ESBD_File_344670_PCS 121 - Solicitation Addendum No. 1 Acknowledgement.pdf

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Effective 07/15/2016 Revised 12/30/2021

Procurement and Contracting Services, 1100 W. 49th Street, Austin, TX 78756

Form

PCS 121

SOLICITATION ADDENDUM ACKNOWLEDGEMENT FORM

Solicitation Due Time

PCS Contact Information

Description of Addendum

THIS ADDENDUM NOW BECOMES A PART OF THE ORIGINAL SOLICITATION RETURN ADDENDUM ACKNOWLEDGMENT FORM AS INSTRUCTED, FAILURE TO DO SO MAY RESULT IN DISQUALIFICATION OF RESPONSE.

1.

Acknowledge receipt of this addendum by signing and returning this addendum with your solicitation response in accordance with the submission options outlined in the solicitation.

2.

If respondent has submitted the response prior to addendum, respondent may email the signed addendum to pcsbids@hhsc.state.tx.us prior to the solicitation due date and time.

9.0.0.2.20101008.1.734229 a.m.

CurrentPage:

TextField28: nicole.mejia@hhs.texas.gov

DueDate: 2024-02-09

Minute: 30

Hour: 10

AddendumNo:

AddendumDate: 2024-01-31

TextField30: 512-406-2650

TextField32: 1. Attached is the PowerPoint presentation from the optional webinar vendor conference, which was held in accordance with Section 6.9 of the solicitation.

2. The following changes are being made to Section 7.1 Scope of Services to be Performed:

The required services to be provided are annual preventive maintenance and inspection services for water purification systems, as listed in Exhibit H - Equipment and Parts List, including tanks and mix beds at DSHS Laboratory.

3. The following changes are being made to Section 7.1.14.2 Contractor Supervisor(s) and Performance Monitoring:

Paragraph 1: Contractor shall provide competent supervisor(s) to be available if requested by Agency.

Paragraph 3: Remove "The Contractor and the supervisors shall continuously monitor and maintain awareness, by personal inspection, of the quality and completeness of the work being performed."

Associate Commissioner, PCS:

DateTimeField1:

TextField31:

Vendor Conference

Water Purification Systems Annual Preventive Maintenance and

Inspection Services, Department of State Health Services Laboratory

HHS0014102

Vendor Conference Agenda

Procurement Activities

Project Overview

HUB

Questions Submittal

Preliminary Responses to Questions

Closing Commentary

Sole Point of Contact Contact Information

Nicole Mejia, CTCD, CTCM, Purchaser, Procurement and Contracting Services (PCS), HHSC

Phone: 512-406-2650

Email: Nicole.mejia@hhs.Texas.gov

Bob McCurdy, HUB Coordinator

Historical Underutilized Business – HUB, HHSC

Email: Bob.McCurdy@hhs.texas.gov mailto:Nicole.mejia@hhs.Texas.gov mailto:Bob.McCurdy@hhs.texas.gov

Procurement Roles HHSC Procurement Team

PCS - Responsible for procurement activity

Program - Responsible for project scope, requirements, performance, results, contract management and monitoring

HUB- Responsible for HUB activity

Schedule of Events Upcoming Events

Anticipated Contract Start Date

Upon Award

Deadline for submission of Solicitation Responses

February 9, 2024 10:30 am - Central Standard Time

Courtesy Review of HUB Subcontracting Plan (HSP) Submission Deadline

January 26, 2024 5:00 pm – Central Standard Time

HHSC Posts Responses to Vendor Questions

January 31, 2024

Deadline for Submitting Questions

January 23, 2024 5:00 pm - Central Standard Time

Solicitation Access The posting on the Electronic State Business Daily (ESBD) is located at:

https://www.txsmartbuy.com/esbddetails/view/

HHS0014102

HHSC will post all official communication regarding this solicitation on the ESBD website, including the notice of award.

• HHSC reserves the right to cancel this solicitation, or to make no award if it determines such action is in the best interest of the state.

• HHSC may, in its discretion, reject any and all bid responses or portions thereof.

https://www.txsmartbuy.com/esbddetails/view/HHS0014102 https://www.txsmartbuy.com/esbddetails/view/HHS0014102

Submission Requirements For Submittal information please see Solicitation Appendix A: SUBMISSION

INSTRUCTIONS AND RESPONSE

CHECKLIST

Hardcopy Submission, emailed responses, and responses submitted electronically through the HHS Online Bid Room will be accepted.

Emailed responses must be submitted to:

pcsbids@hhsc.state.tx.us Only. For instructions regarding registration and use of the HHS Online Bid Room, see Exhibit F. Online, electronic responses must be submitted to the link specified in Exhibit F.

mailto:pcsbids@hhsc.state.tx.us

Checklist for Submission Response

This checklist is included to provide assistance in submitting a complete and accurate response to this Solicitation.

Failure to submit the following with the Response WILL disqualify the Bidder from further consideration for evaluation or award.

Exhibit A - HHS Solicitation Affirmations (Pages 1-13)

Exhibit C - Bid Execution Page

Exhibit D - Pricing Sheet (Pages 1-6)

Exhibit G - HUB Subcontracting Plan (HSP)

Failure to submit the following with the Response MAY disqualify a Bidder. HHSC will review all Responses received and will determine if any or all Responses which do not include the complete, signed (if applicable) copies of Addenda or requested information and documentation will be disqualified or whether additional time will be permitted for submission of the incomplete or missing documentation. If additional time will be permitted, Bidders will be notified in writing to provide the missing documentation by a specified deadline. Failure by Bidder to submit the requested documentation by that deadline WILL result in disqualification.

Exhibit E – Bidder Reference Form

Bidder’s Minimum Experience and Qualifications - Section 7.1.5

Demonstration of the ability to perform by a written description of the size and scope of all operations, including the number of Bidder’s employees available to provide customer service, order fulfillment, safe shipping and handling of product and the number of supervisors for each location, as applicable. Bidder must include the number of years it has been in business.

Provide any other information Bidder believes is pertinent to demonstrate the Bidder’s financial capability, financial solvency, and capacity to fulfill the requirements of this Solicitation.

Addenda, if applicable

Public Information Act Copy of Response, if applicable

Screening & Evaluation Award Information

Screening & Evaluation For Screening and Evaluation information please see Section 15 and 16 in the bid solicitation.

Award Information For Award Information please see Section 17 in the bid solicitation.

HHS Sole Point of Contact

• All communications relating to this solicitation must be directed to the HHSC Sole Point of Contact, except for matters related to HUB requirements.

• All communications between respondents and other HHSC staff members concerning this solicitation are strictly prohibited.

• Failure to comply with these requirements may result in proposal disqualification.

Water Purification Systems Annual Preventive Maintenance and Inspection Services, Department of State Health Services Laboratory

Project Overview:

HHSC PCS is seeking competitive bids to establish contract(s) for annual preventive maintenance and inspection services for twelve (12) water purification systems, including tanks and mix beds at the Department of State Health Services (DSHS) Laboratory in Austin, Texas.

Scope of Work

The required services to be provided are annual preventive maintenance and inspection services for twelve (12) water purification systems, including tanks and mix beds at DSHS Laboratory. See Exhibit H - Equipment and Parts List.

Equipment may be added or removed during the term of the awarded Contract and at the sole discretion of the HHS Agency.

Services shall be performed in accordance with manufacturer required maintenance services and inspection schedules.

The Contractor shall coordinate with DSHS to schedule the preventive maintenance two (2) weeks prior to service.

The Contractor shall provide the following services:

a) One (1) all-inclusive preventive maintenance visit per year scheduled approximately in the first quarter of the year to include inspection, sanitization, and adjustment for the following items to ensure proper operation and functionality of each water purification system, per Original Equipment Manufacturer (OEM) specifications:

1. Electrical system

2. Mechanical functions and adjustments

3. Cleaning and sanitization of system as required

4. Replacement of filter cartridges and packs, ultraviolet (UV) lamps, and point of use filters

5. Water quality test, including documentation of water quality and a copy of the annual certification of meter used to conduct the test.

b) The Contractor shall provide OEM parts when replacement parts are needed.

c) The Contractor shall provide, for DSHS review and approval, a detailed service report after each preventive maintenance service has been completed.

The service report shall include:

1. Identifiable (ID) service report number

2. Description of work that was completed

3. Parts and materials including make and model number(s)

4. Documentation of tests performed

5. Statement that the instrument is operational, per the manufacturer specifications

6. Labor hours worked

7. Date the work was performed and completed

8. First and last name of DSHS Lab Representative

9. First and last name of Contractor’s personnel performing services

Historically Underutilized Business (HUB)

HUB Subcontracting Plan (HSP) Training

Agenda

1. HSP Method Options

2. Required HSP Pages

3. Method V: Section 3

4. GFE Attachment A

5. GFE Attachment B

6. Additional Information

7. Special Reminders

8. HUB Contact Information

Responses that do not include a completed HSP shall be

Rejected pursuant to:

TGC §2161.252(b) and

34 TAC 20.285

https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm https://texreg.sos.state.tx.us/public/readtac%24ext.TacPage?sl=R&app=9&p_dir&p_rloc&p_tloc&p_ploc&pg=1&p_tac&ti=34&pt=1&ch=20&rl=285

HSP Method Options

Subcontracting Method Options

Subcontracting Method Definition

I: All HUB(s) Utilizing only Texas certified HUB(s). See GFE Attachment A.

II: Mentor-ProtégéRelationship Utilizing an approved M/P agreement. See GFE AttachmentB.

III:

Meeting/Exceedin g HUB Goal

Subcontracting goal met by HUB(s). See GFE Attachment A.

IV: Solicitation Method Subcontracting utilization goal not met. See GFE Attachment B:

Contact 3+ HUBs & 2 minority/trade organizations inwriting.

V: Self Performing Contractor performs all work with own resources. No GFE Attachment.

HSP Required Pages Continued

All subcontracting method options require:

Page 1, Section 1: Respondent & Bid Information

Page 2, Section 2: Respondent's Subcontracting Intentions oYes – fill out part b., c., & d (if applicable) oNo – see next slide/Section 3

Page 3, Section 4: Affirmation signature

MethodV: Section 3 The Prime contractor performs ALL work-related activities

Equipment Materials Supplies

Transportation Delivery W-2 Employees

Agency may request additional information.

GFE Attachment A

2. Subcontracting Opportunity

3. Subcontractor Selection

a. Company Name

b. TX HUB: Y/N

c. TX VID or Federal EIN #

d. % &$:

*“TBD” is NOT acceptable

Method I or III:

1. Contractor Name / Solicitation #

GFE Attachment B -

Written Notices:

*Minimum 7 Working days.

*Supporting documents (email, fax, etc.).

Method II or IV:

• 3+ "Active" Certified HUBs

• 2 Trade Org./Bus. DevelopmentCenters

GFE Attachments B -

a. Company Name

b. Texas Certified HUB (Y) or (N)

c. Texas VID or Federal EIN #

d. % & $

• Note “TBD” is NOT acceptable *Please provide justification for all Non-HUB Subcontractors

Method II or IV:

1. Contractor Name /

Solicitation #

2. Subcontracting Opportunity

3. Subcontractor Selection

Additional Information

Subcontracting method options I-IV require:

• HUB Vendor Profiles on CMBL/HUB Directory

i. HUB’s VID#

ii. Contact information

iii. “A” = Active status

iv. Expiration date

• Written GFE notification (Method IV only)

1. Sent emails

2. Certified Letters

3. Fax logs

*7 business days to respond

Special Reminders Review HSP Checklist for guidance.

Check the Solicitation HUB Subcontracting Goal %.

Choose an HSP method & provide documentation.

The Commodity Book is the only resource for NIGP or class/item codes.

The CMBL/HUB Directory is a resource to seek out certified active Texas HUBs.

HSP Courtesy Reviews are available upon written request.

No HSP changes are allowed until after contract award.

https://mycpa.cpa.state.tx.us/commbook/ https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do

HUB Contact Information hhschuboutreach@hhs.texas.gov

(512) 406-2570

*Active solicitation HSP questions contact designated HUB Coordinator.

mailto:hhschuboutreach@hhs.texas.gov

HUB Coordinator Contact Information

Bob McCurdy bob.mccurdy@hhs.texas.gov

(512) 406-2534 mailto:hhschuboutreach@hhs.texas.gov

Questions and Answers

Questions asked during this meeting are non-binding verbal answers to vendor questions. If you’d like your question to be a binding question or need clarification, please submit your response to the sole point of contact, PCS Purchaser, at Nicole.mejia@hhs.Texas.gov, by Tuesday, January 23, 2024, at 5:00pm CST.

Binding questions received by this deadline will be responded to in an addendum and posted on the ESBD website by Wednesday, January 31, 2024. At this time does anyone have any questions that they would like to ask?

mailto:Nicole.mejia@hhs.Texas.gov

Closing Comments

• Respondents are responsible for meeting the solicitation requirements, including any addenda.

• Respondents must check the ESBD frequently for any new amendments that may have been added to this solicitation.

Thank You

Vendor Conference

Vendor Conference Agenda

Sole Point of Contact

Procurement Roles

Schedule of Events

Solicitation Access

Submission Requirements

Checklist for Submission Response

Checklist for Submission Response

Checklist for Submission Response

Screening & Evaluation Award Information

HHS Sole �Point of Contact

���Water Purification Systems Annual Preventive Maintenance and Inspection Services, Department of State Health Services Laboratory

Scope of Work

Scope of Work

Scope of Work

Scope of Work

Slide Number 18

Agenda

Responses that do not include a completed HSP shall be Rejected pursuant to:

HSP Method Options

Slide Number 22

HSP Required Pages Continued

Method V: Section 3

GFE Attachment A

GFE Attachment B - 1 of 2

GFE Attachments B -

Additional Information

Special Reminders

HUB Contact Information

HUB Coordinator Contact Information

Questions and Answers

Closing Comments

Thank You