ESBD_484266_1768942907838_RFP 2601-003 Supply Room Equipment.pdf

Request for Proposals (RFP) 2601-003 Storage Room Equipment

January 20, 2026

Contact: Central Health Purchasing Office 1111 E. Cesar Chavez St. Austin, TX 78702 Jay Dancer, Senior Purchasing Analyst Phone: 512-380-3667 Email: CHPurchasing@centralhealth.net

PROPOSALS DUE: February 11, 2026 - 2:00 P.M. Prevailing Central Time mailto:CHPurchasing@centralhealth.net

RFP 2601-003 Storage Room Equipment P a g e 2

RFP Summary:

Central Health is seeking proposals for storeroom supply catalogs that primarily include shelving, cabinets, bins, and carts for the implementation of a 2-bin inventory program required for a system-wide supply closet restructuring project.

This Request for Proposals is intended to identify Responsive and Responsible Suppliers who may provide best value products and services described in Exhibit A: Scope of Work.

Contract Duration: one (1) year initial term with four (4) 12-month renewal options.

Contract Award: Central Health desires to award multiple Delivery Order Contracts.

Action Date Time Responsibility Location / Details

Solicitation Issue Date Tuesday, January 20, 2026 5:00 PM Central Health Bidnet and Electronic State Business Daily ("ESBD")

Question Submittal Friday, January 30, 2026 5:00 PM Proposers Bidnet or CHpurchasing@centralhealth.net

Question Response Tuesday, February 3, 2026 5:00 PM Central Health Bidnet and ESBD

Proposal Submission Wednesday, February 11, 2026 2:00 PM Proposers Bidnet or 1111 E. Cesar Chavez, Austin TX 78702

Protest Deadline See Section II.A.11 Proposers

RFP 2601-003 Storage Room Equipment Procurement Schedule

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

Request for Proposals

P a g e 3

PROPOSAL INSTRUCTIONS

Proposers should note that this Request for Proposals (RFP) is published and accessible through electronic means.

Proposers who received notification of this solicitation by means other than through any of the three websites listed below should register with Bidnet in order to receive timely notification of any addenda, amendment, and/or other forms of information that may be issued prior to the solicitation submittal date:

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

Proposal Submissions: Proposers are strongly encouraged to submit proposals online via Bidnet. Submission via Bidnet is the preferred method of submission.

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

DUE TO STAFF HYBRID WORK SCHEDULES AND CURRENT BUILDING ACCESS RESTRICTIONS, IF YOU PLAN TO DELIVER A PRINTED COPY TO THE PURCHASING OFFICE, YOU MUST CONTACT THE PROCUREMENT AUTHORITY PRIOR TO DELIVERY. The printed Proposal with any supporting and/or sample documentation must be delivered in a sealed container that is labeled and addressed as follows:

Attn: RFP 2601-003 Storage Room Equipment Central Health - Purchasing Office 1111 East Cesar Chavez Street Austin, TX 78702

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

It is the Proposer’s sole responsibility to ensure that it obtains any and all addenda and/or amendments to this RFP; addenda and amendments will be posted on Bidnet the day they are released. In the event of a conflict between a version of the RFP in the Proposer’s possession and the version maintained by Central Health, the version maintained by Central Health will control.

All Proposals will be submitted and/or delivered on or before the closing date and time for receipt of Proposals.

Proposals received at the designated location after the published time and date will not be considered.

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

P a g e 4

TABLE OF CONTENTS

I. INTRODUCTION

A. Entity Background B. Purpose of Request for Proposals C. Procurement Authority D. Definition of Terminology A. Pre-proposal Conference (RESERVED, not applicable to this RFP) B. Deadline to Submit Questions C. Response to Written Questions D. Submission of Proposal E. Proposal Evaluation F. Selection of Finalists G. Best and Final Offer of Short-listed Finalists H. Contract Award I. Protest Deadline

III. PROPOSER RIGHTS AND OBLIGATIONS

A. Rights

Amending Proposals Withdrawing Proposals Designating Proposal Contents as Confidential or Proprietary

B. Obligations

1. Conditions and Contract Terms Associated with RFP

2. Costs Associated with Procurement

3. Electronic Mail Address

4. Identification and Selection of Subcontractors

5. Business Development Program and Good Faith Effort

6. Suspension and Debarment Certification

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

8. Certificate of Interested Parties (Form 1295)

9. Good-Faith Negotiations

IV. CENTRAL HEALTH RIGHTS

Summary of Rights Termination of RFP

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

V. PROPOSAL FORMAT AND ORGANIZATION

A. Proposal Format

Proposal Organization Letter of Transmittal – Required Table of Contents - Optional Proposal Summary - Optional Response to Narrative Prompts – Required

P a g e 5

Completed Exhibit B: Cost Proposal - Required Completed and Signed Acknowledgement of Receipt Form - Required Completed Business Development Form - Required Completed and Signed Conflict of Interest Questionnaire (CIQ) – Required upon selection Completed and Signed Certificate of Secretary – Required if Proposer is a corporation

Completed Insurance Coverage Form - Required Other (optional) supporting material (may be included)

VI. PROPOSAL CONTENT REQUIREMENTS

A. Proposal Narrative Prompts

Exhibit A: Scope of Work Attached

Exhibit B: Cost Proposal Attached

Exhibit C: Acknowledgement of Receipt Attached

Exhibit D: Business Development Form Attached

Exhibit E: Conflict of Interest Questionnaire Attached

Exhibit F: Certificate of Secretary Attached

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

Exhibit H: Not Used N/A

Exhibit I: Certificate of Interested Parties Attached

Exhibit J: Not Used N/A

Exhibit K: Insurance Coverage Attached

P a g e 6

I. INTRODUCTION

A. Entity Background The Travis County Healthcare District d/b/a Central Health (“Central Health” or the “district”) is a hospital district created under Chapter 281 of the Texas Health and Safety Code that is responsible for providing or arranging for the provision of hospital and medical care to low-income residents of Travis County.

Central Health’s mission is to improve the health of the community by caring for those who need it most

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

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

B. Purpose of Request for Proposals

Central Health is seeking proposals for storeroom supply catalogs that primarily include shelving, cabinets, bins, and carts for the implementation of a 2-bin inventory program required for a system-wide supply closet restructuring project. Proposers should provide catalogs that also demonstrate availability of auxiliary supply room equipment. Auxiliary equipment may be, but not limited to shelving dust covers, shelf liners, or replacement shelf components.

This Request for Proposals is intended to identify Responsive and Responsible Suppliers who may provide best value products and account terms as described in Exhibit A: Scope of Work.

Once a project for which equipment and services is identified and required, Central Health’s Procurement staff will select the best value company based on their proposal, manufacturer lines, self-reported services, and business account terms to provide a firm quote to order. If the project team requires more information prior to committing to a quote to order, Central Health may ask for further clarification, including but not limited to a product demonstration, supporting cut sheets, or other supporting documentation.

A contract amendment or purchase order may be awarded to a single or multiple Suppliers for specified projects, depending on equipment availability and service capability. If a Best Value Supplier substantially deviates from their initial proposal offerings once a quote to order is requested, Central Health may rescind the Supplier’s designation as Best Value, Responsive, or Responsible, and will select another Supplier for a quote to order.

Central Health expressly reserves the right to reject any or all proposal part(s) of any proposal received in response to this RFP and/or to solicit and contract with other entities for provision of the services related to this RFP. It is not guaranteed that any Proposer will be awarded a Project if they are identified as a Responsive, Responsible, or Best Value Supplier.

Central Health’s sample contract with required terms and conditions is attached as Exhibit G (Sample Contract). Responding to the RFP represents the Respondent’s acceptance of the Sample Contract, and

P a g e 7 all its terms and conditions, as the Contract to be entered into for work on any future project. If a Supplier would like to make any revision request, those requests must be expressly stated on Exhibit C (Acknowledgement of Receipt) Form. Substantial contract revision requests made after the Proposal Submissions Due date may be grounds for Determination that the Proposer is Non-Responsive or Non- Responsible and disqualify their proposal from further consideration.

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

RFP 2601-003 Storage Room Equipment Central Health – Purchasing Office 1111 East Cesar Chavez Street Austin, TX 78702 CHpurchasing@centralhealth.net

Any inquiries or requests regarding this procurement should be submitted to the Procurement Authority as identified on Bidnet and Central Health’s Website: http://www.centralhealth.net/finance/purchasing.

Inquiries must reference the solicitation number on any and all correspondence. Proposers shall ONLY contact the Procurement Authority regarding this procurement. Proposers shall NOT contact individual Central Health Board Members, Central Health executive team leaders or staff regarding this solicitation.

Such contact may result in disqualification of the Proposer initiating the contact.

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

“BAFO” request for a Best and Final Offer.

"Bidnet Website" is the following link:

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

"Central Health Website" is the following link:

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

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

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

"Determination" means the written documentation of a decision by the Procurement Authority, including findings of fact supporting a decision. A Determination becomes part of the procurement file.

"Desirable" means that the terms “may”, “can”, “should”, “preferably”, or “prefers” identify a Desirable or discretionary item or factor (as opposed to “Mandatory”).

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

mailto:CHpurchasing@centralhealth.net http://www.centralhealth.net/finance/purchasing

P a g e 8

“ESBD” is the Electronic State Business Daily at the following link: https://www.txsmartbuy.com/esbd

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

"Mandatory" means that the terms “must”, “shall”, “will”, “is required”, or “are required” identify a Mandatory item or factor (as opposed to “Desirable”). Failure to meet a Mandatory item or factor will result in the rejection of the Proposer's Proposal.

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

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

"Procurement Authority" means a person or designee authorized by Central Health to manage or administer a procurement requiring the evaluation of the RFP Proposal. For this RFP such person or designee will also perform the evaluation of Proposals.

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

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

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

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

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

II. PROCUREMENT SCHEDULE

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

A. Pre-proposal Conference (RESERVED, not applicable to this RFP) https://www.txsmartbuy.com/esbd

P a g e 9

B. Deadline to Submit Questions All Proposers are expected to carefully examine this RFP. Any ambiguities or inconsistencies therein should be brought to the attention of the Procurement Authority as described in this RFP. Additionally, it is the responsibility of the Proposer to obtain clarification of any information contained herein that is not fully understood. Proposers may submit written questions by email to the address listed on the coversheet or via Bidnet.

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

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

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

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

The date and time of receipt will be recorded on each printed Proposal. The Proposal must be addressed and delivered to the Procurement Authority in a sealed container at the address listed in 1.C above.

Proposals submitted by facsimile or other electronic means will not be accepted.

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

E. Proposal Evaluation The Procurement Authority will evaluate the Proposals. The Procurement Authority may initiate discussions with Proposers who submit Responsive or potentially Responsive Proposals, but Proposals may be accepted and evaluated without such discussion. While Proposers may initiate requests for clarifications pursuant to above, general discussions SHALL NOT be initiated by the Proposers.

F. Selection of Finalists The evaluation process may be conducted in two steps. In step one, the Procurement Authority may determine and issue a Notice of Intent to Negotiate to clarify and further evaluate written Proposals for Responsiveness, Responsibility, and Best Value. Based on the outcome of the Notice of Intent to Negotiate, the Procurement Authority, as a second step, may proceed to issuance of a Notice of Intent to Award. Both Notices are subject to the execution of a written contract. Central Health reserves the right to cancel any or all notices prior to the execution of a written contract with any Proposer.

G. Best and Final Offer of Short-listed Finalists As part of step one of the selection process, Notice of Intent to Negotiate, Central Health, at its sole discretion, may determine that it is necessary to obtain Proposal clarifications from the Proposer. The purpose of a Best and Final Offer, if conducted, is to ensure the Procurement Authority’s understanding

P a g e 10 of the Proposals and Proposer’s qualifications.

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

As of the date of issuance, multiple awards are contemplated.

I. Protest Deadline Protest of Contract award by a Proposer that was not recommended for same must be submitted in writing to the Procurement Authority within ten (10) calendar days after Central Health notifies Proposers of a Contract award. The written protest must clearly set forth the arguments supporting the protest and, if desired, should include a request for an expedited hearing with the Procurement Authority. The Procurement Authority will rule on the protest in writing within ten (10) business days from the date it receives the written protest and any hearing. Any appeal of the Procurement Authority’s decision must be made within ten (10) calendar days after receipt thereof and submitted to the Procurement Authority, who will present the matter for final resolution to the Central Health President and CEO or his/her designee. The Proposer will be notified of the time and place the appeal is to be heard and afforded an opportunity to present evidence to the Central Health President and CEO or his/her designee in support of the appeal. Central Health's decision on appeal is final.

Protests received after the deadline will not be accepted.

III. PROPOSER RIGHTS AND OBLIGATIONS

A. Rights Amending Proposals

Any Proposer may submit an amended Proposal before the deadline for receipt of Proposals. Such amended Proposals must be complete replacements for a previously submitted Proposal and must be clearly identified as such in the transmittal letter. Central Health will not merge, collate, or assemble Proposal materials.

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

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

B. Obligations

1. Conditions and Contract Terms Associated with RFP Proposers must indicate their acceptance of all conditions governing the RFP in their letter of transmittal.

However, a Proposer’s failure to do so will not operate to exempt Proposer from these conditions, as the act of submission itself constitutes acceptance of the conditions, including the evaluation criteria

P a g e 11 contained in section VII. EVALUATION CRITERIA of this RFP.

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

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

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

4. Identification and Selection of Subcontractors The term subcontractor includes sub-consultants. Proposer’s intended use of subcontracts must be clearly explained in its Proposals, and major subcontractors must be identified by name. The awarded Proposer will be wholly responsible for the entire performance of the Contract, whether or not subcontractors are used, and Proposer expressly acknowledges that in entering into such subcontract(s), Central Health is in no manner liable to any subcontractor(s). Awarded Proposer further acknowledges that Central Health will make Contract payments only to the awarded Proposer.

5. Business Development Program and Good Faith Effort Proposers are asked to make a "good faith effort" to take all necessary and reasonable steps to ensure that certified businesses (see next paragraph) have the maximum opportunity to participate in the performance of any Contract that results from this RFP as subcontractors.

Certified business status may include, but not be limited to Historically Underutilized Business(“HUB”), Minority/Women-Owned Business Enterprises (“MBE/WBE”), Veteran Owned Small Business (“VOSB”), or Disadvantaged Business Enterprise (“DBE”) source by a recognized governmental program, such as:

• City of Austin Municipal Government;

• Texas Unified Certification Program; or

• State of Texas; or

• Other public certification entity recognized by Travis County, Texas

Any subcontractor who Proposer intends to subcontract with at the time of Proposal submission and that is identified, as a certified business will be required to submit a copy of its certification with this Proposal.

Central Health reserves the right to verify any entity's certification status prior to Contract award.

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

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

P a g e 12 given a local government officer of Central Health or a family member of same one or more gifts having an aggregate value as specified in Exhibit E or (iii) has a family relationship with a local government officer of Central Health. For additional information concerning filling out the CIQ, see https://www.ethics.state.tx.us/forms/conflict/.

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

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

For more information, visit:

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

9. Good-Faith Negotiations The Procurement Authority or designee will participate in all discussions with Proposers. Discussions will only be conducted with responsible Proposers who submit Responsive Proposals to the RFP, which are determined to be reasonably acceptable of being selected for award. Those Proposers will be accorded fair and equal treatment with respect to any opportunity for discussion and revision of Proposals.

Proposers may be required to submit additional information and/or clarify previously submitted information during negotiations. Revisions and supplements to Proposals may also be permitted after submission and before Contract award for the purpose of obtaining BAFOs in Central Health’s sole discretion. Any BAFO, as well as the entire Proposal, will become part of Central Health’s awarded Contract.

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

IV. CENTRAL HEALTH RIGHTS

Summary of Rights Central Health may:

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

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

3. Award a Contract on the basis of an initial Proposal received without discussions or requests for

Best and Final Offers;

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

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

6. Award more than one Contract; and/or

7. Not award any Contract.

Termination of RFP

This RFP may be canceled at any time and any and all Proposals may be rejected in whole or in part if https://www.ethics.state.tx.us/forms/conflict/ https://www.ethics.state.tx.us/filinginfo/1295/

P a g e 13

Central Health determines such action to be in Central Health’s best interest.

C. Waive Minor Irregularities The Procurement Authority reserves the right to waive minor irregularities (e.g. Proposer submits the incorrect number of Proposal copies or does not sign all Proposal copies) in the Proposals. The Procurement Authority also reserves the right to waive certain, non-mandatory requirements contained herein if the Proposal otherwise meets the mandatory requirements and/or waiving the minor irregularity does not otherwise materially affect the procurement. This right may be exercised at the Procurement Authority’s sole discretion.

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

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

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

G. Investigate Proposers The Procurement Authority may make such investigations as necessary to determine the qualifications and ability of the Proposer to adhere to the requirements specified within this RFP. The Procurement Authority will reject any Proposal that is submitted by a Proposer who it deems unqualified or who otherwise fails to submit a responsive Proposal. Central Health may also investigate a Proposer’s prior contract relationships, contact references provided by Proposer, and explore and consider prior public statements or actions by a Proposer or any of its key personnel that may be relevant to the performance of the tasks in the RFP or the ability of the Proposer to perform such tasks.

H. Request Change in Proposer Representatives Central Health reserves the right to require a change in the representatives that Proposer submits with the Proposal, if the assigned representatives are not, in the opinion of Central Health, able to adequately meet Central Health’s needs.

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

V. PROPOSAL FORMAT AND ORGANIZATION

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

P a g e 14

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

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

Letter of Transmittal – Required

a. Identify the submitting organization;

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

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

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

e. Explicitly indicate acceptance of Sections II through IV of this RFP;

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

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

Table of Contents - Optional Proposal Summary - Optional Response to Narrative Prompts – Required Completed Exhibit B: Cost Proposal - Required Completed and Signed Acknowledgement of Receipt Form - Required Completed Business Development Form - Required Completed and Signed Conflict of Interest Questionnaire (CIQ) – Required upon selection Completed and Signed Certificate of Secretary – Required if Proposer is a corporation Completed Insurance Coverage Form - Required Other (optional) supporting material (may be included)

The forms listed behind the numbers 5, 6, 7, 9 and 10 must be thoroughly completed, executed and witnessed, if and as required, and included in the appropriate section of the Proposal. Proposals must include all Attachments and Exhibits in order to be considered Responsive.

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

VI. PROPOSAL CONTENT REQUIREMENTS

Proposers must respond in the form of a detailed narrative to each of the narrative prompts, contained below, in Item A: Proposal Narrative Prompts and complete the cost proposal, Exhibit B: Cost Proposal.

Responses to prompts contain information directly related information provided in Exhibit A: Scope of Work and in Exhibit B: Cost Proposal. The narratives, along with supporting materials will be evaluated for compliance with the RFP requirements.

Failure to respond to the following mandatory narrative prompts will result Proposal being deemed unresponsive and will be disqualified.

P a g e 15

A. Proposal Narrative Prompts

1. Is your company a participant in an interlocal cooperation contract or a purchasing cooperative formed under Texas Government Code Chapter 791?

a. If a cooperative member, name the cooperative and contract number for reference.

2. Staffing Qualifications

a. Please identify sales team members who will be Central Health’s account representatives.

b. Is the sales team located in Austin, Travis County, Texas?

i. If not, where are they located?

3. Location for Warehouse and Storage Spaces Used & Equipment Logistics

a. Provide information on your office location and how your group plans to provide services in the

Austin area.

i. Provide information on any warehouses or storage spaces your facility utilizes (clearly indicate if these are owned/leased or spaces contracted temporarily by your group).

b. Describe your group’s handling of equipment logistics.

4. Ability to Meet Deadlines

a. Describe your group’s ability to meet timelines set by a client and client’s third-party representatives (i.e. standard turnaround time for quotes, RMAs, lead times from PO receipt to order acknowledgement)

5. Additional Equipment Terms and Conditions

a. Purchase Agreements. Provide sample, if available.

b. Freight Terms.

c. Unit discounts for bulk ordering.

d. RMA/RGA process and terms.

e. Clearly indicate the product associated to any maintenance agreement and/or warranty in addition to the pricing listed on Exhibit B: Cost Proposal.

EXHIBIT A

Scope of Work

I. Project Information

Central Health, in collaboration with CommUnityCare Health Centers, is transitioning from a decentralized supply chain system to a centralized supply chain system. The contracted supplier will be instrumental in providing consistent, quality equipment and fixtures in accordance with project schedules as they are developed, to reconfigure all supply rooms to support a two-bin inventory storage system for all clinics and clinical training sites. Supplier must be able to reliably serve the areas in, and directly adjacent to, Travis County and City of Austin. The supplier must be available to Central Health for sourcing equipment and fixtures for the term of the awarded contract.

As of the date of this solicitation, Central Health and CommUnityCare Health Centers have approximately 42 existing and planned sites. These sites are not of the same square footage or floorplan, so equipment list components and quantities provided by the project team will vary once a survey is completed from each site.

II. Sample Storage Room Equipment List Below is a list of equipment Central Health is currently seeking for system facility sites. These specifications are considered foundational system standards for the Central Health for the reconfiguration project. Supplier must be able to meet these specifications exactly and have items in regular stock. More items may be added depending on discovery of site-specific requirements.

• Chrome Wire Shelving Unit, 72"W x 24"D x 86"H o Additional Chrome Wire Shelving o Plastic shelf liners, 1/16 mm thickness

• Chrome Wire Shelving Unit, 24"W x 24"D x 86"H

• Chrome Wire Shelving, 60"W x 18"D x 72"H

• Industrial Grade, locking storage cabinets, gray

• Storage Bins, Blue

• Utility or Supply Carts

• Cover for Wire Shelf & Utility Carts

III. Equipment Purchasing Process, Shipping, and Returns Expectations

a. Once the equipment and fixtures are determined for each site, a Purchase Order will be issued specific to that site for shipment and receiving. The contract reference number will not be considered valid for payment. The terms and conditions of the solicitation and contract will be enforced on each Purchase Order issued.

b. Once a Purchase Order is issued, the Supplier must be able to provide an Order Acknowledgement with follow-up to update Central Health with estimated ship dates and tracking information as the information becomes available.

c. Due to the cumulative value of this project, shipments must be Freight- Allowed to Central Health.

d. In the event that there are shipping incidents – delays, damage, mis-deliveries, losses – the Supplier will represent Central Health and facilitate timely remediation.

e. If a product cannot be delivered by the required date, the Supplier must notify Central Health immediately and provide alternate solutions. If the solution offered is not satisfactory to the Central Health Project team, without penalty (cancellation/restock fees) to Central Health, Central Health may withdraw the order and award the order to another contracted Supplier.

f. The terms of the Supplier’s Return Materials Authorization (RMA) or Return Goods Authorization (RGA) must be provided and clearly communicated to Central Health prior to Purchase Orders being placed. RMA/RGA terms and conditions disclosed will be included in the contract record.

IV. Account Management Requirements

a. Suppliers should have reliable and accessible points of contact for Central

Health’s Project Managers, Accounting, and Procurement departments.

Specific contacts should be provided for each functional area. Should there be a change in points of contact, Central Health’s Purchasing Office must be notified immediately to update the contract record and disseminate the information to the departments.

b. It is desired, but not required, to have online catalogs and purchasing abilities made available to Central Health by the Supplier.

c. In the event there is an order discrepancy, Central Health requires Supplier to respond with feedback in 1 business day and the issue to be resolved within 5 business days.

Exhibit C Acknowledgment of Receipt Form

In acknowledgment of receipt of this Request for Qualifications, the undersigned agrees that he/she has received a complete copy, beginning with the title page and Table of Contents and Exhibits.

The acknowledgment of receipt should be signed, returned, and included with the Respondent's submittal. Complete (Legal) Name of Proposer:

Proposer Tax Identification Number:

Business Address:

Telephone Number:

Type of Organization: Individual Partnership Corporation Association

Other (please describe)

If incorporated, state of incorporation:

Date organization was formed (month/year):

The number of years providing services/systems similar to those requested in this Solicitation:

Description of Proposer’s organization, locations, and number of staff (including subcontractors as applicable) that will provide services/support outlined in this Solicitation):

Please certify the following by placing an “X” in the appropriate column:

Certification Yes No Is Proposer/Respondent currently in the process of filing for bankruptcy?

Has Proposer/Respondent filed for bankruptcy within the past five (5) years?

Is the Proposer/Responder delinquent on any taxes owed to Travis County?

Do you certify that the Proposer/Responder is not currently under suspension or debarment by any governmental entity (City of Austin/state/federal government)?

Do you acknowledge that if the Proposer/Responder is currently under suspension or debarment, its submittal may not be considered?

Acknowledged Addenda of

Individual authorized to bind Proposer/Respondent to contract:

Name/Title:

Telephone: E-mail:

Point of contact information for this Solicitation (if different from authorized individual):

Name/Title:

Telephone: E-mail:

Contract Terms and Conditions

The contract terms and conditions identified in the Exhibit G, the Contract Template of this Solicitation, will form the contract resulting from this Solicitation, and the Proposer /Respondent’s submission will be incorporated into the contract. Please identify whether there are any requested exceptions or deviations.

I do not request any exceptions or deviations to the stated contract terms.

I request the following exceptions or deviations to the stated contract terms.

Litigation History:

Description of litigation to which the firm has been a party in the most recent five-year period. Please include the following details:

1) Name of case

2) Date filed

3) Court in which filed

4) Judgment or result

(Continued on Next page)

Important: The Proposer/Respondent must respond to all questions. The Proposer/Respondent may attach additional documents to the questionnaire to provide additional details.

Authorized Respondent Signature Date

Printed Name Title

ATTACHMENT D

Business Development Form

The Travis County Healthcare District’s policy is to include Minority Business Enterprise (MBE), Women Business Enterprises (WBE), and Veteran Owned Small Business (VOSB) in its procurement process and to provide equal opportunities for Minority, Women, & Veteran owned businesses to participation in the provision of supplies, services, equipment and construction projects required by the District. As such, the District seeks to ensure that a “good faith effort” is made to assist certified HUB vendors and contractors in its award of contracts and subcontracts.

To be considered as a “Certified Contractor/Vendor”, the contractor/vendor must have been certified by and hold a current and valid certification from any of the following certifying agencies recognized by the District: the Texas Building and Procurement Commission (State of Texas); City of Austin; the Texas Unified Certification Program (TUCP), which includes six (6) certifying agencies; and San Antonio; South Central Texas Regional Certification Agency (SCTRCA).

Suggested directories to assist proposers in identifying potential Minority, Women, & Veteran owned businesses to meet the District’s “good faith effort” requirement include: State: https://comptroller.texas.gov/purchasing/vendor/hub/ City: https://www.austintexas.gov/department/small-and-minority-business-resources-0 TUCP: https://www.txdot.gov/business/disadvantaged-small-business-enterprise/additional-details-on-dbe-interim-final-ruling.html SCTRCA: https://sctrca.org/

**Please complete page 2 - Disclosure of Certified Subcontractors**

Estimated percentage of the bid (proposal) that is to be subcontracted with Certified sources: %

Proposer Declaration Is your company certified as an MBE/WBE/VOSB source? Yes No. If yes,

1. Attach your certification to this form and return it in the proposal;

2. Identify the certification agency by checking all that apply;

State of Texas Comptroller HUB Program

City of Austin; SCTRCA; or TUCP

3. Identify Certified Status (Gender & Ethnicity):

______________________________: Use this space to state the certifying agency, if not listed https://comptroller.texas.gov/purchasing/vendor/hub/ https://www.austintexas.gov/department/small-and-minority-business-resources-0 https://www.txdot.gov/business/disadvantaged-small-business-enterprise/additional-details-on-dbe-interim-final-ruling.html https://www.txdot.gov/business/disadvantaged-small-business-enterprise/additional-details-on-dbe-interim-final-ruling.html https://sctrca.org/

ATTACHMENT D

Business Development Form

Disclosure of Subcontractors

Sub Company Name: EIN/VID #:

Address: City: State: Zip Code:

Contact: Phone No.: Fax No.: E-mail:

Subcontract Amount: Percentage: Description of Work:

Is the company certified?

□ Yes ☐ No Indicate Certification:

Certifying Agency (Check all applicable). If another Agency, list below:

State of Texas https://comptroller.te xas.gov/purchasing/v endor/hub/

(HUB) ☐

City of Austin https://www.austinte xas.gov/department/ certification-division

(M/WBE) ☐

South Central Texas Regional Certification Agency https://sctrca.org/ ☐

Sub Company Name: EIN/VID #:

Address: City: State: Zip Code:

Contact: Phone No.: Fax No.: E-mail:

Subcontract Amount: Percentage: Description of Work:

Is the company certified?

□ Yes ☐ No

Indicate Certification:

Certifying Agency (Check all applicable). If another Agency, list below:

State of Texas https://comptroller.te xas.gov/purchasing/v endor/hub/

(HUB) ☐

City of Austin https://www.austinte xas.gov/department/ certification-division

(M/WBE) ☐

South Central Texas Regional Certification Agency https://sctrca.org/ ☐

Sub Company Name: EIN/VID #:

Address: City: State: Zip Code:

Contact: Phone No.: Fax No.: E-mail:

Subcontract Amount: Percentage: Description of Work:

Is the company certified?

□ Yes ☐ No Indicate Certification:

Certifying Agency (Check all applicable). If another Agency, list below:

State of Texas https://comptroller.te xas.gov/purchasing/v endor/hub/

(HUB) ☐

City of Austin https://www.austinte xas.gov/department/ certification-division

(M/WBE) ☐

South Central Texas Regional Certification Agency https://sctrca.org/ ☐ https://comptroller.texas.gov/purchasing/vendor/hub/ https://comptroller.texas.gov/purchasing/vendor/hub/ https://comptroller.texas.gov/purchasing/vendor/hub/ https://www.austintexas.gov/department/certification-division https://www.austintexas.gov/department/certification-division https://www.austintexas.gov/department/certification-division https://sctrca.org/ https://comptroller.texas.gov/purchasing/vendor/hub/ https://comptroller.texas.gov/purchasing/vendor/hub/ https://comptroller.texas.gov/purchasing/vendor/hub/ https://www.austintexas.gov/department/certification-division https://www.austintexas.gov/department/certification-division https://www.austintexas.gov/department/certification-division https://sctrca.org/ https://comptroller.texas.gov/purchasing/vendor/hub/ https://comptroller.texas.gov/purchasing/vendor/hub/ https://comptroller.texas.gov/purchasing/vendor/hub/ https://www.austintexas.gov/department/certification-division https://www.austintexas.gov/department/certification-division https://www.austintexas.gov/department/certification-division https://sctrca.org/

Revised 11/30/2015Form provided by Texas Ethics Commission www.ethics.state.tx.us

FORM CIQ

OFFICE USE ONLYThis questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session.

This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the vendor meets requirements under Section 176.006(a).

By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the vendor becomes aware of facts that require the statement to be filed. See Section 176.006(a-1), Local Government Code.

A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An offense under this section is a misdemeanor.

CONFLICT OF INTEREST QUESTIONNAIRE

For vendor doing business with local governmental entity

Date Received

A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income, other than investment income, from the vendor?

Yes No

B. Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer or a family member of the officer AND the taxable income is not received from the local governmental entity?

Yes No

Check this box if the vendor has given the local government officer or a family member of…