8-FDA20260323 - Construction Cost Estimating Services for Harris Health.pdf

REQUEST FOR STANDING OFFER FOR

Construction Cost Estimating Consultant Services

For Harris Health

RSO #FDA20260323

4800 FOURNACE PLACE

BELLAIRE, TEXAS 77401

OFFERS ARE DUE NO LATER THAN:

April 17, 2026 AT 2:00 P.M. CDT

TABLE OF CONTENTS

SECTION PAGE

1.0 Procurement Schedule 3

2.0 Scope of Work

2.1 Scope

2.2 Term and Renewals

2.3 Overview and Purpose

2.4 Itemized Scope

3.0 Minimum Requirements 4

4.0 Current State 5

5.0 Evaluation Criteria 7

6.0 Submittals

7.0 Instructions to Proposers 10

8.0 General Requirements for Proposers 12

9.0 Special Conditions for Proposers 12

10.0 Appendix 14

1.0 PROCUREMENT SCHEDULE

1.1 The Procurement Schedule is as follows, understanding it is a tentative schedule and may be modified as necessary by the Sourcing Manager.

DATE ITEM

March 23, 2026 Release of RSO document and posted in Bonfire April 2, 2026 Proposal Conference (See Section 7.1) April 6, 2026 Questions Due (See Section 7.2)

April 17, 2026 Responses are due no later than 2:00 PM local time in Houston, Texas

May 4 - 8, 2026 Vendor Presentations (if any) July 1, 2026 Anticipated contract execution and commencement of Services

2.0 SCOPE OF WORK

2.1 Scope

Harris Health is accepting offers from qualified construction cost estimating firms to provide cost estimation consulting services for Harris Health construction projects on an ad hoc (as needed) basis. Services may include but is not limited to, identifying factors affecting costs; read blueprints and technical documents in order to prepare estimates; collaborate with engineers, architects, and contractors; calculate, analyze, and adjust estimates; recommend ways to cut costs; and maintain records of estimated and actual costs for Harris Health construction projects.

Construction projects may include hospitals, outpatient facilities, clinics, and specialty care centers.

2.2 Term and Renewal

The term of the Agreement may be extended for six (6) one-year renewal options, renewable one (1) year at a time, based on the same terms and conditions with revised pricing permitted, but shall not exceed the increase of the Consumer Price Index for All Urban Consumers (CPI-U) for the preceding calendar year. Below is the index to be used for the calculations.

Consumer Price Index for All Urban Consumers (CPI-U) Series Id: CUUR0000SAS,CUUS0000SAS Series Title: Services in U.S. city average, all urban consumers, not seasonally adjusted Area: U.S. city average Item: Services Base Period: 1982-84=100

2.3 OVERVIEW AND PURPOSE

Harris Health seeks to contract with a construction cost estimator firm to provide precise and comprehensive cost estimates to inform project planning and budgeting for healthcare facilities and to ensure estimates are compliant with healthcare regulations and reflect current market conditions.

2.4 ITEMIZED SCOPE

I. Preliminary Cost Estimates:

a. Develop preliminary cost estimates during the conceptual design phase, providing rough order-of-magnitude figures.

b. Identify potential cost-saving measures and value engineering opportunities specific to healthcare design.

II. Detailed Cost Estimates:

a. Prepare detailed cost estimates at various project phases (e.g., schematic design, design development, construction documents).

b. Break down costs by labor, materials, equipment, overhead, and profit margins, with an emphasis on healthcare-specific requirements (e.g., specialized medical equipment, technology infrastructure).

III. Regulatory and Compliance Analysis:

a. Ensure all cost estimates consider relevant healthcare regulations, building codes, and industry standards (e.g., FGI Guidelines, NFPA, ADA).

b. Factor in costs related to compliance with health and safety protocols.

IV. Cost Analysis:

a. Conduct cost analyses for different construction methods and materials, including sustainable and energy-efficient options.

b. Provide life-cycle cost analysis long-term financial implications for healthcare operations.

V. Change Order Estimates:

a. Prepare cost estimates for change orders or modifications during the construction phase.

b. Assess the impact of changes on overall project budgets and timelines, especially concerning healthcare service continuity.

VI. Reporting and Documentation:

a. Deliver comprehensive reports detailing cost estimates, methodologies, assumptions, and supporting data.

b. Provide digital copies of all documents in specified formats (e.g., Excel, PDF).

VII. Collaboration and Coordination:

a. Work closely with project managers, architects, engineers, healthcare planners, and other stakeholders to ensure alignment on cost-related issues.

b. Attend project meetings to present cost estimates and provide insights.

3.0 MINIMUM REQUIREMENTS

3.1 Harris Health has identified minimum vendor qualifications and solution requirements for offers to be considered for evaluation of their offer and award. These minimum requirements are listed below in this Section 3.0. Those vendors and their offers that do not meet these minimum requirements described in this Section will not be evaluated and considered for award under this solicitation.

3.2 Minimum Qualifications Requirements – Vendor must meet the following requirements:

A. Vendor must have at least five (5) years of experience and must have provided construction cost estimating services to a minimum of three (3) healthcare organizations, each consisting of multiple hospitals and clinics.

B. The Team Leader or Account Manager assigned to Harris Health must have at least 5 years of experience providing cost estimation services for construction projects.

3.3 Minimum Solution Requirements - Vendor’s proposed solution must meet the following requirements:

Vendor must submit a completed MWBE Utilization Plan.

4.0 CURRENT STATE

4.1 For more information about Harris Health, visit www.harrishealth.org.

4.2 Current State:

Harris Health Project Management Office currently receives construction estimates from

Architects/Engineers at the Schematic Design/Design Development stage of design. This IDIQ procurement will allow Harris Health flexibility to contract directly with an estimating firm prior to an architect being brought on board for a project, or where desired to obtain a second opinion on an estimate provided by an Architect/Engineer.

5.0 EVALUATION CRITERIA

5.1 All offers will be examined by an Evaluation Committee which will consist of Harris Health staff.

5.2 Offers that do not meet the Minimum Requirements contained in Section 3.0 will be eliminated from consideration.

5.3 Offers should be brief, straightforward, and concise demonstrating the vendor has an understanding on what is being requested and evaluated. Accuracy and completeness are essential. Omissions, ambiguous and equivocal statements may be construed against the vendor.

The offer response may be incorporated into any contract which results from this RSO, and vendors are cautioned not to make claims or statements it is not prepared to commit to contractually.

5.4 The Harris Health Sourcing Manager may initiate discussions with selected vendors to work towards a mutually agreeable offer. Harris Health expects to conduct discussions with vendor’s representatives authorized to contractually obligate the vendor with an offer. Vendors shall not contact any Harris Health personnel during the RSO process without the express permission from Harris Health Sourcing Manager identified herein. Harris Health may disqualify any vendor who has made site visits, contacted other Harris Health personnel or distributed any literature without prior authorization from the Harris Health Sourcing Manager.

5.5 All correspondence relating to this RSO, from advertisement to award shall be sent to Harris

Health Purchasing. All presentations and/or meetings between Harris Health and the vendor relating to this RSO shall be coordinated by the Sourcing Manager.

5.6 Selected vendors may be requested to make a presentation/product demonstration to the RSO evaluation committee. Offers, vendor presentations and product/service evaluations may http://www.harrishealth.org/ develop into negotiating sessions with the vendor(s) as selected by the Evaluation Committee.

Harris Health expects to 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 Health reserves the right to terminate contract negotiations with that vendor and initiate negotiations with another vendor. In addition to a presentation, visits by the Evaluation Committee to representative vendor client sites may be conducted where the proposed solution can be demonstrated in a production environment.

5.7 Evaluation Scoring

Award shall be made to the highest scored responsive and responsible vendor whose offer is determined to be the best evaluated offer resulting from negotiations and taking into consideration all aspects of offer impact items and the following in order of relative importance:

A. Solution 40% B. Qualifications 30% C. Pricing 30%

100%

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

6.0 SUBMITTALS

6.1 Harris Health uses the Euna, formerly known as Bonfire, platform

(https://harriscountytx.bonfirehub.com/portal/?tab=openOpportunities) to distribute and collect competitive solicitations for both formal and informal procurements. Below are the requirements a vendor must follow when submitting a offer for consideration. Vendors are encouraged to register and become familiar with the platform prior to submitting a offer.

6.2 Bonfire Requested Information Section – Items to Upload

A. Miscellaneous Offer Documents – The below forms would be uploaded under

Miscellaneous Offer Documents.

1. Proof of Insurance (see Minimum Insurance Requirements file)

2. Vendor Certification of Eligibility to Participate

3. Tax Residence Certification

4. Addenda (if any)

6.3 Exceptions

A. RSO Exceptions – State exceptions to any of the requirements in this RSO. This includes any redlines to terms and conditions listed in any document.

6.4 Qualifications

Provide a narrative that describes your company’s qualifications and experience as an organization. To evaluate vendor’s qualifications and experience, please provide the following information:

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

A. Project Team:

Identify the team members assigned to Harris Health. Provide resumes, credentials, and experience of the proposed key personnel that will be performing the services.

Information should include, but is not limited to:

i. Individual names and title

ii. Role of team member

iii. Education

iv. Professional license(s) and certification(s)

v. Relevant experience providing construction cost estimate services

If the actual team engaged to perform the contract differs from the team presented, the offeror will propose individuals of comparable or better qualifications and will be subject to approval by Harris Health.

B. Case Study At least three (3) examples of healthcare construction projects within the last five (5) years for which your firm provided cost estimating services. For each example, include at minimum:

i. Include project name, location, and type of facility

ii. Scope of estimating services provided

iii. The initial estimate provided by vendor’s team

iv. The final actual project cost at completion

v. An analysis of the variance between the estimate and actual cost that include, but it not limited to, contributing factors to the variance

vi. Lessons learned and improvements made to your estimating process as a result

6.5 Solution

Provide a narrative that describes your approach and methodology for providing the requested service and/or equipment based on the information contained in Section 2 Scope of Work.

Vendors are advised to provide information that would highlight the vendor’s strengths in providing the requested service, information that would demonstrate vendor’s leadership in the field, and information that would distinguish vendor from its competitors.

A. Provide a detailed description of the vendor’s approach to:

i. Preparing cost estimates at various design stages

ii. Providing all other services outlined in Section 2.4

B. Describe vendor’s typical turnaround times for estimates at different design stages

C. Explain how vendor manages multiple projects and prioritize deadlines

D. Provide description of tools, software, data sources, benchmarking or market analysis used for estimating

E. Provide a visual workflow with a narrative description of vendor’s typical process from initial data collection through final estimate delivery

F. Provide a sample of a cost estimate and any data that accompanies the deliverable

G. Explain vendor’s internal quality control procedures for verifying estimates

H. Describe how vendor ensures compliance with industry standards and agency requirements

I. Describe how vendor handles any changes in scope or unforeseen conditions

J. Describe how vendor outlines potential risk in providing cost estimating services and its strategies for mitigating them.

K. Provide any further information about vendor’s solution, process, and/or methodology that would clarify the services and deliverables being proposed to Harris Health.

6.6 MWBE Commitment

Review the MWBE Goal Participation Information Packet for information on Harris Health’s 15% Minority/Woman-owned Business Entity goal for the purchase of the requested goods or services.

The packet will also have instructions on how to complete the Utilization Plan and the Letter of Intent, which is required to be uploaded into Bonfire as part of your offer submission.

6.7 Pricing

The following Pricing information will be requested in Bonfire as a Data Submission.

A. Provide hourly rates by position to be used for services requested through this RSO.

Vendor is to use the attached Rate Sheet to provide hourly rates. Harris Health understands that positions may be different than those used by vendor. Vendors must match its positions to those on the rate sheet to its best ability. The hours presented are estimates and, together with the titles, are used only for evaluation purposes. Vendors may not edit the Rate Sheet to delete positions, include more positions, or to alter the estimated hours.

B. Vendor’s may provide, separately, on its own document its proposed job titles and hourly rates that may be used for contract purposes. Vendor understands that only the rates submitted via the Rate Sheet as explained in Section 6.7.A will be used for evaluation.

Vendor further understands that roles and hourly rates provided under this section do not supersede those rates proposed under 6.7.A. This section merely provides vendors with an opportunity to submit actual role titles. Hourly bill rates may be adjusted annually as outlined in Section 2.2.

6.8 Harris Health will not be liable for any costs incurred by the vendor in preparing a response to this RSO. Vendors submit offers at their own risk and expense. Harris Health makes no guarantee that any products or services will be purchased as a result of this RSO, and reserves the right to reject any and all offers. All offers and accompanying documentation will become the property of Harris Health. All offers 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.

6.9 At and after opening, offers will NOT be part of the public record and subject to disclosure, but will be kept confidential until time of award and execution of an agreement. When an award is made and an agreement is executed, offers are subject to review under the “Public Information Act”. To the extent permitted by law, vendors may request in writing non-disclosure of confidential data. Such data shall accompany the offer, be readily separable from the offer, and shall be CLEARLY MARKED “CONFIDENTIAL.” For those portions identified as confidential by the vendor, Harris Health must rely on advice, decisions and opinions of the Attorney General of the State of Texas relative to the disclosure of data or information.

7.0 INSTRUCTION TO PROPOSERS

7.1 A Pre-Proposal conference will be conducted via WebEx on April 2, 2026 at 10:30 AM local time in Houston and is anticipated to last approximately thirty (30) minutes. Participation is not mandatory, but is encouraged in order to have a better understanding of the requirements of this

RSO.

Microsoft Teams meeting Join: https://teams.microsoft.com/meet/2888535765761?p=OnPZgaSRFlLJpQiJPl Meeting ID: 288 853 576 576 1 Passcode: JY3rV6YA

Need help? | System reference Dial in by phone +1 469-848-0248,,322695768# United States, Seagoville Find a local number Phone conference ID: 322 695 768#

Join by phone +14043971516 US Toll 8773093457 US Toll

7.2 It is the responsibility of each vendor to examine the entire Request for Standing Offer (RSO) package, seek clarification in writing, and review their response for accuracy before submitting.

Questions relating to this RSO are to be submitted in writing in Bonfire no later than April 6, 2026 at 4:00 PM local time in Houston, Texas. Vendor Discussions will remain open in Bonfire. However, questions received after the Question Deadline are not guaranteed responses. All questions submitted in writing prior to the deadline will be compiled and responded to via an Addendum, and vendors will be notified of the Addendum by public notice in Bonfire. Harris Health will not be bound by any information conveyed verbally.

7.3 Responses to this Request for Standing Offer (RSO) shall be formatted and organized in the following order for consistency and easy screening:

https://teams.microsoft.com/meet/2888535765761?p=OnPZgaSRFlLJpQiJPl https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_Yzk1MmU4ZGUtMTU5Mi00ODdkLWJmMjEtYmU5NGViZWVhNzY2%40thread.v2/0?context=%7b%22Tid%22%3a%22bc5dac35-ed8f-4d99-8e32-07005a81e2b2%22%2c%22Oid%22%3a%22bf93a1f7-ed4e-461a-ad97-21abcc37204e%22%7d tel:+14698480248,,322695768 https://dialin.teams.microsoft.com/ce23081e-c45f-4d32-96b6-87117995cea1?id=322695768

A. As Bonfire is the primary tool in receiving vendor offers, vendors are to submit all requested information electronically through this system. It is important to note that vendors should not submit information where it is not being requested, as different evaluation groups may receive and review different sections of the offer. Therefore, vendors are urged to read the prompts and respond accordingly.

B. Harris Health reserves the right to request additional information and use as part of the

RSO evaluation process. Vendors are encouraged to provide as much information as possible in its offer in Bonfire, as Harris Health may request this additional information, it is not required to do so.

C. If a vendor is unable to submit their offer through Bonfire, a hardcopy is to be submitted to the Sourcing Director or their designated representative prior to the submittal deadline listed in Section 1.1, at the address listed below in Section 7.07. Submitted offer must be typed, single spaced, and printed single-sided on 8 ½” by 11” paper, delivered in a sealed envelope with the Vendor Name and RSO number typed on the envelope.

7.4 Harris Health has committed to engaging with prime contractors and subcontractors that represent the diverse businesses of Harris County. Harris Health strives to ensure that historically underutilized minority and woman-owned businesses (M/WBEs) receive a fair and equal opportunity to participate in the Harris Health’s procurement process. Harris Health encourages vendors to make a good faith effort, and the vendors agrees to reasonably assist the Harris Health to meet or exceed goals for awarding contracts associated with a project the Harris Health procures, operates, maintains, or constructs to M/WBEs. Attached in this solicitation document is the MWBE Goal Participation Information Packet, which completion and submittal of the documents is a minimum requirement of this Request for Standing Offers.

7.5 Harris County anticipates awarding to a single vendor. Any award cannot be finalized until Harris

Health’s Contract Diversity Department has thoroughly evaluated and approved the vendor’s M/WBE Utilization Plan and Harris Health Board of Trustees has given their approval. This RSO does not obligate Harris Health to the eventual purchase of any service described, implied or which may be proposed. Progress toward this end is solely at the discretion of Harris Health and may be terminated at any time prior to execution of an agreement.

7.6 The vendor may propose any optional or value-added services related to the scope of services by identifying other items not identified by Harris Health in this RSO. The vendor must identify the use, functionality, and purpose of the optional/value-added item(s), and how Harris Health would benefit from electing to procure those item(s).

Pricing for these proposed item(s) in this section shall be clearly labeled as optional/value-added.

7.8 The following Sourcing Director is the primary and sole vendor contact for this Request for

Standing Offers. Vendors who communicate, either written or spoken, with the user department directly or others within the Harris Health organization regarding this Request for Standing Offers may be prohibited from award of this Request for Standing Offers if it is determined that the communication created an unfair advantage for the vendor.

Francisco Del Aguila Sourcing Director Harris Health 4800 Fournace Place Bellaire, Texas 77401

8.0 GENERAL REQUIREMENTS FOR OFFERS

8.1 The Harris Health General Requirements for Offers, which, a copy is included in the Bonfire portal, shall be incorporated as part of this Request for Standing Offers document.

8.2 Vendors are to review and understand these requirements, with questions regarding these requirements be submitted in accordance with the Question Deadline listed in Section 1.0 Procurement Schedule.

9.0 SPECIAL REQUIREMENTS FOR PROPOSERS

The following Special Requirements shall supersede General Requirements for Offers where applicable.

9.1 CONTRACT

The attached Service Agreement contract template represents the basis for the final agreement and outlines the general terms and conditions we expect to include in the final agreement. The specific terms of the final contract may be negotiated with the awarded vendor.

9.2 INVOICES

The Vendor shall submit an invoice upon completion of each deliverable. Deliverables will be considered complete only upon written acceptance by Harris Health. Each invoice shall include the contract number along with each deliverable(s) completed and the price for each. No charges may be billed to Harris Health unless such costs are explicitly included in the agreement.

9.3 ACCESS TO RECORDS

The Vendor agrees to allow the Comptroller General of the United States, the Department of Health and Human Services ("HHS"), Harris Health Auditor, and their duly authorized representatives, access to contracts, books, documents, and records necessary to verify the nature and extent of the costs of the services provided by vendor. Vendor agrees to allow such access until the expiration of four (4) years after the services are furnished under the contract or subcontract or until the completion of any audit or audit period, whichever is later. Such access will be provided in accordance with the regulations of the Centers for Medicare and Medicaid Services ("CMS"). Vendor agrees to allow similar access to books, records, and documents related to contracts between vendor and organizations related to or subcontracted by vendor, as defined by the regulations of CMS.

9.4 CERTIFICATE OF INTERESTED PARTIES (FORM 1295)

Texas law requires all parties who enter into any contract with Harris Health, which must be approved by its Board of Trustees to disclose all interested parties. If applicable, the Form 1295 must be completed and turned in prior to the contract. For more information, go to the following website: https://www.ethics.state.tx.us/filinginfo/1295

9.5 HIPAA COMPLIANCE

The vendor agrees to comply with the requirements of the Health Insurance Portability and Accountability Act of 1996, Pub. L. No. 104-191 (codified at 45 C.F.R. Parts 160 and 164), as amended ("HIPAA"); privacy and security regulations promulgated by the United States Department of Health and Human Services ("DHHS"); Title XIII, Subtitle D of the American Recovery and Reinvestment Act of 2009, Pub. L. No. 111-5, as amended ("HITECH Act"); provisions regarding Confidentiality of Alcohol and Drug Abuse Patient Records (codified at 42 C.F.R. Part 2), as amended; and TEX. HEALTH & SAFETY CODE ANN. §§ 81.046, as amended, 181.001 et seq., as amended, 241.151 et seq., as amended, and 611.001 et seq., as amended collectively referred to as "HIPAA", to the extent that the Offeror uses, discloses or has access to protected health information as defined by HIPAA. Offeror may be required to enter a Business Associate Agreement pursuant to HIPAA.

9.6 PURCHASE ORDERS

Products and/or services must not be provided and invoices will not be paid without a purchase order, signed by the Harris County Purchasing Agent. Purchase orders will be written in annual increments when applicable.

9.7 QUALITY ASSESSMENT AND PERFORMANCE IMPROVEMENT PROGRAM (QAPI)

The vendor shall perform all services in accordance with any and all applicable healthcare standards and in a manner that is consistent with the regulatory and accreditation standards applicable to Harris Health, including, without limitation, those requirements imposed by the Medicare/Medicaid Conditions of Participation and any amendments thereto. The vendor understands that Harris Health maintains an ongoing, system-wide quality assessment and performance improvement (“QAPI”) program, which includes the monitoring and assessment of the quality, efficiency, and safety of the vendor’s performance of services. The vendor shall furnish to Harris Health any and all information, records, and other documents related to its provision of the services under the Agreement resulting from this RSO that Harris Health may request to help it evaluate its quality assurance, utilization review, risk management activities, and any other plans and/or programs adopted by Harris Health.

If Harris Health determines that the expectations of the Agreement resulting from this RSO are not being met by the vendor, Harris Health shall notify the vendor in writing, and the parties shall work together to develop an action plan and process changes to meet the expectations of the Agreement resulting from this RSO. Harris Health will determine, in its sole discretion, whether continued services are required. The vendor understands and agrees that failure to meet expectations of the Agreement resulting from this RSO within a specified timeframe may result in action up to and including termination of the Agreement resulting from this RSO with written notice to the vendor.

9.8 SUBCONTRACTING

The vendor may not subcontract services awarded on the agreement resulting from this RSO to another firm without the written acceptance of Harris Health.

https://www.ethics.state.tx.us/filinginfo/1295

9.9 USAGE REPORT

Harris Health reserves the right to request, and receive at no additional cost, up to two (2) times during the contract period, a usage report detailing the products and/or services furnished to date under a contract resulting from this RSO. The reports must be furnished no later than five (5) working days after written request and itemize all purchases to date by Harris Health, description of each item purchased, quantity of each item purchased, per unit and extended price of each item purchased, and total amount and price of all items purchased.

10.0 APPENDIX

10.1 The following documents shall be made a part of this Request for Standing Offers solicitation and shall be available on the Bonfire portal for completion and submittal as part of your offer.

A. Harris Health General Requirements for Proposals B. Harris Health Minimum Insurance Requirements C. Tax Residence Certification D. Vendor Certification of Eligibility to Participate E. MWBE Utilization Plan F. Service Agreement Template