ESBD_382098_1731422686755_Attachment 1 to Addendum 1 Pre-Proposal Conference_Attendee Report.pdf

Pre-Proposal Conference and HSP Training

Tobacco Cessation Services – Texas Tobacco Quitline - Fiscal Year 2025 Request for Proposal No. HHS0014378

Version 1.20 Revision Date 10/10/2023

Introductions

• Iris Triana-Zuniga, Contract Administration Manager HHSC Procurement and Contracting Services

• Isaiah Wilczynski, HUB Coordinator

Topics

• Communication

• Schedule of Events

• Procurement Access

• Submission Requirements

• Proposal Screening and Evaluation

• Vendor Questions

• Reminders/Closing Comments

• HUB Subcontracting (HSP) Training

Communication

Sole Point of Contact

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

Iris Triana-Zuniga, CTCD, CTCM HHSC Contract Specialist 1100 W. 49th Street, Mail Code 2020 Austin, TX 78756 Email: iris.triana-zuniga@hhs.texas.gov mailto:rene.perez03@hhs.texas.gov

Communication (cont’d) Sole Point of Contact

• All communication related to the RFP must be directed to the sole point of contact, Iris Triana-Zuniga.

• All communications between Respondents and other HHS staff members concerning the RFP are strictly prohibited.

• Failure to comply with these requirements may result in disqualification of the Respondent’s proposal.

Communication (cont’d) Exceptions to the Sole Point of Contact

• The Sole Point of Contact will authorize a secondary purchaser to serve as the Sole Point of Contact in the event of their absence.

• Respondents with questions relating to the HUB Subcontracting Plan, (RFP Section 6.8) are permitted to direct those questions to the HUB coordinator at Isaiah.Wilczynski1@hhs.texas.gov.

mailto:Cheryl.Bradley@hhs.texas.gov

Schedule of Events Event Date/Time

Solicitation Posting Date to ESBD November 5, 2024

Deadline for Submitting Questions or Requests for Clarification

November 12, 2024, at 5:00 PM Central

Time Deadline for courtesy HSP review, if applicable November 21, 2024

Tentative Date Response to Questions or Requests for Clarification Posted on ESBD November 21, 2024

Deadline for Submission of Solicitation Responses

December 6, 2024, at 10:30 AM Central

Time

Evaluation Period December 2024

Anticipated Notice of Award March 2025

Anticipated Contract Start Date March 2025

Procurement Access

HHSC will post all official communication regarding this RFP on the following website, including the Notice of Award:

Texas ESBD website at http://www.txsmartbuy.com/esbd

HHSC reserves the right to cancel this RFP, or to make no award if it determines such action is in the best interest of the State. HHSC 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 (cont’d) State of Texas ESBD Webpage

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

Texas ESBD webpages at:

https:www.txsmartbuy.gov/esbd/HHS0014378

• 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.

http://www.txsmartbuy.gov/esbd/HHS0014378

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: Response Coordinator

1100 West 49th Street;

Austin, TX 78756

HHSC Procurement and Contracting Services (PCS)

Bid Room Attn: Response Coordinator

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

Submission Requirements (cont’d) Submission Checklist (Section 3.6.3)

Solicitation Consideration (SC) Documents Award Consideration (AC) Documents

A. Proposal and Respondent Information

1. Narrative Proposal (Section 5.1) SC

2. Company Information (Section 6.1) SC

3. Franchise Tax Information

(Section 6.2) AC

4. References (Section 6.4) AC

5. Major Subcontractor

Information (Section 6.5) SC

6. HHS Solicitation Affirmations

(Section 6.6, Exhibit A)

SC

7. Assurances – Non- Construction Programs (if applicable)

(Section 6.6, Exhibit J) AC

8. Certification Regarding Lobbying (if applicable)

(Section 6.6, Exhibit K) AC

9. Exceptions (if applicable)

Section 3.5.4, Exhibit E) AC

10. Assumptions (if applicable) (Section 3.5.5, Exhibit F) AC

11. Dun and Bradstreet Report

(Section 6.6.1) AC

12. Financial Statements and Financial Solvency

(Section 6.6.2) AC

13. Corporate Guarantee

(Section 6.8) AC

14. SPI (if applicable) (Section 2.3, Exhibits D and D-1)

AC

15. Certificate of Authority

(Section 6.9) AC

A. Cost Proposal (Article VII) SC

B. HUB

Subcontracting Plan

(Section 6.8 and Exhibit G) SC

Submissions must be received by HHSC no later than:

FRIDAY, DECEMBER 6, 2024, at 10:30 AM CT

• Solicitation Consideration (SC) and Award Consideration (AC) Documents, referenced in Section 1.2 (Definitions), must be submitted by the deadline for Proposal submissions in Section 3.1 (Schedule of Events).

• Solicitation Consideration (SC) Documents will be reviewed as received, and Respondent will not have an opportunity to remedy missed requirements.

• At its sole discretion, HHSC may request some or all of the Respondents to remedy missing elements of Award Consideration (AC) Documents.

• Ensure all documents requiring a signature are properly signed.

Proposal Screening & Evaluation

Evaluation and Award Process

• Initial Screening of Minimum Qualifications (see RFP Section 4.2.2)

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

Vendor Questions

All questions must be submitted in writing to the Contract Specialist at: iris.triana-zuniga@hhs.texas.gov

• Refer to RFP 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 12, 2024, by 5:00 p.m. Central Standard Time.

mailto:iris.triana-zuniga@hhs.texas.gov

Reminders

• Read the RFP thoroughly and include all required documents.

• Deadline to Submit Questions: November 12, 2024, at 5:00 p.m. CT

• Date Responses to Questions Posted on ESBD: November 21,

• Deadline to Request HSP Courtesy Review: November 21, 2024

• Proposals due: December 6, 2024, at 10:30 a.m. CT

• Late submissions will not be considered.

Reminders

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.

Closing Comments

• Respondents are responsible for meeting the RFP requirements, including any addenda.

• Respondents must check the ESBD webpage frequently for any addendum that may have been added to this solicitation.

• All Addenda must be signed and submitted with the original response.

• Vendor questions and answers will be posted to the ESBD webpage.

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: Self Performing

4. GFE Attachment A

5. GFE Attachment B

6. Additional Subcontracting Information

7. Special Reminders

8. HUB Contact Information

Responses that do not include a completed HSP shall be

Rejected pursuant to:

TGC §2161.252(b) and

34 TAC 20.285

https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=20&rl=285

HSP Method Options

Subcontracting Method Options

Subcontracting Method Definition

I: All HUB(s) Utilizing only Texas certified HUB(s).

See GFE Attachment A.

II: Mentor-Protégé Relationship Utilizing an approved M/P agreement. See GFE Attachment B.

III: Meeting/Exceeding HUB Goal

Subcontracting goal met by HUB(s).

See GFE Attachment A.

IV: Solicitation Method Subcontracting utilization goal not met. See GFE Attachment B:

Contact 3+ HUBs & 2 minority/trade organizations in writing.

V: Self Performing Contractor performs all work with own resources. No GFE Attachment.

HSP Required Pages Continued

All subcontracting method options require:

Page 1, Section 1: Respondent & Bid Information

Page 2, Section 2: Respondent's Subcontracting Intentions oYes – fill out part b., c., & d (if applicable) oNo – see next slide/Section 3

Page 3, Section 3: Self Performing Justification

Page 3, Section 4: Affirmation Signature 6

Method V: Self Performing

• The Prime contractor performs ALL work-related activities

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

Equipment Materials Supplies

Transportation Delivery W-2 Employees

Agency may request additional information.

GFE Attachment A

1. Contractor Name / Solicitation #

2. Subcontracting Opportunity

3. Subcontractor Selection

a. Company Name

b. TX HUB: Y/N

c. TX VID or Federal EIN #

d. % & $:

*“TBD” is NOT acceptable

Method I or III:

GFE Attachment B -

Written Notices:

*Minimum 7 Working days.

*Supporting documents (email, fax, etc.).

Method II or IV:

• 3+ "Active" Certified HUBs

• 2 Trade Org./Bus. Development Centers

GFE Attachments B -

Method II or IV:

a. Company Name

b. Texas Certified HUB (Y) or (N)

c. Texas VID or Federal EIN #

d. % & $

• Note “TBD” is NOT acceptable

*Please provide justification for all Non-HUB Subcontractors

1. Contractor Name / Solicitation #

2. Subcontracting Opportunity

3. Subcontractor Selection

Additional Information

Subcontracting method options, I-IV require:

• HUB Vendor Profiles on CMBL/HUB Directory

i. HUB’s VID#

ii. Contact information

iii. “A” = Active status

iv. Expiration date

• Written GFE notification (Method IV only)

1. Sent emails

2. Certified Letters

3. Fax logs *7 business days to respond 13

Special Reminders

Review HSP Checklist for guidance.

Check the Solicitation HUB Subcontracting Goal %.

Choose an HSP method & provide documentation.

The Commodity Book is the only resource for NIGP or class/item codes.

The CMBL/HUB Directory is a resource to seek out certified active Texas HUBs.

HSP Courtesy Reviews are available upon written request.

No HSP changes are allowed until after contract award.

https://mycpa.cpa.state.tx.us/commbook/ https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do

HUB Contact Information

HHSCHUB@hhs.texas.gov

(512) 406-2570

*Active solicitation HSP questions contact designated HUB Coordinator.

mailto:hhschuboutreach@hhs.texas.gov

HUB Coordinator Contact Information

Isaiah.Wilczynski1@hhs.texas.gov

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

Thank You

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