ESBD_357610_1715181764671_Attachment 1 Vendor Conference and Attendee List.pdf

Preproposal Conference and HSP Training

DBMD Family Training Conference Camp Fiscal Year 2024 Request for Proposal No. HHS0014460

Introductions

Speakers

• Joseph Recio, 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 RFP must be made in writing to:

Joseph Recio, CTCD CTCM HHSC Contract Specialist 1100 W. 49th Street, Mail Code 2020 Austin, TX 78756 Email: joseph.recio@hhs.texas.gov

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

• 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 McCurdy.

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

Schedule of Events Event Date/Time

RFP Release Date April 29, 2024

Deadline for Submitting Questions May 10, 2024, at 10:30 a.m. Central Time

HSP Courtesy Review Due Date May 16, 2024, at 5:00 p.m. Central Time

Tentative Date to Post Answers to Questions on ESBD May 14, 2024

Deadline for Submission of Responses May 29, 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 RFP 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 RFP, 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

State of Texas ESBD Webpage

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

https://www.txsmartbuy.com/esbd/HHS0014460

• 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

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

HHSC Procurement & Contracting Services (PCS)

Bid Room Attn: Constance Conerly

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

HHSC Procurement and Contracting Services (PCS)

Bid Room Attn: Constance Conerly 1100 West 49th Street;

Mail Code 2020 Building S

Austin, TX 78756

See Exhibit H, 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

Submissions must be received by HHSC no later than:

May 29, 2024, at 10:30 a.m. Central Time

5/7/2024

Submitting Proposal & Supporting Documents

Procurement Background

Statement of Work

• The State of Texas (State), by and through the Health and Human Services Commission

(HHSC), seeks a qualified contractor to provide a physical facility (camp) and staff to hold a DBMD Family Training Conference. Contractor shall coordinate with the Deaf-Blind Multi-handicapped Association of Texas (DBMAT), to advertise the conference, register Participants, and arrange training sessions.

Submission Requirements

Reminders

• Read the RFP thoroughly and include all required documents.

• Deadline to Submit Questions: May 10 2024, @ 10:30 a.m. Central Time

• Tentative Date Responses to Questions Posted on ESBD: May 14,

• Deadline to Request HSP Courtesy Review: May 16, 2024 at 5:00 p.m. Central Time

• Proposals due: May 29, 2024 at 10:30 a.m. Central Time

• Late submissions will not be considered.

Items to submit for a RESPONSIVE proposal:

1. Exhibit A: HHS Solicitation Affirmations

Ensure the document is SIGNED.

2. Narrative Proposal: Article V

3. Minimum Qualifications (Section 4.2.2)

Items to submit for a RESPONSIVE proposal:

5. Company Information (Section 6.1)

6. Major Subcontractor Information (Section 6.4)

7. Exhibit F: 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 6.9 HUB Subcontracting Plan

8. Exhibit G: Cost Proposal This is a fillable form which must be completed in its entirety.

Ensure the documented is completed.

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 D, Evaluation Tool (See RFP Section 4.2.5)

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

No Guarantee of Volume, Usage or Compensation

It is highly encouraged, to submit for HSP review to HUB Coordinator, Bob McCurdy at bob.mccurdy@hhs.texas.gov, prior to May, 16, 2024 by 5:00 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.

HSP Courtesy Review

• All questions must be submitted in writing to the Contract Specialist at: joseph.recio@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 May, 10 2024 by 10:30 a.m. Central Time.

Questions

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.

5/7/2024

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%24ext.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 Click to add text

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

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 #

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

HUB Contact Information

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

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

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

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

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

Attendee Report:

HSP Training and Preproposal Conference - HHS0014460 - DBMD

Family Training Conference Camp Report Generated:

05/06/2024 12:58 PM CDT

Webinar ID Actual Start Date/Time Duration # Registered # Attended Clicked Registration Link Opened Invitation

936-581-251 05/06/2024 10:18 AM CDT 48 minutes 6 5 15 0

Staff Details

Attended Interest Rating Last Name First Name Email Address Role Join Time - Leave Time (Time in Session) Time in Session

Yes Not applicable for staff Contract Specialist PCS colette.norman@hhsc.state.tx.us Organizer 05/06/2024 10:18 AM CDT - 05/06/2024 11:06 AM CDT (48 minutes) 48 minutes

Yes Not applicable for staff Amanda Herrera amanda.herrera@hhs.texas.gov Panelist 05/06/2024 10:36 AM CDT - 05/06/2024 10:44 AM CDT (8 minutes) 8 minutes

Yes Not applicable for staff Bob McCurdy Bob.McCurdy@hhs.texas.gov Panelist 05/06/2024 10:24 AM CDT - 05/06/2024 11:06 AM CDT (42 minutes) 42 minutes

Yes Not applicable for staff Ron Hurley ron.hurley@hhs.texas.gov Panelist 05/06/2024 10:19 AM CDT - 05/06/2024 10:26 AM CDT (7 minutes) 7 minutes

No Not applicable for staff Holly Muir holly.muir@hhs.texas.gov Panelist -- --

No Not applicable for staff Joseph Recio joseph.recio@hhs.texas.gov Panelist -- --

Attendee Details

Attended Interest Rating Last Name First Name Email Address Registration Date/Time Join Time - Leave Time (Time in Session) Time in Session Organization Unsubscribed

Yes 77 Bailey Jennifer baileyjennifer228@gmail.com 05/02/2024 11:42 PM CDT 05/06/2024 10:18 AM CDT - 05/06/2024 11:06 AM CDT (48 minutes) 48 minutes No

Yes 95 Givens Christine givens3@sbcglobal.net 05/03/2024 04:19 PM CDT 05/06/2024 10:27 AM CDT - 05/06/2024 10:33 AM CDT (6 minutes),05/06/2024 10:33 AM CDT - 05/06/2024 11:06 AM CDT (33 minutes) 39 minutes DBMAT No

Yes 77 Hartman Vivecca president@dbmat-tx.org 05/02/2024 10:11 PM CDT 05/06/2024 10:59 AM CDT - 05/06/2024 11:05 AM CDT (7 minutes) 7 minutes DBMAT No

Yes 98 May Heidi hbarr1970@yahoo.com 05/02/2024 08:09 PM CDT 05/06/2024 10:29 AM CDT - 05/06/2024 11:06 AM CDT (38 minutes) 38 minutes Deaf Blind Services Of Texas No

Yes 85 Sotiropoulos Gina ginagale62@sbcglobal.net 05/02/2024 07:29 PM CDT 05/06/2024 10:46 AM CDT - 05/06/2024 11:05 AM CDT (20 minutes) 20 minutes DBMAT No

No 0 Smith Tish tishsmith7@gmail.com 05/02/2024 07:56 PM CDT -- -- DBMAT No