6-Courier Services RFP - Evaluation Criteria SOW FINAL.pdf

COURIER SERVICES – MAIL

& PHARMACEUTICALS RFP

Project: FY26-0372

April 2026

The Harris Center for Mental Health and IDD

Purchasing Department

9401 Southwest Freeway

Houston, Texas 77074

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SECTION I – PROPOSAL EVALUATION PROCESS

Not all evaluation factors are equal in importance and each factor is weighted in accordance with its importance to The HARRIS CENTER. Each item has been assessed a percentage upon which the final score will be determined. A total of 100 percentage points for the following items will be considered a perfect score.

The following will be significant factors in evaluating proposals, but the evaluation will not be limited to these items when making a final recommendation.

Criteria:

A.

Overall

Program

Concept

25% The quality of the services proposed, and the degree of compliance to the specifications, instructions, and conditions of this RFP. Indication that the vendor has a well-defined concept and program structure for providing mail, and pharmaceutical, courier services desired by The HARRIS

CENTER. Ability to obtain a Surety Bond as required by

State of Texas that covers the transportation of

Pharmaceuticals. Other value added services includes approach to meet committed delivery schedule, methodology and strategy to accomplish services.

B. Past

Performance

25% Demonstrated success in performing courier services for a

Public Governmental Entity. Ability to meet delivery schedule. Documentation of past performance in projects of this magnitude and resulting customer satisfaction.

C. Financial

Condition

10% Include a copy of your latest annual report / financial statements. As evidenced by the financial information requested of each vendor, indication that the vendor, or vendors, is financially stable and able to provide related services in its entirety.

D. Personnel/

Qualifications

10% Experience, skill sets and quality of the personnel proposed for this proposal. Additionally, the adequacy of the staff in size and availability to services as needed. Availability of vehicles, licensed drivers and reputation of personnel providing services.

E. References 10% Provide the names, telephone numbers, emails and addresses of at least three business references; preferably, from similar not-for-profit entities located in Texas. Particular attention will be given to the quality of the response from references, particularly those in the Houston area. Areas that will be addressed include contract performance, quality of the personnel, responsiveness, etc.

F. Price and

Overall Cost

20% Cost of the services proposed. Final cost may be negotiated with the successful Vendor. Cost will only become a determining factor when all other conditions are equal.

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Your Proposal shall include responses to the following questions and or statement.

A. Overall Program Concept

• Provide a detailed plan to handle interoffice mail and medications delivery services from

9401 Southwest Freeway to All Daily Drop off and Pick up Locations (see Section III) and back to 9401 Southwest Freeway.

• Do you offer mail metering services?

• Can you provide off route or rush pick up or drop off courier services?

• What type of courier services are you currently providing?

• Are you able to deliver large packages? If yes, is there a weight limit?

• How long have you been providing courier services?

• What are your hours of availability?

• Does your company have a parent or partner company? If so, who is it?

• How long has this relationship existed?

• The estimated daily delivery of Pharmaceutical drugs is $100,000.

• Is your company certified/bonded or able to get certified/bonded to transport pharmaceutical drugs/prescriptions? Do you have experience in providing this kind of transportation? Explain.

• Do you comply with all government driving regulations? Explain.

• How many insurance covered delivery vehicles do you currently have?

• Are your couriers/drivers aware of HIPPA regulations on confidentiality? Explain.

• Do you provide online and real-time tracking of packages? (ex: Latest Software / Bar

Code System) Explain.

• Are you able to adjust your route as part of pre-disaster planning?

• How much advance notice do you require to modify the route?

• Do you have a vehicle that can accommodate double the volume of medication deliveries if needed?

• Do you have a dedicated courier assigned solely to our stops from 8:00 a.m. to 4:30 p.m.?

This would exclude making additional business stops during our route.

B. Past Performance

• Please provide any documentation you may have of projects of this magnitude and resulting customer satisfaction.

C. Financial Condition

• Have you provided proof of your financial condition?

• Have you provided your last audited financial statement?

D. Personnel / Qualifications

• What type of qualifications do your couriers have?

• How many couriers do you currently have on staff? Explain.

• Explain your process and or requirements for employee training.

• Do all your couriers have up-to-date driver licenses?

• What type of pre-employment screening do you provide for each courier? Explain.

• Provide the type of identification for your transport vehicles and courier staff. How will they be identified? Explain.

• Is your business insured for loss, damage or theft for customer’s mail, pharmaceuticals, and packages? If yes, does the coverage extend to the customer for the possible loss and any potential fines that may be imposed?

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E. References

• Have you provided at least three (3) references from current local customers complete with contact name, phone number, fax number, physical address and email address?

F. Price and Overall Cost

• Have you provided your most aggressive pricing?

• Are you a member of a Cooperative Purchasing Network? Example: TCPN, Buy Board, TXMAS, TPASS, TIP and or a State of Texas Contract? If so, please provide proof.

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SECTION II – SPECIALIZED SERVICES TO BE PERFORMED

SCOPE OF SERVICES

• The HARRIS CENTER for Mental Health and IDD (The HARRIS CENTER) is seeking Courier

Services: Interoffice Mail, and Pharmaceutical from 9401 Southwest Freeway to several drop-off/pick-up outlying locations and back.

• Qualified vendor will provide Interoffice Mail, and Pharmaceutical Courier services from 9401

Southwest Freeway to outlying locations and back.

• All pickup and delivery to and from outlying locations (See Daily Drop Off and Pickup

Locations Attachment) are to be done daily Mondays-Fridays, except on agency official holidays.

• Packages and letters pickup and delivery vary by location, the flexibility of vendor is requested in order to meet agency needs.

• Vendor must transport all interoffice mail, packages, and pharmaceuticals in an insured, enclosed and covered vehicle(s). Contractor shall ensure that any vehicles used for the provision of services under this contract have adequate space, and are appropriately designed to transport mail, pharmaceuticals, and other material in which to maintain integrity and confidentiality of documents, and all agency property.

• Interoffice Mail, and Pharmaceutical delivery starts and ends at 9401 Southwest Freeway.

• Vendors must ensure that their courier staff is HIPPA and PHI compliant.

• Vendors must have a reliable package tracking system with return receipt capabilities.

SPECIFICATIONS

The winning proposer (hereinafter referred to as the “Contractor / Vendor” shall comply with the following specifications:

A. The HARRIS CENTER requests a fixed-price quotation for Courier Service between our

Corporate Headquarters at 9401 Southwest Freeway and outlying locations

B. The supplier will provide interoffice mail, pharmaceutical drugs, and package pick-up and delivery between various agency locations daily Monday through Friday between the hours of

8:00 a.m. – 4:30 p.m. with the exception of agency official holidays.

C. Pharmaceutical packages are in locked containers before being given to the driver.

D. There is an average of two mail buckets or boxes of interoffice mail items, and 3+ parcels transported to and from all outlying locations; this varies by size, weight, location and event.

E. Parking varies at each facility, each driver would have to use their own judgment, however, designated building contacts will be provided, and their signatures are required every day for every interoffice mail, package, medication, and medical record they receive.

F. Contractor will provide services for any emergency pick-up and delivery only when requested by a duly authorized staff member of The Harris Center.

G. Uniformed drivers and ID badge preferred

H. Driver must provide communication with pick-up sites regarding delays/variations from normal pick-up/delivery. Contractor must provide contact number of driver(s) to The Harris Center authorized staff designees.

I. Driver cannot store mail/packages, pharmaceutical drugs, overnight. All pick-up and delivery must be performed on the same day.

J. Contractor may be required to attend monthly and or quarterly meetings to discuss daily activities, issues/concerns and reporting on an as needed basis.

K. Contractor must be flexible to allow additions, deletions and or changes due to facility / program operational requirements.

L. Contractor must provide a transition plan for required services.

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M. Contractor shall assign a sufficient number of experienced drivers to provide adequate service to all specified routine routes.

N. What is the contingency for providing replacement drivers in the event of an emergency call-off or other unforeseen event that could potentially cause a disruption in service.