ESBD_370780_1722952373567_Exhibit_G_Scope of Work (SOW).pdf

NORTH TEXAS STATE HOSPITAL

STATEMENT OF WORK - SERVICES

Texas Health and Human Services Commission is accepting bids for Biomedical Services, which will result in a Blanket PO (Purchase Order) or Contract for the Facilities General Medical Services Department. Services may be increased or decreased upon need during the term of the PO.

Orders will be placed as needed by Agency point of contact on an “on call, as needed” basis throughout the fiscal year.

I. Scope of Work - will include but not be limited to:

a. The Contractor shall provide Biomedical Services for repair and preventative maintenance of medical equipment.

b. The Contractor shall survey, inspect, and certify medical equipment.

c. To comply with Joint Commission Standards Contractor shall provide within two-weeks of each inspection:

1. An updated Medical Equipment List, in spreadsheet format, including Risk Assessment for each piece of medical equipment inspected.

2. A work order that includes the Asset ID Number for each piece of medical equipment inspected.

II. Vendor Roles and Responsibilities

a. The Contractor shall sign in at the Security Gate and upon every visit to the campus and comply with any and all rules, policies, protocols and safety requirements set forth by North Texas State Hospital.

b. The Contractor shall comply with all federal, state and local laws, statutes, ordinances, rules and regulations, and the orders and decrees of any court or administrative bodies or tribunals in any matter affecting the performance of the purchase order including, if applicable, workers’ compensation laws, minimum and maximum salary and wage statutes and regulations, and licensing laws and regulations.

c. The Contractor shall provide labor, tools, transportation, equipment, materials, and supplies, as necessary. Awarded contractor shall be responsible for supervision, clean up and disposal, and must have all applicable permits, licenses, and insurance coverage.

d. The Contractor will be responsible for all employment taxes and other payroll withholding for their employees.

e. The Contractor shall be responsible for damage to the HHS agency’s equipment, and/or the workplace and its contents by its works, its negligence in work, its personnel, or its equipment. The Contractor shall be responsible and liable for the safety, injury, and health of its working personnel while its employees are performing work for an HHS agency.

f. Normal business hours are considered to be between 8:00 AM and 5:00 PM Monday through Friday, unless otherwise stated. (Exception is the designated holidays recognized by the State of Texas). Should work be performed outside of normal working hours without the approval of North Texas State Hospital, then Contractor shall be performing such work at NO additional expense to North Texas State Hospital or the HHS agency.

g. An emergency 24-hour response number must be provided to allow immediate contact of the Contractor. The Contractor shall have local telephone service. The use of a recording/answering device, or an answering service, is not acceptable except for after normal business hours.

h. The Contractor shall answer all calls in the allotted times. If the Contractor does not answer in the allotted time below, North Texas State Hospital may choose to engage other parties to answer the call. The contractor shall absorb any differences in cost if the state engages another party to respond to a call.

i. Non-emergency service call (within twenty-four (24) business hours of notification or an agreeable time that is acceptable to North Texas State Hospital.)

ii. Emergency service call (Within (4) business hours of notification or an agreeable time that is acceptable to North Texas State Hospital.)

Contractor shall arrive on service location in an agreeable timeframe that is acceptable to North Texas State Hospital.

i. The Contractor shall have available, under its direct employment and supervision, necessary organization and facilities to properly fulfill services required under the resulting contract and only personnel trained in completing the services shall be employed under and for this contract. All employees of the Contractor shall be a minimum of 18 years of age and experienced in the type of work to be performed. No visitors, wives, husbands, children or other relatives of the Contractor’s employees will be allowed on state property during working hours.

j. The Contractor and contractor employees shall not use state equipment including but not limited to (computers, telephones, facsimiles, copiers, printers, calculators, typewriters), except for phone use in cases of emergency and/or to respond to work requests from the HHS agency. Misuse of this equipment may result in termination of the contract.

k. All facilities are nonsmoking buildings. CONTRACTOR’S EMPLOYEES ARE PROHIBITED FROM SMOKING

IN ALL NON-DESIGNATED AREAS.

III. Agency Roles and Responsibilities

a. Monitoring the vendor’s progress and performance and ensuring services conform to established specification requirements.

b. Provide reasonable access to the facility(s) and property where services are to be performed.

c. Managing the financial aspects of the contract including approval of payments.

d. Meeting with the vendor as needed to review progress, discuss problems, and consider necessary action.

e. Identifying a breach of contract by assessing the difference between contract performance and non-performance.

f. Other areas as identified by the Comptroller of Public Accounts’ State of Texas Procurement and Contract Management Guide, latest edition.

IV. Minimum Experience and Qualifications

These minimum requirements apply to the Contractor and Contractor’s personnel and any Subcontractor and Subcontractor’s personnel. Contractor will submit documentation of experience and qualifications with Response, if requested in the Pricing Sheet. Contractor shall submit, with bid response, specific examples of services previously provided, similar to or as described in Section 1. Examples submitted must be from the last two (2) years.

a. The Contractor shall have relevant experience required for the performance of the services as outlined in this SOW.

The minimum experience required is two (2) years.

b. The Contractor’s personnel to be assigned to perform the services must be fully trained and, at minimum, have two

(2) years relevant experience.

c. All Contractor or Subcontractor personnel assigned to perform the services must be at least 18 years of age.

d. The Contractor must provide a minimum of three (3) verifiable references for current or previous contracts of the same size and for similar or same services within the last two (2) years.

V. Service Areas

During the contract period, North Texas State Hospital reserves the right to add or delete service locations during the period covered by any resulting contract. The Map (PDF) of the HHSC Regions may be accessed at:

https://hhs.texas.gov/sites/default/files/documents/about-hhs/hhs-regional-map.pdf

a. 4730 College Drive Vernon, Texas 76384

b. 8407 FM 433 West Vernon, Texas 76384

c. 6515 Kemp Blvd., Wichita Falls, Texas 76301

VI. Performance Measures/Performance Reporting https://hhs.texas.gov/sites/default/files/documents/about-hhs/hhs-regional-map.pdf

a. All work performed under this contract shall be in accordance with this contract, local codes and ordinances and any other authority having lawful jurisdiction. It is important that the contractor performs all duties as stated. Failure to do so may result in cancellation of the contract.

b. The HHS agency may periodically communicate with the awarded contractor via telephone, email, and on-site visits to address questions, concerns or progress.

c. All services and deliverables must meet or exceed the required levels of performance specified in this SOW.

d. Contractor will perform services in a skillful manner, in accordance with best practices and high professional standards used in well-managed operations performing services similar to the services described in this SOW.

e. Contractor will be notified by the HHS Agency Contract Manager or designee in writing to correct any service or portion of a service. The Contractor shall take immediate action to correct the service or portion of a service at no additional cost to the HHS Agency. The Contractor shall notify the HHS Agency Contract Manager or designee upon completion for HHS Agency inspection and acceptance, as applicable.

f. At its discretion, the HHS Agency may request in writing and require the Contractor to submit a detailed written Corrective Action Plan and include how the Contractor will correct or resolve an issue, deficiency, or a breach of this Contract. The Plan must include, but is not limited to:

i. A detailed explanation of the reasons for the cited deficiency.

ii. The Contractor’s assessment or diagnosis of the cause; and

iii. A specific proposal to cure or resolve the deficiency.

The Plan must be submitted by the deadline set forth in the HHS Agency’s request. The Plan is subject to approval, which will not be unreasonably withheld, by the HHS Agency.

g. Within forty-eight (48) business hours, all performance issues reported to the awarded contractor shall be corrected.

If requested by the HHS agency, the contractor shall provide a written report detailing the performance issue(s) and resolution. The HHS agency's contract manager will report/discuss performance deficiencies with the contractor and seek to achieve resolution of the issues with the contactor. The HHS agency contract manager will report the following compliance issues to HHSC/PCS for resolution.

i. Failure to reach agreement on corrective action.

ii. Failure to perform in accordance with corrective action plan.

iii. Numerous, repeated violations of this contract and corrective action plan(s).

h. The HHS Agency Contract Manager is required to report vendor performance for purchases over $25,000 through the Texas Comptroller of Public Accounts (CPA) Vendor Performance Tracking System (VPTS). The VPTS reporting is required throughout the life of a contract and not just at its conclusion. HHSC PCS, at its sole discretion, may submit reports in the VPTS on Purchase Orders under $25,000. The VPTS information and report search may be accessed at: https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/.

i. Service Calls, Call Backs, Unperformed Service:

i. If services have not been received to a satisfactory resolution, payment will be withheld until services are received and comply with this scope of work.

ii. Emergency option to extend services: The Contractor shall also agree that North Texas State Hospital may require continued performance, beyond the initial term or a renewal contract term, of any of the herein described services at the rates specified at the awarded time. This option may be exercised more than once, but the total extension of performance shall not exceed one hundred twenty (120) calendar days. Such extension of services shall be subject to all specifications and terms and conditions of the contract resulting from the awarded procurement.

https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/ https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/

i. Except as expressly provided in the contract, HHS does not waive or limit any damages to which it may be entitled.

VII. Pricing and Payment Schedules

a. HHSC/PCS will issue an individual purchase order for the HHS agency requiring services under the contract issued in accordance with this solicitation. Each purchase order will include the appropriate bill to address for the HHS agency requesting services.

b. Invoices submitted to the HHS agency must reflect the purchase order number as shown on the purchase order and must specify in detail the work completed for which payment is due. Invoices are to be submitted to the address specified on the individual HHS agency purchase order.

c. Payment for services will be made by the HHS ordering agency in accordance with the Pricing Schedule. Payment will be in accordance with the Texas Prompt Payment Act.

d. Contractor must submit Invoices on an as needed basis, on a monthly basis or as otherwise indicated on the purchase order. Separate invoices must be submitted for each service location.

e. Failure to submit required information may result in delay of payment or return of invoice.

f. No payment will be made under the contract until and unless the HHS agency approves the services performed.

g. Prices shown on "Pricing Schedule” form are all inclusive and no other charges are authorized. It is the responsibility of the awarded contractor to pay for any expenses incurred.

h. If the HHS agency disputes payment of all or any portion of an invoice from the awarded contractor, the HHS agency will notify the awarded contractor of such dispute and both parties will attempt in good faith to resolve the dispute.

The HHS agency shall not be required to pay any disputed portion of an awarded contractor's invoice.

Notwithstanding any such dispute, the awarded contractor must continue to perform the services and produce deliverables in compliance with the terms of this agreement pending resolution of such dispute so long as all undisputed amounts continue to be paid to the awarded contractor.

i. Price adjustments are not automatic. Prices only may be adjusted at the sole discretion of HHSC. The Contractor must provide, in writing to the HHS Agency contract manager, a request for a price adjustment.

j. Contractor must provide supporting documentation to justify any price adjustment. Additionally, any request submitted by a Contractor that does not include supporting documentation will not be considered a complete, properly submitted price adjustment request.

k. The HHS Agency reserves the right to accept or reject the request for a price adjustment. The Contractor will receive written notification, through a Purchase Order Change Notice or Contract Amendment, from the HHS Agency contract manager documenting action taken, to include effective dates, for any adjustments approved.

VIII. Budget

a. The total amount of this Contract will not exceed $50,0000 PER FISCAL YEAR and will not exceed $250,000 for the entire duration of the Contract, including all possible renewal periods.

IX. Term of Contract

a. The initial term of Contract is date of award through 08/31/2029 with NO RENEWALS. The contract shall not exceed five (5) years.