ESBD_385331_1736362189306_Attachment 1 to Addendum 1_Pre-Proposal Conference_HSP Training_Attendee Report.pdf

Pre-Proposal Conference and HSP Training

Medicaid Estate Recovery Program (MERP) Fiscal Year 2025 Request for Proposal No. HHS0015404

V ers ion 1 .20 Revis ion Date 10/10/2023

Introductions

Speakers

• Rene Perez, Contract Specialist, HHSC Procurement and Contracting Services

• Cheryl Bradley, HUB Coordinator

Topics

• Communication

• Schedule of Events

• Procurement Access

• Procurement Requirements

• Submission Requirements

• Proposal Screening and Evaluation

• Reminders

• Vendor Questions

• Closing Comments

• HUB Subcontracting (HSP) Training

Communication

Sole Point of Contact

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

Rene Perez, CTCD, CTCM HHSC Contract Specialist 1100 W. 49th Street, Mail Code 2020 Austin, TX 78756 Email: rene.perez03@hhs.Texas.gov

• All communication related to the RFP must be directed to the sole point of contact, Rene Perez.

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

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

• Exceptions to the Sole Point of Contact (RFP Section 3.3.3):

The only exceptions to the Sole Point of Contact is the HUB coordinator, Cheryl Bradley.

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

mailto:cheryl.Bradley@hhs.Texas.gov

Schedule of Events

Event Date/Time

RFP Release Date December 31, 2024

Deadline for Submitting Questions January 08, 2025 @ 10:30 AM Central

Time

HSP Courtesy Review Due Date January 16, 2025 @ 5:00 PM Central Time

Tentative Date to Post Answers to Questions on ESBD January 17, 2025

Deadline for Submission of Responses January 30, 2025 @ 10:30 AM Central

Time

Anticipated Contract Start Date September 2025

Procurement Access

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

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

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

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

http://www.txsmartbuy.com/esbd

Procurement Access State of Texas ESBD Webpage

• The RFP and official materials are posted to the State of Texas ESBD webpages at: https://www.txsmartbuy.gov/esbd/HHS0015404

• 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/HHS0015404

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: Rene Perez

1100 W. 49th St., MC 2020 Austin, Texas 78756

HHSC Procurement and Contracting Services (PCS)

Bid Room Attn: Rene Perez

1100 West 49th Street;

Mail Code 2020

Building S Austin, TX 78756

See Exhibit N, 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 RFP Section 6.8 HUB Subcontracting Plan

3. Exhibit J: Cost Proposal 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.

Submissions must be received by HHSC no later than:

January 30, 2025 at 10:30 AM CT

Proposal Screening & Evaluation

Evaluation and Award Process

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

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

• BAFO, Negotiation & Contract Award, etc.

Reminders

• Read the RFP thoroughly and include all required documents.

• Deadline to Submit Questions: January 8, 2025, @

10:30 AM. CT

• Deadline to Request HSP Courtesy Review: January 16,

• Date Responses to Questions Posted on ESBD: January 17,

• Proposals due: January 30, 2025, at 10:30 AM. CT

• Late submissions will not be considered.

Vendor Questions

• All questions must be submitted in writing to the Contract Specialist at: rene.perez03@hhs.Texas.gov

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

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

• Reminder: All additional questions, requests for clarification, etc., are due in writing no later than January 8, 2025 by 10:30 AM.

Central Time.

Closing Comments

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

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

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

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

Historically Underutilized Business (HUB)

HUB Subcontracting Plan (HSP) Training

06/24/21

Agenda

1. HSP Method Options

2. Required HSP Pages

3. Method V: Section 3

4. GFE Attachment A

5. GFE Attachment B

6. Additional 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 4: Affirmation signature

Method V: Section 3

The Prime contractor performs ALL work-related activities

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. Fax logs *7 business days to respond 28

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 Coordinator Contact Information

Cheryl Bradley

Cheryl.Bradley@hhs.Texas.gov

Thank You

1. Summary

Meeting title HHS0015404 - Medicaid Estate Recovery Program (MERP)

Registration page views 11 Registered participants 10 Canceled registrations 0 Attended participants 13 Start time 1/07/25, 12:54:19 PM End time 1/07/25, 1:40:15 PM Meeting duration 45m 55s Average attendance time 39m 2s

2. Participants Name First Join Last Leave In-Meeting Duration Email Participant ID (UPN) Registration First Name Registration Last Name Registration Email Registration Time Registration Status Organization Perez,Rene (HHSC) 1/07/25, 12:55:12 PM 1/07/25, 1:39:55 PM 44m 42s Rene.Perez03@hhs.texas.gov Rene.Perez03@hhs.texas.gov Hernandez,Bianca (HHSC) 1/07/25, 12:58:33 PM 1/07/25, 1:39:56 PM 41m 22s bianca.hernandez01@hhs.texas.gov bianca.hernandez01@hhs.texas.gov Ochoa,Jason (HHSC) 1/07/25, 1:25:21 PM 1/07/25, 1:40:01 PM 14m 39s Jason.Ochoa@hhs.texas.gov Jason.Ochoa@hhs.texas.gov Bradley,Cheryl (HHSC) 1/07/25, 12:54:21 PM 1/07/25, 1:39:56 PM 45m 35s Cheryl.Bradley@hhs.texas.gov Cheryl.Bradley@hhs.texas.gov Rodrigues, Michelle 1/07/25, 12:58:03 PM 1/07/25, 1:40:00 PM 41m 56s michelle.rodrigues@gainwelltechnologies.com michelle.rodrigues@gainwelltechnologies.com Michelle Rodrigues michelle.rodrigues@gainwelltechnologies.com 1/07/25, 12:11:32 PM Registered Gainwell Technologies Keith Lewis 1/07/25, 12:58:08 PM 1/07/25, 1:39:58 PM 41m 49s klewis@stellarware.onmicrosoft.com klewis@stellarware.onmicrosoft.com KEITH LEWIS klewis@stellarware.com 1/07/25, 12:57:19 PM Registered STELLARWARE CORPORATION Sharon Santilli (Unverified) 1/07/25, 12:59:35 PM 1/07/25, 1:40:03 PM 40m 27s Sharon Santilli ssantilli@stellarware.com 1/07/25, 12:58:19 PM Registered Stellarware John Webster 1/07/25, 1:00:03 PM 1/07/25, 1:40:02 PM 39m 58s jwebster@fhcann.com jwebster@fhcann.com John Webster jwebster@fhcann.com 1/07/25, 12:24:14 PM Registered F.H. Cann & Associates, Inc.

Erica Martinez 1/07/25, 1:00:15 PM 1/07/25, 1:39:57 PM 39m 42s emartinez@stellarware.onmicrosoft.com emartinez@stellarware.onmicrosoft.com Erica Martinez emartinez@stellarware.com 1/07/25, 12:59:08 PM Registered Stellarware Kelsey Boothby 1/07/25, 1:00:35 PM 1/07/25, 1:39:55 PM 39m 19s kboothby@stellarware.onmicrosoft.com kboothby@stellarware.onmicrosoft.com Kelsey Boothby kboothby@stellarware.com 1/07/25, 12:59:51 PM Registered Stellarware Stellarware Corporation 1/07/25, 1:00:41 PM 1/07/25, 1:40:06 PM 39m 24s George French gfrench@stellarware.com 1/06/25, 1:17:17 PM Registered Stellarware Corp.

Castro,Amy (HHSC) 1/07/25, 1:00:42 PM 1/07/25, 1:39:59 PM 39m 16s amy.castro@hhs.texas.gov amy.castro@hhs.texas.gov Amy Castro amy.castro@hhs.texas.gov 1/07/25, 10:33:06 AM Registered HHSC Simpson, Andrea 1/07/25, 1:00:51 PM 1/07/25, 1:40:15 PM 39m 23s andrea.simpson@gainwelltechnologies.com andrea.simpson@gainwelltechnologies.com Andrea Simpson andrea.simpson@gainwelltechnologies.com 1/07/25, 12:17:09 PM Registered Gainwell Technologies

Katherine Hoffman khoffman@fhcann.com 1/07/25, 7:24:56 AM Registered F.H. Cann & Associates, Inc.

3. In-Meeting Activities Name Join Time Leave Time Duration Email Role Perez,Rene (HHSC) 1/07/25, 12:55:12 PM 1/07/25, 1:39:55 PM 44m 42s Rene.Perez03@hhs.texas.gov Organizer Hernandez,Bianca (HHSC) 1/07/25, 12:58:33 PM 1/07/25, 1:39:56 PM 41m 22s bianca.hernandez01@hhs.texas.gov Organizer Ochoa,Jason (HHSC) 1/07/25, 1:25:21 PM 1/07/25, 1:40:01 PM 14m 39s Jason.Ochoa@hhs.texas.gov Organizer Bradley,Cheryl (HHSC) 1/07/25, 12:54:21 PM 1/07/25, 1:39:56 PM 45m 35s Cheryl.Bradley@hhs.texas.gov Presenter Rodrigues, Michelle 1/07/25, 12:58:03 PM 1/07/25, 1:40:00 PM 41m 56s michelle.rodrigues@gainwelltechnologies.com Attendee Keith Lewis 1/07/25, 12:58:08 PM 1/07/25, 1:39:58 PM 41m 49s klewis@stellarware.onmicrosoft.com Attendee Sharon Santilli (Unverified) 1/07/25, 12:59:35 PM 1/07/25, 1:40:03 PM 40m 27s Attendee John Webster 1/07/25, 1:00:03 PM 1/07/25, 1:40:02 PM 39m 58s jwebster@fhcann.com Attendee Erica Martinez 1/07/25, 1:00:15 PM 1/07/25, 1:39:57 PM 39m 42s emartinez@stellarware.onmicrosoft.com Attendee Kelsey Boothby 1/07/25, 1:00:35 PM 1/07/25, 1:39:55 PM 39m 19s kboothby@stellarware.onmicrosoft.com Attendee Stellarware Corporation 1/07/25, 1:00:41 PM 1/07/25, 1:40:06 PM 39m 24s Attendee Castro,Amy (HHSC) 1/07/25, 1:00:42 PM 1/07/25, 1:39:59 PM 39m 16s amy.castro@hhs.texas.gov Attendee Simpson, Andrea 1/07/25, 1:00:51 PM 1/07/25, 1:40:15 PM 39m 23s andrea.simpson@gainwelltechnologies.com Attendee