ESBD_403025_1748348965142_Attachment 1 to Addendum 1 Pre-Proposal Conference and Attendee Report.pdf

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Pre-proposal Conference and HSP Training Document Processing Services Request for Proposal No. HHS0015252 May 22, 2025, at 2:00 p.m. CST

Version 1.20 Revision Date 10/10/2023

Introductions

Speakers

• Katrina Chester, PCS Contract Specialist

• Cheryl Bradley, HUB Coordinator

Topics

• Communication

• Schedule of Events

• Procurement Access

• Procurement Background

• Submission Requirements

• Proposal Screening and Evaluation

• Reminders

• Vendor Questions

• HUB Subcontracting (HSP) Training

Communication Sole Point of Contact

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

• 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.

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

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

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

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

Should Respondents have questions regarding proper completion of the HUB Subcontracting Plan (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 May 26, 2025, at 10:00 AM Central Time

Tentative Date to Post Answers to Questions on

ESBD

May 29, 2025, at 10:00 AM Central Time

HSP Courtesy Review Due Date May 30, 2025, at 10:00 AM Central Time

Deadline for Submission of Responses June 16, 2025, at 10:30 AM Central Time

Evaluation Period June – July 2025

Anticipated Notice of Award September 2026

Anticipated Contract Start Date September 2026

Procurement Access

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

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

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

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

http://www.txsmartbuy.com/esbd

Procurement Access State of Texas ESBD Webpage

• The RFP and official materials are posted to the State of

Texas ESBD webpages at:

https://www.txsmartbuy.gov/esbd/HHS0015252

• 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.

Procurement Background The Texas Health and Human Services Commission (HHSC) Access and Eligibility Services (AES) is responsible for determining eligibility for public assistance programs that include Supplemental Nutrition Assistance Program (SNAP), Temporary Assistance for Needy Families (TANF), Healthy Texas Women (HTW), Children's Health Insurance Programs (CHIP), Medicaid (including Medicaid for Children and Families and Medicaid Eligibility for the Elderly and People with Disabilities(MEPD)), and other State and Federal HHS programs. A critical component of the process is receiving paper applications and supporting documents delivered through the United States Postal Service (USPS) or hand-delivered to local offices.

These paper documents must be sorted, electronically imaged, and uploaded into the Texas Integrated Eligibility Redesign System (TIERS) and/or the State Portal with strict timeliness requirements.

HHSC seeks to procure a best-value, cost-effective contract with a qualified respondent to provide Document Processing Services (DPS). The successful respondent must, at a minimum, provide all DPS requirements and complete a transition without interruption to services.

HHSC’s objectives include the following:

• Retain a qualified respondent to continue to perform and improve document processing functions.

• Ensure all inbound correspondence is properly imaged within time limits and correctly uploaded to appropriate systems.

• Leverage State investments in facilities, equipment, telephony infrastructure, and automation capabilities by proposing a solution that uses and improves the utilization of resources available to the State.

• Support HHSC’s efforts to continually improve business processes and take advantage of emerging technologies that promote efficiency and improved service delivery.

Submission Requirements Submission Options

Option 1 - USBs

Overnight/Express/ Priority Mail HHS Online Bid Room

Health and Human Services Commission ATTN: Response Coordinator

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

Austin, Texas 78756

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

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

Items to submit for a RESPONSIVE response (Section 3.6.3 Submission Checklist):

Items to submit for a RESPONSIVE response:

Submissions must be received by HHSC no later than:

June 16, 2025, at 10:30 AM Central Time

Late submissions will not be considered.

Proposal Screening & Evaluation

Evaluation and Award Process

• Initial Screening of Minimum Qualifications (RFP Section 4.2.2)

• Responses which meet the Minimum Qualifications shall be consistently evaluated and scored in accordance with the evaluation criteria per Exhibit Q, Evaluation Tool (RFP Section 4.2.2)

• BAFO, Negotiation, and Contract Award.

Reminders

• Read the RFP thoroughly and include all required documents.

• Deadline to Submit Questions: May 26, 2025, at 10:00 AM Central Time

• Tentative Date Responses to Questions or Requests for Clarification Posted on ESBD: May 29, 2025, at 10:00 AM Central Time

• Deadline to Request HSP Courtesy Review: May 30, 2025, at 10:00 AM Central Time

• Proposals due: June 16, 2025, at 10:30 AM Central Time

Vendor Questions

• All questions must be submitted in writing to the Contract Specialist at: Katrina.Chester@hhs.texas.gov

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

• Reminder: All additional questions, requests for clarification, etc., are due in writing no later than May 26, 2025, at 10:00 AM Central Time.

Historically Underutilized Business (HUB)

HUB Subcontracting Plan (HSP) Training

06/24/21

Agenda

1. HSP Method Options

2. Required HSP Pages

3. Method V: Self Performing

4. GFE Attachment A

5. GFE Attachment B

6. Additional Subcontracting Information

7. Special Reminders

8. HUB Contact Information

Responses that do not include a completed HSP shall be

Rejected pursuant to:

TGC §2161.252(b) and

34 TAC 20.285

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

HSP Method Options

Subcontracting Method Options

Subcontracting Method Definition

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

See GFE Attachment A.

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

III: Meeting/Exceeding HUB Goal

Subcontracting goal met by HUB(s).

See GFE Attachment A.

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

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

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

HSP Required Pages Continued

All subcontracting method options require:

Page 1, Section 1: Respondent & Bid Information

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

Page 3, Section 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. Certified Letters

3. Fax logs *7 business days to respond 28

Special Reminders

Review HSP Checklist for guidance.

Check the Solicitation HUB Subcontracting Goal %.

Choose an HSP method & provide documentation.

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

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

HSP Courtesy Reviews are available upon written request.

No HSP changes are allowed until after contract award.

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

HUB Coordinator Contact Information

Cheryl.Bradley@hhs.texas.gov

(512) 406-2529 mailto:Isaiah.Wilczynski1@hhs.texas.gov

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

�Pre-proposal Conference and HSP Training

Introductions

Topics

Communication

Communication

Communication

Schedule of Events

Procurement Access

Procurement Access

Procurement Background

Submission Requirements

Submission Requirements

Submission Requirements

Submission Requirements

Proposal Screening & Evaluation

Reminders

Vendor Questions

Historically Underutilized Business (HUB)

Agenda

Slide Number 20

HSP Method Options

HSP Required Pages

HSP Required Pages Continued

� Method V: Section 3

GFE Attachment A

GFE Attachment B -� 1 of 2

GFE Attachments B -� 2 of 2

Additional Information

Special Reminders

Slide Number 30

Closing Comments

Thank you