ESBD_451596_1757094510452_RFP HHS0016135, BEST.pdf

HHS RFP RFP No. HHS0016135 Page 1 of 43 Version 2.31 Revision Date 05/13/2025

Cecile E. Young, Executive Commissioner

Request for Proposals (RFP) for

Blind Education, Screening and Treatment (BEST) Program

RFP No. HHS0016135

Date of Release: September 05, 2025

Responses Due: See Section 3.1, Schedule of Events

NIGP Class/Item Codes

948-68 Optician and Optometrical Services. Non-Physician 948-43 Health Information Services

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Table of Contents Article I. Executive Summary, Definitions, and Authority

1.1 Introduction

1.2 Definitions

1.3 Authority

Article II. Scope of Work

2.1 Statement of Work

2.1.1 Purpose

2.1.2 On-Site Vision Screenings

2.1.3 Telehealth or Telemedicine Medical Service

2.1.4 Qualifications of Screeners

2.1.5 Deliverables: Intake Form Processing, Tracking, and Follow-up

2.1.6 Deliverables: Pre-work Conference

2.1.7 Deliverables: Schedule and Reporting Requirements

2.1.8 Payment and Invoicing

2.1.9 Agency Requirements

2.2 Contract Award, Term, and Historical Compensation

2.2.1 Contract Award and Execution

2.2.2 Contract Term

2.2.3 Historical Compensation

2.3 Data Use Agreement and Security Privacy Inquiry

2.4 No Guarantee of Volume, Usage, or Compensation

Article III. Administrative Information

3.1 Schedule of Events

3.2 Ambiguity, Conflict, or Discrepancy

3.3 Inquiries

3.3.1 Sole Point of Contact

3.3.2 Prohibited Communication

3.3.3 Exception to Sole Point of Contact

3.3.4 Solicitation Questions

3.4 Pre-proposal Conference

3.4.1 Attendance

3.4.2 Conference Logistical Information

3.4.3 Questions at Pre-Proposal Conference

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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

3.5.6 Binding Offer

3.6 Solicitation Response Submission and Delivery

3.6.1 Deadline

3.6.2 Submission Options

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 Qualifications and Experience

5.1.3 Proposed Work Plan

Article VI. Required Respondent Information

6.1 Company Information

6.1.1 Company Narrative

6.1.2 Company Profile

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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

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. EXECUTIVE SUMMARY, DEFINITIONS, AND AUTHORITY

1.1 INTRODUCTION

The Health and Human Services Commission (HHSC), the System Agency, is issuing a Request for Proposals for a qualified Contractor to perform Blindness Education, Screening, and Treatment (BEST) services for the development and performance of a Vision Screening program on a Statewide basis.

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

To be considered for award, a Respondent must execute Exhibit A, HHS Solicitation Affirmations Version 2.7 and provide all other required information and documentation as set forth in this Solicitation.

Information regarding HHSC and its programs is available online and can currently be accessed at HHSC Texas Health and Human Services. Information about the BEST program can be accessed at this link Blindness Education, Screening and Treatment (BEST) Program | Texas Health and Human Services

1.2 DEFINITIONS

Refer to Exhibit B, Health and Human Services (HHS) Uniform Terms and Conditions (UTC) – Vendor, Version 3.4 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:

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

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

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

“BEST” means Blindness Education, Screening, and Treatment.

“BEST program specialist” means HHSC staff responsible for the administration of the BEST program.

https://www.hhs.texas.gov/ https://www.hhs.texas.gov/services/disability/blind-visually-impaired/blindness-education-screening-treatment-best-program https://www.hhs.texas.gov/services/disability/blind-visually-impaired/blindness-education-screening-treatment-best-program

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“Business Days” means the official working days of the week to include Monday through Friday, except for legal holidays observed by the State of Texas.

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

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

“Farsightedness” means the inability to focus at close range.

“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 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 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.

“Nearsightedness” means the inability to focus at a distance.

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

“Solicitation” means this RFP including all exhibits, attachments, forms, and Addenda, if any.

“Solicitation Consideration (SC) Documents” means documents that must be submitted by Respondent with the Solicitation Response in order to be considered for evaluation and cannot be resubmitted or have errors remedied after the submission due date and time in the Schedule of Events has passed.

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

“Telehealth Service” means a health service, other than a telemedicine medical service, delivered by a health professional, licensed or certified screener or individuals otherwise entitled to practice in the state of Texas and acting within the scope of a health professional’s license, certification, or https://www.txsmartbuy.gov/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 05/13/2025 entitlement to a patient at a different physical location than the health professional using telecommunications or information technology as defined in Texas Occ. Code Section 111.001(3).

“Telemedicine Medical Service” means a health care service delivered by a physician licensed in this State, or a health professional acting under the delegation and supervision of a physician licensed in the state of Texas, and acting within the scope of the physician’s or health professional’s license to a patient at a different physical location than the physician or health professional, using telecommunications or information technology as defined in Texas Occ. Code Section 111.001(4).

“Vision Screening” means a non-diagnostic procedure that uses uniform testing techniques to assess a person's risk of vision loss and eye disease.

“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 Section 2155.144(a), (b-1)(2) and Texas Human Resources Code, Title 5, Chapter 91, Subchapter C, Section 91.027.

https://statutes.capitol.texas.gov/Docs/OC/htm/OC.111.htm https://statutes.capitol.texas.gov/Docs/OC/htm/OC.111.htm https://statutes.capitol.texas.gov/Docs/OC/htm/OC.111.htm https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/

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ARTICLE II. SCOPE OF WORK

2.1 STATEMENT OF WORK

2.1.1 Purpose

HHSC Blindness Education, Screening, and Treatment (BEST) program is seeking a Contractor(s) to provide Vision Screening services in a cost-effective manner (i.e., in locations that will draw the greatest numbers of participants) for Texas adult residents, age 18 years or older, on a statewide basis. The State is divided into regions referenced on Exhibit M, HHS Region Map. There is no income restriction to receive these Services. Vision Screenings will be conducted through varied options that will attract and benefit the greatest numbers of individuals and in coordination with HHSC to ensure equitable statewide coverage.

2.1.2 On-Site Vision Screenings

Contractor shall provide Vision Screenings conducted at various scheduled locations throughout Texas including, but not limited to, health fairs, food pantries, and churches. Contractor will coordinate with HHSC to select locations for on-site Vision Screenings to ensure equitable statewide coverage.

The Contractor shall conduct an assessment of an individual's overall eye health, determined by asking questions about medical history, age, race/ethnicity, last examination by an eye care professional, and any other commonly accepted indicators of risk for loss of vision.

a. The Contractor shall perform at least two (2) of the four ( 4 ) screening methods b e l o w for each participant. Contractor must provide all required equipment to perform the Vision Screening:

1. Check for refractive problems to determine Nearsightedness and Farsightedness.

Decrease in the ability to focus on things close up, and/or loss of near-point acuity due to the aging eye. Any of the following charts may be used:

A. Snellen letter chart;

B. Snellen Tumbling E chart;

C. HOTV matching symbol test;

D. Early Treatment of Diabetic Retinopathy Study (ETDRS); or

E. Logarithm of the Minimum Angle of Resolution (LogMAR).

https://childrenseyecaremich.com/wp-content/uploads/2021/03/Clinic-HOTV.pdf https://eyecharts.org/2023/01/27/understanding-the-etdrs-chart-and-scale-in-eye-examinations/ https://taylorandfrancis.com/knowledge/Medicine_and_healthcare/Ophthalmology/LogMAR

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2. Perform a visual field test to evaluate an individual's field of vision by using the Goldmann Perimetry, Damato Campimetry, Humphrey Field Analyzer, Octopus Visual Field Analyzer, or a commonly accepted method of evaluating an individual's field of vision (excluding tangent screen, arc perimeter, or Amsler grid) with the following:

A. Measure the ocular pressure of the eye by using Tonometry; and/or

B. Examine the retina and fundus by an eye care professional using Ophthalmoscopy.

2.1.3 Telehealth or Telemedicine Medical Service

Contractor must use a Telehealth Service or Telemedicine Medical Service to fulfill portions of the Contract.

a. Contractor must comply with the following regarding the provision of a Telehealth Service or a Telemedicine Medical Service:

1. Contractor must obtain written consent from the patient agreeing to receive Services via a Telehealth Service or Telemedicine Medical Service;

2. A Telehealth Service or Telemedicine Medical Service must comply with all Texas Medicaid requirements for Telehealth Services or Telemedicine Medical Services, as referenced in the 2024 Teleservices in Texas Medicaid Report as well as the licensure/practice act requirements for each provider; and

3. Any technology used to provide a Telehealth Service or a Telemedicine Medical Service must be compliant with the Family Educational Rights and Privacy Act of 1974 and Health Insurance Portability and Accountability Act as referenced in the Joint Guidance on the Application of FERPA and HIPAA | HHS.gov.

b. No more than ten percent (10%) of annual eye-health risk-assessment screenings shall be conducted via a Telehealth Services or a Telemedicine Medical Service. A Telehealth Service or a Telemedicine Medical Service shall only be used under rare or extreme circumstances, to be determined by HHSC.

2.1.4 Qualifications of Screeners

The Contractor’s vision screeners must meet a minimum of one (1) of the following criteria:

a. Must have completed the adult vision screening training program and be currently certified as an adult vision screener through the Contractor;

https://www.hhs.texas.gov/sites/default/files/documents/telehealth-services-texas-medicaid-report-2024.pdf https://www.hhs.gov/hipaa/for-professionals/special-topics/ferpa-hipaa/index.html https://www.hhs.gov/hipaa/for-professionals/special-topics/ferpa-hipaa/index.html

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b. Must have attended and completed vision screening training from the Texas Department of State Health Services (DSHS) and be currently certified as a vision screener;

c. Must be trained and supervised by a vision screener currently certified by DSHS;

d. Must be an eye care professional (i.e., ophthalmologist, optometrist) currently licensed in Texas; or

e. Must be trained and supervised by an eye care professional (i.e., ophthalmologist, optometrist) currently licensed in Texas.

2.1.5 Deliverables: Intake Form Processing, Tracking, and Follow-up

The Contractor must develop and use a Vision Screening intake form, to be approved by the HHSC BEST program. The form must include, but not be limited to, the following data requirements:

name, home address, telephone number, age, race/ethnicity, date of last eye examination, family history of vision problems, diagnosis of diabetes, and any other information that may help identify an individual’s risk for vision loss. The form will include a statement indicating that the individual is a Texas resident over the age of eighteen (18) who maintains a residence within Texas. The form must also document an individual’s Vision Screening results and whether a follow- up examination was recommended.

Contractor must submit a monthly report to the BEST program based on the information provided on each Vision Screening individual's intake form by the due date listed in Section 2.1.7.2 (Reporting). Contractor must provide the monthly report through either a Microsoft Access database, a Microsoft Excel spreadsheet, or other form determined by the BEST program, reference Section 2.1.7.2 (Reporting) and Exhibit K, Sample Monthly Report. Contractor must provide an exit interview with each individual to discuss the Vision Screening results with the vision screener. If the Vision Screening results indicate a possible vision problem, the Contractor’s vision screener will recommend to the individual the need for a follow-up eye examination with the individual's health care provider. For individuals without health care coverage, the vision screener will provide referral resources and related information for obtaining a follow-up eye examination or eye treatment.

a. Contractor must conduct follow-up tracking of individuals by telephone, ninety (90) days after the recommendation for a follow-up examination by a health care provider. The tracking will determine and record the outcome of the individual’s follow-up eye examination and any subsequent need for vision treatment. Contractor must make at least three (3) follow-up attempts via telephone, documenting the dates and times of the attempts. The Contractor will maintain all records from Vision Screening projects approved by BEST for a period of seven (7) years from the Contract expiration date.

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b. Contractor must develop and make available to each screening individual, educational brochures in both hard copy and electronic formats with information on various eye conditions, eye safety, and related topics subject to BEST program approval.

c. Contractor will also make available to each screening individual brochures on the prevention of blindness.

d. Any other information the Contractor wishes to issue must be submitted to the BEST program specialist for approval prior to dissemination.

2.1.6 Deliverables: Pre-work Conference

Contractor shall attend a virtual pre-work meeting to be scheduled within forty-five (45) days after the Effective Date of the Contract, hosted by HHSC. Contractor and HHSC will make introductions to key personnel and discuss preliminary work, questions, and the upcoming schedule and tasks.

2.1.7 Deliverables: Schedule and Reporting Requirements

Contractor shall provide all applicable reports in the format specified by System Agency in an accurate, complete, and timely manner and shall maintain appropriate supporting backup documentation. Failure to comply with submission deadlines for required reports or other requested information may result in System Agency, in its sole discretion, placing the Contractor on financial hold without first requiring a corrective action plan in addition to pursuing any other corrective or remedial actions under the Contract.

2.1.7.1 Scheduling and Public Awareness

Contractor must develop and submit a proposed schedule for Vision Screening projects for the first month of the Contract term, including dates, equitable statewide locations, and the proposed number of Vision Screenings. This first proposed schedule is due within thirty (30) Business Days after the pre-work conference, unless otherwise specified by HHSC BEST.

Contractor must subsequently submit a proposed schedule for Vision Screenings each month at least five (5) Business Days prior to the beginning of the month in which the screenings are scheduled. The BEST program specialist will provide final approval or disapproval of the projects to the Contractor within three (3) Business Days after receipt of the proposed schedules.

The Contractor will coordinate public relations to promote the implementation of vision screening projects with the BEST program specialist, when needed.

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2.1.7.2 Reporting

a. Contractor must provide monthly reports to the BEST program specialist no later than the fifteenth (15) Business Day of each month; if not by the Friday before the (fifteenth) 15th of the month.

b. The monthly report will be submitted to the BEST program specialist via e-mail to BESTprogram@hhs.texas.gov and will list each Vision Screening project, including:

1. Date and screening site, screening event name, and city;

2. Number of individuals who received a Vision Screening at each screening site;

3. Number of individuals who passed the screening; and

4. Number of individuals who were referred to a health care provider and referred to services to individuals without healthcare coverage for:

A. Acuity;

B. Visual field; and/or

C. Risk.

2.1.8 Payment and Invoicing

The System Agency will pay Contractor in accordance with the Prompt Payment Act, Texas Government Code, Title 10, Subtitle F, Chapter 2251.

(https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2251.htm)

Contractor’s screening fees will include all account administration fees, labor, and other costs necessary to attend the pre-work conference, conduct the screenings, and produce the reports, including: office supplies, computer supplies, research, accounting, internal auditing, management, payroll, purchasing, and all other administrative and overhead expenses. No separate fees will be allowed for these or any other expenses or changes.

2.1.9 Agency Requirements

a. HHSC will host and participate in the pre-work conference.

b. HHSC will have final approval or disapproval of the project’s monthly schedules provided by the Contractor within three (3) Business Days after receipt of the proposed schedules.

c. HHSC will approve any proposed printed materials (i.e., educational brochures).

mailto:BESTprogram@hhs.texas.gov https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2251.htm

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d. HHSC will provide the Contractor with any budget limitations based on the volume of Vision Screenings performed to date.

e. HHSC will approve a monthly schedule of the Vision Screening events.

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 thirty (30) days of HHSC determination to seek to contract with that Respondent, HHSC may negotiate a Contract with the next highest-scoring Respondent or may withdraw, modify, or partially award this Solicitation.

2.2.2 Contract Term

The initial term of any Contract resulting from this Solicitation will be three (3) years. HHSC at its sole option, may extend any Contract awarded pursuant to this Solicitation for up to two (2) additional one (1) year renewals.

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 $110,016.00 per State Fiscal Year. Notwithstanding Section 2.2.3 (Historical Compensation), HHSC reserves the right to adjust any projected amount based on state funding during the term of a resulting Contract.

2.3 DATA USE AGREEMENT AND SECURITY PRIVACY INQUIRY

a. 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.

b. 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.

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

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ARTICLE III. ADMINISTRATIVE INFORMATION

3.1 SCHEDULE OF EVENTS

EVENT DATE/TIME

Solicitation Posting Date to ESBD September 05, 2025

Pre-proposal Conference Attendance is Optional September 09, 2025, at 1:00 PM Central Time

Deadline for Submitting Questions or Requests for Clarification

September 10, 2025, at 5:00 PM Central Time

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

September 17, 2025

Deadline for courtesy HSP review or mandatory HSP review, if applicable

September 22, 2025, at 2:00 PM Central Time

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

October 06, 2025, at 10:30 AM Central Time

Evaluation Period October & November 2025

Anticipated Notice of Award January 2026

Anticipated Contract Start Date September 1, 2026

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 Contractor 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

Contractor 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 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 Bianca Hernandez CTCD, CTCM Title Contract Specialist IV Address Procurement and Contracting Services Building

1100 W 49th St. MC: 2020 Austin, TX 78756

Phone (512) 776-7111 Email bianca.hernandez01@hhs.texas.gov

See also, Section 3.3.3 (Exception to Sole Point of Contact) below.

3.3.2 Prohibited Communication

Except as provided in Section 3.3.1 (Sole Point of Contact) and Section 3.3.3 (Exception to Sole Point of Contact), potential Respondents and Respondents are prohibited from any communication with HHSC regarding the Solicitation. HHSC, its representative(s), and partners will not answer any questions or otherwise discuss the contents of this Solicitation with any potential Respondent or its representative(s). Attempts to ask questions by phone or in person will not be allowed or recognized as valid. Respondent shall rely only on written statements issued by or through HHSC designated staff as provided by Section 3.3 (Inquiries). This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this Solicitation. Failure to comply with these restrictions may result in disqualification of Respondent's Solicitation Response.

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 Exhibit I, HUB Subcontracting Plan are permitted to direct those questions to the HUB coordinator at cheryl.bradley@hhs.texas.gov.

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

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

3.3.4 Solicitation Questions

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

Questions must be submitted by e-mail to the Sole Point of Contact (Section 3.3.1) by the deadline established in Section 3.1 (Schedule of Events). Responses to questions or other written requests mailto:bianca.hernandez01@hhs.texas.gov mailto:cheryl.bradley@hhs.texas.gov

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Revision Date 05/13/2025 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 G, 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 in Section 3.1 (Schedule of Events), may be reviewed by HHSC but may not be answered. Only answers to questions submitted to the Sole Point of Contact in writing, in accordance with this section, are binding.

3.4 PRE-PROPOSAL CONFERENCE

3.4.1 Attendance

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

Attendees must register for the pre-proposal conference at the link in Section 3.4.2 (Conference Logistical Information). Attendees will receive a reply e-mail containing the information for the pre-proposal conference.

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3.4.2 Conference Logistical Information

HHSC PCS will hold the pre-proposal conference via Microsoft Teams, 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.

Pre-proposal Registration Information:

https://events.teams.microsoft.com/event/HHS0016135

HHSC will broadcast the pre-proposal conference via Microsoft Teams at the date and time listed in Section 3.1 (Schedule of Events).

By telephone: +1 512-580-4366, Phone conference ID: 936 211 899# Participants may call-in to the pre-proposal conference using the information above and use a telephone as the speaker and microphone when attending the pre-proposal conference via Microsoft Teams.

3.4.3 Questions at Pre-Proposal Conference

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

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

c. HHSC reserves the right to amend, prior to the Solicitation Response Deadline, 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 (Section 3.6.3, Submission Checklist). Respondent shall prepare a Solicitation Response that clearly and https://events.teams.microsoft.com/event/99139232-79e4-4f7d-8394-28c08d9ce34d@9bf97732-82b9-499b-b16a-a93e8ebd536b

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Revision Date 05/13/2025 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 (20) 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.

3.5.3 Discrepancies

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

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

3.5.4 Exceptions

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 E 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 E 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

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

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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 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 Options

a. Submission Option #1: Respondent shall submit two (2) USB drives—one (1) labeled “Original Proposal” and one (1) labeled “Copy”—containing the following documents:

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

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

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

4. In accordance with Section 6.8, (HUB Subcontracting Plan), each USB must contain one (1) file named “HUB Subcontracting Plan” in searchable PDF, that contains the Respondent’s HUB Subcontracting Plan and all supporting documentation.

b. Submission Option #2: Respondent shall submit the following through the Online Bid Room utilizing the procedures in Exhibit H, 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” 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, HHS RFP RFP No. HHS0016135 Page 23 of 43

Revision Date 05/13/2025 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 (Section 6.2) AC ____

4. References (Section 6.3) AC ____

5. Major Subcontractor Information (Section 6.4) AC ____

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

SC ____

7. Exceptions (if applicable) (Section 3.5.4, Exhibit E)

AC ____

8. Assumptions (if applicable) (Section 3.5.5, Exhibit F)

AC ____

9. Dunn and Bradstreet Report (Section 6.6.1) AC ____

10. Financial Statements and Financial Solvency (Section 6.6.2) AC ____

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

AC ____

B. Cost Proposal Article VII SC ____

C. HUB Subcontracting Plan (Section 6.8 and Exhibit I)

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

Health and Human Services Commission ATTN: Response Coordinator

Procurement & Contracting Services Building

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1100 W. 49th St., MC 2020 Austin, Texas 78756

1100 W. 49th St., MC 2020 Austin, Texas 78756

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

Each Respondent is solely responsible for ensuring its Solicitation Response is submitted in accordance with all Solicitation requirements, including, but not limited to, proper labeling of packages, sufficient postage or delivery fees, and ensuring timely receipt by HHSC. In no event 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: Respondent to include Solicitation Number from Page 1 of this Solicitation.

Solicitation Name Respondent to include Solicitation Name from Page 1 of this Solicitation.

Solicitation Response Deadline Respondent to include Date and Time from Section 3.1 (Schedule of Events).

Purchaser Name: Respondent to include purchaser name from Section 3.3.1 (Sole Point of Contact).

Respondent Name: Respondent to include its 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’ 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.

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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, Title 10, Subtitle D, Chapter 2155, 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 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 recently been in business for a minimum of five (5) years, or the principals/owners must have had recent ownership/executive management experience in a previous company that provided blindness education, screenings, and treatment;

b. Respondents shall have demonstrated experience in at least one (1) year of Vision Screening services;

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);

https://statutes.capitol.texas.gov/docs/gv/htm/gv.2155.htm https://statutes.capitol.texas.gov/docs/gv/htm/gv.2155.htm

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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…