ESBD_378356_1728054500446_HHS0014618_RFP - Immunization Publication.pdf

PCS 550 HHS RFP/RFO Template RFP No. HHS0014618 Page 1 of 57 Version 2.10 Revision Date 09/12/2023

Cecile E. Young, Executive Commissioner

Request for Proposals (RFP) for

Immunization Publication (IMM PUB)

RFP No. HHS0014618

Solicitation Posting Date to ESBD: October 4, 2024

Responses Due: November 6, 2024, by 10:30 a.m. Central Time

915-44 Fulfillment, Including Data Processing, Packaging, Labeling and Mailing of Literature as Package

915-45 Fulfillment, Inventory, and Storage Services

915-58 Mailing Services: Addressing, Collating, Packaging, Sorting and Delivery

948-92 Vaccination Program Services

958-94 Warehouse Management Services

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Table of Contents Article I. Executive Summary, Definitions, and Authority

1.1 Executive Summary

1.2 Definitions

1.3 Authority

Article II. Scope of Work

2.1 Description of Service

2.1.1 Service Area (Warehouse Location)

2.1.2 Warehouse Requirements

2.1.3 Transition

2.1.4 Data Center Services (DCS) Hosting or DCS Exemption

2.1.5 Hosting for Online Inventory Management System (OMS)

2.1.6 Texas Risk and Authorization Management Plan

2.1.7 Web-Based Ordering Management System

2.1.8 Shipping

2.1.9 Receiving

2.1.10 Mailing Projects

2.1.11 Special Projects

2.1.12 Returns

2.1.13 Reporting

2.1.14 Turnover

2.1.15 Contractor Requirements

2.1.16 Agency Requirements

2.1.17 Deliverables

2.1.18 Performance Measures

2.1.19 Payment and Invoices

2.2 Contract Award, Term, and Historical Compensation

2.2.1 Contract Award and Execution

2.2.2 Contract Term

2.2.3 Historical Compensation

2.3 Data Use Agreement and Security Privacy Inquiry

2.4 No Guarantee of Volume, Usage, or Compensation

2.5 Governmental Entities

Article III. Administrative Information

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3.1 Schedule of Events

3.2 Ambiguity, Conflict, or Discrepancy

3.3 Inquiries

3.3.1 Sole Point of Contact

3.3.2 Prohibited Communication

3.3.3 Exception to Sole Point of Contact

3.3.4 Solicitation Questions

3.4 Pre-proposal Conference

3.4.1 Attendance

3.4.2 Conference Logistical Information

3.4.3 Questions at Pre-Proposal Conference

3.5 Solicitation Response Composition

3.5.1 General Information

3.5.2 Page Limit and Supporting Documentation

3.5.3 Discrepancies

3.5.4 Exceptions

3.5.5 Assumptions

3.5.6 Binding Offer

3.5.7 Terms and Conditions Attached to a Response

3.6 Solicitation Response Submission and Delivery

3.6.1 Deadline

3.6.2 Submission Option

3.6.3 Submission Checklist

3.6.4 Labeling and Delivery for USB Submission and Other Materials

3.6.5 Modifications and Withdrawals

Article IV. Solicitation Response Evaluation and Award Process

4.1 Conformance with State Law

4.2 Best Value Determination

4.2.1 Selection Methodology

4.2.2 Minimum Qualifications

4.2.3 Initial Compliance Screening

4.2.4 Written Solicitation Response Evaluation

4.2.5 Written Response Evaluation Criteria

4.2.6 Advancement Criteria

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4.2.7 Best and Final Offer (BAFO)

4.2.8 Final Written Response Score and Total Score

4.2.9 Summary of Best Value Determination

4.3 Questions or Requests for Clarification

Article V. Narrative and Technical Proposals

5.1 Narrative Proposal

5.1.1 Executive Summary

5.1.2 Project Work Plan

5.1.3 Web-Based Ordering Management System

5.1.4 Experience and Qualifications

5.2 Technical Proposal

Article VI. Required Respondent Information

6.1 Company Information

6.1.1 Company Narrative

6.1.2 Company Profile

6.2 Franchise Tax – Right to Transact Business in Texas

6.3 References

6.4 Major Subcontractor Information

6.5 Affirmations and Certifications

6.6 Other Reports

6.6.1 Dun and Bradstreet Reports

6.6.2 Financial Statements and Financial Solvency

6.6.3 Alternate Report

6.7 Corporate Guarantee

6.8 HUB Subcontracting Plan

Article VII. Cost Proposal

7.1 Cost Proposal

Article VIII. General Terms and Conditions

8.1 General Conditions

8.1.1 Changes, Modifications, and Cancellation

8.1.2 Offer Period

8.1.3 Costs Incurred

8.1.4 Contract Responsibility

8.1.5 Public Information Act - Respondent Requirements Regarding Disclosure

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8.1.6 Respondent Waiver – Intellectual Property

8.1.7 Standards of Conduct for Vendors

8.1.8 Disclosure of Interested Parties

8.2 Insurance

8.2.1 Required Coverage

8.2.2 Alternative Insurability

8.3 Protest

Article IX. List of Exhibits

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ARTICLE I. EXECUTIVE SUMMARY, DEFINITIONS, AND AUTHORITY

1.1 EXECUTIVE SUMMARY

The Texas Health and Human Services Commission (HHSC), on behalf of the Texas Department of State Health Services (DSHS), is issuing this Request for Proposal (RFP) to solicit proposals from Respondents for the following services:

a. storing, distributing, and fulfilling orders of materials (pre-printed literature, forms, materials, posters, and data loggers) supplied by the System Agency;

b. assembling special project items for events;

c. providing immunization clients with supplies and materials;

d. providing an on-line ordering system to DSHS to be used by the public for ordering materials;

e. providing printing and mailing services; and

f. providing Climate-Controlled storage for DSHS items in Austin Texas.

HHSC PCS will administer the procurement process for this Solicitation, which includes RFP publication, handling of communications from vendors, as well as managing the receipt of Solicitation Responses for review and evaluation.

To be considered for award, a Respondent must execute Exhibit A, HHS Solicitation Affirmations Version 2.4 and provide all other required information and documentation as set forth in this Solicitation.

Information regarding DSHS and its Immunization Unit programs is available online and can currently be accessed at DSHS’ immunization web site: https://www.dshs.texas.gov/immunize.

1.2 DEFINITIONS

Refer to Exhibit B, Health and Human Services (HHS) Uniform Terms and Conditions (UTC) – Vendor, Version 3.4, and Exhibit C, Health and Human Services (HHS) Additional Provisions, Version 1.0, for additional definitions.

As used in this Solicitation, unless a different definition is specified or the context clearly indicates otherwise, the following terms and conditions have the meanings assigned below:

“Addendum” means a written clarification or revision to this Solicitation issued by HHSC PCS and posted to the ESBD.

https://www.dshs.texas.gov/immunize

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“Advancement Criteria” means the published criteria for Respondent to advance to the next phase of evaluation if multiple evaluation methods are utilized.

“Assets” means is something that has value and is owned by an individual or organization.

“Award Consideration (AC) Documents” means documents Respondent must submit as part of the Solicitation Response to be considered for negotiations or award.

“Business Day” refers to any day in which normal business operations of HHSC are conducted. A Business Day excludes Saturday, Sunday, and national and state holidays. A Business Day includes a skeleton crew day and an optional holiday listed on the Texas Comptroller website.

“Business Hours” means Monday – Friday 7:00 a.m. – 6:00 p.m. Central Time.

“Calendar Day” includes any day including Saturday, Sunday, a skeleton crew day, and a national, state, and optional holiday listed on the Texas Comptroller website.

“Climate-Controlled” having or providing artificial control of air temperature, humidity, and movement. A temperature between 55 and 80 degrees Fahrenheit.

“Competitive Range” has the same meaning as the definition under Title 1 of the Texas Administrative Code Part 15, Chapter 391, Subchapter A, Rule §391.107(3).

“Contract Term” means the period beginning with the commencement date or Effective Date of a Contract and ending when the Contract expires in accordance with its terms, or when it has been terminated.

“DSHS” means the Department of State Health Services.

“Effective Date” has the same meaning as the definition in Exhibit B, Health and Human Services (HHS) Uniform Terms and Conditions – Vendor, Version 3.4.

“ESBD” means the Electronic State Business Daily, the electronic marketplace where State of Texas bid opportunities over $25,000 are posted. The ESBD may currently be accessed at https://www.txsmartbuy.gov/esbd.

“Final Written Response Score” refers to the final scoring of the written response as documented in the Solicitation.

“HHSC” means the Health and Human Services Commission.

“HHSC PCS” means Procurement and Contracting Services (PCS), a division of HHSC.

“HUB” means Historically Underutilized Business, as defined by Chapter 2161 of the Texas Government Code.

https://comptroller.texas.gov/about/holidays.php https://comptroller.texas.gov/about/holidays.php https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=1&pt=15&ch=391&rl=107 https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=1&pt=15&ch=391&rl=107 https://www.txsmartbuy.gov/esbd

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“HUB Subcontracting Plan” or “HSP” means written documentation regarding the use of subcontractors, which is required to be submitted with all responses to state agency contracts with an expected value of $100,000 or more where the state agency has determined subcontracting opportunities are probable. The HSP subsequently becomes a provision of the awarded Contract and shall be monitored for compliance by the state agency during the term of the Contract.

“Respondent” means the individual or entity responding to this Solicitation.

“Site Visit” refers to a secondary evaluation method following the evaluation of the written responses and is utilized to evaluate and ensure on-site specifications meet the needs outlined in the Solicitation.

“Software as a Service” or “SaaS” means the Solution provided to HHSC to use the provider’s applications running on a cloud infrastructure, as further defined by the National Institute of Standards and Technology (NIST). The applications are accessible from various HHSC devices through either a thin Client interface, such as a web browser (e.g., web-based email), or a program interface. HHSC does not manage or control the underlying cloud infrastructure including network, Servers, operating systems, storage, or even individual application capabilities, with the possible exception of limited user-specific application configuration settings.

“Solicitation” means the document issued by the System Agency (including any published addenda, exhibits, and Attachments) under which the goods or Services provided under the Contract were initially requested, which is incorporated by reference for all purposes in its entirety.

“Solicitation Consideration (SC) Documents” means documents that must be submitted by Respondent with the Solicitation Response in order to be considered for evaluation and cannot be resubmitted or have errors remedied after the submission due date and time in the Schedule of Events has passed.

“Standardized Loading Dock” means a type of loading dock that's a simple opening in a wall at truck height. They're designed to fit within a loading zone and are one of the most common types of loading docks. Standard loading docks are typically 48–52 inches tall.

“State” means the State of Texas and its instrumentalities, including, HHSC or DSHS, and any other state agency, its officers, employees, or authorized agents.

“Stock Keeping Unit” or “SKU” means a unique alphanumeric code that retailers use to identify and track products.

“Transition Plan” means a proactive document that outlines the key responsibilities and tasks of an employee's role, and how to smoothly transfer them to someone else when they leave.

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“TX-RAMP” means the Texas Risk and Authorization Plan established by the Texas Department of Information Resources (DIR) that provides a standardized approach for security assessment, authorization, and continuous monitoring of cloud computing services that process the data of a state agency. To become TX-RAMP certified, entities must submit prescribed documentation to DIR. Information regarding TX-RAMP is currently located at: https://dir.texas.gov/information-security/texas-risk-and-authorization-management-program-tx-ramp

“VPTS” means Vendor Performance Tracking System, as defined under Section 2262.055 of the Texas Government Code and Title 34 of the Texas Administrative Code Part 1, Chapter 20, Subchapter B, Division 2, Rule §20.115 and Subchapter F, Division 2, Rule §20.509.

“Web-Based Ordering Management System” or “(OMS)” means a centralized electronic, web-accessible platform that manages all orders, regardless of how they are received. An OMS tracks all information and processes related to an order, including order entry, inventory management, fulfillment, after-sales service, customer database, and accounting integration.

1.3 AUTHORITY

HHSC and DSHS are soliciting the services stated in this Solicitation under the authority granted in Texas Government Code 2155.144(a), (b-1)(2).

https://dir.texas.gov/information-security/texas-risk-and-authorization-management-program-tx-ramp https://dir.texas.gov/information-security/texas-risk-and-authorization-management-program-tx-ramp https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2262.htm#2262.055 https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=20&rl=115 https://texreg.sos.state.tx.us/public/readtac$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=509

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ARTICLE II. SCOPE OF WORK

2.1 DESCRIPTION OF SERVICE

The Contractor will provide materials warehousing, order placement and fulfilment services, and mailing services.

The Contractor must provide 30,000 cubic feet of Climate-Controlled warehouse space to store Immunization Unit Program promotional items, and other immunization items supplied by the DSHS Immunization Unit.

Contractor must store, distribute, and fulfill orders of various types of DSHS Immunization materials. Types of materials include but are not limited to pre-printed forms and publications. No perishables requiring refrigeration should be expected. Warehouse space will only be used to store DSHS Immunization Unit Materials and shipped in accordance with the inventory management system defined and approved by DSHS.

Contractor must have the capability to securely receive electronic copies of mailing lists containing address information from the DSHS Immunization Unit. Contractor must prepare mailings for distribution as specified by DSHS by printing address information onto postcards, labels, and/or envelopes, affix or print proper postage, insert material into envelopes and seal the envelopes, and insert materials into the appropriate mail delivery system(s) such as the United States Post Office, based on the most economically efficient delivery option available.

2.1.1 Service Area (Warehouse Location)

Contractor must provide a warehouse space in the Austin area within 60 miles of DSHS’ main offices in Austin, located at 1100 West 49th Street, Austin, TX 78756-3199. (See Section 2.1.2, Warehouse Requirements) for additional specifications.

2.1.2 Warehouse Requirements

Contractor will:

Provide at least 30,000 cubic foot of Climate-Controlled warehouse space with a Standardized Loading Dock for initial setup to store pre-printed forms, materials, publications, data loggers, immunization promotional items, and other items supplied by the DSHS Immunization Unit:

a. Contractor will maintain adequate liability insurance that will cover total replacement costs for all materials supplied by DSHS that DSHS determines were damaged due to inappropriate storage, inappropriate packaging, mishandling, theft, and fire or water damage;

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b. DSHS reserves the right to increase or decrease cubic footage requirements. DSHS shall provide the Contractor with a minimum of ninety (90) Calendar Days’ notice of the increase or decrease;

c. The storage facility must include and maintain the following:

1. Appropriate security controls including but not limited to:

i. At the front entrance: Locks, limited access pad, electronic lock, badge electronic device reader, or on-site person dedicated to monitoring any entryway when entry door is unsecured at the storage facility’s entrance; and

ii. One of the three security measures listed below at all other entrances:

A. Physical or electronic key tied to badge or other electronic key;

B. Limited access control pad (electronic lock); or

C. On-site person dedicated to monitoring entryway when door is unsecured.

2. On-site supervision of personnel, subcontractors, and visitors when individuals are at the facility.

3. Up-to-date documentation regarding the physical location of items stored within the storage facility or warehouse space.

4. The storage facility must have a phone number. The phone number must be provided to DSHS. If the primary number cannot be reached a secondary communication must be available for DSHS to contact.

5. Receiving capability. The storage facility must be capable of receiving 100-150 orders weekly.

d. DSHS reserves the right to inspect the storage space and audit inventory and all materials or equipment associated with this contract including any subcontracts during regular Business Hours (Monday – Friday 7:00 a.m. – 6:00 p.m. Central Time (CT)).

e. Current fire inspection report (completed in the past 12 months) and proof of current fire alarm system monitoring.

2.1.3 Transition

a. The Transition Plan must be submitted to DSHS for approval within ten (10) Business Days of Contract execution. The Contractor must be the lead in coordinating and facilitating all transition activities. The transition must meet general industry standards.

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The Transition Plan must explain the proposed approach for an orderly and expeditious transition of services from the outgoing service provider. The transition to the new provider must be completed within two months (60 days) of completion of services with DSHS.

b. The Transition Plan must be submitted to DSHS for approval.

c. The Transition Plan, at a minimum, must include the following:

1. A schedule for transition activities, with timelines and milestones specified for key tasks;

2. A staffing plan to support transition tasks, including knowledge transfer activities;

3. A description of the roles and responsibilities of Contractor personnel, including Subcontractors, during the transition;

4. The method for identifying all DSHS Immunization Unit Program (IMM PUB) inventory and Assets to be transitioned;

5. At a minimum, Contractor must label 255 unique order numbers or SKU’s during transition. All Assets must be transitioned with their unique order number or SKU and must be easily identifiable.

6. A risk register for the transition that identifies potential risks, prioritizes the risks based on probability and impact, and establishes appropriate risk mitigation strategies;

7. A communication plan to facilitate interaction between Contractor, DSHS, and the outgoing service provider during the transition activities; and

8. Any assumptions and dependencies.

2.1.4 Data Center Services (DCS) Hosting or DCS Exemption

All eligible computer applications, including web-based services offered in response to this RFP (including custom developed application, Commercial off the Shelf (COTS)) must host the application or solution in compliance with the DCS program, using either public or private cloud computer and DCS managed services provided unless otherwise approved by DIR through a Data Center Services Exemption. Contractor shall provide services that comply with DCS hosting or obtain a DCS (DIR) exception per Exhibit L , Data Center Services.

In the future if Contractor moves to a cloud-based system, Government Code Section 2054.391 requires state agencies included in the Data Center Services (DCS) program to use such services, unless otherwise approved by DIR through a Data Center Services exemption.

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2.1.5 Hosting for Online Inventory Management System (OMS)

The Online Inventory Management System must meet the requirements of a Software as a Services (SaaS) Solution, per NIST SP 800-145. If the online inventory management system is a SaaS Solution, Contractor must provide information that clearly demonstrates that the Solution meets the National Institute of Standards and Technology (NIST) standard definition of SaaS, see Section

1.2 Definitions. Per NIT SP 800- 145. the SaaS solution must have the following four essential characteristics:

2.1.5.1 On-demand Self-Service.

A consumer can unilaterally provision computing capabilities, such as server time and network storage, as needed automatically without requiring human interaction with each service provider.

2.1.5.2 Broad Network Access

Capabilities are available over the network and accessed through standard mechanisms that promote use by heterogeneous thin or thick client platforms (e.g., mobile phones, tablets, laptops, and workstations).

2.1.5.3 Resource Pooling

The provider’s computing resources are pooled to serve multiple consumers using a multi-tenant model, with different physical and virtual resources dynamically assigned and reassigned according to consumer demand. There is a sense of location independence in that the customer generally has no control or knowledge over the exact location of the provided resources but may be able to specify location at a higher level of abstraction (e.g., country, state, or datacenter).

Examples of resources include storage, processing, memory, and network bandwidth.

2.1.5.4 Rapid Elasticity

Capabilities can be elastically provisioned and released, in some cases automatically, to scale rapidly outward and inward commensurate with demand. To the consumer, the capabilities available for provisioning often appear to be unlimited and can be appropriated in any quantity at any time.

2.1.5.5 Measured Service

Cloud systems automatically control and optimize resource use by leveraging a metering capability at some level of abstraction appropriate to the type of service (e.g., storage, processing, bandwidth, and active user accounts). Resource usage can be monitored, controlled, and reported, providing transparency for both the provider and consumer of the utilized service.

2.1.6 Texas Risk and Authorization Management Plan

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If Contractor utilizes a cloud-based system, Contractor shall ensure the system has a minimum of provisional TX-RAMP certification at contract execution and Level One or Level Two certified no later than 12 months after Contract execution. Contractor will ensure TX-RAMP certification is maintained for the duration of the Contract. Contractor acknowledges that TX-RAMP Provisional Status does not fully satisfy the TX-RAMP Certification Level One requirement.

2.1.7 Web-Based Ordering Management System

a. The Contractor must provide a secure Web-Based Ordering Management System (OMS) that will perform online order entry, fulfillment, inventory management, and reporting as required by DSHS.

b. The OMS hosting environment must be approved by DSHS. The OMS must be accessible through a primary Uniform Resource Location (URL) as specified by DSHS. DSHS will provide the Contractor with domain information. All rights, title, and interest to the domain name shall vest with DSHS.

c. The OMS must support the development of a “catalog” interface for users, allowing similar products to be grouped together to facilitate finding desired products. The OMS should support searching, which enables the user to enter search terms to facilitate locating products. Searching by product number and publication ID is required. DSHS must approve catalog categories and assignment of products to specific categories.

d. The OMS must comply with applicable requirements for a State of Texas electronic information resource, including but not limited to, all technical and accessibility requirements, including those specified at Texas Administrative Code Title I, Chapter 206, Subchapter B .

e. DSHS must approve the OMS user interface, including the use of DSHS logos, prior to release of the interface for use. DSHS retains ownership of all information, logos, and other material provided to the Contractor for incorporation into to the OMS. DSHS will also specify the user groups particular products which may be displayed.

f. Provide users with the ability to browse the catalog of available products, select products and quantity for ordering, provide shipping information, specify delivery/pickup options from choices authorized by DSHS, and submit their order. The order shall then be processed by the Contractor.

g. The OMS may, but is not required to, provide support for the creation of different groups of users (roles), e.g., “Local Health Department,” Hospital”. Each role may be assigned access to a select subset of inventory items. If available, DSHS may specify what users should be assigned to what groups.

https://texreg.sos.state.tx.us/public/readtac$ext.ViewTAC?tac_view=5&ti=1&pt=10&ch=206&sch=B&rl=Y https://texreg.sos.state.tx.us/public/readtac$ext.ViewTAC?tac_view=5&ti=1&pt=10&ch=206&sch=B&rl=Y

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h. User contact information shall be considered confidential and may be used by the Contractor solely for fulfilling services pursuant to this Contract. At the conclusion of this Contract, all copies of contact lists, both electronic and paper, must be provided to DSHS as instructed by DSHS.

i. All transactions must occur using the https protocol.

j. The system must allow the user to create an account for future use. The OMS should store a username, password, and contact information, including email address. The account should enable the user to see past orders as well as the status of any pending and incomplete order.

k. Provide DSHS specified users with password-protected access to an ordering interface that allows the user to select products from the catalog, specify the quality of product, add additional products to the order, and specify to what entity the order shall be shipped or other delivery or pickup method.

l. DSHS’ website must link to the Contractor’s work order management system (WOMS).

The initial link will be https://www.dshs.texas.gov/immunizations/media/publications.

DSHS reserves the right to change this Uniform Resource Locator (URL) and shall notify the Contractor of such a change. The OMS shall link to the DSHS website, linking to URLs as specified by the Immunization Unit.

m. The general public will use the public facing interface of the OMS to order publications and other materials specified by the DSHS Immunization Unit.

n. The OMS must be available for order entry at a minimum from 4:00 a.m.- 11:59 p.m. EST seven days per week, 52 weeks per year. Other scheduled downtime must be approved in advance by DSHS. If the OMS is unavailable, a temporary web page must display the reason for the unavailability and indicate when service is expected to return. If the outage is expected to be more than four (4) hours during a Business Day, a phone number must be provided as an alternative contact method.

o. All Customer information is the property of DSHS. No Customer information may be utilized by the Contractor for any purpose other than providing services authorized under this Contract. Upon request, Contractor shall provide DSHS electronic copies of Customer contact information within one Business Day.

p. The Contractor must provide an OMS that, at a minimum, is 95% accurate when compared to the physical inventory.

q. As part of the Ordering Management System and services, the Contractor must:

https://www.dshs.texas.gov/immunizations/media/publications

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1. Assign a unique identification number to each inventory item and, optionally, to what group(s) the product is available;

2. Receive, confirm, fulfill, and track online orders;

3. Validate the accuracy and completeness of mailing addresses prior to shipping and mailing products, materials, or other communications;

4. Request and receive approval from DSHS prior to processing orders for more than one copy of any material when the shipping and billing address is outside the State of Texas;

5. Provide written or electronic communication to acknowledge Customer orders;

6. Have the ability to track and fill backorders on all materials and equipment;

7. Ensure the online inventory management system (OMS) provides real-time stock levels;

8. Provide DSHS staff secure, instantaneous. role-based web access to a reporting system that enables DSHS to access reports regarding current inventory levels for all products, volumes of orders, order status, and similar information. Report format must be approved by DSHS.

9. Contractor must monitor an email address specified by DSHS for order-related information including requests from DSHS staff. Contractor shall respond in a timely manner.

2.1.8 Shipping

DSHS expects approximately 100 to 150 orders to be processed weekly. Order sizes vary day to day and month to month. All inventory is owned by the DSHS Immunization Unit.

Contractor will:

a. Utilize environmentally friendly packaging methods when available.

b. Collate and ship online orders within three (3) working Calendar Days of receipt.

c. Materials must be picked up within three (3) to five (5) Business Days after receipt of notification that the items are ready to be picked up. If postal rates regulated with the United States Postal Office increase at any time within a valid Contract period, Contractor in coordination with DSHS, will negotiate with postal carriers on best possible postage and shipping rates.

d. Track and fill backorders on all materials and equipment as designated by DSHS.

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e. Accept and fulfill orders from out of state customers for products specifically designated and approved by DSHS and accept payment for shipping or other charges that may apply.

f. Twice a month Contractor will perform zip code presort to reduce mailing costs and maintain a license with the United States Postal Service as a National Change of Address (NCOA) license.

2.1.9 Receiving

a. Arrange for the pickup, delivery, or receipt of pre-printed forms, publications, products, and other materials and store them in accordance with the inventory management system defined and approved by DSHS.

1. Receive, inspect, and ship equipment to DSHS Health Service Regions, local health departments, and healthcare providers.

2. Receive, store and ship data loggers, thermometers, and other types of equipment as designated by DSHS.

b. Provide and assign unique order numbers to each inventory item or (SKU).

c. As a part of quality assurance, once a week the Contractor must randomly pull ten (10) samples of the printed material and five (5) samples of stored material upon delivery and set them aside for review by Contractor and DSHS. When printing colored materials, DSHS may request press checks as well as color match proofs. Collected materials will be picked up by DSHS as needed.

d. Notify DSHS within one Business Day after inspection of any shipment where the content(s) is damaged, incorrect items received, or if the content is below the amount shipped.

2.1.10 Mailing Projects

Contractor must complete mailing projects that consist of:

a. Receiving electronic mailing lists of Customers from DSHS Immunization Unit. Mailing Addresses must be in standardized format;

b. Receiving instructions from DSHS regarding what communications must be sent to each Customer (e.g., postcard, letter, etc.);

c. Contractor must validate addresses;

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d. Contractor must print addresses directly on relevant post cards, envelopes, and/or print mailing labels and affix labels to relevant materials for mailing as instructed by DSHS;

e. Contractor must affix appropriate postage to each item, based on rates negotiated with the appropriate postal service (e.g., bulk or prepaid rates);

f. Contractor must insert prepared mail into the postal system for delivery using US Postal Service approved methods; and

g. Contractor must notify DSHS of any returned mail and follow DSHS instructions regarding resolving undeliverable mail.

2.1.11 Special Projects

Contractor, on an as needed basis or if otherwise instructed by DSHS, will need to complete special projects that consist of:

a. Secure or receive materials from the DSHS Immunization Unit, assemble materials, conduct quality assurance checks to ensure the packets are completed, and distribute materials as required to complete special projects and mailings as needed. Special projects and mailings may include the following:

1. Develop and mail informational letters and packets to individuals and organizations regarding immunizations.

2. Conduct notice of change of address verification services for mailings, such as the immunization registry adult consent requirement, reminder cards for the 4th DTaP (Diphtheria, Tetanus and Pertussis) dose, and other mailings as needed.

3. Conduct review and finalize the mail merge of individual form letters and:

i. Secure materials to be included in the packet;

ii. Assemble packet; and

iii. Distribute monthly immunization registry informational mailings.

4. Complete other special projects, printings, and mailings as requested by the DSHS Immunization Unit.

2.1.12 Returns

Contractor must accept and process returned mail and returned items to inventory.

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a. Contact DSHS Inventory Coordinator for address verification and resend the order whenever materials are returned as “undeliverable”. DSHS will assist on address verification for any orders that are returned as “undeliverable.”

b. Contact DSHS regarding orders returned for a second time; items(s) will be restocked and returned to inventory at no additional charge to DSHS.

2.1.13 Reporting

Contractor will follow the below for reporting requirements:

a. DSHS will work with the Contractor to develop specific activity reporting requirements, and DSHS reserves the right to modify reporting requirements and activity reporting content. All reports to contain the name of the report, Contractor’s name, contract number, and the program ID: IMM PUB in the subject line and on the title of the reports:

1. Report and notify DSHS of low stock, out of stock, back ordered items and version control of expired items;

2. Receipt of goods from process returned mail;

3. Email reports weekly to the DSHS inventory coordinator, or designee for all activities from the previous week. Previous week activities are defined as Monday, 12:00 a.m.

thru Sunday, 11:59 p.m. Weekly Reports will be due no later than the second (2nd) Business Day of the week;

4. Every 1st week of the month, Contractor must submit electronic reports monthly to the DSHS inventory coordinator or designee for all activities from the previous month.

Previous month activities are defined as complete. Report from all weekly activities from the previous month (criteria for reports will be developed with DSHS);

5. DSHS will work with the Contractor to develop specific activity reporting requirements and DSHS reserves the right to modify reporting requirements and activity reporting content.

2.1.14 Turnover

Turnover is defined as those activities required to transition contract operations to DSHS Immunization Unit Program (IMM PUB) or a subsequent Contractor upon termination, cancellation, or expiration of the contract.

Contractor will complete the following turnover services:

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a. Six (6) months prior to the end of the base contract period or any extension thereof, Contractor must develop, submit, and implement a DSHS Immunization Unit approved Turnover Plan covering the transition of Contract requirements to DSHS Immunization Unit, its designee(s), or a successor vendor.

b. The Turnover Plan must be supplied in the manner and format required by DSHS Immunization Unit and must contain comprehensive information detailing the proposed schedule, activities, operational support, and resource requirements associated with the turnover tasks outlined below. DSHS Immunization Unit reserves the right to have the Contractor submit an updated Turnover Plan one (1) month prior to the end of the base contract or any extension thereof.

DSHS reserves the right to require additional information or modify the turnover schedule as necessary. Proprietary software programs will not be required to be delivered to DSHS pursuant to these Turnover Requirements.

c. As part of the Turnover Plan, the Contractor must provide DSHS with copies of all relevant data and documentation related to the contract, including:

1. Copies of working papers, including procedures, programs, reports, and schedules;

2. Status and documentation of any outstanding actions or items;

3. Detailed descriptions of functional business processes and workflows, including functional descriptions of technology solutions such as the inventory management system.

d. A list of all pending orders.

e. Other documentation necessary to support contract operations and Other pertinent information necessary to assume Contractor’s operational activities successfully.

f. Contractor will provide DSHS or its designee(s) with all updated documentation or records that are not included in the Turnover Plan or that require additional details beyond the Turnover Plan within fifteen (15) Business Days of the request.

g. Three (3) months prior to the end of the Contract or any extension thereof, Contractor must begin training DSHS staff or its designee(s) in the operation of non-proprietary systems and business processes. Training must be completed at least two (2) months prior to the end of the Contract or any extension thereof. DSHS may modify this timing.

h. Three (3) months prior to the end of the Contract or any extension thereof, Contractor will appoint, with DSHS approval, a manager to coordinate and supervise turnover activities.

i. Contractor will not reduce operational staffing levels during the turnover period without prior DSHS approval.

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j. Contractor will complete the following post-turnover services:

1. One (1) month after the scheduled end of the Contract, the Contractor must provide DSHS with a Turnover Results Report documenting the completion and results of each part of the Turnover Plan and any subsequent requests for documentation. The outline and format of the Turnover Results Report must be approved in advance by DSHS.

Turnover will not be considered complete until the Turnover Results Report is approved by DSHS.

2. The Contractor may also be required to provide the services (“Turnover Assistance”) of a knowledgeable employee who has worked on the contract for at least one year and who has access to other subject matter and technical expertise within the Contractor’s operations. If requested by DSHS, this individual may be required to be available as needed for a six (6) month period following Contract termination. The individual proposed by the Contractor must be approved by DSHS. DSHS may, but is not obligated to, provide working space, and assign work to be done on a partial or full-time basis to support post turnover activity.

2.1.15 Contractor Requirements

Contractor must do the following:

a. Provide a link to Contractor's web-based publication ordering management system that will interface to the DSHS catalog at: https://secure.immunizetexasorderform.com/default.asp.

b. Provide web-based publication ordering system maintenance as necessary and resolve issues within two (2) Business Days.

c. Process orders received by this web-based system and fulfill the orders.

d. Provide reports as requested by DSHS. Type of reports and the frequency of reports will be determined by DSHS. A report will include but is not limited to backordered items, low stock, out of stock, and replenishment reports. All reports will be in an agreed upon format.

Reports must be consistent and must accurately reflect DSHS additions and deletions to inventory per DSHS instructions. (See Section 2.1.11)

e. Contractor must follow all accessibility requirements as per https://accessibility.hhs.texas.gov/policy.htm.

f. Process any size order as requested with no minimum or maximum amounts set by Contractor.

g. Develop an escalation process on customer service issues. Contractor will coordinate with DSHS on customer service policy and procedures.

https://marcomcentral.app.pti.com/printone/catalog.aspx?uigroup_id=3500&setcookiedetect=1 https://accessibility.hhs.texas.gov/policy.htm

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h. Work with DSHS to determine the most economical shipping method for materials and equipment.

i. Allow DSHS appointed designees access to pick-up on demand items during business hours Monday through Friday between 7:00 a.m. and 6:00 p.m. CST. Contractor will provide an after-hour emergency contact and phone number at no additional charge.

j. Be available to review priorities and progress towards goals and objectives with DSHS Immunization Unit as needed, in-person, by telephone, or through video conferencing when scheduled by DSHS staff in advance.

2.1.16 Agency Requirements

a. DSHS reserves the right to change any shipping methods at any time during the term of a Contract. DSHS will notify the Contractor of any changes and provide procedures that may occur during the term of the Contract.

b. DSHS will request overnight shipment or expedite the shipment of any item(s) stored by Contractor. Such request may come only from DSHS. The expense for overnight shipment(s) will be paid by DSHS or by the receiver and DSHS may provide preferred carrier and account numbers. Orders may be shipped to out of state customers.

c. DSHS will provide special items to the Contractor for packaging.

d. DSHS will approve the efficiency and cost prior to use, or implementation of, packaging methods.

e. DSHS will request special projects consisting of various items provided by DSHS to be finalized. Materials will be secured, including form letters and educational materials, packets assembled, conduct quality assurance checks, and distributed as required. DSHS will provide Contractor with the shipping lists to ship these items.

f. DSHS reserves the right to request special reports in a time prescribed by DSHS.

2.1.17 Deliverables

Item Deliverable Due Date/Timeframe

1. Contractor must provide approximately

30,000 cubic foot of Climate-Controlled warehouse space and meet the requirement of (Section 2.1.2).

Upon Contract Execution.

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Item Deliverable Due Date/Timeframe

2. Contractor must provide a Transition

Plan for DSHS approval and meet all Transition Plan requirements of (Section 2.1.3).

Within (10) Business Days upon Contract execution.

3. Contractor must provide a secure Web- Based Ordering Management System (OMS) that will perform online order entry, fulfillment, inventory management, and reporting as required by DSHS., and meet the requirements of (Section 2.1.7).

Upon Contract Execution.

4. Utilize environmentally friendly packaging methods. (Section 2.1.8 (a))

When available.

5. Collate and ship online orders. (Section

2.1.8 (b))

During entire Contract term and within three

(3) working Calendar Days of receipt of order(s).

6. Track and fill backorders on all materials and equipment. (Section 2.1.8 (d))

During entire Contract term and on an as needed basis or designated by DSHS.

7. Contractor must accept and fulfill orders from out-of-state customers for products specifically designated and approved by DSHS and accept payment for shipping or other charges that may apply. (Section

2.1.8 (e))

During Contract term on an as needed basis or designated by DSHS.

8. Provide and assign unique order numbers to each inventory item. (Section 2.1.9 (b))

During entire Contract term and on an as needed basis or designated by DSHS.

9. Contractor must notify DSHS after inspection of any shipment where the content(s) is damaged, incorrect items received, or if the content is below the amount shipped. (Section 2.1.9 (d))

Within One Business Day.

10. Contractor will complete mailing projects that follow the requirements of (Section 2.1.10).

During entire Contract term and on an as needed basis or designated by DSHS.

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Item Deliverable Due Date/Timeframe

11. Contractor will need to complete special projects as per the requirement of (Section 2.1.11).

During Contract term on an as needed basis or designated by DSHS.

12. Contractor must accept and process returned mail and returned items to inventory. (Section 2.1.12)

During Contract term on an as needed basis or designated by DSHS.

13. Allow DSHS appointed designees access to pick-up on demand items. (Section

2.1.15 (i))

During Contract term during business hours Monday – Friday between 7:00 a.m. and 6:00 p.m. CST

14. Respond to DSHS requests to inquire, research, and respond to customer service issues.

Within One Business Day.

2.1.18 Performance Measures

Item Performance Measure Due Date/Time Frame

1. Contractor will maintain adequate liability insurance that will cover all replacement costs to all materials. (Section

2.1.2 (a))

Upon Contract execution and through entire contract with

DSHS.

2. DSHS reserves the right to increase or decrease cubic footage requirements. (Section 2.1.2 (b))

DSHS shall provide the Contractor with notice of the increase or decrease within at least 90 Calendar Days.

3. DSHS reserves the right to inspect the storage space and audit or inventory all materials or equipment associated with this contract including any subcontracts. (Section

2.1.2 (d))

Upon Contract execution and throughout entire Contract term from regular business hours (Monday – Friday 8:00 a.m. – 6:00 p.m. Central Standard Time (CST).

4. Perform zip code presort to reduce mailing costs and maintain a license with the United States Postal Service as a National Change of Address (NCOA) license.

(Section 2.1.8 (e))

Twice a month.

5. Contractor must randomly pull ten (10) samples of the printed material and five (5) samples of stored material upon delivery and set them aside for review by

Once a week or upon receiving new printed materials.

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Item Performance Measure Due Date/Time Frame Contractor and DSHS. When printing colored materials, DSHS may request press checks as well as color match proofs. Collected materials will be picked up by DSHS as needed. (Section 2.1.9 (c))

6. Contractor will mail reports weekly to the DSHS inventory coordinator, or designee for all activities from the previous week. (Section 2.1.13 (iii))

Weekly reports will be due no later than the second (2nd) business day of the week of every week.

7. Contractor must submit electronic reports monthly to the DSHS inventory coordinator, or designee for all activities from the previous month. (Section 2.1.13 (iv))

Every 1st week of every month.

8. DSHS will work with the Contractor to develop specific activity reporting requirements and DSHS reserves the right to modify reporting requirements and activity reporting content. (Section 2.1.13 (v))

During Contract term or designated by DSHS.

9. Contractor will complete a Turnover plan as per the requirements of (Section 2.1.14).

Six (6) months prior to the end of the base contract period or any extension.

10. Provide web-based online management ordering system maintenance as necessary and resolve any issues.

(Section 2.1.14 (b))

Within two (2) Business Days.

11 Contractor must provide a link to Contractor's Web- Based Ordering Management System that will interface to the DSHS catalog at:

https://secure.immunizetexasorderform.com/default.asp.

(Section 2.1.15 (a))

Upon Contract execution

12. Process any size order as requested with no minimum or maximum amounts set by Contractor. (Section 2.1.15 (f))

Within 3-5 Business Days upon receipt of order(s) or if designated by DSHS otherwise.

13. Develop an escalation process on customer service issues. Contractor will coordinate with DSHS on customer service policy and procedures. (Section 2.1.14 (g))

Upon Contract execution and during Contract term.

https://marcomcentral.app.pti.com/printone/catalog.aspx?uigroup_id=3500&setcookiedetect=1

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Item Performance Measure Due Date/Time Frame

13. Receive materials or equipment from third-party vendors on behalf of DSHS. Upon receipt will inspect and notify DSHS Inventory Coordinator by email

Within one (1) business day to include a copy of the original shipping and packing slip(s).

2.1.19 Payment and Invoices

a. Contractor will request monthly payments by preparing an invoice and submitting acceptable supporting documentation for reimbursement of the required services and deliverables.