Brand Development Proposal - DOC

Document Sample
Brand Development Proposal - DOC Powered By Docstoc
					     HARRIS COUNTY
 REQUEST FOR PROPOSAL                                                JOB NO. 07/0371
                                                                Date Due: Monday, November 5, 2007
       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: Brand Development, Collateral Material and Web Site Redesign for the
 Harris County Hospital District

                                           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: Scott Wilson at 713-755-4290

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:

City, State, Zip Code:

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

Telephone No.:                         FAX No.:                     E-mail:

Do you carry Health Insurance on your employees? ___Yes ___No

If yes, what is the percentage of employees insured? _____%
Print Name:

Signature:

Revised 11/06




                                                                                                 Page 1 of 33
                                                     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
                     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/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.

                  __X___ e.          Minimum Insurance Requirements
                                     (Included in specific requirements when applicable (does not supersede ―Hold Harmless‖ section of
                                     General Requirements).

                  __X___ f.          Worker’s Compensation Insurance Coverage Rule 110.110
                                     This requirement is applicable for a building or construction contract.

                  _____    g.        Financial Statement
                                     When this information is required, you must use this form.

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

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




                                                                                                                           Page 2 of 33
                                                 GENERAL REQUIREMENTS FOR PROPOSALS

READ THIS ENTIRE DOCUMENT CAREFULLY. FOLLOW ALL INSTRUCTIONS. YOU ARE RESPONSIBLE FOR FULFILLING ALL
REQUIREMENTS AND SPECIFICATIONS. BE SURE YOU UNDERSTAND THEM.

General Requirements apply to all advertised requests for proposals; however, these may be superseded, whole or in part, by the SPECIAL
REQUIREMENTS/INSTRUCTIONS OTHER DATA CONTAINED HEREIN. Review the Table of Contents. Be sure your proposal package is
complete.

ACCESS TO RECORDS
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.

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.

ASSIGNMENT
The successful offeror may not assign, sell or otherwise transfer this contract without written permission of Harris County Commissioners Court.

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, Hospital District Board of Managers, 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.

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 Checks are not acceptable.

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.

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.

DIGITAL FORMAT
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.

DISQUALIFICATION OF OFFEROR
Upon signing this proposal document, an offeror offering to sell supplies, materials, services, or equipment to Harris County certifies that the offeror
has not violated the antitrust laws of this state codified in §15.01, et seq., Business & Commerce Code, or the federal antitrust laws, and has not
communicated directly or indirectly the offer made to any competitor or any other person engaged in such line of business. Any or all proposals may
be rejected if the County believes that collusion exists among the offerors. Proposals in which the prices are obviously unbalanced may be rejected.
If multiple proposals are submitted by an offeror and after the proposals are opened, one of the proposals is withdrawn, the result will be that all of
the proposals submitted by that offeror will be withdrawn; however, nothing herein prohibits a vendor from submitting multiple offers for different
products or services.

E-MAIL ADDRESSES CONSENT
Vendor affirmatively consents to the disclosure of its e-mail addresses that are provided to Harris County, the Harris County Flood Control District,
the Harris County Hospital District including its HMO, the Harris County Appraisal District, or any agency of Harris County. This consent is
intended to comply with the requirements of the Texas Public Information Act, Tex. Gov‘t Code Ann. §522.137, as amended, and shall survive
termination of this agreement. This consent shall apply to e-mail addresses provided by Vendor, its employees, officers, and agents acting on
Vendor‘s behalf and shall apply to any e-mail address provided in any form for any reason whether related to this bid/proposal or otherwise.

Revised 05/07



                                                                                                                                        Page 3 of 33
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 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.

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.

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.

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.

GRANT FUNDING
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.

HIPAA COMPLIANCE
Offeror agrees to comply with the Standards for Privacy of Individually Identifiable Health Information of the Health Insurance Portability and
Accountability Act of 1996, PL 104-191, 45 CFR Parts 160-164, as amended, and the Texas Medical Records Privacy Act, Texas Health and Safety
Code Chapter 181, as amended, collectively referred to as "HIPAA", to the extent that the Offeror uses, discloses or has access to protected health
information as defined by HIPAA. Offeror may be required to enter a Business Associate Agreement pursuant to HIPAA.

HOLD HARMLESS AGREEMENT
Contractor, the successful offeror, shall indemnify and hold Harris County harmless from all claims for personal injury, death and/or property damage
resulting directly or indirectly from contractor's performance. Contractor shall procure and maintain, with respect to the subject matter of this proposal,
appropriate insurance coverage including, as a minimum, public liability and property damage with adequate limits to cover contractor's liability as may
arise directly or indirectly from work performed under terms of this proposal. Certification of such coverage must be provided to the County upon request.

INSPECTIONS & TESTING
Harris County reserves the right to inspect any item(s) or service location for compliance with specifications and requirements and needs of the using
department. If an offeror cannot furnish a sample of a bid item, where applicable, for review, or fails to satisfactorily show an ability to perform, the
County can reject the bid as inadequate.

INVOICES AND PAYMENTS
Offerors shall submit an original invoice on each purchase order or purchase release after each delivery, indicating the purchase order number.
Invoices must be itemized. Any invoice which cannot be verified by the contract price and/or is otherwise incorrect will be returned to the offeror for
correction. Under term contracts, when multiple deliveries and/or services are required, the offeror may invoice following each delivery and the
County will pay on invoice. Contracts providing for a monthly charge will be billed and paid on a monthly basis only. Prior to any and all payments
made for goods and/or services provided under this contract, the offeror should provide his Taxpayer Identification Number or social security
number as applicable. This information must be on file with the Harris County Auditor‘s office. Failure to provide this information may result in a
delay in payment and/or back-up withholding as required by the Internal Revenue Service.

MAINTENANCE
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 05/07




                                                                                                                                          Page 4 of 33
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.

NEW MILLENIUM COMPLIANCE
All products and/or services furnished as part of this contract must be compliant for the present year and forward. This applies to all computers
including hardware and software as well as all other commodities with date sensitive embedded chips.

POTENTIAL CONFLICTS OF INTEREST
An outside consultant or contractor is prohibited from submitting a proposal for services on a Harris County project of which the consultant or
contractor was a designer or other previous contributor, or was an affiliate, subsidiary, joint venturer or was in any other manner associated by
ownership to any party that was a designer or other previous contributor. If such a consultant or contractor submits a prohibited proposal, that
proposal shall be disqualified on the basis of conflict of interest, no matter when the conflict is discovered by Harris County.

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.

PROPOSAL COMPLETION
Fill out and return to Purchasing, ONE (1) complete proposal form in an appropriately sized envelope or box. PACKAGE MUST SHOW THE JOB
NUMBER, DESCRIPTION AND BE MARKED “SEALED PROPOSAL.” An authorized company representative should sign the Proposal Cover
Sheet. Completion of these forms is intended to verify that the offeror has submitted the proposal, is familiar with its contents and has submitted the
material in accordance with all requirements.

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 2:00 P.M. LOCAL TIME IN HOUSTON, TEXAS on the date specified. Late proposals will not be accepted.

PURCHASE ORDER AND DELIVERY
The successful offeror shall not deliver products or provide services without a Harris County Purchase Order, signed by an authorized agent of the Harris
County Purchasing Agent. The fastest, most reasonable delivery time shall be indicated by the offeror in the proper place on the proposal document. Any
special information concerning delivery should also be included, on a separate sheet, if necessary. All items shall be shipped F.O.B. INSIDE
DELIVERY unless otherwise stated in the specifications. This shall be understood to include bringing merchandise to the appropriate room or place
designated by the using department. Every tender or delivery of goods must fully comply with all provisions of these requirements and the specifications
including time, delivery and quality. Nonconformance shall constitute a breach which must be rectified prior to expiration of the time for performance.
Failure to rectify within the performance period will be considered cause to reject future deliveries and cancellation of the contract by Harris County
without prejudice to other remedies provided by law. Where delivery times are critical, Harris County reserves the right to award accordingly.

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.

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 hereby declared that such remaining portions would have been
included in these requirements and the specifications as though the invalid portion had been omitted.

SILENCE OF SPECIFICATIONS
The apparent silence of specifications as to any detail, or the apparent omission from it of a detailed description concerning any point, shall be regarded as
meaning that only the best commercial practice is to prevail and that only material and workmanship of the finest quality are to be used. All
interpretations of specifications shall be made on the basis of this statement. The items furnished under this contract shall be new, unused of the latest
product in production to commercial trade and shall be of the highest quality as to materials used and workmanship. Manufacturer furnishing these items
shall be experienced in design and construction of such items and shall be an established supplier of the item proposed.


Revised 05/07




                                                                                                                                         Page 5 of 33
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.

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.

TERM CONTRACTS
If the contract is intended to cover a specific time period, the term will be given in the specifications under SCOPE.

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.

Termination for Health and Safety Violations
Harris County has the option to terminate this contract immediately without prior notice if offeror fails to perform any of its obligations in this contract if
the failure (a) created a potential threat to health or safety or (b) violated a law, ordinance, or regulation designed to protect health or safety.

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.

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 consult the using department for instructions. The place of delivery shall be shown under the "Special
Requirements/Instructions" section of this proposal and/or on the Purchase Order as a "Deliver To:" address.

WAIVER OF SUBROGATION
Offeror and offeror's insurance carrier waive any and all rights whatsoever with regard to subrogation against Harris County as an indirect party to any suit
arising out of personal or property damages resulting from offeror's performance under this agreement.

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.



                                                               VENDORS OWING TAXES
Pursuant to TX Local Government Code 262.0276, the Hospital District Board of Managers has adopted a policy which requires that vendors‘ taxes
be current as of the date bids/proposals are due. Bidders/proposers with delinquent county 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—www.hctax.net. 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. This policy is effective for all bids due on or after July 1, 2004.




Revised 05/07




                                                                                                                                          Page 6 of 33
                                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: Brand Development, Collateral Material and Web Site Redesign for the
 Harris County Hospital District

1.0 SPECIAL REQUIREMENTS - Vendor Instructions
Proposals shall be formatted as follows:
All proposals must be typed on standard 8 1/2 x 11 paper, indexed and placed in a binder or folder. One original,
clearly marked “original”, and eight (8) copies, clearly marked “copy”, must be submitted. 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 1:     Table of Contents
Section 2:     Bid Cover Sheet (completed) and Residency Certificate (completed)
Section 3:     Pricing
Section 4:     References
Section 5:     Any standard agreement(s) and/or contract(s) associated with your response with all applicable
               exhibits included
Section 6:     A detailed implementation plan configured, to the best of your ability, based on the information
               contained in this RFP. The implementation plan should include the General Approach.

Proposers should include ONE (1) ORIGINAL (CLEARLY MARKED “ORIGINAL”) and Eight (8)
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 that corresponds to this RFP.

The proposal response may be incorporated into any contract that 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.

                                                                                                       Page 7 of 33
All correspondence relating to this RFP, from advertisement to award shall be sent to the Harris County
Purchasing Department. All presentations and/or meetings between Harris County Hospital District and
the vendor relating to this RFP shall be coordinated by the Harris County Purchasing Department.

2.0 ADDITIONAL TERMS AND CONDITIONS
Includes additional stipulations and provisions for responding to this RFP.

Additional requirements

Residence Certificate
Each proposer must complete the attached Residence Certificate and include it with their proposal.

Scope of Service
Each proposer should include a detailed explanation of their intention and ability to satisfy the requirements as
detailed in this Request for Proposal. Explain your organization's experience and diversity of resources which
qualify it for consideration for review.

Contact Information
Each proposer must include the identity (ies) and telephone number(s) of a representative(s) that can be reached for
purpose of clarifying, verifying, and/or negotiating the contents of the submitted proposal, as well as supplying
additional information, as requested.

3.0 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 that 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 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.



4.0 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

                                                                                                       Page 8 of 33
references to make judgments directly affecting the award of this proposal and taking into consideration the
following which is listed in order of relative importance:

o           Cost
o           Proposed services
o           Proposer‘s Qualifications
o           Compliance with instructions and specifications
o           Demonstrated ability to provide the required services
o           Ability to comply with Harris County Hospital District‘s invoicing and documentation policies
o           Demonstrated ability to respond to Harris County Hospital District and Harris County needs on a
            timely basis
o           Experience with other clients of similar size and structure to the Hospital District and/or other
            governmental entities References

Demonstrations, Product Evaluations and Reference Checks
As a result of the preliminary evaluation, Vendors will be selected to demonstrate their proposed solution to
Harris County. This will be accomplished by presentations and product demonstrations conducted at Harris
County, in addition to visits by Harris County to representative client sites of the Vendor where the proposed
solution can be demonstrated in a production environment.

Harris County will use references to make judgments directly affecting the selection. Time to complete the
work will be a consideration in the evaluation.

AWARD
No award can be made until approved by Harris County Hospital District‘s Board of Managers. This RFP in no
manner obligates Harris County or any of its agencies to the eventual purchase of any service described, implied or
which may be proposed. Progress toward this end is solely at the discretion of Harris County and may be
terminated at any time prior to execution of an agreement.

Submission of a proposal implies the vendor's acceptance of the evaluation criteria and vendor recognition that
subjective judgments must be made by the evaluating committee.

Proposals, Vendor presentations and product evaluations will develop into negotiating sessions with the
Vendors as selected by the Evaluation Committee.

Pricing will not be the only factor analyzed. The final decision will be based on the best and lowest priced site and
services suited for the department.

Award of the contract shall be made to the Vendor(s) whose proposal is the best evaluated offer resulting from
negotiations, taking into consideration compliance with instructions, scoring of responses and on-site
demonstrations, and total overall costs of the solution. In addition to the criteria for selection outlined in the
Evaluation paragraph of the General Requirements section of this document, Harris County will also estimate
the internal operating costs of the proposed solution and add this amount to the vendor‘s proposal amount for a
―total overall‖ cost of the proposed solution. Harris County may use references to make judgments directly
affecting the award of this proposal. 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.

Submission of a proposal implies the vendor's acceptance of the evaluation criteria and vendor recognition that
subjective judgments must be made by the evaluating committee.


                                                                                                      Page 9 of 33
Proposals, Vendor presentations and product evaluations will develop into negotiating sessions with the
Vendors as selected by the Evaluation Committee.

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 judgments must be made by the evaluating committee.

LEGAL DOCUMENTS

Vendor must submit any agreements for services, etc. which may be required by their organization to enter into
a contract with Harris County. These agreements must be completed, executed by vendor‘s authorized
representative and submitted with the returned proposal, and are subject to review and amendment by the Harris
County Attorney‘s Office and to approval by Board of Managers.

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 judgments must be made by the evaluating committee.

Response Formatting Instructions

The purpose of this section is to define the format for Vendor‘s response. The instructions should be strictly
followed so that proposals may be evaluated fairly and misinterpretations of Vendors‘ responses may be
minimized.

Hard-copy responses to this Request for Proposal shall be formatted as follows:
    All proposals must be typed, single spaced, and printed single sided on 8 1/2" by 11" paper.
      One original, clearly marked ―ORIGINAL‖, and Eight (8) copies, clearly marked ―COPY‖, must be
       submitted.
      The original and each copy of the response should be submitted in separate three-ring, loose-leaf binders
       with identification of the Vendor, the Job Number, and the RFP Title on the front cover and binder
       siding.
      The complete proposal response package should be sealed in an envelope or box for delivery to the
       Office of the Harris County Purchasing Agent per instructions in the Proposal Returns paragraph of the
       General Requirements section.
      All documents included in the proposal and the outside of the package must be labeled with the
       Vendor‘s name and the job number found on the Cover Sheet to this RFP.
      Each section of the Vendor's response should start on a new page. A ‗tab page‘ marked with the section
       number and title should separate each section.
      Each page should be marked with the section title in the top heading.
      Each page should be marked with the Vendor‘s company name and page number in the bottom footer.
      Standard promotional material is acceptable; however, it should only be included in an appendix section.
                                                                                                   Page 10 of 33
TERMS & CONDITIONS

By responding to the RFP the Vendor agrees to the following:

   The response will be a firm offer that cannot be withdrawn for 180 calendar days following the final date for
    the proposal submission.
   This RFP does not commit Harris County Hospital District to award a contract, to pay any costs incurred in
    preparation of a response to this RFP, or to procure or contract for services or supplies. 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 Hospital District makes no guarantee that any product or service will be purchased as a result
    of this request for proposal, and reserves the right, in its sole discretion, to accept or reject any or all
    proposals received as a result of this RFP, or to cancel in part or in its entirety this RFP if it is in the best
    interest of Harris County to do so.
   Acceptance of the Vendor's response to the RFP in no way obligates Harris County Hospital District to
    proceed with any acquisition from the Vendor, and that no such obligation shall arise unless and until
    negotiations are completed and a definitive agreement is signed by both parties.
   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.
   No additional compensation will be allowed to the Vendor for any error or omission on Vendor's part, or for
    Vendor's failure to fully understand the intent of this RFP. The only compensation provided to the Vendor
    awarded a contract will be the Vendor's final negotiated price, based on the specifications contained in this
    RFP, and any add-ons, or optional items for which Vendor has been given written authorization by Harris
    County Hospital District to include.
   The award of the contract, if any, will be based upon evaluation criteria developed by Harris County and the
    manner which each proposal meets the evaluation criteria shall be determined solely by Harris County, in its
    sole discretion. Submission of a proposal implies the Vendor's acceptance of the evaluation criteria and
    Vendor‘s recognition that subjective judgments must be made by the Evaluating Committee.
   All proposals and their accompanying documents will become the property of Harris County. This RFP and its
    responses may be included in the final contract, in whole or in part, at Harris County Hospital District's sole
    option and discretion, and will be a binding obligation on the part of the Vendor.
   All proposals submitted by Vendors will be kept confidential until a contract is awarded.
   All awarded vendors will be required to execute an agreement mutually agreeable between the parties which
    will include the acceptance of all policies, procedures, rules, regulations, etc. associated with Harris County
    Hospital District including, but not limited to, its Drug Testing Policy.
   Bids will not include an outsourcing component.
   Vendors will price hardware products that are required for this implementation individually in their
    proposal. Harris County Hospital District reserves the right to purchase these products through the Vendor,
    through its own hardware vendors, or a combination of both.
   Vendors will price all software products that are being proposed in their response to this RFP individually.
    Harris County Hospital District reserves the right to purchase all, some, or none of these products as a result
    of this RFP. Furthermore, HCHD reserves the right to purchase these products separately if it is deemed to
    be in the best interest of the District.
   Vendors will price Implementation (Professional) Services separate from hardware and software and detail
    the positions required, the number of hours that they are required, and the bill rate. HCHD reserves the right
    to accept the Vendors bid for Implementation Services or acquire the services from another source.

                                                                                                     Page 11 of 33
   Response to this Request for Proposal by the Vendors will imply the Vendor‘s agreement and acceptance of
    the Terms and Conditions of this Request for Proposal.
   Harris County reserves the right to review the resumes of Professional Services resources, for acceptance or
    rejection, prior to them starting on the engagement.
   HCHD reserves the right to request different implementation resources should the District determine that the
    resources provided are not proficient.

CONTRACT GUIDELINES

The scope of this guideline is to provide potential vendors with items for consideration in the preparation of
Information Technology related Bids with respect to contracting terms and conditions. HCHD will require in
the contract: necessary management tools in the form of authorities and responsibilities, change management,
invoking penalties and remedies, problem detection and resolutions and acceptance and validation of
deliverables. Complete the contract guideline response sheet (attached). Guidelines that are not acceptable are
to have alternative language noted on the contract guideline response sheet.

This guide is not intended to provide a complete format but identifies specific issues which shall be made part
of a contract award.

HCHD reserves the right to (a) enter into an agreement for all or any portion of the requirements and
specifications set forth in this RFP with one or more Respondent, (b) reject any and all bids and re-solicit bids,
or (c) reject any and all bids and temporarily or permanently abandon this selection process, if deemed to be in
the best interests of HCHD. (d) HCHD reserves the right not to enter into or execute a contract with the vendor
that the selection committee has determined the ―vendor of choice‖.

The agreement is subject to all present and future valid laws, orders, rules and regulations of the United States
of America, the State of Texas, and any other regulatory body having jurisdiction. The agreement and or any
portion of the requirements and specifications set forth in this RFP shall be construed and governed according to
the laws of the State of Texas. The sole venue for any dispute arising hereunder shall be in the court of
appropriate jurisdiction in Harris County, Texas, exclusively. The parties understand and agree that no dispute
may be submitted to binding arbitration. If provided in the agreement by the parties, a dispute between the
parties may be submitted to non-binding mediation. Further, HCHD does not agree to waive its right to a jury
trial.

Vendor will warrant that neither Vendor nor any of its personnel providing services under this Agreement is
excluded from participation in any federal health-care program, including Medicare and Medicaid. Vendor
further agrees that it will assure that none of the services provided under this Agreement will be provided by any
person who is or becomes excluded from any federal health-care program.

There is no specific contract format that provides a fill-in-the-blanks type contract format applicable to every
technology contract. Specifically a draft of the relationship for areas of scope of service and payment will need
to be specifically outlined in the contract.

Software, hardware, implementation services, and maintenance shall be priced separately and purchased with
the ability to be unbundled. For example: HCHD reserves the right to terminate the implementation function
and maintain possession of the software and hardware with no penalties or additional cost incurred upon
HCHD.

During the Contract term, if substantially the same or a smaller quantity of a Product is sold by the Contractor
outside of this Contract vehicle upon the same or similar terms and conditions as that of this Contract at a lower
price, the price under this Contract, at the discretion of HCHD, shall be immediately reduced to the lower price.
                                                                                                  Page 12 of 33
Notwithstanding the form of shipment, risk of loss shall not pass from the Contractor to the Authorized User
until the Products have been received, inspected and accepted by the receiving entity (unless an agreement is so
stated as a deliverable in the contract). Acceptance shall occur within the acceptance period specified or such
other period of time mutually agreed to by Authorized User and Contractor. Mere acknowledgment by
Authorized User personnel of the delivery or receipt of goods (e.g. signed bill of lading) shall not be deemed or
construed as acceptance of the Products. Any delivery of Product which is substandard or does not comply with
the Contract terms, may be rejected or accepted on an adjusted price basis, as determined by the HCHD.

Licensee shall have the option of electing the Product technical support and maintenance (―maintenance‖) set
forth in the Contract by giving written notice to Contractor any time during the Centralized Contract term.
Maintenance term(s) and any renewal(s) thereof are independent of the expiration of the centralized Contract
term and will not automatically renew.

Maintenance shall include, at a minimum, (1) the provision of error corrections, updates, revisions, fixes,
upgrade and new releases to Licensee, and (2) Help Desk assistance with locally accessible ―800‖ or toll free,
local telephone service, or alternatively on-line Help Desk accessibility. Contractor shall maintain the Products
so as to provide Licensee with the ability to utilize the Products in accordance with the Product documentation
without significant functional downtime to its ongoing business operations during the maintenance term.

Authorized User shall not be required to purchase maintenance for use of Product, and may discontinue
maintenance at the end of any current maintenance term upon notice to Contractor. In the event that Authorized
User does not initially acquire or discontinues maintenance of licensed Product, it may, at any time thereafter,
reinstate maintenance for Product without any additional penalties or other charges, by paying Contractor the
amount which would have been due under the Contract for the period of time that such maintenance had lapsed,
or for twelve months, whichever is less.

HCHD will not accept software products in Alpha or Beta versions.




HCHD and vendor responsibilities:
Roles and responsibilities of all parties of the contract should be clearly defined. Ensure that all aspects of the
contract performance and delivery requirements are specifically identified and assigned to the proper parties.

Examples:
 Identify the vendor's project manager.
 Vendor shall develop a complete systems design document.
 Vendor shall provide analysts/programmers to perform specific functions.
 Vendor shall manage and control all subcontractors or activities.
 Vendor shall provide system support as outlined in the agreement.
 Identify the entity's project manager.
 What are the support requirements of the entity personnel?

                                                                                                   Page 13 of 33
   Entity shall provide test data and provide acceptance testing as outlined in the agreement.
   Who shall provide training?

Compliance with HCHD standards:
HCHD contracts shall include a clause requiring all products and services provided by the contract vendor
comply with HCHD Information Technology standards.

Deliverables and delivery dates:
The product(s) of the contract must be clearly identified as the contract deliverables and/or milestones and
should include the dates such products are to be delivered or completed. The deliverables provide the means
and tools to determine the stages of the contract and contract status.

Examples of deliverables:
 A work plan outlining the tasks and resources required of the vendor and HCHD.
 System design document.
 System documentation
 Hardware requirements with delivery dates and installation responsibilities.
 Software development and delivery.
 Training manual and training sessions.
 Successful conversion of software and data.
 Monthly contract status reports.

Acceptance testing:
This section of the contract shall explain the testing and acceptance procedures. A criterion establishing the
process of accepting products or services and identifying the process to be used in the testing of the products and
services is necessary to ensure that HCHD is receiving what it is paying for. Identifying the specific procedures
to be followed in the testing mode ensures uniform compliance with the intent and purpose of the contract.
Performance metrics of the hardware and software will be provided by the vendor and become a part of the
contract.

Products of the contract:
All work product, equipment, or materials created under the contract shall be considered the property of HCHD.
Upon completion of the contract all such product, equipment or material should be turned over to HCHD. The
production of the contract product may require the contractor to use a copyrighted product. In such cases
complete assignment of the product to HCHD may be negotiated. All contracts shall be reviewed by the Harris
County Attorney‘s office to determine and verify legal ownership of the contract product.

Terms and Termination:
Contract shall be for a specifically stated term. It must have a start date and completion date.

HCHD funds may not be committed beyond the current fiscal budget. A contract may contain an option
allowing the entity to extend the contract for another one year term should funding be available. If funding is
not available the contract shall contain a clause allowing cancellation of the contract without penalty. The
contract must also allow for termination, without penalty, should HCHD have changes to its charter that would
prohibit the entity from completing the contract. Also if contractor licensing or certification is not obtained or
renewed as required under federal or state law, the contract should allow for termination without penalty.
HCHD reserves the right to accelerate payments for any or all software to include the final payment for the
software and at the same time discontinue implementation services with no penalties or future payments for the
implementation services.


                                                                                                   Page 14 of 33
No Hardstop / Passive License Monitoring
Unless HCHD is otherwise specifically advised to the contrary in writing at the time order and prior to purchase,
Contractor hereby warrants and represents that the Product and all Upgrades do not and will not contain any
computer code that would disable the Product or Upgrades or impair in any way its operation based on the
elapsing of a period of time, exceeding an authorized number of copies, advancement to a particular date or
other numeral, or other similar self-destruct mechanisms (sometimes referred to as ―time bombs‖, ―time locks‖,
or ―drop dead‖ devices) or that would permit Contractor to access the Product to cause such disablement or
impairment (sometimes referred to as a ―trap door‖ device). Contractor agrees that in the event of a breach or
alleged breach of this provision that HCHD shall not have an adequate remedy at law, including monetary
damages, and that HCHD shall consequently be entitled to seek a temporary restraining order, injunction, or
other form of equitable relief against the continuance of such breach, in addition to any and all remedies to
which HCHD shall be entitled.

Audit of Licensed Product Usage
 Contractor shall have the right to periodically audit, no more than annually, at Contractor‘s expense, use of
licensed Product at any site where a copy of the Product resides provided that: i) Contractor gives Licensee(s) at
least thirty (30) days advance written notice, ii) such audit is conducted during such party‘s normal business
hours, iii) the audit is conducted by an independent auditor chosen on mutual agreement of the parties.
Contractor shall recommend a minimum of three (3) auditing/accounting firms from which the Licensee will
select one (1). In no case shall the Business Software Alliance (BSA), Software Publishers Association (SPA)
or Federation Against Software Theft (FAST) be used directly or indirectly to conduct audits, or recommended
by Contractor; iv) Contractor and Licensee are each entitled to designate a representative who shall be entitled
to participate, and who shall mutually agree on audit format, and simultaneously review all information obtained
by the audit. Such representatives also shall be entitled to copies of all reports, data or information obtained
from the audit; and v) if the audit shows that such party is not in compliance, License shall be required to
purchase additional licenses or capacities necessary to bring it into compliance and shall pay for the unlicensed
capacity at the government discount Net Price in effect at time of audit, or if none, then at the Contractor‘s U.S.
Commercial list price. Once such additional licenses or capacities are purchased, Licensee shall be deemed to
have been in compliance retroactively, and Licensee shall have no further liability of any kind for the
unauthorized use of the software.



Changes to Product or Service Offerings
 a.     Product or Service Discontinuance Where Contractor is the Product Manufacturer/Developer, and
Contractor publicly announces to all U.S. customers (―date of notice‖) that a Product is being withdrawn from
the U.S. market or that maintenance service or technical support provided by Contractor (―withdrawn support‖)
is no longer going to be offered, Contractor shall be required to:

 (1) Notify HCHD, each Licensee and each Authorized User then under contract for maintenance or technical
support in writing of the intended discontinuance; and

(2) Continue to offer support upon the Contract terms previously offered for the greater of: a) the best terms
offered by Contractor to any other customer,
 or b) provided that the Authorized User is under contract for maintenance on the date of notice,

If less than five (5) years since the date of acceptance / usability, at Authorized User‘s option either (i) Vendor
will provide remainder of support for total period of ten (10) years from date of acceptance / usability or (ii)
Vendor will migrate / convert Authorized User to new product at no cost, including but not limited to
implementation services, to the Authorized User;


                                                                                                   Page 15 of 33
If greater than five (5) years since the date of acceptance / usability, Vendor will provide remainder of support
for total period of ten (10) years from date of acceptance / usability, and

(3) Vendor will provide Authorized User with the source code for Licensed Product at no additional charge to
enable Authorized User to continue use and maintenance of the Product.

In the event that the Contractor is not the Product Manufacturer, Contractor shall be required to: (1) provide the
notice required under (1), above, to the entities described within five (5) business days of Contractor receiving
notice from the Product Manufacturer, and (2) include in such notice the period of time from the date of notice
that the Product Manufacturer will continue to provide Product or withdrawn support.

The provisions of this paragraph (a) shall not apply or eliminate Contractor‘s obligations where withdrawn
support is being provided by an independent subcontractor. In the event that such subcontractor ceases to
provide service, Contractor shall be responsible for subcontracting such service, subject to HCHD approval, to
an alternate subcontractor.

b.      Product or Service Re-Bundling* in the event that Contractor is the Product manufacturer and publicly
announces to all U.S. customers (―date of notice‖) that a Product or maintenance or technical support offering
is being re-bundled in a different manner from the structure or licensing model of the prior U.S. commercial
offering, Contractor shall be required to: (1) notify HCHD and each Authorized User in writing of the intended
change; (2) continue to provide Product or withdrawn support upon the same terms and conditions as previously
offered on the then-current Contract for the greater of: a) the best terms offered by Contractor to any other
customer, or b) not less than twelve (12) months from the date of notice; and (3) shall submit the proposed re-
bundling change HCHD for approval prior to its becoming effective for the remainder of the Contract term.
*The provisions of this section do not apply if the Contractor is not the Product manufacturer.

Payment and payment conditions:
Payments should be strictly contingent on the receipt of specific contract deliverables. A contract consisting of
several payments should include a payment schedule identifying the specific deliverables and the documentation
required when requesting payment. To minimize questions regarding payment, it is also suggested to include a
statement regarding the processing time of such payment requests.

Advance Payment - There are times when contract payments may be made prior to the receipt of goods or
services. This is not a good business practice and is strongly discouraged. When such payment arrangements
are necessary, adequate safeguards still need to be included in the contract. In all cases, prior to signing such
contracts, HCHD's legal counsel should review them. When including advance payment clauses, it is extremely
important such payment provisions be reviewed thoroughly to ensure all legal requirements regarding such
payment conditions are included and to ensure such provision are allowable.

The total contract cost should be identified in the contract, and in the event of an hourly payment clause, the
agreed-upon hourly rates shall be listed.

Any claim for additional costs/services may be allowed only if approved as provided under the contract
modification and amendment clause.

If HCHD, in its good faith judgment, determines that the portion of the compensation then remaining unpaid
will not be sufficient to complete the goods or services in accordance with this Contract, no additional payments
will be due Contractor hereunder unless and until Contractor, at its sole cost, performs a sufficient portion of the
goods and services so that such portion of the compensation then remaining unpaid is determined by the HCHD
to be sufficient to so complete the goods and services.


                                                                                                    Page 16 of 33
HCHD will ―holdback‖ twenty (20) percent to be retained from scheduled implementation services and held in
escrow until identified expectations for final approval of a deliverable is met. The other eighty (80) percent will
be paid based on milestones achieved and signed off on.

The vendor will be required to send an itemized invoice within ninety (90) days before support is up for
renewal. In addition notification will be by certified mail or recognized overnight carrier before maintenance
and support can be cancelled due to non payment, with another 30 days to pay after receipt.

Reinstatement fees will be based on the negotiated fees and not the then current price.

HCHD has the right to remove partial licenses from support with a corresponding reduction in support cost with
no penalties for reinstatement. HCHD includes the right to re-license the software if re-licensing costs are less
than the reinstatement fees.

Project Management:
The vendor's project manager as well as HCHD‘s project manager shall be identified. Project management
responsibilities should be clearly outlined in the contract. Project management will comply with the HCHD
PMO standards such as content and timeliness of status meetings and reports and required planning as outlined
in the statement of work (SOW). The PMO standards are contained in a separate document attached to this RFP
package and are subject to change.

Contract changes/amendments:
Contract shall include a clause regarding the process for submitting and approving contract
changes/amendments. This section shall identify to whom such changes/amendments are to be submitted, the
procedure for submitting the changes/amendments, and the approval process.

Software Licenses:
Software to be provided by the Vendor be it proprietary or public, shall be identified in the contract or included
as an attachment to the contract. The contract shall also clearly state the scope of HCHD‘s right to use the
software.

The contract vendor should also verify its status as a licensee of its supplier(s) of software and products
furnished under the contract and that they are authorized to grant licenses or sublicenses for the use of such
products.

The software vendor will provide current list prices for the software licensed at least on an annual basis.

HCHD will have at no additional cost the right to change to a different location, hardware platform, software
platform at no additional cost.

If the cost of the license fee is based on the size of the hardware platform, the license agreement will include
how to calculate any upgrade fee that will be due if the size of the hardware is increased.

Source Code Escrow for Licensed
The Vendor will place the Source Code in a third party escrow arrangement with a designated escrow agent who
shall be named and identified to HCHD, and who shall be directed to release the deposited Source Code in
accordance with a standard escrow agreement acceptable to HCHD. Source Code, as well as any corrections or
enhancements to such source code, shall be updated for each new release of the Product in the same manner as
provided above and such updating of escrow shall be certified to HCHD in writing. Contractor shall identify the
escrow agent upon commencement of the Contract term and shall certify annually that the escrow remains in
effect in compliance with the terms of this paragraph.
                                                                                                    Page 17 of 33
HCHD may release the Source Code to Licensees under this Contract who have licensed Product or obtained
services, who may use such copy of the Source Code to maintain the Product.

Maintenance/Support and warranty period:
The contract should clearly state the manner of maintenance/support to be provided by the vendor. The contract
should identify the individual(s) to be contacted for service or repair of hardware and/or products and the agreed
upon acceptable response time. It should also identify the level of maintenance/support to be provided, and the
billing structure for the services.

Maintenance increases shall not exceed the PPI yearly. Software vendor will not increase support cost higher
than as ―standard‖ increase in any year.

The contract shall include a list of the software vendor‘s standard service level agreements (SLA‘s). They will
include call back time, response to time fix, methods of contact and escalation if a problem is not resolved.

If the software vendor offers multiple levels of support it will be included in the entitlements to each level in the
contract with the right to move to another level at least on a yearly basis. Included in the contract will be the
methods to calculate costs to move to another support level.

The notification process for the resolution of errors, deficiencies or defects, including the method of notification
to the vendor, acceptable response time and entity recourse if the vendor action does not correct the problem or
it is not acceptable, must be described in the contract. (Ex: Notification of application errors shall be submitted
in writing to the contract vendor project manager. The contract vendor will respond within ten (10) days with
the recommended correction, at which time the contract vendor and the entity will review the suggested change
for approval.)

The contract vendor should warrant that all equipment, software and computer systems installed meet the
contract specifications. Should such product(s) not perform as warranted, the contract should specify the
vendor responsibility and entity recourse. All expressed or implied warranties should be clearly stated in the
contract. Depending on the nature of the contracted product, the period for which the product is to be warranted
against defect must be stated in the contract or in an attachment.

Vendor will provide method for adding additional people for personnel who can call for support.

The vendor will support four (4) back versions that the software vendor produces. Notification of a new version
will be made to HCHD six (6) months in advanced of the new release.

Extended support for older version of the software will not exceed three (3) percent annually. Support
entitlements are part of the agreement and are not ―policies‖.

Documentation requirements:
 The contract should describe the responsibilities of the contracting parties regarding the development of user
   manuals, technical services support manual for HCHD staff as well as other system or product
   documentation.
 What manuals are necessary and how detailed must they be?
 Who is responsible for the preparation of the documentation or manual?
 When must they be completed?
 In what format will they be delivered? (hardcopy or electronic, Word or WordPerfect)
 The contract vendor should provide all hardware systems documentation providing information as to the
   nature and specification of all hardware required by the contract.
                                                                                                     Page 18 of 33
Disaster Recovery
HCHD may allow the software to be licensed at its disaster recovery site at no additional cost to process at that
site in the event the primary location is shut down.

Training requirement:
All training needs should be described in the contract: the nature and extent of training, the location of training,
the training timeframe and the cost of training to be provided by the contract vendor or subcontractor.

Contractor to hold HCHD harmless:
HCHD and its employees are to be held harmless on claims due to contractor negligence and can be addressed
by the inclusion of an indemnification/hold harmless clause.

An indemnification provision in a contract defines who pays when there is a claim for damages arising out of
the work performed under the contract. An indemnity clause is to be included in all contracts by which the
contractor agrees to indemnify, defend and hold harmless HCHD, its officials and employees from and against
any and all claims, suits, actions, proceedings, judgments, losses, damages, injuries, penalties and liabilities of,
by or with respect to third parties.

Vendor will be required to show proof of insurance coverage thus ensuring the contractor is capable of paying
such claims.

Liquidation costs/contract completion penalty:
The effects of a failure to deliver the contracted product(s) or service(s) shall be evaluated and identified.
Should this failure to deliver on time affect the entity's capacity to perform its business function, a liquidated
damage clause shall be included. This clause will establish the method for computing the reimbursement to an
entity for costs incurred due to the failed delivery of the contracted product(s) or service(s).

Contracts in excess of $500,000 shall contain a penalty clause should the contract not be completed by the
contract completion date. Such penalty shall be relative to the contract value and significance of the contract to
the entity business function needs.

Signatures:
A contract is not considered fully executed until signed by the authorized representatives. It must be signed and
dated by authorized representatives of the contracting parties. The title or position of each of the signing parties
should be listed below the signature line. If an oversight/controlling committee or board controls the entity, the
contract approval process should be reviewed to verify the appropriate approval authority. HCHD standards
require that the vendor sign the contract prior to HCHD signature.

No work should be performed or a payment made until the contract is fully executed.




                                                                                                    Page 19 of 33
                                               SPECIFICATIONS

 PROPOSAL FOR: Brand Development, Collateral Material and Web Site Redesign for the
 Harris County Hospital District


SCOPE

Harris County is seeking proposals from qualified vendors to provide a solution to assist the Harris County
Hospital District Department of Corporate Communications in Brand Development, Collateral Material and
Redesign of its Existing Website (www.hchdonline.com). The purpose of this Request for Proposals is to select
a vendor that can provide the professional assistance in giving the Harris County Hospital District‘s (HCHD)
Collateral and Web Site a unified look and feel. This will allow the Harris County Hospital District (HCHD) to
effectively communicate to the general public, patients, officials and business leaders to raise the profile and
understanding of the Hospital District‘s services and capabilities.

Questions concerning this proposal process should be directed to Scott Wilson at 713-755-4290 while questions
concerning data contained within the RFP and clarification or expansion of such, must be addressed by E-mail
(E-mail: scott.wilson@pur.hctx.net).

The timeframe for selection and implementation is very crucial; therefore, selected vendors, based on their initial
responses, may be required to present/demonstrate their proposed product(s) following the opening of the
responses.

It is anticipated that an award will be made to more than one vendor in the event that no single vendor
meets all specifications and requirements.

Vendors are encouraged to include any information they feel will be helpful in evaluating their proposals,
but only information submitted in the RFP will be considered.

The last date that questions will be entertained for this RFP is Tuesday, October 23, 2007 at 2:00 P.M. Any
and all questions associated with content, clarification, or additional RFP information will be returned to all
vendors of record by Tuesday, October 30, 2007.

Harris County retains the option to rebid at any time if in its best interest and is not automatically bound to
renewal or rebid.

GENERAL SPECIFICATIONS

The hospital district is looking for a candidate with capabilities in the following areas:
    Brand development
    Graphic design
    Print/collateral material
    Web site redesign




                                                                                                   Page 20 of 33
Brand development
   The candidate will develop a brand that will convey the hospital district‘s message to the public. The
   candidate must be able to help develop a brand that will effectively position the hospital district as a
   leader in its field.

Graphic design
   The candidate will be responsible for designing print and collateral material for the hospital district. The
   candidate must be able to develop creative designs that effectively communicate the hospital district‘s
   brand and message.

Print/Collateral Material
   The candidate will be responsible for working with hospital district staff to produce collateral materials
   (brochures) and updating any existing educational materials regarding the hospital district. The collateral
   material will be used to educate the public about key hospital district issues and programs.

Web Redesign
  The hospital district‘s Web site (www.hchdonline.com) is outdated in appearance, structure and in the
  presentation of content. An opportunity exists to redesign the site to better reflect the mission of the
  hospital district.

   The candidate will redesign the existing site to a professional, informative Web site that is visually
   appealing, easy to navigate, maintain and leave visitors with a positive impression of the hospital
   district.

   The Web site design must meet the following criteria:
    The site will be hosted on the hospital district‘s server and will use Microsoft SharePoint 2007
      technology
    The site must allow the communications staff to easily update content and modify site design/pages
      after the initial launch – once the site has been completed and approved, it will be maintained by the
      hospital district using content management system to be selected by corporate communications,
      information technology, and a SharePoint expert
    Visually appealing and consistent design throughout
    Easy navigation – have identified eight menu options, 58 pages
    Search capabilities
    Allow employees/physicians access to web tools through employee page or portal (e-mail,
      PeopleSoft, EPIC)
    Dark site component – a crisis emergency page
    Pod casting ability – allow visitors to download audio and video clips
    Searchable phone book
    Allow visitors to subscribe for newsletter/news information e-mails
    Potential to add more pages, menu options in the future
    Have rotating images on the home page that link to a particular page
    Must be printer-friendly
    Able to schedule items to publish to site with start and stop dates for publication
    Media log in for requests – interviews, materials etc.


Candidate will:
    Partner with internal staff on successful web strategies and execution of web related architecture


                                                                                               Page 21 of 33
          Act as a sounding board and expert with outside knowledge to bring in new ideas and expertise to
           staff
          Provide ongoing support for web graphics, with 48 to 72 hour turnaround time
          Assign a project manager who will be available to present information and coordinate with hospital
           district staff to present design and development solutions
          Provide different concepts for the Web site
          Produce designs for district intranet portal based on final theme selected for Internet site
          Develop a training plan for Corporate Communications and Information Technology for the
           maintenance of the site
          Document all work to the specifications of the district

   Technology specifications for Web site:
      1. The company should have five + years of web development experience in a Microsoft environment.
      2. The company should have experience developing graphics and web sites using industry standard
          tools. Examples of these tools include Adobe CreativeSuite 3 (any addition), Photoshop, or
          Macromedia products.
      3. The company should have experience working with Microsoft Office 2007 and Microsoft Office
          SharePoint Portal Server (versions 2007 & 2003). Specifically, automating the workflow of web
          publishing with these tools.
      4. Ability to publish content to intranet / internet sites via SharePoint Designer or web based
          management tools
      5. The company must have experience converting IIS-hosted websites to SharePoint. The response
          should include the size of the sites converted, average traffic statistics, depth and breadth of
          structure, and file types hosted. The size of the user base converted to SharePoint should also be
          addressed.
      6. The final HCHD Internet site must be tested and verified on all major web browsers. In addition, the
          solution must conform to any applicable W3C standards for any delivered code.
      7. The company must have experience with developing solutions using SharePoint Portal 2007 in an
          extranet environment, including the design and configuration of the architecture necessary to support
          the solution.
      8. Experience working with SharePoint themes, CSS and master pages. Uses these technologies to
          create visually appealing and functional websites.
      9. Must have strong knowledge of HTML, Flash and other graphics and animation tools
      10. Knowledge of languages like, ASP, ASP.NET, and C#
      11. Previous experience designing enterprise portals for large corporations

       Upon completion of the Web site, the hospital district will assume full responsibility for web site
       content and maintenance, except for reference of web graphic support mentioned above. All
       content and graphics will become the sole property of the hospital district.

The candidate will be available for future projects as needed.


Installation and Training
The vendor will provide estimates for the cost of installation any/all hardware and software as part of this
solution. Estimates must include all of the vendor‘s time as well time required of HCHD‘s resources to
complete this implementation. HCHD is also seeking this vendor to provide training in the operations and use
of the hardware and software proposed. Please provide estimates on off-site / student cost as well as on-site cost
/ student or per class include maximum class size.
        a. Deliver and install the hardware and software, including documentation.
        b. Demonstrate the specified operational capability.
                                                                                                  Page 22 of 33
Maintenance and Support
The vendor shall provide one year warranty and service/support on all provided hardware and software and offer
extended warranty for up to 4 additional years of operation, service and support for the system and components.
Maintenance shall include factory repair of all vendor supplied hardware.

BACKGROUND INFORMATION & STATISTICS

The Harris County Hospital District (HCHD) is the nation‘s fourth largest public metropolitan health system. In
2006, HCHD accommodated more than 1.2 million emergency and outpatient visits and delivered more than
11,300 babies to area residents. During the past five years, our hospital district facilities encountered more than
5.5 million total patient/physician visits.

Providing academic connections
HCHD provides academic teaching facilities for the faculty and residents of Baylor College of Medicine and
The University of Texas Medical School at Houston. These academic affiliations mean our patients have access
to the latest breakthroughs in medical technology and specialized treatment techniques.

World-class, acute-care facilities
HCHD‘s two major hospitals, Ben Taub General Hospital and Lyndon B. Johnson General Hospital, are
recognized for their world-class medical staffs and high level of acute specialty care.

       Ben Taub General Hospital, a 588-bed facility, is home to one of the nation‘s top trauma centers. In
       2006, Ben Taub‘s Trauma Center handled more than 89,000 emergency center visits. Ben Taub had
       more than 26,000 adult and pediatric admissions and more than 206,000 out-patient clinic visits.

       Lyndon Baines Johnson (LBJ) General Hospital is a 286-bed facility with state-of-the-art equipment
       and a reputation for excellence in gynecology, obstetrics, neonatal intensive care and other areas. LBJ‘s
       level III trauma center is Harris County‘s only emergency care facility in the northeastern quadrant. In
       2006, LBJ handled more than 64,000 emergency center visits, provided services during 109,000
       outpatient clinic visits and had more than 16,500 inpatient admissions.

HCHD in the community
HCHD‘s Community Health Program (CHP) is one of the nation‘s first public healthcare efforts directed toward
community primary care. In 2006, CHP had more than 560,000 patient visits to its network of 12 community
health centers, eight school-based clinics and dental center. While touching many people, our primary-care
network accounts for only 11 percent of the district‘s annual operating budget. HCHD‘s health centers are
located throughout the county to alleviate transportation issues for our patients.

Serving Harris County’s special needs populations
HCHD has two facilities dedicated to delivering high quality medical care to its special needs populations.

       Quentin Mease Community Hospital is HCHD‘s 49-bed geriatric, inpatient physical rehabilitation,
       and skilled nursing care facility. Patients suffering spinal cord injuries, traumatic falls or violence-
       related injuries work to regain mobility and life skills through our innovative programs at Quentin
       Mease.

       Thomas Street Health Center opened its doors in 1989 as the nation‘s first freestanding HIV/AIDS
       treatment facility. About 60 percent of all county‘s AIDS patients are treated here. In addition to a full-


                                                                                                   Page 23 of 33
range of medical services, Thomas Street Health Center provides patients with easy access to a variety of
counseling, housing and job placement assistance services.




                                                                                         Page 24 of 33
                                              PRICING/DELIVERY INFORMATION

                                                       PRODUCT PRICING SHEET

                                                (Return in Section 3 of your Response)

                             Product Name                                   License Cost            Maintenance Cost (5 year total)




                                                               Hardware
                     Production (Highly Available)                                         Non-Production
              Item                                   Cost                         Item                           Cost




                                                            3rd Party Software
                                Name                                          License                 Maintenance (5 year total)




                                            Implementation / Professional Services
                               Position                                          Hours                           Rate




Notes:
1.   Hardware costs should detail costs and include items for a Production environment and a non-Production environment. Please
     note that the hardware for the Production environment should be ―highly available‖ and this should be reflected in the costs.
2.   Maintenance costs included in the Software column should be a total for a 5 year time period.
3.   If Hardware or 3rd Party Software is common to another product that has already been documented on another page, please
     reference that on this page.
4.   If more space is required to complete this section, add more rows to the table.




                                                                                                                            Page 25 of 33
CONTRACT GUIDELINE RESPONSE SHEET

                                                               Not
                Guideline                   Acceptable      Acceptable                             Alternative Language
Introduction
HCHD and Vendor Responsibilities
Compliance with HCHD standards
Deliverables and delivery date
Acceptance testing
Products of the contract
Terms and Termination
No Hardstop/Passive License
Monitoring
Audit of Licensed Product Usage
Changes to Product or Service Offerings
 Products or Service Discontinuance
 Product or Service Re-Bundling
 Payment and payment conditions
 Project Management
 Contract changes/amendments
 Software License
 Source Code Escrow for Licensed
 Maintenance/Support and warranty
 Period
 Documentation requirements
 Disaster Recovery
 Training requirement
 Contractor to Hold HCHD harmless
 Liquidation costs/contract completion
 penalty
 Signatures
Please indicate with a check in the appropriate column next to the guideline if this guideline can be met. If not please indicate alternative language.



                                                                                                                                           Page 26 of 33
                                                                                                               Attachment a
                                                                                                             Job No. 07/0371


                                 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.

Revised 11/06




                                                                                                              Page 27 of 33
                                                                                                          Attachment e.


                                        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 28 of 33
                                                                                                                                Attachment f
                   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:

        (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.

BF10/9.95/1 of 2




                                                                                                                              Page 29 of 33
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.

        (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.



BF10/9.95/2 of 2




                                                                                                                              Page 30 of 33
                                  REFERENCES
                                                                        Attachment h
Reference #1
Organization Name:_______________________________________________________________
Contact Name/Telephone No.: ______________________________________________________
Address:________________________________________________________________________
_______________________________________________________________________________
Services provided:________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________

Reference #2
Organization Name:_______________________________________________________________
Contact Name/Telephone No.: ______________________________________________________
Address:________________________________________________________________________
_______________________________________________________________________________
Services provided:________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________

Reference #3
Organization Name:_______________________________________________________________
Contact Name/Telephone No.: ______________________________________________________
Address:________________________________________________________________________
_______________________________________________________________________________
Services provided:________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________

Reference #4
Organization Name:_______________________________________________________________
Contact Name/Telephone No.: ______________________________________________________
Address:________________________________________________________________________
_______________________________________________________________________________
Services provided:________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________

Reference #5
Organization Name:_______________________________________________________________
Contact Name/Telephone No.: ______________________________________________________
Address:________________________________________________________________________
_______________________________________________________________________________
Services provided:________________________________________________________________
_______________________________________________________________________________




                                                                                 Page 31 of 33
                                                                                                 Attachment i
                                                                                                  Page 1 of 2

                        CERTIFICATION OF ELIGIBILITY TO PARTICIPATE
                            IN FEDERAL HEALTH CARE PROGRAMS
                                          (Vendors)

        The Harris County Hospital District (HCHD) entered into an agreement with the Office of
Inspector General, the Certification of Compliance Agreement (CCA), to ensure that HCHD complies
with all Federal Health Care Program regulations. The CCA requires that HCHD vendors must be
eligible to participate in Federal Health Care Programs.

        Harris County Hospital District (―HCHD‖) screens all vendors upon engagement, and, at least,
annually thereafter against the General Services Administration‘s List of Parties Excluded from Federal
Programs and the HHS/OIG List of Excluded Individuals/Entities (―LEIE/EPLS‖) to ensure that they are
not an ―Ineligible Person‖ as defined below. All vendors are required to disclose whether they or any of
their owners, officers, directors, employees, or principals (collectively, ―Principals‖) are, or become, an
Ineligible Person.

An ―Ineligible Person‖ is an individual or entity who:

       (i)        Is currently excluded, debarred, suspended, or otherwise ineligible to participate in the
                  Federal health care programs or in Federal procurement or nonprocurement programs.
                  This includes Persons who are on the LEIE/EPLS or the Medicaid Sanction List; or
       (ii)       Has been convicted of a criminal offense related to the provision of healthcare items or
                  services (within the rules and regulations of 42 U.S.C. § 1320a-7(a)), but has not yet
                  been excluded, debarred, suspended, or otherwise declared ineligible.

        I hereby certify that neither the vendor listed below itself nor any of its Principals is an Ineligible
Person and that the vendor will report immediately to the HCHD‘s Vice President of Corporate
Compliance if either the vendor or any of its Principals becomes an Ineligible Person at any time in the
future while the vendor is associated with HCHD. I understand that if the vendor is now or subsequently
becomes an Ineligible Person, HCHD will remove the vendor from responsibility for, or involvement
with, HCHD‘s business operations. I further understand that if the vendor fails to immediately terminate
any of its Principals who become an Ineligible Person, HCHD will remove the vendor from
responsibility for, or involvement with, HCHD‘s business operations.

        If the vendor listed below provides patient care items or services or performs billing, coding, or
claims submission functions on behalf of HCHD, I also certify that the vendor‘s Principals attend at least
one hour of annual compliance training that addresses compliance codes of conduct and the operation of
a compliance program, and, to the extent the vendor‘s Principals provide patient care items or services,
or perform billing, coding, or claims submission functions on behalf of HCHD, attend additional hours
of training that addresses: (a) the Federal health care program requirements regarding the accurate
coding and submission of claims; (b) policies, procedures, and other requirements applicable to the
documentation of medical records; (c) the personal obligation of each individual involved in the claims
submission process to ensure that such claims are accurate; (d) applicable reimbursement statutes,
regulations, and program requirements and directives; (e) the legal



                                                                                              Page 32 of 33
                                                                                             Attachment i
                                                                                              Page 2 of 2

sanctions for violations of Federal health care program requirements; (f) examples of proper and
improper claims submission practices; and (g) proper procedures for processing Medicare secondary
payer claims. If training is required as per this paragraph, the vendor maintains written or electronic
records that identify the type of annual training provided, the date(s) of the training, and the attendees.
Persons providing the training must be knowledgeable about the subject matter. The vendor reviews the
training content on an annual basis and, as appropriate, updates the training to reflect changes in Federal
health care program requirements.

        I certify that the vendor understands that its Principals are expected to disclose or report to
HCHD‘s Vice President of Corporate Compliance or other appropriate individual designated by HCHD
any suspected violation of any state or Federal health care program requirements or of HCHD‘s own
Policies and Procedures. HCHD‘s Disclosure Program emphasizes a no retribution, no retaliation policy
and includes a reporting mechanisms for anonymous communications for which appropriate
confidentiality is maintained. The address for the Post Office Box is:

               Compliance Department
               HCHD
               P.O. Box 300033
               Houston, Texas 77230-0033

HCHD has also arranged for a hotline service with an outside agency. The applicable number is:

               Hotline Phone Number: 1-800-500-0333



Vendor Name

Address

_________________________             ____________________          __________________
City                                  State                         Zip Code


Signature

Print Name

_______________________________________              ______________________________
Title                                                Phone Number

______________________________                               ______________________
Email Address                                                Date



                                                                                           Page 33 of 33

				
DOCUMENT INFO
Description: Brand Development Proposal document sample