ESBD_354649_1715265312921_HHS0014128 - Pre-Proposal Conference and HSP Training Slide Deck.pdf

Pre-Proposal Conference and HSP Training

Request for Offers for Provider Finance Reporting System (PFRS) Request for Offers No. HHS0014128

Version 1.20 Revision Date 10/10/2023

Introductions

Speakers

• Andrick Reese, Contract Administration Manager

HHSC Procurement and Contracting Services

• Cheryl Bradley, HUB Coordinator

Topics

• Communication

• Schedule of Events

• Procurement Access

• Procurement Requirements

• Proposal Screening and Evaluation

• Reminders

• HUB Subcontracting (HSP) Training

Communication

Sole Point of Contact

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

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

• All communication related to the RFO must be directed to the sole point of contact, Andrick Reese.

• All communications between Respondents and other HHS staff members concerning the RFO 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 (RFO Section 3.3.3):

The only exceptions to the Sole Point of Contact is the HUB coordinator, Cheryl Bradley.

Should Respondents have questions regarding proper completion of the HUB Subcontracting Plan, (RFO Section 6.8) the HUB Coordinator may be contacted at Cheryl.Bradley@hhs.Texas.gov.

Schedule of Events Event Date/Time

RFO Release Date Friday, May 3, 2024

Deadline for Submitting Questions Thursday, May 9, 2024, at 4 PM Central

Time

HSP Courtesy Review Due Date Tuesday, May 21, 2024, at 4 PM Central

Time Tentative Date to Post Answers to Questions on ESBD Thursday, May 16, 2024

Deadline for Submission of Responses May 31, 2024, at 10:30 AM Central Time

Evaluation Period June 2024

Anticipated Notice of Award August 2024

Anticipated Contract Start Date September2024

Procurement Access

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

Texas ESBD website at http://www.txsmartbuy.com/esbd

HHSC reserves the right to cancel this RFO, or to make no award if it determines such action is in the best interest of the State. HHSC 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.

http://www.txsmartbuy.com/esbd

Procurement Access State of Texas ESBD Webpage

• The RFO and official materials are posted to the State of Texas ESBD webpages at https://www.txsmartbuy.com/esbd/HHS0014128.

• It 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.

https://www.txsmartbuy.com/esbd/HHS0014128

Submission Requirements Submission Options

Option 1 - USBs Option 2-Online Bid Room

U.S. Postal Service Express/ Overnight Delivery HHS Online Bid Room

HHSC Procurement & Contracting Services (PCS)

Bid Room Attn: Andrick Reese

P.O. Box 149166 Austin, TX 78714-9166

HHSC Procurement and Contracting Services (PCS)

Bid Room Attn: Andrick Reese

1100 West 49th Street;

Mail Code 2020

Building S Austin, TX 78756

See Exhibit L, HHS Online Bid Room https://hhs.texas.gov/doin g-business-hhs/contracting-hhs/hhs-online-bid-room https://hhs.texas.gov/doing-business-hhs/contracting-hhs/hhs-online-bid-room https://hhs.texas.gov/doing-business-hhs/contracting-hhs/hhs-online-bid-room https://hhs.texas.gov/doing-business-hhs/contracting-hhs/hhs-online-bid-room

Items to submit for a RESPONSIVE response:

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

2. Exhibit G: 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 RFO Section 6.9 HUB Subcontracting Plan

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

Submissions must be received by HHSC no later than:

Friday, May 31, 2024, at 10:30 AM CT

Proposal Screening & Evaluation

Evaluation and Award Process

• Initial Screening of Minimum Qualifications (see RFO Section 4.2.3)

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

Reminders

• Read the RFO thoroughly and include all required documents.

• Deadline to Submit Questions: May 9, 2024, @ 4:00 p.m. CT

• Date Responses to Questions Posted on ESBD: May 16, 2024

• Deadline to Request HSP Courtesy Review: May 21, 2024

• Proposals due: May 31, 2024, at 10:30 a.m. CT

• Late submissions will not be considered.

Vendor Questions

• All questions must be submitted in writing to the Contract Administration Manager at: Andrick.Reese@hhs.Texas.gov

• Refer to RFO 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 May 9, 2024, by 4:00 p.m.

Central Standard Time.

Closing Comments

• Respondents are responsible for meeting the RFO 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.

HUB Subcontracting Plan Training

Historically Underutilized Business (HUB)

HUB Subcontracting Plan (HSP) Training

06/24/21

Agenda

1. HSP Method Options

2. Required HSP Pages

3. Method V: Section 3

4. GFE Attachment A

5. GFE Attachment B

6. Additional 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

https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=20&rl=285

HSP Method Options

Subcontracting Method Options

Subcontracting Method Definition

I: All HUB(s) Utilizing only Texas certified HUB(s).

See GFE Attachment A.

II: Mentor-Protégé Relationship Utilizing an approved M/P agreement. See GFE Attachment B.

III: Meeting/Exceeding HUB Goal

Subcontracting goal met by HUB(s).

See GFE Attachment A.

IV: Solicitation Method Subcontracting utilization goal not met. See GFE Attachment B:

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

V: Self Performing Contractor performs all work with own resources. No GFE Attachment.

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 4: Affirmation signature

Method V: Section 3

The Prime contractor performs ALL work-related activities

Equipment Materials Supplies

Transportation Delivery W-2 Employees

Agency may request additional information.

GFE Attachment A

1. Contractor Name / Solicitation #

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:

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 -

Method II or IV:

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

1. Contractor Name / Solicitation #

2. Subcontracting Opportunity

3. Subcontractor Selection

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

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.

https://mycpa.cpa.state.tx.us/commbook/ https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do

HUB Coordinator Contact Information

Cheryl Bradley

Cheryl.Bradley@hhs.texas.gov

(512) 406-2529 mailto:Cheryl.Bradley@hhs.texas.gov

Andrick Reese

Andrick.Reese@hhs.Texas.gov