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Totally Free Business Proposal Samples - DOC

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Totally Free Business Proposal Samples document sample

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									    HARRIS COUNTY
 REQUEST FOR PROPOSAL                                                JOB NO. 06/0206
                                                                Date Due: Monday, July 10, 2006
       Cover Sheet                                                  DUE NO LATER THAN 2:00 P.M.
                                                                   LOCAL TIME IN HOUSTON, TEXAS
                                                                  Proposals received later than the date
                                                                  and time above will not be considered.

 PROPOSAL FOR: Tobacco Free Project for Harris County Public Health and Environmental

                                           OFFERORS NOTE!!
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 Mary Lou Sotolongo @ (713) 755-6832.

You must sign below in INK; failure to sign WILL disqualify the offer. All prices must be typewritten or written
in ink.

Total Amount of Proposal $ _______________________
Indicate Program A., B., or C. ____________________
Indicate Geographic Area _________________________

Company Name:

Company Address:

City, State, Zip Code:

Taxpayer Identification Number (T.I.N.):

Telephone No. :                       FAX No.:                             e-mail:

Print Name:

Signature: _________________________________________________________________________
Revised 01/05

                                                                                                 Page 1 of 27
                                                     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/Tax Form
                                     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
                                     General Requirements).

                  _____    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.

                  _____    h.        Reference Sheet
                                     When this information is required, you must use this sheet.

                  _____    i.        Other
                                     From time to time other attachments may be included.
Revised 03/04

                                                                                                                           Page 2 of 27
                                   GENERAL REQUIREMENTS FOR PROPOSALS


General Requirements apply to all advertised requests for proposals; however, these may be superseded, whole or in part, by
Be sure your proposal package is complete.

In special circumstances, vendor may be required to allow duly authorized representatives of Harris County, the Harris
County Hospital District or the state and federal government access to contracts, books, documents, and records necessary
to verify the nature and extent of the cost of services provided by vendor.

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 is not acceptable.

The Contractor certifies by execution of this Contract that it is not ineligible for participation in federal or state assistance
programs under Executive Order 12549, "Debarment and Suspension." The Contractor further agrees to include this
certification in all contracts between itself and any subcontractors in connection with the services performed under this
Contract. Contractor also certifies that contractor will notify Harris County in writing immediately if contractor is not in
compliance with Executive Order 12549 during the term of this contract. Contractor agrees to refund Harris County for
any payments made to the contractor while ineligible.

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 accepted.

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.

Revised 09/05

                                                                                                                Page 3 of 27
If offeror obtained the proposal specifications in digital format in order to prepare a response, the proposal must be
submitted in hard copy according to the instructions contained in this proposal package. If, in its proposal response,
offeror makes any changes whatsoever to the County's published proposal specifications, the County's proposal
specifications as published shall control. Furthermore, if an alteration of any kind to the County's published proposal
specifications is only discovered after the contract is executed and is or is not being performed, the contract is subject to
immediate cancellation.

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.

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.

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.

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.

Revised 09/05

                                                                                                                Page 4 of 27
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.

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.

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.

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

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.

Revised 09/05

                                                                                                              Page 5 of 27
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.

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

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. Potential proposers are advised that they may have
disclosure requirements pursuant to Texas Local Government Code, Chapter 176. This law requires persons desiring to do
business with the County to disclose any gifts valued in excess of $250 given to any County Official or the County
Official’s family member, or employment of any County Official or the County Official’s family member during the
preceding twelve (12) month period. The disclosure questionnaire must be filed with the Harris County Clerk. Refer to
Texas Local Government Code, Chapter 176 for the details of this law.

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
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. LOCAL TIME IN HOUSTON, TEXAS on the date
specified. Late proposals will not be accepted.

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.

Revised 09/05

                                                                                                              Page 6 of 27
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.

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.

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 entire proposal.

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.

Revised 09/05

                                                                                                                 Page 7 of 27
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.

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

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.

                                                  VENDORS OWING TAXES
Pursuant to TX Local Government Code 262.0276, Harris County Commissioners Court has adopted a policy which
requires that vendors’ taxes be current as of the date bids/proposals are due. Bidders with delinquent taxes on the due date
will not be eligible for award. Whether or not a vendor’s taxes are delinquent will be determined by an independent review
of the Tax Office records. Vendors who believe a delinquency is reflected in error must contact the Tax Office to correct
any errors or discrepancies prior to submitting their bid in order to ensure that their bid will be considered. Tax records are
available online at the Tax Office website— Prior to submitting a bid, vendors are encouraged to visit the
Tax Office website, set up a portfolio of their accounts and make their own initial determination of the status of their tax
accounts. Furthermore, if, during the performance of this contract, a vendor’s taxes become delinquent, Harris County
reserves the right to provide notice to the Auditor or Treasurer pursuant to Texas Local Government Code §154.045. This
policy is effective for all bids due on or after May 1, 2004.

Revised 09/05

                                                                                                               Page 8 of 27

The following requirements and specifications supersede General Requirements where applicable.

Request for Proposal to Provide Tobacco Free Project for Harris County Public Health and
Environmental Services

Vendor Instructions:
Response to the request for proposal shall be indexed as follows:

       Section I      Cover Sheet (completed)
       Section II     Table of Contents
       Section III    Residence Certification (completed)
       Section IV     Scope of Services
       Section V      Proposal
                      1. Goals & Objectives
                      2. Experience
                      3. Targeted Population
                      4. Collaboration
                      5. Achieving Population Outreach Goals
                      6. Vendor Contact Information
                      7. Budget Proposal (completed)

       Section VI     Job Descriptions, if applicable (Job Descriptions should be included for any
                      positions partially or fully funded by the grant.)

Proposal must be formatted as follows:
           Applications must be in English
           Submit a signed original and six (6) copies of proposal unbound. Secure each copy with
              metal clip or sufficiently strong rubber band.
           Use standard size black type that is not smaller than 10 characters per inch, but not larger
              than 12 characters per inch (colored print is not acceptable).
           Use 8.5‖ x 11‖ paper
           Top, bottom, left and right margins may not be less than 1 inch each.
           Text may be either one and one-half or double-spaced.
           Do not submit double-sided copies.
           Do not use photo-reduction.
           Do not include photos, pamphlets, brochures, etc.

Vendors should include the ONE (1) ORIGINAL (CLEARLY MARKED “ORIGINAL”) and SIX (6)
COPIES (CLEARLY MARKED “COPY”) of the response sealed in an envelope or package for delivery
to the Harris County Purchasing Agent per instructions in the general requirements (see Proposal
Completion and Proposal Returns). All documents included in the proposal and the outside of the
envelope or package must be labeled with the vendor’s name and the job number, which corresponds to
the RFP.

                                                                                            Page 9 of 27
The Evaluation Committee will consider the adequacy and completeness of responses. While Harris
County appreciates a brief straightforward concise reply, the vendor must fully understand that the
evaluation is based on the information provided. Accuracy and completeness are essential. Omissions,
ambiguous or equivocal statements may be construed against the vendor. The proposal response may be
incorporated into any contract, which results from this RFP, therefore, vendors are cautioned not to make
claims or statements, which they are not prepared to commit to contractually. Failure by the vendor to
meet such claims will result in a requirement that the vendor provide resources necessary to meet
submitted claims at their expense.

The vendor is expected to examine all documents, forms, specifications, and all instructions. Failure to do
so will be at vendor’s risk.

All documents will be held by the County and are NOT subject to public review until an award is made.
Under the Request for Proposal process, sealed offers will be received and opened in the Office of
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, excluding those portions protected by law.

Contractor agrees to keep a separate record of all funds received and disbursed under this Agreement and
provide the County or its designee all information, records, papers, reports, and other documents regarding
any aspect of the services furnished as requested by County or its designee, and shall make records, books,
documents, and papers of Contractor that relate in anyway to the services provided available for
inspection, audit, examination, and copying by the County. Contractor agrees to allow the Granting
Agent, the County Auditor, and their duly authorized representatives, access to contracts, books,
documents, and records necessary to verify the nature and extent of the costs of the services provided by
Contractor. Contractor agrees to allow such access until the expiration of four (4) years after the services
are furnished under the contract or subcontract or until the completion of any audit or audit period,
whichever is later. No records shall be destroyed that are required to be kept by federal, state, or County
statute, law, rule, ordinance, or order, by other applicable agreements, including grant applications and
requirements entered into between the County or state and a third-party payer. Contractor shall keep all
protected health information, as defined herein, and records relating to disclosure of PHI for six years after
the last date of service or, at County’s option, shall transfer such records to County upon termination of
this Agreement.

Harris County will not be liable for any costs incurred by any vendor in preparing a response to this RFP.
Vendors submit proposals at their own risk and expense. Harris County makes no guarantee that any
services will be purchased as a result of this request for proposal, and reserves the right to reject any and
all proposals. All proposals and their accompanying documents will become the property of Harris

All proposals are open to negotiation until a contract is executed.

Submit your best proposal initially. An evaluation committee will examine all proposals. Proposals that
do not conform to the instructions given or which do not address the services specified may be eliminated
from consideration. Harris County, however, reserves the right to accept such a proposal if it is
determined to be in the County’s best interest to do so.
                                                                                              Page 10 of 27
Harris County may initiate discussions with vendors. Vendors may not initiate discussions. Harris County
expects to conduct discussions with vendor personnel authorized to contractually obligate the vendor with
an offer.

Negotiations with vendors selected by the evaluation committee may occur. Harris County’s terms and
conditions apply to the proposals submitted. Vendors may not impose their own terms and conditions. If
Harris County and the vendor do not agree to contract terms during negotiations, Harris County reserves
the right to terminate contract negotiations with that vendor and to initiate negotiations with another

All correspondence relating to this RFP, from advertisement to award, shall be sent to the Harris County
Purchasing Department. The Harris County Purchasing Department shall coordinate all presentations
and/or meetings between Harris County and the vendor relating to this RFP.

Submission of a proposal implies the vendor’s acceptance of the evaluation criteria and the vendor
recognizes that the evaluation committee must make subjective judgments.

This request for proposal in no manner obligates Harris County to the eventual purchase of any of the
services described, implied or which may be proposed, until confirmed by a written contract and/or
purchase order. Progress toward this end is solely at the discretion of Harris County and may be
terminated at any time prior to the signing of a contract or issuance of a purchase order.

Awards will be made to the highest scoring proposals with consideration given for service area coverage.
Minimum award amount is $20,000.00. Awards may be made to one or more vendors per service area.

Award Criteria for Project Proposals. It is anticipated that these items are listed in order of relative
       1.     Activities to be performed based on protocol instructions. Goals for completion of activities
              are realistic based on the infrastructure of the organization.
       2.     Target population (s) for projects is at high risk of tobacco use. (i.e., teens, blue collar
              workers, minorities, etc.), and that at least one-third of the targeted population is in a
              minority group.
       3.     Vendor’s prior experience in the delivery of tobacco education to community residents.
       4.     Vendor’s collaboration with other community-based organizations in carrying out proposed
       5.     Vendor’s ability to reach the projected number of clients for each activity.

Award shall be made to a responsible vendor whose proposal is determined to be the best evaluated offer,
taking into consideration compliance with instructions, the services proposed, service area coverage,
compliance with the American Disabilities Act, demonstrated ability to respond to the County’s needs on a
timely basis, ability to comply with the County’s invoicing and reporting requirements and documentation
factors set forth in the RFP.

                                                                                           Page 11 of 27

Request for Proposal to Provide Tobacco Free Projects for Harris County Public Health and
Environmental Services


Harris County is accepting proposals from qualified agencies in response to this request for proposal to
provide A. Community Education, B. Community Education-College-Age, and/or C. Cessation Education
for the Tobacco Prevention Initiative for Harris County Public Health Services.

For technical information, contact Vita S. Richardson at 713-439-6115. For additional proposal
information, contact Mary Lou Sotolongo at 713-755-6832.


A Pre-Proposal Conference will be held at the Harris County Public Health and Environmental Services
Building On Thursday, June 29, 2006 @ 1:30 p.m., 2223 West Loop South, conference Room 532,
Houston, TX . Attendance is not mandatory, however, it is highly recommended that vendors attend in
order to discuss and clarify the Request for Proposal (RFP) requirements. Questions regarding the
proposal review and award process will also be discussed. Persons with disabilities requiring special
accommodations please contact Christie Kennedy at 713-439-6131.

Funding for the project is provided with Texas Tobacco Settlement Project Funds. The contract period
begins on or about September 1, 2006, and ends August 31, 2007.

Vendor must indicate on the cover sheet if the proposal is for A. Community Education (for selected
geographical area) or B. Community Education (College-Age), or C. Cessation Education and in which
geographical area services will be provided for Category A. See zip code map attached. If the vendor
proposes to provide services for more than one category, separate proposals must be submitted for A.
Community Education (for selected geographical area) or B. Community Education/Cessation
(College Age), or C. Cessation Education

                                                                                         Page 12 of 27
    At least one-third of funds should be used toward activities that serve diverse and special priority
     populations, including minorities, women, youth, and some senior citizens.
    Funded vendors must attend and participate in training on tobacco issues and state tobacco laws.
    Vendors must agree to maintain specific, detailed documentation of all funded activities including
     number of people served, type of population served, activity details, evaluations, sign-in sheets,
     outcome evaluation and mileage.
    Monthly reports of activities and itemized budget expenditures must be submitted to Harris County
     Public Health & Environmental Services by the 5th working day of the month after services were
     provided (see attachments)
    Payment for services rendered will be distributed monthly in 11-12 payments between October
     2006 and September 2007, and apportioned to program needs, but assuring that funds are available
     throughout the budget year. Submit invoice/expenditure report to Vita S. Richardson, 2223 West
     Loop South, Houston, Texas 77027.
    Funding will be allowed for out-of-county travel if recommended by the State and Harris County
     Public Health Services.
    No funds are allowed for purchase of food or refreshments.
    It is the responsibility of the vendor to purchase materials, publications, incentives, etc. that are
     related to the functioning of their program in meeting goals & objectives.


Definition of Service: Develop and implement a community education program that focuses on
preventing youth tobacco initiation, increasing cessation rates, combating tobacco industry advertising,
protecting the public from involuntary exposure to secondhand smoke, and decreasing tobacco use in at-
risk priority population groups. Harris County Public Health and Environmental Services (HCPHES)
requires keeping the activities uniform and consistent, and utilizing messages/campaigns that are approved
by Texas Department of State Health Services (DSHS).

The vendor is responsible for assuring that at least 33% of the activities performed will target diverse
and special priority populations such as racial and ethnic groups, blue collar workers, gays, lesbians,
bisexuals & transgender, people in rural communities and other disproportionately high smoking

Harris County Public Health Services (HCPHES) tobacco education staff will provide technical guidance
in the implementation of the contracted services.


                                                                                          Page 13 of 27
Select one geographic focus area and state on the cover sheet:

West Harris County; which includes areas West/Southwest & North/Northwest of Interstate 45
Including but not limited to zip codes;
 North/Northwest: 77040, 77041, 77064, 77065, 77066, 77070, 77088, 77090, 77091, 77092, 77375,
77389, 77429, 77433, 77447, and 77484
West/Southwest Harris: Including but not limited to zip codes 77024, 77030, 77036, 77043, 77055,
77074, 77077, 77081, 77082, 77083, 77084, 77096, 77098, 77099, 77401, and 77450
 Funding available: $77,000

East Harris County; which includes areas North/Northeast & South/Southeast of Interstate 45
Including but not limited to zip codes 77008, 77013, 77015, 77020, 77026, 77028, 77032, 77038, 77039,
77044, 77050, 77060, 77078, 77336, 77339, 77345, 77346, 77396, 77520, 77521, 77530, and 77532
South/Southeast Harris: Including but not limited to zip codes 77011, 77021, 77023, 77033, 77045,
77047, 77051, 77058, 77087, 77503, 77504, 77505, 77506, 77507, and 77571
 Funding available: $77,000


    Educational Booths; develop and staff a minimum of 40 educational booths at community events.
     At least three of these events should be coordinated during: Great American Smoke Out, and Kick
     Butts Day, World No Tobacco Day.

    Community Events; coordinate and carry out 3 community events focusing on tobacco and
     secondhand smoke awareness. One of the events to focus on youth. These could be a youth
     tobacco/leadership summit, a venue goes smoke-free or sports event. DUCK (animated character
     for the Tobacco program) is required for one of the events.

    Youth Led Activities; involve youth ages 9-18 in the planning and implementation of at least 12
     tobacco prevention activities. Ideas include mural development, skits, videos, fashion shows, etc.
     A minimum of 2 of these activities needs to focus on media advocacy, to include letter-writing
     campaigns, collages, chain e-mails, etc.

    News Releases; submit at least 10 news releases, pre/post activities, to promote tobacco education
     and/or outreach events.

    Consultations; consult with a minimum of 40 worksites to focus on secondhand smoke issues,
     local ordinance information, and cessation resources for employees, the goal is to create policy
     change within the establishments.

    Community Presentations; conduct a minimum of 25 presentations on the benefits of smoke-free
     public places & the hazards of secondhand smoke to community organizations, faith
     congregations, day care centers, and professional societies.

    Parent Presentations; conduct at least 15 presentations on the dangers secondhand smoke (SHS)
     to parents in various settings, like PTO groups, community associations, day care centers, etc.

                                                                                        Page 14 of 27
 Trainings; provide 12 training sessions to key leaders i.e. civic leaders, school board members,
  judges, etc. on tobacco issues including local tobacco control policies, ordinances, and current
  Texas tobacco laws. The goal is to promote policy change relating to a tobacco control issue.

 Law Enforcement; contact at least 4 law enforcement offices to educate & encourage enforcement
  of current tobacco laws.

 Coalitions; actively participate/collaborate and consult, during the course of the contract year, in
  an existing tobacco control coalition and/or create a new coalition to carry out tobacco education

 Dissemination; provide an activity in order to effectively distribute tobacco related information
  that would impact at least 5000 persons; such as display posters in businesses, utilizing the EPA’s
  ―How to protect your Home‖ guides to apartment complexes, schools or libraries etc.

                                                                                      Page 15 of 27


 Dissemination; Distribute tobacco-related information to 10 campuses on cessation resources,
  Quitline cards & displays, etc.

 Educational Booths; participate in 10 campus events with an educational booth on the hazards
  of tobacco use, cessation resources, and the dangers of secondhand smoke.

 Events; coordinate a community event focusing on tobacco awareness, secondhand smoke or
  some other tobacco use by: sponsoring a special guest speaker, leadership summit, a smoke-free
  campus day, or sports event.

 Activities; conduct a minimum of 15 activities that involve students using HCPHES
  APPROVED tobacco counter marketing campaigns: such as students giving tobacco
  presentations, promoting smoke-free dorms & zones.

 Presentations; conduct a minimum of 10 presentations that educate the students on the tactics of
  advertisement & marketing, the dangers of tobacco use & cessation resources

 Trainings; conduct 3 training sessions throughout the contract year with students, staff, or
  faculty to promote awareness & facilitate change on campus on the dangers of tobacco use,
  cessation resources & the hazards of secondhand smoke.

 Media; submit 3 pre/post-event press/news releases for events and activities that are scheduled
  for Great American Smoke Out (GASO), New Year, World No Tobacco Day, Kick Butts Day or
  for any event that is related to tobacco prevention & control issues.

 Media; contact college radio or print media outlets to produce radio shows or articles on
  tobacco-related issues during 3 events (Great American Smoke-Out (GASO), New Year, Kick
  Butts Day, or World No Tobacco Day) and two other times during the contract year, for a total of
  5 radio shows or articles.

 Consultations; conduct a minimum of 10 consultations to school administration regarding
  policy change on campus, e.g. offering cessation support/classes to students, creating policy on
  smoking on campus or in dorms, etc.

 Project Smart Money; recruit students/college age adults, to conduct 10 Project Smart Money

                                                                                   Page 16 of 27


 Consultations; visit at least 150 clinician offices and provide information on the Quitline, tool
  kit and other tobacco information, with a minimum of 25 tool kits distributed.

 Promote tobacco-free policies and increased cessation services at 30 worksites through
  consultation with management, company nurse, or human resources, and/or insurers using Texas
  Department of State Health Services (DSHS) materials.

 Trainings; complete 6 training sessions with healthcare professionals i.e. nurses, doctors &
  clinical staff or volunteers to educate on the dangers of tobacco use, implementation of the tool
  kit, cessation programs, Nicotine Replacement Therapy (NRT) reimbursement, or ―train the
  trainer‖ in Fresh Start to enable them to offer them at their own facility and the 5 A’s. e.g.
  ―Lunch & Learn‖ series.

 Events; conduct 2 community events promoting cessation; for example, a campaign for smoke-
  free restaurants during GASO or promote cessation through a Quit Tobacco Contest for patients
  and staff or other education incentive. To be scheduled around the Great American Smoke-out
  and the New Year, Kick Butts Day or World No Tobacco Day.

 Presentations; conduct 15 presentations to health care professionals and community agencies on
  the relationship of price of tobacco and cessation, ways to decrease barriers to cessation services
  by clinicians in the community and the importance of offering cessation resources/services to the
  community. Presentations must me given at different agencies throughout your service area. Use
  DSHS & ACS logos in conjunction with the Quitline.

 Health fairs; participate in 10 community or industry health fairs promoting: cessation
  resources, the benefits of a smoke-free environment and the dangers of tobacco use.

 Dissemination; Encourage cessation programs for youth, such as the American Lung
  Association’s ―NOT‖ program, (Not on Tobacco) or other programs that are available to this
  population (must seek HCPHES approval) in at least 30 high schools in Harris County. Utilize
  materials available from the American Lung Association and American Cancer Society; M.D.
  Anderson, etc., activity to be conducted no later than the second quarter.

 Place the Quitline in a minimum of 25 resource lists available to hospitals, worksites, clinics,
  schools, churches, (with a minimum outreach of at least 500 per each listing) and other Harris
  County entities.

                                                                                     Page 17 of 27

                                      PROPOSAL FORMAT
                                     STATEMENT OF WORK

Please respond to the following questions/statements. Use as many sheets as necessary to discuss
these areas. Complete budget page (see attachment section). Attach job descriptions and resumes
for any positions that will be funded (totally or partially) from this proposal.

       State the overall goals of your agency, and how the tobacco prevention initiative will relate
        to these goals, both short and long term.
       Using the list of activities included in Scope of Services, indicate which activities you plan
        to provide to satisfy initiative requirements.
       Under each activity, please provide a detailed description of how you plan to accomplish
        the activity, include timeline for implementation (i.e., organize a tobacco-free coalition by
        March 1, 2006 and detailed description).

       Give an overview of any prior experience in the delivery of tobacco-free education to
        community residents.
       List detail of any prior experience in the delivery of tobacco-free education to community

      Indicate the targeted population you expect to serve, including percentage according to
       racial/ethnic groups as well as youth, young adults, senior citizens, men, women etc. How
       will your agency comply with the requirements of the American Disabilities Act?
      Describe geographic area your agency will serve. Indicate by zip codes or use major
       roadways as boundary lines.

List other community-based organizations, tobacco-control organizations or programs, if any, that
you will collaborate with on these activities. Also list collaboration history with these organizations.

State Projected numbers of clients to be served during the grant period. Describe your agency’s plan
and ability to reach the projected number of clients for each activity.

Provide the name, phone and fax number of a contact person for proposal clarifications. Provide the
name, phone and fax number of a contact person authorized to negotiate on behalf of your

                                                                                        Page 18 of 27


    Budget Proposal Form

    Residence Certification Form


    Narrative/Activity Information Report 2005-06

    SAMPLE Tobacco Prevention Initiative Monthly Activity Report
    Community Education; Cessation Education; College Age

    Monthly Activity Report

    Itemized Expense Report

    Map (For a copy of the map, please call Maria Almazan at 713-755-4657 or email at If by phone please provide the following information:
    Company Name, Fax Number, and to whom attention it should be faxed.

                                                                          Page 19 of 27

The proposal should be arranged in the following sequence:

          Section I     Cover Sheet (completed)
          Section II    Table of Contents
          Section III   Residence Certification (completed)
          Section IV    Scope of Services
          Section V     Proposal-Statement of Work
                        1.    Goals & Objectives
                        2.    Experience
                        3.    Targeted Population
                        4.    Collaboration
                        5.    Achieving Population Outreach Goals
                        6.    Vendor Contact Information
                        7.    Budget Proposal (completed)

          Section VI Job Descriptions, if applicable (Job Descriptions should be included for
                     Any positions partially or fully funded by the grant.)

                                                                                        Page 20 of 27

                                              On or about
                                     % Time   September 1, 2006 – August 31, 2007

Name                                          Salary ___________
                                              Fringe ___________
Title                                         Total              ___________

Name                                          Salary ___________
                                              Fringe ___________
Title                                         Total              ___________

                                              Personnel Total     ___________

Equipment                                     Total               ___________
      List & justify items over $250.00

Supplies                                      Total               ___________
       General consumable office supplies

*Other                                        Total               ___________
         Please specify

         Note: Include all other

                                                                             Page 21 of 27
                                              TOBACCO SETTLEMENT PILOT PROJECT
                             CONTRACTOR EXPENSE REPORT/INVOICE
Name of Contractor/Vendor:                                               Purchase Order Number:
                                                                         GL Org. Key: JJG27571 / JL Org. Key: A620550700
Address:                                                                 JL OBJECT: 883A0000
Report Period:                                                           Request Number:

Amount Requested:                                                        Previous Balance:

            Category                 Amount Requested This Period           Total Amount/Grant Period                      Balance

Personnel (salaries/fringes)



Other (please specify)

Supportive documentation will be kept on file and is reviewed by Tobacco Prevention Initiative staff for accuracy and adherence to Harris County
purchasing and grant requirements.

________________________________              ____________________________             ___________
           Signature                                     Title                             Date

                                                                                                                               Page 22 of 27
Narrative/Activity Information Report 2006-07                                     Agency: -select agency-                 Activity #:

Activity Category (check one):           Education       Consultation          Outreach         Surveillance          Training

If activity was a presentation, check topics that were covered:        Prevention         Cessation          SHS         Tobacco Laws

   Benefits of tobacco policy changes            Other, please list

Activity Description:

Date:            Duration of activity:      hour(s)        minutes

Location:            Zip code:

Contact person:             Phone:              Email:

Other organizations that assisted in this activity:

Total number of people in attendance:

Numbers reached:        Elementary              Middle            High             College               Adults 25+

Gender:      Males      %   Females         %

Ethnicity:    African American       %     Asian Pacific      %       Caucasian       %    Hispanic        %     Native Amer/Other         %

Special Popls:        Pregnant Women            Lower Soc/Econ            Rural        Colonias          Gay/Lesbian          Minorities

Literature/Promotionals distributed (fill in the number of items):      SHS cards             SF home                 $bill cards

DUCK activity books              DUCK bookmarkers                    DUCK posters              Worth It?               Spit tob.

QL cards             Quitline Posters             Toolkits             Other

Staff hours on activity:          Volunteer hours:             Cost of materials:              Cost of mass media:

Narrative description of costs/donated services, etc:

Barriers to program success (check what applies):            Administrative         Legislative issues         Challenging political climate

   Competing priorities       Local staff shortages        Lack of support from media / community / other organizations, etc.


“Beyond the event” activity (describe):


                                                                                                                             Page 23 of 27
sMonthly Report (Tobacco Prevention Initiative)                    Reporting Month/Year            July 2005         Community Education

   Monitored by Harris County Public Health and Environmental Services (HCPHES)
                                                           # of Activities    Total # Reached   % of Special/Priority Populations reached ( estimate)
   Activity List all activities/performance measure         Completed

1. Conduct a booth or educational display at 15             3              600                  70 % Hispanic etc.
community events

2. Conduct 15 community events/education display            2              500                  45% Asian
booths at WIC clinics, parenting, and/or day care centers

3. Coordinate and carry out 2 community events focusing
on tobacco awareness

                                                                                                                                   Page 24 of 27
Monthly Activity Report (Tobacco Prevention Initiative)                  Reporting Month/Year          ___________

Monitored by Harris County Public Health and Environmental Services (HCPHES)
                                                        # of Activities    Total # Reached   % of Special/Priority Populations reached ( estimate)
Activity List all activities/performance measure         Completed

                                                                                                                                Page 25 of 27
                        ITEMIZED EXPENSE REPORT
                          Tobacco Prevention Initiative
                    Name of Agency: _______________________
                    Expenses Period: ______________________

Category                   Payee                       Amount Charged


Supplies (list)

Marketing (list)





Contract Services

                                                       Total: $

                                                                        Page 26 of 27
                                                                                                               Attachment a
                                                                                                             Job No. 06/0206

                                 RESIDENCE CERTIFICATION/TAX FORM
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
                     [Company Name]
          Government Code §2252.001.

          I certify that                             is a Nonresident Bidder as defined in
                           [Company Name]
          Government Code §2252.001 and our principal place of business is                          .
                                                                              [City and State]

Taxpayer Identification Number (T. I. N.):

Company Name submitting Bid/Proposal:

Mailing Address:

If you are an individual, list the names and addresses of any partnership of which you are a general partner:

PROPERTY: List all taxable property owned by you or above partnerships in Harris County.

Harris County Tax Acct. No.*                  Property address or location**

 * This is the property account identification number assigned by the Harris County Appraisal District.
** For real property, specify the property address or legal description. For business personal property, specify the
   address where the property is located. For example, office equipment will normally be at your office, but inventory may
   be stored at a warehouse or other location.
Do you carry Health Insurance on your employees? ___Yes ___No
If yes, what is the percentage of employees insured? _____%
Revised 08/05

                                                                                                              Page 27 of 27

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