Cremation_Services_(Addendum_#1_Revision).pdf

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Collin County, TX

QUOTE

2026-286

CREMATION SERVICES

RELEASE DATE: May 18, 2026

RESPONSE DEADLINE: June 18, 2026, 2:00 pm

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

Quote #2026-286 Title: Cremation Services

Table Of Contents

1. INTRODUCTION

2. SCOPE OF SERVICES

3. SPECIAL CONDITIONS AND SPECIFICATIONS

4. INSURANCE REQUIREMENTS

5. PRICING TABLE

6. General Instructions

7. Terms of Contract

8. Vendor Response

Attachments:

A - CIQ Form

B - W-9

1. INTRODUCTION

1.1. Summary

Collin County Medical Examiner's Office is soliciting quotes from qualified funeral homes, crematories, or mortuary service providers to establish a service contract for cremation services for decedents under the jurisdiction of the Collin County Medical Examiner's Office.

Services will include pickup, transportation, cold storage, cremation, and final disposition of remains for abandoned or unclaimed decedents. Services will be required on an as-needed basis and must be performed in a professional, timely, and compliant manner. This request does not allow for embalming, visitation, or viewing of the deceased. The County desires to enter into a one (1) year contract with the possibility of three

(3) additional twelve (12) month renewals. Collin County reserves the right to award this contract to one or more vendors, at its sole discretion and in its best interest.

The goal of this solicitation is to select a vendor who can provide high-quality cremation services that meet the needs of the County, with an emphasis on professionalism, reliability, and compliance with all applicable laws and regulations.

1.2. Timeline

Release Project Date: May 18, 2026

Question Submission Deadline: June 1, 2026, 2:00pm

Submission Deadline: June 18, 2026, 2:00pm

1.3. Background

The Collin County Medical Examiner has been assigned the responsibility of facilitating the dignified final disposition of Collin County decedents not claimed for disposition or those abandoned and require disposition at public expense. The County has used various vendors for direct cremations services on an as-needed basis.

Historically, the County has approved 13 cremations in 2024 and 33 in 2025. Collin County cannot guarantee the actual number of cremations that will be approved during the contract period.

2. SCOPE OF SERVICES

The Collin County Medical Examiner's Office is seeking quotes from qualified service providers to establish a one (1) year service price agreement with three (3) one-year renewal options for the provision of cremation services.

The selected vendor shall provide all labor, supervision, equipment, facilities, transportation, and materials necessary to perform cremation services in a timely, respectful, and lawful manner in accordance with all applicable Texas Health and Safety Code, Occupations Code, and Texas Funeral Service Commission regulations.

The Vendor must be properly licensed in the State of Texas and comply with all requirements set forth by the

Texas Funeral Service Commission.

Services shall be provided on an as-needed, non-exclusive basis.

1. Removal and Transportation of Decedents

i. Collin County may utilize the selected vendor for decedent transportation to the selected vendor's crematory, which may include removal of decedents from the Collin County Medical Examiner's

Office, funeral home, mortuary, or health care facility

ii. Transportation fees must be itemized separately from cremation service costs

iii. Selected Vendor shall respond within a mutually agreed-upon timeframe, typically within twenty-four (24) hours of notice when requested

iv. Vendor shall transport decedents using properly equipped and licensed vehicles designed for this purpose

v. Vehicles shall be clean, well-maintained, and compliant with all applicable health and safety regulations

vi. All removals shall be conducted in a professional, discreet, and dignified manner

vii. Vendor shall maintain proper chain-of-custody documentation for each decedent

1. Cremation Services

i. Collin County will provide written notice via a cremation authorization to the selected vendor when creation services are required for a specific decedent

ii. Cremation shall be performed in accordance with all applicable laws, rules, and accepted industry standards

iii. Vendor shall ensure positive identification of the decedent prior to cremation

iv. Following receipt of the decedent remains, the selected vendor must complete the cremation service no later than the close of business on the fourteenth (14th) day after the receipt of remains by the vendor crematory

v. Each cremation shall be conducted individually; co-mingling of remains is strictly prohibited

vi. Vendor shall maintain complete and accurate records of the cremation process

2. Final Disposition of Remains

i. Vendor shall return cremated remains to the Collin County Medical Examiner's Office upon request, but no later than one hundred and twenty (120) calendar days after cremation services

ii. The cremated remains will be returned to the Collin County Medical Examiner's Office packaged in a standardized, dignified container labeled with the decedent’s case number, name (if known), and date of cremation

3. Documentation and Reporting

i. Vendor shall prepare and maintain complete, detailed records for each decedent, including the following:

a. Date and time of pickup to include location of pickup

b. Chain-of-custody logs

c. Storage dates and conditions

d. Cremation date and identification verification

e. Signed Cremation authorization forms

f. Certified copies or confirmation of death certificate filing

g. Final disposition details to include date of return to the Collin County Medical Examiner's Office

ii. Vendor shall provide monthly reports detailing service volumes, completion times, and any exceptions

iii. All Vendor Records shall be made available to Collin County upon request

4. Vendor Qualifications

i. The Vendor's crematory must provide proof of licensure by the State of Texas and at lease five (5) years of continuous, licensed operation

ii. The Vendor shall hold a current, valid funeral establishment license and crematory license issued by the Texas Funeral Service Commission

iii. All personnel performing removals, transport, or cremation services shall hold applicable licenses or certifications as required by Texas state law and local governing law

iv. The Contractor shall maintain all required permits for the operation of its crematory facility

v. The Contractor shall provide copies of all applicable licenses and permits to Collin County upon request

5. Facility Requirements

i. The Contractor’s crematory facility shall be licensed, inspected, and in good standing with all applicable regulatory authorities

ii. The Vendor's facility shall be maintained in a clean, sanitary, and secure condition at all times

iii. The Vendor's crematory facility must have on-site refrigerated storage capacity for at least three

(3) decedent remains continuously available for Collin County

iv. The Vendor shall ensure proper identification and tracking of all remains while in storage

v. The Vendor must agree to be inspected by a Collin County authorized representative prior to the award of the contract and at any time during the term of the contract

vi. The Vendor shall notify the County within twenty-four (24) hours of any regulatory action, inspection findings, or operational issues that may affect the Vendor's ability to perform under this agreement

6. Compliance and Confidentiality

i. The Vendor shall adhere to and maintain compliance with all applicable federal, state, and local laws, regulations, ordinances, including but not limited to:

a. Texas Health and Safety Code provisions governing the disposition of human remains

b. Texas Funeral Service Commission regulations

c. Applicable OSHA standards and public health requirements

i. The Vendor shall treat all information relating to decedents, next of kin, and case details as strictly confidential

ii. The Vendor shall not disclose any case information to unauthorized parties without prior written authorization from the County

iii. The Vendor must comply with all applicable privacy laws, including any applicable provisions of the

Health Insurance Portability and Accountability Act (HIPAA) to the extent applicable

iv. The Vendor may not receive any supplemental payments from any family member or other source, including insurance, in connection with decedent remains processed through the Collin County agreement

v. The Vendor is expressly prohibited from releasing cremated remains directly to a family member or any individual who is not conducting business on behalf of Collin County Medical Examiner's Office

7. Performance Standards

i. When the Vendor takes possession of a decedent for the performance of any service pursuant to this contract, the Vendor assumes full and complete responsibility for any cause of action resulting from any event or act related to said decedent while in the Vendor's possession

ii. All Services shall be performed with dignity, respect, and professionalism at all times

iii. The Vendor shall ensure timely response and completion of services as outlined in this contract

iv. The Vendor shall maintain confidentiality of all decedent and case information

8. County Responsibility

i. The County shall be responsible for the following:

a. Providing timely written authorizations and all required documentation to the Vendor prior to cremation

b. Notifying the Vendor of any hold, pending identification, or investigative requirements that may delay cremation authorization

c. Assigning a unique case number to each decedent and communicating that number to the

Vendor at the time of referral

d. Designating a primary point of contact and backup contact for all service coordination

e. Providing the Vendor with timely access to the County facility for removals during normal business hours and on an on-call basis after hours

f. Retaining final authority over the disposition of cremains in accordance with applicable State of

Texas statutes

3. SPECIAL CONDITIONS AND SPECIFICATIONS

3.1. AUTHORIZATION

Collin County will be receiving quotes for Cremation Services, 2026-286

3.2. PURPOSE

Collin County Medical Examiner's Office is soliciting quotes from qualified funeral homes, crematories, or mortuary service providers to establish a service contract for cremation services for decedents under the jurisdiction of the Collin County Medical Examiner's Office.

Services will include pickup, transportation, cold storage, cremation, and final disposition of remains for abandoned or unclaimed decedents. Services will be required on an as-needed basis and must be performed in a professional, timely, and compliant manner. This request does not allow for embalming, visitation, or viewing of the deceased. The County desires to enter into a one (1) year contract with the possibility of three

(3) additional twelve (12) month renewals. Collin County reserves the right to award this contract to one or more vendors, at its sole discretion and in its best interest.

The goal of this solicitation is to select a vendor who can provide high-quality cremation services that meet the needs of the County, with an emphasis on professionalism, reliability, and compliance with all applicable laws and regulations.

3.3. TERM

Provide for a one (1) year term contract commencing on the latter of full award and execution of the contract or July 1, 2026. The County shall have the option to renew for three (3) additional one-year periods, with all other terms remaining the same.

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 have been provided through the Collin County budget approved by the Commissioners

Court for this fiscal year only. State of Texas statutes prohibit the County from any obligation of public funds beyond the fiscal year for which a budget has been approved. Therefore, anticipated orders or other obligations that may arise past the end of the current Collin County 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 the County shall receive such price reduction.

3.7. PRICE REDETERMINATION

A price redetermination may be considered by Collin County only at the twelve (12) month, twenty-four (24) month, thirty-six (36) month, and forty-eight (48) month anniversary date of the contract. All requests for price redetermination shall be in written form and shall include documents supporting price redetermination such as Manufacturer's direct cost, postage rates, Railroad Commission rates, Federal/State minimum wage law, Federal/State unemployment taxes, F.I.C.A, Insurance Coverage Rates, etc. The quoter's past experience of honoring contracts at the quote price will be an important consideration in the evaluation of the lowest and best quote. Collin County reserves the right to accept or reject any/all of the price redetermination as it deems to be in the best interest of the County.

3.8. RESPONSE TIME AND COMPLETION

Selected Vendor shall respond to calls from the Collin County Medical Examiner's Office within a mutually agreed-upon timeframe, typically within twenty-four (24) hours of notice when requested.

After receipt of the decedent remains, the Vendor must complete the cremation service no later than the close of business on the fourteenth (14) day after receipt of the remains.

The Vendor shall return cremated remains to the County Medical Examiner's Office upon request, but no later than one-hundred and twenty (120) calendar days after cremation service.

Completion time is an important consideration in the evaluation of the lowest and best quote.

The Vendor shall provide monthly reports detailing service volumes, completion times, and any exceptions.

3.9. APPROXIMATE VALUE

The annual estimated expenditure is seventeen thousand five hundred dollars ($17,500.00).

3.10. APPROXIMATE USAGE

Estimated annual quantity of this contract is twenty (20) decedents annually. Approximate usage does not constitute an order, but only implies the probable quantity Collin County will use.

3.11. EVALUATION AND AWARD

Award of the contract shall be made to the responsive quoter(s) who submits the lowest and best quote meeting specifications. Collin County reserves the right to award the quote, 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 quoter’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 quote.

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

3.12. SUBCONTRACTORS

Subcontractors are not accepted or allowed by Collin County to perform any services listed in this contract.

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.

1. 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.

Each Occurrence $1,000,000

Personal Injury &Adv Injury $1,000,000

Products/Completed Operation Aggregate $2,000,000

General Aggregate $2,000,000

2. Workers Compensation insurance as required by the laws of Texas, and Employers’ Liability.

Employers Liability

Liability, Each Accident $500,000

Disease - Each Employee $500,000

Disease - Policy Limit $500,000

iii. Commercial Automobile Liability insurance which includes any automobile (owned, non-owned, and hired vehicles) used in connection with the contract.

Combined Single Limit - Each Accident $1,000,000

iv. Professional/Errors & Omissions Liability insurance with a two (2) year extended reporting period. If you choose to have project coverage endorsed onto your base policy, this would be acceptable.

Each Occurrence/Aggregate $1,000,000

v. Umbrella/Excess Liability insurance

Each Occurrence/Aggregate $1,000,000

2. 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.

3. 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.

4. 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

SERVICE FEES

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Standard Adult Cremation for decedents weighing up to 300 lbs., including any cost for decedent remains preparation (e.g. placement of decedent remains into a cremation container).

20 Each

2 Bariatric Cremation for decedents weighing over 301 lbs., including any cost for decedent remains preparation (e.g. placement of decedent remains into a cremation container).

3 Each

3 Infant/Fetal Cremation for decedents weighing from 350 grams, including stillborn, up to 12 months of age, including any cost for decedent remains preparation (e.g. placement of decedent remains into a cremation container).

1 Each

4 Child Cremation for decedents age 1 year to 13 years of age, including any cost for decedent remains preparation (e.g. placement of decedent remains into a cremation container).

1 Each

5 Transportation of decedent remains from a pickup location designated by the Collin County Medical Examiner's

Office to the vendor cremator.

25 Each

TOTAL

6. General Instructions

1. Definitions

i. Bidder: refers to submitter.

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

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

iv. Quote: refers to Invitation For Bid.

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

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

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

Submittal.

5. Collin County exclusively uses OpenGov Procurement 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 addendums which could ultimately render your quote non-compliant.

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

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

7. It is understood that Collin County, Texas reserves the right to accept or reject any and/or all quotes for any or all products and/or services covered in a Quotation, 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.

8. All quotes submitted in hard copy paper form shall be submitted in a sealed envelope, plainly marked on the outside with the Quotation 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.

9. Submittals via email, oral, telegraphic or telephonic will not be accepted. Quotations may be submitted in electronic format via Collin County OpenGov.

10. All quotes submitted electronically via Collin County OpenGovshall remain locked until official date and time of opening as stated in the Special Terms and Conditions of the quote.

11. Time/date stamp clock in Collin County Purchasing Department shall be the official time of receipt for all quotes 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. Quotes received in the 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.

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

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

14. Any interpretations, corrections and/or changes to quote 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 OpenGov.

i. Addenda will be transmitted to all that are known to have received a copy of the quote and related

Specifications. However, it shall be the sole responsibility of the Quoter to verify issuance/non-issuance of addenda and to check all avenues of document availability (i.e.OpenGov Procurement, telephoning Purchasing Department directly, etc.) prior to opening/receipt date and time to insure

Quoter’s receipt of any addenda issued. Quoter 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. Quoters offering substitutions to the specifications shall do so at their own risk. By offering substitutions, Quoter shall state these in the section provided in the Quotation 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 Quoter: A prospective Quoter 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 Quoter’s ability to meet these minimum standards listed above.

21. Vendor shall bear any/all costs associated with its preparation of a Quotation Submittal.

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 Quoters during the quote process is subject to release under the Act.

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

24. Interlocal Agreement: Successful Quoter 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. Responsiveness: The County will make a determination as to the responsiveness of quotes 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 Quoter upon award of the contract and, according to state law; all quotes received will be available for inspection at that time.

26. Quoter 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

1. A quote, when properly accepted by Collin County, shall constitute a contract equally binding between the Vendor 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 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 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. Quotes 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 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 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’s breach of the contract arising from an award, and/or any negligent act, error, omission or fault of the Vendor, or of any agent, employee, subcontractor or supplier of Vendor in the execution of, or performance under, any contract which may result from an award. Vendor 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 Quotation is for the execution of a public work, the following shall apply:

i. In accordance with Government Code 2253.021, 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).

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

13. 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 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.

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

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

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

17. 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 and the purchase order number must appear on all itemized invoices.

18. 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 Name, Address and Tax Identification Number;

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

19. Payment will be made in accordance with Government Code, Title 10, Subtitle F, Chapter 2251, Time for Payment by a Governmental Entity.

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

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

22. The Vendor agrees to protect Collin County from any claims involving infringements of patents and/or copyrights.

23. 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.

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

25. 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.

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

27. The Vendor understands, acknowledges and agrees that if the Vendor subcontracts with a third party for services and/or material, the primary Vendor (awardee) accepts responsibility for full and prompt payment to the third party. Any dispute between the primary Vendor 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 by Collin County for any payments owed to the third party.

28. Vendor 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.

29. 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.

30. 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.

31. Vendors 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.

32. 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 Quoter 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 Quoter will notify the Collin

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

33. Notice to vendors 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.

34. Delays and Extensions of Time when applicable:

i. If the Vendor 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’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/Engineer 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 and could not have been reasonably anticipated, and that the weather conditions had an adverse effect on the scheduled construction.

35. 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.

36. 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.

37. 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.

38. 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 diligent efforts to end the failure or delay and minimize the effects of such Force Majeure Event.

NOTE: All other terms and conditions (i.e. Insurance Requirements, Bond Requirements, etc.) shall be stated in the individual Quotation Solicitation documents as Special Terms, Conditions and Specifications.

8. Vendor Response

1. Contact Information*

List the contact name, email address and phone number of the main person(s) Collin County should contact in reference to this solicitation. Contact(s) shall be duly authorized List authorized by the company, corporation, firm, partnership or individual to respond to any questions, clarification, and/or offers in response to this solicitation.

*Response required

2. Hours and Days for Transport Services*

Please provide the hours and days that decedent transport services are available.

*Response required

3. Transport Vehicles*

Provide the number of transport vehicles and a brief description of the vehicles to be utilized during transportation of decedents.

*Response required

4. Pertinent Licensing and Certifications*

Attach a copy of all pertinent licensing and certifications.

*Response required

5. Insurance Acknowledgement*

I understand that the insurance requirements of this solicitation are required and are included in the submitted pricing. A certificate of insurance shall be submitted to the Purchasing department if I am awarded all or a portion of the resulting contract.

☐ Please confirm

*Response required

6. Reference No. 1*

List a company or governmental agency, other than Collin County, where these same/like products/services, as stated herein, have been provided. Texas references are preferred.

Include the following: Company/Entity, Contact, Address, City/State/Zip, Phone, and E-Mail.

It is the responsibility of the Bidder/Proposer to ensure submitted references will be responsive to the

County’s requests. The County reserves the right to contact references other than those listed, and to consider any information acquired from all references during the evaluation process.

*Response required

7. Reference No. 2*

List a company or governmental agency, other than Collin County, where these same/like products/services, as stated herein, have been provided. Texas references are preferred.

Include the following: Company/Entity, Contact, Address, City/State/Zip, Phone, and E-Mail.

It is the responsibility of the Bidder/Proposer to ensure submitted references will be responsive to the

County’s requests. The County reserves the right to contact references other than those listed, and to consider any information acquired from all references during the evaluation process.

*Response required

8. Reference No. 3*

List a company or governmental agency, other than Collin County, where these same/like products/services, as stated herein, have been provided. Texas references are preferred.

Include the following: Company/Entity, Contact, Address, City/State/Zip, Phone, and E-Mail.

It is the responsibility of the Bidder/Proposer to ensure submitted references will be responsive to the

County’s requests. The County reserves the right to contact references other than those listed, and to consider any information acquired from all references during the evaluation process.

*Response required

9. Immigration and Reform Act*

I declare and affirm that my company is in compliance with the Immigration and Reform Act of 1986 and all employees are legally eligible to work in the United States of America. I further understand and acknowledge that any non-compliance with the Immigration and Reform Act of 1986 at any time during the term of this contract will render the contract voidable by Collin County.

☐ Please confirm

*Response required

10. 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.

☐ Please confirm

11. 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.

☐ Please confirm

*Response required

12. Notification Survey*

In order to better serve our offerors, the Collin County Purchasing Department is conducting the following survey. We appreciate your time and effort expended to submit your bid. Should you have any questions or require more information please call (972) 548-4165. How did you receive notice of this request?

*Response required

13. Critical Infrastructure Affirmation*

Pursuant to section 2274.0102 of the Texas Government Code, Respondent certifies that neither it nor its parent company, nor any affiliate of Respondent or its parent company, is: (1) majority owned or controlled by citizens or governmental entities of China, Iran, North Korea, Russia, or any other country designated by the

Governor under Government Code Section 2274.0103, or (2) headquartered in any of those countries.

☐ Please confirm

*Response required

14. AI Acknowledgement*

The County requires that all submitted content be the product of human authorship or have undergone substantial human review and modification. This is to ensure that the final proposal accurately reflects the

Bidder’s capabilities, experience, and understanding of the…