ESBD_383246_1737751770184_HHS0014578 - Pre-Proposal Conference and HSP Training Slide Deck.pdf

Pre-Proposal Conference and HSP Training

RFO for BMC Subscriptions, Maintenance Services and Support for HHSC and DFPS Fiscal Year 2025 Request for Offers No. HHS0014578

Version 1.20 Revision Date 10/10/2023

Introductions

Speakers

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

• Isaiah Wilczynski, HUB Coordinator

Topics

• Communication

• Schedule of Events

• Procurement Access

• Procurement Background

• Procurement Requirements

• Proposal Screening and Evaluation

• Reminders

• HUB Subcontracting (HSP) Training

Communication

Sole Point of Contact

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

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

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

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

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

• Exceptions to the Sole Point of Contact (RFO Section 3.3.1):

The only exceptions to the Sole Point of Contact is the HUB coordinator, Isaiah Wilczynski}.

Should Respondents have questions regarding proper completion of the HUB Subcontracting Plan, (RFO Section 6.8) the HUB Coordinator may be contacted at Isaiah.Wilczynski@hhs.Texas.gov.

Schedule of Events Event Date/Time

RFO Release Date January 8, 2025

Deadline for Submitting Questions January 17, 2025 at 3 PM Central Time

HSP Courtesy Review Due Date January 27, 2025 at 4 PM Central Time

Tentative Date to Post Answers to Questions on ESBD January 27, 2025 at 4 PM Central Time

Deadline for Submission of Responses February 6, 2025 at 10:30 AM Central

Time

Evaluation Period March 2025

Anticipated Notice of Award June 2025

Anticipated Contract Start Date July 2025

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

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

HHSC and DFPS reserves the right to cancel this RFO, or to make no award if it determines such action is in the best interest of the State. HHSC and DFPS may, in its discretion, reject any and all proposals or portions thereof.

Note: Google Chrome is recommended when navigating the Electronic State Business Daily (ESBD) website.

http://www.txsmartbuy.com/esbd

Procurement Access State of Texas ESBD Webpage

• The RFO and official materials are posted to the State of Texas ESBD webpages at: https://www.txsmartbuy.gov/esbd/HHS0014578

• It is the responsibility of the Respondent to periodically check the ESBD website

• All addenda, modifications, and changes to the schedule of events will be posted on ESBD website

Note: Google chrome is recommended when navigating the Electronic State Business Daily (ESBD) website.

https://www.txsmartbuy.gov/esbd/HHS0014578

Procurement Background

• HHS has used BMC Remedy on Demand (RoD) as the Information

Technology Service Management (ITSM) software solution for the agency. In 2019 HHS began using BMC Helix ITSM for some applications along with BMC RoD, until 2024 when HHS fully migrated to the BMC Helix ITSM platform from RoD. HHS currently uses BMC Helix ITSM v.23.3 in a multi-tenant configuration to supply a single IT Service Management (ITSM) software solution with various modules for incident, problem, knowledge, asset, and change management functions along with self-service function digital workplace software allowing users to submit request and tickets and virtual agent chat bot users can communicate with leveraging the knowledge base for agencies within HHS as well as DFPS with the ability to grant users fixed licenses and concurrent licenses as needed. To support the ITSM software system HHS is seeking the support services of a Contractor to provide project support, integration services, People Maintenance services, transition and turnover services. The Services and Deliverable detailed in this Solicitation will be provided in compliance with current HHS System standards, guidelines, policies and procedures, under the direction of the HHS designee and maintain continuity.

Submission Requirements Submission Options

Option 1 - USBs Option 2-Online Bid Room

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

HHSC Procurement & Contracting Services (PCS)

Bid Room Attn: Andrick Reese

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

HHSC Procurement and Contracting Services (PCS)

Bid Room Attn: Andrick Reese

1100 West 49th Street;

Mail Code 2020

Building S Austin, TX 78756

See Exhibit L, HHS Online Bid Room https://hhs.texas.gov/doin g-business-hhs/contracting-hhs/hhs-online-bid-room https://hhs.texas.gov/doing-business-hhs/contracting-hhs/hhs-online-bid-room

Items to submit for a RESPONSIVE response:

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

2. Exhibit G: HUB Subcontracting Plan Reminder: A courtesy review of a Respondent’s HSP is available to assist Respondents in providing a complete responsive HSP and to determine whether any deficiencies exist, as per RFO Section 6.8 HUB Subcontracting Plan

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

Items to submit for a RESPONSIVE proposal:

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

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

6. Exhibit S: HHS Federal Funding Accountability and Transparency Act (FFATA) Certification Form

Ensure the document is SIGNED.

Submissions must be received by HHSC no later than:

Thursday, February 6, 2025 at 10:30 AM CT

Proposal Screening & Evaluation

Evaluation and Award Process

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

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

• Best Value Determination or Selection for Negotiation and Award (see RFO Section 4.2.8)

Reminders

• Read the RFO thoroughly and include all required documents.

• Deadline to Submit Questions: January 17, @ 3:00 p.m.

CT

• Date Responses to Questions Posted on ESBD: January 27, 2025 at 4 p.m. CT

• Deadline to Request HSP Courtesy Review: January 27, 2025 at 4 p.m. CT

• Proposals due: February 6, 2025 at 10:30 a.m. CT

• Late submissions will not be considered.

Vendor Questions

• All questions must be submitted in writing to the Contract Specialist at: Andrick.Reese@hhs.Texas.gov

• Refer to RFO Section 3.3.4, for the format of submitting questions

• Do not submit in PDF, do not password protect.

• Reminder: All additional questions, requests for clarification, etc., are due in writing no later than January 17, 2025 by 3:00 p.m.

Central Standard Time.

Closing Comments

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

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

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

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

HUB Subcontracting Plan Training

Historically Underutilized Business (HUB)

HUB Subcontracting Plan (HSP) Training

06/24/21

Agenda

1. HSP Method Options

2. Required HSP Pages

3. Method V: Self Performing

4. GFE Attachment A

5. GFE Attachment B

6. Additional Subcontracting Information

7. Special Reminders

8. HUB Contact Information

Responses that do not include a completed HSP shall be

Rejected pursuant to:

TGC §2161.252(b) and

34 TAC 20.285

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

HSP Method Options

Subcontracting Method Options

Subcontracting Method Definition

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

See GFE Attachment A.

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

III: Meeting/Exceeding HUB Goal

Subcontracting goal met by HUB(s).

See GFE Attachment A.

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

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

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

HSP Required Pages Continued

All subcontracting method options require:

Page 1, Section 1: Respondent & Bid Information

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

Page 3, Section 3: Self Performing Justification

Page 3, Section 4: Affirmation Signature 25

Method V: Self Performing

• The Prime contractor performs ALL work-related activities

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

Equipment Materials Supplies

Transportation Delivery W-2 Employees

Agency may request additional information.

GFE Attachment A

1. Contractor Name / Solicitation #

2. Subcontracting Opportunity

3. Subcontractor Selection

a. Company Name

b. TX HUB: Y/N

c. TX VID or Federal EIN #

d. % & $:

*“TBD” is NOT acceptable

Method I or III:

GFE Attachment B -

Written Notices:

*Minimum 7 Working days.

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

Method II or IV:

• 3+ "Active" Certified HUBs

• 2 Trade Org./Bus. Development Centers

GFE Attachments B -

Method II or IV:

a. Company Name

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

c. Texas VID or Federal EIN #

d. % & $

• Note “TBD” is NOT acceptable

*Please provide justification for all Non-HUB Subcontractors

1. Contractor Name / Solicitation #

2. Subcontracting Opportunity

3. Subcontractor Selection

Additional Information

Subcontracting method options, I-IV require:

• HUB Vendor Profiles on CMBL/HUB Directory

i. HUB’s VID#

ii. Contact information

iii. “A” = Active status

iv. Expiration date

• Written GFE notification (Method IV only)

1. Sent emails

2. Certified Letters

3. Fax logs *7 business days to respond 32

Special Reminders

Review HSP Checklist for guidance.

Check the Solicitation HUB Subcontracting Goal %.

Choose an HSP method & provide documentation.

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

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

HSP Courtesy Reviews are available upon written request.

No HSP changes are allowed until after contract award.

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

HUB Contact Information

HHSCHUB@hhs.texas.gov

(512) 406-2570

*Active solicitation HSP questions contact designated HUB Coordinator.

mailto:hhschuboutreach@hhs.texas.gov

HUB Coordinator Contact Information

Isaiah.Wilczynski1@hhs.texas.gov

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