"Request for Proposal Samples to Greeting Card Manufacturer"
HARRIS COUNTY Job No. 96/0546 REQUEST FOR PROPOSAL DUE NO LATER THAN 1:00 P.M. Cover Sheet November 12, 1996 Proposals received later than the date and time above will not be considered. PROPOSAL FOR: Furnish, Deliver, Install, Operate, and Maintain Security Equipment and Provide Labor for Complete Security Program for Various Harris County Buildings OFFERORS NOTE!! Carefully read all instructions, requirements Please return proposal in the envelope provided and specifications. Fill out all forms properly or in a comparable size envelope. Be sure that and completely. Submit your proposal with all return envelope shows the Job Number, appropriate supplements and/or samples. Description and is marked "SEALED PROPOSAL." RETURN PROPOSAL TO: HARRIS COUNTY PURCHASING AGENT 1001 PRESTON AVENUE, SUITE 670 HOUSTON, TEXAS 77002 For additional information, contact Robert W. Vukusich at (713) 755-6803 You must sign below in INK; failure to sign WILL disqualify the offer. All prices must be typewritten or written in ink. Total Amount of Proposal: $______________________ Company Name: _________________________________________________________ Company Address: _________________________________________________________ _________________________________________________________ Telephone No. __________________________ FAX No. __________________ Signature: ______________________________________________________________________ [Your signature attests to your offer to provide the goods and/or services in this proposal according to the published provisions of this Job. After Commissioners Court award of bid, a Purchase Order will be issued. Contract is not valid until Purchase Order is issued.] ACCEPTED BY:_____________________________________________ Date:______________________ HARRIS COUNTY JUDGE ROBERT ECKELS RWV/vcj 2. TABLE OF CONTENTS Page 1 of 48 RFPsecurity3 Items checked below represent components which comprise this bid/proposal package. If the item IS NOT checked, it is NOT APPLICABLE to this bid/proposal. Offerors are asked to review the package to be sure that all applicable parts are included. If any portion of the package is missing, notify the Purchasing Department immediately. It is the Offeror's responsibility to be thoroughly familiar with all Requirements and Specifications. Be sure you understand the following before you return your bid packet. __X__ 1. BF1 Cover Sheet Your company name, address, the total amount of the bid/proposal, and your signature (IN INK) should appear on this page. __X__ 2. BF2 Table of Contents This page is the Table of Contents. __X___ 3. BF3 General Requirements You should be familiar with all of the General Requirements. __X__ 4. Special Requirements/Instructions is section provides information you must know in order to properly make an offer. __X__ 5. Specifications This section contains the detailed description of the product/service sought by the County. __X___ 6. Pricing/Delivery Information This form is used to solicit exact pricing of goods/services and delivery costs. ______ 7. Attachments __X__ a. BF4 Residence Certification Be sure to complete this form and return with packet. __X__ b. BF5 Bid Guaranty & Performance Bond Information & Requirements This form applies only to certain bids/proposals. Please read carefully and fill out completely. __X___ c. BF6 Bid Check Form This form applies only to certain forms. Please read carefully and fill out completely. _____ d. BF7 Vehicle Delivery Instructions (Included only when purchasing vehicles) __X___ e. BF8 Minimum Insurance Requirements Included when applicable (does not supersede "Hold Harmless" section of General Requirements) __X__ f. BF9 Workers' Compensation Insurance Coverage Rule 110.110 This requirement is applicable for a building or construction contract. ______ g. Financial Statement - When this information is required, you must use this form. __X__ h. Reference Sheet __X__ i. Questionnaire __X__ j. Harris County Building Security Regulations X k. Estimated Labor Requirements X l. Estimated Equipment Requirements X m. Specifications for X-ray Screening Equipment __ X__ n. Specifications for Metal Detector Equipment X o. CPI Pricing Adjustment GENERAL REQUIREMENTS FOR PROPOSALS Page 2 of 48 RFPsecurity3 READ THIS ENTIRE DOCUMENT CAREFULLY. FOLLOW ALL INSTRUCTIONS. YOU ARE RESPONSIBLE FOR FULFILLING ALL REQUIREMENTS AND SPECIFICATIONS. BE SURE YOU UNDERSTAND THEM. General Requirements apply to all advertised requests for proposals, however, these may be superseded, whole or in part, by the SPECIAL REQUIREMENTS/INSTRUCTIONS OTHER DATA CONTAINED HEREIN. Review the Table of Contents. Be sure your proposal package is complete. GOVERNING LAW Offeror is advised that these requirements shall be fully governed by the laws of the State of Texas and that Harris County may request and rely on advice, decisions and opinions of the Attorney General of Texas and the County Attorney concerning any portion of these requirements. PROPOSAL COMPLETION Fill out and return to Purchasing, ONE (1) complete proposal form, using the envelope provided. An authorized company representative should sign the Cover Sheet. Completion of these forms is intended to verify that the offeror has submitted the proposal, is familiar with its contents and has submitted the material in accordance with all requirements. PROPOSAL RETURNS Offerors must return all completed proposals to the Harris County Purchasing Department reception desk at 1001 Preston Avenue, Suite 670, Houston, Texas before 1:00 P.M. on the date specified. Late proposals will not be accepted. GOVERNING FORMS In the event of any conflict between the terms and provisions of these requirements and the specifications, the specifications shall govern. In the event of any conflict of interpretation of any part of this overall document, Harris County's interpretation shall govern. ADDENDA When specifications are revised, the Harris County Purchasing Department will issue an addendum addressing the nature of the change. Offerors must sign it and include it in the returned proposal package. HOLD HARMLESS AGREEMENT Contractor, the successful offeror, shall indemnify and hold Harris County harmless from all claims for personal injury, death and/or property damage resulting directly or indirectly from contractor's performance. Contractor shall procure and maintain, with respect to the subject matter of this proposal, appropriate insurance coverage including, as a minimum, public liability and property damage with adequate limits to cover contractor's liability as may arise directly or indirectly from work performed under terms of this proposal. Certification of such coverage must be provided to the County upon request. WAIVER OF SUBROGATION Offeror and offeror's insurance carrier waive any and all rights whatsoever with regard to subrogation against Harris County as an indirect party to any suit arising out of personal or property damages resulting from offeror's performance under this agreement. Page 3 of 48 RFPsecurity3 SEVERABILITY If any section, subsection, paragraph, sentence, clause, phrase or word of these requirements or the specifications shall be held invalid, such holding shall not affect the remaining portions of these requirements and the specifications and it is hereby declared that such remaining portions would have been included in these requirements and the specifications as though the invalid portion had been omitted. BONDS If this proposal requires submission of proposal guarantee and performance bond, there will be a separate page explaining those requirements. Offers submitted without the required proposal bond or Cashier's Check are not acceptable. TAXES Harris County is exempt from all federal excise, state and local taxes unless otherwise stated in this document. Harris County claims exemption from all sales and/or use taxes under Texas Tax Code §151.309, as amended. Texas Limited Sales Tax Exemption Certificates will be furnished upon written request to the Harris County Purchasing Agent. BF3/1.96 FISCAL FUNDING A multi-year lease or lease/purchase arrangement (if requested by the specifications), or any contract continuing as a result of an extension option, must include fiscal funding out. If, for any reason, funds are not appropriated to continue the lease or contract, said lease or contract shall become null and void on the last day of the current appropriation of funds. After expiration of the lease, leased equipment shall be removed by the contractor from the using department without penalty of any kind or form to Harris County. All charges and physical activity related to delivery, installation, removal and redelivery shall be the responsibility of the offeror. PRICING Prices for all goods and/or services shall be negotiated to a firm amount for the duration of this contract or as agreed to in terms of time frame. All prices must be written in ink or typewritten. SILENCE OF SPECIFICATIONS The apparent silence of specifications as to any detail, or the apparent omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practice is to prevail and that only material and workmanship of the finest quality are to be used. All interpretations of specifications shall be made on the basis of this statement. The items furnished under this contract shall be new, unused of the latest product in production to commercial trade and shall be of the highest quality as to materials used and workmanship. Manufacturer furnishing these items shall be experienced in design and construction of such items and shall be an established supplier of the item proposed. SUPPLEMENTAL MATERIALS Offerors are responsible for including all pertinent product data in the returned proposal package. Literature, brochures, data sheets, specification information, completed forms requested as part of the proposal package and any other facts which may affect the evaluation and subsequent contract award should be included. Materials such as legal documents and contractual agreements, which the offeror wishes to include as a condition of the proposal, must also be in the returned proposal package. Failure to include all necessary and proper supplemental materials may be cause to reject the entire proposal. MATERIAL SAFETY DATA SHEETS Under the "Hazardous Communication Act", commonly known as the "Texas Right To Know Act", a offeror must provide to the County with each delivery, material safety data sheets which are applicable to hazardous substances defined in the Act. Failure of the offeror to furnish this documentation will be cause to reject any bid applying thereto. Page 4 of 48 RFPsecurity3 EVALUATION Evaluation shall be used as a determinant as to which proposed items or services are the most efficient and/or most economical for the County. It shall be based on all factors which have a bearing on price and performance of the items in the user environment. All proposals are subject to negotiations by the Purchasing Department and other appropriate departments, with recommendation to Commissioners Court. Compliance with all requirements, delivery and needs of the using department are considerations in evaluating proposals. Pricing is NOT the only criteria for making a recommendation. A preliminary evaluation by Harris County will be held and appropriate proposals will be subjected to the negotiating process. Upon completion of the negotiations, Harris County will make an award. All proposals that have been submitted shall be available and open for public inspection after the contract is awarded except for trade secrets or confidential information contained in the proposals and identified as such. INSPECTIONS Harris County reserves the right to inspect any item(s) or service location for compliance with specifications and requirements and needs of the using department. If an offeror cannot furnish a sample of a proposed item, where applicable, for review, or fails to satisfactorily show an ability to perform, the County can reject the offer as inadequate. TESTING Harris County reserves the right to test equipment, supplies, material and goods proposed for quality, compliance with specifications and ability to meet the needs of the user. Demonstration units must be available for review. Should the goods or services fail to meet requirements and/or be unavailable for evaluation, the offer is subject to rejection. DISQUALIFICATION OF OFFEROR Upon signing this proposal document, an offeror offering to sell supplies, materials, services, or equipment to Harris County certifies that the offeror has not violated the antitrust laws of this state codified in Section 15.01, et seq., Business & Commerce Code, or the federal antitrust laws, and has not communicated directly or indirectly the offer made to any competitor or any other person engaged in such line of business. Any or all proposals may be rejected if the County believes that collusion exists among the offerors. Proposals in which the prices are obviously unbalanced may be rejected. If multiple proposals are submitted by an offeror and after the proposals are opened, one of the proposals is withdrawn, the result will be that all of the proposals submitted by that offeror will be withdrawn, however, nothing herein prohibits a vendor from submitting multiple offers for different products or services. AWARD Harris County reserves the right to award this contract on the basis of LOWEST AND BEST OFFER in accordance with the laws of the State of Texas, to waive any formality or irregularity, to make awards to more than one offeror, to reject any or all proposals. In the event the lowest dollar offeror meeting specifications is not awarded a contract, the offeror may appear before the Commissioners Court and present evidence concerning his responsibility. ASSIGNMENT The successful offeror may not assign, sell or otherwise transfer this contract without written permission of Harris County Commissioners Court. TERM CONTRACTS If the contract is intended to cover a specific time period, the term will be given in the specifications under SCOPE. MAINTENANCE Maintenance required for equipment proposed should be available in Harris County by a manufacturer authorized maintenance facility. Costs for this service shall be shown on the Pricing/Delivery Information. If Harris County opts to include maintenance, it shall be so stated in the purchase order and said cost will be included. Service will commence only upon expiration of applicable warranties and should be priced accordingly. Page 5 of 48 RFPsecurity3 CONTRACT OBLIGATION Harris County Commissioners Court must award the contract and the County Judge or other person authorized by the Harris County Commissioners Court must sign the contract before it becomes binding on Harris County or the offeror. Department heads are NOT authorized to sign agreements for Harris County. Binding agreements shall remain in effect until all products and/or services covered by this purchase have been satisfactorily delivered and accepted. TITLE TRANSFER Title and Risk of Loss of goods shall not pass to Harris County until Harris County actually receives and takes possession of the goods at the point or points of delivery. Receiving times may vary with the using department. Generally, deliveries may be made between 8:30 a.m. and 4:00 p.m., Monday through Friday. Offerors are advised to consult the using department for instructions. The place of delivery shall be shown under the "Special Requirements/Instructions" section of this proposal and/or on the Purchase Order as a "Deliver To:" address. WARRANTIES Offerors shall furnish all data pertinent to warranties or guarantees which may apply to items in the proposal. Offerors may not limit or exclude any implied warranties. Offeror warrants that product sold to the County shall conform to the standards established by the U.S. Department of Labor under the Occupational Safety and Health Act of 1970. In the event product does not conform to OSHA Standards, where applicable, Harris County may return the product for correction or replacement at the offeror's expense. If offeror fails to make the appropriate correction within a reasonable time, Harris County may correct at the offeror's expense. PURCHASE ORDER AND DELIVERY The successful offeror shall not deliver products or provide services without a Harris County Purchase Order, signed by an authorized agent of the Harris County Purchasing Department. The fastest, most reasonable delivery time shall be indicated by the offeror in the proper place on the proposal document. Any special information concerning delivery should also be included, on a separate sheet, if necessary. All items shall be shipped F.O.B. INSIDE DELIVERY unless otherwise stated in the specifications. This shall be understood to include bringing merchandise to the appropriate room or place designated by the using department. Every tender or delivery of goods must fully comply with all provisions of these requirements and the specifications including time, delivery and quality. Nonconformance shall constitute a breach which must be rectified prior to expiration of the time for performance. Failure to rectify within the performance period will be considered cause to reject future deliveries and cancellation of the contract by Harris County without prejudice to other remedies provided by law. Where delivery times are critical, Harris County reserves the right to award accordingly. CONTRACT RENEWALS Renewals may be made ONLY by written agreement between Harris County and the offeror. Any price escalations are limited to those stated by the offeror in the original proposal. INVOICES AND PAYMENTS Offerors shall submit invoices in duplicate on each purchase order or purchase release after each delivery, indicating the purchase order number. Invoices must be itemized. Any invoice which cannot be verified by the contract price and/or is otherwise incorrect, will be returned to the offeror for correction. Under term contracts, when multiple deliveries and/or services are required, the offeror may invoice following each delivery and the County will pay on invoice. Contracts providing for a monthly charge will be billed and paid on a monthly basis only. TERMINATION Harris County reserves the right to terminate the contract for default if Seller breaches any of the terms therein, including warranties of offeror or if the offeror becomes insolvent or commits acts of bankruptcy. Such right of termination is in addition to and not in lieu of any other remedies which Harris County may have in law or equity. Default may be construed as, but not limited to, failure to deliver the proper goods and/or services within the proper amount of time, and/or to properly perform any and all services required to Harris County's satisfaction and/or to meet all other obligations and requirements. Contracts may be terminated without cause upon thirty (30) days written notice to either party unless otherwise specified. Page 6 of 48 RFPsecurity3 RECYCLED MATERIALS Harris County encourages the use of products made of recycled materials and shall give preference in purchasing to products made of recycled materials if the products meet applicable specifications as to quantity and quality. Harris County will be the sole judge in determining product preference application. SCANNED OR RE-TYPED RESPONSE If in its response, offeror either electronically scans, re-types, or in some way reproduces the County's published proposal package, then in the event of any conflict between the terms and provisions of the County's published proposal package, or any portion thereof, and the terms and provisions of the response made by offeror, the County's proposal package as published shall control. Furthermore, if an alteration of any kind to the County's published proposal package is only discovered after the contract is executed and is or is not being performed, the contract is subject to immediate cancellation. FLOPPY DISK If offeror obtained the specifications on a floppy disk in order to prepare a response, the proposal must be submitted in hard copy according to the instructions contained in this Request-for-Proposals package. If, in its response, offeror makes any changes whatsoever to the County's published specifications, the County's specifications as published shall control. Furthermore, if an alteration of any kind to the County's published specifications is only discovered after the contract is executed and is or is not being performed, the contract is subject to immediate cancellation. Page 7 of 48 RFPsecurity3 4. SPECIAL REQUIREMENTS/INSTRUCTIONS A. INSTRUCTIONS 1. Nature of Request For Proposal (RFP) This is an Alternative Competitive Proposal and as such is governed by the procedures as contained in the Texas Local Government Code § 262.030. Therefore, award of contract(s) shall be made to the responsible offeror(s) whose proposal are determined to be the lowest evaluated offer(s) resulting from negotiation, taking into consideration the relative importance of price and the other evaluation factors as set forth below. Discussions may be conducted with responsible offerors who submit proposals reasonably susceptible of being selected for award. Offerors will be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals, and revisions may be permitted after submission and before award for the purpose of obtaining best and final offers. Proposals shall be opened so as to avoid disclosure of contents to competing offerors and be kept secret during the process of negotiation. Except for trade secrets and confidential information contained in the proposals, and identified as such, all proposals that are submitted shall be available and open for public inspection after the contract(s) is awarded. 2. Evaluation/Selection The following considerations will be utilized accordingly in evaluating the proposals: a. Price 50% b. Qualifications/experience 30% c. Financial Stability 20% Attachment i., Questionnaire, requests certain information about the offeror and will be used in the evaluation process. Answers should be as thorough and definitive as possible and include all pertinent data. Offeror should include in Section VII of the submitted proposal any literature, brochures, and other information as considered appropriate. Please see explanation in Part B of this Section, Proposal Requirements, Section VII. In addition to any rights or remedies detailed in the General Requirements of this RFP, authorized representatives of Harris County may contact any proposer, company, or individual at any time during the proposal process in order to clarify, verify, or request information, or to negotiate regarding the contents of any proposal. Harris County also reserves the right to visit any offeror’s site at any time during the proposal process for the purposes of evaluating components of the proposal. Harris County does not accept any financial responsibility incurred by any proposer in responding to this RFP. In addition, Harris County reserves the right to accept or reject any or all proposals, or waive any and all formalities not considered advantageous to Harris County. Recognizing there are important considerations involved other than price, Harris County may not necessarily award to the apparent low proposer. 3. Performance Bond A 100% performance bond in the total amount of the proposal is required within ten (10) working days from the date of receipt of written notification of award from Harris County. See attachments b. and c. to this RFP. Page 8 of 48 RFPsecurity3 4. Changes to Contract Due to the nature and scope of the work required, it may be necessary to increase, decrease, or otherwise modify the scope of the effort or terms of the agreement. Therefore, Harris County may, from time to time, request revisions in order to adjust to its requirements. All modifications require approval by Harris County Commissioners Court. 5. Termination of Agreement In addition to any rights and remedies detailed in the General Requirements of this RFP, Harris County reserves the right to terminate any agreement based upon failure to comply with usual and customary practices of the industry, breach of any laws, rules or regulations, or failure to significantly comply or meet the performance expectations as established in a subsequent contract, if any, between Harris County and an offeror. 6. Invoicing Original copies of invoices are to be sent to the: Harris County Auditor's Office, 1001 Preston, Suite 800, Houston, TX 77002. All costs of services must be itemized when invoiced. Billed rates and charges must be total and final. Additional charges of any kind must be identified by both item and attendant cost or forfeit the right to payment. Neither signed receipts nor payments shall be construed as a release of any claim for damages or overpayment. B. PROPOSAL REQUIREMENTS Carefully read all components of this RFP as listed in the Table of Contents. Include with your proposal all required forms, completed and signed as necessary. Submit your proposal in the envelope provided, or one of comparable size, clearly indicating on the outside: the Job Number, Job Description, and "SEALED PROPOSAL". Clearly identify and address each requirement as specifically as possible, in ink or typewritten. Use additional pages, if necessary, maintaining proper identification of items. Proposals shall be firm and effective for ninety (90) days after date of submission. Withdrawal of offer after receipt by the Harris County may be considered a breach of contract. Each proposal must be submitted in duplicate and include the required items and information in Sections I. through X., as detailed below: Section I. Proposal Sheet & Executive Summary The offeror must complete and include as the first page of Section I of the submitted proposal the first page of this RFP, the Proposal Sheet. The authorizing signature indicates the proposer's desire to provide the products/services as submitted in the applicable proposal. In addition, the proposer must include with the Proposal Sheet an Executive Summary of the proposal, asserting that all requirements of this RFP have been met. Not to exceed three (3) pages, the executive summary should represent a full and concise summary of the contents of the proposal, identifying any services proposed beyond those specifically requested. However, failure to provide the services specifically required may result in disqualification of the proposal. Section II: Questionnaire Each offeror must complete Attachment i., Questionnaire, to this RFP and include it in Section II of the submitted proposal. Section III: References Each proposer must complete the Attachment h., References, to this RFP and include it in Section III of the submitted proposal. Page 9 of 48 RFPsecurity3 Section IV: Residence Certification Each proposer must complete in ink the Attachment a., Residence Certification, to this RFP and include it in Section IV of the submitted proposal. Section V: Scope and Level/Schedule of Service and Pricing Each proposer should include in Section V of the offer a detailed explanation of their intention and ability to satisfy the personnel requirements of this RFP, as described in Section 5., Specifications. Other services offered, if any, may also be expanded in this section. In addition, each proposer should include in this of the offer the Price/Delivery Sheets as provided in Section 6 of this RFP, completed as required. Section VI: Organization Each proposer should include in Section VI of the submitted proposal an organizational chart identifying the management team to provide the services offered in this proposal, indicating lines of authority, names, titles, and functions of the individuals assigned. List the qualifications of each of these employees, including certifications and number of years experience in similar programs. Expand on any special attributes, characteristics, skills, etc., that would explain why these employees are qualified for this program. Brief resumes of key staff and supervisory personnel shall also be furnished in this section. Section VII: Proof of Insurance Each proposer should include in Section VII of the offer current and valid proofs of the insurance, for example, insurance certificates, required by Attachments e., Minimum Insurance Requirement Coverage, and f., Workers Compensation Insurance Coverage (Rule 110.110) to this RFP. Section VIII: Special Requirements In order to fully evaluate each proposer’s capability in meeting Harris County’s security equipment requirements, complete and return as Section VIII of the submitted proposal, attachment m., Specifications for X-ray Screening Equipment, of this RFP. In addition, the following information regarding all equipment proposed to satisfy the equipment requirements of this RFP, as described in Section 5., Specifications, of this RFP, should be included in Section VIII of the submitted proposal: a. photographs, drawings or catalog references to illustrate required security equipment, b. a full description of the manufacturer’s warranty, and any other warranties, that apply to the security equipment, c. copy of any appropriate company brochures, product guides, etc. that would further assist in understanding the capability of the proposer and/or manufacturer. Section IX: Certifications Each proposer must include in Section IX of the submitted proposal the certifications as described in, and required by, the Section 5., Specifications, Contractor Qualifications, of this RFP. Section X: Contact Information Each proposer must include in Section X of the submitted proposal the identity(ies) and telephone number(s) of a representative(s) that can be reached for the purpose of clarifying, verifying, and/or negotiating the contents of the submitted proposal, as well as supplying additional information, as requested. 5. SPECIFICATIONS SCOPE It is the intention of this Request For Proposal (RFP) for Harris County to contract for the provision of a complete security program for various buildings within Harris County, including courthouse buildings. The security program will include furnishing, installing, maintaining, and operating electronic security screening devices such as x-ray screening equipment, walk through metal detectors, hand-held metal Page 10 of 48 RFPsecurity3 detectors, and other equipment as necessary to establish and maintain a safe and secure environment within the designated facilities. In addition, the contractor will be completely responsible for recruiting, hiring, training, and providing all necessary personnel to operate the equipment and maintain the required security standards within the designated facilities. A pre-proposal conference is scheduled for November 4, 1996, beginning at 10:00 a.m. in the conference room of the Office of the Purchasing Agent, 1001 Preston, Suite #670, Houston, TX. Attendance is mandatory. Persons with disabilities requiring special accommodations, please contact the Office of the Purchasing Agent at (713) 755-5036 at least two (2) days prior to the conference. For information regarding the proposal process, contact Robert Vukusich, Office of the Purchasing Agent, (713) 755-6803, or, for technical information concerning the products and/or services described in this RFP, contact Mr. Bill Hall, Harris County Facilities and Property Management Department, (713) 755- 5091. DESCRIPTION A. Task It is the intent of Harris County to provide a secure environment for its employees and the public within the facilities described herein. For proposal purposes, the locations requiring security are listed as attachment k. of this RFP, and may be revised from time to time after award of contract. Specifically in regards to the Harris County Courthouses, an environment must be maintained in order for the Officers of the Court and those persons having business before the Court may act in an uninhibited manner, with no fear of intimidation of threats. Some facilities may require manpower only, others may require both manpower and equipment. Service to each facility will be based on a predetermined criteria, and increases or decreases to those security requirements will be effective only after at least a 30 day prior notice. In the exercise of his responsibilities, the contractor must observe and comply with all applicable Federal, State, Local, and Municipal rules, regulations, and laws. Where security equipment is a requirement to establish and maintain a secure environment, the contractor must furnish, deliver, install, maintain, and operate the necessary security equipment for the purposes of screening all employees, contractors, visitors and guests for guns, knives, other weapons, or items that could be used as weapons, etc., in an efficient and timely manner. Persons exempted from the screening requirement, if any, will be specifically identified to the contractor in advance. Where manpower is a requirement to establish and maintain a secure environment, the contractor must recruit, hire, train, and provide qualified, uniformed security guards, fully equipped and able to perform the assigned duties and fulfill the assigned responsibilities in accordance with the requirements detailed herein. It is the responsibility of the contractor to ensure that all personnel are professional, neat and clean in appearance and properly uniformed, including belts and shoes which are suitable for the functions performed. In addition, the contractor must maintain resumes and personnel records on each employee which identify individual performance, application and supplemental data, background investigation information, training records, a photograph and one (1) set of fingerprints. All data must be available for review by Harris County upon request. Training of security personnel is the sole responsibility of the contractor. Contractor must provide on-going training programs for the facility supervisor, shift supervisors and safety officers. Harris County shall provide no training nor shall Harris County accept any invoices for training contractor's employees in order to be able to fulfill the requirements of this specification. Harris County reserves the right to verify that Page 11 of 48 RFPsecurity3 training requirements under this contract have been met. Failure of the contractor to provide properly trained employees will be cause to reject the bid and/or cancel this contract. Though all persons shall be and remain employees of the contractor, at the request of Harris County, the contractor must remove any of its employees deemed unfit to perform the assigned tasks. Such a decision by Harris County is final and conclusive, and removed employees shall not be reassigned or employed to perform at any other Harris County operated or controlled facility without specific approval of the Harris County Facilities and Property Management Department. In addition, no contractor personnel will possess a firearm or other weapon while on duty on County facilities, except by written direction of the Harris County. In addition to the above responsibilities and duties, the contractor shall: a) designate a management-level employee to act as liaison, representing the contractor in maintaining contact between the contractor and Harris County, and generally manage and service Harris County facilities on a regular and recurring basis within the context of this specification, b) furnish all materials and supplies necessary for the performance and administration of services provided, c) furnish, regardless of weather, strikes, threatened strikes, etc., trained, qualified personnel sufficient to provide service as required by Harris County, to include, but not limited to (from time to time, specific needs for service by post may be required in addition to all other requirements listed below): 1. Site surveillance 2. Access control of persons and property 3. Administering Harris County security procedures 4. Identifying and reporting violations 5. Securing found property 6. Maintaining a file for security related documents 7. Assisting in emergency situations 8. Identification and removal of trespassers 9. Challenging persons involved in suspicious activity d) maintain attention to duty, including but not limited to, the following: 1. Greeting employees and visitors in a cheerful manner. 2. Timely responding to security matters. 3. Timely submitting legible reports. 4. Maintaining accurate, legible logs. 5. Properly operating County security equipment. 6. Conforming to discipline, e) exercise diligence in protecting all persons and property within the boundaries of Harris County's facilities, f) identify and recommend new and revised security procedures, Page 12 of 48 RFPsecurity3 g) review and maintain complete and accurate security force records and reports, ensuring proper dissemination of appropriate data, h) maintain discipline, superior appearance, professional demeanor, integrity and attention to duty among its personnel. (Security personnel must receive appropriate, professional supervision and guidance from management consisting of, but not limited to, a minimum of two inspections per week of the facility to determine that all employees of the contractor are performing as required.), i) insure that contractor personnel adhere to and enforce Harris County's security policies, procedures and orders, including as outlined in attachment j. to this RFP, Harris County Building Security Regulations, j) supply Harris County with a current and updated list of names and telephone numbers of contractor management personnel who can be contacted at any time to respond to Harris County needs, k) furnish a copy of written Post Orders to Harris County Facility and Property Management Department, Security Supervisor, and to each post within fifteen (15) days after effective date of the purchase order. B. Supervisory Personnel Responsibilities: The contractor’s senior on-site representative, the Facility Supervisor, shall be responsible for, but not limited to: a) supervising overall administration of all required security services, including the Shift Supervisor(s), b) acting as liaison between the Harris County’s designated security supervisor's office and the contractor’s security force, as well as between the contractor's management staff and the security force, c) prepare and/or review all reports to the Harris County, the security force, and contractor's management staff, d) responding to the needs of Harris County, including all emergency situations, e) insuring overall compliance of security services with contract. The contractor’s Shift Supervisor shall be responsible for, but not limited to: a) all service activities at all locations during their particular shift, b) distributing supervisory time to each facility to insure excellent security at each site, c) responding to fire alarms, d) patrolling unguarded site due to a special security concern, e) checking closed circuit TV or alarm equipment, f) verifying contractor personnel are present and attentive to duty. c. Post Orders: The contractor must prepare and distribute all Post Orders after the orders have been approved by Harris County. Post Orders shall be distributed in three (3) ring binders with labeled tabs dividing the sections. Page 13 of 48 RFPsecurity3 Binders shall be labeled with the name of the site. Revisions (or new orders) are to be submitted to Harris County by the Facility or Shift Supervisor(s) before close of business every Monday, excluding temporary orders (those applicable less than 15 days.) Post Orders for each site must be distributed accordingly: a) one (1) to each supervisor; b) one (1) to Facility Supervisor; c) one (1) to Harris County Security Supervisor; d) one (1) to Harris County Facility and Property Management Department. Post Orders must adhere to the following format: Table of Contents a) Section 1: General Orders - this section to convey contractor’s rules and requirements, b) Section 2: Shift 1 Post Orders - chronological listing of duties for each post between 6:00 a.m. and 2:00 p.m., c) Section 3: Shift 2 Post Orders - chronological listing of duties for each post between 2:00 p.m. and 10:00 p.m., d) Section 4: Shift 3 Post Orders - chronological listing of duties for each post between 10:00 p.m. and 6:00 a.m., e) Section 5: Summary of Duties - chronological listing of duties for weekdays, weekends and holidays. f) Section 6: Routine Procedures - instructions on how to perform routine duties listed in Sections 2 through 4, g) Section 7: Emergency Procedures - instruction on what to do during emergencies such as fire, medical emergencies, robberies, burglaries, storms, and electrical outages, h) Section 8: Security Forms - examples of forms required to perform job and instructions on how to complete forms. CONTRACTOR QUALIFICATIONS: Contractor and/or his representative(s) shall have been in the contract security service business in Houston for no less than three (3) consecutive years having held a Class B or Class C license from the State Board of Private Investigators during the same period. This license shall be in accordance with the Private Investigators and Private Security Agencies Act (Article 4413 29bb), Vernon's Annotated Civil Statutes, as amended. A copy of all licenses and certifications must be included in Section IX of the submitted offer. During the term of the contract, the contractor must maintain an office in Houston with a designated management representative as well as a local senior operations manager. The manager shall have been employed in the private security business for no less than three (3) consecutive years, and the office must be sufficiently staffed to provide administrative, operational and logistical support in order to generate billing and payroll. In addition, the office must maintain a central communications dispatching capability, Page 14 of 48 RFPsecurity3 operated by contractor's unallocated personnel on a twenty-four (24) hour per day, seven (7) days per week basis. Local operational records of the contractor, including but not limited to weekly schedules by Harris County location, payroll records by employee working at any Harris County location, and invoices by billing period by Harris County facility, shall be maintained and available to Harris County upon request. Harris County reserves the right to require an audit of contractor's records to verify invoices to Harris County. EMPLOYEES OF CONTRACTOR A. QUALIFICATIONS All contractor's personnel working at a Harris County facility must, prior to assignment, meet the following minimum qualifications: 1. have undergone a comprehensive pre-employment check by the contractor to determine suitability of employment. These records must be maintained by contractor, available for review by Harris County upon request, and include the following: a. five (5) year employment background, b. qualifications for job, c. examination to determine integrity and veracity of personal data (polygraph or comparable), d. fingerprinting, e. bonded and insured, f. drug testing. 2. have been given a polygraph examination or equivalent as part of the interview evaluation process to determine acceptability as an employee, 3. be a citizen of the United States, at least twenty-one (21) years of age with a valid Texas Drivers License, 4. be in good and sufficient health to perform all duties connected with their assignment, 5. have no felony convictions or any crime involving moral turpitude, 6. be registered by the Texas Board of Private Investigators and Private Security Agencies, 7. have a high school diploma or G.E.D. equivalent, 8. be able to read, speak distinctly, and understand regulations, written orders, instructions and other materials encountered in the performance of duties, capable of composing understandable, written reports which convey proper and complete information, and verbally communicate ideas and functions within normally accepted parameters, Page 15 of 48 RFPsecurity3 9. have been personally interviewed by a member(s) of the contractor's management who has checked applicant's qualifications and fitness for the jobs. In addition to the above, those holding security positions must have been previously employed as a private security officer, law enforcement officer or military police officer for a period of at least one (1) year prior to assignment to Harris County. Shift Supervisors must have been previously employed as a private security officer, law enforcement officer or military police officer for a period of at least two (2) years prior to assignment to the County. Facility Supervisors must have been previously employed within the private security sector, law enforcement or military police for a period of at least three (3) years prior to assignment to Harris County. In addition to the above minimum requirements, all persons performing screening functions must be capable and do so in such a manner as to ensure effective, courteous screening. All screening personnel operating x-ray systems must have been given a physical examination without cost to Harris County prior to assignment and possess sufficient eyesight proficiency to perform required x-ray operator duties. All screening personnel must be well proportioned as to height and weight, be in good health without physical defects or abnormalities which would interfere with the performance of duties, possess binocular vision correctable to 20/30 (snellen), be free of color blindness, and be capable of hearing ordinary conversation at fifteen (15) feet with either ear and without benefit of a hearing aid. Further, all supervisory personnel assigned to the Harris County must be thoroughly familiar with weapon screening and other screening- related activities at each location. Current and accurate training records shall be maintained for each screening employee, reflecting the date and type of training received. The records shall be made available to Harris County upon request and shall be maintained for a period of at least 90 days following termination of the employee. B. TRAINING Training is the sole responsibility of the contractor to and for the contractor’s employees. Harris County shall provide no training, nor shall Harris County be billed for training to develop contractor’s employees to acceptable work standards. Training may be verified by Harris County at any time, and failure of the contractor to provide properly trained employees will be cause for cancellation of contract. Ongoing training, on-site by supervisory staff personnel shall be provided as well as an on-site training refresher course, in accordance with agreed upon standards for each individual position. All contractor's personnel working at a Harris County facility must, prior to assignment, have had the following minimum training: 1. Classroom a) Security officer job description (duties and functions) b) Client general requirements c) Human relationships oriented to motivating those who do not want to respond to inquiry, dealing with difficult or chaotic situations, unruly persons and/or troublemakers d) Legal limitations e) Report writing f) Public relations (general) g) Patrolling Page 16 of 48 RFPsecurity3 h) Disturbance calls and answering felony control measures i) Fire prevention and fire fighting control measures j) Radio procedures (Harris County) k) Multimedia first aid certification l) CPR certification 2. On-Site - an initial eight (8) hours on-site (OJT), to include, but not limited to: a) Site familiarization b) Operational procedures c) Duties and responsibilities d) Alarm systems e) Video equipment f) Communications equipment g) Access control monitors and procedures h) Communication procedures i) Written report procedures j) Emergency procedures All persons performing weapon screening functions shall be trained in proper screening techniques, physical inspection, use of metal detectors, and use of x-ray systems. In addition to the primary security objectives, the training shall emphasize the need for courteous, cautious, and efficient application of screening procedures. The training should be presented in a formal manner with ample opportunity for questions and answers. Local law enforcement officers performing the support function at the Harris County Courthouses should be considered for invitation to attend the training classes. The training program is described below, and, with written notification to Harris County, may include additional related security material. 1. Initial Training: The Contractor shall assure that no persons perform any screening function that requires the exercise of independent judgments regarding persons or property having access to the area beyond the screening point unless the person has: a. Received a presentation covering the purpose and seriousness of the screening function with emphasis on special screening situations and screening equipment operation. Further, the presentation shall include weapons and dangerous devices guidelines, x-ray screening guidelines, physical inspection guidelines and training guidelines, b. Viewed the FAA Air Carrier Preboard Screening Procedures audiovisual program entitled "Safety Through Screening" (or comparable program approved by FAA or U.S. Marshals Service), c. For those personnel assigned to E-scan type x-ray equipment, a viewing of the "E-scan Small Parcel Inspection" video and corresponding tests, or as is appropriate for the equipment provided, d. Detected all FAA/County-approved types of test objects under realistic conditions. Page 17 of 48 RFPsecurity3 2. Recurrent Training: All screening personnel shall be given recurrent training at least annually to include: a. A summary presentation and discussion of the material described in 1.a., above to include a review to ensure that each screener is familiar with all material. b. A viewing of presentation of the material described in 1.b., or a comparable summary of screening duties, and c. A viewing of presentation of the material described in 1.c., and the completion of corresponding tests. 3. On The Job Training. The contractor shall have a formal on-the-job (OJT) training program. The program shall call for: a. All new-hires shall initially be assigned to work under experienced supervision, or with the close assistance of more experienced personnel for a period of forty (40) hours. During this initial OJT period and prior to the screener making independent judgments regarding the persons or property having access to the area beyond the screening checkpoint, the Contractor shall test the new-hire using the FAA/Harris County-approved test objects. b. Contractor's supervisory personnel observing and checking frequently the performance of screening personnel, paying particular attention to newly hired personnel, to assure each knows and understands the job requirements and procedures and to provide instruction and practical guidance to them as appropriate, and when deemed appropriate annotating the employee's training records with significant observations made and deficiencies noted. 4. Contractor Testing: In order to provide the required high level of assurance that adequate protection is being provided to the employees and general public at the Harris County facilities, the effectiveness of x-ray operators and other screening personnel must be tested. Accordingly, the contractor shall conduct a series of recurring tests of screeners as described below, 1. Recurrent Training. Where a screener fails to detect FAA/Harris County approved test object pursuant to the conduct of a test described below, the contractor shall repeat the procedure as appropriate, counsel the screener regarding proper screening procedures and take corrective action as needed. Certification of completion of test together with the results and corrective actions planned or taken will be retained in the personnel folder of each screener through the period of the person's employment and for 90 days thereafter for inspection by Harris County. 1. Recurrent Training. The contractor shall test each screener semiannual. Tests shall be conducted so that each screener shall be tested performing different screening functions (metal detector, x-ray, physical search) and to assure rotation of FAA/Harris County- approved test objects so that all screeners will be exposed to all different types of test objects including handguns, knives, pipe bombs, hand grenades, and dynamite bombs, e.g., each screener will be subjected to one test using one test object at least every six (6) months. Such testing of the screener's performance shall be without notice utilizing FAA/Harris County-approved test objects. The following procedures shall be used for such tests: Page 18 of 48 RFPsecurity3 a. Place approved test object in the small of the back (under the belt) or otherwise secret the test object in other positions (in coat pocket, strapped to let, etc.) and proceed through the walk through metal detector in the direction of normal public flow. In the case of an alarm, the tester will determine if the screener identifies the test object by the use of hand-held metal detector, physical search, or otherwise does not identify the object. In the case of no alarm, the person conducting the test shall contact Harris County or other responsible contractor personnel and assure that the walk through metal detector is operating correctly. b. Randomly place the test object in a parcel with two or three other items such as a book, calculator, pen, etc. The tester should not try to hide the test object and should not place other metal objects in the parcel. The parcel should then be placed on the x-ray system's conveyor belt in a normal fashion. The tester will then determine whether or not the screener detected the test object and took appropriate action. 5. Harris County Testing: In order to ensure that adequate protection is being provided to the employees and general public entering Harris County facilities, Harris County will conduct tests of screeners. Harris County tests will be conducted by a mutually agreed upon employee of Harris County and will be done so with the consent of the contractor's supervisory personnel at a specified time and date. However, the contractor's screening personnel will not be advised of any Harris County test assuring that the test will be completely unannounced. Each test is conducted so that the following screening methods are examined: metal detectors (walk through metal detectors and hand-held), x-ray screening systems, and physical searches. The test objects will be used in rotation to ensure that screeners are tested on all objects. The Harris County tester shall adhere to the above paragraph, 1. Recurrent Training, when testing contractor's screening personnel. C. COMPENSATION AND BENEFITS Regarding compensation, regular as well as overtime, benefits, and all other personnel recruiting and employment practices, the contractor must comply with all Federal, State, and Local laws and regulations, including, but not limited to, the Fair Labor Standards Act (FLSA), the Americans With Disabilities Act (ADA), and the Drug Free Workplace Act. However, the contractor’s employment practices, including compensation and benefits, should be designed to attract and retain quality personnel, minimizing turnover, and motivating personnel to perform at or above the level required. For planning purposes, Harris County observes ten (10) regularly scheduled holidays per year as listed: 1. New Year's Day 6. Labor Day 2. Martin Luther King’s Birthday 7. Thanksgiving Day 3. Good Friday 8. Friday after Thanksgiving 4. Memorial Day 9. Christmas Day 5. Independence Day 10. Day after Christmas Page 19 of 48 RFPsecurity3 D. UNIFORMS Each person assigned to a security position in a Harris County building shall report for work in a clean, Harris County approved uniform and shall strive to maintain exemplary appearance. Harris County has designed a uniform which will provide the high visibility required. The quality and quantity of uniforms, as established below, is to insure that security personnel assigned to Harris County facilities will always reflect the professional image required by Harris County. Uniforms shall be provided at no direct cost to Harris County or the employee. Contractor should consider the costs of providing the following uniform items to each employee when submitting their proposals. 1. Two (2) blazers (contractor's standard color) 2. Six (6) white dress shirts 3. Three (3) pair trousers (contractor's standard color) 4. Two (2) ties -- with stripe 5. One (1) black belt 6. One (1) set of rain gear (as needed for outside posts) Contractor shall require its personnel assigned to County facilities to: 1. Wear highly polished, round toe, military style, black shoes 2. Wear black socks 3. Have operable wrist watch or pocket watch 4. Have operable flashlight (3 cell or stronger beam) if required to perform assigned duty 5. Have ball-point pen (black or blue ink) In addition, each employee working at a screening checkpoint where x-ray is used must wear an individual personnel dosimeter. Each dosimeter shall be evaluated at the end of each calendar month. A record of operator duty time and the results of dosimeter evaluations shall be maintained by the contractor. These records will be made available to the Harris County upon request. E. LABOR REQUIREMENTS - for purposes of pricing this RFP, contractor should refer to the suggested labor requirements as provided in attachment k., LABOR REQUIREMENTS. EQUIPMENT - Contractor shall furnish, install, operate, and maintain all necessary security equipment in fulfillment of the requirements of this RFP. Further, at no additional cost to Harris County, the contractor, in consultation with the manufacturer of the equipment, shall continually improve, upgrade, and enhance the existing equipment in order to remain current with technological changes in the industry. A. DESCRIPTION 1. X-RAY SCREENING EQUIPMENT The contractor shall furnish all materials for a microprocessor controlled Metal/Weapon Detection system which is designed to detect passing electrically conductive metal objects of various sizes by means of a periodically pulsed magnetic field producing transient eddy currents in the metal objects Page 20 of 48 RFPsecurity3 being detected. No manual or automatic balancing shall be required which will ensure a minimum personnel throughput rate of fifty (50) persons per minute. Advanced processor controlled signal processing shall be used in order to achieve the highest possible discrimination and sensitivity in sites having potential problems with environmental, electrical and mechanical noise sources. The X-ray screening system for access control at any applicable Harris County facility shall be conveyorized, with color defining the difference between organic and inorganic material (to aid in explosive detectors). Conveyor ends able to be folded up to facilitate moving of equipment in standard freight elevator and from one location to another. The x-ray system shall be mounted on large roller casters also to aid in easy movement. For purposes of pricing this RFP, offeror should refer to the specification, attachment m, which must be met, or exceeded, regarding the x-ray screening equipment to be supplied by the contractor during the term of the contract. Harris County will be the sole judge as to the acceptability of the equipment proposed. 2. METAL DETECTOR EQUIPMENT: a. walk-through equipment - for purposes of pricing this RFP, offeror should use the specification, attachment n, SPECIFICATIONS FOR METAL DETECTOR EQUIPMENT, which must be met, or approximately met, regarding the walk through metal detector equipment to be supplied by the contractor during the term of the contract, b. hand held equipment - for purposes of pricing this RFP, offeror should include the specifications, regarding the hand held metal detector equipment to be supplied by the contractor during the term of the contract. B. TESTING For each detection device used by the contractor, an initial test will be conducted by Harris County to establish the minimum setting at which the device shall be operated. To assure there is no undetected deterioration in the effectiveness of the device, an operational test will be conducted by the contractor each time the machine is put into service. Results of operational tests for each detection device shall be recorded and maintained for at least 30 days. The operational tests conducted by the contractor are outlined below. 1. X-Ray Inspection Systems Testing: At least once each day x-ray systems used for inspecting parcels entering a Harris County building shall be tested to ascertain that the device is operating at an effective level. This test shall be accomplished using the Test Step Wedge (provided by Harris County) specified in ASTM standard F792-82 prior to using the x-ray system. The x-ray system must distinguish 24-gauge wire under the 5th step using the Test Step Wedge. The contractor shall report any failure immediately to Harris County for corrective action. 2. Walk Through Metal Detector Testing: This test will be performed daily using an FAA/Harris County-approved test object. The person conducting the test shall divest him/herself of all extraneous metal (rings, wristwatches, coins, etc.) prior to commencing the test. The test object shall be carried in a vertical position at the waist level through the approximate center of the device at a normal walking speed three (3) times in the direction of normal traffic flow. A device which alarms all three times is considered to be in satisfactory operating condition. A device which fails Page 21 of 48 RFPsecurity3 to alarm all three times is not in satisfactory condition and shall not be used until Harris County is informed and corrective action is taken (i.e., sensitivity is adjusted). In no case shall the contractor change the sensitivity without prior approval from an appropriate Harris County representative. 3. Hand-held Metal Detector Testing: At least once each day hand-held metal detectors used for screening shall be tested to ascertain that the device is operating at an effective level. This test shall be accomplished by activating the device and placing it in close proximity (two to four inches) of metal. A properly operating device will indicate the detection of metal by audio alarm as the unit nears the test object. 4. Physical Search of Hand-carried Parcels - Testing: Where physical search of suspicious parcels is conducted, the contractor's supervisory personnel will test the proficiency of the screening personnel of such search by routinely using test objects in hand-carried parcels. WHEN A TEST OBJECT WAS NOT DETECTED DUE TO EQUIPMENT FAILURE, THE CONTRACTOR SHALL IMMEDIATELY NOTIFY HARRIS COUNTY. Page 22 of 48 RFPsecurity3 6. PRICING/DELIVERY INSTRUCTIONS I. Pricing Matrix: Complete the open boxes to the right of the double vertical lines. Quantities are estimates only, Harris County may require more or less. In case of discrepancy between unit and extended pricing, unit pricing governs. Item Description Unit of Qty $/UM Extended Extended Measure $ $/yr (UM) (Qty x $/UM) (Ext $ x 12) 1 Personnel a. Facility Supervisor hours 2600 b. Shift Supervisor hours 6400 c. Security Guard hours 118,320 Subtotal, Item #1 2 Equipment a. X-ray screeners each/mon 11 b. Walk through metal each/mon 11 detectors c. Hand-held metal detectors each/mon 19 Subtotal, Item #2 Grand Total, Subtotals of Items #1 & #2 Pricing Matrix Instructions: 1. For Personnel Requirements: The pricing rates offered per hour for labor must be comprehensive with regard to the specification, including costs for uniforms, contractor management, supervision, communications/dispatch, general and administrative expenses, and overhead expenses, such as office lease, operating costs, taxes, insurance, etc., as well as profit. Harris County will not pay the contractor at a rate greater than the hourly rate specified regardless of any amount paid by the contractor to its employees for overtime, weekends, holidays or any other premium wage consideration. Such premium wage considerations are the sole responsibility of the contractor, as well as any and all such deductions such as Federal withholding, F.I.C.A., unemployment compensation, workers' compensation, insurance, etc. The labor rates per hour will be constant for the first year of the contract. Thereafter, they will be adjusted in accordance with attachment o., CPI Pricing Adjustment. 2. For Equipment Requirements: The pricing rates offered for equipment must be comprehensive with regard to the specification, including costs for furnishing, delivering, installing, operating, and maintaining the equipment. Harris County will not pay the contractor at a rate greater than the rate specified and no adjustments are anticipated during the entire term of the contract including renewal periods, if any. Page 23 of 48 RFPsecurity3 Attachment a. Page 1 of 1 RESIDENCE CERTIFICATION Pursuant to Texas Government Code §2252.001 et seq., as amended, Harris County and Harris County Facilities and Property Management request Residence Certification. §2252.001 et seq. of the Government Code provides some restrictions on the awarding of governmental contracts; pertinent provisions of §2252.001 are stated below: (3) "Nonresident bidder" refers to a person who is not a resident. (4) "Resident bidder" refers to a person whose principal place of business is in this state, including a contractor whose ultimate parent company or majority owner has its principal place of business in this state. I certify that ______________________________________ is a Resident Bidder of Texas as [Company Name] defined in Government Code §2252.001. I certify that ______________________________________ is a Nonresident Bidder as defined [Company Name] in Government Code §2252.001 and our principal place of business is: _________________________________. [City and State] Page 24 of 48 RFPsecurity3 Attachment b. Page 1 of 1 BID GUARANTY AND PERFORMANCE BOND INFORMATION AND REQUIREMENTS A guaranty shall be submitted with each bid that the bidder will execute and furnish a performance bond within ten days after award of the contract and receipt of contract and performance bond forms. Guaranty may be submitted in either of these forms: A. Individual bid bonds payable to Harris County for 5% of the total amount of the offer. B. Bank cashier's check payable to Harris County for 5% of the total amount of each separate offer. If the successful bidder submits a bank cashier's check, as guaranty, Harris County may elect to hold the check until all provisions of the contract have been completed or require the contractor to make a performance bond. Performance bond shall be in a sum equal to the amount of money to be paid by the County under the contract, unless otherwise stated, and shall be executed by a surety company authorized to do business in the State of Texas. The prescribed forms of contract and performance bond are available to the bidder from Harris County and these forms are the only forms Harris County will accept. If the performance bond forms and related documents are not returned to the Harris County Purchasing Department, 1001 Preston Avenue, Suite 670, Houston, Texas 77002 within ten days, Harris County has the right to render the award ineffective. Written verification of the validity of the bond shall be received by the Purchasing Department from the Contractor's Surety before any payments will be made. Page 25 of 48 RFPsecurity3 Attachment c. Page 1 of 1 Bid Check Form All bid checks must be for the required amount and be payable to Harris County. (Do not make check payable to any individual). Bid checks of the three lowest bidders may be retained by the County Clerk until after the award and approval of the contract, payment bond and performance bond. These shall be returned by the County Clerk immediately after the final approval of the contract, performance bond and payment bond. The bid checks for all other bidders shall be returned by the County Clerk at any time within seventy-two (72) hours following the opening of bids. Authorization is granted for Harris County to return bid check without liability of any kind or nature to address listed below, via regular mail if: 1. We are the unsuccessful bidder. 2. Bond posted in lieu of bid check. 3. Upon completion of contract. Bid for: _____________________________________________________________________ Cashier's Check Number _______________________, Drawn on _____________________ Bank of ____________________________________, Dated ______ for $______________. Name:_____________________________________________________________________ Business Address: ___________________________________________________________ Signature:__________________________________________________________________ Mailing Address:____________________________________________________________ City & State: _____________________________________Zip Code: ____________________ Telephone: _____________________ For Use of County Clerk Only: Date Check Mailed: _________________ Ledger Number: ____________________ By: _______________________________ __________________________________ Page 26 of 48 RFPsecurity3 Attachment e. Page 1 of 1 Minimum Insurance Requirements • The contractor shall, at all times during the term of this contract, maintain insurance coverage with not less than the type and requirements shown below. Such insurance is to be provided at the sole cost of the contractor. These requirements do not establish limits of the contractor's liability. • All policies of insurance shall waive all rights of subrogation against the County, its officers, employees and agents. • Upon request, certified copies of original insurance policies shall be furnished to Harris County. • The County shall be named as "additional insured" on the Commercial General Liability Policy. • The County reserves the right to require additional insurance should it be deemed necessary. A. Workers' Compensation (with Waiver of subrogation to Harris County) Employer's Liability (including all states, U.S. Longshoremen, Harbor Workers and other endorsements, if applicable to the Project. B. Commercial General Liability Occurrence Form including, but not limited to, Premises and Operations, Products Liability Broad Form Property Damage, Contractual Liability, Personal and Advertising Injury Liability and where the exposure exists, coverage for watercraft, blasting collapse, and explosions, blowout, cratering and underground damage. C. Automobile Liability Coverage: Statutory, and Bodily Injury by Accident: $100,000 each employee. Bodily Injury by Disease: $500,000 policy limit $100,000 each employee. $300,000 each occurrence Limit Bodily Injury and Property Damage Combined $300,000 Products- Completed Operations Aggregate Limit $500,000 Per Job Aggregate $300,000 Personal and Advertising Injury Limit $300,000 Combined Liability Limits. Bodily Injury and Property Damage Combined. Harris County shall be named as "Additional insured" on Automobile policy. Page 27 of 48 RFPsecurity3 Attachment f. Page 1 of 3 TWCC RULE 110.110 WORKERS' COMPENSATION INSURANCE COVERAGE If this bid/proposal package is for a building or construction contract, all of the provisions of this rule as shown below apply. Since this is a mandatory requirement, cost increases should not be experienced because of the need to comply with the Texas Workers' Compensation Law. For additional information contact the Texas Workers' Compensation Commission, Southfield Building, 400 S. IH-35, Austin, Texas 78704-7491, (512) 440-3618. A. Definitions: Certificate of coverage ("Certificate") - A copy of a certificate of insurance, a certificate of authority to self- insure issued by the commission, or a coverage agreement, TWCC-81, TWCC-82, TWCC-83, or TWCC-84 showing statutory workers' compensation insurance coverage for the person's or entity's employees providing services on a project, for the duration of the project. Duration of the project - Includes the time from the beginning of the work on the project until the contractor's/person's work on the project has been completed and accepted by the governmental entity. Persons providing services on the project ("subcontractor" in §406.096) - Includes all persons or entities performing all or part of the services the contractor has undertaken to perform on the project, regardless of whether that person contracted directly with the contractor and regardless of whether that person has employees. This includes, without limitation, independent contractors, subcontractors, leasing companies, motor carriers, owner-operators, employees of any such entity, or employees of any entity which furnishes persons to provide services on the project. "Services" include, without limitation, providing, hauling or delivering equipment or materials, or providing labor, transportation, or other service related to a project. "Services" does not include activities unrelated to the project, such as food/beverage vendors, office supply deliveries, and delivery of portable toilets. B. The Contractor shall provide coverage, based on proper reporting of classification codes and payroll amounts and filing of any coverage agreements, which meets the statutory requirements of Texas Labor Code, Section 401.011(44) for all employees of the contractor providing services on the project, for the duration of the project. C. The Contractor must provide a certificate of coverage to the governmental entity prior to being awarded the contract. D. If the coverage period shown on the Contractor's current certificate of coverage ends during the duration of the project, the Contractor must, prior to the end of the coverage period, file a new certificate of coverage with the governmental entity showing that coverage has been extended. E. The Contractor shall obtain from each person providing services on a project, and provide to the governmental entity: (1) A certificate of coverage, prior to that person beginning work on the project, so the governmental entity will have on file certificates of coverage showing coverage for all persons providing services on the project; and (2) No later than seven (7) days after receipt by the Contractor, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project. Attachment f. Page 2 of 3 Page 28 of 48 RFPsecurity3 F. The Contractor shall retain all required certificates of coverage for the duration of the project and for one (1) year thereafter. G. The Contractor shall notify the governmental entity in writing by certified mail or personal delivery, within ten (10) days after the contractor knew or should have known, of any change that materially affects the provision of coverage of any person providing services on the project. H. The Contractor shall post on each project site a notice, in the text, form and manner prescribed by the Texas Workers' Compensation Commission, informing all persons providing services on the project that they are required to be covered, and stating how a person may verify coverage and report lack of coverage. I. The Contractor shall contractually require each person with whom it contracts to provide services on a project to: (1) Provide coverage, based on reporting of classification codes and payroll amounts and filing of any coverage agreements, which meets the statutory requirements of Texas Labor Code, Section 401.011(44) for all its employees providing services on the project, for the duration of the project. (2) Provide to the Contractor, prior to that person beginning work on the project a certificate of coverage showing that coverage is being provided for all employees of the person providing services on the project, for the duration of the project. (3) Provide the Contractor, prior to the end of coverage period, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project. (4) Obtain from each other person with whom it contracts, and provide to the Contractor: (a) A certificate of coverage, prior to the other person beginning work on the project, and (b) a new certificate of coverage showing extension of coverage, prior to the end of the coverage period, if the coverage period shown on the current certificate of coverage ends during the duration of the project; (5) Retain all required certificates of coverage on file for the duration of the project and for one (1) year thereafter. (6) Notify the government entity in writing by certified mail or personal delivery, within ten (10) days after the person knew or should have known, of any change that materially affects the provision of coverage of any person providing services on the project; and (7) Contractually require each person with whom it contracts, to perform as required by paragraphs (1) - (7), with the certificates of coverage to be provided to the person for whom they are providing services. J. By signing this contract or providing or causing to be provided a certificate of coverage, the Contractor is representing to the governmental entity that all employees of the contractor who will provide services on the project will be covered by workers' compensation coverage for the duration of the project, that the coverage will be based on proper reporting of classification codes and payroll amounts, and that all coverage agreements will be filed with the appropriate insurance carrier or, in the case of a self-insured, with the commission's Division of Self-Insurance Regulation. Providing false or misleading information may subject the contractor to administrative penalties, criminal penalties, civil penalties, or other civil actions. Attachment f. Page 3 of 3 K. The Contractor's failure to comply with any of these provisions is a breach of contract by the contractor which entitles the governmental entity to declare the contract void if the Contractor does not remedy the breach within ten (10) days after receipt of notice of breach from the governmental entity. Page 29 of 48 RFPsecurity3 Attachment h. Page 1 of 1 REFERENCE SHEET Complete the following regarding business references and include in Section III of the submitted proposal. A. Public Entities: Firm Phone Contact B. Other Industries: Firm Phone Contact Page 30 of 48 RFPsecurity3 Attachment i. Page 1 of 3 QUESTIONNAIRE Complete the following and include in Section II of the submitted proposal. If additional space is needed for a response, or if required by the question, attach separate pages, referring the questions by number. 1. Provide the following general information: a. Name of company/organization: ______________________________________________ b. Address (physical) of company/organization: ____________________________________ ____________________________________________________________________________ c. Type of business entity (corporation, partnership, sole proprietorship, etc.) _____________ ____________________________________________________________________________ Place of incorporation (if applicable): _____________________________________________ d. Address of major offices/locations in the area (identify local office responsible for this project): ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ 2. Complete the following regarding the qualifications of your company/organization: a. Statement regarding financial stability: ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ Include, as an attachment to this section of the proposal, referencing Question 2.a., the balance sheet and most recent income statement as documentation, if available. Attachment i. Page 31 of 48 RFPsecurity3 Page 2 of 3 b. Number of years experience in developing and maintaining a security program similar in that described in this RFP: ____________________________________________________________ Has your company ever defaulted on a similar project as required by this RFP?______________ if so, please explain: _____________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Include, as an attachment to this section of the proposal referencing Question 2.b., a listing of the public and/or private entities for which your company/organization has developed and maintained security programs during the last five (5) years, a summary of the projects, outcomes, contact references, addresses, and telephone numbers. 3. Include, as an attachment to this section of the proposal referencing Question 3., a detailed discussion of the level of assistance your company/organization is prepared to provide in designing the required security program. Provide at least (5) examples of courthouse security systems or other comparable systems that are now or have been serviced by your company. Explain relationship and number of years of contract. 4. Include, as an attachment to this section of the proposal referencing Question 4., a detailed discussion of the orientation and education programs your company/organization will provide to its security employees involved in fulfillment of the requirements of this RFP. Provide examples of educational material used in previous and/or similar programs, if applicable. 5. Include, as an attachment to this section of the proposal referencing Question 5., a detailed discussion of the employee benefits package that your company furnishes its employees, and the options available? 6. Include, as an attachment to this section of the proposal referencing Question 6., a detailed discussion of the typical operation procedures of the proposed program, explaining the expected role of Harris County and it's employees for the daily operation of the systems? What documents will be produced by the contractor to ensure accountability of the program and provide a verifiable audit trail i.e. post orders, work schedules, time sheets, equipment maintenance schedules and/or calibration reports. Attachment i. Page 3 of 3 Page 32 of 48 RFPsecurity3 7. Include, as an attachment to this section of the proposal referencing Question 7., a detailed discussion of the security features proposed and the systems features and capabilities. In addition, state why your company/organization believes its proposed services best meet the objectives of Harris County. Describe in detail any additional features, aspects, or advantages of its products and services in any relevant area not covered elsewhere in its proposal. 8. Provide the following information regarding the proposed equipment: Item Description Manufacturer Model No. 1 X-ray screeners 2 Metal Detectors a. Walk through b. Hand-held Page 33 of 48 RFPsecurity3 Attachment j. Page 1 of 3 HARRIS COUNTY BUILDING SECURITY REGULATIONS The purpose of these regulations is to establish regulations and procedures for security in Harris County courthouses. The authority to promulgate and enforce such regulations and procedures is granted to the Harris County Commissioners' Court by the Constitution and laws of the State of Texas, particularly Chapter 291 of the Local Government Code. A. DEFINITIONS "County property" and "County building" as used herein, shall mean property and buildings owned by Harris County or occupied by Harris County agencies or employees in the regular performance of their official duties and in which are located one or more magnetometers and/or x-ray machines, installed there at the direction of and with the approval of Harris County Commissioners Court. "Personal search", as used herein, means a search of a person through the use of a hand-held metal detector being moved by hand near the person. If the presence of a metal object is detected thereby, a patdown search in the area of the person's body indicated by the hand-held metal detector will be conducted. A male shall conduct a patdown search of a male, and a female shall conduct a patdown search of a female. "Prohibited weapon", as used herein, means a firearm; a knife having a blade greater than three inches in length; any explosive or incendiary device, whether real or hoax; or any thing designed, made or adapted for the purpose of inflicting bodily injury. B. APPLICABILITY These rules and regulations apply to all county property as defined above and to all persons entering in or on such property except those persons expressly exempted hereafter. C. ADMISSION SEARCHES Any person desiring to enter county property as defined above other than an employee of Harris County possessing a valid electronic identification card or a peace officer as that term is defined by Article 2.12 of the Texas Code of Criminal Procedure who is acting in the course and scope of his or her official duties as a peace officer or a guard employed by a penal institution as that term is defined by Section 1.07(25) of the Texas Penal Code shall enter through the designated entrance or entrances to the building and shall be required to pass through a magnetometer, i.e., a metal detector, if one is present. Any person who activates a magnetometer shall be free to leave the County building without further search or questioning. Any person who activates a magnetometer and still desires to enter a County building may remove metal objects from their pockets or on their body and pass through the magnetometer a second time. If the magnetometer is again activated, the person will not be allowed to enter the County building unless the person gives express consent to a personal search, a personal search is conducted, and all prohibited weapons are surrendered. Attachment j. Page 34 of 48 RFPsecurity3 Page 2 of 3 The Building Superintendent shall provide safe storage for items surrendered by persons entering the building when the continued possession of the items would bar entry to the building under these regulations. Those items shall be returned to the person who surrendered them unless possession of the items is in itself illegal. An exception to the requirement of the immediately preceding paragraph in this section may be made by a Harris County employee or official supervising the operation of the magnetometer in the exercise of his or her reasonable discretion for any person having a surgically implanted metal item in his or her body, a person wearing a prosthetic device or using a device designed to assist the person's mobility, including wheelchairs and motorized carts, which is difficult to remove or the removal of which deprives the person of the mobility needed to move through a magnetometer. Employees of Harris County possessing a valid electronic identification card desiring to enter a County building may enter through the designated employees' entrance or entrances of the building and shall pass their personally unique electronic identification card through the electronic card reading mechanism and receive an acceptance therefrom before entering. The building Superintendent shall issue a valid and unique electronic personal identification card to each Harris County employee who works in one or more county buildings having entrances keyed for entry by use of such electronic identification cards as soon as possible after the employee begins working for the county. D. INSPECTION All packages, briefcases, and other containers in the immediate possession of persons entering County property as defined above shall be subject to inspection. No person other than those persons exempted from passing through the magnetometer by the provisions of the immediately preceding paragraph shall be permitted to carry a package, briefcase or other container into a County building unless such package, briefcase, or other container has been inspected by authorized personnel to determine that it does not contain a prohibited weapon. Inspection of packages, briefcases, or other containers may be carried out by authorized personnel by visual inspection of the interior of such containers or by x-ray or other electronic survey of the contents thereof. E. EXPLOSIVES No person entering or while on County property shall carry or possess explosives, or items intended to be used to fabricate an explosive or incendiary device, either openly or concealed, except for official purposes. F. WEAPONS PROHIBITED No person shall carry or bring a prohibited weapon into a County building. the immediately preceding sentence shall not apply to judges, to peace officers as that term is defined by Article 2.12 of the Texas Code of Criminal Procedure, to guards employed by a penal institution as that term is defined by Section 1.07(25) of the Texas Penal Code, or to unloaded firearms and prohibited weapons which are to be Attachment j. Page 3 of 3 Page 35 of 48 RFPsecurity3 introduced into evidence or used for demonstrative purposes in a trial or legal proceeding scheduled in the building into which it is brought. G. NOTICE One or more signs shall be posted at each designated public entrance to a County building in a location and of a size and design reasonably calculated to draw the attention of persons entering the building and identifying it as a designated public entrance. At all other entrances to a County building one or more signs shall be posted in a prominent place in a location and of a size and design reasonable calculated to draw the attention of persons attempting to enter the building through that entrance and notifying such persons that no public access is permitted at that entrance. One or more signs shall be posted at each entrance to Count buildings in a location and of a size and design reasonably calculated to draw the attention of persons entering the building and giving notice that: 1. No weapons or explosives may be brought into the building 2. All persons entering the building are subject to search for weapons or explosives and 3. All packages, briefcases, and other containers are subject to search prior to entering the building. H. SEVERABILITY In the event any paragraph, sentence or word of these regulations and procedures shall be held invalid, such invalidity shall not affect the remaining paragraphs, sentences or words of these regulations and procedures. Page 36 of 48 RFPsecurity3 attachment k. Page 1 of 2 ESTIMATED LABOR REQUIREMENTS Location/Requirement Hours 1. Criminal Courts Building and Basement Tunnel a. Project Supervisor (1) 7am-5pm M-F 50 Hrs. x 52 Wks. 2,600 b. Shift Supervisor (1) 5pm-7am M-F 70 Hrs. x 52 Wks. 3,640 c. Shift Supervisor (1) 24 Hrs. S-S 48 Hrs. x 52 Wks. 2,496 d. Shift Supervisor (1) 24 Hrs. Holidays x 11 Days 264 e. Security Position (7) 7am-5pm M-F 400 Hrs. x 52 Wks. 18,200 f. Security Position (1) 5pm-7am M-F 70 Hrs. x 52 Wks. 3,640 g. Security Position (1) 24 Hrs. S-S 48 Hrs. x 52 Wks. 2,496 h. Security Position (1) 24 Hrs. Holidays x 11 Days 264 2. Family Law Center Building and Basement Tunnel a. Security Position (5) 7am-5pm M-F 250 Hrs. x 52 Wks. 13,000 b. Security Position (1) 5pm-7am M-F 70 Hrs. x 52 Wks. 3,640 c. Security Position (1) 24 Hrs. S-S 48 Hrs. x 52 Wks. 2,496 d. Security Position (1) 24 Hrs. Holiday x 11 Days 264 3. Civil Courts Building and Plaza Area a. Security Position (1) 7am-5pm M-F 50 Hrs. x 52 Wks. 2,600 b. Security Position (1) 5pm-7am M-F 70 Hrs. x 52 Wks. 3,640 c. Security Position (1) 24 Hrs. S-S 48 Hrs. x 52 Wks. 2,496 d. Security Position (1) 24 Hrs. Holidays x 11 Days 264 4. Administration Building and Plaza Area a. Security Position (1) 5pm-7am M-F 70 Hrs. x 52 Wks. 3,640 b. Security Position (1) 24 Hrs. S-S 48 Hrs. x 52 Wks. 2,496 c. Security Position (1) 24 Hrs. Holidays x 11 Days 264 5. Annex 2 Courthouse, Fire Station & Annex 18, Drug Bldg. a. Security Position (2) 7am-5pm M-F 100 Hrs. x 52 Wks. 5,200 b. Security Position (1) 5pm-7am M-F 70 Hrs. x 52 Wks. 3,640 c. Security Position (1) 24 Hrs. S-S 48 Hrs. x 52 Wks. 2,496 d. Security Position (1) 24 Hrs. Holidays x 11 Days 264 6. Annex 21, Wilson Building and Inmate Processing Center a. Security Position (1) 7am-5pm M-F 50 Hrs. x 52 Wks. 2,600 b. Security Position (1) 5pm-7am M-F 70 Hrs. x 52 Wks. 3,640 c. Security Position (1) 24 Hrs. S-S 48 Hrs. x 52 Wks. 2,496 attachment k. Page 37 of 48 RFPsecurity3 Page 2 of 2 7. District Attorney's Building - Security Position (1) 7am-5pm M-F 50 Hrs. x 52 2,600 8. Annex 60, 9111 Eastex Freeway - Security Position (1) 7am-5pm M-F 50 Hrs. x 52 2,600 9. Annex 44, Anderson Clayton Bldg (8. Annex 60, 9111 Eastex Freeway a. Security Position (1) 7am-5pm M-F 50 Hrs. x 52 Wks. 2,600 b. Security Position (1) 5pm-7am M-F 70 Hrs. x 52 Wks. 3,640 c. Security Position (1) 24 Hrs. S-S 48 Hrs. x 52 Wks. 2,496 10. One Congress Plaza and Basement Tunnel a. Security Position (7) 7am-5pm M-F 350 Hrs. x 52 Wks. 18,200 b. Security Position (2) 6am-2pm M-F 80 Hrs. x 52 Wks. 4,160 c. Security Position (1) 2pm-9pm M-F 35 Hrs. x 52 Wks. 1,820 d. Security Position (1) 8:30am-5:30pm Saturday only 9 Hrs. x 52 Wks. 468 Total Hours per Year 127,320 Note: Harris County may require overtime work without prior notice, for example, riots, weather, or other acts of God. Page 38 of 48 RFPsecurity3 Attachment l. Page 1 of 1 ESTIMATED EQUIPMENT REQUIREMENTS 1. Criminal Building a. 3 X-ray screeners b. 3 Walk Through Metal Detectors c. 6 Hand-Held Metal Detectors 2. Civil Courts Building a. 2 X-ray screeners b. 2 Walk Through Metal Detectors c. 4 Hand-Held Metal Detectors 3. Family Law Center a. 2 X-ray screeners b. 2 Walk Through Metal Detectors c. 4 Hand-Held Metal Detectors 4. Annex 2, Fire Station a. 1 X-ray screener b. 1 Walk Through Metal Detector c. 2 Hand-Held Metal Detectors 5. One Congress Plaza a. 1 X-ray screener b. 1 Walk Through Metal Detector c. 1 Hand-Held Metal Detector 6. Tunnel System a. 2 X-ray screeners b. 2 Walk Through Metal Detectors c. 2 Hand-Held Metal Detectors Total Estimated Equipment a. X-ray screeners 11 each b. Walk Through Metal Detectors 11 each c. Hand Held Metal Detectors 19 each Note: Contractor shall be required to supply 24-hour maintenance, seven days a week on all security equipment installed for this project. Page 39 of 48 RFPsecurity3 Attachment m. Page 1 of 4 MINIMUM SPECIFICATIONS FOR X-RAY SCREENING EQUIPMENT GENERAL: 1. Resolution: 34 AWG solid copper wire guaranteed 38 AWG solid copper wire typical. 2. Contrast sensitivity: 14 levels as measured with a step wedge. 3. Dose per inspection: 0.15 mR max., typical 0.1 mR. 4. Tunnel Opening: 20" high (50.8 cm) x 28" wide (71.1 cm), sensor spans the entire width of the radiation chamber. 5. Power requirement: 105-125 VAC, 60 Hz (10 amp. max.) 210-250 VAC, 50 Hz (5 amp. max.). 6. Conveyor speed: 40 feet per minute (0.2 m sec.) @ 50 Hz. 48 feet per minute (0.25 m sec.) @ 60 Hz. 7. Penetration: 16 mm steel (@ 140 HVCp). X-RAY SOURCE: 1. X-ray source: 160 KVCp 2. Tube current: 0.5 mA 3. Filtering: 4 mm Al. 4. Duty cycle: 100% 5. Cooling: Sealed oil bath 6. Beam divergence: 56 degrees 7. Beam orientation: Vertical X-RAY SENSOR - 480 Photo diodes (0.0625" x 0.0625"; 16 diodes per inch). Each diode individually amplified and multiplexed. DIGITAL STORAGE: Digital storage unit: 512 x 512 x 6 (1,500,000 bits) Shades of grey: 64 gray tones, minimum of 14 shades demonstrable. TV MONITOR: Resolution: 700 TV lines (512 x 512 picels) Linearity: Better than 2% HEALTH & SAFETY - Must comply with all requirements of Bureau of Radiological Health Standard for Cabinet X-Ray Systems (Federal Stan. 21-CFR-1020.40). Radiation leakage must be less than 0.1 mR/hour compared to maximum leakage of 0.5 mR/hour permitted by the Federal Standard. Attachment m. Page 2 of 4 Page 40 of 48 RFPsecurity3 Offerors are to state in the column to the right of the requirement below how the proposed product compares to the requirement. Failure to do so will be considered non-responsive and may disqualify offer from further consideration. Literature alone is not sufficient to explain the proposed product, however, it must be submitted with the proposal. Offerors may substitute equipment equal to or greater than the specifications stated on page 1 of 4 of Attachment m. The system referenced by the following parameters is the Linescan System Four X-Ray Screening System with E-scan Color Option. However, Harris County reserves the right to evaluate any system and determine its acceptability, that is, whether it is equal to or better than the stated requirements. 1. COLOR DISPLAY The x-ray screening system shall be able to _______________________________ distinguish between organic and inorganic _______________________________ materials by contrasting colors in order to _______________________________ to better detect narcotics, plastic explosives _______________________________ and weapons using plastic parts. System _______________________________ must be able to identify organic material in _______________________________ inorganic package. Images are formed in _______________________________ one pass and are able to be displayed on _______________________________ only one high resolution monitor with color _______________________________ defining the types of materials found. _______________________________ 2. GENERAL Resolution: 34 AWG solid copper wire _______________________________ guaranteed. 38 AWG solid copper wire typical. _______________________________ Contrast sensitivity: 50 levels as measured with _______________________________ a step wedge. _______________________________ Dose per inspection: not to exceed 0.15 mR max., _______________________________ typical 0.1 mR. Page 41 of 48 RFPsecurity3 Tunnel opening: minimum 20" h (50.8 cm) x 28" _______________________________ w (71.1cm). _______________________________ Power requirement: 105-125 VAC, 50 Hz (10 amp. max.), _______________________________ 210-250 VAC, 50 Hz (5 amp. max.) _______________________________ Conveyor speed: minimum 40 feet per minute (0.2m sec.) @ 50 Hz, 48 feet per minute (0.25m sec.) _______________________________ @ 60 Hz. _______________________________ Attachment m. Page 3 of 4 Penetration: 16mm steel (@ 140 _______________________________ KVCp), 20 cm acrylic. _______________________________ 3. X-RAY SOURCE X-ray current: Between 30 and 140 KV. _______________________________ Tube current: 0.5mA. _______________________________ Filtering: .25mm Cu. _______________________________ Duty Cycle: 100% _______________________________ Cooling: Sealed oil bath. _______________________________ Beam orientation: Vertical. _______________________________ 4. X-RAY SENSOR Number of displayed Pixels: 800 x 480 (50Hz), _______________________________ Page 42 of 48 RFPsecurity3 800 x 480 (60Hz). _______________________________ Number of displayed colors: Approximately 15,000 _______________________________ simultaneously out of a palette of 16,777,216. _______________________________ 5. DIGITAL STORAGE Digital Storage Unit: 1,024 x 1,024 x 16 (16,777,216 bits). _______________________________ 6. TV MONITOR Resolution: 800 TV lines. _______________________________ Linearity: Better than 2% _______________________________ 7. HEALTH AND SAFETY Certified to comply with all requirements of Bureau of _______________________________ Radiological Health Standard for Cabinet X-ray _______________________________ Systems (Federal Standard 21-CFR 1020.40). Typical _______________________________ leakage radiation is less than 01.mR/hr. _______________________________ Attachment m. Page 4 of 4 8. OPERATIONAL STANDARDS Complies with the U.S. Federal Aviation _______________________________ Administration Standards, "Use of X-ray Systems" _______________________________ (Federal Standards 14 CFR 108.17 and 14 CFR 129.26). _______________________________ 9. PHYSICAL SPECIFICATIONS Weight: 1,120 lbs. (508 Kg) Approximate _______________________________ Page 43 of 48 RFPsecurity3 Shipping Weight: 1,600 lbs. (725 Kg) Approximate _______________________________ 10. PHYSICAL DIMENSIONS X-ray system shall not exceed 100"L x 32"W x 56"H _______________________________ Cabinet shall be steel frame covered with steel panels. _______________________________ WARRANTY AND SERVICE A. The manufacturer shall warrant the x-ray screening _______________________________ system to e free from defect (under normal usage for _______________________________ a period of one year after date of delivery on parts and _______________________________ labor. The manufacturer shall replace any defective items _______________________________ during this period without expense to the customer. _______________________________ The manufacturer shall also provide service from a location _______________________________ in Los Angeles, California, and stock all needed replacement _______________________________ parts within the same location in Los Angeles County. _______________________________ B. The manufacturer shall provide service by competent _______________________________ and experienced personnel on an as needed basis, _______________________________ including installation, start-up training, all replacement _______________________________ parts, and all service labor for the warranty period. _______________________________ The manufacturer shall also offer a parts and labor service _______________________________ contract after the first year warranty. _______________________________ Page 44 of 48 RFPsecurity3 Attachment n. Page 1 of 3 MINIMUM SPECIFICATIONS FOR METAL DETECTOR EQUIPMENT - The equipment referenced by the following parameters is the Sentrie AT. However, Harris County reserves the right to evaluate any system proposed and determine its acceptability, that is, whether it is equal to or better than the stated requirements. WALK-THROUGH ARCHWAY 1. The coil geometry shall be Switch Programmable by the user to accommodate the specific location of the metal detection system. 2. The electronic console shall be mounted in the overhead support of the archway structure with the AC connection and auxiliary connections provided at both the bottom and top of the archway structure. An option shall exist to place the electronic console outside the archway structure in "table top" fashion. 3. The physical size and weight of the coil assembly shall be (all figures are approximate): Weight: 150 pounds (68 kg) Overall Height: 86 inches (218 cm) Passageway Height: 79 inches (200 cm) Outside Width: 38 inches (96.5cm) Interior Width: 30 inches (76 cm) Coil Panel Depth: 24 inches (61 cm) 4. Positive mechanical and electrical connections shall be provided in the overhead support structure. 5. All coil wiring and wiring between coil panels shall be completely concealed. 6. The coils shall be protected by a moisture proof coating and securely mounted to a rigid structure. 7. Any attempt to disconnect or tamper with the AC cord or signal cable shall product a tamper alarm. 8. Walk-through direction shall be bi-directional. 9. No special walkway ramp or structure shall be required over a normal floor surface. 10. No special shielding or floor plates shall be required in most applications. Attachment n. Page 45 of 48 RFPsecurity3 Page 2 of 3 ELECTRONIC CONSOLE - The electronic components in the console shall be solid state and passive components of high quality and most recent design. The system shall be modular in nature with easily accessed printed circuit boars (PCBs) and other components to provide for simple maintenance and update. The system shall include the following: 1. The front panel shall provide all the necessary controls and indicators required by the user and be covered by a sealed plastic overlay panel with tactile feedback controls for program selection and have LED visual indicators easily discernable by the operator. This panel will be water resistant and easy to clean. Front Panel Indicators must include: a. Color coded ALARM, TAMPER and READY display will show system operational status. b. A horizontal ten-display LED signal level indicator will show relative metal content in the archway, as well as system activity indications. The volume, program and sensitivity levels will be displayed by visually oriented seven-segment LED displays. c. A separate and distinguishing audible alarm shall be provided for the alarm and tamper conditions. d. A different audible alarm tone frequency for each detector can be set by the user if several metal detection systems are being used in the same vicinity, or in series. Front Control Panels must include: a. An OFF/ON switch shall be mounted on the front panel above the safety fuse. b. A spare fuse will be included inside each console for quick replacement by the operator. c. The volume, program and sensitivity programming buttons will be controlled from the RUN/PROGRAM keylock switch for programming security. d. A TAMPER ACKNOWLEDGE button will be provided to allow the change from constant tamper annunciation to a periodic annunciation while the tamper source is being sought. e. A "Special" programming mode utilizing the Tamper Acknowledge button will be provided for the selection of special features concerning: 1) high or low noise levels, 2) power miser program (TM) and, 3) remote operations This mode allows the operator to customize the sensitivity according to specific site problems. The use of this mode shall be at operator's discretion and will not interfere with the simple controls provided for the standard programming feature of volume, security level and sensitivity. Attachment n. Page 3 of 3 Page 46 of 48 RFPsecurity3 A microprocessor-driven Self Test feature on the front of the console panel can be activated by the operator to confirm normal operational status of the unit. The seven-segment display will show a number in the sensitivity window to designate a specific fault or problem. Check the manual for further instructions. 2. Auxiliary function outputs will be provided at the rear of the electronics console for: a. Battery operation b. Alarm relay contact c. System inhibit d. Diagnostic test point and e. Synchronization and serial communications No external blanking inputs are required and synchronization inputs are provided when standard "no cable” synchronization feature is not used. 3. Internal controls and indicators will be provided for: a. Switch selection for operation at 115 VAC or 230 VAC, 45-65 Hz. b. LED indication to show serial communication activity. SIGNAL AND POWER CABLE - A minimum of six (6) feet of 115/230 VAC power cable shall be provided for the metal detection system. If the electronic console is not mounted in the archway structure, a signal cable of a maximum length of twenty (20) feet will also be provided. OPERATION/PACKAGE DESCRIPTION SIZE: 3.5 inches (EIA) x 19 inches (EIA) in top mount version. Table top console will be about 13 inches deep. The EIA dimensions are those required by a standard rack mount unit. COLOR: Unless otherwise specified by user, standard color shall be an off white color. Custom color choices and decorative packages are available as options. WEIGHT: Stand-alone console is twenty (20) pounds maximum. Archway with console mounted in top is 150 pounds maximum. POWER: 100 VA maximum: 115/230 VAC +/- 20%; 45-65 Hz. ENVIRONMENTAL: -10 degrees C to 55 degrees C; up to 95% relative humidity. * Conforms to NILECJ-STD-601.00 or equivalent. * Meets FCC Class A standard and emissions. Page 47 of 48 RFPsecurity3 Attachment o. Page 1 of 1 CPI Based Price Adjustment Calculations For any year in which this contract is to be renewed, the price for that renewal year will be determined by adjusting the prior year’s pricing by the average inflationary/deflationary effect of the prior year as compared to the year before the prior year, using the Consumer Price Index of All Consumers (CPI-U) for Houston, Texas as published by the Bureau of Labor Statistics. The CPI-U is a measure of the average change in prices over time in a faxed market basket of goods and services and covers approximately 80 percent of the total populations, including wage earners, clerical workers, as well as groups such as a professional, managerial, and technical workers, the self-employed, retirees and others not in the labor force. The average inflationary/deflationary effect will be determined by totalling and dividing by six (6) the inflationary/deflationary effect of each of six (6) prior twelve (12) month periods. For example, assuming this contract begins in November or December of 1995, the end of the earliest twelve (12) month period will be December of the year immediately preceding the renewal year under consideration. The end of each the other five (5) successive twelve (12) month periods will be the second month after the end of the immediately preceding twelve (12) month period. Therefore, the six (6) twelve (12) month periods applicable to first renewal year, 1996-97, are: From: Dec ’94 Feb ’95 Apr ’95 Jun ’95Aug ’95 Oct ’95 To: Dec ’95 Feb ’96 Apr ’96 Jun ’96Aug ’96 Oct ’96 Accordingly, for the second renewal year, 1997-98: From: Dec ’95 Feb ’96 Apr ’96 Jun ’96Aug ’96 Oct ’96 To: Dec ’96 Feb ’97 Apr ’97 Jun ’97Aug ’97 Oct ’97 third renewal year, 1998-99: From: Dec ’96 Feb ’97 Apr ’97 Jun ’97Aug ’97 Oct ’97 To: Dec ’97 Feb ’98 Apr ’98 Jun ’98Aug ’98 Oct ’98 fourth renewal year, 1999-00: From: Dec ’97 Feb ’98 Apr ’98 Jun ’98Aug ’98 Oct ’98 To: Dec ’98 Feb ’99 Apr ’99 Jun ’99Aug ’99 Oct ’99 etc. Page 48 of 48