ESBD_396703_1739973222024_RFP-2025-000004 Physical Records Storage Services.pdf

PROFESSIONAL SERVICES,

PHYSICAL RECORDS STORAGE SERVICES

Issued By:

Hill Country Community MHMR HCCMHMRC

HCCMHMRC RFP 2025 – 000004

February 19, 2025

Proposals due on Wednesday, March 12, 2025 by 3:00 PM

Wendi Finkbeiner, Purchaser 819 Water Street, Suite 300

Kerrville, Texas 78028 Phone: (830) 792-3300

Hill Country Community MHMR Center

HCCMHMRC RFP 2025 – 000004

REQUEST FOR PROPOSAL FOR

Table of Contents

Section Title Page SECTION 1. Overview SECTION 2. Point of Contact SECTION 3. Schedule of Events SECTION 4. Scope of Work SECTION 5. Requirements for Response SECTION 6. Proposal Submission Instructions SECTION 7. Evaluation Criteria SECTION 9. Performance Standards and Compliance SECTION 8. General Instructions & Conditions

Attachments

Attachment A – Business Information

Attachment B – Assurances

Attachment C – Signature Page

HCCMHMRC RFP 2025 – 000004

Under HIPAA Privacy and Security Rules

SECTION 1. Overview Hill Country Community Mental Health and Mental Retardation (HCCMHMRC), a unit of local government under Texas Health and Safety Code Chapter 534, seeks quotes from qualified vendors to provide secure, compliant, and accessible storage solutions for physical (paper) records.

The selected vendor will be responsible for the secure storage, retrieval, and management of HCCMHMRC’s paper files, including Protected Health Information (PHI), in compliance with the Health Insurance Portability and Accountability Act (HIPAA) and other applicable state and federal regulations.

SECTION 2. Point of Contact PURCHASER Wendi Finkbeiner Email Address City, State, Zip wendi8861@hillcountry.org 819 Water Street, Ste 300 Kerrville, Texas 78028

Communication Requirement Respondents are to rely on written statements issued by HCCMHMRC. Any other communication will be considered unofficial and non-binding by HCCMHMRC. Communication directed to parties other than the Purchaser may result in disqualification of the Respondent.

SECTION 3. Schedule of Events

EVENTS DATE AND TIME

Request for Proposal issued 02/19/25 Questions due to Purchaser 02/26/25 Addendum with answers to questions posted. 03/05/25 Responses due via email to: solicitations@hillcountry.org 03/12/25 at 3:00pm Evaluation of Proposals 03/17/25-03/21/25 Staff Recommendation submitted to Board of Trustees for approval. TBD

Anticipated Award date: Upon recommendation and Board approval

HCCMHMRC reserves the right to reject any and all quotes, negotiate terms, and request additional information.

HCCMHMRC is subject to and complies with the Texas Public Information Act, Chapter 552 of the Texas Government Code therefore following the Contract award, the contents of all proposals may be made available upon written request. Therefore, any information contained in the proposal that is deemed to be proprietary in nature must clearly be designated in the proposal. Such information may still be subject to disclosure under the Public Information Act depending on opinions from the Attorney General’s office.

mailto:wendi8861@hillcountry.org

HCCMHMRC RFP 2025 – 000004

Appeals and/or Protest Any Respondent wishing to protest or appeal the selection process must do so within 7 days of the proposal award. Protest or appeals must clearly state with specificity the ground upon which the award selection is being challenged. Send via certified mail to:

Attn: Wendi Finkbeiner 819 Water Street. Suite 300 Kerrville, Texas 78028

SECTION 4. Scope of Work The respondent shall provide secure, compliant, and accessible storage solutions for physical (paper) records to support HCCMHMRC operations. This includes, but is not limited to, the following:

Storage Services

• Secure storage of physical records, including PHI, in a climate-controlled facility with appropriate fire, theft, and pest protections.

• Implement safeguards to ensure records remain confidential, protected from unauthorized alterations or modifications, and accessible only to authorized personnel.

Records Management

• Provide an organized and indexed system for storage to ensure timely retrieval.

• Maintain a tracking system for the check-in and check-out of records

• Assist with the secure destruction of records upon expiration of the retention period, as per

HCCMHMRC instruction and applicable laws.

Compliance and Security

• Comply with all applicable laws and regulations, including HIPAA Privacy and Security Rules, Texas Administrative Code, and Texas Health and Safety Code.

• Ensure records are delivered securely and promptly to authorized personnel.

• Executed Business Associate Agreement.

Support and Reporting

• Provide monthly inventory reports of stored records.

• Notify HCCMHMRC immediately of any incidents involving the security or integrity of records.

Deliverables

• Secure and operational records storage solution.

• Scheduled and on-demand record pickup and delivery services to and from HCCMHMRC locations.

• Timely retrieval and delivery of requested records.

• Monthly inventory reports detailing stored records, retrieval, and incident reports as necessary.

• Destruction certificates for records securely disposed of.

• Customer support and technical assistance as needed.

Business Associate Agreement (BAA) as part of its role, the vendor agrees to:

• Not use or disclose PHI other than as permitted or required by the Business Associate Agreement (BAA) or Services Agreement.

• Use appropriate safeguards to protect the confidentiality, integrity, and availability of PHI in physical form.

HCCMHMRC RFP 2025 – 000004

• Use appropriate safeguards to protect the confidentiality, integrity and availability of PHI in physical form.

• Report to HCCMHMRC any unauthorized use, disclosure, or security incident involving PHI.

• Ensure subcontractors comply with the same privacy and security obligations as required by the BAA and Service Agreement.

• Make records available to HCCMHMRC and regulatory authorities as required under 45 CFR

164.524 and 160.310, and the Texas Medical Records Act.

SECTION 5. Requirements for Response Proposal shall include completed HCCMHMRC Attachment A - Business Information, Attachment B – Assurances, and Attachment C Signature Page forms and be presented in 2 Sections, as prescribed in the below table:

Section Content Description Section 1 Proposal Information Detailed description of the services being offered.

Company Overview Title page and Submission letter with a brief history of the company including years of experience in physical records storage and management.

Services Offered Scope of services offered, including record transportation (e.g. scheduled pickups), storage capacity, security features, retrieval processes, and compliance with applicable laws.

Facility Description Provide details of the storage facility, including location, security measures, climate control, and access restrictions.

Implementation Plan Outline the process and timeline for transitioning HCCMHMRC records to the vendor’s storage facility.

Incident and Breach Reporting

Describe the protocols for reporting incidents, breaches, or other issues related to records integrity or security.

Section 2 Supporting Documents Include all additional required documents to support the proposal

Draft Business Associate Agreement (BAA)

A draft agreement detailing the vendor’s obligations to protect PHI in accordance with HIPPA and HITECH regulations

Pricing Structure Submit a detailed cost breakdown, including record transportation fees, storage fees, retrieval fees, delivery fees, and any other applicable fees or charges.

Insurance Documentation Proof of current insurance coverage, including general liability, workers’ compensation, and any additional policies required for compliance.

Organizational Chart and Key Personnel

Submit an organizational chart and qualifications for key personnel responsible for managing the HCCMHMRC account.

Litigation History Provide a summary of any litigation or regulatory actions against the vendor in the past 5 years, if applicable.

HCCMHMRC RFP 2025 – 000004

Additional Information Attachment A Business Information, Attachment B Assurances, and Attachment C Signature Page.

Include any other supporting information relevant to the RFP submission.

Estimated Storage Space Required

The estimated storage space needed for this project is approximately 4,470 cubic feet. Vendors should confirm their ability to meet this capacity within their facility and provide any necessary details in their response. While HCCMHMRC anticipates a gradual reduction in paper records over time, the vendor should have the capacity to accommodate any short-term increases or temporary storage needs as required, ensuring continued compliance and operation efficiency.

SECTION 6. Proposal Submission Instructions Vendors must submit their proposals via email in accordance with the following instructions. Failure to comply with these instructions may result in disqualification.

Submission Deadline All proposals must be submitted no later than Wednesday, March 12, 2025. Late submissions will not be considered.

Submission Method

• Proposals and all questions must be submitted via email and directed to to:

solicitations@hillcountry.org

• The subject line of the email must be formatted as:

“RFP Submission – Physical Records Storage – Vendor Name”

Required Proposal Format Proposals must be clearly labeled, formatted, and submitted in two (2) separate PDF documents as follows:

Section Document Title Contents Section 1 [Vendor Name]_Proposal.pdf Proposal Information, see Section 5

Requirements for response.

Section 2 [Vendor Name]_SupportingDocs.pdf Supporting Documentation, see Section 5

Requirements for response.

• Proposals must be signed electronically by an individual legally authorized to commit to the terms of this RFP and responses therein. Proposals received unsigned will be deemed non-responsive and therefore will not be accepted.

• Proposals will not be opened until after the submission deadline.

• Proposals must remain valid for acceptance for four (4) months post the proposal submission deadline.

• All statements made in the proposal will be considered final, and, if the proposal is accepted will be used as the basis of the Business Associate Agreement.

• Submitted Proposals become the property of HCCMHMRC and will not be returned to the

Respondent. Respondent agrees that HCCMHMRC has the right to use, reproduce and distribute copies of and to disclose to HCCMHMRC employees, agents and contractors and other governmental entities all or part of the Proposal, as HCCMHMRC deems appropriate to complete the procurement process or comply with state or federal laws and regulations.

mailto:solicitations@hillcountry.org

HCCMHMRC RFP 2025 – 000004

SECTION 7. Evaluation Criteria All proposals received shall be evaluated based on the ability to meet HCCMHMRC requirements and best value. Best value shall be determined by considering all or part of the criteria listed below, as well as any relevant criteria specifically listed in this solicitation.

Evaluation Criteria Possible Points

Proposal (submitted all required information) Pass or Fail

1. Compliance & Security Compliance with HIPAA, TX Health &

Safety Code, and federal/state regulations for handling PHI and sensitive documents.

2. Facility Security Adequacy of physical security controls (e.g.

access controls, surveillance, fire protection, pest control, flood mitigation).

3. Storage Environment Climate-controlled environment to protect paper records from deterioration (humidity, temperature, dust, light exposure).

4. Record Retrieval & Delivery Efficiency of retrieval, delivery and secure transportation services for requested records. Includes scheduled pickups, emergency access, and chain-of-custody documentation.

5. Experience & References Experience in managing records for government agencies, healthcare organizations, or similar entities. Strong references from past or current clients.

6. Cost Proposal Total cost of services including storage fees, retrieval fees, transportation fees, and any additional charges. Competitive pricing and transparency in cost structure.

Total Possible Points 100

Upon completion of the initial review and evaluation of the proposals submitted, selected proposers may be invited to participate in oral presentations/interviews. 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 Schedule of Events.

SECTION 9. Performance Standards and Compliance

1. Successful Proposer’s goods and/or services will be of a standard quality and level of professionalism expected of those businesses engaged in the delivery of similar goods and/or services. The methods and means employed in the delivery of the Services must be of a standard that will withstand both public and private scrutiny, and be in compliance with all applicable laws, statutes, regulations and ordinances as may be amended from time to time including, but not limited to, the Civil Rights Act of 1964, as amended, and the Americans with Disabilities Act.

2. Successful Proposer will ensure that no person, on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity, genetic characteristics, age, disability, or political affiliation will be excluded from participation in, be denied the benefits of, or be subject to discrimination under any applicable law or regulation, or under any of the policies of the Texas Health and Human Services Commission or its related agencies (collectively, “HHSC”) or HCCMHMRC.

3. HCCMHMRC reserves the right to retain all performance by any Successful Proposer, and to recover all consideration paid to any Successful Proposer pursuant to a Contract thus permitting forfeiture of such Contract, in the event that Proposer (a) was doing business at the time of submitting the Proposal

HCCMHMRC RFP 2025 – 000004

or had done business during the 365 day period immediately prior to the date on which the Proposal was due with an undisclosed key person, (b) does business with a key person after the date on which the Proposal is due and prior to full performance of the Contract and fails to disclose the name of any such key person in writing to HCCMHMRC prior to commencing business with such key person, or (c) fails to submit a completed Form CIQ (see Attachment B) if required to do so by Chapter 176 of the Texas Local Government Code.

4. Successful Proposer shall perform assigned work in a prompt, efficient, and professional manner. If a Successful Proposer cannot provide the Services within the Contract requirements, HCCMHMRC reserves the right to solicit and/or procure any or all such Services outside the Contract and/or terminate the Contract.

5. Successful Proposer will provide at its sole cost all necessary supplies, equipment, software, technology support and other items in order to perform the services properly as defined in the Contract.

6. Any Contract may be terminated for any reason or without cause by HCCMHMRC by submission of written notice of at least 30 days. Successful Proposer must have and maintain at all times during the existence of any Contract any and all required federal, state, and/or local licenses with respect to the Services covered by the Proposal.

SECTION 8. General Instructions & Conditions

1. Late Proposal: Proposals received at the specified location after submission deadline shall be returned unopened and shall be considered void and unacceptable. HCCMHMRC will determine the official time of receipt of the RFP by using the time/date of receipt of the RFP shown on HCCMHMRC’s email server. Upon request, a receipt may be sent electronically to the deliverer of the RFP, which indicates the date and time it was received. Proposals sent via any method other than electronic mail as described in this RFP will not be accepted. Proposals received after the Proposal Submission Deadline will not be considered.

2. Funding: The resulting contractual agreement from this RFP shall be funded by State of Texas General Revenue, Medicaid and/or Third-Party Insurance, grants and/or local funds.

3. Ethics: Proposers shall not offer or accept any gifts or anything of value nor enter into any business arrangement with any employee, Trustee, official or agent of HCCMHMRC.

4. Acceptance/Rejection of Proposals: It is understood that HCCMHMRC reserves the right to accept or reject any and/or all proposals for any or all services covered in this solicitation and to waive informalities or defects in proposals or to accept such proposals as it shall deem to be in the best interest of HCCMHMRC.

5. Modifications: HCCMHMRC reserves the right to modify the general description and scope of services, by issuing a written addenda of any such modifications.

6. Addenda: Any interpretations, corrections or changes to this RFP and specifications shall be made by written addenda. Sole issuing authority of addenda shall be vested in HCCMHMRC’s General Counsel.

Addenda shall be emailed to all who are known to have received a copy of the Request for Proposal. All such addenda become, upon issuance, an inseparable part of the specifications which must be met for the offer to be considered. All responding Proposers shall acknowledge receipt of all addenda.

HCCMHMRC RFP 2025 – 000004

7. Altering Proposals: Any corrections, deletions, or additions to offers may be made prior to closing date and time of the solicitation. No oral, telephone, telegraphic, fax, E-mail, or other electronically transmitted corrections, deletions, or additions shall be accepted. The Proposer shall submit via email substitute pages with a letter documenting the changes and the specific pages for substitution. The signatures on the form and letter must be original and of equal authority as the signatures on the offer.

8. Withdrawal of Proposals: A proposal shall not be withdrawn or canceled by the Proposer unless the

Proposer submits via email a letter prior to the closing date. The signature on the withdrawal letter must be original and must be of equal authority as the signature of the initial offer.

9. Proposals Shall Be received and acknowledged only so as to avoid disclosure of the contents to competing Proposers and kept confidential during negotiations.

However, all proposals shall be open for public inspection after the contract is awarded and written notification is sent to both successful and unsuccessful Proposers, except for trade secrets and confidential information contained in the proposal and identified by the Proposers as such. Such information may still be subject to disclosure under the Public Information Act based on the Texas Attorney General opinions and on steps taken by the Proposer to protect the information outside the scope of the RFP process.

10. Sales Tax: HCCMHMRC is by statute exempt from the State Sales Tax and Federal Excise Tax;

therefore, the proposal shall not include taxes.

11. Proposals Must Comply with all federal, state, county and local laws. All services must be in compliance with federal, state, county and local rules, codes, regulations, laws, and executive orders.

12. Proposers Shall Provide with this proposal response, all documentation required by this

RFP. Failure to provide this information may result in rejection of proposal. There is no expressed or implied obligation for HCCMHMRC to reimburse responding firms for any expenses incurred in preparing proposals in response to this Request for Proposals and HCCMHMRC will not reimburse responders for these expenses, nor will the HCCMHMRC pay any subsequent costs associated with the provision of any additional information or presentation, or to procure a contract for these services.

a. Title page. Title page should include the RFP # and title/subject. The Proposer’s name, address, and name and telephone number of a contact person; and the date of the proposal transmitted.

b. Submission/Transmission Letter. A letter of understanding by the person or officer of the Proposer entity that is authorized to enter into a contractual agreement on behalf of Proposer indicating acceptance and commitment to the work to be done as well as a succinct statement as to why the Proposer believes itself is the best qualified.

c. Detail Proposal. Required document and detail as specified in Section 5.

d. References. Submit as specified in Section 5 of this document.

e. Proposer’s contact. Include the name of the designated individual(s), along with respective telephone numbers, who will be responsible for answering technical and contractual questions with respect to the Proposal.

13. Exceptions/Substitutions: All proposals meeting the intent of this Request for Proposal shall be considered for award. Proposers taking exception to the specifications, terms and conditions or offering

HCCMHMRC RFP 2025 – 000004

substitutions, shall state these exceptions in the section provided or by attachment as part of the proposal. The absence of such a list shall indicate that the Proposer has not taken exceptions and HCCMHMRC shall hold the resultant Contractor responsible to perform in strict accordance with the specifications, terms, and conditions of the contract. HCCMHMRC reserves the right to accept any and/or none of the exception(s) /substitution(s) as deemed to be in the best interest of HCCMHMRC.

14. Historically Underutilized Business (HUB) And Minority Owned Businesses (M/W/DBES):

Historically Underutilized Business and/or Minority/Women/Disadvantaged Business enterprises will be afforded full opportunity to submit proposals in response to this invitation and will not be discriminated against on the grounds of race color, creed, sex, or national origin in consideration for an award. The HCCMHMRC shall make a good faith effort to utilize HUBs or M/W/DBEs in contracts for construction, services including professional and consulting, and commodities. Please submit HUB state certificate and/or City M/W/DBE certificate.

15. Silence Of Specifications: The apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description concerning any point, shall be regarded as meaning that only best practices of quality services will prevail. All interpretations of these specifications shall be made on the basis of this statement.

16. References: HCCMHMRC requests Proposer to supply, with this RFP, a list of at least three (3) references (local preferred) where same or similar services have been provided by their organization. Include name, contact name, address, telephone number and description of services provided for each reference.

17. Minimum Standards for Responsible Prospective Proposers: A prospective Proposer must affirmatively demonstrate Proposer's responsibility. A prospective Proposer must meet the following minimum requirements:

a. have adequate financial resources, or the ability to obtain such resources as required;

b. be able to comply with the required or proposed performance schedule;

c. have a satisfactory record of performance;

d. have a satisfactory record of integrity and ethics; and

e. be otherwise qualified and eligible to receive an award.

HCCMHMRC may request representation and other information sufficient to determine Responder's ability to meet these minimum standards listed above and any other required documentation.

HCCMHMRC reserves the right to negotiate with Responders determined to have a reasonable chance of being selected. All such Responders shall be afforded fair and equal treatment with respect to such negotiations, and no such Responder shall be given information that would give that Responder a competitive advantage over any other.

18. Non-Discrimination Policy: The HCCMHMRC does not discriminate against any individual or

Proposer with respect to his/her compensation, terms, conditions, or award of contract because of race, color, religion, sex, national origin, age, disability, political affiliation, or limit, segregate, or classify candidates for award of contract in any way which would deprive or tend to deprive any individual or company of business opportunities or otherwise adversely affect status as a Proposer because of race, color, religion, sex, national origin, age, disability, or political affiliation.

19. Limitations: Any Proposer currently held in abeyance from or barred from the award of a Federal or State contract may not contract with HCCMHMRC.

HCCMHMRC RFP 2025 – 000004

20. Consideration: For an offer to be considered, the Proposer must meet HCCMHMRC’s requirements, demonstrate the ability to perform successfully and responsibly under the terms of the prospective contract, and submit the completed offer according to the time frames, procedures, and forms stipulated by HCCMHMRC.

21. Contract: In the event Proposer and HCCMHMRC are satisfied with the proposal submission and its conditions in its entirety and no modification or negotiations are warranted, the submitted proposal shall serve as a legal and binding agreement. In the event modification is necessary, a sample contract containing the major provisions of Proposer’s anticipated agreement subject to refinement and negotiation can be obtained upon request to, contracts@hillcountry.org.

22. Termination of Contract: HCCMHMRC reserves the right to terminate any resulting contract with thirty

(30) days written notice.

23. Conflict Of Interest: No public official shall have interest in this contract, in accordance with Vernon's Texas Codes Annotated, Local Government code Title 5, Subtitled C., Chapter 171. Additionally, no contractor who develops or drafts specifications, requirements, statements of work and/or procurement documents will bid or submit a proposal for award.

24. Indemnity: Successful Proposer shall defend, indemnify and save harmless HCCMHMRC or its designee and its officers, directors and employees from any and all suits, claims, actions, losses, damages, liability and expenses, including attorney’s fees arising from any negligent or willful act, error, omission or misrepresentation of Contractor or his employees, agents (including subagents) or servants. The provisions of the subparagraph shall continue and be ongoing in any contract resulting from this RFP.

Notice: Any written notice provided by this proposal (or required by Law) to be given to the successful Proposer by HCCMHMRC shall be deemed to have been given and received on the next day after such written notice has been deposited in the US mail by Registered or Certified Mail with sufficient postage affixed thereto, addressed to the successful Proposer at the address so provided; provided this shall not prevent the giving of actual notice in any other manner.

25. Contract Monitor: HCCMHMRC shall appoint a contract monitor with designated responsibility to ensure compliance with contract requirements. The contract monitor will serve as liaison between the HCCMHMRC and the successful Proposer.

26. Invoices: shall show all information as required and shall be emailed directly to apinvoices@hillcountry.org and staff person as set out in the contract entered into by HCCMHMRC and Proposer.

27. Payment: shall be made upon receipt of valid invoice and approval by HCCMHMRC of all completed and authorized services as set out in the contract entered into by HCCMHMRC and successful Proposer. To ensure prompt payment, invoices shall have a purchase order or contract number, description of service provided, unit and total price, any discount terms as well as Proposers name and address.

28. Assignment: The successful Proposer shall not sell, assign, transfer or convey any contract resulting from this RFP, in whole or in part, without the prior written consent of HCCMHMRC.

mailto:apinvoices@hillcountry.org

HCCMHMRC RFP 2025 – 000004

29. Order Of Precedence: Any inconsistency in this solicitation or contract shall be resolved by giving precedence in the following order.

a. Request for Proposal Instructions and Conditions.

b. Proposal Documents and Procedures, if any.

c. Other documents, exhibits and attachments.

30. Applicable Law and Venue: The contract issued by way of this RFP shall be governed, construed and interpreted under the laws of the State of Texas. Venue for any litigation arising under the contract shall lie in Kerr County, Texas.

31. Advertising: Proposer shall not advertise or publish without HCCMHMRC’s prior written consent the fact that HCCMHMRC has entered into a contract, except to the extent necessary to comply with proper requests of information from an authorized representative of the federal, state or local government.

Proposer is prohibited from using contract award information, sales/values/volumes in sales brochures or other promotions, including press releases, unless prior written consent is obtained from

HCCMHMRC.

32. Business Associate: The selected proposer agrees that they may be a Business Associate as that term is defined under 45 CFR 164.502(e), 164.504(e), 164.532(d) and (e), and as such, will execute a Business Associate Agreement with HCCMHMRC concurrent with the execution of any contract or agreement for services.

33. Termination and Funding: Should the proposer not meet the requirements of the contract, HCCMHMRC may terminate the contract within thirty (30) days with written notice. In this case, HCCMHMRC may award the remainder of the contract to the next best proposer.

This agreement is made contingent upon the continuation of federally funded programs, or the continued availability of state or local funds to cover the full term and cost. This agreement is subject to termination, without penalty, either in whole or in part, if funds are not appropriated or are discontinued. In this instance, HCCMHMRC may cancel this contract by giving thirty (30) days written notice to the Proposer.

34. Insurance Requirements: Successful Proposer(s) shall maintain, at all times during its performance under the Contract, insurance coverage in not less than the following amounts per policy year:

General Liability: Two million dollars ($2,000,000) per claim.

Three million dollars ($3,000,000) aggregate of all claims;

General Liability policy shall also include a waiver of subrogation in favor of

HCCMHMRC.

HCCMHMRC RFP 2025 – 000004

Automobile Liability:

If a Successful Proposer-owned vehicle is used in the provision of Service, Successful Proposer must maintain automobile liability insurance coverage in the amount of at least one million dollars ($1,000,000) combined single limit, with hired and non-owned coverage included;

If a vehicle not owned by the Successful Proposer is used in the provision of goods/services pursuant to a Contract, the owner of such vehicle must maintain State of Texas required basic vehicle insurance coverage at all times.

Worker’s Compensation:

Must meet statutory limits. Worker’s Compensation policies shall also include a waiver of subrogation in favor of HCCMHMRC.

Employer Liability: One million dollars ($1,000,000) per accident;

One million dollars ($1,000,000) per disease per employer;

One million dollars ($1,000,000) disease policy limit

Cyber Liability: Coverage to include defense for liability from copyright infringement and loss of income.

And such other insurance coverage, each to the extent required and in such amounts as may be reasonably required by HCCMHMRC or as may otherwise be required by applicable law.

Each Successful Proposer is responsible for obtaining and maintaining any riders of other documents necessary to ensure that the coverage described above includes the Services. A legally qualified insurance company acceptable to HCCMHMRC must underwrite all insurance coverage listed above.

Each policy evidencing such coverage shall name HCCMHMRC as an additional insured on that policy (but specifically excluding policies of personal automobile liability), and shall contain a provision (to the extent legally permitted) that the insurance company shall give HCCMHMRC as a certificate holder thirty (30)days written notice in advance of (a) any cancellation or non-renewal of the policy, (b) any reduction in the policy amount, (c) any deletion of additional insureds, or (d) any other material modification of the policy, Successful Proposer(s) will name HCCMHMRC as additional insured on each policy within 14 days of being awarded a Contract by HCCMHMRC.

35. Criminal and Background Checks: Successful Proposer(s) must ensure that no person will provide

Services under a Contract with the HCCMHMRC if that person has been convicted of any of the offenses listed in the Texas Health and Safety Code, Section 250.006(a).

36. Eligibility to work in the United States: Successful Proposer(s) shall ensure that it and each person who provides services under a Contract is eligible to work in the United States at the time he/she provides Services, and shall document such eligibility using USCIS Form I-9 for all such persons and maintain such documentation for at least seven (7) years after the Contract ends, and make such documentation available to HCCMHMRC upon request.

37. Changes to the Terms and Conditions: HCCMHMRC reserves the right to amend these general terms and conditions. Vendors will be notified in writing of any changes prior to the submission deadline.

38. Acknowledgment: By submitting a quote, the vendor acknowledges and agrees to comply with these terms and conditions, as well as all applicable Texas laws and regulations.

ATTACHMENT A

BUSINESS INFORMATION FORM

This form must be completed and returned with the Request for Proposal (RFP). RFP’s that do not include this form will be disqualified.

Respondent’s Organization Information:

Legal Business Name:

Address:

City, State, Zip:

Telephone:

Structure (Corporation, Partnership, Sole Proprietorship, etc.):

Year Established:

Number of Current Employees:

Current Organizational Chart Provided:

Employer Identification Number (EIN):

Respondent’s Contact Person:

Respondent must list the name, title, email address, mailing address, and phone number of the individual who will be the contract person for the term of any Contract resulting from this RFP.

Primary Contact Name & Title:

Address:

City, State, Zip:

Phone:

Email:

Other Key Personnel and Primary Roles Name: Primary Role:

Attachment A Business Information

Professional Services Personnel:

Respondent must provide in detail the qualifications, education, training, experience and certifications of all Respondent’s employees who will or may provide the items under any Contract resulting from this RFP. Respondent Must Provide this information for each such employee.

1. Staff Person Name:

Qualifications:

Education:

Training:

Experience:

Certifications and Licenses:

2. Staff Person Name:

Qualifications:

Education:

Training:

Experience:

3. Staff Person Name:

Qualifications:

Education:

Training:

Experience:

Attachment A Business Information

References: Respondent must provide a list of at least three (3) references:

1. Company Name:

Description of Services:

Date Services Provided:

Name of Contact:

Telephone Number of Contact:

Email address of Contact:

2. Company Name:

Description of Services:

Date Services Provided:

Name of Contact:

3. Company Name:

Date Services Provided:

Name of Contact:

4. Company Name:

Date Services Provided:

Name of Contact:

ATTACHMENT B

ASSURANCES

For purposes of this Attachment B the term “local government officer” with respect to Hill Country Community Mental Health and Mental Retardation Center (HCCMHMRC) means a member of HCCMHMRC’s Board of Trustees, HCCMHMRC’s Chief Executive Officer, and/or an agent of the Center who exercises discretion in the planning, recommending, selecting, or contracting of the Contract. The term “local public official” with respect to Center means a member of Center’s Board of Trustees, or another Center officer who exercises responsibilities beyond those that are advisory in nature.

The term “family member” means a person related to another person within the first degree by consanguinity or affinity, as described by Subchapter B, Chapter 573 of the Texas Government Code. The term “family relationship” means a relationship between a person and another person within the third degree by consanguinity or the second degree by affinity, as those terms are defined by Subchapter B, Chapter 573, Texas Government Code.

Respondent Assures the Following:

1. Respondent has received all addenda and attachments to the RFP as distributed by Center.

2. Respondent will not make any attempt to induce any person or firm to submit or not submit a Proposal.

3. Respondent will ensure that no person on the basis of race, color, national origin, religion, sex, age, sexual orientation, gender identity, genetic characteristics, veteran status, disability or political affiliation, will be excluded from participation in, be denied the benefits of, or be subject to discrimination with respect to any Contract, under any of the policies of HHSC or Center. Respondent does not discriminate in its service or employment practices on the basis of race, color, religion, sex, sexual orientation, gender identity, genetic characteristics, national origin, disability, veteran status, age or political affiliation.

4. Respondent accepts the terms, conditions, criteria, and requirements set forth in the

RFP.

Attachment B Assurances

Hill Country Community MHMR Center

5. Respondent accepts Center’s right to alter the timetables for procurement as set forth in the RFP.

6. The Proposal submitted by Respondent has been arrived at independently without consultation, communication, or agreement for the purpose of restricting competition.

7. Unless otherwise required by law, the information in the Proposal submitted by Respondent has not been knowingly disclosed by Respondent to any other Respondent.

8. No claim will be made for payment to cover costs incurred in the preparation or the submission of the Proposal or any other associated costs.

9. The individual signing this Assurances Document is authorized to legally bind Respondent.

10. Respondent agrees to follow all applicable federal, state, county, and local laws, regulations, codes, standards, and all applicable Center policies and procedures if chosen as the Successful Respondent.

11. No employee, local government officer or any family member thereof has directly or indirectly received any gift(s) with an aggregate value of more than $100 in the 12-month period preceding the date the local government officer becomes aware that Center is considering entering into a Contract with Respondent, but excluding a political contribution defined by Title 15 of the Texas Election Code, or food accepted as a guest. If Respondent is unable to make this affirmation, then Respondent must disclose any knowledge of such interests by including a completed Form CIQ, a copy of which is attached to this Attachment B, with the submitted Proposal.

12. Respondent does not have a family relationship with a local government officer of Center. If such family relationship exists, Respondent must disclose any knowledge of such relationships by including a completed Form CIQ, a copy of which is attached to this Assurances Document with the submitted Proposal.

13. Respondent does not have any employment or business relationship with any corporation or other business entity with respect to which any local public official of Center or any family member thereof serves as an employee, officer or director, or holds an ownership interest and no local public official of Center or family member thereof has an employment or business relationship with Respondent, or holds an ownership interest in Respondent. If Respondent is unable to make this affirmation, then Respondent must disclose any knowledge of such relationships in a written statement included with this signed Assurances Document.

Hill Country Community MHMR Center

14. Respondent shall disclose in a written statement included with this signed Assurances Document whether any of the directors or personnel of Respondent has either been an employee or a trustee of Center within the past two (2) years preceding the date of submission of the Proposal. This requirement applies to all personnel, whether or not identified as a Key Person. If such employment has existed, or any term of office been served, include in the written statement the nature and time of the affiliations as defined.

15. Respondent does not have any employment or business relationship with any corporation or other business entity with respect to which any local government officer of Center either serves as an employee, officer or director, or holds an ownership interest of one percent or more, and no local public official of Center or family member thereof has an employment or business relationship with Respondent, or holds an ownership interest in Respondent. If Respondent is unable to make this affirmation, then Respondent must disclose any knowledge of such relationships by including a completed form CIQ, a copy of which is attached to this Attachment B, with the submitted Proposal.

16. No former employee or officer of HHSC and/or Center directly or indirectly aided or attempted to aid in procurement of Respondent’s service.

17. No local government officer or family member thereof is receiving or is likely to receive taxable income, other than investment income, from Respondent. If Respondent is unable to make this affirmation, then Respondent must disclose any knowledge of such relationships by including a completed form CIQ, a copy of which is attached to this Attachment B, with the submitted Proposal.

18. Under Section 231.006, Family Code, the vendor or applicant certifies that the individual or business entity named in this contract, bid, or application is not ineligible to receive the specified grant, loan, or payment and acknowledges that this contract may be terminated and payment may be withheld if this certification is inaccurate. For purposes of the foregoing sentence, “vendor or applicant” shall mean Respondent;

contract, bid or application shall mean the Proposal; and “this contract” shall mean any Contract awarded to a Successful Respondent pursuant to this RFP.

19. Respondent is not currently held in abeyance or barred from the award of a federal or state contract.

20. Respondent is currently in good standing for payment of all applicable state tax.

21. Respondent is in good standing with all state and federal funding and regulatory agencies; is not currently debarred, suspended, or otherwise excluded from participation in federal, state, county or city contract or grant programs; is not

Hill Country Community MHMR Center delinquent on any repayment agreements; has not had a required license or certification revoked; has not had a contract terminated by HHSC; and has not voluntarily surrendered an obligation issued by HHSC or any other entity within the past three (3) years.

22. Respondent agrees to provide the Services described in this RFP at the rate(s) of payment described in the Proposal.

23. Respondent is a reputable company regularly engaged in providing products and/or services necessary to meet requirements, specifications, terms and conditions of the

24. Respondent has the necessary experience, knowledge, abilities, skills, and resources to satisfactorily perform the requirements, specifications, terms and conditions of the

25. This Proposal shall remain in full force and effect until DATE and may be accepted by Center at any time prior to this date.

26. The requirements of Subchapter J, Chapter 552, Government Code, may apply to this Contract and Respondent agrees that the Contract can be terminated if the Respondent knowingly or intentionally fails to comply with a requirement of that Subchapter.

27. The Organization or Individual named below offers and agrees to furnish all labor, materials, and services offered within the designated time frame for the amount to be agreed upon and upon conclusion of a successful contract.

ON BEHALF OF THE RESPONDENT SUBMITTING THIS PROPOSAL, MY NAME BELOW

ATTESTS TO THE ACCURACY OF THE ABOVE STATEMENTS.

Signature Title Print Name

Email Address Telephone Date

Please retrieve CIQ Form from the following website:

http://www.ethics.state.tx.us/forms/CIQ.pdf (Attach completed CIQ Form as part of your proposal) A signature is required in Box 7 regardless of any other entry on the form.

http://www.ethics.state.tx.us/forms/CIQ.pdf

Attachment C Signature Page

ATTACHMENT C

SIGNATURE PAGE

The attached proposal application is being submitted in response to the RFP #2025-000004. The proposal is a firm offer and shall remain an open offer, valid for one hundred twenty (120) days from the date of this document.

Hill Country Community Mental Health and Mental Retardation Center in its sole and absolute discretion shall have the right to award contracts for any or all materials listed in each proposal, shall have the right to reject any and all proposals and shall not be bound to accept the lowest proposal and shall be allowed to accept the total proposal of any one Proposer.

I understand that this proposal will be reviewed and evaluated according to the procedures indicated in this RFP.

Authorized Signature Company Name

Typed or Printed Name Street Address

Title City, State, Zip Code

Telephone Number Fax Number

Email Address