ESBD_474656_1768428364583_Attachment 1 to Addendum 2_ Pre-Proposal Conference and HSP Training Attendee Report.pdf

Pre-proposal Conference and HSP Training

DFPS – Child Protective Post Adoption Services Request for Proposal No. HHS0016376 January 14, 2026 @ 11:00 am

Version 1.20 Revision Date 10/10/2023

Introductions

Speakers

• Rene Perez, HHSC PCS Point of Contract

• Sherice Williams, DFPS HUB Coordinator

Topics

• Communication

• Procurement Background

• Schedule of Events

• Procurement Access and Submission Requirements

• Proposal Screening and Evaluations

• Vendor Questions and Reminders

• HUB Subcontracting Plan (HSP) Training

Communication

Sole Point of Contact

All requests, questions, and other communication about the RFP must be made in writing to:

Rene Perez, CTCD, CTCM HHSC Contract Specialist 1100 W. 49th Street, Mail Code 2020 Austin, TX 78756 Email: rene.perez03@hhs.texas.gov

• All communication related to the RFP must be directed to the sole point of contact, Rene Perez.

• All communications between Respondents and other HHS staff members concerning the RFP are strictly prohibited.

• Failure to comply with these requirements may result in disqualification of the Respondent’s proposal.

• Exceptions to the Sole Point of Contact (RFP Section 3.3.3):

The only exceptions to the Sole Point of Contact is the DFPS HUB Coordinator, Sherice Williams.

Should Respondents have questions regarding proper completion of the HUB Subcontracting Plan, (RFP Section 6.8) the HUB Coordinator maybe contacted at sherice.williams47@dfps.texas.gov.

mailto:sherice.williams47@dfps.texas.gov

Procurement Background The Texas Department of Family and Protective Services (DFPS) is seeking to procure services that will assist the agency in its efforts to provide support for children and youth formerly in Child Protective Services (CPS) conservatorship who have been legally adopted, and their families, in a manner that preserves the family unit by providing quality services that meet the family needs.

Schedule of Events Event Date/Time

Deadline for Submitting Questions or Request for Clarification

January 15, 2026, at 10:30 a.m. Central

Time (CT)

Deadline for Courtesy HSP Review January 16, 2026, by 5:00 p.m. CT

Tentative Date to Post Answers to Questions on ESBD January 22, 2026

Deadline for Submission of Solicitation Responses January 29, 2026, at 10:30 a.m.

Evaluation Period February 2026

Anticipated Notice of Award April 2026

Anticipated Contract Start Date September 2026

Procurement Access

HHSC will post all official communication regarding this RFP on the following website, including the Notice of Award:

Texas ESBD website at http://www.txsmartbuy.com/esbd

HHSC reserves the right to cancel this RFP, or to make no award if it determines such action is in the best interest of the State. HHSC may, in its discretion, reject any and all proposals or portions thereof.

Note: Google Chrome is recommended when navigating the Electronic State Business Daily (ESBD) website.

http://www.txsmartbuy.com/esbd

Procurement Access State of Texas ESBD Webpage

• The RFP and official materials are posted to the State of

Texas ESBD webpage at:

https://www.txsmartbuy.gov/esbd/HHS0016376

• It is the responsibility of the Respondent to periodically check the ESBD website.

• All addenda, modifications, and changes to the schedule of events will be posted on ESBD website.

Note: Google chrome is recommended when navigating the Electronic State Business Daily (ESBD) website.

https://www.txsmartbuy.gov/esbd/HHS0016376

Submission Requirements Submission Options

Option 1 - USBs Option 2-Online Bid Room

Overnight/Express/Priority Mail Hand Delivery HHS Online Bid Room

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

See Exhibit J, HHS Online Bid Room https://hhs.texas.gov/doin g-business-hhs/contracting-hhs/hhs-online-bid-room https://hhs.texas.gov/doing-business-hhs/contracting-hhs/hhs-online-bid-room https://hhs.texas.gov/doing-business-hhs/contracting-hhs/hhs-online-bid-room https://hhs.texas.gov/doing-business-hhs/contracting-hhs/hhs-online-bid-room https://hhs.texas.gov/doing-business-hhs/contracting-hhs/hhs-online-bid-room https://hhs.texas.gov/doing-business-hhs/contracting-hhs/hhs-online-bid-room https://hhs.texas.gov/doing-business-hhs/contracting-hhs/hhs-online-bid-room https://hhs.texas.gov/doing-business-hhs/contracting-hhs/hhs-online-bid-room https://hhs.texas.gov/doing-business-hhs/contracting-hhs/hhs-online-bid-room https://hhs.texas.gov/doing-business-hhs/contracting-hhs/hhs-online-bid-room https://hhs.texas.gov/doing-business-hhs/contracting-hhs/hhs-online-bid-room https://hhs.texas.gov/doing-business-hhs/contracting-hhs/hhs-online-bid-room

Items to submit for a RESPONSIVE response:

A. Solicitation Response and Respondent Information

1. Narrative Proposal and Project Work Plan (Section 5.1and Exhibit L) SC

2. Company Information (Section 6.1) SC

3. Right to Transact Business in Texas (Section 6.2) AC

4. References (Section 6.3) AC

5. Major Subcontractor Information (Section 6.4) SC

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. Dun and Bradstreet Report (Section 6.6.1) AC

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

11. Federal Assurances Non-Construction Programs (Section 6.5, Exhibit M) AC

13. Federal Lobbying Certification (Section 6.5, Exhibit N) AC

B. Cost Proposal (Article VII and Exhibit I) SC

C. HUB Subcontracting Plan (Section 6.8 and Exhibit G) SC

Submissions must be received by HHSC no later than:

Thursday, January 29, 2026, by 10:30 a.m. CT

Proposal Screening & Evaluation

Evaluation and Award Process

• Initial Screening of Minimum Qualifications (see RFP Section 4.2.2).

• Responses which meet the Minimum Qualifications (see RFP Section 4.2.5) shall be consistently evaluated and scored in accordance with the evaluation criteria per Exhibit H, Evaluation Tool.

Vendor Questions

• All questions must be submitted in writing to the Sole Point of Contact at: rene.perez03@hhs.Texas.gov

• Refer to RFP Section 3.3.4 (Solicitation Questions), for the format of submitting questions.

• Do not submit in PDF, do not password protect.

• Reminder: All additional questions, requests for clarification, etc., are due in writing no later than January 15, 2026, by 10:30 a.m. CT.

mailto:rene.perez03@hhs.Texas.gov

Reminders

• Read the RFP thoroughly and include all required documents.

• Deadline to Submit Questions: January 15, 2026, by 10:30 a.m.

CT.

• Tentative Date Responses to Questions Posted on ESBD: January 22, 2026.

• Deadline for HSP Courtesy Review: January 16, 2026, by 5:00 p.m.

CT.

• Deadline for Submission of Solicitation: January 29, 2026, by 10:30 a.m. CT.

• Late submissions will not be considered.

Closing Comments

• Respondents are responsible for meeting the RFP requirements, including any addenda.

• Respondents must check the ESBD webpage frequently for any addendum that may have been added to this solicitation.

• All Addenda must be signed and submitted with the original response.

• Vendor questions and answers will be posted to the ESBD webpage.

Thank you

Historically Underutilized Business (HUB)

HUB Subcontracting Plan (HSP) Training

Agenda

1. HSP Method Options

2. Required HSP Pages

3. Method V: Self Performing

4. GFE Attachment A

5. GFE Attachment B

6. Additional Subcontracting Information

7. Special Reminders

8. HUB Contact Information

Responses that do not include a completed HSP shall be

Rejected pursuant to:

TGC §2161.252(b) and

34 TAC 20.285

https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=20&rl=285 https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=20&rl=285

HSP Method Options

Subcontracting Method Options

Subcontracting Method Definition

I: All VetHUB(s) Utilizing only Texas certified VetHUB(s). See GFE Attachment A.

II: Mentor-Protégé Relationship Utilizing an approved M/P agreement. See GFE Attachment B.

III: Solicitation Method Subcontracting utilization goal not met. See GFE Attachment B:

Contact 3+ HUBs & 2 trade organizations in writing.

IV: Self Performing Contractor performs all work with own resources. No GFE Attachment.

Method IV: Section 3

• The Prime contractor performs ALL work-related activities

Equipment Materials Supplies

Transportation Delivery W-2 Employees

Agency may request additional information.

GFE Attachment A

1. Contractor Name / Solicitation #

2. Subcontracting Opportunity

3. Subcontractor Selection

a. Company Name

b. TX HUB: Y/N

c. TX VID or Federal EIN #

d. % & $:

*“TBD” is NOT acceptable

Method I or III:

GFE Attachment B -

Written Notices:

*Minimum 7 Working days.

*Supporting documents (email, fax, etc.).

Method II or IV:

• 3+ "Active" Certified HUBs

• 2 Trade Org./Bus. Development Centers

GFE Attachments B -

Method II or IV:

a. Company Name

b. Texas Certified HUB (Y) or (N)

c. Texas VID or Federal EIN #

d. % & $

• Note “TBD” is NOT acceptable

*Please provide justification for all Non-HUB Subcontractors

1. Contractor Name / Solicitation #

2. Subcontracting Opportunity

3. Subcontractor Selection

Additional Information

Subcontracting method options, I-IV require:

• HUB Vendor Profiles on CMBL/HUB Directory

i. HUB’s VID#

ii. Contact information

iii. “A” = Active status

iv. Expiration date

• Written GFE notification (Method IV only)

1. Sent emails

2. Certified Letters

3. Fax logs *7 business days to respond 28

Special Reminders

Review HSP Checklist for guidance.

Choose an HSP method & provide documentation.

The Commodity Book is the only resource for NIGP or class/item codes.

The CMBL/HUB Directory is a resource to seek out certified active Texas HUBs.

HSP Courtesy Reviews are available upon written request.

No HSP changes are allowed until after contract award.

https://mycpa.cpa.state.tx.us/commbook/ https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do

HUB Coordinator Contact Information sherice.williams47@dfps.texas.gov mailto:sherice.williams47@dfps.texas.gov

Thank you

1. Summary

Meeting title

HHS0016376 - Child Protective Post Adoption Services

Registration page views 8 Registered participants 8 Canceled registrations 0 Attended participants 14 Start time 1/14/26, 10:55:32 AM End time 1/14/26, 11:42:39 AM Meeting duration 47m 6s Average attendance time 30m 37s

2. Participants Name First Join Last Leave In-Meeting Duration Email Participant ID (UPN) Role Registration First Name Registration Last Name Registration Email Registration Time Registration Status Chester,Katrina S (HHSC) 1/14/26, 10:57:26 AM 1/14/26, 11:42:24 AM 44m 58s Katrina.Chester@hhs.texas.gov Katrina.Chester@hhs.texas.gov Organizer Rae Beaudry 1/14/26, 10:55:36 AM 1/14/26, 11:42:25 AM 46m 49s rbeaudry@endeavors.org rbeaudry@endeavors.org Attendee Rae Beaudry rbeaudry@endeavors.org 1/14/26, 10:17:56 AM Registered Perez,Rene (HHSC) 1/14/26, 10:56:30 AM 1/14/26, 11:42:39 AM 46m 8s Rene.Perez03@hhs.texas.gov Rene.Perez03@hhs.texas.gov Presenter Terry Haslett 1/14/26, 10:56:48 AM 1/14/26, 11:09:53 AM 13m 4s thaslett@endeavors.org thaslett@endeavors.org Attendee Terry Haslett thaslett@endeavors.org 1/13/26, 12:41:36 PM Registered Williams,Sherice (DFPS) (Externa 1/14/26, 10:57:03 AM 1/14/26, 11:42:31 AM 45m 28s Sherice.Williams47@dfps.texas.gov Sherice.Williams47@dfps.texas.gov Presenter Jake Powell 1/14/26, 10:59:10 AM 1/14/26, 11:42:27 AM 30m 15s tjpowell@endeavors.org TJPowell@endeavors.org Attendee Jake Powell tjpowell@endeavors.org 1/08/26, 11:37:02 AM Registered Yanery Rodriguez 1/14/26, 10:59:29 AM 1/14/26, 11:42:26 AM 42m 57s yjrodriguez@endeavors.org yjrodriguez@endeavors.org Attendee Yanery Rodriguez yjrodriguez@endeavors.org 1/08/26, 1:09:37 PM Registered Thomas (Tommy) Lodge 1/14/26, 10:59:44 AM 1/14/26, 11:42:28 AM 42m 43s thlodge@endeavors.org THLodge@endeavors.org Attendee Thomas Lodge thlodge@endeavors.org 1/08/26, 11:33:10 AM Registered Stephanie Malek 1/14/26, 11:01:00 AM 1/14/26, 11:09:25 AM 8m 24s stmalek@endeavors.org STMalek@endeavors.org Attendee Stephanie Malek Stephanie Malek stmalek@endeavors.org 1/14/26, 10:59:45 AM Registered Ta'Roy Stewart 1/14/26, 11:05:47 AM 1/14/26, 11:42:25 AM 36m 38s Tstewart@armswide.org Tstewart@armswide.org Attendee TaRoy Stewart tstewart@armswide.org 1/14/26, 11:04:41 AM Registered Gabriela O (Unverified) 1/14/26, 11:07:02 AM 1/14/26, 11:30:56 AM 23m 54s Attendee Gabriela Ortiz gortiz@rainbowoflove.org 1/14/26, 11:04:04 AM Registered Lynn (Pen) Anderson 1/14/26, 11:08:06 AM 1/14/26, 11:42:34 AM 34m 28s landerson@armswide.org landerson@armswide.org Attendee TaRoy Stewart tstewart@armswide.org 1/14/26, 11:04:41 AM Registered DeJuana Jernigan 1/14/26, 11:14:00 AM 1/14/26, 11:17:00 AM 2m 59s djernigan@armswide.org djernigan@armswide.org Attendee TaRoy Stewart tstewart@armswide.org 1/14/26, 11:04:41 AM Registered Gabriela O (Unverified) 1/14/26, 11:32:39 AM 1/14/26, 11:42:28 AM 9m 48s Attendee Gabriela Ortiz gortiz@rainbowoflove.org 1/14/26, 11:04:04 AM Registered

3. In-Meeting Activities Name Join Time Leave Time Duration Email Role Chester,Katrina S (HHSC) 1/14/26, 10:57:26 AM 1/14/26, 11:42:24 AM 44m 58s Katrina.Chester@hhs.texas.gov Organizer Rae Beaudry 1/14/26, 10:55:36 AM 1/14/26, 11:42:25 AM 46m 49s rbeaudry@endeavors.org Attendee Perez,Rene (HHSC) 1/14/26, 10:56:30 AM 1/14/26, 11:42:39 AM 46m 8s Rene.Perez03@hhs.texas.gov Presenter Terry Haslett 1/14/26, 10:56:48 AM 1/14/26, 11:09:53 AM 13m 4s thaslett@endeavors.org Attendee Williams,Sherice (DFPS) (Externa 1/14/26, 10:57:03 AM 1/14/26, 11:42:31 AM 45m 28s Sherice.Williams47@dfps.texas.gov Presenter Jake Powell 1/14/26, 10:59:10 AM 1/14/26, 11:14:06 AM 14m 56s tjpowell@endeavors.org Attendee Jake Powell 1/14/26, 11:27:08 AM 1/14/26, 11:42:27 AM 15m 19s tjpowell@endeavors.org Attendee Yanery Rodriguez 1/14/26, 10:59:29 AM 1/14/26, 11:42:26 AM 42m 57s yjrodriguez@endeavors.org Attendee Thomas (Tommy) Lodge 1/14/26, 10:59:44 AM 1/14/26, 11:42:28 AM 42m 43s thlodge@endeavors.org Attendee Stephanie Malek 1/14/26, 11:01:00 AM 1/14/26, 11:09:25 AM 8m 24s stmalek@endeavors.org Attendee Ta'Roy Stewart 1/14/26, 11:05:47 AM 1/14/26, 11:42:25 AM 36m 38s Tstewart@armswide.org Attendee Gabriela O (Unverified) 1/14/26, 11:07:02 AM 1/14/26, 11:30:56 AM 23m 54s Attendee Lynn (Pen) Anderson 1/14/26, 11:08:06 AM 1/14/26, 11:42:34 AM 34m 28s landerson@armswide.org Attendee DeJuana Jernigan 1/14/26, 11:14:00 AM 1/14/26, 11:17:00 AM 2m 59s djernigan@armswide.org Attendee Gabriela O (Unverified) 1/14/26, 11:32:39 AM 1/14/26, 11:42:28 AM 9m 48s Attendee