Specifications (54).pdf

SPECIFICATIONS

Inspection, Testing, and Maintenance of the Fire and Life Safety Systems Equipment and Related Items for Harris County

SCOPE

Harris County is soliciting proposals from qualified vendors for inspection, testing, and maintenance of the fire and life safety systems equipment and related items for Harris County for one (1) year beginning approximately January 1, 2027.

MANDATORY PRE-PROPOSAL CONFERENCE AND SITE VISIT

There will be a pre-proposal conference on Monday, September 28, 2026, at 8:30 a.m. CST. Pre-proposal conference will begin on time and as scheduled at 600 North San Jacinto, Houston, TX 77002; check-in required. Immediately following the pre-proposal conference, mandatory site visits for vendors to inspect the buildings will take place. Attendance is mandatory so that vendors have a better understanding of the requirements listed within this RFP. The pre-bid conference and walk-through(s) will not be rescheduled due to tardiness or any other issues which may arise, no exceptions. Vendors shall refer to the attachment titled 260117 Site Visit Schedule for a complete schedule of site visits.

Vendors will be required to provide their own transportation to each location. Site visits will begin on time and as scheduled. Missing the mandatory site visits for any facility will automatically disqualify the vendor’s proposal. Persons with disabilities requiring special accommodations should call (713) 755-5036 at least two

(2) days prior to the conference to make arrangements.

It is the responsibility of each firm to examine the entire RFP, seek clarification in writing, and review their submittal for accuracy before submitting. Once the submission deadline has passed, all submissions will be final. Questions relating to the RFP must be submitted through Bonfire. The deadline for submission of questions relating to this RFP is detailed in the Event Details in Bonfire. All questions submitted in writing prior to the deadline will be compiled and answered in writing.

RENEWAL OPTIONS

Harris County may consider four (4) one-year renewal options, renewable one (1) year at a time, based on the same terms and conditions with future pricing for labor only revised according to the attachment titled CPI-W Based Price Adjustment Calculations for the maintenance and repair of vertical transportation equipment.

Renewal is subject to approval by Harris County Commissioners Court. Once renewal options are exhausted, the contract must be rebid. Harris County reserves the right to rebid at any time as is in its best interest and is not automatically bound to renew.

SPECIFICATION

The vendor shall provide all material, equipment, labor, and supervision to perform required inspections, testing, and maintenance of the fire and life safety systems equipment and related items to include but not limited to all items listed in the General Conditions for Building Construction and Related Work & Roads, Bridges and Related Work, all in accordance with nationally recognized industry standards, local ordinances and codes and provide documentation of all test results for the equipment and systems outlined herein.

The vendor shall be in full compliance with all Federal, State, County and Local standards, codes, and ordinances pertaining to the specifications set forth, as those may be amended from time to time. Copies of all applicable licenses and certificates shall be provided with the proposal. Forfeiture of any said license or certification during the term of this contract can cause for immediate termination of contract.

Upon award of contract, the vendor shall conduct an assessment of all facilities which shall be completed within the first 365 days of contract implementation. The number of equipment and devices associated with each system location is the best information available from Harris County. If during the assessment of a location the vendor determines there is additional equipment and devices, the vendor shall notify Harris County’s designated representative of the discrepancy in writing. If there is any additional cost to service the system, Harris County will make reasonable adjustments. Harris County may add or delete new or additional facilities to this contract as needed. The contractual cost for such facilities shall be typical of similar existing facilities.

The written assessment shall be discussed with the designated Harris County representative. After the first year of testing, the vendor shall schedule a five (5) year testing plan.

Failure of equipment between scheduled inspections shall be the responsibility of the vendor and shall be repaired at no additional cost to Harris County. If repairs are needed as a result of vandalism, act of God, or damage caused by construction, renovation, or other work performed by parties not under this contract, the vendor is to provide an itemized written proposal estimating the cost (labor rates as indicated on the bid pricing sheet(s) shall apply and must include all materials to be used) to correct the deficiencies noted as soon as possible. Where damage is caused by construction, renovation, or other work performed by parties not under this contract, the vendor shall notify the designated Harris County contract immediately upon discovery and shall separately track and document all parts and labor associated with that damage until the issue is fully resolved. Such documentation shall be maintained apart from routine inspection and maintenance records and shall be provided to Harris County upon completion in a form sufficient to support billing of the responsible party in the County's direction. All repair parts must be Underwritten Laboratories (UL) listed and meet applicable National Fire Protection Association (NFPA) standards.

In addition, other work or services may be required to meet desired conditions not covered above, if so, all requests shall be in writing, reviewed and approved by the designated Harris County representative and labor rates provided in this bid shall apply.

Pricing is based on each individual location as detailed in the Facilities Locations and Equipment List, shall be inclusive of all parts, programming, supervision, labor, travel/transportation, tools and equipment required to inspect, test, tag, and report result in conjunction with each service. Harris County owns approximately 190 buildings and is divided into four (4) regions with the total area of land at 1,703 square miles.

Also, prices offered on the BidTable(s) must be all-inclusive of maintenance, routine repair parts and labor involved with this service. Labor rates for related service not described herein, when approved by Harris County as listed within the BidTable. The vendor may be asked to perform these services at any time of day, seven (7) days a week, including Harris County holidays. Labor rates for related services shall not be paid in the event of callback due to vendor error or a fire alarm system malfunction/failure due to vendor’s work. In the event of discontinuation of a replacement part, Harris County will review and evaluate to determine a fair and reasonable price for that part.

Equipment, Parts (Replacement/Repair), Supplies All equipment, parts and supplies charges shall be based on a discount or premium percentage to the Manufacturer Suggested List Price (MSLP) or list price column to the then-current manufacturers’ list price schedule (or may be referenced as the manufacturer’s catalog).

For bidding purposes, the “Estimated Quantity” column Equipment, Parts, (Replacement/Repair) and Supplies BidTable represents Harris County’s historical dollar amount of purchases of equipment, parts and supplies with each manufacturer for one (1) year. Each vendor shall indicate within the BidTable a discount or premium percentage for each of the manufacturers listed price. For example, if a discount percentage of ten percent (10%) is given enter ninety (90) or if a premium percentage of ten percent (10%) is added enter 110% in column B. All equipment, parts and supplies charges shall be from the then-current manufacturer’s list price schedule (manufacturer’s catalog).

The equipment, parts and supplies furnished shall be from a factory authorized dealer as listed in the most current manufacturer’s list price schedule (catalog). In addition, all replacement/repair parts must be Original Equipment Manufacturer (OEM) parts from a factory authorized dealer, as listed in the above referenced manufacturer.

MSLP (manufacturer’s catalog) increases realized by the vendor during the contract period may be passed on to Harris County, if, and only if, the price adjustments are reflected in the then-current price list(s) as identified above. However, the discount or premium percentage to the price list(s) as awarded shall remain the same throughout the contract term (including renewals). Copies of the revised MSLP or list price column shall be sent directly to Harris County Auditor’s Office, Attn: Accounts Payable, 1010 Lamar Street, Suite 800, Houston, Texas, 77002, as well as to all requesting Harris County departments. The MSLP or list price column shall show the job number and title as shown on the Harris County RFP Cover Sheet, page one (1) of thirty-four (34). The contractor shall provide documentation on price changes, which shall then be submitted to the designated Harris County representative for review and approval.

Uniforms During contracted service, each employee of the vendor shall be outfitted with a uniform and badge, which clearly identifies the employee as the vendor. Each employee shall have the equipment necessary to perform the services of the contract, and that he/she is legally authorized to carry.

Scheduling and Reporting Upon arrival on-site, all vendor’s workers shall check in with the facility administrator prior to the commencement of any work. All reports shall be reviewed, accepted and signed by Harris County’s designated representative.

The vendor shall provide electronic reporting through a web-based portal at no additional cost to the County, with County user accounts able to view, search, and export all records for its facilities. Reports shall conform to the inspection, testing, and maintenance documentation requirements of the applicable NFPA standards as adopted by Harris County. At minimum, each report shall include a complete device and component inventory by type and location, the test performed and its result (pass/fail), the date of service, and the name and certification of the technician. Inspection reports are due within five (5) business days of completion. Summary reports covering all devices and locations are due quarterly and annually. Deficiencies and impairments shall be classified by the applicable standard, and any condition impairing a life safety system shall be reported to the County immediately upon discovery rather than with the written report.

The vendor shall use electronic device-level verification at the point of inspection, capturing device identity, date, time, and technician. Barcode, Radio Frequency Identification (RFID), Near Field Communication (NFC), and equivalent methods are acceptable. Reports without device-level verification shall not be accepted.

All records shall be delivered in searchable and exportable formats, remain the property of Harris County, and be provided in full upon request or at expiration or termination of the agreement.

Typical hours of operation for County facilities are from 7:00 a.m. CST - 5:00 p.m. CST, Monday through Friday.

All services and inspections shall be coordinated with the designated Harris County representative at least forty-eight (48) hours prior to arrival. The vendor shall develop a schedule of services and inspections. The Harris County designated representative shall sign all inspection and service reports after completion of work.

All locations require an escort to be designated by Harris County. A calendar invite shall be sent directly to the designated Harris County representative. All escorts shall be designated by the designated Harris County representative in cooperation with the facility administrative staff or maintenance personnel.

Inspection reporting is to specifically identify each device inspected/tested, to include type, building floor and location, zone, and rating if applicable. Within five (5) working days of the inspection, the vendor shall provide a line-item written proposal estimating the cost (labor and materials) to correct the deficiencies noted in the report. The vendor shall correct all deficiencies noted at the time of inspection as soon as possible, but no later than five (5) days once identified to the designated Harris County representative for correction. All repair parts shall be UL listed and meet applicable NFPA standards and Harris County adopted code.

Personnel Changes & On-Site Availability Notice

Change in Status: The vendor shall immediately notify Harris County in writing—and in no event later than twenty-four (24) hours—if any vendor employee, subcontractor, or agent assigned to perform services at a Harris County location experiences a change in employment status, including but not limited to termination, resignation, reassignment, or relocation.

Site Access & Security: Upon any such status change, the vendor shall ensure that the affected individual immediately ceases all access to Harris County premises, networks, and confidential information. The vendor remains responsible for retrieving and returning any county-issued property, badges, or credentials within two

(2) business days of the change.

Replacement Personnel: In the event of a key personnel change, the vendor shall promptly provide a qualified replacement subject to Harris County’s prior written approval, ensuring no disruption to the agreed-upon services.

Meetings The vendor and various other personnel identified by Harris County and/or the vendor shall attend predetermined meetings to discuss and review inspections and/or repairs.

One-on-one meetings shall take place per inspection and/or repair for each site to discuss and review findings and after each service. The meetings shall include the inspector/technician, Harris County’s designated representative and the vendor’s Project Coordinator. Project Coordinator may be reached by phone if not on-site.

Monthly meetings shall be held between Project Coordinator and Harris County’s designated representative.

Quarterly meetings shall be held the first week of each quarter to discuss recent quarter’s activity with the vendor, Project Coordinator, and Harris County’s designated representative.

Annual meetings shall be conducted to summarize the recent year and plan for the next year with the vendor, Project Coordinator, and Harris County’s designated representative.

Special reporting may be required if determined by the vendor and Harris County’s designated representative and shall be outlined during the quarterly and annual meeting.