5-RFP 721-26042 Third Party Specialty Instruments Scope Repair (12.18.25).pdf

REQUEST FOR PROPOSAL (RFP)

RFP NO.: 721-26042

Third Party Specialty Instruments & Scope Repair

Proposal and VetHUB Subcontracting Plan Submittal Deadline:

Wednesday, January 14, 2026, at 2:30 PM CST

PROCUREMENT OFFICER:

Michelle Bernal

PROPOSALS ARE DUE IN THE UNIVERSITY EUNA (PREVIOUSLY BONFIRE) PORTAL SHOWN BELOW NO LATER

THAN:

Wednesday, January 14, 2026, at 2:30 PM local time https://utexas.bonfirehub.com/portal/?tab=openOpportunities

NOTE: A public opening of responses will not be conducted for this RFP.

https://utexas.bonfirehub.com/portal/?tab=openOpportunities

REQUEST FOR PROPOSAL

TABLE OF CONTENTS

SECTION 1: INTRODUCTION…………………………………………………………………………………………………………………….

SECTION 2: NOTICE TO PROPOSER

SECTION 3: SUBMISSION OF PROPOSAL

SECTION 4: SPECIFICATIONS AND SCOPE OF WORK

SECTION 5: PRICING AND DELIVERY SCHEDULE

SECTION 6: PROJECT INSTRUCTIONS

Attachments:

Attachment One: General Information

Attachment Two: Sample Agreement and/or Business Associate Agreement (required submission)

Attachment Three: VetHUB (required submission)

Attachment Four: Higher Education Vendor Assessment Tool (HECVAT) (not required)

Attachment Five: Access By Individuals with Disabilities (not required)

Attachment Six: Electronic and Information Resources Environment Specifications (not required)

Attachment Seven: Information Security Requirements and Questions (not required)

Attachment Eight: Certificate Of Interested Parties, Form 1295 (not required)

Attachment A: EQUIPMENT LIST

Appendices:

Appendix 1: Execution of Offer (required submission)

SECTION 1

INTRODUCTION

1.1 Description of The University of Texas at Austin

The University of Texas at Austin is a bold, ambitious leader supporting some 52,000 students, 3,000 teaching faculty, 15,000 staff and top national programs across 19 colleges and schools. As Texas’ leading research university, UT attracts more than $650 million annually for discovery. Amid the backdrop of Austin, Texas, a city recognized for its creative and entrepreneurial spirit, the university provides a place to explore countless opportunities for tomorrow’s artists, scientists, athletes, doctors, entrepreneurs, and engineers.

1.2 Background and Special Circumstances

UT Health Austin’s Ambulatory Surgery Center (ASC) is a rapidly growing outpatient surgical facility dedicated to delivering high-quality, patient-centered care across multiple specialties. Located in the Health Transformation Building, the ASC currently serves as a hub for advanced surgical procedures and integrated clinical services, operating alongside several specialty clinics. Designed as a safe and convenient alternative for outpatient and short-stay surgical procedures, the ASC features four operating suites, one procedure room, eight PACU bays, and thirteen private recovery rooms, supported by advanced imaging and diagnostic technologies.

As part of UT Health Austin’s long-term vision, the ASC is positioned to expand its capabilities and evolve into a full-service hospital in the future, meeting the region’s growing healthcare needs while fostering innovation, education, and community health. It serves as an academic learning environment for Dell Medical School and the School of Nursing, integrating clinical care with education and research. Operating under a value-based care model, the ASC emphasizes integrated care delivery, cost efficiency, and technology-driven workflows to enhance patient safety and experience. Accredited by the Accreditation Association for Ambulatory Health Care (AAAHC) and holding Medicare-deemed status, the ASC demonstrates its commitment to quality and compliance.

The ASC’s vision is to transform outpatient surgical care in Central Texas by delivering accessible, high-quality, and patient-centered services that integrate clinical excellence with academic innovation. Its mission is to provide safe, efficient, and compassionate surgical care that supports patients, advances medical education, and strengthens the health ecosystem of Austin and beyond. Key goals include enhancing patient experience through seamless perioperative care, promoting value-based care to reduce costs while maintaining superior outcomes, supporting academic growth, and expanding community health access through strategic partnerships.

Services offered at the ASC include gastrointestinal endoscopy, general surgery, surgical oncology, gynecology, ophthalmology, orthopedic surgery, plastic and reconstructive surgery, podiatry, and urology.

Additional services include anesthesia (provided by US Anesthesia Partners), pathology (Clinical Pathology Associates), and specialty lab draws. These services are supported by Epic EHR integration, advanced surgical systems, and streamlined workflows that improve efficiency and safety. Patients benefit from comprehensive resources such as multilingual guides, post-operative instructions, and cost estimates, as well as private recovery rooms and convenient on-site amenities.

Through its commitment to value analysis, the ASC delivers clinical efficiency, cost savings, and continuous quality improvement. By aligning with Dell Medical School’s mission, the ASC fosters collaboration among clinicians, researchers, and educators, contributing to a sustainable health ecosystem that prioritizes innovation, affordability, and community well-being.

The required services include providing a comprehensive range of medical scopes and associated equipment, including ureteroscopes, cystoscopes, endoscopes, and gastrointestinal (GI) scopes. The scope of work also encompasses supplying compatible cameras for these devices and delivering full maintenance services to ensure optimal performance, safety, and reliability of all equipment.

1.3 Objective of Request for Proposal

The University of Texas at Austin (“UT Austin” or “University”) is soliciting responses from qualified vendors to provide medical scopes, associated cameras and comprehensive maintenance services associated with equipment (“Work”) more specifically described in Section 1.4 (Scope of Work) of this solicitation for the Ambulatory Surgical Center for UT Health Austin (“ASC”).

1.4 Group Purchase Authority

Texas law authorizes institutions of higher education (defined by §61.003, Education Code) to use the group purchasing procurement method (ref. §§51.9335, 73.115, and 74.008, Education Code). Additional Texas institutions of higher education may therefore elect to enter into a contract with the successful Respondent under this solicitation. In particular, Respondent should note that University is part of The University of Texas System (UT System), which is comprised of fourteen institutions described at http://www.utsystem.edu/institutions. UT System institutions routinely evaluate whether a contract resulting from a procurement conducted by one of the institutions might be suitable for use by another, and if so, this solicitation could give rise to additional purchase volumes. As a result, in submitting its response, Respondent should consider proposing a pricing model and other commercial terms that consider the higher volumes and other expanded opportunities that could result from the eventual inclusion of other institutions in the purchase contemplated by this solicitation. Any purchases made by other institutions based on this solicitation will be the sole responsibility of those institutions.

SECTION 2

NOTICE TO PROPOSER

2.1 Submittal Deadline

University will accept proposals until 2:30 p.m., Central Standard Time (CST) on January 14, 2026 (Submittal Deadline).

NOTE: A public opening of responses will not be conducted for this RFP.

2.2 University Contact Person

Interested parties will direct questions regarding this RFP via Euna (previously Bonfire) portal.

University instructs interested parties to restrict all contact and questions regarding this RFP to written communications delivered (i) in accordance with this Section on or before January 7, 2026 (Question Deadline), or (ii) if questions relate to Historically Underutilized Businesses, in accordance with Section 2.5.

http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.61.htm#61.003 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm#51.9335 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.73.htm#73.115 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.74.htm#74.008 http://www.utsystem.edu/institutions

University will provide responses as soon as practicable following the Question Deadline.

University intends to respond to all timely submitted questions. However, University reserves the right to decline to respond to any question.

2.3 Criteria for Selection

The successful Respondent, if any, selected by University through this RFP, will be the Respondent that submits a proposal on or before the Submittal Deadline that is the most advantageous to university. Contractor means the successful Respondent under this RFP.

Respondent is encouraged to propose terms and conditions offering the maximum benefit to university in terms of (1) service, (2) total overall cost, and (3) project management expertise.

The evaluation of proposals and the selection of Contractor will be based on the information provided in the proposal. University may consider additional information if University determines the information is relevant.

Criteria to be considered by University in evaluating proposals and selecting Contractor, will be these factors:

2.3.1 Threshold Criteria Not Scored

2.3.1.1 Ability of University to comply with laws regarding Historically Underutilized Businesses; and

2.3.1.2 Ability of University to comply with laws regarding purchases from persons with disabilities.

2.3.2 Evaluation Criteria

An Evaluation Committee (“Committee”) will review all responses to determine which Respondent have qualified for consideration according to the criteria stated herein. The Committee’s evaluations will be based on all available information, including qualification statements, subsequent interviews, if necessary, reports, discussions, reference checks, and other appropriate checks. The highest rated Respondent(s) evaluated by the Committee may be invited to make an oral presentation of their written response to the Committee.

Responses may be evaluated using “best value” criteria as authorized in Section 51.9335, of the education code:

Criteria Scored Criteria Weight Respondents’ Qualifications, Abilities, and Reputation (See Section 6, subsection 6.5 below)

Respondents’ Quality of Proposed Goods or Services (Methodology and Approach) (See Section 6, subsection 6.6 below)

Respondents’ ability to meet University’s needs via Proposed Goods and/or Services (See Section 6, subsection 6.7 below)

Respondents’ Price Proposal, and the long-term cost of using Respondent’s proposed Goods and/or services (See Section 6, subsection 6.8 below) http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm#51.9335

Respondents’ Staffing Resources and Past Business Relationship Strength with the University (See Section 6, subsection 6.9 below)

Total 100

2.3.3 Evaluation of Response

The evaluation of the responses shall be based on the evaluation criteria as described in this solicitation. All responsive responses will be reviewed, evaluated, and ranked by Committee. This includes any scoring adjustments for outliers or other additional considerations as specified by this solicitation including the submission proposed fee and pricing.

2.3.4 Advancement Criteria

The University may determine a competitive range for short-list interviews/presentations. The competitive range shall consist of the solicitation responses that receive the highest scores or most satisfactory ratings, based on the published evaluation criteria and procedures governing this procurement. Cutoff for the Competitive Range may be based on the top scores for a specific number of responses or based on a “natural break”.” Reasoned judgment will establish the "natural break";

solicitation responses below the cutoff cannot be made successful through clarification and negotiations.

The University is not obligated to enforce a “natural break” in scores and reserves the right to advance a specific number of Respondents as qualified for interviews.

2.3.5 Final Score

The Technical Response Score and the Price Proposal, as determined by the standards outlined in Section 5, shall be included in the Respondent's final written score. After the initial assessment, the University may, at its sole discretion, request the Best and Final Offer (BAFO) from each respondent or, if applicable, only from those respondents whose solicitation responses satisfy the Advancement Criteria. A Respondent may choose to keep their initial solicitation response submitted or modify it, including with pricing, in response to a request for a BAFO. The Final Written Response Scores will be updated in line with the specified standards in Section 3 regarding any modifications made to the Respondent's initial solicitation response in the event that a response is received in response to a request for BAFO.

If the University determines it is necessary to have an Advancement Criteria round, the Final Score will be made up of the post interview scoring along with the Initial Price Proposal or BAFO Price Proposal when determining the highest-ranking Respondent.

Every round will be assessed independently by the University using the standards outlined in Section 3.

2.3.6 Eligibility for Award

For a Respondent to be eligible to be awarded the contract, the response must be responsive to the solicitation and University must be able to determine that the Respondent is responsible and has the resources and capacity to perform the resulting contract satisfactorily. Responsive responses are those that comply with all material aspects of the solicitation, conform to the solicitation documents, and meet the requirements set forth in this solicitation. Responses, which do not comply with all the terms and conditions of this solicitation, will be rejected as non-responsive.

Respondents(s) may be requested to submit additional written evidence verifying that the firm meets the minimum requirements described above and as necessary, to perform the requirements of the solicitation and be determined a responsible Respondent. Failure to provide any requested additional information may result in the Respondent being declared non-responsive and the response being rejected.

A person is not eligible to be considered for award of this solicitation or any resulting contract or to be a subcontractor of the Respondent or Prime Contractor if the person assisted in the development of this solicitation or any part of this solicitation or if the person participated in a project related to this solicitation when such participation would give the person special knowledge that would give that Respondent or a Prime Contractor an unfair advantage over other Respondents.

Only individual firms or lawfully formed business organizations may apply (This does not preclude a Respondent from using subcontractors or contractors.) University will contract only with the individual firm or formal organization that submits a response to this solicitation.

In the event that only one (1) Response is received in reply to the advertised solicitation or only one (1) Response passes the Initial Responsiveness Screening, the University will review the Response for compliance with specifications, identify any areas of non-compliance, and if applicable, identify questions that need to be asked of the Respondent to clarify the Response. The Response must meet all required technical specifications.

2.4 Key Events Schedule

The following anticipated solicitation schedule, including a brief description of milestone dates, is also available on the events details page in Euna (previously Bonfire):

Solicitation Milestone Proposed Date RFP Issued December 18, 2025

Deadline for Questions from Supplier January 7, 2026

Answers to Supplier Questions (estimated) January 8, 2026

RFP Proposal Submittal Deadline January 14, 2026, at 2:30 PM CST

NOTE: The University reserves the right to revise this schedule. Any such revision will be formalized by the issuance of an addendum to the RFP and posted in the University Bonfire portal for your convenience.

2.5 Veteran Heroes United in Business Submittal Requirements:

It is the policy of The University of Texas at Austin to promote and encourage contracting and subcontracting opportunities for Veteran Heroes United in Business (VetHUBs) in all contracts.

The policy applies to all contracts with an expected value of $100,000 or more. If Owner determines that subcontracting opportunities are probable, then a VetHUB Subcontracting Plan (HSP) is a required element of the Qualifications. Failure to submit a required HSP will result in rejection of the Qualifications.

2.5.1 Statement of Probability: Owner has determined that subcontracting opportunities are probable in connection with this procurement solicitation. Therefore, an HSP is required as a part of the Respondent's Qualifications. Respondent shall develop and administer an HSP as a part of the Respondent's Qualifications in accordance with the Policy on Utilization of VetHUBs (Appendix Three).

A list of service-disabled veterans trade organizations and development centers can be obtained at:

http://www.comptroller.texas.gov/purchasing/vendor/hub/resources.php

2.5.2 Respondent must complete and submit the HSP in accordance with the Terms and Conditions of this solicitation. Refer to APPENDIX THREE for instructions on how to access the HSP. Respondents that fail to submit the signed HSP will be considered non-responsive to this RFP as required by §2161.252, Government Code

Questions regarding the E-HSP may be directed at:

Contact: Gary Hampton Jr., Vendor Management Office Email: utvethub-HSP@austin.utexas.edu

2.5.3 At the same time Respondent submits its response no later than the Submittal Deadline (ref. Project Detail Page). University will review Respondent’s HSP prior to opening the response to confirm Respondent submitted HSP. Respondent’s failure to submit the HSP will result in University’s reject of the response as non-responsive due to material failure to comply with advertised specifications

2.5.4 University may offer Respondent an opportunity to seek informal review of its draft HSP by University’s VetHUB Office before the Submittal Deadline. The informal review can be submitted via email at utvethub-hsp@austin.utexas.edu.

2.6 Public Information

Respondent is hereby notified that University strictly adheres to all statutes, court decisions, and the opinions of the Texas Attorney General with respect to disclosure of public information.

University may seek to protect from disclosure all information submitted in response to this RFP until such time as a final agreement is executed.

Upon execution of a final agreement, University will consider all information, documentation, and other materials requested to be submitted in response to this solicitation, to be of a non-confidential and non-proprietary nature and, therefore, subject to public disclosure under the Texas Public Information Act (ref. Chapter 552, Government Code). Prop will be advised of a request for public information that implicates their materials and will have the opportunity to raise any objections to disclosure to the Texas Attorney General. Certain information may be protected from release under §§552.101, 552.104, 552.110, 552.113, and 552.131, Government Code.

http://www.comptroller.texas.gov/purchasing/vendor/hub/resources.php http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2161.htm#2161.252 mailto:utvethub-HSP@austin.utexas.edu mailto:utvethub-hsp@austin.utexas.edu http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.101 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.104 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.110 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.113 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.131

SECTION 3

SUBMISSION OF PROPOSAL

3.1 Submission

Proposals must be received by University on or before the Submittal Deadline (ref. Section 2.1) via University Euna (previously Bonfire) portal.

3.2 Proposal Validity Period

Each proposal must state that it will remain valid for University’s acceptance for a minimum of one hundred and eighty (180) days after the Submittal Deadline, to allow time for evaluation, selection, and any unforeseen delays.

3.3 Terms and Conditions

Respondents must comply with the requirements and specifications contained in this solicitation, including the Terms and Conditions (ref. ATTACHMENT TWO). If there is a conflict among the provisions in this solicitation, the provision requiring Respondent to supply the better quality or greater quantity of services will prevail, or if such conflict does not involve quality or quantity, then interpretation will be in the following order of precedence: 1) University Terms and Conditions, 2) University referenced solicitation including all amendments issued by University, 3) the solicitation response as accepted and awarded by University.

Respondent may offer for University's consideration alternate provisions to the Terms and Conditions.

Alternates proposed must refer to the specific article(s) or section(s) concerned. General exceptions such as “company standard sales terms apply" or "will negotiate" are not acceptable.

Respondent’s exceptions will be reviewed by University and may result in disqualification of Respondent’s response as non-responsive to this solicitation. If Respondent’s exceptions do not result in disqualification of Respondent’s response, then University may consider Respondent’s exceptions when University evaluates the Respondent’s responses.

Respondent’s silence as to the terms and conditions shall be construed as an Indication of complete acceptance of these conditions as written.

The University shall not agree to any exceptions taken to the following terms and conditions for use of a proposed solution under the resulting contract:

3.3.1 Arbitration;

3.3.2 Limit of Liability;

3.3.3 Indemnification by University;

3.3.4 Wavier of class action by University;

3.3.5 Agree to personal jurisdiction or subject matter jurisdiction;

3.3.6 Any law other than Texas law;

3.3.7 Use of University Logos, except with written permission;

3.3.8 Cannot monetize or sell any data;

3.3.9 Mediation; and

3.3.10 Waiver of trial by jury

3.4 Submittal Checklist

Respondent is instructed to complete, sign, and return the following documents as a part of its proposal.

If Respondent fails to return each of the following items with its proposal, then University may reject the proposal:

3.4.1 Signed and Completed Execution of Offer (ref. Appendix 1)

3.4.2 Signed and Completed Pricing and Delivery Schedule (ref. Section 5)

3.4.3 Responses to Proposer's General Questionnaire (ref. Euna (previously Bonfire) Questionnaire)

3.4.4 Acknowledged Addenda (ref. Euna (previously Bonfire) Acknowledgement)

3.4.5 Responses to questions and requests for information in the Specifications and Scope of Work Section

(ref. Section 4)

3.4.6 Response to Contract Terms and Conditions, provide list of exceptions/redlines (ref. Attachment 2)

3.4.7 Signed and completed originals of the VetHUB Subcontracting Plan or other applicable documents

(ref. Section 2.5 and Attachment 3).

SECTION 4

SPECIFICATIONS AND SCOPE OF WORK

4.1 General

Minimum requirements and specifications for Work, as well as certain requests for information to be provided by Respondent as part of its proposal, are set forth below. As indicated in Section 2.3, contractor means the successful Proposer or Respondent.

Approval by the Board of Regents: No Agreement resulting from this RFP will be effective for amounts exceeding five million dollars ($5,000,000) until approved by the Board of Regents of The University of Texas System.

Multiple Awards: University reserves the right to make multiple awards against this RFP.

4.2 Term of Agreement

University anticipates that the term of the Agreement will be for approximately 1 year, beginning March 2026, with potential renewal of three (3) additional one (1) year term. Further, the University reserves the right to extend the contract term on a month-to-month basis, not to exceed three (3) months upon expiration of the initial term and any successive renewal term.

4.3 Minimum Requirements

Each Proposal must include information that clearly indicates that Respondent meets each of the following minimum qualification requirements:

4.3.1 The Respondent shall have sufficient financial resources, or the ability to secure such resources, to fulfill all obligations throughout the term of the contract.

4.3.2 Respondent shall possess the necessary personnel, technical expertise, and management capability to successfully perform all aspects of the contract..

4.3.3 Respondent shall provide all required certifications and documentation necessary for personnel to perform the proper maintenance and servicing of the equipment..

4.4 Additional Submittals Specific to this RFP

Respondent must submit the following information as part of Respondent’s proposal:

4.4.1 If Respondent takes exception to any terms or conditions set forth in the Agreement (ref.

ATTACHMENT TWO), Respondent must submit a red-lined version of ATTACHMENT TWO and a detailed list of reasons for the exceptions as part of its proposal. If Respondent agrees with the terms or conditions set forth in ATTACHMENT TWO, Respondent will submit a written statement acknowledging it.

4.4.2 By signing the Execution of Offer (APPENDIX ONE), Respondent agrees to comply with

Certificate of Interested Parties laws (ref. §2252.908, Government Code) and 1 TAC §§46.1 through 46.5) as implemented by the Texas Ethics Commission (TEC), including, among other things, providing TEC and University with information required on the form promulgated by TEC and set forth in ATTACHMENT EIGHT. Respondent may learn more about these disclosure requirements, including applicable exceptions and use of the TEC electronic filing system, by reviewing §2252.908, Government Code, and information on the TEC website at https://www.ethics.state.tx.us/resources/FAQs/FAQ_Form1295.php. The Certificate of Interested Parties must only be submitted by Contractor upon delivery to university of a signed Agreement.] http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2252.htm#2252.908 https://texas-sos.appianportalsgov.com/rules-and-meetings?chapter=46&interface=VIEW_TAC&part=2&title=1 https://texas-sos.appianportalsgov.com/rules-and-meetings?chapter=46&interface=VIEW_TAC&part=2&title=1 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2252.htm#2252.908 https://www.ethics.state.tx.us/resources/FAQs/FAQ_Form1295.php

4.5 Scope of Work, Activities, and Deliverables

The Contractor shall provide a comprehensive solution for medical visualization equipment and services for UT Health Austin’s Ambulatory Surgery Center. This includes the supply, installation, and maintenance of high-quality medical scopes and associated imaging systems to support surgical procedures across multiple specialties.

Contractor will provide the following services to the University:

4.5.1. Procurement and Delivery

4.5.1.1. Supply new medical scopes, including ureteroscopes, cystoscopes, endoscopes, and gastrointestinal (GI) scopes.

4.5.1.2. Provide compatible high-definition cameras and light sources for all scopes.

4.5.1.3. Installation and Integration

4.5.1.4. Install equipment in designated operating rooms and procedure areas.

4.5.1.5. Ensure seamless integration with existing surgical systems and Epic EHR for image capture and documentation.

4.5.2. Training and Support

4.5.2.1. Conduct on-site training for clinical staff on proper use, cleaning, and troubleshooting.

4.5.2.2. Provide user manuals and quick-reference guides.

4.5.3. Preventive and Corrective Maintenance

4.5.3.1. Schedule routine inspections and preventive maintenance.

4.5.3.2. Offer rapid-response repair services for equipment failures.

4.5.3.3. Loaner equipment must be provided during any repair or replacement period, and the loaned scopes must be equivalent in functionality and quality—or superior—to the original equipment. Loaners should be delivered promptly to avoid disruption of clinical operations and must meet all performance and sterilization standards required for patient safety.

4.5.4. Deliverables

4.5.4.1. Complete inventory of supplied scopes and accessories.

4.5.4.2. Installation and functionality verification reports.

4.5.4.3. Training completion certificates for staff.

4.5.4.4. Maintenance logs and service reports for all equipment.

4.5.5. Specifications for Scopes and Related Equipment (see Attachment Existing Equipment)

4.5.5.1. Scopes

1.4.5.1.1 Ureteroscopes: Flexible and semi-rigid options, minimum 270° deflection, high-resolution optics.

1.4.5.1.2 Cystoscopes: Rigid and flexible, compatible with HD imaging systems.

1.4.5.1.3 Endoscopes: Multi-specialty use, autoclavable, ergonomic design.

1.4.5.1.4 GI Scopes: Upper and lower scopes with high-definition imaging and therapeutic channels.

4.5.5.2. Cameras and Light Sources

1.4.5.2.1 HD or 4K resolution cameras with digital zoom capability.

1.4.5.2.2 LED light sources with adjustable intensity and long-life bulbs.

4.5.5.3. Compatibility

1.4.5.3.1 Must integrate with existing ASC surgical platforms and Epic EHR.

4.5.5.4. Compatibility

1.4.5.4.1 Scopes must be compatible with standard sterilization processes (autoclave or low-temp systems).

4.5.6. Maintenance & Warranty

4.5.6.1. Provide preventative maintenance on equipment as specified.

4.5.6.2. Provide quarterly inspections for wear, calibration, and performance.

4.5.6.3. Replace consumables and minor parts as needed.

4.5.6.4. Provide corrective maintenance on equipment as specified.

4.5.6.5. On-site response within 24 hours for urgent repairs.

4.5.6.6. Loaner equipment provided during repairs must match or exceed the original in quality and functionality, ensuring no disruption to clinical operations.

4.5.6.7. Maintain detailed service records for compliance and audit purposes.

4.5.6.8. Respondent shall provide a warranty period of at least one (1) year, with options for extended multi-year coverage as specified in the Scope of Work. The warranty must include all labor, materials, equipment, and workmanship provided under this contract.

During the warranty period, the Contractor shall:

• Promptly repair or replace, at no cost to the University, any defective or non-conforming work, materials, or equipment.

• Respond to warranty claims within five (5) business days of notification.

• Ensure that all repairs or replacements are completed within a reasonable timeframe, subject to University approval.

The Contractor shall also provide:

• A written warranty statement detailing coverage, exclusions, and procedures for submitting claims.

• Contact information for warranty support.

• Any manufacturer warranties applicable to materials or equipment used in the project.

Failure to honor warranty obligations may result in withholding of final payment or other remedies as outlined in the contract.

4.5.7. Optional Add-On Services

4.5.7.1. The University reserves the right to include optional services related to the scope of this project at its sole discretion.

4.5.7.2. This includes all scopes and related instruments, as well as additional scopes not listed herein, with options for trial use and disposable variants.

4.5.8. Respondent/Contractor Responsibilities

4.5.8.1. Furnish written proof of insurance upon award. Contractor must furnish written proof of commercial general liability and workman’s compensation insurance within five (5) days of execution of Contract.

4.5.8.2. The contractor must ensure proper planning, support, and staffing to meet all contract requirements.

4.5.8.3. Contractor must comply with the required performance schedule, taking into consideration all existing business commitments.

4.5.8.4. Contractor shall be solely and completely responsible for conditions on the event site, including safety of all persons and properties during the performance of the Work.

4.5.8.5. Contractor is required to provide own tools and necessary to perform the Work.

4.5.8.6. Contractor will obtain all guidance and direction from University Project Manager.

4.5.8.7. Contractor is responsible for damage caused to persons or property and must promptly repair such damages per University specifications.

4.5.8.8. Criminal Background Checks: Each individual who is assigned to perform the Services under this Agreement will be an employee of Contractor or an employee of a subcontractor engaged by Contractor. Contractor is responsible for the performance of all individuals performing the Services under this Agreement. Prior to commencing the Services, Contractor will (1) provide University with a list ("List") of all individuals who may be assigned to perform the Services, and (2) have an appropriate criminal background screening performed on all the individuals on the List. The criminal background screening will comply with the University policies and procedures as defined and set forth under the University criminal background checks policy statement (ref: https://policies.utexas.edu/policies/hop/5-114 , VII. Responsibilities & Procedures item 9). All criminal background checks must be completed and compliant prior to commencement of any Services by Contractor, Contractor’s employees, or Contractor’s subcontractors. Contractor will determine on a case-by-case basis whether each individual assigned to perform the Services is qualified to provide the services.

Contractor will not knowingly assign any individual to provide services who has a history of criminal conduct unacceptable for a university campus or healthcare center, including violent or sexual offenses. Contractor will update the List each time there is a change in the individuals assigned to perform the Services Contractor’s employees, provided Workers and sub-contracted employees, who provide services under this Agreement, must report to their supervisor in writing, within five business days, any criminal complaint, information, indictment, no contest plea, guilty plea, or criminal convictions (and whether the employee is registered as a sex offender or will be required to register as a sex offender), excluding misdemeanor offenses punishable only by fine. Contractor must provide the University written notification of any such reports; within three (3) business days of receiving the report from the employee. The University may require that Contractor remove the employee from University premises and services.

Prior to commencing performance of the Services under this Agreement, Contractor will provide University a letter signed by an authorized representative of Contractor certifying compliance with this Section. Contractor will provide University an updated certification letter each time there is a change in the individuals on the List.

All personnel assigned to the perform services on University premises or designated Service Areas shall be subject to pre-employment background checks, to include criminal records check. The background checks shall be administered in accordance with state law and University of Texas at Austin’s personnel policies addressing disqualifying offenses, which will be provided to Contractor in writing. The background checks shall be conducted and paid for by Contractor.

4.5.9. Invoicing

At the beginning of each calendar month, Contractor shall submit to University an invoice covering the Services performed during the prior calendar month. Any additional services performed during that calendar month, will be included in the next invoice, which will be accompanied by documentation that University may reasonably request to support the invoice amount. If University approves the amount or any portion of the amount, University will promptly pay to Contractor the amount approved. Each invoice will be accompanied by documentation that University may reasonably request to support the invoice amount. University will, within thirty

(30) days from the date it receives an invoice and supporting documentation, approve or disapprove the amount reflected in the invoice. If University disapproves any invoice amount, University will give Contractor specific reasons for its disapproval in writing.

Contractor will submit invoices to University as follows:

Attn: Ambulatory Surgical Center

The University of Texas at Austin Dell Medical School 1601 Trinity Street Austin, Texas 78712 Email Address: dellmedfinance@austin.utexas.edu mailto:dellmedfinance@austin.utexas.edu

SECTION 5

PRICING AND DELIVERY SCHEDULE

Proposal of: ___________________________________ (Proposer Name)

To: The University of Texas System

RFP No.: 721-26042 Third Party Specialty Instruments & Scope Repair

Ladies and Gentlemen:

Having examined specifications and requirements of this RFP (including attachments and appendices), the undersigned proposes to furnish Work upon the pricing terms quoted below. The University will not accept proposals which include assumptions or exceptions to the work identified in this RFP.

Respondents must complete this section in its entirety and may supplement this section with additional pages to provide the University with a more detailed breakdown, backup and/or options of related cost associated with the services being solicited in this solicitation. The Total Cost (hourly rates) must be inclusive of all associated costs. University will not reimburse Contractor for expenses and will not recognize or accept any additional charges or fees.

For the purposes of this solicitation, University will review the overall rate structure to evaluate its reasonableness for the anticipated work. Failure to fully disclose any fees or cost and to comply with the requirements herein may be cause for University to reject, as non-compliant, a response from further consideration.

5.1 Discounts

Describe all discounts that may be available to University, including, educational, federal, state, and local discounts.

5.2 Total Cost

Provide a total price (to include all travel and living expenses) for the proposed solution. The total proposed cost will be a firm fixed cost for the deliverables described in this RFP.

5.3 Total Cost Breakdown

Submit a comprehensive pricing schedule for the proposed project. The Total Cost must be inclusive of all expenses, including but not limited to travel, materials, labor, disposal, inspection, and applicable fees.

Please submit proposal and pricing information (breakdown) for the University in the Euna Requested Information Section.

The breakdown should include:

• Unit costs and quantities

• Material specifications and costs

• Equipment fees

• Contingency allowances

• Any other relevant cost components

5.4 Additional Services Related Services

Respondents shall provide a price list for any other available goods, services, or benefits that may not be mentioned or reflected in this RFP. These goods and services may not be utilized by this Department, but within the University, pricing is requested.

5.5 Payment Terms

University’s standard payment terms are “net 30 days” as mandated by the Texas Prompt Payment Act (ref. Chapter 2251, Government Code).

Indicate below the prompt payment discount that Respondent offers:

Prompt Payment Discount: _____% days/net 30 days.

The University of Texas at Austin has implemented the JP Morgan Chase Single Use Account (SUA) Program as the preferred method of payment. Using this method provides benefit to both the university and the supplier who will have their payment processed immediately. Any questions with regards to the SUA Program can be addressed to PaymentServices@austin.utexas.edu. Note: Your existing merchant interchange fees will apply.

Please indicate that you will accept payment under this program.

Yes No

Respondents should provide billing as follows:

Upon approval of the invoice by the University, Payment for services will be monthly after each service has been rendered.

5.6 Group Purchasing Organization (GPO) Contract

The University of Texas System subscribes to a GPO Accreditation Program as noted on the referenced website.

Any proposal being made under an available GPO contract that is recognized by UT System, shall be noted below for consideration by the University.

Cooperative Contract Name:

Cooperative Contract No.:

Cooperative Contract Term:

Cooperative Contract Website link:

5.7 Price Proposal Signature

The information in this RFP is to be utilized solely for preparing the proposal response to this RFP and does not constitute a commitment by University to procure any product or service in any volume.

http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2251.htm mailto:PaymentServices@austin.utexas.edu https://www.utsystem.edu/offices/business-affairs/group-purchasing-organization-gpo-accreditation-program

Company:

Contact Name:

Title:

Email Address:

Date:

Signature:

Section 6 – Project Instructions Refer to Bonfire Respondent's Questionnaire (Technical proposal information)

6.1 General Instructions

6.1.1 Respondent(s) should carefully read the information contained herein and submit a complete response to all requirements and questions as directed.

6.1.2 Responses and any other information submitted by Respondent in response to this solicitation shall become the property of university. The University will not provide compensation to Respondent(s) for any expenses incurred by the Respondent(s) for response preparation or for any demonstrations that may be made, unless otherwise expressly stated. Respondent(s) submit responses at their own risk and expense.

6.1.3 Responses, which are qualified with conditional clauses, or alterations, or items, not called for in the solicitation documents, or irregularities of any kind are subject to disqualification by university, at its option.

6.1.4 Each response should be prepared simply and economically, providing a straightforward, concise description of your firm's ability to meet the requirements of this solicitation. Emphasis should be on completeness, clarity of content, responsiveness to the requirements, and an understanding of university needs.

6.1.5 University makes no guarantee that an award will be made as a result of this solicitation and reserves the right to accept or reject any or all responses, waive any formalities or minor technical inconsistencies, or delete any item/requirements from this solicitation or resulting Agreement when deemed to be in University’s best interest. Representations made within the response will be binding on responding firms. University will not be bound to act by any previous communication or response submitted by the firms other than this solicitation.

6.1.6 Firms wishing to submit a “No-Response” are requested to return the first page of the Execution of Offer (ref. APPENDIX ONE). The returned form should indicate your company's name and include the words “No-Response” in the comment section of the table provided.

6.1.7 Failure to comply with the requirements contained in this solicitation may result in the rejection of your response.

6.2 Preparation and Submittal Instructions

All Attachments noted are to be properly completed and submitted with the response. Signature by an authorized officer of Respondent must appear on the Execution of Offer (ref. APPENDIX ONE) of the submitted electronic copy of the response.

6.3 Document Format and Content

6.3.1 Response must be signed by Respondent’s company official(s) authorized to commit such response. Failure to sign and return these forms may subject your response to disqualification.

6.3.2 Response to this solicitation must include a response to the requirements set forth in Bonfire.

6.3.3 Response must be typed on letter-size (8-1/2” x 11”) paper. University requests that responses be submitted in an organized electronic fashion resembling a binder format to include section tabs as further defined below. Preprinted electronic material should be referenced in the response and included as labeled attachments. Sections should be divided by tabs for ease of reference.

6.3.4 Responses shall be submitted to the University via the official sourcing portal noted in the solicitation announcement. Electronic response files should clearly indicate the company name on the file. Respondents shall upload files individually and not upload folders. Any questions regarding the submittal process shall be submitted to the Procurement Contracting Officer of record as noted on the project detail page in advance before the Submittal Deadline. Any

Response received after the specified time and date noted on the project details page will not be considered under any circumstances. University shall not be responsible for failure of electronic equipment or operator error. Late or otherwise non-responsive responses will not be considered

Respondent’s Response

6.4 Cover letter

The cover letter shall not exceed 1 page in length, summarizing key points in the response and shall briefly furnish background information about your firm, including date of founding, legal form (sole proprietorship, partnership, corporation/state of incorporation, corporate charter number), number and location of offices, location of company headquarters/main office, total number of employees’ company-wide and total number of employees in the State of Texas, and principal lines of business. Certify that the firm is legally permitted or licensed to conduct business in the State of Texas for the services offered.

6.5 Respondents’ Qualifications, Abilities, and Reputation

This section should describe the qualifications and experience of the Respondent and your ability to provide the services described in this solicitation.

6.5.1 Provide a brief description of your firm, including years in business, the geographic area served, and the total number of your personnel related to providing the services of the type and kind required in this solicitation.

6.5.2 Availability and commitment of the Respondent, its principals(s), and assigned professionals to undertake the services described in this solicitation.

6.5.3 Describe Respondent’s overall ability to provide the services required in this solicitation.

6.5.4 Demonstrate firm’s understanding, knowledge, and experience of the solicitation requirements.

6.5.5 Provide a summary of Respondent’s values.

6.5.6 This section should describe the past performance and references of the Respondent. Provide a

MINIMUM of three (3) clients where the Respondent has provided services of the type and kind required in this solicitation during the past five (5) years, including but not limited to public and private tier 1 research institutions of higher education or for other similarly complex organizations.

University may verify all information furnished. At a minimum, include the following project experience for the last five (5) years:

• Project Name, Location – Year Completed.

• Brief project description describing work performed by your firm, result, and work subcontracted.

• Owner’s Name, title, email, and current phone number.

• Identify firm’s role; completion date; and contract name(s). List of whether firm was prime or subcontractor.

• The methods of delivery used and how the firm maintains quality control.

• Provide documented experience in providing the types of services described herein especially related to tier 1-research institutions of higher education or similarly complex university system like The University of Texas System.

6.5.7 Describe lessons learned from previous clients for services of the type and kind required in this solicitation that were not successful and what steps Respondent has taken to effectively identify and mitigate from recurring.

6.5.8 Demonstrate the capability and successful past performance of the Respondent firm with respect to producing high quality services, maintaining goods working relations for services of the required in this solicitation.

6.5.9 Provide a list of all contracts that may have ended during the past 3 years; including contracts that may have been terminated or not renewed when a renewal was available. Include a detailed explanation of the circumstances related therein for any such contracts noted.

6.5.10 Provide a list of any work that Respondent may have completed for the University of Texas at Austin during the past 3 years, including a detailed description of the work effort, performance and define if the work was completed as a contractor directly with university or as a subcontractor under an engagement.

6.5.11 Demonstrated Qualifications and Experience of the Assigned Team & Key Personnel. Identify Key personnel that would be assigned to university and that will provide the services described in this solicitation, include an organizational chart, which identifies key personnel and their roles in furnishing the services required. Describe how the team will be organized to deliver the services outlined by the University.

6.6 Respondent’s Quality of Proposed Services (Methodology and Approach)

This section should describe and discuss the Respondent’s approach and methodology in providing the services of the type and kind required in this Request for Proposal. By reading the proposed approach and methodology overview, University must be able to gain a comfortable grasp and clear understanding of the level of services to be provided, and the methods proposed by the firm to provide them. A detailed explanation shall be included to understand how the services comply with the requirement of this solicitation.

6.6.1 Respondent shall respond to all requirements and questions noted in Section 1 of the Request for Proposal Project Overview and Scope of Services.

6.6.2 Respondents must provide an approach and methodology overview, which consists of a detailed and comprehensive description of the services requested proposed in response to this solicitation.

6.6.3 Respondent shall provide a detailed implementation plan with projected…