ESBD_395935_1739402736806_RFP Building Access Control Modernization for the Central Health Enterprise_vF.pdf

PROPOSALS DUE: March 31, 2025 - 2:00 P.M. Prevailing Central Time

Request for Proposals (“RFP”) 2502-001

Building Access Control Modernization for the Central Health Enterprise

February 12, 2025

Contact: Central Health Purchasing Office

Attn: Jessica Harris, Purchasing Analyst 1111 E. Cesar Chavez St. Austin, TX 78702 Phone: 512-978-8047 Email: jessica.harris@centralhealth.net or, CHPurchasing@centralhealth.net mailto:jessica.harris@centralhealth.net mailto:CHPurchasing@centralhealth.net

2502-001 Building Access Control Modernization for the Central Health Enterprise P a g e 2

Request for Proposals (“RFP”) 2502-001 Building Access Control Modernization for the Central Health Enterprise

Procurement Schedule

Action Date Time Responsibility Location/Details

Solicitation Issue Date

Wednesday, February 12, 2025 5:00 PM Central Health Bidnet and Electronic State Business Daily (“ESBD”)

Site Visit (if applicable)

N/A N/A Central Health N/A

Pre-Proposal Conference (optional)

Wednesday, February 26, 2025 2:00 PM Central Health MS Teams, link is available through Bidnet or by contacting CHPurchasing@centralhealth.net

Question Submittal

Wednesday, March 5, 2025 5:00 PM Proposers Bidnet or CHPurchasing@centralhealth.net

Question Response

Wednesday, March 19, 2025 5:00 PM Central Health Bidnet or ESBD

Proposal Submission

Monday, March 31, 2025 2:00 PM Proposers Bidnet or 1111 E. Cesar Chavez, Austin, TX 78702

Proposals received after the Proposal Submission time at the designated location will not be considered.

Initial Contract Duration: 1 Year

Contract Renewal: Optional - Four (4) one-year renewal periods after initial term

Proposals and Prices Good for: 90 days

Multiple Awards: No

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PROPOSAL INSTRUCTIONS

Proposers should note that this Request for Proposals (RFP) is published and accessible through electronic means. Proposers who received notification of this solicitation by means other than through any of the three websites listed below should register with Bidnet in order to receive timely notification of any addenda, amendment, and/or other forms of information that may be issued prior to the solicitation submittal date:

http://www.centralhealth.net/finance/purchasing https://www.txsmartbuy.com/esbd https://www.bidnetdirect.com/texas/traviscountyhealthcaredistrictdbacentralhealth

Registration is free.

Proposal Submissions: Proposers are strongly encouraged to submit proposals online via Bidnet.

Submission via Bidnet is the preferred method of submission.

A secondary option is to deliver one (1) printed Proposal via USPS mail, FedEx, DHL, etc.

DUE TO STAFF HYBRID WORK SCHEDULES AND CURRENT BUILDING ACCESS

RESTRICTIONS, IF YOU PLAN TO DELIVER A PRINTED COPY TO THE PURCHASING OFFICE,

YOU MUST CONTACT THE PROCUREMENT AUTHORITY PRIOR TO DELIVERY. The printed Proposal with any supporting and/or sample documentation must be delivered in a sealed container that is labeled and addressed as follows:

Attn: 2502-001 Building Access Control Modernization for the Central Health Enterprise Central Health - Purchasing Office 1111 East Cesar Chavez Street Austin, TX 78702

Should a Proposer submit both a proposal via Bidnet and deliver a printed Proposal, the Bidnet submitted Proposal will be the proposal of record and will be used for the purposes of the RFP. Proposals submitted in a format other than 1) online via Bidnet or 2) delivery of a printed proposal to the address above will not be considered.

It is the Proposer’s sole responsibility to ensure that it obtains any and all addenda and/or amendments to this RFP; addenda and amendments will be posted on Bidnet the day they are released.

In the event of a conflict between a version of the RFP in the Proposer’s possession and the version maintained by Central Health, the version maintained by Central Health will control.

All Proposals will be submitted and/or delivered on or before the closing date and time for receipt of Proposals. Proposals received at the designated location after the published time and date will not be considered.

http://www.centralhealth.net/finance/purchasing

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TABLE OF CONTENTS

I. INTRODUCTION

A. Entity Background B. Purpose of Request for Proposals C. Procurement Authority D. Definition of Terminology

II. PROCUREMENT SCHEDULE……………………………………………………………………

A. Pre-proposal Conference B. Deadline to Submit Questions C. Response to Written Questions D. Submission of Proposal E. Proposal Evaluation F. Selection of Finalists G. Interviews of Short-listed Finalists H. Contract Award I. Protest Deadline

III. PROPOSER RIGHTS AND OBLIGATIONS

A. Rights

Amending Proposals Withdrawing Proposals Designating Proposal Contents as Confidential or Proprietary

B. Obligations

1. Conditions and Contract Terms Associated with RFP

2. Costs Associated with Procurement

3. Electronic Mail Address

4. Identification and Selection of Subcontractors

5. Historically Underutilized Business (HUB) Program and Good Faith Effort

6. Suspension and Debarment Certification

7. Conflict-of-Interest Questionnaire (CIQ Form)

8. Certificate of Interested Parties (Form 1295)

9. Good-Faith Negotiations

IV. CENTRAL HEALTH RIGHTS

Summary of Rights Termination of RFP

C. Waive Minor Irregularities D. RFP Amendments E. Negotiate Additional Contract Terms F. Accept Contract Deviations G. Investigate Proposers H. Request Change in Proposer Representatives I. Assert Ownership of Proposals

V. PROPOSAL FORMAT AND ORGANIZATION

A. Proposal Format

Proposal Organization Letter of Transmittal – Required

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Table of Contents - Optional Proposal Summary - Optional Response to Narrative Prompts - Required Completed and Signed Acknowledgement of Receipt Form - Required Completed HUB Subcontracting Plan (“HSP”) Form - Required Completed and Signed Conflict of Interest Questionnaire (CIQ) – Required upon selection Completed and Signed Certificate of Secretary – Required if Proposer is a corporation Completed Insurance Coverage Form - Required

Other (optional) supporting material (may be included)

VI. PROPOSAL CONTENT REQUIREMENTS

A. Narrative Prompts/Evaluation Criteria B. Evaluation Process

Exhibit A: Scope of Work Attached

Exhibit B: Cost Worksheet Attached

Exhibit C: Acknowledgement of Receipt Attached

Exhibit D: HUB Subcontracting Plan (“HSP”) Form Attached

Exhibit E: Conflict of Interest Questionnaire Attached

Exhibit F: Certificate of Secretary Attached

Exhibit G: Sample Contract with Required Contracts Terms and Conditions Attached

Exhibit H: Business Associate Agreement Attached

Exhibit I: Certificate of Interested Parties (“Form 1295”) Attached

Exhibit J: Not Used N/A

Exhibit K: Insurance Coverage Attached

Exhibit L: Not Used N/A

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I. INTRODUCTION

A. Entity Background The Travis County Healthcare District d/b/a Central Health (“Central Health” or the “district”) is a hospital district created under Chapter 281 of the Texas Health and Safety Code that is responsible for providing or arranging for the provision of hospital and medical care to low-income residents of Travis County. Central Health’s mission is to improve the health of the community by caring for those who need it most – particularly the uninsured and underinsured.

Central Health is making healthcare better through the direct practice of medicine, partnerships and collaborations with other providers, and building facilities to provide care in the communities most in need. The district’s Healthcare Equity Plan, adopted in early 2022, is guiding up to $700 million in investments to close the gaps that persist throughout the safety-net healthcare system.

Central Health owns Sendero Health Plans, a community nonprofit insurer that covers members through the Affordable Care Act Health Insurance Marketplace. Central Health clinical partner, CommUnityCare Health Centers, is a federally qualified health center network with more than 27 primary care locations throughout Central Texas. A network of partners, including Integral Care (behavioral health), Lone Star Circle of Care (a Federally Qualified Health Center), and the Dell Medical School at The University of Texas at Austin, help Central Health extend services deeper into the community.

B. Purpose of Request for Proposals Central Health and Enterprise partners operate a network of health centers and administrative offices that utilize Continuum products for building automation, access control, security alarms, one-button lockdown, and surveillance cameras. Due to Continuum products’ end-of-life in December 2024, Central Health is seeking a qualified and experienced contractor to provide an Enterprise-wide solution to include Building Access Control System design, full-scale implementation of the new system, monitoring, and maintenance.

C. Procurement Authority Central Health has designated a Procurement Authority who is responsible for the conduct of this procurement on behalf of Central Health; therefore, all deliveries (including Proposal delivery) shall be addressed as follows:

2502-001 Building Access Control Modernization for the Central Health Enterprise Central Health – Purchasing Office 1111 East Cesar Chavez Street Austin, TX 78702 CHPurchasing@centralhealth.net

Any inquiries or requests regarding this procurement should be submitted to the Procurement Authority as identified on Bidnet and Central Health’s Website:

http://www.centralhealth.net/finance/purchasing. Proposers shall ONLY contact the Procurement Authority regarding this procurement. Proposers shall NOT contact individual Central Health Board Members, Central Health executive team leaders or staff regarding this

P a g e 7 solicitation. Such contact may result in disqualification of the Proposer initiating the contact.

D. Definition of Terminology This section contains definitions and abbreviations that are used throughout this procurement document.

“BAFO” request for a Best and Final Offer.

"Bidnet Website" is the following link:

"Central Health Website" is the following link:

http://www.centralhealth.net/finance/purchasing.

"Close of Business (COB)" means 5:00 PM Prevailing Central Time.

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

"Determination" means the written documentation of a decision by the Procurement Authority, 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”).

“Duly Authorized Representative” means the individual who is authorized to submit a Proposal to this RFP on behalf of Proposer and to bind the Proposer to any Contract that may result from the Submission of Proposal.

“ESBD” is the Electronic State Business Daily at the following link:

"Evaluation Committee" means a body appointed by Central Health management to perform the evaluation of Proposals.

"Evaluation Committee Report" means a document prepared by the Procurement Authority and the Evaluation Committee for Contract/s award. It contains all written Determinations resulting from the RFP.

"Finalist" is defined as a Proposer who meets all the Mandatory specifications of this Request for Proposals and whose score on evaluation factors is sufficiently high to merit further consideration by the Evaluation Committee.

https://www.bidnetdirect.com/texas/traviscountyhealthcaredistrictdbacentralhealth

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"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 Proposer's Proposal.

“Principal” is a person in charge of an organization who takes leadership.

"Proposer" is any person, entity, corporation, or partnership that submits a Proposal.

"Procurement Authority" means a person or designee authorized by Central Health to manage or administer a procurement requiring the evaluation of the RFP Proposal.

"Request for Proposal" or “RFP” means all documents, including Attachments and Exhibits, which are hereby incorporated by reference and considered a part of the Proposals.

"Responsible Proposer" means a Proposer who submits a Proposal and who has furnished, when required, information and data to prove that on the basis of demonstrated competence and qualifications, its financial resources, production and service facilities, personnel, service reputation and experience are adequate to satisfactorily perform the Services or provide items of tangible personal property described in the Proposal.

"Responsive Proposal” means a Proposal that includes all required documentation and conforms in all material respects to the requirements set forth in the Request for Proposals. The Proposal to this Request for Proposals must include responsive information, which support the Proposer’s competence, qualifications, and ability to perform the Services, including, but not limited to, quality, quantity, and delivery requirements.

“Timely Response” means the potential vendor or contracted vendor will respond to all requests from the Procurement Authority or any Central Health representative by the deadlines provided in the request. Vendor may propose an alternative deadline to the Procurement Authority, but the decision whether or not to extend any deadline is solely within the discretion of Central Health. Failure to respond timely to requests may be grounds for invalidating a bid or canceling an awarded contract.

II. PROCUREMENT SCHEDULE

This section of the RFP describes all major events listed in the RFP Schedule. The Procurement Authority will make every effort to adhere to the Procurement Schedule set forth in this RFP.

A. Pre-proposal Conference If a pre-proposal meeting is held the date and time of that conference will be noted in the Procurement Schedule on page 2 of this RFP. Conference call and video conference information will be available the day before the meeting and will be posted on Bidnet and Central Health’s website.

B. Deadline to Submit Questions

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All Proposers are expected to carefully examine this RFP. Any ambiguities or inconsistencies therein should be brought to the attention of the Procurement Authority as described in this RFP.

Additionally, it is the responsibility of the Proposer to obtain clarification of any information contained herein that is not fully understood. Proposers may submit written questions via Bidnet.

C. Response to Written Questions

Written responses to all questions submitted by potential Proposers will be addressed in either a RFP addendum or question and answer document that will be posted on Bidnet by Close of Business per the Question Response Date as indicated in the Procurement Schedule on page 2 of this RFP.

Any verbal statement made by Central Health regarding the RFP prior to the award will be considered non-binding. The only formal interpretation of the RFP will be made by addendum or a question-and-answer document issued by the Procurement Authority.

D. Submission of Proposal

The Procurement Authority or designee must receive all proposals for review and evaluation no later than 2:00 PM Central Time per the Proposal Submission Date as indicated in the Procurement Schedule on page 2 of this RFP. Proposals received after this deadline will not be accepted. Refer to Proposal Instructions on page 3 of this RFP for Proposal Submission instructions.

Proposals submitted via Bidnet (preferred method), Bidnet.com will automatically record the date and time of receipt of each correctly submitted Proposal.

The date and time of receipt will be recorded on each printed Proposal. The Proposal must be addressed and delivered to the Procurement Authority in a sealed container at the address listed in 1.C above. Proposals submitted by facsimile or other electronic means will not be accepted.

A public log will be kept of the names of all organizations that submit a Proposal. Unless required by law, the contents of any Proposal will not be disclosed to competing Proposers prior to Contract award.

E. Proposal Evaluation

The Evaluation Committee will evaluate the Proposals. The Procurement Authority may initiate discussions with Proposers who submit Responsive or potentially Responsive Proposals, but Proposals may be accepted and evaluated without such discussion. Any resulting clarifications will be issued to all Proposers. While Proposers may initiate requests for clarifications pursuant to above, general discussions SHALL NOT be initiated by the Proposers. The Evaluation Committee will evaluate and score written Proposals using the evaluation criteria identified in section VII. EVALUATION CRITERIA.

F. Selection of Finalists

The selection process may be conducted in two steps. In step one, the Evaluation Committee will

P a g e 10 evaluate and score written Proposals using the evaluation criteria identified in section VII.

EVALUATION CRITERIA. Based on the scoring in step one, the Evaluation Committee, as step two, may develop a “short list” of Proposers who may be invited to interview or provide a demonstration with the Evaluation Committee. Only "short listed" Finalists will be considered for further evaluation and invited to participate in the subsequent steps of the procurement process.

G. Interviews of Short-listed Finalists Based on step one of the selection process, Central Health, at its sole discretion, may determine that it is necessary to interview or request a demonstration from the short-listed finalists prior to making a recommendation to ask for a Best and Final Offer (“BAFO”) or to recommend Contract award. If Central Health desires to conduct interviews/demonstrations, short-listed finalists will be invited to present their Proposals to the Evaluation Committee. The purpose of interviews/demonstrations, if conducted, is to ensure the Evaluation Committee’s understanding of the Proposals and Proposer’s qualifications, as well as, to evaluate the Proposer’s team under the criteria set forth in section VII. EVALUATION CRITERIA. When conducted, interview/demonstration scores will be used as an additional consideration for recommendation and award of a Contract. The Procurement Authority will schedule the time for each Proposer presentation, if applicable. All Proposer presentations will be held as virtual, conference call presentations. Each interviewee will have time to present followed by a question/answer period from the evaluation team. Time limits for the presentation and question/answer period will be determined by Central Health. The selected interviewees will receive an official Interview/Demonstration Invitation letter with the meeting information and duration defined.

H. Contract Award Central Health may but is not obligated to award one or more Contracts to the Proposer/s that best satisfies Central Health’s requirements and provides the best overall value to Central Health for the Scope of Work.

As of the date of issuance, a single award is contemplated.

I. Protest Deadline Protest of Contract award by a Proposer that was not recommended for same must be submitted in writing to the Procurement Authority within ten (10) calendar days after Central Health notifies Proposers of a Contract award. The written protest must clearly set forth the arguments supporting the protest and, if desired, should include a request for an expedited hearing with the Procurement Authority. The Procurement Authority will rule on the protest in writing within ten

(10) business days from the date it receives the written protest and any hearing. Any appeal of the Procurement Authority’s decision must be made within ten (10) calendar days after receipt thereof and submitted to the Procurement Authority, who will present the matter for final resolution to the Central Health President and CEO or his/her designee. The Proposer will be notified of the time and place the appeal is to be heard and afforded an opportunity to present evidence to the Central Health President and CEO or his/her designee in support of the appeal.

Central Health's decision on appeal is final.

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Protests received after the deadline will not be accepted.

III. PROPOSER RIGHTS AND OBLIGATIONS

A. Rights Amending Proposals

Any Proposer may submit an amended Proposal before the deadline for receipt of Proposals.

Such amended Proposals must be complete replacements for a previously submitted Proposal and must be clearly identified as such in the transmittal letter. Central Health will not merge, collate, or assemble Proposal materials.

Withdrawing Proposals

Proposers will be allowed to withdraw their Proposals at any time prior to the deadline for receipt of Proposals. To withdraw a Proposal, the Proposer must submit a written withdrawal request signed by the Proposer’s Duly Authorized Representative and addressed to the Procurement Authority.

Designating Proposal Contents as Confidential or Proprietary Proposers may mark, stamp, or imprint the words “proprietary” or “confidential” on any pages of the Proposal that include information of this type. However, Proprietary or confidential information should be readily separable from the Proposal in order to facilitate eventual public inspection of the other portions of the Proposal. Central Health will not sort, otherwise isolate, or redact proprietary or confidential information embedded within the body of a Proposal.

B. Obligations

1. Conditions and Contract Terms Associated with RFP Proposers must indicate their acceptance of all conditions governing the RFP in their letter of transmittal. However, a Proposer’s failure to do so will not operate to exempt Proposer from these conditions, as the act of submission itself constitutes acceptance of the conditions, including the evaluation criteria contained in section VII. EVALUATION CRITERIA of this RFP.

Additionally, Proposers must agree to include the terms contained within Exhibit G – Sample Contract with Required Contract Terms and Conditions, which is incorporated in this RFP, in any Contract that results from this RFP and to execute the Business Associate Agreement contained within Exhibit H, of this RFP.

2. Costs Associated with Procurement Any and all costs incurred by the Proposer in preparation, transmittal, and presentation of any Proposal or material submitted in response to this RFP will be borne solely by the Proposer.

3. Electronic Mail Address A large part of the communication regarding this procurement will be conducted by electronic mail (e-mail). Therefore, all Proposers must have a valid e-mail address to receive correspondence.

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4. Identification and Selection of Subcontractors The term “subcontractor” includes sub-consultants. Proposer’s intended use of subcontractors must be clearly explained in its Proposals, and major subcontractors must be identified by name.

The awarded Proposer will be wholly responsible for the entire performance of the Contract, whether or not subcontractors are used, and Proposer expressly acknowledges that in entering into such subcontract(s), Central Health is in no manner liable to any subcontractor(s). Awarded Proposer further acknowledges that Central Health will make Contract payments only to the awarded Proposer.

5. Historically Underutilized Business (HUB) Program and Good Faith Effort Central Health’s Historically Underutilized Business (HUB) Program is committed to assisting and promoting all MBE/WBE vendors with procurement opportunities. The Program’s goal is to increase participation by Minority and Women-owned businesses through the procurement process.

HUB contractors and subcontractors must be certified as a HUB, Minority/Women-Owned Business Enterprises, or Disadvantaged Business Enterprise source by a recognized governmental program, such as:

• City of Austin Municipal Government;

• Texas Unified Certification Program; or

• State of Texas; or

• Other certification entity recognized by Travis County, Texas

Exhibit D (HUB Subcontracting Plan) must be submitted with your Proposal. The MBE/WBE HSP form includes the explanation and instructions required for completion. Support in understanding the HSP Form may be obtained by contacting HUB@centralhealth.net.

Any subcontractor who Proposer intends to subcontract with at the time of Proposal submission and that is identified, as a HUB will be required to submit a copy of its certification with this Proposal. Central Health reserves the right to verify any entity's HUB status prior to Contract award.

6. Suspension and Debarment Certification The Proposer will certify, by signing the Acknowledgement of Receipt Form, attached hereto as Exhibit C, that to the best of its knowledge and belief that the Proposer and/or its Principals or subcontractors are not and have not been debarred, suspended, proposed for debarment or declared ineligible for the award of Contracts by any federal department or district.

7. Conflict-of-Interest Questionnaire (CIQ Form) Pursuant to Chapter 176 of the Texas Local Government Code, the awarded Proposer, if any, will be required to complete the Conflict-of-Interest Questionnaire ("CIQ"), which is attached to this RFP as Exhibit E, and submit it together with the Contract, if the Proposer has: (i) an employment or other business relationship with a local government officer of Central Health or a family member of same; (ii) given a local government officer of Central Health or a family member of mailto:HUB@centralhealth.net

P a g e 13 same one or more gifts having an aggregate value as specified in Exhibit E or (iii) has a family relationship with a local government officer of Central Health. For additional information concerning filling out the CIQ, see https://www.ethics.state.tx.us/forms/conflict/.

8. Certificate of Interested Parties (Form 1295) Section 2252.908 of the Texas Government Code prohibits a governmental entity, like Central Health, from entering into certain Contracts, unless the business entity submits a Certificate of Interested Parties form, attached to this RFP as EXHIBIT I, to the governmental entity at the time the business entity executes a Contract. Form 1295 is applicable to any of awarded Proposer’s directors, officers, or employees who hold a controlling interest (10% or more ownership) in the business entity and who actively participated in facilitating the Contract or negotiating the terms of same (broker, intermediary, advisor, and/or attorney), if any.

The Proposer for such Contract award will be required to electronically file a Form 1295 with the Texas Ethics Commission upon notification of selection from Central Health. The online filing process will generate a Certificate Number and Date Filed. The Proposer will submit that information Central Health as part of its contract.

For more information, visit:

https://www.ethics.state.tx.us/filinginfo/1295/

9. Good-Faith Negotiations The Procurement Authority or designee will participate in all discussions with Proposers.

Discussions will only be conducted with responsible Proposers who submit Responsive Proposals to the RFP, which are determined to be reasonably acceptable of being selected for award. Those Proposers will be accorded fair and equal treatment with respect to any opportunity for discussion and revision of Proposals. Proposers may be required to submit additional information and/or clarify previously submitted information during negotiations.

Revisions and supplements to Proposals may also be permitted after submission and before Contract award for the purpose of obtaining BAFOs in Central Health’s sole discretion. Any BAFO, as well as the entire Proposal, will become part of Central Health’s awarded Contract.

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

IV. CENTRAL HEALTH RIGHTS

Summary of Rights Central Health may:

1. Reject any or all Proposals without obligation or liability to any Proposer;

2. Accept a Proposal other than the lowest-price Proposal (as applicable);

3. Award a Contract on the basis of an initial Proposal received without discussions or requests for Interviews or Best and Final Offers;

4. Request Interviews or Best and Final Offers from any or all Proposers;

5. Procure the Services in whole or in part by other means;

6. Award more than one Contract; and/or https://www.ethics.state.tx.us/forms/conflict/ https://www.ethics.state.tx.us/filinginfo/1295/

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7. Not award any Contract.

Termination of RFP This RFP may be canceled at any time and any and all Proposals may be rejected in whole or in part if Central Health determines such action to be in Central Health’s best interest.

C. Waive Minor Irregularities

The Evaluation Committee reserves the right to waive minor irregularities (e.g. Proposer submits the incorrect number of Proposal copies or does not sign all Proposal copies) in the Proposals.

The Evaluation Committee also reserves the right to waive certain, non-mandatory requirements contained herein if the Proposal otherwise meets the mandatory requirements and/or waiving the minor irregularity does not otherwise materially affect the procurement. This right may be exercised at the Evaluation Committee’s sole discretion.

D. RFP Amendments

Central Health reserves the right to issue amendments to this RFP before the date on which Proposals are due.

E. Negotiate Additional Contract Terms

Central Health reserves the right to modify and negotiate with a successful Proposer provisions in addition to those attached to this RFP. The contents of this RFP, as revised and/or supplemented, and the successful Proposer's Proposal will be incorporated into and become part of the Contract.

F. Accept Contract Deviations

Any additional terms and conditions, which may be the subject of negotiation, will be discussed only between Central Health and the selected Proposer and will not be deemed an opportunity to amend the Proposer’s Proposal. If a Proposer requests significant changes to either the required Contract terms or the terms of the Business Associate Agreement, Proposer’s Proposal may be considered non-Responsive and result in Proposers’ disqualification or, if such changes are requested post-Proposal submission in violation of this RFP, will result in termination of negotiations and Contract award.

G. Investigate Proposers The Evaluation Committee may make such investigations as necessary to determine the qualifications and ability of the Proposer to adhere to the requirements specified within this RFP.

The Evaluation Committee will reject any Proposal that is submitted by a Proposer who it deems unqualified or who otherwise fails to submit a responsive Proposal. Central Health may also investigate a Proposer’s prior contract relationships, contact references provided by Proposer, and explore and consider prior public statements or actions by a Proposer or any of its key personnel that may be relevant to the performance of the tasks in the RFP or the ability of the Proposer to perform such tasks.

H. Request Change in Proposer Representatives

Central Health reserves the right to require a change in the representatives that Proposer submits

P a g e 15 with the Proposal, if the assigned representatives are not, in the opinion of Central Health, able to adequately meet Central Health’s needs.

I. Assert Ownership of Proposals

All documents submitted in response to this Request for Proposals will become the property of Central Health.

V. PROPOSAL FORMAT AND ORGANIZATION

This section of the RFP describes the format and organization of the Proposer's Proposal. Failure to conform to the requirements contained herein may result in disqualification of the Proposal.

A. Proposal Format

All Proposals, electronic or printed, must delineate each section. The page limit should be no more than forty (40) pages (20 front/back if printed) not including tabs and required forms (see item B. below), or as further instructed in this RFP. If submitting a printed Proposal, the Proposal must be in a binder with tabs delineating each section.

Proposal Organization The Proposal must be organized and indexed in the following format and must contain, as a minimum, all items that are listed as required in the sequence indicated.

Letter of Transmittal – Required

• Identify the submitting organization;

• Identify the name, title, e-mail address and telephone number of the person authorized to contractually obligate the organization or individual proposing;

• Identify the name, title, e-mail address, and telephone number of the person authorized to negotiate a Contract on behalf of the organization;

• Identify the names, titles, e-mail addresses, and telephone numbers of persons to be contacted for Proposal clarification;

• Explicitly indicate acceptance of Sections II through IV of this RFP;

• Be signed by the person authorized to contractually obligate the organization; and

• Acknowledge receipt of all, if any, addenda to this RFP.

Table of Contents - Optional Proposal Summary - Optional Response to Narrative Prompts - Required Completed and Signed Acknowledgement of Receipt Form - Required Completed HUB Subcontracting Plan (“HSP”) Form - Required Completed and Signed Conflict of Interest Questionnaire (CIQ) – Required upon selection Completed and Signed Certificate of Secretary – Required if Proposer is a corporation Completed Insurance Coverage Form - Required

Other (optional) supporting material (may be included)

The forms listed behind the numbers 5, 6, 8 and 9 must be thoroughly completed, executed and 2502-001 Building Access Control Modernization for the Central Health Enterprise

P a g e 16 witnessed, if and as required, and included in the appropriate section of the Proposal. Proposals must include all Attachments and Exhibits in order to be considered Responsive.

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

VI. PROPOSAL CONTENT REQUIREMENTS

Proposers shall respond in the form of a detailed narrative to each of the narrative prompts contained in Item A below and based on information provided in in Exhibit A: Scope of Work and Exhibit B: Cost Worksheet. The narratives, along with supporting materials, will be evaluated and awarded points accordingly.

Failure to respond to the following mandatory narrative prompts will result in disqualification of the Proposal as non-responsive.

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A. Narrative Prompts/Evaluation Criteria

Minimum Qualifications Respondents must pass the following minimum qualifications:

HUB Subcontracting Plan form Pass/Fail Proof of Bonding Pass/Fail Solution Provided must be Lenel S2 Pass/Fail

Respondents who meet the minimum qualifications will be evaluated following the evaluation criteria below.

Item EVALUATION CRITERIA Maximum Points

1. Technical Expertise, Understanding of Requirements and Solution Design 35

2. Relevant Qualifications and Experience 30

3. Price and Pricing Methodology 30

4. Post Implementation Support, Warranties and Monitoring 25

5. Schedule 15

Total 135

9. Interview (if needed) 15

TOTAL OVERALL 150

• Minimum Qualification Documentation o A compliant HUB Subcontracting Plan (“HSP”) o Proof of bonding:

Organization must provide proof that the company can fulfill the requirements of the job.

The solution provided must be Lenel S2. (Any other solution besides Lenel S2 will not meet this minimum requirement).

Narrative Proposal Respondents must provide a narrative proposal that includes the items below:

• Technical Expertise, Understanding of Requirements and Solution Design:

o Demonstrate expertise in design and implementation of the Lenel S2 building access control system.

o Provide input and a project plan to fulfill Central Health’s desire to preserve Health’s existing hardware, where applicable.

• Relevant Qualifications and Experience:

o Experience of the company with modernizing multiple locations for a single owner in the past five (5) years.

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Include specific projects examples – Examples of previous work (minimum of three) that prove the ability to achieve similar goals.

Project examples must provide:

• Project name,

• Roel of the Proposer in the project (prime contract holder or subcontractor),

• Size of project (number of buildings, square footage, budget, etc.),

• Project Duration,

• Client/owner Name and Contact person with contract information.

o At the recommendation of the Evaluation Committee, Central Health may use the contact information provided as Proposer references.

Provide two (2) additional client references as applicable to the project.

o Provide resumes of proposed team leadership who will be directly assigned to Central health’s project.

Include any certifications, project data with the company, and relevant qualifications.

o Provide an organization Chart. Include the office from which each person is based.

o Provide a narrative of the team’s leadership for which they worked on past projects together, specifically access control systems.

o Provide the local office address and number of support staff in the local area (Travis

County) who would be able to deliver the post-implementation support and services.

• Price and Pricing Methodology:

o Complete the Cost Worksheet attached as Exhibit B.

o Provide transparency and accuracy of cost estimates, including itemized breakdowns of costs, assumptions, and contingencies.

The itemized breakdown must include hardware, software, installation and post-implementation support costs.

• Post-Implementation Support, Warranties, and Monitoring:

o Provide a project plan for post-implementation support, including maintenance schedules, monitoring protocols, and SLAs.

Provide sample documents, Are the documents negotiable?

• The documents provided will not count towards the overall page limit.

o Provide a description of your current response time metrics. Describe your organization’s current procedure and the average time it takes for your existing customers to obtain on-site service for unscheduled events/system failures.

• Schedule:

o Provide a timeline of events that includes the estimated time of completion for all deliverables.

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• Deliverables Event Description Deadline Kick-Off Meeting The contractor will have a kick-off meeting with the Central Health business user and provide the name of project manager who will be assigned to Central Health.

During the kick-off meeting, the schedule for this project will be discussed and finalized.

Within three business days of contract execution By the deadline agreed upon after contract execution.

Weekly phone calls with contract manager and Central Health facilities team.

The deadlines approved in the implementation plan must be followed.

If the Contractor anticipates a deadline will not be met, the Contractor must notify the contract manager as soon as possible with a justification and plan to stay on track.

Post-implementation report must be submitted to contract manager within 10 business days of completion of implementation plan.

By the deadline agreed upon after contract execution.

Site-visits for planning. Visit the sites to view existing badge systems.

Provide contract manager with report on status of all badge systems.

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Site-visit plan report due. Site-plan report must include:

• Plan for decommissioning existing access control equipment and systems.

• Reuse of equipment where applicable.

• Comprehensive demolition plan and the cleaning/restoration of impacted areas.

Implementation and post-implementation plan must be submitted for approval.

Provide Central Health contract manager with a system design and Lenel S2 System implementation plan that includes design drawings, schematics, labor and equipment to be used and their costs. Anything that deviates from the proposal rates must have a justification and be approved by the contract manager prior to purchasing.

The implementation plan must be approved by the contract manager in writing. Any concerns addressed by the contract manager must be addressed and agreed upon by the contract manager.

The post-implementation plan must include warranty information (start and expiration dates), monitoring protocols, maintenance schedules and non-emergency maintenance protocols.

The post-implementation plan must be approved by the contract manager in writing.

Any concerns addressed by the contract manager must be addressed and agreed upon by the contract manager.

Implementation (during) During implementation, Contractor will participate in schedule weekly calls with the Central Health contract manager and facilities team.

Implementation Implementation of Lenel S2 System.

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Post-Implementation Report Due

Post-implementation report must include a listing of all installations and any pertinent information.

If any information deviates from the initial approved post-implementation plan it must be addressed in the report for the contract manager to review.

Post-implementation report must be submitted to contract manager within 10 business days of completion of implementation plan.

Training Contractor will develop training program to include user manuals, guides and materials.

Training program must be approved by the contract manager.

Continuum Building Automation System (BAS) Preservation and Maintenance

Contractor will respond to urgent maintenance requests within XXX deadline.

Installation of New Badge Systems

• HUB Subcontracting Plan (“HSP”) is Required.

• Proof of Bonding:

o Provide proof the company can fulfill requirements of the job.

• Solution Provided must be Lenel S2.

o Any other solutions besides Lenel S2 will not be evaluated for points.

B. Evaluation Process

1. Proposals will be reviewed for compliance with the above criteria for this solicitation.

Proposals deemed non-responsive will be eliminated from further consideration.

2. The Procurement Authority may contact the Proposer for clarification of the Proposal as specified in above.

3. The Evaluation Committee may use other sources of information to perform the evaluation as specified in Proposal Evaluation.

4. Responsive Proposals will be evaluated using the criteria set forth in the table above. The

Responsive and Responsible Proposers with the highest scores may be selected as short-listed Finalists. Said short-listed Finalists may be invited to present their Proposals to the Evaluation

5. Committee. Points awarded from the interviews, if any, will be added to Proposer’s overall score.

6. The Proposer whose Proposal is most advantageous to Central Health, taking into

P a g e 22 consideration the stated EVALUATION CRITERIA, may be recommended for Contract award as specified in above. Proposers who are asked or chosen to submit a revised Proposal for the purpose of obtaining Best and Final Offers may have their points recalculated accordingly. Please note however, that a serious deficiency in the initial Proposal may be grounds for rejection regardless of overall score.

7. Proposers or potential contracted vendors will respond to all requests by the Central Health Purchasing Office within the deadline timeframe provided in the request. Proposers or potential contracted vendors may propose an alternative deadline to the Procurement Authority, but the decision whether or not to extend any deadline is solely within the discretion of Central Health. Failure to respond by the given deadline may result in proposer being deemed non-responsive.

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Exhibit A

SCOPE OF WORK

Building Access Control Modernization for the Central Health Enterprise

Project Requirements and Deliverables:

1. System Design and Planning:

a. Develop a comprehensive building access control system design and implementation plan, considering the unique requirements of each facility.

b. Includes a unified dashboard that enables multiple users to monitor and manage access-controlled locations in real time.

c. Ensure adherence to industry best practices and standards in system design, installation, and testing, ensuring robust security, system interoperability, and long-term scalability.

d. Ensure that the new system integrates with existing systems and perform interoperability testing where necessary.

e. Implement stringent access controls and user authentication mechanisms to mitigate insider threats and prevent unauthorized access to sensitive system(s) and data.

f. Include a plan for backup and disaster recovery to ensure building access control systems remain operational or are easily restored after power failures, cyberattacks, or natural disasters. This needs to be written specifically for Central Health’s policies and procedures.

g. Specify requirements for system redundancy, ensuring key access control points remain functional in case of a system failure.

h. Ensure that the system is scalable for future expansion to accommodate new facilities or changes in requirements.

i. Provide detailed system design drawings and schematics, including:

j. Site Layouts: Floor plans identifying the location of access control devices, control panels, and any required infrastructure (e.g., cabling pathways, power sources).

k. Wiring Diagrams: Detailed schematics of wiring and connections between devices, control panels, and network systems.

l. Diagrams showing how the new access control system integrates with existing systems, including security cameras, security alarm systems, and IT infrastructure.

m. Submit final as-built drawings that reflect the installed conditions, including any changes made during the project at project completion.

2. Continuum Building Automation System (BAS) Preservation:

a. Ensure that the existing Continuum BAS remains fully operational and unaffected throughout the access control system replacement process.

b. Perform a thorough review and documentation of all interactions between the access control system and the BAS before any decommissioning or installation activities begin.

c. Safely separate the access control system from the BAS where necessary, ensuring no impact to the building automation functions (e.g., security alarms, HVAC).

d. Conduct thorough testing to confirm that the BAS is unaffected by the decommissioning of the access control system.

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e. Ensure the BAS continues to function without disruption during installation. If temporary adjustments are required, provide advance notice and implement a plan for minimizing impact.

f. Provide detailed documentation of all interactions between the access control system and the BAS, including any integration points or potential conflicts.

g. Any issues caused to the BAS during the access control system replacement will be the contractor's responsibility to resolve at no additional cost.

h. Provide a troubleshooting and resolution plan in case of any BAS-related issues during the project.

3. Compliance:

a. Ensure compliance with all relevant environmental regulations during decommissioning, including the proper handling and disposal of hazardous materials.

b. All work must comply with applicable local and national electrical codes, including but not limited to:

c. National Electrical Code (NFPA 70)

d. Local Electrical Codes

e. Federal Communications Commission (FCC) regulations (Part J)

f. Regulatory Compliance: Ensure adherence to environmental, safety, and regulatory requirements throughout the project, especially regarding the handling of hazardous materials during decommissioning and the installation of new systems.

g. Ensure that the new building access control systems meets all applicable data privacy and security regulations.

4. Decommissioning Existing Access Control Equipment and Systems:

a. Assess existing hardware for reuse in the new system. Where feasible, preserve and reuse equipment to reduce waste and project costs.

b. Minimize disruption to ongoing operations while decommissioning existing systems.

c. Safely disconnect and shut down electrical, mechanical, and utility services associated with the existing access control systems.

d. Provide a comprehensive demolition plan, outlining procedures and safety protocols for removing the old systems.

e. Implement stringent safety measures to protect workers, occupants, and the surrounding environment during demolition.

f. Clean and restore areas impacted by decommissioning, including removal of debris, preparation of spaces for the installation of new systems, and report on site readiness.

5. Training:

a. Develop customized training programs and materials specific to the roles of staff involved in operating and maintaining the new access control systems.

b. Provide user manuals, training reference guides and materials covering system functionality, troubleshooting techniques, preventive maintenance, programming, and emergency response protocols, and other relevant documentation to support ongoing staff training.

c. Coordinate with Central Health to schedule training sessions that align with staff

P a g e 25 availability to minimize disruptions to daily operations.

6. Full-Scale Implementation:

a. Provide a detailed timeline with key milestones for the project, from design and planning through decommissioning and full-scale implementation, and regular weekly project status updates.

b. Implement a phased approach to minimize disruptions to operations and maintain operational continuity, ensuring critical access points remain secure throughout the transition.

c. Utilize temporary access control measures during system transitions to maintain security and operational efficiency.

d. Conduct functional systems testing of all access control components to ensure proper functionality, operation and performance.

e. Ensure that access control sequences (e.g., card readers, one-button lockdowns) are functioning as designed.

f. Perform systems optimization to adjust access control settings, user authentication protocols, and security configurations to meet operational and security requirements.

7. Post Implementation Support and Monitoring:

a. Provide warranties for hardware and software, including specific service agreements (SLAs) for system uptime, repairs, and response times.

b. Develop monitoring protocols to ensure continued system reliability and security, regularly…