REQUEST FOR PROPOSAL Job No. 03/0389
Cover Sheet Date Due: October 20, 2003
DUE NO LATER THAN 2:00 P.M. C.S.T.
Proposals received later than the date
and time above will not be considered.
PROPOSAL FOR: Term Contract for Medical Professional Liability Insurance (Emergency
Medical Direction) for Harris County (For one year beginning approximately December 1, 2003)
Carefully read all instructions, requirements and Please return proposal in an appropriately sized
specifications. Fill out all forms properly and envelope or box. PACKAGE MUST SHOW THE JOB
completely. Submit your proposal with all appropriate NUMBER, DESCRIPTION AND BE MARKED
supplements and/or samples. "SEALED PROPOSAL".
RETURN PROPOSAL TO:
HARRIS COUNTY PURCHASING AGENT
1001 PRESTON AVENUE, SUITE 670
HOUSTON, TEXAS 77002
For additional information, contact William Perry at (713) 755-4961
You must sign below in INK; failure to sign WILL disqualify the offer. All prices must be typewritten or written
Total Amount of Proposal $____________________________
Company Name: ________________________________________________________________
Company Address: ________________________________________________________________
City, State, Zip Code: ________________________________________________________________
Taxpayer Identification Number (T.I.N.): _________________________________________________
Telephone No. __________________FAX No. _____________________e-mail__________________
Print Name: ________________________________________________________________________
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TABLE OF CONTENTS
Items checked below represent components which comprise this bid/proposal package. If the item IS NOT checked, it is NOT
APPLICABLE to this bid/proposal. Offerors are asked to review the package to be sure that all applicable parts are included. If any
portion of the package is missing, notify the Purchasing Department immediately.
It is the Offeror's responsibility to be thoroughly familiar with all Requirements and Specifications. Be sure you understand the following
before you return your bid packet.
__X__ 1. Cover Sheet
Your company name, address, the total amount of the bid/proposal, and your signature (IN INK) should appear on this
__X__ 2. Table of Contents
This page is the Table of Contents.
__X__ 3. General Requirements
You should be familiar with all of the General Requirements.
__X__ 4. Special Requirements/Instructions
This section provides information you must know in order to make an offer properly.
__X__ 5. Specifications
This section contains the detailed description of the product/service sought by the County.
__X__ 6. Pricing/Delivery Information
This form is used to solicit exact pricing of goods/services and delivery costs.
__X__ 7. Attachments
__X__ a. Residence Certification
Be sure to complete this form and return with packet.
_____ b. Bid Guaranty & Performance Bond Information & Requirements
This form applies only to certain bids/proposals. All public work contracts over $25,000 require a
Payment Bond and over $100,000 must also have a Performance Bond, in a form approved by the
County. Please read carefully and fill out completely.
_____ c. Bid Check Return Authorization Form
This form applies only to certain bids/proposals. Please read carefully and fill out completely.
_____ d. Vehicle Delivery Instructions
Included only when purchasing vehicles.
_____ e. Minimum Insurance Requirements
(Included in specific requirements when applicable (does not supersede “Hold Harmless” section of
_____ f. Worker’s Compensation Insurance Coverage Rule 110.110
This requirement is applicable for a building or construction contract.
_____ g. Financial Statement
When this information is required, you must use this form.
__X___ h. Reference Sheet
When this information is required, you must use this sheet.
__X__ i. Questionnaire
__X__ j. Underwriting Information
__X__ k. Request for Market Assignment
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GENERAL REQUIREMENTS FOR PROPOSALS
READ THIS ENTIRE DOCUMENT CAREFULLY. FOLLOW ALL INSTRUCTIONS. YOU ARE RESPONSIBLE FOR FULFILLING ALL
REQUIREMENTS AND SPECIFICATIONS. BE SURE YOU UNDERSTAND THEM.
General Requirements apply to all advertised requests for proposals; however, these may be superseded, whole or in part, by the SPECIAL
REQUIREMENTS/INSTRUCTIONS OTHER DATA CONTAINED HEREIN. Review the Table of Contents. Be sure your proposal package is
When specifications are revised, the Harris County Purchasing Agent will issue an addendum addressing the nature of the change. Offerors must sign it
and include it in the returned proposal package.
The successful offeror may not assign, sell or otherwise transfer this contract without written permission of Harris County Commissioners Court.
Harris County reserves the right to award this contract on the basis of LOWEST AND BEST OFFER in accordance with the laws of the State of Texas, to
waive any formality or irregularity, to make awards to more than one offeror, to reject any or all proposals. In the event the lowest dollar offeror meeting
specifications is not awarded a contract, the offeror may appear before the Commissioners Court, Hospital District Board of Managers, Community
Supervision & Corrections Department Board, the Juvenile Board or other applicable governing body and present evidence concerning his responsibility
after officially notifying the Office of the Purchasing Agent of his intent to appear.
If this proposal requires submission of proposal guarantee and performance bond, there will be a separate page explaining those requirements. Offers
submitted without the required proposal bond or Cashier's Check are not acceptable.
Harris County Commissioners Court must award the contract and the County Judge or other person authorized by the Harris County Commissioners
Court must sign the contract before it becomes binding on Harris County or the offeror. Department heads are NOT authorized to sign agreements for
Harris County. Binding agreements shall remain in effect until all products and/or services covered by this purchase have been satisfactorily delivered and
Renewals may be made ONLY by written agreement between Harris County and the offeror. Any price escalations are limited to those stated by the
offeror in the original proposal.
DISQUALIFICATION OF OFFEROR
Upon signing this proposal document, an offeror offering to sell supplies, materials, services, or equipment to Harris County certifies that the offeror
has not violated the antitrust laws of this state codified in §15.01, et seq., Business & Commerce Code, or the federal antitrust laws, and has not
communicated directly or indirectly the offer made to any competitor or any other person engaged in such line of business. Any or all proposals may
be rejected if the County believes that collusion exists among the offerors. Proposals in which the prices are obviously unbalanced may be rejected.
If multiple proposals are submitted by an offeror and after the proposals are opened, one of the proposals is withdrawn, the result will be that all of
the proposals submitted by that offeror will be withdrawn; however, nothing herein prohibits a vendor from submitting multiple offers for different
products or services.
E-MAIL ADDRESSES CONSENT
Vendor affirmatively consents to the disclosure of its e-mail addresses that are provided to Harris County, the Harris County Flood Control District,
the Harris County Hospital District including its HMO, the Harris County Appraisal District, or any agency of Harris County. This consent is
intended to comply with the requirements of the Texas Public Information Act, Tex. Gov’t Code Ann. §522.137, as amended, and shall survive
termination of this agreement. This consent shall apply to e-mail addresses provided by Vendor, its employees, officers, and agents acting on
Vendor’s behalf and shall apply to any e-mail address provided in any form for any reason whether related to this bid/proposal or otherwise.
Evaluation shall be used as a determinant as to which proposed items or services are the most efficient and/or most economical for the County. It shall be
based on all factors which have a bearing on price and performance of the items in the user environment. All proposals are subject to negotiations by the
Purchasing Agent and other appropriate departments, with recommendation to the appropriate governing body. Compliance with all requirements,
delivery and needs of the using department are considerations in evaluating proposals. Pricing is NOT the only criteria for making a recommendation.
A preliminary evaluation by Harris County will be held and appropriate proposals will be subjected to the negotiating process. Upon completion of the
negotiations, Harris County will make an award. All proposals that have been submitted shall be available and open for public inspection after the
contract is awarded except for trade secrets or confidential information contained in the proposals and identified as such.
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A multi-year lease or lease/purchase arrangement (if requested by the specifications), or any contract continuing as a result of an extension option, must
include fiscal funding out. If, for any reason, funds are not appropriated to continue the lease or contract, said lease or contract shall become null and void
on the last day of the current appropriation of funds. After expiration of the lease, leased equipment shall be removed by the contractor from the using
department without penalty of any kind or form to Harris County. All charges and physical activity related to delivery, installation, removal and
redelivery shall be the responsibility of the offeror.
If offeror obtained the specifications on a floppy disk in order to prepare a response, the proposal must be submitted in hard copy according to the
instructions contained in this Request for Proposal package. If, in its response, offeror makes any changes whatsoever to the County's published
specifications, the County's specifications as published shall control. Furthermore, if an alteration of any kind to the County's published specifications is
only discovered after the contract is executed and is or is not being performed, the contract is subject to immediate cancellation.
In the event of any conflict between the terms and provisions of these requirements and the specifications, the specifications shall govern. In the event of
any conflict of interpretation of any part of this overall document, Harris County's interpretation shall govern.
This request for proposals is governed by the competitive bidding requirements of the County Purchasing Act, Texas Local Government Code, §262.021
et seq., as amended. Offerors shall comply with all applicable federal, state and local laws and regulations. Offeror is further advised that these
requirements shall be fully governed by the laws of the State of Texas and that Harris County may request and rely on advice, decisions and opinions of
the Attorney General of Texas and the County Attorney concerning any portion of these requirements.
Any contract entered into by the County that is to be paid from grant funds shall be limited to payment from the grant funding and the
vendor/provider understands that the County has not set aside any County funds for the payment of obligations under a grant contract. If grant
funding should become unavailable at any time for the continuation of services paid for by the grant, and further funding cannot be obtained for the
contract, then the sole recourse of the provider shall be to terminate any further services under the contract and the contract shall be null and void.
Offeror agrees to comply with the Standards for Privacy of Individually Identifiable Health Information of the Health Insurance Portability and
Accountability Act of 1996, PL 104-191, 45 CFR Parts 160-164, as amended, and the Texas Medical Records Privacy Act, Texas Health and Safety
Code Chapter 181, as amended, collectively referred to as "HIPAA", to the extent that the Offeror uses, discloses or has access to protected health
information as defined by HIPAA. Offeror may be required to enter a Business Associate Agreement pursuant to HIPAA.
HOLD HARMLESS AGREEMENT
Contractor, the successful offeror, shall indemnify and hold Harris County harmless from all claims for personal injury, death and/or property damage
resulting directly or indirectly from contractor's performance. Contractor shall procure and maintain, with respect to the subject matter of this proposal,
appropriate insurance coverage including, as a minimum, public liability and property damage with adequate limits to cover contractor's liability as may
arise directly or indirectly from work performed under terms of this proposal. Certification of such coverage must be provided to the County upon request.
INSPECTIONS & TESTING
Harris County reserves the right to inspect any item(s) or service location for compliance with specifications and requirements and needs of the using
department. If an offeror cannot furnish a sample of a bid item, where applicable, for review, or fails to satisfactorily show an ability to perform, the
County can reject the bid as inadequate.
INVOICES AND PAYMENTS
Offerors shall submit an original invoice on each purchase order or purchase release after each delivery, indicating the purchase order number.
Invoices must be itemized. Any invoice which cannot be verified by the contract price and/or is otherwise incorrect, will be returned to the offeror
for correction. Under term contracts, when multiple deliveries and/or services are required, the offeror may invoice following each delivery and the
County will pay on invoice. Contracts providing for a monthly charge will be billed and paid on a monthly basis only. Prior to any and all payments
made for goods and/or services provided under this contract, the offeror should provide his Taxpayer Identification Number or social security
number as applicable. This information must be on file with the Harris County Auditor’s office. Failure to provide this information may result in a
delay in payment and/or back-up withholding as required by the Internal Revenue Service.
Maintenance required for equipment proposed should be available in Harris County by a manufacturer-authorized maintenance facility. Costs for this
service shall be shown on the Pricing/Delivery Information. If Harris County opts to include maintenance, it shall be so stated in the purchase order and
said cost will be included. Service will commence only upon expiration of applicable warranties and should be priced accordingly.
MATERIAL SAFETY DATA SHEETS
Under the "Hazardous Communication Act", commonly known as the "Texas Right To Know Act", an offeror must provide to the County with each
delivery, material safety data sheets which are applicable to hazardous substances defined in the Act. Failure of the offeror to furnish this documentation
will be cause to reject any bid applying thereto.
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NEW MILLENIUM COMPLIANCE
All products and/or services furnished as part of this contract must be compliant for the present year and forward. This applies to all computers
including hardware and software as well as all other commodities with date sensitive embedded chips.
POTENTIAL CONFLICTS OF INTEREST
An outside consultant or contractor is prohibited from submitting a proposal for services on a Harris County project of which the consultant or
contractor was a designer or other previous contributor, or was an affiliate, subsidiary, joint venturer or was in any other manner associated by
ownership to any party that was a designer or other previous contributor. If such a consultant or contractor submits a prohibited proposal, that
proposal shall be disqualified on the basis of conflict of interest, no matter when the conflict is discovered by Harris County.
Prices for all goods and/or services shall be negotiated to a firm amount for the duration of this contract or as agreed to in terms of time frame. All prices
must be written in ink or typewritten. Where unit pricing and extended pricing differ, unit pricing prevails.
Fill out and return to Purchasing, ONE (1) complete proposal form in an appropriately sized envelope or box. PACKAGE MUST SHOW THE JOB
NUMBER, DESCRIPTION AND BE MARKED “SEALED PROPOSAL.” An authorized company representative should sign the Proposal Cover
Sheet. Completion of these forms is intended to verify that the offeror has submitted the proposal, is familiar with its contents and has submitted the
material in accordance with all requirements.
Offerors must return all completed proposals to the office of the Harris County Purchasing Agent reception desk at 1001 Preston Avenue, Suite 670,
Houston, Texas before 2:00 P.M. C.S.T. on the date specified. Late proposals will not be accepted.
PURCHASE ORDER AND DELIVERY
The successful offeror shall not deliver products or provide services without a Harris County Purchase Order, signed by an authorized agent of the Harris
County Purchasing Agent. The fastest, most reasonable delivery time shall be indicated by the offeror in the proper place on the proposal document. Any
special information concerning delivery should also be included, on a separate sheet, if necessary. All items shall be shipped F.O.B. INSIDE
DELIVERY unless otherwise stated in the specifications. This shall be understood to include bringing merchandise to the appropriate room or place
designated by the using department. Every tender or delivery of goods must fully comply with all provisions of these requirements and the specifications
including time, delivery and quality. Nonconformance shall constitute a breach which must be rectified prior to expiration of the time for performance.
Failure to rectify within the performance period will be considered cause to reject future deliveries and cancellation of the contract by Harris County
without prejudice to other remedies provided by law. Where delivery times are critical, Harris County reserves the right to award accordingly.
Harris County encourages the use of products made of recycled materials and shall give preference in purchasing to products made of recycled materials if
the products meet applicable specifications as to quantity and quality. Harris County will be the sole judge in determining product preference application.
SCANNED OR RE-TYPED RESPONSE
If in its response, offeror either electronically scans, re-types, or in some way reproduces the County's published proposal package, then in the event of any
conflict between the terms and provisions of the County's published proposal package, or any portion thereof, and the terms and provisions of the
response made by offeror, the County's proposal package as published shall control. Furthermore, if an alteration of any kind to the County's published
proposal package is only discovered after the contract is executed and is or is not being performed, the contract is subject to immediate cancellation.
If any section, subsection, paragraph, sentence, clause, phrase or word of these requirements or the specifications shall be held invalid, such holding shall
not affect the remaining portions of these requirements and the specifications and it is hereby declared that such remaining portions would have been
included in these requirements and the specifications as though the invalid portion had been omitted.
SILENCE OF SPECIFICATIONS
The apparent silence of specifications as to any detail, or the apparent omission from it of a detailed description concerning any point, shall be regarded as
meaning that only the best commercial practice is to prevail and that only material and workmanship of the finest quality are to be used. All
interpretations of specifications shall be made on the basis of this statement. The items furnished under this contract shall be new, unused of the latest
product in production to commercial trade and shall be of the highest quality as to materials used and workmanship. Manufacturer furnishing these items
shall be experienced in design and construction of such items and shall be an established supplier of the item proposed.
Offerors are responsible for including all pertinent product data in the returned proposal package. Literature, brochures, data sheets, specification
information, completed forms requested as part of the proposal package and any other facts which may affect the evaluation and subsequent contract
award should be included. Materials such as legal documents and contractual agreements, which the offeror wishes to include as a condition of the
proposal, must also be in the returned proposal package. Failure to include all necessary and proper supplemental materials may be cause to reject the
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Harris County is exempt from all federal excise, state and local taxes unless otherwise stated in this document. Harris County claims exemption from all
sales and/or use taxes under Texas Tax Code §151.309, as amended. Texas Limited Sales Tax Exemption Certificates will be furnished upon written
request to the Harris County Purchasing Agent.
If the contract is intended to cover a specific time period, the term will be given in the specifications under SCOPE.
Harris County reserves the right to terminate the contract for default if Seller breaches any of the terms therein, including warranties of offeror or if the
offeror becomes insolvent or commits acts of bankruptcy. Such right of termination is in addition to and not in lieu of any other remedies which Harris
County may have in law or equity. Default may be construed as, but not limited to, failure to deliver the proper goods and/or services within the proper
amount of time, and/or to properly perform any and all services required to Harris County's satisfaction and/or to meet all other obligations and
requirements. Harris County may terminate the contract without cause upon thirty (30) days written notice.
Harris County reserves the right to test equipment, supplies, material and goods proposed for quality, compliance with specifications and ability to meet
the needs of the user. Demonstration units must be available for review. Should the goods or services fail to meet requirements and/or be unavailable for
evaluation, the offer is subject to rejection.
Title and Risk of Loss of goods shall not pass to Harris County until Harris County actually receives and takes possession of the goods at the point or
points of delivery. Receiving times may vary with the using department. Generally, deliveries may be made between 8:30 a.m. and 4:00 p.m., Monday
through Friday. Offerors are advised to consult the using department for instructions. The place of delivery shall be shown under the "Special
Requirements/Instructions" section of this proposal and/or on the Purchase Order as a "Deliver To:" address.
WAIVER OF SUBROGATION
Offeror and offeror's insurance carrier waive any and all rights whatsoever with regard to subrogation against Harris County as an indirect party to any suit
arising out of personal or property damages resulting from offeror's performance under this agreement.
Offerors shall furnish all data pertinent to warranties or guarantees which may apply to items in the proposal. Offerors may not limit or exclude any
implied warranties. Offeror warrants that product sold to the County shall conform to the standards established by the U.S. Department of Labor under
the Occupational Safety and Health Act of 1970. In the event product does not conform to OSHA Standards, where applicable, Harris County may return
the product for correction or replacement at the offeror's expense. If offeror fails to make the appropriate correction within a reasonable time, Harris
County may correct at the offeror's expense.
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The following requirements and instructions supersede General Requirements where applicable.
Should this contract apply to other governmental entities, references to “Harris County” and the “Harris County
Commissioners Court” may apply to one or more of the following:
--“Harris County Flood Control District” governed by “Harris County Commissioners Court”
--“Harris County Hospital District” governed by its “Board of Managers”
--“Harris County Community Supervision and Corrections Department” governed by its
Standing Committee for Probation Matters”
--“Greater Harris County 9-1-1 Emergency Network” governed by its “Board of Managers”
1. Nature of Request For Proposal (RFP)
This is an Alternative Competitive Proposal and as such is governed by the procedures as contained
in the Texas Local Government Code §262.030. Therefore, award of contract(s) shall be made to
the responsible offeror(s) whose proposal are determined to be the lowest evaluated offer(s)
resulting from negotiation, taking into consideration the relative importance of the evaluation
factors as set forth below. Discussions may be conducted with responsible offerors who submit
proposals reasonably susceptible of being selected for award. Offerors will be accorded fair and
equal treatment with respect to any opportunity for discussion and revision of proposals, and
revisions may be permitted after submission and before award for the purpose of obtaining best and
final offers. Harris County does not accept any financial responsibility incurred by any proposer in
responding to this RFP. In addition, Harris County reserves the right to accept or reject any or all
proposals, or waive any and all formalities not considered advantageous to Harris County.
Under the RFP process, sealed offers will be received and opened in the Office of the Purchasing
Agent. At and after opening, proposals will NOT be part of the public record and subject to
disclosure, but will be kept confidential until time of award. When such award is completed,
proposals will be available for public inspection including those portions marked confidential
2. Request for Market Assignment
All agents/brokers who wish to participate in this proposal will submit a Request for Market
Assignment and may be assigned two markets. Direct writers may submit on a direct basis. See
Attachment k. to this RFP for details.
The following considerations will be utilized accordingly in evaluating the proposals:
a. Scope of coverage proposed (question 14, 15 + Section V+ Pricing/Delivery)…...…… 35%
b. Level of service provided (questions 8-13 of questionnaire)……………………... 10%
c. Stability of proposer (questions 1-5 of questionnaire + references)………………….. 20%
d. Premium proposed (questions 6, 7 of questionnaire + Pricing/Delivery)………….……. 35%
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Attachment i, Questionnaire, requests certain information about the offeror and will be used in
the evaluation process. Answers should be as thorough and definitive as possible and include all
pertinent data. Offeror may include in Section VI of the submitted proposal any literature,
brochures, and other information as considered appropriate. Please see Part B. of this RFP section,
Proposal Requirements, for further explanation.
In addition to any rights or remedies detailed in the General Requirements of this RFP, authorized
representatives of Harris County may contact any proposer, company, or individual at any time
during the proposal process in order to clarify, verify, or request information, or to negotiate
regarding the contents of any proposal. Harris County also reserves the right to visit any offeror’s
site at any time during the proposal process for the purposes of evaluating components of the
3. Changes to Contract
Due to the nature and scope of the work required, it may be necessary to increase, decrease, or
otherwise modify the scope of the effort or terms of the agreement. Therefore, Harris County may,
from time to time, request revisions in order to adjust to its needs. Modifications require approval
by Harris County Commissioners Court.
4. Termination of Agreement
In addition to any rights and remedies detailed in the General Requirements of this RFP, Harris
County reserves the right to terminate any agreement based upon failure to comply with usual and
customary practices of the industry, breach of any laws, rules or regulations, or failure to
significantly comply or meet the performance expectations as established in a subsequent contract,
if any, between Harris County and an offeror.
B. PROPOSAL REQUIREMENTS
Carefully review the components of this RFP as listed in the Table of Contents. Include with your
proposal all required forms, completed and signed as necessary. Submit your proposal in the envelope
provided, or one of comparable size, clearly indicating the Job Number, Job Description, and the wording,
"SEALED PROPOSAL", on the outside of the envelope.
Each proposal should be submitted in duplicate and include the signed Proposal Sheet and the items and
information required in Sections I. through VII. as detailed below. Clearly identify and address each
requirement as specifically as possible, in ink or typewritten. Use additional pages, if necessary,
maintaining proper identification of items. Proposals shall be firm and effective for ninety (90) days after
date of submission. Withdrawal of offer after receipt by Harris County may be considered a breach of
Section I., Proposal Sheet & Executive Summary
The offeror should complete and include as the first page of Section I. of the submitted proposal the
first page of this RFP, the Proposal Sheet. The authorizing signature indicates the proposer's
desire to provide the products/services as submitted in the applicable proposal.
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In addition, the proposer should include in Section I. with the Proposal Sheet an Executive
Summary of the proposal, asserting that, and briefly describing how, all requirements of this RFP
will be met. Summarize, fully and concisely, the contents of the proposal, identifying any services
proposed beyond those specifically requested. Not to exceed three (3) pages, the Executive
Summary should, at a minimum, briefly explain the proposer’s diversity and ability to meet the
future needs as identified in this RFP.
Section II., Questionnaire
Each offeror should complete Attachment i., Questionnaire, to this RFP and include it in Section
II. of the submitted proposal. The information will be used in the evaluation process, therefore,
responses should be as thorough and definitive as possible.
Section III., References
Each proposer should complete the Attachment h., Reference Sheet, to this RFP and include it in
Section III. of the submitted proposal. References from large government entities are
Section IV., Residence Certification
Each proposer will complete the Attachment a., Residence Certification, to this RFP and include
it in Section IV. of the submitted proposal.
Section V., Scope of Service and Pricing/Delivery Information
Each proposer should include in Section V. of their offer a detailed explanation of their intention
and ability to satisfy any future needs as described in this RFP. Fully explain your organization’s
experience and diversity of resources which qualify it for consideration. In addition, complete and
include in Section V. the Pricing/Delivery Sheet(s) as indicated in this RFP.
Section VI., Special Requirements
The proposer should include in Section VI. of the submitted proposal any appropriate company
brochures, product guides, etc.
Section VII., Contact Information
Each proposer should include in Section VII. of the submitted proposal the identity(ies) and telephone
number(s) of a representative(s) that can be reached for the purpose of clarifying, verifying, and/or
negotiating the contents of the submitted proposal.
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Request for Proposal for a Term Contract for Medical Professional Liability Insurance (Emergency
Medical Direction) for Harris County
It is the intention of this Request for Proposal (RFP) for Harris County to secure medical professional liability
insurance coverage for physicians providing medical direction for emergency services on behalf of the Public
Health & Environmental Services Department (PHES) for a period of one year beginning December 1, 2003
For information regarding the proposal process, contact William Perry of the Office of the Purchasing Agent at
(713) 755-4961, or, for technical information concerning the products and/or services described in this proposal,
contact Kelly Nichols of the Office of Human Resources & Risk Management at (713) 755-6606.
The contractor shall provide medical professional liability insurance to Harris County for all physicians
identified in Attachment j., as well as for any new or replacement physician employees who render emergency
medical direction services on behalf of PHES, for one year beginning December 1, 2003. To assist the offerors
in this process, Harris County provides the following attachments to this RFP:
j. Underwriting Information
Attachment a., Residence Certification, will be completed and included in Section IV. of the submitted
proposal. Attachment r, Reference Sheet, will be completed and included in Section III. of the submitted
proposal. Attachment i., Questionnaire, will be completed and included in Section II. of the submitted proposal.
Attachment k., Request for Market Assignment, will be completed and faxed to William Perry at (713) 755-
6695, no later than 3:00 p.m. on 9/26/03.
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Pricing: Offeror must complete open boxes to right of double vertical lines. Harris County reserves the
right to choose any one of the three options listed below, as best serves the County’s interest.
Option Limit of Liability Deductible UM QTY. $/UM EXT. $
1 $500k each claim $100K each claim Physician 2
$1M annual aggregate $300K annual aggregate per year
2 $750k each claim $100K each claim Physician 2
$1.5 M annual aggregate $300K annual aggregate per year
3 $1M each claim $100K each claim Physician 2
$2M annual aggregate $300K annual aggregate per year
Renewal: Harris County may request to renew the original contract as amended from time to time, at the
same terms, conditions and pricing. Each renewal will be in (1) year increments, not to exceed
four (4) years.
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Page 1 of 1
Pursuant to Texas Government Code §2252.001 et seq., as amended, Harris County requests Residence
Certification. §2252.001 et seq. of the Government Code provides some restrictions on the awarding of
governmental contracts; pertinent provisions of §2252.001 are stated below:
(3) "Nonresident bidder" refers to a person who is not a resident.
(4) "Resident bidder" refers to a person whose principal place of business is in this state,
including a contractor whose ultimate parent company or majority owner has its principal
place of business in this state.
I certify that ______________________________________ is a Resident Bidder of Texas as
defined in Government Code §2252.001.
I certify that ______________________________________ is a Nonresident Bidder as defined in
Government Code §2252.001 and our principal place of business is _______________________.
[City and State]
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In the table below, please provide pertinent references for the proposed carrier and include in Section III of the
ACCOUNT NAME CONTACT PERSON PHONE NO. ANNUAL
Page 13 of 22
This questionnaire is to be completed and included in Section II of the proposal. Please list your answers in the
same order as the questions given below. You may attach additional sheets as necessary.
1. Name of proposed insurance company.
2. A.M. Best rating of proposed insurance company.
3. Standard & Poor Rating of proposed insurance company.
4. Provide brief history / background of proposed insurance company.
5. Is the above company an admitted insurance company in the State of Texas?
6. How are premiums to be paid? (i.e.-annually, quarterly, monthly)
7. Should either party desire to cancel the contract, will the premium be adjusted? If so, on what basis?
8. To whom would the County be required to report losses (company/contact name, address, phone #)?
9. If required to defend a claim or suit against the County, will the company use an attorney internal to the
company, or retain outside counsel?
10. In response to the previous question, would the County have any right of approval in the selection of
11. Would the County be consulted prior to any offer to settle a claim or suit? If so, would the County have
the right to approve/disapprove any settlement offer?
12. If defense costs will reduce the limit of liability, will you allow the County to defend itself for claims
that would otherwise be insured under your policy?
13. Does your company provide services such as risk control? If so, describe.
14. Please include a copy of the proposed policy (including endorsements) with your proposal.
15. Will you provide the County with 120 days advance notice in the event of cancellation?
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The data presented in these specifications is based upon the latest information available and is believed to be accurate
and sufficient for preparation of proposals, but is not to be considered in any way as a warranty. If there has been an
unintentional omission of information, the policy should not prejudice coverage.
Agency: Harris County Public Health and Environmental Services
2223 West Loop South
Houston, TX 77027
Function: Harris County Public Health & Environmental Services department (established 1942),
provides preventive public health care services that include:
dental services (excluding surgery)
communicable and environmental disease control (screenings, specimen collections,
mosquito, animal, and pollution control services.
The department does not provide the following services:
surgeries, or biopsies
administration of general anesthesia, radiation therapy, or chemotherapy
abortions, or delivery of babies
beds for overnight occupancy
Effective January 27, 2003, Public Health & Environmental Services also began providing Medical
Direction to emergency medical providers in Harris County. For the purpose of this RFP, coverage shall be
necessary for the full-time employed physicians listed below with regard to medical direction of emergency
Matthew Minson, MD – Medical Director, Emergency Medical Services
Graduate of UTMB, Galveston, 1990
Specialty: Anesthesiology (Board Eligible), Emergency Medicine (Board Designee)
Retro date: 1/13/03
Herminia Palacio, MD, MPH – Executive Director and Health Authority
Graduate of Mount Sinai School of Medicine, New York, 1987
Specialty: Internal Medicine (Board Certified), Preventive Medicine (Board Eligible)
Retro date: 1/11/03
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Secondarily, the EMS Medical Director may be called upon to serve as the backup/alternate Health
Authority. Therefore, coverage is also needed for his service in that capacity should the need arise.
Neither of the physicians listed above have ever:
been the subject of investigative or disciplinary proceedings or reprimand by a governmental or
an administrative agency, hospital, or professional association;
been convicted for violation of any law or ordinance other than a traffic offense;
been treated for alcoholism or drug addiction;
had any state license refused, suspended, or revoked;
had an insurance company cancel, decline, or refuse to renew malpractice insurance
Medical Direction entails development of field protocols, provision of medical direction, and oversight.
The Medical Director shall be:
a physician licensed to practice in Texas;
familiar with the design and operation of EMS systems, as well as laws and regulations affecting
experienced in pre-hospital emergency care of acutely ill or injured patients;
knowledgeable about local multi-casualty plans;
familiar with dispatch/communications operations of pre-hospital emergency units.
Medical Director shall:
develop and perform review of established medical protocols for participating Emergency Medical
Service providers and shall make recommendations if deemed medically necessary (These clinical
field protocols function as standing delegation orders for first responder emergency medical
personnel. On the rare occasion that a deviation from these standing orders is considered, prior
approval must be obtained from the Medical Director);
provide clinical direction, training and oversight (in person, offline, and/or online) of first responder
emergency medical personnel;
perform quality assurance tasks such as: directly observing the delivery of patient care by first
responder emergency medical service personnel (direct patient care may be rendered by the Medical
Director in assistance during these periods of observation);
perform random reviews/audits of emergency services records and services, focused on
appropriateness of medical care.
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Harris County Public Health & Environmental Services does not :
own or lease ambulances;
furnish equipment, medications, or supplies necessary for said services (Emergency
Medical Service providers are responsible for furnishing same);
manage the fiscal or administrative aspects of emergency service providers.
No claims have been filed since inception.
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15515 Tysor Park Lane Phone (713) 398-0111
Houston, Texas Fax (281) 427-3335
77095 E-mail: email@example.com
Matthew Minson, M.D.
Current Professional Assignments
Texas Task Force 1, Medical Director
Urban Search and Rescue, Weapons of Mass Destruction Designate
Harris County Emergency Services District 1, Medical Director
& Cypress-Fairbanks Volunteer Fire Dept., Medical Director
Developed Protocols for First Responders, Advanced Life Support, Disaster & Diversion. Established
Morbidity & Mortality Conference,
State of Texas Bioterrorism Strike Force-DOJ, Medical Director
Establish Medical Chain of Command. Provide Liaison for Law Enforcement and Command. Quarantine Protocols. Disaster
Casualty Management Protocols
National Disaster Medical System, Medical Team Specialist
United States Dept. of Health and Human Services, Public Health Service, Office of Emergency Preparation
Texas A&M University, Dept. Health and Kinesiology,
Continuing Medical Education Program, Medical Director, Faculty
Texas A&M University: The National Emergency Response and Rescue Training Center
Instructor/Faculty. Trainer-Enhanced Operations, Hazardous Materials Specialist, Medical Specialists
Alvin Community College, , Medical Director & Board Member
Establish treatment protocols. Serve as Clinical Director. Dept. of EMT Training, Health Endeavor
Chairman Credentialing Committee, Chairman of Clinical Tract
Pride International Drilling, International Medical Director
Supervision of paramedics worldwide. Medical Quality Assurance/Standard of Care for International
Clinical System. Advanced Protocols. Preventive Medical and Environmental Control
Advanced Modalities of Paramedicine, National Medical Director
Provides Advanced Therapeutic Scope for Medics in the Hospital and Remote Environment. Text
Author and Editor
M. D. Anderson Cancer Center, Department of Critical Care
Faculty Research Appointment
2000 – present
Advanced Medical Life Support, National Medical Director
Advanced Training Course for Paramedics. Supervised Course Design. Review Chairman
Gemtech Inc., Medical Director
Emergency Medical Equipment. Airway Device Division. Chairman-Scientific Advisory Board
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Federal Emergency Management Agency, Texas Task Force 1, Medical Team Manager
Urban Search and Rescue. Deployment- 2000 Fort Worth Texas Tornado Disaster, 2001 New York City-
World Trade Center Disaster.
Food and Drug Administration, Sponsor-Investigator
Peripheral Circulation Device. Resuscitation Study, M.D. Anderson Cancer Center, Department of
U.S. Oil and Gas Corporate Emergency Response, Medical Director
Establishment of Disaster Management Plan. Protocol Development. Field Command Medical Sector
Robertson County EMS, Medical Director
Supervision of Paramedics. Establishment of Morbidity/Mortality Conference. Advanced, Intermediate,
and Basic Protocols
BSI—Breathing Systems Inc., Chairman, Scientific Advisory Board
Review of Medical Device Research and Protocols
1998 – present
Emcare, Inc., Staff Physician, Emergency Medicine
1997 – present
EMS Innovations, Medical Director
Supervision of Paramedics. Establishment of Protocols
Prior Professional Experience
Marine Drilling Management Inc., Medical Director (1998- 2001)
Supervision of Paramedics. Establishment of Advanced Protocols. Design of Offshore Infirmaries
Life Support Technologies Inc., Chairman, Scientific Advisory Board (1998 – 2000)
Review of Medical Device Research and Protocols
Sedco-Forex Gulf Coast Division, Medical Director (1998 – 1999)
Supervision of Paramedics. Advanced Protocol. Design Offshore Infirmaries
Texas EMS – 911, Medical Director (1996 – 1998)
Columbia North Houston Medical Center, Chairman/Director Emergency Department
1997 – 1998 Chair Committee for Trauma Designation. Quality Assurance
San Jacinto Methodist Hospital, Associate Medical Director Emergency Department MobileMed, Inc.,
Medical Director (1996 – 1997)
Civilian Remote Mobile Emergency Medical Systems. Location Medical Support for Film Industry
STAT Healthcare, Staff Physician, Emergency Medicine (1993 – 1998)
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University of Texas
2002-present: Health Science Center, School of Public Health, Houston, MPH Tract: Disaster Mitigation
1994 – 1995: Medical School: Dept. of Anesthesiology, Residency/Advanced Tract
1992 – 1994: Medical Branch, Dept. of Anesthesiology, Residency
1990 – 1992 Medical Branch, Dept. of Obstetrics and Gynecology, Internship
1986 – 1990: Medical Branch, Doctor of Medicine
Abilene Christian University, 1979 – 1983: B.S. Biology
Research Grants and Studies:
UTMB Galveston —Mott Binder in Post-Op management
Brooke Army Medical Center- San Antonio—Evisceration Study
M.D. Anderson Cancer Center- Houston—Peripheral Circulation Device – Critical Care Resuscitation
Hermann Hospital- Houston—Efficacy of the Self-Retaining Laryngoscope
Robertson County EMS—CPAP in EMS, Pulmonary Edema Resolution
Harris County ESD-1
Emergency efficacy of a Pelvic Splint for Fracture
Pharmacologically Assisted Intubation vs. Rapid Sequence Intubation. The Use of The Combitubetm by
Emergency Medical Technologists in Cannot Intubate/Cannot Ventilate Scenarios
Patents and publications
2002: Minson Self-Retaining Laryngoscope
2002:Cervical Spine Stabilization Collar
2000: Weedless Fishing Lure
1999: Endotracheal Tube with Closed System Injection Port
1999: Self-Retaining Laryngoscope (Fastest Issue of Medical Device Patent of Specialty)
1998: International and Domestic: Peripheral Circulation Device, Technological adjunct for CPR
Author: Advanced Protocols
Author: Advanced Modalities for Paramedicine (Accompanying Textbook, Mosby Inc.)
Publication list available upon request
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Additional Professional Activities
Tactical EMS Medical Direction Precinct 4 Constabulary
Prehospital Planning Committee-Harris County
Governor’s Committee on EMS and Trauma
Journal of Emergency Medical Services Magazine, Contributing Writer (Since 2000)
IADC publication, Contributing Writer (Since 2000)
NERRTC-Texas A&M University- Instructor
International Association of Trauma Anesthesiologists and Critical Care Specialists- Airway Management
Texas Task Force 1 Lecture Series
Federal Bureau of Investigation, Medical Protocols Advisor
SLAM Airway Education Committee Chairman
Currents Foundation—Advancing the Role of Rural EMS Provision; EMS Education Committee
National Association of EMS Physicians Airway Committee
Texas Governor’s Committee on EMS and Trauma
2000 & prior
Brazos Valley RAC ―Complicated Airway Management‖
City of Houston EMS Colloquium Lecture Series
City of Houston ―Mass Casualty Management‖ Lecture Series,
University of Texas, Nurse Practitioner Program ,Adjunct Faculty
Rural Health Initiative of Texas- Advisor to the Board
National National Association of Emergency Medical
American College of Occupational and Services Physicians
Environmental Medicine National Airway Data Bank, Board
American Medical Association Member
American Society of Anesthesiology-Board National Disaster Medical System,
Eligible Medical Specialist
American College of Emergency Physicians- NERRTC-Weapons of Mass Destruction
Board Designee Specialist Tri-Beta Biology Honor
FEMA- Medical Team Manager, Medical
Specialist Instructor-Federal USAMRIID- ―War College‖ Weapons of
Mass Destruction, Biological
International Association of Trauma Terrorism
Anesthesiologists and Critical Care
International Association of Drilling State Of Texas
Contractors Texas Council of EMS Physicians
National Board of Occupational and Texas College of Emergency Physicians
Environmental Medicine Texas Medical Association
Certifications, Medical Review Officer- Harris County Medical Society
Advanced Trauma Life Support
Advanced Cardiac Life Support,
Instructor Texas Commission on Law
Pediatric Advanced Life Support Enforcement Officer Standards and
Disaster Medical Assistance Team Education, Tactical Operational
Medical Support-Medical Specialist
Advanced Medical Life Support,
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REQUEST FOR MARKET ASSIGNMENT
All agents/brokers who wish to participate in this proposal should submit this Request for Market Assignment and will be assigned
up to two primary markets (see “Specifications” for more information on markets). The Lloyds of London market will not be
assigned, but will be open to all bidders. Direct writers may submit on a direct basis. This form should be filled out completely and
returned to the Harris County Purchasing Department; 1001 Preston, Suite 670; Houston, Texas 77002; Attn: William Perry, no
later than 3:00 p.m. on 9/26/03. Also, the completed and returned form should identify the Job Number. Harris County will
not be responsible for material lost or misplaced due to improper identification. Returns should be accompanied by resumes
of the Account Executive and Primary Assistant. Harris County will assign markets and notify agents/brokers on or about 9/29/03.
Contact Kelly Nichols of Human Resources & Risk Management if you have any questions at 713-755-6606.
Job Number: ____________________
A. GENERAL INFORMATION:
Principal/Account Executive: ______________________________________________________
Primary Assistant: _______________________________________________________________
B. MARKETS: List markets you wish to approach in order of priority and the current annual premium volume you have in
force with that company(s). If the company is part of a “Group”, also list associated premium volumes for the Group.
Company/Group Name Texas Premium Volume National Premium Volume
1. ______________________ _________/_________ __________/__________
2. ______________________ _________/_________ __________/__________
3. ______________________ _________/_________ __________/__________
4. ______________________ _________/_________ __________/__________
C. ERRORS AND OMISSIONS LIABILITY: $ ____________.___ (Amount)
D. NONPARTICIPATION: If the agency or company does not wish to participate, please state reasons below.
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