ESBD_357610_1716219173635_Attachment 1 to Addendum 3_Q&A.pdf
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- Attached to
- RFP - HHS0014460 - Deaf-Blind with Multiple Disabilities (DBMD) Family Training Conference
- Solicitation number
- HHS0014460
- Issued by
- Texas
About this file
This document is a Question and Answer (Q&A) attachment related to Addendum 3 for a solicitation by the Texas Health and Human Services Commission (HHSC) for the DBMD Family Training Conference Camp. The solicitation seeks a contractor to provide services for the annual conference camp, including scheduling, staffing, transportation, and other logistical support. The schedule of events indicates that the contract award will be made in August 2024, with the conference camp to be held in September or October 2024. However, the respondent notes that a minimum of 3 months lead time is required to recruit families, staff, and volunteers, suggesting a later date in November 2024 or later may be more feasible. The respondent also notes that they do not typically provide transportation services and requests to exclude that requirement from the eventual contract, as it was allowed in a previous HHSC solicitation.
The document also addresses pricing and funding-related details. The respondent indicates that without knowing the specific number of families and individuals seeking transportation, it is difficult to budget for those costs. The document references an addendum that provides updates to the RFP regarding travel expenses for various sections of the scope of work.
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Text version
PCS 134 HHS Responses to Questions
Effective Date 06/26/2015 Version 1.00 Page 1 of 2 Revision Date 09/13/2023
Solicitation Title: DBMD Family Training Conference Camp
Solicitation Number: HHS0014460
# Reference Question Response
1. Section 3.1
Page 22 (3.1 Schedule of Events) and Page 10 (2.1.4 – Contractor Services) – The schedule of events indicates awards being made in August 2024 with the contract starting in September 2024. The Contractor Services description (as well as a few other places in the RFP document) indicate that the weekend should be held in September or October. With the award being made so late, insufficient lead time to recruit families, staff, and volunteers exist to hold the conference in September or October. In experience working with similar populations and similar retreats – of which our experience is substantial – a minimum of 3 months lead time is required for recruiting families so they can get it on their calendars and make arrangements to attend. September is often challenging for recruiting staff and volunteers because colleges and high schools have just resumed fall classes and students are often reluctant to commit to outside responsibilities like volunteering for such a camp retreat. October is also often problematic for recruiting staff and volunteers during the weekends when ACL Music Fest is happening (Oct. 4-6 and Oct. 11-13, 2024). Is there any possibility of holding the conference in November 2024 or later?
There can be flexibility with the dates of the camp to accommodate the selected Respondent’s availability.
Warmer weather months are preferable, as swimming is a popular activity for Campers.
PCS 134 HHS Responses to Questions
Effective Date 06/26/2015 Version 1.00 Page 2 of 2 Revision Date 09/13/2023
# Reference Question Response
2. Section 2.1.4 (b)
Page 10 (2.1.4. b. Contractor Services – Transportation) – Our organization does not provide transportation to campers or families. In a similar HHSC solicitation for another service area, we included in our RFP response that we do not provide transportation and listed it as an exception to the contract. Not knowing how many families, how many individuals in the families, etc., might even be seeking transportation costs – and if they are seeking mileage for all driving in one car, or seeking airfare for multiple individuals
– it is impossible to create a budget to accommodate such costs. My understanding is that the DBMAT Family Conference has never had transportation costs reimbursed by the host facility before. Related to the timing issue noted in question 1 above, it is also not feasible to expect recruiting families, collecting all of their enrollment information, coordinating all of their travel, etc., to happen within a 2-month window from when the award is made. Is it allowable to write transportation as an exclusion to any eventual contract? That was allowed in the other HHSC proposal I referenced, for which we were awarded the contract.
Please see addendum No.2 for updates to RFP on travel expenses for Section 2.1.4 (b), Section 2.1.10, Section 2.1.12, and Section 7.1
File details come from the government source that posted it. Updated .