8-SPECIFICATIONS.pdf

REQUEST FOR PROPOSALS FOR

REPAIR AND MAINTENANCE OF OVERSIZED FLEET VEHICLES

FOR HARRIS HEALTH

JOB NO. 25/0364

4800 FOURNACE PLACE

BELLAIRE, TEXAS 77401

PROPOSALS ARE DUE NO LATER THAN:

MONDAY, DECEMBER 22, 2025 at 2:00 P.M. CST

TABLE OF CONTENTS

SECTION PAGE

1.0 Procurement Schedule 3

2.0 Scope of Work 3

3.0 Minimum Requirements 6

4.0 Current State 7

5.0 Evaluation Criteria 7

6.0 Submittals 8

7.0 Instructions to Proposers 12

8.0 General Requirements for Proposals 13

9.0 Special Conditions for Proposers 14

10.0 Appendix 15

1.0 PROCUREMENT SCHEDULE

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

DATE ITEM

November 14, 2025 Release of Request for Proposals (RFP) in Euna December 3, 2025 Pre-Proposal Conference (See Section 7.1) December 5, 2025 Deadline for Vendor Questions (See Section 7.2) December 8, 2025 Answers to Vendor Questions posted in Euna

December 22, 2025 Proposals due no later than 2:00 PM local time in Houston, Texas Dec. 29, 2025 – Jan. 26, 2026 Evaluation/Vendor Presentations February 11, 2026 Board of Trustees Award Approval April 30, 2026 Anticipated Agreement Execution May 1, 2026 Vendor to begin providing services

2.0 SCOPE OF WORK

2.0.1 Harris Health is seeking qualified and experienced vendor(s) to provide comprehensive repair, maintenance, inspection, and auto body services for its medium- and heavy-duty specialty fleet vehicles. The fleet includes Class 4 through Class 8 vehicles such as Farber mobile units, ambulances, shuttle buses, wheelchair vans, and utility vehicles equipped with specialty configurations (e.g., generators, HVAC, lift systems).

The number of medium and heavy-duty fleet vehicles managed by Harris Health is approximately 78, subject to fleet expansion or reduction during the term of the Agreement resulting from this RFP. Services may be performed onsite at Harris Health facilities or at the vendor’s authorized service facility, depending on operational needs and vehicle type.

2.0.2 The initial term of the Agreement resulting from this RFP will be for one (1) year from the effective date of Agreement. Harris Health may consider six (6) one-year renewal options, renewable one

(1) year at a time, based on the same terms and conditions, with revised pricing permitted.

Renewal pricing adjustments shall not exceed the Consumer Price Index for All Urban Consumers (CPI-U) for the preceding calendar year, as published by the U.S. Bureau of Labor Statistics for the Houston-The Woodlands-Sugar Land, TX area.

Index Reference:

Consumer Price Index for All Urban Consumers (CPI-U) Series ID: CUURS37BSA0, CUUSS37BSA0 Area: Houston-The Woodlands-Sugar Land, TX Base Period: 1982–84 = 100

2.1 OVERVIEW AND PURPOSE

Harris Health operates a diverse fleet of medium and heavy-duty vehicles used to support patient transport, medical outreach, facility maintenance, and logistics operations across the Houston metropolitan area.

The purpose of this RFP is to establish one (1) or more qualified vendors to provide reliable, timely, and cost-effective fleet maintenance and repair services to ensure the continued safety, functionality, and compliance of all oversized vehicles.

The goal is to:

Reduce vehicle downtime through scheduled preventive maintenance and rapid response repair support;

Ensure compliance with DOT, EMS, and manufacturer requirements;

Control long-term maintenance costs through transparent pricing and effective parts management; and Support operational readiness for patient transport and community outreach vehicles.

The breakdown of Harris Health’s fleet is as follows:

Fleet Profile

Vehicle Type Estimated Quantity Primary Function Cargo Vans 20 Lab Specimen Transport Box Trucks 9 Equipment Delivery

Ambulances 24 Emergency Medical Care Wheelchair Vans 4 Patient Transport Utility Vehicles 1 Vehicle Mobile Repairs

Class 6–8 Trucks 8 Move Services & Recycling Shuttle Buses 8 Employee Transport

Medical Mobile (Farber) 4 Community Outreach Services

Please refer to Attachment A – Harris Health Fleet Profile for detailed information regarding fleet vehicles.

2.2 ITEMIZED SCOPE OF SERVICES

The awarded vendor(s) shall provide all labor, parts, equipment, and materials necessary to perform maintenance and repair services as outlined below. All services must comply with applicable federal, state, and local regulations and manufacturer specifications.

A. Corrective Repairs Diagnostic and repair of mechanical, electrical, hydraulic, HVAC, and structural systems.

Frame, suspension, brake, steering, and drivetrain repairs for Class 4–8 vehicles.

Welding, fabrication, and auto body repair as needed.

B. Preventive Maintenance (PM) Scheduled inspections, oil and filter changes, lubrication, and tire rotation.

Fluid checks and top-offs (engine oil, transmission, coolant, brake, DEF, etc.).

DOT, EMS, and safety inspections per regulatory schedules.

Documentation of maintenance logs and certification of compliance.

Capability to perform preventive maintenance (PM) services on Saturdays during designated

Fleet Peak Seasons, or alternatively, provide scheduled onsite mobile PMs at a Harris Health-designated location when Saturday operations are not feasible.

C. Parts Replacement Use of OEM parts or preapproved equivalent aftermarket components only.

Vendors must maintain adequate inventory to support Harris Health’s fleet requirements.

Provide parts pricing with a defined markup percentage in proposal submissions

D. Emergency & Roadside Services

Provide 24/7 emergency response for critical fleet assets such as ambulances and mobile units.

Include towing services, mobile diagnostic support, and after-hours coverage.

Response times: 2 hours (emergency), 48 hours (non-emergency repairs)

E. Warranty and Recall Coordination

Coordinate with manufacturers to manage warranty and recall work.

Maintain complete records of warranty claims, recall completions, and documentation submitted.

F. Upfitting, Decommissioning, and Specialty Systems Installation, removal, or repair of specialized equipment such as lift gates, generators, compressors, and refrigeration systems.

Support upfitting for new vehicles and decommissioning for surplus or reassigned vehicles.

G. Fleet Tracking and Reporting

Vendor shall maintain accurate logs of all services performed, including parts usage, labor hours, and total downtime per vehicle.

Service documentation shall be submitted electronically in a format compatible with Harris Health’s fleet management system (Fleetio).

Acceptable data formats include CSV, XML, PDF or API-linked files that can be uploaded into Fleetio.

Monthly summary reports must include:

o Vehicle ID (VIN or asset tag) o Date of service o Type of service performed (PM, corrective, warranty) o Labor hours and parts cost o Downtime in hours/days o Warranty status (if applicable)

Vendor shall collaborate with Harris Health’s Fleet Management staff to ensure accurate Fleetio record integration and reporting consistency.

H. Ambulance and Medical Equipment Support

Perform inspections and servicing of onboard medical systems including:

o Oxygen delivery systems o Suction units o Defibrillators o Power-LOAD and stretcher systems (e.g., Stryker)

Comply with CAAS, NFPA 1917, and Texas EMS Certification standards

I. Compliance and Safety Maintain certification and adherence to DOT 49 CFR 396, NFPA 1917, and CAAS standards.

Provide documentation supporting compliance with applicable state and local safety regulations.

Provide periodic inspections and audits by Harris Health or regulatory agencies.

J. Body Repair Capability Maintain an in-house commercial-grade body shop or have a formal subcontracting agreement with a qualified vendor for auto body and accident repairs on medium- and heavy-duty fleet vehicles. Documentation of this capability must be submitted with the proposal.

K. OEM Warranty Center Certification

Be an approved warranty service center or maintain authorized relationships with manufacturers for specialty and heavy-duty vehicles, including but not limited to Farber, ONAN, Cummins, Freightliner, and International Truck.

Proof of certification or partnership must be provided to ensure warranty repairs are performed without voiding OEM coverage.

3.0 MINIMUM REQUIREMENTS

3.1 Harris Health has identified the following minimum vendor qualifications and facility requirements that must be met in order for a proposal to be considered responsive under this RFP. Proposals that fail to demonstrate compliance with any of the minimum requirements outlined below will not be evaluated further or considered for the award. All minimum requirements must be verifiable through documentation submitted with the proposal or upon request during the evaluation process.

3.2 Minimum Qualifications Requirements – Vendor(s) must demonstrate the organizational capacity, licensing, insurance coverage, and professional qualifications necessary to perform the services described in this RFP. At a minimum, vendor(s) must meet the following qualifications:

A. Minimum three (3) years of experience in fleet maintenance for oversized vehicles B. Technicians assigned to Harris Health fleet must possess valid Automated Service Excellence

(ASE) certifications C. Operators of vehicles must hold a valid Commercial Driver’s License (CDL) D. Must carry General liability insurance (see Minimum Insurance Requirements)* E. Must carry Garage Keepers’ liability insurance F. Must be registered to do business in the State of Texas G. Must employ at least one (1) Accredited Department of Transportation (DOT) Inspector certified to perform required DOT vehicle inspections in accordance with 49 CFR 396.19 and

396.25. (Proof of accreditation must be provided with the proposal submission)

* Endorsement naming Harris Health as additional insured MUST be provided upon award

3.3 Minimum Facility Requirements – Vendors’ service facility must exhibit operational standards to ensure the ability to service Harris Health’s medium- and heavy-duty fleet. At a minimum, vendors’ facility must meet the following qualifications:

A. Service bays must accommodate oversized vehicles as specified in 2.0.1.

B. Primary repair facility must be located within a thirty-five (35) mile radius of the Harris Health System Administrative Offices located at 4800 Fournace Place, Bellaire, Texas 77401.

C. Secure (gated and locked) storage for vehicles undergoing long-term repairs D. Shore power connectivity suitable for specialty mobile vehicles and ambulances, providing voltage supply ranging from 120V to 240V to support onboard electrical systems, climate control, and battery maintenance during service or storage.

4.0 CURRENT STATE

4.1 Harris Health System is a fully integrated public health care system providing medical services to the indigent and medically underserved population of Harris County, Texas. The system operates under the direction of a Board of Trustees and receives a portion of its funding through property taxes levied by Harris County to support essential medical care and community outreach programs.

Harris Health’s core network includes:

Ben Taub Hospital, a Level I Trauma Center located in the Texas Medical Center.

Lyndon B. Johnson Hospital, a Level III Trauma Center serving northeast Houston.

More than 37 community health centers, specialty clinics, and outpatient facilities, along with expanding telemedicine and mobile health service capabilities.

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

4.2 Current State of Service or Equipment being Provided:

Currently, Harris Health’s repair and maintenance services for medium- and heavy-duty vehicles are managed through existing Harris County contracts when available. However, due to the specialized nature of certain vehicles such as ambulances, Farber mobile medical units, and generator-equipped outreach vehicles, Harris County contracted vendors may not possess the required expertise or capacity to support all operational needs.

Identified Challenges Vendor Specialization – Limited availability of vendors with demonstrated experience servicing specialty healthcare and emergency response vehicles, including those with integrated medical systems or generator configurations.

Turnaround Time – Extended repair timelines can negatively impact patient transport and mobile medical operations, reducing fleet availability and increasing operational costs.

Proximity and Accessibility – Vendor locations outside the greater Houston metropolitan area have led to inefficient logistics and delayed service scheduling.

The awarded vendor(s) must be able to provide the services listed herein, while also minimizing the challenges listed above.

5.0 EVALUATION CRITERIA

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

http://www.harrishealth.org/

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

5.3 Proposals should be brief, straightforward, and concise demonstrating the vendor has an understanding on what is being requested and evaluated. Omissions, ambiguous and equivocal statements may be construed against the vendor. The proposal response may be incorporated into any Agreement which results from this RFP, and vendors are cautioned not to make claims or statements it is not prepared to commit to contractually.

5.4 The Harris Health Sourcing Director may hold discussions with one (1) or more vendors to clarify their proposal for evaluation and possible award. Vendors shall not contact any Harris Health personnel during the RFP process without the express permission from Harris Health Sourcing Director identified herein. Harris Health Purchasing 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 Director.

5.5 Vendors may be requested to make a presentation to the evaluation committee based on their submitted proposal and information requested by the committee. In addition to a presentation, the evaluation committee may request a tour of a vendor’s facility.

5.6 All correspondence relating to this RFP, from advertisement to award shall be sent to Harris

Health Purchasing Department. All presentations and/or meetings between Harris Health and vendors relating to this RFP shall be coordinated by the Sourcing Director.

5.7 Evaluation Scoring

Award shall be made to the highest scored responsive and responsible vendor whose proposal is determined to be the best evaluated offer taking into consideration the evaluation criteria in the following order of relative importance:

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

100%

5.8 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.

6.0 SUBMITTALS

6.1 Harris Health is using the Euna eProcurement Solution (formerly Bonfire) (https://gobonfire.com) to distribute this RFP document, respond to questions, and receive proposals for this competitive solicitation. Below are the requirements a vendor must follow when submitting a proposal for consideration. Vendors are encouraged to register and become familiar with the platform prior to submitting a proposal.

6.2 Euna Requested Information Section – Items to Upload

A. Proposal Acknowledgement (see Supporting Documentation section in Euna) https://gobonfire.com/

B. Miscellaneous Proposal Documents – The below forms would be uploaded under Miscellaneous Proposal Documents.

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

2. Proof of Garage Keepers’ Liability Insurance

3. Vendor Certification of Eligibility (see Supporting Documentation section in Euna)

4. Tax Residence Certification (see Supporting Documentation section in Euna)

5. Addenda (if any)

6.3 Qualifications and Experience

Provide a narrative that describes your company’s qualifications and experience as an organization and how it stands ahead of its competition. To evaluate vendor’s qualifications and experience, please provide the following information:

A. Vendor’s history, background and principal officers B. Project team information, including individual resumes, credentials, and description of each individual’s experience.

C. Licenses/Certifications/Accreditations for your organization.

D. Experience providing the requested services or equipment.

6.4 Complete the attached Experience Form (Q-17PV) detailing recent experience in providing goods and/or service for a similar organization. The Form is a questionnaire in the Supporting Documentation section of Euna. Vendors should provide a minimum of three (3) references, one

(1) from an entity similar to Harris Health, wherein vendor has provided similar services.

6.5 Approach and Methodology

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 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.

Please include how proposed solution will incorporate the following:

a. Warranty Coverage o Labor: Minimum 12-month warranty on all repair labor o Parts: Minimum 12-month warranty on OEM or approved aftermarket parts o Warranty Transferability: Coverage remains valid regardless of driver or assigned department

b. Rework and Defect Resolution o Vendor must correct workmanship or part defects at no additional cost o Response to warranty claims within 48 hours o Repaired vehicles must be restored to operational condition within three (3) business days unless part procurement delays apply

c. Service Quality Guarantee o SLA-backed guarantees for workmanship, cleanliness, and documentation o Escalation pathway for unresolved service issues or disputes o Harris Health may withhold payment or apply penalties for chronic service lapses

d. Performance Metrics (Preferred) o Response Time: Maximum allowable time to respond to service calls (e.g., within two (2) hours for emergency repairs).

o Turnaround Time: Completion of routine maintenance within a specified window (e.g., 24–48 hours).

o Uptime Guarantee: Minimum percentage of fleet availability (e.g., 95% uptime).

o Quality Assurance: Post-service inspections, warranty on repairs, and adherence to industry standards.

e. Service Delivery Metrics o On-Time Completion Rate: Percentage of services completed within agreed timeframes.

o First-Time Fix Rate: Measures how often repairs are successfully completed without repeat visits.

o Parts Availability Rate: Tracks how often required parts are in stock to avoid delays.

f. Fleet Utilization & Readiness o Fleet Uptime Percentage: Measures how much of the fleet is operational at any given time.

o Vehicle Downtime Tracking: Logs time vehicles are out of service due to maintenance.

o Preventive Maintenance Compliance: Percentage of vehicles receiving scheduled maintenance on time.

g. Compliance & Safety Metrics o Inspection Pass Rate: Percentage of vehicles passing safety inspections post-service.

o Warranty Claim Rate: Tracks frequency of post-repair issues covered under warranty.

o Environmental Compliance: Ensures repairs meet emissions and waste disposal standards.

h. Vendor Accountability o Service Request Response Time: Time taken to acknowledge and begin addressing service requests.

o Customer Satisfaction Score: Feedback from fleet managers on service quality and communication.

o Supplier Performance Score: Evaluates timeliness, quality of parts, and adherence to pricing agreements.

i. Turn-Around-Time (TaT) o Routine repairs: within 72 hours of work authorization. (Pending parts availability and repair type) o Scheduled PM: within 24 hours of vehicle drop-off or onsite PM arrival. (Pending parts availability and repair type) o Tracking and reporting compliance with these TaT standards as part of monthly performance reporting.

6.6 Pricing

Vendors must provide pricing using BidTable Job No. 25/0364 Pricing Matrix (BT-03GQ). The intent is to ensure clear, transparent, and comparable pricing across all proposals. All proposed prices shall remain firm for the initial Agreement term and are subject to adjustment only as defined under Section 2.0.2 (CPI-U adjustment clause).

Pricing shall include all costs necessary to perform the services described herein, including but not limited to, labor, tools, parts, consumables, overhead, travel, transportation, and warranty.

Vendors shall provide pricing for each of the following categories. Failure to submit pricing in all applicable categories may result in disqualification or non-scoring for incomplete pricing.

A. Labor Rates

Vendors must provide pricing on line items 1 – 12 of BidTable Job No. 25/0364 Pricing Matrix

(BT-03GQ).

B. Parts

Vendors shall provide a complete list of all manufacturers vendor represents and include the percentage markup or discount applied to the then-current manufacturer’s cost schedule. All parts pricing shall be based on the dealer’s cost plus the stated percentage markup or discount off the applicable manufacturer price schedule. This information must be included as an attachment and submitted with vendor’s response.

6.7 Contract Documents

A. The awarded vendor is required to execute an Agreement with Harris Health which incorporates the terms and conditions set forth in vendor’s proposal, best and final offer, and any negotiations between vendor and Harris Health. The Agreement is subject to review by the Harris Health Legal Department.

B. Included in the RFP documents is the Services Agreement Template (Template) to be used in the execution of an Agreement with the awarded vendor. The Template will be negotiated and its terms finalized at the time of Award between Harris Health and the awarded vendor.

6.8 Harris Health will not be liable for any costs incurred by the vendor in preparing a response to this

RFP. Vendors submit proposals at their own risk and expense. Harris Health makes no guarantee that any products or services will be purchased as a result of this RFP, and reserves the right to reject any and all proposals. All proposals and accompanying documentation will become the property of Harris Health. 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.

6.9 At and after opening, proposals 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, proposals are subject to review under the “Public Information Act.”

7.0 INSTRUCTION TO PROPOSERS

7.1 A Pre-Proposal conference will be conducted via Microsoft Teams on Wednesday, December 3, 2025 at 9:00 A.M. local time in Houston and is anticipated to last approximately thirty (30) minutes. Participation is not mandatory; however, vendors are encouraged to attend in order to gain a better understanding of the requirements of this RFP.

Microsoft Teams Join the meeting now Meeting ID: 261 288 088 707 4 Passcode: DR7yH7S9 https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDc3MWQxNTMtYmVkZC00YzQ1LWFlYTktOTQyZjA1ZWFlY2I4%40thread.v2/0?context=%7b%22Tid%22%3a%22bc5dac35-ed8f-4d99-8e32-07005a81e2b2%22%2c%22Oid%22%3a%226f6a604a-6d73-47b2-be83-9afca2a2f608%22%7d

Dial in by phone +1 469-848-0248,,627290687# United States, Seagoville Find a local number Phone conference ID: 627 290 687#

Join on a video conferencing device Tenant key: harrishealthsystem@m.webex.com Video ID: 114 896 716 4

It is each vendor’s responsibility to examine the entire RFP package, seek clarification in writing, and review their response for accuracy before submitting. Questions relating to this RFP must be submitted in Euna no later than the date listed in Section 1.0 – Procurement Schedule. Questions received after the question deadline are not guaranteed responses. All questions submitted prior to the deadline will be responded to via an addendum, and vendors will be notified of the addendum by public notice in Euna. Harris Health is not bound by any information conveyed verbally.

7.3 If, in the vendor’s proposal response, the vendor makes any changes whatsoever to Harris

Health's published proposal specifications, the Harris Health proposal specifications as published shall control.

7.4 Responses to this RFP shall be formatted and organized in the following order for consistency and easy screening:

A. Vendors are to follow the prompts in Euna when submitting a proposal, understanding to submit the information only when requested for each section. Vendors are not to submit information where it is not being requested, as evaluation committee members may receive and review different sections of the proposal. An example would be, submitting pricing in the experience section, as evaluation committee members evaluating experience are not involved in calculating points for pricing, which is the Sourcing Director’s responsibility.

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

C. If a vendor is unable to submit their proposal through Euna, a hardcopy is to be submitted to the Sourcing Director prior to the submittal deadline listed in Section 1.0 – Procurement Schedule, at the address listed below in Section 7.7. Submitted proposal 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 RFP number typed on the envelope.

7.5 Harris Health intends to award to a single vendor; however, it reserves the right to make multiple awards, designating vendors as Primary, Secondary, or Tertiary. Secondary and Tertiary awarded vendors may be used if the Primary vendor is not available or cannot complete the work when required. Participation in this RFP does not obligate Harris Health to purchase any goods or services, and the procurement process may be discontinued at any time prior to the execution of a formal agreement, at Harris Health’s sole discretion.

7.6 The vendor may propose value added goods or services that it believes will benefit Harris Health in meeting the needs outlined in the RFP Document. The vendor must identify the use, functionality, and purpose of the optional / value-added item(s), and how Harris Health will tel:+14698480248,,627290687 https://dialin.teams.microsoft.com/ce23081e-c45f-4d32-96b6-87117995cea1?id=627290687 mailto:harrishealthsystem@m.webex.com benefit from these items. The pricing for the optional / value added goods or services shall be clearly labeled as optional / value-added and separate from the RFP requested pricing.

7.7 The following Sourcing Director is the primary and sole vendor contact for this RFP. Vendors who communicate directly with the user department or others within the Harris Health organization in regards to this RFP may be eliminated from award if it is determined the communication created an unfair advantage for the vendor.

W. Karen Bush Sourcing Director Harris County Purchasing Agent 1111 Fannin 12th Floor Houston, TX 77002 Email: karen.bush@harrishealth.org

8.0 GENERAL REQUIREMENTS FOR PROPOSALS

8.1 The General Requirements for Proposals document dated 12/11/24 and which a copy is included in the Euna portal, shall be incorporated as part of this RFP document.

8.2 Vendors are to review and understand these requirements, with questions regarding these requirements 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 Proposals where applicable.

9.1 INSURANCE

Vendor shall provide a valid certificate of insurance prior to beginning any work in the insurance types and amounts specified in the attached Minimum Insurance Requirements document dated 08/2017. Coverage and endorsement must name Harris Health as additional insured.

Vendor shall also provide proof of Garage Keepers’ Liability insurance prior to beginning any work.

9.2 INVOICES

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

9.3 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 mailto:karen.bush@harrishealth.org https://www.ethics.state.tx.us/filinginfo/1295

9.4 HIPAA COMPLIANCE

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 vendor uses, discloses or has access to protected health information as defined by HIPAA. The vendor may be required to enter a Business Associate Agreement pursuant to HIPAA.

9.5 SUBCONTRACTING

Vendor may not subcontract services contracted as part of this RFP without the prior written notification and acceptance of Harris Health.

9.6 USAGE REPORT

Vendor shall provide to Harris Health, upon request, a report detailing the products and/or services furnished to date under the Agreement resulting from this RFP. The reports are to be furnished within five (5) working days after the written request, and should include all expenses to date under this agreement by Harris Health, in a format agreeable to Harris Health.

9.7 VENDOR CREDENTIALING PROCESS

Vendor will be responsible for complying with all requirements of Harris Health Policy No. 3.24.

At a minimum, Policy 3.24 requires the awarded vendor and its staff to:

A. Comply with all applicable federal and state laws concerning privacy, security and confidentiality of patient health information, including but not limited to the Health Insurance Portability and Accountability Act (HIPAA) ad regulations issued thereunder.

B. Register with Harris Health Vendor Credentialing Company and provide information to Harris Health Vendor Credentialing Company.

C. Comply with Harris Health badge and check-in requirements.

10.0 APPENDIX

The following documents shall be made a part of this RFP solicitation and shall be available on the Euna portal for completion and submittal as part of vendor’s proposal.

A. General Requirements for Proposals B. Harris Health Minimum Insurance Requirements C. Proposal Acknowledgement (see Supporting Documentation section in Euna) D. Tax Residence Certification (see Supporting Documentation section in Euna) E. Vendor Certification of Eligibility (see Supporting Documentation section in Euna) F. Experience Form (Q-17PV)(see Supporting Documentation section in Euna) v2/4/25