ESBD_376732_1729876086947_Attachment 1 to Addendum 1_ Pre-Proposal Conference and HSP Training Attendee Report.pdf

Pre-Proposal Conference and HSP Training

Laboratory Courier Services

Request for Proposal No. HHS0014472

October 23, 2024, at 2:00 p.m. CST Version 1.20 Revision Date 10/10/2023

Introductions

Speakers

• Katrina Chester, PCS Contract Specialist

• Isaiah Wilczynski, HUB Coordinator

Topics

• Communication

• Schedule of Events

• Procurement Access

• Procurement Background

• Submission Requirements

• Proposal Screening and Evaluation

• Reminders

• Vendor Questions

• HUB Subcontracting (HSP) Training

Communication

Sole Point of Contact

All requests, questions, and other communication about the RFP must be made in writing to:

Katrina Chester, CTCD CTCM

HHSC Contract Specialist

1100 W. 49th Street, Mail Code 2020

Austin, TX 78756

Email: Katrina.Chester@hhs.texas.gov

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

• All communications between Respondents and other HHS 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

3.3.1):

The only exceptions to the Sole Point of Contact is the

HUB coordinator, Isaiah Wilczynski.

Should Respondents have questions regarding proper completion of the HUB Subcontracting Plan, (RFP Section

6.8) the HUB Coordinator may be contacted at

Isaiah.wilczynski@hhs.texas.gov.

Schedule of Events

Event Date/Time

Deadline for Submitting Questions October 25, 2024, by 2:00 p.m.

Central Time (CT)

Tentative Date to Post Answers to Questions on ESBD October 31, 2024, by 5:00 p.m. CT

HSP Courtesy Review Due Date November 1, 2024, by 2:00 p.m. CT

Deadline for Submission of Responses November 18, 2024, by 10:30 a.m. CT

Evaluation Period November 2024

Anticipated Notice of Award March 2025

Anticipated Contract Start Date September 2025

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 DSHS reserve 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 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.

http://www.txsmartbuy.com/esbd

Procurement Access

State of Texas ESBD Webpage

• The RFP and official materials are posted to the State of

Texas ESBD webpages at:

https://www.txsmartbuy.gov/esbd/HHS0014472

• 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.

Procurement Background

The Texas Department of State Health Services (DSHS) requests proposals from qualified entities to provide laboratory courier services for the DSHS Public Health Laboratory located in Austin, Texas. DSHS seeks to award one or more Contracts for transportation and delivery of human test specimens within specific time frames. Respondents must demonstrate their readiness in securing and maintaining all equipment and support necessary to fulfill the requirements set forth in this Solicitation.

Submission Requirements

Submission Options

Option 1 - USBs

Overnight/Express/ Priority Mail

HHS Online Bid Room

Health and Human Services Commission ATTN: Response Coordinator

Tower Building Room 108 1100 W. 49th St., MC 2020

Austin, Texas 78756

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

Option 2 - 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

Items to submit for a RESPONSIVE response (Section 3.6.3 Submission Checklist):

Items to submit for a RESPONSIVE response:

Submissions must be received by HHSC no later than:

November 18, 2024, at 10:30 a.m. CT

Late submissions will not be considered.

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 L, Evaluation Tool (See

RFP Section 4.2.2)

• BAFO, Negotiation, and Contract Award.

Reminders

• Read the RFP thoroughly and include all required documents.

• Deadline to Submit Questions: October 25, 2024, by

2:00 p.m. CT

• Tentative Date Responses to Questions or Requests for

Clarification Posted on ESBD: October 31, 2024, by 5:00 p.m. CT

• Deadline to Request HSP Courtesy Review: November 1, 2024, by 2:00 p.m. CT

• Proposals due: November 18, 2024, at 10:30 a.m. CT

Vendor Questions

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

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

• Reminder: All additional questions, requests for clarification, etc., are due in writing no later than October 25, 2024, by 2:00 p.m.

CT.

Historically Underutilized Business (HUB)

HUB Subcontracting Plan (HSP)

Training 06/24/21

Agenda

1. HSP Method Options

2. Required HSP Pages

3. Method V: Self Performing

4. GFE Attachment A

5. GFE Attachment B

6. Additional Subcontracting 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 3: Self Performing Justification

✓Page 3, Section 4: Affirmation Signature 23

Method V: Self Performing

• The Prime contractor performs ALL work-related activities

• No Good Faith Effort (GFE) attachment is needed, when utilizing Method V

➢ 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 30

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

Isaiah.Wilczynski1@hhs.texas.gov

(512) 406-2668 mailto:Isaiah.Wilczynski1@hhs.texas.gov

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.

Thank you

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