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HARRIS COUNTY REQUEST FOR PROPOSAL JOB #01/0138 Date Due: Tuesday, May 22, 2001 Cover Sheet DUE NO LATER THAN 1:00 P.M. Proposals received later than the date and time above will not be considered. PROPOSAL FOR: LASER PRINTING SYSTEM for Harris County Hospital District’s Accounts Payable and Payroll Functions OFFERORS NOTE!! Carefully read all instructions, requirements and Please return proposal in the envelope provided or in a specifications. Fill out all forms properly and comparable size envelope. Be sure that return envelope completely. Submit your proposal with all appropriate shows the Job Number, Description and is 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 Dan Thweatt at 713.755.5982. 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: $____________________________ Company Name: _________________________________________________________ Company Address: _________________________________________________________ _________________________________________________________ Taxpayer Identification Number (T.I.N.): _____________________________________ Telephone No. __________________________ FAX No. __________________ Print Name: ____________________________________________________________________ Signature: ______________________________________________________________________ [Your signature attests to your offer to provide the goods and/or services in this proposal according to the published provisions of this Job. When an award letter is issued, it becomes a part of this contract. Contract is not valid until Purchase Order is issued.] TABLE OF CONTENTS Page 1 of 41 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 page. __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. Please read carefully and fill out completely. _____ c. Bid Check Return Authorization Form This form applies only to certain forms. Please read carefully and fill out completely. _____ d. Vehicle Delivery Instructions Included only when purchasing vehicles. __X__ e. Minimum Insurance Requirements Included when applicable (does not supersede "Hold Harmless" section of General Requirements). __X__ f. Workers' 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 _____ i. Other (from time to time other attachments may be included.) Revised 09/00 Page 2 of 41 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 OR OTHER DATA CONTAINED HEREIN. Review the Table of Contents. Be sure your proposal package is complete. GOVERNING LAW 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. PROPOSAL COMPLETION Fill out and return to Purchasing, ONE (1) complete proposal form, using the envelope provided. An authorized company representative should sign the 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. PROPOSAL RETURNS 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 1:00 P.M. on the date specified. Late proposals will not be accepted. GOVERNING FORMS 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. ADDENDA 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. 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. 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. SEVERABILITY 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 Page 3 of 41 hereby declared that such remaining portions would have been included in these requirements and the specifications as though the invalid portion had been omitted. BONDS 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. TAXES 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. FISCAL FUNDING 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. PRICING 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. 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. SUPPLEMENTAL MATERIALS 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. 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. EVALUATION 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 Commissioners Court. 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 Page 4 of 41 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. INSPECTIONS 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 proposed item, where applicable, for review, or fails to satisfactorily show an ability to perform, the County can reject the offer as inadequate. TESTING 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. 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. AWARD 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 and present evidence concerning his responsibility after officially notifying the Office of the Purchasing Agent of his intent to appear. ASSIGNMENT The successful offeror may not assign, sell or otherwise transfer this contract without written permission of Harris County Commissioners Court. TERM CONTRACTS If the contract is intended to cover a specific time period, the term will be given in the specifications under SCOPE. MAINTENANCE 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. CONTRACT OBLIGATION 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. TITLE TRANSFER 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 Page 5 of 41 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. WARRANTIES 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. 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. CONTRACT RENEWALS 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. 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 good 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. TERMINATION 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. RECYCLED MATERIALS 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. Page 6 of 41 FLOPPY DISK 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-Proposals 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. YEAR 2000 COMPLIANCE All products and/or services furnished as part of this contract must be year 2000 compliant. This applies to all computers including hardware and software as well as all other commodities with date sensitive embedded chips. Revised 01/00 Page 7 of 41 SPECIAL REQUIREMENTS/INSTRUCTIONS The following requirements and instructions supersede General Requirements where applicable. the term “Harris County” is understood to include the Harris County Hospital District (HCHD or District). PROPOSAL FOR: LASER PRINTING SYSTEM for Harris County Hospital District’s Accounts Payable and Payroll Functions 1.0 SPECIAL REQUIREMENTS - Vendor Instructions Proposals shall be formatted as follows: All proposals must be typed and printed single sided on standard 8 1/2 x 11 paper, indexed, and each placed in a separate three-ring binder. One original, clearly marked “original”, and three (3) copies, clearly marked “copy”, must be submitted. Each binder must also be label on the front cover with the Offeror‟s Company Name, the Job number, and the RFP Title. The complete proposal should be sealed in an envelope or box for delivery to the Office of the Harris County Purchasing Agent per instructions in the general requirements (see returning the proposal and proposal completion). All documents included in the proposal and the outside of the package must be labeled with the vendor's name and the job number that corresponds to this RFP. Each proposal shall be organized as follows: Section I: Table of Contents Section II: Preface – consisting of: II.A - Proposal Cover Sheet (completed) II B - Residence Certification (completed) Section III: Response to Requirements – consisting of: III A - Corporate Summary III A.1 - Corporate Profile (completed) III A.2 - Financial Reports (completed) III A.3 - Sample Standard Contract III A.4 - Organizational Chart III B - Questionnaire Sections III B.1 - Product Overview III B.2 - Technical Requirements III B.3 - Functional Requirements Section IV: Pricing and Delivery Section V: Client References Appendix: Marketing Literature (optional) Each section of the response should begin on a new page. A “Tab/Index” page indicating the section number and title of the section should separate each section. In addition, each page within the section should be “marked” with the section title and the Offeror‟s Company Name. Page 8 of 41 See the “Specifications” Section of this RFP for a more detailed explanation of the response requirements. The proposal response may be incorporated into any contract which results from this RFP. Vendors are cautioned not to make claims or statements to which they are not prepared to commit contractually. Failure by the vendor to meet such claims will result in a requirement that the vendor provide resources necessary to meet submitted claims. The vendor is expected to examine all documents, forms, specifications and instructions. Failure to do so will be at vendor‟s risk. Harris County will not be liable for any costs incurred by the vendor in preparing a response to this RFP. Vendors submit proposals at their own risk and expense. Harris County makes no guarantee that any product or service 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 County. All proposals are open to negotiation. 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 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 and/or proprietary. 2.0 EVALUATION PROCESS All proposals will be examined by an evaluation committee consisting of representatives from various departments and clinics within Harris County Hospital District as well as members from Harris County Purchasing. Members may be added as needed. Proposals which do not conform to the instructions given or which do not address all the questions and/or 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. Harris County may initiate discussions with vendors. Proposals will be accepted during this period but only from vendors who responded to the original request. Discussions may not be initiated by vendors. Harris County expects to conduct discussions with vendor personnel authorized to contractually obligate the vendor with an offer. Proposals, vendor interviews and/or evaluations will develop into negotiating sessions with the successful vendor as selected by the evaluation committee. If Harris County is unable to agree to contract terms, Harris County reserves the right to terminate contact negotiations with that vendor and initiate negotiations with another vendor. All correspondence relating to this RFP, from advertisement to award, shall be sent to the Office of the Harris County Purchasing Agent. All presentations and/or meetings between Harris County and the vendor relating to this RFP shall be Page 9 of 41 coordinated by the Office of the Harris County Purchasing Agent. All correspondence, written and/or verbal, shall be through the Office of the Harris County Purchasing Agent. Before, during or after award, Harris County will not be obligated to the vendor for products and/or services until the completion of a signed purchase order from Harris County Hospital District. Progress toward this end is solely at the discretion of Harris County and may be terminated at any time prior to the issuance of a purchase order. Submission of a proposal implies the vendor‟s acceptance of the evaluation criteria and vendor recognition that subjective judgements must be made by the evaluating committee. 3.0 EVALUATION CRITERIA Award of the proposal shall be made to the responsible vendor whose proposal is determined to be the best evaluated offer resulting from negotiations, taking into consideration compliance with instructions, specifications and quality of the services proposed which best meet the needs of the using department. Harris County may use references to make judgements directly affecting the award of this proposal. Harris County Hospital District Overview District Background The mission of the Harris County Hospital District is to provide access to cost-effective, quality health care and deliver it in a compassionate manner to all residents of Harris County. By hospital admissions, number of births, clinic visits, and emergency center visits, the Hospital District is the largest health care provider in the Texas Gulf Coast area. It is the sixth largest hospital system in the United States. In 1994 and 1995, the Harris County Hospital District was named one of the "Top 100 hospitals” in the United States by Modern Healthcare Magazine. This honor was given in recognition of the District's patient care outcomes and financial management. The medical staff is affiliated with two of the finest medical schools in the country - Baylor College of Medicine and the University of Texas Houston Health Science Center. The dental staff is from the University of Texas Dental Branch and a private contract service. AWARD: It is anticipated that the award will be all or nothing; however, if it is deemed in the best interest for Harris County Hospital District, multiple awards could be possible. Page 10 of 41 SPECIFICATIONS PROPOSAL FOR: LASER PRINTING SYSTEM for Harris County Hospital District’s Accounts Payable and Payroll Functions SCOPE: Harris County Hospital District (HCHD) invites qualified vendors to respond to this proposal for a LASER PRINTING SYSTEM for its Accounts Payable and Payroll Departments. The awarded system will integrate with the Payroll and Accounts Payable systems to capture payment information and automate paper-based payments. Printing media will include, but may not be limited to, paper checks, direct deposit “stubs”, and year-end forms/reports. The printing is anticipated to be from a laser printer utilizing blank stock. Questions concerning the RFP process may be directed to Dan Thweatt in the Office of the Harris County Purchasing Agent at 713.755.5982. Questions concerning the content, clarification, or additional information associated with the RFP must be E-mailed to email@example.com. The last date that questions will be entertained for this RFP is Tuesday, May 15, 2001, 12:00 noon. Any and all questions associated with content, clarification, or additional RFP information will be returned to all vendors of record prior to the opening date. SPECIFICATIONS: BACKGROUND INFORMATION AND STATISTICS: By hospital admissions, number of births, clinic visits, and emergency center visits, the Harris County Hospital District is the largest health care provider in the Texas Gulf Coast area. It is the sixth largest hospital system in the United States. The Harris County Hospital District consists of three (3) hospitals, a number of outlying Community Health Centers, a specialty HIV/AIDS clinic, and a central Dental Center with satellites located in several of the clinics. The medical staffs associated with the facilities are from Baylor College of Medicine and the University of Texas Houston Health Science Center while portions of certain services (e.g. podiatry and dental) are outsourced. CURRENT ACCOUNTS PAYABLE, PAYROLL AND CASH MANAGEMENT SYSTEM USERS PROFILE: HCHD Accounts Payable, Payroll and Patient Business Services perform functions involving payment and disbursement processing while the Cash Management Department performs functions involving printing and handling of checks, process control, and exceptions. The current volume of disbursement transactions is approximately 13,750 per month consisting of 4,000 payroll checks, 7,500 direct deposit payroll disbursements, 2,250 accounts payable checks, and patient refund checks. Page 11 of 41 FUTURE SYSTEM CONFIGURATION: Harris County Hospital District is in the process of acquiring systems that will replace the current ones utilized by Accounts Payable and Payroll. The new systems will be used to process all checks and disbursements for HCHD. A new Patient Accounting system has been purchased and will be used to process patient refund checks. SYSTEM GOAL: It is the ambition of the District to obtain an application that will allow HCHD to generate payments more efficiently, obtain and disseminate accurate and concise payment transaction information, provide state of the art cash management tools, and provide the highest degree of security and fraud protection available as well as provide a greater flexibility in the reporting of Tax Forms (e.g. 1099‟s and W2‟s). SYSTEM CHARACTERISTICS: Relational/object oriented design Consistent and easy to use graphical user interfaces Easy to use database reporting tools and utilities Tools that permit the user to extend the functionality of the system Standard EDI compliant Bi directional interfaces with other applications on various platforms Flexibility of the system allowing quick and easy adaptation to changing business needs Flexibility of integration and design features allowing customization of certain functions/reports by the user Page 12 of 41 VENDOR RESPONSE REQUIREMENTS: The following table summarizes the sections of the Offeror‟s response to this Request for Proposal. Detailed instructions for responding follow. Section of Contents Response I Table of Contents II Preface II A - Proposal Cover Sheet II B - Residence Certification III Response to Requirements III A - Corporate Summary: III A.1 - Corporate Profile III A.2 - Financial Reports III A.3 - Sample Standard Contract III A.4 - Organizational Chart III B – Questionnaire Sections: III B.1 - Product Overview III B.2 - Technical Requirements III B.3 - Functional Requirements IV Pricing and Delivery V Client References Appendi Offeror Marketing Literature x (optional) Page 13 of 41 Instructions for Response: The following provides instructions for preparing the sections of the Offeror‟s response to this Request for Proposal. Section I: Table of Contents Offeror should prepare a Table of Contents for the Offeror‟s response document indicating the content of each section with the response. Section II:Preface Insert the completed Proposal Cover Sheet (first page of this RFP) and the completed Residence Certification (RFP Attachment). Section III: Response to Requirements This section should contain responses to the information requested within the “Component” sections contained within the “Specifications” section of this RFP. Responses to these Specifications will be evaluated to determine the operational feasibility and desirability of implementing the Vendor's system in the HCHD environment. This section of the Offeror‟s response should be organized as follows: III A - Corporate Summary: Should contain your responses to the following sections of the Specifications: III A.1 - Corporate Profile This section provides general information regarding the Offeror‟s company, and an overview of the methodology that the Offeror proposes to utilize to implement the system if awarded. III A.2 – Financial Statement III A.3 – Organizational Chart III B - Questionnaire Sections III B.1 - Product Overview This section provides an overview of the solution that is being proposed and an overview of the methodology that the Vendor proposes to utilize to implement the solution, if awarded. III B.2 - Technical Requirements This section provides information about the operating system, database, system utilities, data and systems communications, system administration, and other characteristics of the hardware and software configuration proposed. Page 14 of 41 III B.3 - Functional Requirements This section describes the features and functionality of the solution. All responses to Functional Requirements statements must be answered in the „Keyed Vendor Response‟ column using one of the following codes: P – The functionality is in production at (minimally) five client sites. B – The functionality is in Beta release at (minimally) one client site. D – The functionality is currently in design. U – The functionality is unavailable. Responses that do not correspond to one of the above codes will not be evaluated. Comments – Where it is desirable or necessary to clarify your responses with additional information, documentation, or a reference to a response elsewhere in your proposal, provide a cross-reference to the additional details in the Comment Reference column or on a separate sheet. All comments, cross- referenced to the appropriate requirement statement, should be inserted in the hard-copy response following the Functional Requirements Questionnaire. Section IV: Pricing and Delivery This section of the proposal should contain the Pricing/Delivery Information forms provided in that Section of this Request for Proposal. You must complete the Component Pricing/Delivery Information form for the HCHD LASER PRINTING SYSTEM proposed. No other pricing format will be accepted. Section V: Client References As part of the evaluation process, one or more members of the evaluation team will contact current users of the Offeror‟s system(s). Offerors should include a list of reference clients available to the team for such discussions. Responses to this section should include: organization name, system installation date, user name(s), and user(s) phone number(s). Client references should be someone with direct experience and responsibility for the system being proposed to Harris County. Offeror should provide those client references that most represent Harris County Hospital District‟s technical and operational environment for the HCHD LASER SYSTEM PRINTING that the Offeror is proposing. Appendix: Offeror Marketing Literature (optional) This Section is optional. Offeror literature may be included in an Appendix to the proposal. Page 15 of 41 HCHD -Corporate Profile (return in Section III A.1 of your response) REQUIREMENT RESPONSE Name and Address of Company 1 Contact Person 2 Phone Number 3 FAX Number 4 E-Mail Address Company Profile - Need only be answered once for the entire proposal 5 How many years has your company been in business? 6 Have you acquired, been acquired or merged with another company within the last four years? Is so, provide description. 7 Provide organizational financial reports for Include as attachment to this section of your the last two years. response. (section III A.2 of your response) 8 Provide a brief financial overview of the organization for the past two years: include gross revenue, profit/loss, and expenses by major category (e.g. development, support). 9 Provide a copy of your standard contract. Include as attachment to this section of your response. (section III A.3 of your response) 10 Describe the ownership of your organization and identify significant owners, investors, or stockholders. 11 Provide an organizational chart of your Include as attachment to this section of your company. response. (section III A.4 of your response) 12 Provide a total number of employees. Provide the number of employees responsible for: 13 Software development 14 Installation/support 15 Does your company have affiliations or business dealings with any of the following: Harris County, Harris County Hospital District, University of Texas Medical Branch, Baylor College of Medicine? 16 Does your company enter into development partnership agreements which could be considered with HCHD in return for: a live laboratory to test new functions; access to teams including physicians and other providers with expert knowledge? If so include a description of a typical agreement. Page 16 of 41 17 Is your company willing to sell the application software and maintenance for the application software only (excluding hardware, operating systems, third party software and any other specific needs)? 18 Describe the direction that you intend to take for this product offering and technology changes over the next 3 years Implementation/Training Methodology 19 Do you contract with a third party for implementation services/resources? If so, describe these services 20 What implementation resources do you provide for this application and what activities would they perform? 21 What implementation resources/staffing would HCHD need to provide? What activities would they perform? 22 What is your approach to training? 23 Would classes be conducted at HCHD facilities? 24 Do you perform custom programming? If so, how does the use of custom programming affect HCHD‟s ability to receive software updates? Post Implementation Support/Maintenance 25 Is 24 hour by 7 day implementation support coverage provided immediately after the Go-Live? If so, for how long? 26 Do you maintain a 24-hour by 7-day support center? If not, how is off-hours support handled? 27 How are support calls prioritized? 28 What call turnaround/escalation policies are in place? 29 What warranties are provided? 30 How often are upgrades released? 31 What method or media is used to distribute upgrades? 32 What is the process for submission and scheduling of user requested enhancements? Page 17 of 41 QUESTIONNAIRE - Product Overview (return in section III B.1 of your response) REQUIREMENT RESPONSE Company Information 1 How many years has your company been in the business of providing the product on which you are proposing to bid on? 2 What percentage of your revenue comes from the product on which you are proposing to bid on? 3 What is the total number of employees in the areas of the product on which you are proposing to bid on broken down by the following categories: software research and development, installation support Product Overview 4 What is the name of the product on which you are proposing to bid on? 5 Provide a brief description of the product on which you are proposing to bid on. 6 Provide the total number of clients using the proposed product. 7 Provide total number of new clients for this product in 2000 8 Provide the number of live sites on this version of the proposed product and how long they have been live. 9 Provide the number of current implementations underway. 10 What release are you currently implementing? Implementation/Training Methodology 11 What is the average timeframe to implement your system? 12 How long do you estimate HCHD will take to install your system? 13 How much time will your installers spend on site? 14 What implementation documentation is provided? 15 Please provide a syllabus of the classes that you offer. Page 18 of 41 16 What is the average length of time for user, trainer, and operator training? 17 What training documentation is provided? Page 19 of 41 QUESTIONNAIRE - Technical Requirements (return in section III B.2 of your response) REQUIREMENT RESPONSE Database System 1 What database management systems does your system support? 2 What is the most recent version of each database management system that you currently support? 3 What is your preferred database management system? 4 Can your implementation link physical databases from multiple facilities into a single consolidated database? 5 Is your database implementation based on relational database technology? 6 How can the database monitoring tools be used to manage impending maintenance needs and potential problems and performance impacts (e.g., tool will monitor and detect prior to real problem occurring) ? 7 Does your application use logical units of work and good transaction processing practices to prevent partially committed records from being written? 8 How quickly will the application software be certified against a new major version release of the database subsystem? 9 Can the database accept binary-large-objects (BLOBs) and can they be referenced via the relational engine? Reporting Tools 10 What reporting tool do you standardly deploy with your system? 11 Are industry standard ad-hoc reporting tools available? 12 Is a dedicated, application-specific ad hoc report writer provided? 13 Are standard data dictionaries provided for use with industry standard reporting tools? 14 Are standard pre-defined SQL queries and related calculations provided for use with industry standard reporting tools? Page 20 of 41 REQUIREMENT RESPONSE 15 Does your implementation provide an integrated security system that can apply user-level security to any report writing tool to restrict or prevent access? Interfaces 16 Provide an inventory of the systems for which you have developed standard interfaces: 17 Vendor Name 18 Product Name 19 Hardware Platform 20 Communication Protocol and Method 21 Date of Completion (In Production) 22 Name of Healthcare Institution (Facility) 23 Provide a list of interface engines for which you have developed standard interfaces. 24 Can a backlog in an application interface queue trigger a system alarm? 25 Can the system alarm trigger a page, FAX, email, etc.? 26 What is the most recent version of ANSI HL7 standards with which your interfaces are compliant? 27 Do all interfaces support HL7 custom or "Z" segments? Security 28 Describe in detail the access control and security features of the system including: 29 techniques employed 30 levels of security 31 terminal and user level security 32 restriction at the menu level 33 ability to selectively restrict access to patients and/or individual orders/results 34 Describe the use of audit trails in terms of the following: 35 data collected 36 retention duration 37 accessibility 38 Does your implementation integrate with the operating system and network security to allow a single logon for a user? 39 Can security be specified by physical operational location of a workstation and by user profile? Page 21 of 41 REQUIREMENT RESPONSE 40 Can security be applied to database content at row level granularity? 41 Can security access to tables be limited to view, update, insert, delete, etc.? 42 How complex of a data encryption algorithm do you support (128 bit key, 64 bit key, etc.)? 43 Can any security violation alert, alarm, or event trigger real-time notification of staff (via pager, FAX, email, etc.) and be logged? 44 Do you offer a single sign-on security tool and/or support an integration strategy using a third-party single sign-on security tool?? System Administrations/Operations 45 Provide a summary of the tasks routinely performed by computer operators after the system is operational. Indicate the approximate amount of time per day required for each of these tasks. 46 Describe any system downtime or degradation of performance incurred for backups or maintenance. 47 Identify whether the following redundancy or fail-safe capabilities are available with the system: 48 Disk mirroring, shadowing or RAID 5 49 CPU mirroring or CPU cluster technology 50 Transaction roll-back and roll-forward 51 Restoration of selected transactions to database (e.g., select specific date and/or time ranges for restore) 52 What is the typical time to perform system backup? 53 Describe the features that allow user-defined criteria for archiving records. 54 Does the system support large-scale industry-standard tape backup? 55 Describe how selected archival records could be "re-loaded" into the active database, if necessary. 56 Are separate training, testing, and production environments supported? 57 Are there additional fees for support for multiple environments? Page 22 of 41 REQUIREMENT RESPONSE 58 Does the software application suite include tools for monitoring application performance in a distributed environment? 59 Can the system resource utilization by normal periodic processing jobs be limited to user-specified maximum percentages of available resources? 60 Can a job run-time error or the omission of a job in a jobstream trigger an alarm? 61 What guarantee will you provide that your transaction processing will prevent partially committed records from being written? What are the client's contractual obligations required to maintain your guarantee? Network 62 Which is the preferred network environment for your system? 63 Has your application been deployed with Compaq servers running MS NT Enterprise Release 4 with Service Pack 5? 64 Has your application been deployed without using any fixed IP addresses (taking advantage of DHCP address resolution)? 65 What other additional protocols were required for a successful implementation? 66 Has your application been successfully deployed, running in native mode, in a wide-area network environment? Operating System 67 Describe the operating systems supported in terms of the following: 68 workstations 69 application servers 70 database servers 71 Which are the preferred operating systems? 72 How quickly will the application software be certified against a new major release of the client operating system? 73 How quickly will the application software be certified against a new major release of the server operating system? Page 23 of 41 Hardware 74 What types of workstations are supported on the system? 75 What types of peripheral devices (e.g., printers, scanner, etc.) are supported on the system? 76 What brands of application servers are supported on the system? 77 What brands of database servers are supported on the system? 78 What is the minimum/optimum workstation hardware configuration required to run the application? 79 Do you provide a performance guarantee? If so, what are the client's contractual obligations required to maintain your performance guarantee? 80 Specify the response time level for which a performance guarantee would be provided. 81 Does the application support distributed processing? 82 Has the application been successfully deployed using Dell workstations running MS NT Workstation Release 4 with Service Pack 5? General 83 How does the system accept and manage data from multiple facilities? 84 Specify user interfaces supported. 85 Will you place your source code in escrow? 86 Is all documentation for the application available on-line? 87 Is training material available on-line? 88 Is full and complete "help" documentation available on-line? 89 Is context-sensitive and user-defined help available on-line? 90 Is character-based ASCII output available as an optional output for any screen display? 91 Is your GUI interface MS Windows standards compliant? Page 24 of 41 92 Do you require any specific terminal emulation software to allow your application to run on a Windows NT desktop? Is the emulator industry standard and available off-the-shelf? 93 What is the percentage distribution within your current client base of your different user interface implementation options (e.g., MS Windows, other GUI (X-Windows, Motif, etc), character-based)? Application Language 94 What application language(s) are utilized by your system? 95 If more than one language is used, in general terms, indicate which modules utilize which language. 96 Which is the preferred application development language? 97 What percentage of the application modules were written more than: 98 5 years ago 99 2 years ago 100 1 year ago 101 Has the application been migrated from another language in which it was originally written? Page 25 of 41 QUESTIONNAIRE – Functional Requirements (return in section III B.3 of your response) 1. Payment generation and consolidation. Does your system: REF # REQUIREMENT KEYED COMMENT VENDOR RESPONSE LP 1 Provide for the consolidations of check printing and disbursement processing for multiple systems? LP 2 Provide the ability to print checks in remote locations in a controlled and secure environment? LP 3 Allow for a smooth transaction between printing of checks and creating electronic disbursement transactions without user intervention? LP 4 Provide the capability of printing address bar codes that are compliant with US postal codes? LP 5 Provide the capability for sorting of printed checks in various ways that will facilitate special processing and handling needs such as a second signature for checks over a specified dollar amount? LP 6 Provide easy interface mapping capabilities to facilitate the flow of data to and fro from other application? LP 7 Provide the ability to print overflow remittance information on plain paper and not check stock without user intervention? LP 8 Provide the ability to process credit card refunds as a part of the normal disbursement process? LP 9 Provide the ability to process disbursement from multiple banks and accounts with limited intervention from users? LP 10 Provide the ability to easily add new and inactive unused banks and accounts easily and quickly? Page 26 of 41 LP 11 Provide the ability to restart check printing at the point where a problem was encountered, such as paper jams or network problems? LP 12 Provide the ability to reprint spoiled checks with appropriate security and reporting? LP 13 Provide the ability to process manual checks easily? What security does your system provide for this process if the manual check printing is available? LP 14 Provide the ability to accept multiple input files in multiple file formats and layouts? “Keyed Vendor Response” Codes P-Functionality is in production at (minimally) five client sites B-Functionality is in Beta release at (minimally) one client site D-Functionality is currently in design U-Functionality is unavailable Page 27 of 41 2. Security and Fraud Prevention. Does your system: REF # REQUIREMENT KEYED COMMENT VENDOR RESPONSE LP 15 Provide the ability to utilize positive pay processing offered by major banking institutions? LP 16 Provide encryption capabilities for the data and print images? LP 17 Provide a secure process for clearing out print queues and printer buffers when the printing process has been interrupted? For example, how does your system handle a check image left in the print queue when a printer has lost power to make sure that the print image does not automatically start printing when the power is returned and the responsible check processing person is not there? LP 18 Provide multiple levels of security that can be tailored to the specific needs and responsibilities of the individual users? LP 19 Provide password-protected security requiring a valid user id and password combination to access the system? LP 20 Provide automatic log-off of users when there has been no activity from the users workstation after a specified period of time? LP 21 Provide an audit log of user specific activity? LP 22 Provide protection of check specific printable features, such as signatures and MICR characters? LP 23 Provide security and protection of the print image as it goes through the network to the printer? LP 24 Provide batch totals for reconciliation of disbursement sent from feeder systems to the disbursement system? LP 25 Provide protection against backdating Page 28 of 41 and/or rerunning a previous file in error? LP 26 Provide protection against issuing duplicate checks or issuing duplicate check numbers for a particular institution and account? “Keyed Vendor Response” Codes P-Functionality is in production at (minimally) five client sites B-Functionality is in Beta release at (minimally) one client site D-Functionality is currently in design U-Functionality is unavailable Page 29 of 41 3. Financial EDI. Does your system: REF # REQUIREMENT KEYED COMMENT VENDOR RESPONSE LP 27 Provide the ability to process electronic payments, such as ACH as well as EDI standard payments? LP 28 Provide the ability to transmit EDI remittance information? LP 29 Provide the ability to process electronic payment of taxes that are compliant with the specifications set forth by the Federal Government? LP 30 Provide a pre-noting capability for electronic payment processing? LP 31 Provide the ability to specify the effective dates for electronic processing? LP 32 Provide the ability to specify bank holidays and the limit the ability of processing an electronic payment with an effective date being a bank holiday? “Keyed Vendor Response” Codes P-Functionality is in production at (minimally) five client sites B-Functionality is in Beta release at (minimally) one client site D-Functionality is currently in design U-Functionality is unavailable Page 30 of 41 4. Cash Management and Reconciliation Tools. Does your system: REF # REQUIREMENT KEYED COMMENT VENDOR RESPONSE LP 33 Provide a quick and accurate way of performing check reconciliation functions with the bank? LP 34 Provide the ability to transfer funds between accounts and/or banking institutions? LP 35 Provide the ability to clear outstanding checks? LP 36 Provide the ability to forecast cash requirements? “Keyed Vendor Response” Codes P-Functionality is in production at (minimally) five client sites B-Functionality is in Beta release at (minimally) one client site D-Functionality is currently in design U-Functionality is unavailable Page 31 of 41 5. Reporting and Information Management. Does your system: REF # REQUIREMENT KEYED COMMENT VENDOR RESPONSE LP 37 Provide the ability to maintain history of transactions for auditing purposes? LP 38 Provide control reports that show pertinent information about processing batches? LP 39 Provide reporting tools that allow users to create custom report with limited assistance from information technology personnel? LP 40 Issue checks on plain paper with self- mailer capability. LP 41 Supports design of 1099 and W2 forms with ability to change forms for regulatory changes. “Keyed Vendor Response” Codes P-Functionality is in production at (minimally) five client sites B-Functionality is in Beta release at (minimally) one client site D-Functionality is currently in design U-Functionality is unavailable Page 32 of 41 6. General. Is your system: REF # REQUIREMENT KEYED COMMENT VENDOR RESPONSE LP 42 Capable of providing a Form Design Tool. LP 43 Supported by your company including ongoing updates with new functionality and new requirements? LP 44 Allow system configuration for additional applications to be added in future. LP 45 Flexible data mapping allowing custom-presented checks and documentation. LP 46 Single system to do all the micr printing including AP and Payroll Checks “Keyed Vendor Response” Codes P-Functionality is in production at (minimally) five client sites B-Functionality is in Beta release at (minimally) one client site D-Functionality is currently in design U-Functionality is unavailable Page 33 of 41 REFERENCES (return in section V of your response) 1. Company Name: ____________________________________ Address: ____________________________________ ____________________________________ Contact Name:____________________________________________ Contact Telephone: ______________________________________ Version and Release of Software: _____________ Number of years utilized by client: _____________ 2. Company Name: ____________________________________ Address: ____________________________________ ____________________________________ Contact Name:____________________________________________ Contact Telephone: ______________________________________ Version and Release of Software: _____________ Number of years utilized by client: _____________ 3. Company Name: ____________________________________ Address: ____________________________________ ____________________________________ Contact Name:____________________________________________ Contact Telephone: ______________________________________ Version and Release of Software: _____________ Number of years utilized by client: _____________ 4. Company Name: ____________________________________ Address: ____________________________________ ____________________________________ Contact Name:____________________________________________ Contact Telephone: ______________________________________ Version and Release of Software: _____________ Number of years utilized by client: _____________ 5. Company Name: ____________________________________ Address: ____________________________________ ____________________________________ Contact Name:____________________________________________ Contact Telephone: ______________________________________ Version and Release of Software: _____________ Number of years utilized by client: _____________ Page 34 of 41 SOFTWARE DELIVERY, MAINTENANCE, AND IMPLEMENTATION PRICING (return in section IV of your response) REQUIREMENT RESPONSE (add additional pages if necessary and reference the corresponding number) 1. Application Software License Costs Provide detailed application software license costs (by module, if applicable). Show for 5 years. Do not include third party software costs. 2. Third-Party Software License Costs Provide detailed third party software license costs, including database and operating system software, plus any other required third-party software. 3. Hardware (see Note #1) Provide detailed hardware costs (exclude workstation costs). Please refer to the statistical overview section under Special Requirements/Instructions 4. Conversions Provide detailed costs of data conversions (include type of data conversions required) by technical requirements response. 5. Interface Development Provide detailed interface licensing costs (by interface as noted in response to technical requirements) Provide detailed interface implementation/professional services costs (by interface) 6. Custom Programming Costs Provide hourly rate for custom programming 7. Implementation/Professional Service Costs Provide detailed costs for implementation services by: Training (classes, materials and documentation) Vendor implementation resources (hourly rates/travel expenses, etc.) Page 35 of 41 REQUIREMENT RESPONSE (add additional pages if necessary and reference the corresponding number) 8. Annual Maintenance and Support Provide detailed annual maintenance and support for: Application Software Interfaces Hardware (if purchased as part of this RFP) Database Operating System Any other Third-Party Software 9. Additional Expenses Provide detail cost for any other expenses required not detailed above System will be delivered and installed within __________ days after receipt of "Executed Contract" and purchase order Related to Item #3, Note #1: HCHD reserves the right to purchase additional required hardware from other sources if found to be in its best interest. Page 36 of 41 RESIDENCE CERTIFICATION (return in section I of your response) 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] Page 37 of 41 Minimum Insurance Requirements • The contractor shall, at all times during the term of this contract, maintain insurance coverage with not less than the type and requirements shown below. Such insurance is to be provided at the sole cost of the contractor. These requirements do not establish limits of the contractor's liability. • All policies of insurance shall waive all rights of subrogation against the County, its officers, employees and agents. • Upon request, certified copies of original insurance policies shall be furnished to Harris County. • The County reserves the right to require additional insurance should it be deemed necessary. A. Workers' Compensation (with Waiver of subrogation to Harris County) Employer's Liability, including all states, U.S. Longshoremen, Harbor Workers and other endorsements, if applicable to the Project. Statutory, and Bodily Injury by Accident: $100,000 each employee. Bodily Injury by Disease: $500,000 policy limit $100,000 each employee. B. Commercial General Liability Occurrence Form including, but not limited to, Premises and Operations, Products Liability Broad Form Property Damage, Contractual Liability, Personal and Advertising Injury Liability and where the exposure exists, coverage for watercraft, blasting collapse, and explosions, blowout, cratering and underground damage. $300,000 each occurrence Limit Bodily Injury and Property Damage Combined $300,000 Products- Completed Operations Aggregate Limit $500,000 Per Job Aggregate $300,000 Personal and Advertising Injury Limit. Harris County shall be named as "additional insured" on commercial general liability policy. C. Automobile Liability Coverage: $300,000 Combined Liability Limits. Bodily Injury and Property Damage Combined. Harris County shall be named as "additional insured" on automobile policy. Revised 12/00 Page 38 of 41 TWCC RULE 110.110 WORKERS' COMPENSATION INSURANCE COVERAGE If this bid/proposal package is for a building or construction contract, all of the provisions of this rule as shown below apply. Since this is a mandatory requirement, cost increases should not be experienced because of the need to comply with the Texas Workers' Compensation Law. For additional information contact the Texas Workers' Compensation Commission, Southfield Building, 400 S. IH-35, Austin, Texas 78704-7491, (512) 440-3618. A. Definitions: Certificate of coverage ("Certificate") - A copy of a certificate of insurance, a certificate of authority to self-insure issued by the commission, or a coverage agreement, TWCC-81, TWCC-82, TWCC-83, or TWCC-84 showing statutory workers' compensation insurance coverage for the person's or entity's employees providing services on a project, for the duration of the project. Duration of the project - Includes the time from the beginning of the work on the project until the contractor's/person's work on the project has been completed and accepted by the governmental entity. Persons providing services on the project ("subcontractor" in §406.096) - Includes all persons or entities performing all or part of the services the contractor has undertaken to perform on the project, regardless of whether that person contracted directly with the contractor and regardless of whether that person has employees. This includes, without limitation, independent contractors, subcontractors, leasing companies, motor carriers, owner-operators, employees of any such entity, or employees of any entity, which furnishes persons to provide services on the project. "Services" include, without limitation, providing, hauling or delivering equipment or materials, or providing labor, transportation, or other service related to a project. "Services" does not include activities unrelated to the project, such as food/beverage vendors, office supply deliveries, and delivery of portable toilets. B. The Contractor shall provide coverage, based on proper reporting of classification codes and payroll amounts and filing of any coverage agreements, which meets the statutory requirements of Texas Labor Code, Section 401.011(44) for all employees of the contractor providing services on the project, for the duration of the project. C. The Contractor must provide a certificate of coverage to the governmental entity prior to being awarded the contract. D. If the coverage period shown on the Contractor's current certificate of coverage ends during the duration of the project, the Contractor must, prior to the end of the coverage period, file a new certificate of coverage with the governmental entity showing that coverage has been extended. E. The Contractor shall obtain from each person providing services on a project, and provide to the governmental entity: Page 39 of 41 (1) A certificate of coverage, prior to that person beginning work on the project, so the governmental entity will have on file certificates of coverage showing coverage for all persons providing services on the project; and (2) No later than seven (7) days after receipt by the Contractor, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project. F. The Contractor shall retain all required certificates of coverage for the duration of the project and for one (1) year thereafter. G. The Contractor shall notify the governmental entity in writing by certified mail or personal delivery, within ten (10) days after the contractor knew or should have known, of any change that materially affects the provision of coverage of any person providing services on the project. H. The Contractor shall post on each project site a notice, in the text, form and manner prescribed by the Texas Workers' Compensation Commission, informing all persons providing services on the project that they are required to be covered, and stating how a person may verify coverage and report lack of coverage. I. The Contractor shall contractually require each person with whom it contracts to provide services on a project to: (1) Provide coverage, based on reporting of classification codes and payroll amounts and filing of any coverage agreements, which meets the statutory requirements of Texas Labor Code, Section 401.011(44) for all its employees providing services on the project, for the duration of the project. (2) Provide to the Contractor, prior to that person beginning work on the project a certificate of coverage showing that coverage is being provided for all employees of the person providing services on the project, for the duration of the project. (3) Provide the Contractor, prior to the end of coverage period, a new certificate of coverage showing extension of coverage, if the coverage period shown on the current certificate of coverage ends during the duration of the project. (4) Obtain from each other person with whom it contracts, and provide to the Contractor: (a) A certificate of coverage, prior to the other person beginning work on the project, and (b) a new certificate of coverage showing extension of coverage, prior to the end of the coverage period, if the coverage period shown on the current certificate of coverage ends during the duration of the project; (5) Retain all required certificates of coverage on file for the duration of the project and for one (1) year thereafter. Page 40 of 41 (6) Notify the government entity in writing by certified mail or personal delivery, within ten (10) days after the person knew or should have known, of any change that materially affects the provision of coverage of any person providing services on the project; and (7) Contractually require each person with whom it contracts, to perform as required by paragraphs (1) - (7), with the certificates of coverage to be provided to the person for whom they are providing services. J. By signing this contract or providing or causing to be provided a certificate of coverage, the Contractor is representing to the governmental entity that all employees of the contractor who will provide services on the project will be covered by workers' compensation coverage for the duration of the project, that the coverage will be based on proper reporting of classification codes and payroll amounts, and that all coverage agreements will be filed with the appropriate insurance carrier or, in the case of a self-insured, with the commission's Division of Self-Insurance Regulation. Providing false or misleading information may subject the contractor to administrative penalties, criminal penalties, civil penalties, or other civil actions. K. The Contractor's failure to comply with any of these provisions is a breach of contract by the contractor which entitles the governmental entity to declare the contract void if the Contractor does not remedy the breach within ten (10) days after receipt of notice of breach from the governmental entity. Page 41 of 41