ESBD_460125_1760992196103_3202500192 CC Expansion Pre-Proposal Conference Slides.pdf

PRE-PROPOSAL CONFERENCE

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Texas Workforce Commission Procurement & HUB Services (PHS)

Child Care Expansion Initiative Program for New Child Care Providers (CCEI Program)

RFP 3202500192

10-17-2025

AGENDA

Discussion Topics

Welcome, Introductions∙

RFP Overview∙

HUB Subcontracting Plan (HSP)

Reminders

• TWC is recording today’s meeting and will be distributing these slides, list of attendees and a link to the recording as an addendum on the ESBD.

• TWC will not be taking any questions doing this call. All written questions must be submitted via email to the TWC Procurement Portal (TWC Procurement Portal Messages) Messages by November 06, 2025, by 5:00 PM.

Important dates to keep in mind:

• Deadline for submitting RFP/HUB Questions: November 06, 2025 , 5:00 PM CT

• Deadline for Hub Courtesy review: December 10, 2025, 5:00 PM CT

• Deadline for Vendor Response: January 21, 2026 , 10:00 AM CT

FIRST***

INTRODUCTION OF SPEAKERS AND

PROGRAM STAFF

Dallas Curry-Ikner Purchaser

Purchasing and HUB Services

Patricia Campos

HUB Specialist

Purchasing and HUB Services

Jennifer Tram Director

Purchasing and HUB Services

Fu-An Lin Manager

Child Care Statewide Initiatives

RFP OVERVIEW

This RFP seeks to procure a qualified entity to serve as the Child Care Expansion Initiative (CCEI) Program Administrator for TWC’s Child Care Expansion Initiative Program for New Child Care Providers (the “CCEI Program”). The goal of the CCEI Program is to increase the supply of new licensed child care centers across Texas. The RFP sets forth both the parameters for Respondents who wish to apply to be the CCEI Program Administrator, as well as the CCEI Program parameters that the CCEI Program Administrator will carry out, including new child care center eligibility for CCEI Program funding, and allowable use of CCEI Program funds.

qualifications?

Agreed

RFP STRUCTURE & CONTENT

The main RFP document consists of the following sections:

PurposeRFP Section

Purpose, Authority and Schedule of Events with ProposalSection 1

Scope of WorkSection 2 General InformationSections 3 Proposal ProcessSection 4 Proposal Evaluation and Award ProcessSection 5 Required Proposal Information Section 6

RFP SCHEDULE

Section 1.3 Schedule of Events Date and TimeEvent

November 06, 2025, 5:00 PM CTDeadline for Submitting Questions Deadline for HUB Courtesy Review

December 09, 2025, 5:00PM CTDeadline for posting Q&A addendum on the TWC Procurement Portal and ESBD

January 21, 2026,10:00 AM CTDeadline for Vendor Response

February 2026Evaluation, Clarification, Amended Responses and Final Negotiations, Award

ARTICLE VI SECTION 6.1 REQUIRED PROPOSAL

SUBMISSION

Response Submission Required Documents Financial Statements (Required) Form 1. Execution of Response Form 2. Cost Proposal Form 3. References Form 4. Respondent Release of Liability (for Reference) Attachment 1. Terms & Conditions Attachment 2. Evaluation Scoring Matrix Attachment 3. Proposal Submission Checklist Attachment 4. Insurance Requirements Attachment 5. Data Use Agreement *Please Redact all Sensitive information on a separate documents of the original document*

ARTICLE VI SECTION 6.1 REQUIRED PROPOSAL

SUBMISSION

Response Submission Required Documents (cont’d) Attachment 6. HUB Subcontracting Plan Guide Attachment 7. CCEI Program Policy Guidance Attachment 8. HSP Prime Contractor Progress Assessment Report (PAR) Form Attachment 9. How to Complete PAR Form 1020 Substitute W9 and Direct Deposit with Instructions Financial Soundness. Financial Statements (Required) *Please Redact all Sensitive information on a separate documents of the original document*

THINGS TO REMEMBER…

• Signed Addenda Respondent must provide a signed “page one” of each Addendum with their Response.

• References provided TWC is not responsible for non-responsive references

• Submitting your Response Make sure to “Submit” prior to the due date and time.

One (1) minute makes a difference when it comes to procurements. Bonfire will not let you submit after the response close time.!

MINIMUM QUALIFICATIONS

Section 5.5 Minimum Qualifications (Pass/Fail Criteria)

• A respondent must meet the minimum qualifications listed in RFP Section 5.5.

Respondents that do not meet the minimum qualifications listed in RFP Section 5.5 will be disqualified from consideration, including but is not limited to:

• Completion and signing of Respondent’s Executed Response Form (Form 1)

• Respondent’s proposed solution must be adequately secure and comply with Information and Data Security requirements as determined by TWC’s Chief Information Security Officer, based on the review of the Respondent’s response required by Section 6.1.2 (Information and Data Security). Respondent must ensure cloud-based services are hosted by a Cloud Service Provider that has attained Texas Risk and Authorization Management Program (TX-RAMP) level 2 certification.

• Respondent must be financially solvent and adequately capitalized (Section 6.9 Financial Information, if applicable);

• Respondent who receives an overall score on the VPTS of ”D” or below shall be disqualified from consideration for award.

• Completion and signing of the HUB Subcontracting Plan(HSP).

EVALUATION CRITERIA

TWC will use the following criteria to determine the best value for the state:

a. Cost/ Price or Reasonableness of Price (15%)

b. Past Performance, Qualification, and Experience of the Respondent.

(25%)

c. Respondent’s Technical Approach, Proposed Work/Project Plan for Providing the Requested Services (50%)

d. Qualification of Respondent’s Key Personnel (10%)

Evaluation of Respondent’s history and experience may include consideration of Respondent performance as recorded in the CPA Vendor Performance Tracking System as described in Texas Administrative Code, 34 TAC 20.115.

Section 5.6 Written Proposal Evaluation Criteria

HUB SUBCONTRACTING PLAN (HSP)

OVERVIEW

EVALUATION CRITERIA KEY NOTES- HUB

SUBCONTRACTING PLAN (HSP)

• HSP Courtesy Review deadline is Friday, September 19, 2025; 5:00 PM CT.

Highly encouraged if there are any questions.

• TWC HUB subcontracting goal is 26% for all other service contracts.

• All proposers must submit an HSP with their proposal.

• It is a Pass/Fail element, A proposer that does not include an HSP will be rejected and will not be evaluated.

• It’s a Win-Win! for the agency, the prime vendor and the HUB vendors to meet or exceed the set Goal.

COMPLETING THE HUB

SUBCONTRACTING PLAN (HSP)

HSP - Quick Check List:

• Determination of Good Faith Method (GFE)

• Identifies sections needed to be completed

• Respondent’s Subcontracting Intentions

METHOD A-COMPLETING THE HSP

Method A - Prime Vendor:

• Utilize only HUB subcontractors or aggregate percentage of the contract to be performed, and will meet or exceed the agency goal, 26%

• Texas HUB vendors must have an active (A) certification on the date the solicitation is due. If the vendor's HUB certification expires before the solicitation due date the HSP will be rejected as a failure to comply with the Good Faith Effort (GFE)

• Affirmation must be signed and dated by the responsible respondent.

METHOD B- COMPLETING THE HSP

Method B –Prime Vendor:

• Must notify at least three (3) Texas HUB certified vendors for each service/goods sub-contracted;

• Submit notification to HUB vendors and two (2) trade and/or development centers at least nine

(9) days prior to submitting your response;

• The date of notification to the HUB vendors and two trade/development centers does not count in the 7-day notification period as set forth in the HSP.

• Submit supporting documentation (i.e., email, fax, certified mail) demonstrating good faith effort to notify Texas HUBs.

• Texas HUB vendors must have an active (A) certification on the date the solicitation is due. If the vendor's HUB certification

• expires before the solicitation due date the HSP will be rejected as a failure to comply with the Good Faith Effort (GFE).

• Provide Justification for selection of a Non-HUB vendor(s)

REMINDERS AND USEFUL INFORMATION

Method B:

• Locate a list of HUB subcontractors on the Centralized Master Bidders List (CMBL) at the CPA website https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do.

• Texas HUB vendors must have active (A) certification on date the solicitation is due.

• Identify all sub-contractors intended for the project

• Provide the contractor VID#/TIN#; Approximate dollar amount; and the percentage the amount represents for each subcontractor utilized

• Trade organizations and development centers may be found Texas Comptrollers website http://www.window.state.tx.us/procurement/prog/hub/mwb-links-1 .

• Affirmation must be signed and dated by the responsible respondent. Failure to sign could disqualify the submittal.

Method B- Completing the HSP (continued)

SELF- PERFORMING

• Self Performing is if you will not be sub-contracting any portion of the contract

• Section 3 Self Performing Justification:

• Must provide a thorough explanation of how you will be fulfilling all aspects of the contract.

• How you will utilize all of your own resources, i.e., equipment, supplies, material, and/or employees. You cannot claim self-performance for individuals that receive a 1099, unlike your employees who receive W2’s.

• Section – Affirmation must be signed and dated by the responsible respondent

PAR’S PROGRESS ASSESSMENT REPORT &

OTHER REMINDERS

• By signing the affirmation:

• “Respondent understands if awarded any portion of the contract: The Prime

Contractor must submit monthly compliance reports (Progress Assessment Report (PAR) to the agency verifying its compliance with the HSP. PAR is required as a condition of payment along with the invoice. “

• Must be emailed to TWCHUBInfo@twc.texas.gov and is due before the 5th of each month.

• Modifications to the HSP after award –

• Respondent must contact TWC HUB department prior to making any modifications to the HSP. The HUB department must approve any modification before the vendor may act upon them. Failure to adhere to these requirements is a breach of contract and include a debarment from all state contracting!

• Questions on the HUB component please contact Patricia Campos or Sonya Thulin at the following: TWCHUBINFO@twc.texas.gov

TOP REASONS FOR DISQUALIFICATIONS

You did the work, so you want TWC to read it! Make sure you check these things:

1. Have you contacted anyone other than the point of contact?

2. Do you meet the minimum qualifications?

3. Did you complete (and sign) your HUB plan?

4. Are all required forms included? Are the forms named correctly?

5. Did you sign your response?

6. Did you submit your response to the TWC Procurement Portal?

7. Did you submit your response timely?

QUESTIONS

• Reference RFP Section number and Document name with your submitted question.

• Submit additional RFP questions by November 06, 2025, 5:00 PM CT to the

TWC Procurement Portal

• HUB Subcontracting Plan(HSP) courtesy review requests should be submitted:

• Via email to TWCHUBINFO@twc.texas.gov. by November 6, 2025, 5:00 PM CT

• E-mail Subject Line: HSP Courtesy Review, No. 3202500192

• Any changes or additional information regarding this RFP will be posted to the TWC Procurement Portal and the ESBD as an addendum.

• It is the responsibility of Respondents to monitor the ESBD and the TWC Procurement Portal for addenda.

• Submit your Response to the TWC Procurement Portal by January 21 , 2026 10:00 AM CT

All questions and inquiries, other than HUB questions must be sent to :

TWC Procurement Portal

Thank you for attending today’s

Pre-Proposal Conference!