ESBD_368415_1721157770273_RFP 739-SL3632122 Consulting Services - Epic Implementation v7.16.2024.pdf

739-SL3632122

solicitations@ttuhsc.edu Page 1 of 38 DOC1643828-002

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REQUEST FOR PROPOSALS

Consulting Services - Epic Implementation

RFP 739-SL3632122

Due Date: August 14, 2024

Proposals must be time stamped by the Texas Tech University Health Sciences Center Purchasing Office before the hour and date specified for receipt of solicitation.

Pursuant to the provisions of Texas Government Code Title 10 Subtitle D Chapter

2156.121 - 2156.127, General Services Act rules and regulations adopted there under, sealed proposals will be received until the date and time established for receipt. After receipt, only the names of proposers will be made public. Prices and other proposal details will only be divulged after the award, if one is made.

http://www.ascnet.com/ http://www.ttuhsc.edu/abilene/ http://www.ttuhsc.edu/amarillo/ http://www.ttuhsc.edu/lubbock/ http://www.ttuhsc.edu/odessa/ solicitations@ttuhsc.edu Page 2 of 38 DOC1643828-002

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SUBMITTAL

CHECKLIST

Due Date: August 14, 2024

Request Number: RFP 739-SL3632122

Vendor Name:

Contact Name:

Phone Number:

Contact E-Mail:

Check-off

1. ___ Signed and Completed Execution of Offer (ref Appendix B).

2. ___ Signed and Completed HUB Subcontracting Plan (ref Appendix C).

3. ___ Signed and Completed Addenda Checklist (ref Appendix D).

4. ___ Responses to questions and requests for information in the Specifications and Scope of Work Section (ref Section 5).

5. ___ Signed and Completed Pricing Schedule (ref Section 6).

6. ___ Deliver Proposal to:

TTUHSC prefers that all proposals be submitted using the TechBid system (https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=TexasTech).

Or Mailed To:

Texas Tech University Health Sciences Center Purchasing Office 3601 4th Street STOP 6217 Lubbock, Texas 79430 http://www.ascnet.com/ https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=TexasTech solicitations@ttuhsc.edu Page 3 of 38 DOC1643828-002

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TABLE OF CONTENTS

Section 1: General Information

1.1 Introduction

1.2 Description of Texas Tech University Health Sciences Center

1.3 Group Purchase Authority

1.4 TTUHSC’s Right to Reject

1.5 Public Information

1.6 Inquiries and Interpretations

Section 2: Notice to Proposer

2.1 Submittal Deadline

2.2 TTUHSC Contact Person

2.3 Key Events Schedule

2.4 Anticipated Term

Section 3: Proposal Submission Procedures

3.1 Number of Copies

3.2 Submittal Instructions for Online (TechBid) Proposals

3.3 Submittal Instructions for Mailed/Delivered Proposals (Not required if submitted online)

3.4 Proposal Validity Period

3.5 Terms and Conditions

3.6 Alternate Proposals

3.7 HUB Subcontracting Plan

Section 4: Evaluation Criteria and Award

4.1 Evaluation Process

4.2 Proposer’s Acceptance of Evaluation Methodology

4.3 Evaluation Criteria and Weights

4.4 Consideration of Additional Information

4.5 Oral Presentations/Interviews

4.6 Award Process

4.7 Best and Final Offer

4.8 Award of Agreement

Section 5: Specifications and Scope of Work

5.1 General

5.2 Minimum Requirements

5.3 Additional Requirements Specific to this RFP

5.4 Services Specifications

Section 6: Pricing Schedule

6.1 Pricing for Services Offered

6.2 TTUHSC’s Payment Terms

Section 7: General Terms and Conditions Appendix A: Agreement Appendix B: Execution of Offer Appendix C: HUB Subcontracting Plan Appendix D: Addenda Checklist Appendix E: TTUHSC Vendor Information solicitations@ttuhsc.edu Page 4 of 38 DOC1643828-002

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SECTION 1

GENERAL INFORMATION

1.1 Introduction

The Texas Tech University Health Sciences Center (“TTUHSC”), a part of the Texas Tech University System, seeks proposals from qualified firms for Consulting Services - Epic Implementation (the “Services”). The Services are more specifically described in Section 5.4 entitled Service Specifications.

1.2 Description of Texas Tech University Health Sciences Center

TTUHSC has as its major objectives the provision of quality education and development of academic, research, patient care, and community service programs to meet the health care needs of West Texas, which in total is comprised of 108 counties and represents 50% of Texas’ land mass and 11% of its total population. This 131,000 square mile service area and population of 2.7 million has been, and remains highly underserved by health professionals and accessible health care facilities, despite the substantial and meaningful contribution made by our institution. While education of students and residents remains the primary focus of the institution, there has been an important impact on the health status of West Texas.

Please visit the campus web sites for more information:

Abilene campus Amarillo campus Dallas/Fort Worth campus Lubbock campus Permian Basin campus

TTUHSC Fact Book

1.3 Group Purchasing Authority

Texas law authorizes institutions of higher education (defined by Section 61.003, Education Code) to use the group purchasing procurement method (ref. Sections 51.9335, 73.115, and 74.008, Education Code). Additional Texas institutions of higher education may therefore elect to enter into a contract with the successful Proposer under this RFP.

1.4 TTUHSC’s Right to Reject

This RFP does not commit TTUHSC to select a proposer or to award an agreement to any proposer. TTUHSC reserves the right to accept or reject, in whole or in part, any proposal it receives pursuant to this RFP. Proposals which are qualified with conditional clauses or alterations or items not called for in the RFP documents, or irregularities of any kind, are subject to disqualification by TTUHSC at its option. If TTUHSC receives fewer than three proposals, TTUHSC has the right to reissue this RFP in order to gain additional competitive proposals.

1.5 Public Information

1.5.1 Proposer is hereby notified that TTUHSC strictly adheres to all statutes, court http://www.ascnet.com/ http://www.ttuhsc.edu/abilene/ http://www.ttuhsc.edu/amarillo/ http://www.ttuhsc.edu/dallas/ http://www.ttuhsc.edu/lubbock/ http://www.ttuhsc.edu/odessa/ https://www.ttuhsc.edu/about/factbook.aspx solicitations@ttuhsc.edu Page 5 of 38 DOC1643828-002

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1.5.2 TTUHSC may seek to protect from disclosure all information submitted in response to this RFP until such time as a final agreement is executed.

1.5.3 Upon execution of a final agreement, TTUHSC will consider all information, documentation, and other materials requested to be submitted in response to this RFP, to be of a non-confidential and non-proprietary nature and, therefore, subject to public disclosure under the Texas Public Information Act (Government Code, Chapter 552.001, et seq.). Proposer will be advised of a request for public information that implicates their materials and will have the opportunity to raise any objections to disclosure to the Texas Attorney General. Certain information may be protected from release under Sections 552.101, 552.110, 552.113, and 552.131, Government Code.

1.6 Inquiries and Interpretations

1.6.1 TTUHSC may in its sole discretion respond in writing to written inquiries concerning this RFP and post its response as an Addendum to all parties recorded by TTUHSC as having received a copy of this RFP. Only TTUHSC’s responses that are made by formal written addenda will be binding on TTUHSC (“Addenda”). Any verbal responses, written interpretations or clarifications other than Addenda to this RFP will be without legal effect. All Addenda issued by TTUHSC prior to the Submittal Deadline will be and are hereby incorporated as a part of this RFP for all purposes.

1.6.2 Proposers are required to acknowledge receipt of each Addendum as specified in this Section. The Proposer must acknowledge all Addenda by completing, signing and returning the Addenda Checklist (ref. APPENDIX D). The Addenda Checklist must be received by TTUHSC prior to the Submittal Deadline and should accompany the Proposer’s proposal.

1.6.3 Any interested party that receives this RFP by means other than directly from TTUHSC is responsible for notifying TTUHSC that it has received an RFP package, and should provide its name, address, telephone number and FAX number to TTUHSC, so that if TTUHSC issues Addenda to this RFP or provides written answers to questions, that information can be provided to such party.

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SECTION 2

NOTICE TO PROPOSER

2.1 Submittal Deadline

TTUHSC will accept proposals submitted in response to this RFP until 4:30 PM, Central Time on August 14, 2024 (the “Submittal Deadline”). Proposals should be delivered to:

Texas Tech University Health Sciences Center Purchasing Office

Attention: Solicitation Manager - RFP 739-SL3632122

2.2 TTUHSC Contact Person

Proposers will direct all questions or concerns regarding this RFP to the following TTUHSC contact (“TTUHSC Contact”):

Solicitation Manager Tel. (806) 743-7841 • eFax (806) 743-7850 solicitations@ttuhsc.edu

TTUHSC specifically instructs interested parties to restrict all contact and questions regarding this RFP to written communications forwarded to TTUHSC Contact. TTUHSC Contact must receive all questions or concerns no later than July 24, 2024. TTUHSC will have a reasonable amount of time to respond to questions or concerns. It is TTUHSC’s intent to respond to all appropriate questions and concerns; however, TTUHSC reserves the right to decline to respond to any question or concern.

2.3 Key Events Schedule

TTUHSC will make a good faith effort to follow the timeline below for evaluating, negotiating and issuing an award:

Distribution of RFP July 16, 2024 Deadline for Submission of Written Questions July 24, 2024 Deadline for Submission/Delivery of Proposals August 14, 2024 Evaluation of Proposals August 14, 2024 – August 31, 2024

2.4 Anticipated Term

The anticipated term of any resulting agreement will begin on the date an agreement is executed, and expire on August 31, 2026.

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SECTION 3

PROPOSAL SUBMISSION PROCEDURES

3.1 Number of Copies

Proposer must submit a total of one (1) complete copy of its entire proposal. An original or digital signature by an authorized officer of Proposer must appear on the Execution of Offer (ref. APPENDIX B) of the submitted proposal.

3.2 Submittal Instructions for Online (TechBid) Proposals

3.2.1 TTUHSC prefers that all proposals be submitted using the TechBid system at https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=TexasTech.

3.2.2 Proposals must be signed by the responding company’s official authorized to commit such proposals. Failure to sign the Execution of Offer will be basis for proposal disqualification. The TechBid system contains a mandatory “Bidder Affirmation” checkbox certifying this information. By submitting their proposal online, proposers automatically qualify as having a valid signature.

3.2.3 All proposals must be submitted online no later than the date and time indicated in Section 2.1 “Submittal Deadline.”

3.3 Submittal Instructions for Mailed Proposals (Not Required if Submitted Online)

3.3.1 TTUHSC prefers that all proposals be submitted using the TechBid system at https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=TexasTech.

However, if necessary, the proposer may elect to submit a printed version of the proposal and submit the proposal by mail or carrier service.

3.3.2 One (1) original individually-bound completed proposal is required for the mailed or delivered submittals. Note: One (1) electronic version (USB Drive) is also required for archival purposes.

3.3.3 Proposals must be signed by the responding company’s official authorized to commit such proposals. Failure to sign the Execution of Offer will be basis for proposal disqualification.

3.3.4 Proposals should be submitted in a sealed envelope or box marked with the name of the RFP (as shown on the cover page of this RFP) and the opening date. All proposals must be submitted no later than the date and time indicated in Section 2.1 “Submittal Deadline.”

3.4 Proposal Validity Period

Each proposal must state that it will remain valid for TTUHSC’s acceptance for a minimum of ninety (90) days after the Submittal Deadline, to allow time for evaluation, selection, and any unforeseen delays.

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3.5 Terms and Conditions

Proposer must comply with the requirements and specifications contained in this RFP, including the Agreement (ref. APPENDIX A), the Notice to Proposer (ref. Section 2 of this RFP), Proposal Submission Procedures (ref. Section 3 of this RFP) and the Specifications and Scope of Work (ref. Section 5 of this RFP). If there is a conflict among the provisions in this RFP, the provision requiring Proposer to supply the better quality or greater quantity will prevail.

3.6 Alternate Proposals

TTUHSC may consider alternate proposals submitted by Proposer. Proposers submitting alternate proposals should (i) clearly identify any exceptions taken to the requirements and specifications set forth in this RFP and (ii) include a detailed description of the alternative(s) proposed. Proposer may suggest additions to the requirements and specifications set forth in this RFP, and all such suggestions must be clearly identified. Alternate proposals should be submitted as attachments to the proposal. Alternate proposals shall meet the same requirements and shall be in the same format as the proposal’s base format.

3.7 HUB Subcontracting Plan

A HUB Subcontracting Plan (“HSP”) is required as part of Proposer’s proposal. The HSP will be developed and administered in accordance with TTUHSC’s Policy on Utilization of Historically Underutilized Businesses attached as APPENDIX C and incorporated for all purposes.

Each Proposer must complete and return the HSP in accordance with the terms and conditions of this RFP, including APPENDIX C. Proposers that fail to do so will be considered non-responsive to this RFP in accordance with Section 2161.252, Government Code.

TTUHSC has reviewed this RFP in accordance with Title 34, Texas Administrative Code, Section 20.13 (a), and has determined that subcontracting opportunities are probable under this RFP.

A search has been conducted of the Centralized Master Bidders List to identify active HUB vendors in accordance with Title 34, Texas Administrative Code, Section 20.14(a)(1). The following NIGP commodity codes were included:

Code #1 (91878)

Results can be viewed at the following link:

https://mycpa.cpa.state.tx.us/tpasscmblsearch/index.jsp https://mycpa.cpa.state.tx.us/tpasscmblsearch/index.jsp solicitations@ttuhsc.edu Page 9 of 38 DOC1643828-002

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SECTION 4

EVALUATION CRITERIA AND AWARD

4.1 Evaluation Process

4.1.1 TTUHSC will utilize a proposal evaluation team for the evaluation of this RFP. The award will be based on the proposal judged to be in the best interest of TTUHSC, the judgment in this regard shall be considered final. Any agreement resulting from this request shall be awarded to the proposer providing the “best value” to TTUHSC.

4.1.2 Under section 51.9335 of the Texas Education Code in determining what is the best value to an institution of higher education, TTUHSC shall consider the purchase price, the reputation of the proposer and of the proposer’s goods or services, the quality of the proposer’s goods or services, the extent to which the goods or services meet TTUHSC’s needs, the proposer’s past relationship with TTUHSC, the impact on the ability of TTUHSC to comply with laws and rules relating to historically underutilized businesses and to the procurement of goods and services from persons with disabilities, the total long-term cost to TTUHSC of acquiring the proposer’s goods or services, and any other relevant factor that a private business entity would consider in selecting a vendor.

4.2 Proposer’s Acceptance of Evaluation Methodology

Submission of a proposal indicates proposer’s acceptance of the evaluation technique and proposer’s recognition that some subjective judgments must be made by TTUHSC during the assigning of points.

4.3 Evaluation Criteria and Weights

4.3.1 Each proposal shall be evaluated on the ability to meet TTUHSC’s requirements and to provide the best value to TTUHSC.

4.3.2 The evaluation will be based on the following formula:

Criteria Weight

4.4 Consideration of Additional Information

Consideration may also be given to any additional written information and comments that may serve to clarify the proposal information to TTUHSC.

4.5 Oral Presentations/Interviews

Upon completion of the initial review and evaluation of the proposals submitted, selected proposers may be invited to participate in oral presentations. Oral presentations/interviews are an option of the evaluation team and may or may not be conducted; therefore, proposals should be complete when submitted by the deadline indicated in the Section 2.1 entitled “Submittal Deadline.”

Proposer’s Pricing Proposal 30% Proposer’s Experience and Reputation 15% Proposer’s Service Specifications 55% solicitations@ttuhsc.edu Page 10 of 38 DOC1643828-002

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4.6 Award Process

During the opening, proposals will be acknowledged publicly to identify the names of the proposers, but will be afforded security sufficient to preclude disclosure of the contents of the proposal, including prices or other information, prior to award. After opening, an award may be made on the basis of the proposals initially submitted, without discussion, clarification or modification, or on the basis of negotiation with any of the proposers or, at TTUHSC’s sole option and discretion, TTUHSC may discuss or negotiate all elements of the proposal with selected proposers which represent a competitive range of proposals. For purposes of negotiation, a competitive range of acceptable or potentially acceptable proposals may be established comprising the highest rated proposal(s).

4.7 Best and Final Offer

When deemed appropriate, after the submission of proposals but before the final selection of the successful proposal, TTUHSC may permit a proposer to revise its proposal in order for TTUHSC to obtain a best and final offer. TTUHSC will provide each proposer within the competitive range with an equal opportunity for discussion and revision of their proposal, and a proposer may elect not to amend their original proposal. TTUHSC is not bound to accept the best-priced proposal if that proposal is not the most advantageous to TTUHSC as determined by the evaluation team.

4.8 Award of Agreement

4.8.1 TTUHSC reserves the right to award an agreement for all or any portion of the requirements proposed by reason of this request, award multiple agreements, or to reject any and all proposals if deemed to be in the best interests of TTUHSC and to re-solicit for proposals, or temporarily or permanently abandon the solicitation. If TTUHSC awards an agreement, it will award the agreement to the proposer whose proposal is the most advantageous to TTUHSC, considering price and the evaluation factors set forth in this RFP. Any actual or prospective proposer who is aggrieved in connection with the solicitation, evaluation or award of an agreement may formally protest in accordance with the following:

https://www.fiscal.ttuhsc.edu/purchasing/vendors/protestprocedures.aspx

4.8.2 TTUHSC intends to negotiate and award an agreement with the vendor submitting the proposal the evaluation committee determines best meets the requirements and is considered to be the best value overall. The agreement is a non-exclusive agreement, and TTUHSC reserves the right to enter into one or more agreements with third parties covering the same or similar Services.

4.8.3 The proposer may submit its standard agreement for review by TTUHSC. The agreement entered into by the parties shall consist of the RFP, the signed proposal submitted by the vendor, the specifications including all the modifications thereof, a written agreement, and purchase order(s), all of which shall be referred to collectively as the agreement documents.

4.8.4 Any resulting agreement may be subject to review and approval by The Board of Regents of Texas Tech University System (the “BOR”). If the BOR does not approve the agreement, then the agreement is null, void, and of no effect. Rules governing the https://www.fiscal.ttuhsc.edu/purchasing/vendors/protestprocedures.aspx solicitations@ttuhsc.edu Page 11 of 38 DOC1643828-002

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4.8.5 TTUHSC is required under Texas Legislature House Bill 1295 (section 2252.908 of the Government Code) to request Ethics Commission Reporting from contractors with agreements that:

(1) requires an action or vote by the governing body of the entity or agency; or

(2) has a value of at least $1 million (value of an agreement is based on the amount of consideration received or to be received by the contractor from TTUHSC).

The Business Entity must file Form 1295 electronically with the Texas Ethics Commission using the online filing application:

https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm http://www.ascnet.com/ https://www.texastech.edu/board-of-regents/regents-rules/chapter-07-fiscal-management.pdf https://www.texastech.edu/board-of-regents/regents-rules/chapter-07-fiscal-management.pdf https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm solicitations@ttuhsc.edu Page 12 of 38 DOC1643828-002

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SECTION 5

SPECIFICATIONS AND SCOPE OF WORK

5.1 General

The minimum requirements and the specifications for the Services, as well as certain requests for information to be provided by Proposer as part of its proposal, are set forth below. The successful Proposer is referred to as the “Contractor.”

5.2 Minimum Requirements

Each Proposal must include information that clearly indicates that Proposer meets each of the following minimum qualification requirements if applicable:

Proposer is current with the State of Texas Comptroller of Public Accounts (if applicable) https://fmcpa.cpa.state.tx.us/tpis/

Proposer can provide Certificate of Franchise Tax status. (if applicable) https://ourcpa.cpa.state.tx.us/coa/Index.html

Proposer shall demonstrate evidence of certifications, permits, licenses and insurances as appropriate to provide the Services as required.

5.3 Additional Requirements Specific to this RFP

Proposer must submit the following informational sections as part of Proposer’s proposal:

1. Proposer’s Experience and Reputation

Provide written detail about corporate background and experience, including but not limited to:

1. Relevant experience and expertise helping multi-specialty academic centers implement Epic.

2. Experience managing Epic implementations.

Provide at least 3 references (with names and contact information) and description of services from current or recent clients. These should include specifications and requirements most similar to those described in this RFP.

3. Service Specifications

Detailed Project Approach Provide a description of the proposed approach to the project, detailing how Proposer will meet or exceed all requirements in Section 5.4. This should include a description of the work program, including a description of the deliverables and activities. An outline of the proposed work plan should accompany the narrative. It is the responsibility of the Proposer to assess and define the appropriate number, type and hours of its staff required to complete the project on schedule.

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Project Team Identify the key individuals, including sub-consultants if applicable, who are proposed to be part of the team, along with their qualifications and experience. The information should include the expected amount of involvement and time commitment for each of these individuals.

Project Schedule A desired project schedule has been included in Section 5.4 Services Specifications.

Please respond with the company’s ability to meet this timeline.

Scope of Work (“SOW”) Provide a scope of work project document for inclusion as Exhibit “A” SCOPE OF WORK to the Consulting Services Agreement contained in Appendix A of the RFP.

5.4 Services Specifications

Overview:

Texas Tech Physicians (TTP) in Lubbock seeks to engage a consulting organization to advise, coach, and assist with project management during the implementation of Epic through a community connect agreement with Lubbock County Hospital District dba University Medical Center.

https://www.texastechphysicians.com/clinics/lubbock/default.aspx

Tentative budget has been set at $300,000, however final allocation will be based on the outcome of the solicitation.

TTP aims to achieve the following objectives:

Advisory and coaching services associated with Epic implementation.

Assist TTUHSC’s Project Management with Epic implementation project.

Summary Scope of Work:

The consulting organization will be responsible for:

• Advising and coaching Texas Tech Physicians during the Epic project to help ensure optimal product functionality.

• Help Texas Tech Physicians meet our project management requirements as a community connect partner with Lubbock County Hospital District dba University Medical Center.

Project Deliverables:

The Contractor will be engaged to provide the deliverables outlined and described below.:

• Deliverable 1:

Completion of Kick-Off Meeting and Data Collection.

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• Deliverable 2:

Assessment and Analysis preliminary summary delivered to TTUHSC.

• Deliverable 3:

Advisory and Project Management

Period 1 – Planning and Design Period 2 – Configuration and Test Period 3 - Implemenation

• Deliverable 4:

Epic go live and Final Assessment

Project Schedule:

TTP desires to operate in accordance with the following schedule. These dates are for planning purposes and subject to change:

• Kick-off meeting and data collection: [September 2024]

• Assessment and analysis phase: [September 2024]

• Advisory and project management phase: [October 2024-Feb 2026]

• Epic go live: [Proposed Feb 2026]

Special Circumstances:

Texas Tech University Health Sciences Center and with it Texas Tech Physicians is a part of the Texas Tech University System and therefore subject to the Texas Tech University System Board of Regents (BOR) and Regent’s Rules.

By rule, consulting services expenditures are limited to $100,000 without formal BOR approval.

TTUHSC & TTP anticipate awarding this solicitation no later than Sepetember 1, 2024, however expenditures over the $100,000 threshold will not be permitted until BOR approval is granted at the November 14/15, 2024 meeting. Approval is fully anticipated however is not guaranteed.

Consideration for this special circumstance should be reflected within the proposal.

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SECTION 6

PRICING SCHEDULE

Proposal of: ___________________________________ (Proposer Company Name)

Ref.: Consulting Services - Epic Implementation

RFP No.: RFP 739-SL3632122

Having carefully examined all the specifications and requirements of this RFP and any attachments thereto, the undersigned proposes to furnish the Services required pursuant to the above-referenced Request for Proposal upon the terms quoted below.

6.1 Pricing for Services Offered:

1. Provide a “not to exceed” fixed fee for each of the deliverables including associated fees (i.e. printing costs, attendance at meetings, travel), for the Consulting Services - Texas Tech Physicians Organizational Evaluation. A schedule should be included to document the level of effort used to derive the quoted fixed fee.

2. Provide a “blended hourly rate” for tracking time and materials run rate up to $100,000.

See “Special Circumstances” in Section 5.4. of the RFP.

3. An hourly resource rate card by resource type (e.g., Project Manager, Analyst) valid through August 31, 2026 which will be used as the basis for change orders.

6.2 TTUHSC’s Payment Terms

TTUHSC’s standard payment terms are “Net 30 days.”

By: ___________________________

Name: _________________________

Title: __________________________

Date: _____________________ solicitations@ttuhsc.edu Page 16 of 38 DOC1643828-002

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SECTION 7

GENERAL TERMS AND CONDITIONS

The terms and conditions contained in (i) the attached Agreement (ref. APPENDIX A) or, in the sole discretion of TTUHSC, terms and conditions substantially similar to those contained in the Agreement and (ii) the Texas Tech University System Required Contract Terms set forth at http://www.texastech.edu/ogc/required-contract-terms.pdf (collectively, the “Required Terms”) will constitute and govern any agreement that results from this RFP. If Proposer takes exception to any of the Required Terms, Proposer will submit a list of the exceptions as part of its proposal.

Proposer’s exceptions will be reviewed by TTUHSC and may result in disqualification of Proposer’s proposal as non-responsive to this RFP. If Proposer’s exceptions do not result in disqualification of Proposer’s proposal, then TTUHSC may consider Proposer’s exceptions when TTUHSC evaluates the Proposer’s proposal.

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APPENDIX A

AGREEMENT

CONSULTANT SERVICES AGREEMENT

This Consultant Services Agreement (“Agreement”) is made and entered into by and between Texas Tech University Health Sciences Center, a public institution of higher education located in the State of Texas (“University”), on behalf of its School of Medicine, Lubbock campus and _________________ (“Consultant”). University and Consultant may be referred to herein individually each as a “Party” or collectively as the “Parties.”

Background

University desires to obtain expert consulting services that provide for a Texas Tech Physicians Organizational Evaluation.

Consultant represents that Consultant possesses the necessary qualifications and knowledge to perform these services.

Agreement

Now therefore, for the consideration herein expressed, University and Consultant hereby agree as follows.

Responsibilities of Consultant

1.1 Consultant shall perform the scope of work shown on Exhibit “A” attached hereto and incorporated herein for all purposes.

1.2 Upon University’s request, Consultant will report in writing to University on the status of Consultant’s work.

Consultant agrees to allow University and any other state agency and the legislature at University’s discretion, to distribute the consultant report, if any, and to post the report on University’s Internet website or the website of a standing committee of the legislature. During the term of this Agreement, University shall always have the right to inspect Consultant’s work in progress and to receive copies of all or any portion thereof. The work product will be advice, suggestions, and information as requested on various projects.

1.3 Consultant agrees that all writings, reports, or other materials produced by Consultant and its employees relating to the services performed under this Agreement shall be deemed “works made for hire” as that term is defined in the U.S. Copyright Act, that all rights thereto shall be owned by University for its exclusive use and re-use at any time without further compensation and without any restrictions, and that Consultant shall not assert any claim thereto, and Consultant shall execute any documents that may be necessary to transfer such rights to University.

1.4 Consultant will not remove any property of any nature whatsoever, including intellectual property, from University’s premises without University’s prior written consent. Upon completion of the services, or termination of this Agreement, Consultant will return all materials provided by University in connection with work under this Agreement along with all information developed to date during the course of providing services under this Agreement.

1.5 Consultant represents, warrants, and agrees to perform the services under this Agreement in compliance with all applicable federal, state, and local laws, regulations, and ordinances. Consultant represents, warrants, and agrees that (a) it will perform the services in a good and workmanlike manner and in accordance with commercially reasonable standards of Consultant’s profession or business, and (b) all of the services to be performed will be of the quality that prevails among similar businesses engaged in providing similar services in major United States urban areas under the same or similar circumstances. In addition, Consultant represents and warrants that Consultant and its personnel performing services under this Agreement hold and shall continue to maintain any and all licenses or certifications required under law to perform the services described herein. Consultant further represents and warrants that Consultant and its employees do not have any solicitations@ttuhsc.edu Page 18 of 38 DOC1643828-002

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1.6 Consultant agrees to maintain for Consultant’s personnel performing under this Agreement standard employer’s liability and worker’s compensation insurance. In addition, Consultant shall maintain general liability and automobile insurance coverage with limits of not less than $250,000.00 per person and $500,000.00 per occurrence. Certificates of insurance verifying the foregoing requirements shall be provided to University prior to commencement of any services under this Agreement.

1.7 Consultant agrees to indemnify and hold harmless University, its Regents, employees, and agents from any claim, damage, liability, injury, expense, or loss (including attorney’s fees) arising out of Consultant’s performance, direct or indirect, under this Agreement. In addition, Consultant warrants all writings or other materials produced by Consultant and its employees relating to the services performed under this Agreement do not infringe any patent, copyright, trademark, or other intellectual property rights of a third party and Consultant shall defend, indemnify, and hold harmless University, its Regents, employees, and agents from and against all claims arising from infringement or alleged infringement of any patent, copyright, trademark, or other intellectual property rights of a third party arising out of, in connection with, or resulting from this Agreement or the writings or other materials provided under this Agreement. This Article shall survive termination of this Agreement.

1.8 Consultant certifies this Agreement is not prohibited under Tex. Gov’t Code § 2261.252(b) and agrees that if Consultant’s certification is or becomes untrue, this Agreement is void, and Consultant will not seek and waives its right to seek any legal or equitable remedy for past or future performance under this Agreement, including damages, whether under breach of contract, unjust enrichment, or any other legal theory; specific performance; and injunctive relief.

Payment

1.9 University agrees to pay for each deliverable upon completion by Consultant in accordance with Exhibit “A” for a total not to exceed amount of $___________ including travel and expenses, attached hereto and incorporated herein for all purposes. University shall only reimburse travel expenses pre-approved in writing, at rates not to exceed the most current rates set by the Texas Comptroller. University may reimburse rental car expenses at rates not to exceed those set in University contracts. University will not reimburse for alcoholic beverages.

1.10 University agrees to make payments within thirty (30) days of receipt of a properly submitted, itemized invoice from Consultant. The invoice must reference the University contract number affixed to this Agreement and must agree in all respects to the requirements and price schedules set forth herein. Final payment is contingent upon satisfactory receipt of the final work product and a final itemized invoice for services rendered.

1.11 Consultant agrees to provide the following notice to all of its employees and subcontractors who may work on any campus of Texas Tech University System: All sex offenders required to register with local law enforcement authorities under Chapter 62 of the Texas Code of Criminal Procedure and who intend to work or carry on a vocation (full-time or part-time) on any campus of Texas Tech University System for a consecutive period exceeding fourteen (14) days or for an aggregate period exceeding thirty (30) days in a calendar year are required to register (or verify registration) with the law enforcement authority for campus security in accordance with Article 62.064 of the Texas Code of Criminal Procedure within 7 days of beginning work on any campus of Texas Tech University System. In addition, such sex offenders are required to notify the law enforcement authority for campus security within seven (7) days of terminating work on any campus of Texas Tech University System. For additional information, please contact the Texas Tech University Police Department, 2901 4th St., Lubbock, TX 79409, 806-742-3931.

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1.12 The term of this Agreement shall commence on _______________, and continue in full force and effect through _______________.

1.13 Either Party may terminate this Agreement at any time, with or without cause, by giving the other Party thirty

(30) days written notice. Upon notice of termination, Consultant shall not incur any additional expenses and shall submit an invoice for services rendered only to date of notice.

1.14 University may terminate this Agreement immediately upon notice to Consultant in the event that Consultant becomes insolvent, makes a general assignment for the benefit of creditors, suffers or permits the appointment of a receiver for its business or assets, becomes subject to any proceeding under any bankruptcy or insolvency laws, whether domestic or foreign, or has wound up or liquidated, voluntarily or otherwise.

1.15 “Event of Force Majeure” means an event beyond the control of Consultant or University which prevents or makes a Party’s compliance with any of its obligations under this Agreement illegal or impracticable, including but not limited to: act of God (including, without limitation, fire, explosion, earthquake, tornado, drought, and flood); war, act or threats of terrorism, hostilities (whether or not war be declared), invasion, act of enemies, mobilization, requisition, or embargo; rebellion, insurrection, military or usurped power, or civil war; contamination or destruction from any nuclear, chemical, or biological event; riot, commotion, strikes, go slows, lock outs, or disorder; epidemic, pandemic, viral outbreak, or health crisis; or directive of governmental authority. No Party will be considered in breach of this Agreement to the extent that performance of their respective obligations is prevented or made illegal or impracticable by an Event of Force Majeure that arises during the term (or after execution of the Agreement but prior to the beginning of the term). A Party asserting an Event of Force Majeure hereunder (“Affected Party”) will give reasonable notice to the other Party of an Event of Force Majeure upon it being foreseen by, or becoming known to, Affected Party. In the event of an Event of Force Majeure, Affected Party will endeavor to continue to perform its obligations under the Agreement only so far as reasonably practicable.

1.16 In the event this Agreement is terminated in accordance with this Article, then within thirty (30) days after the effective date of such termination, Consultant shall submit Consultant’s termination statement for Services rendered to the date of termination, and University shall pay Consultant for such Services within thirty (30) days of receipt of Consultant termination statement.

1.17 The termination or expiration of this Agreement shall not relieve either Party of any obligation pursuant to this Agreement which arose on or before the date of termination.

1.18 University’s performance under the Agreement may be dependent upon appropriation of funds by the Texas legislature (“Legislature”) and/or allocation of funds by the TTUS Board of Regents (“Regents”). Consultant acknowledges that appropriation and allocation of funds are beyond University’s control. If the Legislature fails to appropriate, or Regents fail to allocate, necessary funds, or if there is a reduction of funding from other revenue sources, University will issue written notice to Consultant and University may terminate this Agreement without further duty or obligation hereunder, other than payment for goods and services already delivered or provided. This Agreement may be funded wholly or partially with federal funds. Consultant shall comply with all applicable provisions of federal law. University utilizes http://www.gsa.gov and https://www.ecfr.gov/ for all federal guidelines.

Compliance

1.19 Sanction or Exclusion Search. Consultant represents and warrants that neither Consultant or any employees or agents who provide items or services under this Agreement are excluded, suspended, or debarred from participation in any federal or state health care program or federally funded contracts. University may conduct searches of Consultant’s name against various federal and state sanction and exclusion databases, including, but not limited to the HHS OIG List of Excluded Individuals/Entities (LEIE), the GSA Excluded Parties List System (EPLS), and the Texas HHSC Exclusion List. Consultant agrees to immediately inform University as soon as it is aware that it or any of its employees, agents, or contractors providing items or services under the Agreement are subject to the imposition of any such sanctions or exclusion. This Agreement shall be subject to immediate termination by University in the event Consultant, or any of its employees, agents, or contractors, is listed on any federal or state sanction/exclusion list as being subject to sanctions or exclusion.

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1.20 Cooperation with University’s Compliance Programs. Consultant agrees that it, its employees, agents, and contractors will comply with all federal, state, or local laws or regulations applicable to Consultant’s performance of the Agreement. Consultant further agrees that it, its employees, agents, and contractors will comply with University Operating Policies and Procedures located at https://www.ttuhsc.edu/administration/operating-policies/default.aspx, as well as all relevant published University compliance programs, as they may be applicable to Consultant’s services under this Agreement.

1.21 Reporting. Consultant agrees to inform University of any violation of its obligations under this Article or the Agreement regarding compliance, and of any conduct of which it becomes aware related to the performance of the Consultant’s obligations under the Agreement by it or any of its employees, agents, or contractors, or by University or any of its agents, employees, or contractors, which a reasonable person would conclude may violate any of the legal or regulatory requirements identified herein, may represent or be the product of a conflict of interest, kickback, or other inducement, or otherwise constitute fraud, waste, or abuse.

Such reporting may be to Texas Tech Compliance and Ethics Line (1-866-294-9352) or to the Institutional Compliance Officer (806-743-3950).

1.22 Breach. Consultant’s breach of any of the provisions of this Article shall constitute a material breach of the Agreement and may result in immediate termination of the Agreement by University. Consultant’s breach shall entitle University to any of the remedies provided in the Agreement and this Article in addition to any remedies provided by law

Audit

1.23 Consultant understands that acceptance of funds under this Agreement constitutes acceptance of the authority of the Texas State Auditor’s Office, or any successor agency (collectively, “Auditor”), to conduct an audit or investigation in connection with those funds pursuant to Section 51.9335(c) Texas Education Code.

Consultant agrees to cooperate with the Auditor in the conduct of the audit or investigation, including, without limitation, providing all records requested. Consultant will include this provision in all contracts with permitted subcontractors.

1.24 In addition, at any time during the term of this Agreement and for a period of four (4) years thereafter, the State of Texas, Texas Tech University System, University, and/or other federal, state, and local agencies which may have jurisdiction over this Agreement, at reasonable times and at its expense reserves the right to audit Consultant’s records and books that relate only to this Agreement. In the event such an audit by University reveals any errors/overpayments by University, Consultant shall refund University the full amount of such overpayments within thirty (30) days of such audit findings, or University, at its option, reserves the right to deduct such amounts owing University from any payments due Consultant. If needed for audit, original or independently certified copies of off-site records will be provided to auditors at Consultant’s expense within two (2) weeks of written request. This Section shall survive termination of this Agreement.

General Provisions

1.25 Disclosure. Consultant agrees that Consultant, its officers, employees, and agents will not disclose any University information, data, or other materials created by Consultant, or others, relating to the services performed under this Agreement without the express written permission of an authorized University officer.

Such obligations shall not, however, extend to any materials which:

1.25.1 were in the possession of Consultant prior to this Agreement;

1.25.2 are, or hereafter become, generally available to the public by publication or otherwise through no action of Consultant; or

1.25.3 are required by law or regulation to be disclosed.

This Article shall survive termination of this Agreement https://www.ttuhsc.edu/administration/operating-policies/default.aspx solicitations@ttuhsc.edu Page 21 of 38 DOC1643828-002

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1.26 Subcontract. Consultant shall not subcontract the services to be provided herein without prior written approval of University.

1.27 Anti-Discrimination. University and Consultant agree that in the performance of this Agreement there will be no discrimination against any person or persons on account of race, color, sex, religion, age, disability, national origin, or veteran status, and that both Parties agree to comply with all applicable requirements of the Civil Rights Act of 1964, as amended; 1991 Civil Rights Act; Executive Order 11246; the Vietnam Era Veterans Readjustment Act of 1974; the Rehabilitation Act of 1973, as amended; the Age Discrimination Act of 1975; the Americans with Disabilities Act of 1990; and all federal rules and regulations, state laws, and executive orders as applicable.

1.28 Independent Contractor. Consultant agrees that it is an independent contractor and that this Agreement does not form a joint venture or partnership. University will not be responsible for the Federal Insurance Contribution Act (FICA) payments, federal or state unemployment taxes, income tax withholding, Workers…