ESBD_File_347931_IFB 2024-01-001 CommUnityCare X-ray Equipment.pdf

IFB 2024-01-001 – CommUnityCare X-ray Equipment

Central Texas Community Health Centers d/b/a CommUnityCare

Invitation for Bid 2024-01-001

CommUnityCare X-ray Equipment

Issue Date: 01/16/24

Procurement Point-of-Contact

Chad Roberts CommUnityCare Purchasing Office

Director of Procurement 2115 Kramer Lane Austin, TX 78758

Office: 512/978-9016 chad.roberts@communitycaretx.org

Close Date: 2/16/24 mailto:chad.roberts@communitycaretx.org

Table of Contents Page No.

Notice to Bidder

Introduction

Instruction to Bidders

General and Administrative Information

Instructions to Bidder

Bid Submission Mandatory Requirements

Award of Contract

General Terms

List of Items to Include in the IFB Package

Attachments:

Attachment A - SOW

Attachment B – Price Sheet (Site Locations)

Attachment C - Acknowledgment of Receipt Form

Attachment D - Historically Underutilized Business

Attachment E - Conflict of Interest

Attachment F - Certificate of Secretary

Attachment G -Vendor Confidentiality Agreement

Attachment I - Terms and Conditions

Attachment - Blank

NOTICE TO BIDDERS

RFP 2024-01-001

RFP Start Date: 1/16/24 RFP End Date: 2/16/24 at 2:00pm CT

Pre-Proposal Meeting Date (Mandatory): 1/26/24 Meeting location: 1210 W Braker Ln, Austin TX 78758

Questions Due: 1/30/24 at 5:00pm CT Response Date: 2/6/24 by COB

RFP Contact Director of Procurement chad.roberts@communitycaretx.org

Contract Duration: One-Time

Bid Comments: Interested firms are invited to submit Bids in accordance with the instructions in this Invitation for Bid (RFP No. 2024-01-001).

Responses (including prices) are good for 90 days.

A Combination of Paper and Electronic Submittals are being accepted.

Proposals received at the designated location after the published time and date will not be considered.

Description:

Central Texas Community Health Centers d/b/a CommUnityCare (“CommUnityCare”) hereby known as “The Party” is requesting Bids from qualified distributors and manufacturers for new purchase and installation of X-ray equipment for installation at 2901 Montopolis Dr Austin, TX 78741 and 1210 W Braker Ln, Austin, TX 75758.

Bidders are requested to send one (1) original Bid and one (1) electronic copy on a flash drive to be delivered to the following location and clearly marked as such:

RFP 2024-01-001

Chad Roberts, Director of Procurement CommUnityCare 2115 Kramer Lane, Suite 100 Austin, TX 78758

**Please include your return address on the outside of the bid package.

I. INTRODUCTION

This section provides background on CommUnityCare, and the operating environment of

CommUnityCare, which may be helpful to the Bidder in preparing the proposal. The information is provided as an overview and is not intended to be a complete and exhaustive description.

A. Background Information

Central Texas Community Health Centers d/b/a CommUnityCare is a 501(c)(3) non-profit organization providing healthcare services to underinsure and uninsured residents of Travis and surrounding counties. CommUnityCare was formerly a department of the City of Austin, transitioning to a nonprofit status on March 1, 2009. CommUnityCare currently has nineteen healthcare centers, four dental centers, one central pharmacy and one administration. These sites are located throughout the City of Austin and Travis County. Services provided are comprehensive primary care including pediatrics, specialty care, behavioral health services, and dental care. CommUnityCare also provides treatment to persons affected by Acquired Immune

Deficiency Syndrome (“AIDS”) and Human Immune-deficiency Virus (“HIV”), and care for the homeless at the Austin Resource Center for the Homeless as well as to people who are eligible for Medicaid, Medicare, Children’s Health Insurance Program (“CHIP”) or the Travis County

Healthcare District Medical Assistance Program (“MAP”). CommUnityCare’s funding is derived primarily from its taxing affiliate Central Health. Funding is also provided by grants received from federal, state and local governments; service revenue received from patients and other medical insurance and aid providers. CommUnityCare is legally separate from Central Health;

however, they both are joint holders of the Federally Qualified Health Center status that allows the clinics operated by CommUnityCare to receive an enhanced level of Medicaid reimbursement.

B. Goals and Objectives

CommUnityCare’s goal is to provide access to health care for eligible residents of Travis County typically to those residents who are at or below 200% of the Federal Poverty Guidelines (FPG).

Their vision is to improve the health of the community by increasing access to the best care possible.

C. Overview of the Healthcare District

Central Health was created by a vote of Travis County residents on May 15, 2004 as allowed under Chapter 281 of the Texas Health and Safety Code. The formation of Central Health was in large part due to a collaborative effort that focused on educating the voters about the healthcare issues facing the Travis County community. This effort was led by a steering committee that included: physicians, healthcare advocates, members of the business community, elected officials, and the Integrated Care Collaboration (ICC), among others. Central Health was created to address key issues including overcrowding in the emergency rooms resulting in more frequent ambulance diversions and a lack of locally funded inpatient.

II. INSTRUCTIONS TO BIDDERS

The following describes the requirements and procedures necessary to provide a bid for this project.

A. General and Administrative Information

1. CommUnityCare is soliciting bids from qualified vendors to provide X-ray Equipment specified in the Attachment A. Bidders are encouraged to review the entire IFB before IFB submittal preparation to understand CommUnityCare’s specific requirements.

CommUnityCare is searching for the Best Value of services to include low prices, responsive and timely service and accurate reporting. This Contract will be for an initial purchase with warranty, construction documents (if necessary), construction project management (if necessary), and scheduled preventive and on-call corrective maintenance as indicated during the bid process. Maintenance shall have renewal options, pursuant to funding availability and satisfactory service provision, as determined by CommUnityCare.

2. Before submitting a bid, the bidder shall carefully examine the bid form, specifications, bidding requirements and Scope of Work (Attachment A). During the pre-bid meeting, the bidder is encouraged to examine the work sites and fully understand the conditions expected to be encountered relating to the character, quality, and quantity of work to be performed and materials/equipment to be furnished. The submission of a bid by bidder shall be conclusive evidence that the bidder has complied with these requirements.

3. Bids are due promptly at 2:00 P.M. CST, February 16, 2024. Late bids will be refused and returned to the Bidder. Bids must be delivered to CommUnityCare, Attn:

Procurement Director, 2115 Kramer Lane, and Austin TX 78758.

4. The Time-Date Stamp Clock located at the front reception desk of the CommUnityCare

Administration Building will serve as the OFFICIAL CLOCK for the purpose of verifying the date and time of receipt of bids. All bids must be received by the due date and time to be considered. CommUnityCare will not be responsible for delivery delays resulting from the need to transport a bid from another location, or error, or delay on the part of any carrier.

5. More than one bid involving an individual, firm, or corporation, or any combination thereof under the same or different names will not be considered. Reasonable grounds for believing that any Bidder is interested in more than one bid for the work contemplated will be cause for rejection of all bids in which such Bidder is interested. Any or all bids will be rejected if there is reason for believing that collusion exists among the Bidders, and all participants in such collusion will not be considered in future bids for the same work. Bids in which the prices are obviously unbalanced may be rejected. Bidders may also be disqualified and their bids not considered for any of the following specific reasons: The Bidder has an interest in any litigation against CommUnityCare, the Bidder is in arrears of any existing contract or has defaulted on a previous contract, the Bidder is involved in other, not yet completed projects which, in the judgment of CommUnityCare will prevent or hinder the prompt completion of additional work if awarded or the Bidder has an unacceptable safety record.

6. All received bids, including attachments, supplementary materials, addenda, etc., shall become the property of CommUnityCare and will not be returned to the Bidder.

7. Bidders are requested to promptly notify CommUnityCare of any ambiguity, inconsistency or error, which they discover upon examination of the Bidding Documents. Bidders requiring information, clarification or interpretation of the Bid Documents must be by email to: chad.roberts@communitycaretx.org no later than 5:00PM CT on the date outline in the “Notice To Bidder”, Questions Due. Any interpretation, correction or change in the

Bidding Documents will be made by an Addendum. Interpretations, corrections or changes in the Bidding Documents in any other manner will not be binding, and Bidders shall not rely upon such interpretations, corrections and changes. Addendums will be placed on

Bidsync and ESBD web sites.

BidSync - http://www.bidsync.com/community-care-health-centers/ http://www.bidsync.com/community-care-health-centers/

ESBD - http://esbd.cpa.state.tx.us/

8. Compensation will not be provided to Bidders for any expenses they incur as part of the submittal process.

9. Historically Underutilized Businesses, including contractors, subcontractors, and suppliers, are encouraged to participate in this project consistent with the goals of the Board of

Managers of CommUnityCare. Contractors will be required to comply with all applicable

Equal Employment Opportunity laws and regulations, all Federal, State, and local regulations for construction safety and health standards and prevailing wage rates.

10. CommUnityCare reserves the right to reject any and all bids and to waive any formality in the bids received. Bids may not be withdrawn for Ninety (90) calendar days after the date on which they are opened.

11. Bid/Cost Offer must be firm and guaranteed for Ninety (90) calendar days from the IFB due date as outlined on the “Notice To Bidder”.

12. The Bidder may change a bid price entered in a bid before it is submitted by changing the price and initialing the revision with ink. In cases where the bid has been submitted, the

Bidder may change a bid price in the bid provided the request to do so is submitted in writing and is in the hands of the CommUnityCare Procurement Director no later than 2:00 P.M. CT on the bid closing date. A request by telephone or fax for a change in the unit bid price will not be considered.

13. All Inquiries regarding this Invitation to Bid must be directed to the CommUnityCare

Procurement Director: chad.roberts@communitycaretx.org

14. A Bidder may withdraw the bid provided the request in writing to do so is in the hands of the official indicated in the Notice to Bidders by the time set and date for opening of bids.

A request by telephone or fax for withdrawal of a bid will not be considered.

15. Protests. Protests must be submitted in writing to the Purchasing Department not later than ten (10) calendar days after award by CommUnityCare. The Purchasing Department shall rule on the protest in writing within ten (10) calendar days from date of receipt.

Any appeal of the Purchasing Department’s decision must be made within ten (10) calendar days after initial protest decision is rendered. Appeals shall be submitted to the Purchasing

Department, who shall present the matter for final resolution to CommUnityCare CEO or designee.

Appellant shall be notified of the time and place the appeal is to be heard by

CommUnityCare and afforded an opportunity to present evidence in support of the appeal.

CommUnityCare’s decision is final.

B. Instructions To Bidders

1. Before submitting a bid, the Bidder shall carefully examine this IFB and all attachments.

Bidders should also carefully examine the Scope of Work (Attachment A) and Price Sheet

(Site Location List) (Attachment B) to ensure the most efficient and economical route. The submission of the bid by the Bidder shall be conclusive evidence that the Bidder has complied with these requirements.

http://esbd.cpa.state.tx.us/

2. The sole point of contact for inquiries is CommUnityCare’s Purchasing Department as identified in the “Notice to Bidder”. Respondents should not contact individual

CommUnityCare Board Directors, CommUnityCare CEO, or CommUnityCare staff regarding this solicitation. Such contact may result in disqualification of the Respondent initiating the contact.

3. The schedule and milestones for this IFB is located on the “Notice To Bidder section of this

IFB. These dates are for general information only and may be subject to change.

CommUnityCare requires bidders to attend the Mandatory Pre-Bid meeting as noted on the

“Notice To Bidder”. Bidders will be required to sign in as proof of attendance.

Nonattendance to the Mandatory Pre-Bid meeting may disqualify the bid proposal.

4. The Procurement Director will not accept bids and modifications to bids received after the time set and date for bid opening. Late bids will not be returned unopened to the Bidder.

5. Bids may be rejected, if they contain any alteration of words or figures, additions not called for, conditional or uncalled for alternate bids, incomplete bids, any alteration of words or figures or erasures not initialed by the person or persons signing the bid or irregularities of any kind.

6. Any contract award resulting from this IFB will be based upon the most responsive, responsible Bid submittal that provides the best value to CommUnityCare, over the life of the project, as determined by CommUnityCare in its sole discretion.

CommUnityCare reserves the right to:

• Reject any or all bids and discontinue the IFB process without obligation or liability to any Respondent;

• Waive any defect, irregularity, or informality in any bid submittal;

• Accept a bid other than the lowest bid submittal;

• Award a contract on the basis of initial bid received without discussions;

• Request additional information or clarification from Respondents, which information may vary by Respondent;

• Request best and final offers from any or all Respondents;

• Accept bids from one or more Respondents;

• Procure the items in whole or in part by other means;

• Award more than one contract; and

• Not award any contract.

C. Bid Submission Mandatory Requirements

1. Bid Documents. The Bidder must complete all required bid documentation as described in this Bidding Document, and place the completed documents plus two (2) copies in a sealed envelope clearly marked as indicated in Notice to Bidders. In submitting the bid, Bidder certifies that the Bidder is a qualified, bondable business entity that is not in receivership or contemplating it, and has not filed for bankruptcy, not under suspension or debarment by any governmental entity (local/state/federal government). The Bidder further certifies that the business entity that is submitting the bid is not delinquent with respect to payment of

Travis County property taxes. Despite anything else in any resulting contract, if the successful Bidder (the “Contractor”) is or becomes delinquent in the payment of property taxes in Travis County, Texas at any time when it is invoicing CommUnityCare for payment, Contractor hereby assigns any payment to be made hereunder to the Travis County Tax

Assessor-Collector for payment of then overdue taxes.

2. Scope of Work. Bidders should review Attachment A, Scope of Work and/or specifications carefully and fully understand the conditions expected to be encountered relating to each site locations. (site all attachments)

3. Price Sheet (Must Return). The Bidder must submit a bid on the Excel Spread Sheet furnished by CommUnityCare, herein as known as Pharmacy Automation Pricing Worksheet (“Price

Sheet”), Attachment B. The Price Sheet must be executed with ink.

a. Price Sheet. In the Cost Column on the Price Sheet, the Bidder must submit a unit price for each item for which a unit price bid is requested.

b. Taxes. Bid prices are not to include sales tax on materials to be incorporated into the project or completely consumed at the job site and services required by or integral to the performance of the contract, as and to the extent provided in Texas Tax Code, Section

151.311 [c].

c. Price Redetermination. (If applicable) A price redetermination for technical support may be considered by CommUnityCare at the anniversary date of the second renewal term date of the contract. All requests for price redetermination shall be in written form and shall include documents supporting price redetermination such as fuel increase or mandatory labor cost increase. CommUnityCare reserves the right to accept or reject any/all of the price redetermination as it deems to be in the best interest of

CommUnityCare.

4. Acknowledgement of Receipt Form (Must Return). Bidders must complete Attachment C, Acknowledge of Receipt Form in ink with the complete and correct name of the individual, firm, corporation, or combination thereof submitting the bid and shall be signed by the person or persons authorized to bind the individual, firm, corporation, or combination thereof.

a. By completing and signing the Acknowledgement of Receipt Form, Attachment C, Bidder certifies that;

• it is not under suspension or debarment by any governmental entity

(local/state/federal government), is not delinquent on county taxes or in bankruptcy; and

• declare its HUB status; and

• acknowledges addendums; and

• identifies any exceptions or deviations exceptions in the stated contract terms and conditions; and

• carries the required insurance; and

• acknowledges litigation history if any.

5. References. The Bidder must submit a list of three (3) references of projects completed during the previous twenty-four (24) months, including the name of the project, contract cost, names of all owners involved and contact person with address, phone number and email address.

6. Conflict of Interest (Must Return). Pursuant to CommUnityCare’s Conflict of Interest

Policy, no individual at CommUnityCare may enter into any employment, transaction, or other arrangement that may cause to be perceived to cause a conflict of interest. A potential for a conflict of interest may occur when an employee, or a member of an employee’s family, holds an interest in an entity, has an employment or other financial arrangement with any business or entity that conducts or seeks to conduct business, or could be in competition, directly or indirectly with CommUnityCare. The acceptance of gifts or business courtesies from any third parties with whom CommUnityCare conducts business or who are seeking to do business with CommUnityCare may pose a conflict. Bidder must complete, sign and return the Conflict of Interest Form, Attachment D.

7. HUB (Must Return). Submission of Historically Underutilized Business (HUB) Form. All

Bidders are requested to complete the HUB Form and provide it with their bid, Attachment

E.

8. Insurance. Bidders must provide a Certificate of Insurance with required levels of insurance coverage:

• Business/Auto Liability as required by State of Texas: Workers Compensation &

Employers’ Liability. $100,000 each accident, $500,000 policy limit by disease, $100,000 each employee disease

• Commercial General Public Liability to include coverage for: a) Premises/Operations,

b) Products/Completed Operations, c) Independent Contractors, d) Personal

Injury/Advertising Injury, e) Liability assumed under an insured contract including tort liability of another in a business contract, $500,000 each occurrence: $1,000,000 general aggregate: $1,000,000 products/completed operations aggregate

9. Failure to file Certificate of Insurance. Should the Contractor refuse or neglect to file

Certificate of Insurance within seven (7) calendar days after written notification of the award of the contract to the CommUnityCare Procurement Director, the bid security filed with the bid shall become the property of CommUnityCare, not as a penalty, but as liquidated damages. Continued failure to deliver the Certificate of Insurance shall be grounds for

CommUnityCare to declare Contractor in default and to terminate the contract. A Bidder, who forfeits his bid security in accordance with this paragraph, will not be considered in future bids for the same work unless there has been a substantial change in the design of the project subsequent to the forfeiture of the bid security.

10. Certificate of Secretary. Certificate of Secretary is required to be completed by Bidders, which are corporations.

11. Statement of Qualification (Must Submit) - Contractor shall have a minimum of three (3) years’ experience performing same or similar services within the last five (5) years.

Vendor’s experience must have been performed as an established business, under their current business name, not as a subcontractor for, or employee of another established business.

12. The Procurement Director will not accept bids and modifications to bids received after the time set for bid opening. Late bids will not be returned to the Bidder.

III. AWARD OF THE CONTRACT

A. Consideration Of Bids

1. For the purpose of award, after the bids are opened and read, the summations will be compared and the results will not be made available to the public. Until the award of the contract is made, CommUnityCare reserves the right to reject any or all bids, or any particular bid items, and to waive such technicalities as may be considered in the best interest of CommUnityCare.

2. In determining the amount of the bid as well as computing the amount due for payment of each item under the contract, CommUnityCare reserves the right to round off all unit bids involving fractional parts of a cent to the nearest one-tenth cent regardless of the fraction involved. In addition, a unit bid of less than one-tenth of a cent will be considered as one-tenth of a cent.

3. CommUnityCare may reject a bid if it is not satisfactory to the Board of Managers of

CommUnityCare, CommUnityCare staff.

4. CommUnityCare may reject all bids and re-advertise, if appropriate, whenever it is deemed in the best interest of CommUnityCare. CommUnityCare may reject any part of a bid unless the bid has been qualified as “all or none”.

5. After bid opening and before award, CommUnityCare may perform a pre-award survey of the Bidder’s facilities and equipment to be used in the performance of work under this solicitation. Bidder agrees to allow all reasonable requests for inspection of the Bidders facilities with two (2) days advance notice.

a. CommUnityCare may make such investigations as it deems necessary to determine the ability of the Bidder to perform the work, and the Bidder shall furnish to

CommUnityCare all such information and data for this purpose as CommUnityCare may request. CommUnityCare reserves the right to reject any bid if the evidence submitted by, or investigation of, such Bidder fails to satisfy CommUnityCare that such Bidder is properly qualified to carry out the obligations of the contract and to complete the work contemplated herein.

6. The award of the contract, if made, will be based upon the most responsive, responsible bid that is the most advantageous to CommUnityCare over the life of the project as determined by CommUnityCare in its sole discretion. The award, if made, will take place within thirty days (30) after the opening of the bid. Either CommUnityCare reserves the right to award the entire bid to one vendor or to multiple vendors. Bidders agree that their bid shall be a valid offer for that time.

7. If two responsible Bidders submit the lowest and most responsive, responsible bid, the Board of Managers of CommUnityCare will decide between the two by drawing lots in a manner prescribed by the CEO. A contract may be awarded to a Bidder who present evidence concerning the lower Bidder’s responsibility or responsiveness; the bid may or may not be the lowest dollar Bidder meeting specifications. CommUnityCare may also waive any minor informalities or irregularities in any bid.

8. Return of Bid Bond or Bid Security. If applicable, bid bond or bid security of the three lowest Bidders may be retained until after the contract has been awarded, executed, and the required bonds furnished. Bid security of all except the three lowest Bidders will be returned within five (5) days after the bids are opened. (only needed if construction or high dollar)

9. Execution of Contract, Bonds and Certificate of Insurance. This Bid document, attachments, addendums, Bidders completed forms and supporting documents and Purchase Order will become part of and be considered the Contract. Also within those seven days, the Bidder shall furnish to CommUnityCare a Certificate of Insurance, naming CommUnityCare as additional insured, showing coverage’s in accordance with contract requirements.

10. Award and Approval. The contract will be approved and signed under authority of the Board of Managers of the Central Texas Community Health Centers d/b/a CommUnityCare.

IV. GENERAL TERMS

A. The contract between CommUnityCare and a Bidder will follow the format specified by

CommUnityCare and contain the terms and conditions set forth in Attachment I, "Contract Terms and Conditions". The contents of this IFB, as revised and/or supplemented, and the successful

Bidder’s proposal will be incorporated into and become part of the contract. Should a Bidder object to any of CommUnityCare's terms and conditions, as contained in this IFB or in

Attachments, that Bidder must propose specific alternative language by completing Attachment

C, Acknowledgement of Receipt Form. CommUnityCare may or may not accept the alternative language. General references to the Bidder’s terms and conditions or attempts at complete substitutions are not acceptable to CommUnityCare and will result in disqualification of the

Bidder’s proposal. Bidders must provide a brief discussion of the purpose and impact, if any, of each proposed change followed by the specific proposed alternate wording.

B. Use of Electronic Versions of this IFB. This IFB is being made available by electronic means. If accepted by such means, the Bidder acknowledges and accepts full responsibility to ensure that no changes are made to the IFB. In the event of conflict between a version of the IFB in the

Bidder’s possession and the version maintained by CommUnityCare, the version maintained by

CommUnityCare shall govern.

C. Historically Underutilized Business (HUB) Program and Good Faith Effort. CommUnityCare’s policy requires HUBs have the maximum opportunity to participate in the performance of

CommUnityCare contracts and subcontracts. Bidders shall make a "good faith effort" to take all necessary and reasonable steps to ensure that HUBs have the maximum opportunity to participate as subcontractors. Failure by a contractor or subcontractor to carry out this “good faith effort” shall constitute a breach of contract and, after notification of such breach by CommUnityCare, may result in termination of the contract. To be eligible under this program, HUB contractors and subcontractors must be certified as a HUB, M/WBE, or DBE source by a recognized governmental program, such as:

• City of Austin Municipal Government;

• Texas Unified Certification Program; or

• State of Texas.

Any entity identified as a HUB (as either a prime or subcontractor) shall submit a copy of its certification with its proposal. CommUnityCare reserves the right to verify any entity's HUB status prior to contract award.

D. Suspension and Debarment Requirement. The Bidder shall certify, by signing the

Acknowledgement of Receipt Form attached hereto as Attachment C that to the best of its knowledge and belief that the Bidder and/or its Principals are not or have not been debarred, suspended, proposed for debarment or declared ineligible for the award of contracts as mentioned in Section II, Paragraph C.1.

E. Firm Fixed Pricing.

1. For unit priced items, all of the items listed are to be on a "per unit" basis, stating a firm price per unit or unit quantity of each item. This price must be good from the date of bid opening for a period of ninety (90) days.

2. Bids which do not state a fixed price, or which are subject to change without notice, will not be considered. CommUnityCare may award a contract for the period implied or expressly stated in the lowest and best bid, but for no longer than the fiscal year.

The Following must be completed and submitted in the IFB submittal package:

Attachment B - Price Sheet

Attachment C - Acknowledgement of Receipt Form (all pages)

Attachment D - Historically Underutilized Business and HUB Certification

Attachment E - Conflict of Interest

Attachment F - Certificate of Secretary (for corporations)

Attachment G - Vendor Confidentiality Agreement

Attachment H - Statement of Qualification and Three References. (Bidder’s Format)

Attachment I - General Terms and Conditions

Attachment A

CommUnityCare Health Centers

(Specifications)

Item Category Requested Requirements Vendor Response Required Y or N

1 Generic name X-ray Machine

2 Specific type or variation (optional)

Siemens Ysio Max

3 Model Number Ysio Max

4 Alternative name/s (optional)

Please describe, if appropriate

5 NIGP Codes

898 X-RAY AND OTHER RADIOLOGICAL EQUIPMENT AND SUPPLIES,

MEDICAL

948-51 IMAGING AND DIAGNOSTIC SERVICES

6 Clinical or other purpose As referred by Primary or as Emergency 7 Level of use (if relevant) Est 4 Encounters per day ( completed by CH Staff)

8 Clinical department/ward(if relevant)

N/A

9 Overview of functional requirements

A wide range of time-saving, easy-to-use MAX assistance features works for you, supports you, and protects you during each exam.

For the best possible image every time with your system

10 X-Ray Gantry NA Y

11 Adjustable-height Acquisition Workstation:

Table height: 52 cm to 95 cm / 21” to 37” Max. patient weight: 300 kg / 660 lbs.

Longitudinal tabletop travel: ± 48 cm / ± 18.9” Y

12 Hologic Dimensions Software:

Data protection features: Whitelisting, 90 days patches, HD data encryption Option: Advanced User Management including role based access, centrally managed and audit trail Y

13 Connectivity Please describe Y 14 Accessories MAX mini detector,MAX static detector,SmartOrtho2, DR Panel Protector for Core XL Y

15 Target Angle Accuracy Fully automated tilting technique for long leg and full spine imaging, up to 4 images Y

16 Ability to screen patients with Implants

Please describe Y

17 Automatic Exposure Options

MAXalign— Get the tube and detector right every time. For reducing repeat exposures and saving time and patient dose Y

18 Exposure Times Please describe Y

19 Average percentage of detection of cancers

Computer-Aided Detection System to Detect Missed Lung Cancer at Chest Radiography. Y

20 Integration with EPIC Required, please confirm Y

21 Touchscreen capabilities MAXtouch for easier, more accurate positioning in free exams. Y

15 Electrical, water and/or gas supply (if relevant)

65 kW Option: 80 kW Y

Context-dependent requirements MSDS Review

Required, please confirm format to be made available.

Y

17 Risk Classification TBD

18 Regulatory Approval/ Certification

TBD

19 Regional/ Local Standards TBD

20 Regulations TBD

Documentation requirements

Digital Imaging and Communications in Medicine (DICOM) Conformance Statement Operation and Maintenance Manuals (O&M), if applicable Y

22 Pre-installation (rough-in) requirements

Please describe Y

Requirements for commissioning/ decommissioning

Please describe Y

24 Training of user/s (if relevant)

We personalize service delivery: on-site, online, remote, or offsite at the Siemens Healthineers Training and Development Center. Y

25 Radiologist training for 3Dimensions

Elevate your organization’s performance with innovative and personalized staff development, training, and coaching solutions from Siemens Healthineers experts. Y

26 Warranty Please describe Extended Warranty cost, term and services provided Y

27 Maintenance tasks Please describe preventative or advanced maintenance tasks required shall be documented Y

28 Type of service contract Please describe Vendor options or third Party Y

29 Spare parts availability post-warranty

TBD

Y

ENVIRONMENTAL REQUIREMENTS

SAFETY AND STANDARDS

DOCUMENTATION

TRAINING, INSTALLATION AND UTILIZATION

WARRANTY AND MAINTENANCE

UTILITY REQUIREMENTS

MEDICAL EQUIPMENT SPECIFICATIONS

(Including information on the following where relevant/appropriate, but not limited to)

SCOPE: CommUnityCare is seeking to purchase two (2) X-Ray systems for its clinics. All interested providers are asked to provide pricing the equipment, associated software, installation, configuration, decommissioning, training, and preventative maintenance and repair services.

CommUnityCare is interested in acquiring Siemens Ysio Max X-Ray screening and diagnostic imaging, or equivalent equipment with required specifications.

PURPOSE OF USE

The Digital X-ray machine shall Include (from Manufacturer Specifications at Siemens.com)

Attachment A CommUnityCare Health Centers

X-ray Specifications

30 Software / Hardware upgrade availability

Please describe Y

31 Network requirements Please describe Y

32 Wireless access or Network port

Required Y

33 Software License Term of required license Y 34 Hard Drive Please describe Y 35 Operating System Please describe Y 36 Removable Storage Please describe Y 37 USB Port Please describe Y 38 Memory Please describe Y 39 Additional Memory Option Please describe Y 40 HDD Remove/Erase Required, please describe Y

41 Estimated Life Span Please provide Y

42 Loading Dock required Please describe Y

43 Physical Shipping Dimensions Please describe Y

Overall Device Dimensions able height: 52 cm to 95 cm / 21” to 37” Max. patient weight: 300 kg / 660 lbs Longitudinal tabletop travel: ± 48 cm / ± 18.9

See attached room drawings for two existing locations and confirm compatibility or recommend possible interior changes. Y

Room Dimension Review

Y

46 Accessory Review Please describe accessory options for this piece of equipment

47 Additional Requirements Please describe any additional requirements not listed that will be necessary to operate this equipment.

DECOMMISSIONING

FACILITY REQUIREMENTS

ADDITIONAL REQUIREMENTS / PRODUCT OFFERINGS

TECHNOLOGY REQUIREMENTS

Attachment B

X-ray Equipment and Services

Price Sheet

Equipment Cost

Siemens Ysio Max Southeast Health and Wellness Clinic $

Siemens Ysio Max North Central Clinic $

Services

Removal and Decommissioning (Both Locations) $

Installation (Both Locations) $

Construction Documents (If Necessary Both Locations)) $

Construction Project Management and Site Prep (If Necessary

Both Locations) $

5-year Extended Warranty (Beyond Manufacturer’s Warranty –

Both Locations) $

5-year Extended Preventive Maintenance Plan (Both Units) $

Training (Both Locations) $

Attachment C

Acknowledgement of Receipt Form

NOTE: BIDDER SHALL COMPLETE AND RETURN THIS ATTACHMENT (all pages) WITH THEIR BID.

FAILURE TO DO SO WILL RESULT IN DISQUALIFICATION OF THE OFFER.

By signature hereon, the Respondent certifies that:

All statements and information prepared and submitted in the response to this IFB are current, complete and accurate.

He/she has not given, Offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted response. Failure to sign the Acknowledgement of Receipt From or signing it with a false statement shall void the submitted Offer or any resulting contracts.

Neither the Respondent or the firm, corporation, partnership, or institution represented by the Respondent or anyone acting for such firm, corporation, or institution has violated the antitrust laws of this State, codified in

Section 15.01, et seq., Texas Business and Commerce Code, or the Federal antitrust laws, nor communicated directly or indirectly the Offer made to any competitor or any other person engaged in such line of business.

Respondent agrees that any payments due under this contract will be applied towards any debt, including but not limited to delinquent taxes and child support that is owed to the State of Texas.

Respondent represents and warrants that the individual signing this Execution of Offer is authorized to sign this document on behalf of the Respondent and to bind the Respondent under any contract resulting from this Offer.

Suspension, Debarment, and Terrorism: Respondent certifies that the bidding entity and its principals are eligible to participate in this transaction and have not been subjected to suspension, debarment, or similar ineligibility determined by any federal, state or local governmental entity and that Respondent is in compliance with the State of Texas statutes and rules relating to procurement and that Respondent is not listed on the federal government’s terrorism watch list as described in Executive Order 13224. Entities ineligible for federal procurement are listed at http://www.epls.gov.

http://www.epls.gov/

Attachment C, continued

Acknowledgement of Receipt Form

In acknowledgement of receipt of this Invitation for Bid, the undersigned agrees that he/she has received a complete copy, beginning with the title page and table of contents, and ending with Attachment I.

The acknowledgement of receipt should be signed and returned Included with the Bidder's submittal.

Complete (Legal) Name of Bidder:

Bidder Tax Identification Number:

Business Address:

Telephone Number:

Type of Organization: Individual Partnership Corporation Association

Other (please describe)

If incorporated, state of incorporation:

Date organization was formed (month/year):

Number of years providing services/systems similar to those requested in this IFB:

Description of Bidder’s organization, locations, and number of staff (including subcontractors as applicable) that will provide services/support outlined in this IFB):

Please certify the following by placing an “X” in the appropriate column:

Certification Yes No

Is Bidder/Respondent currently in the process of filing for bankruptcy?

Has Bidder/Respondent filed for bankruptcy within the past five (5) years?

Do you certify that the Bidder/Respondent does not owe taxes to Travis County?

Do you certify that the Bidder/Responder is not currently under suspension or debarment by any governmental entity (local/state/federal government)?

Do you acknowledge that if the Bidder/Responder is currently under suspension or debarment, its submittal may not be considered?

Acknowledged Addendums _____ of _____

Individual authorized to bind Bidder to contract:

Name/Title:

Telephone: E-mail:

Point of contact information for this IFB (if different from authorized individual):

Name/Title:

Telephone: E-mail:

Bidder/Respondent HUB Declaration

Are you certified as a HUB or an MBE/WEB/DBE source? If yes, Yes No

Please attach your HUB certification

Contract Terms and Conditions

The contract terms and conditions identified in the IFB will form the contract resulting from this IFB, and the

Bidder /Respondent’s submission will be incorporated into the contract. Please identify whether there are any requested exceptions or deviations.

I do not request any exceptions or deviations to the stated contract terms.

I request the following exceptions or deviations to the stated contract terms.

Insurance:

Do you carry professional liability insurance? Yes No

If yes, please identify the type/limits:

Do you carry errors and omissions insurance? Yes No

If yes, please identify the type/limits:

Litigation History:

Description of litigation to which the firm has been a party in the most recent five-year period. Please include the following details:

1) Name of case

2) Date filed

3) Court in which filed

4) Judgment or result

Important: The Bidder/Respondent must respond to all questions. The Bidder/Respondent may attach additional documents to the questionnaire to provide additional details.

Authorized Bidder Signature Date

Attachment D

Historically Underutilized Business (HUB) Form

The Central Texas Community Health Centers d/b/a CommUnityCare (“CommUnityCare”) policy is to include

Historically Underutilized Businesses (HUBs) in its procurement process and to provide equal opportunities for

HUB participation in the provision of supplies, services, equipment, and construction projects required by the

CommUnityCare. As such, the CommUnityCare seeks to ensure that a “good faith effort” is made to assist certified

HUB vendors and contractors in its award of contracts and subcontracts.

To be considered as a “Certified HUB Contractor/Vendor”, the contractor/vendor must have been certified by, and hold a current and valid certification, from any of the following certifying agencies recognized by the

CommUnityCare: the Texas Building and Procurement Commission (State of Texas); City of Austin; and the

Texas Unified Certification Program (TUCP), which includes six certifying agencies.

Suggested directories to assist Bidders in identifying potential HUBs to meet the CommUnityCare’s “good faith effort” requirement include State: http://www.window.state.tx.us/procurement/prog/hub/ ; City:

www.ci.austin.tx.us/purchase/default.htm; and TUCP: www.dot.state.tx.us/business/tucpinfo.htm

Bidder HUB Declaration

Is your company certified as a HUB or an MBE/WBE/DBE source? Yes No. If yes,

1. Attach your certification to this form and return it in the proposal; and

2. Identify the certification agency by checking all that apply; Comptroller of Public Accounts, TPASS

Division; City of Austin; Texas Unified Certification Program; and

3. Identify HUB Status (Gender & Ethnicity):

Subcontractor HUB Declaration

**Please complete this section if your proposal includes the use of HUB Subcontractors. **

Estimated percentage of the bid (proposal) that is to be subcontracted with Certified HUB sources:

For each proposed HUB subcontractor, complete the information below and attach the subcontractor’s HUB certification to this form and return it in the proposal.

HUB Subcontractor

Name

Contact Person/Title

(First/Last Name)/Title

Telephone

Number

(including area code)

Email address (if available) http://www.window.state.tx.us/procurement/prog/hub/ http://www.ci.austin.tx.us/purchase/default.htm http://www.dot.state.tx.us/business/tucpinfo.htm

Attachment E

CONFLICT OF INTEREST QUESTIONNAIRE

Introduction and Purpose

• The bidder shall not offer or accept gifts or anything of value nor enter into any business arrangement with any employee, official or agent of CommUnityCare.

• By signing and executing this bid, the bidder certifies and represents to CommUnityCare the bidder has not offered, conferred or agreed to confer any pecuniary benefit or other thing of value for the receipt of special treatment, advantage, information, recipients’ decision, opinion, recommendation, vote or any other exercise of discretion concerning this bid.

PLEASE COMPLETE FORM, SIGN AND RETURN WITH BID SUBMITTAL

Attachment E, cont’d

CONFLICT OF INTEREST QUESTIONNAIRE

Please answer the following questions to the best of your knowledge. Please print your responses and do not leave any questions blank.

1) Do you, a member of your family, or an entity in which you hold an interest (other than an interest of 1% or less in a publicly traded corporation), either own an interest in, or have an employment or other financial arrangement with, any business or entity that conducts or seeks to conduct business or is or could be in competition, directly or indirectly, with CommUnityCare?

Yes ( ) No ( ) If yes, describe:

2) Have you, a member of your family, or an entity in which you hold an interest (other than an interest of 1% or less in a publicly traded corporation), received any compensation, whether it be salary, sales commission, revenue, or return on investment, which was directly or indirectly derived as a result of business with CommUnityCare (excluding your regular employee compensation from

CommUnityCare)?

3) Have you, a member of your family, or an entity in which you hold an interest (other than an interest of 1% or less in a publicly traded corporation), received from any business, entity or other outside person that conducts business with, seeks to do business with, or is or could be a competitor of

CommUnityCare, any one-time gift or favor in excess of Fifty Dollars ($50.00) in value, or multiple gifts or favors with a cumulative value in excess of Two Hundred Fifty Dollars ($250.00) in a year?

For this purpose, please list vendor paid travel, gifts or other business courtesies with an aggregate value in excess of $250 per year.

4) Do you or a member of your family serve as a director, trustee, officer or any other fiduciary or key employee capacity for a non-[Company] corporation, partnership, or other business entity or organization that conducts or seeks to conduct business or that is or could be in competition, directly or indirectly, with [Company]?

Yes ( ) No () If yes, describe (including name of entity, title and nature of the entity's b u s i n e s s :

5) Are you, a member of your family, or an entity in which you hold an interest (other than an interest of 1% or less in a publicly traded corporation), engaged in any other activities which could be regarded as a potential conflict of interest with CommUnityCare?

6) To the best of your knowledge, did you or a member of your family, or an entity in which you hold an interest (other than an interest of 1% or less in a publicly traded corporation), benefit during the fiscal year, from any transaction involving CommUnityCare as a result of information or advice furnished by you either directly or indirectly?

Signature Statement

I have read the CommUnityCare Conflict of Interest Policy, and I understand and acknowledge its requirements. I agree to comply with the CommUnityCare Conflict of Interest Policy. I will deal honestly, fairly and with integrity in all matters related to CommUnityCare and will not use my position or knowledge gained to the detriment of CommUnityCare or to my personal benefit or the benefit of a member of my family or an entity in which I hold an interest. I hereby agree to report immediately in writing to the

CommUnityCare Corporate Compliance Officer any new situation with the potential for a Conflict of Interest which may develop before the completion of my next annual Statement of Disclosure. The answers above are true and accurate to the best of my knowledge as of the date of this disclosure.

Name (please print or type) Title:

Signature: Date:

Attachment F

CERTIFICATE OF SECRETARY

(Required for Bidders which are corporations)

I CERTIFY that:

I am the duly qualified and acting Secretary of , [Name of Corporation] a duly organized and existing corporation of the State of .

[Name of State]

The following is a true copy of a Resolution duly adopted by the Board of Managers of such corporation in a meeting legally held on the day of , 20 , and entered in the minutes of such meeting in the minute book of the Corporation.

RESOLVED, that this corporation enter and that , the

[Insert Name of Person Executing Bid Form] of this corporation, is authorized and directed to execute on behalf of and

[Position with Corporation] as the act of this corporation the Bid Form for the Travis County Healthcare District dba CommUnityCare

, Project # , together with all associated

[Insert Name and Number of Project] documents and, should this corporation be the successful Bidder for that project, to execute on behalf of and as the act of the corporation all necessary documents to effect a written contract between this corporation and Travis County

Healthcare District dba CommUnityCare for the Construction of the Travis County Healthcare District dba

CommUnityCare , Project # .

[Insert Name and Number of Project]

The Secretary is directed to attach a copy of the Bidding Documents to the minutes of this meeting and to make them a part of the corporate records.

The above Resolution is in conformity with the Articles of Incorporation and the Bylaws of the Corporation has never been modified or repealed and is now in full force and effect.

Date

Secretary

President

Attachment G

Vendor Confidentiality Agreement

Through your activities and services provided to CommUnityCare, you and/or your staff may have access to see or hear protected health information. Protected health information is defined as any information that identifies an individual (patient) and describes their health status, sex, age, ethnicity, or other demographic characteristics in any format (i.e., electronic, written, or oral). The protected health information is protected by federal and state law and by CommUnityCare’s privacy policies. The intent of the laws and policies is to assure that protected health information remains confidential, and that it is used only to provide patient care and services.

Your duties, obligations and responsibilities with regard to confidentiality are described below in the form of an agreement with CommUnityCare. We require you and your staff to agree and abide by the terms of this agreement.

Any violation may subject you and your staff to discipline, which may include termination of your agreement with

CommUnityCare and legal liability to the patient and CommUnityCare. If you have any questions regarding this statement or agreement, please contact our Compliance Officer, Therese DeMay, at 512-978-9919.

Confidentiality Agreement

I, the undersigned agent for our company, agree to the following on behalf of our company and staff that may have access to your office as a result of the service we provide:

1. Our company and staff will safeguard and will not disclose information that could provide access to protected health information by persons outside of our company.

2. Our company and/or staff will report activities by any persons or…