ESBD_383178_1732131558086_HHS0014929 RFP.pdf

PCS 550 HHS RFP Template RFP No. HHS0014929 Page 1 of 48 Version 2.10 Revision Date 09/12/2023

Cecile E. Young, Executive Commissioner

Request for Proposals (RFP) for

Conference Planning and Coordination Services

RFP No. HHS0014929

Date of Release: November 20, 2024

See Section 3.1 for Schedule of Events

915-23 Conference Coordinating and Planning Services

918-32 Consulting Services (Not Otherwise Classified)

918-39 Education and Training Consulting

924-16 Course Development Services, Instructional and Training

952-71 Rape and Sexual Assault Prevention Services

952-90 Training and Instruction Services, Clients, Not Staff

962-60 Party, Holiday, and Event Decorating and Planning Services

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

1.1 Executive Summary

1.2 Definitions

1.3 Authority

Article II. Scope of Work

2.1 Description of Services/Statement of Work

2.1.1 Background

2.1.2 Conference and Event Services

2.1.3 Conference Venue, Exhibit Space and Lodging

2.1.4 Virtual Conference

2.1.5 Contractor Requirements ......................................... Error! Bookmark not defined.

2.1.6 Agency Requirements .............................................. Error! Bookmark not defined.

2.1.7 Speaker Requirements

2.1.8 Conference Registration, Online Registration & Event Information

2.1.9 Conference Registration Fee

2.1.10 CEU Training

2.1.11 Communication with Public

2.1.12 Website Development and Maintenance

2.1.13 Conference Materials

2.1.14 “Day-Of” Conference Logistics and Management (In person)

2.1.15 Reporting, Document Control, and Communication with Agency

2.1.16 Post Conference and Post Conference Reporting

2.1.17 Plan Requirements and Deliverables

2.1.18 Performance Measures

2.1.19 Service Level Agreement Table

2.1.20 Acceptance Criteria

2.1.21 Payment Terms

2.2 Contract Award, Term, and Historical Compensation

2.2.1 Contract Award and Execution

2.2.2 Contract Term

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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 Training Webinar Information

3.4.3 Questions at Pre-Proposal Conference

3.5 Solicitation Response Composition

3.5.1 General Information

3.5.2 Page Limit and Supporting Documentation

3.5.3 Discrepancies

3.5.4 Exceptions

3.5.5 Assumptions

3.5.6 Binding Offer

3.6 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

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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 Best and Final Offer (BAFO)

4.2.8 Final Written Response Score

4.2.9 Summary of Best Value Determination

4.3 Questions or Requests for Clarification

Article V. Narrative/Technical Proposal

5.1 Narrative Proposal

5.1.1 Executive Summary

5.1.2 Experience and Demonstrated Ability

5.1.3 Key Staffing Profile

5.1.4 Project Work Plan

Article VI. Required Respondent Information

6.1 Company Information

6.1.1 Company Narrative

6.1.2 Company Profile

6.2 Franchise Tax – Right to Transact Business in Texas

6.3 References

6.4 Major Subcontractor Information

6.5 Affirmations and Certifications

6.6 Other Reports

6.6.1 Dun and Bradstreet Reports

6.6.2 Financial Statements and Financial Solvency

6.6.3 Alternate Report

6.7 Corporate Guarantee

6.8 HUB Subcontracting Plan

6.9 Secretary of State Certification

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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. EXECUTIVE SUMMARY, DEFINITIONS, AND AUTHORITY

1.1 EXECUTIVE SUMMARY

The Texas Health and Human Services Commission (HHSC) is seeking a Contractor to provide an annual statewide training Conference for the Council on Sex Offender Treatment (CSOT).

The Conference seeks to disseminate information, educate and train professional organizations whose purpose is to assess, treat, and manage sex offenders and prevent sexual assault.

Conference attendance offers the opportunity to provide and promote a network of professionals in the field of sex offender treatment and to ensure continued competence of professionals by offering Continuing Education Unit (CEU) hours for provider licenses.

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

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

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

“CEUs” means Continuing Educations Units.

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

“Conference” means seminars, developmental events, focus groups, synchronous and asynchronous educational workshops, training meetings, or quarterly meetings, where individuals assemble to exchange information and views, or explore or clarify a defined subject, problem, or area of knowledge.

“Continuing Education” or “(CE)” or “Continuing Education Units” or “(CEU)” means a globally recognized unit of measurement for participation in non-credit programs. CEU’s are a https://hhs.texas.gov/ 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

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Revision Date 09/12/2023 measure in ongoing education programs designed to complete professional development courses through conferences, workshops and/or college courses.

“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.

“Council” or “CSOT” is the Council on Sex Offender Treatment.

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

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

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

“HHSC” means the Health and Human Services Commission.

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

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

“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.

“LSOTP” means Licensed Sex Offender Treatment Provider.

“ASOTP” means Affiliate Sex Offender Treatment Provider.

“Mental Health” means an individual’s emotional, psychological and social well-being.

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

“Sex Offender Treatment Provider” means a person, licensed by the Council and recognized based on training and experience to provide assessment and treatment to adult sex offenders or juveniles with sexual behavioral problems who have been convicted, adjudicated, awarded deferred adjudication, or referred by a state agency or a court, and licensed in this State to practice as a physician, psychiatrist, psychologist, psychological associate, provisionally licensed psychologist, licensed professional counselor, licensed professional counselor intern, licensed marriage and family therapist, licensed marriage and family associate, licensed clinical social worker, licensed master social worker under a clinical supervision plan approved by the Texas Behavioral Health Executive Council, or advanced practice nurse recognized as a psychiatric clinical nurse specialist or psychiatric mental health nurse practitioner, who provides Mental Health or medical services for rehabilitation of sex offenders.

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

https://www.txsmartbuy.gov/esbd

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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, and any other state agency, its officers, employees, or authorized agents.

“Total Score” means the Final Written Response Score plus any additional points for secondary evaluation activities, as outlined by this Solicitation.

“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, §20.115 and Subchapter F, Division 2, §20.509.

“Virtual” means the ability to provide services carried out, accessed, or stored by means of an electronic device over a network.

1.3 AUTHORITY

HHSC is soliciting the services listed herein pursuant to U.S. Consolidated Appropriations Act, 2018, H.R. 1625, Public Law No. 115-141; Texas Government Code Sections 531.039, Contracts, and 2156.121, Use of Competitive Sealed Proposals; Texas Health and Safety Code Sections 1001.072 and under of the authority Tex. Gov’t Code § 2155.144(a), (b-1) (2).

The remainder of this page is left blank intentionally.

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/STATEMENT OF WORK

2.1.1 Background

The Texas Legislature created the Council on Sex Offender Treatment (CSOT) in 1983 due to the identification of a rising rate of sexual crimes and extremely high recidivism rates for untreated sexual offenders. Over the past two decades, the Council’s core function as a regulatory agency has expanded due to the increased public awareness and to enhance public safety by developing and implementing standards and policies to protect the citizens of Texas through research-based assessment, treatment, and management of adult sex offenders and juveniles with sex offending behaviors.

Pursuant to Texas Occupations Code § 110.157, CSOT is required to design and conduct continuing education programs for sex offender treatment providers. CSOT, which is administratively attached to HHSC, sets forth the standards of practice for the Sex Offender Treatment Providers (SOTP) in Texas.

To maintain Licensed Sex Offender Treatment Provider (LSOTP) and Affiliate Sex Offender Treatment Provider (ASOTP) licenses, pursuant Texas Administrative Code §810.4 Sex Offender Treatment Providers are required to complete CEU hours for each of the licenses required annually which are offered at the Conference.

2.1.2 Conference and Event Services

Contractor will design, plan, coordinate, and conduct Continuing Education programs for LSOTP’s and ASOTP’s through CSOT compliant Conferences in the following format:

a. Frequency: Annually

b. Duration: Two days

c. Access: In-person or virtual

2.1.3 Contractor Requirements

a. Contractor will provide the Conference Services regarding selection of speakers, presenters, and/or exhibitors, and their respective presentation materials.

b. Contractor will provide all necessary labor, materials, supplies, equipment, and services to perform the work set forth below for the Conference.

c. Contractor shall directly deliver or subcontract to deliver all services through the life of the Contract.

d. Contractor will submit a strategic plan for review and approval to HHSC and CSOT Conference committee no later than 180 calendar days prior to the Conference with detailed information including but not limited to the items below:

1. Plan for in-person training;

https://statutes.capitol.texas.gov/Docs/OC/htm/OC.110.htm#:%7E:text=Sec.%20110.157.%20%20CONTINUING%20EDUCATION%20PROGRAMS.%20%20The%20council%20shall%20design%20and%20conduct%20continuing%20education%20programs%20for%20sex%20offender%20treatment%20providers https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=T&app=9&p_dir=N&p_rloc=173550&p_tloc=9925&p_ploc=1&pg=2&p_tac=&ti=22&pt=36&ch=810&rl=3

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2. Plan for virtual training; and

3. Plan for CEU accreditation.

e. Contractor will attend all scheduled CSOT Conference committee workgroups to identify prospective attendees and target populations.

f. Contractor will be responsible for advertising the Conference to prospective attendees and target populations.

g. Contractor will request an electronic copy of all presentation materials from each speaker, presenter, and/or exhibitor at least sixty (60) calendar days prior to the Conference for approval by HHSC and CSOT for the distribution to Conference attendees on the day of the Conference.

h. Contractor will develop and submit with the Contractor’s strategic plan for both in-person and virtual training satisfaction surveys which include evaluation methods for the participant to assess the effectiveness of the Conference in accordance with Section, 2.1.17 (Performance Measures).

i. Contractor will submit printed and online satisfaction surveys and evaluation methods to HHSC and CSOT Conference committee for final review and approval ninety (90) days prior of Conference event.

j. Contractor will conduct and document participant evaluations to evaluate the training entity, processes, and the effectiveness of the trainings conducted.

2.1.4 Conference Venue, Exhibit Space and Lodging

a. Contractor must secure a venue that accommodates a minimum of 450 guests.

b. Contractor will work with HHSC to determine if a State facility can be utilized as the

Conference location. HHSC prefers to utilize State facilities before a private facility can be employed for a Conference location.

c. Contractor will negotiate and secure a Conference venue within the State if a State facility is not available.

d. Contractor must obtain written approval from HHSC within sixty (60) days after Contract Effective Date on venue prior to booking. If an extension is required prior approval from HHSC is required.

e. Contractor must ensure venue or hosting site meets HHSC and CSOT requirements including but not limited to the following:

1. Ensure Conference meeting rooms meet the capacity requirements that are appropriate in both the size of room and the number of attendees not exceeding the meeting room capacity requirements.

2. Ensure main Conference room(s) and breakout rooms are set-up and designed to meet HHSC needs, including any required additional furniture and stage settings.

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3. Identify, negotiate, and secure audio and Internet needs, including secure Wi-Fi for Conference.

4. Assume all financial responsibility for the venue contract or virtual host site.

5. Make timely payment(s) to the venue for Conference space, audio/visual equipment, computer equipment, internet access, and any other Conference items, prior to completion of the final Conference report to the CSOT Conference committee.

f. Contractor will attend all scheduled HHSC workgroups to identify Conference-related exhibitors.

g. Contractor will contact potential exhibitors to purchase exhibit space for the Conference and provide exhibitor rules, costs, and information about the exhibit booths.

h. Contractor will organize and assign exhibit spaces.

i. Contractor will provide a list of exhibitors to HHSC and CSOT at least thirty

(30) calendar days prior to the Conference.

j. Contractor will present HHSC and CSOT with a plan for exhibitors’ space within thirty (30) calendar days of notification by HHSC to Contractor.

k. Contractor will prepare registration packets for distribution at the Conference including brochures, nametags, and other materials as requested by HHSC.

l. If no onsite security is available through the secured venue, Contractor shall procure and pay security for the day(s) of the Conference. Number and type of security personnel shall be commercially reasonable relative to the size of the venue, number of attendees and security risk.

m. Contractor will contract/sign hotel courtesy block agreements as authorized by current U.S. General Services Administration (GSA) hotel night rates no later than ninety (90) calendar days prior to the Conference.

n. Contractor will allow Conference attendees to choose to acquire their own lodging at their own cost.

2.1.5 Virtual Conference

a. Contractor will coordinate with HHSC to ensure Conference and its components are available to conduct the Conference virtually

b. Contractor must submit for review and approval Conference website and registration link within sixty (60) days after the Contract Effective Date. If an extension is required prior approval from HHSC is required.

c. Contractor will manage all technological elements of the Virtual Conference.

d. Contractor will manage all logistics of the Virtual Conference including but not limited to:

1. Conference information and registration.

https://www.gsa.gov/

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2. Presenters, panelists, guests, and speakers.

3. Conference, educational, training, and audio-visual materials.

4. Meeting agendas.

e. Contractor will manage a secure virtual delivery platform with adequate space/breakout capabilities, host virtual sessions, and trouble-shoot virtual platform issues.

f. Contractor will host virtual meetings, which will include services such as controlling and advancing presentation slides and assigning attendees to breakout rooms.

g. Contractor will ensure that the online hosting platform allows for inclusion of evaluation surveys, integration of polls for questions related to meeting content, and generation of evaluation and poll reports.

h. Contractor will ensure that the online hosting platform has the capability to record and share training sessions.

i. Contractor will ensure online hosting platform has the capability to track the minutes of each attendee and generate attendee lists of each virtual meeting participation.

j. Contractor will manage all other technological elements of a Virtual Conference, and the ability for attendees to obtain CEU’s.

2.1.6 Speaker Requirements

a. Contractor will develop and submit to HHSC and CSOT Conference committee the list of qualified speakers/presenters relevant to the Conference at least 180 calendar days prior to the Conference. System Agency may grant a waiver from this requirement following a written request for a specific timeframe from the Contractor.

b. Contractor will contact, negotiate, and contract with speakers/presenters relevant to the Conference.

c. Contractor will attend workgroups with the CSOT Conference committee staff to determine potential topics, speakers/presenters for the Conference.

d. Contractor will contact HHSC and CSOT-approved speakers and presenters to negotiate fees for the Conference, and secure permissions or conditions for any post-conference distribution (transcript, video, presentation materials, or white paper(s) as negotiated with each speaker/presenter).

e. Contractor will submit the final list of speakers with topics to CSOT Conference committee for approval before contracts are signed.

f. Contractor will provide an electronic copy of speakers'/presenters' final presentation and materials a minimum of thirty (30) calendar days prior to the Conference for the CSOT Conference committee workgroup approval, to print and distribute materials on the day of the Conference.

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g. Contractor will pay speakers/presenters thirty (30) calendar days after the Conference ends.

2.1.7 Conference Registration, Online Registration & Event Information

a. Contractor will set up, maintain, and monitor one (1) unique email address for registration, confirmation, and other questions within ninety (90) calendar days after the Contract Effective Date and within thirty (30) days after the conclusion of the Conference.

b. Contractor will promote and manage the email address. Respond to email inquiries within three (3) business days of receiving the inquiry. Ensure Conference attendees can confirm registration by telephone and/or email as necessary from the date registration opens until the Conference is complete.

c. Contractor will manage online or in-person registration and confirmations.

d. Contractor will manage registration activities and attendee data for the Conference.

e. Contractor will maintain a database of attendees, speakers/presenters, and exhibitors for the event on the HHSC website.

f. Contractor will register each speaker, presenter, and/or exhibitor and provide registration confirmation prior to Conference.

g. Contractor will identify and coordinate attendees’ Conference registration. Methods of attendee pre-registration may include online, phone, or United States mail submissions.

h. Contractor will coordinate with the CSOT Conference committee to ensure multiple payment options are available on the website for registration fees such as credit cards, vouchers, pay in person, money transfer and if applicable purchase orders.

i. Contractor will ensure that Conference attendees receive written Conference registration confirmation and auto-generated calendar holds, if possible.

2.1.8 Conference Registration Fee

a. Contractor will collaborate with HHSC regarding Conference registration fees.

b. Contractor will receive and confirm payment for attendees and exhibitors.

c. Contractor will provide weekly reports to HHSC, beginning sixty (60) calendar days prior to the Conference, that, at a minimum, include the total number of registrants for each workshop (paid and unpaid listed separately) and the total number of Conference registrants.

d. Contractor will provide a full refund to pre-paid attendees upon Conference cancellation within thirty (30) calendar days of HHSC’s notification of cancellation of event.

e. Contractor will at the sole cost and expense of Contractor, provide a full refund to pre-paid attendees cancelling attendance within 10 calendar days of event.

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2.1.9 CEU Training

Contractor will fulfill all aspects and requirements related to securing and issuing of CEUs to participants.

a. Together with the CSOT Conference committee will work to identify CEUs and associated certifying boards.

b. Sex Offender Treatment Providers are required to fulfill CEU requirements.

Every year, providers are required to complete twelve LSOTP/ASOTP CEU hours. CEU trainings for both licenses are offered at the Conference.

c. Complete and submit all required documents to the appropriate certifying board of attendees for review and approval within thirty (30) calendar days after Conference ends.

d. Maintain a log of all completed courses on file for HHSC and/or CSOT to review.

e. Develop and operate a system for verifying participant's attendance at the Conference and completion of CEU requirements for obtaining CEU certificate.

f. Prepare and distribute CEU certificates to qualified attendees within ninety (90) calendar days after the Conference ends.

g. Submit a CEU report to HHSC and the CSOT Conference committee and certifying boards with the names of participants that attended the Conference and received CEUs within ninety (90) calendar days of end of the Conference.

h. Education Surveys will be available for three (3) months only. Surveys must be completed in order to receive continuing education credits for sessions attended.

i. Maintain all CEUs and documentation for license requirements in accordance with applicable CEU retention timelines.

j. Complete all required CEU accreditation documents and pay any fees to a professional or licensing entity to fulfill CEU accreditation requirements.

2.1.10 Communication

a. Contractor will utilize the Conference’s website to provide information on CEU information, upcoming CSOT events, registration, and general information.

b. Contractor will utilize the email address provided from Section 2.1.8 (Conference Registration, Online Registration & Event Information) and respond to all inquiries within twenty-four (24) hours of receipt.

2.1.11 Website Development and Maintenance

Contractor will provide a website to support this Conference, including but not limited to:

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a. Secure the website with current security and controls procedures to ensure website, data, and data transport are protected and maintain up-to-date security certificate.

b. Construct website using responsive design to enable mobile and desktop use.

c. Ensure website functions on the current and the two prior releases of the most commonly used browsers, such as Chrome, Safari and Edge.

d. Provide the CSOT Conference committee with website IP address so HHSC Web

Services can point the domain name (txcsotconference.com) to Contractor’s host site.

e. Make website available to CSOT throughout the development of the project to ensure all compliance standards are being met. The CSOT Conference committee will provide or approve graphics as needed.

f. Publish the website to the public at least ninety (90) calendar days prior to the Conference date.

g. Update the website as needed to display current information or, at the request of the CSOT Conference committee, to ensure complete information.

h. Maintain the website to include any activities (recorded conferences, videos, conference materials, evaluations, etc.) for the duration of the Contract.

i. Collaborate with CSOT Conference committee to build website to include:

1. Home page – general information page.

2. Location page – map to Conference venue location and hotel(s) either booked by

Contractor or nearby or access information to virtual Conference.

3. Schedule page – daily itinerary of the Conference.

4. Speaker page – speaker/presenter biographies and presentations.

5. Exhibits – exhibitors for the Conference.

6. Registration page – registration form and payment options.

7. Other pages as agreed upon between CSOT and Contractor.

j. Submit website content to HHSC for approval at least four (4) weeks prior to publishing the website.

k. Post information on the website directed to potential speakers, presenters, and/or exhibitors to propose and submit relevant Conference information or material for program specific presentations, such as submission of visual presentation content for the Conference including, but not limited to, slides and videos.

l. Maintain the website post-Conference to include items such as recorded presentations, training, videos, Conference materials, and evaluations.

2.1.12 Conference Materials

Contractor will do the following:

a. Contractor will design, create, and print brochures, agendas, handouts or other

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b. Contractor will submit all printed and/or electronic materials to HHSC for approval at least ninety (90) calendar days before the Conference start date.

c. Contractor will provide limited on-site copying to be used on an emergency basis (e.g. meeting room or agenda changes). On-site copying must not include copies for speaker handouts, presentations, or white paper(s).

d. Contractor will in the event of a Virtual Conference, provide electronic access to Conference materials to attendees.

2.1.13 “Day-Of” Conference Logistics and Management (In person)

a. Contractor will provide coffee and beverage refreshments service at a minimum throughout each day of the Conference.

b. Contractor will prepare registration packets for distribution at the Conference including brochures, nametags, and other materials as requested by the CSOT conference committee.

c. Contractor will manage activities and/or services during the Conference.

d. Contractor will train adequate number of Conference staff to manage the Conference activities to include a minimum of two (2) audio visual technicians.

e. Contractor will provide Conference staff members to:

1. Manage the registration desk;

2. Coordinate exhibitors and booths;

3. Monitor and ensure number of participants does not exceed the capacity of the rooms;

4. Monitor the number or handouts and evaluation surveys for number of participants in each room;

5. Perform pre-and post-Conference set-up and dismantling.

2.1.14 Reporting, Document Control, and Communication with Agency

a. Contractor will only communicate with HHSC. All inquiries for the Council must be submitted to the System Agency.

b. Contractor will be responsible for communicating with HHSC program staff, including the HHSC contract manager, about the Conference planning and preparation, and its outcomes and results.

c. Contractor must participate in monthly Conference calls with HHSC to provide Conference planning progress reports.

d. Contractor must prepare and submit for the first year of this Contract monthly reports due on the 15th of the following month. After the first year of this Contract, submit quarterly reports, due the 15th of the month following end of quarter.

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e. Contractor will submit an expenditure report, that includes but is not limited to cumulative actual expenses incurred, revenues generated, and actual hours worked.

f. Contractor will develop and submit a project schedule to HHSC upon request.

The project schedule report should include, at minimum, the following:

1. Financial accounting of Conference expenses (budgeted versus actual expenditures).

2. Schedule of events.

2.1.15 Post Conference Reporting

a. Contractor must arrange a post-Conference summary meeting within thirty (30) calendar days after the Conference to discuss reports and performance evaluation.

b. Contractor must submit a post-Conference report within sixty (60) calendar days of Conference end and provide a final budget including, but not limited to:

1. Final number of attendees and name and email address, and licenses of attendees.

2. Final number and names of all presenters/speakers.

3. Final evaluation of the Conference from attendees.

4. CEU report to HHSC and the appropriate certification board that includes the names of attendees receiving CEUs.

5. Financial closeout of the Conference project for the fiscal year.

c. Contractor will make payment(s) to the Conference facility, speakers, presenters, and if applicable exhibitors prior to completion of the final Conference report.

d. Contractor will ensure Conference website is maintained after completion of the Conference to include items such as recorded presentations or trainings, videos, Conference materials and evaluations.

2.1.16 Plan Requirements and Deliverables

Item No. Activity Deadline

1 Submit Project Work Plan for In person Conference

180 days prior to Conference.

2 Submit Project Work Plan for virtual online Conference

180 days prior to Conference.

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3 Submit Project Work Plan for CEU Accreditation

180 days prior to Conference.

4 Submit venue information to agency for review and approval.

60 days after Contract Effective Date

5 Complete Conference website and registration link

60 days after Contract Effective Date

6 Submit Post-Conference Report 60 days after Conference held.

7 Submit satisfaction surveys 60 days after Conference held.

2.1.17 Performance Measures

Contractor must provide participant satisfaction survey summaries as required in Section 2.1.3(h), Contractor Requirements to the agency no later than sixty (60) days after the Conference is held and will be rated in the following categories:

Item Performance Standard Performance Benchmark

Cost Value for the cost of services. 80%

Customer Service Professionalism, friendliness, and flexibility 80%

Conference Services

Quality of Conference content, trainings, and seminars. 80%

Venue, speakers, printed materials, and exhibitors 80%

2.1.18 Service Level Agreement Table

The Parties agree to liquidated damages resulting from Contractor's delays or non-performance of the listed requirements. The Parties agree that such damages which might be incurred by HHSC because of Contractor's delay or non-performance are difficult to ascertain.

The Parties agree to the following liquidated damages to be assessed as indicated; the liquidated damages are not to be considered a penalty. None of the Liquidated Damages are exclusive remedies. HHSC reserves the right to any remedy at law or in equity. All remedies shall be cumulative.

Item No.

RFP and Services Component

Performance Standard

Performance Benchmark

When Assessed (one time)

Time Measure

Liquidated Damages Value

2.1.3(d) - 2.1.4 Plan for In person Conference

100% Calendar day after benchmark

180 days prior to Conference.

$250

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2.1.3(d) - 2.1.5 Plan for virtual online Conference

100% Calendar day after benchmark

180 days prior to Conference.

$250

2.1.3(d) - 2.1.9 Plan for CEU Accreditation

100% Calendar day after benchmark

180 days prior to Conference.

$250

2.1.4 - 2.1.16 Submit venue information to agency for review and approval.

100% Calendar day after benchmark

60 days after Contract Effective Date

$250

2.1.7- 2.1.16 Conference website and registration link

100% Calendar day after benchmark

60 days after Contract Effective Date

$250

2.1.14(d) Reports 100% Calendar day after benchmark due on the 15th of the following month and 60 days after Conference held

$250

2.1.3(h) - 2.1.17 Conference Surveys

80% Calendar day after benchmark

60 days after Conference held

$500

2.1.19 Acceptance Criteria

Respondent will be responsible for the accuracy and completeness of their work product, methodology and evidence presentation as well as any expert opinions expressed. HHSC will review files and reports. This acceptance applies to each deliverable outlined in this RFP.

2.1.20 Payment Terms

This is a zero-dollar ($0.00) Contract. All Contractor revenue shall be through sales of the Conference attendee registration fees and booth/exhibit sales. No funds will be remitted to the Contractor by System Agency as payment for services under the Contract for any purpose.

Contractor with prior HHSC approval may be reimbursed for travel, lodging, attendance in person, virtually or any other expense by System Agency for HHSC employees and CSOT council members.

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2.1.21 Agency Requirements

a. Agency will provide Contractor with domain and/or hosting information to be utilized for website and virtual Conference.

b. Agency will provide an evaluation of Contractor services and performance of event sixty

(60) calendar days following the completion of each Conference.

2.2 CONTRACT AWARD, TERM, AND HISTORICAL COMPENSATION

2.2.1 Contract Award and Execution

HHSC intends to award one (1) 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 thirty (30) 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 for three (3) years.

HHSC, at its sole option, may extend any Contract awarded pursuant to this Solicitation two (2) additional years.

Notwithstanding the limitation in the preceding paragraph and with at thirty (30) calendar days’ advance written notice to Contractor, at the end of the initial term or any extension period, HHSC, at its sole discretion, may extend the Contract as necessary to ensure continuity of service, for purposes of transition, or as otherwise determined by HHSC, to serve the best interest of the State for up to twelve (12) months, in one-month intervals, at the then-current contract rate or rates (if applicable) as modified during the Contract Term.

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 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 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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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 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

Date of Release See Date of Release on Page 1 of the RFP

Pre-proposal Conference and HSP Training (Attendance is Optional)

November 26, 2024, at 11:00 a.m. Central Time

Deadline for Submitting Questions or Requests for Clarification

November 27, 2024, at 3:00 p.m.

Central Time

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

December 4, 2024

Deadline for courtesy HSP review December 6, 2024, at 3:00 p.m.

Central Time

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

December 20, 2025, at 10:30 a.m. Central Time

Evaluation Period February 2025

Anticipated Notice of Award April 2025

Anticipated Contract Effective Date May 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 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 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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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 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 Erin Silva BSHA, CTCD, CTCM

Title Contract Specialist IV

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

Email Erin.Silva@hhs.texas.gov

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

mailto:Erin.Silva@hhs.texas.gov

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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 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 H – Cost Proposal”); and

4. Question for HHSC.

mailto:bob.mccurdy@hhs.texas.gov

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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.

3.4 PRE-PROPOSAL CONFERENCE

3.4.1 Attendance

HHSC PCS will conduct a HSP Training Webinar. Attendance is optional but highly recommended as the pre-proposal conference will include the training on the proper completion of the HUB Subcontracting Plan. See Section 6.8 (HUB Subcontracting Plan).

3.4.2 Training Webinar 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:

Attendees must register for the webinar at the following link:

https://attendee.gotowebinar.com/register/6475371863788589664 ** After registration, participants will receive another email with the actual link to the webinar.

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 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.

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