ESBD_383092_1731704540864_HHS0014819 - BCVDDP Camp Services.pdf

PCS 550 HHS RFP Template RFP/RFO No. HHS0014819 Page 1 of 44

Version 2.10

Revision Date 09/12/2023

Cecile E. Young, Executive Commissioner

Request for Proposals (RFP) for

Blind Children’s Vocational Discovery and Development Program (BCVDDP)

Camp Services for Individuals who are Deafblind with Multiple Disabilities

RFP No. HHS0014819

Date of Release: November 15, 2024

Responses Due: See Section 3.1, Schedule of Events

924-00 Educational and Training Services

924-76 Student Activities Services

924-78 Teaching and Instruction Services: Elementary and Secondary Education, Higher Education and Adult Education

952-83 Youth Program Services

952-95 Youth Care Services

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Contents Article I. Introduction, Definitions, and Authority

1.1 Introduction

1.2 Definitions

1.3 Authority

Article II. Scope of Work

2.1 Description of Services

2.1.1 Camp Pre-Planning and Location

2.1.2 Camp Schedule

2.1.3 Camp Activities

2.1.4 Camper Recruitment and Registration

2.1.5 Camp Logistics

2.1.6 Camp Staffing Requirements

2.1.7 Post Camp Activity Reporting

2.1.8 Cancellations

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

Article III. Administrative Information

3.1 Schedule of Events

3.1 Ambiguity, Conflict, or Discrepancy

3.2 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

3.3 Pre-proposal Conference and HSP Training

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3.4.1 Attendance

3.4.2 Conference Logistical Information

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

3.4 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

4.2.7 Interviews

4.2.8 Best and Final Offer (BAFO)

4.2.9 Final Written Response Score

4.2.10 Summary of Best Value Determination

4.3 Questions or Requests for Clarification

Article V. Narrative Proposal

5.1 Narrative Proposal

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5.1.1 Executive Summary

5.1.2 Experience

5.1.3 Camp Logistics and Activity Work Plan

5.1.4 ADA Policy and Accommodations

5.1.5 Key Staffing Profile

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 Affirmations and Certifications

6.5 Other Reports

6.5.1 Dun and Bradstreet Reports

6.5.2 Financial Statements and Financial Solvency

6.5.3 Alternate Report

6.6 Corporate Guarantee

6.7 HUB Subcontracting Plan

6.8 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

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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

The Health and Human Services Commission (HHSC) Blind Children’s Vocational Discovery and

Development Program (BCVDDP) provides services that are designed to help meet the unique needs of children who are blind or visually impaired including children who are Deafblind and children with multiple disabilities to broaden their educational experiences and improve their ability to function more independently. HHSC BCVDDP seeks a contractor to provide a camp setting to help build on the needs of this population of children in the program currently receiving

HHSC BCVDDP services. HHSC BCVDDP will recruit and approve the children and families that will participate in the camp.

Contractor may be located anywhere in the state of 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 v. 2.4 and provide all other required information and documentation as set forth in this Solicitation.

Information regarding HHSC and its programs is available online and can currently be accessed at

HHSC Website Address. The HHSC BCVDDP page can be accessed at this website address: Blind

Children's Vocational Discovery and Development Program | Texas Health and Human Services

1.2 DEFINITIONS

Refer to Exhibit B, HHS Uniform Terms and Conditions - Vendor V.3.4, and Exhibit C, 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.

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

https://www.hhs.texas.gov/ https://www.hhs.texas.gov/services/disability/blind-visually-impaired/blind-childrens-vocational-discovery-development-program https://www.hhs.texas.gov/services/disability/blind-visually-impaired/blind-childrens-vocational-discovery-development-program

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“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 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.

“DeafBlind” means a combined loss of vision and hearing that significantly affects access to communication, learning, socialization, activities of daily living, and mobility.

“Effective Date” has the same meaning as the definition in Exhibit B, HHS Uniform Terms and

Conditions – Vendor V.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.

“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.

“Parent” means the child's natural or adoptive parent(s); or the child's legally authorized guardian(s) or surrogate parent(s); or a person or spouse of the person who is acting as the child's parent. The parent(s) is authorized to sign the application and plan and is authorized to make decisions regarding the child's services.

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

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

“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 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 http://www.txsmartbuy.com/esbd

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Revision Date 09/12/2023 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, and any other state agency, its officers, employees, or authorized agents.

“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 is soliciting the Services stated in this Solicitation under the authority of Texas Government

Code §2155.144(a), (b-1)(2), Human Resources Code §91.028, and Title 26 Texas Administrative

Code, Chapter 359.

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

Contractor will provide two (2) weekend camps for children who are blind or visually impaired and their family members. Each camp will serve two different populations of blind or visually impaired children. Children at this camp will be age 3 to 18. One camp will serve children who are Deafblind and the other camp will serve children with a visual impairment and one or more disabilities in addition to being blind or visually impaired. Each weekend camp will accommodate up to 80 attendees.

2.1.1 Camp Pre-Planning and Location

HHSC BCVDDP Camp Services will be held over two (2) separate weekends across the State

Fiscal Year. HHSC BCVDDP and Contractor must meet in person or virtually to create a timeline, pre-planning activities, and agree on the dates of the camp by the 45th calendar day after the

Contract Effective Date. Pre-planning activities will include registration process, schedule of events, and supplies needed to carry out each activity for a child that is blind, visually impaired, or has additional disabilities.

2.1.2 Camp Schedule

a. Two (2) camps shall be performed each year of the Contract. Services must be delivered once in the spring and once in the fall, starting from the Contract Effective Date. Each camp weekend shall be (3) three days. Dates must be mutually agreed upon between HHSC

BCVDDP and the Contractor. Services are to be provided 24 hours a day for the (3) three-day camp.

b. Holidays: The holidays observed by the State are listed on the “Holiday Schedule” at Texas

State Auditor’s Office – Holiday Schedule. HHSC does not specifically require the Contractor to work on these holidays but does require the Contractor to fulfill the requirements of the contract. If this requires the Contractor to work on holidays observed by the State or the

Contractor, then Contractor shall fulfill obligations at no additional expense to HHSC

BCVDDP.

2.1.3 Camp Activities

a. Contractor must have all applicable permits, licenses, and insurance coverage to legally operate a youth camp in the State of Texas.

https://hr.sao.texas.gov/Holidays https://hr.sao.texas.gov/Holidays

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b. Contractor must coordinate and receive approval from HHSC BCVDDP on all camp activities.

The camp must provide the following or similar activities at a level appropriate for children who are blind or visually impaired with multiple disabilities and their families:

1. Recreational activities – horseback riding, outdoor cooking, pool, lazy river, warm pool, canoeing, paintball, and archery.

2. Art activities that promote fine motor and social skills.

3. Nature educational discovery, e.g., petting zoo or bird watching.

4. Music recreation.

5. Sports and games.

c. Contractor will provide supplies specifically for the camp activities in which campers with combined vision and hearing loss can participate. Contractor may use supplies provided by

HHSC BCVDDP at camp if the family allows the child to participate in the camp activity and the family authorizes the use of these supplies for the camp. The authorization will be given to

BCVDDP during camp registration.

d. Contractor must provide organization’s policy on discrimination and ADA to accommodate all the communication needs of the campers.

2.1.4 Camper Recruitment and Registration

Contractor must ensure the camp must meet the following minimum camper recruitment and registration requirements:

a. Contractor will provide a web-based process or portal for camp application and registration.

Contractor will provide the web-based process or portal to HHSC BCVDDP for review and approval one month post Contract Effective Date. HHSC BCVDDP and the Contractor will coordinate resources to assist families with camp registration. This includes families that have limited English proficiency.

b. All written and electronic materials, including registration materials, must be accessible for individuals that are hearing impaired, visually impaired, or have a combination hearing and vision loss.

c. Camper and family will be recruited by HHSC BCVDDP.

d. HHSC BCVDDP will confirm attendance of camper and family.

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e. Contractor must check-in the list of campers provided by HHSC BCVDDP. Any changes to the list of campers confirmed and approved by HHSC BCVDDP must be approved by HHSC

BCVDDP.

f. Campers shall not be charged a fee to attend.

2.1.5 Camp Logistics

Contractor must ensure the camp must meet the following minimum facility requirements:

a. Camp must be located in the State of Texas.

b. There will be a maximum of ten (10) families with up to six (6) family members each.

c. Campgrounds and cabins must be accessible to children who are blind or visually impaired with multiple disabilities. This includes ramped sidewalks accessible to wheelchairs, updated bathrooms, and any other common area. Accessible common areas should comply with the laws, regulations, and standards of the Americans with Disabilities Act.

d. Cabins must be air conditioned and heated.

e. All cabins should meet all State of Texas safety requirements as referenced in Texas

Administrative Code Title 25, Part 1, Chapter 265, Subchapter B, Rule 265.13 to operate a licensed recreational outdoor camp.

f. Dining room which can accommodate all camp attendees, HHSC BCVDDP staff, and volunteers.

g. Provide six (6) well-balanced meals for all camp attendees, and volunteers in accordance with any special dietary needs or restrictions of individual campers. The well-balanced meals, menu, the process for handling special dietary needs, and substitutions, must be mutually agreed upon between the Contractor and BCVDDP during the pre-planning and logistical meeting sessions.

Contractor will provide:

1. One (1) meal on Friday; evening;

2. Three (3) meals on Saturday; morning, lunch, and evening; and

3. Two (2) meals on Sunday; morning and lunch.

h. Ability to provide meals for purchase to HHSC BCVDDP staff or provide meals at no additional cost.

https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=25&pt=1&ch=265&rl=13 https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=25&pt=1&ch=265&rl=13

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i. Follow proper procedures for food preparation, handling, and mass feeding and ensure a healthful and sufficient water supply. The camp must follow all Texas Health and Safety Codes related to food handling.

j. Enough cabins to accommodate camp attendees, to include campers, family members, and volunteers.

k. Maintain and operate an accessible swimming pool and staff trained in supervising swimming activities for children with disabilities. A ratio of one (1) lifeguard who is certified per DSHS

Youth Licensure requirements, per twenty (20) swimmers must be maintained during all water activities.

l. Infirmary with examination area and sick bay for use by the onsite nurse or doctor.

m. Facility for arts and crafts, training, and presentations.

n. Contractor must furnish all labor, tools, transportation, equipment, materials, and supplies to operate a camp that complies with the rules and license requirements of the Department of

State Health Services (DSHS). Such rules are available at the following link: Department of

State Health Services Youth Camp rules and licensure.

o. Contractor is responsible for supervision, clean up and disposal.

p. Contractor must provide a 24-hour contact number and name in case of any urgent issue that may arise. Contractor must always have a representative available and send email to

RHW_Vendor_Approval@hhs.texas.gov from HHSC BCVDDP for any issues, questions, or meetings during the camp and for pre-planning activities.

2.1.6 Camp Staffing Requirements

a. Camp staff must have the skills to work with children of all ages from HHSC BCVDDP who are blind or visually impaired with multiple disabilities and have additional disabilities such as: incontinence, behavioral problems, physical aggression, self-injurious behaviors, catheterization, feeding tubes, and eating disorders.

b. Contractor must maintain a 1:10 staff-participant ratio for all age groups for physical activities.

For non-physical activities the ratio will be no more than 1:15 staff participant ration.

c. Contractor will cover any costs related to staff/volunteers that is a requirement of the camp, to include the recruitment and hiring of all camp staff.

d. Contractor will provide qualified and experienced staff sufficient to safely carry out the activities agreed upon with HHSC. Required staff include:

https://www.dshs.texas.gov/youth-camp-program https://www.dshs.texas.gov/youth-camp-program mailto:RHW_Vendor_Approval@hhs.texas.gov

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1. One (1) on-site camp director, who will also serve as point of contact.

2. Camp counselors in sufficient number to maintain appropriate staff to participant ratio, and

3. Medical personnel qualified to assist families with medication, feeding tubes, and any other care or assistance families require to care for a child who is deafblind or has multiple disabilities.

4.At least one licensed medical personnel on site qualified to provide care children with multiple disabilities may need while attending camp.

5. One (1) Texas licensed physician must be on call 24 hours a day for the duration of the camp,

5. At least one registered nurse (RN) will remain on-site at all times,

e. Provide emergency services according to the TAC, as required by licensing requirements of

TX DSHS and is viewable here: Texas Administrative Code, Title 25, Part 1, Chapter 265, Subchapter B, Rule 265.15.

f. There will be at least 10 HHSC BCVDDP staff or volunteers present. Any cost related to

HHSC or volunteers participating in the camp must be covered by the Contractor. This includes costs that relate to a camp policy or requirement for visitors or volunteers.

g. Contractor and HHSC BCVDDP will coordinate the number of interpreters or other specialized staff needed to meet communication needs of the child and family. HHSC BCVDDP will provide the qualified staff required to provide these services.

2.1.7 Post Camp Activity Reporting

A report must be provided to HHSC BCVDDP within two weeks of the last day of each camp session which documents:

a. List of adult family members over the age of 18 that attended.

b. List of child campers that attended.

c. List of families that attended.

d. List of staff.

e. Activities provided for the individuals.

f. Satisfaction survey responses from attendees. The survey may be finalized during pre-planning sessions or at the debrief meeting after the camp is complete.

https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=25&pt=1&ch=265&rl=15 https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=25&pt=1&ch=265&rl=15

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2.1.8 Cancellations

HHSC BCVDDP and the Contractor must mutually agree on cancelling a scheduled camp.

HHSC BCVDDP is not responsible for payment for a cancellation that is requested by the

Contractor.

2.2 CONTRACT AWARD, TERM, AND HISTORICAL COMPENSATION

2.2.1 Contract Award and Execution

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

If, for any reason, a final Contract cannot be executed with a Respondent selected for award within sixty (60) days of HHSC’s determination to seek to contract with that Respondent, HHSC 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 three (3) years. HHSC, at its sole option, may extend any Contract awarded pursuant to this Solicitation for up to two (2) additional years.

Following the base term and any allowable renewals or extensions, HHSC may extend any resulting Contract for not more than one additional 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 from approximately $48,000.00 per fiscal year. Notwithstanding Section 2.2.3 (Historical

Compensation), HHSC reserves the right to adjust any projected amount based onSstate funding during the term of a resulting Contract.

2.3 DATA USE AGREEMENT AND SECURITY PRIVACY INQUIRY

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

Respondents must complete and return with their Solicitation Response Exhibit D-1, HHS System

– Data Use Agreement - Attachment 2: SPI Version 2.1.

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2.4 NO GUARANTEE OF VOLUME, USAGE, OR COMPENSATION

HHSC makes no guarantee of volume, usage, or total compensation to be paid to any Respondent under any awarded Contract, if any, resulting from this Solicitation. Any awarded Contract is subject to appropriations and the continuing availability of funds.

HHSC reserves the right to cancel, make partial award, or decline to award a Contract under this

Solicitation at any time at its sole discretion.

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ARTICLE III. ADMINISTRATIVE INFORMATION

3.1 SCHEDULE OF EVENTS

EVENT DATE/TIME

Solicitation Posting Date to ESBD 11/15/2024

Pre-proposal Conference and HSP Training

Attendance is Optional but highly recommended

11/20/2024 at 11:00 a.m. Central Time

Deadline for Submitting Questions or Requests for Clarification

11/22/2024 at 10:30 a.m. Central Time

Tentative Date Responses to Questions or

Requests for Clarification Posted on ESBD

12/02/2024 at 5:00 p.m. Central Time

Deadline for courtesy HSP review, if applicable

12/04/2024 at 5:00 p.m. Central Time

Deadline for Submission of Solicitation

Responses [NOTE: Responses must be

RECEIVED by HHSC by the deadline.]

12/17/2024 at 10:30 a.m. Central Time

Evaluation Period JANUARY 2025

Anticipated Notice of Award MARCH 2025

Anticipated Contract Start Date APRIL 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.

3.1 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 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.

3.2 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 Rene R. Perez, 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 PCS Purchaser

Address Procurement and Contracting Services Building

1100 W 49th St. MC: 2020

Austin, TX 78756

Phone 512-406-2634

Email Rene.Perez03@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, 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 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 bob.mccurdy@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 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) by the deadline established in Section 3.1 (Schedule of Events). Responses to questions or other written requests mailto:Rene.Perez03@hhs.texas.gov mailto:bob.mccurdy@hhs.texas.gov

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Revision Date 09/12/2023 for clarification will be consolidated and posted to the ESBD and will not be provided individually to requestors.

HHSC 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 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 I, Cost Proposal”); and

4. Question for HHSC.

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 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.

3.3 PRE-PROPOSAL CONFERENCE AND HSP TRAINING

3.4.1 Attendance

HHSC PCS will conduct a Pre-proposal Conference and HSP training. Attendance is optional but highly recommended.

3.4.2 Conference Logistical Information

HHSC PCS will hold the Pre-proposal Conference and HSP training via webinar on the date and time set out in Section 3.1 (Schedule of Events).

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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:

Please register for HHS0014819 - Blind Children’s Vocational Discovery and

Development Program (BCVDDP) Camp Services on

November 20, 2024, 2:00 PM CDT at:

https://attendee.gotowebinar.com/register/3963506762925428054

After registering, you will receive a confirmation email containing information about joining the webinar.

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/technical proposal should not exceed ten (10) pages and should be formatted for 8

½" x 11" paper with 1-inch margins and typed in Times New Roman, 12-point font. If complete responses cannot be provided without referencing supporting documentation, such documentation must be provided with the Solicitation Response, with specific reference made to the file, page, section, and/or paragraph where the supporting information can be found.

3.5.3 Discrepancies

In the event of any discrepancies or variations between copies, HHSC is under no obligation to resolve the inconsistencies and may make its scoring and selection decisions accordingly, including the decision to potentially disqualify a Solicitation Response. If Respondent is required to designate an “Original” Solicitation Response but fails to do so, HHSC, in its sole discretion, will determine the version to be used as the original or may disqualify the Solicitation Response.

If the Respondent submits a redacted Solicitation Response as the “Original,” HHSC will https://attendee.gotowebinar.com/register/3963506762925428054

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Revision Date 09/12/2023 disqualify the Solicitation Response and it will not be evaluated. HHSC will not accept submissions after the “Deadline for Submission of Solicitation Responses” in the Schedule of

Events (Section 3.1) to remedy discrepancies or variations in Solicitation Response submissions.

3.5.4 Exceptions

Respondents are highly encouraged, in lieu of including exceptions in their Solicitation Responses, to address all issues that might be advanced by way of exception by submitting such issues as questions or requests for clarification pursuant to Section 3.3.4 (Solicitation Questions).

Any exception included in a Solicitation Response may result in a Respondent not being awarded a Contract. If a Respondent includes exceptions in its Solicitation Response, Respondent is required to use the Exceptions Form included as Exhibit E to this Solicitation and provide all information requested on the form. Any exception that does not provide all required information in the format set forth in Exhibit E may be rejected without consideration.

No exception, nor any other term, condition, or provision in a Solicitation Response that differs, varies from, or contradicts this Solicitation will be considered to be part of any Contract resulting from this Solicitation unless expressly made a part of the Contract in writing by HHSC.

3.5.5 Assumptions

Respondent must identify on the Assumptions Form, Exhibit F any business, economic, legal, programmatic, or practical assumptions that underlie the Respondent’s response to the Solicitation.

HHSC reserves the right to accept or reject any assumptions. All assumptions not expressly identified and incorporated into any Contract resulting from this RFP are deemed rejected by

HHSC.

3.5.6 Binding Offer

A Solicitation Response should be responsive to the Solicitation as worded and without any assumption that any or all terms, conditions, or provisions of the Solicitation will be negotiated.

Furthermore, all Solicitation Responses constitute binding offers. Any Solicitation Response that includes any type of disclaimer or other statement indicating that the response does not constitute a binding offer may be disqualified.

If a Respondent’s ability to enter into a Contract is contingent upon any exception or assumption provided in accordance with Section 3.5.4 (Exceptions) or Section 3.5.5 (Assumptions), the

Respondent may be disqualified from further consideration for Contract award.

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3.4 SOLICITATION RESPONSE SUBMISSION AND DELIVERY

3.6.1 Deadline

Solicitation Responses must be received at the address in Section 3.6.4 (Labeling and Delivery for USB Submission and Other Materials) and time stamped by HHSC PCS no later than the date and time specified in Section 3.1 (Schedule of Events).

Solicitation Responses received after the deadline specified in Section 3.1 will be rejected and not considered for Contract award.

3.6.2 Submission Option

a. Submission Option #1: Respondent shall submit two USB drives—one (1) labeled “Original

Proposal” and one (1) labeled “Copy”—containing the following documents:

1. Each USB must contain one file named “Original” that contains the Respondent’s entire

Solicitation Response (except the cost proposal and HUB Subcontracting Plan) in searchable portable document format (PDF), unless otherwise specified for a particular attachment or exhibit.

2. If applicable in accordance with Section 8.1.5, (Public Information Act – Respondent

Requirement Regarding Disclosure), each USB must contain one file named “Public

Information Act Copy” that contains the Respondent’s entire Solicitation Response, including all exhibits and attachments, in searchable PDF.

3. In accordance with Section 7.1, (Cost Proposal), each USB must contain one file named

“Cost Proposal” that contains the Respondent’s cost proposal in Excel format with active formulas (compatible with Microsoft Office 2016).

4. In accordance with Section 6.7, (HUB Subcontracting Plan), each USB must contain one file named “HUB Subcontracting Plan” in searchable PDF, that contains the Respondent’s

HUB Subcontracting Plan and all supporting documentation.

b. Submission Option #2: Respondent shall submit the following through the Online Bid Room utilizing the procedures in Exhibit J, HHS Online Bid Room:

1. One file named “Original” that contains the Respondent’s entire Solicitation Response

(except the cost proposal and HUB Subcontracting Plan) in searchable portable document format (PDF), unless otherwise specified for a particular attachment or exhibit.

2. If applicable in accordance with Section 8.1.5, (Public Information Act – Respondent

Requirements Regarding Disclosure), one file named “Public Information Act Copy” that contains the Respondent’s entire Solicitation Response, including all exhibits and attachments, in searchable PDF.

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3. In accordance with Section 7.1, (Cost Proposal), each file must contain one file named

“Cost Proposal” that contains the Respondent’s cost proposal in Excel format with active formulas (compatible with Microsoft Office 2016).

4. In accordance with Section 6.7, (HUB Subcontracting Plan), each file must contain one file named “HUB Subcontracting Plan” in searchable PDF, that contains the Respondent’s

HUB Subcontracting Plan and all supporting documentation.

3.6.3 Submission Checklist

Solicitation Consideration and Award Consideration Documents, reference Section 1.2

(Definitions) must be submitted by the deadline for Solicitation Response submissions, reference

Section 3.1 (Schedule of Events). Solicitation Consideration 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 Documents. Those marked “SC” are Solicitation Consideration Documents and those marked “AC” are Award Consideration Documents.

The Solicitation Response must be submitted using one of the approved methods identified in

Section 3.6, (Solicitation Response Submission and Delivery). Below are the documents required to be submitted with the Solicitation Response. Where searchable PDF files are required, submission of non-searchable (image only) PDF files may result in disqualification from further consideration for Contract award.

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 6.3) AC ____

5. HHS Solicitation Affirmations v. 2.4

(Section 6.4, Exhibit A)

SC

6. Exceptions Form (if applicable) (Section 3.5.4, Exhibit E)

AC ____

7. Assumptions Form (if applicable) (Section 3.5.5, Exhibit F)

AC ____

8. Other Reports (Section 6.5) AC ____

9. Corporate Guarantee (Section 6.6) AC ____

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10. SPI Version 2.1 (if applicable) (Section 2.3, Exhibits D and D-

1)

AC ____

11. Certificate of Authority (Section 6.8) AC ____

B. Cost Proposal (Article VII and

Exhibit I)

SC ____

C. HUB Subcontracting Plan (Section 6.7 and

Exhibit G)

SC ____

3.6.4 Labeling and Delivery for USB Submission and Other Materials

Respondent must deliver Solicitation Responses submitted via USB by one of the methods below.

Overnight/Express/Priority

Mail Hand Delivery

Health and Human Services

Commission

ATTN: Response

Coordinator

Tower Building Room 108

1100 W. 49th St., MC 2020

Austin, Texas 78756

Health and Human Services

Commission

ATTN: Response Coordinator

Procurement & Contracting

Services Building

1100 W. 49th St., MC 2020

Austin, Texas 78756

BE ADVISED, all Solicitation Responses become the property of HHSC after submission and will not be returned to the Respondent. It is the Respondent’s responsibility to appropriately mark and deliver the Solicitation Response to HHSC PCS by the specified date. A dated shipping label, invoice of receipt from a from USPS or commercial carrier, or any other documentation in lieu of the on-site time stamp WILL NOT be accepted.

Each Respondent is solely responsible for ensuring its Solicitation Response is submitted in accordance with all Solicitation requirements, including, but not limited to, proper labeling of packages, sufficient postage or delivery fees, and ensuring timely receipt by HHSC. In no event will HHSC be responsible or liable for any delay or error in delivery. Solicitation Response must be RECEIVED by HHSC PCS by the Solicitation Response Deadline identified in

Section 3.1 (Schedule of Events).

Solicitation Responses submitted via USB by mail or hand delivery shall be placed in a sealed package. The sealed package and the USB drives shall be clearly labeled on the outside as follows:

SOLICITATION NO: RFP No. HHS0014819

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SOLICITATION NAME RFP Blind Children’s Vocational Discovery and Development Program (BCVDDP)

Camp Services for Individuals who are

Deafblind with Multiple Disabilities

SOLICITATION RESPONSE DEADLINE See Section 3.1, Schedule of Events

PURCHASER NAME: Rene Perez, CTCD, CTCM

RESPONDENT NAME: [Respondent Name]

It is Respondent’s sole responsibility to ensure that packaging is sufficient to prevent damage to contents. HHSC will not be responsible or liable for any damage, and damaged Solicitation

Responses will not be considered at HHSC’ sole discretion.

HHSC will not be held responsible for any Solicitation Response that is mishandled prior to receipt by HHSC PCS. It is the Respondent’s sole responsibility to mark appropriately and deliver the

Solicitation Response to HHSC PCS by the specified date and time. HHSC will not be responsible for late delivery, inappropriately identified documents, or other submission errors that may lead to disqualification or nonreceipt of the Respondent’s Solicitation Response.

3.6.5 Modifications and Withdrawals

Prior to the Solicitation Response submission deadline in Section 3.1 (Schedule of Events), Respondent may: (1) withdraw its Solicitation Response by submitting a written request to the

Sole Point of Contact identified in Section 3.3.1 (Sole Point of Contact); or (2) modify its

Solicitation Response by submitting a written amendment to the Sole Point of Contact identified in Section 3.3.1 (Sole Point of Contact). When modifying its Solicitation Response, Respondent must include in writing the section(s) of its submission that will be replaced or removed by the amendment.

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ARTICLE IV. SOLICITATION RESPONSE EVALUATION AND AWARD

PROCESS

4.1 CONFORMANCE WITH STATE LAW

Solicitation Responses shall be evaluated in accordance with Texas Government Code [Section

[add specific best value standard]. HHSC shall not be obligated to select the lowest priced

Solicitation Response but shall make an award to the Respondent that provides the best value to the State of Texas.

4.2 BEST VALUE DETERMINATION

4.2.1 Selection Methodology

Solicitation Responses that meet the minimum qualifications will be submitted to the evaluation team for review and scoring. Each member of the evaluation team will receive a copy of each responsive Solicitation Response. The evaluators will review the Solicitation Responses considering the criteria listed in Section 4.2.5 (Written Response Evaluation Criteria).

Evaluators will individually score the Solicitation Responses. This procurement will utilize an aggregated individual evaluation. Interviews may/will be used to clarify the written responses.]

The following subsections describe the evaluation process, including any criteria for advancement to the various phases of evaluation, if applicable.

4.2.2 Minimum Qualifications

Respondents must meet the minimum qualifications listed below.

a. Respondents must be currently licensed by DSHS to administer a youth camp.

b. Respondent must have recently been in business for a minimum of five (5) years, or the principals/owners must have had recent ownership/executive management experience in a previous company that provided camp programming of individuals who have multiple disabilities.

c. Respondents must be financially solvent and adequately capitalized, as determined based on a review of documentation required by Section 6.5 (Other Reports);

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

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

4.2.3 Initial Compliance Screening

HHSC will review Solicitation Responses for compliance with the Submission Checklist (Section

3.6.3) and for demonstrated ability to meet the Minimum Qualifications (Section 4.2.2) required to advance to evaluations. Failure to meet the Minimum Qualifications (Section 4.2.2), will result in the disqualification of the Solicitation Response.

HHSC will automatically disqualify any Solicitation Response that does not include one or more of the completed and signed (as applicable) Solicitation Consideration Documents listed in

Submission Checklist (Section 3.6.3).

At its sole discretion, HHSC may disqualify any Solicitation Response that does not include all required Award Consideration Documents. Reference Section 3.6.3 (Submission Checklist).

HHSC may contact references provided in response to this Solicitation. HHSC may contact

Respondent’s clients, or solicit information from any available source, including the Comptroller’s

VPTS. Any information received may be grounds for disqualification if that information, in

HHSC’s sole discretion, suggests that the Respondent may perform poorly if selected.

4.2.4 Written Solicitation Response Evaluation

Each member of the evaluation team will read the Solicitation Responses in preparation for evaluation. The evaluation team will score all Solicitation Responses that pass initial screening

(Section 4.2.3, Initial Compliance Screening). Solicitation Responses will be scored against the criteria in Section 4.2.5 (Written Response Evaluation Criteria).

Solicitation Responses will be evaluated utilizing aggregated individual scoring and any other methods outlined in Article IV, Solicitation Response Evaluation and Award Process. The individual evaluators’ scores will be aggregated and weighted, resulting in the Final Written

Response Scores, unless Interviews or BAFOs are conducted.

4.2.5 Written Response Evaluation Criteria

Solicitation Responses shall be consistently evaluated and scored in accordance with the following criteria. See also, Exhibit H, Evaluation Tool.

a. Experience – 25%

b. Camp Logistics and Activity Work Plan – 30%

c. ADA Policy and Accommodation of Communication Needs – 20%

d. Cost - 25%

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4.2.6 Advancement Criteria

The…