ESBD_396046_1741982157406_Attachment 1 to Addendum 1_Preprosal Conference_HSP Training_Attendee Report.pdf

Pre-proposal Conference and HSP Training

Public Awareness, Education, and Communication Services and Marketing Research and Evaluation Services Request for Proposal No. HHS0014911 Friday, March 14, 2025 @ 10:30 am

Version 1.20 Revision Date 10/10/2023

Introductions

Speakers

• Amy Castro, PCS Contract Specialist

• Cheryl Bradley, HUB Coordinator

Topics

• Communication

• Schedule of Events

• Procurement Access

• Submission Requirements

• Vendor Questions

• Reminders

• HUB Subcontracting (HSP) Training

Communication

Sole Point of Contact (RFP Section 3.3.1)

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

Amy Castro, CTCD CTCM HHSC Contract Specialist 1100 W. 49th Street, Mail Code 2020 Austin, TX 78756 Email: amy.castro@hhs.texas.gov

Sole Point of Contact

• 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.

Sole Point of Contact

• 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.

Schedule of Events Event Date/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, by 5:00 p.m. CT

Tentative Date to Post Answers to Questions or Requests for Clarification Posted on ESBD March 26, 2025, by 5:00 p.m. CT

Deadline for Submission of Solicitation Responses April 07, 2025, by 10:30 a.m. CT

Evaluation Period April 2025

Anticipated Notice of Award August 2025

Anticipated Contract Start Date November 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 and DSHS reserve 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 and DSHS 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/HHS0014911

• 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/HHS0014911

Submission Requirements Submission Options

Option 1 - USBs

Hand Delivery Overnight/Express/ Priority Mail HHS Online Bid Room

Health and Human Services Commission

ATTN: Response Coordinator Procurement & Contracting

Services Building 1100 W. 49th St., MC 2020

Austin, Texas 78756

Health and Human Services Commission

ATTN: Response Coordinator Tower Building Room 108 1100 W. 49th St., MC 2020

Austin, Texas 78756

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

Option 2 - Online Bid Room https://hhs.texas.gov/doing-business-hhs/contracting-hhs/hhs-online-bid-room https://hhs.texas.gov/doing-business-hhs/contracting-hhs/hhs-online-bid-room https://hhs.texas.gov/doing-business-hhs/contracting-hhs/hhs-online-bid-room https://hhs.texas.gov/doing-business-hhs/contracting-hhs/hhs-online-bid-room

Narrative Proposal (Section 5.1)

Company Information (Section 6.1)

HHS Solicitation Affirmations, Version 2.6, Signed (Section 6.5, Exhibit A)

Cost Proposal (Article VII, Exhibit L)

HUB Subcontracting Plan (Section 6.8, Exhibit M)

Items to submit for a RESPONSIVE response:

Submissions must be received by HHSC no later than:

Monday, April 07, 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: amy.castro@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.

• All additional questions, requests for clarification, etc., are due in writing no later than March 17, 2025, by 5:00 p.m. CT

Reminders

• Read the RFP thoroughly and include all required documents.

• Deadline to Submit Questions or Request for Clarifications:

March 17, 2025, by 5:00 p.m. CT

• Deadline for Courtesy HSP Review: March 24, 2025, by 5:00 p.m. CT

• Tentative Date Responses to Questions or Requests for Clarification Posted on ESBD: March 26, 2025, by 5:00 p.m. CT

• Proposals due: April 07, 2025, at 10:30 a.m. CT

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.

Thank you

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 27

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 mailto:Cheryl.Bradley@hhs.texas.gov

Thank You

1. Summary Meeting tit HHS0014911- Public Awareness, Education, and Communication Services and Marketing Research and Evaluation Services - Pre-Proposal Conference - HSP Training Registratio 143 Registered 34 Canceled r 0 Attended p 33 Start time 3/14/25, 10:21:50 AM End time 3/14/25, 11:57:22 AM Meeting du 1h 35m 31s Average at 42m 24s

2. Participants Name First Join Last Leave In-Meeting Email Participant ID (UPN) Role Registration First Name Registration Last Name Registration Email Registration Time Registration Status Organization Castro,Amy 3/14/25, 1 3/14/25, 1 53m 41s amy.castro@hhs.texas.gov amy.castro@hhs.texas.gov Organizer Triana-Zun 3/14/25, 1 3/14/25, 1 53m 28s Iris.Triana-Zuniga@hhs.texas.gov Iris.Triana-Zuniga@hhs.texas.gov Organizer Bradley,Ch 3/14/25, 1 3/14/25, 1 54m 3s Cheryl.Bradley@hhs.texas.gov Cheryl.Bradley@hhs.texas.gov Organizer Courtney A3/14/25, 1 3/14/25, 1 48m 1s courtney@vestarea.com courtney@vestarea.com Attendee Vesta Rea-Gaubert grace@vestarea.com 3/13/25, 2:56:33 PM Registered Vesta Rea & Associates DB (Unver 3/14/25, 1 3/14/25, 1 49m 19s Attendee Delaney Bise dbise@rescueagency.com 3/14/25, 10:20:02 AM Registered Rescue Agency Mary Coyn 3/14/25, 1 3/14/25, 1 48m 32s mary@mcmc-marketing.com mary@mcmc-marketing.com Attendee Mary Coyne mary@mcmc-marketing.com 3/13/25, 8:58:39 AM Registered MCMC, LLC Rega, Janic3/14/25, 1 3/14/25, 1 47m 8s Janice.Rega@icf.com 58251@icf.com Attendee Janic Rega janice.rega@icf.com 3/14/25, 7:53:44 AM Registered ICF INCORPORATED, L.L.C Grace Dick 3/14/25, 1 3/14/25, 1 46m 40s grace@vestarea.com grace@vestarea.com Attendee Sam Fleish 3/14/25, 1 3/14/25, 1 46m 49s Sam.Fleishman@reconmr.com Sam.Fleishman@reconmr.com Attendee Sam Fleishman sam.fleishman@reconmr.com 3/12/25, 2:19:52 PM Registered ReconMR Tara Fanno3/14/25, 1 3/14/25, 1 46m 24s tara.fannon@aptiveresources.com tara.fannon@aptiveresources.com Attendee tara fannon tara.fannon@aptiveresources.com 3/14/25, 10:28:17 AM Registered Aptive Resources Vicki Ford 3/14/25, 1 3/14/25, 1 46m 17s vicki.ford@hahn.agency vicki.ford@hahn.agency Attendee Vicki Ford vicki.ford@hahn.agency 3/14/25, 10:27:55 AM Registered Hahn Stephanie 3/14/25, 1 3/14/25, 1 46m 11s Stephanie.Childs@fleishman.com stephanie.childs@fleishman.com Attendee Stephanie Childs stephanie.childs@fleishman.com 3/11/25, 11:18:19 AM Registered FleishmanHillard Frances He 3/14/25, 1 3/14/25, 1 32m 34s FHeilig@forsmarsh.com FHeilig@forsmarsh.com Attendee Frances Heilig fheilig@forsmarsh.com 3/13/25, 2:56:49 PM Registered Fors Marsh Joyce Lee 3/14/25, 1 3/14/25, 1 45m 36s Joyce.Lee@fleishman.com joyce.lee@fleishman.com Attendee Joyce Lee joyce.lee@fleishman.com 3/11/25, 11:42:54 AM Registered FleishmanHillard Sumayal S 3/14/25, 1 3/14/25, 1 45m 19s Sumayal.Shrestha@erg.com Sumayal.Shrestha@erg.com Attendee Sumayal Shrestha sumayal.shrestha@erg.com 3/13/25, 6:46:44 PM Registered Eastern Research Group (ERG) Miguel DeJ 3/14/25, 1 3/14/25, 1 44m 59s mdejesus@touchstorm.com mdejesus touchstorm.com#EXT#@TOYOTA1.onmicrosoft.com Attendee Miguel DeJesus mdejesus@touchstorm.com 3/14/25, 10:30:00 AM Registered Touchstorm Ana Herna 3/14/25, 1 3/14/25, 1 42m 44s ana.hernandezquiros@fleishman.com ana.hernandezquiros@fleishman.com Attendee Ana Hernandez Quiros ana.hernandezquiros@fleishman.com 3/11/25, 11:38:39 AM Registered FleishmanHillard Jamie Sieg 3/14/25, 1 3/14/25, 1 29m 22s jsiegmann@forsmarsh.com jsiegmann@forsmarsh.com Attendee Jamie Siegmann jsiegmann@forsmarsh.com 3/13/25, 3:00:55 PM Registered Fors Marsh Group LLC Colin Gilliga3/14/25, 1 3/14/25, 1 44m 53s coling@sherrymatthews.com coling@sherrymatthews.com Attendee Colin Gilligan coling@sherrymatthews.com 3/14/25, 10:30:02 AM Registered Sherry Matthews Group Mitrani-Lan 3/14/25, 1 3/14/25, 1 1h 26m 17 Donna.Mitrani-Langoe@icfnext.com 55537@icf.com Attendee Donna Mitrani-Langoe donna.mitrani-langoe@icfnext.com 3/14/25, 10:30:01 AM Registered ICF Next Virginia Ga 3/14/25, 1 3/14/25, 1 4m 51s Attendee Virginia Gallner virginia.gallner@magnitudeofchange.com 3/14/25, 10:30:15 AM Registered Magnitude of Change Madison Cr 3/14/25, 1 3/14/25, 1 44m 31s Madison.Cring@erg.com Madison.Cring@erg.com Attendee Madison Cring madison.cring@erg.com 3/14/25, 9:55:50 AM Registered ERG Jessica Sca 3/14/25, 1 3/14/25, 1 39m 53s jessica@hotdogmarketing.com jessica@hotdogmarketing.com Attendee Jessica Scanlon jessica@hotdogmarketing.com 3/14/25, 10:29:52 AM Registered Hot Dog Marketing Paige, Cyn 3/14/25, 1 3/14/25, 1 44m 28s Cynthia.Paige@icfnext.com 28704@icf.com Attendee Cynthia Paige cynthia.paige@icfnext.com 3/14/25, 10:30:19 AM Registered ICF Next Gov Keri Myrick 3/14/25, 1 3/14/25, 1 29m 13s Attendee Keri Myrick keri@outreachstrategists.com 3/14/25, 10:30:58 AM Registered Outreach Strategists Dianna How3/14/25, 1 3/14/25, 1 42m 24s diannah@sherrymatthews.com diannah@sherrymatthews.com Attendee Dianna Howell diannah@sherrymatthews.com 3/14/25, 10:32:02 AM Registered SMG Castillo, Ma3/14/25, 1 3/14/25, 1 42m 1s MatthewCastillo@iheartmedia.com 1131152@iHeartMedia.com Attendee Matthew Castillo matt@culturality.agency 3/13/25, 11:07:47 PM Registered Culturality Yvonne Ga 3/14/25, 1 3/14/25, 1 26m 29s ygarcia@mvculture.com ygarcia@mvculture.com Attendee Yvonne Garcia ygarcia@mvculture.com 3/13/25, 11:08:38 PM Registered MarketVision Paula Mayb3/14/25, 1 3/14/25, 1 41m 31s paulam@sherrymatthews.com paulam@sherrymatthews.com Attendee Paula Mayberry paulam@sherrymatthews.com 3/14/25, 10:33:19 AM Registered Sherry Matthews, Inc.

Dachon Fre3/14/25, 1 3/14/25, 1 25m 48s DFreeman@cmrignite.com DFreeman@cmrignite.com Attendee Dachon Freeman dfreeman@cmrignite.com 3/14/25, 10:33:44 AM Registered US Karen Purc 3/14/25, 1 3/14/25, 1 39m 31s KarenP@sherrymatthews.com KarenP@sherrymatthews.com Attendee Karen Purcell karenp@sherrymatthews.com 3/14/25, 10:29:20 AM Registered Sherry Matthews Group Webb, Rich3/14/25, 1 3/14/25, 1 35m 20s Richelle.Webb@icf.com 39958@icf.com Attendee Richelle Webb richelle.webb@icf.com 3/14/25, 10:39:30 AM Registered ICF Tristan Am 3/14/25, 1 3/14/25, 1 25m 3s tamado@sensisagency.com tamado@sensisagency.com Attendee Tristan Amado tamado@sensisagency.com 3/14/25, 10:35:58 AM Registered Sensis

Riya Seifert mseifert@forsmarsh.com 3/13/25, 2:57:17 PM Registered Fors Marsh Group LLC Regina Haney rhaney@forsmarsh.com 3/13/25, 3:03:45 PM Registered Fors Marsh Group LLC Miguel DeJesus dejesus21miguel@gmail.com 3/14/25, 9:13:50 AM Registered Touchstorm Virginia Gallner virginiagallner@gmail.com 3/14/25, 10:29:37 AM Registered Magnitude of Change Jane Scott jane.scott@brightleafgroup.com 3/14/25, 10:35:34 AM Registered BrightLeaf Group, Inc.

3. In-Meeting Activities Name Join Time Leave TimeDuration Email Role Castro,Amy 3/14/25, 1 3/14/25, 1 53m 41s amy.castro@hhs.texas.gov Organizer Triana-Zun 3/14/25, 1 3/14/25, 1 53m 28s Iris.Triana-Zuniga@hhs.texas.gov Organizer Bradley,Ch 3/14/25, 1 3/14/25, 1 54m 3s Cheryl.Bradley@hhs.texas.gov Organizer Courtney A3/14/25, 1 3/14/25, 1 35s courtney@vestarea.com Attendee Courtney A3/14/25, 1 3/14/25, 1 47m 26s courtney@vestarea.com Attendee DB (Unver 3/14/25, 1 3/14/25, 1 49m 19s Attendee Mary Coyn 3/14/25, 1 3/14/25, 1 48m 32s mary@mcmc-marketing.com Attendee Rega, Janic3/14/25, 1 3/14/25, 1 47m 8s Janice.Rega@icf.com Attendee Grace Dick 3/14/25, 1 3/14/25, 1 46m 40s grace@vestarea.com Attendee Sam Fleish 3/14/25, 1 3/14/25, 1 46m 49s Sam.Fleishman@reconmr.com Attendee Tara Fanno3/14/25, 1 3/14/25, 1 46m 24s tara.fannon@aptiveresources.com Attendee Vicki Ford 3/14/25, 1 3/14/25, 1 46m 17s vicki.ford@hahn.agency Attendee Stephanie 3/14/25, 1 3/14/25, 1 46m 11s Stephanie.Childs@fleishman.com Attendee Frances He 3/14/25, 1 3/14/25, 1 32m 34s FHeilig@forsmarsh.com Attendee Joyce Lee 3/14/25, 1 3/14/25, 1 45m 36s Joyce.Lee@fleishman.com Attendee Sumayal S 3/14/25, 1 3/14/25, 1 45m 19s Sumayal.Shrestha@erg.com Attendee Miguel DeJ 3/14/25, 1 3/14/25, 1 44m 59s mdejesus@touchstorm.com Attendee Ana Herna 3/14/25, 1 3/14/25, 1 9s ana.hernandezquiros@fleishman.com Attendee Ana Herna 3/14/25, 1 3/14/25, 1 42m 35s ana.hernandezquiros@fleishman.com Attendee Jamie Sieg 3/14/25, 1 3/14/25, 1 29m 22s jsiegmann@forsmarsh.com Attendee Colin Gilliga3/14/25, 1 3/14/25, 1 44m 53s coling@sherrymatthews.com Attendee Mitrani-Lan 3/14/25, 1 3/14/25, 1 1h 26m 17 Donna.Mitrani-Langoe@icfnext.com Attendee Virginia Ga 3/14/25, 1 3/14/25, 1 4m 51s Attendee Madison Cr 3/14/25, 1 3/14/25, 1 44m 31s Madison.Cring@erg.com Attendee Jessica Sca 3/14/25, 1 3/14/25, 1 39m 53s jessica@hotdogmarketing.com Attendee Paige, Cyn 3/14/25, 1 3/14/25, 1 44m 28s Cynthia.Paige@icfnext.com Attendee Keri Myrick 3/14/25, 1 3/14/25, 1 29m 13s Attendee Dianna How3/14/25, 1 3/14/25, 1 42m 24s diannah@sherrymatthews.com Attendee Castillo, Ma3/14/25, 1 3/14/25, 1 42m 1s MatthewCastillo@iheartmedia.com Attendee Yvonne Ga 3/14/25, 1 3/14/25, 1 26m 29s ygarcia@mvculture.com Attendee Paula Mayb3/14/25, 1 3/14/25, 1 41m 31s paulam@sherrymatthews.com Attendee Dachon Fre3/14/25, 1 3/14/25, 1 25m 48s DFreeman@cmrignite.com Attendee Karen Purc 3/14/25, 1 3/14/25, 1 39m 31s KarenP@sherrymatthews.com Attendee Webb, Rich3/14/25, 1 3/14/25, 1 35m 20s Richelle.Webb@icf.com Attendee Tristan Am 3/14/25, 1 3/14/25, 1 25m 3s tamado@sensisagency.com Attendee