ESBD_354867_1715358275922_HHS0014117 Pre-Proposal Conference-HSP Training Slidedeck.pdf

Preproposal Conference and HSP Training

Request for Offer No. HHS0014117 Texas Health Care Information Collection Health Care Data Collection System May 7, 2024, at 10:30 AM CT

May 7, 2024

Introductions

Speakers

• Mario Gutierrez, Contract Specialist, HHSC Procurement and Contracting Services

• Bob McCurdy, HUB Coordinator

Topics

• Communication

• Schedule of Events

• Procurement Access

• Procurement Background

• 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:

Mario Gutierrez, CTCD, CTCM HHSC Contract Specialist 1100 W. 49th Street, Mail Code 2020 Austin, TX 78756 Email: mario.gutierrez@hhs.texas.gov

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

• All communications between Respondents and other HHSC 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, Bob McCurdy.

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

Mary 7, 2024

Schedule of Events Event Date/Time

RFO Release Date April 26, 2024

Deadline for Submitting Questions May 14, 2024 at 4 p.m. Central Time

HSP Courtesy Review Due Date May 22, 2024

Tentative Date to Post Answers to Questions on ESBD May 22, 2024

Deadline for Submission of Responses May 28, 2024 at 10:30 a.m. Central Time

Evaluation Period June 2024

Anticipated Notice of Award August 2024

Anticipated Contract Start Date September 2024

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 and DSHS 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 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 RFO and application materials are posted to the State of Texas ESBD webpages at:

https://www.txsmartbuy.com/esbd/HHS0014117

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.

Submitting Proposal & Supporting Documents

Options for submission:

Option 1 - USBs Option 2-Online Bid Room

May 7, 2024

Hand Delivery Express/ Overnight Delivery HHS Online Bid Room

HHSC Procurement & Contracting Services (PCS)

Bid Room Attn: Response Coordinator

Procurement and Contracting Services Building

1100 W. 49th St., MC 2020 Austin, TX 78756

HHSC Procurement and Contracting Services (PCS)

Bid Room Attn: Response Coordinator Tower Building Room 108 1100 West 49th Street;

Mail Code 2020 Austin, TX 78756

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

Submissions must be received by HHSC no later than:

TUESDAY, MAY 28, 2024 at 10:30 a.m. CT

Submitting Proposal & Supporting Documents

Procurement Background Texas Health Care Information Collection Health Care Data Collection System RFO – HHS0014117

• HHSC, on behalf of the Texas Department of State Health Services (DSHS), is soliciting a vendor to provide a Solution which will allow for inpatient, outpatient, and emergency department claims data collection, validation, corrections, and certifications; develop new or modified processes or reports; and provide helpdesk services to support the Texas Health Care Information Council legislation.

Submission Requirements

Reminders

• Read the RFO thoroughly and include all required documents.

• Deadline to Submit Questions: May 14, 2024 @ 4 p.m. CT

• Date Responses to Questions Posted on ESBD: May 22, 2024

• Deadline to Request HSP Courtesy Review: May 22, 2024

• Proposals due: May 28, 2024 at 10:30 a.m. CT

• Late submissions will not be considered.

Submission Requirements Items to submit for a RESPONSIVE proposal:

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

2. Exhibit N: 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 6.8 HUB Subcontracting Plan

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

Proposal Screening & Evaluation

Evaluation and Award Process

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

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

• HHSC and DSHS makes no guarantee of volume, usage or total compensation to be paid to any Respondent under any awarded Contract, if any, resulting from this Solicitation. Any awarded Contract is subject to appropriations and the continuing availability of funds.

• HHSC and DSHS reserves the right to cancel, make partial award, or decline to award a Contract under this Solicitation at any time at its sole discretion.

May 7, 2024

No Guarantee of Volume, Usage or Compensation

It is highly encouraged, to submit for HSP review to HUB Coordinator, Bob McCurdy, prior to May 22, 2024 by 4:00 p.m. CT.

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

HSP Courtesy Review

• All questions must be submitted in writing to the Contract Specialist at: mario.gutierrez@hhs.texas.gov

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

• Do not submit questions in PDF and do not password protect the document.

• Reminder: All additional questions, requests for clarification, etc., are due in writing no later than May 14, 2024 by 4:00 p.m. Central Standard Time.

Questions

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.

Historically Underutilized Business (HUB)

HUB Subcontracting Plan (HSP)

Training 01/2024

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

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

HUB Contact Information hhschuboutreach@hhs.texas.gov

(512) 406-2570

*Active solicitation HSP questions contact designated HUB Coordinator.

mailto:hhschuboutreach@hhs.texas.gov

Bob McCurdy CTCM, CTCD bob.mccurdy@hhs.texas.gov

512-406-2534 mailto:bob.mccurdy@hhs.texas.gov

Thank You

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