ESBD_File_341486_RFP_24-002_JSH&E[2].pptx

RFP 24-002

JOHN SEALY HOSPITAL AND EMERGENCY ROOM BUILDING MEP MITIGATION

Working Together to Work Wonders

Pre-Submittal Conference

OCTOBER 10, 2023

Meeting Agenda Pre-Submittal Housekeeping Site Visit Project Team Project Information Drawings & Specifications Security Clearance Proposal Format Proposal Submission Evaluation Criteria & Proposal Requirements HUB Subcontracting Plan Requirements Clarifications and Interpretations Point of Contact & Questions Deadline

Working Together to Work Wonders

Pre-Proposal Housekeeping Attendees Send an email to aehanson@utmb.edu to be registered as an attendee in today’s pre-proposal conference Attendee sheet and PowerPoint will be Posted and Emailed

RFP Documents UTMB Bid Opportunities Website – Notice and Addendum https://www.utmb.edu/supplychain/bid-opportunities

Addenda Posted to our Bid-ops Website Notice Emailed to Attendees

RFP Due Dates Bid Proposal – Due Thursday, October 26th by 3:00 pm CST HUB Plans – Due Friday, October 27th by 3:00 pm CST

Site Visit

Attendance Not Mandatory, but highly recommended – Consider wearing a mask & maintain at least a 6’ distance from others. No Additional Tours currently

Site Visit / Walk-Thru - Tuesday, October 10, 2023, at 11:00 am, CST at the Lobby of Building M90 John Sealy Hospital.

**Please plan to wear a face mask and social distance by remaining in controlled groups directed by the Project Manager**.

Project Team Project Management Nilesh Shah, Program Director Terrie Muniz, Project Manager

Procurement Akan Hanson, Purchasing, Capital Construction

Supplier Diversity Programs Karen Gross, Manager Supplier Diversity/HUB Program

Architect Gonzalez Shah Smith, Inc.

Project Information

Scope:

The proposed project is a combination of two projects in two separate buildings on the Galveston Campus: the John Sealy Hospital and the Emergency Room Building. This project will install essential mechanical, electrical, and plumbing (MEP) equipment from the first floor of each building to a mechanical space on a floor twenty feet or more above mean sea level. The equipment that will be moved includes the chilled water system and controls, the heated water system and controls, normal and emergency power systems, fire alarm system, domestic water system, domestic hot water system, medical vacuum pump and air receiver and medical compressed air, water softener system, fire pump system, instrument air compressor system. The project will remove and dispose of remaining decommissioned equipment from the first floors.

This Project is funded by a General Land Office (GLO) grant therefore we need to comply with HUD Section 3.

Section 3 is a provision of the Housing and Urban Development Act of 1968. The purpose of Section 3 is to ensure that employment and other economic opportunities generated by certain HUD financial assistance shall, to the greatest extent feasible, and consistent with existing Federal, State, and local laws and regulations, be directed to low- and very low-income persons, particularly those who are recipients of government assistance for housing, and to business concerns which provide economic opportunities to low- and very low-income persons.

The Section 3 benchmarks are minimum targets that must be reached in order for the Department to consider a recipient in compliance. Recipient agencies are required to make best efforts, or to the greatest extent feasible, to achieve the benchmarks required for the number of labor hours performed by both Section 3 workers and Targeted Section 3 workers.

Benchmark

• 25% of all labor hours must be performed by a Section 3 worker

• 5% of all labor hours must be performed by Targeted Section 3 workers

The minimum target must be reached or good faith efforts to reach target must be demonstrated

The entire Project Delivery team, including but not limited to Contractors, Architects, Engineers, and Vendors will be required to use UTMB’s Project Management Information System (PMIS) e-Builder. E-Builder licenses and training will be provided by UTMB at no additional cost.

Estimated Execution of Agreement December 2023 Estimated Notice to Proceed December 2023

Drawings & Specifications

Respondents and Subcontractors may view or download RFP Documents from the following link provided:

https://www.utmb.edu/supplychain/bid-opportunities

Security Clearance GC and subcontractors will be required to obtain a security clearance check and badges for all on-site employees and subcontractors.

The badging process involves paperwork, background, and drug tests.

Pre-Check will be used by General Contractor for its employees that require building access - $36.50 per individual.

General Contractor and Subcontractors will use FC Construction Services for its employees that do not require building access – $125.00 per individual.

Pre-Check and FC Construction Services Background Check may include the following:

Valid US Federal or State Government-issued picture ID card Verified social security number National Sex Offender List Check Excluded Parties or Terrorist Watch List Check No felony convictions within the past seven (7) years relating to theft, violence, or drugs No Misdemeanor convictions within the past five (5) years relating to theft, violence, or drugs No positive drug test results

Proposal Submission RFP Section 1 – Item 1.5 E-mail Only – Max size of 10MB E-Mail Address: vendor.bids@utmb.edu

Proposals Due: Thursday, October 26th by 3:00 PM CST HUB Plans Due: Friday, October 27th by 3:00 PM CST The electronic version is to be submitted to vendor.bids@utmb.edu All electronic documents must include all required signatures.

Official time clock for E-Mail submittals shall be the date and time specified on the email received by UTMB

Evaluation Criteria & Proposal Requirements Evaluation based on the requirements described in this RFP Portion of the evaluation will be based on the Respondent’s Pricing and Delivery Proposal All received Proposals shall be held until the submitted HUB Subcontracting Plans (HSPs) have been reviewed and accepted by the UTMB HUB Coordinator.

Any Proposal received, in which the HSP was not accepted by UTMB, shall not be considered in the evaluation process for the award of this project.

Proposals, in which the submitted HSP was accepted, shall be evaluated on the criteria as specified below, as listed in the RFP.

Cost Company Overview GC Key Personnel, Past Experience and References Subcontractors Past Experience and References Project Management Safety Program Quality Control and Commissioning, Warranty and other Considerations

Historically Underutilized Business Subcontracting Plans (HSP) CSP Requirements HUB Program – 11.8.2022

Historically Underutilized Business (HUB) Subcontracting Plan (HSP) Requirements In accordance with Texas Government Code 2161, each state agency, including UTMB, is required to make a good faith effort to assist HUB firms in competing for, and receiving, contracts awarded by the agency.

UTMB has reviewed this solicitation in accordance with Chapter 1, Texas Administrative Code, Section 20.285 (a) and has determined that subcontracting opportunities are probable under this solicitation.

If your company is certified as a State of Texas HUB firm and your company is bidding as a prime contractor your firm must complete a HUB Subcontracting Plan. There are no exceptions; it is a state requirement.

The individual preparing the HUB Subcontracting Plan and the individual signing the document in Section 4 are responsible for the requirements of completing a compliant HUB Plan.

Historically Underutilized Business Subcontracting Plan (HSP) Requirements Your firm may only use Method B for the HUB Plan submittal

Your firm may only use UTMB’s HUB Plan document (See UTMB’s Exhibit H Building Construction document for requirements)

Prime contractors must prepare the State of Texas HUB Subcontracting Plan. Do not allow the subcontractors to prepare the document.

Historically Underutilized Business Subcontracting Plan (HSP) Requirements

Method B – Requires a “Good Faith Effort” process

12.1.2022klg

Method B Requirements Read the Method B HSP document thoroughly.

Pay close attention to the requirements in Section B-3.

Your firm must meet all the mandatory requirements in Section B-3.

must allow HUB firms at least seven (7) working days to respond to the notice prior to you submitting your bid response to UTMB. (Bids due to your firm must be prior to the time/date due to UTMB) Allow sufficient time to meet all the posting requirements (Section B-3 b and d)

Provide written notification of the subcontracting opportunities you listed in Section 2 b and B-1, to three (3) or more Texas certified HUB firms.

Provide written notifications of the subcontracting opportunities you listed in Section 2 b and B-1 to two (2) Texas trade organizations or development centers (See Section B-3 d).

Method B Requirements Continued

Important information regarding notifications:

Be mindful that a working day is considered a normal business day of a state agency, not including weekends, federal, or state holidays, or dates the agency is declared closed by the executive officer.

During this bid period: No Holidays

The initial day the subcontracting opportunity notice is sent to the Texas certified HUB firms and to the Texas trade organizations/development centers is considered to be “day zero” and does not count as one of the seven (7) working days.

Method B Requirements Continued

Written notifications to the trade organizations/development center can only be in Texas. The notification provided to the trade organizations/development centers is required so that those organizations can post a prime contractors notice of subcontracting opportunities to their members one is not asking those organizations to bid on the opportunities.

Include all the good faith effort supporting documentation for each opportunity you listed. (See Section B-3 of information on back-up documents).

Do not make any assumptions or your own interpretations of the State of Texas HUB Plan; if you need assistance, please ask.

Mentor-Protégé Program

As a point of clarification, if your firm has a formal State of Texas Mentor-Protégé Agreement signed with a subcontractor the signed document constitutes a good faith effort to subcontract with a Texas certified HUB towards that specific portion of work. (See Section B-2 HUB Subcontracting Plan)

Example:

If the state mentor-protégé agreement is for your firm to mentor, the Texas certified HUB subcontractor on cement goods and services then that is the only scope of work for which that agreement is valid.

The respondent would have to have multiple formal mentor protégé agreements for other scopes of work.

A copy of the State of Texas Mentor-Protégé Agreement signed by the state Comptroller's Office and the sponsoring state agency must accompany the HUB Plan submittal.

CHECKLIST FOR THE METHOD B SUBMITTAL

Remember with the Method B HUB Subcontracting plan the prime contractor cannot select a subcontractor unless you correctly follow all the State of Texas HUB Subcontracting Plan good faith effort requirements stated in Section B-3.

What does your firm need to include when submitting a Method B State of Texas HUB Plan?

Complete the Method B State of Texas HUB Plan

This includes the following:

Pages 1, 2, and 3 of the HSP. Only complete Section 4 on page 3.

Do not write in Section 3.

Include the HSP Good Faith Effort – Method B Form (Attachment B) – See the next slide

Back-up documentation noted in Section B-3 a, b, c and d includes the following:

Notifications to the three (3) State of Texas certified HUB firms listed in Section B-3 b.

Notifications to the two (2) Texas trade organizations or development centers listed in Section B-3 d.

METHOD B –ATTACHMENT FORM

Complete pages 1, 2 and 3 which contains Sections 1, 2, and 4 and the HSP Good Faith Effort – Method B (Attachment ) which contains Sections B-1, B-2 (only if applicable), B-3 b and d, B-4 a, b and c.

For each subcontracting opportunity your firm listed in Section 2b; your firm is required to complete the HSP Good Faith Effort –Method B (Attachment B) Form.

Your firm should have a set of Method B forms (page 1 of 2 and 2 of 2 for each opportunity listed in Section 2b)

Method B - Attachment B:

Complete Sections B-1, B-2 (if applicable), Section B-3 b and d.

Complete Sections B-4 a, b and c.

HUB Subcontracting Plans (HSP)

As a courtesy, the HUB Coordinator will review the HUB Plan to be submitted with the bid 72 hours prior to bid submittal; the review is done on a first come first serve basis and if time permits based on the HUB Coordinator’s availability.

Do not submit your HSP for review the day the bid is due.

UTMB will not notify your firm if the HUB Plan is not compliant.

Respondents must complete and submit a compliant HSP document as part of the proposal. Failure to do so will result in the bid proposal being disqualified.

HSP Questions For assistance with the State of Texas HUB Subcontracting Plan requirements contact Karen Gross, Manger of Supplier Diversity Programs/HUB Coordinator at 409.266.1094 or by e-mail at klgross@utmb.edu

Clarifications & Interpretations RFP Section 1 – Item 1.4 All questions must be submitted in writing & submitted only to the listed individual in the RFP (and referenced on Slide 27 of this presentation) Addendum will be issued for any clarifications and interpretations that materially affect or change the RFP requirements, drawings, and/or specifications Respondents are responsible for obtaining Addenda from the website below:

Notice of Addendum will be posted on the UTMB Bid Opportunities website http://www.utmb.edu/supplychain/purchasing/bidops.asp Interpretations or clarifications in any form other than Addendum, including oral statements, will not be binding on UTMB and should not be relied on in preparing Proposals

Clarifications & Interpretations The General Terms and Conditions contained within the RFP Document shall be made a part of and govern any Purchase Order, unilateral or bilateral Agreement, if any, resulting from this Request for Proposal.

Respondents offering alternate provisions to the Terms & Conditions:

Must refer to the specific article or section concerned General exceptions are not acceptable Terms & Conditions determined to be unacceptable may result in disqualification of proposal

Point of Contact & Questions Deadline Respondents shall restrict all contact with the Owner and direct all questions regarding this RFP, including questions regarding terms and conditions, to the Point-of-Contact person(s) specified.

Questions must be submitted in writing via e-mail to:

Akan Hanson , Purchasing aehanson@utmb.edu

Last day for questions: Tuesday, October 17, 2023, at 3:00 PM CST

Thank You

Questions?

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