ESBD_358140_1716493269440_HHS0014267 Attachment to Addendum 1.pdf

Preproposal Conference and HSP Training

IBM Enterprise License Agreement & Maintenance Services Fiscal Year 2025 Request for OFFER No. HHS0014267May 10, 2024

Introductions

Speakers

• Carole Woodard - Purchaser, HHSC Procurement and Contracting Services

• Cheryl Bradley, HUB Coordinator

May 10, 2024

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:

Carole Woodard, CTCD,CTCM,LSSBB HHSC Contract Specialist 1100 W. 49th Street, Mail Code 2020 Austin, TX 78756 Email: carole.woodard@hhs.Texas.gov mailto:%7Bcarole.woodard@hhs.Texas.gov

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

• 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.

May 10 2024

• Exceptions to the Sole Point of Contact (RFO Section 3.5.3):

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 6.9) the HUB Coordinator may be contacted at Cheryl.Bradley@hhs.Texas.gov . May 10 2024 mailto:Cheryl.Bradley@hhs.Texas.gov

Schedule of Events Event Date/Time

RFO Release Date May 03, 2024

Deadline for Submitting Questions May 13, 2024 at 4 p.m. Central Time

HSP Courtesy Review Due Date May 17, 2024 at 2:00 p.m. Central Time

Tentative Date to Post Answers to Questions on ESBD May 20, 2024

Deadline for Submission of Responses June 03, 2024 at 10:30 a.m. Central Time

Evaluation Period June 2024

Anticipated Notice of Award August 2024

Anticipated Contract Start Date December 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 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

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/HHS0014267

• 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/HHS0014267

Submitting Proposal & Supporting Documents

Options for submission:

Option 1 - USBs Option 2-Online Bid Room

May 10 2024

Overnight/Express/Priority Mail Hand Delivery HHS Online Bid Room

Health and Human Services Commission

ATTN Response Coordinator Tower Building Room 108 1100 W. 49th St., MC2020

Austin, TX 78756

Health and Human Services Commission

ATTN: Response Coordinator Procurement and Contracting

Services Building 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 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:

Monday, June 03, 2024 at 10:30 a.m. CT

5/16/2024

Submitting Proposal & Supporting Documents

Submission Requirements

Reminders

• Read the RFO thoroughly and include all required documents.

• Deadline to Submit Questions: May 13, 2024 @ 4 p.m. CT

• Date Responses to Questions Posted on ESBD: May 20, 2024

• Deadline to Request HSP Courtesy Review: May 17, 2024 @ 2:00 p.m.

• Proposals due: June 03, 2024 at 10:30 a.m. CT

• 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. Exhibit R: 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 Workbook This is a fillable form which must be completed.

4. Exhibit F: Assurances – Non-Construction Programs Ensure the document is SIGNED.

5. Exhibit I: Certification Regarding Lobbying Ensure the document is SIGNED.

6. Exhibit N: Respondent Information & Disclosures

7. Exhibit O: Company Narrative & Minimum Qualifications

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 K, Evaluation Tool (See RFO Section 4.2.5)

• BAFO, Negotiation & Contract Award, etc.

• 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.

May 10 2024

No Guarantee of Volume, Usage or Compensation

It is highly encouraged, to submit for HSP review to HUB Coordinator, Cheryl Bradley, prior to Friday, May 17, 2024 by 2:00 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:carole.woodard@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 Monday, May 13, 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.

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://mycpa.cpa.state.tx.us/commbook/ 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 Coordinator Contact Information

Cheryl Bradley

Cheryl.bradley@hhs.texas.gov

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

Thank You

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HHS0014267 - IBM Enterprise License Agreement and Maintenance Services Pre-proposal Conference and HUB-HSP Training Attendee Report

Webinar ID Actual Start Date/Time

247-177-947 05/10/2024

01:44 PM CDT

Attendee Details Last Name First Name Email Address n Cherrington Robert robert.cherrington@ibm.com IBM, Inc.

Dennis Mark mark.dennis@ibm.com IBM, Inc.

Gilbert Will will.gilbert@ibm.com IBM, Inc.

Jensen David drjensen1@gmail.com IBM, Inc.

Kinel John jkinel@us.ibm.com IBM, Inc.

Ortiz Miguel maortiz@us.ibm.com IBM, Inc Schermer Dale dscherme@us.ibm.com IBM, Inc