ESBD_482240_1768237744808_HHS0016924 PCS 137 Formal IFB.docx

PCS 137 - GOODS

Stephanie Muth, Executive Commissioner Invitation for Bids (IFB) for Energy-efficient commercial ice machines and comprehensive service plan for preventative maintenance IFB No. HHS0016924 NIGP Class/Item No(s): 740-45, 740- 88

Procurement Schedule - All Times are Central Time Reference Section 2 for further information

Table of Contents

Introduction and Purpose of IFB The Texas Health and Human Services Commission (HHSC) is an agency within the Texas Health and Human Services (HHS) system. The Procurement and Contracting Services (PCS) division of HHSC administers IFBs for HHS.

HHSC PCS is seeking competitive bids to establish contract(s) for energy-efficient commercial ice machines and secure a comprehensive service plan for preventative maintenance and on-demand repairs.

Both HHS Agencies, HHSC and DSHS, will be entitled to use any contract awarded as a result of this IFB.

To be considered for award, Bidders must submit a comprehensive Response which includes all required information and documentation as outlined in this IFB to ensure the Bidder meets all requirements, possesses the required experience and qualifications, and has the capacity to provide the goods and/or services described in this IFB. See Appendix A, Submission Instructions and Response Checklist.

Authority HHSC is soliciting the goods and/or services stated in this IFB under Texas Government Code 2155.144.

No Guarantee of Volume, Usage or Compensation HHS Agency does not guarantee any volume, usage, or compensation to be paid to any Contractor under any Contract resulting from this IFB. Additionally, all HHS Agency contracts are subject to appropriations, the availability of funds, and termination.

Negotiation, Exceptions or Assumptions Negotiations are prohibited under the IFB procurement method under most circumstances, and even then, the scope of permissible negotiations is limited and may not result in a material change to the scope of work or specifications as advertised in this IFB.

Bidders should NOT submit exceptions to this IFB which could result in disqualification of a Response. No changes to a Response can be made after the submission deadline.

No assumptions should be included in the Response. The inclusion of assumptions could result in disqualification of a Response. Instead, a Bidder should advance assumptions and seek clarification of a section of this IFB, any Exhibits or attachments, in the form and manner required in Section 6.7 IFB Questions or Clarifications.

IFB Components This IFB includes the following items:

· PCS 137 IFB (this document)

· Exhibit A – HHS Solicitation Affirmations

· Exhibit B – PCS 111-Contract Affirmations and HHS Uniform Terms and Conditions (UTCs)

· Exhibit C – Pricing Sheet

· Exhibit D – HHS Online Bid Room Information

· Exhibit E– Historically Underutilized Business (HUB) Subcontracting Plan (HSP) and Requirements Procurement Schedule The Procurement Schedule dates on the cover page of this IFB are tentative. HHSC reserves the right to modify these dates at any time by issuing an addendum. Any events listed in the Procurement Schedule after the Response Deadline will occur at the discretion of HHSC.

Responses must be received by HHSC prior to the Response Deadline as indicated in the Procurement Schedule or as changed via an Addendum. Every Bidder is solely responsible for ensuring its Response is received by HHSC before the Response Deadline in accordance with all requirements regarding submission. HHSC is not responsible for lost, misdirected or late Responses.

By submitting a Response, the Bidder represents and warrants that the individual submitting the Response, inclusive of the documents made part of the Response, is authorized to sign on behalf of the Bidder, and to bind the Bidder under any Contract that may result from this IFB.

Withdrawal or Amendment of Response Bidders may withdraw or amend their Responses at any time prior to the Response Deadline by e-mailing the point of contact listed in Section 6.1 (Sole Point of Contact and Communications).

The e-mail subject line for withdrawal or response amendment should contain the IFB number as indicated on the cover page of this IFB. The Bidder is solely responsible for ensuring the email is received by HHSC before the Response Deadline. HHSC is not responsible for lost or misdirected e-mails.

HHSC Overview The Health and Human Services Commission (HHSC) was created in 1991 to oversee and coordinate the planning and delivery of health and human services in Texas. It is established pursuant to Chapter 531, Texas Government Code and is responsible for oversight of Texas Health and Human Services agencies.

PCS administers the procurement process, which includes IFB announcement and publication, Bidder communications, receipt of Responses, screening of timely received responses, and facilitating the evaluation of qualified Responses. PCS, in coordination with each HHS program, manages the execution of the award, through issuance of Purchase Order(s) or other Contract documents, resulting from this IFB.

Definitions Unless the context clearly indicates otherwise, throughout this IFB, the definition given to a term below applies whenever the term appears in this IFB, in any Response (Bid) submitted in response to this IFB, and in any Contract awarded as a result of this IFB. All other terms have their ordinary and common meaning.

a) Addendum – A written clarification or revision to this IFB issued by HHSC.

b) Bidder – The entity or individual that submits a response to this IFB. Includes anyone acting on behalf of the entity or individual that submits a response, such as an agent, employee, or representative. See also Respondent below.

c) Contract –The signed Purchase Order or Signature Document, the Uniform Terms and Conditions, Affirmations, along with any Attachments, Exhibits and any Amendments, purchase orders, or Work Orders that may be issued by HHSC, to be incorporated by reference for all purposes as a result of this IFB.

d) Contractor - Each Bidder, business entity or individual, if any, awarded a Purchase Order or other Contract to provide the services or goods as a result of this IFB.

e) Contract Term – The period of time during which the Purchase Order or Contract is in effect from the start date through the end date and may include renewal or extension periods.

f) Debarment – An exclusion from contracting or subcontracting with state agencies on the basis of cause pursuant to Title 34, Part 1, Chapter 20, Subchapter G of the Texas Administrative Code, and the Federal System for Award Management (SAM).

g) Deliverables – The services or goods specified in this IFB and any resulting Contract that the Contractor shall perform or deliver to the HHS Agency.

h) Electronic State Business Daily (ESBD) - The electronic online directory, administered by the Comptroller of Public Accounts, Statewide Procurement Division (SPD), for publishing procurement opportunities which exceed $25,000 in total estimated value and for providing public notice of contract awards. The ESBD may be accessed through the CPA web site at: https://www.txsmartbuy.com/esbd.

Note: The Texas Comptroller of Public Accounts (CPA) recommends utilizing Google Chrome when navigating CPA websites.

i) Exhibit – A document, included as an attachment to this IFB, which provides terms and conditions, additional requirements and information related to this IFB.

j) HHS Agency - HHSC or any of the agencies of the State of Texas that are overseen by HHSC under authority granted under state law and the officers, employees, authorized representatives, and designees of those agencies. These agencies include: HHSC and the Department of State Health Services (DSHS), separately or combined. May also be referred to as System Agency.

k) IFB - This document includes all exhibits, attachments, appendices, or Addenda (if applicable). May also be referred to as Invitation for Bids.

l) NIGP (The National Institute of Governmental Purchasing (NIGP) Commodity Book) – The Class-Item numbering and descriptions are used by state agencies to properly code services or products for procurement.

m) Purchase Order – A legally enforceable agreement issued by HHSC indicating types, quantities, and agreed pricing for services and goods the Contractor will provide under any Contract resulting from this IFB.

n) Response – All information and materials submitted by a Bidder in response to this IFB. May also be referred to as Bid or Bid Response.

o) Respondent – A term interchangeable with Bidder.

p) Scope of Work – The description of requirements, services, specifications for goods which may be required, and deliverables as provided in this IFB and any resulting Contract which the Contractor is required to provide.

q) Subcontractor - Any entity or individual that enters a contract with the Contractor to perform part or all of the obligations of the Contractor under the Contract.

r) Texas Identification Number (TIN) – The 11-digit identification number set up through the Texas Comptroller of Public Accounts which is required for any entity or individual to receive payment under a Contract with the State of Texas. Also known as Texas Payee ID Number. Further information regarding this number may be accessed via the CPA Fiscal Management TexPayment Resource web page at: https://fmx.cpa.texas.gov/fm/pubs/payment/gen_prov/index.php?s=payee_numreq&p=payee_numreq.

s) Unit of Measure – The set unit of measure (UOM), included on the Pricing Sheet, used for payment of the services under the Contract or Purchase Order. May be hourly, daily, weekly, monthly, etc.

t) Unit Rate – The set rate per the unit of measure (UOM) used for payment of the services, included on the Price Sheet, under the Contract or Purchase Order. May be hourly, daily, weekly, monthly, etc.

u) Vendor – A business entity or individual that supplies services or goods and may be a potential Bidder to this IFB.

General IFB Information Sole Point of Contact and Communications The HHSC PCS Sole Point of Contact for inquiries concerning this IFB is:

Courtney Meads CTCD, CTCM Procurement and Contracting Services Building 1100 W 49th St. MC: 2020 Austin, TX 78756 512-406-2478 Courtney.meads@hhs.texas.gov ( best way to communicate) Bidders shall NOT use the e-mail address above for submission of a Response to this IFB. See Appendix A for submission requirements.

Bidders shall direct all communications, including questions or clarifications relating to this IFB, by e-mail to the HHSC PCS Sole Point of Contact named in Section 6.1 (Sole Point of Contact and Communications); communications by phone will not be accepted except for purposes such as instructing a potential Respondent through an IT system or website referenced in this Solicitation.

All other communications between a Bidder and HHS agency staff concerning this IFB are prohibited. In no instance is a Bidder to discuss cost information regarding this IFB with the HHSC PCS Sole Point of Contact or any other HHS staff. Failure to comply with these requirements may result in disqualification of the Response.

The Sole Point of Contact will authorize a secondary Sole Point of Contact in the event of their absence and, in such an event, will include the contact information for the secondary Sole Point of Contact in their automatic reply out-of-office e-mail message. See also Section 6.2 (Exception to Sole Point of Contact) below.

This restriction (as to only communicating in writing with the HHSC Sole Point of Contact identified above) does not preclude discussions between Bidder and agency personnel for the purpose of conducting business unrelated to this IFB.

Exception to the Sole Point of Contact The only exceptions to the Sole Point of Contact are the HUB Coordinator, or, if expressly directed by the Sole Point of Contact, another designated System Agency representative.

Should Bidders have questions regarding proper completion of the HUB Subcontracting Plan, the HUB Coordinator may be contacted at Cheryl.Bradley@hhs.texas.gov . The Sole Point of Contact, Section 6.1, must be copied on the e-mail.

Binding Offer Period By submitting a Response to this IFB, Bidder agrees that its Response will remain a firm and binding offer for 240 days, as stated in the HHS IFB Affirmations (Exhibit A).

Bidder may extend the time for which its Response will be firm and binding and include the extended period in the Response.

Costs Incurred Bidder understands that issuance of this IFB or retention of responses in no way constitutes a commitment by HHSC to award a Contract. HHSC accepts no obligations for costs incurred in preparing and submitting a response, including, but not limited to, preparing for or participating in a vendor conference or site visit.

Responses shall be submitted at the sole expense of the Bidder. All responses shall be prepared simply and economically, providing a straightforward, concise delineation of the Bidder’s capabilities to satisfy the requirements of this IFB.

Changes, Modifications and Cancellation HHSC reserves the right to change, amend, or modify this IFB prior to the Response Deadline indicated in the Procurement Schedule (cover page of this IFB). Changes, amendments and modifications will be processed through one or more Addendum. The notification for any Addendum will be processed in accordance with the Notification of Addenda or Cancellation, Section 6.8.

HHSC reserves the right to cancel this IFB at any time. The notice of cancellation will be in accordance with the Notification of Addenda or Cancellation, Section 6.8.

Ambiguity, Conflict, Discrepancy Bidders must notify the Sole Point of Contact, Section 6.1, of any ambiguity, conflict, discrepancy, exclusionary specification, omission or other error in the IFB in the manner and by the deadline for submitting questions.

If Bidder fails to properly and timely notify the Sole Point of Contact, Section 6.1, of any ambiguity, conflict, discrepancy, exclusionary specification, omission or other error in the IFB, the Bidder, whether awarded a contract or not:

a) shall have waived any claim of error or ambiguity in the IFB and any resulting contract,

b) shall not contest the interpretation by HHSC of such provision(s), and

c) shall not be entitled to additional compensation, relief, or time by reason of ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error or its later correction.

IFB Questions or Clarifications HHSC will allow questions and requests for clarification regarding this IFB if submitted by e-mail to the Sole Point of Contact, Section 6.1, by the deadline established in the Procurement Schedule (cover page of this IFB) or deadlines established in subsequent Addenda. Responses to questions or other written requests for clarification will not be provided individually to requestors but will be consolidated in one or more Addenda.

HHSC reserves the right to amend the answers to questions or clarifications prior to the Response Deadline (cover page of this IFB) through a new Addendum. The notification will be processed in accordance with the Notification of Addenda or Cancellation, Section 6.8 Submission of Questions or Clarifications All questions and requests for clarification must be submitted by e-mail and include the following information:

a) IFB Number and Title of IFB (cover page of this IFB) must be included in the e-mail subject line and in the e-mail body.

b) Section or Paragraph number from this IFB.

c) Page Number of this IFB.

d) Exhibit name, Section or Paragraph, page number from the Exhibit.

e) Language, Topic, Section Heading being questioned or requested for clarification.

f) Requestor Contact Information must be included in the body of the e-mail.

Questions or requests for clarification received after the deadline set in the Procurement Schedule (cover page of this IFB), or deadlines established in subsequent Addenda, may be reviewed by HHSC but will not be answered.

Notification of Addenda or Cancellation Addenda Notification All addenda will be posted to the ESBD. It is the responsibility of each potential Bidder to monitor the ESBD for any Addenda affecting this IFB. Failure to check the ESBD will in no way release any potential Bidder or awarded Contractor from the requirements of posted Addenda. No HHS Agency will be responsible or liable in any regard for the failure of any Bidder or awarded Contractor to stay informed of all postings to the ESBD. If the Bidder fails to monitor the ESBD for any changes or modifications to this IFB, such failure will not relieve the Bidder or Contractor of its obligation to fulfill the requirements as posted.

Cancellation Notification HHSC reserves the right to cancel this IFB at any time. Notice of the cancellation will be posted on the ESBD. Bidders are responsible for monitoring ESBD frequently for notices regarding this IFB.

HUB Subcontracting Plan Training Webinar HHSC will conduct an optional webinar training session for completion of the HUB Subcontracting Plan (HSP) on the date and time identified in the Procurement Schedule (cover page of this IFB), or on the date and time established in subsequent Addenda. Bidders are strongly encouraged to participate in this session. Bidders who do not submit HSP or a properly completed HSP with their Response will be disqualified. See Section 8 (HUB Subcontracting Plan (HSP) Requirements).

Attendance is strongly encouraged but not required. Failure to attend or participate in the webinar will not disqualify a Bidder.

Scope of Work (SOW) Specifications The goods required to be provided are See Pricing Sheet, Exhibit C.

Equipment Commercial ice machines that meet these specifications. Key requirements include:

· Capacity: Daily ice production and bin storage capacity to meet demand

· Ice Type: Cubed (Large machine) Nugget (Countertop machine)

· Energy Efficiency: ENERGY STAR-qualified machines are preferred to reduce energy costs.

· Manufacturer: Manitowoc, TP-2000 water filter system

· Quantity: (16) gravity drain Manitowoc CNF0201A nugget ice machines for countertop, (8) Manitowoc KDT0402a cube ice machines with (8) Manitowoc SPA162 hotel style ice dispensers (24) TP-2000 Water Filter, (24) QL3B EV925924 Single Filter Head for TP-2000

· Unit 1: Manitowoc KDT0402a

· Koolaire 370 lbs.

· Ice Type: cube

· Storage Bin: Manitowoc SPA162

· Air Cooled Ice Machine Air Cooled,

· 115-120V/60HZ/ 1PH Condenser is self-contained and cooled by air R-410aOverall

· Dimensions 24" x 22" x 21.5"

· 3-yr. Parts & Labor

· Evaporator & Compressor

· Large Machine

· Unit 2: Manitowoc CNF0201A

· Ice Type: Nugget

· Manitowoc 315 lbs 16.25"W

· 10 lbs bin Ice Maker and Dispenser

· Machine Stand RNS

· Countertop machine

Installation Services The vendor shall provide all labor, tools, and equipment to install the new ice machines at the designated location(s).

The North Austin Complex 4601 W Guadalupe St.

Austin TX 78751.

The installation must comply with all applicable federal, state, and local laws, regulations, and codes.

· Site Survey: Conduct a pre-installation survey to confirm readiness, including space, ventilation, and utility access.

· Delivery and Staging: Deliver the new units to the site, staging them near their final location to minimize disruption.

· Connection of Utilities:

· Connect to an existing cold water supply line with an inline water filter.

· Connect to an appropriate drain line to manage condensate.

· Connect to a dedicated, properly grounded electrical outlet.

· Leveling and Calibration: Ensure each unit is properly leveled for optimal performance and calibrated to the manufacturer's specifications.

· Initial Startup: Start each machine, run through a few ice-making cycles, and discard the initial batches of ice.

· Waste Removal: Remove all old ice machines, packaging, and project-related debris from the site and place in identified basement location.

· Final Acceptance: HHS Contract Manager will verify proper operation and sign off on the installation.

Comprehensive Service Plan The vendor shall provide a service and maintenance plan covering all new ice machines according to contract following installation.

· Preventative Maintenance (PM):

· 24 ice machines to clean and sanitize

· 1 TP-2000 filter change per machine per PM service visit

· Dry nitrogen for cleaning condensers and drain lines

· Frequency: Biannual (every six months)

· Location: 4601 W Guadalupe St, Austin, TX 78751 Campus 1100 W 49th St. Austin Texas, 78756 PCS- Procurement & Contracting Services

Each PM visit shall include:

· Cleaning and sanitizing machine and ice bin

· Checking and cleaning condenser coils

· Replacing water filters

· Checking electrical connections and refrigerant charge

· Testing operating controls and adjusting as needed

If repairs are needed during PM inspection:

· Vendor must obtain approval from contract manager before proceeding

Service includes:

· All labor, parts, tools, and equipment All replacement parts:

· New or reconditioned

· 90-day warranty

· Reconditioned parts meet manufacturer’s specifications

Ensure all equipment:

· Operate safely

· It is clean and free of dust and grime build-up

· Complete preventative tasks and return equipment to:

· Good working conditions

· Clean and free of defects

· Minimize disruptions and inconveniences to users

Repairs and On-Demand Service:

· Provide reactive maintenance to address equipment failures or reduced performance.

· Guarantee a response time of 24 hours for all service calls.

· Service includes all labor, parts, tools, and equipment. All replacement parts must be new or reconditioned to manufacturer's specifications.

· After-hours emergency services, with a guaranteed response time of 4 hours

Reporting:

· After each service,

· Provide a written report detailing the services performed, Including: parts replaced, and any recommendations.

Vendor responsibilities

· Provide all necessary labor, materials, equipment, and supervision.

· Ensure all work complies with health, safety, and building codes.

· Obtain any necessary permits.

· Provide manufacturer's operation and maintenance manuals.

· Provide training for client staff on proper daily cleaning procedures.

Timeline and Milestones

· Date: Installation completion target date.

· Date: Service plan initiation date.

· Ongoing: Provide a semi-annual preventative maintenance schedule.

Pricing and terms

· Cost Breakdown: The vendor shall provide a detailed quote covering the cost of equipment, installation, and the multi-year service plan.

· Warranty: The vendor shall provide warranty information for both the equipment and all service-related parts and labor.

Equal Products The information identified above is intended to be descriptive, not restrictive, and to indicate the quality and characteristics of products that will be satisfactory. If bidding other than specified brand or part number, bidder must include with bid sufficient literature to allow evaluation of the items. Failure to provide literature with bid response may be cause of not considering an award.

Reworked Products REWORKED PRODUCTS, PRODUCTS PREVIOUSLY REFUSED FOR DELIVERY OR SECONDS WILL NOT BE ACCEPTED. Unauthorized substitutions are prohibited. No substitutions, including product code number changes, shall be made unless the vendor has obtained prior written approval from HHSC Purchaser prior to shipment. Cost of substitute items shall be the same as the cost for the awarded item. Substitutions must meet or exceed the specifications written in the item description as published in this Solicitation.

Delivery Guidelines

a) Observe all posted speed limits. Speed limits are strictly enforced.

b) Observe all stop signs and other traffic controls.

c) Parking must be in area designated by Warehouse staff.

d) Vehicles must be locked, and keys removed at all times when unattended.

e) Pedestrians have the right-of-way at all times. Drive with extreme caution and be prepared to cope with unexpected circumstances.

f) Firearms and alcoholic beverages are forbidden on campus.

g) Tools and equipment must be properly secured at all times.

h) No smoking.

i) Contact with residents is forbidden. Do not offer cigarettes, matches, lighters, food or money to residents.

j) If you require assistance with a resident, notify Facility staff.

Carton Labeling/Pallet Labeling

a) At a minimum, products must be labeled on outer carton with the following information:

b) Description of Contents

c) Agency Purchase Order #

d) Quantity per Carton

e) At a minimum, pallets must be shrink wrapped and labeled.

f) It is required that vendors contact the Point of Contact specified on the issued PO to set up a delivery appointment.

g) Deliveries are to be made between 8:00 AM and 4:00 PM on the specified date.

h) The vendor is responsible for payment of any additional charges by the contract warehouse (such as overtime, blast freezing, lowering temperatures, re-stacking; second delivery due to split delivery quantity [unless requested by HHSC], unloading charges, etc.).

i) ALL deliveries shall arrive ON TIME as requested by HHSC. It is the awarded vendor’s responsibility to contact the Point of Contact specified on the issued PO if unforeseen circumstances arise that may cause the delivery to be late.

j) HHSC reserves the right to purchase late items on an emergency basis and charge any resulting increase in price to the awarded vendor.

k) On orders calling for multiple deliveries, awarded vendor will be notified in writing by HHSC approximately four (4) weeks prior to requested delivery date.

l) Orders must be delivered completely. Items delivered must be the item bid. Mixing of brands of items will not be allowed. Split deliveries will not be accepted, unless requested.

m) Products delivered that fail to meet specifications or are not the actual item(s) awarded on the contract shall be rejected or returned at the vendor's expense. Vendor will reimburse the agency for cost of storage and handling fees incurred at the contracted storage facility and any cost to pick up and return product delivered to individual facilities. Any cost incurred to verify compliance with these specifications will be the responsibility of the vendor if product is found not to be in compliance. This may include but is not limited to laboratory tests.

Receiving Products The Agency will ensure product received is the same as awarded item. Products that are not the awarded contract item, or product that is damaged or otherwise not in good condition, will be refused. Instances of damaged case goods, the Agency will accept the product that is in good condition and return the portion of the shipment that is damaged. If shortages occur due to refusal of damaged products or otherwise at the fault of the vendor, The Agency may purchase needed items locally on an Emergency Purchase Basis. The awarded contract vendor shall be responsible for the difference in cost, if any, between the contract item and the emergency purchase items. Should the Agency determine if an awarded product does not meet the specifications listed the Agency will immediately contact the vendor to attempt resolution. If not resolved, the Agency will contact the HHSC Buyer and HHSC Contract Manager. The Agency will retain the product case, label intact, under appropriate storage conditions until product is secured for further investigation.

State Holidays The state holidays observed are maintained by the State Auditor’s Office and may be accessed at: https://hr.sao.texas.gov/Holidays. HHS Agency does not require services to be performed on the “All agencies closed” holidays and any exception will be provided in writing to the Contractor. HHS Agency requires services to be performed for “Optional Holidays” or “Skeleton Crew Required” holidays.

To fulfill the required services, as applicable, the Contractor may perform the services on a holiday observed by HHS at NO additional expense to the HHS Agency.

Authorized services performed by Contractor on a state holiday will be invoiced at the Contract rate for Outside Regular Hours.

Contractor Responsibilities The Contractor(s) is solely responsible for the performance of all services and requirements referenced in Section 7.1, Scope of Work and this IFB.

Contractor will not be relieved of its obligations for any nonperformance by its employees or Subcontractor(s).

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.

b) The Contractor shall be responsible for supervision of its employees and Subcontractor employees, together with clean up and proper disposal of any site work waste.

Telephone Service The Contractor shall have an active telephone service answered during normal business hours. Normal business hours are between 8 a.m. and 5 p.m. Monday through Friday, unless otherwise stated in the IFB.

HUB Subcontracting Plan (HSP) Requirements The Comptroller of Public Accounts (CPA), Statewide Procurement Division (SPD) administers the Historically Underutilized Business (HUB) Program in accordance with Chapter 2161, Texas Government Code, and Title 34,TAC Part 1, Chapter 20, Subchapter D, Division 1 Rules §20.281 to §20.298, . The HUB Program rules may also be accessed at: https://comptroller.texas.gov/purchasing/vendor/hub/.

It is the policy of HHSC to promote and encourage contracting and subcontracting opportunities with State of Texas-certified Historically Underutilized Businesses (HUBs). Information regarding the HHSC Policy on Using HUBs may be accessed at: https://hhs.texas.gov/doing-business-hhs/contracting-hhs/historically-underutilized-business-opportunities-program.

HUB Subcontracting Plan (HSP) The HHSC HUB Coordinator has reviewed the service requirements of this IFB and has determined that subcontracting opportunities ARE probable for part or all the required services.

Reference for the following Exhibit included as a part of this IFB:

a) Exhibit E – Historically Underutilized Business (HUB) Subcontracting Plan (HSP) Requirements Courtesy Review of HSP A courtesy review by HHSC of a Bidder’s completed HSP is optional and is available to assist Bidders in providing a compliant and responsive HSP. This courtesy review may only identify possible deficiencies.

To request a courtesy review, submit the completed HSP including all supporting documentation in a PDF format by e-mail to the HHSC HUB Program Office by or before the Courtesy Review of HUB Subcontracting Plan deadline in the Schedule of Events, cover page of this IFB.

· E-Mail for Courtesy Review: Cheryl.Bradley@hhs.texas.gov

· E-mail Subject Line: HSP Courtesy Review, IFB No., Due Date HSPs received after the “Courtesy Review of HUB Subcontracting Plan” deadline in the Procurement Schedule (cover page of this IFB) or deadlines established in subsequent Addenda, will not be reviewed and will be returned to the requestor.

The final HSP must be submitted by the Response Deadline identified in the Procurement Schedule (cover page of this IFB) or deadlines established in subsequent Addenda. Responses received without a properly completed HSP will be disqualified.

Pricing Information Pricing Structure Prices offered, as part of the Bidder’s response, must be firm, fixed prices for the life of the Contract.

The pricing must be submitted only using Exhibit C - Pricing Sheet based on the description and the unit of measure(s) provided for each line item. The unit prices must include all IFB requirements, including, but not limited to, labor, equipment, materials, supplies and all related expenses.

Price Adjustments Contractors are required to immediately implement any price decrease that become available during the Contract term. Contractor must notify the designated HHSC Contract Manager in writing so that a Purchase Order Change Notice or Contract Amendment may be processed. The Contractor will be provided the HHS Agency Contract Manager contact information upon award.

Price Adjustment Index Price adjustments are not automatic. Prices only may be adjusted at the sole discretion of HHSC.

HHSC may permit price adjustments when correlated with the index as specified below and as published by the Bureau of Labor Statistics (BLS), Region VI, Washington, DC 20212.

BLS Website: https://data.bls.gov/cgi-bin/srgate CPI-W Urban Wage Earners and Clerical Workers – Series ID: CWURR0000AA0: https://data.bls.gov/timeseries/CWUR0000AA0 CPI-U All Urban Consumers – Series ID: CUUR0000AA0 https://data.bls.gov/timeseries/CUUR0000AA0 When using the most recent monthly information from the index, the following applies:

A = Index from the month of the Response Deadline of this IFB, OR The effective date/month of the last approved price increase or renewal option exercised whichever is later.

B = Current or latest baseline index The allowable percent change must be calculated as follows:

B-A ÷ A x 100% = Percent of allowable price increase or decrease Failure by the Contractor to calculate this formula and provide any supporting documentation will not be considered a properly submitted price increase request and will result in rejection of the price increase request.

The Contractor may offer price decreases in excess of the allowable percent change at any time during the term of the Contract.

Price Adjustment Requests The Contractor must provide, in writing to the HHS Agency Contract Manager, a request for a price adjustment. The adjustment request must be used in the index and formula identified in Section 9.2.1 (Price Adjustment Index). Only contracts with renewals are eligible for CPI increases and must be completed prior to the start of the renewal period.

Contractor must provide supporting documentation to justify any price adjustment. Any request submitted that fails to use the formula above for calculating a price adjustment will not be considered a complete, properly submitted request and will be rejected. Additionally, any request submitted that does not include supporting documentation will not be considered a complete, properly submitted price adjustment request and will be rejected.

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

Discounts If Contractor at any time during the term of the Contract provides a discount on the final contract costs, Contractor will notify HHSC in writing at least ten (10) calendar days prior to the effective date of the discount. HHSC will generate a Purchase Order Change Notice or other Contract Amendment and send a revised Purchase Order or amended Contract to Contractor.

Federal Minimum Wage Adjustments Contractor may request a price adjustment based on an increase in the Federal Minimum Wage Rate, published by the U.S. Department of Labor (USDOL), if applicable.

The request must be submitted to the HHS Agency Contract Manager in writing and include supporting documentation from the USDOL reflecting the increase and the effective date of the increase. HHSC reserves the right to accept or reject the request for an increase.

The effective date for an increase, if approved, will be based on the date of approval by the HHS Agency. Retroactive increases will not be allowed or approved if the USDOL effective date is prior to the date the written request is received by HHSC. Notification of an approved increase in the Contract rate will be provided through a Purchase Order Change Notice or Contract Amendment from the HHS Agency Contract Manager to include the new unit price and effective date for the increase.

Changes to The Contract Following award, additional services or changes, within the scope, or parameters of this IFB, will be added/removed via Purchase Order Change Notice (POCN) or Contract Amendment approved by the HHS Agency and the Contractor.

Contract Term Term of Contract The awarded Contract will be effective on the date the Contract is issued and will expire based on the schedule for delivery of services as outlined in this IFB or by the date or delivery days after receipt of order (ARO) provided by the Bidder.

Initial Contract Term:

Any contract resulting from this IFB will begin Date of Award and expire August 31,2026.

Renewal Option(s) HHSC, at its sole discretion, may renew the Contract for up to 3 Renewal Terms.

Renewal 1 Option: September 1,2026 and expire August 31, 2027.

Renewal 2 Option: September 1, 2027, and expire August 31,2028.

Renewal 3 Option: September 1, 2028, and expire August 31, 2029.

Such renewal(s), if exercised, shall be subject to all the requirements and terms and conditions of the Contract.

Extension Option The HHS Agency, at its sole option and subject to availability of funding, may extend the term of the Purchase Order or other Contract beyond the initial term and all exercised renewal periods for up to one (1) year as necessary to ensure continuity of service, to process a new IFB, to secure a new contract, for purposes of transition to a new Contractor, or as otherwise determined by the HHS Agency.

This extension, if exercised, will require the Contractor to continue performing services in accordance with the Purchase Order Change Notice (POCN) or other Contract Amendment, Contract requirements and all terms and conditions.

Contract Administration/ Purchase Order Administration Contract Manager/Program Lead An HHS Agency Contract Manager or Program Lead will be designated, and the contact information will be provided to the Contractor.

After award of any Contract resulting from this IFB, all communications related to the Contract and requests for changes to the Contract will be processed through the designated HHS Agency Contract Manager.

Performed Services Monitoring

a) The HHS Agency Contract Manager or designee will monitor all work performed by Contractor and shall regularly communicate with the Contractor to address questions, concerns or progress.

b) It is important that the Contractor performs all duties and requirements as stated. Failure to do so may result in termination of the Contract.

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

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

Performance Reporting The HHS Agency Contract Manager is required to report vendor performance for purchases over $25,000 through the Texas Comptroller of Public Accounts (CPA) Vendor Performance Tracking System (VPTS). The VPTS reporting is required throughout the life of a contract and not just at its conclusion. HHSC PCS, at its sole discretion, may submit reports in the VPTS on Contracts under $25,000. The VPTS information and report search may be accessed at: https://www.txsmartbuy.com/vpts Performance Notification – Non-Material Deficiency The HHS Agency may notify Contractor in writing of specific areas of the Contractor’s performance that fail to meet performance expectations, standards, or schedules, but that, in the determination of the HHS Agency, do not result in a material deficiency or delay in the implementation or operation of the services.

Contractor Response to Notification of Non-Material Deficiency The Contractor shall, within three (3) business days (or another date approved by the HHS Agency) of receipt of written notice of a non-material deficiency, provide the HHS Agency Contract Manager a written response that:

a) Explains the reasons for the deficiency, the Contractor’s plan to address or cure the deficiency, and when the deficiency will be cured.

The Contractor’s noncompliance or failure to timely correct the deficiency may result in delayed payment or non-payment as determined by the HHS Agency.

Corrective Action Plan (The Plan) At its discretion, the HHS Agency may require the Contractor to submit a detailed written Corrective Action Plan and include how the Contractor will correct or resolve a performance issue, deficiency, or a breach of this Contract.

The Plan, at a minimum, must include, but is not limited to:

a) A detailed explanation of the reasons for the cited deficiency.

b) The Contractor’s assessment or diagnosis of the cause; and

c) A specific proposal to cure or resolve the deficiency includes a timeline for implementation.

The Plan must be submitted by the deadline set forth at the HHS Agency’s request.

The Plan is subject to HHS Agency approval.

Performance Issues The Contractor shall be required to correct all performance issues reported by the HHS Agency Contract Manager within 48 business hours. The Contractor shall provide a written report detailing the performance issue(s) and resolution. The HHS Agency’s Contract Manager will report/discuss performance deficiencies with the Contractor and seek to achieve resolution of the issues.

Public Information Act – Bidder Requirements Regarding Disclosure Proposals and contracts are subject to the Texas Public Information Act (PIA), Texas Government Code Chapter 552, and may be released to the public upon request. The HHS Agency also is required to post certain contracts and IFB responses on its public website and to provide such information to the Legislative Budget Board for posting on its website.

If Bidder asserts that information provided in its IFB Response is exempt from disclosure under the PIA, Bidder must:

a) Mark Original Proposal

1. Mark the Original Proposal, on the top of the front page, with the words “CONTAINS CONFIDENTIAL INFORMATION” in large, bold, capitalized letters (the size of, or equivalent to, 12-point Times New Roman font or larger); and

2. Identify, adjacent to each portion of the IFB Response, that Bidder claims are exempt from public disclosure, the claimed exemption from disclosure (NOTE: no redactions are to be made in the Original IFB Response).

b) Certify in Original IFB Response - HHS IFB Affirmations (attached as Exhibit A to this IFB) Certify, in the designated section of the HHS IFB Affirmations, Bidder’s confidential information assertion and the filing of its Public Information Act Copy; and

c) Submit Public Information Act Copy of Response

i. Submit a separate “Public Information Act Copy” of the Original Response (in addition to the original and all copies otherwise required under the provisions of this IFB). The Public Information Act Copy must meet the following requirements:

ii. The copy must be clearly marked as “PUBLIC INFORMATION ACT COPY” on the front page in large, bold, capitalized letters (the size of, or equivalent to, 12-point Times New Roman font or larger).

iii. Each portion Bidder claims is exempt from public disclosure must be redacted (blacked out); and

iv. Bidder must identify, adjacent to each redaction, the claimed exemption from disclosure. Each identification provided as required in Subsection (c) of this section must be identical to those set forth in the Original Response as required in Subsection (a)(2), above. The only difference in required markings and information between the Original Response and the “Public Information Act Copy” of the response will be redactions - which can only be included in the “Public Information Act Copy.” There must be no redactions in the Original Response.

By submitting a response to this IFB, Bidder agrees that, if Bidder does not mark the Original IFB Response, provide the required certification in Exhibit A: HHS Solicitation Affirmations, and submit the Public Information Act Copy, Bidder’s IFB Response will be considered to be public information that may be released to the public without notice to the Bidder in any manner including, but not limited to, in accordance with the Public Information Act, posted on the HHS Agency’s public website, and posted on the Legislative Budget Board’s public website.

If any or all Bidders submit partial, but not complete, information suggesting inclusion of confidential information and fail to comply with the requirements set forth in this section, HHSC, in its sole discretion, reserves the right to (1) disqualify all Bidders that fail to fully comply with the requirements set forth in this section, or (2) to offer all Bidders that fail to fully comply with the requirements set forth in this section additional time to comply.

Bidder should not submit a Public Information Act Copy indicating that the entire proposal is exempt from disclosure. Merely making a blanket claim that the entire proposal is protected from disclosure because it contains any amount of confidential, proprietary, trade secret, or privileged information is not acceptable, and may make the entire IFB Response subject to release under the PIA.

IFB Responses should not be marked or asserted as copyrighted material. If Bidder asserts copyright to any portion of its proposal, by submitting a proposal, Bidder agrees to reproduction and posting on public websites by the State of Texas, including HHSC and all other state agencies, without cost or liability.

HHSC will strictly adhere to the requirements of the PIA regarding the disclosure of public information. As a result, by participating in this IFB process, Bidder acknowledges that all information, documentation, and other materials submitted in the Response to this IFB may be subject to public disclosure under the PIA. HHSC does not have authority to agree that any information submitted will not be subject to disclosure. Disclosure is governed by the PIA and by rulings of the Office of the Texas Attorney General. Bidders are advised to consult with their legal counsel concerning disclosure issues resulting from this process and to take precautions to safeguard trade secrets and proprietary or otherwise confidential information. HHSC assumes no obligation or responsibility relating to the disclosure or nondisclosure of information submitted by Bidders.

For more information concerning the types of information that may be withheld under the PIA or questions about the PIA, refer to the most current Public Information Act Handbook published by the Office of the Texas Attorney General or contact the attorney general’s Open Government Hotline at (512) 478-OPEN (6736) or toll-free at (877) 673-6839 (877-OPEN TEX). To access and download the current Public Information Act Handbook, visit the attorney general’s website at https://www.texasattorneygeneral.gov/open-government/members-pub Bidder Waiver – Intellectual Property SUBMISSION OF ANY DOCUMENT TO HHS AGENCY IN RESPONSE TO THIS IFB CONSTITUTES AN IRREVOCABLE WAIVER AND AGREEMENT BY THE SUBMITTING PARTY TO FULLY INDEMNIFY THE STATE OF TEXAS AND THE HHS AGENCY FROM ANY CLAIM OF INFRINGEMENT REGARDING THE INTELLECTUAL PROPERTY RIGHTS OF THE SUBMITTING PARTY OR ANY THIRD PARTY FOR ANY MATERIALS SUBMITTED TO HHS BY THE SUBMITTING PARTY.

Invoicing and Payment HHS System Agency will make contract payments in accordance with Chapter 2251 of the Texas Government Code, commonly known as the Texas Prompt Payment Act. Chapter 2251 governs remittance of payment and contractor remedies for late payment and non-payment.

Bill-to Address The Contract or Purchase Order will include the appropriate bill-to address for the submission of invoices to any HHS Agency requesting services.

Invoice Information Invoices submitted to the HHS Agency must…