9-HARRIS HEALTH REQUEST FOR PROPOSALS DOCUMENT.pdf
PDF 347 KB Posted
- Solicitation number
- 26/0061
- Issued by
- Harris County, Texas
About this file
This Request for Proposals (RFP) is issued by Harris Health System, a public healthcare provider in Harris County, Texas, seeking qualified vendors to provide and implement an automated pharmacy dispensing system (ADS) for centralized distribution across multiple facilities. Harris Health operates two inpatient central pharmacies, multiple hospital-outpatient department specialty clinics, an outpatient infusion center pharmacy, and sixteen ambulatory care services clinics requiring coordinated medication distribution and inventory management. The proposed system must support high-volume centralized distribution, integrate with Epic Willow Inventory (WINV) as the system of record, and improve medication accuracy, efficiency, and supply chain visibility. A mandatory pre-proposal conference is scheduled for March 25, 2026 at 10:00 A.M. CST via Microsoft Teams. Vendors must submit written questions by March 27, 2026, with responses posted by April 6, 2026. Proposals are due no later than April 13, 2026 at 2:00 P.M. CST through the Euna eProcurement platform. The evaluation period runs April 14 through May 8, 2026, with Board of Trustees award approval anticipated June 10, 2026 and agreement execution by September 1, 2026. The initial contract term is one year from the effective date, with seven optional one-year renewal periods available for maintenance and support. The system is projected to go live in September 2027 at the Holly Hall Central Distribution Center, which is currently under construction with substantial completion scheduled for November 19, 2026.
Evaluation scoring weights pricing at 35 percent, solution design at 35 percent, and vendor qualifications and experience at 30 percent. Harris Health anticipates awarding to a single vendor and reserves the right to reject any and all proposals. Minimum vendor requirements include demonstrated implementation of at least two comparable centralized distribution centers within the last five years and a proposed solution supporting an HL7-based, bi-directional interface compatible with Epic Willow Inventory. Vendors must submit comprehensive pricing using the provided spreadsheet, proof of insurance meeting specified minimum requirements, qualifications narratives with at least two project references, and detailed implementation approaches addressing infrastructure, IT support staffing, pharmacy support staffing, training, and warranty terms. All vendors must comply with HIPAA requirements, complete a System Security Validation Document, undergo vendor credentialing, and execute a Business Associate Agreement. Harris Health will not be liable for any proposal preparation costs, and all submitted proposals become the property of Harris Health and subject to public disclosure following award and agreement execution under the Texas Public Information Act.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| 8-JOB NO. 26 0061 - PRICING SHEET.xlsx | XLSX spreadsheet | |
| 5-PROPOSAL ACKNOWLEDGMENT.pdf | ||
| 2-TAX RESIDENCE CERTIFICATION.pdf | ||
| 3-MINIMUM INSURANCE REQUIREMENTS.pdf | ||
| 7-HHOC Level 3 no distribution equipment.zip | ZIP file | |
| 6-HHOC Level 3 Area Outline.pdf | ||
| 1-VENDOR CERTIFICATION OF ELIGIBILITY.pdf | ||
| 4-HARRIS HEALTH GENERAL REQUIREMENTS.pdf |
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REQUEST FOR PROPOSALS FOR
AUTOMATED PHARMACY DISPENSING SYSTEM FOR
CENTRALIZED DISTRIBUTION FOR HARRIS HEALTH
JOB NO. 26/0061
4800 FOURNACE PLACE
BELLAIRE, TEXAS 77401
PROPOSALS ARE DUE NO LATER THAN:
MONDAY, APRIL 13, 2026 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 8
6.0 Submittals 9
7.0 Instructions to Proposers 11
8.0 General Requirements for Proposals 12
9.0 Special Requirements for Proposers 12
10.0 Appendix 14
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 Manager.
DATE ITEM
March 6, 2026 Release of Request for Proposals (RFP) in Euna March 25, 2026 Pre-Proposal Conference (See Section 7.1) March 27, 2026 Deadline for Vendor Questions (See Section 7.2) April 6, 2026 Answers to Vendor Questions posted in Euna
April 13, 2026 Proposals due no later than 2:00 PM local time in Houston, Texas April 14 – May 8, 2026 Evaluation/Vendor Presentations June 10, 2026 Board of Trustees Award Approval September 1, 2026 Anticipated Agreement Execution
2.0 SCOPE OF WORK
2.0.1 Harris Health is seeking proposals from qualified vendors to provide and fully implement an automated pharmacy dispensing system (ADS), including installation, system integration, workflow configuration, testing, and staff training, that will support high‑volume centralized distribution across the health system.
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 seven (7) one-year renewal options, renewable one (1) year at a time, for ongoing maintenance and support.
2.1 OVERVIEW AND PURPOSE
Harris Health operates a systemwide medication distribution network that includes two (2) inpatient central pharmacies, multiple Hospital-Outpatient Department specialty clinics supported by Automated Dispensing Cabinets (ADC), an outpatient infusion center pharmacy, and sixteen (16) Ambulatory Care Services Clinics, each with an on-site retail pharmacy. These locations rely on centralized distribution for medication replenishment, inventory management, and high-volume fulfillment.
The primary objectives of this RFP are:
• Deploy an automated pharmacy dispensing system for centralized distribution across multiple facilities;
• Improve accuracy and efficiency in medication storage, retrieval, and dispensing;
• Integrate with Epic Willow Inventory (WINV) as the system of record for inventory management;
• Increase inventory visibility and supply chain control; and
• Reduce manual handling and streamlining of high-volume medication fulfillment.
2.2 FUTURE STATE
The system will be deployed at the Holly Hall Central Distribution Center to support multi facility replenishment workflows, including BD system restocking, internal transfers, and centralized electronic requisition-based replenishment. Epic Willow Inventory (WINV) will serve as the system of record for inventory balances, PAR levels, replenishment logic, and all requisitions.
The Holly Hall Central Distribution Center is currently under construction. Substantial completion is scheduled for November 19, 2026 with move in to begin February 4, 2027. Projected Go-live for the ADS is September 2027.
2.3 ITEMIZED SCOPE
A. Automated Pharmacy Dispensing System Capabilities – The proposed system must provide capabilities comparable to modern, high throughput pharmacy automation solutions used in centralized distribution. At minimum, the system must include:
• Robotic or mechanical automated storage and retrieval designed for large scale operations.
• High density inventory storage and retrieval platform capable of servicing inpatient ADC replenishment at scale.
• Automated dispensing of manufacturer packaged medications (unit dose repackaging excluded).
• A scalable design supporting increased capacity, throughput, and facility integration.
• Redundant or fail-safe components to maintain consistent operation.
• Customizable workflows aligned with Harris Health distribution models and medication policies.
• Real time inventory management with medication and lot level tracking where applicable.
• Barcode scanning at every stage of inventory movement (receiving, storing, picking, exception handling).
• Workflow support for controlled substances when required.
• Cycle counting and reconciliation processes aligned with WINV guidelines.
• Support expiration date and lot tracking at a dose level with logic to pick the earliest expiration product during replenishment picking to minimize expired drugs.
• Support priority, stat, and scheduled replenishment workflows.
B. Interoperability with existing Medication Management Systems – Because Willow Inventory is the system of record, the ADS robot is not expected to integrate directly with BD Systems (MedCarousel, Pyxis Medstation, Pyxis Anesthesia); Instead:
• BD systems integrate with WINV.
• ADS robot integrates with WINV.
• WINV manages inventory updates, replenishment, and pick confirmations.
Vendors must demonstrate:
• Validated integration with Epic Willow Inventory only.
• Ability to receive WINV generated pick lists and return pick confirmations.
• Ability to support WINV driven replenishment workflows for:
o Pyxis MedStations o Pyxis Anesthesia Stations o BD Carousel systems
C. IT, Infrastructure, and Security Requirements – The system shall comply with all applicable government IT and cybersecurity standards, including:
• Role based access controls
• Secure data transmission
• System audit trails and log-ins
• Compliance with HIPAA, DSCSA, federal regulations, and internal IT policies
• Ability for authentication The solution shall also support:
• Defined system uptime SLAs and disaster recovery capabilities
• On premises, cloud or hybrid architecture as approved by Harris Health IT
• UL Rating or CE Mark for product safety requirements
D. Project Management – Vendor shall provide:
• Designated resource to manage vendor’s obligations with regards to the planning, configuration, implementation, testing and training of the final solution
• Comprehensive implementation plan
• Milestone-based project schedule
• Risk management strategies
• Onsite and remote coordination
• Status reporting aligned with Harris Health requirements
E. Installation and Configuration shall include:
• Delivery, installation, and configuration of hardware and software
• Integration with Epic Willow Inventory
• Workflow design workshops and documentation
• Validation and functional testing shall include:
o WINV interface validation scripts o Barcode scan data validation o NDC mapping validation o Validation of WINV driven replenishment workflows for Pyxis MedStations, Pyxis
Anesthesia Stations, and Carousel systems F. Training – Training shall include Standard Operating Procedures (SOP), documentation and competency checks. Vendor shall provide comprehensive training, if applicable, for the following:
• Pharmacy operations staff
• IT and technical personnel
• Maintenance and support teams
G. Warranty, Maintenance, and Support shall include:
• Full hardware and software warranty
• Preventative maintenance schedule
• 24/7 technical support with defined response times
• U.S. based support and service infrastructure
• Remote diagnostics and system monitoring
• Clear escalation procedures
• Performance review and optimization recommendations
• Define maximum downtime threshold and recovery expectations
• Spare parts availability requirements
H. Deliverables
• Fully functional, production ready system meeting all acceptance criteria
• Final system design specifications
• Integration and interface documentation
• Implementation schedule and project plan
• Standard Operating Procedures (SOP) recommendations
• Testing and validation results
• Training materials and completion records
• Support and maintenance contract
• WINV interface specifications
• WINV integration validation results
• Workflow documentation for WINV driven replenishment of:
o ADS robot inventory o BD automation systems inventory o Inventory not controlled through automation systems (e.g., floor stock)
I. Acceptance Criteria – Harris Health will validate successful implementation based on:
Functional and Integration Validation
• All functional requirements defined in this SOW are met.
• Full, verified integration with Epic Willow Inventory (WINV), including replenishment requests, pick confirmations, inventory updates, and exception handling.
• Successful validation of WINV driven replenishment workflows of all inventory managed through automation systems or non-automation locations.
Performance Benchmarks
• Achievement of throughput benchmarks (e.g., picks per hour).
• Achievement of accuracy benchmarks, including ≥99.9% pick accuracy.
• Demonstrated system stability under expected CDC volume and peak load conditions.
Testing and Documentation
• Completion and approval of all testing deliverables, including:
o WINV interface validation o Barcode scan data validation o NDC mapping validation o Controlled substance workflow validation (if applicable)
• Completion of FAT and SAT with documented signoff.
• Delivery and approval of all required documentation, including workflow diagrams, SOPs, and training materials.
Training and Operational Readiness
• Completion of training for pharmacy operations, IT, and maintenance
3.0 MINIMUM REQUIREMENTS
3.1 Harris Health has identified the following minimum vendor qualifications and solution 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 and professional qualifications necessary to deliver the solution described in this RFP. At a minimum, vendor(s) must meet the following qualification:
• Vendor(s) must have implemented at least two (2) Centralized Distribution Centers of comparable scale and complexity within the last five (5) years.
3.3 Minimum Solution Requirements - Vendor’s proposed solution must meet the following requirement:
• Solution must support an HL7‑based, bi-directional interface compatible with Epic Willow Inventory.
4.0 CURRENT STATE
4.1 Harris Health 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:
Medication inventory and distribution activities across Harris Health are currently decentralized, manual, and highly variable, resulting in duplicated work, inconsistent practices, and limited system-wide visibility. Fragmented processes create operational inefficiencies and prevent the organization from coordinating inventory activities across hospitals and clinics. Current workflows rely on manual Pyxis replenishment, tray and OR pack assembly, and repackaging, all of which increase workload and reduce scalability. Variability in processes contributes to waste, errors, and the need for repeated manual checks.
The decentralized model also increases the risk of medication shortages and limits the organization’s ability to manage overstock, emergency kits, and disaster supplies in a coordinated manner. Nursing teams carry a significant administrative burden for clinic-administered medication (CAM) re-ordering, diverting time from direct patient care. Additionally, each pavilion manages its own 340B processes, creating inefficiencies and reducing the system’s ability to maximize savings and compliance.
These limitations prevent Harris Health from achieving standardized inventory control, consistent recall and expiration management, or optimized technician utilization. They also constrain readiness for emergency response and hinder the organization’s ability to scale services such as vaccines, IVs, and Pyxis replenishment. Without a unified operational hub, the system cannot achieve the level of efficiency, accuracy, and oversight required for a modern medication supply chain.
http://www.harrishealth.org/
At the time the new automated dispensing system is implemented, Harris Health’s technology landscape will resemble the following:
5.0 EVALUATION CRITERIA
5.1 All proposals will be examined by an Evaluation Committee which will consist of Harris Health staff and Harris County Purchasing.
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 of 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 Manager 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 the Harris Health Sourcing Manager 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 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 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 Manager.
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. Pricing 35% B. Solution 35% C. Qualifications/Experience 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) B. Miscellaneous Proposal Documents – The below forms would be uploaded under
Miscellaneous Proposal Documents.
1. Proof of Insurance (see Minimum Insurance Requirements file)
2. Vendor Certification of Eligibility (see Supporting Documentation section in Euna)
3. Tax Residence Certification (see Supporting Documentation section in Euna)
4. JOB NO. 26 0061 – PRICING SHEET.xlsx (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. 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, i.e., Epic-certified integration engineers.
C. Licenses/Certifications/Accreditations for your organization D. Detailed description of at least two (2) successful Central Distribution Center implementations in the last five (5) years to include:
https://gobonfire.com/
• Outline of project objectives, implemented automation solutions, integration activities, performance results, lessons learned and key project outcomes;
• System configurations and scale; and
• Contact information for referenced implementation.
E. Documentation that demonstrates vendor’s experience with system deployment, workflow optimization, and integration with enterprise platforms.
F. Documentation that demonstrates experience integrating automation with Epic Willow Inventory in a centralized distribution environment.
G. A proven approach for installation, training, testing, and go-live support.
6.4 Complete the attached Experience Form (Q-17AC) 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, two
(2) from an entity similar to Harris Health, wherein vendor has provided similar services.
6.5 Complete the attached Questionnaire (Q-18SU). The questionnaire can be found in the
Supporting Documentation section of Euna.
6.6 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.
6.7 Required Infrastructure
Provide a summary of the required infrastructure to operate the hardware solution. This should include mechanical, electrical, and plumbing (MEP) as well as technology infrastructure such as data connectivity, servers and operating systems.
6.8 Information Technology Support
Provide a summary of the level of effort from Harris Health IT department to implement the final solution. This should include a table listing the skill set (e.g., Interface Engineer, Network Engineer, Application Analyst) and estimated time required on the project (e.g., 0.5 FTE).
6.9 Pharmacy Support
Provide a summary of the pharmacy support staff needed to operate the final solution. This should include a table listing the skill set (e.g., Pharmacy Tech) and level of support (e.g., 1.5 FTE).
6.10 Pricing
Vendors must provide pricing using JOB NO. 26 0061 – PRICING SHEET.xlsx. The spreadsheet contains three (3) tabs; 1) Instructions, 2) Summary Pricing and 3) Detailed Pricing. Tabs 2 and 3 must be completed and submitted with proposal.
6.11 Contract Documents
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.
6.12 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.
6.13 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 will be conducted via Microsoft Teams on Wednesday, March 25, 2026 at 10:00
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 https://teams.microsoft.com/meet/28429097962434?p=KXIft0H7inVXG7Gia5 Meeting ID: 284 290 979 624 34 Passcode: CC9Uv2rs
Dial in by phone +1 469-848-0248,, 42340993# United States, Seagoville Find a local number Phone conference ID: 423 409 93#
Join on a video conferencing device Tenant key: harrishealthsystem@m.webex.com Video ID: 119 071 937 7
7.2 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.
https://teams.microsoft.com/meet/28429097962434?p=KXIft0H7inVXG7Gia5 tel:+14698480248,,627290687 https://dialin.teams.microsoft.com/ce23081e-c45f-4d32-96b6-87117995cea1?id=627290687 mailto:harrishealthsystem@m.webex.com
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 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 Euna, a hardcopy is to be submitted to the Sourcing Manager 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 anticipates awarding to a single vendor. No award can be made until approved by
Harris Health System Board of Trustees. Participation in this RFP does not obligate Harris Health to the eventual purchase of any product/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 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.
7.7 The following Sourcing Manager 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.
Brandy Jones Sourcing Manager Harris County Purchasing Agent 1111 Fannin 12th Floor Houston, TX 77002 Email: brandy.jones@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.
mailto:brandy.jones@harrishealth.org
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 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
9.2 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.
9.3 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.
9.4 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.
9.5 SUBCONTRACTING
Vendor may not subcontract services contracted as part of this RFP without the prior written notification and acceptance of Harris Health.
9.6 SYSTEM SECURITY VALIDATION DOCUMENT (SSVD)
Harris Health’s Information Security must perform a Cyber Security Risk Assessment on all new Instrumentation, Middleware, and/or IT Systems. Awarded vendor will be required to complete an SSVD.
https://www.ethics.state.tx.us/filinginfo/1295
9.7 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.
9.8 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. JOB NO. 26 0061 – PRICING SHEET.xlsx (see Supporting Documentation section in Euna) G. Experience Form (Q-17AC)(see Supporting Documentation section in Euna) H. Questionnaire (Q-18SU)(see Supporting Documentation section in Euna) I. Compressed zip file (Drawing) v2/4/25
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