance requirement, the vendor shall endorse applicable insurance policies as follows:

i. A waiver of subrogation in favor of Collin County, its officials, employees, volunteers and officers shall be provided for General Liability, Commercial Automobile Liability, and Workers’ Compensation.

ii. The vendor's insurance coverage shall name Collin County as additional insured under the General Liability policy.

iii. All insurance policies shall be endorsed to require the insurer to immediately notify Collin County of any decrease in the insurance coverage limits.

iv. All insurance policies shall be endorsed to the effect that Collin County will receive at least thirty (30) days notice prior to cancellation, non-renewal or termination of the policy.

v. All copies of Certificates of Insurance shall reference the project/contract number.

4.

5. All insurance shall be purchased from an insurance company that meets the following requirements:

i. A financial rating of A-VII or higher as assigned by the BEST Rating Company or equivalent.

6. Certificates of Insurance shall be prepared and executed by the insurance company or its authorized agent, and shall contain provisions representing and warranting the following:

i. Sets forth all endorsements and insurance coverages according to requirements and instructions contained herein.

ii. Sets forth the notice of cancellation or termination to Collin County.

5. PRICING TABLE

MINIMUM DISCOUNT PERCENTAGE AND SAMPLE PRICING

Bidders shall provide a Minimum Percentage Discount from the Manufacturer's Suggested Retail Price (MSRP) for each manufacturer and/or product category identified in the Pricing Table. For Evaluation purposes only, the MSRP price must be valid 10/08/2026. The Minimum Percentage Discount offered shall remain firm for the entire term of the contract, including any renewal periods, unless a greater discount is offered to the

County.

Line Item Description Estimated

Annual

Quantity

Unit of

Measure

MSRP MSRP

Snapshot

Date

Minimum

Percent

Discount

Total No Bid

1 Dell Standard Laptop - Dell

Pro Precision 5 16

PWS516261 - reference complete build requirements/specifications located in Attachment F, Specifications - Collin County

Standard Hardware

248 Each 10/08/2026

2 Dell Enhanced Laptop - Dell

Pro Precision 5 16S

PW516260 - reference complete build requirements/specifications located in Attachment F, Specifications - Collin County

Standard Hardware

35 Each 10/08/2026

3 Dell Standard Micro Desktop

- Dell Pro 5 Micro P5M1260

Micro Desktop - reference complete build requirements/specifications located in Attachment F, Specifications - Collin County

Standard Hardware

152 Each 10/08/2026

4.1 Dell Pro P 24 Monitor

P2426H 100 Each 10/08/2026

4.2 Dell Pro Thunderbolt 4 Dock

WD25TB4

100 Each 10/08/2026

4.3 Dell Wired Keyboard KB216

Black - Or approved substitution

100 Each 10/08/2026

4.4 Dell Wired Mouse MS116

Black - Or approved substitution

100 Each 10/08/2026

Line Item Description Estimated

Annual

Quantity

Unit of

Measure

MSRP MSRP

Snapshot

Date

Minimum

Percent

Discount

Total No Bid

4.5 Dell Pro Micro All-In-One

Stand MFS22 100 Each 10/08/2026

4.6 Dell Pro 14-16 Plus EcoLoop

Backpack - CP5626 - Or approved substitution

50 Each 10/08/2026

4.7 Dell Pro 7-in-1 USB-C Travel

Hub - DA326 - Or approved substitution

100 Each 10/08/2026

4.8 Targus 16" Rolling Laptop

Case - Or approved substitution

1 Each 10/08/2026

4.9 USB-C to 4-port USB-A Hub 100 Each 10/08/2026

4.10 Latitude 7350 Detachable

Collaboration Keyboard and

Pen - US English

1 Each 10/08/2026

4.11 Havis Vehicle Docking Station

for Dell Pro Rugged 14" - DS-

DELL-436N

35 Each 10/08/2026

5 Dell MDC with GOBI - Dell

Pro Rugged 14, RB14250

XCTO MDC WITH GOBI -

reference complete build requirements/specifications located in Attachment F, Specifications - Collin County

Standard Hardware

35 Each 10/08/2026

6 Dell Detachable Laptop - Dell

Latitude 7350 Detachable, BTX - reference complete build requirements/specifications located in Attachment F, Specifications - Collin County

Standard Hardware

1 Each 10/08/2026

TOTAL

6. GENERAL INSTRUCTIONS

6.1. DEFINITIONS

1. Bidder: refers to submitter.

2. Vendor/Contractor/Provider: refers to a Successful Bidder/Contractor/Service Provider.

3. Submittal: refers to those documents required to be submitted to Collin County, by a Bidder.

4. IFB: refers to Invitation For Bid.

6.2. GENERAL INSTRUCTIONS

1. If Bidder does not wish to submit an offer at this time, please submit a No Bid.

2. Awards shall be made not more than ninety (90) days after the time set for opening of Submittals.

3. Collin County is always conscious and extremely appreciative of your time and effort in preparing your

Submittal.

4. Collin County exclusively uses OpenGov eProcurement for the notification and dissemination of all solicitations. The receipt of solicitations through any other company may result in your receipt of incomplete specifications and/or addenda which could ultimately render your bid non-compliant.

Collin County accepts no responsibility for the receipt and/or notification of solicitations through any other company.

5. A bid may not be withdrawn or canceled by the bidder prior to the ninety-first (91st) day following public opening of Submittals and only prior to award.

6. It is understood that Collin County, Texas reserves the right to accept or reject any and/or all Bids for any or all products and/or services covered in an Invitation For Bid (IFB), and to waive informalities or defects in Submittals or to accept such Submittals as it shall deem to be in the best interest of Collin

County.

7. All IFBs submitted in hard copy paper form shall be submitted in a sealed envelope, plainly marked on the outside with the IFB number and name. A hard copy paper form Submittal shall be manually signed in ink by a person having the authority to bind the firm in a contract. Submittals shall be mailed or hand delivered to the Collin County Purchasing Department.

8. Submittals via email, oral, telegraphic or telephonic will not be accepted. IFBs may be submitted in electronic format via https://procurement.opengov.com/portal/collincountytx/projects/287460.

9. All IFBs submitted electronically via the eProcurement Portal shall remain locked until official date and time of opening as stated in the Special Terms and Conditions of the IFB.

10. Time/date stamp clock in Collin County Purchasing Department shall be the official time of receipt for all IFBs submitted in hard copy paper form only, no flash drives, CD-ROMs or any other form of “plug and play” portable storage device will be accepted as a Submittal. IFBs received in the Collin County

Purchasing Department after submission deadline shall be considered void and unacceptable. Absolutely no late Submittals will be considered. Collin County accepts no responsibility for technical difficulties related to electronic Submittals.

11. For hard copy paper form Submittals, any alterations made prior to opening date and time must be initialed by the signer of the IFB guaranteeing authenticity. Submittals cannot be altered or amended after submission deadline.

12. Collin County is by statute exempt from the State Sales Tax and Federal Excise Tax; therefore, the prices submitted shall not include taxes.

13. Any interpretations, corrections and/or changes to an IFB, and related Specifications or extensions to the opening/receipt date will be made by addenda to the respective document by the Collin County

Purchasing Department. Questions and/or clarification requests must be submitted no later than the date specified in the solicitation. Those received at a later date may not be addressed prior to the public opening. Sole authority to authorize addenda shall be vested in Collin County Purchasing Agent as entrusted by the Collin County Commissioners Court. Addenda may be transmitted electronically via

Collin County eProcurement Portal.

14. Addenda will be transmitted to all that are known to have received a copy of the IFB/RFQ/RFP/RFI/CSP and related Specifications. However, it shall be the sole responsibility of the Bidder/Quoter/Offeror to verify issuance/non-issuance of addenda and to check all avenues of document availability (i.e. the eProcurement portal, telephoning Purchasing Department directly, etc.) prior to opening/receipt date and time to insure Bidder’s/Quoter’s/Offeror’s receipt of any addenda issued. Bidder/Quoter/Offeror shall acknowledge receipt of all addenda.

15. All materials and services shall be subject to Collin County approval.

16. Collin County reserves the right to make award in whole or in part as it deems to be in the best interest of the County.

17. Any reference to model/make and/or manufacturer used in specifications is for descriptive purposes only. Products/materials of like quality will be considered.

18. Bidders offering substitutions to the specifications shall do so at their own risk. By offering substitutions, Bidder shall state these in the section provided in the IFB or by attachment. Substitution, if accepted, must meet or exceed specifications stated therein. Collin

County reserves the right to accept or reject any and/or all of the substitution(s) deemed to be in the best interest of the County.

19. Minimum Standards for Responsible Prospective Bidders: A prospective Bidder must meet the following minimum requirements:

i. have adequate financial resources, or the ability to obtain such resources as required;

ii. be able to comply with the required or proposed delivery/completion schedule;

iii. have a satisfactory record of performance;

iv. have a satisfactory record of integrity and ethics;

v. be otherwise qualified and eligible to receive an award.

20. Collin County may request documentation and other information sufficient to determine Bidder's ability to meet these minimum standards listed above.

21. Vendor shall bear any/all costs associated with its preparation of an IFB.

22. Public Information Act: Collin County is governed by the Texas Public Information Act, Chapter 552 of the Texas Government Code. All information submitted by prospective Bidders during the bidding process is subject to release under the Act.

23. The Bidder shall comply with Commissioners Court Order No. 2004-167-03-11, County Logo Policy.

24. Interlocal Agreement: Successful Bidder agrees to extend prices and terms to all entities that has entered into or will enter into joint purchasing interlocal cooperation agreements with Collin County.

Delivery to governmental entities located within Collin County will be at no additional charge or as otherwise provided for in the award document. Delivery charges, if any, for governmental entities located outside of Collin County shall be negotiated between the Vendor and each governmental entity.

25. Bid Openings: All bids submitted will be read at the County’s regularly scheduled bid opening for the designated project. However, the reading of a bid at bid opening should be not construed as a comment on the responsiveness of such bid or as any indication that the County accepts such bid as responsive.

26. The County will make a determination as to the responsiveness of bids submitted based upon compliance with all applicable laws, Collin County Purchasing Guidelines, and project documents, including but not limited to the project specifications and contract documents. The County will notify the successful Bidder upon award of the contract and, according to state law; all bids received will be available for inspection at that time.

27. Bidder shall comply with all local, state and federal employment and discrimination laws and shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, age, national origin or any other class protected by law.

7. TERMS OF CONTRACT

7.1. TERMS OF CONTRACT

1. A bid, when properly accepted by Collin County, shall constitute a contract equally binding between the Vendor/Contractor/Provider and Collin County. No different or additional terms will become part of this contract with the exception of a Change Order.

2. No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the resulting contract. All Amendments and/or Change Orders to the contract will be made in writing by Collin County Purchasing Agent.

3. No public official shall have interest in the contract, in accordance with Local Government Code Title 5, Subtitle C, Chapter 171.

4. The Vendor/Contractor/Provider shall comply with Commissioners Court Order No. 96-680-10-28, Establishment of Guidelines & Restrictions Regarding the Acceptance of Gifts by County Officials &

County Employees.

5. Design, strength, quality of materials and workmanship must conform to the highest standards of manufacturing and engineering practice.

6. Bids must comply with all federal, state, county and local laws concerning the type(s) of product(s)/service(s)/equipment/project(s) contracted for, and the fulfillment of all ADA (Americans with Disabilities Act) requirements.

7. All products must be new and unused, unless otherwise specified, in first-class condition and of current manufacture. Obsolete products, including products or any parts not compatible with existing hardware/software configurations will not be accepted.

8. Vendor/Contractor/Provider shall provide any and all notices as may be required under the Drug-Free

Work Place Act of 1988, 28 CFR Part 67, Subpart F, to its employees and all sub-contractors to insure that Collin County maintains a drug-free work place.

9. Vendor/Contractor/Provider shall defend, indemnify and save harmless Collin County and all its officers, agents and employees and all entities, their officers, agents and employees who are participating in this contract from all suits, claims, actions, damages (including personal injury and or property damages), or demands of any character, name and description, (including attorneys’ fees, expenses and other defense costs of any nature) brought for or on account of any injuries or damages received or sustained by any person, persons, or property on account of Vendor/Contractor/Provider’s breach of the contract arising from an award, and/or any negligent act, error, omission or fault of the

Vendor/Contractor/Provider, or of any agent, employee, subcontractor or supplier of

Vendor/Contractor/Provider in the execution of, or performance under, any contract which may result from an award. Vendor/Contractor/Provider shall pay in full any judgment with costs, including attorneys’ fees and expenses which are rendered against Collin County and/or participating entities arising out of such breach, act, error, omission and/or fault.

10. Expenses for Enforcement. In the event either Party hereto is required to employ an attorney to enforce the provisions of this Agreement or is required to commence legal proceedings to enforce the provisions hereof, the prevailing Party shall be entitled to recover from the other, reasonable attorney's fees and court costs incurred in connection with such enforcement, including collection.

11. If a contract, resulting from a Collin County IFB is for the execution of a public work, the following shall apply:

12. In accordance with Section 2253.021 of the Texas Government Code, a governmental agency that makes a public work contract with a prime contractor shall require the contractor, before beginning work, to execute to the governmental entity a Payment Bond if the contract is in excess of

$25,000.00. Such bond shall be in the amount of the contract payable to the governmental entity and must be executed by a corporate surety in accordance with Section 1, Chapter 87, Acts of the 56th

Legislature, Regular Session, 1959 (Article 7.19-1 Vernon’s Texas Insurance Code).

13. In accordance with Section 2253.021 of the Texas Government Code, a governmental agency that makes a public work contract with a prime contractor shall require the contractor, before beginning work, to execute to the governmental entity a Performance Bond if the contract is in excess of

$100,000.00. Such bond shall be in the amount of the contract payable to the governmental entity and must be executed by a corporate surety in accordance with Section 1, Chapter 87, Acts of the 56th

Legislature, Regular Session, 1959 (Article 7.19-1 Vernon’s Texas Insurance Code).

14. Purchase Order(s) shall be generated by Collin County to the vendor. Collin County will not be responsible for any orders placed/delivered without a valid purchase order number.

15. The contract shall remain in effect until any of the following occurs: delivery of product(s) and/or completion and acceptance by Collin County of product(s) and/or service(s), contract expires or is terminated by either party with thirty (30) days written notice prior to cancellation and notice must state therein the reasons for such cancellation. Collin County reserves the right to terminate the contract immediately in the event the Vendor/Contractor/Provider fails to meet delivery or completion schedules, or otherwise perform in accordance with the specifications. Breach of contract or default authorizes the County to purchase elsewhere and charge the full increase in cost and handling to the defaulting Vendor/Contractor/Provider.

16. Collin County Purchasing Department shall serve as Contract Administrator or shall supervise agents designated by Collin County.

17. All delivery and freight charges (FOB Inside delivery at Collin County designated locations) are to be included as part of the bid price. All components required to render the item complete, installed and operational shall be included in the total bid price. Collin County will pay no additional freight/delivery/installation/setup fees.

18. Vendor/Contractor/Provider shall notify the Purchasing Department immediately if delivery/completion schedule cannot be met. If delay is foreseen, the Vendor/Contractor/Provider shall give written notice to the Purchasing Agent. The County has the right to extend delivery/completion time if reason appears valid.

19. The title and risk of loss of the product(s) shall not pass to Collin County until Collin County actually receives and takes possession of the product(s) at the point or points of delivery. Collin County shall generate a purchase order(s) to the Vendor/Contractor/Provider and the purchase order number must appear on all itemized invoices.

20. Invoices shall be mailed directly to the Collin County Auditor's Office, 2300 Bloomdale Road, Suite

3100, McKinney, Texas 75071. All invoices shall show:

i. Collin County Purchase Order Number;

ii. Vendor’s/Contractor’s/Provider’s Name, Address and Tax Identification Number;

iii. Detailed breakdown of all charges for the product(s) and/or service(s) including applicable time frames.

iv. Payment will be made in accordance with Government Code, Title 10, Subtitle F, Chapter 2251.

21. All warranties shall be stated as required in the Uniform Commercial Code.

22. The Vendor/Contractor/Provider and Collin County agree that both parties have all rights, duties, and remedies available as stated in the Uniform Commercial Code.

23. The Vendor/Contractor/Provider agree to protect Collin County from any claims involving infringements of patents and/or copyrights.

24. The contract will be governed by the laws of the State of Texas. Should any portion of the contract be in conflict with the laws of the State of Texas, the State laws shall invalidate only that portion. The remaining portion of the contract shall remain in effect. The contract is performable in Collin County, Texas.

25. The Vendor/Contractor/Provider shall not sell, assign, transfer or convey the contract, in whole or in part, without the prior written approval from Collin County.

26. The apparent silence of any part of the specification as to any detail or to the apparent omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of the specification shall be made on the basis of this statement.

27. Vendor/Contractor/Provider shall not fraudulently advertise, publish or otherwise make reference to the existence of a contract between Collin County and Vendor/Contractor/Provider for purposes of solicitation. As exception, Vendor/Contractor/Provider may refer to Collin County as an evaluating reference for purposes of establishing a contract with other entities.

28. The Vendor/Contractor/Provider understands, acknowledges and agrees that if the

Vendor/Contractor/Provider subcontracts with a third party for services and/or material, the primary

Vendor/Contractor/Provider (awardee) accepts responsibility for full and prompt payment to the third party. Any dispute between the primary Vendor/Contractor/Provider and the third party, including any payment dispute, will be promptly remedied by the primary vendor. Failure to promptly render a remedy or to make prompt payment to the third party (subcontractor) may result in the withholding of funds from the primary Vendor/Contractor/Provider by Collin County for any payments owed to the third party.

29. Vendor/Contractor/Provider shall provide Collin County with diagnostic access tools at no additional cost to Collin County, for all Electrical and Mechanical systems, components, etc., procured through this contract.

30. Criminal History Background Check: If required, ALL individuals may be subject to a criminal history background check performed by Collin County prior to access being granted to Collin County facilities.

Upon request, Vendor/Contractor/Provider shall provide list of individuals to the Collin County

Purchasing Department within five (5) working days.

31. Non-Disclosure Agreement: Where applicable, vendor shall be required to sign a non-disclosure agreement acknowledging that all information to be furnished is in all respects confidential in nature, other than information which is in the public domain through other means and that any disclosure or use of same by vendor, except as provided in the contract/agreement, may cause serious harm or damage to Collin County. Therefore, Vendor agrees that Vendor will not use the information furnished for any purpose other than that stated in contract/agreement, and agrees that Vendor will not either directly or indirectly by agent, employee, or representative disclose this information, either in whole or in part, to any third party, except on a need to know basis for the purpose of evaluating any possible transaction. This agreement shall be binding upon Collin County and Vendor, and upon the directors, officers, employees and agents of each.

32. Vendors/Contractors/Providers must be in compliance with the Immigration and Reform Act of 1986 and all employees specific to this solicitation must be legally eligible to work in the United States of

America.

33. Certification of Eligibility: This provision applies if the anticipated Contract exceeds $100,000.00 and as it relates to the expenditure of federal grant funds. By submitting a bid or proposal in response to this solicitation, the Bidder certifies that at the time of submission, he/she is not on the Federal

Government’s list of suspended, ineligible, or debarred contractors. In the event of placement on the list between the time of bid/proposal submission and time of award, the Bidder will notify the Collin

County Purchasing Agent. Failure to do so may result in terminating this contract for default.

34. Notice to Vendors/Contractors/Providers delivering goods or performing services within the Collin

County Detention Facility: The Collin County Detention Facility houses persons who have been charged with and/or convicted of serious criminal offenses. When entering the Detention Facility, you could:

(1) hear obscene or graphic language; (2) view partially clothed male inmates; (3) be subjected to verbal abuse or taunting; (4) risk physical altercations or physical contact, which could be minimal or possibly serious; (5) be exposed to communicable or infectious diseases; (6) be temporarily detained or prevented from immediately leaving the Detention Facility in the case of an emergency or “lockdown”;

and (7) subjected to a search of your person or property. While the Collin County Sheriff’s Office takes every reasonable precaution to protect the safety of visitors to the Detention Facility, because of the inherently dangerous nature of a Detention Facility and the type of the persons incarcerated therein, please be advised of the possibility of such situations exist and you should carefully consider such risks when entering the Detention Facility. By entering the Collin County Detention Facility, you acknowledge that you are aware of such potential risks and willingly and knowingly choose to enter the

Collin County Detention Facility.

35. Any contractor performing work at County Facilities, must follow site-specific good housekeeping practices as outlined in the most recent Best Management Practices / Standard Operations Manual for

Storm Water Pollution Prevention at County

Operations. https://www.collincountytx.gov/services/engineering/stormwater-program

36. Delays and Extensions of Time when applicable:

i. If the Vendor/Contractor/Provider is delayed at any time in the commence or progress of the Work by an act or neglect of the Owner or Architect/Engineer, or of an employee of either, or of a separate contractor employed by the Owner, or by changes ordered in the Work, or by labor disputes, fire, unusual delay in deliveries, unavoidable casualties or other causes beyond the

Vendor/Contractor/Provider's control, or by delay authorized by the Owner pending mediation and arbitration, or by other causes which the Owner or Architect/Engineer determines may justify delay, then the Contract Time shall be extended by Change Order for such reasonable time as the

Owner/Architect may determine.

ii. If adverse weather conditions are the basis for a Claim for additional time, such Claim shall be documented by data substantiating that weather conditions were abnormal for the period of time https://www.collincountytx.gov/services/engineering/stormwater-program and could not have been reasonably anticipated, and that the weather conditions had an adverse effect on the scheduled construction.

37. Disclosure of Certain Relationships: Chapter 176 of the Texas Local Government Code requires that any vendor considering doing business with a local government entity disclose the vendor’s affiliation or business relationship that might cause a conflict of interest with a local government entity. Subchapter

6 of the code requires a vendor to file a conflict of interest questionnaire (CIQ) if a conflict exists. By law this questionnaire must be filed with the records administrator of Collin County no later than the

7th business day after the date the vendor becomes aware of an event that requires the statement to be filed. A vendor commits an offense if the vendor knowingly violates the code. An offense under this section is a misdemeanor. By submitting a response to this request, the vendor represents that it is in compliance with the requirements of Chapter 176 of the Texas Local Government Code. Please send completed forms to the Collin County, County Clerk's Office located at 2300 Bloomdale Rd., Suite 2104, McKinney, TX 75071.

38. Disclosure of Interested Parties: Section 2252.908 of the Texas Government Code requires a business entity entering into certain contracts with a governmental entity to file with the governmental entity a disclosure of interested parties at the time the business entity submits the signed contract to the governmental entity. Section 2252.908 requires the disclosure form (Form 1295) to be signed by the authorized agent of the contracting business entity, acknowledging that the disclosure is made under oath and under penalty of perjury. Section 2252.908 applies only to a contract that requires an action or vote by the governing body of the governmental entity before the contract may be signed or has a value of at least $1 million. Section 2252.908 provides definitions of certain terms occurring in the section. Section 2252.908 applies only to a contract entered into on or after January 1, 2016.

39. Vendors/Contractors/Providers must be in compliance with the provisions of Section 2252.152 and

Section 2252.153 of the Texas Government Code which states, in part, contracts with companies engaged in business with Iran, Sudan, or Foreign Terrorist Organizations are prohibited. A governmental entity may not enter into a contract with a company that is listed on the Comptroller of the State of Texas website identified under Section 806.051, Section 807.051 or Section 2253.253 which do business with Iran, Sudan or any Foreign Terrorist Organization. This Act is effective

September 1, 2017.

40. Force Majeure: No party shall be liable or responsible to the other party, nor be deemed to have defaulted under or breached this Agreement, for any failure or delay in fulfilling or performing any term of this Agreement, when and to the extent such failure or delay is caused by or results from acts beyond the affected party’s reasonable control, including, without limitation: acts of God; flood, fire or explosion; war, invasion, riot or other civil unrest; actions, embargoes or blockades in effect on or after the date of this Agreement; or national or regional emergency (each of the foregoing, a “Force

Majeure Event”). A party whose performance is affected by a Force Majeure Event shall give notice to the other party, stating the period of time the occurrence is expected to continue and shall use…