Jones Hall Elevator Machine Room Access Project Invitation to Bid

JONES HALL
ELEVATOR MACHINE ROOM ACCESS PROJECT
INVITATION TO BID
Issue Date: May 21, 2026
Due Date: 10:00 A.M. on June 16, 2026 ("Submission Deadline")
Instructions: Bidders must timely submit one fully-completed and signed Bid Form in a
sealed envelope labelled "Elevator Machine Room" to the following
address:
Houston First Corporation, Attn: David Stephenson, 701 Avenida de
las Americas, Suite 200, Houston, TX 77010
Bids must be delivered by mail, courier, or in person. Bids received after
the Submission Deadline, by email, or unsealed, will be rejected without
further review or consideration.
Pre-Bid Meeting: A pre-bid meeting and site tour will be held at 10:00 a.m. on June 10, 2026
at Jones Hall, located at 615 Louisiana St., Houston, TX 77002. All
prospective bidders are asked to attend. (Bidders are asked to meet at the
security entrance on Texas Ave.)
Questions: Any questions concerning the form or content of this Invitation to Bid must
be submitted by email to bids@houstonfirst.com no later than 10:00 a.m.
on June 11, 2026. All materials questions will be answered collectively,
rather than individually, in the form of a Letter of Clarification available at
www.houstonfirst.com/do-business. Questions received may be edited or
combined for clarity or length at the discretion of HFC.
Bid Opening: Bids timely received will be opened and publicly announced at 2:00 p.m. on
the Submission Deadline on the second-floor lobby of Partnership Tower,
701 Avenida de las Americas, Suite 200, Houston, TX 77010.
OVERVIEW AND SCOPE OF WORK
Houston First Corporation ("HFC") requests bids from qualified contractors capable of
completing a project to provide access, via a roof hatch, to an existing elevator machine room
located in the attic at Jones Hall for the Performing Arts ("Jones Hall") in downtown Houston,
Texas. In 2023, an opening in the roof was made in connection with a now-completed project to
remove and replace machine room equipment servicing a glass elevator in the theater. The prior
contractor placed 2x12 wood planks temporarily to cover the opening and installed a roofing
membrane to waterproof the area.
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The roof hatch is to be installed by the contractor selected as a result of this process for the
purpose of parts replacement and maintenance for the existing elevator machinery located in
the machine room. (Note that HFC has already purchased the roof hatch that is to be picked up,
brought to site, and installed by contractor.) To accommodate the event schedule at Jones Hall,
on-site work may occur July 1-18, 2026 and August 3-23, 2026. The project must be completed
by August 23, 2026.
The Project Manual, Specifications and Drawings are online at http://www.houstonfirst.com/do-
business/. For convenient reference, a summary of specification documents is provided below:
Sheet G-001 contains general project notes and building code information. Documents
are currently at CoH Permitting for review pursuant to receiving a building permit.
Sheet G-002 contains various fire-rated assemblies required in the project.
Sheet S-001 provides general structural notes for the project.
Sheet S-101 shows the general location of the project specific room below the overall
building structural roof framing and references to enlarged structural plans.
Sheet S-201 shows enlarged structural roof plan for demolition of existing roof steel and
concrete, along with plan for new roof framing and concrete that allows for the new roof
hatch opening. Some of the demolition work has been completed.
Sheet S-301 shows typical structural roof details referenced or related to other drawings.
Sheet A-009 is a copy of the original architectural building attic plan showing the specific
elevator machine room and reference to enlarged plan sheet.
Sheet A-010 is a copy of the original architectural building roof plan showing the location
of the elevator machine room below and reference to enlarged plan sheet.
Sheet A-101 shows architectural enlarged elevator machine room attic floor plan (01),
attic ceiling plan (10), and roof plan (20). Sections 02 and 03 provide detail of various
plan conditions. Architectural scope of work includes adding access ladder, repairing and
replacing tops of CMU partitions along with adding 2-hour fire rated joint at head,
fireproofing roof beams, adding roofing assembly components to complete roof
installation around roof hatch, and roof hatch installation to level on pressure treated wood
blocking.
Bidders are directed to refer to the Project Manual and Drawings for more detailed scope of work
and requirements.
BACKGROUND
HFC is a local government corporation created by the City of Houston to facilitate economic
growth through the promotion of the greater Houston area and the business of conventions,
meetings, tourism, and the arts. HFC is the primary entity responsible for marketing Houston
and increasing awareness of its many attractions and amenities.
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HFC is responsible for the operation and management of the George R. Brown Convention
Center, Avenida Houston, Partnership Tower, Wortham Theater Center, Jones Hall for the
Performing Arts, Miller Outdoor Theatre, and an array of outdoor properties and parking facilities.
Beloved by generations of performers and patrons over six decades, Jones Hall for the
Performing Arts offers a unique combination of architectural majesty and acoustic superiority.
Designed by architectural firm Caudill Rowlett Scott and envisioned by The Houston Endowment
as a centerpiece for the performing arts, Jones Hall was quickly embraced as a cultural landmark
upon its debut in October 1966.
MANNER OF SELECTION
HFC expects to enter into a contract with the Bidder providing the lowest responsible bid
received; provided, however, that HFC reserves the right to select or reject all or part of any bid,
waive minor technicalities, and accept one or more bids in the manner and to the extent that
they serve the best interests of HFC. This solicitation does not commit HFC to award a contract
or issue a purchase order. HFC will not pay any costs incurred in the preparation of a bid in
response to this solicitation. HFC reserves the right to request clarifications or additional
information from some or all bidders prior to accepting any offer.
LETTERS OF CLARIFICATION
Responses to all material questions timely submitted by potential bidders, as well as revisions
incorporated into this solicitation by HFC, if any, will be confirmed collectively in one or more
letters posted online at www.houstonfirst.com/do-business (each a "Letter of Clarification").
When issued, each Letter of Clarification will become part of this solicitation and automatically
supersede any previous specifications or provisions in conflict therewith.
By submitting their bid, bidders shall be deemed to have reviewed all Letters of Clarification on
the website, considered all responses, as well as any revisions, and incorporated them into their
submittal. Verbal responses will not otherwise alter the specifications, terms and conditions as
stated herein. It is the responsibility of bidders to monitor the foregoing website and ensure they
review any such Letters of Clarification and incorporate them in their bid.
FORM OF AGREEMENT
By submitting a response to this Invitation to Bid, bidder agrees, upon notice of selection, to
promptly enter into the Jones Hall Elevator Machine Room Access Project Agreement provided
below.
Any requests for clarification or modification to the terms thereof must be timely submitted by
email to bids@houstonfirst.com at least 10 calendar days prior to the Submission Deadline.
Responses to material questions and issues will be included in a Letter of Clarification. Bidders
are advised that additional or conflicting terms, alternative pricing bids, pre-printed forms, or
other objections submitted by a bidder with their bid shall be disregarded and result in a bid
being deemed non-responsive.
NO SALES TAX
As HFC is exempt from states sales and use tax, bidders should assume that there will be no
sales taxes due for the purchase of materials incorporated into the project.
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RESTRICTIONS ON COMMUNICATIONS
Throughout the selection process, commencing with the Issue Date, Bidders are directed not to
communicate, directly or indirectly, with any HFC employee, officer, director, or selection
committee member regarding their bid, or any matter relating to this Invitation to Bid, other than
through bids@houstonfirst.com, or in response to a direct inquiry from the HFC General Counsel
Department or Procurement Division. Bidders who disregard the Restrictions on
Communications provision do so at their peril, as HFC shall have the right to reject any bid due
to violation of this provision.
REQUIRED DISCLOSURES
Bidders must disclose if they have, within the past five (5) years, been party to a service contract
terminated for cause, or received material, adverse findings from any governmental authority
having regulatory oversight of services similar to those required under this Invitation to Bid.
CONFLICTS OF INTEREST
Bidders are advised that they have an affirmative obligation to disclose any affiliation or business
relationship with an HFC employee, officer, or director creating (or appearing to a reasonable
person to create) a conflict of interest. Bidders who need the disclosure form may find it online
at https://www.ethics.state.tx.us/data/forms/conflict/CIQ.pdf. By submitting a bid, Bidder
represents to HFC that they have complied with the requirements of Chapter 176 of the Texas
Local Government Code.
PROTEST PROCEDURES
Any protest relating to the form, terms and conditions, selection criteria, specifications, exhibits,
or any other material bid content must be filed by the actual or potential Bidder with the HFC no
later than five (5) business days prior to the Submission Deadline. If the protest consists of a
dispute regarding the Bidder recommended by the selection committee, or otherwise relates to
the alleged misapplication of selection criteria, then HFC must receive the protest from an actual
Bidder after the Submission Deadline, but at least three business days prior to consideration of
a contract resulting from this Invitation to Bid by an HFC committee or Board of Directors,
whichever is earlier.
All protests must be made in writing and delivered to Houston First Corporation, Attn: SVP, Legal
Services, 701 Avenida de las Americas, Ste. 200, Houston, TX 77010. To be considered by
HFC, protests must be timely received and include, at a minimum, all of the following information:
(a) The name, address and contact information of the Bidder, with sufficient information to
establish that a bona fide Bidder is the person or entity filing the protest; (b) The full title of the
Invitation to Bid; (c) Material grounds for the protest, including the provisions of the Invitation to
Bid and the applicable law or regulation that serves as the basis for the protest; (d) A statement
of the specific relief requested by the Bidder; (e) Reference to and attachment of any pertinent
documents or sources relied upon by the protestor that the protesting party wishes to have HFC
consider; and (f) An affidavit attached to support any factual allegations stated in the submission.
INVITATION TO BID PACKETS
A complete copy of this Invitation to Bid, including exhibits, necessary forms and other relevant
information, is available on-line at www.houstonfirst.com/do-business. This Invitation to Bid
provides the information necessary to prepare and submit a bid for consideration and ranking
by HFC.
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PUBLIC INFORMATION
As HFC is subject to the Texas Public Information Act ("TPIA"). Information submitted by Bidders
is subject to release under the provisions of the TPIA set forth in Chapter 552 of the Texas
Government Code, any page including confidential or proprietary information appears must be
labeled as such clearly and unambiguously. Bidders will be advised of any request for public
information that implicates their materials and may, in accordance with applicable law, elect to
assert objections to disclosure with the Texas Attorney General at their cost and expense.
WITHDRAWAL; ERROR
Bids may be withdrawn due to errors or for any other reason by a written request received by
bids@houstonfirst.com prior to the Submission Deadline.
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JONES HALL
ELEVATOR MACHINE ROOM ACCESS PROJECT
BID FORM
Bidders responding to the foregoing Jones Hall Elevator Machine Room Access Project
Invitation to Bid are required to complete each field of this Bid Form.
1. Contact Information
a. Company Name (the "Bidder"): ________________________________________________
b. Address: ______________________________________________________
c. Contact Name/Title: _____________________________________________
d. Phone: _______________________ e. Email: ____________________________
f. Is the Bidder a diversity entity recognized under the HFC Diversity Program? ___________
2. Bid
Description Amount
Bidder hereby offers to furnish all supervision, labor, delivery, tools, bonds,
insurance, materials, and equipment (save an except the roof hatch, to be
provided by HFC) necessary to fully and timely complete the Elevator
Machine Room Access Project subject to and in accordance with the Jones
Hall Elevator Machine Room Access Project Agreement.
3. Terms and Conditions
By completing and submitting this Bid Form, Bidder represents all of the following to Houston
First Corporation:
a. Bidder has the necessary experience, knowledge, abilities, skills, and resources to perform
all services required in connection with this Invitation to Bid.
b. Bidder accepts the terms and conditions of the Jones Hall Elevator Machine Room Access
Project Agreement and agrees, if selected, to promptly enter into such agreement.
c. Bidder has carefully examined the Drawings, Specifications, and location of the work
described therein and fully understands the nature and extent of the work required.
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d. Bidder has not, within the past five years, been party to a service contract terminated for
cause, or received material, adverse findings from any governmental authority having regulatory
oversight of services similar to those required under this Invitation to Bid.
4. Acknowledgment
By signing below, Bidder represents and warrants that all of the foregoing is true, correct and
may be relied upon by Houston First Corporation without exception:
_____________________________________ ("Bidder")
By:
Signature: _________________________________ Date: __________________
Name: ________________________________
Title: __________________________________
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JONES HALL
ELEVATOR MACHINE ROOM ACCESS PROJECT AGREEMENT
This Jones Hall Elevator Machine Room Access Project Agreement ("Agreement") is made by and
between Houston First Corporation ("HFC"), whose address is 701 Avenida de las Americas, Suite 200,
Houston, TX 77010 and [TBD] ("Contractor"), whose address is [TBD]. In consideration of the mutual
promises contained herein, the parties hereby agree as follows:
1.0 Project Overview
1.1 The name of this turnkey project is the Jones Hall Elevator Machine Room Access Project ("Project").
The location of the Project is the Jones Hall for the Performing Arts, located at 615 Louisiana St., Houston,
TX 77002 (the "Project Site"). Contractor agrees to and shall undertake and complete the Work to achieve
the Project in strict accordance with this Agreement, including the Terms & Conditions, Specifications
and Drawings.
1.2 Work performed by Contractor to achieve the Project consists of providing access, via a roof hatch, to
an existing elevator machine room located in the attic at the Project Site, including as detailed in the
Specifications and Drawings, adding access ladder, repairing and replacing tops of CMU partitions along
with adding 2-hour fire rated joint at head, fireproofing roof beams, adding roofing assembly components
to complete roof installation around roof hatch, and roof hatch installation to level on pressure treated
wood blocking.
1.3 HFC has retained Stantec Architecture, Inc. ("Architect") to perform professional architectural
services relating to the Project.
1.4 Contractor agrees to and shall complete the Project no later than August 23, 2026 ("Contract Time").
1.5 CONTRACTOR AND HFC ACKNOWLEDGE AND AGREE THAT THE PROJECT AND
ALL WORK RELATED THERETO CONSTITUTE AND SHALL BE CONSIDERED FOR ALL
PURPOSES TO BE A PUBLIC WORKS PROJECT OF A MUNICIPALITY, INCLUDING
CHAPTER 151 OF THE TEXAS INSURANCE CODE.
2.0 Payment
2.1 Subject to the terms of this Agreement, HFC agrees to pay Contractor $[TBD] ("Contract Sum"). The
Contract Sum represents the total compensation to Contractor for performance of the Work and is not
subject to modification except as expressly set forth in this Agreement or the Terms and Conditions.
2.2 Contractor may request a progress payment from HFC based on the percentage of completion of the
Work using a schedule of values to be approved in advance by HFC. HFC agrees to pay Contractor within
30 calendar days of the receipt and approval by HFC of each such invoice by check or electronic funds
transfer, at the sole option of HFC.
2.3 If any item in any invoice is disputed by HFC for any reason, including lack of supporting
documentation, then HFC shall delete the disputed item and pay the remaining amount of the invoice;
provided, however, that HFC shall promptly notify Contractor of the dispute and request clarification
and/or remedial action. After any dispute shall have been settled, Contractor shall include the disputed
amount on a subsequent regularly scheduled invoice or on a special invoice for the disputed item only.
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2.4 Neither partial payments made hereunder nor approval of invoices by HFC shall be construed as final
acceptance or approval of that part of Contractor's Work to which such partial payment or approval relates,
nor shall such payments be construed as relieving Contractor of any of its obligations hereunder with
respect thereto.
2.5 In no event shall HFC pay Contractor more than 90% of the Contract Sum prior to the final completion
of the Project, notwithstanding any provision in the Agreement to the contrary.
3.0 Warranties and Representations
3.1 Contractor shall provide HFC with a warranty on materials and workmanship equal to one year, subject
to the provisions of this Section 3.0. Warranty periods shall commence the date on which HFC approves
final completion of the Project (the "Date of Completion").
3.2 Contractor hereby transfers and assigns to HFC all manufacturer's warranties for materials used in
connection with this Project and shall complete and execute all forms required to further evidence such
transfer and assignment. The parties agree that no warranty made by Contractor under the Contract
Documents is intended to limit, nor shall it be construed as limiting in any manner or to any extent, any
manufacturer's or supplier's warranty. Upon request from HFC, Contractor agrees to provide reasonable
assistance in enforcing such warranties against the manufacturer or supplier at no additional cost to HFC.
3.2 Warranty work shall be completed at Contractor's sole cost and expense. Without limiting the
foregoing, Contractor shall be, with regard to warranty work to be performed off site, responsible for all
shipping and/or freight expense from HFC's designated location to Contractor's facility for all warranty
repair and/or maintenance and return to HFC's designated location.
3.3 Work performed by the Contractor shall be in accordance with the latest City of Houston Building
Codes. Contractor represents that all electricians, plumbers and other tradespersons employed by
Contractor or its Subcontractors shall be licensed by the Texas Department of Licensing and Regulation.
3.4 Contractor shall protect all areas and equipment when working at the Project Site. Caution warning
signs shall be placed near any slippery or wet surfaces.
3.5 Contractor is solely responsible for any necessary permits, licenses and inspections by government
agencies necessary for proper execution and completion of the Work. Contractor acknowledges that the
affiliation of HFC with the City of Houston does not in any way relieve Contractor from compliance with
any City of Houston ordinances, codes or requirements relating to performance of the Work.
3.6 Contractor shall on a daily basis or as requested by HFC, clean the Project Site and any adjacent areas
affected by the Project. Contractor shall promptly remove and dispose of demolished items such as piping
removed by Contractor and other debris from the Project Site in a safe, environmentally responsible
manner at its sole cost and expense.
3.7 Contractor represents and warrants that services performed by Contractor shall conform to the
standards declared by OSHA, including, but not limited to, compliance with federal and state safety
standards/directives for setting-up and utilizing platforms, lifts, ladders, scaffolding, safety lines and belts,
and similar equipment used for construction.
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3.8 Contractor's employees, agents, contractors and subcontractors shall use personal protective
equipment, safety harnesses, fall protection equipment, hard hats or other equipment required to perform
the Work in safe manner. Contractor will hold safety training, safety briefings or other meetings to ensure
all staff are fully prepared to perform the Work with safety in mind.
3.9 Contractor shall conduct daily safety and health inspections of the Project Site. Contractor shall
promptly report any accidents, injuries, spills, or near misses to HFC.
4.0 Insurance
4.1 With no intent to limit Contractor's liability hereunder, Contractor shall provide and maintain in full
force and effect, for the duration of the Work, at least the following insurance and available limits of
liability:
a. Commercial General Combined single limit of $1,000,000 per occurrence, subject to a
Liability general aggregate of $2,000,000
b. Automobile Liability $1,000,000 combined single limit including Owned, Hired, and Non-
Insurance Owned and Auto Coverage
c. Workers' Compensation Statutory amounts for Workers' Compensation, Contractor is not
allowed to self-insure Workers' Compensation
d. Employer's Liability Bodily Injury by accident $1,000,000 (each accident); Bodily Injury by
disease $1,000,000 (policy limit); and Bodily Injury by disease
$1,000,000 (each employee)
4.2 Insurance may be in one or more policies of insurance, form of which is subject to approval by HFC.
It is agreed, however, that nothing HFC does or fails to do with regard to insurance policies relieves
Contractor from its duties to provide required coverage and HFC's actions or inactions will never be
construed as waiving HFC's rights.
4.3 Each policy, except Workers' Compensation and Employer's Liability, must include an endorsement
naming HFC and the City of Houston as additional insureds.
4.4 Each policy must include an endorsement to the effect that issuer waives any claim or right in nature
of subrogation to recover against HFC and the City of Houston.
4.5 The issuer of any policy shall have a Certificate of Authority to transact insurance business in Texas
or be an eligible non-admitted insurer in the State of Texas and have an A.M. Best rating of at least A-
with a financial size category of Class VI or better.
5.0 Release
CONTRACTOR AGREES TO AND DOES HEREBY RELEASE HFC AND THE CITY OF
HOUSTON FROM ALL LIABILITY FOR INJURY, DEATH, DAMAGE, OR OTHER LOSS TO
PERSONS OR PROPERTY SUSTAINED IN CONNECTION WITH OR INCIDENTAL TO
PERFORMANCE BY CONTRACTOR UNDER THIS AGREEMENT, EXCEPT TO THE
EXTENT CAUSED BY THE GROSS NEGLIGENCE OR WILLFUL MISCONDUCT OF HFC
OR THE CITY OF HOUSTON.
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