ESBD_396266_1739536454151_HHS0015345 BCVDDP Summer Spring Camp_RFP.pdf

PCS 550 HHS RFP RFP No. HHS0015345 Page 1 of 41 Version 2.20 Revision Date 11/20/2024

Cecile E. Young, Executive Commissioner

Request for Proposals (RFP) for

Blind Children’s Vocational Discovery and Development Program (BCVDDP) Spring and Summer Camps

RFP No. HHS0015345

Date of Release: February 14 , 2025

Deadline for Submission of Solicitation Responses: March 19, 2025 by 10:30 a.m. Central Time

924-00 Educational and Training Services

924-76 Student Activities Services

924-78 Teaching and Instruction Services: Elementary and Secondary Education, Higher Education and Adult Education

952-83 Youth Program Services

952–90 *Training and Instruction Services, Clients, Not Staff

952-95 Youth Care Services

* Automated Information System (AIS)

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Table of Contents Article I. Introduction, Definitions, and Authority

1.1 Introduction

1.2 Definitions

1.3 Authority

Article II. Scope of Work

2.1 Statement of Work

2.1.1 Eligible Population

2.1.2 Service Area - Camp Location

2.1.3 Contractor Responsibilities

2.1.4 HHSC Responsibilities

2.1.5 Debriefing and Cancelations

2.1.6 Deliverables

2.1.7 Performance Measures

2.1.8 Payment and Invoices

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 Data Use Agreement and Security Privacy Inquiry

2.4 No Guarantee of Volume, Usage, or Compensation

Article III. Administrative Information

3.1 Schedule of Events

3.2 Ambiguity, Conflict, or Discrepancy

3.3 Inquiries

3.3.1 Sole Point of Contact

3.3.2 Prohibited Communication

3.3.3 Exception to Sole Point of Contact

3.3.4 Solicitation Questions

3.4 Pre-proposal Conference

3.4.1 Attendance

3.4.2 Conference Logistical Information

3.4.3 Questions at Pre-Proposal Conference

3.5 Solicitation Response Composition

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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 Final Written Response Score

4.2.7 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

5.1.2 Submission Per Camp Location

5.1.3 Vendor Qualification and Experience

5.1.4 Proposed Workplan and Approach

5.1.5 ADA Policy and Communication Needs

5.1.6 Staffing Plan

Article VI. Required Respondent Information

6.1 Company Information

6.1.1 Company Narrative

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6.1.2 Company Profile

6.2 Franchise Tax – Right to Transact Business in Texas

6.3 References

6.4 Affirmations and Certifications

6.5 Other Reports

6.5.1 Dun and Bradstreet Reports

6.5.2 Financial Statements and Financial Solvency

6.5.3 Alternate Report

6.6 Corporate Guarantee

6.7 HUB Subcontracting Plan

6.8 Secretary of State Certification

Article VII. Cost Proposal

7.1 Cost Proposal

Article VIII. General Terms and Conditions

8.1 General Conditions

8.1.1 Changes, Modifications, and Cancellation

8.1.2 Offer Period

8.1.3 Costs Incurred

8.1.4 Contract Responsibility

8.1.5 Public Information Act - Respondent Requirements Regarding Disclosure

8.1.6 Respondent Waiver – Intellectual Property

8.1.7 Standards of Conduct for Vendors

8.1.8 Disclosure of Interested Parties

8.2 Insurance

8.2.1 Required Coverage

8.2.2 Alternative Insurability

8.3 Protest

Article IX. List of Exhibits

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ARTICLE I. INTRODUCTION, DEFINITIONS, AND AUTHORITY

1.1 INTRODUCTION

The Texas Health and Human Services Commission (HHSC), issues this on behalf of the Blind Children’s Vocational Discovery and Development Program (BCVDDP) to solicit Solicitation Responses from qualified vendors, located anywhere in the State of Texas, to provide weeklong overnight camps for children who are Blind or Visually Impaired.

The BCVDDP provides services based on program policy that are designed to help meet the unique needs of children who are blind or visually impaired. BCVDDP services are meant to assist blind or visually impaired children to increase their independence in the home and community through communication, mobility, and activities of daily living.

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

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

Information regarding HHSC and its programs is available online and can currently be accessed at HHSC Website Address https://www.hhs.texas.gov.

1.2 DEFINITIONS

As used in this Solicitation, unless a different definition is specified or the context clearly indicates otherwise, the following terms and conditions have the meanings assigned below:

“Addendum” means a written clarification or revision to this Solicitation issued by HHSC PCS and posted to the ESBD.

“Advancement Criteria” means the published criteria for Respondent to advance to the next phase of evaluation if multiple evaluation methods are utilized.

“Award Consideration (AC) Documents” means documents Respondent must submit as part of the Solicitation Response to be considered for negotiations or award.

https://www.hhs.texas.gov/

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“BCVDDP” means HHSC’s Blind Children’s Vocational Discovery and Development Program or Blind Children’s Program for short.

“Business Days” means any day that is not a Saturday, Sunday, or state holiday.

“Calendar Days” means Calendar days include all the days of the year, including weekdays, weekends, and holidays.

“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.

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

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

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

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

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

“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.

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

http://www.txsmartbuy.com/esbd

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“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.

1.3 AUTHORITY

HHSC is soliciting the services stated in this Solicitation under of the authority Texas Government Code 2155.144(b)(b-1)(2), Human Resources Code §91.028, and Title 26 Texas Administrative Code Chapter 359.

ARTICLE II. SCOPE OF WORK

2.1 STATEMENT OF WORK

Contractor(s) will provide camps that can accommodate blind and visually impaired children.

Camps will be located within the State of Texas, to include various regions throughout the State.

The purpose of these camps is to enhance the independence, communication, mobility, and daily living skills of blind or visually impaired children.

Contractor(s) shall provide all necessary personnel to perform the services, unless specifically stated as the responsibility of HHSC. Contractor shall ensure all its employees and subcontractors are properly trained, certified or licensed, as appropriate, and are qualified by education and experience to perform the required services. Contractor(s) shall provide personnel to perform all Services within the timeframe(s) specified in the Contract. The Contractor shall, at a minimum provide the following Services as more fully described in this Statement of Work.

2.1.1 Eligible Population

The eligible population for this Contract(s) is children enrolled in the Blind Children’s Vocational Discover and Development Program. Children are blind or visually impaired as described in the eligibility criteria in the Texas Administrative Code (TAC) §350.815.

2.1.2 Service Area - Camp Location

Contract(s) will be awarded by camp location within the State of Texas, according to the table below. Regional map is included as Exhibit I, Health and Human Services (HHS) Offices by County. This preference aims to minimize travel time and reduce costs for families, the BCVDDP, 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 https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=T&app=9&p_dir=N&p_rloc=203696&p_tloc=&p_ploc=1&pg=7&p_tac=&ti=26&pt=1&ch=350&rl=801

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Contractor(s), and the State of Texas. The camp locations must be accessible and equipped to meet the needs of visually impaired children, ensuring a safe and supportive environment.

Camp Location HHS Regions Included (Exhibit I)

Quantity of Awards

Central East Region 5 and 7 2 North Region 3 and 4 2 West Regions 1, 2, 9 and 10 1 Southeast Region 6, 8 and 11 3

2.1.3 Contractor Responsibilities

Contractors shall

a. Accept as otherwise specifically stated herein or in any applicable part of this Scope of Work, provide all labor, materials, equipment, tools, and other facilities and services necessary for the proper execution of the camps.

b. At a minimum provide the Services as more fully described in this Statement of Work.

c. Provide a contact number that will be answered on a 24 hours/7 day a week basis and name in case of any urgent issue that may arise.

d. Provide representative that will be available on a 24 hours/7 day a week basis. The following email will be available as well, RHW_Vendor_Approval@hhs.texas.gov to contact HHSC BCVDDP for any issues, questions, or meetings during the camp and for pre-planning activities.

2.1.3.1 Camp Pre-Planning Registration

a. Camper(s) will be recruited by HHSC BCVDDP.

b. HHSC BCVDDP will confirm attendance of camper(s).

c. Contractor(s) must check-in the list of campers provided by HHSC BCVDDP.

d. Any changes to the list of campers confirmed and approved by HHSC BCVDDP must be approved by HHSC BCVDDP.

2.1.3.2 Camp Activities

a. Contractor(s) must provide the following, or similar activities, at a level appropriate for children who are blind or visually impaired:

1. Outdoor accessible activities, for all levels of blind or visually impaired children;

mailto:RHW_Vendor_Approval@hhs.texas.gov

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2. Arts activities that promote fine motor and social skills;

3. Nature education discovery, petting zoo or bird watching; and

4. Sports and games.

b. Contractor(s) must provide supplies specifically for the camp activities in which campers with vision loss can participate. Activities can include, but are not limited to, the following:

1. Recreational Activities: Contractor shall provide activities which promote physical fitness and mental well-being. Examples include, but are not limited to, horseback riding, ropes course, swimming (heated pool), climbing, zip-line, canoeing, fishing, paintball, arts and crafts, and archery;

2. Social Activities: Contractor shall provide social activities that foster a sense of community and belonging. Examples include, but are not limited to, group games, campfires, and team sports;

3. Improve Mobility and Orientation: The Contractor shall provide activities that increase the children’s ability to navigate various environments safely and confidently. Examples of such activities include, but are not limited to, exercises and activities such as nature exploration;

4. Enhance Communication Skills: Contractor shall provide activities focused on improving verbal and non-verbal communication skills. Examples include, but are not limited to, music recreation that promotes emotional expression and sensory stimulation; and

5. Foster Independence: The Contractor shall provide practical lessons and hands-on experiences to teach children essential self-care and daily living skills.

c. Contractor will support the child in using assisted technology or other devices, which allow child to fully participate in camp activities as authorized by the child’s family. The authorization will be given to BCVDDP during camp registration.

2.1.3.3 Physical Facility Requirements

a. Contractor must have all applicable permits, licenses, and insurance coverage to legally operate a youth camp in the State of Texas.

b. Contractor shall provide facilities that are all compliant with the Americans with Disabilities Act (ADA).

c. Contractor must provide accessibility for individuals who are Blind and Visually Impaired.

d. All camp areas must have ramped sidewalks accessible to wheelchairs.

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e. All bathrooms must be ADA compliant per Texas Administrative Code (Texas Administrative Code (TAC) §265.123

f. Facilities shall meet all State of Texas safety requirements as referenced in Texas Administrative Code Title 25, Part 1, Chapter 265, Subchapter B, Rule 265.13 to operate a licensed recreational outdoor camp.

2.1.3.4 Meals

a. Contractor will provide dining accommodations and meals.

1. Contractor must provide a dining room which can accommodate all camp attendees.

2. Contractor shall provide three (3) well-balanced meals per USDA Nutrition summary guidelines for all camp attendees, and volunteers in accordance with any special dietary needs or restrictions of individual campers.

b. Follow proper procedures for food preparation, handling and mass feeding and ensure a healthful and sufficient water supply.

1. The camp must follow all Texas Health and Safety Codes related to food handling.

2. Contractor is responsible for supervision, clean up and disposal.

c. Facilities shall meet all State of Texas safety requirements as referenced in Texas Laws per Texas Health and Safety Code Chapter 141, while distributing meals and snacks for children.

d. Contractor shall remain in compliance with Texas Administrative Code Title 25-1-265.html through the duration of BCVDDP camp.

2.1.3.5 Lodging

Contractor(s) must provide enough cabins to accommodate camp attendees, to include campers and volunteers, with requirements listed below:

a. Campgrounds and cabins must be accessible to children who are blind or visually impaired.

This includes ramped sidewalks accessible to wheelchairs, updated bathrooms which meet ADA Standards, and any other common area.

b. Accessible common areas should comply with the laws, regulations, and standards of the Americans with Disabilities Act.

c. Cabins must be air conditioned and heated.

https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=25&pt=1&ch=265&rl=123 https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=25&pt=1&ch=265&rl=123 https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=25&pt=1&ch=265&rl=13 https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=25&pt=1&ch=265&rl=13 https://statutes.capitol.texas.gov/Docs/HS/htm/HS.141.htm https://www.dshs.texas.gov/sites/default/files/youthcamp/pdf/TAC_25-1-265%20JM%2010242024.pdf

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d. All cabins shall meet all State of Texas safety requirements as referenced in Texas Administrative Code Title 25, Part 1, Chapter 265, Subchapter B, § 265.13 to operate a licensed recreational outdoor camp.

2.1.3.6 Staff Requirements

a. Contractor(s) shall, except as otherwise specifically stated herein or in any applicable part of this Scope of Work, provide all labor and services necessary for the proper execution of the camps.

b. Contractor(s) shall follow Texas Administrative Code (TAC) Part 1, Ch 265 Subch B § 265.123.

1. Each youth camp shall be under the on-site direction of a qualified adult with at least two

(2) years of experience working with children.

2. Each youth camp shall have at least one adult supervisor who is responsible for the supervision of no more than ten (10) children in the camp.

3. For any youth camp specialized activity, the supervisor(s) shall be in the immediate vicinity (within sight and/or hearing) of the campers.

4. An "all camp" sedentary activity, not requiring physical activity must have at least one (1) adult supervisor to every 25 campers. The camp director shall not be included in the supervisor to camper ratio in camps serving over 50 campers at one time.

c. Contractor(s) will cover any costs related to staff/volunteers that is a requirement of the camp, to include the recruitment and hiring of all camp staff.

d. Contractor must provide interpreters or other specialized staff needed to meet communication needs of the child.

2.1.3.7 Licenses, Certifications, and Permits

a. All staff must have relevant licenses and certifications as required by the State of Texas. Texas Administrative Code (TAC) Title 25 Pt. 1 Ch 265 Subch B § 265.34.

b. Per DSHS youth camp requirements, Contractor(s) must have medical care according to Texas Administrative Code TAC Title 25, Chapter 265, § 265.15 (c).

c. All volunteers must follow the volunteer requirements according to Texas Administrative Code Title 25, Chapter 265, §265.12.

d. Contractor(s) shall verify all staff has and maintain the appropriate licenses and certifications.

https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=25&pt=1&ch=265&rl=13 https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=25&pt=1&ch=265&rl=13 https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=25&pt=1&ch=265&rl=123 https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=25&pt=1&ch=265&rl=123 https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=2&p_dir=&p_rloc=199900&p_tloc=&p_ploc=&pg=1&p_tac=199900&ti=25&pt=1&ch=265&rl=23&dt=&z_chk=3952638&z_contains= https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=2&p_dir=&p_rloc=199900&p_tloc=&p_ploc=&pg=1&p_tac=199900&ti=25&pt=1&ch=265&rl=23&dt=&z_chk=3952638&z_contains= 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=25&pt=1&ch=265&rl=15#:%7E:text=Medical%20staffing%20requirements.

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=25&pt=1&ch=265&rl=15#:%7E:text=Medical%20staffing%20requirements.

https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=25&pt=1&ch=265&rl=12 https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=25&pt=1&ch=265&rl=12

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e. Contractor(s) must secure and maintain all necessary permits for camp activities.

f. Camp staff must possess the education and skills to work with children with disabilities of all ages from BCVDDP who are blind or visually impaired.

g. Staff must participate in ongoing training and ensure all certifications remain current throughout the contract. The Contractor(s) is responsible for monitoring and documenting staff qualifications.

2.1.4 HHSC Responsibilities

a. HHSC will provide points of contact for Contractor(s)’ main point of contact for coordination.

b. HHSC may utilize a Comptroller of Public Accounts (CPA) Vendor Performance Form to report awarded Contractor's performance to HHSC Procurement and Contracting Services (PCS) staff. PCS staff may report the Contractor's performance to the Texas Comptroller of Public Accounts-Vendor Performance Section.

c. HHSC determines the individuals who meet criteria for BCVDDP as described in Texas Administrative Code §350.815; and

d. HHSC will provide additional information as requested and consult with families and service providers about matching needs of the individual to the camp.

2.1.5 Debriefing and Cancelations

The Contractor must ensure compliance with all rules governing the Texas Blind Children’s Vocational Discovery and Development Program included in the Texas Administrative Code (TAC) Title 26, Part 1, Chapter 359. Division for Blind Services.

a. HHSC BCVDDP and the Contractor must mutually agree on cancelling a scheduled camp.

b. HHSC BCVDDP is not responsible for payment for a cancellation that is requested by Contractor(s).

c. In the event that the camp is cancelled, BCVDDP shall not be liable to pay any camp fee if such cancellation is not attributable to any of the universal Terms and Conditions specified in this agreement.

2.1.6 Deliverables

a. Contractor(s) will provide a post camp report. Report must be provided to HHSC within two

(2) weeks of the last day of each camp session which includes the following documentation:

1. List of campers https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=T&app=9&p_dir=N&p_rloc=203696&p_tloc=&p_ploc=1&pg=7&p_tac=&ti=26&pt=1&ch=350&rl=801

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2. Activities provided for the individuals.

b. Contractor(s) must conduct a satisfaction survey response from campers’ families.

2.1.7 Performance Measures

Functional Category Description

Safety & Compliance Contractor must ensure the safety of all participants by complying with all relevant safety guidelines and regulations.

Staff Qualifications Ensure an adequate staff-to-child ratio with qualified personnel experienced in working with blind and visually impaired children.

Program Delivery All camp activities should be adapted and goal-oriented, promoting physical, social, and cognitive development.

Accessibility Ensure all written, electronic, and physical materials are accessible to visually impaired children.

Medical Support A licensed or certified medical professional must be present on-site during the entire duration of the camp according to TAC § 265.15 ©.

Participant Satisfaction Collect feedback from participants and their families on their satisfaction with the camp experience.

Reporting & Documentation

Submit required and applicable reports (attendance log, progress notes, satisfaction surveys, final invoice) within two weeks of the camp’s end.

2.1.8 Payment and Invoices

Contractor will submit a monthly invoice based on the services provided, no later than 30 Calendar Days from the date of service:

a. Payment will be set to a fixed fee which includes: the number of Campers;

b. Invoice for payment must include:

1. The contract number;

2. Invoice date;

3. Invoice number;

4. Purchase Order; and 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=25&pt=1&ch=265&rl=15#:%7E:text=Medical%20staffing%20requirements.

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5. Description of Services and dates.

c. Submit invoice to the following address:

Francisco Rosalez 701 W 51st Street

MC 1502

Austin, Texas 78751; or email address as listed below:

RHW_Vendor_Approval@hhs.texas.gov

2.2 CONTRACT AWARD, TERM, AND HISTORICAL COMPENSATION

2.2.1 Contract Award and Execution

HHSC intends to award one or more Contracts as a result of this Solicitation according to Section

2.2.2 (Contract Term). Any award is contingent upon approval of the HHSC Executive Commissioner or their designee.

If, for any reason, a final Contract cannot be executed with a Respondent selected for award within 15 Business Days of HHSC’s determination to seek to contract with that Respondent, HHSC may negotiate a Contract with the next highest-scoring Respondent or may withdraw, modify, or partially award this Solicitation.

2.2.2 Contract Term

The initial term of any Contract resulting from this Solicitation will be one (1) year. HHSC, at its sole discretion, may extend any Contract awarded pursuant to this Solicitation for up to four (4) additional one-year optional extensions.

Following the initial term and any allowable renewals or extensions, HHSC may extend any resulting Contract for not more than one (1) additional option period to address immediate operational or service delivery needs. If the resulting Contract does not include a defined option period, the extension is limited to one (1) year.

2.2.3 Historical Compensation

Historical compensation under Contracts with similar scope and size to this Solicitation has been approximately $20,920.00 per state fiscal year. Notwithstanding Section 2.2.3 (Historical Compensation), HHSC reserves the right to adjust any projected amount based on state funding during the term of a resulting Contract.

mailto:RHW_Vendor_Approval@hhs.texas.gov

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Total compensation under any Contract awarded shall not exceed $128,000.00. Notwithstanding the preceding, HHSC reserves the right to increase this amount if additional state or federal funding becomes available during the term of the Contract, including any extensions.

2.3 DATA USE AGREEMENT AND SECURITY PRIVACY INQUIRY

By entering into a Contract with HHSC as a result of this Solicitation, Respondent agrees to be bound by the terms of the HHS Data Use Agreement (DUA), Version 8.5, attached as Exhibit C.

Respondents must complete and return with their Solicitation Response Exhibit C-1, Texas HHS System-data Use Agreement-Attachment 2, Security and Privacy Inquiry (SPI), Version 2.1.

2.4 NO GUARANTEE OF VOLUME, USAGE, OR COMPENSATION

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

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

ARTICLE III. ADMINISTRATIVE INFORMATION

3.1 SCHEDULE OF EVENTS

EVENT DATE/TIME

Solicitation Posting Date to ESBD February 14, 2025

Pre-proposal Conference and HSP Training Attendance is Optional

February 24, 2025,by 10:30 a.m. Central Time

Deadline for Submitting Questions or Requests for Clarification

February 26, 2025, by 3:00 p.m. Central Time

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

March 4, 2025

Deadline for Courtesy HSP Review March 7, 2025, by 10:30 a.m. Central Time

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

March 19, 2025, by 10:30 a.m. Central Time

Evaluation Period April 2025

Anticipated Notice of Award July 2025

Anticipated Contract Start Date August 2025

Respondents must submit their Solicitation Responses to HHSC in accordance with the due date and time indicated in this Schedule of Events or as changed via an Addendum posted to the ESBD.

NOTE: All dates are tentative and HHSC reserves the right to modify these dates at any time. At the sole discretion of HHSC, events listed in the Schedule of Events are subject to scheduling changes and cancellation. Scheduling changes or cancellation determinations made prior to the Deadline for Submission 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 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 for Submitting Questions or Request for Clarification, 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;

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

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b. Must not contest the interpretation by HHSC of such provision(s); and

c. Is not entitled to additional compensation, relief, or time by reason of ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error or its later correction.

3.3 INQUIRIES

3.3.1 Sole Point of Contact

All requests, questions, or other communication about this Solicitation shall be made in writing to HHSC PCS, addressed to the person listed below (Sole Point of Contact). Additionally, a phone number is provided for purposes such as instructing a potential Respondent through an IT system or website referenced in this Solicitation. Communications via telephone are not binding.

The Sole Point of Contact will authorize a secondary Sole Point of Contact in the event of their absence and, in such an event, will include the contact information for the secondary Sole Point of Contact in their automatic reply out-of-office e-mail message. Respondents seeking to contact the Sole Point of Contact should do so via e-mail in order to receive updated contact information.

Name Amanda Herrera CTCD, CTCM

Title PCS Purchaser

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

Phone Phone 512-406-2482

Email Amanda.Herrera@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, its representative(s), and partners will not answer any questions or otherwise discuss the contents of this Solicitation with any potential Respondent or its representative(s). Attempts to ask questions by phone or in person will not be allowed or recognized as valid. Respondent shall rely only on written statements issued by or through HHSC designated staff as provided by Section 3.3 (Inquiries). This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this Solicitation. Failure to comply with these restrictions may result in disqualification of Respondent's Solicitation Response.

mailto:Amanda.Herrera@hhs.texas.gov

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3.3.3 Exception to Sole Point of Contact

Exceptions to Section 3.3.1 (Sole Point of Contact) 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.

3.3.4 Solicitation Questions

HHSC will allow written questions and requests for clarification regarding this Solicitation.

Questions must be submitted by e-mail to the Sole Point of Contact (Section 3.3.1) by the Deadline 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 reserves the right to amend answers previously posted, prior to the Deadline for Submission of Solicitation Response established in Section 3.1(Schedule of Events). Amended answers will be posted on the ESBD. It is the Respondent's responsibility to check the ESBD. HHSC also reserves the right to provide a single consolidated response to all similar questions at the agency’s sole discretion.

a. All questions and requests for clarification must include the following information:

1. Solicitation number;

2. Solicitation package reference (page number, section, and exhibit or attachment, if applicable; may also reference procurement library documents in this manner, if applicable);

3. Question topic (e.g., “Schedule of Events,” or “Exhibit D, Cost Proposal”); and

4. Question for HHSC.

b. Requestor contact information below must be included in the body of the e-mail and submitted with the question(s):

1. Company name;

mailto:Cheryl.bradley@hhs.texas.gov

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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 but may not be answered. Only answers to questions submitted to the Sole Point of Contact in writing, in accordance with this section, are binding.

3.4 PRE-PROPOSAL CONFERENCE

3.4.1 Attendance

HHSC PCS will conduct a Pre-proposal Conference. Attendance is optional but highly recommended as the Pre-proposal Conference will include the HSP training on the proper completion of the HUB Subcontracting Plan. See Section 6.7 (HUB Subcontracting Plan).

Attendees to virtual Pre-proposal Conferences are required to send an email to the Sole Point of Contact (Section 3.3.1), advising of participation in the Pre-proposal Conference. Attendees must provide the following:

a. The legal business entity name which will be used if submitting a proposal;

b. The name of each representative on the call ; and

c. The email address for the entity’s point of contact

Attendees will receive a reply e-mail containing the log-in information for the Pre-proposal Conference.

3.4.2 Conference Logistical Information

HHSC PCS will hold the pre-proposal conference, 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 72 hours before the meeting in order to have reasonable accommodations made by HHSC.

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Webinar Information:

Please register for HHS0015345 - (BCVDDP) Spring and Summer Camps no later than

February 23 , 2025 by 5:00 p.m. at:

https://attendee.gotowebinar.com/register/6741420694153302106

3.4.3 Questions at Pre-Proposal Conference

a. Reference Section 3.3.4 (Solicitation Questions) for the required format and information to be provided for submission of questions and requests for clarification.

b. During the conference, HHSC may provide responses to questions and requests for clarification, but only written responses posted by HHSC PCS as an Addendum to the Solicitation on the ESBD will be considered an official, binding update to the Solicitation.

d. HHSC reserves the right to amend, prior to the Deadline for Submission of Solicitation Responses, answers previously posted. Amended answers will be posted on the ESBD.

Notification of posting will be in accordance with Section 3.1 (Schedule of Events).

e. Conversations with HHSC program area staff before or after the Pre-proposal Conference are prohibited.

3.5 SOLICITATION RESPONSE COMPOSITION

3.5.1 General Information

Failure to submit all required Solicitation Response documents in the required format(s) may result in disqualification of the Solicitation Response without further consideration Section 3.6.3 (Submission Checklist). Respondent shall prepare a Solicitation Response that clearly and concisely represents its qualifications and capabilities. Expensive bindings, colored displays, promotional materials, etc. are not necessary or desired. Respondent should focus on the instructions and requirements of the Solicitation.

3.5.2 Page Limit and Supporting Documentation

The narrative/technical proposal should not exceed Ten (10) pages and should be formatted for 8 ½” x 11” paper with 1-inch margins and typed in Times New Roman, 12-point font. Respondent shall submit a separate Narrative Proposal for each Camp Location it applies for per Section 2.1.2.

Each Exhibit J should not exceed ten (10) pages per selected Camp Location. If complete responses cannot be provided without referencing supporting documentation, such documentation must be provided with the Solicitation Response, with specific reference made to the file, page, section, and/or paragraph where the supporting information can be found.

https://attendee.gotowebinar.com/register/6741420694153302106

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3.5.3 Discrepancies

In the event of any discrepancies or variations between copies, HHSC is under no obligation to resolve the inconsistencies and may make its scoring and selection decisions, accordingly, including the decision to potentially disqualify a Solicitation Response. If Respondent is required to designate an “Original” Solicitation Response but fails to do so, HHSC, in its sole discretion, will determine the version to be used as the original or may disqualify the Solicitation Response.

If the Respondent submits a redacted Solicitation Response as the “Original,” HHSC will disqualify the Solicitation Response and it will not be evaluated. HHSC will not accept submissions after the Deadline for Submission of Solicitation Responses in the (Schedule of Events) Section 3.1 to remedy discrepancies or variations in Solicitation Response submissions.

3.5.4 Exceptions

No exception, nor any other term, condition, or provision in a Solicitation Response that differs, varies from, or contradicts this Solicitation will be considered to be part of any Contract resulting from this Solicitation unless expressly made a part of the Contract in writing by HHSC.

3.5.5 Assumptions

Assumptions must not be included in a Solicitation Response. All issues or questions that might be advanced or addressed by way of assumption must be submitted as questions or requests for clarification pursuant to Section 3.3.4 (Solicitation Questions). A Solicitation Response that includes assumptions may be rejected and the Respondent disqualified without further consideration. All assumptions included in a Solicitation Response are deemed rejected by HHSC.

3.5.6 Binding Offer

A Solicitation Response should be responsive to the Solicitation as worded and without any assumption that any or all terms, conditions, or provisions of the Solicitation will be negotiated.

Furthermore, all Solicitation Responses constitute binding offers. Any Solicitation Response that includes any type of disclaimer or other statement indicating that the response does not constitute a binding offer may be disqualified.

If a Respondent’s ability to enter into a Contract is contingent upon any exception or assumption provided in accordance with Section 3.5.4 (Exceptions) or Section 3.5.5 (Assumptions), the Respondent may be disqualified from further consideration for Contract award.

Page Intentionally Left Blank

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3.6 SOLICITATION RESPONSE SUBMISSION AND DELIVERY

3.6.1 Deadline

Solicitation Responses must be received at the address in Section 3.6.4 (Labeling and Delivery for USB Submission and Other Materials) and time-stamped by HHSC PCS no later than the date and time specified in Section 3.1 (Schedule of Events).

Solicitation Responses received after the Deadline for Submission of Solicitation Responses specified in Section 3.1 (Schedule of Events) will be rejected and not considered for Contract award.

3.6.2 Submission Option

Submission Option #1: Respondent shall submit two USB drives—one (1) labeled “Original Proposal” and one (1) labeled “Copy”—containing the following documents:

a. Each USB must contain one (1) file named “Original” that contains the Respondent’s entire Solicitation Response (except the cost proposal and HUB Subcontracting Plan) in searchable portable document format (PDF), unless otherwise specified for a particular attachment or exhibit.

b. If applicable in accordance with Section 8.1.5 (Public Information Act – Respondent Requirements Regarding Disclosure), each USB must contain one (1) file named “Public Information Act Copy” that contains the Respondent’s entire Solicitation Response, including all exhibits and attachments, in searchable PDF.

c. In accordance with Section 7.1 (Cost Proposal), each USB must contain one (1) file named “Cost Proposal” that contains the Respondent’s cost proposal in Excel format with active formulas (compatible with Microsoft Office 2016).

d. In accordance with Section 6.7 (HUB Subcontracting Plan), each USB must contain one (1) file named “HUB Subcontracting Plan” in searchable PDF, that contains the Respondent’s HUB Subcontracting Plan and all supporting documentation.

Submission Option #2: Respondent shall submit the following through the Online Bid Room utilizing the procedures in Exhibit H, HHS Online Bid Room:

a. One (1) file named “Original” that contains the Respondent’s entire Solicitation Response (except the cost proposal and HUB Subcontracting Plan) in searchable portable document format (PDF), unless otherwise specified for a particular attachment or exhibit.

b. If applicable in accordance with Section 8.1.5 (Public Information Act – Respondent Requirements Regarding Disclosure), one (1) file named “Public Information Act Copy”

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c. In accordance with Section 7.1 (Cost Proposal), each USB must contain one file named “Cost Proposal” that contains the Respondent’s cost proposal in Excel format with active formulas (compatible with Microsoft Office 2016).

d. In accordance with Section 6.7 (HUB Subcontracting Plan), each USB must contain one (1) file named “HUB Subcontracting Plan” in searchable PDF, that contains the Respondent’s HUB Subcontracting Plan and all supporting documentation.

Submission Option #3: Respondent shall submit the following via email to pcsbids@hhs.texas.gov:

a. One (1) file named “Original” that contains the Respondent’s entire Solicitation Response (except the cost proposal and HUB Subcontracting Plan) in searchable portable document format (PDF), unless otherwise specified for a particular attachment or exhibit.

b. If applicable in accordance with Section 8.1.5 (Public Information Act – Respondent Requirements Regarding Disclosure), one (1) file named “Public Information Act Copy” that contains the Respondent’s entire Solicitation Response, including all exhibits and attachments, in searchable PDF.

c. In accordance with Section 7.1 (Cost Proposal), one (1) file named “Cost Proposal” that contains the Respondent’s cost proposal in Excel format with active formulas (compatible with Microsoft Office 2016).

d. In accordance with Section 6.7 (HUB Subcontracting Plan), one file named “HUB Subcontracting Plan” in searchable PDF, that contains the Respondent’s HUB Subcontracting Plan, and all supporting documentation.

3.6.3 Submission Checklist

Solicitation Consideration and Award Consideration Documents, reference Section 1.2 (Definitions) must be submitted by the Deadline for Submission of Solicitation Responses , reference Section 3.1 (Schedule of Events). Solicitation Consideration Documents will be reviewed as received, and Respondent will not have an opportunity to remedy missed requirements. At its sole discretion, HHSC may request some or all of the Respondents to remedy missing elements of Award Consideration Documents. Those marked “SC” are Solicitation Consideration Documents and those marked “AC” are Award Consideration Documents.

The Solicitation Response must be submitted using one of the approved methods identified in Section 3.6, (Solicitation Response Submission and Delivery). Below are the documents required to be submitted with the Solicitation Response. Where searchable PDF files are required, PCS 550 HHS RFP RFP No. HHS0015345 Page 24 of 41

Revision Date 11/20/2024 submission of non-searchable (image only) PDF files may result in disqualification from further consideration for Contract award.

a. PROPOSAL AND RESPONDENT INFORMATION

1. Narrative Proposal (Submit one for each selected camp location per Section 2.1.2)

(Section 5.1, Exhibit J) SC ____

2. Minimum Qualifications (Section 4.2.2) SC ____

3. Company Information (Section 6.1) AC ____

4. Franchise Tax Information (Section 6.2) AC ____

5. References (Section 6.3) AC ____

6. HHS Solicitation Affirmations (Section 6.4, Exhibit A) SC ____

7. Other Reports (Section 6.5) AC ____

8. Corporate Guarantee (Section 6.6) AC ____

9. Secretary of State Certificate (Section 6.8) AC ____

10. SPI (if applicable) (Section 2.3, Exhibits C and C-1)

AC

11. Signed Addenda (if applicable) AC ____

c. Cost Proposal (Article VII & Exhibit D) SC ____

d. HUB Subcontracting Plan (Section 6.7 &

Exhibit G)

SC ____

3.6.4 Labeling and Delivery for USB Submission and Other Materials

Respondent must deliver Solicitation Responses submitted via USB by one of the methods below:

Overnight/Express/Priority Mail Hand Delivery

Health and Human Services Commission ATTN: Response Coordinator

Tower Building Room 108 1100 W. 49th St., MC 2020

Austin, Texas 78756

Health and Human Services Commission ATTN: Response Coordinator

Procurement & Contracting Services Building 1100 W. 49th St., MC 2020

Austin, Texas 78756

BE ADVISED, all Solicitation Responses become the property of HHSC after submission and will not be returned to the Respondent. It is the Respondent’s responsibility to appropriately mark and deliver the Solicitation Response to HHSC PCS by the specified date. A dated shipping label, invoice of receipt from a from USPS or commercial carrier, or any other documentation in lieu of the on-site time stamp WILL NOT be accepted.

Each Respondent is solely responsible for ensuring its Solicitation Response is submitted in accordance with all Solicitation requirements, including, but not limited to, proper labeling of packages, sufficient postage or delivery fees, and ensuring timely receipt by HHSC. In no event

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