ESBD_494238_1774380786869_PCS 121 Addendum #2 HHS0017089 -Canopy and Awning Install.pdf
PDF 2 MB Posted
- Attached to
- Canopy-Shades Install
- Solicitation number
- HHS0017089
- Issued by
- Bexar County, Texas
About this file
This is an addendum document issued by the Texas Health and Human Services Commission (HHSC) Procurement and Contracting Services (PCS) for Solicitation HHS0017089 regarding canopy and awning installation at the San Antonio State Hospital (SASH) facility. The project involves the procurement and installation of shade structures across multiple courtyards, specifically including one 30' x 43' four-post hip canopy for Courtyard 8, one 14' x 14' cantilever umbrella canopy for Courtyard 14, and eight 18' x 18' cantilever umbrella canopies for Courtyards 2, 3, 4, 13, 15, and 17, totaling 20 shade structures. The solicitation due date is March 31, 2026 at 10:30 a.m. Central Time, with an on-site visit conducted on March 7 and March 8, 2026 to allow bidders to assess installation locations and conditions. Addendum No. 2, issued March 24, 2026, provides critical clarifications addressing 18 bidder questions regarding site conditions, installation requirements, equipment access, and project sequencing.
Key project requirements clarified in the addendum include confirmation that surfaces consist of dirt and grass with limited small equipment access in courtyards, prohibition of surface-mounted installations on concrete, requirement that all work in each courtyard be completed before moving to subsequent courtyards for safety reasons, and contractor responsibility for surveying underground utilities. The facility will remain unoccupied until all work is completed in each courtyard, and contractors must drill and pour concrete on the same day to avoid open holes. Double gate access is available for all courtyards, and as-built documentation will be provided to the awarded vendor. The addendum includes a sign-in sheet documenting bidders' conference attendees representing various shade structure manufacturers and installation companies. Respondents must acknowledge receipt of this addendum with their bid submission or face potential disqualification from consideration.
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Addendum No. 2 - Solicitation Q&A
Solicitation Title: Canopy and Awning Install for SASH
Solicitation Number: HHS0017089
Reference (If Applicable)
Question Response
1.
We have a total of 20 shade structures. For each shade structure, what is the surface below (dirt, concrete, asphalt, grass)?
Dirt, and grass
2. Do we have truck access and equipment access?
In the courtyards you only have access for small equipment
Do they want a surface mount install (foo�ngs, rebar, jbolts) ?
No surface mounted installs on concrete
Can you provide plenty of pictures of each shade structure.
Installs are for Can�lever umbrellas and a four (4) post shade structure, no pictures to provide
5 General, Section 7 Scope of work
The SOW stated shade Canopies at Courtyards 2, 3, 4, 8, 13, 14 15, and 17 to improve comfort and protec�on from sun exposure with a total of 20 shade structures.
When we got to the courtyard 3, we were told that the client wanted to cover the door handles as they would get very hot in the a�ernoon. Then someone else from the hospital men�oned installing shade at different areas in the courtyard so there was a place for pa�ents to get some sun protec�on. Please see below picture of our can�lever design shade structure and thought something like that would give the pa�ents a place to site and give them protec�on from the heat. (See Atached Photos)
The Can�lever Umbrellas are the ones that are being requested, and only courtyard 8 will need a 4 post shade structure.
6 General
The problem with installing the shade for just the door handles would be 1- we cannot confirm that throughout the day you will have shade over the door handle as the shade is moving with the sun.2 – this design will block the cameras – the shade structures are designed to provide shade in the heat of the day and as the sun moves provide shadows for shade protec�on
Leadership understands that the door handles will not always be shaded and the cameras will be relocated
General Do we have double gate access for all the courtyards Yes
8 General Do we need to drill and pour concrete that same day for each courtyard as we don’t want open holes covered with plywood
The courtyard will remain unoccupied un�l all work is completed in the courtyard
General
Do we install and complete each courtyard shade structure before moving onto the next courtyard due to safety reasons
Yes, all work needs to be completed at courtyard before moving to the next courtyard
10 General Who will be doing the survey for underground u�li�es?
Do we have as builts?
Awarded vendor should consider on doing the survey for underground u�li�es, and as built can be provided to awarded vendor
Is there a Geotech report that would show the soils condi�ons- hard rock ect
No
Do you have a overall site plan for the overall facility or the various areas?
Yes
13 General
Have they worked with an architect or landscape architect to clearly define the shade scope, sizes and loca�ons? This would make for a more concise scope of work.
No, Mandatory site visits were requested, so that vendors can look at the areas
14 General Are they planning to purchase using a co-opera�ve purchasing agreement such as BuyBoard
Facility is not purchasing anything
15 General Kindly share the sign-in sheet
See attached
16 General Also, do you have a previous bid tab for similar work or this type of work that you can share? we don't have any bid tabs for similar work.
Bobby
17 General Will each yard receive a canopy including 14-16? Only 14, not 16
18 General What is the coverage of each canopy in each yard. clarify canopy loca�on and coverage
Loca�on shown at site visit for coverage and dimensions on solicita�on.
Courtyard 8- 30' x 43'
Courtyard 14 - 14'x 14'
All other courtyards will take 18' x 18' fe
Health and Human
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Procurement and Contracting Services (PCS)
On-Site Visit Sign-In She at h
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Procurement Number: HHSO017089
Procurement/Service Name:
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Address:
Meeting Room:
Name Please Print
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Date of On Site Visit(S): 03/88/2026 10:00 AM
| Address:
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Effective 07/15/2016 Revised 01/23/2024
Procurement and Contracting Services, 1100 W. 49th Street, Austin, TX 78756
Form
PCS 121
SOLICITATION ADDENDUM ACKNOWLEDGEMENT FORM
Solicitation Due Time
PCS Contact Information
Description of Addendum
THIS ADDENDUM NOW BECOMES A PART OF THE ORIGINAL SOLICITATION RETURN ADDENDUM ACKNOWLEDGMENT FORM AS INSTRUCTED, FAILURE TO DO SO MAY RESULT IN DISQUALIFICATION OF RESPONSE.
1.
Acknowledge receipt of this addendum by signing and returning this addendum with your solicitation response in accordance with the submission options outlined in the solicitation.
2.
If respondent has submitted the response prior to addendum, respondent may email the signed addendum to pcsbids@hhsc.state.tx.us prior to the solicitation due date and time.
9.0.0.2.20101008.1.734229 a.m.
CurrentPage:
TextField28: kimberly.andrews@hhs.texas.gov
DueDate: 2026-03-31
Minute: 30
Hour: 10
AddendumNo:
AddendumDate: 2026-03-24
TextField30: 9723376254
TextField32: PCS 121 Addendum for bidders questions and answers- Answers posted to the ESBD.
Associate Commissioner, PCS:
DateTimeField1:
TextField31:
File details come from the government source that posted it. Updated .