SOLICITATION, OFFER, ACCEPTANCE, AND AWARDhr.universityhealthsystem.com/purchasing/pdf/973.pdfSOLICITATION, OFFER, ACCEPTANCE, AND AWARD 1. Date Solicited December 3, 2014 2. Solicitation

SOLICITATION, OFFER, ACCEPTANCE, AND AWARD 1. Date Solicited

December 3, 2014 2. Solicitation Number

RFQ-214-09-045-SVC 3. Type of Solicitation

RFQ 4. Date of Award

5. Contract Number

6. Issued By:

7. Mail Or Hand Deliver Bids/Offers To: 8. Due date for bids/offers:

01/16/2015 University Health SystemAttn: Purchasing DepartmentSolicitation: RFQ-214-09-045-SVC 9. Time Due for

bids/offers:

2:00 PM CST 355-2 Spencer LaneSan Antonio, TX 78201

SOLICITATION (Eastside Clinic Design) 10. Sealed proposals – an original, (signed in blue ink) one (1) copy and five (5) flash drives for furnishing the services in the Schedule will be received at the place, date, and time specified in Items 7, 8 and 9. Proposals received at any other location or after the due date and time specified will be disqualified. Awards are posted on the University Health System (Health System) website at www.UniversityHealthSystem.com/bid-archive. Respondents may NOT contact any Health System employee or representative regarding this solicitation. All contact must be made through the Purchasing Department. All proposals are subject to all terms and conditions attached to this solicitation. Any additions, changes or deletions to any part of this solicitation, including the terms and conditions hereto attached, may render your proposal non-responsive and disqualify you from the solicitation process.

11. A. For information contact: Karen Krueger

B. E-mail: [email protected]

C. Telephone No. 210-358-9108

D. Fax No. 210-358-9145

OFFER (All information must be filled in completely by bidder or your bid may be disqualified) 12. In compliance with the above, the vendor agrees that if this proposal is accepted within 120 calendar days from the date of receipt for offers specified above, the vendor will furnish any or all services/items at the prices offered, delivered at the designated point(s), and within the time specified in the schedule.

13. Acknowledgement of Amendments: In the event of an amendment(s) to this solicitation, the amendment document will be posted under this solicitation at www.UniversityHealthSystem.com/bids five days before the bid close date. Vendor acknowledges receipt of the following amendments/addenda: ________________________ Acknowledgement of all amendments is mandatory. Omission may render your proposal non-responsive.14. Discount for Prompt Payment: 10 Calendar Days 20 Calendar Days 30 Calendar Days __ Calendar Days ___________% ____________% ___________% ___________%15. Size of Business: Small Large * Provide any Certifications, if available, and complete the attached Vendor Questionnaire.

16. Type of Ownership: Minority Owned Woman Owned Veteran Owned Disadvantaged(SDB) HUB Not Applicable

17. Name and Address of vendor Company Name _________________________________ Contact Name _________________________________ Address _________________________________ City, State & Zip _________________________________ Telephone No. _________________________________ Fax No. _________________________________ E-mail address: __________________________________

18. Name and Title of Person Authorized to Sign Offer(Failure to sign shall result in rejection of offer)

Print Name _________________________________________ Title _________________________________________

Signature * _________________________________________

Original must be signed in Ink.

Date _________________________________________

* By affixing your signature you certify that you have authority to bind your company to the pricing, terms and conditions contained herein.

ACCEPTANCE AND AWARD (to be completed by University Health System)

19. Acceptance of the following items:

_______________________________

________________________________

20. Term of the contract:

_____________________

_____________________

21. Amount of Award: $ __________________

23. University Health System:

______________ Felix Alvarez, Executive Director, Procurement Svcs.

22. Accounting & Appropriation:

__________________________

Company Name: _____________________________________________________ RFQ-214-09-045-SVC Page 2 of 27

BEXAR COUNTY HOSPITAL DISTRICT

RFQ 214-09-045-SVC DUE: January 16, 2015 @ 2:00PM CST

Professional Design Services for the University Health System Eastside Clinic

____________________________________________________________________________

TABLE OF CONTENTS

I. INVITATION TO RESPOND

II. INSTRUCTIONS

A. Important Bidding Instructions B. Additional Terms and Conditions C. Business Associate Information D. Proposal Format E. Evaluation and Selection Criteria F. Decision Criteria Award Matrix G. Respondent Checklist H. Respondent Question Form

III. COMPANY RESPONS - Scope of Work

IV. 4. 0 Statements of Qualifications V. 5.0 Format of Statement of Qualifications VI. 6.0 Decision Matrix

Company Name: ____________________________________________ RFQ-214-09-045-SVC Page 3 of 27




____________________________________________________________________________ I. INVITATION TO RESPOND

The Bexar County Hospital District d/b/a University Health System, herein after ‘the Health System,’ is a political subdivision of the State of Texas, and is a nationally-recognized academic medical center owned by the people of Bexar County. The Health System is San Antonio’s only Magnet healthcare organization. Magnet is a designation of the American Nurses’ Credentialing Center and is the “gold standard” of excellence in patient care. Accredited by The Joint Commission, the Health System serves as the primary teaching locations for The University of Texas Health Science Center at San Antonio and is in the top one percent of the country for going “paperless” with electronic medical records. Since 2008, the Health System has been included among the American Hospital Association’s list of the 100 Most Wired Hospitals and Health Systems. Clinical locations include University Hospital, a 700+-occupied bed acute care hospital and South Texas’ Lead Level I trauma center; 16 clinics throughout Bexar County providing primary, specialty, and preventive health services; and four outpatient dialysis centers. University Health System is the joint owner of San Antonio AirLIFE, one of the nation’s most recognized emergency air medical transport services. Subsidiary organizations of the Health System include Community First Health Plans, a nonprofit HMO, and Community Medicine Associates, a nonprofit physician practice. Learn more online at www.UniversityHealthSystem.com. As a recognized leader in healthcare, the Health System is committed to Supplier Diversity. The Health System will make every effort to ensure that Diverse Vendors such as Small, Minority, Women, Veteran, and/or Disabled Individual-Owned Business Enterprises (SMWVDIBE) are provided the maximum practicable opportunity to participate as a supplier, vendor, or contractor for products and/or services provided to the Health System.

The Health System is requesting sealed proposals for Professional Design Services for the University Health System Eastside Clinic contract.

Respondents must submit proposals according to the Specifications and Standard Purchasing Terms and Conditions contained herein. Pricing will be negotiated up front and will remain firm and fixed throughout the contract term.


Respondents are invited to submit proposals (one marked ORIGINAL and one (1) copy for this project. Must also submit five (5) separate flash drives. All information required in this solicitation shall be furnished or the response may be deemed non-responsive. The respondent shall print or type his or her name and manually sign the Solicitation, Offer, Acceptance, and Award page section 18, and Bid Schedule (if applicable).

Solicitation responses shall be enclosed in a sealed envelope/package. The name and address of the vendor, the date and hour of the opening, solicitation number, and title of the solicitation must be marked on the outside of the package. Any costs incurred during the development, preparation, and submission of solicitation responses shall be borne solely by the respondent. Proposals will be received at the following location:

University Health System - Business Center

Purchasing Department 355-2 Spencer Lane, 2nd Floor

San Antonio, TX 78201

Submissions must be received no later than 2:00 P.M. January 16, 2015. Any submission after 2:00 P.M. will be returned to the respondent unopened. Vendor’s questions regarding any aspect of this solicitation shall be submitted exclusively to Contract Specialist, Karen Krueger no later than 12:00pm on December 30, 2014 via the following e-mail address: [email protected]. Questions should be asked in consecutive order, from beginning to end, following the organization of the solicitation. Each question should begin by referencing the solicitation page number and section number to which it relates. Questions received after 12:00pm on the date identified in the preceding paragraph shall not be addressed, answered, nor responded to. All timely vendor questions and Health System answers will be posted as an amendment to this solicitation via www.UniversityHealthSystem.com/bids in the “Amendments” section of the online solicitation. The process of evaluating the proposals and conducting any subsequent interviews may extend, at a minimum, one month following the solicitation deadline. No unlawful discrimination will be made against vendors or contractors, because of race, color, religion, sex, age, national origin, physical disability/handicap, or mental disability/handicap. The University Health System reserves the right, in its sole discretion, to reject any and all bids, to waive any informality, or to change the listed dates.

NOTE TO OFFERORS

UNIVERSITY HEALTH SYSTEM IS A MEMBER OF THE FOLLOWING BUYING GROUPS:

MEDASSETS (HSCA), AMERINET, FIRST CHOICE, U. S. COMMUNITIES, PURCHASING SOLUTIONS ALLIANCE, AND THE TEXAS DEPARTMENT

OF INFORMATION RESOURCES (DIR)


GENERAL CONDITIONS GPOs: If respondent is awarded a contract for services/items that fall under a Group Purchasing

Organization (GPO) contract, all sales will be reported back to that GPO. If Yes, what GPO? ____________________________

YES________ NO_________ (initial) PAYMENT TERMS: The Health System encourages you to consider accepting the American Express BIP in payment for your products and services. Your willingness to accept the American Express BIP for this payment will help improve the Health System procurement and payment processes for this RFQ (RFI or RFP). Once you have decided to select the American Express BIP as payment for this RFP or RIF this payment method will apply to all current and future contracts you have with the Health System. If you would like to obtain information regarding the American Express BIP payment process, please contact American Express at 1-800-825-3272. Supplier agrees that all purchases by the Health System hereunder shall be payable by American Express University Health System Initiated Payments (BIP) in accordance with Supplier’s separately executed agreement with American Express. See Section 6 under Invoices and Payments of the Terms and Conditions by checking this box accept or do not accept the BIP program. _______ you accept the BIP Program or ________do not accept the BIP Program


DELIVERY [If Applicable]: Vendor’s promised delivery: on or before _________ calendar days after receipt of order. Delivery: F.O.B. Destination, (unloaded onto dock), freight prepaid to:

University Health System Attention – Receiving 4502 Medical Drive

San Antonio, TX 78229 Special note: The Health System does not pay freight. If, for whatever reason, vendor must charge freight, it needs to be incorporated into the unit cost of the item and will be evaluated as part of the standard price of the bid.





____________________________________________________________________________

II. INSTRUCTIONS

A. Important Bidding Instructions 1. Notice to all Contractors/Vendors/Suppliers: You must register on our website,

http://www.UniversityHealthSystem.com/vendors to be eligible to submit bids/proposals for this and all future formal/informal opportunities.

2. Registration is good for a two-year period. 3. Documents required include:

a. Workforce Composition b. Vendor Questionnaire (completed on website) c. Conflict of Interest Questionnaire d. Form W9 (Request for Taxpayer Identification Number and Certification)

This information will be used to enter your business into the Health System purchasing data base primarily for the purpose of payment and for notification of future bidding opportunities.

4. Bid opportunities may currently be found in the San Antonio Express-News.

Construction/architectural engineering projects are usually advertised in the Sunday edition.

5. Online bid opportunities are available on the Health System website:

www.UniversityHealthSystem.com/bids. 6. All questions regarding any solicitation must be submitted in writing, by e-mail,

mailed, or hand-carried, and addressed to the Purchasing staff member assigned to the solicitation.

7. A copy of the vendor’s Insurance Certificate.


8. A copy of the vendor’s Workers’ Compensation Insurance Certificate must be on file with the Health System’s Safety Officer for awards requiring the vendor’s personnel to perform services on Health System premises. No award will be made unless this document is on file.

9. The Bexar County Hospital District d/b/a University Health System is a political

subdivision of the State of Texas and by law is a tax-exempt entity. 10. Warranty: Include terms, routine hours of operation, and after-hours rates. 11. For the purpose of evaluation of offers and award, respondents agree to hold their

offers for one hundred twenty (120) days. 12. Price must remain firm and fixed for the duration of the contract term.

13. This proposal must be signed by a company official who is authorized to bind

the respondent. By signing the proposal, the respondent acknowledges that all facts contained in it are true to the respondent’s best knowledge and that the Health System may rely upon such.

14. A vendor who does not respond to this solicitation by the due date will be

eliminated from the selection process. Responses are due to Purchasing in accordance with the specifications of this solicitation.

B. Additional Terms and Conditions

1. The issuance of this solicitation does not imply any commitment on the part

of the Health System nor any of its individual representatives to accept in part or in whole any of the submitted proposals.

2. The Health System will independently verify the respondent’s ability to

perform as proposed. Referenced client lists are to be provided as specified.

3. The Health System is a governmental entity subject to the Texas Open Records Act. The entire contents of all submission become part of public record. All documentation considered a trade secret or proprietary shall be marked “Confidential.” If confidential information is requested from an outside source, notification will be given to respondent.

4. This solicitation is a formal competitive process. All questions or other

matters related to this solicitation are to be directed to the Director of Purchasing or his designee only. Any respondent, including those currently contracted with the Health System, who fails to comply with this limitation, may be disqualified from the selection process.

5. The Health System reserves the right to reject any or all responses or to award

the contract to another respondent(s) if the successful respondent(s) does not execute a contract within thirty (30) days after the acceptance of the


response by the Health System.

6. The Health System reserves the right to request clarification of information submitted and to request additional information of one or more applicants.

7. Any response may be withdrawn up to the date and time specified for the submission of the responses. Any response not so withdrawn shall constitute an irrevocable offer, for a period of one-hundred twenty (120) days, to provide to the Health System the services proposed, or until one or more of the responses have been accepted and approved by the Health System.

8. Any agreement or contract resulting from the acceptance of a response shall be approved by the Health System. The contract shall contain, at a minimum, applicable provisions of this solicitation. The Health System reserves the right to reject any agreement that does not conform to the terms and conditions and any Health System requirements for agreements and contracts.

9. Respondents who submit a response to this solicitation does so at their own

expense. The Health System will not pay or reimburse any respondent’s costs related to this solicitation or negotiation of any contract.

10. The Health System reserves the right, in its sole discretion, to modify or

suspend any and all aspects of the selection process, including, but not limited to this solicitation, and all or any portion of the selection process subsequent to the solicitation, to obtain further information from any respondent, to waive any defects as to form or content of the solicitation or any other step in the selection process, to reject any and all responses submitted, and to accept or reject any respondent for entry into any contract.

11. By respondent’s submission of a response to this solicitation, each

respondent waives any claim against the Health System or Health System property by reason of any or all of the following: any aspect of this solicitation, the selection process or any part thereof, any informalities or defects in the selection process, entering into any agreement, the failure to enter into an agreement, any statements, representations, acts, or omissions of the Health System, the exercise of any discretion set forth in or concerning any of the foregoing, and any other matters arising out of all or any of the foregoing.

12. Contract Term and Renewal Option

a. Contract Term: The contract will be awarded for the term listed above, commencing from the date of award. If delays in the bid process result in an adjustment of the anticipated contract effective date, the bidder agrees to accept a contract for the full term of the contract.


b. Contract Renewal Option: This contract may be renewed for the number of option years listed above. Any renewal of this contract under this provision will be put into effect by mutual agreement between Health System and the Contractor, with written notification being provided to the Contractor by Health System. The original terms and conditions will remain in effect for any renewal period. Unless otherwise noted in this RFP (or any Addendum thereto), pricing for each optional year is to remain the same as the final year of the original contract term.

13. Contract Transition

In the event services end by either contract expiration or termination, it shall be incumbent upon the Contractor to continue services, if requested by the Director of Purchasing, until new services can be completely operational. The Contractor acknowledges its responsibility to cooperate fully with the replacement Contractor and Health System to ensure a smooth and timely transition to the replacement Contractor. Such transitional period shall not extend more than one-hundred twenty (120) days beyond the expiration date of the contract, or any extension thereof. The Contractor will be reimbursed for services during the transitional period at the rate in effect when the transitional period clause is invoked by Health System.

14. Precedence of the Health System’s Standard Terms and Conditions

The contract resulting from this procurement shall consist of the specification included herein, U n i v e r s i t y Health System’s Standard Terms and Conditions, any amendment to this RFP, the Contractor’s bid proposal, and Health System’s Contract Term Sheet.

NOTE: If a company is taking exception to the UHS Standard Terms and Conditions, the company must submit with the response the proposed exceptions. Any sections that are not applicable indicate so by placing “N/A” beside the appropriate section. Any other revisions to the UHS terms and conditions will have to be approved by the Procurement Services Department and UHS Legal Counsel. However, if a company presents what is considered excessive exceptions or additions to UHS Standard Terms and Conditions as deemed unacceptable or not in the best interest to UHS, UHS reserves the right to consider the proposer non responsive and therefore will be removed from consideration.

15. Advertising

The Contractor shall not use the Health System’s name, logos, images, or any data or results arising from this contract as a part of any commercial advertising without first obtaining the prior written consent of the Director of Purchasing and the Vice President of Corporate Communications.

16. License and Permits

The Contractor shall obtain and maintain in full force and effect all required licenses, permits, and authorizations necessary to perform this


contract. The Contractor shall supply the Health System with evidence of such licenses, permits, and authorizations. This evidence shall be submitted subsequent to the contract award. All costs associated with any such licenses, permits, and authorizations shall have been included by the Contractor in its bid proposal.

C. Business Associate Information 1. Safeguards: Business Associate agrees to use appropriate safeguards to

prevent use or disclosure of the PHI other than as provided for by this Agreement or by law. Business Associate agrees to implement a comprehensive written privacy and security program that includes administrative, physical and technical safeguards that reasonably and appropriately protect the confidentiality, integrity and availability of ePHI that it creates, receives, maintains or transmits on behalf of Covered Entity in compliance with the HITECH Act. Business Associate agrees to provide Covered Entity with Business Associate’s a copy of its privacy and security program prior to the execution of this Agreement. Business Associate further agrees to provide Covered Entity with information concerning such safeguards as Covered Entity may from time to time request.

D. Proposal Format

The Health System desires that the response to the solicitation be as succinct as possible, while still providing sufficient information for evaluation of the respondent’s qualifications, approach, and ability to meet the Health System’s needs in a responsive and cost-effective manner. In that regard, the Health System requests that the responses generally follow the outline format below, and that the vendor address all of the questions posed in this solicitation.

See Section 5 of this document for Format instructions.

E. Evaluation and Selection Criteria

Each proposal will be evaluated on its responsiveness to the questions contained in this solicitation regarding the respondent’s experience and qualifications, scope of services, quantitative capabilities, organizational and financial stability. The Health System, at its sole discretion, may select more than one vendor(s) which best serve the Health System’s interests. Each respondent’s proposal will be evaluated on the response to Section 6 of this document.

NOTE:

As part of the selection process, respondent(s) may be asked to make oral presentations. If an oral presentation is requested, the respondent(s) may be asked to elaborate on


elements of its response and to demonstrate its understanding of the Health System request. This solicitation or request to make an oral presentation shall not obligate the Health System to accept or contract for any services whatsoever. The Health System reserves the right to request additional information or material deemed necessary to assist in the selection process and to modify or alter any or all of the requirements herein. In the event of a modification, all respondent(s) who submit responses will be given an opportunity to modify their responses in the specific areas affected.

The Health System reserves the right to award one contract to a single or multiple companies after receipt of proposals, without further discussion. Therefore, we emphasize the importance of submitting the most favorable terms in the initial response.

Material exceptions to the solicitation, including terms and conditions, delivery, specifications, or payment terms may constitute grounds for rejection of the submission.


F. Respondent Checklist

This checklist is provided solely for the respondent's convenience and identifies the documents to be submitted with each response. Any response received without required documents may be rejected as being non-responsive.

Complete online Vendor Registration at www.UniversityHealthSystem.com/vendors

Signed Solicitation, Offer, Acceptance, and Award page

Signed University Health System Standard Purchase Terms and Conditions (found in Required Documents PDF on website)

Vendor Questionnaire (found at www.UniversityHealthSystem.com/vendors ) 1. Complete questionnaire online. 2. Print completed form & attach to response.

Conflict of Interest Questionnaire (found in Required Documents PDF on website)

Workforce/Employee Composition Form (found in Required Documents PDF on website)

Vendor’s Insurance Certificate

Copy of Vendor’s Workers’ Compensation Coverage

Form W-9, Request for Taxpayer Identification Number and Certification (found in Required Documents PDF on website)

*Copy of vendor’s Affirmative Action Plan or Policy

IMPORTANT

It is mandatory that forms be completed properly in order for your response to be valid. Any responses received that do not have the required forms, signatures, and/or do not have correct number of copies may be declared non-responsive.

*An affirmative action plan should reflect respondent’s current practice as it pertains to equal employment opportunities in full compliance with applicable Federal and State laws and regulations.


RFQ 214-09-045-SVC Professional Design Services for the

University Health System Eastside Clinic QUESTIONS DUE: December 30, 2014 @ 12:00 P.M.

H. RESPONDENT QUESTION FORM ONLY ONE QUESTION PER FORM

Company Name: ___________________________________________________________ QUESTION:

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Submitter Signature: _______________________________ Date: __________________

Title: ____________________________________________ ---------------------------------------------------------------------------------------------------------------------

FOR HEALTH SYSTEM USE ONLY RFP #: __________________ ANSWER PROVIDED ON ADDENDUM #:________ DATE ADDENDUM ISSUED: _________ PROJECT MANAGER’S SIGNATURE: ___________________________ DATE: ____________

PROJECT MANAGER’S TITLE: _________________________________


RFQ 214-09-045-SVC

DUE: January 16, 2015 @ 2:00PM CST Professional Design Services for the

University Health System Eastside Clinic ____________________________________________________________________________

III. COMPANY RESPONSE

University Health System (“UHS”), acting through the UHS’s Facilities Development Department, is soliciting statements of qualifications from professional architects and engineers ("Respondents") for professional design services and other professional services for the new University Health System Eastside Clinic in accordance with the terms, conditions, and requirements set forth in this Request for Qualifications ("RFQ"), and as more particularly described in Section 3, “Scope of Work.” UHS intends to select under this RFQ a single firm or team who demonstrates knowledge and experience in the various Functional Discipline Categories described in Section 4.4 of this RFQ. Respondent must notate in the description of past projects each Functional Discipline in which Respondent is submitting its qualifications under this RFQ. This RFQ provides Respondents with the information necessary to prepare and submit this RFQ for consideration by the UHS. For purposes of this RFQ, the successful Respondent or Team will be referred to as the “Firm.”

3. a Project Location. The new UHS Eastside Clinic will be located at 2800 Interstate 35 Frontage

Rd San Antonio, Texas. The site of the new clinic will be 909 Runnels Avenue, San Antonio TX 78208.

3.b RELATED CAMPUS PLANS & STANDARDS

UHS Design & Construction Standards. UHS has established certain design and construction standards to provide architects, engineers, and related design firms with an understanding of the general standards and practices related to the development, maintenance and repair of UHS buildings, physical structures, and other UHS property (“UHS Design and Construction Standards”). The “UHS Design and Construction Standards” will be available to the awarded firm.

3.c PRE-SUBMITTAL CONFERENCE

A pre-submittal conference will be held at the University Health System, Business Center, 355-2 Spencer Lane, San Antonio, TX 78201 on December 15, 2014 at 10:00 a.m. This conference will be each Respondent’s opportunity to ask representatives of UHS questions and clarify provisions


of the RFQ if necessary. After the conference, prospective Respondents may submit written questions to the RFQ Contact until 12:00 p.m. Central Time on December 30, 2014. UHS will not accept questions after that time. UHS is not obligated to respond to each question (page 4), and only responses designated as formal Addenda to the RFQ will be binding on UHS (page 14). However, if UHS decides to answer questions in writing, then UHS will post the responses to those questions and answers in the UHS website. Attendance is not required for the pre-response meeting in order to submit a response, however, is strongly encouraged.

3.d QUALIFICATION-BASED SELECTION PROCESS & FEE NEGOTIATION

Professional services are procured in accordance with Chapter 2254 of the Texas Government Code, Title 10, Subchapter A. Professional Services. Selection of the most highly qualified respondent will be made on the basis of demonstrated competence and qualifications as determined by UHS based upon qualifications submitted in response to this RFQ.

Appropriate professional fees will be negotiated following a successful qualifications based selection process. UHS acknowledges that professional fees range from 5% to 9% of actual construction costs depending on the services provided. UHS’s construction project costs will vary considerably.

3.e EVALUATION OF QUALIFICATIONS

UHS representatives will evaluate RFQ Response based on requirements described in Section 4. Any RFQ Responses that are not submitted by the Submittal Date will be rejected by UHS as non-responsive due to material failure to comply with advertised specifications. UHS will use commercially reasonable efforts to avoid public disclosure of the contents of RFQ Responses prior to execution of an Agreement, if any.

UHS may make the selection of Firm(s) on the basis of the RFQ Responses initially submitted, without discussion, clarification or modification. In the alternative, UHS MAY request clarifications from one or more Respondents, and/or UHS MAY invite such one or more Respondents to attend a formal interview or presentation in San Antonio, Texas, before final ranking of the Respondents.

At UHS's sole option and discretion, UHS may discuss and/or negotiate all elements of the RFQ Responses submitted by selected Respondents within a specified competitive range. For purposes of discussion and/or negotiation, UHS may establish, after an initial review of the RFQ Responses, a competitive range of acceptable or potentially acceptable RFQ Responses composed of the highest rated RFQ Response(s). In that event, UHS will defer further action on RFQ Responses not included within the competitive range pending the selection of Respondent(s); provided, however, UHS reserves the right to include additional RFQ Responses in the competitive range if deemed to be in the best interests of UHS.

UHS reserves the right to (a) enter into an agreement for all or any portion of the requirements and specifications set forth in this RFQ with one or more Respondents; (b) reject any and all RFQ Responses and re-solicit statements of qualifications for any portion of, or similar services to, the requirements and specifications set forth in this RFQ , or (c) reject any and all RFQ Responses and temporarily or permanently abandon this selection process, if deemed to be in the best interests of UHS. Respondent is hereby notified that UHS will maintain in its files concerning this RFQ a written record of the basis upon which a selection, if any, is made by UHS. Respondent


will bear, as its sole risk and responsibility, any cost that arises from Respondent’s preparation of a response to this RFQ.

3.f KEY EVENTS SCHEDULE Critical solicitation schedule milestones are:

Issue RFQ: December 3, 2014

Pre-Submittal Conference December 15, 2014 at 10:00 A.M. CST

Due Date for Questions December 30, 2014 at 12:00 P.M. CST

RFQ Submittal Deadline January 16, 2015 at 2:00 P.M. CST Est. date for Evaluations Week of January 19, 2015

Est. date for Presentations Week of January 26, 2015

Est. date for Board approval February 2015 NOTE: The dates are subject to change depending on number of responses received or other unforeseen circumstances. UHS will make every effect to communicate changes. SECTION 3 - SCOPE OF WORK 3.1 SCOPE Requirements

The Firm will provide professional architectural and engineering design services for the programming, full design services, construction administration (CA), and Initial Outfitting and Transition (IOT) for the new UHS Eastside Clinic. The site of the new clinic will be 909 Runnels Avenue, San Antonio TX 78208. This clinic will include as part of the program, areas for centering and tele-health capabilities. The centering areas will provide spaces for staff to hold group sessions with patients. The tele-health capabilities will allow patients to communicate with clinical staff via telecommunication devices and will include instrumentation that will allow exams remotely. This clinic will serve as the prototype for future UHS clinics and will need to be expandable to meet the demands of diverse area demographics. As a prototype, this clinic will be the standard for future UHS clinics and needs to be efficient in use of space and flow, incorporating lean methodology. 3.2 MINIMUM Requirements for the awarded FIRM

Each RFQ Response must include information that clearly indicates that the Respondent meets or exceeds each of the following minimum qualification requirements: (a) Respondent must possess a minimum of ten (10) years of business experience providing

professional (architectural and engineering) services; and (b) Respondent must be registered with the Texas Board of Professional Engineers or the

Texas Board of Architectural Examiners to provide engineering or architectural services respectively.

3.4 PROJECT RESPONSIBILITIES


3.4.1 Project Planning, Coordination, & Analysis

In completion of the Design Services for this project, the responsibilities of the Firm may include, but not be limited to, the following planning, coordination, and analysis responsibilities:

(a) articulating objectives desired by the UHS; (b) evaluating existing conditions; (c) programming new or existing spaces; (d) space planning; (e) developing scopes of work and cost estimates; (f) developing and maintaining project schedules; (g) recommending economical solutions; (h) performing feasibility studies and analysis; (i) reviewing Campus Master Plan documents and appropriate archive materials; (j) communicating with and obtaining information from regulatory agencies.

3.4.2 Project Design and Construction

In completion of the Design Services, the responsibilities of the Firm may include, but not be limited to, the following project design and construction responsibilities: (a) developing complete, sealed drawings, specifications, and cost estimates for the

schematic, detail, and construction document phases of project design; (b) obtaining professional services and consulting services as necessary; (c) developing and certifying all documents required for meeting regulatory and compliance

requirements; (d) scheduling and attending meetings as necessary; (e) investigating and verifying existing conditions; (f) advising UHS on constructability, cost-to-benefit, energy efficiency, and construction

safety; (g) developing documents required for soliciting proposals for construction and assisting

UHS with technical clarifications and negotiations; (h) providing construction administration, including progress reports, submittals, pay

applications, RFI's, change orders, inspections, punch lists, startup, and commissioning; (i) preparing as-built drawings and submitting all drawings to UHS in the electronic file

format requested by UHS; (j) preparing operation and maintenance manuals; (k) assisting UHS in resolving warranty issues.

3.4.3 Other Services

The Firm will provide other services necessary to complete efficient Design Services, to include, but not be limited to: (a) interfacing directly with staff and other clients and maintaining a good working

relationship with all stakeholders; and (b) coordinating necessary conferences, completing appropriate field inspections, and

fulfilling other industry-standard design professional services.


3.5 COMPLIANCE 3.5.1 Applicable Laws. The Firm will perform the Design Services in full compliance with all

applicable federal, state, and municipal, laws, statutes, regulations, codes, ordinances and orders, including, but not limited to all applicable building codes, life safety codes, and any applicable codes and regulations promulgated by the Texas Department of Licensing & Registration (TDLR), the Texas Commission on Environmental Quality (TCEQ), and the Texas Department of State Health Services (TDSHS).

3.5.2 UHS Rules. The Firm will conduct all its operations on UHS’s premises in conformity with all

applicable UHS Rules, including but not limited to, prohibitions related to tobacco use, alcohol, and other drugs. For purposes of this Agreement, "UHS Rules" means (i) the Rules and Regulations of the Board of Managers of The University Health System (the “BOM”) and referred to herein as the “UHS Rules”); (ii) the policies of The University Health System; and (iii) the institutional rules and regulations and policies of UHS.

3.5.3 Vendor Credentialing. University Health System requires all vendors and contractors to

obtain a credential that will have access to any of our facilities as a contractor. University Health System has partnered with VCS (Vendor Credentialing Services) credentialing services. Vendor and contractor are solely responsible for any and all costs incurred by it as part of the credentialing process. Please visit www.vcsdatabase.com to complete your registration. NOTE: This process only applies to the awarded vendor(s) or contractor(s). Awarded vendor(s) or contractor(s) must have all staff that will be on any UHS campus to submit to this process. Only those approved employees will be allowed to enter any UHS campus as a contractor.

3.6 INCORPORATION OF UHS DESIGN GUIDELINES

Design Services will adhere to applicable UHS Design Standards. SECTION 4 - STATEMENT OF QUALIFICATIONS NOTE TO RESPONDENTS: All Respondents must submit a complete “Statement of Qualifications” in accordance with the following criteria. Respondents are cautioned to carefully read the following criteria. RFQ Responses will be evaluated based upon these criteria. Respondent should present information in a clear and concise manner following the format indicated in Section 5. Respondent must note exceptions to any information contained or requested in this RFQ. 4.1 STATEMENT OF INTEREST AND QUALIFICATIONS Provide the following information: 4.1.1 A signed statement of interest for the services including a narrative describing Respondent’s

unique qualifications. Respondent’s principal member must sign this statement. 4.2 GENERAL INFORMATION 4.2.1 Provide the following information:

a) Legal name of the Firm as registered with the Texas Secretary of State


b) Firm registration number for either the Texas Board of Professional Engineers, the Texas Board of Architectural Examiners, or both

c) Address of the office that will be providing services d) Number of years in business e) Type of Operation (Individual, Partnership, Corporation, Joint Venture, etc.) f) Number of Employees by skill group g) Annual revenue totals for the past ten (10) years

4.2.2 A brief history of the firm, information about principals, the services offered, the number

and type of professionals and other staff members (Respondent firm only), and business volume over the past five years.

4.2.3 Describe the Respondent firm’s financial stability in general and be prepared, if requested, to

provide financial statements. 4.2.4 Is your firm currently for sale, merger, acquisition or involved in any transaction to expand or to

become acquired by another business entity? If yes, please explain the impact both in organizational and directional terms.

4.2.5 Provide details of all past or pending litigation or claims (not included in the response to Section

4.2.9) filed against your firm that would affect your firm’s performance under an Agreement with the Owner.

4.2.6 Is your firm currently in default on any loan agreement or financing agreement with any bank,

financial institution, or other entity? If yes, specify date(s), details, circumstances, and prospects for resolution.

4.2.7 Does any relationship exist (whether by family kinship, business association, capital funding

agreement, or any other such relationship) between Respondent and any employee of UHS or member of the Board? If yes, Respondent will explain.

4.2.8 Provide Respondent’s current insurance minimum limits and expiration dates below: Professional Liability and Errors and Omissions (If Respondent’s project deliverables do not require a State of Texas Professional “seal”, this Professional Liability and Errors and Omissions insurance is not required.) $_______________ each claim $_______________ aggregate Exp. Date ______________ 4.2.9 Provide a claims history under Professional Liability and Errors and Omissions insurance for the

past five (5) years and any Project Team members (ref. Section 4.3). 4.3 PROJECT TEAM

RFQ Responses will be evaluated in part on the primary key members of Respondent’s proposed Design Services team (“Project Team”) that will provide Design Services. After execution of the Agreement, if Firm changes a member of the Project Team, Firm will ensure the change does not disrupt or adversely impact Firm’s performance of the Design Services. Firm will promptly


inform UHS of any proposed change of the Project Team and provide UHS with the resume and other appropriate professional information on any newly proposed Project Team member. In addition, Firm will not allow a member of the Project Team to remain unfilled for a period exceeding thirty (30) days without reasonable justification and approval of UHS Project Manager.

Provide the following information regarding Respondent’s Project Team: (a) Identification of a single point of contact. (b) Organizational chart illustrating reporting lines and names and titles for Project Team

members. (c) Resumes for each individual on the Project Team and definition of that person's role in

each stage of the design, construction administration, and administrative processes. Include number of years with the firm and city of residence. Include credentials as relevant to the applicable discipline’s scope of services (PE, AIA, etc.).

(d) Describe Respondent’s plan for adjusting existing workload in order to respond in a timely manner to meet University’s needs.

4.3.1 SUBCONTRACTING: Please indicate how much and of which discipline(s) you intend to

subcontract to another firm. If your firm intends to perform the services for all listed disciplines then provide a statement to that effect. If you intend to subcontract any discipline, then provide the information for the subcontracting firm as part of your submittal package. UHS reserves the right to accept or decline any subcontracted firms. The respondent is required to submit a Good Faith Effort Plan form and all SMWBE certification certificates for the respondent or their subcontractors as part of the submittal package. Respondent and/or their agents may contact the Supplier Diversity Analyst at 210-358-9112 for assistance or clarification with issues specifically related to the Small, Minority, and Woman Business (SMWBE) Program policy and/or completion of the Good Faith Effort Plan form at the end of this solicitation. The Good Faith Effort Plan form is attached to the end of this document.

4.4 REPRESENTATIVE PROJECTS

Respondent must list a maximum of five (5) representative projects for which the Respondent Firm has provided services that are most related to this solicitation. No more than three (3) projects may be related to UHS. Projects should clearly identify experience associated with tele-health, areas for centering, and prototype designs. Respondents will identify Functional Disciplines that were provided by the respondent and those that were subcontracted. Functional Disciplines may include: (a) Hospital, Ambulatory, Office, Classroom, Assembly, and Related (b) Laboratory, Pharmacy, and Related (c) Fire Protection and Life Safety (Architect and Engineer) (d) Waterproofing (Architect and Engineer) (e) Mechanical/Electrical/Plumbing Engineer and Related (f) Civil Engineering and Land Surveying (g) Structural Engineering (h) Geotechnical Engineering (i) Security, Access Control, and Related (j) Networking, and Related (k) Initial Outfitting and Transitional Services (IO&T).


4.4.1 Provide the following information for each project listed:

(a) Project name, location, contract delivery method, and description (b) Photographs or renderings (c) Description of professional services that Respondent provided for the project (d) Final Total Construction Cost including change orders (e) Final project size in gross square feet (f) Type of construction (new, renovation, or expansion) (g) Actual start and finish dates for design (h) Actual Notice To Proceed and Substantial Completion dates for construction (i) Name of Owner’s point of contact (j) Name of Respondent’s point of contact (k) Describe how the project is similar and why the services provided are most relevant to

the project described in this solicitation. (l) Clearly identify the members of the proposed Project Team (indicated in Criteria 4.3

above) who worked on the listed projects, and describe their roles in those projects. 4.4.2 Provide a realistic sample schedule for a full service project with a construction cost between

$3,000,000 and $10,000,000. Schedule should include each phase of work involved (as applicable) and may include:

(a) Building Programming/Conceptual Design/Site Planning (b) Schematic Design (c) Design Development (d) Construction Drawings (e) Construction administration (f) Activities appropriate to your individual discipline (g) Coordination with General Contractor.

4.5 References

Provide a letter of reference for at least three (3) of the projects listed above. Respondent SHOULD NOT UTILIZE The University Health System as a reference in response to this RFQ. Each letter of reference should identify the following: (a) The Owner point of contact who served as the day-to-day liaison during construction,

including contact information such as telephone number and/or e-mail address. (b) Respondent’s point of contact who served as the day-to-day liaison during construction,

including telephone number (c) Length of business relationship with the Owner.

Letters of reference will be considered relevant based on specific project participation and experience with the Respondent. University reserves the right to contact references at any time during the RFQ process.

Respondents are encouraged to verify reference names and contact information for accuracy. Submission of incorrect or no information from a reference will result in a low score for this evaluation criterion.


4.6 ADDITIONAL INFORMATION 4.6.1 Describe Respondent’s quality assurance/control program. Provide specific examples of how

these techniques or procedures were used for any of the projects listed in response to “Representative Projects.”

4.6.2 Indicate the number of Addenda received for this RFQ. UHS reserves the right to request

additional information from Respondents after the response has been submitted. SECTION 5 - FORMAT FOR STATEMENT OF QUALIFICATIONS 5.1 PAGE SIZE, BINDING, DIVIDERS, AND TABS

• Submittals should be printed on letter-size (8 1/2" x 11") paper and assembled with spiral-type or ring-type binding.

• Preprinted material should be referenced in the submittal and included as labeled attachments.

• Separate each part of response by use of a divider sheet with an integral tab for ready reference. Identify the tabs in accordance with the parts under Section 4, “Statement of Qualifications”.

5.2 TABLE OF CONTENTS

Include a Table of Contents for the RFQ Response and give page numbers for each part of the RFQ as well as any separate attachments. Supplementary information not required by this RFQ should be clearly identified in the Table of Contents and provided as a separate part.

5.3 PAGINATION

• Number all pages of the submittal sequentially using Arabic numerals (1, 2, 3, etc.). Attachments, if any, should be numbered separately.

• RFQ Responses should be no more than fifty (50) physical pages, not including required documents to be submitted with response. Double sided print is acceptable.

• Respondents are not authorized to use UHS logos without express written consent. 5.4 ADDITIONAL ELECTRONIC SUBMISSIONS

• As stated in Section 2.2, UHS will not accept any RFQ Responses that are delivered by telephone, facsimile (fax), or solely by electronic submission (i.e. disk, e-mail).

• However, in addition to the required hard-copy submissions, Respondents must submit their responses electronically via a thumb drive.


SECTION 6 – DECISION MATRIX All items under Section 4 encompass the Decision Matrix. Scoring is based on 100 points Criteria Points Statement of Interest and Qualifications (Section 4) Scope of Work (Section 3)

20

General Information (Section 4)

20

Project Team (Section 4) Subcontracting (Section 4)

20

Representative Projects (Section 4) References (Section 4)

20

Additional Information (Section 4)

20

Total Score 100


Good Faith Effort Plan for Prime Vendors

Name and Number of Bid: ______________________________________________________ SECTION I – CONTACT INFORMATION Contractor Information: _________________________________________________________ Name of Business: _____________________________________________________________ Address: _____________________________________________________________________ City: _____________________ State: __________________ Zip: _______________________ Contact Person: __________________________ Telephone:___________________________ Email Address:____________________________ Fax: _______________________________ Is your firm certified? __Yes __No If Yes, which certifying agency?: _________________ Type of Certification (check all that are applicable and provide a copy of the certificate)

_SBE _WBE _MBE _DIBE _VBE _HUB SECTION II – UTILIZED SMWVBE VENDORS List all subcontractor/suppliers that will be utilized on this project. Bidders will be required to provide reports of the actual payments to all subcontractors which will be used for SMVBE participation tracking purposes. Name & Address of

Company Scope of Work to be

performed or supplied

Estimated Total Contract Amount ($)

Certification Type (SBE,WBE, MBE,

ETC.)


SECTION III – GOOD FAITH EFFORT A. List all the firms you contacted with the subcontracting opportunities for this project that

will not be utilized for the contract. Written notices to firms contacted by the bidder for the specific scopes of work identified for those opportunities must be provide not less than 5 business days prior to the bid/proposal due date. Please submit copies of the written notices to all firms contacted with this document.

Name & Address of Company

Scope of Work to be performed or

supplied

Date Written Notice was Sent

Certification Type (SBE,WBE, MBE,

ETC.)

B. Did you contact any trade organizations/minority organizations to advertise the

subcontracting opportunity? If so, please list which organizations:

___________________________________________________________________________ ___________________________________________________________________________

C. Please list any additional outreach activities or advertising done for this project:

___________________________________________________________________________ ___________________________________________________________________________


SECTION IV: AFFIRMATION I hereby affirm that the above information is true and complete to the best of my knowledge. I further understand and agree that this document shall be attached and submitted with my proposal; making this a binding part of the contract. Name: _______________________________________________________________________ Title: ________________________________________________________________________ Signature: _________________________________________________ Date: ____________ For assistance or questions, please contact the Supplier Diversity Analyst, Enigma Belcher at (210) 358-9112 or via email at [email protected].