ESBD_436766_1752783392445_HHS0015252v2 Document Processing Services.pdf

PCS 550 HHS RFP RFP No. HHS0015252v2 Page 1 of 45 Version 2.30 Revision Date 04/28/2025

Cecile E. Young, Executive Commissioner

Request for Proposals (RFP) for

Document Processing Services

RFP No. HHS0015252v2

Date of Release: July 17, 2025

Responses Due: See Section 3.1, Schedule of Events

920-22 *Data Preparation and Processing Services, Including Bates Coding 920-38 *Optical Scanning Service 961-30 *Employment Agency and Search Firm Service, Including Background Investigations and Drug Testing for Employment 962-69 *Personnel Services, Temporary 204-88 * Scanners, Document: Handheld, Desktop and High Volume

*Automated Information Systems (AIS)

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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 Key Performance Requirements and Deliverables

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 (DUA) and Security Privacy Inquiry (SPI)

2.4 No Guarantee of Volume, Usage, or Compensation

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

3.3.5 Procurement Library

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

3.5.1 General Information

3.5.2 Page Limit and Supporting Documentation

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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

5.1.2 Project Work Plan

5.1.3 Staffing Plan

5.1.4 Facility Acquisition

5.2 Appendices

5.2.1 Risk Management and Issue Resolution Plan

5.2.2 Disaster Recovery and Business Continuity Plan

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5.2.3 Transition Phase Work Plan

5.2.4 Communication and Coordination Plan

5.2.5 System Security and Disaster Recovery

5.2.6 Quality Management Plan

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

7.1.1 Cost Proposal – Assumptions

7.2 Financial Requirements

7.2.1 Accounting Policy Manual

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

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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 Health and Human Services Commission (HHSC) seeks qualified Respondents to provide Document Processing Services (DPS) using State provided document imaging solutions. HHSC’s mission objectives for this RFP are to obtain inbound mail processing and document imaging services for public assistance programs administered by HHSC. The objectives of this procurement are, to:

a. Ensure continuous service in the performance of inbound mail processing and document imaging functions;

b. Ensure all inbound documents are properly imaged within timeframes and correctly uploaded to appropriate systems as described in Exhibit E, Scope of Work (SOW).

c. Utilize current State equipment, telephonic infrastructure, facilities, and automation capabilities by providing DPS that uses and improves utilization of resources available to the State; and

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

HHSC Procurement and Contracting Services (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, Respondents 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 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. Refer to Exhibit B, HHS Uniform Terms and Conditions – Vendor, Version 3.4, Exhibit C, HHS Additional Provisions, Version 1.0, Exhibit D, Data Use Agreement, Version 8.5, and Exhibit T, Document Processing Center Procedures, for additional definitions.

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

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“Accounting Policy Manual” means a guide outlining the financial procedures, policies, and internal controls that govern the financial management of contracts, ensuring consistency and compliance with state regulations throughout the contract lifecycle.

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

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

“BAFO” means Best and Final Offer

“Billable Event” means each instance of the document initiated by the Consumer.

“CBO” means Community Based Organization; Organization providing assistance to an applicant applying for and enrolling in state-funded programs by aiding in the application process and seeking answers to case inquiries.

“CHIP” means Children’s Health Insurance Program.

“CMQ” or “Contract Monitoring Questionnaire” means the questionnaire, which the Contractor provides to HHSC with detailed information regarding the Contractor’s internal controls and general processes important to HHSC contracting. HHSC uses the CMQ as part of the Contract risk evaluation process.

“Competitive Range” has the same meaning as the definition under Title 1, Texas Administrative Code (TAC) Pt 15 Ch 391 Subchapter A §391.107 (3).

“Consumer” means a member of the target population to be served by the Contractor’s organization, which are primarily applicants for, and beneficiaries of, public assistance programs administered by HHSC.

“Contract” has the same meaning as the definition in Exhibit B, HHS Uniform Terms and Conditions – Vendor, Version 3.4.

“Contract Execution” means the process of signing a Contract and making it legally binding and enforceable.

“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” means the Party selected to provide the Goods or Services under this Contract.

“CPP” means Community Partner Program.

https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=04%2F23%2F2025&recordId=208793 https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=04%2F23%2F2025&recordId=208793

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“Deliverable” means a Work Product(s), including all reports and project documentation, prepared, developed, or procured by Contractor as part of the Services under the Contract for the use or benefit of the System Agency or the State of Texas.

“DFPS” means the Department of Family and Protective Services.

“DPS” means Document Processing Services.

“DPC” means Document Processing Center.

“DSHS” means the Department of State Health Services.

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

"EB” means Enrollment Broker.

“ES” means Eligibility Support.

“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.

“Executive Level Management” means the process of overseeing an organization's operations and strategic direction to ensure it's aligned with its goals and objectives.

“Firm Fixed Price” means a type of Contract where the price is set and not subject to any adjustments based on the Contractor’s costs during the Contract Term.

"Food and Nutrition Service" or "FNS" refers to the federal agency within the United States Department of Agriculture. FNS is the federal agency responsible for administering the nation’s domestic nutrition assistance programs.

“HHSC” means 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 Section 2161.001(2) of the Texas Government Code.

“HUB Subcontracting Plan” or “HSP” means written documentation regarding the use of subcontractors, which is required by Section 2161.252 of the Texas Government Code, for a purchase with an expected value of $100,000 or more when the State agency has determined http://www.txsmartbuy.com/esbd https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm#2161.001 https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm#2161.001 https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm#2161.252

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Revision Date 04/28/2025 subcontracting opportunities are probable. The HSP subsequently becomes a provision of the Contract and Contractor’s compliance with the HSP will be monitored during the Contract Term.

“Incident” means an event that interrupts or has the potential to interrupt normal daily Document Processing Center activities and/or an event resulting in partial or complete facility loss or use.

May also be referred to as an “Outage” in this Solicitation.

“Incident Report” means the process of informing State Key Contacts of all outages and incidents within a defined timeframe.

“Key Milestone” means significant points or events with a Contract timeline that are critical to the successful completion of the Contract. These milestones are used to measure progress, assess performance, and ensure that the project stays on track to achieve desired outcomes and fulfill Contract objectives.

“Key Contact” means the single point of contact for all communication related to the Contract, streamlining interactions between the Parties.

“Key Personnel” means all executive, director, or management positions assigned to this Project.

"Knowledge Transfer Plan” means all materials useful and necessary to perform all job duties, including identifying subject matter experts no less than sixty (60) calendar days prior to the end of the Contract.

“Key Performance Requirements” or “KPR” refers to the business metrics that are used to track an organization's performance.

“Operational Phase” means the phase from the end of the Transition Phase through the beginning of Turnover (see Exhibit E, Section 3.8, Operational Phase Requirements). This period involves performance monitoring and compliance with the Contract terms.

“Post Award Conference” means open communication and alignment between the Contractor and the contracting organization regarding the Project scope, timelines, Deliverables, and any specific requirements outlined in the Contract.

“Post-Turnover” means a Turnover Results Report and access to the Contractor’s staff with technical and operational expertise for up to ninety (90) calendar days after the Transition date for defect resolution and Turnover component, including software maintenance.

“Procurement Library” means the repository of reference information (e.g., historical data) related to this Solicitation that is made available on the ESBD. Unless expressly incorporated by reference in this Solicitation, documents in the Procurement Library do not become part of the Contract.

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“Project” means the Goods or Services described in the Signature Document or a Work Order of this Contract.

“PHI” means Protected Health Information.

“Reconciliation” means comparing and verifying financial data's accuracy between two different sources.

“Respondent” means the individual or entity responding to this Solicitation.

“Service” means the tasks, functions, and responsibilities assigned and delegated to Contractor under the Contract.

“Solicitation” or “RFP” means Request for Proposals, 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.

“Solicitation Response” means Contractor’s full and complete response (including any attachments and addenda) to the Solicitation, which is incorporated by reference for all purposes in its entirety.

“State” means the State of Texas and its instrumentalities, including HHSC, and any other State agency, its officers, employees, or authorized agents.

“State Action Request” or “SAR” means the formal communication from HHSC to the Contractor.

“Supplemental Nutrition Assistance Program” or “SNAP” means a federal nutrition Program that provides nutrition benefits to supplement the food budget of families in need, so they can purchase healthy food and move towards self-sufficiency.

“TANF” means Temporary Assistance for Needy Families.

“Transition Phase” means the phase during which responsibilities for a Contract shift from the outgoing contractor to the Contractor. This phase is essential to ensure that all contractual obligations, processes, and knowledge are effectively communicated and handed over, allowing the new Contractor to assume full responsibility and continue operations seamlessly.

“TIERS” means Texas Integrated Eligibility and Redesign System.

“Turnover” means those activities that are required for the Contractor to perform in order to transition Contract operations to a subsequent vendor or HHSC.

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“Vendor Action Request” or “VAR” means the formal communication from the Contractor to

HHSC.

“VPTS” means Vendor Performance Tracking System maintained by the Texas Comptroller of Public Accounts. The VPTS may be currently accessed at https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/.

1.3 AUTHORITY

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

https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/ https://statutes.capitol.texas.gov/Docs/GV/pdf/GV.2155.pdf

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ARTICLE II. SCOPE OF WORK

2.1 DESCRIPTION OF SERVICES

HHSC continues to modernize the eligibility determination processes that connect Texans to services that include the Children’s Health Insurance Program (CHIP), Medicaid, Supplemental Nutrition Assistance Program (SNAP), Temporary Assistance for Needy Families (TANF), and other State and Federal Health and Human Services programs. HHSC’s current eligibility system offers individuals access to services through a statewide network of eligibility offices, telephony, mail, fax, and the Internet. HHSC is committed to providing a system that supports completing cases the on the first business day in which all required documentation is received and to promoting self-service options for Consumers through YourTexasBenefits.com and 2-1-1 Texas.

HHSC eligibility staff use an integrated automation system, Texas Integrated Eligibility and Redesign System (TIERS), to support the eligibility determination process. TIERS has allowed HHSC to expand Internet and call-center services to provide 24-hours a day, seven (7) days a week self-service options for Consumers, and to utilize other technologies to increase efficiency in the business process.

YourTexasBenefits.com currently allows Texans to submit applications and renewals for public assistance, upload copies of supporting documentation required by HHSC, and provide access to self-service features related to participation in public assistance programs. Other features include giving Consumers the ability to view and receive electronic communications and to receive text reminders. By providing tools to support more self-service options for Consumers, HHSC expects to see staff productivity increase as more Consumers use these options. Furthermore, when Consumers enter application data into YourTexasBenefits.com, the data is pre-populated into TIERS, reducing the time HHSC staff must spend on data entry during the application processing.

TIERS allow Consumer case files and documentation to be processed and stored electronically.

A key component of HHSC’s operations for administering public assistance programs is the Document Processing Center (DPC). Applications and related documents are maintained in electronic case files. To become a part of the electronic case file, all inbound Consumer-related documents sent by mail or overnight courier (rather than directly uploaded online or faxed) to HHSC, must be converted to electronic images and routed through HHSC automation systems by the Contractor. These electronic files enable HHSC to electronically task eligibility work to staff around the State and include essential confidential case information that is assessed prior to a final eligibility decision by HHSC staff. Accurate and timely imaging of these documents is essential to HHSC’s goal of providing access to benefits as quickly as possible to Texans who qualify.

The Scope of Work described in this RFP defines the Work to be done by the Contractor to support the HHSC processes for accepting applications for public assistance and related supporting documents. Other HHSC needs related to the above may be included in the Scope of Work.

Contract for these administrative Services is awarded to an organization, not an individual. When accepting a Contract, the Contractor agrees to administer the administrative Services in https://yourtexasbenefits.com/ https://www.211texas.org/ https://yourtexasbenefits.com/ https://yourtexasbenefits.com/

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Revision Date 04/28/2025 accordance with all the requirements set forth in the Request for Proposal (RFP) and Exhibit E, Scope for Work (SOW).

Additionally, the Contractor must adhere to and meet all Deliverable due dates set forth in Exhibit G, Deliverables. Deliverable due dates that fall on a non-business day, weekend, or holiday will be due the next business day following the original due date.

2.1.1 Key Performance Requirements and Deliverables

All Services and Deliverables under the Contract must be provided in a manner consistent with all the requirements set forth in Exhibit E, Scope of Work (SOW), Exhibit F, Key Performance Requirements, and Exhibit G, Deliverables. The Contractor must meet and report on Key Performance Requirements (KPRs). In addition the Contractor must:

a. Provide all Services and Deliverables in a manner consistent with the standards of quality and integrity set forth in any Contract resulting from this Solicitation;

b. Provide all Services and Deliverables that meet or exceed the required level of performance set forth in any Contract resulting from this Solicitation, and meet or exceed HHSC’s mission and objectives; and

c. Perform the Services in a quality manner, in accordance with best practices and high professional standards used in well-managed operations performing services similar to the Services described in any Contract resulting from this Solicitation.

Contractor and HHSC shall comply with the software and automated data processing equipment ownership rights prescribed under Exhibit B, HHS Uniform Terms and Conditions – Vendor, Version 3.4.

HHSC’s formal communication process requirements will be utilized for the submission of all reports required for KPRs and Deliverables. HHSC will provide comments and approval for each required report for KPRs and Deliverables utilizing the formal communication process (see Exhibit E, Scope of Work (SOW).

2.2 CONTRACT AWARD, TERM, AND HISTORICAL COMPENSATION

2.2.1 Contract Award and Execution

HHSC intends to award one (1) Contract as a result of this Solicitation. 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 fifteen (15) calendar 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.

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2.2.2 Contract Term

The initial term of any Contract resulting from this Solicitation will be three (3) years. HHSC, at its sole option, may extend any Contract awarded pursuant to this Solicitation for up to two (2) additional years.

Following the base 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 $4.5M 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 Contract Term.

2.3 DATA USE AGREEMENT (DUA) AND SECURITY PRIVACY INQUIRY (SPI)

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

Respondents must complete and return, with their Solicitation Response, Exhibit D-1, Attachment 2 to the DUA, Security and Privacy Inquiry (SPI), Version 2.1.

Contractor shall ensure that all Confidential Information (as defined in the DUA), including such information residing on back-up systems, remains within the United States. Confidential Information shall not be accessed by Contractor personnel located outside of the United States.

Furthermore, Confidential Information may not be received, stored, processed, or disposed via information technology systems located outside of the United States.

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 a partial award, or decline to award a Contract under this Solicitation at any time at its sole discretion.

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

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ARTICLE III. ADMINISTRATIVE INFORMATION

3.1 SCHEDULE OF EVENTS

EVENT DATE/TIME

Solicitation Posting to ESBD JULY 17, 2025

Pre-proposal Conference and HSP Training (Attendance is Optional)

JULY 22, 2025, AT 2:00 PM Central Time

Deadline for Submitting Questions or Requests for Clarification

JULY 24, 2025, AT 10:00 AM Central Time

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

JULY 30, 2025, AT 10:00 AM Central Time

Deadline for Courtesy HSP Review JULY 31, 2025, AT 10:00 AM Central Time

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

AUGUST 14, 2025, at 10:30 AM Central Time

Evaluation Period SEPTEMBER 2025

Anticipated Notice of Award DECEMBER 2026

Anticipated Contract Start Date DECEMBER 2026

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

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Opportunities web page. Each Respondent is responsible for checking the ESBD and Procurement Forecast for updates.

By submitting a Solicitation Response, the 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 (see 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 (see 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. May 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 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. Communication via telephone is 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.

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Name Katrina Chester, CTCD, CTCM

Title PCS Purchaser

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

Phone 512-406-2539

Email Katrina.Chester@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 outlined in 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. The Sole Point of Contact expressly directs the Respondent to speak to another designated HHSC representative. 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:firstlastname@hhs.texas.gov

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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 Request 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 Responses (Section 3.1). 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; Procurement Library documents may also be referenced in this manner, if applicable);

3. Question topic (e.g., “Schedule of Events,” or “Exhibit H, 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;

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 Request for Clarification listed 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.

3.3.5 Procurement Library

HHSC will maintain a Procurement Library for this Solicitation containing certain reference information that will be located on the ESBD. HHSC may update, add, or remove documents in

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Note: All Procurement Library artifacts are to be considered current information used by HHSC and are provided for background information only. They are not illustrative of the Deliverable requirements for the Solicitation. This Solicitation document is the only authoritative source for Deliverable requirements.

3.4 PRE-PROPOSAL CONFERENCE

3.4.1 Attendance

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

Attendees must provide their name, phone number, and the name of the company they are representing.

The webinar logs (virtual) received from attendees will be used by HHSC PCS to confirm the attendance of Respondents submitting a Solicitation Response.

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.

Training Webinar Information:

https://attendee.gotowebinar.com/register/6232253356778473310

Webinar ID: 269-980-283

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.

https://attendee.gotowebinar.com/register/6232253356778473310

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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.

c. 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).

d. 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 (see 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 proposal must not exceed 150 pages and should be formatted for 8 ½-inch by 11-inch paper with 1-inch margins and typed in Times New Roman, 12-point font. 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.

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, at 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.

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3.5.4 Exceptions

Respondents are highly encouraged, in lieu of including exceptions in their Solicitation Responses, to address all issues that might be advanced by way of exception by submitting such issues as questions or requests for clarification pursuant to Section 3.3.4 (Solicitation Questions).

Any exception included in a Solicitation Response may result in a Respondent not being awarded a Contract. If a Respondent includes exceptions in its Solicitation Response, Respondent is required to use the Exceptions Form included as Exhibit K to this Solicitation and provide all information requested on the form. Any exception that does not provide all required information in the format set forth in Exhibit K may be rejected without consideration.

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

Respondent must identify on the Assumptions Form, Exhibit L any business, economic, legal, programmatic, or practical assumptions that underlie the Respondent’s response to the Solicitation.

HHSC reserves the right to accept or reject any assumptions. All assumptions not expressly identified and incorporated into any Contract resulting from this RFP 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 a Contract award.

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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 Deadline for Submission of Solicitation Responses specified in Section 3.1 (Schedule of Events).

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

3.6.2 Submission Option

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

1. Each USB must contain one 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.

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

3. 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).

4. In accordance with Section 6.8, (HUB Subcontracting Plan), each USB must contain one file named “HUB Subcontracting Plan” in a searchable PDF, that contains the Respondent’s HUB Subcontracting Plan and all supporting documentation.

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

1. One 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.

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

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Revision Date 04/28/2025 that contains the Respondent’s entire Solicitation Response, including all exhibits and attachments, in searchable PDF.

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

4. In accordance with Section 6.8 (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 the 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, submission of non-searchable (image only) PDF files may result in disqualification from further consideration for a Contract award. For exhibits requiring signatures, both electronic and hand-made signatures are acceptable.

A. Proposal and Respondent Information

1. Narrative Proposal (Section 5.1) SC ____

2. Company Information (Section 6.1) SC ____

3. Authorization to Conduct Business in Texas and, if applicable, Franchise Tax Exemption

(Section 6.2) AC ____

4. References (Section 6.3) AC ____

5. Major Subcontractor Information (if applicable)

(Section 6.4) AC ____

6. HHS Solicitation Affirmations, Signed (Section 6.5, Exhibit A)

SC ____

7. Federal Assurances – Non-Construction Programs, Signed

(Section 6.5, Exhibit O) AC ____

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8. Certification Regarding Lobbying, Signed

(Section 6.5, Exhibit P) AC ____

9. Federal Funding Accountability and Transparency Act (FFATA) Certification, Signed

(Section 6.5, Exhibit S) AC ____

10. Exceptions (if applicable) (Section 3.5.4, Exhibit K)

AC ____

11. Assumptions (if applicable) (Section 3.5.5, Exhibit L)

AC ____

12. Dun and Bradstreet Report (Section 6.6.1) AC ____

13. Financial Statements and Financial Solvency

(Section 6.6.2) AC ____

14.

Corporate Guarantee (if applicable)

(Section 6.7)

AC

15. SPI, Signed (Section 2.3, Exhibit D- 1)

AC ____

16. Addenda, Signed (if applicable) AC ____

17. Appendices (Section 5.2) SC

B. Cost Proposal (Article VII) SC ____

C. Historically Underutilized Business (HUB) Subcontracting Plan (HSP), Signed

(Section 6.8 and Exhibit M)

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, that 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

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Revision Date 04/28/2025 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 will HHSC be responsible or liable for any delay or error in delivery. Solicitation Response must be RECEIVED by HHSC PCS by the Solicitation Response Deadline identified in Section 3.1 (Schedule of Events).

Solicitation Responses submitted via USB by mail or hand delivery shall be placed in a sealed package. The sealed package and the USB drives shall be clearly labeled on the outside as follows:

SOLICITATION NO: RFP No. HHS0015252v2

SOLICITATION NAME Document Processing Services

SOLICITATION RESPONSE DEADLINE See Section 3.1, Schedule of Events

PURCHASER NAME: Katrina Chester, CTCD, CTCM

RESPONDENT NAME:

It is Respondent’s sole responsibility to ensure that packaging is sufficient to prevent damage to contents. HHSC will not be responsible or liable for any damage, and damaged Solicitation Responses will not be considered at HHSC’s sole discretion.

HHSC will not be held responsible for any Solicitation Response that is mishandled prior to receipt by HHSC PCS. It is the Respondent’s sole responsibility to mark appropriately and deliver the Solicitation Response to HHSC PCS by the specified date and time. HHSC will not be responsible for late delivery, inappropriately identified documents, or other submission errors that may lead to disqualification or nonreceipt of the Respondent’s Solicitation Response.

3.6.5 Modifications and Withdrawals

Prior to the Solicitation Response submission deadline in Section 3.1 (Schedule of Events), Respondent may: (1) withdraw its Solicitation Response by submitting a written request to the Sole Point of Contact identified in Section 3.3.1 (Sole Point of Contact); or (2) modify its Solicitation Response by submitting a written amendment to the Sole Point of Contact identified in Section 3.3.1 (Sole Point of Contact). When modifying its Solicitation Response, Respondent must include in writing the section(s) of its submission that will be replaced or removed by the amendment.

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ARTICLE IV. SOLICITATION RESPONSE EVALUATION AND AWARD

PROCESS

4.1 CONFORMANCE WITH STATE LAW

Solicitation Responses shall be evaluated in accordance with Texas Government Code Section 2155.144(d). HHSC shall not be obligated to select the lowest priced Solicitation Response but shall make an award to the Respondent that provides the best value to the State of Texas.

4.2 BEST VALUE DETERMINATION

4.2.1 Selection Methodology

Solicitation Responses that meet the minimum qualifications will be submitted to the evaluation team for review and scoring. Each member of the evaluation team will receive a copy of each responsive Solicitation Response. The evaluators will review the Solicitation Responses considering the criteria listed in Section 4.2.5 (Written Response Evaluation Criteria).

Evaluators will individually score the Solicitation Responses. This procurement will utilize an aggregated individual evaluation or other methodology as outlined in this section.

The following subsections describe the evaluation process, including any criteria for advancement to the various phases of evaluation, if applicable.

4.2.2 Minimum Qualifications

Respondents must meet…