ESBD_382098_1730829147328_HHS0014378_Tobacco Quitline _.pdf

HHS RFP Version 2.10 RFP No. HHS0014378 Page 1 of 48 Revision Date 09/12/2023

Cecile E. Young, Executive Commissioner

Request for Proposals (RFP) for

Tobacco Cessation Services – Texas Tobacco Quitline

RFP No. HHS0014378

Date of Release: November 5, 2024

Responses Due: Section 3.1 for Schedule of Events

NIGP Class/Item Codes

915-20 Call Center Services

915-49 High Volume, Telephone Call Answering Services

915-85 Telecommunication Relay services: Text Telephone (TTY); Text-To-Voice; Voice Carry Over (VCO); Hearing Carry Over (HCO); Speech-To Speech Relay; Video Relay; Spanish Relay; 7-1-1 Access to TRS; Short Message Service (SMS)

948-43 Health Information services

948-86 Therapy & Rehabilitation services

952-06 Alcohol and Drug Prevention

952-21 Counseling services

952-74 Referral services

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Table of Contents Article I. Introduction, Definitions, and Authority

1.1 Introduction Summary

1.2 Definitions

1.3 Authority

Article II. Scope of Work

2.1 Description of Services

2.1.1 Project Background and Purpose

2.1.2 TTQL Requirements

2.1.3 Texas Risk and Authorization Plan

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

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

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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

3.6 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 Best and Final Offer (BAFO)

4.2.7 Final Written Response Score

4.2.8 Summary of Best Value Determination

4.3 Questions or Requests for Clarification

Article V. Narrative

5.1 Narrative Proposal

5.1.1 Executive Summary

5.1.2 Project Work Plan

5.1.3 Key Staffing Profile

Article VI. Required Respondent Information

6.1 Company Information

6.1.1 Company Narrative

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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

6.9 Secretary of State Certification

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

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. INTRODUCTION, DEFINITIONS, AND AUTHORITY

1.1 INTRODUCTION SUMMARY

The Texas Department of State Health Services’ (DSHS) Texas Tobacco Prevention and Control Program requires the Services of a qualified vendor to provide no-charge Tobacco Cessation Quit Services to Texas residents ages thirteen (13) and older wanting to quit Tobacco Products, including e-cigarettes. These Services will be provided in the form of a Texas Tobacco Quitline (TTQL), which will be available by phone via a toll-free Quitline and online three hundred and sixty-five (365) days a year, twenty-four (24) hours a day, seven (7) days a week (excluding certain holiday closures listed in Article II, Scope of Work, 2.1.2 TTQL Requirements).

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.

If providing cloud computing services subject to Texas Government Code §2054.0593, Respondent must obtain TX-RAMP Level 2 certification prior to Contract award. TX-RAMP Provisional Status does not satisfy the TX-RAMP Certification Level 2 requirement. For this Solicitation, HHSC shall not provide “agency-sponsored” TX-RAMP Provisional Status certification to any Respondent.

Information regarding HHSC or DSHS and its programs is available online and can currently be accessed at HHSC or DSHS https://hhs.texas.gov/.

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.

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

https://hhs.texas.gov/

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

“Business Day” means any day (24-hour period) in which normal business Operations of HHSC are conducted (e.g., excludes weekends and the national holidays specified in Section 662.003(a) of the Texas Government Code).

“Calendar Day” means each day shown on the calendar beginning at 12:00 Midnight and ending at 11:59 p.m. the following day, including Saturdays, Sundays, and national and State holidays listed in Texas Government Code § 662.003.

"Cessation Coach” means an individual who has been hired and trained specifically to conduct live telephone and online Cessation Coaching to assist individuals wanting to quit Tobacco Products via the modalities of phone, video, online web chat, and texting. Education or professional background should include health education, coaching or counseling, psychiatry/psychology, social work, or related field. Training by employer should include didactic and practicum related to cessation that includes identifying an individual’s readiness to quit, conducting nicotine replacement therapy assessments, setting quit dates, preparing to quit, and maintaining cessation following quit date through utilization of individual and community support networks and resources.

"Cessation Coaching” refers to an evidence-based methodology to provide appropriate messages, advice, and support to Texas Tobacco Quitline participants seeking to quit using Tobacco Products through a series of one (1) or more Coaching Sessions.

"Coaching Session” refers to a Texas Tobacco Quitline participant interacting with a live Cessation Coach for the purposes of obtaining Cessation Coaching, which includes advice and support.

“Combination Nicotine Replacement Therapy” or “Combination NRT” means Texas Tobacco Quitline participants receive a short and long-acting Nicotine Replacement Therapy (see definition below) medication together. Combination Nicotine Replacement Therapy has the strongest, positive documented effect on tobacco cessation outcomes.

“Contract Term” means the period of time 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.

“DSHS Public Health Region” refers to the way in which DSHS has broken Texas into eleven (11) regions so that satellite offices can assist local health departments (“LHD”) or serve as the LHD in the absence of a county or city LHD.

“Due Date” is the established deadline for submission of a document or deliverable.

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“Effective Date” has the same meaning as the definition in Exhibit B, Health and Human Services (HHS) Uniform Terms and Conditions (UTC) – 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 http://www.txsmartbuy.com/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.

“Healthcare Professional” refers to but is not limited to physicians, nurses, clinical staff, hospital staff, dentists, community health workers, public health staff, and behavioral health staff.

“Health Level 7” or “HL7” is a set of international standards for transfer of clinical and administrative data between software applications used by health professionals.

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

“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.

“North American Quitline Consortium” or “NAQC” is an organization that promotes evidence-based quitline Services across diverse communities in North America. More information on NAQC can be found at https://www.naquitline.org.

“North American Quitline Consortium Minimal Data Set” or “NAQC MDS” is a set of optional and standardized questions that are asked of participants at intake and seven (7) month follow-up by state quitlines. More information can be found at https://www.naquitline.org/page/mds.

“Nicotine Replacement Therapy” or “NRT” refers to U.S. Food and Drug Administration-approved medication designed to deliver nicotine through a variety of methods including, but not limited to, transdermal patches, gums, and lozenges.

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

“Solicitation” means this RFP including all exhibits, attachments, forms, and Addenda, if any.

http://www.txsmartbuy.com/esbd https://www.naquitline.org/

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“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.

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

“Support Materials” means materials such as articles, videos, and other information on coping with nicotine addiction and triggers, etc.

“Technical Assistance” means Services to help maintain or increase capacity to accomplish tobacco cessation goals and activities related to the Texas Tobacco Quitline. Technical Assistance can be conducted in the form of phone calls, emails, virtual meetings, or in-person meetings.

“Texas Tobacco Quitline” or “TTQL” is an evidence-based tobacco cessation treatment service available by phone via a toll-free quitline and online to Texas residents ages 13 and older.

“Tobacco Cessation Quit Services” means cessation Services for those wanting to quit Tobacco Products, including e-cigarettes, and includes but is not limited to enrollment; intake, including tobacco use screening and assessment; Nicotine Replacement Therapy (or NRT) assessment and delivery; cessation coaching; youth cessation Services; and appropriate Support Materials.

“Tobacco Products” means any product that is made or derived from tobacco, contains nicotine from any source, or contains ingredients intended to mimic the physiological and/or psychological effects of tobacco. This includes but is not limited to combustible products such as cigarettes, cigars, and hookahs; smokeless products such as snuff, dip, chew, and snus; dissolvable products such as orbs, strips, and sticks; and electronic cigarette (e-cigarette) products such as vapes, vape pens, electronic nicotine delivery systems, electronic vaping devices, e-cigars, and hookah pens.

“TX-RAMP” means the Texas Risk and Authorization Plan established by 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.

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

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“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.

1.3 AUTHORITY

HHSC or DSHS is soliciting the Services stated in this Solicitation under authority of the Texas Government Code Section 403.105. DSHS is authorized to enter into Contracts through Texas Health and Safety Code, Section 12.051. In addition, this Solicitation and resulting Contracts fall under Texas Government Code 2155.144.

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 SERVICES

2.1.1 Project Background and Purpose

The purpose of this RFP is to procure Services to operate the TTQL, which is an evidence-based tobacco cessation treatment service that can double an individual’s chances of quitting Tobacco Products. TTQL provides free, confidential, and convenient Tobacco Cessation Quit Services to Texas residents ages thirteen (13) and older regardless of their health insurance status.

The Centers for Disease Control and Prevention (CDC) funds comprehensive tobacco prevention and control programs across the country to reduce the burden of disease and death that tobacco use causes. The TTQL is part of Texas’ comprehensive Tobacco Prevention and Control Program that provides evidence-based support to those wanting to quit using Tobacco Products, including e-cigarettes. Services must be performed in accordance with best practices established by the North American Quitline Consortium (NAQC).

2.1.2 TTQL Requirements

Contractor will operate the TTQL to provide Tobacco Cessation Quit Services in Texas. Inclusive to the Services are Cessation Coaching at no charge to Texas residents ages thirteen (13) and older who are wanting to quit Tobacco Products, including e-cigarettes. Contractor must ensure TTQL Tobacco Cessation Quit Services are available by phone via a toll-free quitline and online three hundred and sixty-five (365) days a year, twenty-four (24) hours a day, seven (7) days a week (excluding the following holiday closures: Independence Day on July 4th, Thanksgiving Day, Christmas Eve on December 24th, Christmas Day on December 25th, and New Year’s Eve on December 31st). Tobacco Cessation Quit Services are to be provided in English and Spanish by live, qualified Cessation Coaches for the length of the Contract Term.

Tobacco Cessation Quit Services include but are not limited to enrollment; intake, including tobacco use screening and assessment; Nicotine Replacement Therapy (NRT) assessment and delivery; Cessation Coaching; youth cessation Services; and providing participants with appropriate Support Materials.

2.1.2.1 Enrollment and Intake

a. Contractor must conduct an intake survey of newly enrolled TTQL participants. The intake survey must follow the guidelines contained in the NAQC Minimum Data Set (MDS) with the addition of state-specific questions. Additional information on NAQC MDS can be found at https://www.naquitline.org/page/mds.

b. Contractor must allow Texas residents ages thirteen (13) and older can enroll in Tobacco Cessation Quit Services. Enrollment in Tobacco Cessation Quit Services can https://www.naquitline.org/page/mds

HHS RFP Version 2.10 RFP No. HHS0014378 Page 11 of 48 take place via phone or online. Youth ages thirteen to seventeen (13-17) are permitted to participate in TTQL Services, and without parental consent.

c. During the intake process, Contractor must:

1. Ensure the TTQL intake survey includes all lung cancer screening questions from the NAQC MDS.

2. Provide lung cancer screening eligible TTQL participants with lung cancer screening education and support.

3. Refer lung cancer screening eligible TTQL participants to the lung cancer screening patient decision aid tool Project CONNECT at https://lungscreen.health.

d. Contractor must:

1. Allow for referrals to TTQL for enrollment in Tobacco Cessation Quit Services.

2. Allow Texas residents to refer themselves to TTQL via phone or online at www.YesQuit.org.

3. Allow Texas residents to be referred by a Healthcare Professional through fax form, online portal or website, and electronic medical record/electronic health record (EHR) system.

4. Ensure that feedback on referred patients’ outcomes is only provided to:

A. The referring Healthcare Professional; and

B. HIPAA covered entities.

e. Ensure that at least eighty (80) percent of all phone calls are answered within thirty

(30) seconds. In Fiscal Year 2021, there were ten thousand three hundred and fourteen (10,314) enrolled TTQL phone callers. However, numbers may vary from year to year.

f. Ensure Cessation Coach return missed calls within forty-eight (48) hours or at a time requested by the caller.

g. Establish an effective communication method for assisting TTQL participants and provide language translation services for those participants who speak languages other than English and Spanish to ensure those participants receive appropriate Tobacco Cessation Quit Services.

Contractor must maintain a Statewide, computerized referral resource database of local community resources, including but not limited to local cessation Services by county. Contractor will refer TTQL participants to appropriate local community resources during the intake and enrollment process. Contractor will coordinate with DSHS to identify and determine which local community resources will be available in the referral resource database.

https://lungscreen.health/ http://www.yesquit.org/

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2.1.2.2 NRT Assessment and Delivery

DSHS will provide the Contractor with information on populations eligible to receive NRT from TTQL. Contractor will:

a. Assess TTQL participants to determine if they are eligible for and may benefit from

NRT.

b. Be responsible for obtaining and delivering U.S. Food and Drug Administration-approved over the counter NRT medications, including nicotine patches, gum, and lozenges, to TTQL participants ages eighteen (18) and older enrolled in Tobacco Cessation Quit Services.

c. Offer and deliver up to an eight (8) week supply of NRT to TTQL participants at no-cost.

d. Offer and deliver Combination NRT to TTQL participants at no-cost.

e. Allow eligible pregnant women ages eighteen (18) and older to receive NRT with a physician’s override waiver letter.

f. Allow eligible TTQL participants ages eighteen (18) and older with a medical contraindication, such as recent medical event (heart attack, stroke, etc.), to receive NRT with a physician’s override waiver letter.

2.1.2.3 Cessation Coaching

a. Contractor must provide comprehensive Cessation Coaching to TTQL participants who express a readiness to quit Tobacco Product use, including e-cigarettes.

b. Cessation Coaching must be based on evidence-based best practices for tobacco cessation and protocols demonstrated effective in randomized clinical trials.

c. Cessation Coaching must be provided through Coaching Sessions.

d. Contractor must offer Coaching Sessions via phone, video, online web chat, and texting.

e. Coaching Sessions must be provided by trained and qualified Cessation Coaches.

Contractor must ensure that all TTQL Cessation Coaches are appropriately trained prior to placing them in a position to provide Services to Texas residents. TTQL staff in training to become Cessation Coaches may provide Services if the Contractor ensures they are being monitored by appropriately trained and qualified staff.

f. Cessation Coaching must include at least four (4) population tracks. Contractor may propose a special population track.

1. General Population Track:

For adults ages eighteen (18) and older who:

A. Do not indicate that they are pregnant;

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B. Are not postpartum (one (1) year post-birth);

C. Do not have a mental health condition;

D. Do not have a substance use condition; and

E. Do not use menthol Tobacco Products.

Participants in this track will be provided with up to five (5) Coaching Sessions.

2. Pregnancy and Postpartum Track:

For adult women ages eighteen (18) and older who indicated that they are pregnant or postpartum (postpartum is up to one (1) year post-birth). Participants in this track will be provided up to seven (7) Coaching Sessions that are tailored specifically for pregnancy and postpartum.

3. Behavioral Health Track:

For adults ages 18 and older who indicated that they have a mental health condition, or a substance use condition. Participants in this track will be provided with up to seven (7) Coaching Sessions that are tailored specifically for behavioral health-related conditions.

4. Menthol Track:

This track will be for adults ages 18 and older who indicate that they use menthol Tobacco Products. Participants in this track will be provided up to five (5) or seven

(7) Coaching Sessions that are tailored specifically for those who use menthol Tobacco Products.

5. Special Population Track:

Upon the request of DSHS Contractor may provide a track for special populations ages eighteen (18) and older who are disproportionately impacted by Tobacco Products, such as American Indian/Alaska Native, Black/African American, Asian/Pacific Islander, and Veterans. Participants in this track may receive up to five (5) or seven (7) Coaching Sessions that are tailored specifically for disproportionately impacted groups.

h. Contractor must ensure cessation Support Materials will be made available upon request, to interested TTQL participants.

i. Contractor must ensure the safety and security of TTQL participants’ personally identifiable information and details of conversations between TTQL participants and Cessation Coaches.

2.1.2.4 Online Platform and Text-Based Services

a. Contractor must provide an online platform in which to deliver TTQL Tobacco Cessation Quit Services through the internet.

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b. Contractor must provide general texting-based Services to TTQL participants who elect to enroll in texting Services. Texting Services may be automated and will be in addition to the Coaching Sessions.

c. Contractor may provide interactive texting-based Services to help enroll and support TTQL youth participants who indicate a readiness to quit Tobacco Product use, including e-cigarettes.

2.1.2.5 Youth Cessation Services

Contractor must provide cessation Services to youth ages thirteen to seventeen (13-17) for Tobacco Product use, including e-cigarettes. At a minimum, youth cessation Services must be accessible via online and texting. Youth ages thirteen to seventeen (13-17) are permitted to participate in TTQL Services, and do not require parental consent.

2.1.2.6 Reporting

a. Contractor must provide a secure, and computerized system of collecting, reporting, and analyzing key data elements collected on TTQL activity and participants.

Contractor must:

1. Collect data at intake on all participants who contact or are referred to the TTQL following the standardized NAQC MDS guidelines and MDS state-specific questions but also coordinating with the data needs of DSHS;

2. Collect data on: method of enrollment/entry to TTQL; contact volume (phone calls, online access, text access); Tobacco Product use status and product type used;

demographics (race, ethnicity, age, gender, education, income, sexual orientation, county of residence, city and/or zip code, etc.); language spoken; health insurance by type; chronic medical conditions by type (asthma, diabetes, cancer, heart disease, etc.); behavioral health status (mental health and substance use conditions;

pregnant and postpartum status, healthcare referral volume and status; and other data elements as deemed necessary by DSHS;

3. Maintain a comprehensive tracking system of all data collected at intake and during other encounters as appropriate, to include data collected on call volume, call metrics, online metrics, text metrics, and other key data that help inform DSHS on the efficiency and effectiveness of TTQL operations;

4. Ensures all data files include a single unique identifier for each enrolled TTQL participant that allows data from multiple files to be linked together for analysis and, if necessary, a linking file;

5. Ensures all data files is provided in a common format (i.e., csv) to allow for ease of analysis and measurement of impact and outcome of TTQL activities; and

b. Contractor must provide a suite of reports and extracts that capture aggregate and deidentified data on each TTQL participant’s experience. The Contractor must agree

HHS RFP Version 2.10 RFP No. HHS0014378 Page 15 of 48 to a reporting schedule that meets DSHS’ requirements, including, at a minimum but not be limited to, the following:

1. Monthly TTQL Operational Report and Data Extract:

A. TTQL connections via phone, online, text, other – whether dropped or followed-through.

B. TTQL enrollments by method of entry (phone, online, healthcare referral, other).

C. Healthcare Professional patient referrals to TTQL enrollment conversion rates.

D. Comprehensive data on MDS and state-specific questions by TTQL participant using a unique identifier.

E. Other operational data as agreed to by DSHS.

2. Monthly TTQL Services Report and Data Extract:

A. Data on all Cessation Coaching Services rendered, including participant tracks.

B. Data on all NRT medication Services rendered.

C. Data on all Services rendered to special population groups (Spanish speaking, pregnant and postpartum, behavioral health, menthol users, and youth).

D. Data on the cost breakdown of all Services rendered.

E. Other Services data as agreed to by DSHS.

3. Monthly TTQL DSHS Tobacco Prevention and Control Coalition Service Area Reports:

A. TTQL enrollments by method of entry (phone, online, healthcare referral, other).

B. Data on all Cessation Coaching Services rendered, including participant tracks.

C. Data on all NRT medication Services rendered.

D. Data on all Services rendered to special population groups (Spanish speaking, pregnant and postpartum, behavioral health, menthol users, and youth).

E. DSHS will provide Contractor a list of the DSHS tobacco prevention and control coalition counties.

4. Monthly TTQL Healthcare Referrals Report and Data Extract:

A. Comprehensive listing of all referrals made via fax, online, electronic medical records/EHR systems, or other transfer means by all Healthcare Professionals Statewide. Categories should be separated by method of referral and listings should be by the name of overarching health system that made the referral.

5. Monthly TTQL Healthcare Referral Outcomes Report and Data Extract:

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A. Comprehensive listing of all referral outcomes for Healthcare Professionals in Texas who referred their patients to TTQL. Categories should be separated by method of referral and listings should be by the name of overarching health system.

6. Monthly Telecommunications Report:

A. Number of incoming calls, number of calls during business hours, number and percentage of calls answered within 30 seconds, number and percentage of live response rate, and average speed of answer in seconds.

B. Number and percentage of abandonment rate of calls within thirty (30) seconds and number and percentage of abandonment rate of calls over thirty (30) seconds.

C. Number of voicemails during business hours and number of voicemails during non-business hours.

D. Overall number and percentage of inbound calls and overall number and percentage of early abandoned calls.

E. Number and percentage of direct to Cessation Coach calls.

7. TTQL Ad Hoc Reports and Data Extracts:

A. Other reports and extracts as determined by DSHS to be feasible and needed.

8. Annual TTQL Report:

A. An annual report that includes:

i. Summary information from all monthly reports;

ii. Ad hoc reports;

iii. Annual quit rates, if DSHS has approved the seven (7) month survey and evaluation; and

iv. Any other conclusions based on performance during the Contract Term.

c. Contractor is expected to provide specified TTQL data to assist DSHS each year with the NAQC Annual Survey of quitlines and provide experiential extract data and select services data on a quarterly basis as required for the CDC’s National Quitline Data Warehouse.

d. Contractor must run reports on the same day every month to ensure consistency across reports and extracts and shall submit reports to DSHS on the 15th of every month.

e. Contractor must provide DSHS with both a data dictionary and a data code book for the data extracts and datasets provided to DSHS. Contractor will provide updated data dictionary and data code book anytime there is a modification. Contractor may be asked to provide statistical data analysis programs used to generate the reports for validation purposes. Contractor will provide data dictionary and data code book within one (1) week if any changes are made.

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f. Contractor must consult with DSHS on any reporting and service delivery changes prior to implementation.

g. The content and format for all reports and data extracts will be developed in consultation with DSHS. DSHS reserves the right to ask for additional reports that are made available in open document formats (e.g., open Excel file, PDF). Contractor capacity must be in place at the start of the Contract Term. All reports are property of the State of Texas and must contain the following statement: Report prepared for the Texas Department of State Health Services.

2.1.2.7 Evaluation

a. Contractor must conduct a comprehensive survey of a representative sample of TTQL participants seven (7) months after they received TTQL Tobacco Cessation Quit Services to evaluate participant outcomes and obtain quit rates in accordance with NAQC standards for measuring quit rates. This seven (7) month follow-up survey and evaluation must be conducted annually unless otherwise noted by DSHS.

b. Contractor must provide an evaluation plan for this seven (7) month follow-up survey and evaluation to DSHS annually. DSHS will work with Contractor to determine a due date for the evaluation plan.

c. In collaboration with DSHS staff, Contractor must develop and provide a seven (7) month follow-up survey and evaluation design and instrument. DSHS must approve the initial survey and evaluation design and instrument as well as any subsequent changes prior to implementation. The survey and evaluation design and instrument must be developed in accordance with NAQC standards for measuring quit rates. DSHS will work with Contractor to determine a due date for the survey and evaluation design and instrument.

d. Contractor must sample TTQL participants over a twelve (12-month) period of time.

In the past, over 2,500 TTQL participants have been sampled each year. Contractor must ensure the sample size is large enough to compare quit rates between demographics and utilization of TTQL Tobacco Cessation Quit Services.

e. Contractor must provide seven (7) month follow-up survey and evaluation data extracts and datasets to DSHS annually. DSHS will work with Contractor to determine a due date for the data extracts and datasets.

2.1.2.8 Technical Assistance

a. Contractor must provide Technical Assistance to Healthcare Professionals and health systems who make referrals to the TTQL.

b. Contractor must maintain a method for interfacing with electronic medical records/EHR systems using national standards for the secure transfer of protected health information, such as HL7. Contractor will stay current with changing national standards, implementing them in a timely fashion and in a manner that does not disrupt

HHS RFP Version 2.10 RFP No. HHS0014378 Page 18 of 48 previously established connections with referring Healthcare Professionals and health systems.

c. Contractor must provide one (1) designated staff member who is available to provide Technical Assistance to Healthcare Professionals and health systems. Contractor will develop an onboarding process for new Healthcare Professionals and health systems to support integration of online referrals from electronic medical records/EHRs to the

TTQL.

d. Contractor must maintain a system for electronic patient referrals to the TTQL from Healthcare Professionals and health systems.

e. Contractor must conduct ongoing maintenance to ensure new and existing electronic medical record/EHR system connections are functioning properly and remedy any issues in a timely fashion to avoid service interruptions. Contractor must, within thirty

(30) days of Contract execution, develop a method to ensure that electronic referrals from Healthcare Professionals and health systems’ electronic medical records/EHR systems are not duplicated.

2.1.2.9 Additional Contractor Requirements

Contractor Must:

Obtain membership to NAQC within three (3) months of the Contract execution and provide copy of the membership receipt to DSHS that is renewed yearly; and

Maintain membership throughout the term of the Contract to NAQC and provide a copy of the membership receipt to DSHS that is renewed yearly.

2.1.3 Texas Risk and Authorization Plan

If providing cloud computing Services subject to Texas Government Code §2054.0593, then commencing on the Effective Date and during the Contract Term, Contractor must provide Services that comply with TX-RAMP Certification Level 2. Contractor acknowledges that TX-RAMP Provisional Status does not satisfy the TX-RAMP Certification Level 2 requirement.

2.2 CONTRACT AWARD, TERM, AND HISTORICAL COMPENSATION

2.2.1 Contract Award and Execution

HHSC or DSHS intends to award one Contract as a result of this Solicitation. Any award is contingent upon approval of the HHSC or DSHS executive commissioner or their designee.

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If, for any reason, a final Contract cannot be executed with a Respondent selected for award within forty-five (45) days of HHSC or DSHS’s determination to seek to contract with that Respondent, HHSC or DSHS may negotiate a Contract with the next highest-scoring Respondent or may withdraw, modify, or partially award this Solicitation.

2.2.2 Contract Term

The initial term of any Contract resulting from this Solicitation will be two (2) years. HHSC or DSHS, at its sole option, may extend any Contract awarded pursuant to this Solicitation for up to three (3) additional years.

Following the base term and any allowable renewals or extensions, HHSC or DSHS may extend any resulting Contract for not more than one additional option period to address immediate operational or service delivery needs. If the resulting Contract does not include a defined option period, the extension is limited to one year.

2.2.3 Historical Compensation

Historical compensation under Contracts with similar scope and size to this Solicitation has been approximately $2,500,000.00 per Contract Term year. Notwithstanding Section 2.2.3 (Historical Compensation), HHSC or DSHS reserves the right to adjust any projected amount based on state funding during the term of a resulting Contract.

2.3 DATA USE AGREEMENT AND SECURITY PRIVACY INQUIRY

By entering into a Contract with HHSC or DSHS as a result of this Solicitation, Respondent agrees to be bound by the terms of the HHS Data Use Agreement (DUA), Version 8.5, attached as Exhibit D.

Respondents must complete and return with their Solicitation Response Exhibit D-1, Attachment 2 to the DUA, Security and Privacy Inquiry (SPI), Version 2.1.

2.4 NO GUARANTEE OF VOLUME, USAGE, OR COMPENSATION

HHSC or DSHS 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 or DSHS reserves the right to cancel, make partial award, or decline to award a Contract under this Solicitation at any time at its sole discretion.

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2.5 GOVERNMENTAL ENTITIES

If Respondent is responding to this Solicitation in its capacity as a governmental entity, certain terms and conditions found in this Solicitation, including all exhibits and attachments, may not be applicable. Furthermore, to the extent permitted by law, if a Solicitation Response is received from a governmental entity, HHSC or DSHS reserves the right to enter into an interagency or interlocal agreement with the governmental entity.

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ARTICLE III. ADMINISTRATIVE INFORMATION

3.1 SCHEDULE OF EVENTS

EVENT DATE/TIME

Solicitation Posting Date to ESBD NOVEMBER 5, 2024

Pre-proposal Conference Attendance is Optional

NOVEMBER 8, 2024 at 10:30 AM Central Time

Deadline for Submitting Questions or Requests for Clarification

NOVEMBER 12, 2024 at 5:00 PM Central Time

Tentative Date Responses to Questions or Requests for Clarification Posted on ESBD

NOVEMBER 21, 2024 at 5:00 PM Central Time

Deadline for courtesy HSP review, if applicable NOVEMBER 21, 2024 at 5:00 PM Central Time

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

DECEMBER 6, 2024 at 10:30 AM Central Time

Evaluation Period DECEMBER 2025

Anticipated Notice of Award MARCH 2025

Anticipated Contract Start Date MARCH 2025

Respondents must submit their Solicitation Responses to HHSC in accordance with the due date and time indicated in this Schedule of Events or as changed via an Addendum posted to the ESBD.

NOTE: All dates are tentative and HHSC reserves the right to modify these dates at any time. At the sole discretion of HHSC, events listed in the Schedule of Events are subject to scheduling changes and cancellation. Scheduling changes or cancellation determinations made prior to the deadline for submission will be published by posting an Addendum to the ESBD. After the deadline for submission, if there are delays that significantly impact the anticipated award date, HHSC, at its sole discretion, may post updates regarding the anticipated award date to the

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Procurement Forecast on the HHS Procurement Opportunities web page. Each Respondent is responsible for checking the ESBD and Procurement Forecast for updates.

By submitting a Solicitation Response, Respondent represents and warrants that any individual submitting the Solicitation Response and any related documents on behalf of the Respondent is authorized to do so and to bind the Respondent under any Contract that may result from this Solicitation.

3.2 AMBIGUITY, CONFLICT, OR DISCREPANCY

Respondent must notify the Sole Point of Contact (Section 3.3.1) of any ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error in the Solicitation in the manner and by the deadline described in Section 3.3.4 (Solicitation Questions).

Respondent submits a Solicitation Response at its own risk.

If Respondent fails to properly and timely notify the Sole Point of Contact (Section 3.3.1) of any ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error in the Solicitation, Respondent, whether awarded a Contract or not:

a. Waives any claim of error or ambiguity in the Solicitation and any resulting Contract;

b. Must not contest the interpretation by HHSC or DSHS of such provision(s); and

c. Is not entitled to additional compensation, relief, or time by reason of ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error or its later correction.

3.3 INQUIRIES

3.3.1 Sole Point of Contact

All requests, questions, or other communication about this Solicitation shall be made in writing to HHSC PCS, addressed to the person listed below (Sole Point of Contact). Additionally, a phone number is provided for purposes such as instructing a potential Respondent through an IT system or website referenced in this Solicitation. Communications via telephone are not binding.

The Sole Point of Contact will authorize a secondary Sole Point of Contact in the event of their absence and, in such an event, will include the contact information for the secondary Sole Point of Contact in their automatic reply out-of-office e-mail message. Respondents seeking to contact the Sole Point of Contact should do so via e-mail in order to receive updated contact information.

Name Iris Triana-Zuniga, CTCD, CTCM https://hhs.texas.gov/doing-business-hhs/contracting-hhs/procurement-opportunities https://hhs.texas.gov/doing-business-hhs/contracting-hhs/procurement-opportunities

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Title Contract Administration Manager

Address Procurement and Contracting Services Building 1100 W 49th St. MC: 2020 Austin, TX 78756

Phone (512) 406-2489

Email Iris.Triana-Zuniga@hhs.texas.gov

See also, Section 3.3.3 (Exception to Sole Point of Contact) below.

3.3.2 Prohibited Communication

Except as provided in Section 3.3.1 (Sole Point of Contact) and Section 3.3.3 (Exception to Sole Point of Contact), potential Respondents and Respondents are prohibited from any communication with HHSC regarding the Solicitation. HHSC or DSHS, its representative(s), and partners will not answer any questions or otherwise discuss the contents of this Solicitation with any potential Respondent or its representative(s). Attempts to ask questions by phone or in person will not be allowed or recognized as valid. Respondent shall rely only on written statements issued by or through HHSC or DSHS designated staff as provided by Section 3.3 (Inquiries). This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this Solicitation. Failure to comply with these restrictions may result in disqualification of Respondent's Solicitation Response.

3.3.3 Exception to Sole Point of Contact

Exceptions to Section 3.3.1 are as follows:

a. Respondents with questions relating to the HUB Subcontracting Plan are permitted to direct those questions to the HUB coordinator at Isaiah.Wilczynski1@hhs.texas.gov.

b. Where it is expressly directed by the Sole Point of Contact that another designated HHSC representative may speak to the Respondent, such as during Contract negotiations.

Respondents are required to ensure that communications have been authorized by the Sole Point of Contact before engaging in such communication. Failure to comply with this requirement may result in the disqualification of a Respondent’s Solicitation Response.

3.3.4 Solicitation Questions

HHSC or DSHS will allow written questions and requests for clarification regarding this Solicitation. Questions must be submitted by e-mail to the Sole Point of Contact (Section 3.3.1) mailto:Iris.Triana-Zuniga@hhs.texas.gov mailto:Isaiah.Wilczynski1@hhs.texas.gov

HHS RFP Version 2.10 RFP No. HHS0014378 Page 24 of 48 by the deadline established in Section 3.1 (Schedule of Events). Responses to questions or other written requests for clarification will be consolidated and posted to the ESBD and will not be provided individually to requestors.

HHSC or DSHS reserves the right to amend answers previously posted, prior to the Solicitation response deadline (Section 3.1). Amended answers will be posted on the ESBD. It is the Respondent's responsibility to check the ESBD. HHSC or DSHS also reserves the right to provide a single consolidated response to all similar questions at the agency’s sole discretion.

a. All questions and requests for clarification must include the following information:

1. Solicitation number;

2. Solicitation package reference (page number, section, and exhibit or attachment, if applicable);

3. Question topic (e.g., “Schedule of Events,” or “Exhibit H, Cost Proposal”); and

4. Question for HHSC or DSHS.

b. Requestor contact information below must be included in the body of the e-mail and submitted with the question(s):

1. Company name;

2. Company representative name;

3. Phone number; and

4. E-Mail address.

Questions or requests for clarification received after the deadline in Section 3.1 (Schedule of Events), may be reviewed by HHSC or DSHS but may not be answered. Only answers to questions submitted to the Sole Point of Contact in writing, in accordance with this section, are binding.

3.4 PRE-PROPOSAL CONFERENCE

3.4.1 Attendance

HHSC PCS will conduct a pre-proposal conference. Attendance is optional but highly recommended.

In-person attendees are required to sign an attendance log prior to leaving the pre-proposal conference. Attendees to virtual pre-proposal conferences are required to send an email to the Sole Point of Contact (Section 3.3.1), advising of participation in the pre-proposal conference.

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Attendees must provide their name, phone number, and name of the company they are representing regardless of whether the pre-proposal conference is in-person or virtual.

3.4.2 Conference Logistical Information

HHSC PCS will hold the pre-proposal webinar on the date and time set out in Section 3.1 (Schedule of Events).

People with disabilities who wish to attend the meeting and require auxiliary aids or Services should contact the Sole Point of Contact identified in Section 3.3.1 (Sole Point of Contact), at least seventy-two (72) hours before the meeting in order to have reasonable accommodations made by HHSC.

Webinar Information:

Webinar Link:

https://attendee.gotowebinar.com/register/6337664628085599573

At prompt enter passcode: 419-610-051

Webinar ID: 888-040-115

3.4.3 Questions at Pre-Proposal Conference

a. Reference Section 3.3.4 (Solicitation Questions) for the required format and information to be provided for submission of questions and requests for clarification.

b. Attendees may submit questions in writing at the conference. All questions must be in the required format and include the information as referenced in Section 3.3.4 (Solicitation Questions).

c. During the conference, HHSC or DSHS may provide responses to questions and requests for clarification, but only written responses posted by HHSC PCS as an Addendum to the Solicitation on the ESBD will be considered an official, binding update to the Solicitation.

d. HHSC or DSHS reserves the right to amend, prior to the Solicitation Response deadline, answers previously posted. Amended answers will be posted on the ESBD. Notification of posting will be in accordance with Section 3.1 (Schedule of Events).

e. Conversations with HHSC or DSHS program area staff before or after the pre-proposal conference are prohibited.

https://attendee.gotowebinar.com/register/6337664628085599573

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3.5 SOLICITATION RESPONSE COMPOSITION

3.5.1 General Information

Failure to submit all required Solicitation Response documents in the required format(s) may result in disqualification of the Solicitation Response without further consideration (Section 3.6.3, Submission Checklist). Respondent shall prepare a Solicitation Response that clearly and concisely represents its qualifications and capabilities. Expensive bindings, colored displays, promotional materials, etc. are not necessary or desired. Respondent should focus on the instructions and requirements of the Solicitation.

3.5.2 Page Limit and Supporting Documentation

The narrative proposal should not exceed one hundred (100) pages and should be formatted for 8 ½" x 11" paper with 1-inch margins and typed in Times New Roman,…