ESBD_439282_1753389512839_RFP_HHS0015632_Medical Shelters and Alternate Care Sites.pdf

PCS 550 HHS RFP RFP No. HHS0015632 Page 1 of 38 Version 2.20 Revision Date 11/20/2024

Cecile E. Young, Executive Commissioner

Request for Proposals (RFP) for

Medical Shelters and Alternate Care

Sites

RFP No. HHS0015632

Date of Release: July 24, 2025

Responses Due: August 21, 2025

NIGP Class/Item Codes

990-29 Disaster Preparedness and Emergency Planning Services 952-37 Emergency Shelter Services

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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 Description of Services

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

2.5 Work Order Authorization

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

3.5 Solicitation Response Composition

3.5.1 General Information

3.5.2 Page Limit and Supporting Documentation

3.5.3 Discrepancies

3.5.4 Exceptions

3.5.5 Assumptions

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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 Advancement Criteria

4.2.7 Best and Final Offer (BAFO)

4.2.8 Final Written Response Score

4.2.9 Summary of Best Value Determination

4.3 Questions or Requests for Clarification

Article V. Narrative

5.1 Narrative Proposal

5.1.1 Executive Summary

5.1.2 Project Work Plan

5.1.3 Key Staffing Profile

Article VI. Required Respondent Information

6.1 Company Information

6.1.1 Company Narrative

6.1.2 Company Profile

6.2 Authorization to Conduct Business in Texas

6.3 References

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6.4 Major Subcontractor Information

6.5 Affirmations and Certifications

6.6 Other Reports

6.6.1 Dun and Bradstreet Reports

6.6.2 Financial Statements and Financial Solvency

6.6.3 Alternate Report

6.7 Corporate Guarantee

6.8 HUB Subcontracting Plan

Article VII. Cost Proposal

7.1 Cost Proposal

Article VIII. General Terms and Conditions

8.1 General Conditions

8.1.1 Changes, Modifications, and Cancellation

8.1.2 Offer Period

8.1.3 Costs Incurred

8.1.4 Contract Responsibility

8.1.5 Public Information Act - Respondent Requirements Regarding Disclosure

8.1.6 Respondent Waiver – Intellectual Property

8.1.7 Standards of Conduct for Vendors

8.1.8 Disclosure of Interested Parties

8.2 Insurance

8.2.1 Required Coverage

8.2.2 Alternative Insurability

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) on behalf of the Texas Department of State Health Services (DSHS), is seeking a qualified organization that can provide project management oversight and conduct preparedness activities related to development of a state Medical Shelter Plan; conduct response operations to execute the Medical Shelter Plan; identify and survey potential Alternate Care Sites (ACS); provide identification, maintenance and deployment of state Evacuation Triage Teams (ETTs); train local ETTs; and provide and/or participate in public health and medical trainings and exercises. Contractor shall support response and activation of Medical Shelters and deployment of ETTs throughout Texas during disasters.

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, Health and Human Services (HHS) Solicitation Affirmations, Version 2.7 and provide all other required information and documentation as set forth in this Solicitation.

Information regarding DSHS and its programs is available online and can currently be accessed at https://www.dshs.texas.gov/.

1.2 DEFINITIONS

Refer to Exhibit B, Health and Human Services (HHS) Uniform Terms and Conditions (UTC) – Vendor, Version 3.4, and Exhibit C, Health and Human Services (HHS) Additional Provisions, Version 1.0, for additional definitions.

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

“Activation” means the Contractor has officially been notified by DSHS and can begin providing services during a response to an event, recovery operations or for a training event.

“Activation Letter” A written authorization from DSHS to the Contractor to assemble, deploy and assign medical staff to a location for an assigned period of time.

“Activation Request” means a notification provided by DSHS, either verbally or in written form, requesting response activities to an event, recovery operations or for a training event.

https://www.dshs.texas.gov/

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“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.

“After Action Report” means a strategic document used to summarize observations and key takeaways following an event or training. It helps individuals and groups understand the causes, actions, and driving factors of an issue.

“Alternate Care Site” or “ACS” means a medical treatment facility established in a non-traditional setting during a public-health crisis (or other event causing strain on local medical resources) as a means of providing additional capacity to deliver medical care within a given area.

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

“Competitive Range” has the same meaning as the definition under Title 1 of the Texas Administrative Code Part 15, Chapter 391, Subchapter A, Rule §391.107(3).

“Contract Manager” means a HHSC or DSHS representative responsible for the management and administration of contracts, as well as the process by which they are created and agreed. They typically collaborate with other departments to ensure contracts are handled efficiently and remain compliant. In addition, this representative has comprehensive oversight of the Work Order process under their assigned Master Contract(s), including authorization for other Agencies/Programs to use the process when multiple agency/program access is allowed.

“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.

“Disaster Declaration” means a formal statement by a jurisdiction, either Mayor, Judge or Governor, that a disaster or emergency has exceeded the response and recovery capabilities of the State or a municipality. The issuance of a local or state Disaster Declaration allows public officials to exercise emergency powers to preserve life, property, and public health following a disaster as indicated in the Tex. Gov’t. Code Chapter 418.

“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.gov/esbd.

“Evacuation Triage Teams” or “ETT” means a team that assists with the triage of evacuees at an evacuation hub to determine which evacuees may require care while being transported due to their medical needs.

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

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“Event” means a disaster, public health emergency or planned incident.

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

“HHSC” means the Health and Human Services Commission.

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

“HUB” means Historically Underutilized Business, as defined by Chapter 2161 of the Texas Government Code.

“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.

“Incident Management Team” or “IMT” means a group of people who are deployed to manage complex emergency situations. They are responsible for establishing a command-and-control structure to address a variety of issues including, but not limited to, operational issues, logistics, information, planning, fiscal issues, community issues, political issues, and safety issues.

“Master Contract” means a binding written agreement, awarded through an open and competitive procurement process, that establishes either one contractor or an eligible pool of contractors to render services or deliver goods through the Work Order Process as needs are identified.

“Medical Shelter” means a temporary emergency-type population shelter designated specifically to provide “medical care” to individuals with chronic and/or acute physical psychiatric disability or cognitive impairment conditions or other health issues that prevent the individual from being housed in a general population-type shelter, but not severe enough to require hospitalization.

“Public Health Emergency” means an occurrence or imminent threat of an illness or health condition caused by bio terrorism, epidemic or pandemic disease, natural event or an infectious agent or biological toxin, that poses a substantial risk to humans by either causing a significant number of human fatalities or permanent or long-term disability.

“Purchase Order” means a legally enforceable agreement issued by HHSC indicating types, quantities and agreed pricing for the services and goods the Contractor will provide to fulfill any Work Order under a Master Contract.

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

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“State Medical Operations Center or “SMOC” means the entity designated by the State to serve as the Emergency Support Function 8 (ESF-8) Public Health and Medical coordination and communication point supporting the State Operations Center (SOC). The SMOC provides operational support and coordination of State level ESF-8 response and recovery activities and State public health and medical resource allocation.

“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 Mission Assignment or “SMA” means a deployment order that provides the objectives of the State Mission, the activities required, the length of activation and an estimated cost of the resource(s) required for deployment.

“State of Texas Assistance Request (STAR)” means a request for assistance that is submitted by a requesting governmental entity within Texas, including, but not limited to, a local jurisdiction or another state agency. STARs are typically submitted by a local jurisdiction to state agencies for support.

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

“Task Force” means a group of specialized personnel and resources assembled to support a specific mission or operational need during an Event.

“VPTS” means the 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/.

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

“Work Order Process” a process used to assign a specific work order to an eligible Contractor.

https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/

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1.3 AUTHORITY

HHSC on behalf of DSHS is soliciting the Services stated in this Solicitation under the authority of Texas Health and Safety Code Chapter 1001, Texas Health and Safety Code Chapter 12, Texas Government Code Chapter 418, and Texas Government Code Section 2155.144(b), (b-1)(2).

ARTICLE II. SCOPE OF WORK

2.1 DESCRIPTION OF SERVICES

The Scope of Work for this Solicitation is located in Exhibit F, Scope of Work (SOW).

2.2 CONTRACT AWARD, TERM, AND HISTORICAL COMPENSATION

2.2.1 Contract Award and Execution

HHSC on behalf of DSHS intends to award one Contract as a result of this Solicitation. Any award is contingent upon approval of the HHS executive commissioner or their designee.

If, for any reason, a final Contract cannot be executed with a Respondent selected for award within thirty (30) days of DSHS’s determination to seek to contract with that Respondent, HHSC on behalf of DSHS may negotiate a Contract with the next highest-scoring Respondent or may withdraw, modify, or partially award this Solicitation.

2.2.2 Contract Term

The initial term of the Contract will be one (1) year. DSHS, at its sole option, may extend the Contract for up to four (4) additional one (1) year terms for a maximum Contract Term of five (5) years.

Following the base term and any allowable renewals or extensions, DSHS 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.

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

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2.2.3 Historical Compensation

Historical compensation under Contracts with similar scope and size to this Solicitation has been approximately $3,000,000.00 per fiscal year. Notwithstanding Section 2.2.3 (Historical Compensation), DSHS reserves the right to adjust any projected amount based on state funding during the term of a resulting Contract or funding necessary to respond to a declared emergency event within the State.

2.3 DATA USE AGREEMENT AND SECURITY PRIVACY INQUIRY

By entering into a Contract with DSHS 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).

2.4 NO GUARANTEE OF VOLUME, USAGE, OR COMPENSATION

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

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

2.5 WORK ORDER AUTHORIZATION

During the Contract Term, DSHS may request Contractor to perform certain tasks, as described in Exhibit F, Scope of Work (SOW), that are expressly authorized under a Work Order Release, a sample of which is attached as Exhibit E, Sample Work Order Release (WOR).

All Work Order Requests shall be in writing, signed by both parties and shall include a scope of Services; a list of tasks to be performed by Contractor; period of performance; compensation; a list of Deliverables, if any, with instructions for completion, and such other information or special conditions as may be necessary for the Work Order Release.

All Work Orders must comply with all the requirements set forth in Section 4.2, Work Order Release Process of Exhibit F, Scope of Work (SOW).

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ARTICLE III. ADMINISTRATIVE INFORMATION

3.1 SCHEDULE OF EVENTS

EVENT DATE/TIME

Solicitation Posting Date to ESBD JULY 24, 2025

Pre-proposal Conference Attendance is Optional

JULY 29, 2025 at 10:00 AM Central Time

Deadline for Submitting Questions or Requests for Clarification

JULY 30, 2025 at 5:00 PM Central Time

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

AUGUST 6, 2025 at 5:00 PM Central Time

Deadline for courtesy HSP review AUGUST 8, 2025 at 5:00 PM Central Time

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

AUGUST 21, 2025, at 10:30 AM

Central Time

Evaluation Period AUGUST 2025

Anticipated Notice of Award NOVEMBER 2025

Anticipated Contract Start Date NOVEMBER 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 will be published by posting an Addendum to the ESBD. After the deadline for submission, 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

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

By submitting a Solicitation Response, Respondent represents and warrants that any individual submitting the Solicitation Response and any related documents on behalf of the Respondent is authorized to do so and to bind the Respondent under any Contract that may result from this Solicitation.

3.2 AMBIGUITY, CONFLICT, OR DISCREPANCY

Respondent must notify the Sole Point of Contact (Section 3.3.1) of any ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error in the Solicitation in the manner and by the deadline described in Section 3.3.4 (Solicitation Questions).

Respondent submits a Solicitation Response at its own risk.

If Respondent fails to properly and timely notify the Sole Point of Contact (Section 3.3.1) of any ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error in the Solicitation, Respondent, whether awarded a Contract or not:

A. Waives any claim of error or ambiguity in the Solicitation and any resulting Contract;

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

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

3.3 INQUIRIES

3.3.1 Sole Point of Contact

All requests, questions, or other communication about this Solicitation 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.

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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Name Iris Triana-Zuniga CTCD, CTCM

Title PCS Purchaser

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

Phone (512) 406-2489

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

3.3.3 Exception to Sole Point of Contact

Exceptions to Section 3.3.1 are as follows:

A. Respondents with questions relating to the HUB Subcontracting Plan are permitted to direct those questions to the HUB coordinator at Cheryl.Bradley@hhs.texas.gov.

B. Where it is expressly directed by the Sole Point of Contact that another designated HHSC representative may speak to the Respondent, such as during Contract negotiations.

Respondents are required to ensure that communications have been authorized by the Sole Point of Contact before engaging in such communication. Failure to comply with this requirement may result in the disqualification of a Respondent’s Solicitation Response.

mailto:Iris.Triana-Zuniga@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 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 Solicitation response deadline (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);

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

4. Question for HHSC or DSHS.

A. 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 in Section 3.1 (Schedule of Events), may be reviewed by HHSC or DSHS but may not be answered. Only answers to questions submitted to the Sole Point of Contact in writing, in accordance with this section, are binding.

3.4 PRE-PROPOSAL CONFERENCE

3.4.1 Attendance

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

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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 their name, phone number, and name of the company they are representing regardless of whether the pre-proposal conference is in-person or virtual.

3.4.2 Conference Logistical Information

HHSC PCS will hold the pre-proposal conference, teleconference 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.

Conference Call or Webinar Information:

https://events.teams.microsoft.com/event/eee268b2-36e6-430d-b277-5152c4287a0e@9bf97732-

82b9-499b-b16a-a93e8ebd536b

Dial in by phone

+1 512-580-4366,352150581# United States, Austin Phone conference ID: 352 150 581#

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 proposal should not exceed twenty-five (25) pages and should be formatted for 8 ½" x 11" 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.

https://events.teams.microsoft.com/event/eee268b2-36e6-430d-b277-5152c4287a0e@9bf97732-82b9-499b-b16a-a93e8ebd536b https://events.teams.microsoft.com/event/eee268b2-36e6-430d-b277-5152c4287a0e@9bf97732-82b9-499b-b16a-a93e8ebd536b tel:+15125804366,,352150581

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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 or DSHS 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

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 G 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 G 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 or DSHS.

3.5.5 Assumptions

Respondent must identify on the Assumptions Form, Exhibit H 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 and DSHS.

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 will be disqualified.

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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.

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 specified in Section 3.1 will be rejected and not considered for Contract award.

3.6.2 Submission Option

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

1. Each USB drive 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 drive 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 drive 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 drive must contain one file named “HUB Subcontracting Plan” in searchable PDF, that contains the Respondent’s HUB Subcontracting Plan and all supporting documentation.

B. Submission Option #2: Respondent shall submit the following through the Online Bid Room utilizing the procedures in Exhibit I, HHS Online Bid Room Information, Version 1.40:

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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” 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 Solicitation Response submissions, 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, 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 (Section 5.1) SC ____

2. Company Information (Section 6.1) SC ____

3. Authorization to Conduct Business in Texas and Franchise Tax Information

(Section 6.2) AC ____

4. References (Section 6.3) AC ____

5. Major Subcontractor Information (Section 6.4) AC ____

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6.

Health and Human Services (HHS) Solicitation Affirmations

(Section 6.5, Exhibit A)

SC

7. Assurances – Non-Construction Programs (if applicable)

(Section 6.5, Exhibit K)

AC

8. Certification Regarding Lobbying (if applicable)

(Section 6.5, Exhibit L)

AC ____

9. Exceptions (if applicable) (Section 3.5.4, Exhibit, G)

AC ____

10. Assumptions (if applicable) (Section 3.5.5, Exhibit H)

AC ____

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

12. Financial Statements and Financial Solvency

(Section 6.6.2) AC ____

13. Corporate Guarantee (Section 6.7)

AC

14. SPI (if applicable) (Section 2.3, Exhibits D and D-1

AC ____

B. Cost Proposal (Article VII and Exhibit N)

SC ____

C. Historically Underutilized Business (HUB) Subcontracting Plan (HSP) Requirements

(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 drives 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

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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 will HHSC or DSHS 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 drives 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: HHS0015632

SOLICITATION NAME Medical Shelters and Alternate Care Sites

SOLICITATION RESPONSE DEADLINE See Section 3.1 Schedule of Events

PURCHASER NAME: Iris Triana-Zuniga, CTCD and CTCM

RESPONDENT NAME: Respondent Name

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

HHSC or DSHS 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 or DSHS 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

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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 Tex. Gov’t Code § 2155.144(d). HHSC or DSHS 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 methodology as outlined by 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 the minimum qualifications listed below.

A. Respondents must have been in business for the last five (5) years at a minimum, or the principals/owners must have ownership/executive management experience from a company that provided services similar to those required by this RFP;

B. Respondents must have two (2) years of demonstrated experience in medical shelter operations and public health and medical preparedness;

C. Respondents must be financially solvent and adequately capitalized, as determined based on a review of documentation required by Section 6.6 (Other Reports);

D. Respondents have submitted the Solicitation Response in accordance with Section 3.6, (Solicitation Response Submission and Delivery) including all Solicitation Consideration and Award Consideration Documents, see Section 3.6.3 (Submission Checklist);

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E. Respondents who receive an overall score on the VPTS of less than a “C” may be disqualified from consideration for award.

4.2.3 Initial Compliance Screening

HHSC will review Solicitation Responses for compliance with the Submission Checklist (Section 3.6.3) and for demonstrated ability to meet the Minimum Qualifications (Section 4.2.2) required to advance to evaluations. Failure to meet the Minimum Qualifications (Section 4.2.2), will result in the disqualification of the Solicitation Response.

HHSC will automatically disqualify any Solicitation Response that does not include one or more of the completed and signed (as applicable) Solicitation Consideration Documents listed in Submission Checklist (Section 3.6.3).

At its sole discretion, HHSC may disqualify any Solicitation Response that does not include all required Award Consideration Documents. Reference Section 3.6.3 (Submission Checklist).

HHSC may contact references provided in response to this Solicitation. HHSC may contact Respondent’s clients, or solicit information from any available source, including the Comptroller’s VPTS. Any information received may be grounds for disqualification if that information, in HHSC’s sole discretion, suggests that the Respondent may perform poorly if selected.

4.2.4 Written Solicitation Response Evaluation

Each member of the evaluation team will read the Solicitation Responses in preparation for evaluation. The evaluation team will score all Solicitation Responses that pass initial screening (Section 4.2.3, Initial Compliance Screening). Solicitation Responses will be scored against the criteria in Section 4.2.5 (Written Response Evaluation Criteria).

Solicitation Responses will be evaluated utilizing aggregated individual scoring outlined in Article IV, Solicitation Response Evaluation and Award Process. The individual evaluators’ scores will be aggregated and weighted, resulting in the Final Written Response Scores, unless BAFOs are conducted.

4.2.5 Written Response Evaluation Criteria

Solicitation Responses shall be consistently evaluated and scored in accordance with the following criteria. See also, Exhibit J, Evaluation Tool.

A. Qualifications and Experience (30%)

B. Project Work Plan (50%)

C. Cost (20%)

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4.2.6 Advancement Criteria

HHSC will limit further award consideration to Respondents that meet the specified Advancement Criteria.

The Competitive Range will consist of the Solicitation Responses that receive the highest scores or most satisfactory ratings, based on the published evaluation criteria and procedures governing this procurement. Cutoff for the Competitive Range will be based on the “natural break” in scores and on reasoned judgment that Solicitation Responses below the cutoff cannot be made successful through clarification and negotiation. By way of example, in a scenario where initial evaluation scores are 97, 93, 82, 81, 79 and 68, the Competitive Range may include only the top two Respondents. HHSC is not obligated to enforce a natural break in scores and reserves the right to advance as many or as few Proposals as qualified under these criteria.

4.2.7 Best and Final Offer (BAFO)

HHSC may, at its sole discretion, following the execution of Section 4.2.1 (Selection Methodology) request BAFOs from all Respondents or, if applicable, only those Respondents whose Solicitation Responses meet the Advancement Criteria (Section 4.2.6). The request for a BAFO will allow a Respondent the opportunity to revise its original Solicitation Response, including pricing, or leave its Solicitation Responses originally submitted. Revisions must be submitted in the manner and form prescribed by the BAFO request. Requests will be sent to the point of contact provided by the Respondent. HHSC is not responsible for a Respondent’s failure to timely receive the BAFO request.

HHSC reserves the right to request more than one BAFO from each of the selected Respondents.

If a response is submitted to a request for a BAFO, the Final Written Response Scores (as outlined by Section 4.2.8, Final Written Response Score) will be revised in accordance with the stated criteria in Section 4.2.5 (Written Response Evaluation Criteria) as to any changes made to the Respondent’s original Solicitation Response. A request for a BAFO does not guarantee an award or further negotiations.

If BAFOs are requested by HHSC and submitted by the Respondent, they will be evaluated using the criteria stated in the BAFO invitation, scored, and ranked by the evaluation committee. The award will then be granted to the highest scoring Respondent. However, a Respondent should provide its best offer in its original Solicitation Response. Respondents should not expect or assume that HHSC will request a BAFO.

4.2.8 Final Written Response Score

A Respondent’s Final Written Response Score is the score from the Written Solicitation Response Evaluation (Section 4.2.4). If BAFOs are conducted, the Final Written Response Score may be adjusted in accordance with Section 4.2.7, Best and Final Offer. Final Written Response

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Score may not always determine best value or selection for negotiation and award, see Summary of Best Value Determination (Section 4.2.9) for more information.

4.2.9 Summary of Best Value Determination

The final selection for award will be based on best value, as determined by this section. This includes any scoring adjustments for outliers, interviews, best and final offers, oral presentations, demonstrations, site visits, or other additional considerations as specified by this solicitation.

Respondents are encouraged to thoroughly review the processes outlined in this section, as it documents the best value considerations to be made by HHSC when selecting a Respondent for negotiation and Contract award.

4.3 QUESTIONS OR REQUESTS FOR CLARIFICATION

By submitting a Solicitation Response, Respondent grants HHSC the right to ask questions, request clarifications and to obtain any information from any lawful source regarding the past history, practices, conduct, ability, and eligibility of the Respondent to supply Goods or Services and to fulfill requirements under this RFP, and the past history, practices, conduct, ability, and eligibility of any director, officer, or key employee of the Respondent. By submitting a Solicitation Response, the Respondent generally releases from liability and waives all claims against any party providing information about the Respondent at the request of HHSC. Such information may be taken into consideration in evaluating the Solicitation Response.

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ARTICLE V. NARRATIVE

5.1 NARRATIVE PROPOSAL

5.1.1 Executive Summary

Respondents must provide an executive summary of their proposal (excluding cost information) that asserts the Respondent is providing, in its proposal, all the requirements of this RFP, including Exhibit F, Scope of Work (SOW). The summary must demonstrate Respondent’s understanding of DSHS goals and objectives for this Solicitation.

If the Respondent is providing Goods or Services beyond those specifically requested, those Goods or Services must be identified. If the Respondent is offering Goods or Services that do not meet the specific requirements of this RFP, but in the opinion of the Respondent are equivalent or superior to those specifically requested, any such differences must be noted in the executive summary. The Respondent should realize, however, that failure to provide the Goods and Services specifically requested may result in disqualification.

The executive summary must not exceed ten (10) pages and should represent a full and concise summary of the contents of the proposal.

5.1.2 Project Work Plan

Respondents must describe their proposed processes and methodologies for providing all components of the Scope of Work described in Exhibit F, Scope of Work (SOW), including their approach to meeting the Project schedule. Respondents should identify all tasks to be performed, including all Project activities, materials and other products, Services, and reports to be generated during the Contract period and relate them to the stated purpose(s) and specifications described in this Solicitation.

At a minimum, Respondent’s work plan for developing Medical Shelters and Alternate Care…