ESBD_379399_1732660453986_HHS0014749 - Pre-Proposal Conference and HSP Training Slide Deck.pdf

Pre-Proposal Conference and HSP Training

Request for Offers for Critical Incident Management System (CIMS) Fiscal Year 2025 Request for Offers No. HHS0014749

Version 1.20 Revision Date 10/10/2023

Introductions

Speakers

• Andrick Reese, Contract Administration Manager, HHSC Procurement and Contracting Services

• Chery Bradley, HUB Coordinator

Topics

• Communication

• Schedule of Events

• Procurement Access

• Procurement Background

• 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:

Andrick Reese, CTCD, CTCM HHSC Contract Specialist 1100 W. 49th Street, Mail Code 2020 Austin, TX 78756 Email: Andrick.Reese@hhs.Texas.gov mailto:andrick.reese@hhs.texas.gov

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

• All communications between Respondents and other HHS staff members concerning the RFO 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 (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.Wilczynski@hhs.Texas.gov.

mailto:Isaiah.Wilczynski1@hhs.texas.gov

Schedule of Events Event Date/Time

RFO Release Date November 19, 2024

Deadline for Submitting Questions November 27, 2024, at 2:00 PM Central

Time

HSP Courtesy Review Due Date December 9, 2024, at 2:00 PM Central

Time Tentative Date to Post Answers to Questions on

ESBD

December 11, 2024, at 5:00 PM Central

Time

Deadline for Submission of Responses December 19, 2024, at 10:30 AM Central

Time

Evaluation Period January 2025

Anticipated Notice of Award May 2025

Anticipated Contract Start Date July 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

Procurement Access State of Texas ESBD Webpage

• The RFO and official materials are posted to the State of Texas ESBD webpages at: https://www.txsmartbuy.gov/esbd/HHS0014749

• 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.gov/esbd/HHS0014749

Procurement Background HHSC is seeking a qualified Contractor to provide a modern, adaptable, single source, cloud- based, Contractor hosted Software as a Service (SaaS) or DCS hosted COTS (Commercial-Off-the-Shelf), Critical Incident Management System (CIMS) to be used by Medicaid waiver Providers. The CIMS is used to report all Critical Incidents as defined in federal law and regulation. The CIMS provides a mechanism to allow HHSC to develop efficiencies in oversight and to comply with CMS guidance as outlined in Modifications to Quality Measures and Reporting in Section 1915(c) Home and Community-Based Waivers published by the Centers for Medicare and Medicaid Services (CMS) on March 12, 2014.

Key requirements of the SOW include:

a. Comply with federal reporting requirements;

b. Improve data analytics capabilities;

c. Provide one location for all reported Critical Incident data which allows for efficient and effective cross Program analysis; and

d. Automate data feeds to reduce entry and potential for errors with a manual data entry process. The ability to analyze data across all Programs reporting Critical Incident data will provide insight on potential underreporting or data entry errors due to inadequate training of Providers.

Procurement Background

Contractor shall provide a CIMS Solution that meets the National Institute of Standards and Technology (NIST) standard definition of SaaS provided in NIST Special Publication No. SP 800-145. If applicable, the Contractor shall also comply with the requirements in Exhibit P, DIR DCS Requirements.

HHSC will provide the Contractor with reasonable and timely access to data, information, and staff of HHSC. Contractor shall ensure that all Work Products and artifacts will be accessible to HHSC throughout the Contract Term.

The CIMS shall be compliant with all applicable State and federal laws, regulations, or administrative rules relating to the specific Programs that Contractor will support on behalf of HHSC and those set forth in Exhibit D, HHS Data Use Agreement (DUA), Version 8.5.

CIMS Go-live is no later than November 29, 2025.

Submission Requirements Submission Options

Option 1 - USBs Option 2-Online Bid Room

U.S. Postal Service Express/ Overnight Delivery HHS Online Bid Room

HHSC Procurement & Contracting Services (PCS)

Bid Room Attn: Andrick Reese

P.O. Box 149166 Austin, TX 78714-9166

HHSC Procurement and Contracting Services (PCS)

Bid Room Attn: Andrick Reese

1100 West 49th Street;

Mail Code 2020

Building S Austin, TX 78756

See Exhibit L, 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

Items to submit for a RESPONSIVE response:

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

2. Exhibit H: 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 6.8 HUB Subcontracting Plan

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

Items to submit for a RESPONSIVE proposal:

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

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

6. Exhibit E: Exceptions Form Ensure this document is completed with as much detail as possible if a Respondent has Exceptions. (Refer to RFO Section 3.5.4)

Items to submit for a RESPONSIVE proposal:

7. Exhibit F: Assumptions Form Ensure this document is completed with as much detail as possible if a Respondent has Assumptions. (Refer to RFO Section 3.5.5)

Submissions must be received by HHSC no later than:

Thursday, December 19, 2024, at 10:30

AM CT

Proposal Screening & Evaluation

Evaluation and Award Process

• Initial Screening of Minimum Qualifications (see RFO Section 4.2.3)

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

Reminders

• Read the RFO thoroughly and include all required documents.

• Deadline to Submit Questions: November 27, 2024 @ 2:00 p.m. CT

• Date Responses to Questions Posted on ESBD: December 11,

• Deadline to Request HSP Courtesy Review: December 9, 2024

• Proposals due: December 19, 2024, at 10:30 a.m. CT

• Late submissions will not be considered.

Vendor Questions

• All questions must be submitted in writing to the Contract Specialist at: Andrick.Reese@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 November 27, 2024, by 2:00 p.m.

Central Standard Time.

mailto:andrick.reese@hhs.texas.gov

Award Requirements TX-RAMP Level 2 Certification

Prior to award of the Contract, Respondent must obtain The Texas Risk and Authorization Management Program (TX-RAMP) level 2 certification. TX-RAMP provisional status does not satisfy the TX- RAMP level 2 certification requirement. For this Solicitation, HHSC shall not provide “agency-sponsored” TX-RAMP provisional status certification to any Respondent. To become TX-RAMP certified, entities must submit prescribed documentation to DIR. Information regarding TX-RAMP is currently located at:

https://dir.texas.gov/texas-risk-and-authorization-management-program-tx-ramp.

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.

HUB Subcontracting Plan Training

Historically Underutilized Business (HUB)

HUB Subcontracting Plan (HSP) Training

06/24/21

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

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. Fax logs *7 business days to respond 33

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 Coordinator Contact Information

Isaiah Wilczynski

Isaiah.Wilczynski@hhs.texas.gov mailto:Isaiah.Wilczynski@hhs.texas.gov

Thank You