ESBD_435865_1755206192155_PCS 121 Solicitation Addendum Acknowledgement 2.pdf
PDF 2 MB Posted
- Attached to
- Overhead Door, Fire Doors, Smoke Barriers, and Fire Barriers Preventative Maintenance Austin State Hospital
- Solicitation number
- HHS0016329
- Issued by
- Travis County, Austin City, Texas
About this file
This is a Solicitation Addendum Acknowledgement Form issued by the Texas Health and Human Services Commission (HHSC) Procurement and Contracting Services for Invitation for Bid No. HHS0016329 concerning preventative maintenance services for overhead doors, fire doors, smoke barriers, and fire barriers at Austin State Hospital. The addendum, dated August 14, 2025, extends the response deadline to August 22, 2025, at 10:30 AM Central Time and includes updates to the solicitation documents, vendor questions and answers, and newly added building drawings (Exhibit J). The contract scope encompasses maintenance for 18 overhead doors, 21 counter shutters, 3 dock levelers, 1 high-performance freezer door, 4 fire doors, 194 fire barriers, and 776 smoke barriers. Mandatory on-site visits were conducted on August 6 and 7, 2025, and bidders are required to acknowledge receipt of this addendum by signing and returning the form with their bid response or by emailing the signed form to pcsbids@hhsc.state.tx.us prior to the due date. The initial contract term runs from September 1, 2025, to August 31, 2026, with two optional one-year renewal periods.
The addendum incorporates clarifications from vendor questions addressing critical operational details including preventative maintenance frequency requirements (annual fire door inspections, biannual dock leveler inspections, and as-needed service for other items), emergency response criteria and timeouts, labor rate classifications for overtime and holiday work, and all-inclusive pricing requirements covering travel time and transportation costs to Austin State Hospital. Respondents must include a HUB Subcontracting Plan demonstrating good-faith efforts to meet a 32.9% HUB utilization goal for special trade construction contracts, submit insurance certificates prior to contract execution as requested by the HHS contact manager, and furnish all labor, tools, transportation, equipment, materials, and supplies necessary to perform services. The fire and smoke barriers, installed during substantial completion of new hospital construction on July 10, 2024, require maintenance without allowance for engineering judgments in firestopping or change orders. Building drawings have been provided to enable bidders to determine linear feet of fire and smoke barriers and locate overhead doors by medical room, supporting accurate bid development and cost estimation.
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Effective 07/15/2016 Revised 01/23/2024
Procurement and Contracting Services, 1100 W. 49th Street, Austin, TX 78756
Form
PCS 121
SOLICITATION ADDENDUM ACKNOWLEDGEMENT FORM
Solicitation Due Time
PCS Contact Information
Description of Addendum
THIS ADDENDUM NOW BECOMES A PART OF THE ORIGINAL SOLICITATION RETURN ADDENDUM ACKNOWLEDGMENT FORM AS INSTRUCTED, FAILURE TO DO SO MAY RESULT IN DISQUALIFICATION OF RESPONSE.
1.
Acknowledge receipt of this addendum by signing and returning this addendum with your solicitation response in accordance with the submission options outlined in the solicitation.
2.
If respondent has submitted the response prior to addendum, respondent may email the signed addendum to pcsbids@hhsc.state.tx.us prior to the solicitation due date and time.
9.0.0.2.20101008.1.734229 a.m.
CurrentPage:
TextField28: Gilbert.Munoz@hhs.texas.gov
DueDate: 2025-08-22
Minute: 30
Hour: 10
AddendumNo:
AddendumDate: 2025-08-14
TextField30: 512-406-2473
TextField32: Responses to Questions or Clarifications extended to August 14, 2025.
Updated PCS 137 Solicitation Document Addendum 2 has been added.
Vendor Questions and Answers have been posted in accordance with Solicitation Section 6.8
Exhibit J - Building Drawings has been added to the solicitation.
**Bidders must sign and return this addendum acknowledgment with bid response.**
Associate Commissioner, PCS:
DateTimeField1:
TextField31:
PCS 134 HHS Responses to Questions
Effective Date 06/26/2015 Version 1.00 Page 1 of 4 Revision Date 09/13/2023
Solicitation Title:
Solicitation Number:
# Reference Question Response
1.
Section 1.4 "IFB Components" (page 6) and Section 7.1 "Scope of Services to be Performed" (page 13)
The document references "Exhibit G- Equipment and Count List" and "Exhibit H- Site Plan" in Section 1.4, and Section 7.1 states "Quantity of overhead doors, fire barriers, smoke barriers, and equipment are listed in Exhibit H." These exhibits are not included in the IFB package received. Can you please provide these missing exhibits to show quantity of different items? Is there a statement or conditions report for the fire and smoke barriers? If not available, can you provide life safety drawings for bidder to measure themselves?
Exhibit G – Equipment and Count List and Exhibit H – Site Plan can be found on the ESBD website.
Building drawings have been attached (See Exhibit J – Building Drawings).
2.
Section 7.1 "Scope of Services to be Performed" (pages 13- 15)
The document details various preventative maintenance requirements (19-point inspections for doors, 21-point inspections for dock levelers, annual fire door drop tests, etc.) but doesn't specify the frequency for each service type. Can you clarify how often each preventative maintenance service should be performed (monthly, quarterly, semi-annually, annually)?
Fire door inspections are needed annually, dock leveler inspections are needed bi-annually and the rest are as needed.
3.
Services to be
The document details Preventative Maintenance for 194 fire barriers and 776 smoke barriers but doesn’t specify details of linear feet of the fire and smoke barriers. Can you provide the linear feet of the fire and smoke barriers?
Building Drawings).
4.
Services to be
Is there a statement or conditions report for the fire and smoke barriers? We need some baseline to know exactly how much needs repair.
The construction of the new hospital had a substantial completion date of July 10th 2024. The fire and smoke barriers were installed during this construction period.
5.
Services to be
Will engineering judgments for firestopping, if any, be a change order?
Firestopping engineering judgments are not allowed.
Change orders are not allowed in this solicitation.
Version 1.00 Page 2 of 4 Revision Date 09/13/2023
6.
Section 7.1.3 "Services Outside Regular Business Hours" (page 16)
The document states that "The HHS Agency reserves the right to declare any necessary work within the Scope of Services to be an emergency" and requires 1-hour response time. Can you provide specific criteria or examples of what constitutes an "emergency" versus regular maintenance calls?
One example would be patient safety, but HHSC reserved the right to determine what constitutes an emergency and will communicate this when contacting the vendor.
7.
Section 7.1.3 "Services Outside Regular Business Hours" (page 16) and Section 7.1.4 "State Holidays" (page 16)
Section 7.1.3 mentions "Outside Regular Business Hours" rates, and Section 7.1.4 discusses holiday rates. Beyond the 8 AM to 5 PM Central Time regular hours and state holidays, can you clarify all specific circumstances when "Outside Regular Business Hours" rates would apply?
Outside regular business hours could refer to Overtime, Holiday or Emergency depending on the time of day and work involved.
8.
Section 7.1.7 "Contractor Responsibilities" (page
17) and Section 9.1 "Pricing Structure" (page 23)
Section 7.1.7 states contractors must furnish "transportation" and Section 9.1 requires "all related expenses" to be included in unit prices. Can you confirm that all travel time, mileage, and transportation costs to/from Austin State Hospital are included in the unit pricing and will not be billed separately?
Please ensure all prices as requested on Exhibit C - Pricing Sheet are all-inclusive. Refer to Section 13.3
Payment
9.
Section 8.1 "HUB Subcontracting Plan (HSP)" (page 22)
Section 8.1 states that "subcontracting opportunities are probable for part or all the required services." Can you specify the expected or minimum HUB subcontracting percentage required for this contract?
Please refer to HHS0016329 – Exhibit F HUB HSP, page
15. The HUB Goal for this solicitation is 32.9% Special
Trade Construction Contracts.
10.
Section 14 "Insurance Requirements" (page 31)
Section 14 states insurance proof "must be received by the HHS Agency Contract Manager prior to execution by the HHS Agency of any contract" and mentions HHSC "may designate a deadline for submission." Can you specify the exact timeline (number of business days) after award notification that insurance certificates must be submitted?
We do not have a specific time frame, but upon execution the HHSC contact will reach out for specifics.
Version 1.00 Page 3 of 4 Revision Date 09/13/2023
11.
During the onsite visit we waked through electrical rooms, server room, access to the roof and some control system areas.
The purpose of the visit was to get a quick overview; it was a small sample where not all the dampers where accessible neither we have a drawing.
The number of dampers, doors, fire and smoke barriers listed on "Exhibit G- Equipment and Count List" and "Exhibit H- Site Plan" where not specified during the visit. Are we going to be allowed to review the current condition or extent of the maintenance to be performed if requires some correction?
Please reference Section 7.1 Scope of Services to be Performed. Quantity of dampers, doors, fire and smoke barriers are listed for each service requested.
12.
electrical rooms, server room, access to the roof and some control system areas.
The purpose of the visit was to get a quick overview; it was a small sample where not all the dampers where accessible
Are they going to provide lift and other equipment for high doors or dampers.
Please reference Section 7.1.7 Contractor Responsibilities. Subsection a) The Contractor shall furnish all labor, tools, transportation, equipment, materials, and supplies, as necessary, to perform the services and/or provide the goods, as required.
13.
electrical rooms, server room, access to the roof and some control system areas.
The purpose of the visit was to get a quick overview; it was a small sample where not all the dampers where accessible
Are they going to provide sizes of overhead doors?
Building Drawings). Overhead doors are located for each med room.
Version 1.00 Page 4 of 4 Revision Date 09/13/2023
14.
electrical rooms, server room, access to the roof and some control system areas.
The purpose of the visit was to get a quick overview; it was a small sample where not all the dampers where accessible
If require, fire system can be triggered to inspect door or damper operation? If so, does a different team(vendor) will provide that? Who’s going to coordinate that effort with the third-party vendor?
Cotter is the vendor used for the fire system.
Coordination can be discussed with facility for determination.
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