Canyon Lake Clinic Safety Modifications

Hill Country Community MHMR Center, a unit of local government under Texas Health and Safety Code Chapter 534, hereafter referred to as the "Center" is seeking qualified contractors to perform target facility modifications at its Canyon Lake Clinic, a vital access point for mental health services in rural Comal County. The clinic operates within a space originally designed for a different use and now requires thoughtful upgrades to better support behavioral health operations and safety. This project focuses on improving interior layout, controlled access, and operational safeguards to protect staff and persons served while allowing critical services to continue without disruption. The Center is looking for experienced, detail-oriented vendors who understand working in active services environments and can deliver high-quality, safety-driven solutions.

Project Details

• Reference ID: INTAKE-FY26-000072
• Department: Mental Health
• Department Head: Anthony Winn (Senior Director of Mental Health)

Important Dates

• Questions Due: 2026-03-23T20:05:01.463Z

Addenda

• Addendum #1 (released 2026-03-31T18:02:27.933Z) —

  ADDENDUM NO. 1 Invitation for Bid (IFB) Revision to Bid Due Date and Time.

  Hill Country Community MHMR Center issues this Addendum No. 1 to revise the bid submission deadline stated in the Invitation for Bid.

  Original Deadline Stated in IFB:  April 7, 2026 at 12:00 am

  Revised Deadline:  April 7, 2026 at 12:00 pm

  This addendum is issued to correct the bid due time. All other terms, conditions, and requirements of the Invitation for Bid remain unchanged.

  Please acknowledge receipt of this addendum.

  Hill Country Community MHMR Center - Procurement & Contract Dept.

Evaluation Criteria

• Compliance with Laws —

  All goods and services provided must comply with applicable federal, state, and local laws, including the Texas Health and Safety Code, Texas Local Government Code, Texas Administrative Code, Texas Grant Management Standards, and, where applicable, federal Uniform Guidance (2 CFR Part 200).

• Project Location —

  Canyon Lake MHDD Clinic

  Located within the Canyon Lake Presbyterian Church

  230 Shepherd Hill Drive

  Canyon Lake, Texas

  Clinical Hours 7:30am - 6:00pm

   

  The project site is located at the Canyon Lake Mental Health Clinic housed within the Canyon Lake Presbyterian Church facility. The clinic is an active mental health service site.

• Project Objective —

  This project is intended to support the continuation of critical mental health services in rural Comal County while implementing reasonable and necessary facility modifications to:

  • Improve staff and client safety.
  • Establish appropriate access control and circulation.
  • Align the space with mental health clinic operational needs.
  • Reduce the likelihood of safety incidents and emergency interventions.

  The proposed modifications are not cosmetic in nature; they are safety driven and operational necessary to ensure the clinic can function appropriately within its current location.

• Right to Reject —

  The Center reserves the right to reject any or all bids, waive informalities, and award in the best interest of the Center.

• Scope of Work —

  The scope of work includes, but is not limited to:

  • Interior modifications to improve controlled access and staff separation.
  • Adjustments to floor plan elements that currently permit unauthorized movement.
  • Installation or modification of safeguards appropriate for a behavioral health setting.
  • All labor, materials, equipment, and coordination necessary to complete the work.

  Detailed scope requirements are provided in Exhibits A, B, C, and D which are incorporated by reference and made part of this solicitation. Vendors must thoroughly review and respond to all questions in Section 7 – Vendor Questionnaire, as this section is an integral part of the evaluation process.

  Bidders are responsible for assessing existing site conditions and ensuring that all proposed work complies with applicable codes, safety standards, and local requirements.

  The Center reserves the right to request a detailed cost breakdown if not provided at time of bid.

• Best Value Determination —

  Award will be made based on the criteria for “best value” under Texas Local Government Code and Texas Grant Management Standards, which may include price, quality, delivery, vendor reputation, and compliance with specifications.

• Submission Deadline —

  Late submissions will not be considered. Vendors are responsible for ensuring timely delivery of their bids.

• Site Conditions —
  • The clinic will remain operational during construction.
  • Contractors must coordinate work to minimize disruption and maintain safety.
  • Bidders are responsible for familiarizing themselves with site conditions prior to submitting a bid.
• Bid Form and Attachment —

  Bids must be submitted on the required Bid Form and include all requested attachments (e.g., insurance certificates, HUB documentation, Conflict of Interest Questionnaire, certifications).

• On-Site Walkthrough Optional —

  An optional on-site walkthrough of the Canyon Lake mental Health Clinic is available for interested bidders.

  • Walkthroughs must be scheduled in advance through the Clinic Director: Jim Strakos (830) 327-1004 / jstrakos@hillcountry.org 
  • Walkthroughs are optional and not mandatory for bid submission.
  • Attendance at a walkthrough is not a condition of responsiveness and will not impact bid evaluation. 

  Bidders who do not attend a walkthrough remain fully responsible for reviewing all solicitation documents, exhibits, photos, and requirements and for including all costs necessary to perform the work as described.

  No additional information provided during an on-site walkthrough shall be binding unless issued by written addendum through Solicitation portal.

• Pricing —

  Prices must be firm for at least thirty (30) days from the submission deadline. Prices must be all-inclusive, covering delivery, freight, and any other costs.

• Delivery —

  Vendor shall deliver goods or complete services within the timeframe stated in their bid, to the specified delivery location, unless otherwise agreed in writing.

• Payment —

  Payment will be made after delivery and acceptance of goods or services and receipt of a proper invoice. The Center follows the Texas Prompt Payment Act.

• Warranty —

  Vendor warrants that all goods/services provided are new (unless otherwise specified), free from defects, and conform to all specifications.

• Insurance (if applicable) —

  Vendor must maintain insurance coverage as required by the Center and provide proof upon request.

• Independent Contractor Status —

  Vendor is an independent contractor and not an employee or agent of the Center.

• Conflict of Interest —

  Vendor must disclose any potential conflicts of interest in accordance with Texas Local Government Code Chapter 176.

• Termination of Cause or Convenience —

  The Center may terminate this purchase for cause if the vendor fails to meet specifications, deadlines, or terms, or for convenience with written notice.

• Debarment and Suspension —

  Vendor certifies they are not debarred, suspended, or otherwise excluded from participation in federal or state procurement programs.

• Records Retention and Audit —

  Vendor must retain all records related to this purchase for a minimum of seven (7) years or as required by TxGMS and provide access to such records for audit purposes.

Submission Requirements

• Representative's Contact Information (required) —

  Provide contact information (name, phone, e-mail) for a representative that can address questions on this bid response.

• Copy of Contractor's licensing and qualifications (required) —

  1 PDF Format

• Conflict of Interest Questionnaire Submittal (required) —

  Please download the below documents, complete, and upload.

• Contractor Bid Proposal —

  Optional Pricing Template #5

• Optional Pricing Template —

  Please download the below documents, complete, and upload.

• I certify that the uploaded pricing proposal includes all costs required to comply with this IFB and its Exhibits A, B, and C and does not exclude required scope. (required)
• I acknowledge that I have read, understand, and agree to comply with all terms, conditions, and requirements of this Invitation for Bid, including Exhibits A, B, and C, and any addenda issued through Solicitation portal. (required)
• I acknowledge that on-site walkthroughs are optional and that I am responsible for reviewing all IFB documents and exhibits regardless of walkthrough attendance. (required)
• Is your project for Goods or Services? (required)
• Pricing (required) —
  • Choose Option 1 when you have set line items, for example:
    • This is a quote for goods or commodities.
    • This is a public works bid, with a pricing table that can be uploaded into OpenGov Procurement from an Excel spreadsheet.
    • Seeking services for hourly rate schedules.
  • Choose Option 2 when you need vendors to provide you with the line items.
• Will an Evaluation Committee be reviewing results? (required)
• Options for Scope of Work (required)

Questions & Answers