ESBD_358303_1715895864962_PCS 121 Solicitation Addendum 1 HHS0014396.pdf

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Effective 07/15/2016 Revised 01/23/2024

Procurement and Contracting Services, 1100 W. 49th Street, Austin, TX 78756

Form

PCS 121

SOLICITATION ADDENDUM ACKNOWLEDGEMENT FORM

Solicitation Due Time

PCS Contact Information

Description of Addendum

THIS ADDENDUM NOW BECOMES A PART OF THE ORIGINAL SOLICITATION RETURN ADDENDUM ACKNOWLEDGMENT FORM AS INSTRUCTED, FAILURE TO DO SO MAY RESULT IN DISQUALIFICATION OF RESPONSE.

1.

Acknowledge receipt of this addendum by signing and returning this addendum with your solicitation response in accordance with the submission options outlined in the solicitation.

2.

If respondent has submitted the response prior to addendum, respondent may email the signed addendum to pcsbids@hhsc.state.tx.us prior to the solicitation due date and time.

9.0.0.2.20101008.1.734229 a.m.

CurrentPage:

TextField28: maryann.graham@hhs.texas.gov

DueDate: 2024-05-31

Minute: 30

Hour: 10

AddendumNo:

AddendumDate: 2024-05-16

TextField30: 512-406-2487

TextField32:

Post Webinar PowerPoint Meeting Held: May 13, 2024, 4:00PM

Associate Commissioner, PCS:

DateTimeField1:

TextField31:

Vendor Conference

Contingency Contract for Oxygen

HHS0014396

Vendor Conference Agenda

Procurement Activities

Project Overview

HUB

Questions Submittal

Preliminary Responses to Questions

Closing Commentary

Sole Point of Contact

Contact Information

Mary Ann Graham, Purchaser, Procurement and Contracting Services (PCS), HHSC

Phone: 512-406-2487

Email: maryann.graham@hhs.texas.gov

Isaiah Wilczynski, HUB Coordinator

Historical Underutilized Business – HUB, HHSC

Email: Isaiah.Wilczynski1@hhs.texas.gov

Procurement Roles

HHSC Procurement Team

PCS - Responsible for procurement activity

Program - Responsible for project scope, requirements, performance, results, contract management and monitoring

HUB- Responsible for HUB activities

Schedule of Events Upcoming Events

Anticipated Contract Start Date

July 1, 2024

Deadline for submission of Solicitation Responses

May 31, 2024 10:30 am - Central Standard Time

Courtesy Review of HUB Subcontracting Plan (HSP) Submission Deadline

May 21, 2024 3:30 pm – Central Standard Time

HHSC Posts Responses to Vendor Questions

May 23, 2024

Deadline for Submitting Questions

May 17, 2024 3:30 pm - Central Standard Time

Solicitation Access The posting on the Electronic State Business Daily (ESBD) is located at:

https://www.txsmartbuy.com/esbd/HHS001439

HHSC will post all official communication regarding this solicitation on the ESBD website, including the notice of award.

• HHSC reserves the right to cancel this solicitation, or to make no award if it determines such action is in the best interest of the state.

• HHSC may, in its discretion, reject any and all bid responses or portions thereof.

Submission Requirements

For Submittal information please see Solicitation Appendix A: SUBMISSION

INSTRUCTIONS AND RESPONSE

CHECKLIST

Hardcopy Submission, emailed responses, and responses submitted electronically through the HHS Online Bid Room will be accepted.

Emailed responses must be submitted to:

pcsbids@hhsc.state.tx.us Only. For instructions regarding registration and use of the HHS Online Bid Room, see Exhibit F. Online, electronic responses must be submitted to the link specified in Exhibit F.

Checklist for Submission Response

This checklist is included to provide assistance in submitting a complete and accurate response to this Solicitation.

Failure to submit the following with the Response WILL disqualify the Bidder from further consideration for evaluation or award.

Exhibit A – HHS Solicitation Affirmations

Exhibit C – Pricing Sheet

Exhibit D – Supplemental Pricing Sheet, Completed

Exhibit G – HUB Subcontracting Plan (HSP)

Failure to submit the following with the Response MAY disqualify a Bidder. HHSC will review all Responses received and will determine if any or all Responses which do not include the complete, signed (if applicable) copies of Addenda or requested information and documentation will be disqualified or whether additional time will be permitted for submission of the incomplete or missing documentation. If additional time will be permitted, Bidders will be notified in writing to provide the missing documentation by a specified deadline. Failure by Bidder to submit the requested documentation by that deadline WILL result in disqualification.

Exhibit E – Bidder Reference and Contractor Qualifications Form, to include the following:

Bidder References, Page 1 Additional Company Information, Page 2 Bidder’s Minimum Experience and Qualifications, Demonstration of the Ability to Perform, Page 3

Addendum Acknowledgement Form(s), if applicable

Public Information Act Copy of Response, if applicable

Screening & Evaluation Award Information

Screening & Evaluation

For Screening and Evaluation information please see Section 15 and 16 in the bid solicitation.

Award Information

For Award Information please see Section 17 in the bid solicitation.

HHS Sole Point of Contact

• All communications relating to this solicitation must be directed to the HHSC Sole Point of Contact, except for matters related to HUB requirements.

• All communications between respondents and other HHSC staff members concerning this solicitation are strictly prohibited.

• Failure to comply with these requirements may result in proposal disqualification.

Contingency Contract for Oxygen Project Overview:

• The required services to be provided are providing full oxygen cylinders and oxygen refilling for deployments as needed by the Department of State Health Services (DSHS) State Medical Operations Center (SMOC) in response to any disaster, emergency, or exercise within the State of Texas.

• This is a contingency contract to provide full oxygen cylinders and oxygen refilling for deployments as needed by the Department of State Health Services (DSHS) State Medical Operations Center (SMOC) in response to any disaster, emergency, or exercise within the State of Texas.

• This contract shall include, but is not limited to, the acceptance, storage, maintenance, deployment, and redeployment of current DSHS owned oxygen cylinder inventory and related oxygen equipment.

Scope of Work

Storage:

• Vendor will accept, store, and maintain for deployment and redeployment current DSHS owned oxygen cylinder inventory and related oxygen equipment.

• Vendor cannot reject agency owned stock and supplies that were purchased elsewhere.

• Additional purchased supplies are to be accepted into the existing inventory and terms and costs are to be adjusted upon agency approval.

• Vendor will identify all DSHS owned oxygen cylinder tanks by stenciling the tanks with a permanent substance that would withstand outdoor weathering and handling use if those tanks are not already stenciled.

• Identification on the tanks would at least include Property of Texas Department of State Health Services and may include other contact information.

Deployment:

• Vendor will deploy and redeploy agency owned full oxygen cylinders as needed in response to any disaster, emergency of exercise within the State of Texas.

• Vendor will provide and deploy additional full oxygen cylinders of various types (B, D, E, F, G, 125 Type) and associated equipment at pre-established rates as required by DSHS to support disaster operations.

• Full oxygen cylinders shall be deployed as requested by DSHS in written activation orders within 24 hours to support DSHS support of local or regional State of Texas Assistance Requests (STARs) throughout the state and for deploying to staging locations which shall be designated as oxygen cylinder exchanges for ambulances, ambuses, coach buses, and other vehicles as directed by DSHS to support specified temporary refueling station points and comfort stations (Appendix D) along pre-determined evacuation routes.

Activation:

• Contract shall be activated only by written notification by the designated

DSHS SMOC Director or his/her designee.

• Activation of the Contract may occur up to forty-eight (48) hours before the event or immediately after its occurrence.

• Activation of the Contract may occur at any time, day or night including weekends and/or holidays, only after an official written and signed notification of asset deployment letter has been sent to the Contractor's designated contact.

• Activation of the Contract may occur based on an emergency or disaster or in preparation of an emergency or disaster as determined by DSHS.

• Vendor must acknowledge receipt of the notification within one (1) hour.

Upon deployment activation, the assets must meet their operational commitment as specified in the notification from DSHS.

Activation, cont’d:

• Notification for activation will include the following—

• Authorization to activate.

• List of assets requested to accompany personnel activation (event/incident dependent), if agreed upon.

• Location(s) for delivery of assets.

• Within four (4) hours of acceptance of the activation the Contractor will receive the official activation order from DSHS State Medical Operations Center (SMOC).

Deliverables:

• Accept, store, and maintain at deployable status DSHS owned oxygen cylinder inventory, consisting of—

• 941 E-Type cylinders (25 CF, 4.5” Diameter x 26” Length)

• 81 D-Type cylinders (200 CF, 4.38” Diameter x 16.5” Length)

• 75 H-Type cylinders (251 CF, 9” Diameter x 51.5” Length)

• 50 125 Type cylinders (125 CF, 7” Diameter x 43” Length)

• Staging locations are exercise/disaster dependent and specific location addresses shall be determined by DSHS and included in the DSHS activation orders.

• Deliver full oxygen cylinders (DSHS or Contractor owned) as directed by DSHS during a disaster, to include but not limited to, staging locations in San Antonio, College Station, Houston, Corpus Christi, or McAllen.

Deliverables, cont’d:

• Vendor shall pick up empty cylinders and re-supply each location as needed.

• Fill and deliver E-Type, 125 Type, and/or H-Type oxygen cylinders (DSHS or Contractor owned) in support of Emergency or Disaster Operation Training or Exercises as requested and specified by DSHS.

• When requested, deliver initial supply of approximately fifty (50) full DSHS-owned E-Type cylinders to specified fuel points and comfort stations along the pre-determined evacuation routes.

• Four (4) or more refueling station locations or comfort stations may be operational at one time.

• When DSHS-owned cylinder inventory is exhausted, Vendor shall provide additional vendor-owned full cylinders, as specified by DSHS.

Deliverables, cont’d:

• Vendor may refuse to complete delivery if the contractor determines that the delivery site or drop off location is unmanned or unsafe for delivering cylinders.

The contractor will work with DSHS in receiving revised and updated orders for delivery of the cylinders.

• Vendor must be able to provide statewide service especially during an emergency and within the time specified in the activation order.

• Vendor must be able to deliver assets within a maximum of 24 hours after activation. Service must be available 24 hours per day, 365 days per year.

Historically Underutilized Business (HUB)

HUB Subcontracting Plan (HSP) Training

Agenda

1. HSP Method Options

2. Required HSP Pages

3. Method V: Section 3

4. GFE Attachment A

5. GFE Attachment B

6. Additional Information

7. Special Reminders

8. HUB Contact Information

Responses that do not include a completed HSP shall be

Rejected pursuant to:

TGC §2161.252(b) and

34 TAC 20.285

HSP Method Options

Subcontracting Method Options

Subcontracting Method Definition

I: All HUB(s) Utilizing only Texas certified HUB(s). See GFE Attachment A.

II: Mentor-ProtégéRelationship Utilizing an approved M/P agreement. See GFE Attachment B.

III:

Meeting/Exceeding HUB Goal

Subcontracting goal met by HUB(s). See GFE Attachment A.

IV: Solicitation Method Subcontracting utilization goal not met. See GFE Attachment B:

Contact 3+ HUBs & 2 minority/trade organizations inwriting.

V: Self Performing Contractor performs all work with own resources. No GFE Attachment.

HSP Required Pages Continued

All subcontracting method options require:

Page 1, Section 1: Respondent & Bid Information

Page 2, Section 2: Respondent's Subcontracting Intentions oYes – fill out part b., c., & d (if applicable) oNo – see next slide/Section 3

Page 3, Section 4: Affirmation signature

Method V: Section 3 The Prime contractor performs ALL work-related activities

Equipment Materials Supplies

Transportation Delivery W-2 Employees

Agency may request additional information.

GFE Attachment A

2. Subcontracting Opportunity

3. Subcontractor Selection

a. Company Name

b. TX HUB: Y/N

c. TX VID or Federal EIN #

d. % &$:

*“TBD” is NOT acceptable

Method I or III:

1. Contractor Name / Solicitation #

GFE Attachment B -

Written Notices:

*Minimum 7 Working days.

*Supporting documents (email, fax, etc.).

Method II or IV:

• 3+ "Active" Certified HUBs

• 2 Trade Org./Bus. DevelopmentCenters

GFE Attachments B -

a. Company Name

b. Texas Certified HUB (Y) or (N)

c. Texas VID or Federal EIN #

d. % & $

• Note “TBD” is NOT acceptable *Please provide justification for all Non-HUB Subcontractors

Method II or IV:

1. Contractor Name / Solicitation #

2. Subcontracting Opportunity

3. Subcontractor Selection

Additional Information

Subcontracting method options I-IV require:

• HUB Vendor Profiles on CMBL/HUB Directory

i. HUB’s VID#

ii. Contact information

iii. “A” = Active status

iv. Expiration date

• Written GFE notification (Method IV only)

1. Sent emails

2. Certified Letters

3. Fax logs

*7 business days to respond

Special Reminders Review HSP Checklist for guidance.

Check the Solicitation HUB Subcontracting Goal %.

Choose an HSP method & provide documentation.

The Commodity Book is the only resource for NIGP or class/item codes.

The CMBL/HUB Directory is a resource to seek out certified active Texas HUBs.

HSP Courtesy Reviews are available upon written request.

No HSP changes are allowed until after contract award.

HUB Contact Information hhschuboutreach@hhs.texas.gov

(512) 406-2570

*For active solicitation HSP questions – contact designated HUB Coordinator.

HUB Coordinator Contact Information

Isaiah Wilczynski

Isaiah.Wilczynski1@hhs.texas.gov

(512) 406-2668

Questions and Answers

Questions asked during this meeting are non-binding verbal answers to vendor questions. If you’d like your question to be a binding question or need clarification, please submit your response to the sole point of contact, Mary Ann Graham, PCS Purchaser, at maryann.graham@hhs.texas.gov, by Friday, May 17, 2024 at 3:30pm CST.

Binding questions received by this deadline will be responded to in an addendum and posted on the ESBD website by Thursday, May 23, 2024. At this time does anyone have any questions that they would like to ask?

Closing Comments

• Respondents are responsible for meeting the solicitation requirements, including any addenda.

• Respondents must check the ESBD frequently for any new amendments that may have been added to this solicitation.

Thank You