ESBD_460776_1760118569418_PS20251 Youth Mentoring.pdf

Page 1 of 13 pages

Contact Information

Contact: Sr. Director of Contract Administration Kevin McClean

Address: 3840 Hulen Street Fort Worth, TX 76107

Phone: 817-569-4456 Email: Kevin.McClean@mhmrtc.org

PS20251

Contract for Youth Mentoring Services

Issue Date: 10/10/2025 Response Deadline: 10/28/2025 02:00 PM (CT)

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Event Information Number: PS20251 Title: Contract for Youth Mentoring Services Family Support Program Type: Request for Proposals Issue Date: 10/10/2025 Response Deadline: 10/28/2025 02:00 PM (CT) Notes:

The purpose of this contract is to provide a youth mentoring program that includes targeted strategies for gun violence prevention and gang involvement interventions to help the most at-risk youth under the jurisdiction of Tarrant County Juvenile Services.

MHMR is a contractor with Tarrant County. Vendor subcontractor agrees to follow all applicable Tarrant County policies and procedures.

1. CONTRACT TERMS: Vendor(s) will be awarded contract, effective from the date of award to August 30, 2026. At MHMR’s option and approval by the Vendor, the contract may be renewed for two (2) twelve (12) month periods, as further explained in Renewal Options. Prices must remain firm for the entire contract.

2. RENEWAL OPTIONS: MHMR reserves the right to exercise an option to renew the contract of the Vendor for two (2) twelve (12) month periods, provided such option is stipulated and agreed upon by both parties. If MHMR exercises the right in writing, the Vendor must update and submit any documents required during the initial solicitation by no later than thirty (30) calendar days prior to the commencement of the option period. Required documents must be in force for the full period of the option. If the updated documents are not submitted by the Vendor in complete form within the time specified, MHMR may rescind its option or seek a new solicitation.

Billing Information Contact: Accounts Payable Address: MHMR of Tarrant County

3840 Hulen Street Fort Worth, Texas 76107

Email: MHMRInvoices@mhmrtc.org

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Bid Attachments Attachment A - SCOPE OF WORK Attachment B - General Terms and Conditions Attachment C - Special Terms and Conditions Attachment D - Tarrant County HUB Policy Attachment E - Deficiencies and Deviations Form Attachment F - Business Associate Agreement

Requested Attachments Deficiencies and Deviations

All proposal deficiencies and deviations from solicitation specifications must be identified. It is the Respondent’s responsibility to identify all deficiencies and deviations. Unless specifically listed, the proposal response is assumed to be in full compliance with the solicitation specifications. If not identified, all requirements of the solicitation must be fulfilled at no additional expense to MHMR. If there are deficiencies and deviations relating to the specifications, a Response Attachment denoting the identified variances must be included with response.

Diversity Certification(s) Please upload.

Proposal Response (Attachment required)

Please upload Proposal Response to Statement of Work. Please do not include pricing or budget in this file.

W9 Form

Please upload.

Bid Attributes

1 Secondary/Alternate Award Agreement Confirmation Secondary or Alternate Vendors serve in a backup capacity only. In the event the Primary is unable to honor the terms and conditions of the contract, the Secondary Vendor(s) may be called. If the Secondary Vendor is unable to honor the terms and conditions of the contract the Alternate Vendor(s) may be called. The Primary Vendor is the first contact. Use of the Secondary or Alternate Vendor(s) is prohibited unless otherwise approved by MHMR in accordance with all relevant law and regulations.

1. In the event the Secondary or Alternate Vendors are called upon, they will offer the materials and services at their awarded price(s), or better. Any attempt to increase their awarded price(s) may cause the removal of the Vendor from the contract. Calling upon the Secondary or Alternate Vendors does not necessarily affect the status of any awarded Vendor, including the Primary Vendor.

2. If a Secondary or Alternate Vendor represents themselves as the Primary Vendor without written authorization from the Tarrant County Purchasing Agent, or his designee, the Secondary or Alternate Vendor may be removed from the contract.

Would you, as the Vendor, be willing to accept a Secondary or Alternate Award based on the above?

Yes No

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2 Insurance Requirements

MINIMUM INSURANCE REQUIREMENTS:

Vendor shall take out, pay for and maintain at all times during the prosecution of the work under the contract, the following forms of insurance, in carriers acceptable to and approved by MHMR.

1) Workers' Compensation/Employer’s Liability a. Worker’s Compensation — statutory b. Employer’s Liability — $500,000

2) Commercial General Liability: a. Bodily Injury/Personal Injury/Property Damage — $1,000,000 per occurrence/$2,000,000 aggregate

3) Auto Liability: a. Combined Single Limit (CSL) — $500,000 per occurrence

MHMR reserves the right to review the insurance requirements of this section during the effective period of the contract and to require adjustment of insurance coverage and their limits when deemed necessary and prudent by MHMR based upon changes in statutory law, court decisions, or the claims history of the industry as well as the Vendor.

Required Provisions:

1) Proof of Carriage of Insurance − All Certificates of Insurance will be required in duplicate and filed with the SR. Director of Contracts Administration, Kevin McClean, at 3840 Hulen Street, Fort Worth, Texas 76107 prior to work commencing.

2) All Certificates shall provide MHMR with an unconditional thirty (30) days written notice in case of cancellation or any major change.

3) As to all applicable coverage, policies shall name MHMR and its officers, employees, and elected representatives as an additional insured.

4) All copies of the Certificates of Insurance shall reference the project name and solicitation number for which the insurance is being supplied.

5) Vendor agrees to waive subrogation against MHMR, its officers, employees, and elected representatives for injuries, including death, property damage, or any other loss to the extent the loss, if any, is covered by the proceeds of insurance.

6) If applicable, the Vendor is responsible for making sure any subcontractor(s) performing work under this agreement has the required insurance coverage(s) and supplies MHMR with the proper documents verifying the coverage.

I understand and agree.

(Required: Check if applicable)

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3 Warranty

WARRANTY PRICE:

The price to be paid by MHMR shall be that contained in seller’s bid which seller warrants to be no higher than the seller’s current prices on orders by others for products of the kind and specification covered by this agreement for similar quantities under similar or like conditions and methods of purchase. In the event the seller breaches the warranty the prices of the items shall be reduced to the seller’s current prices on orders by others, or in the alternative, MHMR may cancel this contract without liability to the seller for breach or the seller’s actual expense.

The seller warrants that no person or selling agency has been employed or retained to solicit or secure this contract upon an agreement or understanding for commission, percentage, brokerage, or contingent fee excepting bona fide employees of bona fide established commercial or selling agencies maintained by the seller for the purpose of securing business. For breach or violation of this warranty, MHMR shall have the right in addition to any other right or rights to cancel this contract without liability and to deduct from the contract price, or otherwise recover the full amount of such commission, percentage, brokerage, or contingent fee.

WARRANTY PRODUCTS:

The seller shall not limit or exclude any implied warranties and any attempt to do so shall render this contract voidable at the option of MHMR. The seller warrants that the goods furnished will conform to the specifications, drawings and descriptions listed in the bid invitation and to the sample(s) furnished by the seller, if any. If the event of a conflict between the specifications, drawings and descriptions, the specifications shall govern.

SAFETY WARRANTY:

The seller warrants that the product sold to MHMR shall conform to the standards promulgated by the U.S.

Department of Labor under the Occupational Safety and Health Act (OSHA) of 1970. In the event the product does not conform to OSHA standards, MHMR may return the product for correction or replacement at the seller’s expense. In the event the seller fails to make the appropriate correction within a reasonable time, correction made by MHMR will be at the seller’s expense.

NO WARRANTY AGAINST MHMR INFRINGEMENTS:

As part of this contract for sale the seller agrees to ascertain whether goods manufactured in accordance with the specifications attached to this agreement will give rise to the rightful claim of any third person by way of infringement or the like. MHMR makes no warranty that the production of goods according to the specifications will not give rise to such a claim, and in no event shall MHMR be liable to the seller for indemnification in the event that the seller is sued on the grounds of infringement or the like. If the seller is of the opinion that an infringement or the like will result, he will notify MHMR to this effect in writing within two weeks after the signing of this agreement. If MHMR does not receive notice and is subsequently held liable for the infringement or the like, the seller will save MHMR harmless.

If the seller in good faith ascertains that production of the goods in accordance with the specifications will result in infringement or the like, this contract shall be null and void except that MHMR will pay the seller the reasonable cost of search as to infringements.

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4 Diversity Classifications Check all that apply:

HUB-Historically Underutilized Business DBE-Disadvantaged Business Enterprise MBE-Minority Owned Business WBE-Woman Business Enterprise SBE-Small Business Enterprise LGBTBE-Certified LGBT Business Enterprise WO-Women Owned NAM-Native American VO-Veteran Owned HISP-Hispanic American DV-Disabled Veteran AP-Asian Pacific American AI-Asian Indian American AA-African American 8A-8(a) Business Development None Apply

REFERENCES 5

References Statement Please list three (3) references who can verify your performance as a Vendor. Performance includes, but is not limited to, sales and/or service, delivery, invoicing, and other items as may be required for MHMR to determine Vendor’s ability to provide the intended goods or service of the bid. References must be able to verify the quality of service Vendor’s company provides and that the Bidder has completed a project of similar size and scope of work in this response. Inaccurate, obsolete or negative responses from the listed references could result in rejection of your bid. Failure to supply the required references will deem the bid as non- responsive and will not be considered for award. Bidder involvement with reference checks is not permitted. Only MHMR or its designee will conduct reference checks. Any deviation to this will result in rejection of your response.

Reference 1 7

(Required: Maximum 100 characters allowed)

Government/Company Name 8

(Required: Maximum 1000 characters allowed)

Address 9

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Reference Contact Person and Title

1 Reference Telephone Number

(Required) ext:

Reference Contract Period

Government/Company Name

(Required: Maximum 100 characters allowed)

Reference Email Address

(Required: Maximum 4000 characters allowed)

Reference Scope of Work 1

Reference 2 1

(Required: Maximum 1000 characters allowed)

Address 1

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1 Reference Telephone Number

Government/Company Name

(Required: Maximum 100 characters allowed)

2 Reference Telephone Number

(Required: Maximum 4000 characters allowed)

Reference Scope of Work 2

Reference 3 2

(Required: Maximum 1000 characters allowed)

Address 2

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Certification of Eligibility By submitting a Bid in response to this solicitation, the Bidder certifies that at the time of submission, they are not on the Federal Government’s list of suspended, ineligible, or debarred entities. In the event of placement on the list between the time of Bid submission and time of award, the Bidder will notify MHMR.

Failure to do so may result in terminating this contract for default.

Disclosure of Interested Parties The law states that a governmental entity may not enter into certain contracts with a nonexempt business entity unless the business entity submits a disclosure of interested parties to the governmental entity. By submitting a Bid in response to this solicitation, the Bidder agrees to comply with HB 1295, Government Code 2252.908. Bidder agrees to provide MHMR the “Certificate of Interested Parties,” Form 1295 as required, within ten (10) business days from notification of pending award, renewal, amended or extended contract.

Entities that Boycott Israel and Prohibition Against Involvement with Iran, Sudan, and Foreign Terrorist Organizations

Vendor represents and warrants that (1) it does not, and shall not for the duration of the Contract, boycott Israel or

(2) the verification required by Section 2271.002 of the Texas Government Code does not apply to the Contract.

Vendor further verifies pursuant to Texas Local Government Code Section 2252.152 that they are not engaged in business with Iran, Sudan, or any foreign terrorist organization. The term “foreign terrorist organization” means an organization designated as a foreign terrorist organization by the United States Secretary of State as authorized by 8 U.S.C. Section 1189. If circumstances relevant to this provision change during the course of the Contract, Vendor shall promptly notify MHMR.

I understand and agree.

(Required: Maximum 4000 characters allowed)

Reference Scope of Work 2

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Entities that Boycott Energy Companies In accordance with Section 2276 of the Texas Government Code (relating to prohibition on contracts with companies boycotting certain energy companies), Vendor represents and warrants that: (1) it does not, and will not for the duration of the Contract, boycott energy companies or (2) the verification required by Section 2274.002 of the Texas Government Code does not apply to the Contract. If circumstances relevant to this provision change during the course of the Contract, Vendor shall promptly notify MHMR.

Entities that Discriminate Against Firearm and Ammunition Industries In accordance with Section 2274.002 of the Texas Government Code (relating to prohibition on contracts with companies that discriminate against firearm and ammunition industries), Vendor certifies that: (1) it does not, and will not for the duration of the Contract, have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association or (2) the certification required by Section 2274.002 of the Texas Government Code does not apply to the Contract. If circumstances relevant to this provision change during the course of the Contract, Vendor shall promptly notify MHMR.

Full Legal Name of Company

Street Address

City 3

(Required: Maximum 1000 characters allowed)

State 3

(Required: Maximum 1000 characters allowed)

Zip Code 4

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Name of Authorized Individual Submitting Bid

Is your Company’s Principal Place of Business in Texas?

The Purchasing Agent shall oversee the application of local preference for the purchase of general construction or an improvement, or a purchase of a service, supplies, materials, or equipment that do not involve federal funds. In relevant situations, the Purchasing Agent will use the following criteria in determining whether to recommend a higher bid from a local vendor:

a. The bidder is a nonresident bidder, and

b. The bidder’s principal place of business is located in a state that regulates the award of government contracts to a bidder whose principal place of business is not located in that state. The Comptroller publishes a list of these states in the Texas Register.

(Required: Check only one)

Is your Company's Principal Place of Business in Tarrant County?

The Purchasing Agent shall oversee the application of local preference for the purchase of goods or real property pursuant to Local Government Code §271.905 and may consider doing so on a case-by-case basis. In relevant situations, the Purchasing Office shall use the following criteria in determining whether to recommend a higher bid from a local vendor:

a. the employment of residents of Tarrant County created through the award of the bid to the local vendor, and

b. any increase in tax revenue created through the award of the bid to the local vendors.

Deficiencies and Deviations All proposal deficiencies and deviations from solicitation specifications must be identified. It is the Respondent’s responsibility to identify all deficiencies and deviations. Unless specifically listed, the proposal response is assumed to be in full compliance with the solicitation specifications. If not identified, all requirements of the solicitation must be fulfilled at no additional expense to MHMR. If there are deficiencies and deviations relating to the specifications, a Response Attachment denoting the identified variances must be included with response.

There are no deficiencies or deviations. Deficiencies and deviations are identified.

Bid Lines

Phone # of Authorized Individual Submitting Bid

Please provide your hourly rate, proposed hours per referral for completion of full services, and total cost per referral for completion of full services.

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Hourly Rate (Response required)

Quantity: 1 UOM: Per Hour Price:

Total:

Supplier Notes:

Vendor’s Proposed Hours Per Referral for Completion of Full Services (Response required)

Quantity: 1 UOM: Hours Price:

Cost Per Referral for Completion of Full Services

Quantity: 1 UOM: Per Hour x Hours Price:

No bid

Additional notes (Attach separate sheet)

Additional notes (Attach separate sheet)

Additional notes (Attach separate sheet)

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Supplier Information

Company Name:

Contact Name:

Address:

Phone:

Fax:

Email:

Supplier Notes

By submitting a response to this IFB and signing below, you are agreeing to the following: 1. You are an authorized representative of the Bidder and are duly authorized to sign on behalf of the Bidder and bind the Bidder to this contract.

2. You agree this bid becomes the property of MHMR after the opening. 3. You have familiarized yourself with the local conditions under which the work is to be performed and given consideration to the conditions of delivery, handling and storage of equipment and all other matters that may be incidental to the work, before submitting a bid. You also affirm that you have read and do understand the specifications and any attachments contained in this solicitation. 4. You agree, on behalf of the Bidder, that if the bid is accepted, Bidder will furnish all materials and services upon which price(s) are offered, at the price(s) and upon the terms and conditions contained in the specifications. 5. You agree that the period for acceptance of this bid will be ninety (90) calendar days. 6. You attest that this bid has not been prepared in collusion with any other Bidder, nor any employee of Tarrant County, and that the contents of this bid have not been communicated to any other Bidder or to any employee of Tarrant County prior to the official opening of this bid. 7. You assign, on behalf of vendor to MHMR, all claims for overcharges associated with this contract which arise under the antitrust laws of the United States, 15 USCA Section 1 et seq., and which arise under the antitrust laws of the State of Texas, Tex. Bus. & Com. Code, Section 15.01, et seq.

Print Name Signature

ATTACHMENT A

SCOPE OF WORK

I. SCOPE

a. Intake

• Maintain a “no reject” policy, serving all youth referred.

• Serve areas most affected by violent crime in Tarrant County.

• MHMR will enroll (intake, treatment plan) within 3 business days .

Subcontractor must do the face to face within 5 days of referral by MHMR.

b. Youth Mentoring Services

• Provide a combination of individual and group mentoring to youth each week during evening hours and weekends. Group mentoring activities should include academic support, positive social engagement, emotional development, and critical life skills training.

• Support youth in meeting court ordered conditions of release such as school attendance, curfew, appointments and return for court appearances.

• Continue to assess and monitor youth for gang affiliation risk factors or active involvement in gang activity. Utilize mentors with lived experience, implement violence interruption and de-escalation strategies, and provide alternatives through life skills training and employment readiness.

• Implement evidence-informed violence prevention programs and provide education on the consequences of firearm-related crimes.

• Provide or arrange for transportation as needed for participants to engage in program services, court appearances, substance abuse intervention programs, and access to community resources.

• Provide intervention efforts that may include youth employment, educational intervention, attainment of GED, parent-support programs, and community linkages with other agencies for additional support to families.

• Use personnel with lived experiences.

• Ability to provide Spanish speaking mentoring services

c. Coordination, Continuity of Care, Discharge Planning

• Identify Contractor liaison who will coordinate/communicate with MHMR care coordinator.

• Weekly check-ins with MHMR care coordinators.

• Teamings (virtual or in person).

• Coordinate services with TCJS to avoid over-serving youth and families and interrupting daily routines such as their school schedule.

• Provide a completed discharge plan within five (5) business days with summary of linkages to additional community resources at the time of discharge.

• Provide daily progress notes, weekly by end of business on Fridays to MHMR and by end of business the first day of the month for services provided the last week of the previous month.

d. Confidentiality of Records

• Must maintain strict confidentiality of all information and records relating to the children and families served and shall not re-disclose any information except as required to perform the services described herein, or as may be required by law.

e. Notifications/Communication

• Provide at least 24-hour advance notice to TCJS and MHMR any time a mentor plans an activity outside of Tarrant County with a youth.

• Promptly notify MHMR of any concerns that may reasonably impact a youth’s safety, compliance with court-ordered conditions, or successful participation in the program.

• Notify MHMR electronically within 72 hours of event the start service date, end service date, and reason for discharge.

• Report any allegation or incident of abuse, neglect, exploitation, death or other serious incident involving any child (including but not limited to a juvenile that is under the supervision of the County) within twenty-four (24) hours from the time the allegation is made to all of the following:

o MHMR;

o Local law enforcement agency (such as the Fort Worth Police

Department);

o Texas Juvenile Justice Department by submitting a TJJD Incident Report

Form to abuseneglect@tjjd.texas.gov (or if unable to complete the form within 24 hours, then by calling toll-free 866-477-8354, followed by submitting the report within 24 hours of said call); and o TCJS to facsimile number 817-838-4646, and with a phone call to Chief Probation Officer at 817- 838-4643.

For the purpose of the foregoing provision, an allegation or incident shall include the witnessing or receipt of an oral or written outcry from an alleged victim or other person with reasonable belief or knowledge of an occurrence or an incident of abuse, neglect, exploitation, death, or other serious incident involving a juvenile under the jurisdiction of the juvenile court.

• Immediately (no later than 24 hours) report any serious incidences, accidents, injuries, suspected illegal activities, allegations of abuse, neglect or exploitation, or catastrophic events to the Chief Probation Officer at 817-838- 4643 and to MHMR.

• Report to MHMR within 24 hours:

o Any and all corrective action required by any licensing authorities.

o Any and all litigation filed against the MHMR, or against its employees, interns, volunteers, subcontractors, agents and/or consultants that have direct contact with juveniles.

o Any arrest of any employee, intern, volunteer, subcontractor, agent and /or consultant that has direct contact with juveniles.

o All pending and past allegations and / or investigations of abuse, neglect, exploitation, death or other serious incidents involving a juvenile that has been placed by the County.

o Any finding of “Reason to Believe” by a state regulatory agency in a child abuse, neglect and exploitation investigation where an employee, intern, volunteer, subcontractor, agent and / or consultant that has direct contact with juveniles was the alleged or designated perpetrator.

o The identity of any employees, interns, volunteers, subcontractors, agents and/or consultants that have direct contact with juveniles that are registered sex offenders.

o The identity of any employees, interns, volunteers, subcontractors, agents and/or consultants that have direct contact with juveniles that have a criminal history. For the purpose of this Contract, the term “criminal history” shall include: (1) current felony or misdemeanor probation or parole; (2) a felony conviction or deferred adjudication within the past ten years; or (3) a jailable misdemeanor conviction or deferred adjudication within the past five years.

f. Performance Monitoring

• Provide an average of 7.5 hours of mentoring services a week to moderate risk youth and an average of 15 hours a week to high-risk youth as assessed by Tarrant County Juvenile Services. No individual youth may receive less than 50% of the weekly average in any given week. For moderate risk, no less than

3.75 hours/week. For high risk, no less than 7.5 hours/week.

• Enable the program to serve 60–65 youth concurrently and 150 youth annually with an average program participation period of five (5) months per youth, for all subcontractors combined.

• Performance will be evaluated according to the following PERFORMANCE

GOALS:

o Provide structured mentorship and intervention strategies that reduce juvenile justice involvement.

o Decrease the youth’s risk of reoffending by addressing risk factors associated with criminal activity, violence, gun violence, and gang affiliation.

o Support positive life choices through mentorship and community engagement.

o Enhance the skills, resilience, and overall capacity of the youth to manage their lives effectively and without delinquent behavior.

• Performance shall be evaluated by the following OUTPUT MEASURES:

o Number of youth enrolled in Mentoring Services.

o Number of youth completing Mentoring Services.

• Performance shall be evaluated according to the following SHORT-TERM

MEASURES:

o Maintain a sufficient number of trained personnel for at least 90% of the

Contract period. For this Contract, “sufficient” means staffing levels that enable the program to concurrently serve 60–65 youth without generating a waitlist for services, with sufficient staffing levels achieved no later than ninety (90) days after the Contract start date and continually maintained thereafter.

o Trained personnel maintain a contact rate of 90% of expected contacts providing evidence- informed skills training sessions or mentoring services to clients/families in accordance with specific program expectations.

o Maintain an average of 7.5 mentoring hours per week for moderate-risk youth and 15 hours per week for high-risk youth, calculated monthly across the program, with at least 90% compliance with the average weekly hours requirement and at least 90% compliance with the minimum hours per youth requirement each month.

o 85% of youth enrolled in a program will complete the program.

o 90% of youth referred for services are engaged within three (3) business days of referral and face- to-face services begin within five (5) business days of referral.

o 75% of youth completing the program will not be placed outside the home or committed to Texas Juvenile Justice Department (“TJJD”) by the juvenile court within 6 months from program completion.

ATTACHMENT B

General Terms and Conditions

1. No oral explanation or instructions will be given by MHMR officials or employees in regard to the meaning of the specifications before the award of the contract unless authorized by the MHMR Purchasing Agent or their designee.

2. MHMR is exempt from Federal Excise and State Sales Tax and these taxes must not be included in this proposal. MHMR is not exempt from Surplus Lines Tax or Texas Stamping Tax. MHMR shall furnish tax exemption certificate, if required.

3. All documents relating to the solicitation (IFB, RFP, RFQ, etc..), including but not limited to, the solicitation document, questions and responses, addenda and special notices will be posted under the solicitation number in MHMR’s eProcurement system. It is the Bidder’s or Respondent’s sole responsibility to review this site and retrieve all related documents up to the solicitation due date.

4. All solicitations shall specify terms and conditions of payment, which will be considered as part of, but not control, the award of bid. MHMR review, inspection, and processing procedures ordinarily require thirty

(30) days after receipt of invoice, materials, or service. Bids or responses which call for payment before thirty (30) days from receipt of invoice, that incorporate cash discounts given on such payment, will be considered only if, in the opinion of the MHMR Purchasing Agent, the review, inspection, and processing procedures can be completed as specified. MHMR shall have the right to inspect the goods at delivery before accepting them.

5. In accordance with the Prompt Payment Act, it is the intention of Tarrant County to make payment on completed orders within thirty (30) days after receipt of invoice or items; whichever is later, unless unusual circumstances arise. Invoices must be fully documented as to labor, materials, and equipment provided and must reference the MHMR purchase order number in order to be processed. No payments shall be made on invoices not itemized or those invoices which do not list a purchase order number.

6. Continuing specification-related vendor non-performance will be a basis for the termination of the contract by MHMR. MHMR will not pay for work, equipment, or supplies which are unsatisfactory. The Vendor may be given an opportunity to correct the deficiencies before termination. This, however, does not negate the basis for termination for non-performance.

7. The contract may be terminated by either party upon written thirty (30) day notice prior to cancellation.

MHMR shall have the right to cancel for default of all or any part of the undelivered portion of this order if the seller breaches any of the terms hereof including warranties of the seller or if the seller becomes insolvent or commits acts of bankruptcy. Such right of cancellation is in addition to and not in lieu of any other remedies that MHMR may have in law or equity.

8. Bids or proposals will be considered non-responsive if they show any omissions, alteration of form, additions or conditions not called for, or inconsistencies of any kind. However, MHMR reserves the right to waive any inconsistencies and to make an award in the best interest of MHMR. Bids or responses may be rejected, among other reasons, for inconsistencies or unbalanced value of any items.

9. Bids or proposals may be disqualified for any of the following specific reasons:

a. Reason for believing collusion exists among the Bidders or Respondents.

b. Reasonable grounds for believing that any Bidder or Respondent is interested in more than one (1)

Bid or Response for the work contemplated.

c. Bidder or Respondent being interested in any litigation against MHMR.

d. Bidder or Respondent being in arrears on any existing contract or having defaulted on a previous contract.

e. Lack of competency as revealed, including, but not limited to, a financial statement, experience, equipment, and questionnaire responses.

f. Uncompleted work, which in the judgment of MHMR, will prevent or hinder the prompt completion of additional work, if awarded.

g. Limited competition.

10. Any material that is to be considered confidential must be clearly marked as such and shall be treated as confidential to the extent allowable under Texas Government Code Section 552. Notice will be sent to you pursuant to this section if MHMR receives an open records request to inspect your bid. This notice will allow you to assert any objections to the release of confidential information in response to an open records request. It is your responsibility to assert any objections to the release of your bid in response to an open records request. MHMR cannot argue on your behalf that the information contained in your bid is exempt from public release. Pricing information is not considered confidential and if marked as such, will result in rejection of your bid.

11. Due care and diligence have been used in the preparation of this information, and it is believed to be substantially correct. However, the responsibility for determining the full extent of the exposure and the verification of all information presented herein shall rest solely with the Bidder or Respondent. MHMR and its representatives will not be responsible for any errors or omissions in these specifications, nor for the failure on the part of the Bidder or Respondent to determine the full extent of the exposures.

12. Vendor may not assign their rights and duties under an award without the written consent of the MHMR

Purchasing Agent. Such consent shall not relieve the assignor of liability in the event of default by the assignee.

13. VENDOR SHALL DEFEND, INDEMNIFY AND HOLD HARMLESS MHMR AND ITS OFFICIALS, AGENTS, EMPLOYEES, REPRESENTATIVES, ASSIGNEES, AND/OR DESIGNEES FROM ANY AND ALL

LIABILITY, ACTIONS, CLAIMS, DEMANDS, OR SUITS, AND ALL RELATED COSTS, ATTORNEYS’

FEES, AND EXPENSES ARISING OUT OF OR RESULTING FROM ANY ACTS OR OMISSIONS OF

VENDOR OR ITS AGENTS, EMPLOYEES, SUBCONTRACTORS, ORDER FULFILLERS, OR

SUPPLIERS OF SUBCONTRACTORS IN THE EXECUTION OR PERFORMANCE OF THIS CONTRACT

AND ANY PURCHASE ORDERS ISSUED UNDER THIS CONTRACT. THIS PARAGRAPH IS NOT

INTENDED TO AND WILL NOT BE CONSTRUED TO REQUIRE VENDOR TO INDEMNIFY OR HOLD

HARMLESS MHMR FOR ANY CLAIMS OR LIABILITIES RESULTING FROM THE NEGLIGENT ACTS OR

OMISSIONS OF MHMR OR ITS EMPLOYEES. For the avoidance of doubt, MHMR shall not indemnify Vendor or any other party under this Contract.

14. Audit Clause: The Vendor must agree that MHMR will, until the expiration of twelve (12) months after final payment under this agreement, have access to and the right to examine at reasonable times any directly pertinent books, documents, papers, and records (hard copy, as well as computer generated data) of the Vendor involving transactions related to this solicitation. This right to audit also extends to any obligations assigned to any subcontracts or agreements formed between the Vendor and any subcontractors to the extent that those subcontracts or agreements relate to fulfillment of the Vendor’s obligations to MHMR under this solicitation. The vendor must agree that MHMR will have access during normal working hours to all necessary facilities, staff, and workspace in order to conduct audits. MHMR will provide the Vendor with reasonable advance notice of intended audits. The Vendor must provide records within ten (10) business days or a mutually agreed upon timeline.

15. In providing the services required by this Agreement, the vendor must observe and comply with all applicable federal and state statutes, ordinances, rules, and regulations, including, without limitation, workers’ compensation laws, minimum and maximum salary and wage statutes and regulations, and non-discrimination laws and regulations. Vendor shall be responsible for ensuring its compliance with any laws and regulations applicable to its business, including maintaining any necessary licenses and permits.

ATTACHMENT C

Special Terms and Conditions

1. CRIMINAL BACKGROUND CHECK:

A. If this contract requires that Vendor personnel access MHMR Data (either on- site or remotely) or access secure areas of MHMR Facilities, then Vendor personnel may be required to undergo a fingerprint-based Criminal Justice Information Services (CJIS) Background Check, a Human Resources Criminal Background Check, or a Sheriff’s Criminal Background Check. Criminal Background Checks will be paid for by MHMR.

1. The Vendor must provide information, including, but not limited to, employee name, date of birth, a clear copy of employee’s driver’s license, and a copy of employee’s social security card for each individual required to pass a Criminal Background Check.

2. Award of a contract could be affected by the Vendor’s refusal to agree to these terms.

3. Failure of the Vendor to supply personnel who pass a Criminal Background Check could affect the award of the contract or could result in the termination of the contract.

4. The Criminal Background Check applies to the individual and not the Company.

5. Passing status must be maintained by Vendor personnel for duration of the contract.

2. INFORMATION TECHNOLOGY HOSTED OR CLOUD SOLUTION:

A. The following is only applicable when Vendor is providing Information Technology hosted or cloud solution:

1. Confidentiality, Integrity, Availability (CIA)

Vendor shall protect the Confidentiality, Integrity, and Availability (CIA) of all MHMR Data ensuring extra levels of security. All MHMR information must remain private and permit redaction of protected information before publication. Audit trails cannot be altered.

2. Breach Notification Vendor agrees that upon discovery of unauthorized access to MHMR Data, Vendor shall notify MHMR both orally and in writing. In no event shall the notification be made more than forty-eight (48) hours after Vendor knows or reasonably suspect unauthorized access has or may have occurred. In the event of a suspected unauthorized Access, Vendor agrees to reasonably coordinate with MHMR to investigate the occurrence.

3. Data

All MHMR data will remain in the 48 contiguous United States at all times.

4. Right to Audit MHMR reserves the right to audit vendor data centers which house MHMR Data or receive SSAE 16 SOC Type II audits from a reputable security advisory service firm (e.g. EY, Deloitte, KPMG, PWC, Coalfire, etc.).

5. Survivability All applicable service agreements that were entered into between Vendor and MHMR under the terms and conditions of the Contract shall survive the expiration or termination of the Contract. At MHMR’s discretion, existing Purchase Orders issued and accepted by Bidder shall survive the expiration or termination of the Contract.

ATTACHMENT D

Tarrant County: Historically Underutilized Businesses (HUB) Policy Page 1 of 4

PAGE 1 OF TARRANT COUNTY HUB POLICY

TARRANT COUNTY

HISTORICALLY UNDERUTILIZED

BUSINESSES (HUB) POLICY

I. POLICY STATEMENT

The Tarrant County Commissioners Court, being the policy development and budgetary control unit of county government, will strive to ensure that all businesses, regardless of size, economic, social or ethnic status have an equal opportunity to participate in the County’s procurement processes. The County is committed to promote full and equal business opportunity for all businesses to supply the goods and services needed to support the mission and operations of county government, and seeks to encourage the use of certified historically underutilized businesses (HUBs) through the use of race, ethnic and gender neutral means. It is the policy of Tarrant County to involve certified HUBs to the greatest extent feasible in the County’s procurement of goods, equipment, services and construction projects while maintaining competition and quality of work standards. The County affirms the good faith efforts of firms who recognize and practice similar business standards.

II. DEFINITIONS

Historically underutilized businesses (HUBs), also known as a disadvantaged business enterprise (DBE), are generally business enterprises at least 51% of which is owned and the management and daily business operations are controlled by one or more persons who is/are socially and economically disadvantaged because of his or her identification as a member of certain groups, including women, Black Americans, Mexican Americans and other Americans of Hispanic origin, Asian Americans and American Indians.

Certified HUBs includes business enterprises that meet the definition of a HUB and who meet the certification requirements of certification agencies recognized by Tarrant County.

Businesses include firms, corporations, sole proprietorships, vendors, suppliers, contractors, subcontractors, professionals and other similar references when referring to a business that provides goods and/or services regardless of the commodity category.

Tarrant County: Historically Underutilized Businesses (HUB) Policy Page 2 of 4

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Statutory bid limit refers to the Texas Local Government Code provision that requires competitive bidding for many items valued at greater than $50,000.

III. POLICY GUIDELINES

A. Tarrant County, its contractors, their subcontractors and suppliers, as well as all vendors of goods, equipment and services, shall not discriminate on the basis of race, color, creed, gender, age, religion, national origin, citizenship, mental or physical disability, veteran’s status or political affiliation in the award and/or performance of contracts. All entities doing business or anticipating doing business with the County shall support, encourage and implement affirmative steps toward a common goal of establishing equal opportunity for all citizens and businesses of the county.

B. Tarrant County will use and recognize the State of Texas certification process in conjunction with the implementation of this policy. The County does recognize other agencies’ certifications. Tarrant County reserves the right to review the certification status of any vendor applying to do business with the County. This review will be accomplished to determine the validity and authenticity of the vendor’s certification as a HUB.

C. The Commissioners Court may establish HUB target goals. Through a systematic approach of soliciting quotes, bids and proposals from certified HUBs and in compliance with applicable state and federal law this policy will strive to meet those goals.

1. Target goals should consider:

• the availability of HUB firms within the specific category of goods or services to be procured; and

• the diversity of the county’s population.

2. The goals should be reviewed and amended periodically.

3. The program may apply to all County procurements including construction and professional services.

4. Particular attention will be given to HUB participation on purchases in excess of the statutory bid limit.

5. The Commissioners Court herein establishes a 20% good faith target goal for Tarrant County.

Tarrant County: Historically Underutilized Businesses (HUB) Policy Page 3 of 4

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D. Tarrant County will actively seek and encourage HUBs to participate in all facets of the procurement process by:

1. Continuing to increase and monitor a database of certified HUB vendors, professionals and contractors. The database will be expanded to include products, areas of expertise and capabilities of each HUB firm.

2. Continuing to seek new communication links with HUB vendors, professionals and contactors to involve them in the procurement process.

3. Continuing to advertise bids on the County’s website and in newspapers including newspapers that target socially and economically disadvantaged communities.

4. Continuing to provide bid notifications to minority Chambers of Commerce.

E. As prescribed by law, the purchase of one or more items costing in excess of the statutory bid limit must comply with the competitive bid process. Where possible, those bids will be structured to include and encourage the participation of HUB firms in the procurement process by:

1. Division of proposed requisitions into reasonable lots in keeping with industry standards and competitive bid requirements.

2. Where feasible, assessment of bond and insurance requirements and the designing of such requirements to reasonably permit more than one business to perform the work.

3. Specification of reasonable, realistic delivery schedules consistent with the County’s actual requirements.

4. Specifications, terms and conditions reflecting the County’s actual requirements are clearly stated, and do not impose unreasonable or unnecessary contract requirements.

F. A HUB Policy statement shall be included in all specifications. The County will consider the bidder’s responsiveness to the HUB Policy in the evaluation of bids and proposals. Failure to demonstrate a good faith effort to comply with the County’s HUB policy may result in a bid or proposal being considered non-responsive to specifications.

G. The Tarrant County Purchasing Department will actively seek the participation of HUB firms in the quotation process for purchases under the statutory bid limit. HUB firms will be identified on the computerized database and linked to the commodities they represent. Buyers will be encouraged to use available internal and external databases of certified HUB firms.

Tarrant County: Historically Underutilized Businesses (HUB) Policy Page 4 of 4

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H. Nothing in this policy shall be construed to require the County to award a contract other than to the lowest responsive bidder meeting specifications as required by law. This policy is narrowly tailored in accordance with applicable law.

IV. ADMINISTRATIVE GUIDELINES

A. The Tarrant County Purchasing Department shall serve as the County’s HUB Office with responsibility for the implementation, monitoring and general operations of the HUB policy. The Purchasing Agent shall serve as the County HUB Officer.

1. The HUB Officer will establish procedures to implement this policy across the full spectrum of the procurement process. The County HUB Office will periodically review with department head and elected officials regarding procurement opportunities.

2. Managing the policy and training buyers and other County personnel in order to meet County goals will be the responsibility of the HUB Office.

3. The HUB Office will cooperate with other local government entities to increase HUB participation throughout the county and region. The HUB Office is encouraged to participate in educational and other outreach programs to assist HUB firms.

4. The HUB Officer will receive and review complaints and recommendations regarding the implementation of the HUB Policy and the good faith efforts of bidders. Further, the HUB Office will audit for compliance to the HUB Policy on eligible projects after award, during the performance of the contract and after completion, while also making any recommendations to Commissioners Court regarding any irregularities or misrepresentation of facts as they relate to compliance with the policy. The HUB Office will review documentation submitted by HUB firms in compliance with this policy.

5. An annual report along with recommendations shall be provided to the Commissioners Court and Purchasing Board. The annual report will provide statistical data and efforts reflected in the number of purchase orders, value of goods and services purchased, percentages to HUB firms, and outreach and marketing efforts. Other statistics may be required or requested by the Commissioners Court or Purchasing Board.

510 Historically Underutilized Businesses Policy Adopted: Court Order 64788 (December 17, 1990) Amended: Court Order 69958 (December 7, 1993) Amended: Court Order 99651 (December 28, 2006) Amended: Court Order 127875 (June 19, 2018)

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FOR DISADVANTAGED BUSINESS ENTERPRISES ONLY

Disadvantaged Business Enterprises (DBE) are encouraged to participate in Tarrant County's bid process. The Purchasing Department will provide additional clarification of specifications, assistance with Price Forms, and further explanation of bidding procedures to those DBEs who request it.

Representatives from DBE companies should identify themselves as such and submit a copy of the Certification.

Tarrant County recognizes the certifications of both the State of Texas General Services Commission HUB Program and the North Central Texas Regional Certification Agency. All companies seeking information concerning DBE certification are urged to contact.

Texas Procurement and Support Services North Central Texas Statewide HUB Program Regional Certification Agency 1711 Jacinto Blvd. 624 Six Flags Drive, Suite 100 PO Box 13047 OR Arlington, Texas 76011 Austin, Texas 78711-3047 (817) 640-0606

(512) 463-5872

ATTACHMENT E

DEFICIENCIES AND DEVIATIONS FORM

All proposal deficiencies and deviations from solicitation specifications must be identified. It is the Respondent’s responsibility to identify all deficiencies and deviations. Unless specifically listed, the proposal response is assumed to be in full compliance with the solicitation specifications. If not identified, all requirements of the solicitation must be fulfilled at no additional expense to MHMR. If there are deficiencies and deviations relating to the specifications, a Response Attachment denoting the identified variances must be included with response.

ATTACHMENT F

BAA- MHMR OF TARRANT COUNTY-REV. 12/2024 PAGE 1

BUSINESS ASSOCIATE AGREEMENT

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