Garage,_Overhead,_&_Sliding_Door_Maintenance_&_Repairs_(Addendum_#1_Revision).pdf

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Collin County, TX

INVITATION FOR BID

2026-477

GARAGE, OVERHEAD, & SLIDING DOOR MAINTENANCE & REPAIRS

RELEASE DATE: October 19, 2026

RESPONSE DEADLINE: November 12, 2026, 2:00 pm

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

Invitation For Bid #2026-477 Title: Garage, Overhead, & Sliding Door Maintenance & Repairs

Table Of Contents

1. INTRODUCTION

2. SPECIAL CONDITIONS AND SPECIFICATIONS

3. SCOPE OF WORK

4. INSURANCE REQUIREMENTS

5. PRICING TABLE

6. GENERAL INSTRUCTIONS

7. TERMS OF CONTRACT

8. VENDOR RESPONSE

Attachments:

A - LEGAL NOTICE 2026-477-IFB

B - W9

C - CIQ form rev 2025

1. INTRODUCTION

1.1. SUMMARY

The intended purpose for IFB 2026-477, Garage, Overhead, & Sliding Door Maintenance & Repairs, is to solicit qualified vendors for Collin County to cover the anticipated maintenance, labor/parts, and equipment cost for the maintenance and repairs of garage/overhead and sliding doors for all Collin County buildings and facilities on an as needed basis. The resulting contract will be a firm-fixed-price annual contract awarded to the lowest responsive and responsible bidder that meets all mandatory requirements.

1.2. BACKGROUND

Collin County Facilities is dedicated to providing exceptional maintenance and support service for all County departments while delivering exceptional customer service. Services requested are for the maintenance and repairs of the County's garage, overhead and sliding doors throughout Collin County. Performance and maintenance of these service doors are essential to the County to continue with their day to day public services.

1.3. TIMELINE

Release Project Date: October 19, 2026

Question Submission Deadline: November 3, 2026, 5:00pm

Response Submission Deadline: November 12, 2026, 2:00pm

2. SPECIAL CONDITIONS AND SPECIFICATIONS

2.1. AUTHORIZATION

By order of the Commissioners Court of Collin County, Texas, sealed bids will be received for Garage, Overhead, & Sliding Door Maintenance & Repairs.

2.2. PURPOSE

The intended use/purpose for this Invitation For Bid:

The intended purpose for IFB 2026-477, Garage, Overhead, & Sliding Door Maintenance & Repairs, is to solicit qualified vendors for Collin County to cover the anticipated maintenance, labor/parts, and equipment cost for the maintenance and repairs of garage/overhead and sliding doors for all Collin County buildings and facilities on an as needed basis. The resulting contract will be a firm-fixed-price annual contract awarded to the lowest responsive and responsible bidder that meets all mandatory requirements.

2.3. TERM

Provide for an annual contract commencing on the date of the award and continuing for a one (1) year period, with the option to renew for two (2) additional one (1) year periods.

2.4. 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.

2.5. 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.

2.6. 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.

2.7. PRICE REDETERMINATION

A price redetermination may be considered by Collin County only at the twelve (12) month, and twenty-four

(24) 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 bidder's past experience of honoring contracts at the bid price will be an important consideration in the evaluation of the lowest and best bid. 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.

2.8. DELIVERY/COMPLETION/RESPONSE TIME

Majority of work shall be completed at the County’s designated locations during normal working hours of 7:00 a.m. to 4:00 p.m., Monday through Friday. Department contact information will be provided to the awarded vendor. Completion time is an important consideration in the evaluation of the lowest and best quote. Vendor shall place product(s) and/or complete service(s) at the ordering entity’s designated location within the date stated on each Purchase Order without exception.

2.9. DELIVERY/SETUP/INSTALLATION LOCATION

Locations for delivery and installation will be stated on each ordering entity’s purchase order. Delivery shall include assembly, set-up and installation and shall be included in the bid price.

2.10. TESTING

Testing may be performed at the request of Collin County, by an agent so designated by the County, without expense to Collin County or the Collin County Governmental Purchasers Forum.

2.11. SAMPLES/DEMOS

When requested, samples/demos shall be furnished to the County at no expense.

2.12. DESCRIPTIVE LITERATURE

If offering an equivalent model substitution, each bidder is requested to submit with this IFB a copy of descriptive literature sufficient in detail to enable an intelligent comparison of the specification of the product(s) bid. Failure to provide literature with this the IFB may result in rejection of the bid or that part of the bid.

2.13. 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.

2.14. APPROXIMATE USAGE

Estimated annual quantity of this contract is to cover service at all Collin County garage locations

. 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.

2.15. APPROXIMATE VALUE

Estimated annual value of this contract is 40,000.00 but varies per year based on usage.

2.16. EVALUATION AND AWARD

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

3. Bidders may be asked to submit additional references and evidence of possession of such equipment and tools as may be needed to perform all work in an expeditious, safe and satisfactory manner.

Bidders failing to provide the information necessary for the evaluation of the bid, including licenses and certifications, may be considered non-responsive

2.17. Subcontractors

Contractor shall state names of all subcontractors and the type of work they will be performing. If a Contractor fails to specify a subcontractor, then the Contractor shall be deemed to have agreed to be fully qualified to perform the contract without a subcontractor, and that the Contractor will fully perform the requirements of the contract.

No Contractor whose bid is accepted shall (a) substitute any subcontractor, or (b) permit a subcontract to be voluntarily assigned or transferred or allow it to be performed by anyone other than the original subcontractor listed in the original bid without approval in writing from the Collin County Purchasing

Department.

The successful Contractor further agrees that Collin County and its agents, servants and employees shall not be liable for any loss or damage resulting from personal injury, physical loss, harassment of or discrimination against employee or other violations of the provisions of this contract occasioned by the acts or omissions of the successful Contractor’s sub-contractors, their agents or employees. The indemnification provisions of this contract shall apply to all sub-contractors.

3. SCOPE OF WORK

3.1. Qualifications

In order to qualify for award, bidder shall submit pricing and meet the following qualifications:

1. All bidders shall have three (3) year’s minimum experience repairing garage/overhead and sliding doors.

2. Contractor shall have the ability to provide trained and experienced technicians knowledgeable and capable of diagnosing and repair problems with various types of garage/overhead and sliding doors including, but not limited to the following:

i. Garage/overhead door – manual/automatic

ii. Sliding door – manual/automatic

iii. Track door – manual/automatic

iv. Rollup door – manual/automatic

3. Contractor shall have sufficient personnel and equipment required to perform services in a timely and professional manner.

4. Contractor shall have the ability to perform all work safely and efficiently and in accordance the industry’s highest standards.

3.2. Repair and Response Time

1. Standard hours of work shall be 7:00 a.m. through 4:00 p.m. Monday through Friday excluding Collin

County recognized holidays.

2. Non-standard hours shall be all hours outside the standard hours listed above including Collin County recognized holidays.

3. The company shall have a minimum technical staff of two (2) people and shall be capable of responding to a service problem within four (4) hours from time of call.

4. If the primary awarded Contractor is not able to respond within the required time constraint, the

County has the option to notify a secondary awarded Contractor or another Contractor to complete service.

5. Time shall begin once the technician(s) arrives at the Collin County work site. There will be no charges for travel to and from the work site. Any overtime hours must be pre-approved by Collin County

Facilities prior to work being done in order for overtime pay to be approved to be paid by Collin

County.

6. Contractor shall notify designated Collin County Facilities department personnel upon arriving at the repair location.

3.3. Parts and Service

1. Maintenance and repair work and/or parts will be ordered as needed and shall be billed on a time and materials basis at the rates awarded in this contract.

2. Payment to the Contractor for parts used on each service will be reimbursed at actual cost, plus a percentage, provided Contractor’s invoice relative to such purchase is attached to the Contractor’s billing invoice.

3. There will be no minimum charge on parts and labor.

4. All work performed shall be in accordance with all applicable statutes, ordinances, codes, or regulation of Federal, State and Local Authorities having jurisdiction in effect.

5. Any and all work completed by the Contractor shall be reviewed and deemed acceptable by a member of Collin County Facilities Maintenance Department prior to payment. Work found non-compliant shall be remedied by the Contractor at their own expense.

6. Additional repairs required due to faulty equipment provided and installed by the Contractor, improper procedures, and/or Contractor’s negligence or error shall be the responsibility of the

Contractor.

7. All equipment that is removed/replaced is the property of Collin County. Contractor shall return all removed equipment to Facilities Maintenance.

8. Upon completion of each job, Contractor shall restore the work site to its former condition and remove any surplus and waste materials from the site.

9. Upon completion of each job, Contractor shall be responsible for cleanup of debris and spills resulting from work completed while completing services.

10. Contractor shall not use Collin County dumpsters or receptacles to dispose of any refuse.

11. For any project with a cost of over $500.00, Contractor must contact the designated Collin County

Facilities personnel to obtain proper approval prior to making repairs.

12. Collin County reserves the right to prepare a scope of work and require a quote from the Contractor with a complete breakdown of material and labor costs. If required, Contractor agrees to provide pertinent bonds for each job quote.

13. The County further reserves the right to supply all or part of the materials on any project.

14. Collin County reserves the right to add/delete new equipment/systems as the County deems in its best interest.

15. Invoices shall be fully documented as to labor, materials, and equipment used on each job. Invoices shall specify the address of the location, or property, where the service has been performed.

16. Payment to the Contractor for parts used on each service request will be reimbursed at actual cost, plus the awarded percentage mark-up, provided that Contractor’s invoice relative to such purchase is attached to the Contractor’s billing.

3.4. Warranty

1. Services provided by the Contractor shall be covered and warranted by the service contractor without direct Collin County subrogation.

2. The Contractor guarantees that all service and repairs provided shall be performed in a workmanlike manner. Any claim for defective workmanship will be provided to the Contractor by written notice. The

Contractor agrees to remedy and redo any such service(s) in a timely manner without cost to the

County. The Contractor also warrants against defects in materials, and workmanship of all the

Contractor parts or components supplied hereunder from date of installation. If any part(s) or component(s) should prove defective during the aforementioned warranty period, the Contractor will at its option repair and replace any such items provided they were not damaged, abused or affected by chemical properties. THIS WARRANTY IS IN LIEU OF ALL OTHER WARRANTIES, EXPRESS, IMPLIED OR

STATUTORY INCLUDING THE IMPLIED WARRANTIES OR MERCHANTABILITY AND FITNESS FOR A

PARTICULAR PURPOSE. The Contractor’s obligation to repair, replace or perform a service, on any defective part(s), component(s) or service shall be owner’s exclusive remedy.

3. Warranty period should be stated on each invoice.

3.5. Technical Specifications

1. Contractor is to include all labor, fuel, delivery, freight, service call costs, and parts/material costs when providing pricing for items relating to preventive maintenance.

2. Contractor is to include all labor, fuel, delivery, travel, and service call costs when providing pricing for hourly rates for repair and parts.

3. Preventive maintenance for garage/overhead & sliding door is to include the following services at a minimum, and on an as needed basis:

i. Inspect and adjust operator limit switches, belts, rakes

ii. Inspect, adjust, and lubricate any and all springs

iii. Inspect operator gear reducer

iv. Inspect operator mounting

v. Inspect and test operator disconnect

vi. Inspect operator safety labels, placement and condition

vii. Inspect door slats, endlocks, guides, bottom bar, hood, drums, cables and weather-stripping for wear or damage

viii. Inspect door safety labels for placement and condition

ix. Inspect door locks for proper operation

x. Inspect and tighten door fasteners, operator sprockets, hinges, hardware, and shaft collars

xi. Inspect and lubricate operator roller chain, door chain hoist, rollers, and all bearings

xii. Inspect and level door alignment

xiii. Inspect and adjust all photocells

xiv. Check the operator gear reducer for oil leakage on electrically operated doors; add oil if needed

xv. Check the tension of the roller chain between the operator and the door sprocket and adjust as needed

xvi. Oil the interior roller chain on operators without gear reducer

xvii. Oil all moving parts with paste wax or silicone spray. Do not oil clutch mechanism on fire doors or wool pile in the guides on rolling grilles and count doors

xviii. Oil all exposed roller chains

xix. Dry lube the limit switch shaft threads on electric operators

xx. Lubricate all bearings and fittings with grease, including drive bracket and tension end of the counterbalance if applicable

xxi. Inspect, troubleshoot, and adjust automatic doors and controls

3.6. Locations

Locations for service will be stated on each Collin County purchase order.

1. Collin County reserves the right to add or delete locations as it deems to be in the best interest of the

County. Collin County locations include, but are not limited to:

i. 920 Plano Building, 920 East Park Blvd, Plano, TX 75074

ii. Courthouse, 2100 Bloomdale Rd, McKinney, TX 75071

iii. Central Plant, 4600 Community Ave, McKinney, Texas 75071

iv. Elections, 2010 Redbud Blvd, Suite 102, McKinney, TX 75069

v. Health Care Annex, 825 N. McDonald St, McKinney, Texas 75069

vi. Administration Building, 2300 Bloomdale Rd, McKinney, TX 75071

vii. Public Health Building, 2330 Bloomdale Rd, McKinney, TX 75071

viii. Medical Examiner, 2310 Bloomdale Rd, McKinney, TX 75071

ix. Detention Center, 4300 Community Ave, McKinney, Texas 75071

x. Sheriff’s Office, 4300 Community Ave, McKinney, Texas 75071

xi. Minimum Security, 4800 Community Ave, McKinney, Texas 75071

xii. Public Works Service Center, 700-A Wilmeth Rd, McKinney, Texas 75069

xiii. Medical Examiner, 700-B Wilmeth Rd, McKinney, Texas 75069

xiv. Public Works Red Barn, 700 A Wilmeth Rd, McKinney, Texas 75069

xv. Myers Park, 7117 County Road 166, McKinney, Texas 75071

xvi. Farmersville Public Works Barn, 1269 State Hwy. 78 North, Farmersville, Texas 75442

xvii. Public Works Weston Barn, 3821 FM 455, Anna, TX 75409

xviii. Constable 4– Frisco, 8585 John Wesley Dr, Ste. 130, Frisco, TX 75034

3.7. Bi-Annual Overhead Door Service

In order to qualify for award, bidder shall submit pricing for bi-annual overhead door service for the Myers

Park location, to include, but not limited to the following minimum specifications:

1. 15 Point Inspection

2. Hardware Tightening and Inspection

i. Tighten and loosen nuts, bolts, and hinge screws to prevent door panels from rattling and loosening

ii. Inspect rollers for cracks, chips, flat spots, or sticking, replacing damaged parts.

iii. Check lift cables and safety cables for fraying, kinks, rust, or loose connections.

iv. Inspect tracks for dents, bends, misalignments, and clear out any build-up of dirt and debris.

3. Lubrication

i. Apply garage door specific lubricant (silicone spray or white lithium grease) to roller bearings, hinge pivot points, and torsion springs.

ii. Coat end-bearing plates, center bearings, and pulleys to prevent squeaking and rust.

iii. Lubricate the opener rail traveler or chain drive.

iv. No heavy grease to be applied inside the vertical and horizontal tracks to avoid collection of dirt, causing jamming of rollers.

4. Adjustments and Safety Tests to be performed:

i. Door balance test

ii. Spring tension adjustment

iii. Auto-reverse safety test

iv. Photo-eye sensors

5. Bi-annual services for a total of thirty-four (34) overhead doors.

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

HOURLY RATES

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Hourly Rate for Technical Labor -

Regular Work Hours (7:00 AM - 4:00

PM)

110 Per Hour

2 Hourly Rate for Technical Labor -

Overtime 30 Per Hour

3 Hourly Rate for Technical Labor -

Weekend (Saturday/Sunday) 30 Per Hour

4 Hourly Rate for Technical Labor -

Holiday (County Approved) 10 Per Hour

TOTAL

BI-ANNUAL OVERHEAD DOOR SERVICE

Line Item Description Quantity Unit of

Measure Unit Cost Total

5 Bi-Annual Overhead Door Service 34 Each

SAMPLE PRICING TABLE

The following pricing table is provided for evaluation purposes only. Bidder shall submit sample pricing and a percentage markup. Percentage markup shall apply to all related material costs. The County will evaluate the net sample pricing total. Award shall be made to the responsive and responsible bidder offering the lowest overall evaluated cost based on the percentage markup applied to the sample pricing table. The sample quantities and items listed below are for evaluation purposes only and do not represent actual quantities to be purchased.

Line Item Description Quantity Unit of

Measure Unit Cost Markup (%) Total

6 16-gauge Galvanized

Tube Shaft with a 1-inch Diameter and an

18'10" Length

2 Each

7 12-gauge 2x2 10'

Galvanized Punch

Angle

40 Feet

8 Standard 3-Button

Surface-Mount Control

Station

2 Each

9 .2437 x 2" x 51.25"

Spring 2 Each

10 115V Single-phase

(1PH) Commercial

Medium-duty Jackshaft

Door Operator

2 Each

11 18-gauge 4-conductor

Low Voltage Wire 40 Feet

PERCENT MARKUP ON MATERIAL COSTS

Line Item Description Unit of Measure Percentage

12 Percent Markup on Material Costs Percentage

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/306568.

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…