ESBD_480458_1772567427842_PCS 137 IFB HHS0016249 DRTS Advanced Funds .pdf

PCS 137 - SERVICES

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Stephanie Muth, Executive Commissioner

Invitation for Bids (IFB) for

Advanced Funds Disbursement

IFB No. HHS0016249

NIGP Class/Item No(s): 946-11 Financial Services

Procurement Schedule - All Times are Central Time Reference Section 2 for further information

IFB Date Posted to ESBD March 3, 2026

Questions or Clarifications Submission Deadline March 12, 2026

Responses to Questions or Clarifications - Addendum posted on the ESBD

March 18, 2026

Response Deadline: Responses to this IFB must be received April 2, 2026, 10:30 AM

Anticipated Contract Start Date Upon Execution

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Table of Contents 1 Introduction and Purpose of IFB

1.1 Authority

1.2 Historical Monetary Value

1.3 No Guarantee of Volume, Usage or Compensation

1.4 Negotiation, Exceptions or Assumptions

1.5 IFB Components

2 Procurement Schedule

3 Withdrawal or Amendment of Response

4 HHSC Overview

5 Definitions

6 General IFB Information

6.1 Sole Point of Contact and Communications

6.2 Exception to the Sole Point of Contact

6.3 Binding Offer Period

6.4 Costs Incurred

6.5 Changes, Modifications and Cancellation

6.6 Ambiguity, Conflict, Discrepancy

6.7 IFB Questions or Clarifications

6.8 Notification of Addenda or Cancellation

6.9 Pre-Bid Meeting ADA Accommodations

7 Scope of Work (SOW)

7.1 Scope of Services to be Performed

8 HUB Subcontracting Plan (HSP) Requirements

8.1 HUB Subcontracting Plan (HSP)

8.2 Courtesy Review of HSP

9 Pricing Information

9.1 Pricing Structure

9.2 Price Adjustments

10 Changes to The Contract

11 Contract Term

11.1 Term of Contract

11.2 Initial Contract Term:

11.3 Renewal Option(s)

11.4 Extension Option

12 Contract Administration/ Purchase Order Administration

12.1 Contract Manager/Program Lead

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12.2 Performed Services Monitoring

12.3 Performance Reporting

12.4 Contractor Response to Notification of Non-Material Deficiency

12.5 Corrective Action Plan (The Plan)

12.6 Performance Issues

12.7 Public Information Act – Bidder Requirements Regarding Disclosure

12.8 Bidder Waiver – Intellectual Property

13 Invoicing and Payment

13.1 Bill-to Address

13.2 Invoice Information

13.3 Payment

13.4 Invoice Submission

13.5 Disputed Invoice(s)

14 Insurance Requirements

14.1 Specific Insurance Requirements

14.2 Alternative Insurability

15 Screening of Responses

15.1 Administrative Screening

15.2 Irregularities

16 Evaluation

16.1 Evaluation of Responses

16.2 Conformance with State Law for Evaluation

16.3 Specific Evaluation Criteria

17 Award

18 Standards of Conduct for Vendors

19 Disclosure of Interested Parties

20 Protest Procedures

Appendix A – Submission Instructions and Response Checklist

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1 Introduction and Purpose of IFB

The Texas Health and Human Services Commission (HHSC) is an agency within the Texas Health and Human Services (HHS) system. The Procurement and Contracting Services (PCS) division of HHSC administers IFBs for HHS.

HHSC PCS is seeking competitive bids to establish contract(s) for advanced funds disbursement to clients.

Both HHS Agencies, HHSC and DSHS, will be entitled to use any Contract awarded as a result of this IFB.

To be considered for award, Bidders must submit a comprehensive Response which includes all required information and documentation as outlined in this IFB to ensure the Bidder meets all requirements, possesses the required experience and qualifications, and has the capacity to provide the services described in this IFB. See Appendix A, Submission Instructions and Response Checklist.

1.1 Authority

[HHSC is soliciting the services stated in this IFB under Chapter 32 of TEX. HUMAN RESOURCES code, Title 1 Tex. Admin. Code (TC) Chapter 380, Title XIX of the Social Security Act, and Title 42 Code of Federal Regulations (C.F.R) § 440.170(a)(3).

1.2 Historical Monetary Value

Historical spend for the same or similar services is $94,384.68 for the period annually.

1.3 No Guarantee of Volume, Usage or Compensation

HHS Agency does not guarantee any volume, usage, or compensation to be paid to any Contractor under any Contract resulting from this IFB. Additionally, all HHS Agency contracts are subject to appropriations, the availability of funds, and termination.

The estimated historical spend included in Section 1.2 is provided only as a guideline for preparing the pricing response and should not be construed as representing anticipated or actual quantities that will be required.

1.4 Negotiation, Exceptions or Assumptions

Negotiations are prohibited under the IFB procurement method under most circumstances, and even then, the scope of permissible negotiations is limited and may not result in a material change to the scope of work or specifications as advertised in this IFB.

Bidders should NOT submit exceptions to this IFB which could result in disqualification of a Response. No changes to a Response can be made after the submission deadline.

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No assumptions should be included in a Response. The inclusion of assumptions could result in disqualification of a Response. Instead, a Bidder should advance assumptions and seek clarification of a section of this IFB, any Exhibits or attachments, in the form and manner required in Section 6.7 IFB Questions or Clarifications.

1.5 IFB Components

This IFB includes the following items:

• PCS 137 IFB (this document)

• Exhibit A – HHS Solicitation Affirmations

• Exhibit B – PCS 111- Contract Affirmations, Data Use Agreement and HHS Uniform Terms and Conditions (UTCs)

• Exhibit B-1 – Attachment 2 - Security and Privacy Inquiry (SPI)

• Exhibit C – Pricing Sheet

• Exhibit D – Bidder Reference and Contractor Qualifications Form

• Exhibit E – HHS Online Bid Room Information

• Exhibit F – HHS Information Security Acceptable Use Policy

• Exhibit G – HHS Information Security Use Agreement

2 Procurement Schedule

The Procurement Schedule dates on the cover page of this IFB are subject to change. HHSC reserves the right to modify these dates at any time by issuing an addendum. Any events listed in the Procurement Schedule after the Response Deadline will occur at the discretion of HHSC.

Responses must be received by HHSC prior to the Response Deadline as indicated in the Procurement Schedule. Every Bidder is solely responsible for ensuring its Response is received by HHSC before the Response Deadline in accordance with all requirements regarding submission. HHSC is not responsible for lost, misdirected or late Responses.

By submitting a Response, the Bidder represents and warrants that the individual submitting the Response, inclusive of the documents made part of the Response, is authorized to sign on behalf of the Bidder, and to bind the Bidder under any Contract that may result from this IFB.

3 Withdrawal or Amendment of Response

Bidders may withdraw or amend their Responses at any time prior to the Response Deadline by e-mailing the point of contact listed in Section 6.1 (Sole Point of Contact and Communications).

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The e-mail subject line for withdrawal or response amendment should contain the IFB number as indicated on the cover page of this IFB. The Bidder is solely responsible for ensuring the email is received by HHSC before the Response Deadline. HHSC is not responsible for lost or misdirected e-mails.

4 HHSC Overview

The Health and Human Services Commission (HHSC) was created in 1991 to oversee and coordinate the planning and delivery of health and human services in Texas. It is established pursuant to Chapter 531, Texas Government Code and is responsible for oversight of Texas Health and Human Services agencies.

PCS administers the procurement process, which includes IFB announcement and publication, Bidder communications, receipt of Responses, screening of timely received responses, and facilitating the evaluation of qualified Responses. PCS, in coordination with each HHS program, manages the execution of the award, through issuance of Purchase Order(s) or other Contract document, resulting from this IFB.

Contractor understands that HHSC may enter into a secondary contract for the provision of Advanced Funds services. HHSC may activate the use of the secondary contractor if the primary contractor is in breach of contract or force majeure.

5 Definitions

Unless the context clearly indicates otherwise, throughout this IFB, the definition given to a term below applies whenever the term appears in this IFB, in any Response (Bid) submitted in response to this IFB, and in any Contract awarded as a result of this IFB. All other terms have their ordinary and common meaning.

a) Addendum – A written clarification or revision to this IFB issued by HHSC.

b) Bidder – The entity or individual that submits a response to this IFB. Includes anyone acting on behalf of the entity or individual that submits a response, such as an agent, employee, or representative. See also Respondent below.

c) Business Day - Any day except a Saturday, Sunday, or legal holiday listed in Texas Government Code §662.021.

d) Calendar Day - The 24-hour period that begins at midnight and ends 24 hours later at 11:59:59 p.m. To calculate a deadline to respond to a contract requirement, the day of the event that triggers the period is excluded. Saturdays, Sundays, and all holidays are considered Calendar Days. If the report due date falls on a weekend or federal holiday, the report falls on the next Business Day. The term "day" means Calendar Day unless otherwise specified in the contract.

e) Contract –The signed Purchase Order or Signature Document, the Uniform Terms and Conditions, Affirmations, along with any Attachments, Exhibits and any Amendments, http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.531.htm

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Purchase Orders, or work orders that may be issued by HHSC, to be incorporated by reference for all purposes as a result of this IFB.

f) Contractor - Each Bidder, business entity or individual, if any, awarded a Purchase Order or other Contract to provide the services or goods as a result of this IFB.

g) Contract Term – The period of time during which the Purchase Order or Contract is in effect from the start date through the end date and may include renewal or extension periods.

h) Debarment – An exclusion from contracting or subcontracting with state agencies on the basis of cause pursuant to Title 34, Part 1, Chapter 20, Subchapter G of the Texas Administrative Code, and the Federal System for Award Management (SAM).

i) Deliverables – The services or goods specified in this IFB and any resulting Contract that the Contractor shall perform or deliver to the HHS Agency.

j) Electronic State Business Daily (ESBD) - The electronic online directory, administered by the Comptroller of Public Accounts, Statewide Procurement Division (SPD), for publishing procurement opportunities which exceed $25,000 in total estimated value and for providing public notice of contract awards. The ESBD may be accessed through the CPA web site at: https://www.txsmartbuy.com/esbd.

Note: The Texas Comptroller of Public Accounts (CPA) recommends utilizing Google Chrome when navigating CPA websites.

k) Exhibit – A document, included as an attachment to this IFB, which provides terms and conditions, additional requirements and information related to this IFB.

l) HHS Agency - HHSC or any of the agencies of the State of Texas that are overseen by HHSC under authority granted under state law and the officers, employees, authorized representatives, and designees of those agencies. These agencies include: HHSC and the Department of State Health Services (DSHS), separately or combined. May also be referred to as System Agency.

m) IFB - This document, including all exhibits, attachments, appendices, or Addenda (if applicable). May also be referred to as Invitation for Bids.

n) NIGP (The National Institute of Governmental Purchasing (NIGP) Commodity Book) – The Class-Item numbering and descriptions used by state agencies to properly code services or products for a procurement.

o) Purchase Order – A legally enforceable agreement issued by HHSC indicating types, quantities, and agreed pricing for services and goods the Contractor will provide under any Contract resulting from this IFB.

p) Response – All information and materials submitted by a Bidder in response to this IFB.

May also be referred to as Bid or Bid Response.

q) Respondent – A term interchangeable with Bidder.

http://www.txsmartbuy.com/sp https://www.txsmartbuy.com/esbd

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r) Scope of Work – The description of requirements, services, specifications for goods which may be required, and deliverables as provided in this IFB and any resulting Contract which the Contractor is required to provide.

s) Subcontractor - Any entity or individual that enters into a contract with the Contractor to perform part or all of the obligations of the Contractor under the Contract.

t) Texas Identification Number (TIN) – The 11-digit identification number set up through the Texas Comptroller of Public Accounts which is required for any entity or individual to receive payment under a Contract with the State of Texas. Also known as Texas Payee ID Number. Further information regarding this number may be accessed via the CPA Fiscal Management TexPayment Resource web page at:

https://fmx.cpa.texas.gov/fm/pubs/payment/gen_prov/index.php?s=payee_numreq&p =payee_numreq.

u) Unit of Measure – The set unit of measure (UOM), included on the Pricing Sheet, used for payment of the services under the Contract or Purchase Order. May be hourly, daily, weekly, monthly, etc.

v) Unit Rate – The set rate per the unit of measure (UOM) used for payment of the services, included on the Price Sheet, under the Contract or Purchase Order. May be hourly, daily, weekly, monthly, etc.

w) Vendor – A business entity or individual that supplies services or goods and may be a potential Bidder to this IFB.

x) Frew- Refers to the class action lawsuit: Linda Frew, et. al., v Cecilie Erwin Young, et al., U.S. District Court, Eastern District of Texas, Sherman Division, Civil Action No.

3:993CV065; brought on behalf of children enrolled in Texas Medicaid through age 20.

6 General IFB Information

6.1 Sole Point of Contact and Communications

The HHSC PCS Sole Point of Contact for inquiries concerning this IFB is:

Taylor Naiser, CTCD

Procurement and Contracting Services Building

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

Taylor.Naiser@hhs.texas.gov

Bidders shall NOT use the e-mail address above for submission of a Response to this IFB. See Appendix A for submission requirements.

https://fmx.cpa.texas.gov/fm/pubs/payment/gen_prov/index.php?s=payee_numreq&p=payee_numreq https://fmx.cpa.texas.gov/fm/pubs/payment/gen_prov/index.php?s=payee_numreq&p=payee_numreq mailto:Taylor.Naiser@hhs.texas.gov

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Bidders shall direct all communications, including questions or clarifications relating to this IFB, by e-mail to the HHSC PCS Sole Point of Contact named in Section 6.1 (Sole Point of Contact and Communications); communications by phone will not be accepted except for purposes such as instructing a potential Respondent through an IT system or website referenced in this Solicitation.

All other communications between a Bidder and HHS agency staff concerning this IFB are prohibited. In no instance is a Bidder to discuss cost information regarding this IFB with the HHSC PCS Sole Point of Contact or any other HHS staff. Failure to comply with these requirements may result in disqualification of the Response.

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. See also Section 6.2 (Exception to Sole Point of Contact) below.

This restriction (as to only communicating in writing with the HHSC Sole Point of Contact identified above) does not preclude discussions between Bidder and agency personnel for the purposes of conducting business unrelated to this IFB.

6.2 Exception to the Sole Point of Contact

The only exceptions to the Sole Point of Contact are the HUB Coordinator, or, if expressly directed by the Sole Point of Contact, another designated System Agency representative.

Should Bidders have questions regarding proper completion of the HUB Subcontracting Plan, the HUB Coordinator may be contacted at HHSHUB@hhs.texas.gov The Sole Point of Contact, Section 6.1, must be copied on the e-mail.

6.3 Binding Offer Period

By submitting a Response to this IFB, Bidder agrees that its Response will remain a firm and binding offer for 240 days, as stated in the HHS IFB Affirmations (Exhibit A).

Bidder may extend the time for which its Response will be firm and binding and include the extended period in the Response.

6.4 Costs Incurred

Bidder understands that issuance of this IFB or retention of responses in no way constitutes a commitment by HHSC to award a Contract. HHSC accepts no obligations for costs incurred in preparing and submitting a response, including, but not limited to, preparing for or participating in a vendor conference or site visit.

Responses shall be submitted at the sole expense of the Bidder. All responses shall be prepared simply and economically, providing a straightforward, concise delineation of the Bidder’s capabilities to satisfy the requirements of this IFB.

mailto:HHSHUB@hhs.texas.gov

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6.5 Changes, Modifications and Cancellation

HHSC reserves the right to change, amend, or modify this IFB prior to the Response Deadline indicated in the Procurement Schedule (cover page of this IFB). Changes, amendments, and modifications will be processed through one or more Addendum. The notification for any Addendum will be processed in accordance with Section 6.8.

HHSC reserves the right to cancel this IFB at any time. The notice of cancellation will be in accordance with Section 6.8.

6.6 Ambiguity, Conflict, Discrepancy

Bidders must notify the Sole Point of Contact, Section 6.1, of any ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error in the IFB in the manner and by the deadline for submitting questions.

If Bidder fails to properly and timely notify the Sole Point of Contact, Section 6.1, of any ambiguity, conflict, discrepancy, exclusionary specification, omission or other error in the IFB, the Bidder, whether awarded a contract or not:

a) shall have waived any claim of error or ambiguity in the IFB and any resulting contract,

b) shall not contest the interpretation by HHSC of such provision(s), and

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

6.7 IFB Questions or Clarifications

HHSC will allow questions and requests for clarification regarding this IFB if submitted by e-mail to the Sole Point of Contact, Section 6.1, by the deadline established in the Procurement Schedule (cover page of this IFB) or deadlines established in subsequent Addenda. Responses to questions or other written requests for clarification will not be provided individually to requestors but will be consolidated in one or more Addenda.

HHSC reserves the right to amend the answers to questions or clarifications prior to the Response Deadline (cover page of this IFB) through a new Addendum. The notification will be processed in accordance with Section 6.8 (Notification of Addenda or Cancellation).

6.7.1 Submission of Questions or Clarifications

All questions and requests for clarification must be submitted by e-mail and include the following information:

a) IFB Number and Title of IFB (cover page of this IFB) must be included in the e-mail subject line and in the e-mail body;

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b) Section or Paragraph number from this IFB;

c) Page Number of this IFB;

d) Exhibit name, Section or Paragraph, page number from the Exhibit;

e) Language, Topic, Section Heading being questioned or requested for clarification;

f) Requestor Contact Information must be included in the body of the e-mail.

Questions or requests for clarification received after the deadline set in the Procurement Schedule (cover page of this IFB), or deadlines established in subsequent Addenda, may be reviewed by HHSC but will not be answered.

6.8 Notification of Addenda or Cancellation

6.8.1 Addenda Notification

All addenda will be posted to the ESBD. It is the responsibility of each potential Bidder to monitor the ESBD for any Addenda affecting this IFB. Failure to check the ESBD will in no way release any potential Bidder or awarded Contractor from the requirements of posted Addenda.

No HHS Agency will be responsible or liable in any regard for the failure of any Bidder or awarded Contractor to stay informed of all postings to the ESBD. If the Bidder fails to monitor the ESBD for any changes or modifications to this IFB, such failure will not relieve the Bidder or Contractor of its obligation to fulfill the requirements as posted.

Bidder must acknowledge receipt of any addenda by signing and returning SOLICITATION ADDENDUM ACKNOWLEDGEMENT FORM posted to the ESBD with your solicitation response in accordance with the submission options outlined in the solicitation.

6.8.2 Cancellation Notification

HHSC reserves the right to cancel this IFB at any time. Notice of the cancellation will be posted on the ESBD. Bidders are responsible for monitoring the ESBD frequently for notices regarding this IFB.

7 Scope of Work (SOW)

7.1 Scope of Services to be Performed

The required services to be provided: Advanced funds disbursement to clients as authorized by the Texas Health and Human Services Commission (HHSC) and will receive payment from HHSC for all authorized disbursed payments.

a) Contractor process may include:

1. Creating, processing, and distributing money orders by regular or special mail;

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2. Wiring funds for pickup by client or their party responsible at a state-wide network of locations such as grocery stores and banks;

3. Establishing control mechanisms to ensure accountability for the accurate and efficient process of payments.

b) Current Environment

1. HHSC receives, processes, and approves service requests for advanced funds for medically approved travel expenses.

2. Contractor must submit invoices to HHSC email address.

3. HHSC reconciles the Contractor’s invoices against Texas Medical Transportation

System (TMTS) records.

i. If HHSC determines invoice discrepancies, HHSC will return the invoice for correction.

ii. Contractor must resubmit corrected invoices to HHSC.

4. HHSC approves and submits invoices to HHSC’s Accounts Payable to process payment.

5. Payments comport with Texas Government Code, Chapter 2251, Prompt Payment

Act.

c) Future Environment

1. HHSC anticipates automating the advanced funds authorization process to be available during the contract period using HHSC’s Texas Medicaid Transportation

System (TMTS).

2. Contractor must interface with the Texas Medicaid and Healthcare Partnership’s

TexMedConnect or via Electronic Data Interchange (EDI) to submit online claims.

3. HHSC, at its discretion, may institute procedural changes to adapt to the automated processes.

d) Service Requirements

1. Orientation Sessions/Meetings

Contractor’s key personnel must attend a mandatory orientation session in Austin, Texas, for a period not to exceed two days. Contractor must attend this orientation within 30 Calendar Days after the award of the Contract and at a location as

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i. Payment Processing

ii. Reporting requirements

iii. Other details related to performance

2. Administrative Requirements

i. Be an authorized agent for the distribution of funds through money orders and wires.

ii. Establish relationships necessary to maintain an extensive statewide network of locations for cashing money orders and payment wires at easily accessible locations such as grocery stores and banks, which may include, but are not limited to the following:

A. MoneyGram, B. Fidelity, C. Western Union, or

D. Comparable Entities

iii. Establish and maintain relationships with the United States Postal Service (USPS) or any contracted courier necessary to deliver funds statewide within authorized period.

iv. Have a financial management system that, at a minimum, tracks, compiles, records and maintains payment processing data necessary to meet the requirements of this specification.

v. Document and maintain effective controls to verify that payments were processed as authorized by HHSC.

vi. Have an accounting system that complies with Generally Accepted Accounting

Principles established and promulgated under the auspices of the American

Institute of Certified Public Accountants.

vii. Contact HHSC's authorized representative when incidents or unplanned events occur that affect, or could potentially affect, the Contractor's ability to process payments within two hours.

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viii. Have a Business Continuity and Disaster Recovery Plan in effect throughout the contract period. The Contractor must provide copies to HHSC upon execution of the contract for review and approval.

ix. Direct any telephone calls or correspondence from clients or their representative to the HHSC authorized representative.

x. Attend an additional session in Austin, Texas, when modifications to HHSC’s automated system become available.

xi. Conduct orientation and training for its new employees assigned this service.

xii. Meet with HHSC in Austin, Texas, as needed, to discuss any Contract or performance issues.

3. Automation Requirements

i. Maintain sufficient hardware, software, internet, and communications equipment (including high-speed FAX machine) to support automated services necessary to carry out the requirements of this specification.

ii. Have written policies and procedures in place to ensure system and TMTS security, including the security of TMTS passwords and content, and prohibitions against the sharing of or access to any HHSC electronic management system with subcontractors or any person or entity outside the Contractor's organization.

iii. Report any system problems to HHSC within a minimum of one hour and work with HHSC to ensure that the system is working properly.

4. Quality Assurance

i. Ensure that you have a quality assurance plan in place that guarantees payment processing in line with the Solicitation requirements. The Contractor must provide copies of this plan to HHSC for review and approval upon contract execution. The plan should include, but is not limited to, the following components:

A. Quality assurance audits

B. Written policies and procedures

C. Internal performance measures

D. Staff training

i. Respond in writing to the HHSC authorized representative within three (3) business days of receipt of a notice from HHSC of a client's complaint regarding the disbursement of payments.

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5. Key Personnel

Respondent shall have key personnel with the experience, skills, and abilities to perform the service requirements outlined in this Solicitation.

i. Project Manager - ensures the successful completion of service requirements.

The project manager shall be the primary Contractor point of contact.

ii. Payment and Reimbursement Coordinator - addresses issues related to payment processing and Contractor reimbursement.

iii. Automation Coordinator - Maintains system security and integrity of operating system. Produce or generate HHSC-required reports and troubleshoots system or software issues.

Key personnel must perform according to the specifications. Failure of key personnel to perform according to the specifications will be considered non-performance.

Contractor shall take immediate steps to correct key personnel's failure to perform, or the Contract will be terminated for non-performance.

Contractor must notify HHSC of changes to key personnel within two Business Days.

e) Payment Processing

1. Have the financial resources necessary to process payments and disburse funds to clients or their authorized representative according to the Solicitation requirements.

2. Process payments and disburse funds utilizing one of the approved disbursement methods as authorized by HHSC. Currently, HHSC emails authorization forms to the Contractor. Future automation changes will allow Contractor to download authorizations from the web based TMTS.

3. Ensure payments are processed on the Business Day in which payments are authorized by HHSC.

4. Process any payment cancellations on the day requested by HHSC. HHSC will:

i. Request cancellations via e-mail or fax, or via TMTS, when functionality becomes available.

ii. Not pay a transaction fee for reprocessing payments due to Contractor processing error.

iii. Not reimburse Contractor for money order disbursements that are cashed after

Contractor has placed a stop payment on the money order.

f) Contractor Reimbursement

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1. Submit a Daily Authorization/Disbursement Report, which is used as an invoice for payment. Accurately completed Contractor daily reports may expedite Contractor reimbursement earlier than the specified 30 days referenced in the solicitation.

2. Coordinate Contractor reimbursement, overpayments and payment adjustments with the HHSC authorized representative.

3. Handle and reconcile any non-payments, overpayments, and payment adjustments due to Contractor's subcontractor's failure to properly disburse funds.

4. Track and monitor payments that are not cashed or claimed within 30 Calendar

Days. HHSC will:

i. Notify the Contractor of any part of the report that has been determined incorrect. Contractor must work with HHSC to clarify and resolve any disputes.

Disputes that are resolved and deemed acceptable by HHSC, will be reimbursed.

ii. Pay a transaction fee only for those transactions that the Contractor processes or cancels, as authorized by HHSC.

g) Reporting Requirements

1. Daily Authorization/ Disbursement Report

i. Contractor must compile and electronically submit a daily report that separately lists all respective authorizations received and disbursements made by the close of business day to HHSC email address.

ii. The report shall be in a format specified by HHSC, to include, but not limited to, the client’s name, case number, confirmation number, authorized amount, and amount disbursed.

iii. The report shall be electronically submitted to HHSC email address.

iv. Contractor must update TMTS daily.

v. HHSC will utilize TMTS to document payments and reimburse Contractor.

2. Monthly Reconciliation

i. Contractor must prepare a monthly reconciliation report and electronically submit the report to the HHSC authorized representative no later than the tenth

(10) business day of the following month. The report shall be electronically submitted to HHSC email address. Contractor shall maintain supporting documentation for the reconciliation. The report shall include the following:

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A. Itemized record of funds returned to HHSC due to cancellations and any over or underpayments identified.

B. Itemized record of payments not cashed or claimed.

C. Record of each client's name, case number, confirmation number and amount.

ii. Contractor must submit any funds owed to HHSC no later than the tenth (10) business day of the following month.

7.1.1 Service Location(s)

HHS, at its sole discretion, with 30 days’ advance written notice, reserves the right to change, consolidate, delete or add service locations.

a) The Contractor shall provide the disbursement of funds statewide as authorized by the following office location:

Health and Human Services Commission

701 W. 51st Street, Austin Texas 78751

HHS Region No. 00

The Map (PDF) of the HHS Regions may be accessed at:

https://hhs.texas.gov/sites/default/files/documents/about-hhs/hhs-regional-map.pdf

b) Changes to service location(s) include but are not limited to new office space within facility, office closure, consolidation of multiple offices increasing or decreasing square footage, expansion of an office into multiple offices, and relocation of office.

7.1.2 Performance Schedule

Contractor shall perform contracted services, including any minor adjustment call-back services, Monday through Friday between the hours of 8 a.m. and 5 p.m. (local time). Contractor shall not interfere with normal flow of HHS Agency business at the service location.

Contractor shall respond to all service calls within four (4) hours of HHS Agency request, unless the Response Deadline is extended by the HHS Agency Contract Manager.

7.1.3 Services Outside Regular Business Hours

The HHS Agency reserves the right to declare any necessary work within the Scope of Services to be an urgent request during regular service hours or outside regular service hours, and will request urgent services in writing. Contractor shall respond to a request for urgent services within one (1) hour of notification and continue work until the services requested are complete and to the satisfaction of the HHS Agency.

https://hhs.texas.gov/sites/default/files/documents/about-hhs/hhs-regional-map.pdf

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7.1.4 Authorized Holidays

Contractor’s business office and call center can be closed only on the following days:

Labor Day; Thanksgiving; the day after Thanksgiving; Christmas; the day after Christmas; New

Year’s Day; Martin Luther King Jr. Day; President’s Day; Memorial Day; and Independence

Day.

However, Contractor’ disbursement office must ensure that services are available to clients and their attendant(s) on all state-approved holidays, except for Thanksgiving; Christmas; and New

Year’s Day.

To fulfill the required services, as applicable, the Contractor shall perform the services on a holiday observed by HHS at NO additional expense to the HHS Agency.

Authorized services performed by Contractor on a state holiday will be invoiced at the contracted rate.

7.1.5 Minimum Experience and Qualifications

These minimum requirements apply to the Contractor and Contractor’s personnel and any Subcontractor and Subcontractor’s personnel.

Bidder shall submit documentation of experience and qualifications with Response, if requested in Exhibit C– Pricing Sheet.

a) The Bidder shall have relevant experience required for the performance of the services as outlined in this IFB. The minimum experience required is two (2) years, which needs to be within the last seven (7) years.

b) The Bidder’s personnel to be assigned to perform the services must be fully trained and, at minimum, have two (2) years’ relevant experience.

c) Required Licensure and Accreditation, if applicable.

d) All Contractor or Subcontractor personnel assigned to perform the services must be at least 18 years of age.

e) The Bidder must provide a minimum of three (3) verifiable references for current or previous contracts of the same size and for similar or same services within the last seven years in Exhibit D – Bidder Reference Form and return with Response.

7.1.6 HHS Agency Responsibilities

a) Designate an authorized service representatives to provide technical assistance with service delivery (See Table 1 below).

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Report to HHSC Reporting Method

Unable to access TMTS Medtrans2@hhsc.state.tx.us

Unable to process authorized service request

The email address will be shared upon award.

Unable to deliver disbursement, ‘Requires additional information from HHSC’.

The email address will be shared upon award.

Reporting client fraud The email address will be shared upon award.

Contract related questions The phone will be shared upon the award.

Contract monitoring and oversight questions

The email address will be shared upon award.

b) Coordinate processes with the Contractor to complete the service requirements.

c) Provide initial orientation and training for Contractor staff within thirty (30) Calendar Days prior to the contract start date.

d) Provide training for online payment processing when automated payment system module becomes available.

e) Provide access to appropriate data systems and information.

7.1.7 Contractor Responsibilities

The Contractor(s) is solely responsible for the performance of all services and requirements referenced in Section 7.1, Scope of Work and this IFB.

Contractor will not be relieved of its obligations for any nonperformance by its employees or Subcontractor(s).

a) The Contractor shall furnish all labor, tools, transportation, equipment, materials, and supplies, as necessary, to perform the services and/or provide the goods, as required.

b) The Contractor shall be responsible for supervision of its employees and Subcontractor employees.

c) The Contractor shall comply with all federal, state and local laws, statutes, ordinances, rules and regulations, and the orders and decrees of any court or administrative bodies or tribunals in any matter affecting the performance of the Contract including, if applicable, workers’ compensation laws, minimum and maximum salary and wage statutes and regulations, and licensing laws and regulations.

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d) The Contractor must maintain, and require its Subcontractor(s) to maintain, all documents related to Frew class members. Records must be maintained until the

Contractor receives written authorization from HHSC that such records may be destroyed. The term document is broad and encompasses the original and any draft or non-identical copy of any document, including exhibits and attachments. The term document also includes any method of reducing or recording information in written form, including but not limited to, a memo, letter, note, post-it, drawings, graphs, charts, emails, electronic or videotape recordings, digital signatures, computer disks, tapes or other forms of computer memory storage, and other data compilations.

e) Hard copy documents can be stored in a more convenient form (e.g., scanned computer image, microfiche). Provided the document in the new medium is clearly decipherable and an exact duplicate (other than its medium of storage), the original hard copy does not need to be retained. Records maintained by former employees must be retained upon the employee’s departure. Documents must not be destroyed as long as the lawsuit is still pending. All data and record documents must be released to HHSC at the termination of the contract.

f) Training for Contractor Employees:

All Contractor employees, and Subcontractor’s employees, if applicable, assigned to perform the services must be trained and experienced in the type of work to be performed. The Contractor shall provide adequate training to all personnel assigned to perform the services on the roles, responsibilities, and technical aspects of the work.

The Contractor shall only provide and allow trained and qualified personnel to perform the required services under the Contract.

The Contractor is required to provide current copies of the completed training(s) and of the license or accreditation certificate related to the training upon request by the HHS Agency Contract Manager. This requirement also applies to Subcontractor(s) and Subcontractor’s personnel who may be used in the performance of services.

7.1.8 Independent Contractor

It is understood and agreed by the HHS Agency and the Contractor that the Contractor is retained as an independent Contractor and in no event shall any employee hired by the Contractor be considered an employee of the State.

a) The Contractor shall not allow any visitors, spouses, children or other relatives of the Contractor’s or Subcontractor’s employees to be on state property in connection with the Contract during working hours.

b) The Contractor shall be responsible for all employment taxes and other payroll withholding for its employees.

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c) The Contractor shall be responsible and liable for the safety and health of its personnel while they are performing work for an HHS agency and while on the HHS Agency premises.

d) The Contractor shall be responsible for verifying that all of its employees assigned to perform services under the Contract are in compliance with all requirements of the Immigration Reform and Control Act of 1986, Public Law 99-603, which became effective November 6, 1986, and any subsequent amendments.

e) The Contractor shall utilize the U.S. Department of Homeland Security’s E-Verify system during the term of the contract to determine eligibility of (A) all persons employed by the Contractor to perform duties within Texas; and (B) all persons, including subcontractors, assigned by the Contractor to perform work pursuant to the contract within the United States of America.

f) The Contractor and the assigned Contractor employees or the Contractor’s Subcontractor and Subcontractor employees assigned to perform the services must have all applicable permits, licenses, accreditations, and insurance coverage.

7.1.9 Contractor Equipment

The Contractor shall be responsible for the security, maintenance, loss or damage to its equipment or its Subcontractor’s equipment while on HHS Agency premises.

HHS Agency will NOT be responsible for damage to or loss of the Contractor’s or Subcontractor’s equipment.

7.1.10 Background Check for Personnel

The Contractor or an independent third party may need to conduct comprehensive, statewide Texas Department of Public Safety (DPS) criminal and sex offender background checks on all Contractor personnel (e.g., permanent and temporary personnel and/or Subcontractor and Subcontractor personnel) who will be assigned to perform the services under the Contract.

The Contractor shall be responsible for all background check expenses.

The background checks must be conducted prior to any Contractor or Subcontractor personnel arriving on state property and beginning the required Contract services.

Supporting documentation confirming the completion of the background checks is subject to review upon request by the HHS Agency. Failure to produce the requested documentation, as with any violation of the Contract, constitutes grounds for termination of the Contract with cause.

The background checks shall include, but not be limited to, Social Security Number Verification.

Statewide criminal and sex offender records shall include, but not be limited to, all Texas counties and out-of-state counties based on the current and previous addresses of the key personnel for the last seven years.

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Personnel with sex offender, child or adult abuse, or fraud convictions shall not be allowed to provide Contract services and shall not be allowed access to HHS Agency property, facilities, or documents in connection with the Contract.

Assigned personnel with misdemeanor convictions must receive prior approval by the HHS Agency before being allowed to work under this Contract.

7.1.11 Absenteeism and Vacation

The Contractor shall provide relief personnel as necessary and/or work overtime at no cost to the HHS Agency, to ensure that the requirements of this Contract are performed and accomplished as required.

7.1.12 Telephone Service

The Contractor shall have an active telephone service answered during normal business hours.

Normal business hours are between 8 a.m. and 5 p.m. Monday through Friday local time, unless otherwise stated in the IFB.

7.1.13 24-Hour Contact

The Contractor must provide the HHS Agency Contract Manager with 24-hour contact information for a minimum of two (2) Contractor personnel so the HHS Agency may communicate urgent performance issues that require immediate correction or any other issues that may occur. The Contractor’s 24-hour contact must always be available. Any urgent performance issues requiring immediate correction will be followed up in writing by the HHS Agency Contract Manager.

7.1.14 Contractor and Contractor Personnel Conduct

All personnel employed by the Contractor to fulfill the requirements and terms and conditions of the Contract remain under the Contractor’s sole direction and control.

The following applies to the Contractor, Contractor employees, and, if applicable, the Contractor’s Subcontractor and Subcontractor’s employees.

7.1.14.1 Performance Compliance

While performing the services, all Contractor and Subcontractor personnel must comply with all applicable state rules, regulations, and HHS Agency’s requests regarding personal and professional conduct applicable to the services being provided as well as the service locations.

All personnel must always conduct themselves in a businesslike and professional manner.

If the HHS Agency determines that an employee of the Contractor or Subcontractor is not conducting himself or herself in accordance with the conduct standards referenced in Section 18 under this Contract, the HHS Agency may provide written notice to the Contractor. Upon receipt of such notice, Contractor must promptly investigate the matter and take appropriate action that may include:

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a) Removing the employee from the project;

b) Providing the HHS Agency with written notice of such removal; and

c) Providing the HHS Agency with the information for the replacement employee, who must be qualified and trained, within the timeline designated by the HHS Agency.

7.1.14.2 Contractor Supervisor(s) and Performance Monitoring

The Contractor shall provide competent supervisor(s) if the service location is at an HHS Agency facility. A Supervisor may be considered a roving Supervisor to monitor more than one location with approval from the HHS Agency Contract Manager.

All supervisors must be able to communicate in English verbally and in writing. The supervisor shall be knowledgeable of the Statement of Work (SOW) and requirements of the Contract.

The Contractor and the supervisors shall continuously monitor and maintain awareness, by personal inspection, of the quality and completeness of the work being performed.

7.1.14.3 Personnel Removal and Replacement

a) Removal

The HHS Agency may request removal for cause of any Contractor or Subcontractor employee assigned to the Contract, including but not limited to:

1. poor or unacceptable work performance,

2. theft,

3. abusive language or behavior, or

4. improper attire, in accordance with the terms and conditions of the Contract.

Occurrences of this type may be cause for termination of the Contract.

b) Replacement

Replacement of Contractor or Subcontractor personnel will be subject to HHS Agency review and approval. At the request of the HHS Agency, the Contractor must replace any Contractor or Subcontractor personnel who are not adequately performing the required services or who are unable to work effectively with the HHS Agency Contract Manager or other HHS staff. The Contractor shall provide replacement personnel who have the required qualifications and training as outlined in this IFB and resulting Contract. The Contractor and HHS Agency Contract Manager will work together in the event of any such required replacement to prevent disruption in the services or performance schedule and will mutually agree upon the timeline for the replacement.

7.1.14.4 Intoxicants and Illegal Drugs Prohibited

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The use or possession of any kind of intoxicants or illegal drugs by Contractor (or any of its Subcontractors) employees while on duty at HHS Agency premises, including the building and grounds, is prohibited. At the sole discretion of the HHS Agency, non-compliance with this requirement may result in termination of the Contract.

7.1.14.5 Smoking Prohibited

All HHS Agency facilities are nonsmoking buildings. Contractor’s and Subcontractor’s employees are prohibited from smoking in all non-designated areas.

8 HUB Subcontracting Plan (HSP) Requirements

The Comptroller of Public Accounts (CPA), Statewide Procurement Division (SPD) administers the Historically Underutilized Business (HUB) Program in accordance with Chapter 2161, Texas Government Code, and Title 34,TAC Part 1, Chapter 20, Subchapter D, Division 1 Rules §20.281 to §20.298, . The HUB Program rules may also be accessed at:

https://comptroller.texas.gov/purchasing/vendor/hub/.

It is the policy of HHSC to promote and encourage contracting and subcontracting opportunities with State of Texas-certified Historically Underutilized Businesses (HUBs). Information regarding the HHSC Policy on Using HUBs may be accessed at: https://hhs.texas.gov/doing-business-hhs/contracting-hhs/historically-underutilized-business-opportunities-program.

8.1 HUB Subcontracting Plan (HSP)

Although submission of the HSP is not required, if Bidders identify subcontracting opportunities or have a need to subcontract to fulfill any portion of an awarded Contract, Bidders are encouraged to submit, with their Proposal, a properly completed HSP.

To obtain more information regarding the HSP, contact the HUB Program Office. Provide the IFB number and title (cover page of this IFB).

• Phone: 512-406-2570 or

• E-mail: HHSCHUB@hhs.texas.gov

9 Pricing Information

9.1 Pricing Structure

Prices offered, as part of the Bidder’s response, must be firm, fixed prices for the life of the Contract.

The pricing must be submitted only using Exhibit C - Pricing Sheet based on the description and the unit of measure(s) provided for each line item. The unit prices must include all IFB https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm https://texas-sos.appianportalsgov.com/rules-and-meetings?chapter=20&division=1&interface=VIEW_TAC&part=1&subchapter=D&title=34 https://texas-sos.appianportalsgov.com/rules-and-meetings?chapter=20&division=1&interface=VIEW_TAC&part=1&subchapter=D&title=34…