ESBD_378235_1731702578011_HHS0014612_Pre-proposal Conference HSP Training - Slide Deck.pdf

Pre-proposal Conference and HSP

Training For: Take Charge Texas Support Services Request for Offer (RFO) No.: HHS0014612 Date: November 13, 2024, at 1:00 p.m. Central Time

11/13/2024

Introductions

Speakers

• Fernando Garcia, Contract Administration Manager, HHSC Procurement and Contracting Services – IT Procurements

• Isaiah Wilczynski, HHSC HUB Coordinator

Topics

• Communication

• Schedule of Events

• Procurement Access

• Procurement Background

• Submission Requirements

• Proposal Screening and Evaluation

• Reminders

• HUB Subcontracting (HSP) Training

Communication

Sole Point of Contact (RFO Section 3.3.1)

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

Fernando Garcia, CTCD, CTCM PCS Purchaser Procurement and Contracting Services Building 1100 W. 49th Street, Mail Code 2020 Austin, TX 78756 Email: Fernando.garcia03@hhs.texas.gov mailto:Fernando.garcia03@hhs.texas.gov

Sole Point of Contact

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

• 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 Solicitation Response.

Sole Point of Contact

• Exceptions to the Sole Point of Contact (RFO Section 3.3.3):

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, (RFO Section 6.8) the HUB Coordinator may be contacted at isaiah.wilczynski1@hhs.texas.gov.

Schedule of Events Event Date/Time

Solicitation Posting Date to ESBD (Date of Release) November 6, 2024

Pre-proposal Conference and HSP Training Attendance is Optional

November 13, 2024, at 1:00 p.m. Central

Time Deadline for Submitting Questions or Requests for Clarification

November 15, 2024, at 5:00 p.m. Central

Time Tentative Date Responses to Questions or Request for Clarification Posted on ESBD November 22, 2024

Submission Deadline for Courtesy HSP Review November 25, 2024, at 3:00 p.m. Central

Time Solicitation Response Submission Deadline [NOTE: Responses must be RECEIVED by HHSC by the deadline.]

December 9, 2024, at 10:30 a.m. Central

Time

Evaluation Period December 2024 – January 2025

Anticipated Notice of Award April – May 2025

Anticipated Contract Effective Date June 2025

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/HHS0014612

• 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/HHS0014612

Submitting Response Submission & Supporting Documents Options for submission:

Option #1 - USB Option #2-Online Bid Room

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., MC 2020

Austin, Texas 78756

Health and Human Services Commission

ATTN: Response Coordinator Procurement & Contracting

Services Building 1100 W. 49th St., MC 2020

Austin, Texas 78756

See Exhibit O, HHS Online Bid Room

Instructions 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

• Submissions must be received by HHSC no later than:

December 9, 2024, at 10:30 a.m. Central Time

Submitting Solicitation Response & Supporting Documents

Procurement Background The Department of State Health Services (DSHS), by and through the Texas Health and Human Services Commission (HHSC), is seeking a qualified Contractor to provide support services and maintenance of the DSHS Take Charge Texas application (TCT) currently hosted in Texas Department of Information Resources – Data Center Services.

DSHS is required, pursuant to Texas Health and Safety Code Sections 81.041, 81.043 and 81.044 to maintain a repository and report on all infectious diseases in Texas. TCT is an online system for Clients, DSHS staff, providers, and pharmacists across Texas. TCT allows Clients and DSHS workers to reduce paperwork and clerical tasks that take time away from connecting Clients to services. TCT allows Clients to complete one (1) application and upload supporting documents one (1) time for several programs, instead of completing an application for each service or benefit. TCT includes an agency portal, pharmacy portal, and Client portal. The Contractor will maintain and support TCT.

Submission Requirements

Reminders

• Read the RFO thoroughly and include all required documents.

• Deadline to Submit Questions: November 15, 2024, at 5:00 p.m. Central Time.

• Responses to Questions Posted on ESBD: November 22, 2024.

• Deadline to Request Courtesy HSP Review: November 25, 2024, at 3:00 p.m. Central Time.

• Proposals due: December 9, 2024, at 10:30 a.m. Central Time.

• Late submissions will not be considered.

Documents Required for Solicitation Response to be considered Responsive:

1. Exhibit A: HHS Solicitation Affirmations Ensure the document is SIGNED.

2. Exhibit H: Historically Underutilized Business (HUB) Subcontracting Plan (HSP)

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 6.8 (HUB Subcontracting Plan).

3. Exhibit F: Cost Proposal This is a fillable form which must be completed.

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

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

6. Exhibit D-1: Attachment 2 to the DUA, Security and Privacy Inquiry

(SPI)

Ensure the document is SIGNED.

7. Exhibit Q: HHS Federal Funding Accountability and Transparency Act

(FFATA)

Ensure the document is SIGNED.

*Please refer to Section 3.6.3 (Submission Checklist) of the RFO for a full list of AC and SC documents.

Proposal Screening & Evaluation

Evaluation and Award Process

• Initial Screening of Minimum Qualifications (see RFO Section

4.2.2).

• Respondents must meet the following minimum qualifications;

a. Respondent must have a minimum of five (5) years’ experience providing maintenance and support services for a system of similar size and scope.

b. Respondent must have a minimum of five (5) years’ experience providing development and Enhancement services for a system of similar size and scope.

c. Respondent must be financially solvent and adequately capitalized, as determined based on a review of documentation required by Section 6.6 (Other Reports).

d. Respondent have submitted the Solicitation Response in accordance with Section 3.6 (Solicitation Response Submission and Delivery) including all Solicitation Consideration and Award Consideration Documents, see Section 3.6.3 (Submission Checklist).

e. Respondent who receives an overall score on the VPTS of less than a “C” may be disqualified from consideration for award.

• Responses which meet the Minimum Qualifications shall be consistently evaluated and scored in accordance with the evaluation criteria per Exhibit J, Evaluation Tool (See RFO Section 4.2.5).

• HHSC reserves the right to request more than one (1) BAFO from each of the selected Respondents. If a response is submitted to a request for a BAFO, the Final Written Response Scores will be revised in accordance with the stated criteria in Section 4.2.5 (Written Response Evaluation Criteria) as to any changes made to the Respondent’s original Solicitation Response. A request for a BAFO does not guarantee an award or further negotiations.

• 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, Isaiah Wilczynski, prior to November 25, 2024, by 3:00 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: Fernando.garcia03@hhs.texas.gov.

• Refer to RFO Section 3.3.4 (Solicitation Questions), 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 November 15, 2024, at 5:00 p.m. Central Time.

Questions mailto:Fernando.garcia03@hhs.texas.gov

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.

Closing Comments

Thank you for attending!

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 6

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 13

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

HHSCHUB@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

Thank You