ESBD_356744_1718234672475_Addendum No. 1.pdf

Texas Department of Insurance

Request for Proposals Conference Planning and Continuing Education Credit

Management

RFP No. 454-24-0800-31333-SA

Addendum No. 1

Issue Date: June 12, 2024

A. Purpose of Addendum

Addendum Item 1: To publish answers to submitted questions.

Addendum Item 2: To delete and replace Section III, Part H in its entirety.

Addendum Item 3: To delete and replace Section IV, Part I, Item 7 in its entirety.

Addendum Item 4: To amend the Anticipated Schedule of Events as listed on page 1 of RFP No.

454-24-0800-3133-SA and the corresponding dates in Section I, Item 5.

B. Addenda Items

Questions and Responses

Questions are organized by inquiring party. Respondents are urged to read all questions and responses.

All typographical errors, errors in spelling, or incorrect or inaccurate references are in the original questions. Texas Department of Insurance (TDI) determined not to alter them.

Conference Planning and Continuing Education Credit Management RFP No. 454-24-0800-31333-SA

Addendum No. 1

Similar or similarly-asked questions are answered only at the first instance of the question. Each subsequent instance refers back to the question number containing the applicable response.

Where a simple “yes,” or “no,” response is given, TDI determined that no further qualification was needed.

No. Question Response

1 Are TDI staff responsible for developing the conference program and topics and inviting presenters?

See Section II, Part F, Item 3. Contractor will develop and manage the project plan, agenda, topics, and speaker selection. The Agency Primary Contact will assist the Contractor on these deliverables as needed.

2 Please confirm if TDI staff are responsible for pre-recording (including scheduling recording dates) for the prepared remarks of presenters for the virtual conference and collecting presenter materials and presentations for the in-person conference.

See Section II, Part F, Item 14 a) for virtual conference planning and management requirements. The Contractor will organize virtual activities as directed by TDI following consultation with Contractor; and provide for audiovisual needs such as recording of presentations prior to the conference.

See Section II, Part F, Item 3. Vendor will collect presenter materials and presentations for the in-person conference as directed by TDI.

3 Will TDI staff be responsible for posting the virtual conference agenda and recordings on the conference platform?

Yes, TDI will post the conference application and on TDI’s website. Contractor will need to do the same on their website. See Section II, Part F, Item 14 b).

4 For the virtual conference, will TDI staff be responsible for hosting/broadcasting sessions, securing and managing Youtube or comparable platform, recording live Q&A at the conclusion of each recorded session, and adding Q&A to the pre-recorded portion?

See Section II, Part F, Item 14 b). Contractor must be able to provide virtual conference planning and management services in accordance with the specifications listed in this section.

5 Will TDI consult with the contractor before selecting dates for 2025 and subsequent years if the contract is extended?

TDI may propose 2-3 dates to the vendor contingent on hotel availability.

See Section II, Part B, Item 2. The dates of the conference are determined by the Commissioner of Workers’ Compensation.

Addendum No. 1

No. Question Response

6 Will TDI consider adjusting the virtual conference dates so that Texas adjusters may spread their viewing over additional dates to avoid “computer fatigue” from being required to view all sessions on October 22 & 23 (i.e., two consecutive 5+ hour days in front of a computer) in order to receive continuing education credit from TDI? Or will TDI adjuster licensing section agree to allow adjusters to receive credit for viewing recorded sessions that include recorded Q&A?

No. TDI will not consider adjusting the virtual conference dates and TDI will not give credit for viewing recorded sessions.

7 The RFP states that an unlimited number of TDI staff may attend on a complimentary basis. Please estimate the number of TDI staff who are not presenters but are eligible to attend.

Complimentary attendees incur charges for food and beverages consumed at an in-person conference, parking fees, etc.

For in-person conferences TDI estimates 20 volunteers and up to 40 staff members who are allowed to attend for educational purposes.

8 How many TDI staff are estimated to need a guest room at GSA rate for in-person conference?

Historically about 4 staff members required a guest room at the GSA rate for in-person conferences. This depends on the number of internal staff from outside the conference city that are presenting.

9 What is the role of TDI staff in preparing the conference brochure?

See Section II, Part F, Item 7 b). Contractor marketing and communication responsibilities include the following services: Prepare digital conference brochure and brief program of events based on input from the TDI planning committee.

See Appendix C for the brochure and program used for a past Texas Workers’ Compensation Conference. These are included for sample purposes only and do not necessarily represent TDI’s intention to use this type of brochure or program format for future Texas Workers’ Compensation Conference.

Addendum No. 1

No. Question Response

10 On p. 15 under Webinars, the RFP states that “Contractor will be responsible for applying for continuing education credits for participants as outlined in Section F Part 12 Items a through d.” Is contractor responsible for application for continuing education credits for participants in TDI’s estimated 12 webinars in addition to the conference?

Yes. See Section II, Part F, Item 11. TDI will host free on-going webinars throughout the contract term for conference attendees. TDI estimates hosting 12 webinars each year.

11 Will TDI accept a venue for an in-person conference if it can’t accommodate 80 exhibits in addition to 4 concurrent breakouts of 150 each classroom style and a general session holding 600 theater style?

The number of venues with that seating capacity in Austin, if there are any, may be very limited.

No. See Section II, Part F, Item 13 a).

TDI must have venues for at least 600. This is a growing conference, and there are venues just outside Austin proper that could accommodate. Vendor’s may propose a reduced exhibit space in their proposal for consideration.

12 Please explain in detail (with examples) the statement on p. 20 that “The website, application, database, and associated files will be located at TDI.”

See Section II, Part H, Hosting.

13 Will TDI agree to waive liquidated damages because online registration is not available within 30 days of Contract Execution if it does not have a final conference brochure with registration fees, dates and times, and at least tentative topics ready within 14 days of Contract Execution? A brochure with this information must be made available within that timeframe to guarantee availability of online registration within 30 days that is visually coordinated with the TDI conference website and promotional materials.

See Section III, Part I, Respondent Exceptions and Assumptions. If Respondent takes any exception to any provisions of this solicitation, these exceptions must be specifically and clearly identified by section number in Respondent’s Proposal in response to this solicitation and Respondent’s proposed alternative must also be provided.

14 Does TDI expect to schedule a conference in 2025 that will be completed by August 31, 2025?

TDI does not have the dates for 2025 conference at this time.

Addendum No. 1

No. Question Response

15 Please provide conference-related examples of “Purchases made for State of Texas use” that are exempt from Texas sales tax, etc., as provided on p. 43.

All items and services purchased by the Texas Department of Insurance are exempt from State Sales Tax and Federal Excise Tax.

16 During the prior conference RFP renewal period Texas experienced a world-wide pandemic followed by a historically high inflation resulting in extraordinarily high costs far greater than could reasonably have been predicted when the contract was executed, held at a venue not used within recent memory whose AV and F&B prices were far in excess of previous conferences and were locked in for 2 years. Will TDI accept a proposal does not include the Optional Renewal Terms or agree that the contractor may decline the renewal option after reasonable advance notice to TDI? If not, will TDI agree that the parties may renegotiate the terms in such circumstances?

See Section III, Part I, Respondent Exceptions and Assumptions. If Respondent takes any exception to any provisions of this solicitation, these exceptions must be specifically and clearly identified by section number in Respondent’s Proposal in response to this solicitation and Respondent’s proposed alternative must also be provided.

Additionally, See Section III Part B, Contract Term. In the event of such renewal, Scope of Services, deliverable dates, and Contract amount may be negotiated, but will be consistent with the executed Contract.

2. Section III Part H is deleted and replaced in its entirety:

H. Respondent Documents

If Respondent has documents it would like TDI to consider, such as boilerplate service agreements, service schedules, published specifications, warranty information, terms of service, and license agreements (Respondent Documents), it must submit those documents as part of its response. Respondent must, in its response, explain the purpose of such documents and, if applicable, must comply with Section III Part I (Respondent Exceptions and Assumptions). A blanket statement that Respondent Documents supersede language or requirements in the solicitation will not be accepted.

Respondent Documents that are submitted as part of the Proposal will only become part of any Contract if specifically accepted by TDI and incorporated into the resulting Contract. All Respondent Documents not expressly identified and incorporated into the Contract resulting from this solicitation are deemed rejected by TDI.

Addendum No. 1

3. Section IV Part I Item 7 is deleted and replaced in its entirety:

7. Section 7 – Exceptions and Assumptions

If the Respondent takes any exceptions to any provisions in this solicitation, or makes any assumptions about any provision in this solicitation, these exceptions and assumptions must be specifically and clearly identified by section number as described in Section III Part I (Respondent Exceptions and Assumptions). If none, Respondent must indicate “none.”

4. Anticipated Schedule of Events

a) Page 1, Anticipated Schedule of Events is deleted and replaced in its entirety as follows:

Anticipated Schedule of Events May 22, 2024 Issuance of Solicitation

May 31, 3:00 p.m., Central time Deadline for Submission of Questions

June 10, 2024 Release of Official Responses to Questions (or as soon thereafter as practical)

Not Applicable Deadline to Submit HSP for Courtesy Review

Not Applicable Deadline for HSP HUB Outreach Notification

June 18, 2024 3:00 p.m., Central time Deadlines for Submission of Proposals Late Proposals will not be considered

June 28, 2024 Presentations by Top-Ranked Respondents (if presentations requested)

August 1, 2024 Anticipated Award Date (or as soon thereafter as practical)

b) Section I, Item 5, Deadline for Proposals, is deleted and replaced in its entirety to “Emailed to Contracts@tdi.texas.gov no later than: June 18, 2024, 3:00 p.m., Central time.”

C. Acknowledgement of Receipt of Addendum No. 1

Signature of Authorized Representative Date Signed

Printed Name and Title of Authorized Representative mailto:Contracts@tdi.texas.gov

Addendum No. 1

Respondent Company Name

C. Acknowledgement of Receipt of Addendum No. 1