ESBD_396046_1741637027060_RFP HHS0014911 PA ED Comm Mktg Research and Eval Srvs.pdf

PCS 550 HHS RFP RFP No. HHS0014911 Page 1 of 50 Version 2.20 Revision Date 11/20/2024

Cecile E. Young, Executive Commissioner

Request for Proposals (RFP) for

Public Awareness, Education, and Communication Services and Marketing Research and Evaluation Services

RFP No. HHS0014911

Date of Release: March 10, 2025

Responses Due: See Section 3.1 Schedule of Events

NIGP Class/Item Codes

915-03 Advertising and Public Relations, Including Skywriting 918-12 Analytical Predictive Studies and Surveys Consulting *952-77 Research and Evaluation, Human Services, Including Productivity Audits *958-84 Social Media Management Services *961-53 Marketing Service, Including Distribution, Public Opinion Surveys, Research, Sales Promotions, etc.

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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 Requirements and Deliverables for Public Awareness, Education, and Communication Campaign Services

2.1.2 Requirements and Deliverables for Marketing Research and Evaluation

2.1.3 Liquidated Damages

2.1.4 Compliance with Federal and State Laws

2.1.5 Prompt Payment

2.1.6 Work Order Process

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 No Guarantee of Volume, Usage, or Compensation

2.4 Work Order Agreement

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

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3.4.1 Attendance

3.4.2 Conference Logistical 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

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 Best and Final Offer (BAFO)

4.2.7 Final Written Response Score

4.2.8 Summary of Best Value Determination

4.3 Questions or Requests for Clarification

Article V. Narrative Proposal

5.1 Narrative Proposal

5.1.1 Executive Summary

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5.1.2 Project Work Plan

5.1.3 Key Staffing Profile

Article VI. Required Respondent Information

6.1 Company Information

6.1.1 Company Narrative

6.1.2 Company Profile

6.2 Authorization to Conduct 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

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

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8.3 Protest

Article IX. List of Exhibits, Forms, and Attachments

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ARTICLE I. INTRODUCTION, DEFINITIONS, AND AUTHORITY

1.1 INTRODUCTION

The State of Texas, by and through the Texas Health and Human Services Commission (HHSC) and Department of Health and Human Services (DSHS), seeks to award Master Contracts for public awareness, education, and communication services and marketing research and evaluation services in accordance with the specifications set forth in this Request for Proposals (RFP). The HHSC and DSHS Offices of Communications oversee public awareness, education, and communication services and marketing research and evaluation services efforts.

Contractor Pool will have opportunities to submit Work Order Response for HHSC or DSHS’s Work Order Requests. This RFP does not contain the individual campaign or research needs for HHSC or DSHS. The Work Order Request will include a statement of work, which may be limited to specialized Services, or a broader range of Services that may be offered by the Contractor. The Work Order process is further defined in Section 2.1.6 Work Order Process, of the RFP. HHSC or DSHS will issue approximately twelve (12) Work Order’s each State Fiscal Year to the Contractor Pool.

HHSC PCS will administer the procurement process for this Solicitation, which includes RFP publication, handling communications from vendors, and managing the receipt of Solicitation Responses for review and evaluation.

To be considered for award, a Respondent must execute Exhibit A, Health and Human Services (HHS) Solicitation Affirmations, Version 2.6 and provide all other required information and documentation as set forth in this Solicitation.

Information regarding HHSC or DSHS 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, and Exhibit C, Health and Human Services (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.

https://hhs.texas.gov/

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“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.

“Campaign Services” includes public awareness, education, communication Services, marketing research and evaluation Services.

“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.

“Contractor Pool” means all the awarded Contractors from this Solicitation, to participate in the Work Order process.

“Contract Purchase Order (CPO)” means a unilateral document signed by the PCS Purchaser that authorizes the Contractor to perform the work specified.

“Contract Manager” means any program within HHSC, DSHS, or DFPS who uses the Work Order process or the individual completing the Work Order process.

“DSHS” means the Department of State Health Services.

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

https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=02%2F25%2F2025&recordId=208793 http://www.txsmartbuy.com/esbd https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm

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“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.

“Master Contract” means a binding written agreement, issued as a result of a competitive procurement, that establishes a Contractor Pool to render services or deliver goods through the Work Order Process as needs are identified.

“Purchase Order” means a written document issued by HHSC to accept a bid or offer, thereby creating a contract between the bidder or offeror and the State of Texas.

“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 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 or DSHS, 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.

“Work Order” means an order for Services placed against an established Master Contract.

“Work Order Agreement” means legal bilateral document signed by the Contractor and appropriate HHS or DFPS signature authority that authorizes the Contractor to perform the Work specified.

“Work Order Process” means a process used to solicit the Contractor Pool awarded a Master Contract.

“Work Order Request” means an instrument drafted by agency/program used to request offers from a Contractor Pool for the completion of specific tasks or the delivery of certain goods.

“Work Order Response” means an offer submitted by a Contractor in a Contractor Pool describing how the Contractor will accomplish the Work for a specified price in response to a Work Order Request.

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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1.3 AUTHORITY

HHSC or DSHS is soliciting the Services stated in this Solicitation under the authority of Texas Government Code Section 2155.144(a), (b), (b-1)(2).

https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2155.htm#2155.144

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ARTICLE II. SCOPE OF WORK

2.1 DESCRIPTION OF SERVICES

The intent of this RFP is to establish a Contractor Pool that can provide these Campaign Services.

Awarded Contractors will be issued a Master Contract under this RFP. Contracts will be used on an “as needed basis” by HHSC and DSHS. Contractors are not guaranteed work except as awarded through the Work Order Process.

Campaign Services provided by Contractor will include public awareness, education, communication services, market research and evaluation services for HHSC or DSHS campaigns (Campaign Services). Contractor must be able to perform all the requirements set forth in this RFP.

Each Contractor will be an entity that can provide all Campaign Services detailed in this article.

Each Contractor, as a member of the Contractor Pool, will have an opportunity to submit a Work Order Response to each of HHSC or DSHS’s Work Order Requests, see Section 2.1.6 (Work Order Process). A Contractor will not be guaranteed Work under a Contract.

After HHSC or DSHS has determined a need for Campaign Services, HHSC or DSHS will issue a Work Order Request using the template incorporated as Exhibit F, Work Order Request- Response Form to the Solicitation. The Work Order Request will include the specific details necessary for Contractor to provide a Work Order Response, which will be evaluated by HHSC or DSHS for a possible award of Campaign Services under a Work Order.

2.1.1 Requirements and Deliverables for Public Awareness, Education, and Communication Campaign Services

Contractor must fulfill the public awareness, education and communication Campaign Services, requirements outlined below and follow the Work Order Process described herein.

a. Work within the budget that is outlined in each Work Order. Manage accurate campaign budget accounting and invoices.

b. Meet interim and final deadlines.

c. Attend meetings as requested by HHSC or DSHS to discuss the campaign to include research in developmental and evaluation processes.

d. Obtain and provide all talent releases from participants to HHSC or DSHS point of contact or designee before the start of any production using live talent.

e. Communicate proactively with HHSC or DSHS to obtain clarification and provide feedback as necessary. This will assist in eliminating unexpected or unplanned changes

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Revision Date 11/20/2024 and misinterpretations of the requirements outlined in this RFP, the Master Contract, and the applicable Work Order for the duration of the campaign.

f. Create campaign timelines to manage the delivery of campaign products.

g. Manage subcontracting as needed to fulfill campaign goals, including the use of HUB Subcontractors.

h. Provide progress reports for each campaign. Reports will include measurable objectives at an agreed upon frequency, as determined by HHSC or DSHS at the time of the award of the Work Order. Submission details will be provided during the kick-off meetings for each Work Order.

i. Provide budget reports for each campaign at an agreed frequency.

j. Provide additional reports, as determined by HHSC or DSHS at the time of the award of the Work Order, depending on the nature of the campaign or the ordering agencies funding source requirements.

k. Deliver a final report documenting the results of the Work performed under the Work Order at the end of each campaign. Share results by campaign Deliverables as determined by HHSC or DSHS at the time of the award of the Work Order, using industry-standard measurements for all media channels (when applicable).

l. Provide HHSC or DSHS all final, original raw file before edits, and master files for all campaign elements, including:

1. Video, web, and all related files;

2. Associated login credentials;

3. Stock and contracted photography files;

4. Documentation of usage rights;

5. Licenses for hardware and software; and

6. Tools or other creative elements necessary for ongoing use of materials created for the campaign on compatible HHSC or DSHS platforms, as set out by the HHSC or DSHS at the time of the award of the Work Order.

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2.1.1.1 Additional requirements and deliverables may include, but are not limited to, the following:

a. Propose, develop, and execute public awareness campaigns that include strategic planning, brand and post-tests. This may include conducting formative research for post-campaign evaluation of marketing, education, or public-awareness campaigns.

b. Provide research brand strategies, brand identity, positioning and tracking, trend analysis, behavioral change, target audience profiles/personas including multicultural, message testing, communication audits, social media strategies, and market segmentation.

c. Develop, produce and distribute audience-centered creative materials. Materials should be research driven and tested, unless otherwise directed, follow the HHS Brand Guide | Texas Health and Human Services and be suited to fit the format of the media vehicle or distribution strategy. Contractor must provide actual printed materials and/or provide electronic files to HHSC or DSHS for printing, as designated in a specific Work Order. Work Orders solely for printing Services are not authorized under this Solicitation.

d. Develop and implement a social media strategy that is research driven and suited for the campaign goals and target audience. Strategy may include but is not limited to:

plan for social media campaign sustainability; support and guidance to stakeholders to ensure social media campaign success; social media campaign goals and progress reports; and development, implementation, and monitoring of paid social media advertisements.

e. Develop social media posts on agency-approved platforms including, but not limited to X, (formerly Twitter), Facebook, YouTube, Instagram, LinkedIn and Vimeo.

f. Create a social media monitoring and response plan that includes after-hours activity monitoring as designated by HHSC or DSHS.

g. Develop or obtain creative elements for the campaign including, but not limited to:

social media materials and images; infographics, photography and music.

h. Develop a strategic advertising plan including, but not limited to television and video-based advertising (including closed captioning), radio advertising and digital advertising (paid search as well as run-of-network or specific site advertising).

i. Develop mobile advertising, including social media mobile advertising.

j. Develop mobile apps and website development via Drupal (including interactive online tools) unless the Work Order identified a different platform.

k. Develop print advertising.

https://www.hhs.texas.gov/hhs-brand-guide https://www.hhs.texas.gov/hhs-brand-guide

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l. Develop out-of-home advertising, as a reimbursable expense (see Section 7.1 Cost Proposal) including, but not limited to: billboards, bus ads, movie theater ads, airport, transit panels, etc.

m. Develop e-learning materials and training courses.

n. Develop direct mail and electronic communications (production of materials, fulfillment and distribution).

o. Develop print materials as a reimbursable expense (see Section 7.1 Cost Proposal) such as displays, brochures, push cards and posters.

p. Provide search engine marketing and search engine optimization to increase the quantity and quality of traffic to a website through search engine results.

q. Provide promotional items, as a reimbursable expense (see Section 7.1 Cost Proposal) including, but not limited to: branded office supplies, magnets, toys, household items, hats and t-shirts.

r. Provide research-based media placement, earned media and purchasing Services that include out-of-home, social media, television, radio, print, digital and mobile mediums. This includes monitoring of media buys and metrics-based measurement of effectiveness.

s. Provide online marketing and/or blogger outreach to create visibility and amplify HHSC or DSHS’s messaging.

t. Identify and recruit partners to help extend the outreach campaign in communities that is sustainable beyond a campaign funding period.

u. Provide presentations and educational/informational events.

v. Provide stakeholder outreach to community leaders including, but not limited to hospitals, universities, faith-based organizations, libraries, and health departments.

Provide campaign-related news media relations support. HHSC or DSHS’s press office teams must review and approve Work prior to distribution.

w. Provide translation Services when HHSC or DSHS’s offices of communications deem necessary. Requests for translation Services to be performed by an eligible Contractor must be approved in writing by HHSC or DSHS’s Office of Communication.

x. Provide copy that is appropriate for the medium, e.g., print, website, social media, media releases, e-mail, video script, banner, brochure and other Deliverables.

Copywriting must use correct grammar and spelling. Copywriting must also be written in plain language, have no errors, and include correct source reference and/or citation as appropriate. Copywriting must be consistent with Webster’s New World College Dictionary, fourth or fifth editions, and The Gregg Reference Manual. For standard

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y. Creative materials must meet all target-audience language service requirements in English and Spanish including, but not limited to, language translations, copywriting and visual and hearing-impaired modifications as deemed appropriate by HHSC or DSHS. Contractor must provide evidence and examples in English and Spanish of meeting this requirement in past projects completed by the Contractor.

z. Provide event management including, but not limited to: talent acquisition, development event program and event materials.

aa. Provide progress reports for each campaign. Reports will include measurable objectives at an agreed upon frequency, as determined by HHSC or DSHS’s at the time of the award of the Work Order.

bb. Provide all electronic materials, including websites and documents, that comply with federal, State, HHSC, and DSHS accessibility standards and pass testing before public release.

2.1.2 Requirements and Deliverables for Marketing Research and Evaluation

Contractor will fulfill the marketing research and evaluation Campaign Services, requirements outlined below.

a. Contractor will provide expertise to HHSC or DSHS’s programs including qualitative and quantitative marketing research and evaluation Services that meet industry standards and adhere to industry code of ethics or standards, as well as oversee the quality and timeliness of Work performed by the Contractors’ staff and Subcontractors involved in any phase of the research process.

b. Throughout the duration of the Master Contract, maintain proper accreditation or certifications such as Professional Researcher Certification (PRC) from the Marketing Research Association, and subsequent knowledge of and adherence to current marketing research industry standards.

c. Offer a platform with methods that help identify the values and perceptions that underlie and influence audience behavior as well as provide strategies for communications.

d. Conduct formative research for, or post-campaign evaluation of marketing, education, or public awareness campaigns.

e. Conduct primary and secondary research.

f. Conduct multi-lingual/multi-cultural audience research “competitor” analysis

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g. Research brand strategies, brand identity, positioning and tracking, trend analysis, behavioral change, target audience profiles/personas, message testing, communication audits, social media strategies and market segmentation.

h. Research attitudes, beliefs, preferences, and behaviors on topics related to the mission of HHSC or DSHS for the purpose of developing public awareness and marketing campaigns.

i. Assist HHSC or DSHS in identifying and defining research needs and objectives, target audience(s), markets, and methods to reach target audiences and markets.

j. Design and field quantitative and qualitative marketing research studies that include, but are not limited to, the following:

1. Focus groups (in-person, online, or asynchronous bulletin board), online surveys, secondary research, ethnographic research.

2. Moderated online panels, data analysis, and observational and mobile market research.

3. Biometric market research techniques, including, but not limited to:

A. Prediction markets;

B. Virtual shopping;

C. Live audience response;

D. Online collaboration tools;

E. Social media market research; and

F. Quick response (QR) code surveys.

k. Collect qualitative and quantitative research data including, but not limited to observation, in-depth interviews, focus groups, field and action research, surveys, polls, and pre- and post-tests.

l. Design quantitative or qualitative methods most suitable for testing positioning, messaging or other marketing concepts which include:

1. Selecting the market(s) in which to conduct the study,

2. Screening and recruiting participants (either directly or through an outsource),

3. Conducting research,

4. Analyzing findings and presenting findings in a comprehensive manner to the ordering agency and its marketing for HHSC or DSHS.

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m. Prepare research application for Programs for Institutional Review Boards (IRB), if required.

n. Independently retrieve, interpret, analyze, evaluate, and report online and multichannel analytics.

o. Hire and supervise all project-related Subcontractors, as needed.

p. Oversee and coordinate all research activities that are outsourced, such as: focus group facilities; independent researchers (e.g., moderators); data-processing and statistical-analysis firms; mall facilities; telephone facilities. Some research projects may include people with disabilities, which may require additional staff, Services or equipment (i.e., Communication Access Real-time Translation (CART) Services, American Sign Language (ASL)/Tactile interpreters).

q. Analyze data and report findings in written and/or oral presentations, as requested by HHSC or DSHS.

r. Gather baseline data to gain insight into particular dimensions of the target audience, selecting most appropriate methodology to meet research objectives (i.e., secondary research, primary research).

s. Receive approval at key checkpoints, as specified by the HHSC or DSHS.

t. Collect and report information that has strategic or content impact on specific project and/or on program-client activities.

u. Conduct literature reviews on relevant HHSC or DSHS’s topics.

v. Evaluate key findings and their strategic or creative implications and present findings in written report and/or oral presentations, as specified by HHSC or DSHS. This includes participant verbatims, as appropriate or as requested.

w. Provide progress reports for the market research and evaluation activities. Reports will include measurable objectives at an agreed upon frequency, as determined by HHSC or DSHS’s at the time of the award of the Work Order.

2.1.3 Liquidated Damages

Liquidated damages will be set forth in Section I(C)(3), Liquidated Damages Associated with Deliverables, of the Exhibit F, Work Order Request-Response Form.

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2.1.3.1 Waiver for Good Cause

Liquidated damages and other remedies may be waived for good cause shown at the discretion of HHSC or DSHS. Contractor shall not be liable for any failure or delay in the performance of this Contract for the period that such failure or delay is beyond the reasonable control of the Contractor.

2.1.4 Compliance with Federal and State Laws

HHSC or DSHS will monitor the Contractor to ensure compliance with all applicable federal and State laws and policies. Any information related to the performance of the resulting Contract, or other documentation deemed necessary by HHSC or DSHS must be provided by Contractor to HHSC or DSHS as requested.

2.1.5 Prompt Payment

All payments by HHSC or DSHS to a Contractor, any payments by a Contractor to any Subcontractor, and any payments by a Subcontractor to any other person or entity that provides Goods or Services under this Contract shall be made in compliance with Chapter 2251 of the Texas Government Code and Title 34 of the Texas Administrative Code Part 1, Chapter 20, Subchapter F, Division 1, Rule §20.487.

a. Payments related to Work Orders will be tied to specific Deliverables and the invoice for each Deliverable must be marked with its campaign Deliverable and include its Purchase Order number and expended by the deadlines specified in the Work Order.

b. No work can be done or billed until PCS issues the Purchase Order for the campaign.

c. Contractor must use the billing and reporting forms provided by HHSC or DSHS.

d. Contractor will prepare and submit a detailed monthly invoice identifying each Deliverable as referenced in Exhibit F, Work Order Request-Response Form, expense detail, and copies of all receipts to HHSC or DSHS no later than the last business day of the month following when the expenses were incurred. The final invoice should be submitted no later than two (2) weeks after the CPO completion.

HHSC or DSHS will review Contractor’s final invoice to ensure fulfillment of the Project scope, all Work Order Deliverables, and costs outlined in the Work Order.

Upon certification of costs and Work Order objectives, HHSC or DSHS will initiate payment of the final invoice. HHSC or DSHS will confirm final payment was rendered upon completion, and HHSC or DSHS will consider the CPO closed.

2.1.6 Work Order Process

During the Contract Term, HHSC or DSHS will request Contractor perform certain tasks expressly identified under a Work Order Request, a template of which is attached as Exhibit F, Work Order Request-Response Form.

https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2251.htm https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=02%2F25%2F2025&recordId=208769

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Contractor will be given the opportunity to submit a Work Order Response for any Work Order Request. Additional minimum or preferred selection criteria may be identified when HHSC or DSHS issues the Work Order Request.

Contractor must provide information specified in the Work Order Request, including a detailed recital of Contractor’s proposed expenditures for each Deliverable or task. HHSC or DSHS will evaluate the Contractor’s Work Order Response and, if selected, will request that Contractor execute the Work Order. Submission of a Work Order Response by Contractor does not guarantee funding or assignment to Contractor unless and until the Contract Purchase Order (CPO) and Purchase Order are issued by HHSC or DSHS.

Contractor must have completed the requested Campaign Services prior to invoicing. Contractor may submit invoices as tasks are completed. If Contractor seeks to invoice for specific tasks on any Work Order that it has fulfilled prior to completion of a Campaign Services, it must email HHSC or DSHS’s contract manager or designee identified in the Work Order for approval. HHSC or DSHS will reimburse Contractor for successfully performing each individual Deliverable or task not to exceed the total amount authorized on the associated Work Order. The actual cumulative costs reimbursed for all Work Orders issued under the Contract must not exceed the Contract Amount.

The procedure for the Work Order Process for each Campaign Services is stated in Sections 2.1.6.1-2.1.6.6, below.

2.1.6.1 Issuing Work Order Request

The procedure for the Work Order process that will be issued to the Contractor Pool for each project is as follows:

a. Upon identifying a specific Campaign Service, HHSC or DSHS will issue a Work Order Request to the Contractors describing the Project, Services required, proposed schedule, and method of compensation selected by HHSC or DSHS. Each Work Order Request will include, but is not limited to, the following:

1. Statement of Work;

2. Requirements/Deliverables;

3. Period of performance of Work Order;

4. Anticipated type of Work Order;

5. Proposal instructions and submission timeline;

6. Evaluation factors for award; and

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7. Work Order Response template.

b. All Contract clauses contained in this Contract will be incorporated in the Work Order and the resultant Contract. If any conflict exists between the Contract clauses and the information outlined in the Work Order, the Contract language will control and govern.

c. Contractors are not required to submit a proposal pursuant to a Work Order. Those eligible Contractors that decide not to submit a proposal shall advise the contract manager, in writing, of their intention not to submit a proposal on or before the closing date and time established in the Work Order. An election not to propose on a given Work Order will not negatively affect or prohibit a Contractor from competing on future Work Order’s. However, it may affect the Contractor’s eligibility for continuations or extensions of the resultant Contract.

2.1.6.2 Competitive Process

a. Contractors will receive e-mail from HHSC or DSHS advising of the availability of each proposed Work Order Request.

b. Contractors will be provided an adequate time to prepare and submit responses based on the complexity of the proposed Work Order Request, and HSP modifications, if applicable.

A Work Order Response received after the specified due date and time will not be accepted.

c. HHSC or DSHS will screen the Work Order Response for required forms and signatures.

An unsigned Work Order Response or a Work Order Response that does not include all fully completed required forms is subject to rejection without further evaluation.

d. Each Work Order Request will include the Work Order Response evaluation criteria. The

Work Order Response must demonstrate capability for each criterion to be evaluated.

Generally, Contractor will be asked to demonstrate the following:

1. Understanding of the service requirements;

2. Experience and capability on similar tasks;

3. Technical approach, methods and procedures for satisfying the requirements with a discussion of potential problems to be encountered and proposed solutions and/or risk mitigation strategies;

4. Assuring quality of work, products, and Deliverables;

5. Plan for managing the Work Order, including meeting requirements and schedules, and performance measures (if applicable);

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Revision Date 11/20/2024

6. Staffing plan with skill levels for all personnel proposed to be assigned to the Work Order; and

7. Total proposed expenditures to complete the Campaign Services identified in the Work Order.

2.1.6.3 Work Order Response

After receiving a Work Order Request, Contractor may submit questions, in writing, regarding the Work Order Request to the Work Order point of contact. Questions must be received by the due date specified in the Work Order Request. The Work Order point of contact will email responses to the questions to all Contractors receiving the Work Order Request. Contractor must provide a Work Order Response for HHSC or DSHS’s review by completing Section II of the Work Order Request-Response Form. See Section II of Exhibit F, Work Order Request- Response Form, for an example of the information to be provided in a Work Order Response.

2.1.6.4 Work Order Response Evaluation and Work Order Award

HHSC or DSHS will evaluate all Work Order Responses that meet the screening requirements set out in Subsection (C) of Section 2.1.6.2, Competitive Process, and select the Work Order Response offering the best value using the evaluation criteria identified in the Work Order Request. See Section (E)(1) of Exhibit F, Work Order Request-Response Form, for an example of Work Order evaluation criteria.

Upon completion of evaluations, the Work Order point of contact will notify the Contractor of the selection decision in writing. The Work Order point of contact will notify the Contractor if the Work Order Response is accepted as originally submitted or if the Contractor must prepare to participate in a Contract negotiation meeting(s) to further discuss the terms of the Work Order (see Section I(E)(2) of Exhibit F, Work Order Request-Response Form). If accepted, Contractor’s Work Order Response will be attached to the Work Order and may include revisions to the Statement of Work, if any and agreed upon compensation. HHSC or DSHS reserves the right to cancel, make partial award, multiple awards, or decline to award a Work Order under a Work Order Request at any time at its sole discretion.

All Work Orders will be in writing and will include a Purchase Order, Work Order Statement of Work, a list of tasks to be performed by Contractor, a schedule, a not-to-exceed amount payable and any other information or special conditions as may be necessary for the Work requested. Each authorized Work Order will be incorporated as an Amendment to the Contract, all Work Orders will be signed by Parties and must include a list of Deliverables if any.

2.1.6.5 Project Implementation

Contractor agrees to begin work within seven (7) calendar days from the date of the Purchase Order, constitutes a Work Order Agreement. Contractor agrees to complete the phases of Services

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Revision Date 11/20/2024 in accordance with the applicable standard of professional care, the approved proposal(s), and the proposal and resource allocation plan, which describes the major tasks to be performed and Work Products to be delivered by the Contractor, the estimated time to complete the tasks and Work Products, the amount of compensation allocated for the respective tasks and Work Products, and an estimated allowance for reimbursable expenses. After one of the Contractors is awarded a Project proposal for HHSC or DSHS’s specific project, the awarded Contractor will provide all of the Services that are applicable to the specified in the Project proposal Contract executed between HHSC or DSHS and the Contractor.

2.1.6.6 Change Management Process

In the event there are changes to the term or budget a request for review and approval is to be submitted to HHSC or DSHS’s assigned Contract Manager identified in the Work Order for review and approval. HHSC or DSHS reserves the right to request a revised Work Order Response. All changes must be in writing and signed by the Parties.

2.2 CONTRACT AWARD, TERM, AND HISTORICAL COMPENSATION

2.2.1 Contract Award and Execution

HHSC or DSHS’s intends to award one or more Contracts as a result of this Solicitation. Any award is contingent upon approval of HHSC or DSHS’s 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 or DSHS’s determination to seek to contract with that Respondent, HHSC or DSHS 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 five (5) years.

Individual Work Orders, if applicable, issued during the term of a resulting Contract may survive the termination or expiration of this Contract and may be extended for the purpose of completing any authorized Work.

2.2.3 Historical Compensation

Historical compensation for contracts of similar scope and size has ranged from approximately $24,000 to $31,000,000 per State fiscal year.

Total compensation for any one or for all cumulative Work Orders under a Contract resulting from this Solicitation shall not exceed $45,000,000. Notwithstanding the preceding, HHSC or DSHS

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Revision Date 11/20/2024 reserves the right to increase this amount should additional State or federal funding become available during the term of a resulting Contract, including any extensions.

2.3 NO GUARANTEE OF VOLUME, USAGE, OR COMPENSATION

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

HHSC or DSHS reserves the right to cancel, make partial award, or decline to award a Contract under this Solicitation at any time at its sole discretion.

2.4 WORK ORDER AGREEMENT

During the term of any Contract awarded under this Solicitation, HHSC or DSHS may request Respondent to perform certain tasks expressly authorized under a Work Order.

All Work Orders must comply with all the requirements set forth in Section 2.1.6, Work Order Process of the RFP.

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 or DSHS reserves the right to enter into an interagency or interlocal agreement with the governmental entity.

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Revision Date 11/20/2024

ARTICLE III. ADMINISTRATIVE INFORMATION

3.1 SCHEDULE OF EVENTS

EVENT DATE/TIME

Solicitation Posting Date to ESBD (Date of Release) MARCH 10, 2025

Pre-Proposal Conference and HSP Training Attendance is Optional

MARCH 14, 2025, at 10:30 a.m.

Central Time

Deadline for Submitting Questions or Requests for Clarification

MARCH 17, 2025, at 5:00 p.m.

Central Time

Deadline for Courtesy HSP Review MARCH 24, 2025, at 5:00 p.m.

Central Time

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

MARCH 26, 2025, at 5:00 p.m.

Central Time

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

APRIL 07, 2025, at 10:30 A.M.

Central Time

Evaluation Period APRIL 2025

Anticipated Notice of Award AUGUST 2025

Anticipated Contract Start Date NOVEMBER 2025

Respondents must submit their Solicitation Responses to HHSC in accordance with the Deadline for Submission of Solicitation Responses 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 of Solicitation Responses will be published by posting an Addendum to the ESBD. After the Deadline for Submission of Solicitation Responses, if there are delays that

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Revision Date 11/20/2024 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 authorized to do so and to bind the Respondent under any Contract that may result from this Solicitation.

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 or DSHS 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 must 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.

https://hhs.texas.gov/doing-business-hhs/contracting-hhs/procurement-opportunities

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Name Amy Castro, CTCD, CTCM

Title PCS Purchaser

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

Phone 512-776-6155

Email amy.castro@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 or DSHS, 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 or DSHS 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 Cheryl.Bradley@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.

mailto:amy.castro@hhs.texas.gov mailto:Cheryl.Bradley@hhs.texas.gov

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Revision Date 11/20/2024

3.3.4 Solicitation Questions

HHSC or DSHS 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 for Submitting Questions or Requests for Clarification 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 or DSHS reserves the right to amend answers previously posted, prior to the Deadline for Submission of Solicitation Responses (Section 3.1). Amended answers will be posted on the ESBD. It is the Respondent’s responsibility to check the ESBD. HHSC or DSHS 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 L – Cost Proposal”); and

4. Question for HHSC or DSHS.

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 for Submitting Questions or Requests for Clarification in Section 3.1 (Schedule of Events), may be reviewed by HHSC or DSHS 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.

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Revision Date 11/20/2024

3.4 PRE-PROPOSAL CONFERENCE

3.4.1 Attendance

HHSC PCS will conduct a pre-proposal conference. Attendance is optional but highly recommended.

3.4.2 Conference Logistical 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:

https://events.teams.microsoft.com/event/

3.4.3…