ESBD_File_353985_RFP 2402-001 Pharmacy Equipment and Services.pdf

Travis County Healthcare District d/b/a Central Health

Request for Proposals

RFP 2402-001

Pharmacy Equipment and Services

February 13, 2024

Contact: Central Health Purchasing Office 1111 E. Cesar Chavez St. Austin, TX 78702 Phone: (512) 716-7319 Email: CHPurchasing@centralhealth.net

PROPOSALS DUE: Date due - Tuesday, March 20, 2024 - 2:00 P.M. Prevailing Central Time

RFP 2402-001 Pharmacy Equipment and Services P a g e 2

Request for Proposals RFP 2402-001 Pharmacy Equipment and Solicitations

Procurement Schedule

Action Date Time Responsibility Location / Details

Solicitation Issue Date Tuesday, February 13, 2024 5:00 PM Central Health BidSync and Central Health Website

Site Visit (if applicable) N/A N/A Central Health N/A

Pre-Proposal Conference N/A 2:00 PM Central Health MS Teams

Question Submittal Tuesday, February 27, 2024 5:00 PM Proposers BidSync or CHpurchasing@centralhealth.net

Question Response Tuesday, March 5, 2024 5:00 PM Proposers BidSync

Proposal Submission Tuesday, March 20, 2024 2:00 PM Proposers BidSync or 1111 E. Cesar Chavez, Austin TX 78702

Proposals received after the Proposal Submission time at the designated location will not be considered.

Protest Deadline See Section II.A.11 Proposers

Initial Contract Duration: 1 Year

Contract Renewal: Optional - Four (4) one-year renewal periods after initial term

Proposals and Prices Good for: Term of contract and all renewal periods

Multiple Awards: Yes

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PROPOSAL INSTRUCTIONS

Proposers should note that this Request for Proposals (RFP) is published and accessible through electronic means. Proposers who received notification of this solicitation by means other than through any of the three websites listed below should register with BidSync in order to receive timely notification of any addenda, amendment, and/or other forms of information that may be issued prior to the solicitation submittal date:

http://www.centralhealth.net/finance/purchasing http://www.txsmartbuy.com/sp https://prod.bidsync.com/central-health

Registration is free.

Proposal Submissions: Proposers are strongly encouraged to submit proposals online via BidSync.

Submission via BidSync is the preferred method of submission.

A secondary option is to deliver one (1) printed Proposal via USPS mail, FedEx, DHL, etc.

DUE TO COVID-19 AND CURRENT BUILDING ACCESS RESTRICTIONS, IF YOU PLAN TO

DELIVER A PRINTED COPY TO THE PURCHASING OFFICE, YOU MUST CONTACT THE

PROCUREMENT AUTHORITY PRIOR TO DELIVERY. The printed Proposal with any supporting and/or sample documentation must be delivered in a sealed container that is labeled and addressed as follows:

Attn: RFP 2402-001 Pharmacy Equipment and Services Central Health - Purchasing Office 1111 East Cesar Chavez Street Austin, TX 78702

Should a Proposer submit both a proposal via Bidsync and deliver a printed Proposal, the Bidsync submitted Proposal will be the proposal of record and will be used for the purposes of the RFP. Proposals submitted in a format other than 1) online via BidSync or 2) delivery of a printed proposal to the address above will not be considered.

It is the Proposer’s sole responsibility to ensure that it obtains any and all addenda and/or amendments to this RFP; addenda and amendments will be posted on the website the day they are released. In the event of a conflict between a version of the RFP in the Proposer’s possession and the version maintained by Central Health, the version maintained by Central Health will control.

All Proposals will be submitted and/or delivered on or before the closing date and time for receipt of Proposals. Proposals received at the designated location after the published time and date will not be considered.

http://www.centralhealth.net/finance/purchasing

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TABLE OF CONTENTS

I. INTRODUCTION

A. Entity Background B. Purpose of Request for Proposals C. Procurement Authority D. Definition of Terminology A. Pre-proposal Conference B. Deadline to Submit Questions C. Response to Written Questions D. Submission of Proposal E. Proposal Evaluation F. Selection of Finalists G. Interviews of Short-listed Finalists H. Contract Award I. Protest Deadline

III. PROPOSER RIGHTS AND OBLIGATIONS

A. Rights

Amending Proposals Withdrawing Proposals Designating Proposal Contents as Confidential or Proprietary

B. Obligations

1. Conditions and Contract Terms Associated with RFP

2. Costs Associated with Procurement

3. Electronic Mail Address

4. Identification and Selection of Subcontractors

5. Historically Underutilized Business (HUB) Program and Good Faith Effort

6. Suspension and Debarment Certification

7. Conflict-of-Interest Questionnaire (CIQ Form)

8. Certificate of Interested Parties (Form 1295)

9. Good-Faith Negotiations

IV. CENTRAL HEALTH RIGHTS

Summary of Rights

Reject any or all Proposals without obligation or liability to any Proposer;

Accept a Proposal other than the lowest-price Proposal (as applicable);

3. Award a Contract on the basis of an initial Proposal received without discussions or requests for Best and Final Offers;

4. Request Best and Final Offers from any or all Proposers;

Procure the Services in whole or in part by other means;

6. Award more than one Contract; and/or Not award any Contract

Termination of RFP C. Waive Minor Irregularities D. RFP Amendments E. Negotiate Additional Contract Terms F. Accept Contract Deviations G. Investigate Proposers H. Request Change in Proposer Representatives I. Assert Ownership of Proposals

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V. PROPOSAL FORMAT AND ORGANIZATION

A. Proposal Format

Proposal Organization Letter of Transmittal – Required Table of Contents - Optional Proposal Summary - Optional Response to SOW Tables per Contract Year - Required Completed and Signed Acknowledgement of Receipt Form - Required Completed Historically Underutilized Business (HUB) Form - Required Completed and Signed Conflict of Interest Questionnaire (CIQ) – Required upon selection Completed and Signed Certificate of Secretary – Required if Proposer is a corporation

Completed Insurance Coverage Form - Required

Other (optional) supporting material (may be included on the electronic device)

VI. PROPOSAL CONTENT REQUIREMENTS

A. Narrative Prompts/Evaluation Criteria B. Evaluation Process

Exhibit A: Scope of Work Attached

Exhibit B: Not Used N/A

Exhibit C: Acknowledgement of Receipt Attached

Exhibit D: Historically Under-Utilized Business Form Attached

Exhibit E: Conflict of Interest Questionnaire Attached

Exhibit F: Certificate of Secretary Attached

Exhibit G: Sample Contract with Required Contracts Terms and Conditions Attached

Exhibit H: Business Associate Agreement Attached

Exhibit I: Certificate of Interested Parties Attached

Exhibit J: Not Used N/A

Exhibit K: Insurance Coverage Attached

Exhibit L: Not Used N/A

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I. INTRODUCTION

A. Entity Background The Travis County Healthcare District d/b/a Central Health (“Central Health”) is a special purpose district created under Chapter 281 of the Texas Health and Safety Code that is responsible for providing hospital and medical care to the indigent and needy residents of Travis County. Together with its affiliates, the Community Care Collaborative, Sendero Health Plans, Inc., and Central Texas Community Health Centers d/b/a CommUnityCare (all four entities collectively, “TCHD Entities”), Central Health ensures low-income and uninsured residents receive timely access to quality health care services.

B. Purpose of Request for Proposals Central Health is requesting a sales catalog for automated pharmacy dispensing equipment and all other lines of pharmacy equipment and services. The purpose of this Request for Proposals of catalog rates is to secure competitive pricing discounts off of the list price from various manufacturers and distributors who can provide equipment and services in the Austin and Travis County area who may not be cooperative contract participants. Support services to be included from the manufacturer must ensure functionality and operational success during and post installation. Proposals should be over the course of a five-year term.

C. Procurement Authority Central Health has designated a Procurement Authority who is responsible for the conduct of this procurement on behalf of Central Health; therefore, all deliveries (including Proposal delivery) shall be addressed as follows:

RFP 2402-001 Pharmacy Equipment and Services Central Health – Purchasing Office 1111 East Cesar Chavez Street Austin, TX 78702 CHpurchasing@centralhealth.net

Any inquiries or requests regarding this procurement should be submitted to the Procurement Authority as identified on BidSync and Central Health’s Website:

http://www.centralhealth.net/finance/purchasing. Proposers shall ONLY contact the Procurement Authority regarding this procurement. Proposers shall NOT contact individual Central Health Board Members, Central Health executive team leaders or staff regarding this solicitation. Such contact may result in disqualification of the Proposer initiating the contact.

D. Definition of Terminology

This section contains definitions and abbreviations that are used throughout this procurement document.

“BAFO” request for a Best and Final Offer.

"BidSync Website" is the following link:

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"Central Health Website" is the following link:

http://www.centralhealth.net/finance/purchasing.

"Close of Business (COB)" means 5:00 PM Prevailing Central Time.

"Contract" means a written agreement for the procurement of items of tangible personal property or services.

"Determination" means the written documentation of a decision by the Procurement Authority, including findings of fact supporting a decision. A Determination becomes part of the procurement file.

"Desirable" means that the terms “may”, “can”, “should”, “preferably”, or “prefers” identify a Desirable or discretionary item or factor (as opposed to “Mandatory”).

“Duly Authorized Representative” means the individual who is authorized to submit a Proposal to this RFP on behalf of Proposer and to bind the Proposer to any Contract that may result from the Submission of Proposal.

“ESBD” is the following link: http://www.txsmartbuy.com/sp

"Evaluation Committee" means a body appointed by Central Health management to perform the evaluation of Proposals.

"Evaluation Committee Report" means a document prepared by the Procurement Authority and the Evaluation Committee for Contract/s award. It contains all written Determinations resulting from the RFP.

"Finalist" is defined as a Proposer who meets all the Mandatory specifications of this Request for Proposals and whose score on evaluation factors is sufficiently high to merit further consideration by the Evaluation Committee.

"Mandatory" means that the terms “must”, “shall”, “will”, “is required”, or “are required” identify a Mandatory item or factor (as opposed to “Desirable”). Failure to meet a Mandatory item or factor will result in the rejection of the Proposer's Proposal.

“Principal” is a person in charge of an organization who takes leadership.

"Proposer" is any person, entity, corporation, or partnership that submits a Proposal.

"Procurement Authority" means a person or designee authorized by Central Health to manage or administer a procurement requiring the evaluation of the RFP Proposal.

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"Request for Proposal" or “RFP” means all documents, including Attachments and Exhibits, which are hereby incorporated by reference and considered a part of the Proposals.

"Responsible Proposer" means a Proposer who submits a Proposal and who has furnished, when required, information and data to prove that on the basis of demonstrated competence and qualifications, its financial resources, production and service facilities, personnel, service reputation and experience are adequate to satisfactorily perform the Services or provide items of tangible personal property described in the Proposal.

"Responsive Proposal” means a Proposal that includes all required documentation and conforms in all material respects to the requirements set forth in the Request for Proposals. The Proposal to this Request for Proposals must include responsive information, which support the Proposer’s competence, qualifications, and ability to perform the Services, including, but not limited to, quality, quantity, and delivery requirements.

“Timely Response” means the potential vendor or contracted vendor will respond to all requests from the Procurement Authority or any Central Health representative by the deadlines provided in the request. Vendor may propose an alternative deadline to the Procurement Authority, but the decision whether or not to extend any deadline is solely within the discretion of Central Health. Failure to respond timely to requests may be grounds for invalidating a bid or canceling an awarded contract.

II. PROCUREMENT SCHEDULE

This section of the RFP describes all major events listed in the RFP Schedule. The Procurement Authority will make every effort to adhere to the Procurement Schedule set forth in this RFP.

A. Pre-proposal Conference

Not applicable for this solicitation.

B. Deadline to Submit Questions All Proposers are expected to carefully examine this RFP. Any ambiguities or inconsistencies therein should be brought to the attention of the Procurement Authority as described in this RFP.

Additionally, it is the responsibility of the Proposer to obtain clarification of any information contained herein that is not fully understood. Proposers may submit written questions via BidSync.

C. Response to Written Questions Written responses to all questions submitted by potential Proposers will be addressed in either a RFP addendum or question and answer document that will be posted on BidSync by Close of Business per the Question Response Date as indicated in the Procurement Schedule on page 2 of this RFP.

Any verbal statement made by Central Health regarding the RFP prior to the award will be considered non-binding. The only formal interpretation of the RFP will be made by addendum

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D. Submission of Proposal The Procurement Authority or designee must receive all proposals for review and evaluation no later than 2:00 PM Central Time per the Proposal Submission Date as indicated in the Procurement Schedule on page 2 of this RFP. Proposals received after this deadline will not be accepted. Refer to Proposal Instructions on page 3 of this RFP for Proposal Submission instructions.

Proposals submitted via Bidsync (preferred method), BidSync.com will automatically record the date and time of receipt of each correctly submitted Proposal.

The date and time of receipt will be recorded on each printed Proposal. The Proposal must be addressed and delivered to the Procurement Authority in a sealed container at the address listed in 1.C above. Proposals submitted by facsimile or other electronic means will not be accepted.

A public log will be kept of the names of all organizations that submit a Proposal. Unless required by law, the contents of any Proposal will not be disclosed to competing Proposers prior to Contract award.

E. Proposal Evaluation The Evaluation Committee will evaluate the Proposals. The Procurement Authority may initiate discussions with Proposers who submit Responsive or potentially Responsive Proposals, but Proposals may be accepted and evaluated without such discussion. Any resulting clarifications will be issued to all Proposers. While Proposers may initiate requests for clarifications pursuant to above, general discussions SHALL NOT be initiated by the Proposers. The Evaluation Committee will evaluate and score written Proposals using the evaluation criteria identified in section VII. EVALUATION CRITERIA.

F. Selection of Finalists The selection process may be conducted in two steps. In step one, the Evaluation Committee will evaluate and score written Proposals using the evaluation criteria identified in section VII.

EVALUATION CRITERIA. Based on the scoring in step one, the Evaluation Committee, as step two, may develop a “short list” of Proposers who may be invited to present a Best and Final Offer to the Evaluation Committee. Only "short listed" Finalists will be considered for further evaluation and invited to participate in the subsequent steps of the procurement process.

G. Best and Final Offer (“BAFO”) Based on step one of the selection process, Central Health, at its sole discretion, may determine that it is necessary to ask for a BAFO or to recommend Contract award. The purpose of BAFOs, if conducted, is to ensure the Evaluation Committee’s understanding of the Proposals and Proposer’s qualifications, as well as, to evaluate the Proposer’s products and services under the criteria set forth in section VII. EVALUATION CRITERIA. When conducted, interview scores will be used as an additional consideration for recommendation and award of a Contract.

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H. Contract Award

Central Health may but is not obligated to award one or more Contracts to the Proposer/s that best satisfies Central Health’s requirements and provides the best overall value to Central Health for the Scope of Work.

As of the date of issuance, a single award is contemplated.

I. Protest Deadline Protest of Contract award by a Proposer that was not recommended for same must be submitted in writing to the Procurement Authority within ten (10) calendar days after Central Health notifies Proposers of a Contract award. The written protest must clearly set forth the arguments supporting the protest and, if desired, should include a request for an expedited hearing with the Procurement Authority. The Procurement Authority will rule on the protest in writing within ten

(10) business days from the date it receives the written protest and any hearing. Any appeal of the Procurement Authority’s decision must be made within ten (10) calendar days after receipt thereof and submitted to the Procurement Authority, who will present the matter for final resolution to the Central Health President and CEO or his/her designee. The Proposer will be notified of the time and place the appeal is to be heard and afforded an opportunity to present evidence to the Central Health President and CEO or his/her designee in support of the appeal.

Central Health's decision on appeal is final.

Protests received after the deadline will not be accepted.

III. PROPOSER RIGHTS AND OBLIGATIONS

A. Rights Amending Proposals

Any Proposer may submit an amended Proposal before the deadline for receipt of Proposals.

Such amended Proposals must be complete replacements for a previously submitted Proposal and must be clearly identified as such in the transmittal letter. Central Health will not merge, collate, or assemble Proposal materials.

Withdrawing Proposals Proposers will be allowed to withdraw their Proposals at any time prior to the deadline for receipt of Proposals. To withdraw a Proposal, the Proposer must submit a written withdrawal request signed by the Proposer’s Duly Authorized Representative and addressed to the Procurement Authority.

Designating Proposal Contents as Confidential or Proprietary Proposers may mark, stamp, or imprint the words “proprietary” or “confidential” on any pages of the Proposal that include information of this type. However, Proprietary or confidential information should be readily separable from the Proposal in order to facilitate eventual public inspection of the other portions of the Proposal. Central Health will not sort, otherwise isolate, or redact proprietary or confidential information embedded within the body of a Proposal.

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B. Obligations

1. Conditions and Contract Terms Associated with RFP Proposers must indicate their acceptance of all conditions governing the RFP in their letter of transmittal. However, a Proposer’s failure to do so will not operate to exempt Proposer from these conditions, as the act of submission itself constitutes acceptance of the conditions, including the evaluation criteria contained in section VII. EVALUATION CRITERIA of this RFP.

Additionally, Proposers must agree to include the terms contained within Exhibit G – Sample Contract with Required Contract Terms and Conditions, which is incorporated in this RFP, in any Contract that results from this RFP and to execute the Business Associate Agreement contained within Exhibit H, of this RFP.

2. Costs Associated with Procurement Any and all costs incurred by the Proposer in preparation, transmittal, and presentation of any Proposal or material submitted in response to this RFP will be borne solely by the Proposer.

3. Electronic Mail Address A large part of the communication regarding this procurement will be conducted by electronic mail (e-mail). Therefore, all Proposers must have a valid e-mail address to receive correspondence.

4. Identification and Selection of Subcontractors The term “subcontractor” includes sub-consultants. Proposer’s intended use of subcontractors must be clearly explained in its Proposals, and major subcontractors must be identified by name.

The awarded Proposer will be wholly responsible for the entire performance of the Contract, whether or not subcontractors are used, and Proposer expressly acknowledges that in entering into such subcontract(s), Central Health is in no manner liable to any subcontractor(s). Awarded Proposer further acknowledges that Central Health will make Contract payments only to the awarded Proposer.

5. Historically Underutilized Business (HUB) Program and Good Faith Effort Proposers are asked to make a "good faith effort" to take all necessary and reasonable steps to ensure that certified HUBs (see next paragraph) have the maximum opportunity to participate in the performance of any Contract that results from this RFP as subcontractors.

HUB contractors and subcontractors must be certified as a HUB, Minority/Women-Owned Business Enterprises, or Disadvantaged Business Enterprise source by a recognized governmental program, such as:

• City of Austin Municipal Government;

• Texas Unified Certification Program; or

• State of Texas; or

• Other certification entity recognized by Travis County, Texas

Any subcontractor who Proposer intends to subcontract with at the time of Proposal submission

P a g e 12 and that is identified, as a HUB will be required to submit a copy of its certification with this Proposal. Central Health reserves the right to verify any entity's HUB status prior to Contract award.

6. Suspension and Debarment Certification The Proposer will certify, by signing the Acknowledgement of Receipt Form, attached hereto as Exhibit C, that to the best of its knowledge and belief that the Proposer and/or its Principals or subcontractors are not and have not been debarred, suspended, proposed for debarment or declared ineligible for the award of Contracts by any federal department or district.

7. Conflict-of-Interest Questionnaire (CIQ Form) Pursuant to Chapter 176 of the Texas Local Government Code, the awarded Proposer, if any, will be required to complete the Conflict-of-Interest Questionnaire ("CIQ"), which is attached to this RFP as Exhibit E, and submit it together with the Contract, if the Proposer has: (i) an employment or other business relationship with a local government officer of Central Health or a family member of same; (ii) given a local government officer of Central Health or a family member of same one or more gifts having an aggregate value as specified in Exhibit E or (iii) has a family relationship with a local government officer of Central Health. For additional information concerning filling out the CIQ, see https://www.ethics.state.tx.us/forms/CIQ.pdf .

8. Certificate of Interested Parties (Form 1295) Section 2252.908 of the Texas Government Code prohibits a governmental entity, like Central Health, from entering into certain Contracts, unless the business entity submits a Certificate of Interested Parties form, attached to this RFP as EXHIBIT I, to the governmental entity at the time the business entity executes a Contract. Form 1295 is applicable to any of awarded Proposer’s directors, officers, or employees who hold a controlling interest (10% or more ownership) in the business entity and who actively participated in facilitating the Contract or negotiating the terms of same (broker, intermediary, advisor, and/or attorney), if any.

9. Good-Faith Negotiations The Procurement Authority or designee will participate in all discussions with Proposers.

Discussions will only be conducted with responsible Proposers who submit Responsive Proposals to the RFP, which are determined to be reasonably acceptable of being selected for award. Those Proposers will be accorded fair and equal treatment with respect to any opportunity for discussion and revision of Proposals. Proposers may be required to submit additional information and/or clarify previously submitted information during negotiations.

Revisions and supplements to Proposals may also be permitted after submission and before Contract award for the purpose of obtaining BAFOs in Central Health’s sole discretion. Any BAFO, as well as the entire Proposal, will become part of Central Health’s awarded Contract.

Central Health reserves the right to negotiate the price and any other term with any, all, or none of the Proposers. Any oral negotiations must be confirmed in writing prior to an award.

IV. CENTRAL HEALTH RIGHTS

https://www.ethics.state.tx.us/forms/CIQ.pdf

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Summary of Rights Central Health may:

Reject any or all Proposals without obligation or liability to any Proposer;

Accept a Proposal other than the lowest-price Proposal (as applicable);

3. Award a Contract on the basis of an initial Proposal received without discussions or requests for Best and Final Offers;

4. Request Best and Final Offers from any or all Proposers;

Procure the Services in whole or in part by other means;

6. Award more than one Contract; and/or Not award any Contract.

Termination of RFP

This RFP may be canceled at any time and any and all Proposals may be rejected in whole or in part if Central Health determines such action to be in Central Health’s best interest.

C. Waive Minor Irregularities

The Evaluation Committee reserves the right to waive minor irregularities (e.g. Proposer submits the incorrect number of Proposal copies or does not sign all Proposal copies) in the Proposals.

The Evaluation Committee also reserves the right to waive certain, non-mandatory requirements contained herein if the Proposal otherwise meets the mandatory requirements and/or waiving the minor irregularity does not otherwise materially affect the procurement. This right may be exercised at the Evaluation Committee’s sole discretion.

D. RFP Amendments Central Health reserves the right to issue amendments to this RFP before the date on which Proposals are due.

E. Negotiate Additional Contract Terms Central Health reserves the right to modify and negotiate with a successful Proposer provisions in addition to those attached to this RFP. The contents of this RFP, as revised and/or supplemented, and the successful Proposer's Proposal will be incorporated into and become part of the Contract.

F. Accept Contract Deviations Any additional terms and conditions, which may be the subject of negotiation, will be discussed only between Central Health and the selected Proposer and will not be deemed an opportunity to amend the Proposer’s Proposal. If a Proposer requests significant changes to either the required Contract terms or the terms of the Business Associate Agreement, Proposer’s Proposal may be considered non-Responsive and result in Proposers’ disqualification or, if such changes are requested post-Proposal submission in violation of this RFP, will result in termination of negotiations and Contract award.

G. Investigate Proposers The Evaluation Committee may make such investigations as necessary to determine the qualifications and ability of the Proposer to adhere to the requirements specified within this RFP.

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The Evaluation Committee will reject any Proposal that is submitted by a Proposer who it deems unqualified or who otherwise fails to submit a responsive Proposal. Central Health may also investigate a Proposer’s prior contract relationships, contact references provided by Proposer, and explore and consider prior public statements or actions by a Proposer or any of its key personnel that may be relevant to the performance of the tasks in the RFP or the ability of the Proposer to perform such tasks.

H. Request Change in Proposer Representatives Central Health reserves the right to require a change in the representatives that Proposer submits with the Proposal, if the assigned representatives are not, in the opinion of Central Health, able to adequately meet Central Health’s needs.

I. Assert Ownership of Proposals All documents submitted in response to this Request for Proposals will become the property of Central Health.

V. PROPOSAL FORMAT AND ORGANIZATION

This section of the RFP describes the format and organization of the Proposer's Proposal. Failure to conform to the requirements contained herein may result in disqualification of the Proposal.

A. Proposal Format All Proposals, electronic or printed, must delineate each section. The page limit should be no more than forty (40) pages (20 front/back if printed) not including tabs and required forms (see item B. below), or as further instructed in this RFP. If submitting a printed Proposal the Proposal must be in a binder with tabs delineating each section.

Proposal Organization The Proposal must be organized and indexed in the following format and must contain, as a minimum, all items that are listed as required in the sequence indicated.

Letter of Transmittal – Required

• Identify the submitting organization;

• Identify the name, title, e-mail address and telephone number of the person authorized to contractually obligate the organization or individual proposing;

• Identify the name, title, e-mail address, and telephone number of the person authorized to negotiate a Contract on behalf of the organization;

• Identify the names, titles, e-mail addresses, and telephone numbers of persons to be contacted for Proposal clarification;

• Explicitly indicate acceptance of Sections II through IV of this RFP;

• Be signed by the person authorized to contractually obligate the organization; and

• Acknowledge receipt of all, if any, addenda to this RFP.

Table of Contents - Optional Proposal Summary - Optional

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Response to tables for each contract year as listed in the Scope of Work - Required Completed and Signed Acknowledgement of Receipt Form - Required Completed Historically Underutilized Business (HUB) Form - Required Completed and Signed Conflict of Interest Questionnaire (CIQ) – Required upon selection Completed and Signed Certificate of Secretary – Required if Proposer is a corporation Completed Insurance Coverage Form - Required Other (optional) supporting material (may be included)

The forms listed behind the numbers 4, 5, 6, 8 and 9 must be thoroughly completed, executed and witnessed, if and as required, and included in the appropriate section of the Proposal. Proposals must include all Attachments and Exhibits in order to be considered Responsive.

Any Proposal that does not adhere to these requirements may be deemed non-responsive and rejected on that basis.

VI. PROPOSAL CONTENT REQUIREMENTS

Proposers shall respond in the form of a detailed narrative to each of the narrative prompts contained in Item A below and based on information provided in in Exhibit A: Scope of Work and Exhibit B: Price/Cost. The narratives, along with supporting materials, will be evaluated and awarded points accordingly.

Failure to respond to the following mandatory narrative prompts will result in disqualification of the Proposal as non-responsive.

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A. Evaluation Criteria

Item EVALUATION CRITERIA Completed

1. Letter of Transmittal

2. Scope of Work tables are complete for each contract year

3. All Required forms

4.

Description of maintenance, troubleshooting, and quality controls (QC) and assurance (QA) processes

5. Client references (2)

B. Evaluation Process

1. Proposals will be reviewed for compliance with the above criteria for this solicitation.

Proposals deemed non-responsive will be eliminated from further consideration.

2. The Procurement Authority may contact the Proposer for clarification of the Proposal as specified in above.

3. The Evaluation Committee may use other sources of information to perform the evaluation as specified in Proposal Evaluation.

4. Responsive Proposals will be evaluated using the criteria set forth in the table above. The

Responsive and Responsible Proposers with the highest scores may be selected as short-listed Finalists. Said short-listed Finalists may be invited to present their Proposals to the Evaluation

5. Committee. Points awarded from the interviews, if any, will be added to Proposer’s overall score.

6. The Proposer whose Proposal is most advantageous to Central Health, taking into consideration the stated EVALUATION CRITERIA, may be recommended for Contract award as specified in above. Proposers who are asked or chosen to submit a revised Proposal for the purpose of obtaining Best and Final Offers may have their points recalculated accordingly. Please note however, that a serious deficiency in the initial Proposal may be grounds for rejection regardless of overall score.

7. Proposers or potential contracted vendors will respond to all requests by the Central Health Purchasing Office within the deadline timeframe provided in the request. Proposers or potential contracted vendors may propose an alternative deadline to the Procurement Authority, but the decision whether or not to extend any deadline is solely within the discretion of Central Health. Failure to respond by the given deadline may result in proposer being deemed non-responsive.

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Exhibit A Scope of Work

RFP 2402-001

PHARMACY EQUIPMENT AND SERVICES

Central Health is requesting a sales catalog for automated pharmacy dispensing equipment and all other lines of pharmacy equipment and services. The purpose of this Request for Proposals of catalog rates is to secure competitive pricing discounts off of the list price from various manufacturers, resellers, and distributors who can provide equipment and services in the Austin and Travis County area who may not be cooperative contract participants. Support services to be included from the manufacturer must ensure functionality and operational success during and post installation. Proposals should be over the course of a five-year term. Required information per contract year is displayed in the following tables.

Contract Year 1 (2024-2025) Section 1: Equipment Products and Supplies Propose Manufacturer Lines/Brands available.

Discount (%) off.

Website links may be provided.

Discount (%) off catalog pricelist for

Automatic Dispensers (Robotics)

Discount (%) off catalog pricelist for

Software

Discount (%) off catalog pricelist for

Equipment replacement parts

Discount (%) off catalog pricelist for

Labels, Magnets, and Stamps (Packaging Supplies)

Pharmacy grade refrigerators, freezers, and temperature monitoring systems

Lab Equipment

Discount (%) off catalog pricelist for

Other Pharmaceutical Equipment and Supplies Not Listed

Standard Warranties Offered

Please attach supporting documents that describe the extent of warranty coverages.

Extended Warranties Available

Please attach supporting

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Section 2: Services Propose through a Narrative Response with supporting attachments and/or proof of certifications.

Hourly Labor Rate for Installation (Not-to- Exceed)

Indicate cost as well as whether the service is being self-performed or performed by a third party.

Hourly Labor Rate for Training (Not-to-Exceed)

Indicate whether this is in-person or virtual.

Is there a Not-To-Exceed hours or staff persons eligible for offered training?

Are there extended training options if a Not-to-Exceed applies to hours or staff persons?

Troubleshooting (Not-to-Exceed)

What are the hours of service for this?

Is troubleshooting offered online, by phone, or in-person?

Contract Year 2 (2025-2026)

Discount (%) off.

Website links may be provided.

Discount (%) off catalog pricelist for

Software

Discount (%) off catalog pricelist for

Equipment replacement parts

Discount (%) off catalog pricelist for

Pharmacy grade refrigerators, Lab Equipment

Discount (%) off catalog pricelist for

Other Pharmaceutical

Standard Warranties Please attach supporting

P a g e 19

Offered documents that describe the

Extended Warranties Available

Please attach supporting certifications.

Hourly Labor Rate for Installation (Not-to- Exceed)

Indicate cost as well as whether the service is being

(Not-to-Exceed)

Indicate whether this is in-person or virtual.

Is there a Not-To-Exceed hours or staff persons eligible for offered training?

Are there extended training options if a Not-to-Exceed

(Not-to-Exceed)

What are the hours of service for this?

Is troubleshooting offered

Contract Year 3 (2026-2027)

Discount (%) off.

Website links may be provided.

Discount (%) off catalog pricelist for

Software

Discount (%) off catalog pricelist for

Equipment replacement parts

Discount (%) off catalog pricelist for

Pharmacy grade refrigerators, Discount (%) off catalog Lab Equipment

P a g e 20 pricelist for

Other Pharmaceutical

Please attach supporting

Please attach supporting certifications.

Hourly Labor Rate for Installation (Not-to- Exceed)

Indicate cost as well as whether the service is being

(Not-to-Exceed)

Indicate whether this is in-person or virtual.

Is there a Not-To-Exceed hours or staff persons eligible for offered training?

Are there extended training options if a Not-to-Exceed

(Not-to-Exceed)

What are the hours of service for this?

Is troubleshooting offered

Contract Year 4 (2027-2028)

Discount (%) off.

Website links may be provided.

Discount (%) off catalog pricelist for

Software

Discount (%) off catalog pricelist for

Equipment replacement parts

Discount (%) off catalog Labels, Magnets, and Stamps

P a g e 21 pricelist for (Packaging Supplies) pricelist for

Pharmacy grade refrigerators, Lab Equipment

Discount (%) off catalog pricelist for

Other Pharmaceutical

Please attach supporting

Please attach supporting certifications.

Hourly Labor Rate for Installation (Not-to- Exceed)

Indicate cost as well as whether the service is being

(Not-to-Exceed)

Indicate whether this is in-person or virtual.

Is there a Not-To-Exceed hours or staff persons eligible for offered training?

Are there extended training options if a Not-to-Exceed

(Not-to-Exceed)

What are the hours of service for this?

Is troubleshooting offered

Contract Year 5 (2028-2029)

Discount (%) off.

Website links may be provided.

Discount (%) off catalog pricelist for

P a g e 22

Software

Discount (%) off catalog pricelist for

Equipment replacement parts

Discount (%) off catalog pricelist for

Pharmacy grade refrigerators, Lab Equipment

Discount (%) off catalog pricelist for

Other Pharmaceutical

Please attach supporting

Please attach supporting certifications.

Hourly Labor Rate for Installation (Not-to- Exceed)

Indicate cost as well as whether the service is being

(Not-to-Exceed)

Indicate whether this is in-person or virtual.

Is there a Not-To-Exceed hours or staff persons eligible for offered training?

Are there extended training options if a Not-to-Exceed

(Not-to-Exceed)

What are the hours of service for this?

Is troubleshooting offered

P a g e 23

Equipment standards Equipment must be new. Manufacturers and Distributors must not include catalogs of equipment that will be planned for retirement within (5) years or has been refurbished.

Maintenance and Repair Requirements Central Health and our partner CommUnityCare requires a high level of responsiveness in the event of inoperability of equipment. If the issue cannot be resolved through troubleshooting, a technician must be made available to be onsite within 48 hours with correct parts and/or have the ability to overnight the correct parts to the locations for installation the next day.

Resellers must be authorized by the manufacturer to sell the equipment and/or products and must be able to honor all warranty, repair, parts, and training needs that the manufacturer would otherwise be expected to perform. Resellers must also be an authorized reseller for at least (2) years.

Exhibit C Acknowledgment of Receipt Form

In acknowledgment of receipt of this Request for Qualifications, the undersigned agrees that he/she has received a complete copy, beginning with the title page and Table of Contents and Exhibits.

The acknowledgment of receipt should be signed, returned, and included with the Respondent's submittal. Complete (Legal) Name of Proposer:

Proposer 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):

The number of years providing services/systems similar to those requested in this Solicitation:

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

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

Certification Yes No Is Proposer/Respondent currently in the process of filing for bankruptcy?

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

Is the Proposer/Responder delinquent on any taxes owed to Travis County?

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

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

Acknowledged Addenda of

Individual authorized to bind Proposer/Respondent to contract:

Name/Title:

Telephone: E-mail:

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

Name/Title:

Telephone: E-mail:

Contract Terms and Conditions

The contract terms and conditions identified in the Exhibit L, the Contract Template of this Solicitation, will form the contract resulting from this Solicitation, and the Proposer /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.

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

(Continued on Next page)

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

Authorized Respondent Signature Date

Printed Name Title

ATTACHMENT D

HISTORICALLY UNDERUTILIZED BUSINESS (HUB) FORM

The Travis County Healthcare District’s 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 District. As such, the District 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 District:

the Texas Building and Procurement Commission (State of Texas); City of Austin; and the Texas Unified Certification Program (TUCP), which includes six (6) certifying agencies.

Suggested directories to assist proposers in identifying potential HUBs to meet the District’s “good faith effort” requirement include: State: https://comptroller.texas.gov/purchasing/vendor/hub/;

City: http://www.austintexas.gov/department/purchasing ; and TUCP: https://www.txdot.gov/business/partnerships/tucp.html

Proposer 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;

2. Identify the certification agency by checking all that apply;

State of Texas Comptroller HUB Program

City of Austin; Texas Unified Certification Program; and

3. Identify HUB Status (Gender & Ethnicity):

**Please complete page 2 - Disclosure of HUB Subcontractors**

Estimated percentage of the bid (proposal) that is to be subcontracted with Certified HUB sources: % https://comptroller.texas.gov/purchasing/vendor/hub/ http://www.austintexas.gov/department/purchasing https://www.txdot.gov/business/partnerships/tucp.html

ATTACHMENT D

HISTORICALLY UNDERUTILIZED BUSINESS (HUB) FORM

Disclosure of Subcontractors

Sub Company Name: EIN/VID #:

Address: City: State: Zip Code:

Contact: Phone No.: Fax No.: E-mail:

Subcontract Amount: Percentage: Description of Work:

Is the company a certified HUB?

□ Yes ☐ No Indicate Gender & Ethnicity:

Certifying Agency (Check all applicable):

State of Texas https://comptrolle r.texas.gov/purch asing/vendor/hub

/ (HUB) ☐

City of Austin http://www.austint exas.gov/departme nt/purchasing

(M/WBE) ☐

Texas Unified Certification Program https://www.txdot.gov/business/pa rtnerships/tucp.html ☐

Sub Company Name: EIN/VID #:

Address: City: State: Zip Code:

Contact: Phone No.: Fax No.: E-mail:

Subcontract Amount: Percentage: Description of Work:

Is the company a certified HUB?

□ Yes ☐ No

Indicate Gender & Ethnicity:

Certifying Agency (Check all applicable):

State of Texas https://comptrolle r.texas.gov/purch asing/vendor/hub

/ ☐ (HUB) ☐

City of Austin www.ci.austin.tx.us /purchase/default.h tm (M/WBE) ☐

Texas Unified Certification Program https://www.txdot.gov/business/pa rtnerships/tucp.html (DBE) ☐

Sub Company Name: EIN/VID #:

Address: City: State: Zip Code:

Contact: Phone No.: Fax No.: E-mail:

Subcontract Amount: Percentage: Description of Work:

Is the company a certified HUB?

□ Yes ☐ No

Indicate Gender & Ethnicity:

Certifying Agency (Check all applicable):

State of Texas https://comptrolle r.texas.gov/purch asing/vendor/hub

/ (HUB) ☐

City of Austin www.ci.austin.tx.us /purchase/default.h tm (M/WBE) ☐

Texas Unified Certification Program https://www.txdot.gov/business/pa rtnerships/tucp.html (DBE) ☐ http://www.ci.austin.tx.us/purchase/default.htm http://www.ci.austin.tx.us/purchase/default.htm http://www.ci.austin.tx.us/purchase/default.htm

Revised 11/30/2015Form provided by Texas Ethics Commission www.ethics.state.tx.us

FORM CIQ

OFFICE USE ONLYThis questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session.

This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the vendor meets requirements under Section 176.006(a).

By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the vendor becomes aware of facts that require the statement to be filed. See Section 176.006(a-1), Local Government Code.

A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An offense under this section is a misdemeanor.

CONFLICT OF INTEREST QUESTIONNAIRE

For vendor doing business with local governmental entity

Date Received

A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income, other than investment income, from the vendor?

Yes No

B. Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer or a family member of the officer AND the taxable income is not received from the local governmental entity?

Yes No

Check this box if the vendor has given the local government officer or a family member of the officer one or more gifts as described in Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1).

Signature of vendor doing business with the governmental entity Date

Name of vendor who has a business relationship with local governmental entity.1

Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which you became aware that the originally filed questionnaire was incomplete or inaccurate.)

3 Name of local government officer about whom the information is being disclosed.

Name of Officer

Describe each employment or other business relationship with the local government officer, or a family member of the officer, as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer.

Complete subparts A and B for each employment or business relationship described. Attach additional pages to this Form CIQ as necessary.

Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership interest of one percent or more.

EXHIBIT E

Revised 11/30/2015Form provided by Texas Ethics Commission www.ethics.state.tx.us

CONFLICT OF INTEREST QUESTIONNAIRE

For vendor doing business with local governmental entity

A complete copy of Chapter 176 of the Local Government Code may be found at http://www.statutes.legis.state.tx.us/ Docs/LG/htm/LG.176.htm. For easy reference, below are some of the sections cited on this form.

Local Government Code § 176.001(1-a): "Business relationship" means a connection between two or more parties based on commercial activity of one of the parties. The term does not include a connection based on:

(A) a transaction that is subject to rate or fee regulation by a federal, state, or local…