F2027008 - Statement of Work.pdf

STATEMENT OF WORK

I. PURPOSE

A. Tarrant County is seeking bids for the annual purchase for commercial and high-security locksmith services and supplies for various buildings, including jail facilities, located in downtown Fort Worth and suburban areas.

B. Tarrant County has approximately sixty-five (65) downtown and suburban buildings that are occupied and must be kept running optimally.

C. The awarded contractors must provide services twenty-four (24) hours per day, seven (7) days per week, and three hundred sixty-five (365) days per year, including holidays.

II. AGREEMENT TERMS

A. It is the intent of Tarrant County to award a primary, secondary, and alternate vendors depending on how many bids are received.

B. Tarrant County intends to award multiple vendors by package. Awards will be made to the lowest priced bids that meet specifications. Tarrant County reserves the right to award in the best interest of the County.

C. The initial term of the agreement will be for twelve (12) months, effective the date of award or notice to proceed as determined by the Tarrant County Purchasing Department.

D. At Tarrant County’s option and approval by the awarded vendor(s), the purchase may be renewed for two (2) additional twelve (12) month periods.

E. The agreement shall incorporate by reference all documents, terms, and conditions set forth in this Invitation for Bid (IFB), which shall collectively constitute the entire agreement between the parties and take precedence over any other agreements between the parties.

III. SPECIFICATIONS AND REQUIREMENTS

A. The contractors will provide installation, repairs, and re-keying services for both standard commercial and high-security locks.

B. Specialty, Pyramid, or Multi-lock keys must be purchased from a Contractor holding the rights to these keys.

C. The Contractor must have a storefront within a reasonable distance from downtown Fort Worth OR a full-service van with the capability to cut new keys.

1. If the contractor does not have a full-service van, the location of the contractor’s storefront will be a factor in determining award.

2. If the Contractor has a mobile facility that equipped for simple repairs and key cuts, a one (1) hour minimum hourly rate will apply, in lieu of a service or trip charge.

D. All technicians and locksmiths will be required to submit to and pass a criminal background check. Please refer to the Tarrant County Special Terms and Conditions included in this IFB for details. Individuals who do not pass this background check will not be permitted to work at Tarrant County facilities.

E. Commercial Locksmith Services

1. The awarded contractor must provide installation, repair, adjustment, and re-keying services for door hardware including, but not limited to:

a. Push-button and electric locks

b. Tubular locks

c. File cabinet locks

d. Padlocks

e. Interchangeable core systems

f. Mortise and rim cylinder lock devices

g. Key duplication services

h. Automotive re-keying

2. Contractor must also provide safe services, including opening, repairing, and rebuilding safe locking mechanisms. The Contractor must make every reasonable effort to open the safe without causing damage.

F. High Security Locksmith Services

1. All awarded locksmith companies must be a licensed locksmith firm with a current license issued by the State of Texas under Texas Occupations Code Chapter 1702. The contractor should provide a copy of the license with their bid.

2. The awarded vendor must have multiple technicians that have a current Texas State Locksmith License. A list of employees holding those licenses along with license number and expiration date should be included with their bid.

3. Contractor must have equipment and licensed technicians who are authorized to assess, repair, install, pin, and re-pin high security mogul, paracentric, and interchangeable core locks including, but not limited to, the brands listed below.

a. Folger Adams

b. Corbin Russwin

c. Medeco

d. Southern Folger

e. Ad-Tec

f. Southern Steel

g. Assa Abloy

h. PSH

i. LSDA

j. Schlage Primus

k. Brinks High Security

l. Willo

4. Awarded vendor must have the capability to cut barrel keys.

G. Response Times

1. Quick response time is essential to Tarrant County. Contractor shall be sufficiently staffed to respond onsite to an emergency call within two (2) hours, and within forty-eight (48) hours for non-emergency calls.

2. Non-emergency telephone calls shall be returned within twenty-four (24) hours.

3. All written correspondence from Tarrant County shall be responded to withing two (2) working days.

4. Contractor must provide an emergency point of contact that can be reached twenty-four (24) hours a day, seven (7) days a week, three hundred sixty-five (365) days per year, including holidays.

5. Emergency telephone calls shall be returned within thirty (30) minutes.

6. If the Primary Contractor fails to respond in the timelines stated above, Tarrant County may request services from the Secondary or Alternate Contractor.

H. Service Requests

1. All Service Requests will be billed per hour. In lieu of a Service Call fee, Tarrant County will pay a minimum of one (1) hour for each technician on Tarrant County property. Any time after the first hour is paid in quarter hour (15 minute) increments per technician.

2. Tarrant County may request quotes for needed repairs. Service ticket(s), service quote(s) or job estimate(s) must be itemized, including the job details. Examples would be listing date of service, quantity of labor hours, labor rate, materials with quantities, material markup, and a brief description of the work to be done. If any materials, not specifically listed, are purchased for a job, excluding typical truck stock, an invoice must accompany the Service Ticket in order to be reimbursed at full cost. Lump sum quotes will not be accepted.

3. It shall be the full responsibility of the awarded Contractor to visit and inspect job locations prior to the submission of a service quote or job estimate. Submission of the quote or job estimate is evidence that the Contractor has familiarized themselves with the nature and extent of the work and any local conditions that may affect the scope of work, the equipment, materials, and labor required.

4. Contractor must obtain prior authorization from designated Tarrant County personnel before performing any services.

5. Vendor must sign in upon arrival and sign out when leaving the job site on the vendor sign-in logs at every facility. Tarrant County will not sign vendor’s service work tickets; thereby unknowingly agreeing to any other terms and conditions that may be listed on their service work tickets.

I. Tarrant County reserves the right to solicit separate bids for all individual projects that may exceed $25,000.

J. EXAMINATION OF EXISTING PREMISES: It is understood and agreed that the Contractor has by careful examination, satisfied himself as to the nature and location of the work, the character and quality of the materials to be encountered, the character of equipment and facilities needed preliminary to and during the prosecution of the work, the general and local conditions, and all other matters which can in any way affect the work under this purchase. No verbal agreement or conversation with any officer, agent, or employee of the Owner, either before or after the execution of this purchase, shall affect or modify any of the terms or obligations herein contained. The bid shall be based on the specifications, supplemented by the affecting conditions.

K. RISK: The work under this agreement every respect shall be at the risk of the Contractor until finished and accepted.

L. LABOR: Perform labor in a workmanlike manner by skilled mechanics of their respective trades.

M. WORKMEN'S SAFETY: The Contractor shall meet all safety and health regulations required by the Occupational Safety and Health Administration, Department of Labor and all state regulations dealing with occupational safety.

N. SALES TAX: Contracts or subcontracts let on this project are exempt from the "Limited Sales Tax" of the State of Texas, and no provisions should be made in any bid for an amount to be used to pay such tax, either directly or indirectly.

O. CODE REQUIREMENTS: The rules and regulations, ordinances and laws governing the installation of the work and/or equipment shall be in accordance with all regulations and codes of the Federal, State, and Municipal departments having jurisdiction, the National Board of Fire Underwriters, Factory Mutual Insurance, and Texas Engineering and Fire Prevention Bureau, and the local utility companies which are in force at the time of the execution of the work

P. PROTECTION: The Contractor shall provide and maintain all protections required by the governing laws, regulations, and ordinances. The Contractor shall be responsible for any loss or damage caused by him or his workmen to the property of the Owner or to the work or materials installed and shall make good any loss, damage, or injury without cost to the owner.

Q. All services and equipment provided must comply with all applicable laws, regulations, ordinances, and codes of Federal, State, and Municipal departments having jurisdiction, including, but not limited to:

1. The National Fire Protection Association (NFPA)

2. Factory Mutual Insurance

3. Texas Commission on Environmental Quality (TCEQ)

4. Occupational Safety and Health Administration (OSHA)

5. Environmental Protection Agency (EPA)

6. Americans with Disabilities Act (ADA)

7. Local Utility Companies

IV. WORK HOURS

A. Regular Business work hours are defined as Monday through Friday from 8:00 am to 5:00 pm.

B. Non-Business work hours are defined as weekdays at 5:01 pm to 7:59 am and all day on Saturdays and Sundays.

C. Holidays are defined as any of the thirteen (13) holidays observed by Tarrant County. A list of these holidays can be found at the following link:

https://www.tarrantcountytx.gov/en/calendar.html.

V. BONDS

A. Payment Bonds may be required for any job at the $25,000 and over threshold.

Performance Bonds may be required for any job at the $100,000 and over threshold.

VI. SUBCONTRACTING

A. The intent of this agreement is to award to vendor(s) who will be performing most of the work with their own hired staff.

B. There may be on occasion some portion of the work that will require the need to hire a subcontractor. Should subcontracting be required, the awarded vendor must first obtain approval of Owner prior to any work being performed by a subcontractor.

VII. ADDING AND DELETING EQUIPMENT, SERVICES, AND LOCATIONS

A. Tarrant County reserves the right to add or delete equipment, services, or locations as needed.

https://www.tarrantcountytx.gov/en/calendar.html

B. If additional services are needed, Tarrant County will request a written quotation from the vendor for services not listed in this bid. Vendor shall submit, in writing, a fair and reasonable price for the services requested based on current bid prices at the request of Tarrant County Facilities Management or Purchasing. If it is determined the quote is excessive, Tarrant County reserves the right to request quotations from additional sources.

C. Tarrant County also reserves the right to temporarily discontinue services in any particular building or on any particular equipment within a building if it is determined by the County to be in the best interest of the County. At the same time, the County reserves the right to resume those services temporarily halted.

VIII. PRICING

A. In lieu of a Service Charge or Trip Charge, Tarrant County will pay a minimum of one (1) hour for any time spent onsite. After sixty (60) minutes, the awarded hourly rate will apply in fifteen (15) minute (0.25) increments.

B. Hourly Rates: The hourly rates must be “fully loaded” and encompass all associated costs. This includes, but is not limited to, travel expenses, service fees, trip charges, dispatch, shop fees, delivery fees, installation fees, or fuel or tariff surcharges. This also includes disposal costs, overhead, tools, equipment, incidentals and all other related fees. All costs must be included in the hourly rate. The contractor may not charge any fees separate of the hourly rates.

C. Materials or Parts: The percentage markup shall be expressed as a single percent (%), not exceeding 25%. The percentage markup is to be based on the Contractor’s actual cost for the parts. Supporting documentation is required to be submitted with the Contractor’s invoices. Some examples of supporting documentation include, but are not limited to, receipts or invoices from manufacturers. Tarrant County has spent approximately $66,040.00on materials/parts in the last twelve (12) months.

1. Contractor must receive prior written approval from a Building Manager or Building Superintendent to have any materials or parts shipped directly to Tarrant County.

a. If the contractor receives this approval, the shipping terms of the approved purchase will be F.O.B. Destination, Prepaid and Add.

b. Any invoice that includes a freight charge must include the name of the Tarrant County employee who approved it.

D. The Contractor shall own all equipment needed to provide service to Tarrant County and complete work in a timely and satisfactory manner. If Contractor does not own equipment needed to complete the job, and rental is required, vendor will be required to provide Tarrant County with rental cost.

1. All rental charges must be approved by the Tarrant County Facilities Management Representative before any costs are incurred.

2. Rental costs will be invoiced as a direct pass-through cost to Tarrant County without markup. Proof of contractor’s cost will be required with invoice submittal.

IX. INVOICING

A. All invoices are to be sent to the Tarrant County Auditor’s Office at SAP- Invoices@tarrantcountytx.gov as well as the Tarrant County Facilities Management Office at TCFMInvoices@tarrantcountytx.gov.

B. Invoices will be time and date stamped upon receipt by Tarrant County and will be forwarded to the appropriate building manager for verification.

C. Invoices must be itemized to list the position, the numbers of hours worked, the hourly rate, and the extended price. For materials or parts, the Contractor shall include the itemized list of parts purchased. Receipts for purchased parts must be submitted with invoice. Lump sum invoices will not be accepted.

D. Invoices submitted must provide back-up documentation. This documentation includes, but is not limited to:

1. Work Order approved by authorized Tarrant County Facilities Management Personnel indicating that the work has been completed to Tarrant County’s satisfaction.

2. Proof of price for any parts purchased by the Contractor.

E. Tarrant County reserves the right to request additional support documents, as necessary. If there are questions or discrepancies about an invoice or some other document that has been submitted with invoice, vendor will be contacted by a member of the Facilities Management Staff or Purchasing.

F. Priority must be given to correcting invoices, or providing additional information, in a timely manner or within one (1) to two (2) days after a request has been made. Payment will be delayed until the deficiency is corrected.

G. All invoices must be dated for the same month the invoice is being submitted.

Annual billings will not be accepted. All invoices must specify date of service and be accompanied by a work order or job ticket. Tarrant County Facilities Management will not sign service work tickets; thereby unknowingly agreeing to any other terms and conditions that may be listed on their service work tickets.

H. Vendor shall not charge Tarrant County any separate “trip charge,” “truck charge,” or “service call” for work performed under this Annual Purchase.

Billable time begins only when the vendor arrives on-site to begin the project.

This requirement also applies to any trips made to obtain necessary equipment or parts needed to complete the work.

I. Vendor shall not charge fuel surcharges.

mailto:SAP-Invoices@tarrantcountytx.gov mailto:SAP-Invoices@tarrantcountytx.gov mailto:TCFMInvoices@tarrantcountytx.gov

J. Contractor’s billable time begins when the Contractor arrives on-site and starts the project. A minimum of one (1) hour will be billed. After the first sixty (60) minutes, time shall be billed in fifteen (15) minute (0.25) increments. Time spent loading or unloading trucks while off Tarrant County property is not billable.

Time spent purchasing materials or parts offsite is also not billable.

K. The County will not reimburse for parking expenses. There is limited vendor parking available on a first come first serve basis offered by the County.

X. INSURANCE REQUIREMENTS

A. Vendor shall take out, pay for and maintain at all times during the prosecution of the work under the agreement, the following forms of insurance, in carriers acceptable to and approved by Tarrant County.

1. Workers' Compensation/Employer’s Liability:

a. Worker’s Compensation — statutory

b. Employer’s Liability — $500,000

2. Commercial General Liability

a. Bodily Injury/Personal Injury/Property Damage — $1,000,00 per occurrence/$2,000,000 aggregate

3. Auto Liability:

a. Combined Single Limit (CSL) — $500,000 per occurrence

4. Tarrant County reserves the right to review the insurance requirements of this section during the effective period of the purchase and to require adjustment of insurance coverage and their limits when deemed necessary and prudent by Tarrant County based upon changes in statutory law, court decisions, or the claims history of the industry as well as the Vendor.

5. Required Provisions:

a. Proof of Carriage of Insurance − All Certificates of Insurance will be required in duplicate and filed with the Tarrant County Purchasing Agent and the Budget and Risk Management Department at 100 East Weatherford Street, Suite 305, Fort Worth, Texas 76196 prior to work commencing.

b. All Certificates shall provide Tarrant County with an unconditional thirty (30) days written notice in case of cancellation or any major change.

c. As to all applicable coverage, policies shall name Tarrant County and its officers, employees, and elected representatives as an additional insured.

d. All copies of the Certificates of Insurance shall reference the project name and solicitation number for which the insurance is being supplied.

e. Vendor agrees to waive subrogation against Tarrant County, its officers, employees, and elected representatives for injuries, including death, property damage, or any other loss to the extent the loss, if any, is covered by the proceeds of insurance.

f. If applicable, the Vendor is responsible for making sure any subcontractor(s) performing work under this agreement has the required insurance coverage(s) and supplies Tarrant County with the proper documents verifying the coverage.

XI. WARRANTY

A. Standard Warranty

1. The awarded vendor must promptly provide the services that Tarrant County is entitled to under the terms of the manufacturer’s warranty.

2. All warranty work must be completed by qualified licensed repair technicians.

3. Technicians must travel to the job site, if necessary, at no charge to the County, to provide required warranty service unless otherwise arranged.

4. Warranty repairs will require original equipment manufacturer (OEM) parts only.

B. Installation Warranty

1. The contractor warrants that the work has been performed and completed in a good and workmanlike manner in accordance with all applicable building codes.

2. The contractor will correct any work with errors, omissions, or defects without additional cost to Tarrant County.

XII. BID INTRUCTIONS AND RESPONSE

A. Respondents shall have NO contact regarding this solicitation with any known member of the Tarrant County Commissioners Court or their staff, other Tarrant County elected officials or their staff, or any of Tarrant County’s Architects and Consultants, prior to award. Any contact regarding this solicitation may result in the Respondents’ disqualification and removal from consideration by the Tarrant County Commissioners Court. Contact may be initiated by the Tarrant County Purchasing Department for purposes of evaluation and clarification. The only contact should be facilitated by the Tarrant County Purchasing Department.

A. Submission of a Bid indicates Respondent’s acceptance of the evaluation criteria listed herein.

B. All responses are due by the close date and time as listed in the IFB.

C. Tarrant County will accept responses in two forms:

1. Submitted in IonWave (preferred)

2. Hard copies delivered to the Tarrant County Purchasing Department in sealed envelopes. The envelopes must be clearly marked with the IFB number, the name of the company submitting the response, and the date and time of the bid close on the outside of the envelope.

a. Any hard copy response received after the due date and time set in IonWave will not be accepted. Respondent will be notified and will advise the Tarrant County Purchasing Department as to the disposition by either pick up, return at the respondent’s expense, or destroyed with written authorization of the Respondent.

b. It is the Bidder’s responsibility to ensure that all required documentation is included with the response. This includes all required attributes and signatures. If any required information is not in the Respondent’s submission, Tarrant County will deem the submission as non-responsive.

D. Tarrant County will not accept responses electronically via email or by other electronic means outside of IonWave.

E. Evaluation Criteria

1. Evaluation Criteria will include, but is not limited to the following:

a. Price.

b. Bidder’s past performance record with Tarrant County.

c. Bidder’ location of Storefront, if existing.

d. Tarrant County's evaluation of Bidder's ability to perform.

e. Tarrant County's experience with services bid.

f. Special needs and requirements of Tarrant County.

g. Bidder’s staff, size, and experience.

h. Results of Tarrant County’s check of bidder’s references

F. Tarrant County may award to a Primary, Secondary, and Alternate vendor, or any combination thereof. The Secondary or Alternate Vendors serve in a backup capacity only. In the event the Primary is unable to honor the terms and conditions of the purchase, the Secondary Vendor(s) may be called. If the Secondary Vendor is unable to honor the terms and conditions of the purchase the Alternate Vendor(s) may be called. The Primary Vendor is the first contact.

Use of the Secondary or Alternate Vendor(s) must be approved, in writing, by the Tarrant County Purchasing Agent or his designee in compliance with Texas Local Government Code 262.027(g).

3. In the event the Secondary or Alternate Vendors are called upon, they will offer the materials and services at their awarded price(s), or better.

Any attempt to increase their awarded price(s) may cause the removal of the Vendor from the agreement. Calling upon the Secondary or Alternate Vendors does not necessarily affect the status of any awarded Vendor, including the Primary Vendor.

4. If a Secondary or Alternate Vendor represents themselves as the Primary Vendor without written authorization from the Tarrant County Purchasing Agent, or his designee, the Secondary or Alternate Vendor may be removed from the agreement.

G. Bids and any other information submitted by Contractor shall become the Property of Tarrant County (the Owner). Bids are to be valid for the Owner’s acceptance for one hundred twenty (120) calendar days from the bid due date to allow time for evaluation and selection. A bid, if accepted, shall remain valid for the life of the Agreement.