ESBD_366010_1719946367700_RFP 2024-07-001 Modular Medical Building.docx

REQUEST FOR PROPOSAL

Central Texas Community Health Centers d/b/a CommUnityCare

2115 Kramer Lane, Suite 100 Austin, TX 78758 512-978-9148

For

Modular Medical Building

RFP 2024-07-001

Issue Date

07/02/24

RFP Summary:

CommUnityCare is seeking bids from qualified Bidders for a modular medical building (with installation) no larger than 64’x 24’ for delivery to 10701 S 1st St, Austin, TX 78748 with installation by the week of March 16th, 2025.

NOTICE TO BIDDER

Request For Proposal

RFP 2024-07-001

RFP Start Date: 7/02/24

Pre-Proposal Meeting None Date (Optional):

RFP End Date: 8/06/24

Contract Duration: A single sales order with a 10-year warranty (Negotiable)

Responses and Prices Good for 90 days

Proposed budget: TBD

One original Proposal, 5 copies and 1 electronic copy (CD, DVD or Flash Drive) must be delivered to the following location:

RFP 2024-07-001

Modular Medical Building CommUnityCare Attn: Director of Procurement 2115 Kramer Lane Austin, TX 78758

By 2:00pm CENTRAL TIME, Tuesday, August 6, 2024

Proposals received at the designated location after the published time and date will not be considered.

TABLE OF CONTENTS

I. INTRODUCTION Page No.

II. CONDITIONS GOVERNING THE PROCUREMENT

III. PROPOSAL FORMAT AND ORGANIZATION

IV. EVALUATION

V. EVALUATION FACTORS

A. MANDATORY SPECIFICATIONS

B. MANDATORY SPECIFICATION - PASS/FAIL

ATTACHMENTS:

I. INTRODUCTION

A. PURPOSE OF THIS REQUEST FOR PROPOSAL

CommUnityCare is seeking bids from qualified Bidders for a modular medical building (with installation) no larger than 64’x 24’ for delivery to 10701 S 1st St, Austin, TX 78748 with installation by the week of March 16th, 2025 and as described in the Scope of Work, Attachment A, of this solicitation.

B. SCOPE OF PROCUREMENT

The scope of procurement shall encompass the defined Scope of Work, detailed in Attachment A and Cost Proposal Worksheet, Attachment B of this RFP. The term of the agreement resulting from this RFP is anticipated to be for a single purchase, delivery and installation, as determined by CommUnityCare with a 10-year warranty.

C. Director of Procurement

CommUnityCare has designated a Director of Procurement who is responsible for the conduct of this procurement on behalf of CommUnityCare and whose name and e-mail address is listed below.

Chad Roberts chad.roberts@communitycaretx.org

All deliveries (including proposal delivery) should be addressed to the Director of Procurement at the address located on the NOTICE TO BIDDER page.

Any inquiries or requests regarding this procurement should be submitted to the Director of Procurement as identified above. Bidders may ONLY contact the Director of Procurement regarding this procurement. Bidders should not contact individual CommUnityCare Board of Managers, CommUnityCare President and CEO, or CommUnityCare staff regarding this solicitation. Such contact may result in disqualification of the entity initiating the contact.

D. DEFINITION OF PROPOSAL TERMINOLOGY

This section contains definitions and abbreviations that are used throughout this procurement document.

"BidNet Direct Website" is the following link: https://www.bidnetdirect.com/texas/centraltexascommunityhealthcentersdbacommunitycare

"CUC" means Central Texas Community Health Centers d/b/a CommUnityCare (“CommUnityCare”)

"CommUnityCare Website" is the following link: http://communitycaretx.org/

"Close of Business" means 5:00 PM Central Time

"Contract" means a written agreement for the procurement of items of tangible personal property or services.

"Contractor" means a successful Bidder who enters into a binding contract.

"Determination" means the written documentation of a decision by the Director of Procurement including findings of fact supporting a decision. A determination becomes part of the procurement file.

"Desirable" means that the terms “may”, “can”, “should”, “preferably”, or “prefers” identify a desirable or discretionary item or factor (as opposed to “mandatory”).

"ESBD" means Electronic State Business Daily is at the following link:

http://esbd.cpa.state.tx.us/

"Evaluation Committee" means a body appointed by CommUnityCare management to perform the evaluation of proposals.

"Evaluation Tabulation Report" means a document prepared by the Director of Procurement and the Evaluation Committee for submission to the CommUnityCare Board of Managers or CEO for contract award. It contains all written determinations resulting from the procurement.

"Finalist" is defined as a Bidder who meets all the mandatory specifications of this Solicitation and whose score on evaluation factors is sufficiently high to merit further consideration by the Evaluation Committee.

"Mandatory" means that the terms “must”, “shall”, “will”, “is required”, or “are required”, identify a mandatory item or factor (as opposed to “desirable”). Failure to meet a mandatory item or factor will result in the rejection of the Bidders proposal.

"Bidders" is any person, corporation, or partnership who submits a proposal.

" Director of Procurement," means the person or designee authorized by CommUnityCare to manage or administer a procurement requiring the evaluation of competitive sealed proposals.

"Request for Proposal" or “RFP” means all documents, including those attached or incorporated by reference, used for soliciting proposals.

"Responsible Bidders" means Bidders who submits a responsive proposal and who has furnished, when required, information and data to prove that his financial resources, production or service facilities, personnel, service reputation and experience are adequate to make satisfactory delivery of the services or items of tangible personal property described in the proposal.

"Responsive Offer" or “Responsive Proposal” means an offer or proposal, which conforms in all material respects to the requirements set forth in the Request for Proposal. A responsible Bidder is one that is trustworthy and possesses the necessary quality, fitness and capacity to satisfactorily, perform the proposed work.

E. BACKGROUND INFORMATION

This section provides background on CommUnityCare, and the operating environment of CommUnityCare, which may be helpful to the Bidders in preparing the proposal. The information is provided as an overview and is not intended to be a complete and exhaustive description.

Goals and Objectives

The physicians and staff at CommUnityCare are committed to providing quality care in a friendly, caring and efficient environment. We believe all patients have a right to have their cultural, psychological, spiritual, and personal values, beliefs and preferences respected. We are committed to service excellence.

Overview of CommUnityCare

Central Texas Community Health Centers d/b/a “CommUnityCare” is a 501(c)(3) a non-profit organization provides healthcare services to underinsure and uninsured residents of Travis County. CommUnityCare was formerly a department of the City of Austin, transitioning to a nonprofit status on March 1, 2009. Today, CommUnityCare provides services at 21 locations in Travis County. Each year, our health centers provide approximately 320,000 medical and dental patient appointments. This number represents more than 88,000 individual patients. CommUnityCare provides outpatient primary healthcare, dental care, limited specialty care, lab services, and radiology including mammography, a full service pharmacy, and behavioral health services. We also provide HIV/AIDS treatment at our David Powell Clinic, and care for the homeless with a location at the ARCH, along with Street Medicine teams that go out in the community to provide primary care to the homeless. These services are provided to all Travis County residents including those whose incomes and lack of private health insurance qualify them for enrollment. Two of our locations, Hancock and William Cannon, were designed to expand access by providing walk-in services to patients in our system. These clinics offer extended hours and weekend care. Many of our providers speak several languages and we also utilize a telephone medical translation service for less common foreign languages. That means we serve patients from all over the world. The majority of CommUnityCare’s funding comes from Central Health and the Federal Bureau of Primary Health Care. Public and private grants and gifts from donors also support the work of CommUnityCare. In 2010 CommUnityCare was accredited by The Joint Commission, a world leader in evaluating the quality and safety of care delivered at healthcare networks across the World. In 2016, CommUnityCare was again accredited by The Joint Commission.

For purposes of this RFP, the following data is given to be helpful to the Bidder for the purpose of preparing the submittal. The information is provided as an overview and is not intended to be a complete and exhaustive patient statistical data information. The average CommUnityCare patient visit including lab visits for the last three years is 312,697 increasing an average of 7% per year. The average unduplicated patient visits with in the same three years is 208,508 increasing an average of 10% per year. The average capitated unduplicated visits including lab visits (those paid by CommUnityCare) is 101,325 increasing an average of 9.5% per year.

Overview of the Central Health

Travis County Healthcare District d/b/a Central Health was founded in 2004 as a limited-purpose taxing district. It is responsible for providing healthcare to indigent persons residing in Travis County. At that time, funding and oversight for the Community Health Center system was under the City of Austin before it was transferred to Central Health. In 2009, the Community Health Center system became a private, non-profit corporation named CommUnityCare. It currently operates with an annual budget of approximately $85 million and serves about 88,200 patients.

Visit us online at http://communitycaretx.org/ and http://www.centralhealth.net/

II. CONDITIONS GOVERNING THE PROCUREMENT

This section of the RFP contains the schedule for the procurement, describes the major procurement events and the conditions governing the procurement.

The Director of Procurement will make every effort to adhere the following schedule:

A. SEQUENCE OF EVENTS

Bidders, who received notification of this solicitation by means other than through CommUnityCare mailing, shall contact the Director of Procurement herein to request to be added to the vendor list. Inclusion on the vendor list is the only way to ensure timely notification of any addenda and/or information that may be issued prior to the solicitation submittal date. IT IS THE BIDDERSS SOLE RESPONSIBILITY TO ENSURE THAT THEY RECEIVE ANY AND ALL ADDENDA FOR THIS RFP by either informing CommUnityCare of their email contact information or by regularly checking the following Websites, addenda will be posted on the website the day they are released:

http://esbd.cpa.state.tx.us/ https://www.bidnetdirect.com/texas/centraltexascommunityhealthcentersdbacommunitycare

B. EXPLANATION OF EVENTS

The following paragraphs describe the activities listed in the sequence of events shown in Section II, Paragraph A.

1. Issue of RFP

This RFP is being issued by CommUnityCare.

2. Pre-Proposal Meeting, Optional

Pre-Proposal Meeting will not be scheduled for this RFP.

3. Deadline to Submit Written Questions

Potential Bidders may submit additional written questions as to the intent or clarity of this RFP until close of business referenced on the Notice to Bidder section above. All written questions must be submitted via e-mail to the Director of Procurement (See Section I, Paragraph C).

4. Response to Written Questions/RFP Addendum

Written responses to written questions and any RFP addendums will be distributed by close of business referenced on the Notice to Bidder section above, via BidNet Direct and the ESBD as defined in Section II, Paragraph A; Sequence of Events.

Additional written requests for clarification of distributed answers and/or amendments must be received by the Director of Procurement no later than two (2) days after the answers and/or amendments were issued.

5. Submission of Proposal

THE DIRECTOR OF PROCUREMENT OR DESIGNEE MUST RECEIVE ALL BIDDERS PROPOSALS FOR REVIEW AND EVALUATION NO LATER THAN 2:00PM CENTRAL TIME ON 8/6/24. Proposals received after this deadline will not be accepted. The date and time of receipt will be recorded on each proposal. The Proposals must be addressed and delivered to the Director of Procurement at the address as indicated on the Notice To Bidder Page.

Proposals must be sealed and labeled on the outside of the package and clearly indicate that they are in response to the RFP 2024-07-001 Modular Medical Building. Proposals submitted by facsimile or other electronic means will not be accepted.

All Bidders are expected to carefully, examine the RFP documents. Any ambiguities or inconsistencies should be brought to the attention of the Director of Procurement (Section I, Paragraph C). It is CommUnityCare’s intent that all information necessary to complete a Proposal is included in this RFP. It is the responsibility of the Bidders to obtain clarification of any information contained herein that is not fully understood. CommUnityCare is responsible for interpretation of the wording of this RFP. Its staff will not give verbal answers to inquiries regarding the RFP contents. Any verbal statement regarding the RFP prior to the award shall be considered non-binding. The only formal interpretation of the RFP will be made by RFP addendum issued by the Director of Procurement. A copy of such addendum will be posted on BidNet Direct and ESBD.

A log will be kept of the names of all Bidder’s organizations that submitted proposals. The contents of any proposal shall not be disclosed to competing Bidders prior to contract award.

6. Proposal Evaluation

An evaluation committee appointed by CommUnityCare management will perform the evaluation of proposals. The Director of Procurement may initiate discussions with Bidders who submit responsive or potentially responsive proposals for the purpose of clarifying aspects of the proposals, but proposals may be accepted and evaluated without such discussion. Discussions SHALL NOT be initiated by the Bidders.

7. Selection of Finalists

The evaluation committee will evaluate and score written submittals/Proposal statements using the evaluation criteria identified in Section V. Based on the scoring, the evaluation committee may develop a “short list” of Bidders/Respondents that may be invited for interview with the evaluation committee. Only finalists will be invited to participate in the subsequent steps of the procurement.

· Best and Final Offers From Finalists

Finalist may be asked to submit revisions to their proposals for the purpose of obtaining best and final offers. The Best and Final Offer, if requested, will be the basis for the final determination of contract award to the Bidders. Any best and final offer, as well as the entire submittal, will become part of the contract.

8. Interviews of Finalists

Based on the results of the proposal evaluation, CommUnityCare may determine that it is necessary to interview short-listed finalists prior to making a recommendation for negotiations, best and final offer and ultimate contract award. Short-listed finalists will be invited to present their proposals to the Evaluation Committee. The purpose of the interview, if conducted, is to ensure the committee’s understanding of the proposal, Bidder’s qualifications and to evaluate the Bidder’s team. When conducted, interview scores will stand-alone and will be used to finalize the short listed proposals. The Director of Procurement will schedule the time for each Bidder’s presentation. All Bidder presentations will be held at CommUnityCare location indicated in the Notice To Bidder Section. Each interviewee will be allowed 15 minutes of setup and one (1) hour for the presentation.

9. Contract Award

Bidders are reminded that this is a negotiated procurement and, as such, an award will not necessarily be made to the Bidders submitting the lowest-priced submittal. If an award is made as a result of this RFP, that award will be made to the Bidder or Bidders submitting the best responsive proposal that satisfies CommUnityCare’s requirements and provides the best overall value to CommUnityCare over the life of the project, as determined by CommUnityCare in its sole discretion.

C. GENERAL REQUIREMENTS

1. Acceptance of Conditions Governing the Procurement. Bidders must indicate their acceptance of the Conditions Governing the Procurement in the letter of transmittal.

2. Incurring Cost. Any cost incurred by the Bidder in preparation, transmittal, presentation of any proposal or material submitted for this RFP shall be borne solely by the Bidder.

3. Prime Contractor Responsibility. Any contract that may result from this RFP shall specify that the prime contractor is solely responsible for fulfillment of the contract with CommUnityCare. CommUnityCare will make contract payments to only the prime contractor.

4. Subcontractors. Use of subcontractors must be clearly explained in the proposal, and major subcontractors must be identified by name on Attachment F, the HUB Form. The prime contractor shall be wholly responsible for the entire performance whether or not subcontractors are used.

5. Amended Proposals. Bidders may submit an amended proposal before the deadline for receipt of proposals. Such amended proposals must be a complete replacements for a previously submitted proposal and must be clearly identified as such in the transmittal letter. CommUnityCare personnel will not merge, collate, or assemble proposal materials.

6. Bidders Rights to Withdraw Proposal. Bidders will be allowed to withdraw their proposals at any time prior to the deadline for receipt of proposals. The Bidders must submit a written withdrawal request signed by the Bidders duly authorized representative addressed to the Director of Procurement.

The approval or denial of withdrawal requests received after the deadline for receipt of the proposals is governed by the applicable procurement regulations.

7. Proposal Offer Firm. Proposals to this RFP, including proposal prices, will be considered firm for ninety (90) days after the proposal submittal due date.

8. Disclosure of Proposal Contents. It is CommUnityCare's intention that proposals will be kept confidential until a contract is awarded. At that time, all proposals and documents pertaining to the proposals will be presumed to be public information under the Texas Public Information Act unless the Office of the Attorney General determines otherwise. The Director of Procurement will not disclose or make public any pages of a proposal on which the Bidders has stamped or imprinted “proprietary” or “confidential” unless required to by law or regulation.

· Proprietary or confidential data as identified by the Bidders must be readily separable from the proposal in order to facilitate eventual public inspection of the other portions of the proposal. The price of products offered or the cost of services proposed shall not be designated as proprietary or confidential information.

9. Negotiations. The Director of Procurement or designee shall participate in all negotiations. Discussions may be conducted with responsible Bidders who submit proposals to the RFP and who is determined to be reasonably susceptible of being selected for award. Those Bidders will be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals. Bidders may be required to submit additional data and/or clarify previously submitted information during the process of any negotiations. Revisions and supplements to Bidders proposal may also be permitted after submission and before award for the purpose of obtaining best and final offers. Any best and final offer, as well as the entire proposal, will become part of the awarded contract.

· CommUnityCare reserves the right to negotiate the price and any other term with any, all, or none of the Bidders. Any oral negotiations must be confirmed in writing prior to an award.

10. Termination. This RFP may be canceled at any time and any and all proposals may be rejected in whole or in part when CommUnityCare determines such action to be in the best interest of CommUnityCare.

11. Sufficient Appropriation. Any contract awarded as a result of this RFP process may be terminated if sufficient appropriations or authorizations do not exist. Such termination will be effected by sending written notice to the contractor. CommUnityCare's decision as to whether there is sufficient appropriations and authorizations will be accepted by the contractor as final.

12. Legal Review. CommUnityCare requires that all Bidders agree to be bound by the General Requirements contained in this RFP. Any Bidder concerns must be promptly brought to the attention of the Director of Procurement.

13. Basis for Proposal. Only information supplied by CommUnityCare in writing through the Director of Procurement or in this RFP should be used as the basis for the preparation of Bidder’s proposals. Any entity, by and through the submission of a proposal, understands verbal communication regarding the RFP is not binding and communication either verbal or written to CommUnityCare Staff or Members of the Board prior to the award their Proposal will be disqualified.

14. Bidders’ Terms and Conditions. Bidders must submit with the proposal a complete set of additional terms and conditions, which they expect to have included in a contract negotiated with CommUnityCare. Bidders must document additional terms and conditions in the required transmittal letter.

15. Contract Deviations. Any additional terms and conditions, which may be the subject of negotiation, will be discussed only between CommUnityCare and the selected Bidders and shall not be deemed an opportunity to amend the Bidders’ proposal.

16. Bidders Qualifications. The Evaluation Committee may make such investigations as necessary to determine the ability of the Bidders to adhere to the requirements specified within this RFP. The Evaluation Committee will reject the proposal of any Bidder who is not a responsible Bidder or fails to submit a responsive offer.

17. Right to Waive Minor Irregularities. The Evaluation Committee reserves the right to waive minor irregularities. The Evaluation Committee also reserves the right to waive mandatory requirements provided that all of the otherwise responsive proposals failed to meet the mandatory requirements and/or doing so does not otherwise materially affect the procurement. This right is at the sole discretion of the Evaluation Committee.

18. Change in Contractor Representatives. CommUnityCare reserves the right to require a change in contractor representatives if the assigned representative is not, in the opinion of CommUnityCare, meeting its needs adequately.

19. CommUnityCare Rights.

· Reject any or all proposals and discontinue the RFP process without obligation or liability to any respondent;

· waive any defect, irregularity or informality in any proposal;

· accept a proposal other than the lowest-price proposal;

· award a contract on the basis of initial proposal received without discussions or requests for best and final offers;

· request best and final offers from any or all respondents;

· accept proposals from one or more entity;

· procure the services in whole or in part by other means;

· award more than one contract or;

· not award any contract.

20. Right to Publish. Throughout the duration of this procurement process and contract term, potential Bidders, and Contractors must secure from CommUnityCare written approval prior to the release of any information that pertains to the potential work or activities covered by this procurement or the subsequent contract. Failure to adhere to this requirement may result in disqualification of the Bidders' proposal or termination of the contract.

21. Ownership of Proposals. All documents submitted in response to this RFP shall become the property of CommUnityCare.

22. Electronic mail address, required. A large part of the communication regarding this procurement will be conducted by electronic mail (e-mail). Bidders must have a valid e-mail address to receive correspondence from CommUnityCare.

23. Use of Electronic Versions of this RFP. This RFP is being made available by electronic means. If accepted by such means, the Bidder acknowledges and accepts full responsibility to ensure that no changes are made to the RFP. In the event of conflict between a version of the RFP in the Bidders’ possession and the version maintained by CommUnityCare, the version maintained by CommUnityCare shall govern.

24. Historically Underutilized Business (HUB) Program and Good Faith Effort. It is CommUnityCare’s policy that HUBs have the maximum opportunity to participate in the performance of CommUnityCare contracts and subcontracts. Bidders shall make a "good faith effort" to take all necessary and reasonable steps to ensure that HUBs have the maximum opportunity to participate as subcontractors, see Attachment F, HUB form.

To be eligible under this program, HUB contractors and subcontractors must be certified as a HUB, M/WBE, or DBE source by a recognized governmental program, such as:

· City of Austin Municipal Government;

· Texas Unified Certification Program; or

· State of Texas.

Any entity identified as a HUB (as either a prime or subcontractor) shall submit a copy of its certification with its proposal. CommUnityCare reserves the right to verify any entity's HUB status prior to contract award.

25. Suspension and Debarment Requirement. The Bidders shall certify, by signing the Acknowledgement of Receipt form, attached hereto as Attachment D that to the best of its knowledge and belief that the Bidders and/or its Principals are not or have not been debarred, suspended, proposed for debarment or declared ineligible for the award of contracts by any Federal, state or local departments.

26. Conflict-of-Interest Questionnaire. Pursuant to CommUnityCare’s Conflict of Interest Policy, no individual at CommUnityCare may enter into any employment, transaction, or other arrangement that may cause to be perceived to cause a conflict of interest. A potential for a conflict of interest may occur when an employee, or a member of an employee’s family, holds an interest in an entity or has an employment or other financial arrangement with any business or entity that conducts or seeks to conduct business or could be in competition, directly or indirectly with CommUnityCare. The acceptance of gifts or business courtesies from any third parties with whom CommUnityCare conducts business or who are seeking to do business with CommUnityCare may pose a conflict. Bidder must complete, sign and return the Conflict of Interest Form, Attachment G.

III. PROPOSAL FORMAT AND ORGANIZATION

This section describes the format and organization of the Bidders' Proposal. Failure to conform to these specifications may result in the disqualification of the proposal.

A. NUMBER OF PROPOSALS

1. Bidders shall submit only one proposal.

B. NUMBER OF COPIES

1. Bidders shall deliver one (1) original copy of their proposal and supporting technical and/or sample documentation, six (6) identical copies of their proposal, six (6) copies of supporting technical and/or sample documentation (optional) and one (1) electronic identical copy of the proposal either on CD, DVD or flash drive to the location specified in the Notice to Bidder Section on the closing date and time for receipt of proposals.

C. PROPOSAL FORMAT

The Proposal must be typewritten and placed within a binder with tabs delineating each section.

1. Proposal Organization, Mandatory.

The proposal must be organized and indexed in the following format and must contain, as a minimum, all listed items in the sequence indicated.

· Within each section of their proposal, Bidders should address the items in the order in which they appear in this RFP. All forms provided in the RFP must be thoroughly completed and included in the appropriate section of the proposal.

· Any proposal that does not adhere to these requirements will be deemed non-responsive and may be rejected on that basis.

· The proposal summary may be included by Bidders to provide the Evaluation Committee with an overview of the technical and business features of the proposal; however, this material will not be used in the evaluation process unless specifically referenced from other portions of the Bidders' proposal.

· Bidders may attach other materials that they feel may improve the quality of their responses. However, these materials should be included as items in a separate appendix.

a) Letter of Transmittal

b) Table of Contents

c) Proposal Summary (optional)

d) Response to Mandatory Specifications

e) Cost Proposal Worksheet, Attachment B

f) Required Certificates and License

g) Attachments:

· D - Completed and Signed Acknowledgement of Receipt Form

· E - Completed Certificate of Secretary if Bidders is a Corporation

· F - Completed HUB Form

· G - Completed and Signed Conflict of Interest

· H – Vendor Confidentiality Agreement

· J – BAA

· K – Bidder References Form

· L – Supplemental supporting material (optional)

2. Letter of Transmittal, Mandatory.

A letter of transmittal must accompany each proposal and contain the following information:

a) Identify the submitting organization;

b) Identify the name and title of the person authorized by the organization to contractually obligate the organization;

c) Identify the name, title and telephone number of the person authorized to negotiate the contract on behalf of the organization;

d) Identify the names, titles and telephone numbers of persons to be contacted for clarification;

e) Explicitly indicate acceptance of the Conditions Governing the Procurement stated in Section II, Paragraph C.1;

f) Be signed by the person authorized to contractually obligate the organization;

g) Acknowledge receipt of any and all amendments to this RFP.

IV. EVALUATION

A. Evaluation Process

The evaluation process will follow the steps listed below:

1. All Bid proposals will be reviewed for compliance with the mandatory requirements stated within the RFP. Proposals deemed non-responsive will be eliminated from further consideration.

2. The Director of Procurement may contact the Bidders for clarification of the Proposal as specified in Section II, Paragraph B.

3. The Evaluation Committee may use other sources of information to perform the evaluation as identified in Section II, Paragraph C.

4. Responsive proposals will be evaluated on the factors in Specifications, Section IV that have been assigned a point value. The responsive and responsible Bidder with the highest scores will be selected as finalist Bidder based upon the proposals submitted. Finalist may be placed on a “short list” and invited to present their proposals to the Evaluation Committee. Points awarded from the interviews will be evaluated and scored separately. The responsible Bidders whose proposal is most advantageous to CommUnityCare, taking into consideration the evaluation factors in Section V, will be recommended for contract award as specified in Section II, Paragraph B. Bidders, who are asked, or choose to submit a revised proposal for the purpose of obtaining best and final offer, will have their points recalculated accordingly. Please note, however, that a serious deficiency in the Proposal to any one factor may be grounds for rejection regardless of overall score.

B. Evaluation Point Summary

The following is a summary of evaluation factors with point value assigned to each. These, along with the general requirements, will be used in the evaluation of Bidders proposals.

5. Interview TBD

V. EVALUATION FACTORS

Bidders should respond in the form of a thorough narrative to each mandatory specification. The narratives along with required supporting materials will be evaluated and awarded points accordingly.

Failure to respond to Mandatory Specifications will result in the disqualification of the proposal as non-responsive.

A. Mandatory Specifications

1. Design and Materials (Total of 40 points)

CommUnityCare is interested in the Bidder’s initial offering. Bidder should identify the project leadership, reporting responsibilities, how the prime firm will interface with CommUnityCare Staff. CommUnityCare is also interested in how sub-consultants will work within the team structure.

Bidder should include in the Narrative and/or as an attachment:

a) an initial drawing;

b) a brief summary of materials used in construction.

2. Delivery Timeline (Total of 20 Points)

CommUnityCare is interested in making sure the design, planning, construction, delivery and installation timelines meet or exceed the requirements set forth in the scope of work (Attachment A).

3. Warranty (Total of 10 Points)

CommUnityCare is interested in the best value represented in the bids. We desire a comprehensive warranty, cover the structure, electrical and plumbing of the building for a 6-year period.

4. Price (Total of 30 Points)

CommUnityCare is interested in the best value for this purchase. A reasonable cost/price for the building coupled with the previous four evaluation criteria will help us determine the value of each bid. The bid with the best valued will be rewarded the sale.

CommUnityCare is willing to see proposals on other pay structure as recommended however this will not be part of the Evaluation rating.

5. Interview (TBD)

If selected as a finalist, Bidders agree to provide the Evaluation Committee the opportunity to interview proposed staff members identified by the Evaluation Committee in the finalist notification letter at the interview.

B. Mandatory Specification (Pass/Fail)

All areas enumerated below must be addressed. Any questions or section left unanswered shall constitute failure to respond and make the proposal incomplete and such the proposal shall not be considered.

1. Corporate References. Bidders must provide three (3) external client references from clients for whom the bidder has provided a product of the same nature and type as those outlined in this solicitation and Scope of Work (see Attachment A). References submitted must be for products provided in the past two (2) years from the date of this solicitation. If the bidder has provided products to CommUnityCare during this timeframe, one of the references may be from CommUnityCare. The minimum information that must be provided about each reference is:

a) Name of individual or company services were provided for

b) Mailing Address of individual or company

c) Name of contact person

d) Telephone number of contact person

e) Type of products provided and dates products were provided

f) Current e-mail address of the contact person

CommUnityCare reserves the right to utilize the letters of reference in determining whether a bidder is a responsible Contractor/Supplier.

2. Required Certificates and License

a) Bidders must provide a current copy of all required regulatory certifications and licenses.

b) Bidder shall provide a list of subcontracted manufacturing services used in production.

3. Proposal Organization. The Proposal must be typewritten and placed within a binder with tabs delineating each section as described in Section III.C.

4. Letter of Transmittal. A letter of transmittal must accompany each proposal as described in Section III, C.

5. Financial Information.

· Proposal must include one copy of the Bidders’ Financial Statement including the latest Balance Sheet and Income Statement showing assets, liabilities and retained earnings.

· Bidders must provide a letter from an authorized person who can contractually obligate the organization validating the Financial Statement.

· Provide the name, address and contact phone number for your bonding company and Agent and provide a letter from your Surety or Agent stating that your firm is bondable for this project based on the budget and the timeframe stated herein.

ATTACHMENT A

SCOPE OF WORK

Central Texas Community Health Centers DBA CommUnityCare Relocatable Modular Building

Building / Program Requirements:

Installation Location:

Program:

All occupiable areas to have exterior windows

***200 Amp Panel***

Central Texas Community Health Centers DBA CommUnityCare Modular Units Guide Specification

A. General – Modular Units (Units)

1. Design and Construction / Fabrication

1.1. Vendor shall be fully responsible for Unit’s design, fabrication, delivery and erection/installation. Vendor shall provide without limit all personnel, materials, tools and equipment, rigging, transportation and similar items.

1.2. Vendor shall provide the higher quality and greater quantity as appropriate to comply with the provisions herein over its design and construction standards, if at variance.

1.3. Vendor shall provide all design, engineering and certifications required for Units design, approval and occupancy.

1.4. Vendor shall prepare and provide shop drawings and approval drawings as applicable for Owner review to ensure functional compliance with Owner requirements. Provide Owner with copies of all final approved shop drawings and other submittals. Vendor shall also provide shop drawings for foundations layout and construction in preparation for delivery and erection/placement on site.

1.5. Vendor shall provide “as built” record documents for Owner use at completion of Units’ installation. Note – If no modifications to the prior approved fabrication / shop drawings are made during construction, this is NOT required.

1.6. Sitework preparation and construction, utilities connections, site features (sidewalks and/or ramps, tec.) shall be by others unless otherwise agreed.

2. Delivery and Installation

2.1. Vendor is solely responsible for inspection and assessment of site access, to include without limit, haul roads, local roads, road turn radii and grades, overhead clearances, staging area, vegetation conflicts (trees in particular), etc. Any temporary road or lane closure permits, temporary overhead utility outages, disconnects or shoring and similar are vendor responsibility.

2.2. Units shall endure without physical or aesthetic damage, all movement, handling and vibration resulting from delivery, placement and installation.

2.3. Vendor shall provide all temporary protection, facilities and utilities needed for its work at all locations.

2.4. Vendor shall be solely responsible for all cranes (sizing and capacity), rigging, hoisting, temporary shoring and similar items for its work and Units’ placement.

2.5. Any damage resulting from transportation, installation and erection shall be repaired, or removed and replaced at Owner’s sole direction.

2.6. Vendor shall clean-up and remove from site, all waste and debris generated by its on-site operations.

2.7. Vendor shall secure and provide all permits needed for Units’ delivery and installation.

3. Construction

3.1. Units’ shall be designed to all applicable, current Codes including local jurisdiction amendments, including for seismic and weather performance. All materials incorporated into Units shall be new unless otherwise specifically accepted by Owner.

3.2. Units’ construction shall be first quality, and uniform to highest prevailing industry standards.

3.3. Units shall be free of all hazardous materials and substances including without limit, asbestos, lead, PCBs, mold, etc. At Owner’s sole discretion, any materials that are or become wet resulting in materials potential deterioration (drywall, insulation, flooring, other), will be removed and replaced. Note – Gypsum board shall with ANY sulfur content shall NOT be used.

3.4. Units shall have minimum 9 foot finish interior ceiling height.

3.5. Emergency exit capacities and indication shall be appropriate for Units’ expected, highest use.

3.6. Units’ shall not have vinyl wall coverings or vapor barriers for surface treatments on interior side of exterior walls.

3.7. Install building envelope drainage plane systems, including flashing and overhang systems properly lapped and secured to control vapor transmission and ensure water drainage to exterior.

3.8. Units’ shall be structurally stable, plumb and square in all directions, with level floors. Floor deflection shall not exceed L/360 and be without “bounce”.

3.9. As needed and based on the foundation system (e.g., piers, slab on grade, other), structural floor substrate shall be pressure treated to resist insect infestation and deterioration due to moisture. All such pressure treated materials shall have lifetime warranty.

3.10. Vendor shall demonstrate that all devices, equipment, parts, appurtenances and similar are fully operational and performing correctly prior to final payment.

4. ADA Compliance

All areas and building elements must comply with current ADA requirements. Includes without limit:

4.1. Doors width, swing and hardware.

4.2. Corridor width and turn-around dimensions.

4.3. Toilet rooms shall have needed grab bars, fully secured to in-wall blocking and reinforcement as needed.

4.4. Clearances to/from and beneath devices and appurtenances; reach heights.

4.5. All fixtures and equipment shall be ADA compliant.

5. Site Coordination and Design

5.1. Site design, grading, utilities, vehicular entrance, parking and other site features by others.

5.2. Crane pad for Units placement can be parking subbase, but vendor is solely responsible for assessment and determining bearing capacity, and providing all dunnage, temporary stabilization and similar to ensure crane safety and stability.

5.3. Vendor shall coordinate utility connection locations including without limit, electrical, communications (voice and data), water, sewer, storm sewer/downspouts.

5.4. Vendor shall provide all plenum connections and/or materials if not installed and secured to Units in fabrication.

5.5. Vendor shall provide Units’ required foundation information to include without limit, physical dimensions, spacing, sizing, load and bearing capacity, connection information, anchorage, etc. Vendor shall coordinate and cooperate with Owner’s design and engineering team/s, and shall review progress and final site design documents and information for conformance to Units’ requirements. Vendor shall provide any and all embeds and lay out dimensions to be installed by others, if any.

5.6. Vendor shall clearly identify and define control dimensions and tolerances for Units’ construction, and to which site layout and construction will be performed, and upon which Units will be placed.

B. Design and Construction Requirements

1. Concrete

1.1. Concrete work shall be provided by others.

1.2. Vendor shall provide and otherwise advise as to foundation design and materials as needed. If installation is to be slab on grade, Vendor shall specify floor flatness and levelness tolerances. For above grade installation/s, Vendor shall specify and detail foundation piers, wall and similar elements’ spacing, bearing capacity, and level tolerances. Final installation elevation for piers, walls and similar is expected to be established by high strength, non-shrink grout (by others).

1.3. Provide all embeds for installation by others. Provide in timely manner to prevent delay in foundation construction and to allow adequate curing prior to Units placement.

2. Masonry

2.1. Masonry work shall be provided by others.

2.2. Where required for full or partial exterior masonry enclosure or veneer masonry, Units shall have appropriate exterior sheathing, vapor barrier, flashing, reveals and structure. Masonry anchors shall be provided and installed by others; Units shall be prepared for attachments. Where and if thin set or thin veneer, prefabricated panels are to be used, Vendor shall provide appropriate backing and reinforcement to support attachment.

3. Metals

3.1. All metals exposed to weather shall be galvanized or otherwise treated to prevent corrosion and rust. Exposed, non-painted aluminum shall be clear coated for both UV and corrosion resistance.

3.2. All metals and embeds that may be in contact with concrete shall be nonferrous and otherwise protected from galvanic action, corrosion and deterioration. Aluminum shall NOT be used where in contact with concrete.

3.3. All metals in ground contact shall be galvanized or coated or treated with asphaltic paint/material.

3.4. All decorative metals to remain exposed at completion shall be protected during fabrication and installation. All touch up shall be in same quality as original finish, and ‘invisible’.

3.5. Appropriate prime costs shall be used on all galvanized surfaces to receive finish coat.

4. Wood, Plastic and Composites

4.1. All structural framing exposed to environmental conditions shall be pressure treated.

4.2. Flooring shall be sized and/or spaced to limit deflection to L/360. Reinforce or double joists as required to prevent sag in floors at support of interior or exterior walls.

4.3. All wood framing shall be kiln dried to 19% maximum moisture content at time of grading, Grade 1 or 2.

4.4. Provide wood blocking for support of all cabinets, handrails and grab bars, and similar items.

4.5. Wall sheathing shall be APA rated plywood sheathing or Oriented Strand Board (OSB) panels.

4.6. Use tongue and groove plywood subflooring, minimum thickness of 5/8”; ¾” preferred.

4.7. All wall and base cabinets to be fabricated to AWI Custom Grade, minimum.

4.7.1. Plastic laminate cabinets shall be faced on all sides. Non-exposed (top and bottom, and cabinet backs, drawer interiors, etc.) may be faced with backer laminate. All exposed faces – front, sides and interior) shall be faced with approved laminate color. Submit laminate colors and product information for Owner approval.

4.7.2. Cabinets to be flush overlay style.

4.7.3. All side and front panels and shelves shall be ¾” thickness, medium density fiberboard. Moisture resistance shall meet ASTM D-1037 standard.

4.7.4. All hardware shall be commercial grade, soft close doors and drawers. Provide door bumpers and magnetic catches as appropriate.

4.7.5. Base cabinets shall be 36” sink base, with sink offset to wall side.

4.7.6. Provide plastic laminate countertops on base cabinets. Countertop overhangs shall be consistent with a minimum of ½” and a maximum of 1-1/4” of cabinet face and/or finish end.

4.7.7. Wall cabinets to be 36” wide by 42” high with adjustable shelves. Align installation with base cabinet.

5. Thermal and Moisture Protection

5.1. Insulate interior and exterior walls with Thermal Batt Insulation meeting ASTM C665 for pre-formed fiberglass batts. Friction fit between wood or metal studs, and completely fill the stud cavity without gaps or voids. Do not use any insulation that is or had become wet prior to installation.

5.2. Provide minimum R13 batts in exterior walls. Provide faced batts in exterior walls; unfaced in all interior walls.

5.3. Unfaced acoustic fiberglass batt insulation may be used in interior walls in lieu of thermal batt insulation.

5.4. Provide weather barrier of exterior building walls and, if Units to be installed above grade, floors. Weather barrier shall be Tyvek Commercial Wrap or equivalent approved by Owner. Lap barrier a minimum of 2” in all directions as needed to provide an integral barrier.

5.5. Provide weather barrier flashing compatible with weather barrier system and approved by manufacturer. Apply flashing as needed at all penetrations through exterior walls and floor, and at all windows, doors, exhaust fans, and similar locations.

6. Openings

6.1. Door Frames

6.1.1. All interior and exterior door frames shall be standard steel frames of size and gauge to support doors. All exterior door frames shall be galvanized. Frames and accessories shall comply with ANSI A250 series.

6.1.2. Reinforce frames and prepare for all hardware.

6.1.3. Provide 3 door silencers on strike jambs of single doors.

6.1.4. Furnish frames shop…