ESBD_498784_1775671268067_Solicitation HHS0017028 IFB.pdf

PCS 137 - SERVICES

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Stephanie Muth , Executive Commissioner

Invitation for Bids (IFB) for

The storage of Durable Medical Equipment, tracking of deployment, and retrieval as necessary for DSHS.

IFB No. # HHS0017028

NIGP Class/Item No(s): 971-70 Storage Space Rental or Lease

971-91 Warehouse Rental or Lease

990-36 Emergency Facility Support Management

958-94 Warehouse Management Services

958-88 Supply Chain Management Services

962-24 Courier/Delivery Services, Including Air Courier Services

962-86 Transportation of Goods, Shipping and Handling, and Other Freight

Services

958-47 Freight Management Services

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

IFB Date Posted to ESBD April 9, 2026

Optional Vendor Conference April 16, 2026, 10:00 AM

Questions or Clarifications Submission Deadline April 17, 2026, 4:00 PM

Responses to Questions or Clarifications - Addendum posted on the ESBD April 22, 2026

Response Deadline: Responses to this IFB must be received April 29, 2026, 10:30 AM

Anticipated Contract Start Date July 1, 2026

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Table of Contents 1 Introduction and Purpose of IFB

1.1 Authority

1.2 Historical Monetary Value

1.3 No Guarantee of Volume, Usage or Compensation

1.4 Negotiation, Exceptions or Assumptions

1.5 IFB Components

2 Procurement Schedule 3 Withdrawal or Amendment of Response 4 HHSC Overview 5 Definitions 6 General IFB Information

6.1 Sole Point of Contact and Communications

6.2 Exception to the Sole Point of Contact

6.3 Binding Offer Period

6.4 Costs Incurred

6.5 Changes, Modifications and Cancellation

6.6 Ambiguity, Conflict, Discrepancy

6.7 IFB Questions or Clarifications

6.8 Notification of Addenda or Cancellation

6.9 Pre-Bid Meeting ADA Accommodations

7 Scope of Work (SOW)

7.1 Scope of Services to be Performed

8 HUB Subcontracting Plan (HSP) Requirements

8.1 HUB Subcontracting Plan (HSP)

9 Pricing Information

9.1 Pricing Structure

9.2 Price Adjustments

10 Changes to The Contract 11 Contract Term

11.1 Term of Contract

11.2 Initial Contract Term:

11.3 Renewal Option(s)

11.4 Extension Option

12 Contract Administration/ Purchase Order Administration

12.1 Contract Manager/Program Lead

12.2 Performed Services Monitoring

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12.3 Performance Reporting

12.4 Contractor Response to Notification of Non-Material Deficiency

12.5 Corrective Action Plan (The Plan)

12.6 Performance Issues

12.7 Public Information Act – Bidder Requirements Regarding Disclosure

12.8 Bidder Waiver – Intellectual Property

13 Invoicing and Payment

13.1 Bill-to Address

13.2 Invoice Information

13.3 Payment

13.4 Invoice Submission

13.5 Disputed Invoice(s)

14 Insurance Requirements

14.1 Specific Insurance Requirements

14.2 Alternative Insurability

15 Screening of Responses

15.1 Administrative Screening

15.2 Irregularities

16 Evaluation

16.1 Evaluation of Responses

16.2 Conformance with State Law for Evaluation

16.3 Specific Evaluation Criteria

17 Award 18 Standards of Conduct for Vendors 19 Disclosure of Interested Parties 20 Protest Procedures Appendix A – Submission Instructions and Response Checklist

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1 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 on behalf of the Department of State Health Services (DSHS) to establish a Contract for the storage of Durable Medical Equipment (DME), tracking of deployment, and retrieval as necessary for the HHS Agency.

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 services described in this IFB. See Appendix A, Submission Instructions and Response Checklist.

1.1 Authority

HHSC or DSHS is soliciting the services stated in this IFB under Texas Government Code

2159.063. Solicitation of Bids.

1.2 Historical Monetary Value

Historical spend for the same or similar services is $772,820.00 for the period September 2024 to present.

1.3 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.

The estimated historical spend included in Section 1.2 is provided only as a guideline for preparing the pricing response and should not be construed as representing anticipated or actual quantities that will be required.

1.4 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.

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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 a 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.

1.5 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 – Bidder Reference and Contractor Qualifications Form

• Exhibit E – HHS Online Bid Room Information

• Exhibit E-1 – PCS Map

• Exhibit F – Form 4109 Application for Texas Identification Number

2 Procurement Schedule The Procurement Schedule dates on the cover page of this IFB are subject to change. 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. 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.

3 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).

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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 e-mail is received by HHSC before the Response Deadline. HHSC is not responsible for lost or misdirected e-mails.

4 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 document, resulting from this IFB.

5 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).

http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.531.htm

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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, including 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 used by state agencies to properly code services or products for a 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 into 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:

http://www.txsmartbuy.com/sp https://www.txsmartbuy.com/esbd

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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 Pricing 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.

6 General IFB Information

6.1 Sole Point of Contact and Communications

The HHSC PCS Sole Point of Contact for inquiries concerning this IFB is:

Jeramy Keil CTCD, CTCM

Procurement and Contracting Services Building 1100 W 49th St. MC: 2020 Austin, TX 78756

512-776-2992

Jeramy.keil@hhs.texas.gov

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.

https://fmx.cpa.texas.gov/fm/pubs/payment/gen_prov/index.php?s=payee_numreq&p=payee_numreq https://fmx.cpa.texas.gov/fm/pubs/payment/gen_prov/index.php?s=payee_numreq&p=payee_numreq

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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 purposes of conducting business unrelated to this IFB.

6.2 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.

6.3 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 Solicitation 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.

6.4 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.

6.5 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 Section 6.8.

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

6.6 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.

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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.

6.7 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 Section 6.8 (Notification of Addenda or Cancellation).

6.7.1 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.

6.8 Notification of Addenda or Cancellation

6.8.1 Addenda Notification

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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.

Bidder must acknowledge receipt of any addenda by signing and returning SOLICITATION ADDENDUM ACKNOWLEDGEMENT FORM posted to the ESBD with your solicitation response in accordance with the submission options outlined in the solicitation.

6.8.2 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 the ESBD frequently for notices regarding this IFB.

6.9 Pre-Bid Meeting ADA Accommodations

People who require ADA accommodations and wish to attend or participate in the pre-bid meetings and require auxiliary aids or services should contact the Sole Point of Contact identified in Section 6.1 (Sole Point of Contact and Communications), at least seventy-two (72) hours before the meeting in order to have reasonable accommodations made by HHSC.

6.9.1 Attendance Log

Attendees, in person, are required to sign an attendance log at the conference or on-site visit.

HHSC will not be held responsible for an attendee’s failure to sign in on the attendance log.

For conference calls and webinars, participants will be added to the attendance log and should have the following information ready and properly announced or submitted:

a) Legal business entity name or name of individual which will be used if submitting a response to this IFB or Subcontractor acting on behalf of the legal business entity;

b) Name and title of each representative on the call or webinar; and

c) E-mail address for the point of contact.

6.9.2 Vendor Conference Webinar

HHSC will conduct an optional webinar Vendor conference 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. The conference will provide a review of the requirements, scope of work, terms and conditions, and all components of this IFB.

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

Vendors participating in the webinar must register to attend prior to the webinar at:

a) https://teams.microsoft.com/meet/28485817357838?p=nQW7iey BE1qUrJ2VWu

b) Meeting ID: 284 858 173 578 38

c) Passcode: 2Lc9e4pu

d) Participant must enter business e-mail.

6.9.2.1 Questions or Requests for Clarification during Vendor Conference

The Vendor conference allows participants to ask HHSC questions or request clarifications.

Questions are required to be submitted, either prior to or immediately after the conference, by e-mail to the Sole Point of Contact, Section 6.1. The questions and requests for clarifications must be submitted as required in Section 6.7.1 (Submission of Questions).

a) Answers During the Conference

1. During the conference, HHSC may provide responses to questions or requests for clarification; however, these answers will not be considered official or binding until posted to the ESBD.

2. After the conference, the official responses to questions and requests for clarifications received during the conference and those received by the Deadline identified in the Procurement Schedule (cover page of this IFB) or deadlines established in subsequent Addenda, will be posted in an Addendum on the ESBD.

b) HHSC reserves the right to amend the answers previously posted at any time prior to the Response Deadline or deadlines established in subsequent Addenda. Amended answers will be posted on the ESBD in a separate, new Addendum or Addenda.

c) Notification of Addenda will be in accordance with Section 6.8 (Notification of Addenda or Cancellation).

7 Scope of Work (SOW)

7.1 Scope of Services to be Performed

The required services to be provided are warehouse storage of Durable Medical Equipment (DME) and other public health and medical supplies and equipment. Contractor shall perform typical warehouse activities to include receiving incoming goods, storing them in designated areas, picking items from storage to fulfill orders, packing picked items for shipment, and https://teams.microsoft.com/meet/28485817357838?p=nQW7ieyBE1qUrJ2VWu https://teams.microsoft.com/meet/28485817357838?p=nQW7ieyBE1qUrJ2VWu

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Upon notification by the DSHS State Medical Operations Center (SMOC) Director or his/her designated representative, Contract Management Section Director or his/her designated representative, Contractor will provide transportation of public health and medical supplies, and/or materials related to the incident. Transportation of inventory will coincide with a public health emergency incident but could be deployed or moved at other times for other reasons, as designated and activated by DSHS. Contractor will be reimbursed for labor and costs associated with deployment or movement of materials.

1. Storage Facility General Requirements

a) Contractor must provide a warehouse up to 75,000 square feet of storage space. Current inventory occupies 20,000 square feet.

b) Contractor’s site will serve as the HHS Agency’s primary location for receiving, staging, and storing of assets and DME, to include but not limited to ventilators, medical beds, patient monitors, and intravenous (IV) pumps and associated accessories.

c) Warehouse must be maintained in good condition to protect HHS Agency assets from environmental damage to include rain, wind, and extreme temperatures.

d) Contractor shall keep the structure and facility clean, secure, and in good order.

e) Facility must be located within Travis County limits. With written approval from DSHS, portions of the DSHS property may be stored within 100 miles of Travis County; however, DSHS will not incur any additional costs for movement of supplies or equipment to the Austin area warehouse. The portion of DSHS property that is not stored in the Austin area warehouse shall not exceed 25% of the total DSHS property managed by the Contractor.

f) Contractor shall have protective measures in place, creating barriers and altering the environment to prevent pests (insects and rodents) from entering and thriving. A current integrated pest management strategy is required with bid responses, with additional information on measures to be taken for both climate controlled and non-climate-controlled areas where assets and DME are stored.

g) Contractor must have measures in place and follow those measures, as directed by the Occupational Safety and Health Administration (OSHA) Hazard Communication Standard, to address chemical and mechanical hazards.

h) Facility must be accessible in all weather conditions.

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i) Facility must provide two (2) or more loading docks between forty-eight (48) inches and fifty (50) inches high. The facility shall have dock doors with a standard height of one hundred (100) inches wide by fourteen (14) feet high.

j) Facility must have dock area of at least six hundred (600) square feet of obstacle-free space for movement of material handling equipment without blocking traffic.

k) Facility must provide driveway to the docks to accommodate one fifty-three

(53) foot trailer with eleven (11) foot tracker at a time and that allows for adequate turning radius.

l) Facility must have flat, level, and hard-surfaced floors free of holes.

m) Facility must have adequate power with back-up electricity and lighting.

Bidders must submit a Disaster Recovery Plan and Business Continuity Plan with responses.

n) Facility must have one (1) office that can comfortably accommodate up to five (5) people within one hundred (100) feet of storage facility, for use by DSHS staff, as needed. Office must be maintained in good repair and in clean and sanitary conditions.

o) Facility must have bathrooms that are well supplied and maintained in clean and sanitary conditions for use by DSHS staff, as needed.

p) Facility must provide three (3) large portable industrial fans for DSHS personnel accessing inventory in the warehouse when inside ambient temperature is over 90 degrees Fahrenheit.

q) Facility will store pallets and inventory in a manner to ensure easy accessibility by DSHS personnel throughout the Contract term. Easy accessibility is defined as enough space to allow a person to have access to each pallet in the warehouse. DSHS inventory will be stored in a manner that allows for DSHS staff to visibly see and ascertain what the pallet contains and allows for a forklift to access the pallet(s) and move them. Non-DSHS inventory should not be intermingled with DSHS inventory. Rows where DSHS inventory is stored should be kept clear of any obstacles. Contractor must be prepared to move/retrieve pallets, at the request of DSHS staff.

2. Contractor Facility Security Requirements

a) Facility shall have exterior lighting that is fully operational and in good repair.

b) Facility shall have operating and up-to-date regularly inspected fire detection/suppression system that meets National Fire Protection (NFPA) standards.

c) Facility shall have operating security alarm system that is monitored by either the Contractor or local law enforcement, on a 24-hours a day, 7-days a week, 365 days a year basis (24/7/365).

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d) Facility shall have all exterior doors equipped with cylinder locks, deadbolts, solid locks and hasps, or electronic badge access system.

e) Ensure all entry points including windows, roof openings (doors, skylights, etc.) are securely fastened or locked from the inside.

f) Provide additional security personnel or other security measures if required during a special incident, as requested by DSHS.

3. General Transportation Requirements

a) Contractor will provide transportation and white glove service (load and unload) of DME other public health and medical supplies and equipment at specified locations throughout the state.

b) All movement of HHS Agency assets will be coordinated with DSHS to include timelines for pick-up and delivery.

c) All storage and movement will be tracked in Contractor’s inventory management/tracking system.

d) Contractor’s drivers must possess an active commercial driver’s license.

4. Contractor Requirements

a) Contractor will store and maintain HHS Agency assets in a patient-ready state.

b) The Contractor will collaborate with DSHS to develop comprehensive warehouse and transportation plans. Within 30 days of Contract award, the Contractor must meet with a DSHS Logistics Specialist (or designee) to finalize these plans, detailing the concept of operations for inventory management, including receiving and shipping procedures.

c) Promptly, but not later than 12 hours, notify DSHS, via phone call, of any damage, loss, or irregularities regarding DSHS inventory. E-mail follow-up should be sent to DSHS documenting the specifics of the damage, loss, or irregularities.

d) Contractor will participate in meetings, trainings, and/or exercises with DSHS at least once annually to ensure the State is prepared to respond to a public health incident. Meetings, training, and exercise dates will be provided by DSHS when scheduled or as applicable.

e) Provide personnel to operate two (2) fork-lifts and manage materials for receipt of multiple tractor-trailers and multiple daily shipments.

f) Allow DSHS personnel and/or personnel designated by DSHS, 24/7/365 access to the facility.

g) Contractor will be notified of potential emergencies by phone or e-mail from the State Medical Operations Center (SMOC) or the DSHS Logistics Specialist to ensure readiness.

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h) Possess and utilize an inventory management system to track incoming and outgoing medical supplies and materials. The inventory management system will track inventory from receipt to warehouse storage to shipping and to final destination. System should include a barcoding or similar type of system to mark and track equipment pallets. System should be capable of generating inventory reports of items stored in the warehouse, inventory received, and inventory shipped at any given time. Contractor will provide accurate inventory reports to DSHS, upon request. There is no requirement for the system to automatically reorder inventory as inventory is shipped out.

i) Provide warehouse oversight and identify a primary and alternate Point of Contact (POC) who can provide immediate status updates, reports, and counts on the product, including using an inventory management system to track location, expiration, type and quantity of inventory. This system must employ Contractor's picking, packing, and shipping methods.

j) Conduct and provide inventory of all palleted supplies to and with DSHS on an annual basis, starting 90 days from the Contract execution date. For bagged items, such as medical bus bags, and comfort kits, the Contractor is required to maintain an inventory of the actual bags, not the specific items inside of each bag.

k) Have the ability and available personnel to build pallets for shipment upon request from DSHS. Contractor will have the ability to pull inventory from separate pallets to assemble custom pallets as requested by DSHS. Pallet build and shipment will take no more than 4 hours from request.

l) In coordination with DSHS and DSHS designated third party(ies), Contractor will assist in the disposal of expired inventory as directed by DSHS. Assistance will include allowing DSHS designated third party access to a facility as directed by DSHS, movement of pallets from storage area to warehouse docks and then onto third party vehicles. Assistance in marking of pallets to be disposed of, in coordination with DSHS and the third party.

m) Awarded Contractor shall bear all costs associated with transporting all existing inventory from the current facility to its storage facility, as applicable.

n) Contractor must ensure adequate and necessary warehouse and operations staffing to allow 24/7/365 access for continuity of business services before, during and after disasters or incidents.

o) Contractor must adhere to and abide by all federal, state, and local laws and must adhere to and abide by 49 United States Code Section 31301.

5. Activation and Deployment Service Procedures

a) Activation for deployment will be initiated by DSHS, via a phone call, when a disaster or public health emergency occurs in Texas. Specific directions will be

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b) Upon activation by the DSHS SMOC Director or his/her designee to respond to an incident:

i. Contractor will only act upon the directions and instructions received from DSHS, State Medical Operations Center (SMOC), Center for Health Emergency Preparedness and Response (CHEPR), or as communicated through Contract Management Section (CMS) via a State Mission Assignment (SMA).

ii. DSHS reserves the right to activate the contingency Contractor(s) for shipment and transport based on public health need, determined by

DSHS.

iii. Contractor shall provide all adequate and necessary staff, drivers, trucks, and equipment available to receive, stage, and ship medical supplies and materials anywhere within the State of Texas or neighboring states as directed by DSHS within twelve (12) hours of receiving the activation notification from DSHS.

iv. Facility must be able to operate twenty-four (24) hours a day, seven (7) days a week, until incident completion.

v. Contractor personnel must be available to operate the facility twenty-four (24) hours a day, seven (7) days a week, until incident completion.

vi. Equipment Requirements: Contractor shall provide the quantities of Material Handling Equipment (MHE) and supplies when requested by DSHS personnel. MHE and supplies include, but are not limited to:

1. Pallet Jack

2. Forklift

3. Hand-Truck/dolly

4. Pallets

5. Shrink-wrap

c) Contractor shall furnish all labor, tools, transportation, equipment, materials, and supplies, as necessary. Contractor shall be responsible for supervision, clean-up and disposal, and must have all applicable permits, licenses, and insurance coverage.

7.1.1 Service Location(s)

HHS, at its sole discretion, with a 30 days’ advance written notice, reserves the right to change, consolidate, delete or add service locations.

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Services will be performed at Contractor’s location, and where directed upon activation.

a) Location(s) for Services

Department of State Health Services

1100 W 49th St Department of Health Tower (DHT)

The Map (PDF) of the HHS Regions may be accessed at:

https://hhs.texas.gov/sites/default/files/documents/about-hhs/hhs-regional-map.pdf

b) Changes to service location(s) include but are not limited to: new office space within facility, office closure, consolidation of multiple offices increasing or decreasing square footage, expansion of an office into multiple offices, and relocation of office.

7.1.2 Performance Schedule

Service Hours: Storage service will be 24/7/365 for the duration of the Contract term.

Deployment and set-up services will be as needed and contingent upon emergency response activations.

Response Times: DSHS will call the Contractor to alert them of the need to activate the services, then DSHS will provide written notification of activation after the initial call.

Timeframe of execution is detailed in section 7.1, subsection 5 , item b) iii.

Response times refer to response from Vendor confirming activation of services.

a) Response time for emergencies is four (4) hours. DSHS will determine and identify emergency and needed support.

b) Response time for non-emergencies is twenty-four (24) hours. These services will consist of routine storage service requests covered within Section 7 Scope of Work.

7.1.3 Services Outside Regular Business Hours

Emergencies: The HHS Agency reserves the right to declare any necessary work within the Scope of Services to be an emergency during regular service hours or outside regular service hours, and will request emergency services in writing. Contractor shall respond on-site to a request for emergency services within one (1) hour of notification and continue work until the services requested are complete to the satisfaction of the HHS Agency.

7.1.4 State Holidays

The state holidays observed are maintained by the State Auditor’s Office and may be accessed at: http://www.hr.sao.texas.gov/Holidays. Contractor must be able to operate 24/7/365.

7.1.5 Minimum Experience and Qualifications

These minimum requirements apply to the Contractor and Contractor’s personnel and any Subcontractor and Subcontractor’s personnel.

https://hhs.texas.gov/sites/default/files/documents/about-hhs/hhs-regional-map.pdf http://www.hr.sao.texas.gov/Holidays

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Bidder shall submit documentation of experience and qualifications with Response, if requested in Exhibit C– Pricing Sheet.

a) The Bidder shall have relevant experience required for the performance of the services as outlined in this IFB. The minimum experience required is:

a. Seven (7) years in Warehouse and Storage

b. Seven (7) years in Transportation (Freight Services)

c. Three (3) years in Disaster Preparedness and Emergency Planning Services

d. Three (3) years in Emergency Facility Support Management

b) The Bidder’s personnel to be assigned to perform the services must be fully trained per industry standards .

c) Required Licensure to perform all services stated in the SOW.

d) All Contractor or Subcontractor personnel assigned to perform the services must be at least 18 years of age.

e) The Bidder must provide a minimum of three (3) verifiable references for current or previous Contracts of the same size and for similar or same services within the last five

(5) years in Exhibit D – Bidder Reference Form and return with Response.

7.1.6 HHS Agency Responsibilities

The HHS Agency will provide reasonable access to one or more facilities and property where services are to be performed in the event of activation.

7.1.7 Contractor Responsibilities

The Contractor 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.

c) The Contractor is responsible for quality control documentation to ensure traceability and tracking of state assets. Complete inventory and deployment histories will be required within five (5) business days of a formal DSHS request.

d) The lease or rental of any third-party space and equipment will be at the Contractor’s expense.

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e) The Contractor shall comply with all federal, state and local laws, statutes, ordinances, rules and regulations, and the orders and decrees of any court or administrative bodies or tribunals in any matter affecting the performance of the Contract including, if applicable, workers’ compensation laws, minimum and maximum salary and wage statutes and regulations, and licensing laws and regulations.

f) Training for Contractor Employees:

All Contractor employees, and Subcontractor’s employees, if applicable, assigned to perform the services must be trained and experienced in the type of work to be performed. The Contractor shall provide adequate training to all personnel assigned to perform the services on the roles, responsibilities, and technical aspects of the work.

The Contractor shall only provide and allow trained and qualified personnel to perform the required services under the Contract.

The Contractor is required to provide current copies of the completed training(s) and of the license or accreditation certificate related to the training upon request by the HHS Agency Contract Manager. This requirement also applies to Subcontractor(s) and Subcontractor’s personnel who may be used in the performance of services.

7.1.8 Independent Contractor

It is understood and agreed by the HHS Agency and the Contractor that the Contractor is retained as an independent Contractor and in no event shall any employee hired by the Contractor be considered an employee of the State.

a) The Contractor shall not allow any visitors, spouses, children or other relatives of the Contractor’s or Subcontractor’s employees to be on state property in connection with the Contract during working hours.

b) The Contractor shall be responsible for all employment taxes and other payroll withholding for its employees.

c) The Contractor shall be responsible and liable for the safety and health of its personnel while they are performing work for an HHS Agency and while on the HHS Agency premises.

d) The Contractor shall be responsible for verifying that all of its employees assigned to perform services under the Contract are in compliance with all requirements of the Immigration Reform and Control Act of 1986, Public Law 99-603, which became effective November 6, 1986, and any subsequent amendments.

e) The Contractor shall utilize the U.S. Department of Homeland Security’s E-Verify system during the term of the Contract to determine eligibility of (A) all persons employed by the Contractor to perform duties within Texas; and (B) all persons, including Subcontractors, assigned by the Contractor to perform work pursuant to the Contract within the United States of America.

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f) The Contractor and the assigned Contractor employees or the Contractor’s Subcontractor and Subcontractor employees assigned to perform the services must have all applicable permits, licenses, accreditations, and insurance coverage.

7.1.9 Contractor Equipment

The Contractor shall be responsible for the security, maintenance, loss or damage to its equipment or its Subcontractor’s equipment while on HHS Agency premises.

HHS Agency will NOT be responsible for damage to or loss of the Contractor’s or Subcontractor’s equipment.

7.1.10 Background Check for Personnel

The Contractor or an independent third party may need to conduct comprehensive, statewide Texas Department of Public Safety (DPS) criminal and sex offender background checks on all Contractor personnel (e.g., permanent and temporary personnel and/or Subcontractor and Subcontractor personnel) who will be assigned to perform the services under the Contract.

The Contractor shall be responsible for all background check expenses.

The background checks must be conducted prior to any Contractor or Subcontractor personnel arriving on state property and beginning the required Contract services.

Supporting documentation confirming the completion of the background checks is subject to review upon request by the HHS Agency. Failure to produce the requested documentation, as with any violation of the Contract, constitutes grounds for termination of the Contract with cause.

The background checks shall include, but not be limited to, Social Security Number Verification.

Statewide criminal and sex offender records shall include, but not be limited to, all Texas counties and out-of-state counties based on the current and previous addresses of the key personnel for the last seven years.

Personnel with sex offender, child or adult abuse, or fraud convictions shall not be allowed to provide Contract services and shall not be allowed access to HHS Agency property, facilities, or documents in connection with the Contract.

Assigned personnel with misdemeanor convictions must receive prior approval by the HHS Agency before being allowed to work under this Contract.

7.1.11 Absenteeism and Vacation

The Contractor shall provide substitutes for any of its employees or Subcontractor’s employees providing services at the HHS facility who may be absent for any reason. The Contractor shall provide relief personnel as necessary and/or work overtime at no cost to the HHS Agency, to ensure that the requirements of this Contract are performed and accomplished as required.

7.1.12 Telephone Service

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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.

7.1.13 24-Hour Contact The Contractor must provide the HHS Agency Contract Manager with 24-hour contact information for a minimum of two (2) Contractor personnel so the HHS Agency may communicate urgent performance issues that require immediate correction or any other issues that may occur. The Contractor’s 24-hour contact must always be available. Any urgent performance issues requiring immediate correction will be followed up in writing by the HHS Agency Contract Manager.

7.1.14 Contractor and Contractor Personnel Conduct

All personnel employed by the Contractor to fulfill the requirements and terms and conditions of the Contract remain under the Contractor’s sole direction and control.

The following applies to the Contractor, Contractor employees, and, if applicable, the Contractor’s Subcontractor and Subcontractor’s employees.

7.1.14.1 Performance Compliance

While performing the services, all Contractor and Subcontractor personnel must comply with all applicable state rules, regulations, and HHS Agency’s requests regarding personal and professional conduct applicable to the services being provided as well as the service locations.

All personnel must always conduct themselves in a businesslike and professional manner.

If the HHS Agency determines that an employee of the Contractor or Subcontractor is not conducting himself or herself in accordance with the conduct standards under this Contract, the HHS Agency may provide written notice to the Contractor. Upon receipt of such notice, Contractor must promptly investigate the matter and take appropriate action that may include:

a) Removing the employee from the project;

b) Providing the HHS Agency with written notice of such removal; and

c) Providing the HHS Agency with the information for the replacement employee, who must be qualified and trained, within the timeline designated by the HHS Agency.

7.1.14.2 Contractor Supervisor(s) and Performance Monitoring

The Contractor shall provide competent supervisor(s) if the service location is at an HHS Agency facility. A Supervisor may be considered a roving Supervisor to monitor more than one location with approval from the HHS Agency Contract Manager.

All supervisors must be able to communicate in English verbally and in writing. The supervisor shall be knowledgeable of the Statement of Work (SOW) and requirements of the Contract.

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The Contractor and the supervisors shall continuously monitor and maintain awareness, by personal inspection, of the quality and completeness of the work being performed. The Contractor and supervisor may be requested and required to inspect an HHS Agency facility with the HHS Agency Contract Manager or designee.

7.1.14.3 Personnel Removal and Replacement

a) Removal

The HHS Agency may request removal for cause of any Contractor or Subcontractor employee assigned to the Contract, including but not limited to:

1. poor or unacceptable work performance,

2. theft,

3. abusive language or behavior, or

4. improper attire, in accordance with the terms and conditions of the Contract.

Occu…