ESBD_471708_1766177369956_Attachment 2 to Addendum 2.pdf
PDF 140 KB Posted
- Attached to
- WIC Multi-media Program
- Solicitation number
- HHS0016182
- Issued by
- Texas
About this file
This document contains responses to bidder questions for the Texas Health and Human Services Commission (HHSC) WIC Multi-media Solicitation (HHS0016182), issued as Attachment 2 to Addendum 2. The solicitation seeks one or more contractors to provide comprehensive multimedia production services for the WIC Program, including digital video production, internet content creation, scriptwriting, talent acquisition, event management, e-learning development, and captioning services. All service capabilities listed in the Scope of Work (Exhibit C) must be addressed in base proposals, though specific requirements for audience research, message testing, event types, video content, and craft services will be detailed in individual Work Order Requests. HHSC will approve staff per Work Order rather than for the full contract term, and staff substitutions are permitted during Work Order periods. The proposal submission deadline is January 7, 2026, with evaluation expected from January through February 2026 and anticipated contract award in April 2026, with contract performance commencing in May 2026. The initial contract term is one year with HHSC holding options to extend for up to four additional years plus a potential one-year transition period.
Pricing must consist of all-inclusive hourly labor rates that encompass labor, materials, tools, supplies, equipment, and personnel costs, with respondents limited to the labor categories specified in Exhibit D. The total compensation for Work Orders shall not exceed $8,750,000, though HHSC reserves the right to increase this amount if additional funding becomes available. Evaluation criteria are weighted 35% for qualifications and experience (requiring minimum 10 years of business experience in multimedia services), 35% for project work plan, and 30% for cost, with awards made to the respondent offering best value rather than necessarily the lowest cost. A mandatory HUB (Historically Underutilized Business) Subcontracting Plan is required. HHSC makes no guarantee of volume, usage, or total compensation to any contractor, with the contract subject to appropriations and continuing availability of funds. The solicitation permits eligible vendors, including any incumbent contractor, to submit proposals. No offshore work is permitted, though remote work arrangements will be specified in individual Work Orders based on project requirements.
View the file
Other files
Show all 21
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
PCS 134 HHS Responses to Questions
Effective Date 06/26/2015 Page 1 of 8 Reviewed Date 09/18/2025
Solicitation Title: WIC Multi-media
Solicitation Number: HHS0016182
# Reference Question Response
1.
Exhibit C, Section 2.1, Page 3
Should all multimedia service capabilities listed in Exhibit C be addressed in the base proposal, or only when responding to specific Work Orders?
All service capabilities must be addressed in the base proposal.
As stated in Section 5.1.2 (Project Work Plan) of the Solicitation, “Respondents must describe their proposed processes and methodologies for providing all components of the Scope of Work described in Exhibit C, 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.”
2.
Exhibit C, Section 2.1(c), Page 3
Will HHSC require audience research and message testing for every campaign, or only when specified in the Work Order?
HHSC will require audience research and message testing only when specified in a work order.
3.
Exhibit C, Scope of Work, Section 2.1.d states that contractors must “manage events which include, but is not limited to, talent acquisition, develop event programs, and create event materials.” Can HHSC clarify what type of events the contractor might manage? Are they in person or webinars?
Work Order specific requirements will be set forth in each Work Order Request. Requirements may include but are not limited to: in person or virtual events, potential webinars, video production casting, focus groups as applicable.
Effective Date 06/26/2015 Page 2 of 8 Reviewed Date 09/18/2025
# Reference Question Response
4.
Can HHSC please clarify what types of videos, e-learning materials, and training courses the bidder is expected to develop? Are there existing examples you could provide?
The specific types of videos, e-learning materials, and training courses will be defined in each Work Order Request. Examples of prior video content may be viewed on Healthy Texas Kids YouTube channel and other HHSC e-learning resources available through the Texas HHSC YouTube Channel or TexasWIC.ORG.
5.
Exhibit C, Section 2.1(i), Page 4
Does HHSC provide a standard talent release form, or is the Contractor expected to provide one? HHSC will provide the talent release form. Work Order specific requirements will be set forth in each Work Order Request.
6.
Exhibit C, Section 2.2, Page 4-5
Will HHSC approve staff per project/Work Order or approve a general staffing roster for the full contract?
HHSC will approve staff per Work Order Request.
7.
Exhibit C, Section 2.2, Page 4-5
Are staff substitutions allowed during a Work Order period, and do they require prior approval each time?
Staff substitutions are allowed during a Work Order period but may be approved after the Work Order is awarded.
Prior approval is not required for every staff substitution if no Work Order is in place.
8.
Exhibit C, Section 2.3, Page 5
Please clarify what types of craft services are required (food, beverages, or technical crew support). Work Order specific requirements will be set forth in each
Work Order Request.
9.
Exhibit C, Section 2.4, Page 5
Besides English and Spanish, what additional languages has HHSC historically required for captioning?
Work Order specific requirements will be set forth in each Work Order Request. At this time, HHSC has only done English and Spanish.
10.
2.6, Page 6
For the 10 business-day script review requirement, will HHSC allow expedited reviews for urgent timeline projects?
Yes, HHSC will allow expedited reviews as needed. Work Order specific requirements will be set forth in each Work Order Request.
https://www.youtube.com/channel/UCIPSFh-iUyxBK2UpAWm9d4w https://www.youtube.com/TexasHHSC https://www.youtube.com/TexasHHSC https://www.texaswic.org/
Effective Date 06/26/2015 Page 3 of 8 Reviewed Date 09/18/2025
11.
Exhibit C, Section 3.1(d), Page 6-7
Can HHSC provide an example or template of the “final report” required at the end of each campaign?
Work Order specific requirements will be set forth in each Work Order Request. HHSC will provide detailed instructions in each Work Order Request.
12.
3.1(e), Page 7
Do raw files need to be delivered in original proprietary formats (e.g., Adobe project files), or only final exported masters?
Work Order specific requirements will be set forth in each Work Order Request. Typically, HHSC requests the MP4 and SCORM files. HHSC may request MS Word, .INND or final files. We may also request for the RAW files or final Deliverables.
13.
3.2(c), Page 7
Should all electronic materials meet WCAG 2.1 AA in addition to TAC 206/213, or only state minimum requirements?
Work Order specific requirements will be set forth in each Work Order Request.
14.
3.4, Page 7-10
What is the typical timeframe Contractors will be given to submit responses after receiving a Work Order Request?
Work Order specific requirements and due dates will be set forth in each Work Order Request.
Effective Date 06/26/2015 Page 4 of 8 Reviewed Date 09/18/2025
15.
Exhibit C, Section 3.4.1, Page 8
Will Work Orders always be evaluated on best value, or can cost sometimes be weighted higher?
As stated in Section 4.1 (Conformance with State Law) of the Solicitation, “Solicitation Responses shall be evaluated in accordance with Texas Government Code 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”.
As stated in Section 3.4.4 (Work Order Response Evaluation and Work Order Award) of Exhibit C, Scope of Work, “HHSC will evaluate all Work Order Responses that meet the screening requirements set out in Subsection (C) of Section 3.4.2 (Competitive Process), and select the Work Order Response offering the best value using the evaluation criteria identified in the Work Order Request. See Section (E)(1) of Exhibit I, Work Order Request-Response Form, for an example of WO evaluation criteria.
16.
3.4.5, Page 10-11
Can HHSC clarify if exceptions are allowed to the requirement to begin work within 7 calendar days?
No, exceptions are not allowed.
17.
RFP Article 4.2.2(a), Page 20
Can HHSC confirm whether combined experience across parent/subsidiary companies is acceptable toward the 10-year requirement? Yes, refer to Attachment 1 to Addendum 2.
Effective Date 06/26/2015 Page 5 of 8 Reviewed Date 09/18/2025
18.
Exhibit D, Cost Proposal
Should equipment rentals or purchases be included in the hourly labor rates, or listed separately in Work Orders?
See RFP section 7.1 - The cost proposal provided is for the Goods and/or Services as specified in this Solicitation and shall include all labor, materials, tools, supplies, equipment, and personnel, including but not limited to, travel expenses, associated costs, and incidental costs necessary to provide the products and Services according to the minimum specifications, requirements, provisions, terms, and conditions set forth in this RFP.
As stated in, Exhibit D, Cost Proposal note 3, Respondent’s proposed all-inclusive hourly rates are for the Goods and/or Services as specified in the Solicitation and shall include all labor materials, tools, supplies, equipment, and personnel, including but not limited to, travel expenses, associated costs and incidental costs necessary to provide the products and Services according to the minimum specifications, requirements, provisions, terms, and conditions set forth in the Solicitation.
19.
RFP, Section 3.1, Page, 10
Would the HHSC consider extending the submission deadline by two weeks to allow for a more robust and comprehensive response? Yes, refer to Attachment 1 to Addendum 2.
20.
Throughout Exhibit C, Scope of Work, there are several references to “the campaign.” Can HHSC clarify whether a new campaign is in development? Or will these materials support an existing campaign? If so, which existing campaign will the materials and videos be developed for (e.g., Stronger with WIC)?
HHSC develops campaigns based on current and emergent public health needs. Work Order specific requirements will be set forth in each Work Order Request.
21.
RFP Is there an incumbent currently performing this work/similar work? If so, could you please provide the incumbent's name, current contract number, duration, historical level of effort, and contract value?
An open records request may be submitted through the HHSC Open Records Policy and Procedures and can be found at: Open Records Policy and Procedures | Texas Health and Human Services
Email the request to:
OpenRecordsRequest@hhs.texas.gov https://www.hhs.texas.gov/about/contact-us/open-records-policy-procedures https://www.hhs.texas.gov/about/contact-us/open-records-policy-procedures mailto:OpenRecordsRequest@hhs.texas.gov
Effective Date 06/26/2015 Page 6 of 8 Reviewed Date 09/18/2025
22.
Is there an incumbent for this work? Does HHSC currently work with a creative agency or video production company?
An open records request may be submitted through the HHSC Open Records Policy and Procedures and can be found at: Open Records Policy and Procedures | Texas Health and Human Services
Email the request to:
OpenRecordsRequest@hhs.texas.gov
23.
RFP Is the incumbent eligible to submit a proposal under this RFP? Yes, all eligible vendors are permitted to submit a proposal under this competitive procurement.
24.
RFP What is the place of performance for this work?
This will depend on the project. Some travel across the state may be required and that will be dependent on the Work Order specifications.
25.
RFP Will remote work be permitted under this contract? Work Order-specific requirements such as remote work and in-person need, will be set forth in each Work Order Request. The Contractor is to manage their staff per the requirements set in each Work Order Request.
26.
RFP Is offshore work allowed for any portion of the engagement?
No. As stated in Section 6.1 (Use of State Property) of Exhibit B, HHS Uniform Terms and Conditions – Vendor Version 3.4 of the Solicitation, “Contractor shall not remove State Property from the continental United States. In addition, Contractor may not use any computing device to access System Agency’s network or e-email while outside of the continental United States.”
27.
Will HHSC be providing subject matter experts to help create the content for any training developed by the contractor?
Yes. HHSC will provide subject matter experts to work closely with the contractor to develop content and review all scripts, content and media.
28.
Can bidders propose additional labor categories/personnel, beyond those listed in Exhibit D?
No, refer to Note 1 of Exhibit D, Cost Proposal, of the Solicitation.
https://www.hhs.texas.gov/about/contact-us/open-records-policy-procedures https://www.hhs.texas.gov/about/contact-us/open-records-policy-procedures mailto:OpenRecordsRequest@hhs.texas.gov
Effective Date 06/26/2015 Page 7 of 8 Reviewed Date 09/18/2025
29.
Under 5.1.3 Qualification, Experience, and Key Staffing Profile, the RFP states that “respondents must provide key staffing profiles and resumes for all key staff who will be responsible for the performance of the Services requested under this Solicitation.” Can the bidder determine which staff will be considered key? Or is each staff member listed in section 2.2 (Staff Requirements) of Exhibit C, Scope of Work considered key?
Yes, the bidder can determine the key staff based on the project.
30.
Submission method and components:
For Submission Option #1 (USB) and Submission Option #2 (Online Bid Room) in Section 3.6.2, may Respondents use Option #2 exclusively, and are there any file size or format limitations in the Online Bid Room not already specified (e.g., maximum PDF/Excel size, naming conventions)?
Yes, either Option #1 or #2 must be used for submitting a Solicitation Response.
As stated in Section 3.6.3 (Submission Checklist) of the Solicitation, “The Solicitation Response must be submitted using one of the approved methods identified in Section 3.6, (Solicitation Response Submission and Delivery).
The maximum file size for each attachment is 250 MB (250 megabytes). For Solicitation Responses that include larger attachments, Respondents must use other options such as mail or hand-delivery. Respondents may upload documents in Microsoft Word, Microsoft Project, PDF, JPEG, Microsoft Excel and XML file formats.
31.
HUB Courtesy Review date discrepancy:
Section 6.8 notes the HUB courtesy review due date as January 9, 2026 at 5 PM Central Time, while Section 3.1 lists a Courtesy HSP review deadline of December 19, 2025 at 5:00 PM Central Time. Which date is correct for requesting the courtesy review?
Refer to Attachment 1 to Addendum 2, of the Solicitation.
Effective Date 06/26/2015 Page 8 of 8 Reviewed Date 09/18/2025
32. Public Information Act Copy specifics:
Section 8.1.5 requires a redacted Public Information Act Copy. Can HHSC confirm whether embedded hyperlinks or appendices containing sensitive info must also be redacted within the PIA copy, and whether a redaction log beyond the adjacent statutory citation is required?
A redaction log is not required. Any PIA copy submitted with a Solicitation Response shall be submitted in accordance with Section 8.1.5 (Public Information Act
- Respondent Requirements Regarding Disclosure) of the Solicitation.
For more information concerning the types of information that may be withheld under the PIA or questions about the PIA, please refer to the most current Public Information Act Handbook published by the Office of the Texas Attorney General or contact the attorney general’s Open Government Hotline at (512) 478-OPEN (6736) or toll-free at (877) 673-6839 (877-OPEN TEX).
To access and download the current Public Information Act Handbook, please visit the attorney general’s website at www.texasattorneygeneral.gov.
33.
Can HHSC confirm that the IP indemnification waiver in Section 8.1.6 applies only to proposal materials submitted during the procurement process and does not apply to Contractor work products, proprietary tools, or licensed content used during contract performance?
Yes, HHSC can confirm that Section 8.1.6, Respondent Waiver – Intellectual Property of the RFP, applies only to the materials received in response to the submission.
However, any resulting contract is subject to Exhibit B, HHS Uniform Terms and Conditions. Therefore, ARTICLE V, Intellectual Property, of Exhibit B, will apply during Contract Term.
34.
Can HHSC clarify whether the $8,750,000 total compensation amount in Section 2.2.3 applies per awarded Contractor or is shared collectively across all Contractors selected under this RFP?
The total amount stated in Section 2.2.3 (Historical Compensation) of the Solicitation is the historical compensation amount based on any one or all cumulative Work Orders under the historical contract.
As stated in Section 2.3 (No Guarantee of Volume, Usage, or Compensation) of the Solicitation, “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.
File details come from the government source that posted it. Updated .