1. RFP 17-070 Mobile Mammography Vehicle
Pre-Proposal Conference
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2. UTMB History and Facts UTMB Academic & Research History & Facts
The state’s first Academic Health Center; established in 1891
Mission: To improve health for the people of Texas and around the world
Vision: We work together to work wonders, as we define the future of health care
Values: Compassion, Integrity, Respect, Diversity, Lifelong Learning
UTMB Health System Fast Facts (FY2015)
Recorded 943,500 outpatient encounters and 30,000 hospital discharges
Delivered 6,100 new Texans
Served 61,000 Emergency Department Patients
Level I Trauma Center in Galveston, Level IV Trauma Center in Angleton-Danbury
Conducted 133,300 telemedicine encounters, including five-year telemedicine contract to provide all medical services to three National Science Foundation research stations in Antarctica

3. UTMB Today
Schools of Medicine, Nursing, Health Professions, Graduate Biomedical Sciences
$1.8B annual budget
12,400 employees statewide
3,200 students and 900 faculty
Among largest, fastest growing academic health centers in the nation
$120M in research expenditures; only National Lab in Texas
Three campuses
85-acre Galveston Campus, 90 buildings
65-acre League City Campus, two buildings and master plan
40-acre Angleton Danbury Campus, six buildings
Galveston Campus
League City Campus
Angleton Danbury Campus

4. RFP Section 1 – Notice to Respondents
General Information
Contact for RFP: Terrie Beasley, CTPM Liz Guerra, CTPM
Agreement Term (Section 1.6)
Criteria for Selection (Section 1.10)
Company Profile Technical Submission Service Support, Warranty and Preventative Maintenance Plan Added Value Cost
Historically Underutilized Businesses (Section 1.14)
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5. 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 (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
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6. 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

7. 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

8. 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, , or fax). If you send a notice to a supplier and the bounces back then your company representative must correct the 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

9. 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 or by at
Working Together to Work Wonders

10. RFP Section 2 – Proposal Requirements
General Instructions
Preparation & Submittal Instructions
Submit one (1) electronic version of entire proposal.
Submittal Checklist
Signed and Completed Execution of Offer (ref. Section 7-all)
Pricing Schedule and Addenda Checklist (ref. Section 5)
Submit Pricing Schedule Excel format only (ref. Attachment A)
Responses to Respondent’s Questionnaire (ref. Section 6)
HUB Subcontracting Plan Package, if applicable (ref. Section 1.14)
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11. RFP Section 3 – General Terms & Conditions
The General Terms and Conditions contained in UTMB’s Rider 103 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
the proposal.
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12. RFP Section 4 – Scope of Work
Introduction Overview
University of Texas Medical Branch at Galveston (UTMB) requests proposals from qualified and experienced firms for Mobile Mammography Vehicle meeting the following minimum specifications stated in section 4 of the RFP.
Scope of Work: Mobile vehicle is to be built on a chassis, motor and drivetrain combination suitable for health services locations in the UTMB clinical services areas: housing a 3D Tomography (to be delivered by supplier), with mammography suite, dressing room, exam room, intake/waiting room; and containing electrical and mechanical features to fully support a mobile mammography operation. Respondents may submit more than one proposal if alternative chassis configurations are proposed
Vehicle Required Features/Specification
Graphics
Global Position System
Delivery
Diagrams
Acceptance, Testing and Inspection
Training
Warranty
Miscellaneous Provisions
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13. RFP Section 4 – Scope of Work
Minimum Requirements
Respondent shall have the technical and design competency to meet or exceed local, state and federal motor vehicles safety standards applicable to multi-purpose passenger vehicles.
Respondent shall conform vehicles to the health and safety criteria encompassed in the American National Safety Institute (ANSI) standard No and the National Electric Code ANSI/NFPA No. 70.
Respondent has authorized service and support locally for unit and generators.
Respondent shall maintain cabinet drawings for a period of twenty (20) years from date of purchase.
Respondent shall have five (5) years of business experience as a custom mobile mammography vehicle provider to be considered for this RFP.
Respondents shall provide documentation demonstrating their capability in meeting and performing all specifications of this RFP.

14. RFP Section 4 – Scope of Work
Miscellaneous Provisions
Authorized Dealers Seller must be authorized by an agreement signed between the Seller and the Manufacturer qualified and have the authority to:
Sell “new” equipment per Contract Law.
Pass the Manufacturer's warranty through the Dealer to UTMB.
Sell the Manufacturer's extended warranty agreements.
Personnel Seller will maintain a staff of properly trained and experienced personnel to ensure satisfactory performance under this Agreement. Seller will cause all persons connected with the Seller directly in charge of the Work are duly registered and/or licensed under all applicable federal, state and local, laws, regulations, and ordinances. Seller will assign to the Project a designated representative who will be responsible for the administration and coordination of the Work. Seller will furnish efficient business administration and coordination and perform the Work in an expeditious and economical manner consistent with the interests of UTMB.

15. RFP Section 5 – Pricing Schedule
Pricing shall be submitted in excel format only
Pricing shall be submitted in excel format only, showing the pricing for all the specifications listed in 4.4 Vehicle Required Features/Specification.
Total Vehicle package Price – excluding Miscellaneous Features and Extended Warranties
Provide Descriptions for applicable specifications in the space provided
Submit description and pricing for miscellaneous Features and Extended Warranties
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16. RFP Section 6 – Respondent Questionnaire
Company Profile
Technical Submission
Service Support, Warranty, and Preventative Maintenance Plans
Added Value
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17. RFP Section 7 – Execution Of Offer
MUST BE COMPLETED, SIGNED AND RETURN IN IT’S ENTIRITY
Not doing so may result in the rejection of your proposal
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18. Questions?
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