Attachment 2_ Addendum 2_ HSP Training and Preproposal Conference.pdf

HSP Training and Preproposal Conference

Conference Planning and Coordination Services Request for Proposal No. HHS0014929

Date: November 26, 2024

Introductions

Speakers

Erin Silva, Contract Specialist, HHSC Procurement and Contracting Services

Bob McCurdy, HUB Coordinator

Communication

Topics

• Communication

• Schedule of Events

• Procurement Access

• Procurement Background

• Procurement Requirements

• Proposal Screening and Evaluation

• Reminders

• HUB Subcontracting (HSP) Training

Sole Point of Contact

All requests, questions, and other communication about the RFP must be made in writing to:

Erin Silva, BSHA, CTCD, CTCM HHSC Contract Specialist 1100 W. 49th Street, Mail Code 2020 Austin, TX 78756 Email: Erin.silva@hhs.Texas.gov

• All communication related to the RFP must be directed to the sole point of contact, Erin Silva.

• All communications between Respondents and other HHSC staff members concerning the RFP are strictly prohibited.

• Failure to comply with these requirements may result in disqualification of the Respondent’s proposal.

• Exceptions to the Sole Point of Contact (RFP Section 3.3.3):

• The only exceptions to the Sole Point of Contact is the HUB coordinator, Bob McCurdu.

• Should Respondents have questions regarding proper completion of the HUB Subcontracting Plan, (RFP Section 6.8) the HUB Coordinator may be contacted at: hhschub@hhs.texas.gov. -bob.mccurdy@hhs.texas.gov

Schedule of Events

DATE/TIMEEVENT

November 20, 2024Date of Release

November 26, 2024, at 11:00 a.m. Central Time

Pre-proposal Conference and HSP Training

(Attendance is Optional)

November 27, 2024, at 3:00 p.m. Central Time

Deadline for Submitting Questions or Requests for Clarification

December 4, 2024Tentative Date Responses to Questions or Requests for Clarification Posted on ESBD

December 6, 2024, at 3:00 p.m. Central Time

Deadline for courtesy HSP review

December 20, 2025, at 10:30 a.m. Central Time

Deadline for Submission of Solicitation Responses [NOTE: Responses must be RECEIVED by HHSC by the deadline.]

February 2025Evaluation Period

April 2025Anticipated Notice of Award

May 2025Anticipated Contract Effective Date

Procurement Access

HHSC will post all official communication regarding this RFP on the following website, including the Notice of Award:

Texas ESBD website at:

https://www.txsmartbuy.gov/esbd

HHSC reserves the right to cancel this RFP, or to make no award if it determines such action is in the best interest of the State. HHSC and DSHS may, in its discretion, reject any and all proposals or portions thereof.

Note: Google Chrome is recommended when navigating the Electronic State Business Daily (ESBD) website.

State of Texas ESBD Webpage

• The RFP and application materials are posted to the State of Texas ESBD webpages at:

https://www.txsmartbuy.gov/esbd/HHS0014929 is the responsibility of the Respondent to periodically check the ESBD website

• All addenda, modifications, and changes to the schedule of events will be posted on ESBD website

Note: Google chrome is recommended when navigating the Electronic State

Business Daily (ESBD) website.

Submitting Proposal & Supporting Documents Options for submission:

Option 1 - USBs Option 2-Online Bid Room

HHS Online Bid RoomExpress/ Overnight DeliveryU.S. Postal Service

See Exhibit K, HHS Online Bid Room

HHS Online Bid Room | Texas Health and Human Services

HHSC Procurement and Contracting Services (PCS)

Bid Room Attn: Erin Silva

1100 West 49th Street; Mail Code 2020 Building S

AusƟn, TX 78756

HHSC Procurement & Contracting Services (PCS)

Bid Room Attn: Erin Silva P.O. Box 149166

Austin, TX 78714-9166

Submissions must be received by HHSC no later than:

December 20, 2024, at 10:30 a.m. Central Time https://www.hhs.texas.gov/business/contracting-hhs/hhs-online-bid-room

Procurement Background

• The Texas Health and Human Services Commission (HHSC) is seeking a Contractor to provide an annual statewide training Conference for the Council on Sex Offender Treatment (CSOT). The Conference seeks to disseminate information, educate, and train professional organizations whose purpose is to assess, treat, and manage sex offenders and prevent sexual assault.

• Conference attendance offers the opportunity to provide and promote a network of professionals in the field of sex offender treatment and to ensure continued competence of professionals by offering Continuing Education Unit (CEU) hours for provider licenses.

• Contractor will design, plan, coordinate, and conduct Continuing Education programs for LSOTP’s and ASOTP’s through CSOT compliant Conferences in the following format:

• Frequency: Annually

• Duration: Two days

• Access: In-person or virtual

Submission Requirements Items to submit for a RESPONSIVE proposal:

1. Exhibit A: HHS Solicitation Affirmations Ensure the document is SIGNED.

2. Exhibit I: HUB Subcontracting Plan Reminder: A courtesy review of a Respondent’s HSP is available to assist Respondents in providing a complete responsive HSP and to determine whether any deficiencies exist, as per RFP Section

6.8 HUB Subcontracting Plan

3. Exhibit H: Cost Proposal This is a fillable form which must be completed.

Submission Requirements Reminders

• Read the RFP thoroughly and include all required documents.

• Deadline to Submit Questions: November 27, 2024 @ 3 p.m. Central Time

• Date Responses to Questions Posted on ESBD:

December 4, 2024.

• Deadline to Request HSP Courtesy Review: December 6, 2024, at 3:00 p.m. Central Time

• Proposals due: December 20, 2024, at 10:30 a.m.

Central Time

• Late submissions will not be considered.

Proposal Screening & Evaluation

Evaluation and Award Process

• Initial Screening of Minimum Qualifications (see RFP Section 4.2.2)

• Responses which meet the Minimum Qualifications shall be consistently evaluated and scored in accordance with the evaluation criteria per Exhibit G, Evaluation Tool (See RFP Section 4.2.5)

• BAFO, Final Written Response Score.

HSP Courtesy Review

It is highly encouraged, to submit for HSP review to HUB Coordinator, Bob McCurdy, prior to December 2, 2024, at 3:00 p.m. Central Time

It’s strongly recommended to use this resource as an incomplete or incorrect HSP can result in a non-responsive proposal.

Questions

• All questions must be submitted in writing to the

Contract Specialist at: erin.silva@hhs.texas.gov

• Refer to RFP Section 3.3.4, for the format of submitting questions

• Do not submit in PDF, do not password protect.

• Reminder: All additional questions, requests for clarification, etc., are due in writing no later than November 27, 2024, at 3:00 p.m. Central Time

Closing Comments

Respondents are responsible for meeting the RFP requirements, including any addenda.

Respondents must check the ESBD webpage frequently for any addendum that may have been added to this solicitation.

All Addenda must be signed and submitted with the original response.

Vendor questions and answers will be posted to the ESBD webpage.

Historically Underutilized Business (HUB)

HUB Subcontracting Plan (HSP) Training

06/24/21

Historically Underutilized Business (HUB)

HUB Subcontracting Plan (HSP) Training

06/24/21

Agenda

1. HSP Method Options

2. Required HSP Pages

3. Method V: Self Performing

4. GFE Attachment A

5. GFE Attachment B

6. Additional Subcontracting Information

7. Special Reminders

8. HUB Contact Information

Responses that do not include a completed HSP shall be

Rejected pursuant to:

TGC §2161.252(b) and

34 TAC 20.285

HSP Method Options

Subcontracting Method Definition

Subcontracting Method Options

Utilizing only Texas certified HUB(s).

See GFE Attachment A.I: All HUB(s)

Utilizing an approved M/P agreement. See GFE Attachment B.

II: Mentor-Protégé Relationship

Subcontracting goal met by HUB(s).

See GFE Attachment A.

III: Meeting/Exceeding HUB Goal

Subcontracting utilization goal not met. See GFE Attachment B:

Contact 3+ HUBs & 2 minority/trade organizations in writing.

IV: Solicitation Method

Contractor performs all work with own resources. No GFE Attachment.

V: Self Performing

HSP Required Pages Continued

All subcontracting method options require:

Page 1, Section 1: Respondent & Bid Information

Page 2, Section 2: Respondent's Subcontracting Intentions oYes – fill out part b., c., & d (if applicable) oNo – see next slide/Section 3

Page 3, Section 3: Self Performing Justification

Page 3, Section 4: Affirmation Signature 24

Method V: Self Performing

• The Prime contractor performs ALL work-related activities

• No Good Faith Effort (GFE) attachment is needed, when utilizing Method V

Equipment Materials Supplies

Transportation Delivery W-2 Employees

Agency may request additional information.

GFE Attachment A

2. Subcontracting Opportunity

3. Subcontractor Selection

a. Company Name

b. TX HUB: Y/N

c. TX VID or Federal EIN #

d. % & $:

*“TBD” is NOT acceptable

Method I or III:

1. Contractor Name / Solicitation #

GFE Attachment B -

Written Notices:

*Minimum 7 Working days.

*Supporting documents (email, fax, etc.).

Method II or IV:

• 3+ "Active" Certified HUBs

• 2 Trade Org./Bus. Development Centers

GFE Attachments B -

a. Company Name

b. Texas Certified HUB (Y) or (N)

c. Texas VID or Federal EIN #

d. % & $

• Note “TBD” is NOT acceptable *Please provide justification for all Non-HUB Subcontractors

Method II or IV:

1. Contractor Name / Solicitation #

2. Subcontracting Opportunity

3. Subcontractor Selection

HSPGood Faith Effort-MethodB (Attachment8) ....,.

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Page-1o"2 (Attachment 8)

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(Attachment8)

Additional Information

Subcontracting method options, I-IV require:

• HUB Vendor Profiles on CMBL/HUB Directory

i. HUB’s VID#

ii. Contact information

iii. “A” = Active status

iv. Expiration date

• Written GFE notification (Method IV only)

1. Sent emails

2. Certified Letters

3. Fax logs

*7 business days to respond 31

Special Reminders

Review HSP Checklist for guidance.

Check the Solicitation HUB Subcontracting Goal %.

Choose an HSP method & provide documentation.

The Commodity Book is the only resource for NIGP or class/item codes.

The CMBL/HUB Directory is a resource to seek out certified active Texas HUBs.

HSP Courtesy Reviews are available upon written request.

No HSP changes are allowed until after contract award.

HUB Contact Information

HHSCHUB@hhs.texas.gov

(512) 406-2570

*Active solicitation HSP questions contact designated HUB Coordinator.

HUB Coordinator Contact Information

• bob.mccurdy@hhs.texas.gov

(512) 406-2534

Attendance

Last Name

HHS0014929 Conference Planning and Coordination Services

First Name Email Address Organization

Dr. Paul paul@chabotstategies.com Chabot Strategies, LLCChabot https://attendee.gotowebinar.com/recording/1644264007801934425

Thank You