14-Special Requirements.pdf

SPECIAL REQUIREMENTS/INSTRUCTIONS

The following requirements and instructions supersede General Requirements, where applicable. The term “Harris County” and “County” is understood to include the Harris Health System (“Harris Health System”, “Harris Health” or HHS”).

VENDOR INSTRUCTIONS

Responses to this Competitive Sealed Proposal (CSP) shall be formatted and organized in the following order for consistency and easy screening:

• All proposals must be typed, single spaced, and printed single-sided on 8 ½” by 11” paper.

• Each section of the vendor’s response should start on a new page. A tabbed divider page marked with the section number should separate each section.

• Sections I-VI below must be uploaded under Bonfire’s Requested Information section.

Table of Contents

Section I: Transmittal Letter

The transmittal letter should not exceed three (3) pages and should include:

• Company name and address; name, title, email, telephone and fax number of person(s) to be contacted for clarifications or additional information regarding proposal,

• Name, title, email, telephone and fax number of person authorized to contractually obligate vendor’s company with proposal,

• A brief statement summarizing the vendor’s understanding of the project and relevant experience.

Section II: Scope of Service/Narrative of Proposed Services

• Describe your firm’s philosophy, approach(es) and preferred methods for meeting requirements and/or deliverables in the Specifications sheets of this CSP,

• Provide the greatest amount of meaningful detail possible to describe the proposed products/services. Indicate if vendor can meet the specifications, or if the specifications can be met only under certain conditions or circumstances. If vendor is not able to meet the specification, briefly explain why, noting any concerns or issues Harris County should be aware of,

• Provide a timeline indicating deliverables/estimated completion date from the time a Purchase Order is issued (calendar days), vendor responsibilities and resources needed from Harris County,

• Define reporting capabilities including monthly management reports, comprehensive invoicing, notification, and electronic capabilities. Include samples of reporting procedures, any standard reporting forms provided to the customer, and additional programs available to customers,

• Provide safety record for each of the past three (3) calendar years, and describe firm safety experience working on construction projects of similar scope. The safety record should be supported by accurate and verifiable date,

• List identifying any potential subcontractors, professionals, suppliers, and vendors that you may work with on this project,

• Describe any professional liability limits,

• Describe any other consultant relationships,

• Describe and/or include information concerning warranty,

• Provide current workload and projects.

Mere reiterations of specifications are strongly discouraged, as they do not provide insight into the vendor’s ability to meet the specifications.

Section III: Pricing Information – See the BidTable within Bonfire for instructions. Each proposer must submit a bid bond or cashier’s check for five percent (5%) of the total amount bid as required in attachment Bid Guaranty & Performance Bond Information & Requirements and in attachment Bid Check Return Authorization Form (if applicable). When submitting through Bonfire and electing to provide a cashier’s check in lieu of a bid bond, the cashier’s check must be physically dropped off in a sealed envelope referencing the Ref. # (Job No.) from Bonfire before the due date at 1111 Fannin, 12th Floor, Houston, TX 77002.

Section IV: Organizational Information/Qualifications

• Vendor’s history, background and principal officers,

• Company organization chart,

• Provide documentation of experience and training in applying Interim Life Safety

Measures (ILSM) and the use of Infection Control Risk Assessment (ICRA) techniques. Consideration will be made for infection control procedures,

• Detailed project execution plan, or methodology, that discusses principles, practices, and procedures to be used by the vendor in implementing associated work for this project. The information should include, but not be limited to, a discussion of design services, project mobilization, use of subcontractors (if applicable), a project organization chart, project manager identification, quality assurance program, safety record, and reporting capabilities. Briefly:

o Project mobilization means the time required to have a team in place at the job site once the Purchase Order has been issued, and identification of which skills would be performed by the vendor and by any required subcontractors, o Subcontractor discussions should include information regarding the program that is used to pre-qualify a subcontractor as satisfactory due to their financial stability and technical qualifications. Vendor shall provide detailed information regarding pre-approved subcontractors, such as name of firm, address, phone number, contact, area of specialty(ies), size of work force, and years as a pre-approved subcontractor, o A project organization chart should detail the team to be assigned to Harris

County. The organizational chart shall show the chain of command, and the role and responsibility of each member. (The vendor shall keep Harris County up to date with a revised organization chart each time there is a significant change), o Vendor must provide Harris County with a quality assurance program that ensures, at a minimum, the following:

a) Utilization of proper materials,

b) Utilization of satisfactory workmanship,

c) Correction plan if unsatisfactory materials or workmanship is utilized,

d) That all necessary paper work, drawings, and documentation follow the job from start to finish and ensure compliance with construction documents approved submittals, request for information (RFI) and change in contracts

(CIC),

e) That entire job is complete on time as mutually agreed, and to satisfaction of Harris County, o Vendor must provide Harris County with, at a minimum, monthly computer-generated reports that will provide an overview of the project, showing originally estimated completion date, actual start date, and revised completion date, if any. Revised completion dates must include detailed explanations,

• Summary of credentials, licenses and accreditations,

• Identify vendor’s contracts of similar size and scope,

• Fiscal and Bonding Capacity:

o List your total annual billings for each of the past five (5) calendar years, o Supply financial references, o After proposal(s) are opened but prior to award, the vendors may be required to submit upon request financial statements that include a balance sheet, audited annual statement & income statement.

o The vendor selected for this project must provide a 100% performance and/or payment bond for the entire amount of the construction budget.

Provide a letter from a bonding company demonstrating your ability to satisfy this requirement.

Section V: Miscellaneous:

State exceptions to any of the requirements in this CSP, if any.

This CSP is governed by the procedures as contained in §2269 et seq., Subchapter D of the Texas Government Code. Therefore, award of contract(s) shall be made to the provider of the required services that is evaluated to be the best value based on selection criteria, and, after negotiations, if needed, whose pricing is considered to be fair and reasonable. Harris County does not accept any financial responsibility incurred in order to respond to this CSP. In addition, Harris County reserves the right to accept or reject any or all CSPs, or waive any and all formalities not considered advantageous to Harris County.

Harris County will not be liable for any costs incurred by the vendor in preparing a response to this CSP.

Vendors submit proposal(s) at their own risk and expense. Harris County makes no guarantee that any products or services will be purchased as a result of this CSP and reserves the right to reject any and all proposals. All proposals and accompanying documentation will become the property of Harris County. All proposals are open to negotiation.

The vendor is expected to examine all documents, forms, specifications, and all instructions. Failure to do so will be at vendor’s risk.

NO CONFIDENTIALITY OF COMPETITIVE SEALED PROPOSALS

Once opened, proposals are public records. There are no exceptions. When submitting a proposal, vendor must be sure to redact confidential information if the information is needed to address requirements of the bid. If there are any questions concerning confidentiality of information to be submitted, contact the Buyer listed within Bonfire.

EVALUATION PROCESS

All proposals will be examined by an evaluation committee consisting of various Harris Health System and Harris County Purchasing and ranked according to the selection criteria set out below. Harris County will select the vendor that, in the opinion of Harris County, submits the proposal that offers the best value for Harris County based on the selection criteria and the weighted value for each selection criteria and the weighted value for each selection criteria and on Harris County’s ranking evaluation. The vendor that offers the best value may or may not be the vendor that submits the lowest proposal for the cost of construction.

Proposals that do not conform to the instructions or which do not address all the services as specified may be eliminated from consideration. However, Harris County, reserves the right to accept such a proposal if it is determined to be in the best interest of Harris County.

While Harris County appreciates a brief, straightforward, concise reply, the proposer must fully understand that the evaluation is based on the information provided. Accuracy and completeness are essential.

Omissions, ambiguous and equivocal statements may be construed against the proposer. The proposal response may be incorporated into any contract which results from this CSP, and vendors are cautioned not to make claims or statements it is not prepared to commit to contractually. Failure of the vendor to meet such claims will result in a requirement that the vendor provide resources necessary to meet submitted claims.

Harris County Purchasing may initiate discussions with selected vendors; however, discussions may not be initiated by vendors. Harris County Purchasing expects to conduct discussions with vendor’s representatives authorized to contractually obligate the vendor with an offer. Vendors shall not contact any Harris County personnel during the CSP process without the express permission from the Office of the Harris County Purchasing Agent. Harris County Purchasing may disqualify any vendor who has made site visits, contacted Harris County personnel or distributed any literature without authorization from Harris County Purchasing.

All correspondence relating to this CSP, from advertisement to award shall be sent to the Harris County Purchasing. All presentations and/or meetings, if applicable, between Harris County and the vendor relating to this CSP shall be coordinated by the Harris County Purchasing.

Harris County may conduct negotiations with vendor’s representatives authorized to contractually obligate the vendor with an offer. If vendor is unable to agree to contract terms and conditions, Harris County reserves the right to terminate contract negotiations with that vendor and initiate negotiations with another vendor.

EVALUATION CRITERIA

Award shall be made to the responsible vendor whose proposal is determined to be the best evaluated offer resulting from negotiations and taking into consideration all aspects of proposal impact items and the following:

a. Firm Qualifications/Past Performance on Similar Projects......…………………………………………. 15% (Firm demonstrates their ability to meet the required qualifications listed herein. Identify the person who will be assigned construction management responsibility and the construction superintendent. Provide documentation of their qualifications including construction experience of no fewer than five (5) projects similar in size, scope, and type to the one described in this CSP. Provide the name and location of each project, the client, contact person and number. Please refer to Sections II, IV and Questions 9, 10, & 11 of Questionnaire)

b. Firm Experience with Medical and Government Projects………………………………………………. 15% (Provide documentation of their qualifications including construction experience of no fewer than five (5) projects similar in size, scope and type related to medical and Governmental facilities to the one described in this CSP.

Provide the name and location of each project, the client, contact person and number. Please refer to Sections II and IV)

c. Organization and Project Methodology........................................................................................................... 10% (Describe how the construction management services will be provided and how they will be supported. Describe the approach that the project manager will take to achieve the required collaboration, scheduling, and coordination required for this project. Please refer to Sections II and IV)

d. Safety Record …………………….…………….……………………………….………………......…........ 5% (Describe the firm’s safety experience working on construction projects of similar scope. Please refer to Section

II)

e. Fiscal and Bonding Capacity (Please refer to Section IV) ……………………………………………….... 5%

f. Pricing (Please refer to Section III) ……………….………………………….……………………………… 50%

Submission of a proposal implies the vendor's acceptance of the evaluation criteria and vendor’s recognition that subjective judgments must be made by the Evaluation Committee.

AWARD

Harris County anticipates awarding to a single vendor. However, Harris County reserves the right to award to more than one (1) vendor if in the best interest of Harris Health System.

No award can be made until approved by Harris Health System Board of Trustees. This CSP does not obligate Harris Health System to the eventual purchase of any product/service described, implied or which may be proposed. Progress toward this end is solely at the discretion of Harris County and may be terminated at any time prior to execution of a contract.

ONSITE STAFF POLICIES

Policies for onsite staff can be found here: https://www.harrishealth.org/Pages/vendor-relations.aspx. At a minimum, please review policy 3.55.00. Additional policies and procedures in Bonfire.

https://www.harrishealth.org/Pages/vendor-relations.aspx

TOLL/PARKING FEES

All toll/parking FEES incurred by the vendor during the term of this contract will be the responsibility of the vendor.

DRAWINGS/ADDITIONAL SPECIFICATIONS

Vendors may download drawings, additional specifications, plans, and/or maps for this project from Bonfire at harriscountytx.bonfirehub.com portal as referenced in the attachments titled Project Manual, Division 27 Communications Specification, Door Hardware Facility Specification Guideline, and Drawings. Do NOT include the drawings from this CSP package with the vendor’s submittal.

ADDITIONAL REQUIREMENTS

Where these special requirements and information as detailed in attachment General Conditions for Building Construction and Related Work, differ from the General Requirements for Proposals, the specific requirements within the General Conditions for Building Construction and Related Work, supersede where applicable.

Brand names and model numbers that may appear in the documents of this CSP are for reference only. It is not the intent of Harris County to restrict these bids in such cases, but to establish a desired quality of level of merchandise or to meet a pre-established standard due to like existing items. Offerors may offer items of equal stature and the burden of proof of such stature rests with offerors. Harris County shall act as sole judge in determining equality and acceptability of products offered. After opening of proposals, but prior to award recommendation, Harris County may require documentation demonstrating equal or superior products as compared to products required.

Coordination of the project will be through Harris Health System and all invoices must be routed through their department. All invoices shall include submission requirements stated in the specifications including completed certified payroll records and lien waivers. Payment terms are “Net 30” from date the invoice is approved by Harris Health System; therefore, payment to the vendor may be up to one (1) month from the date the invoice is approved by Harris Health System.

In addition, the vendor must comply with Texas Government Code (GC) 2258, Prevailing Wage Rates, and GC 2253.021, Performance and Payment Bonds. Accordingly, GC 2258 requires the vendor to submit a certified payroll record as detailed in the attachments titled Prevailing Wage Rates, Worker Classification Definitions and Payroll Submittal Instructions (http://www.eng.hctx.net/Consultants/Construction/Prevailing-Wage-Rates), and compensate any worker employed on a public works project not less than as applicable. As well, GC 2253.021, Performance and Payment Bonds, requires the vendor to provide a payment bond on all public works jobs that exceed $25,000, and a performance bond on all public works jobs that exceed $100,000.

PREVAILING WAGES

In accordance with Section 2258 of the Texas Government Code, contractor and any subcontractor hired by contractor for the construction of any project, shall not pay less than the rates set forth in the Schedule of Prevailing Wages attached and incorporated by reference in each Project Manual. Contractor warrants that it and its subcontractors shall comply with all requirements and worker ratios per the applicable Schedule of Prevailing Wages and Texas state law.

Contractor shall submit certified payroll of contractor and all subcontractors on a weekly basis. At County’s request, contractor shall make available and shall require its subcontractors to make available, copies of cancelled checks and check stubs for comparisons by the County or its agents.

County reserves the right for its agents to visit the project site and to interview contractor, its http://www.eng.hctx.net/Consultants/Construction/Prevailing-Wage-Rates http://www.eng.hctx.net/Consultants/Construction/Prevailing-Wage-Rates http://www.eng.hctx.net/Consultants/Construction/Prevailing-Wage-Rates) subcontractors and employees of each on any date or time, as often as desired during the construction period, without prior notification.

County will ascertain if proper wage rates are being paid to the employees as required by the Project Manual. In the event of a discrepancy between the work performed and the wages paid, County will document same and notify contractor. All initial determinations of the classification of workers or the appropriate prevailing wage shall be made by the Harris County Contract Compliance Officer. Her determinations shall be binding.

If, for any length of time and as determined by the Harris County Contract Compliance Officer, discrepancies appear between the certified payrolls and the actual wage paid, County shall require check stubs to be attached to each weekly certified payroll.

Pursuant to TEX. GOV’T CODE ANN. §2258.051, the County reserves the right to withhold any monies due contractor until such discrepancy is resolved and the necessary adjustment made. Contractor shall also pay a penalty in accordance with TEX. GOV’T CODE ANN. § 2258.023(b), of Sixty and No/Dollars ($60.00) per day per person per incident that such person is underpaid. Contractor shall impose these same obligations upon its Subcontractors. Contractor understands that with monthly certified payrolls, contractor is responsible for any and all penalties that shall accrue during the month, regardless of the fact that any error could not be discovered by the Contract Compliance Officer until the following certified payroll.

CONTRACT TRANSITION

In the event services end by either contract expiration or termination, it shall be incumbent upon the vendor to continue services, if requested by Harris County Purchasing, until new services can be completely operational. The vendor acknowledges its responsibility to cooperate fully with the replacement vendor and Harris County to ensure a smooth and timely transition to the replacement vendor. Such transitional period shall not extend more than ninety (90) days beyond the expiration/termination date of the contract, or any extension thereof. The vendor shall be reimbursed for services during the transitional period at the rate in effect when the transitional period clause is invoked by Harris County. During any transition period, all other terms and conditions of the agreement shall remain in full force and effect as originally written.