ESBD_481084_1768408139605_HHS0016750 - Specialized Residential Health Services.pdf

PCS 570 HHS RFQ RFQ No. HHS0016750 Page 1 of 34 Version 2.0 (09/20/2023)

Stephanie Muth, Executive Commissioner

Request for Qualifications (RFQ) for

Specialized Residential Health Services

RFQ No. HHS0016750

Date of Release: January 14, 2026

See Section 3.1 for Schedule of Events

NIGP Class/Item Codes

948-07 – Administration Services, Health 948-48 - Health Care Services (Not Otherwise Classified) 948-64 – Nursing Services 948-74 – Professional Medical Services: Physicians, Pharmacists, and All Specialties 948-76 – Psychologists, Psychological and Psychiatric Services, Including Behavioral

Management Services 952-62 – Mental Health Services: Vocational, Residential, Etc.

952-81 – Community Redevelopment Services

PCS 570 HHS RFQ RFQ No. HHS0016750 Page 2 of 34

Table of Contents Article I. Introduction, Definitions, and Authority

1.1 Introduction

1.2 Definitions

1.3 Authority

Article II. Scope of Work

2.1 Description of Services

2.2 Contract Award, Term, and Historical Compensation

2.2.1 Contract Award and Reservation of Rights

2.2.2 Contract Term

2.2.3 Historical Compensation

2.3 No Guarantee of Volume, Usage, or Compensation

2.4 Data Use Agreement and Security Privacy Inquiry

Article III. Administrative Information

3.1 Schedule of Events

3.2 Ambiguity, Conflict, or Discrepancy

3.3 Inquiries

3.3.1 Sole Point of Contact

3.3.2 Exceptions to Sole Point of Contact

3.3.3 Prohibited Communication

3.3.4 Solicitation Questions

3.4 HSP Training

3.4.1 Attendance

3.4.2 Pre-proposal Conference Logistical Information

3.5 Solicitation Response Composition

3.5.1 General Information

3.5.2 Page Limit and Supporting Documentation

3.5.3 Discrepancies

3.5.4 Exceptions

3.5.5 Assumptions

3.5.6 Binding Offer

3.6 Solicitation Response Submission and Delivery

3.6.1 Deadline

3.6.2 Delivery

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3.6.2.1 General Instructions

3.6.2.3 Submission Options

3.6.3 Submission Checklist

3.6.4 Modifications and Withdrawals of Solicitation Response

3.6.5 Retention of Solicitation Responses

Article IV. Solicitation Response Evaluation and Award Process

4.1 Conformance with State Law

4.2 Best Value Determination

4.2.1 Selection Methodology

4.2.2 Minimum Qualifications

4.2.3 Initial Compliance Screening

4.2.4 Written Solicitation Response Evaluation

4.2.5 Written Response Evaluation Criteria

4.2.6 Final Written Response Score

4.2.7 Additional Selection Considerations

4.2.8 Summary of Best Value Determination

4.3 Questions or Requests for Clarification

Article V. Statement of Qualifications

5.1 Executive Summary

5.2 Minimum Qualification Documentation

5.3 Qualifications and Experience

5.4 Project Work Plan

5.5 Staffing Profile

Article VI. Required Respondent Information

6.1 Company Information

6.1.1 Company Narrative

6.1.2 Company Profile

6.2 Authorization to Conduct Business in Texas

6.3 References

6.4 Affirmations and Certifications

6.5 Financial Capacity and Other Reports

6.5.1 Financial Capacity

6.5.2 Dun and Bradstreet Reports

6.6 Corporate Guarantee

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6.7 Major Subcontractor Information

Article VII. HSP Requirement

7.1 HSP Submission Instructions

Article VIII. General Terms and Conditions

8.1 General Conditions

8.1.1 Changes, Modifications, and Cancellation of the Solicitation

8.1.2 Offer Period

8.1.3 Costs Incurred

8.1.4 Contract Responsibility

8.1.5 Public Information Act - Respondent Requirements Regarding Disclosure

8.1.6 Respondent Waiver – Intellectual Property

8.1.7 Standards of Conduct for Vendors

8.1.8 Disclosure of Interested Parties

8.2 Insurance

8.2.1 Required Coverage

8.2.2 Alternative Insurance

8.3 Protest

Article IX. List of Exhibits

PCS 570 HHS RFQ RFQ No. HHS0016750 Page 5 of 34

ARTICLE I. INTRODUCTION, DEFINITIONS, AND AUTHORITY

1.1 INTRODUCTION

The Health and Human Services Commission (HHSC), which is a part of the executive branch of State of Texas government, seeks to procure a contract to manage, coordinate, and provide health care, dental care, and 24-hour community-based residential services for an elderly, medically complex person with a moderate to severe intellectual disability residing in a leased property. The Services required by this Solicitation are based on a 1991 settlement agreement.

HHSC PCS will administer the procurement process for this Solicitation and will manage Respondent communications as well as the receipt of Solicitation Responses for review and evaluation.

1.2 DEFINITIONS

As used in this Solicitation, unless a different definition is specified or the context clearly indicates otherwise, the terms and conditions have the meanings assigned below. Refer to Exhibit B, Health and Human Services (HHS) Uniform Terms and Conditions – Vendor, Version 3.4, for additional definitions (e.g., Contract, Contractor, Deliverable, Effective Date, HUB, Services, Solicitation Response, Subcontractor, System Agency, Work, and Work Order).

“Addendum” means a written clarification or revision to this Solicitation posted on the ESBD.

“ADLs” means activities of daily living - basic personal everyday activities, including tasks such as eating, toileting, grooming, dressing, bathing, and transferring.

“Adult” means an individual that is 18 years of age or older.

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

“BSP” means Behavioral Support Plan. A plan, developed and signed by a licensed Clinical Psychologist or Board-Certified Behavior Analyst (BCBA), to assist the Individual to increase adaptive behaviors to replace or modify maladaptive or socially unacceptable behaviors that prevent or interfere with the Individual's inclusion in home and family life or community life. The plan includes intervention techniques and methods for service providers to employ to address maladaptive or socially unacceptable behaviors.

“Contract Term” means the duration of the Contract, including any exercised extensions or renewals, commencing on the Effective Date and ending when the Contract expires in accordance with its terms, or when it has been terminated.

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“Competitive Range” has the same meaning as the definition under Title 1 of the Texas Administrative Code Part 15, Chapter 391, Subchapter A, Rule §391.107(3).

“Direct Care Staff” means an individual who by virtue of employment through a Contact resulting from this Solicitation provides the Individual direct contact assistance with personal care or activities of daily living (ADLs) or has direct access to provide care and Services to clients, patients, or residents regardless of setting.

“ESBD” means the Electronic Business Daily, an online directory where State of Texas solicitations over $25,000 are posted. The ESBD may currently be accessed at http://www.txsmartbuy.com/esbd.

“Final Written Response Score” refers to the final scoring of the written response as documented in the Solicitation.

“HHSC” means the Texas Health and Human Services Commission.

“HHSC PCS” means the Procurement and Contracting Services division of HHSC. HHSC PCS provides purchasing support services to DSHS and the Department of Family and Protective Services pursuant to Section 531.00553 of the Texas Government Code.

“HUB Subcontracting Plan” or “HSP” means the written documentation regarding the use of Subcontractors that is required by Section 2161.252 of the Texas Government Code for a purchase with an expected value of $100,000 or more when the state agency has determined subcontracting opportunities are probable. The HSP subsequently becomes a provision of the Contract and Contractor’s compliance with the HSP will be monitored during the Contract Term.

“Individual” means the person receiving Services pursuant to this Solicitation.

“Individualized Habilitation Plan (IHP)” means a written document developed by the IDT that includes specific objectives to address the desired outcomes identified by the IDT that is valid for no longer than one year from the effective date.

“IADLs” means instrumental activities of daily living – activities related to living independently in the community, including meal planning and preparation; managing finances; shopping for food, clothing, and other essential items; performing essential household chores; communicating by phone or other media; traveling around and participating in the community.

“Interdisciplinary Team (IDT)” means a group of healthcare providers from different fields who work together or toward the same goal to provide the best care or best outcome for the Individual.

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=1&pt=15&ch=391&rl=107 http://www.txsmartbuy.com/esbd

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“Legal Authorized Representative (LAR)” means a person authorized by law to act on behalf of the Individual and may include a parent, guardian, or managing conservator of a minor, or the guardian of an adult.

“Natural Supports” refer to the support and assistance that naturally flows from the associations and relationships typically developed in natural environments such as the family, school, work, and community. These relationships and the support and assistance they offer, maintain and enhance the quality and security of life for people with disabilities.

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

“Service Provider” means an employee or subcontractor of the Contractor who provides Services to the Individual.

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

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

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

“Statement of Qualifications” means the portion of the Solicitation Response that comprises a Respondent’s qualifications and skills as set out in Article V of the Solicitation.

“System Agency” means the Health and Human Services Commission, its officers, employees, or authorized agents.

“Transportation Plan” means an individual transportation plan used to document how transportation will be delivered to support the Individual’s desired outcomes and purposes for transportation as identified in the approved IHP.

“VPTS” means the Vendor Performance Tracking System maintained by the Texas Comptroller of Public Accounts. The VPTS may be currently accessed at https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/.

1.3 AUTHORITY

This Solicitation is issued pursuant to the authority of Title 10, Subtitle F, Chapter 2254, Subchapter A of the Texas Government Code.

https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/

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ARTICLE II. SCOPE OF WORK

2.1 DESCRIPTION OF SERVICES

The description of Services for this Solicitation is located in Exhibit E, Statement of Work (SOW) (hereinafter referred to as Exhibit E, SOW).

2.2 CONTRACT AWARD, TERM, AND HISTORICAL COMPENSATION

2.2.1 Contract Award and Reservation of Rights

As a result of this Solicitation, HHSC intends to award one (1) Contract. Any award is contingent upon approval of the HHSC executive commissioner or their designee.

If, for any reason, a contract cannot be executed with a Respondent selected for award within five

(5) business days of HHSC’s determination to seek to contract with that Respondent, HHSC may avail itself of any option permissible under applicable law including, but not limited to, negotiate a contract with the next highest scoring Respondent, make a partial award, or withdraw the Solicitation.

HHSC reserves the right to cancel, make partial award, or decline to award a Contract under this Solicitation at any time at its sole discretion.

2.2.2 Contract Term

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

Notwithstanding the limitation in the preceding paragraph and within thirty (30) calendar days’ advance written notice to Contractor, at the end of the initial term or any extension period, HHSC, at its sole discretion, may extend the Contract as necessary to ensure continuity of service, for purposes of transition, or as otherwise determined by HHSC to serve the best interest of the State for up to six (6) months, in one-month intervals, at the then-current contract rate or rates (if applicable) as modified during the Contract Term.

2.2.3 Historical Compensation

Historical compensation under transactions similar in scope and size to this Solicitation has been approximately $2,346,917.00 per State Fiscal Year. General cost information regarding previous transactions is provided solely for historical context and, as such, does not constitute a funding restriction for this Solicitation.

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2.3 NO GUARANTEE OF VOLUME, USAGE, OR COMPENSATION

HHSC makes no guarantee of volume, usage, or total compensation to be paid under the Contract.

The Contract is subject to appropriations and the continuing availability of funds.

2.4 DATA USE AGREEMENT AND SECURITY PRIVACY INQUIRY

a. Contractor shall be bound by the terms of the Data Use Agreement (DUA), Version 8.5, attached as Exhibit D.

a. In its Solicitation Response, Respondent must complete and return Exhibit D-1, Attachment 2 to the DUA, Security and Privacy Inquiry (SPI), Version 2.1.

b. Contractor shall ensure that all Confidential Information (as defined in the DUA), including such information residing on back-up systems, remains within the United States. Confidential Information shall not be accessed by Contractor personnel located outside of the United States. Furthermore, Confidential Information may not be received, stored, processed, or disposed via information technology systems located outside of the United States.

ARTICLE III. ADMINISTRATIVE INFORMATION

3.1 SCHEDULE OF EVENTS

EVENT DATE/TIME

Solicitation Posting Date on the ESBD January 14, 2026

HSP Training

Attendance is Optional

January 16, 2026 at 1:00 p.m.

Central Time

Deadline for Submitting Questions January 20, 2026 at 10:30 a.m.

Central Time

Tentative Date Responses to Questions Posted on the

ESBD

January 27, 2026 at 5:00 p.m.

Central Time

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Deadline for courtesy HSP review, if applicable January 30, 2026 at 5:00 p.m.

Central Time

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

February 12, 2026 at 10:30 a.m.

Central Time

Evaluation Period March 2026

Tentative Date for Notice of Award Posted on the ESBD April 2026

Anticipated Contract Effective Date April 2026

All dates specified in the Schedule of Events are tentative and HHSC reserves the right to modify the dates or cancel the scheduled events at any time. Scheduling changes or cancellation determinations made by HHSC prior to the Solicitation Response deadline will be posted as an Addendum on the ESBD. If, after the Solicitation Response deadline, there are delays that significantly impact the anticipated award date, HHSC, at its sole discretion, may publish updates regarding the anticipated award date in the Procurement Forecast (https://apps.hhs.texas.gov/procurement-calendar/procurement-forecast.pdf) located on the HHS Procurement Opportunities webpage currently accessed at https://www.hhs.texas.gov/business/contracting-hhs/procurement-opportunities.

In accordance with Texas Administrative Code, Title 1, Part 15, Chapter 391, Subchapter C, Rule §391.305, HHSC will issue a Notice of Intent to Award in the Procurement Forecast located on the HHS Procurement Opportunities webpage under Future Opportunities, Intent to Award Notices & Delayed Procurements.

Each Respondent is responsible for periodically checking the ESBD and the HHSC Procurement Forecast for updates.

3.2 AMBIGUITY, CONFLICT, OR DISCREPANCY

Respondent must notify the individual specified in Section 3.3.1 (Sole Point of Contact) of any ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error in the Solicitation in the manner and by the deadline described in Section 3.3.4 (Solicitation Questions).

Respondent submits a Solicitation Response at its own risk.

https://apps.hhs.texas.gov/procurement-calendar/procurement-forecast.pdf https://apps.hhs.texas.gov/procurement-calendar/procurement-forecast.pdf https://www.hhs.texas.gov/business/contracting-hhs/procurement-opportunities https://apps.hhs.texas.gov/procurement-calendar/procurement-forecast.pdf https://apps.hhs.texas.gov/procurement-calendar/procurement-forecast.pdf https://apps.hhs.texas.gov/procurement-calendar/procurement-forecast.pdf

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If Respondent fails to properly and timely notify the individual specified in Section 3.3.1 (Sole Point of Contact) of any ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error in the Solicitation, Respondent, whether awarded a contract or not:

a. Waives any claim of error or ambiguity in the Solicitation and any resulting contract;

b. Must not contest the interpretation by HHSC of such provision(s); and

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

3.3 INQUIRIES

3.3.1 Sole Point of Contact

All requests, questions, or other communication regarding this Solicitation shall be made in writing to HHSC PCS and addressed to the person identified below (Sole Point of Contact), except as permitted in Section 3.3.2 (Exceptions to Sole Point of Contact). If a telephone number is provided by the Sole Point of Contact, its use is limited to administerial matters such as instructing a potential Respondent on accessing an IT system or locating a website referenced in the Solicitation. Communications via telephone are not binding. Respondent shall rely only on written statements issued by or through HHSC PCS designated staff as provided by Section 3.3 (Inquiries).

Name Rene R. Perez, CTCD, CTCM

Title PCS Purchaser

Address Procurement and Contracting Services Building 1100 W 49th St. MC: 2020 Austin, TX 78756

Phone 512/406/2634

Email rene.perez03@hhs.texas.gov

3.3.2 Exceptions to Sole Point of Contact

Exceptions to Section 3.3.1 (Sole Point of Contact) are as follows:

b. A Respondent with a question relating to the HUB Subcontracting Plan is permitted to direct its written question(s) to the HUB coordinator via email at cheryl.bradley@hhs.texas.gov.

mailto:rene.perez03@hhs.texas.gov

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c. The Sole Point of Contact may expressly direct another designated HHSC representative to speak to the Respondent, such as during contract negotiations. It is the Respondent’s responsibility to ensure that communications with an individual other than the Sole Point of Contact have been authorized by the Sole Point of Contact before engaging in such communication. Failure to comply with this requirement may result in the disqualification of a Respondent’s Solicitation Response as provided in Section 3.3.3 (Prohibited Communication).

d. The Sole Point of Contact will authorize an alternate or backup Sole Point of Contact in the event of their extended absence from the office and, in such an event, the contact information for the secondary Sole Point of Contact will be in placed in an automatic reply out-of-office email message. A Respondent seeking to contact the Sole Point of Contact should do so via email in order to timely receive updated contact information.

3.3.3 Prohibited Communication

Except as provided in Section 3.3.1 (Sole Point of Contact) and Section 3.3.2 (Exceptions to Sole Point of Contact), a Respondent or potential Respondent is prohibited from communicating with HHSC regarding this Solicitation. HHSC, including its representative(s) and partners, will not answer any verbal or written questions or otherwise discuss the contents of this Solicitation with any Respondent, potential Respondent, or their associated representative(s). This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this Solicitation. Failure to comply with this restriction may result in disqualification of Respondent's Solicitation Response.

3.3.4 Solicitation Questions

Written questions regarding this Solicitation must be submitted by email to the individual specified in Section 3.3.1 (Sole Point of Contact) by the deadline specified in Section 3.1 (Schedule of Events). Responses to the Solicitation questions will not be emailed to the individual requestors.

Responses to all Solicitation questions timely received will be posted on the ESBD by the deadline specified in Section 3.1 (Schedule of Events). If same or similar Solicitation questions are submitted, a single consolidated answer may be posted on the ESBD.

All questions regarding the Solicitation must include the following information:

a. Solicitation number;

b. Solicitation package reference (page number, section, and exhibit or attachment, if applicable;

c. Question topic (e.g., “Schedule of Events,” or “Exhibit A, HHS Solicitation Affirmations, Version 2.9”); and

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d. Question.

In addition, the following contact information must be provided by the requestor with its submission of the Solicitation question(s):

a. Business entity name;

b. Business entity representative name;

c. Phone number; and

d. Email address.

Solicitation questions received after the deadline specified in Section 3.1 (Schedule of Events) may not be answered. Prior to the Solicitation Response deadline specified in Section 3.1 (Schedule of Events), HHSC PCS reserves the right to amend answers previously posted on the ESBD. Amended answers will be posted on the ESBD. It is the Respondent's responsibility to periodically check the ESBD.

3.4 HSP TRAINING

3.4.1 Attendance

HHSC PCS will conduct an HSP Training. Attendance is optional but highly recommended.

3.4.2 Pre-proposal Conference Logistical Information

HHSC PCS will hold the HSP Training by Teams Webinar on the date and time specified in Section 3.1 (Schedule of Events).

People with disabilities who wish to attend the meeting and require auxiliary aids or services should contact the individual identified in Section 3.3.1 (Sole Point of Contact) at least seventy-two (72) hours before the pre-proposal conference in order to have reasonable accommodations made by HHSC.Webinar Information:

HHS0016750 - Specialized Residential Health Services - HSP Training | Meeting-Join | Microsoft Teams

+1 512-580-4366 United States, Austin

Phone conference ID: 386 867 031# https://events.teams.microsoft.com/event/d118864e-7415-4fad-9aed-da924455669f@9bf97732-82b9-499b-b16a-a93e8ebd536b https://events.teams.microsoft.com/event/d118864e-7415-4fad-9aed-da924455669f@9bf97732-82b9-499b-b16a-a93e8ebd536b tel:+15125804366,,386867031

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3.5 SOLICITATION RESPONSE COMPOSITION

3.5.1 General Information

Respondent should focus on the instructions and requirements of the Solicitation. Respondent should prepare a Solicitation Response that clearly and concisely represents its qualifications and capabilities. Expensive bindings, colored displays, promotional materials, etc. are not necessary or desired. Failure of Respondent to submit all required information and documents within its Solicitation Response in the required format(s) may result in disqualification of the Solicitation Response without further consideration.

3.5.2 Page Limit and Supporting Documentation

The Statement of Qualifications, described in Article V, must not exceed one hundred and fifty

(150) pages, not including supporting documentation provided as appendices or attachments to the Statement of Qualifications. A Statement of Qualifications may be submitted with supporting documentation if (1) complete and concise responses cannot be provided within the Statement of Qualifications without referencing the supporting documentation, (2) the Statement of Qualifications clearly specifies the location (e.g., file, page, section, and/or paragraph) where the supporting information can be found, and (3) such supporting documentation is submitted as part of the Solicitation Response.

The Statement of Qualifications must be properly paginated, formatted as an 8 ½" x 11" page with 1-inch margins, and use a 12 point or larger font, except that a smaller font may be used for page headers and footers, footnotes, and illustrations such as tables, charts, diagrams, figures, graphs and other visual aids. If a font smaller than 12 point is used, the text when printed on 8 ½" x 11" paper must not require magnification to be legible. Times New Roman font is preferred.

The Statement of Qualifications must not include other documents embedded as electronic files within the text and must not include hypertext links. The Statement of Qualifications, including supporting documentation, submitted as an electronic file should be pre-formatted for printing on 8 ½" x 11" paper.

3.5.3 Discrepancies

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

If the Respondent submits a redacted Solicitation Response as the “Original,” HHSC will disqualify the Solicitation Response and it will not be evaluated. HHSC will not accept submissions after the “Deadline for Submission of Solicitation Responses” specified in the Section

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3.1 (Schedule of Events (Section 3.1) to remedy discrepancies or variations in Solicitation Response submissions.

3.5.4 Exceptions

A Respondent is highly encouraged, in lieu of including exceptions in its Solicitation Response, to address all issues that might be advanced by way of exception by submitting such issues as questions in accordance with Section 3.3.4 (Solicitation Questions).

A Solicitation Response that is not responsive to the Solicitation requirements may result in disqualification. If a Respondent includes any exception(s) in its Solicitation Response, Respondent must specifically and clearly identify each exception on the Exceptions Form, Exhibit F and provide all information requested on the form. Any exception that is not submitted on the form and in the format prescribed by the Exceptions Form, Exhibit F may be rejected without consideration.

No exception, nor any other term, condition, or provision in a Solicitation Response that differs, varies from, or contradicts this Solicitation will be considered to be part of the Contract unless expressly agreed by HHSC and made a part of the Contract in writing.

3.5.5 Assumptions

Assumptions must not be included in a Solicitation Response. All issues or questions that might be advanced or addressed by way of assumption must be submitted as questions regarding the Solicitation pursuant to Section 3.3.4 (Solicitation Questions). A Solicitation Response that includes assumptions may be rejected and the Respondent disqualified without further consideration. All assumptions included in a Solicitation Response are deemed rejected by

HHSC.

3.5.6 Binding Offer

A Solicitation Response constitutes a binding offer to contract based upon the terms, conditions, and specifications set forth in this Solicitation. By submitting a Solicitation Response, Respondent represents and warrants that any individual submitting the Solicitation Response and any related documents on behalf of the Respondent is authorized to do so and to bind the Respondent under any contract that may result from this Solicitation.

A Solicitation Response must be responsive to the Solicitation as worded and without any expectation that any or all terms, conditions, or provisions of the Solicitation will be negotiated. A Solicitation Response may be disqualified as non-responsive to the Solicitation if it includes any disclaimer asserting a conditional offer (e.g., Respondent’s ability to contract is contingent on an exception or assumption provided in accordance with Section 3.5.4 (Exceptions) or Section 3.5.5

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(Assumptions)) or other similar statement indicating that the Solicitation does not constitute a binding offer.

3.6 SOLICITATION RESPONSE SUBMISSION AND DELIVERY

3.6.1 Deadline

Respondent is solely responsible for ensuring timely delivery of its Solicitation Response by the date and time specified in Section 3.1 (Schedule of Events). HHSC PCS will time stamp each Solicitation Response. Solicitation Responses received after the deadline specified in Section

3.1 (Schedule of Events) will be rejected and not considered for contract award.

3.6.2 Delivery

3.6.2.1 General Instructions

It is the Respondent’s responsibility to appropriately mark and deliver the Solicitation Response to HHSC PCS by the date and time specified in Section 3.1 (Schedule of Events). HHSC will not be responsible for submission errors that may lead to disqualification due to nonreceipt or late delivery of a Solicitation Response. In no event will HHSC be responsible or liable for any delay or error in delivery.

3.6.2.2 Solicitation Response – Component Parts

Respondent shall submit its Solicitation Response in component parts as described below:

a. One file/folder named “Original” that contains the Respondent’s entire Solicitation Response (except the HUB Subcontracting Plan) in searchable portable document format (PDF), unless otherwise specified for a particular attachment or exhibit.

b. In accordance with Section 7.1 (HSP Submission Instructions), one file/folder named “HUB Subcontracting Plan” in searchable PDF, that contains the Respondent’s HUB Subcontracting Plan, and all supporting documentation.

c. If applicable, one file/folder named “Public Information Act Copy” that contains the Respondent’s entire Solicitation Response, including all exhibits and attachments, in searchable PDF prepared in accordance with Section 8.1.5 (Public Information Act – Respondent Requirements Regarding Disclosure).

3.6.2.3 Submission Options

Respondent must submit the Solicitation Response using one of the following submission options.

A Solicitation Response submitted by any other method will not be considered.

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a. Submission Option No. 1: HHS Online Bid Room. Respondent shall submit the Solicitation Response packet through the Online Bid Room utilizing the procedures below:

Responses for this Solicitation may be submitted electronically using the HHS Online Bid Room or any other method identified in the Solicitation. Use of the HHS Online Bid Room is optional and is subject to all terms and conditions, affirmations, and other requirements of the Solicitation as any other method of submission.

Read and review the Solicitation package and all associated documents carefully before completing and submitting a response in the form and manner described in the Solicitation package. Questions regarding the Solicitation package must be addressed to the Point of Contact for the Solicitation identified in Section 3.3.1 (Sole Point of Contact).

Submit the Solicitation Response in the form and manner described in the Solicitation package on or before the response due date and time.

IMPORTANT: The Solicitation package will identify the specific form and method of delivery. Failure to adhere to the requirements in the Solicitation package may result in disqualification.

Access to the HHS Online Bid Room is a multi-step process.

All Online Bid Room Users:

1. Follow the provided link to access the IAMOnline – Sign-in page.

2. Next, click the link labeled “RFQ and Evaluation tool updated. account as a non-

HHS employee or register organization” to request a new account. Please note, the external user ID should be an email address.

3. Users can find detailed instructions here; Follow the organization or external user account request steps as directed.

4. Once the Agency Sponsor receives and approves the access request, users will receive an IAMOnline registration email to set up their IAMOnline account.

5. The user will click the Activate Account button to set up their account promptly. Please note that the link will only be active for seven (7) days for security reasons.

Note: Respondents who already have access to the previous Enterprise Portal and/or IAMOnline for other solicitations or applications MUST complete a NEW registration to receive access to the online bid room. The new registration must be completed with a different email than the original account as the IAMOnline portal does not allow the same email address to be used for two different accounts.

IMPORTANT: The registration process may take several days. Allow enough time for the registration process to submit your bid by the response due date. Late Solicitation Responses will not be accepted.

https://iamonline.hhs.state.tx.us/ https://gatewayaw.hhs.state.tx.us/publicHelpGuide/Content/External/EXT_HomePage.htm

PCS 570 HHS RFQ RFQ No. HHS0016750 Page 18 of 34

The optional use of the HHS Online Bid Room and any resulting technical difficulties which may prevent a successful, responsive electronic submission of a Solicitation Response shall not be sufficient basis for a protest of a contract award.

Visit the IAMOnline Help Page for more information. For additional assistance, contact the Help Desk at 512-438-4720 or 855-435-7181 (toll-free), 7:00 A.M. to 7:00 P.M., CT, Monday to Friday.

b. Submission Option No. 2: USB Drive. Respondent shall submit the Solicitation Response using the procedures specified in this section.

Respondent must place the Solicitation Response on two USB drives. The content on each USB drive must be identical. One USB drive must be labeled “Original” The second USB drive must be labeled “Copy.”

Respondent must deliver the Solicitation Response by one of the methods specified below.

Overnight/Express/Priority Mail Hand Delivery

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

A Solicitation Response delivered by mail or hand delivery must be placed in a sealed package. It is Respondent’s sole responsibility to ensure that packaging is sufficient to prevent damage to contents. HHSC will not be held responsible for any Solicitation Response that is mishandled prior to receipt by HHSC PCS.

The sealed package and each USB drive must be clearly labeled on the outside as follows:

SOLICITATION NO: HHS0016750

SOLICITATION NAME Specialized Residential Health Services

SOLICITATION RESPONSE DEADLINE See, Section 3.1 (Schedule of Events)

PURCHASER NAME: Section 3.3.1 (Sole Point of Contact).

RESPONDENT NAME: [Respondent to include its name.] https://gatewayaw.hhs.state.tx.us/publicHelpGuide/Content/External/EXT_HomePage.htm

PCS 570 HHS RFQ RFQ No. HHS0016750 Page 19 of 34

Respondent is solely responsible for ensuring its Solicitation Response is submitted in accordance with all Solicitation requirements including, but not limited to, proper labeling of packages, sufficient postage or delivery fees, and ensuring timely receipt by HHSC. A dated shipping label, invoice of receipt from the delivery carrier, or any other documentation in lieu of the HHSC PCS time stamp WILL NOT be accepted.

3.6.3 Submission Checklist

Solicitation Consideration and Award Consideration Documents, defined in Section 1.2 (Definitions), must be submitted by the deadline for Solicitation Response submissions specified in Section 3.1 (Schedule of Events). Solicitation Consideration Documents will be reviewed as received, and Respondent will not have an opportunity to remedy missed requirements. At its sole discretion, HHSC may request some, or all of, the Respondents to remedy missing elements of Award Consideration Documents. Those marked “SC” are Solicitation Consideration Documents and those marked “AC” are Award Consideration Documents.

Below are the documents required to be submitted with the Solicitation Response. Where searchable PDF files are required, submission of non-searchable (image only) PDF files may result in disqualification of the Solicitation Response.

a. Statement of Qualifications and Respondent Information

1. Statement of Qualifications (Article V) SC ____

2. Minimum Qualification Documentation

(Sections 4.2.2 and 5.2) SC ____

3. SPI (Section 2.4, Exhibit D-1) AC ____

4. Exceptions (Section 3.5.4, Exhibit F) AC ____

5. Company Information (Section 6.1) SC ____

6. Authorization to Conduct Business in Texas and Franchise Tax Exemption

(Section 6.2) AC ____

7. References (Section 6.3) AC ____

8. HHS Solicitation Affirmations (Section 6.4, Exhibit A) SC ____

9. Financial Capacity (Section 6.5) AC ____

PCS 570 HHS RFQ RFQ No. HHS0016750 Page 20 of 34

10. Major Subcontractor Information (Section 6.7) SC ____

11. Signed Addenda (if applicable) AC ____

b. HUB Subcontracting Plan (Article VII, Exhibit H) SC ____

3.6.4 Modifications and Withdrawals of Solicitation Response

Prior to the Solicitation Response submission deadline specified in Section 3.1 (Schedule of Events), Respondent may either (1) withdraw its Solicitation Response by submitting a written request to the individual identified in Section 3.3.1 (Sole Point of Contact), or (2) modify its Solicitation Response by submitting a written amendment to the individual identified in Section

3.3.1 (Sole Point of Contact). When modifying its Solicitation Response, Respondent must provide written notice signed by an authorized representative that specifically identifies the portion(s) of the Solicitation Response that will be replaced or removed by the amendment.

3.6.5 Retention of Solicitation Responses

A Solicitation Response becomes the property of HHSC after submission and will not be returned to the Respondent.

ARTICLE IV. SOLICITATION RESPONSE EVALUATION AND AWARD

PROCESS

4.1 CONFORMANCE WITH STATE LAW

Solicitation Responses shall be evaluated in accordance with Texas Government Code Section 2254.003.

HHSC will make the selection of one Respondent (if any) to contract with HHSC on the basis of demonstrated competence and qualifications to perform the required Services and for a fair and reasonable price.

4.2 BEST VALUE DETERMINATION

4.2.1 Selection Methodology

Solicitation Responses that meet the minimum qualifications will be submitted to the evaluation team for review and scoring. Each member of the evaluation team will receive a copy of each

PCS 570 HHS RFQ RFQ No. HHS0016750 Page 21 of 34 responsive Solicitation Response. The evaluators will review the Solicitation Responses considering the criteria listed in Section 4.2.5 (Written Response Evaluation Criteria).

Evaluators will individually score the Solicitation Responses. This procurement will utilize an aggregated individual evaluation or other methodology as outlined by this section.

The following subsections describe the evaluation process, including any criteria for advancement to the various phases of evaluation, if applicable.

4.2.2 Minimum Qualifications

Respondent must meet the minimum qualifications listed below.

a. Respondent must be:

1. Contracted under Title 26, Part 1, Chapter 52 of the Texas Administrative Code as a Home and Community-based Services (HCS) Provider, operational, and conducting personal assistance services for a minimum of five (5) years; or

2. Licensed as a Home and Community Support Services Agencies (HCSSA) under Title 26, Part 1, Chapter 558 of the Texas Administrative Code, operational, and conducting Home Health Services and personal assistance services for a minimum of five (5) years.

b. Respondent shall have demonstrated five (5) years’ experience in providing residential services or in-home personal assistance services, and vocational, medical, nursing, and habilitative services.

c. Respondent has submitted the Solicitation Response in accordance with Section 3.6, (Solicitation Response Submission and Delivery) including all Solicitation Consideration and Award Consideration Documents, see Section 3.6.3 (Submission Checklist).

d. Respondent who receives an overall score on the VPTS of less than a “C” may be disqualified from consideration for award.

e. Respondents shall provide a minimum of three (3) references from similar contracts or projects performed, preferably for state and/or local government, within the last three (3) years.

4.2.3 Initial Compliance Screening

HHSC will review Solicitation Responses for compliance with Section 3.6.3 (Submission Checklist) and for demonstrated ability to meet the minimum qualifications specified in Section

4.2.2 (Minimum Qualifications) required to advance to evaluations. Failure to meet the minimum qualifications specified in Section 4.2.2 (Minimum Qualifications), will result in the disqualification of the Solicitation Response.

PCS 570 HHS RFQ RFQ No. HHS0016750 Page 22 of 34

HHSC will automatically disqualify any Solicitation Response that does not include one or more of the completed and signed (as applicable) Solicitation Consideration Documents listed in Section

3.6.3 (Submission Checklist).

At its sole discretion, HHSC may disqualify any Solicitation Response that does not include all required Award Consideration Documents. Reference Section 3.6.3 (Submission Checklist).

HHSC may contact references provided in response to this Solicitation. HHSC may contact Respondent’s clients, or solicit information from any available source, including the Comptroller’s VPTS. Any information received may be grounds for disqualification if that information, in HHSC’s sole discretion, suggests that the Respondent may perform poorly if selected.

4.2.4 Written Solicitation Response Evaluation

Each member of the evaluation team will read the Solicitation Responses in preparation for evaluation. The evaluation team will score all Solicitation Responses that pass initial screening, Section 4.2.3 (Initial Compliance Screening). Solicitation Responses will be scored against the criteria in Section 4.2.5 (Written Response Evaluation Criteria).

Solicitation Responses will be evaluated utilizing aggregated individual scoring and any other methods outlined in Article IV, Solicitation Response Evaluation and Award Process. The individual evaluators’ scores will be aggregated and weighted, resulting in the Final Written Response Scores.

4.2.5 Written Response Evaluation Criteria

A Solicitation Response shall be consistently evaluated and scored in accordance with the following criteria. See also Exhibit G, Evaluation Tool.

e. Qualifications and Experience – 65%

a. Project Work Plan – 35%

4.2.6 Final Written Response Score

A Respondent’s Final Written Response Score is the score from Section 4.2.4 (Written Solicitation Response Evaluation). Final Written Response Score may not always determine best value or selection for negotiation and award, see Section 4.2.7 (Additional Selection Considerations) and Section 4.2.8 (Summary of Best Value Determination) for more information.

4.2.7 Additional Selection Considerations

Solicitation Responses should not include any information regarding Respondent's fees, pricing, or other compensation. Pricing will not be considered during the evaluation process.

PCS 570 HHS RFQ RFQ No. HHS0016750 Page 23 of 34

4.2.8 Summary of Best Value Determination

The final selection for award will be based on best value, as determined by this section. This includes any scoring adjustments for outliers or other additional considerations as specified by this Solicitation. Respondents are encouraged to thoroughly review the processes outlined in this section, as it documents the best value considerations to be made by HHSC when selecting a Respondent for negotiation and Contract award.

4.3 QUESTIONS OR REQUESTS FOR CLARIFICATION

By submitting a Solicitation Response, Respondent grants HHSC the right to ask questions, request clarifications and to obtain any information from any lawful source regarding the past history, practices, conduct, ability, and eligibility of the Respondent to supply Services and to fulfill requirements under this Solicitation, and the past history, practices, conduct, ability, and eligibility of any director, officer, or key employee of the Respondent. By submitting a Solicitation Response, the Respondent generally releases from liability and waives all claims against any party providing information about the Respondent at the request of HHSC. Such information may be taken into consideration in evaluating the Solicitation Response.

ARTICLE V. STATEMENT OF QUALIFICATIONS

5.1 EXECUTIVE SUMMARY

Respondent must provide an executive summary of its qualifications as well as a full and concise summary of the contents of the Solicitation Response. The overview should highlight key aspects of the Solicitation Response including Respondent’s understanding of any stated goals or objectives for this Solicitation. Respondent must include a statement in the executive summary that the Solicitation Response is responsive to all the requirements of this Solicitation, including Article II, Statement of Work (including Exhibit E, Statement of Work). The executive summary must not exceed two (2) pages.

If Respondent is providing Services beyond those specifically required by this Solicitation, those Services must be identified in the Solicitation Response. If Respondent is offering Services that do not meet the specific requirements of this Solicitation, but in the opinion of the Respondent are equivalent or superior to those specifically requested, any such differences must be noted in the executive summary. Failure to submit a Solicitation Response that is responsive to the requirements of the Solicitation may result in disqualification of the Solicitation Response.

PCS 570 HHS RFQ RFQ No. HHS0016750 Page 24 of 34

5.2 MINIMUM QUALIFICATION DOCUMENTATION

Respondent must provide documentation that demonstrates its compliance with the minimum qualifications set forth in Section 4.2.2 (Minimum Qualifications).

5.3 QUALIFICATIONS AND EXPERIENCE

Respondent shall list and provide information concerning a minimum of one (1) contract or project, similar to the Services enumerated in Article II, Statement of Work (including Exhibit E, Statement of Work).

Respondent must provide demonstrated experience in residential, medical, and habilitative services and explain how those demonstrate Respondent’s effectiveness and capabilities to provide the deliverables and Services described in this RFQ.

Respondent must provide a copy of an active Home and Community-based Services contract that is held with HHSC under Title 26, Part 1, Chapter 52 of the Texas Administrative Code, or a copy of an active Home and Community Support Services Agencies (HCSSA) license under Title 26, Part 1, Chapter 558 of the Texas Administrative Code.

5.4 PROJECT WORK PLAN

Respondent must describe its proposed processes and methodologies for providing all components of the requirements specified in Article II, Statement of Work (including Exhibit E, Statement of Work), including its approach to meeting the Project schedule. Respondent should identify all tasks to be performed, including all Project activities, materials, and other products, Services, and reports to be generated during the Contract Term and relate them to the stated purpose(s) and specifications described in this Solicitation. Respondents must provide:

a. A description of the Respondent's Services and support for when a resident may experience a medical, behavioral, or psychiatric emergency, which includes an assessment, of whether emergency criteria are met, and that there is collaboration to facilitate appropriate Services with the local mental health authority and the Health and Specialty Care System.

b. A description of the Respondent's processes for addressing clinical and programmatic issues to promote effectiveness, efficiency, and risk reduction including monitoring, tracking, and data integrity.

c. A description of the Respondent's plan to monitor all medications, to include the evaluation of the need for changes in medications, additional needed treatments or interventions.

d. A description of the Respondent's ability to provide Services including:

1. comprehensive assessments to exclude emergencies;

2. functional assessments;

3. specialized training for the Individual with problem behaviors;

https://texas-sos.appianportalsgov.com/rules-and-meetings?chapter=52&interface=VIEW_TAC&part=1&title=26 https://texas-sos.appianportalsgov.com/rules-and-meetings?chapter=558&interface=VIEW_TAC&part=1&title=26 https://texas-sos.appianportalsgov.com/rules-and-meetings?chapter=558&interface=VIEW_TAC&part=1&title=26

PCS 570 HHS RFQ RFQ No. HHS0016750 Page 25 of 34

4. specialized training or experience, or both in providing behavioral support services;

5. specialized training in behavioral and psychiatric disorders,

6. crisis services,

7. case management services, and

8. development of individualized age-appropriate goals in the areas of social functioning, living skills, and work opportunities for the Individual.

5.5 STAFFING PROFILE

Respondent must provide staffing profiles and resumes for all key personnel. Key personnel are staff who will exercise operational or managerial control over the Services…