RFP 19-117 Alarm Services

1. RFP 19-117Alarm Services Pre-Submittal Conference Purchasing

2. Background UTMB • The state’s first Academic Health Center medical school established in 1891 • 123 years • 25,000 degrees • Medicine • Nursing • biomedical sciences • allied health sciences • Goals to Expand Academic & Healthcare Footprint • New facilities include Angleton Danbury, Jennie Sealy Hospital, League City Campus and Clear Lake Campus Purchasing

3. RFP Section 1 – Notice to Respondents • General Information • Contact for RFP • Procurement: Katie Murray, Sr. Acquisition Specialist (P) 409-266-1367, (E) ksmurray@utmb.edu • Supplier Diversity Programs: Karen Gross, Manager Supplier Diversity/HUB Program, (P) 409.266.1094 or (E) klgross@utmb.edu • Agreement Term (Section 1.6) – Three (3) year fixed, two (2) optional one-year extensions • Criteria for Selection (Section 1.10) • Historically Underutilized Businesses (Section 1.14) Purchasing

4. Historically Underutilized Businesses (HUBs) Subcontracting Requirements • In accordance with Texas Government Code 2161, each state agency, including UTMB, is required to make a good faith effort to assist HUBs in competing for, and receiving, contracts awarded by the agency. • UTMB has reviewed this solicitation in accordance with Chapter 1, Texas Administrative Code, Section 20.285 (a) and has determined that subcontracting opportunities are probable under this solicitation. • HUB Plan gives you four (4) options for submittals – Consult the checklist included with the HUB Plan Working Together to Work Wonders

5. Historically Underutilized Businesses (HUBs) Subcontracting Requirements • Do not return all the Methods (pick one type of plan) • Only use UTMB’s HUB Plan document –agency information in the box and dated 02/17 • Prime contractors prepare HUB Plan – not subcontractors • If your company is certified as a State of Texas HUB firm and your company is bidding as a prime contractor you must complete a HUB subcontracting Plan. There are no exceptions; it is a state requirement. • The individual preparing and/or signing the HSP document in Section 4 (if it’s not the same person) is responsible for the requirements of completing a compliant HUB Subcontracting Plan. Working Together to Work Wonders

6. HUB Subcontracting Plans (HSP) • HUB Subcontracting Plan (HSP) • Non-submittal will be grounds for disqualification • Include all required documentation requested by UTMB. Note: (UTMB reserves the right to ask for clarification on all the documents submitted. In addition, UTMB may request supplemental documents to clarify those documents) Working Together to Work Wonders

7. HUB Subcontracting Plans (HSP) • Method B – (specific posting requirements) HUB Subcontracting Plan posting requirements for Method B (Section B-3) • Allow sufficient time for posting subcontracting opportunities. • Must allow seven (7) business days for response. Normal business day of a state agency, not including weekends, federal or state holidays, or days the agency is declared closed by its executive officer. • Initial day the opportunity notice is sent/provided to the Texas HUBS and to Texas trade organization/development centers is considered to be “day zero” and does not count as one of the seven (7) working days. • Written notification to trade organizations/development centers located in Texas only; The notice provided to the Texas trade organizations or development centers is required so that those organizations can post the prime contractors’ notice of subcontracting opportunities to their members. One is not asking those organizations to bid on the opportunities • Provide supporting documentation with the HSP submittal (i.e., certified letter, e-mail, or fax). If you send a notice to a supplier and the e-mail bounces back then your company representative must correct the e-mail address and resend the notice. This constitutes a good faith effort that your company made an effort to reach the subcontractor • You may not have the subcontractors bid due to your company at the same time the bid is due to UTMB. Working Together to Work Wonders

8. HUB Subcontracting Plans (HSP) • Selection of Subcontractor when using Method B • Respondents cannot select a subcontractor unless they correctly complete the State of Texas HUB Subcontracting Plan process for soliciting for HUBs. • As a point of clarification; if the respondent has a formal State of Texas Mentor Protégé Agreement signed with the a subcontractor (See Section B-2 HUB Subcontracting Plan) the state signed document constitutes a good faith effort to subcontract with a Texas certified HUB towards that specific portion of work. • Example: If the state mentor-protégé agreement is for the Respondent to mentor the HUB subcontractor on cement services then that is the only scope of work for which that agreement is valid. The respondent would have to have multiple mentor protégé agreements for other scopes of work. (A copy of the State of Texas Mentor-Protégé Agreement signed by the state Comptrollers office and the sponsoring state agency must accompany the HUB Plan submittal.) • Note: As a courtesy, the HUB Coordinator will review the HUB Plan to be submitted with the bid 72 hours prior to bid submittal; the review is done on a first come first serve basis and as time permits. • HSP Questions • For assistance with the State of Texas HUB Subcontracting Plan requirements contact Karen Gross, Manger of Supplier Diversity Programs/HUB Coordinator at 409.266.1094 or by e-mail at klgross@utmb.edu. Working Together to Work Wonders

9. Key Events Schedule Key Events Schedule (Section 1.15, pg 7) • Publish Request for Proposal: Wednesday, March 20, 2019 • Pre-Proposal Conference: Thursday, March 28, 2019 at 10:00 am CST (ref. Section 1.3) • Deadline for Questions/Concerns Friday, March 29, 2019 at 10:00 am CST (ref. Section 1.4) • Proposal Submittal Deadline: Friday, April 12, 2019 at 3:00 pm CST (ref. Section 1.2) • Vendor Presentations* (if needed): Thursday, May 16, 2019 • Vendor Negotiations: Friday, May 17, 2019 • Estimated Award Date: May/June 2019 Purchasing

10. RFP Section 2 – Proposal Requirements • General Instructions • Preparation & Submittal Instructions • Financial Schedule • Terms & Conditions • Submittal Checklist Purchasing

11. RFP Section 3 – General Terms & Conditions • The General Terms and Conditions contained within the RFP Document shall be made a part of and govern any Purchase Order, unilateral or bilateral Agreement, if any, resulting from this Request for Proposal. • Respondents may offer alternate provisions to the Terms & Conditions: • Must refer to the specific article or section concerned. • General exceptions are not acceptable. • Terms & Conditions determined to be unacceptable may result in disqualification of proposal. Purchasing

12. RFP Section 4 – Scope of Work / Service Requirements • Scope of Work (Pg 14 ) • University of Texas Medical Branch at Galveston (UTMB) requests proposals from qualified and experienced firms for Security Alarm services and automated refrigerator monitoring services

13. RFP Section 5 – Price and Delivery • Price Schedule • Payment Terms • Addenda Checklist Purchasing

14. RFP Section 6 – Respondent Questionnaire • Company Profile • General Requirements • Service Support and Warranty • Quality Assurance • Pricing • Competitive Advantage • Added Value Purchasing

15. RFP Section 7 – Execution of Offer • MUST BE SIGNED & COMPLETED • Not doing so will result in the rejection of your proposal Purchasing

16. Required Submittals Required Submittals • Signed and Completed originals of the HUB Subcontracting Plan Package (ref. Section 1.14) • Signed and Completed Pricing and Delivery Schedule (ref. Section 5) • Signed and Completed Addenda Checklist (ref. Section 5.4) • Responses to Respondent's Questionnaire (in TCM/Jaggaer) • Signed and Completed Execution of Offer (ref. Section 6) • Signed and Complete W-9 Form • Copy of Respondent’s insurance certificate in accordance with limits stated in Rider 103 (or alternate Sample Agreement)

17. UTMB Contacts • Procurement • Katie Murray, Sr. Acquisition Specialist • (P) 409-266-1367, (E) ksmurray@utmb.edu Supplier Diversity Programs Karen Gross, Manager Supplier Diversity/HUB Program (P) 409.266.1094, (E) klgross@utmb.edu Working Together to Work Wonders

18. Questions? Purchasing