Window_Cleaning_Services.pdf

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Collin County, TX

QUOTE

2024-353

WINDOW CLEANING SERVICES

RELEASE DATE: July 29, 2024

RESPONSE DEADLINE: August 15, 2024, 2:00 pm

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

Quote #2024-353 Title: Window Cleaning Services

Table Of Contents

1. Scope of Work

2. Special Conditions and Specifications

3. Insurance

4. Pricing Table

5. General Instructions

6. Terms of Contract

7. Vendor Submissions

Attachments:

A - W-9 rev 2018

B - CIQ_113015

C - Map of County Facilities for Window Cleaning Services

1. Scope of Work

1.1. Window Cleaning Services

A. General:

1. Service to be performed four (4) intervals as specified within:

a. During the month of November (one time)

b. During the month of February (one time)

c. During the month of May (one time)

d. During the month of August (one time)

e. Services intervals could be reduced or increased at County discretion.

2. Cleaning of windows, inside and outside of Collin County locations listed on Pricing Table. Included in "inside cleaning" is all atrium and multi-story window walls, as well as all interior window sills.

B. Preparation:

1. Remove any dust or loose dirt from the window surface using a brush or a cloth.

2. Use a vacuum cleaner with a soft brush attachment to remove any dust or dirt from window sills and tracks.

C. Cleaning Process:

1. Window cleaning tools MAY INCLUDE:

a. A solution or a mixture of water and mild dish soap.

b. A squeegee.

c. Lint-free cloths or microfiber towels.

d. A bucket of clean water.

e. A soft-bristled brush or sponge for stubborn dirt.

2. Thoroughly wet the window surface. Start cleaning from the top and work your way down, ensuring that you cover the entire surface. For stubborn dirt or grime, use a soft-bristled brush to scrub gently. Avoid using abrasive materials that might scratch the glass.

3. Squeegee Technique:

a. After applying the cleaning solution, use a squeegee to remove the excess liquid in a single smooth motion. Wipe the squeegee blade with a clean, lint-free cloth after each stroke to avoid streaks.

4. Drying/Polishing:

a. Use a dry, lint-free cloth to wipe any remaining moisture and give the windows a polished finish. Pay special attention to corners and edges to prevent water from dripping down.

D. Final Touches:

1. Check for any remaining streaks or spots and touch up as needed. Inspect the windows from both inside and outside to ensure a thorough cleaning.

E. Quality of Work:

1. Windows shall be washed clean and free of streaks, smears and visible soap residue. Accumulated dirt, paint specs, and other foreign debris must be scraped from windows. Frames shall be scrubbed to remove all dried dirt, insects, debris and other materials so as to be considered clean by the building representative. Windowsills shall be washed cleaned and all drippings wiped dry.

F. Contractor Supplies and Equipment:

1. Contractor must furnish all equipment and supplies needed to carry out the window washing services specified at no extra cost to the County. All equipment and supplies used must be capable of performing all operations in accordance with specifications.

G. Safety for Overhead Work:

1. Window washers shall close off area(s) and post signs indicating the area(s) are closed to pedestrian traffic when working over entrances, traveled walkways or any area where people might cross below workers. Signs should indicate that men are working above. All equipment, apparatus or rope coils on the ground level shall be marked off with cones and signs warning pedestrian traffic. Contractor shall provide safety cones and signs.

H. Specifications

1. Locations may increase/decrease in number due to major construction projects throughout Collin

County.

2. Any and all work completed by the Contractor shall be reviewed and deemed acceptable by a member of the Facilities Services Department prior to payment. All work shall be performed as directed by the Facilities Services Department and shall meet all codes as required by the state and the city in which the work is being performed. Work found non-compliant with specifications shall be remedied by the Contractor at its own expense.

3. Prior to the award of a contract, the lowest qualified vendor shall submit evidence of their financial responsibility, i.e., financial statements, experience, and possession of such equipment and tools as may be needed to perform all work in an expeditious, safe and satisfactory manner. Should the lowest qualified vendor fail to produce satisfaction to the county on any part of the foregoing points, they may be disqualified and the work awarded to the next low qualifying vendor.

4. Original invoices must be sent to the Collin County Auditor, 2300 Bloomdale Road, Suite 3100, McKinney, Texas 75071, email: accountspayable@collincountytx.gov. Copies of all invoices must also be sent to Facilities Maintenance, 4600 Community Ave., McKinney, Texas 75071.

5. 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 he shall be deemed to have agreed that he is fully qualified to perform the contract himself, and that he will fully perform the contract himself.

mailto:accountspayable@collincountytx.gov

2. Special Conditions and Specifications

A. Authorization: Collin County will be receiving quotes for Window Cleaning Services, Request for

Quotation 2024-353.

B. Purpose: The intended purpose for this Request for Quotation is to provide fixed pricing for Window

Cleaning Services for 17 different Collin County locations. See pricing table for location addresses.

C. Term: Provide for a term contract commencing on October 1, 2024 and continuing through, and including, September 30, 2025 with the option of two (2) one (1) year renewals.

D. Funding: Funds for payment have been provided through the Collin County budget approved by the

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

E. Price Reduction: If during the life of the contract, the vendor's net prices to its customers for the same product(s) and/or services shall be reduced below the contracted price, it is understood and agreed that the County shall receive such price reduction.

F. Price Re-determination: A price re-determination may be considered by Collin County only at the anniversary date of the contract. The anniversary date for this contract will be October 1st of each year.

All requests for price re-determination shall be in written form, and shall be submitted at a minimum of sixty (60) days prior to anniversary date and shall include documents supporting price re-determination 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 re-determination as it deems to be in the best interest of the County.

G. Completion Time: Majority of work shall be completed at the County’s designated locations during normal working hours of 8:00 a.m. to 5:00 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 bid. Bidder shall state number of days required to complete services at County’s designated locations in the space provided.

H. Approximate Usage: Estimated annual quantities are given for each item. Approximate usage does not constitute an order, but only implies the probable quantity Collin County will use. Services will be scheduled on an as needed basis approximately four (4) times per year. All cleaning schedules must be approved by the Building Superintendent prior to starting work. Collin County reserves the right to adjust the frequency and choice of window items cleaned during the annual contract period. The annual estimated expenditure is $41,000.00.

I. Quality of Work: Windows shall be washed clean and free of streaks, smears and visible soap residue.

Accumulated dirt, paint specs, and other foreign debris must be scraped from windows. Frames shall be scrubbed to remove all dried dirt, insects, debris and other materials so as to be considered clean by the building representative. Windowsills shall be washed cleaned and all drippings wiped dry.

J. Contractor Supplies and Equipment: Contractor must furnish all equipment and supplies needed to carry out the window washing services specified at no extra cost to the County. All equipment and supplies used must be capable of performing all operations in accordance with specifications.

K. Safety for Overhead Work: Window washers shall close off area(s) and post signs indicating the area(s) are closed to pedestrian traffic when working over entrances, traveled walkways or any area where people might cross below workers. Signs should indicate that men are working above. All equipment, apparatus or rope coils on the ground level shall be marked off with cones and signs warning pedestrian traffic. Contractor shall provide safety cones and signs.

L. Evaluation and Award: Award of the contract shall be made to the responsive bidder(s) who submits the lowest and best bid meeting specifications. The County reserves the right to award bid in whole or by line item as the County deems in its best interest.

1. The bidder’s past experience of honoring contracts at the bid 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.

M. Cooperative Purchasing: Governmental entities utilizing governmental contracts with Collin County will be eligible, but not obligated, to purchase necessary materials and supplies under contract(s) awarded as a result of their solicitation. FOB Destination prices will apply only to delivery points specified in these documents. Delivery to FOB points may include applicable freight charges. Any additional incremental costs for delivery must be clearly stated in quotes to participating entities before order is placed. All purchases by governmental entities other than Collin County will be billed directly to that governmental entity and paid by that governmental entity. Collin County will not be responsible for other governmental entity’s debts. Each governmental entity will order their own material as needed. The quantities furnished in this bid document are for Collin County only. It does not include quantities for any other governmental jurisdiction.

N. Background Checks: Once awarded the contract, 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.

O. 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.

P. 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. Insurance

A. 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.

a. Each Occurrence: $1,000,000

b. Personal Injury & Adv. Injury: $1,000,000

c. Products/Completed Operation Aggregate: $2,000,000

d. General Aggregate: $2,000,000

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

a. Employers’ Liability

i. Liability- Each Accident: $500,000

ii. Disease- Each Employee: $500,000

iii. Disease- Policy Limit: $500,000

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

a. Combined Single Limit – Each Accident: $1,000,000

B. With reference to the foregoing insurance requirement, the vendor shall endorse applicable insurance policies as follows:

1. 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.

2. the vendor's insurance coverage shall name Collin County as additional insured under the General

Liability policy.

3. all insurance policies shall be endorsed to require the insurer to immediately notify Collin County of any decrease in the insurance coverage limits.

4. 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.

5. all copies of Certificates of Insurance shall reference the project/contract number.

C. All insurance shall be purchased from an insurance company that meets the following requirements:

1. A financial rating of A-VII or higher as assigned by the BEST Rating Company or equivalent.

D. 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:

1. Sets forth all endorsements and insurance coverages according to requirements and instructions contained herein.

2. Sets forth the notice of cancellation or termination to Collin County.

4. Pricing Table

WINDOW CLEANING SERVICE LOCATIONS

Service Locations

Line Item Description Physical

Address Quantity Unit of

Measure Unit Cost Total Cost No Bid

1 900 Park Plaza Wash the outside surface of the exterior windows (Vendor should bid this to include all charges and fees, including but not limited to labor, equipment, travel, and fuel surcharges)

900 E. Park

Blvd., Plano, TX

75074

4 Each (Each time entire building is cleaned)

2 900 Park Plaza Wash inside surface of the exterior windows (Vendor should bid this to include all charges and fees, including but not limited to labor, equipment, travel, and fuel surcharges)

900 E. Park

Blvd., Plano, TX

75074

4 Each (Each time entire

3 920 Park Plaza Wash the outside surface of the exterior windows (Vendor should bid this to include all charges and fees, including but not limited to labor, equipment, travel, and fuel surcharges)

920 E. Park

Blvd, Plano, TX 75074

4 Each (Each time entire

4 920 Park Plaza Wash inside surface of the to include all charges and fees, including but not limited to labor, equipment, travel, and fuel surcharges)

920 E. Park

Blvd, Plano, TX 75074

4 Each (Each time entire

5 Health Care Annex Wash the outside surface of the exterior windows (Vendor should bid this to include all charges and fees, including but not limited to labor, equipment, travel, and fuel surcharges)

825 N.

McDonald

St, McKinney, TX 75069

4 Each (Each time entire

6 Health Care Annex Wash inside surface of this to include all charges and fees, including but not limited to labor, equipment, travel, and fuel surcharges)

825 N.

McDonald

St, McKinney, TX 75069

4 Each (Each time entire

7 Public Works Service Center & Annex Wash the outside surface of the exterior windows (Vendor should bid this to include all charges and fees, including but not limited to labor, equipment, travel, and fuel surcharges) - 700 A. Wilmeth Rd, McKinney TX 75069

700 A.

Wilmeth

Rd, McKinney

TX 75069

4 Each (Each time entire

Line Item Description Physical

Address Quantity Unit of

Measure Unit Cost Total Cost No Bid

8 Public Works Service Center & Annex Wash inside surface of the exterior windows

(Vendor should bid this to include all charges and fees, including but not limited to labor, equipment, travel, and fuel surcharges)

700 A.

Wilmeth

Rd, McKinney

TX 75069

4 Each (Each time entire

9 Medical Examiner Wash the outside should bid this to include all charges and fees, including but not limited to labor, equipment, travel, and fuel surcharges)

700 B

Wilmeth

Rd.

McKinney, TX 75069

4 Each (Each time entire

10 Medical Examiner Wash inside surface of this to include all charges and fees, including but not limited to labor, equipment, travel, and fuel surcharges)

700 B

Wilmeth

Rd.

McKinney, TX 75069

4 Each (Each time entire

11 Sheriff's Administration Building Wash the outside surface of the exterior windows

(Vendor should bid this to include all charges and fees, including but not limited to labor, equipment, travel, and fuel surcharges)

Community

Ave.

McKinney, TX 75071

4 Each (Each time entire

12 Sheriff's Administration Building Wash inside surface of the exterior windows

(Vendor should bid this to include all charges and fees, including but not limited to labor, equipment, travel, and fuel surcharges)

Community

Ave.

McKinney, TX 75071

4 Each (Each time entire

13 Sheriff's Administration Building Power wash concrete area of the Mezzazine area

(Vendor should bid this to include all charges and fees, including but not limited to labor, equipment, travel, and fuel surcharges)

Community

Ave.

McKinney, TX 75071

4 Each (Each time entire

14 Collin County Detention Center Wash the

(Vendor should bid this to include all charges and fees, including but not limited to labor, equipment, travel, and fuel surcharges)

Community

Ave.

McKinney, TX 75071

4 Each (Each time entire

15 Collin County Detention Center Wash inside surface of the exterior windows

(Vendor should bid this to include all charges and fees, including but not limited to labor, equipment, travel, and fuel surcharges)

Community

Ave.

McKinney, TX 75071

4 Each (Each time entire

Quantity Unit of

Measure Unit Cost Total Cost No Bid

16 Central Plant Wash the outside surface of the exterior windows (Vendor should bid this to include all charges and fees, including but not limited to labor, equipment, travel, and fuel surcharges)

Community

Ave.

McKinney, TX 75071

4 Each (Each time entire

17 Central Plant Wash inside surface of the to include all charges and fees, including but not limited to labor, equipment, travel, and fuel surcharges)

Community

Ave.

McKinney, TX 75071

4 Each (Each time entire

18 Central Plant Wash interior windows

(Vendor should bid this to include all charges and fees, including but not limited to labor, equipment, travel, and fuel surcharges)

Community

Ave.

McKinney, TX 75071

4 Each (Each time entire

19 Juvenile Detention Center Wash the

(Vendor should bid this to include all charges and fees, including but not limited to labor, equipment, travel, and fuel surcharges)

Community

Ave.

McKinney, TX 75071

4 Each (Each time entire

20 Juvenile Detention Center Wash inside should bid this to include all charges and fees, including but not limited to labor, equipment, travel, and fuel surcharges)

Community

Ave.

McKinney, TX 75071

4 Each (Each time entire

21 JJAEP Wash inside surface of the exterior windows (Vendor should bid this to include all charges and fees, including but not limited to labor, equipment, travel, and fuel surcharges)

Community

Ave.

McKinney, TX 75071

4 Each (Each time entire

22 JJAEP Wash outside surface of the exterior windows (Vendor should bid this to include all charges and fees, including but not limited to labor, equipment, travel, and fuel surcharges)

Community

Ave.

McKinney, TX 75071

4 Each (Each time entire

23 Minimum Security Facility Wash the

(Vendor should bid this to include all charges and fees, including but not limited to labor, equipment, travel, and fuel surcharges)

Community

Ave.

McKinney, TX 75071

4 Each (Each time entire

24 Minimum Security Facility Wash inside should bid this to include all charges and fees, including but not limited to labor, equipment, travel, and fuel surcharges)

Community

Ave.

McKinney, TX 75071

4 Each (Each time entire

Quantity Unit of

Measure Unit Cost Total Cost No Bid

25 JP-2/Constable2 Farmersville Wash the outside surface of the exterior windows

(Vendor should bid this to include all charges and fees, including but not limited to labor, equipment, travel, and fuel surcharges)

1025 S.

State

Highway 78, Lavon, TX

75166

4 Each (Each time entire

26 JP-2/Constable 2 Farmersville Wash inside should bid this to include all charges and fees, including but not limited to labor, equipment, travel, and fuel surcharges)

1025 S.

State

Highway 78, Lavon, TX

75166

4 Each (Each time entire

27 JP-4 Frisco Wash the outside surface of the to include all charges and fees, including but not limited to labor, equipment, travel, and fuel surcharges)

8585 John

Wesley, Suite 130

Frisco, TX

75034

4 Each (Each time entire

28 JP-4 Frisco Wash inside surface of the to include all charges and fees, including but not limited to labor, equipment, travel, and fuel surcharges)

8585 John

Wesley, Suite 130

Frisco, TX

75034

4 Each (Each time entire

29 Elections Building McKinney Wash the

(Vendor should bid this to include all charges and fees, including but not limited to labor, equipment, travel, and fuel surcharges)

Redbud

Blvd. Suite

McKinney, TX 75069

4 Each (Each time entire

30 Elections Building McKinney Wash inside should bid this to include all charges and fees, including but not limited to labor, equipment, travel, and fuel surcharges)

Redbud

Blvd. Suite

McKinney, TX 75069

4 Each (Each time entire

31 Animal Services McKinney Wash the

(Vendor should bid this to include all charges and fees, including but not limited to labor, equipment, travel, and fuel surcharges)

Community

Ave.

McKinney, TX 75071

4 Each (Each time entire

32 Animal Services McKinney Wash inside should bid this to include all charges and fees, including but not limited to labor, equipment, travel, and fuel surcharges)

Community

Ave.

McKinney, TX 75071

4 Each (Each time entire

Quantity Unit of

Measure Unit Cost Total Cost No Bid

33 Courthouse- 2100 Bloomdale Wash the outside surface of the exterior windows

(Vendor should bid this to include all charges and fees, including but not limited to labor, equipment, travel, and fuel surcharges)

Bloomdale

Rd

McKinney, TX 75071

4 Each (Each time entire

34 Courthouse- 2100 Bloomdale Wash inside surface of the exterior windows and other windows inside (Vendor should bid this to include all charges and fees, including but not limited to labor, equipment, travel, and fuel surcharges)

Bloomdale

Rd

McKinney, TX 75071

4 Each (Each time entire

35 Jack Hatchel Administration Building Wash the outside surface of the exterior windows (Vendor should bid this to include all charges and fees, including but not limited to labor, equipment, travel, and fuel surcharges)

Bloomdale

Rd

McKinney, TX 75071

4 Each (Each time entire

36 Jack Hatchel Administration Building Wash the inside surface of the exterior windows

(Vendor should bid this to include all charges and fees, including but not limited to labor, equipment, travel, and fuel surcharges)

Bloomdale

Rd

McKinney, TX 75071

4 Each (Each time entire

TOTAL

5. General Instructions

A. Definitions

1. Quoter: refers to submitter.

2. Vendor: refers to a Successful Quoter.

3. Submittal: refers to those documents required to be submitted to Collin County, by a Quoter.

4. Quotation: refers to Request for Quotation.

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

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

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

Submittal.

E. Collin County exclusively uses OpenGov Procurement for the notification and dissemination of all solicitations. The receipt of solicitations through any other company may result in your receipt of incomplete specifications and/or addendums which could ultimately render your quote non-compliant.

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

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

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

Submittals or to accept such Submittals as it shall deem to be in the best interest of Collin County.

H. All quotes submitted in hard copy paper form shall be submitted in a sealed envelope, plainly marked on the outside with the Quotation number and name. A hard copy paper form Submittal shall be manually signed in ink by a person having the authority to bind the firm in a contract. Submittals shall be mailed or hand delivered to the Collin County Purchasing Department.

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

J. All quotes submitted electronically via OpenGov Procurement shall remain locked until official date and time of opening as stated in the Special Terms and Conditions of the quote.

K. Time/date stamp clock in Collin County Purchasing Department shall be the official time of receipt for all quotes submitted in hard copy paper form only, no flash drives, CD-ROMs or any other form of

“plug and play” portable storage device will be accepted as a Submittal. Quotes received in the County

Purchasing Department after submission deadline shall be considered void and unacceptable. Absolutely no late Submittals will be considered. Collin County accepts no responsibility for technical difficulties related to electronic Submittals.

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

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

N. Any interpretations, corrections and/or changes to quote and related Specifications or extensions to the opening/receipt date will be made by addenda to the respective document by the Collin County

Purchasing Department. Questions and/or clarification requests must be submitted no later than the date specified in the solicitation. Those received at a later date may not be addressed prior to the public opening. Sole authority to authorize addenda shall be vested in Collin County Purchasing Agent as entrusted by the Collin County Commissioners Court. Addenda may be transmitted electronically via

OpenGov Procurement.

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

Specifications. However, it shall be the sole responsibility of the Quoter to verify issuance/non-issuance of addenda and to check all avenues of document availability (i.e. OpenGov Procurement https://procurement.opengov.com/portal/collincountytx, telephoning Purchasing Department directly, etc.) prior to opening/receipt date and time to insure Quoter’s receipt of any addenda issued. Quoter shall acknowledge receipt of all addenda.

O. All materials and services shall be subject to Collin County approval.

P. 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.

Q. Any reference to model/make and/or manufacturer used in specifications is for descriptive purposes only. Products/materials of like quality will be considered.

R. Quoters offering substitutions to the specifications shall do so at their own risk. By offering substitutions, Quoter shall state these in the section provided in the Quotation or by attachment. Substitution, if accepted, must meet or exceed specifications stated therein. Collin

County reserves the right to accept or reject any and/or all of the substitution(s) deemed to be in the best interest of the County.

S. Minimum Standards for Responsible Prospective Quoter: A prospective Quoter must meet the following minimum requirements:

https://procurement.opengov.com/portal/collincountytx

1. have adequate financial resources, or the ability to obtain such resources as required;

2. be able to comply with the required or proposed delivery/completion schedule;

3. have a satisfactory record of performance;

4. have a satisfactory record of integrity and ethics;

5. be otherwise qualified and eligible to receive an award.

T. Collin County may request documentation and other information sufficient to determine Quoter’s ability to meet these minimum standards listed above.

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

V. Public Information Act: Collin County is governed by the Texas Public Information Act, Chapter 552 of the Texas Government Code. All information submitted by prospective Quoters during the quote process is subject to release under the Act.

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

X. Interlocal Agreement: Successful Quoter agrees to extend prices and terms to all entities that has entered into or will enter into joint purchasing interlocal cooperation agreements with Collin County.

Delivery to governmental entities located within Collin County will be at no additional charge or as otherwise provided for in the award document. Delivery charges, if any, for governmental entities located outside of Collin County shall be negotiated between the Vendor and each governmental entity.

Y. Responsiveness: The County will make a determination as to the responsiveness of quotes submitted based upon compliance with all applicable laws, Collin County Purchasing Guidelines, and project documents, including but not limited to the project specifications and contract documents. The

County will notify the successful Quoter upon award of the contract and, according to state law; all quotes received will be available for inspection at that time.

Z. Quoter shall comply with all local, state and federal employment and discrimination laws and shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, age, national origin or any other class protected by law.

6. Terms of Contract

A. A quote, when properly accepted by Collin County, shall constitute a contract equally binding between the Vendor and Collin County. No different or additional terms will become part of this contract with the exception of a Change Order.

B. No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the resulting contract. All Change Orders to the contract will be made in writing by Collin County Purchasing Agent.

C. No public official shall have interest in the contract, in accordance with Local Government Code Title 5, Subtitle C, Chapter 171.

D. The Vendor shall comply with Commissioners’ Court Order No. 96-680-10-28, Establishment of

Guidelines & Restrictions Regarding the Acceptance of Gifts by County Officials & County Employees.

E. Design, strength, quality of materials and workmanship must conform to the highest standards of manufacturing and engineering practice.

F. Quotes must comply with all federal, state, county and local laws concerning the type(s) of product(s)/service(s)/equipment/project(s) contracted for, and the fulfillment of all ADA (Americans with Disabilities Act) requirements.

G. 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.

H. Vendor shall provide any and all notices as may be required under the Drug-Free Work Place Act of

1988, 28 CFR Part 67, Subpart F, to its employees and all sub-contractors to insure that Collin County maintains a drug-free work place.

I. Vendor shall defend, indemnify and save harmless Collin County and all its officers, agents and employees and all entities, their officers, agents and employees who are participating in this contract from all suits, claims, actions, damages (including personal injury and or property damages), or demands of any character, name and description, (including attorneys’ fees, expenses and other defense costs of any nature) brought for or on account of any injuries or damages received or sustained by any person, persons, or property on account of Vendor’s breach of the contract arising from an award, and/or any negligent act, error, omission or fault of the Vendor, or of any agent, employee, subcontractor or supplier of Vendor in the execution of, or performance under, any contract which may result from an award. Vendor shall pay in full any judgment with costs, including attorneys’ fees and expenses which are rendered against Collin County and/or participating entities arising out of such breach, act, error, omission and/or fault.

J. 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.

K. If a contract, resulting from a Collin County Quotation is for the execution of a public work, the following shall apply:

1. In accordance with Government Code 2253.021, a governmental agency that makes a public work contract with a prime contractor shall require the contractor, before beginning work, to execute to the governmental entity a Payment Bond if the contract is in excess of $25,000.00. Such bond shall be in the amount of the contract payable to the governmental entity and must be executed by a corporate surety in accordance with Section 1, Chapter 87, Acts of the 56th Legislature, Regular

Session, 1959 (Article 7.19-1 Vernon’s Texas Insurance Code).

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

M. The contract shall remain in effect until any of the following occurs: delivery of product(s) and/or completion and acceptance by Collin County of product(s) and/or service(s), contract expires or is terminated by either party with thirty (30) days written notice prior to cancellation and notice must state therein the reasons for such cancellation. Collin County reserves the right to terminate the contract immediately in the event the Vendor fails to meet delivery or completion schedules, or otherwise perform in accordance with the specifications. Breach of contract or default authorizes the

County to purchase elsewhere and charge the full increase in cost and handling to the defaulting

Vendor.

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

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

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

Q. The title and risk of loss of the product(s) shall not pass to Collin County until Collin County actually receives and takes possession of the product(s) at the point or points of delivery. Collin County shall generate a purchase order(s) to the Vendor and the purchase order number must appear on all itemized invoices.

R. Invoices shall be mailed directly to the Collin County Auditor's Office, 2300 Bloomdale Road, Suite

3100, McKinney, Texas 75071. All invoices shall show:

1. Collin County Purchase Order Number;

2. Vendor’s Name, Address and Tax Identification Number;

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

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

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

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

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

W. 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.

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

Y. 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.

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

AA. The Vendor understands, acknowledges and agrees that if the Vendor subcontracts with a third party for services and/or material, the primary Vendor (awardee) accepts responsibility for full and prompt payment to the third party. Any dispute between the primary Vendor and the third party, including any payment dispute, will be promptly remedied by the primary vendor. Failure to promptly render a remedy or to make prompt payment to the third party (subcontractor) may result in the withholding of funds from the primary Vendor by Collin County for any payments owed to the third party.

BB. Vendor shall provide Collin County with diagnostic access tools at no additional cost to Collin County, for all Electrical and Mechanical systems, components, etc., procured through this contract.

CC. 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.

DD. 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.

EE. Vendors must be in compliance with the Immigration and Reform Act of 1986 and all employees specific to this solicitation must be legally eligible to work in the United States of America.

FF. Certification of Eligibility: This provision applies if the anticipated Contract exceeds $100,000.00 and as it relates to the expenditure of federal grant funds. By submitting a bid or proposal in response to this solicitation, the Quoter certifies that at the time of submission, he/she is not on the Federal

Government’s list of suspended, ineligible, or debarred contractors. In the event of placement on the list between the time of bid/proposal submission and time of award, the Quoter will notify the Collin

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

GG. Notice to vendors delivering goods or performing services within the Collin County Detention

Facility: The Collin County Detention Facility houses persons who have been charged with and/or convicted of serious criminal offenses. When entering the Detention Facility, you could: (1) hear obscene or graphic language; (2) view partially clothed male inmates; (3) be subjected to verbal abuse or taunting; (4) risk physical altercations or physical contact, which could be minimal or possibly serious; (5) be exposed to communicable or infectious diseases; (6) be temporarily detained or prevented from immediately leaving the Detention Facility in the case of an emergency or “lockdown”;

and (7) subjected to a search of your person or property. While the Collin County Sheriff’s Office takes every reasonable precaution to protect the safety of visitors to the Detention Facility, because of the inherently dangerous nature of a Detention Facility and the type of the persons incarcerated therein, please be advised of the possibility of such situations exist and you should carefully consider such risks when entering the Detention Facility. By entering the Collin County Detention Facility, you acknowledge that you are aware of such potential risks and willingly and knowingly choose to enter the

Collin County Detention Facility.

HH.Delays and Extensions of Time when applicable:

1. If the Vendor is delayed at any time in the commence or progress of the Work by an act or neglect of the Owner or Architect/Engineer, or of an employee of either, or of a separate contractor employed by the Owner, or by changes ordered in the Work, or by labor disputes, fire, unusual delay in deliveries, unavoidable casualties or other causes beyond the Vendor’s control, or by delay authorized by the Owner pending mediation and arbitration, or by other causes which the Owner or Architect/Engineer determines may justify delay, then the Contract Time shall be extended by

Change Order for such reasonable time as the Owner/Architect/Engineer may determine.

2. If adverse weather conditions are the basis for a Claim for additional time, such Claim shall be documented by data substantiating that weather conditions were abnormal for the period of time and could not have been reasonably anticipated, and that the weather conditions had an adverse effect on the scheduled construction.

II. 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.

JJ. 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.

KK. 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.

LL. Force Majeure: No party shall be liable or responsible to the other party, nor be deemed to have defaulted under or breached this Agreement, for any failure or delay in fulfilling or performing any term of this Agreement, when and to the extent such failure or delay is caused by or results from acts beyond the affected party’s reasonable control, including, without limitation: acts of God; flood, fire or explosion; war, invasion, riot or other civil unrest; actions, embargoes or blockades in effect on or after the date of this Agreement; or national or regional emergency (each of the foregoing, a “Force

Majeure Event”). A party whose performance is affected by a Force Majeure Event shall give notice to the other party, stating the period of time the occurrence is expected to continue and shall use diligent efforts to end the failure or delay and minimize the effects of such Force Majeure Event.

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

7. Vendor Submissions

1. Quote Requirements*

Did you read through and confirm that you met all of the quote requirements.

☐ Yes

☐ No

*Response required

2. Contact Information*

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

*Response required

3. Insurance Acknowledgement*

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

☐ Please confirm

*Response required

4. Subcontractors*

State the business name of all subcontractors and the type of work they will be performing under this contract. If you are fully qualified to self-perform the entire contract, please respond with "Not Applicable-Self

Perform".

*Response required

5. Reference No. 1*

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

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

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

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

*Response required

6. Reference No. 2*

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

Include the following: Company/Entity, Contact, Address, City/State/Zip, Phone, and…