REQUEST FOR PROPOSALS FOR

Move Consulting and Move Services Support for Harris Health

JOB NO. 25/0360

4800 FOURNACE PLACE

BELLAIRE, TEXAS 77401

PROPOSALS ARE DUE NO LATER THAN:

March 23, 2026 AT 2:00 P.M. CDT/CST

TABLE OF CONTENTS

SECTION PAGE

1.0 Procurement Schedule 3

2.0 Solicitation Purpose and Scope 3

2.1 Overview and Purpose

2.2 Special Requirements

3.0 Minimum Requirements 10

4.0 Current State 10

5.0 Evaluation Criteria 11

6.0 Submittals 12

7.0 Instructions to Proposers 13

8.0 General Requirements for Proposers 15

9.0 Special Conditions for Proposers 15

10.0 Appendix 19

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

February 20, 2026 Release of RFP document and posted in Bonfire February 26, 2026 Proposal Conference (See Section 7.1) February 27 2026 Questions Due (See Section 7.2) March 23, 2026 Responses are due no later than 2:00 PM Houston, Texas March 30-April 2, 2026 Vendor Presentations (if required) April 17, 2026 Vendor Selection May 13, 2026 Partially executed agreement presented to the Board of Trustees for approval May 18, 2026 Vendor to begin providing services

2.0 SOLICITATION PURPOSE AND SCOPE OF WORK

Harris Health is seeking proposals from qualified vendor(s) to provide move consultant and move services to coordinate various move activities throughout Harris Health as described herein.

The one (1) year initial 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, if permitted, but shall not exceed the increase of the Consumer Price Index for All Urban Consumers (CPI-U) for the preceding calendar year. After all renewal options are exhausted, Harris Health reserves the right to further extend the agreement if in its best interest. Below is the index to be used for the calculations.

Consumer Price Index for All Urban Consumers (CPI-U) Series Id: CUURS37BSA0, CUUSS37BSA0

Not Seasonally Adjusted Series Title: All items in Houston-The Woodlands-Sugar Land, TX, all urban consumers, not seasonally adjusted Area: Houston-The Woodlands-Sugar Land, TX Item: All items Base Period: 1982-84=100

2.1 OVERVIEW AND PURPOSE

The Move Consultant (MC) is to provide move management services to include the development of a strategic migration plan necessary to implement physical moves that includes, but are not limited to office equipment, minor medical equipment, minor lab equipment, Information Technology (IT) equipment, furniture and various items. Minor medical and or lab equipment shall include but not be limited to stretchers, recliners, wheelchairs, linen hampers, carts and similar items. Physical moves will be coordinated by the MC and executed by the mover. Physical moves will coincide with major construction phases on an as needed basis. Relocation of major lab and hospital equipment may also be required an as needed basis. On occasion, there will be projects requiring the services of the mover only to be onsite. For mover only projects, a MC will not be assigned.

Services are to be completed within the time frame agreed upon by vendor(s) and Harris Health through Work Orders (WO). Complete is defined as all furniture, boxes and equipment delivered to the new location(s) and appropriately placed to allow for normal business operation. Vendor(s) is expected to provide all labor, materials, vehicle(s) and equipment necessary to meet all requirements specified within this RFP.

2.2 ITEMIZED SCOPE:

2.2.1 The MC will be the primary contact for this project and will engage mover for the duration of this project. The MC will be onsite for the duration of the actual move to assist the MS with logistics.

Unless otherwise stated in this RFP, words which have well-known technical or industry meanings are used in accordance with such recognized meaning. At a minimum MC vendor will perform the following tasks:

a) Project Start-Up Phase;

b) Communications and visual plan;

c) Baseline budget;

d) Weekly meetings with Harris Health and meetings shall be documented, made available to Harris Health, and shall be held with a vendor representative with the ability to address contractual issues that may develop;

e) Schedule all necessary activities prior to move set-up or process;

f) Collaborate with Harris Health to determine furniture and equipment specifications and document all activities to ensure agreement among all team members and service providers;

g) Meet with the individual departmental contacts both collectively and individually to ensure the proper flow of information and communication;

h) Meet with the team members and review the Move Guide distributed electronically to each employee which contains instructions for packing and labeling, a template for printing their individual moving labels and information regarding move and post-move processes;

i) Walk through spaces after installations to prepare a punch list and return as necessary to ensure punch list is complete.

2.2.2 A mandatory facility walk-through will be conducted prior to the start of each project. For each project the MC will conduct a survey of individuals/sections/departments that will be moved. As a result of the survey conducted, MC will prepare a spreadsheet and customize a database identifying employees and any items necessary to track from location to location. In addition to capturing the department's need related to telecommunications, technology, facilities and office services, survey will capture at a minimum when applicable:

a) Current location i.e. building, floor, room number, etc.;

b) New location i.e. building, floor, room number, etc.;

c) Current phone number/extension and note if number will remain the same or if a new phone number will be assigned;

d) PC asset tag number;

e) Laser asset tag number;

f) Label printer asset tag number.

2.2.3 Move Plan Phase

a) MC will develop a Move Plan to include all aspects of planning, scheduling, coordination and supervision of physical relocation assemble and conduct kick-off meetings outlining project requirements for each project;

b) MC will provide Move Plan to mover for execution of physical moves. Move Plan will include but not be limited to Project coordination to include a communications matrix for team members and Harris Health to communicate targets and responsibilities to the individual departments and employees relocating for each project. Communication matrix will address signage, request tracking, project notes, etc. MC will prepare a Detailed Move Schedule based on the needs of Harris Health to ensure the move stays on schedule and within budget for each project

c) MC will create a move activities list and review at each team meeting to ensure all project team members are meeting their deadlines. Collaborate with mover to assess and determine the moving supplies required per project;

d) MC will create a visual plan for each project to define the equipment, furniture, temporary signage to provide directional plans for move days and easy to read temporary room identification mounted on the door faces at 60" high and personnel location(s) to be described in the scope of the project;

e) Coordinate with furniture vendors to insure space efficiency. The deliverable will be floor plans detailing an IT Equipment Installation Plan identifying all IT equipment and phones to be moved for each project;

f) MC will disconnect/reconnect printers, telephones, fax machines, etc. for all projects.

Make recommendations with respect to existing furnishings, relocation and installation of equipment when applicable. Collaborate with Harris Health in regard to asset management of furniture and equipment to maintain Harris Health policies and procedures as it relates to asset tracking;

g) MC will meet with all vendors to determine if vendor schedule meets Harris Health's needs. MC will secure the vendor's approval of the Detailed Move Schedule which will include final building walk-throughs to detail any property damage;

h) Provide inventory of said furnishings. The MC will walk the project site with the furniture vendors and prepare a punch list for the furniture vendors;

i) MC will schedule and attend furniture walk-throughs with the vendors and the Harris Health representative;

j) MC will schedule vendors for the move and conduct walk-throughs with the vendors prior to the move to identify pre-existing damages to the building. After each scheduled vendor has completed its services, MC will perform a walk through to ensure any building damage is attributed to the correct vendor;

k) MC will be responsible for ensuring vendors protect the building, property and goods. MC will ensure movers and vendors provide floor protection, Masonite or equivalent, for the duration of the moves;

l) MC will physically account for the vendors and approve all vendor delivery tickets prior to the vendor submitting the tickets to Harris Health for payment.

2.2.4 Move/Relocation Phase

MC will be on-site at each location for all move related activities. MC tasks will include but not be limited to:

a) Provide a spreadsheet indicating user names, description of equipment and of all final placements for reinstalled and new computers;

b) Maintain punch list

c) Coordinate all new minor and major medical equipment moving schedules. Schedule and coordinate the move of all copiers with copier vendor. Verify all items and quantities are received and note the condition of all items;

d) MC will meet with each Harris Health group to determine the specifications to which any files should be packed, moved and unpacked;

e) MC will also determine each group's requirement for placement of its files within the new space. The files will be marked with cards that represent the placement in the new location. MC will direct the movers during the pack, move, unpack and placement process;

f) MC will establish check points throughout the process to ensure accuracy. MC will prepare and hang room number and directional signage to ensure movers can easily and efficiently locate individual rooms on moving day(s);

g) MC will label each room with temporary signage (the correct room number) and provide maps prior to deploying IT technicians and equipment.

2.2.5 Deployment Implementation Phase

a) MC will disconnect and/or reconnect non-medical equipment and ensure the computers are installed utilizing acceptable cable management products

b) MC will provide acceptable cable management products;

c) MC will use only experienced technicians who have previously removed and installed equipment with the MC's team and methodology;

d) Technicians will be directly supervised by the MC. MC will install cable locks where the cable has been screwed into the desk or return by Harris Health. MC will open all printer packages and set each printer in place for testing by Harris Health. All packages will be removed. In regard to IT equipment, MC will:

i. Utilize a color coordinated dot system during the installation of IT equipment to track install status. One (I) color will signify equipment pending installation while another color will signify equipment has been installed and cable managed. Appropriate color dot will be attached to temporary signage for each room as tasks are performed. Color coordinated dot system will communicate the status of a project to Harris Health employees. Un-box and distribute all of the IT equipment to the correct room number.

Collapse boxes that the equipment was removed from and deposit in the dumpster. All boxes will be collapsed to save dumpster space;

ii. The MC will secure IT equipment per IT guidelines to be established. Shrink wrap and palletize all of the IT equipment and telephones and move the equipment prior to the demo for construction. Install the PC and perform cable management as directed by the IT department. Install the printers and perform cable management as directed by the IT department. MC may be required to provide up to twelve (12) rolling book shelf carts with soft wheels;

e) MC will not utilize nor will MC allow mover and suppliers to utilize heavy industrial equipment such as pallet jacks without full floor covering protection. Coordinate with mover to move IT equipment from the various locations and deliver equipment to various Harris Health facilities for installation by MC;

f) Placement for the computers will be dictated by the voice/drop location;

g) MC will have a staff member at each site for all move related activities, from the first crate delivery to crate removal at the finish.

2.2.6 Move Follow-Up Phase

a) MC will schedule and conduct post-move meetings/walk-throughs to include all appropriate vendors and team members to guarantee that all problems are resolved efficiently and in a timely manner;

b) MC will conduct a final walk-through of the building with vendors to ascertain any damage and resolve any issues concerning damage to building, property or goods during the relocation(s);

c) MC will schedule a cleaning at the destination building after each move;

d) MC will review and make payment recommendations for all vendor invoices;

e) MC will review delivery ticket(s) within one (1) week of receipt;

f) MC will conduct a final move meeting with Harris Health to make invoice recommendations, review final budget and resolve any remaining damage issues.

2.2.7 Facilities Security

Vendor will provide a Security Plan that fully describes personnel, facility, and data security aspects of Harris Health facilities and work performed by vendor. The plan will address in detail how unauthorized access and unauthorized data usage or theft will be prevented and reported to Harris Health. To control the secured environment of Harris Health facilities security will be in place at the new facility prior to move dates. Vendor will secure transit to ensure no pilferage and to minimize or eliminate breakage.

2.2.8 Asset Records

MC will maintain accurate asset records of all Harris Health property in vendor's possession for each project. Prior to deployment, MC will track all new and existing IT equipment. MC will conduct a meeting with Harris Health Field Service (FS) Manager and IT Asset Management (ITAM) Manager to review existing equipment list and provide direction/instruction in regard to deployment. All new IT equipment will be processed through the Harris Health 9240 Kirby location prior to deployment between the hours of 8:00 a.m. and 3:00 p.m. CST. Any delivery outside of the stated hours will be solely authorized by the ITAM Manager.

2.2.9 ITAM manager will provide MC a detailed spreadsheet of all IT equipment to be picked up and delivered to the applicable locations {i.e. Holly Hall (HH), Lyndon Bird Johnson Emergency Center (LBJ EC), etc.} with the exception of laptops. MC will not move laptops. Laptops will be moved by Harris Health employee. MC will initial and date each line item of the detailed spreadsheet in advance of the item(s) being moved from its present location and submit to the ITAM manager.

MC will coordinate with (FS) to receive equipment onsite at which time FS will sign detailed spreadsheet signifying acceptance. FS will initial and date each line item upon deployment and set-up of IT equipment. The FS manager will provide a copy of the final document to the MC and ITAM. A final walkthrough will be conducted by MC and Harris Health employees to include be not be limited to, the FS manager, ITAM manager and PM. If any items are damaged in transition or during installation, the MC will coordinate with the FS manager and ITAM to file appropriate claim form(s). If item are discovered missing, the MC will notify FS manager immediately.

2.2.10 Mover Vendor Responsibilities

a) The mover will provide all resources, packing materials, supplies, dollies, equipment and vehicles to effectively perform physical moving services related to the relocation, renovation and/or new construction projects throughout Harris Health facilities;

b) Mover will possess the necessary equipment to provide complex and large moves as well as small moves;

c) The mover will assign a MS to function as a liaison between the MC and move crew at worksite(s) and will be responsible for site supervision of the move crew at all times;

d) MS will act as a single point of contact and work directly with MC and Harris Health staff to coordinate all projects;

e) The MS will collaborate with the MC and Harris Health to determine the length of time required for each move. No move will exceed the number of days agreed upon by Harris Health;

f) MS must be on-site for all moves and ensure adherence of all the requirements of this

RFP;

g) MS's primary responsibility will be to collaborate with MC to ensure physical moves to and from on and offsite locations within the City of Houston are conducted in accordance with the requirements of this RFP. Harris Health anticipates physical move(s) will take place in multiple phases as directed by the MC. Number of phases per project will be determined during Move Plan phase. The project area of each move will be substantially completed prior to any move. All interior finishes will be completed and ready for occupancy. All goods and equipment in the care of the mover under the resulting contract will remain the property of the Harris Health and title of said property will not pass to the mover under any circumstances. Mover must be flexible in regard to move dates. Move schedules are contingent upon actual construction or renovation completion dates;

h) MS must ensure work delayed due to weather or other unforeseen circumstances, is rescheduled with the MC and the Harris Health representative;

i) MS will be onsite for all moves; movers should direct all questions to the MS. MS will have access to Harris Health facilities for the purpose of move surveying and planning. Access will be coordinated and granted by the MC upon the MS's request;

j) MS will be accompanied by the MC and Harris Health representative. Mover will be liable for all loss and damage to Harris Health property caused by the move. Mover will be liable for damages to buildings, building fixtures, elevators, flooring and grounds caused by persons or equipment under the mover's control. All repairs must be completed to original condition at mover's expense. Unless otherwise stated in this RFP, words which have well-known technical or industry meanings are used in accordance with such recognized meaning;

k) At a minimum the mover will perform the following tasks:

a. Project Start-Up Phase Mover will attend and participate in the MC project overview meeting conducted by the MC to ensure compliance with expectations and deliverables of each project. MS will ensure moving crew and MS personnel are aware and meet the requirements of each project. MC will provide Move Plan to MS to execute physical moves.

b. Meetings Mover will attend weekly meetings with Harris Health to discuss any contract issues, procedural updates, or other issues affecting the services performed under the contract.

All meetings will be documented by the MC and made available to Harris Health and mover. Meetings will be held with a vendor representative with the ability to address contractual issues that may develop. MC will meet with the team members and review the Move Guide. The Move Guide will be distributed electronically to each employee and contain instructions for packing and labeling, a template for printing their individual moving labels and information regarding move and post-move processes.

c. Project Deliverables

I. General description of items to be moved will be project based. MC will provide MS floor plans showing where all items with proper asset tag are to be placed.

All items to be moved will be labeled;

II. Mover will minimize the disruption to Harris Health facility operations. At a minimum mover will:

a. Furnish all necessary vans, tractor/trailer trucks, drivers, helpers, installers and equipment to perform the move including but not limited to:

b. Palletizing Technology and related items to be moved to Harris Health facilities. Ensure all asset tags are adhered properly. Shrink wrap all pallets prior to loading. Hand tools to dismantle mounting brackets.

Execute Harris Health Equipment De-Installation Plan.

III. MC and Mover will work collectively to create the Harris Health Equipment De- Installation Plan for each scheduled move. Truck operators will hold a current Commercial Driver License acceptable in the State of Texas if operating trucks rated at or above 26,000 pounds GVWR. In addition, operator must have no DUI or DWI incidents on their driving record within the past three (3) years and have no more than two (2) moving violations on driving record within the past three

(3) years;

IV. MS must prepare site for move by utilizing coverings to protect building floors, walls, door facings, columns, all vertical surfaces and elevator walls and door frames. All essential and non-essential items to be moved will be labeled with color coding as directed by MC. Assist nurses with relocation - Mover will not be Responsible for moving any patients. Palletizing and moving of color-coded label items to various Harris Health facilities. PC's, monitors, keyboards and other PC related hardware, will be disconnected by Mover and palletized per Harris Health requirements. The PC's, monitors will be placed in such a way that asset tags will be visible;

V. Mover will have the responsibility of insuring that the materials to be moved are properly loaded and secured to prevent and eliminate damage to the materials, persons and property in route. Mover is responsible for removal of trash related to the moving activities.

d. Inspection The MS will participate in walk-throughs of old and new location to estimate the number of pallets, movers, installers, supervisors and related equipment that will be required to implement the move. The MS should familiarize his/herself with all field and operating conditions before submitting an estimate. Additional appointment (after the initial site visits) can be arranged through the MC. Failure to do so will in no way alleviate the responsibility of the mover to fulfill his/her obligations stated herein.

e. Protection

Mover will provide adequate protection for walls (glass and drywall), floors, doorframes, equipment and furniture. Mover will provide in their proposal a description of the specific methods of protection that they will provide Harris Health facilities. Mover will provide Masonite for all surfaces.

2.2.11 The itemized scope is the baseline for regular services expected from vendor. Other scope or task may be required on as need basis and will be agreed upon case by case.

3.0 MINIMUM REQUIREMENTS

3.1 Harris Health has identified minimum vendor qualifications and solution requirements for proposals to be considered for evaluation of their proposal and award. These minimum requirements are listed below in this Section 3.0. Those vendors and their proposals 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:

a) Vendor must be providing move services to at least two (2) healthcare systems for the last 5 years;

b) Vendor must keep an active TXDMV certificate number and drivers must hold valid TXDMV licenses.

3.3 Minimum Solution Requirements:

a) Completion and submittal of the MWBE Goal Participation Information Packet.

4.0 CURRENT STATE

4.1 Harris Health is a fully integrated healthcare system that cares for all residents of Harris

County, Texas. Harris Health is the first accredited healthcare institution in Harris County to be designated by the National Committee for Quality Assurance as a Patient-Centered Medical Home, and is one of the largest systems in the country to achieve the quality standard. For more information about Harris Health, visit www.harrishealth.org.

http://www.harrishealth.org/

4.2 Current service provider is Wald Relocation Services, Ltd.

5.0 EVALUATION CRITERIA

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

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 contract 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 Manager may hold discussions with one 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 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 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 client site(s)s where the proposed solution can be demonstrated in a production environment.

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 the vendor relating to this RFP shall be coordinated by the Sourcing Manager.

5.7 Evaluation Scoring

Award will 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. Solution 25%

b. Qualifications 35%

c. Pricing 40%

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 Bonfire platform (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 Bonfire Requested Information Section – Items to Upload

a) Proposal Acknowledgement

b) Miscellaneous Proposal Documents:

i. Vendor Certification of Eligibility to Participate;

ii. Tax Residence Certification;

iii. Addenda (if any);

iv. Copies of Insurance Certificate.

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) Experience providing the requested services;

c) Current Company certifications;

d) Evidence of compliance with all personnel, uniform, and background check requirements;

e) Complete the attached Vendor Experience Form detailing recent experience in providing service for a similar organization. The Form is an attachment in Bonfire and once completed, can be uploaded back into Bonfire in the Supporting Documentation section;

f) Case presentation of at least two large-scale projects of similar scope, demonstrating strategy, planning, execution, management, and completion;

g) Optional case presentation, if any, of a hospital move;

6.4 Solution

Provide a narrative that describes your Company’s approach and methodology to provide requested services as described in Section 2; evidence that highlights the strengths in providing the service, demonstrating leadership in the field that would distinguish from competitors. It should include but not be limited to:

a) Company profile and relevant healthcare and IT relocation experience;

b) Evidence of project management methodology;

c) Itemized services with clear description of deliverables;

d) Description of your Company’s communication and collaboration approach;

e) Description of Company’s contingency planning and risk management strategies.

6.5 MWBE Commitment

https://gobonfire.com/

Review the MWBE Goal Participation Information Packet for information on Harris Health’s 12% 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 proposal submission.

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

a) Vendor will be asked to fill out the bid-table providing pricing for labor, materials, vehicle(s) and equipment. Pricing will be used for the proposal evaluation and materials are expected to the billed at cost;

b) Value-added services may be added to this section, in a separate document from the Attachment i above. These items won’t be considered for the proposal evaluation but may be considered for a potential agreement, if deemed to be of Harris Health best interest.

6.7 Contract Documents

a) The awarded vendor is required to execute a contract 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 Harris Health Legal Department.

b) Included in the RFP documents is the contract template to be used in the execution of an agreement with the awarded vendor. The contract template will be negotiated and its terms finalized at the time of contract 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 TEAMS on February 26, 2026 at 10:00 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 RFP. When it’s time, join the meeting:

Join the meeting now - Meeting ID: 229 663 476 097 45

Passcode: 9dK3VY3r https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzAzMDUyZGUtNjIzNi00ZmZiLTgzZTItMjRlNzFiMTgyYjc0%40thread.v2/0?context=%7b%22Tid%22%3a%22bc5dac35-ed8f-4d99-8e32-07005a81e2b2%22%2c%22Oid%22%3a%223128891c-1d8f-47de-84c1-0bf7a2b83fd8%22%7d

7.2 It is each vendor’s responsibility to examine the entire Request for Proposal (RFP) package, seek clarification in writing, and review their response for accuracy before submitting. Questions relating to this RFP submitted in writing in Bonfire 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 in writing prior to the deadline will be responded to via an addendum, and vendors will be notified of the addendum by public notice in Bonfire. Harris Health is not bound by any information conveyed verbally.

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

a) Vendors are to follow the prompts in Bonfire 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 different evaluation members may receive and review different sections of the proposal. An example would be submitting pricing in the experience section, as evaluation members evaluating experience are not involved in calculating points for pricing, which is the Sourcing Manager’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 Bonfire, a hardcopy and electronic copy in a USB pen drive must be submitted to the Sourcing Manager prior to the submittal deadline listed in Section 1.1, at the address listed below in Section 7.6. 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.

7.4 Harris Health anticipates awarding the services described within this RFP to a single vendor. No award can be made until approved by Harris Health Board of Trustees and the MWBE Utilization Plan approved by the Contractor Diversity team. The RFP itself does not obligate Harris Health to the purchase of any described services. The progress towards a potential award is solely at the discretion of Harris Health and may be terminated at any time prior to execution of an agreement.

7.5 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 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.

7.6 The following Sourcing Manager is the primary and sole vendor contact for this Request for

Proposals. Vendors who communicate directly with the user department or others within the Harris Health organization in regards to this Request for Proposals may be eliminated from award, if it is determined the communication created an unfair advantage for the vendor.

Paulo Tosetto Sourcing Manager – Service Team 4800 Fournace Place – 5th Floor Bellaire, TX 77401

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 Bonfire portal, shall be incorporated as part of this Request for Proposals 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 Proposals where applicable.

9.1 WORK HOURS

Harris Health is a 24-hours/7-day operation, 365 days a year. Vendor personnel required hours of operation will be at a minimum five (5) days per week, fifty-two (52) weeks per year. Vendor is responsible for scheduling and maintaining required staff on a daily basis in order to meet Harris Health project requirements. Vendor will ensure Harris Health pays for a maximum forty (40) hour week per worker and any overtime payments due will be paid by vendor. Vendor is solely responsible for scheduling workers and subcontractors to ensure compliance with all federal and state wage requirements. If required, Vendor may be available for after hour or non-business day planned or unplanned projects.

9.2 RESOURCES:

a) Key personnel will include, but not be limited to MC, IT technicians, Move Supervisor (MS) and movers. Vendor will include key personnel resumes for MC and/or MS, whichever applicable, with information regarding MC and MS professional background and describe relevant experience and technical skill set.

b) If vendor utilizes subcontractors, subcontracts will possess the same qualifications and experience stated herein.

c) It is also preferred that one (1) or all of the following certifications be possessed by the vendor personnel, a Certified Moving Professional (CMC) or Certified Office and Industrial Consultant (COIC). If vendor is not a member of the AMSA and/or does not possess a CMC or COIC, vendor will be familiar with and uphold the CMC Code of Ethics and Professional Practices. All certifications must be submitted at the time of proposal submission and any references to training, certification, and any applicable Transportation Worker Identification Credential (TWIC) requirements shall be completed within sixty (60) calendar days from contract award date if applicable.

d) All personnel shall be familiar with AMSA requirements as they relate to move management services and physical moving activities. In addition, all drivers shall be licensed through the Texas Department of Motor Vehicle (TXDMV).

e) MCs shall deploy only experienced technicians who have previously de-installed and reinstalled equipment with the MC's team and methodology.

f) Truck operators shall hold a current Commercial Driver License acceptable in the State of Texas if operating trucks rated at or above 26,000 pounds Gross Vehicle Weight Rating (GVWR). In addition, operator must have no Driving Under Influence (DUI) or Driving While Intoxicated (DWI) incidents on their driving record within the past three (3) years and have no more than two (2) moving violations on driving record within the past three

(3) years. Vendor personnel assigned to this project must at all times be attired in uniform shirts, jackets with vendor logo or name clearly visible. There will be no exceptions to this policy.

g) Harris Health reserves the right to have non-compliant vendors removed. Vendor warrants it will provide qualified personnel who will perform in a professional manner.

"Professional manner" means the personnel performing will possess the skill, applicable license(s) and competence consistent with the prevailing business standards within the State of Texas. Vendor will be capable of mobilizing key personnel, equipment, and materials to begin immediate moves. Vendor will provide all training to key personnel to upgrade skills and maintain any required certifications.

h) At no time will vendor permit or allow vendor personnel or subcontractors to have present at any Harris Health worksite, alcohol, controlled substances, or firearms. Harris Health facilities are non-smoking facilities. Smoking is not permitted in any area of any facility which is enclosed or in the finish-out stage of construction. Any vendor personnel or subcontractor who, in the reasonable opinion of the Harris Health Project Manager, does not perform in a professional or skillful manner, or is disrespectful, intemperate, disorderly or otherwise objectionable, shall, at the written request of Harris Health, be removed from the jobsite by the vendor or any subcontractor employing such person.

Any such person who is removed shall not be assigned again to any Harris Health facility without the prior written consent of Harris Health. Should vendor fail to remove such person(s), Harris Health may withhold all monies which are, or may become, due that are allocable to the portion of the services on which such person(s) is working, or may suspend that portion of the services. Upon suspension, vendor will provide an acceptable substitute. Such person will perform the services in the manner prescribed herein at no additional cost to Harris Health.

i) Vendor will provide immediate remote communication devices such as a pager or cellular telephone to all applicable personnel and will provide a primary point of contact for the term of this contract. This point of contact will be available during regular working hours at the vendor's location, or via cellular telephone. For off-shift hours, the vendor will provide a point of contact, with a single telephone number, who can be reached twenty-four (24) hours, seven (7) days a week, including holidays.

9.3 APPLICABLE STANDARDS:

All drivers shall be licensed through the TXDMV. Vendor's active TXDMV certificate number shall be provided with proposal submittal. Additionally, vendor shall comply with all local, state, federal and Occupational Safety and Health Administration (OSHA) regulations pertaining to this project in effect at the time of the performance of specific work. Vendor shall assume all liability and responsibility for any noncompliance with applicable codes and regulations.

9.4 PERMITS AND LICENSES:

Harris Health reserves the right to direct the vendor to acquire any and all permits and/or licenses required to perform services related to this RFP as applicable throughout the term of the contract at no additional cost to Harris Health.

9.5 SAFETY:

a) All safety materials and or devices necessary to perform the work in a safe and orderly manner will be furnished by the vendor;

b) Safety equipment for vendor personnel include but is not limited to, reflective vests, hardhats, protective gear including safety glasses and ear plugs, and safety lighting for all vehicles. Vendor will maintain project site(s) in a clean and orderly fashion and remove all trash, debris, containers and etc. from the project site(s) upon completion of work each day and dispose of materials in accordance with Federal and State regulations at no additional cost to Harris Health. Harris County is not responsible for vendor errors and omissions;

c) Harris Health will issue badges to all vendor personnel onsite longer than thirty (30) days.

Vendor personnel onsite less than thirty (30) days will be issued a visitor pass by Harris Health security. All vendor personnel shall attend Harris Health's mandatory safety training.

9.6 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.

9.7 INVOICES

The Vendor will 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.

9.8 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.

9.9 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

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

9.11 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.

9.12 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 RFP 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 RFP 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 RFP. 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 RFP within a specified timeframe may result in action up to and including termination of the Agreement resulting from this RFP with written notice to the vendor.

9.13 SUBCONTRACTING

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

9.14 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 RFP. 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.

9.15 INSURANCE

Harris Health reserves the right to request vendor to provide additional insurance coverage on specific services that involves high value and/or major equipment. It would move from the standard coverage/pound to coverage by estimated value.

10.0 APPENDIX

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

a) General Requirements for Proposals

b) Harris Health Minimum Insurance Requirements and Example

c) Proposal Acknowledgement

d) Tax Residence Certification

e) Vendor Certification of Eligibility to Participate

f) MWBE Utilization Plan

g) Experience Form

h) Service Agreement Template

i) Pricing table