Medium_&_High_Voltage_Electrical_Services_&_Preventive_Maintenance.pdf

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Collin County, TX

INVITATION FOR BID

2025-139

MEDIUM & HIGH VOLTAGE ELECTRICAL SERVICES & PREVENTIVE

MAINTENANCE

RELEASE DATE: October 14, 2025

RESPONSE DEADLINE: November 13, 2025, 2:00 pm

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

Invitation For Bid #2025-139 Title: Medium & High Voltage Electrical Services & Preventive Maintenance

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 2025-139

B - 006111 Performance Bond

C - 006113 Payment Bond

D - Conflict of Interest Questionnaire

E - Form W9

1. INTRODUCTION

1.1. SUMMARY

The purpose is to secure electrical preventive maintenance services for medium and high voltage, including but not limited to, labor, material, and equipment to perform repairs, installation and troubleshooting to electrical infrastructure for Collin County. Services shall include, and not limited to, environmental mitigation of electrical rooms, testing, and maintaining electrical equipment including breakers, switches, and control panels, and 24/7 emergency response.

This Scope of Work provides a comprehensive overview of the expectations and requirements for a successful contractor to ensure the cleanliness, safety, and environmental compliance of Collin County’s electrical rooms.

Attention to detail and adherence to the highest standards is imperative in this undertaking. Contractor must have a clear understanding of these requirements, a commitment to safety, and an outline of sustainable practices.

Contractor shall provide medium and high voltage electrical services for preventive maintenance, repairs, installation and troubleshooting to electrical infrastructure for Collin County, Texas. Contractor is expected to demonstrate competence through qualifications and experience, ensuring all services adhere to specified standards and safety regulations. Contractor must be clear and comprehensive to facilitate and support the county's electrical needs effectively.

1.2. BACKGROUND

Services requested are for four (4) different Collin County locations; Collin County Facilities Central Plant, Collin County Jack Hatchell Administration Building, Collin County Russell A. Steindam Courthouse and Collin

County Justice Center. The last approximate cleaning date for each location is as follows; Central Plant last cleaned in 2009, Administration Building last cleaned in 2009 - 2010, Courthouse last cleaned in 2005 - 2006, and the Justice Center last cleaned in 2015. A mandatory pre-bid meeting is required to be attended in order for prospective bidders to better understand the scope of work and electrical equipment involved, included but not limited to, breakers, transformers, MV gears, switchgears, switchboards, wiring, and heaters.

1.3. TIMELINE

Release Project Date: October 14, 2025

Pre-Bid Meeting Time Slot 1 (Mandatory): October 28, 2025, 2:00pm

Collin County Central Plant, 4600 Community Ave., McKinney, TX 75071

Pre-Bid Meeting Time Slot 2 (Mandatory): October 30, 2025, 10:00am

Collin County Central Plant, 4600 Community Ave., McKinney, TX 75071

Question Submission Deadline: November 5, 2025, 5:00pm

Response Submission Deadline: November 13, 2025, 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 Medium & High

Voltage Electrical Services & Preventive Maintenance.

2.2. PURPOSE

The intended use/purpose for this Invitation For Bid:

The purpose is to secure electrical preventive maintenance services for medium and high voltage, including but not limited to, labor, material, and equipment to perform repairs, installation and troubleshooting to electrical infrastructure for Collin County. Services shall include, and not limited to, environmental mitigation of electrical rooms, testing, and maintaining electrical equipment including breakers, switches, and control panels, and 24/7 emergency response.

This Scope of Work provides a comprehensive overview of the expectations and requirements for a successful contractor to ensure the cleanliness, safety, and environmental compliance of Collin County’s electrical rooms.

Attention to detail and adherence to the highest standards is imperative in this undertaking. Contractor must have a clear understanding of these requirements, a commitment to safety, and an outline of sustainable practices.

Contractor shall provide medium and high voltage electrical services for preventive maintenance, repairs, installation and troubleshooting to electrical infrastructure for Collin County, Texas. Contractor is expected to demonstrate competence through qualifications and experience, ensuring all services adhere to specified standards and safety regulations. Contractor must be clear and comprehensive to facilitate and support the county's electrical needs effectively.

2.3. PRE-BID CONFERNCE

A MANDATORY PRE-BID MEETING AND SITE-WALK will be held at 2:00 pm on Tuesday, October 28, 2025 and at 10:00 am on Thursday, October 30, 2025 at Collin County Central Plant, 4600 Community Ave., McKinney, TX 75071 for bidders to review and ask questions regarding the proposed services. All Bidders desiring to bid the work must attend ONE of the two meetings, but do not have to attend both (same sites will be viewed at both meetings). It is the bidder’s responsibility to review the site and documents to gain a full understanding of the requirements of the bid.

2.4. TERM

Provide for a one (1) year term contract commencing on the date of award and with the option to renew for an additional four (4) one (1) year terms.

2.4.1 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 Vendor 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, twenty-four (24) month, thirty-six (36) month and forty-eight (48) month anniversary date of the contract. The anniversary date for this contract will be the commencement date of this contract of each year. All requests for price redetermination 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.

The Contractor has the sole responsibility to request, in letter form, an adjusted rate and shall provide a copy of the index and other supporting documentation necessary to support the redetermination with the request.

This request and documentation must be received at the office of the Purchasing Agent no later than sixty (60) days before the anniversary date. To ensure timely delivery, certified mail is recommended. If the request is submitted and received within the required time frame, the adjustment will be submitted for processing.

Contractor will be notified in writing upon approval. 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.

Should a contractor fail to submit the request and supporting documentation to the proper location sixty (60) days before the anniversary date, contractor shall be deemed to have waived its right to any redetermination in price.

2.8. COMPLETION/RESPONSE TIME

Vendor shall commence services at the County's designated location within two (2) hours of notification request, and shall be on site within a maximum of twenty-four (24) hours, from requested services or repairs. For service calls designated as “Emergency or Rush” vendor shall respond within one (1) hour of notification, and shall be on site within maximum of four (4) hours from notification.

2.9. SERVICES/DELIVERY/INSTALLATION LOCATION

Locations for services, delivery and installation will be stated on each ordering entity’s purchase order.

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. APPROXIMATE VALUE

Estimated annual value of this contract will vary per year based on services required at time of awarding and subsequent annual usage for maintenance and services. Approximate usage does not constitute an order, but only implies the probable quantity the County will use. Services will be ordered on an as-needed basis and preventive maintenance will be scheduled upon award of contract. Estimated annual value of this contract for the first year is estimated to be a higher amount of $600,000.00, with subsequent years estimated annual value of $250,000.00.

2.12. 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/or tertiary award of this contract.

2.12.1 In the best interest of the County, Collin County further reserves the right on an as-needed basis to obtain another Contractor outside of the original contract for maintenance or repairs in order to meet and comply with County requirements should the primary, secondary, and/or tertiary Contractor be unable to respond or fulfill services as needed.

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

Bidders may be asked to submit additional references and evidence of possession of such equipment, tools, licenses, and certifications 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 may be considered non-responsive.

2.13. Bonds

2.13.1 Payment Bond: The Contractor shall post with Owner, no later than ten (10) consecutive calendar days of Collin County Commissioners Court award of Contract, a Payment Bond in the amount of one hundred percent (100%) of the total annual contract price. This bond shall be executed by a corporate surety company duly authorized and admitted to do business in the State of Texas and licensed to issue such a bond in the State of Texas. The Contractor shall notify its corporate surety of any Contract changes.

2.13.2 Performance Bond: If the project total is over $100,000, the Contractor shall post with Owner, no later than ten (10) consecutive calendar days of Collin County Commissioners Court award of Contract, a

Performance Bond in the amount of one hundred percent (100%) of the total annual contract price. This bond shall be executed by a corporate surety company duly authorized and admitted to do business in the State of Texas and licensed to issue such a bond in the State of Texas. The Contractor shall notify its corporate surety of any Contract changes.

2.14. Background Check

All Contractor employees that will be working on site or by Remote Access shall pass a background check performed by Collin County before any work may be performed. The selected contractor shall be provided the required information for background checks.

2.15. 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. Environmental Mitigation/Cleaning of Electrical Rooms

1. Summary

Collin County is seeking a qualified contractor to provide comprehensive environmental mitigation and cleaning services specifically for electrical rooms located within various county facilities. This scope of work outlines the necessary tasks, standards, delivery expectations, and service requirements to ensure a safe and compliant environment for electrical systems and infrastructure. The selected contractor will perform the required cleaning and environmental management services to ensure all work meets federal, state, and local regulations while maintaining the integrity and functionality of electrical systems.

2. Detailed Specifications

The environmental mitigation and cleaning services will encompass a range of tasks as outlined below:

2.1 General Cleaning and Maintenance

1. The contractor shall ensure that all electrical rooms are free of dust, debris, and other contaminants that could affect the performance of electrical equipment.

2. The cleaning process must include the following steps:

i. Dusting and wiping down surfaces including shelves, electrical panels, and conduits.

ii. Vacuuming or sweeping floors to remove any accumulated dust or debris.

iii. Disposing of waste materials in accordance with EPA regulations and local ordinances.

2.2 Environmental Mitigation

1. The contractor will implement measures to minimize environmental hazards, including but not limited to:

o Assessing the potential for pollutants to infiltrate electrical rooms.

o Utilizing environmentally friendly products for cleaning and mitigation purposes.

o Ensuring chemical storage procedures meet the OSHA Hazard Communication Standard (29 CFR

1910.1200).

o Handling and disposing of hazardous materials in compliance with EPA and local regulations.

o Installing or upgrading ventilation systems to improve air quality in compliance with ANSI/ASHRAE

Standard 62.1-2019.

o Conducting any necessary air quality testing before and after cleaning operations.

o Providing risk assessment reports to ensure compliance with local environmental regulations.

2.3 Compliance with Standards

All work performed must adhere to the following relevant standards and guidelines:

• Occupational Safety and Health Administration (OSHA) regulations

• Environmental Protection Agency (EPA) regulations

• National Fire Protection Association (NFPA) 70: National Electrical Code

• American National Standards Institute (ANSI) standards

• Local building and environmental codes

3. Service Requirements

The selected contractor must fulfill the following service requirements:

3.1 Staffing and Training

1. The contractor must provide qualified personnel who are trained in OSHA safety standards, hazardous material handling, and environmental compliance.

2. All staff shall have completed background checks and any necessary certifications required for working in controlled electrical environments.

3. Training documentation must be provided upon request.

3.2 Safety Procedures

1. The contractor must develop and communicate a Safety Plan that emphasizes:

i. Hazard identification and assessment.

ii. Use of personal protective equipment (PPE).

iii. Emergency response procedures.

iv. Lockout/tagout (LOTO) procedures for all electrical equipment before cleaning operations commence.

2. Regular safety meetings must be held to ensure the entire team is aware of safety procedures and compliance measures.

3.3 Documentation and Reporting

1. The contractor must maintain accurate records of all cleaning and mitigation services, including:

i. Reports of any contamination or irregularities discovered during cleaning.

ii. Certificates of disposal for hazardous materials.

iii. Air quality test results before and after services are rendered.

2. Provide incident reports for any accidents, compliance breaches, or hazardous events.

4. Delivery Requirements

The contractor must adhere to the following delivery requirements:

4.1 Schedule

1. The contractor will provide a detailed work schedule outlining the dates and times services will be rendered.

2. All cleaning operations must be scheduled during off-peak hours to minimize disruptions, ideally outside of normal working hours or on weekends.

3. Advance notice of at least two weeks is required to accommodate special scheduling requests from county facilities.

4.2 Equipment and Materials

1. All equipment and cleaning materials used in the environmental mitigation and cleaning must be approved by Collin County’s facilities management team before commencement.

2. MSDS sheets for all cleaning and mitigation products must be provided and accessible at all times during the cleaning process.

3. The contractor is responsible for returning (with respect to safety and compliance) all rooms back to their original condition after cleaning.

4.3 Quality Assurance

1. The contractor shall implement a quality assurance program to ensure that all services meet the standards outlined in this scope of work.

2. Periodical audits should be performed, with results shared with Collin County management.

3. Client feedback must be collected after each service delivery and used to improve future services.

3.2. Medium & High Voltage Electrical Services & Preventive Maintenance

1. Summary

This Scope of Work (SOW) outlines the requirements for the procurement of medium and high voltage electrical services and preventive maintenance. Collin County, Texas, requires a qualified vendor to provide comprehensive electrical services, including inspections, maintenance, repair, and emergency services for all applicable electrical equipment within the county facilities. The services will ensure the reliable and efficient operation of electrical systems, enhancing the safety, identification of issues, and elongation of equipment lifespan.

2. Detailed Specifications

The vendor must comply with the following specifications while providing medium and high voltage electrical services:

1. Electrical Voltage Levels: Preventive maintenance shall cover both medium voltage (1kV to 35kV) and high voltage (above 35kV). All components, equipment, and materials must be compliant with industry standards.

2. Standards Compliance

i. All work must be performed in accordance with the National Electric Code (NEC) ANSI/NFPA 70.

ii. All services shall comply with the Institute of Electrical and Electronics Engineers (IEEE) standards relevant to medium and high voltage systems, particularly IEEE 141, IEEE 242, IEEE 493, and IEEE

551.

iii. Each technician must be ANSI/NETA Certified, all certifications must remain current and up-to-date.

iv. The vendor must follow Occupational Safety and Health Administration (OSHA) standards for safety and health regulations during all service activities.

v. All equipment servicing must adhere to National Fire Protection Association (NFPA) standards, especially NFPA 70E regarding safe work practices for electrical workers.

vi. The vendor shall comply with state and local regulations regarding electrical installations and maintenance.

3. Scope of Services

i. Scheduled annual preventive maintenance checks of all medium and high voltage systems.

ii. Visual inspections and thermal imaging to identify hotspots and potential issues.

iii. Preventive maintenance services on transformers, switchgear, circuit breakers, and associated electrical equipment.

iv. Testing and calibration of protective relays, circuit breakers, and transformers.

v. Power quality analysis and troubleshooting.

vi. Emergency response services for electrical outages or failures, reachable within two hours.

vii. Documentation of all services performed, including test results and inspection reports.

viii. Recommendations for upgrades or replacements as necessary based on inspection findings.

4. Equipment Requirements

i. All equipment used for testing and maintenance must meet or exceed ANSI standards.

ii. The vendor must provide their own tools and equipment, including personal protective equipment

(PPE), safety gear, and specialized testing devices.

iii. Testing devices such as power quality analyzers, insulation resistance testers, and circuit analyzer meters must be calibrated and up-to-date.

3. Service Requirements

The vendor must adhere to the following service requirements:

1. Personnel Qualifications

i. All service personnel must possess relevant and current electrical licenses pertaining to medium and high voltage work as mandated by the State of Texas.

ii. Each technician must have a minimum of five years of experience working on medium and high voltage electrical systems.

iii. Staff must be trained in first aid and CPR.

iv. All personnel must complete OSHA 10-hour safety training specific to electrical work.

2. Reporting and Communication

i. Initial assessment reports must be provided within 48 hours of service completion.

ii. Emergency communication must be available 24/7 for service calls, with a dedicated hotline for immediate requests.

iii. Follow-up meetings shall be scheduled quarterly to discuss maintenance findings and any necessary corrective actions.

iv. Detailed maintenance logs to be submitted via electronic format to Collin County's designated representative within 7 – 10 business days after each scheduled service.

3. Quality Assurance

i. The Vendor must implement a comprehensive quality control program to assure service effectiveness and compliance with all standards mentioned.

ii. Quarterly reviews of maintenance services must be conducted to assess the quality of work performed and to identify improvement areas.

iii. All work must be subject to inspection by Collin County representatives to ensure compliance with specifications.

4. Delivery Requirements

The vendor must meet the following delivery requirements for the execution of services:

1. Service Scheduling

i. Preventive maintenance services should be scheduled at least fourteen (14) days in advance to allow for planning and coordination with county facility operations.

ii. Emergency services must be initiated within four (4) hours of notification by Collin County.

iii. Final service reports must be submitted within 7 – 10 business days of completing the work.

2. Location of Services

i. Services will be conducted at various Collin County facilities, which may include but are not limited to office buildings, community centers, and emergency service locations.

ii. The vendor will be required to provide a preliminary assessment visit to identify specific site conditions before commencing work.

3. Materials and Supplies

i. Materials used must meet or exceed industry standards for medium and high voltage applications.

ii. Vendor shall be responsible for procuring and delivering all necessary materials timely as agreed upon during service scheduling.

3.3. Medium & High Voltage Electrical Repairs and Installation

1. Summary

This Scope of Work (SOW) is to solicit qualified contractors for medium and high voltage electrical repairs and installation services on an as needed basis for Collin County, Texas. The scope encompasses the repair, replacement, and installation of electrical infrastructure that operates at medium and high voltage levels. This may include outdoor and indoor systems, service upgrades, and routine maintenance essential for ensuring the reliability and safety of electrical distribution systems.

2. Detailed Specifications

The contractor is required to meet the following specifications:

1. Electrical Voltage Levels: Work shall cover both medium voltage (1kV to 35kV) and high voltage (above

35kV). All components, equipment, and materials must be compliant with industry standards set forth by the National Electrical Manufacturers Association (NEMA), Institute of Electrical and Electronics

Engineers (IEEE), and the National Fire Protection Association (NFPA).

2. Components and Equipment: Replacement and installation shall include but not be limited to the following:

o Transformers o Switchgear o Circuit Breakers o Bus Ducts o Conductors (cable and wire) o Fuses o Disconnect Switches o Electrical Panels o Lightning Arrestors o Moisture Removal Heating Source

3. Standards and Codes: All work must comply with the National Electrical Code (NEC), the National

Electrical Safety Code (NESC), and applicable local building codes. Equipment should be certified in accordance with Underwriters Laboratories (UL) standards.

4. Safety Protocols: Contractors must strictly adhere to Occupational Safety and Health Administration

(OSHA) regulations throughout all stages of service delivery. Safety plans must be submitted before the commencement of work.

5. Documentation: All installations must be accompanied by thorough documentation, including design calculations, equipment specifications, and as-built drawings. Contractors must provide a complete operation and maintenance manual for all installed equipment.

3. Service Requirements

The contractor shall ensure the following service requirements are met:

1. Availability: On an as needed basis, the contractor must be available for emergency repairs within two

(2) hours of notification of request, and shall be on site within a maximum of twenty-four (24) hours, from request for services or repairs. Service calls designated as “Emergency or Rush” contractor shall respond within one (1) hour of notification, and shall be on site within maximum of four (4) hours from notification.

2. Business Hours: Defined as the following:

i. Regular Business Hours Rate (Monday - Friday 7:00 a.m. - 4:00 p.m.)

ii. After Business Hours Rate (Monday - Friday 4:00 p.m. - 8:00 a.m. and weekends)

iii. Holiday Rate (See Attachment A for Collin County Scheduled Holidays and Closures)

3. Qualified Personnel: All work must be performed by qualified electricians with appropriate licensure and certifications. The contractor must maintain a minimum of one licensed master electrician on-site for the duration of each project.

4. Quality Assurance: The contractor shall establish a quality assurance program to monitor all aspects of the work and ensure compliance with the specifications throughout the project duration.

5. Training: The contractor must provide training sessions for county staff on the operation and troubleshooting of installed equipment.

6. Testing: All new installations must undergo testing (e.g., insulation resistance, hi-pot tests) and validation before handover to the county's electrical department.

4. Delivery Requirements

The contractor is responsible for ensuring the following delivery requirements are satisfied:

1. Timelines: A detailed project timeline should be provided, indicating phases of work, milestones, and completion dates. The entire project is expected to commence within 30 days of contract award.

2. Site Access: All work must be carried out during the County’s normal operational hours unless otherwise approved. The contractor is responsible for securing required permits before work initiation.

3. Material Delivery: All materials must be delivered to the specified site locations in a condition suitable for installation and must comply with project specifications.

4. Inspection: The County reserves the right to inspect all incoming materials and equipment. Any defective materials will be rejected and replaced at the contractor's expense.

5. Final Inspection and Acceptance: Upon project completion, a final inspection shall be conducted by the county. Acceptance of the work is contingent upon the fulfillment of all service requirements outlined in this scope and successful testing of installations.

3.4. Discount Off Manufacturer's Price for Materials, Parts, & Supplies

1. Summary

The purpose is to outline the requirements and expectations for procuring a discount off the manufacturer's price for materials, parts, and supplies needed for Collin County, Texas operations. The selected vendor will provide a pricing structure that is beneficial for the county while ensuring the quality of materials meets industry standards.

2. Detailed Specifications

All materials, parts, and supplies procured under this solicitation must meet the following specifications:

1. Compliance with Industry Standards:

o All products must comply with the latest standards set forth by the American National Standards

Institute (ANSI).

o Materials must meet safety guidelines set by the Occupational Safety and Health Administration

(OSHA) and the Environmental Protection Agency (EPA).

o All items should adhere to the International Organization for Standardization (ISO) standards relevant to their respective categories.

2. Quality Assurance:

o All materials, parts, and supplies must be new and free from defects in material and workmanship.

o The vendor must provide proof of certification or compliance for all materials supplied.

3. Discount Structure:The vendor must offer a discount off the manufacturer's list price.

o The percentage discount off the manufacturer's price.

o The range of materials, parts, and supplies covered under this discount.

o Any volume-based discounts that may apply.

3.5. Mark-Up on Equipment Rental

1. Summary

The purpose is to outline the requirements and expectations for procuring a mark-up on pricing for equipment rentals in order to perform services for Collin County, Texas. The primary objective is to engage a qualified vendor capable of providing transparent and fair mark-up practices on various types of equipment, ensuring compliance with local and state regulations. The selected vendor will demonstrate their ability to adhere to excellent service standards, supply management practices, and ethical business practices throughout the contractual relationship.

2. Detailed Specifications

All mark-up on the equipment must meet the following detailed specifications:

1. General Description: The mark-up services encompass a range of equipment, including but not limited to, machinery, construction equipment, and vehicles.

2. Standards Compliance: The vendor must comply with the following standards:

o American National Standards Institute (ANSI) standards applicable to equipment specifications.

o Occupational Safety and Health Administration (OSHA) regulations for safety in equipment use.

o National Institute of Standards and Technology (NIST) guidelines for fair pricing and audits.

3. Mark-Up Percentage: The vendor shall provide a fixed percentage mark-up over the cost of equipment rental. This percentage must be clearly defined in the proposal and should not exceed 15% of the rental price unless otherwise justified and approved.

4. Pricing Transparency: All pricing must be transparent, with itemized invoices detailing base costs, applied mark-up percentages, and final costs. Vendors must maintain documentation for all transaction records for audit purposes.

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

ENVIRONMENTAL MITIGATION/CLEANING OF ELECTRICAL ROOMS

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Collin County Facilities Central Plant:

4600 Community Avenue, McKinney, TX 75071

1 Lump Sum

2 Collin County Russell A. Steindam

Courthouse: 2100 Bloomdale Road, McKinney, TX 75071

1 Lump Sum

3 Collin County Jack Hatchell

Administration Building: 2300

Bloomdale Road, McKinney, TX 75071

1 Lump Sum

4 Collin County Justice Center: 4300

Community Avenue, McKinney, TX

75071

1 Lump Sum

TOTAL

ANNUAL PREVENTIVE MAINTENANCE

To include but not limited to: Line, Transformers, Switches, Circuit Breakers, Instrumentation & Control Panels

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Collin County Facilities Central Plant:

4600 Community Avenue, McKinney, TX 75071

1 Lump Sum

2 Collin County Russell A. Steindam

Courthouse: 2100 Bloomdale Road, McKinney, TX 75071

1 Lump Sum

3 Collin County Jack Hatchell

Administration Building: 2300

Bloomdale Road, McKinney, TX 75071

1 Lump Sum

4 Collin County Justice Center: 4300

Community Avenue, McKinney, TX

75071

1 Lump Sum

Line Item Description Quantity Unit of

Measure Unit Cost Total

LABOR - HOURLY RATE

Repairs & Installation

Line Item Description Quantity Unit of

Measure Unit Cost Total No Bid

1 Licensed Master -

Regular Business Hours

Rate (Monday - Friday

7:00 a.m. - 4:00 p.m)

1 Hour

2 Licensed Journeyman -

Regular Business Hours

Rate (Monday - Friday

7:00 a.m. - 4:00 p.m)

1 Hour

3 Licensed Apprentice -

RegularBusiness Hours

Rate (Monday - Friday

7:00 a.m. - 4:00 p.m)

1 Hour

4 Licensed Master - After

Business Hours Rate

(Monday - Friday 4:00 p.m. - 8:00 a.m. and weekends)

1 Hour

5 Licensed Journeyman -

After Business Hours

Rate (Monday - Friday

4:00 p.m. - 8:00 a.m.

and weekends)

1 Hour

6 Licensed Apprentice -

After Business Hours

Rate (Monday - Friday

4:00 p.m. - 8:00 a.m.

and weekends)

1 Hour

7 Licensed Master -

Holiday Rate 1 Hour

Line Item Description Quantity Unit of

Measure Unit Cost Total No Bid

8 Licensed Journeyman -

Holiday Rate 1 Hour

9 Licensed Apprentice -

Holiday Rate 1 Hour

PERCENT DISCOUNT OFF

Materials, Parts, & Supplies

Line Item Description Unit of Measure Percentage

1 Discount off manufacturer's price for material, parts & supplies (*Enter negative amount, example: -10%) Percent

PERCENT MARKUP

Equipment Rental

Line Item Description Unit of Measure Percentage

1 Percent markup on equipment rental (*Enter positive amount, example: 10%) Percent

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/144519.

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 V.T.C.A. 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).

13. In accordance with V.T.C.A. 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 Performance Bond if the contract is in excess of $100,000.00.