ESBD_551923_1787248247004_RFP-27-001-Master Planning - Facilities Feasibility Study Svcs.pdf

Request for Proposal

RFP #27-001

Master Planning and Facilities Feasibility Study Services

Anticipated Schedule of Events

8/18/2026 (Tentative Date) RFP Issued 9/01/2026 (Tentative Date) Q & A Period Closes 9/04/2026 (Tentative Date) Release of Official Response to Questions 9/18/2026 (Tentative Date) RFP Due 10/06/2026 (Tentative Date) Executive Council Review 10/16/2026 (Tentative Date) Board Review and Approval

Request for Proposal RFP #27-001 Master Planning and Facilities Feasibility Study Services

Prepared for Camino Real Community Services

Table of Contents

I. General Information Background Information Proposed Evaluation Timeline General Provisions

II. Procurement Protocols and RFP Response Package Instructions Response & Communications Response Package Components Response Timelines Appendix A: CRCS Signature Page Appendix B: Deviation Form Appendix C: HUB Subcontracting Plan Appendix D: Conflict of Interest Questionnaire Appendix E: Certification Regarding Lobbying Appendix F: CRCS Appointment Officers and Executive Council Appendix G: Checklist Appendix H: Acronyms

Request for Proposal | Master Planning and Facilities Feasibility Study Services Camino Real Community Services | August 13, 2026 | RFP #27-001

Confidential document. Do not disclose without written permission from Camino Real Community Services

General Information Camino Real Community Services Information Camino Real Community Services is a non-profit organization providing mental, behavioral and intellectual disability services to Atascosa, Dimmit, Frio, Karnes, La Salle, Maverick, McMullen, Wilson and Zavala counties. Camino Real is the designated Community Mental Health Authority and the Authority for Intellectual and Developmental Disabilities. As the authority, it has the responsibility for eligibility determination, coordinating care, and managing a network of providers of direct services.

Camino Real Community Services is also a provider of services and supports to persons with mental illness, intellectual disabilities, and developmental delays who meet eligibility criteria.

Camino Real Community Services is responsible for Early Childhood Intervention (ECI) services for children ages birth to 3 with developmental disabilities in the following counties: Atascosa, Bandera, Bee, Comal, Dimmit, Frio, Guadalupe, Kinney, La Salle, Live Oak, McMullen, Maverick, Medina, Real, Uvalde, Wilson, and Zavala Counties.

Background Information and Services to be Provided

MISSION

Abriendo Puertas; Opening Doors through Choice, Dignity and Respect.

In partnership with consumers and community stakeholders, Camino Real provides services and supports that make it possible for persons to live, work and play in their communities and become contributing members of society to their maximum extent possible

VISION

In partnership with consumers and community stakeholders, Camino Real provides services and supports that enable persons to live, work, and play in their communities and to become contributing members of society to the maximum extent possible.

PHILOSOPHY AND VALUES

Camino Real Community Services strives to empower individuals through choice, dignity, and respect;

provide high-quality and innovative services; foster community inclusion and independence; strengthen partnerships with families and stakeholders; and responsibly steward resources to improve the lives of those we serve.

GOALS

Promote individual choice, dignity, and respect in all services and supports provided to consumers.

Support individuals in living, working, and participating fully in their communities as productive and contributing members of society.

Provide high-quality, effective behavioral health, intellectual and developmental disability, and early intervention services to eligible individuals and families.

Partner with consumers, families, and community stakeholders to improve outcomes and strengthen

Confidential document. Do not disclose without written permission from Camino Real Community Services community-based support.

Ensure services are delivered in the least restrictive and most appropriate environment to promote independence and self-determination.

Promote accountability, stewardship, and cost-effective use of public resources while maintaining quality care.

Encourage innovation and continuous improvement in service delivery to meet the evolving needs of the communities served.

BACKGROUND

CRCS operates programs and services across a broad geographic service region and is committed to providing accessible, high-quality care and support services to communities throughout South Texas. The agency's services include mental health, IDD, ECI, crisis intervention, and related community-based supports.

As service demands, staffing requirements, technology needs, and models of care continue to evolve, CRCS recognizes the need for a strategic, data-driven facilities plan to guide future investments and ensure that facilities effectively support program delivery, operational efficiency, workforce recruitment and retention, and community access.

OBJECTIVES

Camino Real Community Services (CRCS) invites qualified planning, architecture, engineering, and facilities consulting firms to submit proposals to conduct a comprehensive Facilities Feasibility Study and develop a 15-Year Facilities Master Plan.

The objective of this engagement is to evaluate existing facilities, identify future facility needs, assess options for renovation, expansion, consolidation, or new construction, and develop a phased facilities strategy that supports CRCS's mission and anticipated operational needs over the next fifteen (15) years.

CRCS seeks a consulting team with demonstrated expertise in healthcare, behavioral health, the public sector, community service, and multi-site facilities planning.

SCOPE OF SERVICES

The consultant shall provide all labor, materials, expertise, and resources necessary to complete the project, including but not limited to the following tasks.

Task 1: Project Initiation and Management Conduct a project kickoff meeting.

Establish communication protocols.

Develop a detailed project schedule.

Identify key stakeholders and engagement strategies.

Provide ongoing project management and progress reporting.

Deliverables Project Management Plan Detailed Schedule of project timelines Stakeholder Engagement Plan

Confidential document. Do not disclose without written permission from Camino Real Community Services

Task 2: Existing Conditions Assessment Review and document existing facilities, including:

Administrative offices Outpatient service facilities Crisis services facilities ECI facilities IDD facilities Support and operational facilities Leased and owned properties Assessment shall include:

Building conditions Functional adequacy Space utilization Site constraints Safety and security ADA accessibility Technology infrastructure Deferred maintenance Operational efficiency Deliverables Existing Conditions Assessment Report Facility Inventory Database Building Condition Summary

Task 3: Service Area and Demand Analysis The consultant shall:

Review agency strategic plans and operational data.

Analyze historical service utilization trends.

Evaluate demographic and population trends.

Assess community needs.

Evaluate geographic access and service distribution.

Identify future delivery service requirements.

Deliverables Service Demand Analysis Growth and Needs Forecast

Task 4: Space Needs Assessment Develop current and future space requirements based on:

Staffing projections Program expansion opportunities Service delivery models Telehealth and technology trends Administrative needs Community-based service requirements Specialized clinical and support functions Planning horizons shall include:

Immediate (0–5 years) Intermediate (5–10 years)

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Long-Term (10–15 years) Deliverables Space Needs Assessment Departmental Program Requirements

Task 5: Facilities Feasibility Study Evaluate multiple facility scenarios to ensure ADA building compliance, which may include:

Option A Renovation and modernization of existing facilities.

Option B Expansion of selected existing facilities.

Option C Consolidation of services into regional hubs.

Option D Acquisition or lease of new facilities.

Option E Construction of new facilities at one or more locations.

Option F Hybrid approaches combining the above alternatives.

For each option, provide:

Benefits and challenges Operational impacts Service accessibility impacts Site requirements Infrastructure considerations Capital costs Operating costs Implementation risks Funding opportunities Deliverables Feasibility Study Report Comparative Evaluation Matrix Conceptual Facility Development Scenarios

Task 6: Stakeholder Engagement and Consensus Building The consultant shall develop and implement a structured stakeholder engagement program designed to gather input, validate findings, build consensus around facility priorities, and ensure the Facilities Master Plan reflects the needs of consumers, staff, community partners, and governing bodies.

Stakeholder Groups At a minimum, engagement shall include:

Board of Trustees Executive Leadership Team Program Directors and Department Managers

Stakeholder Groups Additionally, meet with at least three (3) from the following group:

Consumers and Family Representatives County Officials or Community Leaders

Confidential document. Do not disclose without written permission from Camino Real Community Services

Hospital or Healthcare Partners School District Representatives Law Enforcement and Emergency Response Partners Required Engagement Methods

1. Executive Leadership Interviews Conduct one-on-one interviews with senior leadership to:

Understand strategic priorities Identify operational challenges Assess growth opportunities Define long-term facility goals

2. Staff Focus Groups Facilitate department-specific focus groups to evaluate:

Facility functionality Workflow efficiency Space deficiencies Safety and security concerns Technology and infrastructure needs Focus groups should include representatives from:

Mental Health Services Crisis Services IDD Services ECI Services Administrative Support Services

3. Stakeholder Workshops Conduct interactive planning workshops at key milestones, including:

Existing Conditions Review Future Needs Assessment Facilities Options Evaluation Draft Master Plan Review Workshops should be designed to prioritize needs and evaluate alternative facility scenarios.

4. Community Input Sessions Hold community listening sessions within the service area to receive feedback regarding:

Access to services Geographic service gaps Transportation barriers Facility accessibility Community priorities Both in-person and virtual participation options should be considered.

5. Surveys Develop and administer electronic and/or paper surveys for:

Staff Consumers and Families Community Stakeholders Survey results shall be analyzed and incorporated into planning recommendations.

6. Board Engagement Provide facilitated work sessions with the Board of Trustees to:

Confirm planning assumptions Review alternatives

Confidential document. Do not disclose without written permission from Camino Real Community Services

Evaluate priorities Build consensus on the preferred facilities strategy Stakeholder Engagement Deliverables The consultant shall provide:

Stakeholder Engagement Plan Interview Summaries Focus Group Findings Survey Instruments and Results Community Engagement Summary Stakeholder Needs Assessment Report Consensus-Building Workshop Materials Final Stakeholder Engagement Report Minimum Engagement Expectations At a minimum, the consultant shall conduct:

10–15 Executive Leadership interviews 6–10 Staff focus groups 3–4 Planning workshops 2–3 Community engagement sessions Agency-wide stakeholder survey(s) At least 2 Board work sessions

Outcome The stakeholder engagement process shall result in a documented set of facility priorities, service delivery objectives, and implementation principles that are supported by agency leadership, staff, community stakeholders, and the Board of Trustees and that will serve as the foundation for the 15-Year Facilities Master Plan.

Task 7: Facilities Master Plan Develop a comprehensive Facilities Master Plan containing:

Strategic Vision Facilities philosophy Guiding principles Long-range goals Facilities Recommendations Preferred facility strategy Priority projects Geographic service considerations Space recommendations Site recommendations Capital Improvement Program Phasing plan Estimated capital investments Lifecycle considerations Maintenance priorities Financial Strategy Funding options Public funding opportunities State and federal grant opportunities

Confidential document. Do not disclose without written permission from Camino Real Community Services

Partnerships and financing alternatives Implementation Framework Governance recommendations Decision-making criteria Performance measures Annual review process Deliverables Draft Facilities Master Plan Final Facilities Master Plan Executive Summary Board Presentation

FEE STRUCTURE

Applicants will submit a Fee Structure

Lump-sum fee Breakdown by task Hourly rates Reimbursable expenses

OFFICE LOCATIONS AND PHONE NUMBERS

Office/Program Name Address City/State/Zip Phone

IDD Zavala & Dimmit Work Center 101 W. Lake Street Crystal City, TX 78839 (830) 374-3708

ECI Zavala/MH Zavala and Dimmit Counties 315 N. First St.

Crystal City, TX 78839 (830) 374-5854

Frio IDD Admin 101 N. Commerce, #106 Dilley, TX 78017 (830) 965-1080 MH CRU/C&A/YES Waiver Program/RMHI/IDD – Maverick County 2644 Encino Park Drive

Eagle Pass, TX 78852 (830) 498-2000

MH Adults/IDD Admin/IDD Work Center - Maverick County 757 E. Rio Grande St.

Eagle Pass, TX 78852 (830) 773-5696

ECI – Maverick County 3147 Megan St. Suite 4 Eagle Pass, TX 78852 (830) 758-0210

MH Adult Wraparound - Maverick County 1934 Del Rio Blvd., Suite E

Eagle Pass, TX 78852 (830) 319-9106

MH Adult Clinic - Wilson County 1005 B Street Floresville, TX 78114 (830) 216-4326

ECI – Wilson County 104 Turner Lane, Suite A Floresville, TX 78114 (830) 216-2540

IDD Admin - Wilson/Karnes Counties 1323 3rd Street

Floresville, TX 78114 (830) 216-7402

Confidential document. Do not disclose without written permission from Camino Real Community Services

IDD Wilson County Work Center 1325 3rd Street Floresville, TX 78114 (830) 216-2420

MH/MCOT - Wilson & Karnes Counties 1327 3rd Street

Floresville, TX 78114 (830) 310-5300

MH C&A - Wilson County 140 Paloma Drive – Moving Out

Floresville, TX 78114 (830) 216-2004

ECI – Medina County 1614 Avenue M Hondo, TX 78861 (830) 426-2205 MH Atascosa & McMullen Counties/McMullen County Health Center 1749 Hwy 97 East

Jourdanton, TX 78026 (830) 769-2704

SUD Program/Admin SUD 1739 Hwy 97 E., Ste. D Jourdanton, TX 78026 (830) 266-7730

MH - Karnes County 322 West Main, Suite 104 Kenedy, TX 78119 (830) 583-9777 ECI - Atascosa/Central Admin Offices

19965 FM 3175 N. (P.O. Box

725) Lytle, TX 78052 210-357-0395

CRU/EOU/MH C&A/YES Waiver Program 19971 FM 3175 North Lytle, TX 78052 (830) 266-5500

ECI – Comal County 1619 E. Common St. Bldg B, Suite 201/202

New Braunfels, TX 78130 (830) 310-5290

MH/IDD Work Center - Frio & LaSalle Counties 411 E. Brazos Pearsall, TX 78061 (830) 334-0075 IDD Atascosa & McMullen Work Center 510 Avenue H Poteet, TX 78065 (830) 276-8578 ECI – Guadalupe County 1340 E. Walnut, Suite 1344 Seguin, TX 78155 (830) 303-0417 McMullen Co. Health Center 203 Hackberry Street Tilden, TX 78072 (361) 274-3690 ECI – Uvalde County 441 Fort Clark Road, Suite B Uvalde, TX 78801 (830) 278-3130 ECI – Uvalde County 271 N. Grove St., #1 Uvalde, TX 78801 (830) 278-3130

Confidential document. Do not disclose without written permission from Camino Real Community Services

Procurement, Protocol, & RFP Response Package Instructions

Notice to Interested Parties Sealed Proposals, if mailed, please mail to: Camino Real Community Services, Attention: Chief Administrative Officer, 19965 FM 3175 N, PO Box 725, Lytle, Texas 78052 by 9/18/2026, before 4:00 P.M. CST (“Submission Deadline”). Proposals can also be emailed; email attachments shall not exceed 30 MB per email. Email to: gabrielp@caminorealcs.org prior to the Submission Deadline.

Corporate address:

Camino Real Community Services 19965 FM 3175 N, PO Box 725 Lytle, TX 78052

(210) 357-0300 Attention: Chief Administrative Officer

Proposals must be in a sealed envelope, and the subject line of the email must state:

“Master Planning and Facilities Feasibility Study Services RFP#27-001”

Response & Communication Protocol Do not contact the requesting department. Any questions or additional information required by interested vendors must be emailed to: gabrielp@caminorealcs.org before 4:00 P.M. CST 9/08/2026 (Q & A Period Closes”) Solicitation number and title must be on the “Subject Line” of the email. Attempts to circumvent this requirement may result in the proposal being rejected as non-compliant.

Any changes to the specifications will be posted on the Camino Real Community Services website as an addendum. It shall be the proposer’s responsibility to check the website prior to the due date/opening to verify whether any addenda have been posted. Website: https://www.caminorealcs.org/procurements

In order to remain active on the Camino Real Community Services Vendor list, each vendor receiving this proposal must respond in some form. Vendors submitting proposals must meet or exceed all requirements herein. Vendors who do not respond to the request must submit their reason in writing to the Chief Administrative Officer.

Responses must follow the prescribed format detailed in this section in order to be accepted.

Response Package Components Proposals should be prepared as simply and economically as possible while providing straightforward and concise delineation of the Proposer’s capabilities to satisfy the requirements of the RFP. Technical literature about the Proposer’s experience and qualifications may be included. However, the emphasis should be on the completeness and clarity of the content. To expedite the evaluations, it is essential that the specifications and instructions in this document be followed as closely as possible.

https://www.caminorealcs.org/procurements

Confidential document. Do not disclose without written permission from Camino Real Community Services

RFP Timeline

8/18/2026 (Tentative Date) RFP Issued 9/01/2026 (Tentative Date) Q & A Period Closes 9/04/2026 (Tentative Date) Release of Official Response to Questions 9/18/2026 (Tentative Date) RFP Due 10/06/2026 (Tentative Date) Executive Council Review 10/16/2026 (Tentative Date) Board Review and Approval

Organizations and Format Proposers need to organize their proposals as defined below to ensure consistency and to facilitate the evaluation of all responses. All the sections listed below must be included in the proposal, in the order presented, with the Section Number listed.

Transmittal Letter and all other Required Forms Summary of Proposal Pricing Appendix A: CRCS Signature Page Appendix B: Deviation Form Appendix C: HUB Subcontracting Plan Appendix D: Conflict of Interest Questionnaire Appendix E: Certification Regarding Lobbying Appendix F: CRCS appointed officials and employees Appendix G: Solicitation Checklist Appendix H: Acronyms

Responses to this RFP must include the following components:

TRANSMITTAL LETTER

In Section II of the proposal, the Proposer must submit a transmittal letter that accomplishes the following:

Identifies the Proposer.

A commitment by the company to provide the services required by CRCS.

States the proposal is firm and effective until the effective date of the plan.

Is signed by a person legally authorized to bind the Proposer to the representations in the response. In the case of a joint proposal, each Proposer must sign the transmittal letter.

The Proposer shall provide a statement of expertise, qualifications, and experience in performing a targeted similar task.

Include a statement of acceptance of the terms and conditions of the contract resulting from this RFP.

If a Proposer takes exception to any of the proposed benefits, terms and conditions stated in this RFP, those exceptions must be noted in the appropriate section of the response.

SUMMARY OF PROPOSAL

A brief statement as to why the provider is uniquely qualified to provide requested services to CRCS.

A summary highlighting the most important points of this proposal.

Detail your company's overall qualifications and abilities to handle the specific items addressed in the response section of this RFP.

Confidential document. Do not disclose without written permission from Camino Real Community Services

Along with narrative detailing the qualifications of your company, please list the qualifications, physical location, and background of the personnel who will be directly involved with this account.

Provide a statement that criminal background checks have been conducted, or will be conducted prior to the start of services, on all employees who will be working on the CRCS account. It shall be the provider's responsibility to ensure the safety of workers and the public in compliance with insurance and public health and safety requirements. Camino Real Community Services requires all on-site workers to have a company badge and to sign in at each facility where they are performing work. A State-level background check with the Texas Department of Public Safety, including sex offender and fingerprinting data, must be completed and submitted to the Department of Human Resources prior to working at CRCS sites. CRCS has the right to remove workers who are not in compliance with these safety requirements.

If applicable, provide a list of all your current group health governmental clients along with contact, number of employees, and years of service.

If applicable, proposer must disclose if it is involved in any current or pending litigation. Disclosure will NOT be grounds for automatic disqualification of Offeror; however, failure to disclose will be grounds for termination and seeking of remedies allowed by law or equity.

Technical Information and infrastructure requirements - In this section, Camino Real Community Services is looking for detailed technical information about your software solution, as well as the infrastructure requirements needed to successfully deploy your application. Please detail the hardware, network, and communication infrastructure requirements and third-party software needed to support your application, as well as any other technical information you deem necessary to understand how to fully deploy and support your application.

OPTIONAL FEATURES, PRODUCTS, AND SUPPLEMENTAL SERVICES

Respondents are encouraged to submit and describe in detail in their Offer optional features, products, or services that would benefit CRCS but are not part of the minimum requirements of this RFP. Optional features, products, and services may include additional training, additional maintenance, perpetual software licenses, increased service levels, alternative pricing options, etc. In its Offer, Respondent must describe with specificity any proposed optional features, products, or services. For pricing associated with optional items that exceed the minimum requirements of this RFP, Respondent must include the line item cost associated with each proposed optional feature, product, or service on a separate Pricing Worksheet titled "Optional Features, Products, and Services".

INSURANCE COVERAGES

Proposers must have insurance coverage as noted elsewhere in this RFP. Certificates of insurance must be provided immediately after notice of award or included with the RFP.

FINANCIAL CONSIDERATION

Include a copy of your latest annual report, financial statement, or other comparable documentation. As evidenced by the financial information requested by each contractor, the contractor(s) are financially stable and able to provide the related services in their entirety.

QUALITY ASSURANCE

CRCS reserves the right under 34 Texas Administrative Code (TAC), §20.509, to evaluate and report vendor performance. CRCS may evaluate the contractor’s performance based on:

Information prepared by CRCS in planning the procurement that assessed the need for the purchase together with the specifications for the good or service and the criteria to evaluate the responses resulting in an award and contract;

Compliance with the material terms of the contract;

Confidential document. Do not disclose without written permission from Camino Real Community Services

Ability to correct instances of contractual non-compliance; and Other evaluation criteria as deemed necessary.

CUSTOMER REFERENCES

Provide a minimum of three (3) customer references similar to the goods or services sought under this

RFP.

References from at least three (3) different individuals are required to satisfy the requirement above.

Contractor shall submit with this proposal a list of at least three (3) references that pertain to this type of service or similar project performed by the firm, preferably for government agencies. Include the name of the firm, the name of the representative, address, telephone number, and email address.

NOTE: CRCS will not accept late references or references submitted by any means other than that which is described above. CRCS will not review more than the number of required references indicated above.

CRCS reserves the right to confirm and may consider clarification responses in the evaluation of references. CRCS is under no obligation to clarify any reference information.

TERM

The agreement for services shall be for the term of one (1) year, commencing from the date the agreement is approved by Camino Real Community Services Board of Trustees, subject to certain conditions, with the ability to extend the agreement for an additional one (1) year term at CRCS’s sole discretion.

PROPOSAL PRICING

Pricing shall be itemized for all items requested in this proposal. Brief notes referencing specific line items may be included, if necessary, for an explanation. CRCS will select and award the products and services that best meet its needs. Contractor Proposal Form and Acknowledgment Form as required herein.

PAYMENTS AND DISCOUNTS

Successful Respondent shall include in their proposal a payment schedule in accordance with the Pricing Worksheet and the contract resulting from this RFP.

Successful Respondent may, at any time during the term of the contract, provide a discount on the final contract cost. Successful Respondent will notify CRCS in writing ten (10) calendar days prior to the effective date of the discount. Respondent must describe in its Offer with specificity the early payment discount offered and the discount percentage that would apply to CRCS's early payment.

REVIEW PROCESS

This RFP is not intended to favor any vendor. It is designed solely to provide the best value to CRCS in meeting its organizational needs. CRCS may evaluate RFP responses of all or any individual category as many times as deemed necessary by the Evaluation Committee. After an initial evaluation of RFP responses, a short list of competitive proposers will be determined, and further discussions/interviews, as deemed necessary by CRCS, will be conducted with the proposers in this competitive range. After discussions/interviews with Proposers in the final competitive range, CRCS will negotiate final pricing and schedules for the services and will make a recommendation to the Chief Administrative Officer, who will, in turn, present the recommendation to the CEO and the Camino Real Community Services Board of Trustees.

EVALUATION CRITERIA

Confidential document. Do not disclose without written permission from Camino Real Community Services

Proposed Services - Category Weight 65% o Project Structure and Schedule o Equipment Quality and Warranties o Labor/Other Warranties o Quality of Services References – Category weight 10% o Names, telephone numbers, emails and addresses of at least three business references o References if available from similar non-profit entities in Texas o Issues that will be addressed include contract performance Cost Estimate- Category Weight 25% o Cost for providing the proposed scope of services

BEST AND FINAL OFFER (“BAFO”)

CRCS reserves the right to return to the Offeror(s) remaining in the competitive range to request a BAFO proposal based on one or more components of the initial proposal. The BAFO request may warrant additional discussion. These criteria will be explained at the time best and final Proposals are requested.

Although discussions and BAFOs may take place, Offerors are encouraged to provide their best offer/proposal initially and not anticipate discussions to make their best offer/proposal.

General Provisions

These General Provisions are considered standard language for all CRCS proposals and RFP documents.

If any “specific proposal requirements” differ from the General Provisions listed here, the “specific proposal requirements” shall prevail.

RFP PACKAGE

The proposal, general and special provisions, drawings, specifications/line item details, contract documents and the proposal sheet are all considered part of the proposal package. Proposals must include all forms provided by CRCS, completed in their entirety and signed by an authorized representative by original signature. Any individual signing on behalf of the proposal expressly affirms that he or she is duly authorized to tender this proposal and to sign the proposal sheet/contract under the terms and conditions in this proposal. Proposer further understands that the signing of the contract shall be of no effect unless subsequently awarded and the contract properly executed by the CEO. All figures must be written in ink or typed. Figures written in pencil or with erasures are not acceptable. However, mistakes may be crossed out, corrections inserted, and initialed in ink by the individual signing the proposal.

Changes must also be made to any electronic copies submitted. If there are discrepancies between unit prices quoted and extensions, the unit price will prevail. Each proposer is required to thoroughly review this entire proposal packet to familiarize themselves with the proposal procedures, the plans and specifications for the requested work, and the terms and conditions of the contract that the successful proposer will execute with CRCS.

COMPETITIVENESS AND INTEGRITY

To prevent biased evaluations and to preserve the competitiveness and integrity of such acquisition efforts, proposers are to direct all communications regarding this proposal to gabrielp@caminorealcs.org or an assigned designee, unless otherwise specifically noted.

mailto:gabrielp@caminorealcs.org

Confidential document. Do not disclose without written permission from Camino Real Community Services

An authorized person from the submitting firm must sign all proposals. The signature acknowledges that the proposer has thoroughly read the proposal documents before submitting the proposal and will fulfill the obligations in accordance with the terms, conditions, and specifications.

Please carefully review this Request for Proposal. It provides the specific information necessary to help participating firms formulate a thorough response.

PROPOSER’S RESPONSIBILITY

The preferred proposer will:

Demonstrate continuous operation of their business for services requested under this RFP for a minimum of 3 years;

Demonstrate adequate financial resources or the ability to obtain such resources as required;

Be able to comply with all federal, state, and local laws, rules, regulations, ordinances, and orders that may be required in performing the services requested under this RFP;

Demonstrate a satisfactory record of performance for the services requested under this RFP; and Demonstrate a satisfactory record of integrity and ethics.

REJECTION/DISQUALIFICATION OF PROPOSALS

CRCS reserves the right to: (1) Reject any or all proposals in whole or in part received by reason of this RFP and may discontinue its efforts in seeking proposals or execution of a resulting contract for any reason or no reason whatsoever. CRCS reserves the right to accept or reject all or any part of the proposal, waive technicalities, or to award by item or by total proposal; (2) Proposals may be rejected for any of (but not limited to) the following:

Failure to use the proposal form(s) furnished by CRCS, if applicable.

Lack of signature by an authorized representative who can legally bind the company on the proposal form.

Failure to properly complete the proposal.

Proposals that do not meet the mandatory requirements.

Evidence of collusion among proposers.

Not presently debarred from participation in state contracts.

RESTRICTIVE OR AMBIGUOUS SPECIFICATIONS

It is the responsibility of the prospective proposer/bidder to review the entire RFP packet and to notify CRCS if the specifications are formulated in a manner that would restrict competition or appear ambiguous. Any such protest or question(s) regarding the specifications or proposal procedures must be received by CRCS no later than the close of business on the third day following the submission deadline.

Vendors are to propose as specified herein or propose an approved equal/substitutes.

SUBSTITUTES

It is not CRCS’s intent to discriminate against any material of equal merit to those specified. However, should the proposer desire to use any substitutions, prior written approval shall be obtained from CRCS prior to the Question Deadline in order that an addendum might be issued.

EXCEPTIONS TO PROPOSAL

The proposer will complete and submit the attached deviation form should the proposer require any exceptions to the conditions of the proposal. If no deviations are stated, it will be understood that all general and specific conditions will be complied with, without exception.

Confidential document. Do not disclose without written permission from Camino Real Community Services

The Proposer must specify in its proposal any alternatives it wishes to propose for consideration by CRCS. Each alternative should be sufficiently described and labeled in the proposal and indicate its potential or actual advantage to the program being offered.

CRCS reserves the right to offer these alternatives to other proposers.

PRICING

Proposals for equipment shall offer new (unused) equipment or merchandise unless otherwise specified.

Quotes F.O.B. destination. If otherwise, show exact cost to deliver. The proposal will be either a lump sum or unit prices, as shown on the proposal sheet. The net price will be delivered to CRCS, including all freight or shipping charges. In case of error in extension, unit prices shall govern. Proposal subject to unlimited price increases will not be accepted. CRCS is tax exempt, and no taxes should be included in your proposal. Price should be itemized. Unless prices and all information requested are complete, the proposal may be disregarded and given no consideration.

In case of default by the Proposer, CRCS may procure the articles or services from other sources and may deduct from any monies due, or that may thereafter become due to the contractor, the difference between the price named in the contract of purchase order and the actual cost thereof to CRCS. Prices paid by CRCS shall be based on the prevailing market price at the time of purchase. Periods or performance may be extended if the facts as to the cause of delay justify such extension in the opinion of the Purchasing Agent.

All costs associated with the Services, as defined by this RFP, must be included in the Respondent's Offer. Offers that do not meet all requirements or include all required documentation specified in this RFP will be rejected as non-responsive.

TAX EXEMPTION

Pursuant to Texas law, CRCS, a governmental agency, qualifies for exemption from sales, excise, and use taxes. In accordance with Texas law, a taxable item sold, leased, or rented to, or stored, used, or consumed by CRCS is exempt from tax.

MODIFICATION OF PROPOSALS

A proposer may modify a proposal by letter at any time prior to the submission deadline for receipt of proposals. Modification requests must be received prior to the submission deadline. Modifications made before opening time must be initialed by the proposer guaranteeing authenticity. Proposals may not be amended or altered after the official opening with the single exception that any product literature and/or supporting data required by the actual specifications, if any, will be accepted at any time prior to the consideration of same. No substitutions or cancellations of merchandise will be permitted without CRCS's written approval.

SIGNATURE OF PROPOSALS

Each proposal shall include the Proposer's complete mailing address and be signed by an authorized representative with an original signature, with the authorized representative’s name and legal title typed below the signature line. Each proposal shall include the Proposer’s Federal Employer Identification Number (“FEIN”). Failure to sign the Contract page(s) and the proposal response sheet will disqualify the proposer from consideration by CRCS. The person signing on behalf of the Proposer expressly affirms that the person is duly authorized to render the proposal and to sign the proposal sheets and contract under the terms and conditions of this Proposal and to bind the Proposer thereto and further understands that the

Confidential document. Do not disclose without written permission from Camino Real Community Services signing of the contract shall be of no effect until it is fully executed by both parties.

AWARD OF BID/PROPOSALS-EVALUTATION CRITERIA AND FACTORS

An award will be offered to the responsible proposer whose proposal is determined to be the best value and demonstrates the best ability to fulfill the requirements set forth in the RFP. The prices proposed will be considered firm and cannot be altered after the submission deadline. The proposed cost to CRCS will be considered firm unless CRCS invokes its right to request the best and final offer, and it cannot be altered after the submission deadline.

A proposer whose proposal does not meet the mandatory requirements set forth in this RFP will be considered noncompliant. Each proposer, by submitting a proposal, agrees that if its proposal is accepted by CRCS, such proposer will furnish all items and services upon the terms and conditions in this proposal and any resultant contract. The proposer shall submit to CRCS, for approval, within ten (10) days from notice of contract award, all certificates of insurance evidencing the required coverage as described under the section entitled “Insurance”.

PUBLIC INFORMATION ACT

The parties agree that CRCS is a governmental entity for purposes of the Texas Public Information Act (“TPIA”), codified as Chapter 552 of the Texas Government Code and as such is required to release information in accordance with the Public Information Act. Proposer acknowledges that any and all information submitted to CRCS is subject to disclosure to third parties as per the requirements of the

TPIA.

RESULTANT CONTRACT

Any resultant contract shall be executed by both parties before taking effect. The contract documents shall consist of the contract, any addenda or amendments thereto, the general and special provisions, the drawings, proposal package and any addenda issued, and any change orders issued during the work.

The contracts to be entered into between CRCS and those whose proposals are accepted shall include, in addition to additional terms as agreed to by the parties, the following provisions.

The term “Contractor” as indicated below shall mean vendor or any other term which describes the awardee.

Governing Law and Venue Contractor acknowledges that CRCS is a governmental agency established under the laws of the State of Texas. The parties agree that this contract is governed by the laws of the State of Texas. The venue for any legal claim shall be proper in the federal or state courts in El Paso County, Texas.

Texas Tort Claims Act Contractor acknowledges that CRCS is a governmental agency and subject to the Texas Tort Claims Act, Texas Civil Practice and Remedies Code Chapter 101. Nothing in this Agreement shall be construed as a waiver of the rights or immunities available to CRCS under the Texas Tort Claims Act.

General Conditions and Stipulations Indemnification and Worker’s Compensation. Contractor shall defend, indemnify, and hold harmless CRCS, its officials, agents, and employees from and against all claims, damages, losses, and expenses, including attorney fees, arising out of or resulting from the Contractor’s acts or omissions in the

Confidential document. Do not disclose without written permission from Camino Real Community Services performance of the duties required under the Agreement. Contractor acknowledges that CRCS, as a governmental agency, cannot indemnify third parties as per the requirements of Texas law.

Independent Contractor. It is agreed that nothing herein contained is intended or should be construed in any manner as creating or establishing the relationship of co-partners between the parties hereto. Further, nothing in this agreement shall be construed as establishing Contractor as the agent, representative or employee of CRCS for any purpose or in any manner whatsoever. Contractor represents it has, or will secure at its own expense, all personnel required in performing services under this Agreement. Any and all personnel of the Contractor or other persons while so engaged, and any and all claims whatsoever on behalf of any such person or personnel arising out of employment or alleged employment including, without limitation, claims of discrimination against the Contractor, its officers, agents, or employees shall in no way be the responsibility of CRCS. Such personnel or other persons employed by Contractor shall not be entitled to any compensation, rights, or benefits of any kind available to CRCS employees, including, without limitation, medical and hospital care, sick and vacation leave, worker’s compensation, unemployment compensation, disability, or severance pay.

Right to Terminate CRCS reserves the right to terminate this Agreement subject to thirty (30) calendar days’ written notice to the Contractor. Contractor may submit a written request to terminate this Agreement only if CRCS should substantially fail to perform its responsibilities as provided herein.

Additionally, CRCS reserves the right to terminate this Agreement subject to thirty (30) calendar days' written notice to the Contractor should it be later identified as a service which can be consolidated into a statewide/regionalized Agreement. CRCS may exercise its option to cancel the remaining years of this Agreement, should it be decided that with additional institutions and/or sites, CRCS would receive a better rate for the same service.

However, CRCS can immediately terminate this Agreement for cause. The term "for cause" shall mean that the Contractor fails to meet the terms, conditions, and/or responsibilities of the Agreement. In this instance, the Agreement termination shall be effective as of the date indicated on the CRCS’s notification to the Contractor.

This Agreement may be suspended or canceled without notice, at the option of the Contractor, if the Contractor or CRCS’s premises or equipment are destroyed by fire or other catastrophe, or so substantially damaged that it is impractical to continue service, or in the event the Contractor is unable to render service as a result of any action by any governmental authority.

Liability for Loss and Damages Any damages by the Contractor to a CRCS facility including equipment, furniture, materials or other CRCS property will be repaired or replaced by the Contractor to the satisfaction of CRCS at no cost to CRCS. CRCS may, at its option, repair any such damage and deduct the cost thereof from any sum due Contractor under this Agreement.

Computer Software Management Memo Contractor certifies that it has appropriate systems and controls in place to ensure that CRCS funds will not be used in the performance of this Agreement for the acquisition, operation, or maintenance of computer software in violation of copyright laws.

Confidential document. Do not disclose without written permission from Camino Real Community Services

Accounting Principles The Contractor will adhere to generally accepted accounting principles as outlined by the American Institute of Certified Public Accountants. Dual compensation is not allowed; a Contractor cannot receive simultaneous compensation from two or more funding sources for the same services performed even though both funding sources could benefit.

Liability for Nonconforming Work All work provided by the Contractor shall conform to the latest requirement of federal, state, and local regulations. The contractor is responsible for compliance with all applicable laws, codes, rules and regulations in connection with work performed under this agreement.

The Contractor will be fully responsible for ensuring that the completed work conforms to the agreed upon terms. If nonconformity is discovered prior to the Contractor's deadline, the Contractor will be given a reasonable opportunity to cure the nonconformity. If the nonconformity is discovered after the deadline for the completion of the project, CRCS, in its sole discretion, may use any reasonable means to cure the nonconformity. The Contractor shall be responsible for reimbursing CRCS for any additional expenses incurred to cure such defects.

Subcontractor/Consultant Information Contractor is required to identify all subcontractors and consultants who will perform labor or render services in the performance of this Agreement. Additionally, the Contractor shall notify CRCS in writing within ten (10) working days of any changes to the subcontractor and/or consultant information.

Temporary Nonperformance If, because of mechanical failure or for any other reason, the Contractor shall be temporarily unable to perform the work as required, CRCS, during the period of the Contractor's inability to perform, reserves the right to accomplish the work by other means and shall be reimbursed by the Contractor for any additional costs above the Agreement price.

Neither Contractor nor CRCS shall be liable to the other for any delay in, or failure of performance, of any requirement included in the contract caused by force majeure. The existence of such causes of delay or failure shall extend the period of performance until after the causes of delay or failure have been removed, provided the non-performing party exercises all reasonable due diligence to perform. Force majeure is defined as acts of God, war, fires, explosions, hurricanes, floods, failure of transportation, or other causes that are beyond the reasonable control of either party and that, by exercise of due foresight, such party could not reasonably have been expected to avoid, and which, by the exercise of all reasonable due diligence, such party is unable to overcome.

Extension of Term If it is determined to be in the best interest of CRCS, this Agreement may be amended to extend the term.

Upon signing the amendment, the Contractor hereby agrees to provide services for the extended period at the rates specified in the original Agreement. The agreement shall not be set for auto-renewal.

Prohibition on Contracts with Companies Boycotting Israel Pursuant to Chapter 2270 of the Texas Government Code, Contractor represents and warrants that it does not boycott Israel and will not boycott Israel during the term of this Agreement.

Prohibition on Contracts with Companies on Terrorism Watchlist and with Foreign Terrorist

Confidential document. Do not disclose without written permission from Camino Real Community Services

Organizations Pursuant to Executive Order No. 13224, the contractor represents and warrants that it is not listed on the federal terrorism watchlist. Pursuant to Section 2252.152 of the Texas Government Code, Contractor represents and warrants that it is not engaged in business with Iran, Sudan, or a foreign terrorist organization.

Merger Acquisitions Pursuant to Chapter 2270 of the Texas Government Code, Contractor represents and warrants that it does not boycott Israel during the term of this Agreement.

Medicaid Vendor List Pursuant to requirements of the U.S. Department of Health and Human Services, Office of Inspector General, Contractor represents and warrants that none of its employees have been excluded from participating in federally funded health care programs and that they are not listed on the List of Excluded Individuals and Entities.

Monitoring Performance CRCS shall have the unfettered right to monitor and audit the Contractor’s work in every respect. In this regard, the Contractor shall provide its full cooperation and ensure the cooperation of its employees, agents, assigns, and subcontractors. Further, the Contractor shall make available for inspection and/or copying when requested, original data, records, and accounts relating to the Contractor’s work and performance under this Agreement. In the event any such material is not held by the Contractor in its original form, a true copy shall be provided.

Change in Law and Compliance with Law Any alterations, additions, or deletions to the terms of the contract that are required by changes in federal or state law or regulations are automatically incorporated into the contract without written amendment hereto and shall become effective on the date designated by such law or by regulation.

PROPOSER INVESTIGATION

Before submitting a proposal, each Proposer shall make all investigations and examinations necessary to ascertain all site conditions and requirements affecting the full performance of the Agreement and to verify any representations made by CRCS upon which the Proposer will rely.