ESBD_485050_1770902394540_HHS0016552 DFPS CPS Home Study Report Services.pdf

PCS 550 HHS RFP Template RFP No. HHS0016552 Page 1 of 40 Version 2.30 Revision Date 04/28/2025

Audrey O’Neill, Texas Department of Family and Protective Services (DFPS) Commissioner

Request for Proposals (RFP) for

DFPS Child Protective Services (CPS) Home Study and Report Services

RFP No. HHS0016552

Date of Release: February 12, 2026 2026

Responses Due: See Section 3.1 Schedule of Events

NIGP Class/Item Codes

952-01 Adoption Services

952-47 Foster Care Services

952-59 Human Services (Not Otherwise Classified)

PCS 550 HHS RFP Template RFP No. HHS0016552 Page 2 of 40

Revision Date 04/28/2025

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

1.1 Introduction

1.2 Definitions

1.3 Authority

Article II. Statement of Work

2.1 Statement of Work

2.2 Contract Award, Term, and Historical Compensation

2.2.1 Contract Award and Execution

2.2.2 Contract Term

2.2.3 Historical Compensation

2.3 No Guarantee of Volume, Usage, or Compensation

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 Prohibited Communication

3.3.3 Exception to Sole Point of Contact

3.3.4 Solicitation Questions

3.4 Pre-proposal Teleconference

3.4.1 Attendance

3.4.2 Teleconference Logistical Information

3.4.3 Questions at Pre-Proposal Teleconference

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 Binding Offer

3.6 Solicitation Response Submission and Delivery

3.6.1 Deadline

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3.6.2 Submission Option

3.6.3 Submission Checklist

3.6.4 Labeling and Delivery for USB Submission and Other Materials

3.6.5 Modifications and Withdrawals

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 Competitive Range

4.2.7 Best and Final Offer (BAFO)

4.2.8 Final Written Response Score and Total Score

4.2.9 Summary of Best Value Determination

4.3 Questions or Requests for Clarification

Article V. Narrative proposal

5.1 Narrative Proposal

5.1.1 Executive Summary

5.1.2 Service Work Plan

5.1.3 Key Staffing Profile

Article VI. Required Respondent Information

6.1 Company Information

6.1.1 Company Narrative

6.1.2 Company Profile

6.2 Franchise Tax – Right to Transact Business in Texas

6.3 References

6.4 Major Subcontractor Information

6.5 Affirmations and Certifications

6.6 Other Reports

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6.6.1 Dun and Bradstreet Reports

6.6.2 Financial Statements and Financial Solvency

6.6.3 Alternate Report

6.7 HUB Subcontracting Plan

6.8 Secretary of State Certification

Article VII. Cost Proposal

7.1 Cost Proposal

Article VIII. General Terms and Conditions

8.1 General Conditions

8.1.1 Changes, Modifications, and Cancellation

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 Insurability

8.3 Protest

Article IX. List of Exhibits

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ARTICLE I. INTRODUCTION, DEFINITIONS, AND AUTHORITY

1.1 INTRODUCTION

The State of Texas, by and through the Texas Health and Human Services Commission (HHSC) on behalf of the Texas Department of Family and Protective Services (DFPS) Child Protective Services (CPS) program is issuing this Request for Proposals (RFP) to seek Respondents to submit Proposals to enter into Contracts with DFPS to provide and maintain a network of Service Providers to provide Home Study/Assessment and Report Services in DFPS Regions 1 – 11. Also, as requested by DFPS, the awarded Respondent(s) will provide court-related services as it relates to this RFP.

HHSC Procurement and Contracting Services (PCS) will administer the procurement process for this Solicitation, which includes RFP publication, handling of communications from vendors, as well as managing the receipt of Solicitation Responses for review and evaluation.

To be considered for award, a Respondent must execute Exhibit A, HHS Solicitation Affirmations Version 2.9 and provide all other required information and documentation as set forth in this Solicitation.

1.2 DEFINITIONS

Refer to Exhibit B, Texas Department of Family And Protective Services Vendor Uniform Terms And Conditions, for additional definitions.

As used in this Solicitation, unless a different definition is specified or the context clearly indicates otherwise, the following terms and conditions have the meanings assigned below:

“Addendum” means a written clarification or revision to this Solicitation issued by HHSC PCS and posted to the ESBD.

“Advancement Criteria” means the published criteria for Respondent to advance to the next phase of evaluation if multiple evaluation methods are utilized.

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

“Business Day(s)” means any day other than a Saturday, Sunday, or day in which Texas state offices are authorized or obligated by law or executive order to be closed. Refer to the Texas State Holiday Schedule. For the purpose of determining a when a task/action needs to be completed, the https://hr.sao.texas.gov/Holidays https://hr.sao.texas.gov/Holidays

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Revision Date 04/28/2025 day count begins on the next Business day. For example, if the Contractor is required to Contact the referred individual within two Business days of receipt of Referral and the Contractor receives the Referral on Wednesday, then the first Business day is Thursday and the task must be completed by midnight on Friday. If the due date falls on a weekend or state recognized holiday, the due date will be the next Business day by 5:00 p.m.

“Caregiver” means an individual who attends to the needs of a Child.

“Caseworker” means a DFPS employee who provides casework to Children in substitute care under the Conservatorship of the state.

“Child(ren)” means a person under 18 years of age who is not and has not been married or who has not had the disabilities of minority removed for general purposes.

“Child Placing Agency (CPA)” means a person, agency or operation other than a parent who places or plans for the Placement of a Child in an adoptive home or other residential care setting.

“Child Plan of Service” means DFPS’s developed plan that addresses the services that will be provided to each Foster Child to meet the Child’s specific needs while in substitute care.

“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).

“Complaint” means all matters involving any of the following items are considered formal Complaints:

A. Breach of one or more terms of the contracts;

B. Illegal conduct;

C. Unprofessional or unethical conduct; and D. Action or circumstance impacting a Child or Caregiver’s safety.

“Conservatorship” means the legal status of a Child who has been removed from their home and placed in protective care.

“Contact” means to get in touch with or communicate with by Face-to-Face, electronic communication (telephone, text, email, or computer/webcam) or letter or the act of making Contact.

“Contract” means a promise or a set of promises, for breach of which the law gives a remedy, or the performance of which the law in some way recognizes as a duty. It is an agreement between two or more parties creating obligations that are enforceable or otherwise recognizable by law.

The term also encompasses the written document that describes the terms of the agreement. For https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=04%2F14%2F2025&recordId=208793 https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=04%2F14%2F2025&recordId=208793

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Revision Date 04/28/2025 state contracting purposes, it generally describes the terms of a purchase of goods or services from a service provider. For reference, Refer to Exhibit D, Sample Texas Department of Family and Protective Services Vendor Contract.

“Contract Term” means the period of time beginning with the commencement date or Effective Date of a Contract and ending when the Contract expires in accordance with its terms, or when it has been terminated.

“Contractor” means Respondent awarded a Contract that resulted from this RFP. For this RFP, Respondent and Contractor are used interchangeably.

“Court Appearance” means attending a court session or hearing with the intent to testify whether or not the testimony is actually provided.

“Deposition” means official testimony given out of court under oath for later use in open court.

“DFPS” means the Department of Family and Protective Services.

“Effective Date” means the date agreed to by the Parties as the date on which the Contract takes effect.

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

“Face-to-Face” means direct and in-person Contact.

“Favorable Response” means an affirmative answer such as yes, very satisfied, satisfied, strongly agree, agree or any other affirmative answer, as determined by DFPS.

“Fictive Kin or Other Designated Caregiver” as it applies to the Relative and Other Designated Caregiver Program:

A. Has a longstanding and significant relationship with a Child in DFPS Conservatorship, or with the Child’s family; and B. Is approved by DFPS to provide substitute care for the Child, but is not verified, licensed, or certified to operate a foster home, a foster group home, a foster home operated by a Child- Placing Agency, or a foster group home operated by a Child-Placing Agency; or

C. Is subsequently ordered by the court to be the permanent managing conservator of the child after having provided the care described in Texas Family Code §264.751.

Examples include a godparent, or someone considered to be an aunt or uncle, even though the person is not related to the child.

http://www.txsmartbuy.com/esbd http://www.statutes.legis.state.tx.us/Docs/FA/htm/FA.264.htm#264.751

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

“Foster/Adopt Home Screening” means comprehensive written evaluations used to assess a family’s suitability to provide foster or adoptive care to Children in the managing Conservatorship of DFPS.

“Foster Care” means DFPS-paid substitute care.

“Foster Child” means a Child who is in a DFPS-paid substitute care Placement.

“Frequent and Regular Visitor” See Title 26 Texas Administrative Code (TAC) Section 745.601.

“HHSC” means the Health and Human Services Commission.

“HHSC PCS” means Procurement and Contracting Services (PCS), a division of HHSC.

“HHSC Residential Child Care Licensing (RCCL) Minimum Standards Regulations” are requirements that DFPS Contractors must comply in order to provide services to DFPS children and youth under a Contract that results from this RFP. This can also be referred to as Residential Child Care Licensing (RCCL) in other compliance documents. See HHSC Residential Child Care Regulation (RCCR) .

“Health, Social, Educational, and Genetic History Reports (HSEGH)” is a report that contains the Health, Social, Educational and Genetic History (HSEGH) of a child for whom DFPS is attempting to find an adoptive Placement. The purpose of this report is to provide prospective adoptive parents with information about a child’s history and needs.

“HUB” means Historically Underutilized Business, as defined by Section 2161.001(2) of the Texas Government Code.

“HUB Subcontracting Plan” or “HSP” means written documentation regarding the use of subcontractors, which 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.

“Human Service Field” means a Field that has a focus on the safety and welfare of individuals and families. Commonly accepted degrees for entry in this area are Counseling and Guidance, Psychology, Social Work, Therapeutic Recreation, Criminal Justice, Education, Nursing, Sociology, Child Development, and Family Relations.

https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=12%2F05%2F2025&recordId=205739 https://hhs.texas.gov/doing-business-hhs/provider-portals/protective-services-providers/child-care-licensing/minimum-standards https://hhs.texas.gov/doing-business-hhs/provider-portals/protective-services-providers/child-care-licensing/minimum-standards https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm#2161.001 https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm#2161.001 https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm#2161.252

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“Interstate Compact for the Placement of Children (ICPC)” is law that governs the proper Procedures and safeguards for placing Children in care in another state and ensuring that appropriate services and supervision are provided. The Interstate Compact can be found at Texas Family Code Chapter 162 and the Texas Administrative Code Title 40, Part 19, Chapter 700.1901.

“ICPC Screening/Assessment Requests” means Interstate Compact on the Placement of Children are required when requests are sent from another state to the Texas state office where they are reviewed and then forwarded to the appropriate regional ICPC liaison for Referral to a Contractor.

“Individual Cultural Competence” means the knowledge, skill or attribute one has relative to cultures other than their own that is observable in the consistent patterns of an individual’s behavior, interaction, and work-related activities over time, which contributes to the ability to meet the needs of families receiving services that are effective and equitable.

“Kinship” means a person who is related to the Child by blood, marriage, or adoption; or has a significant, long-standing relationship with the Child or Children’s family.

“Kinship Caregiver” means a relative or Fictive Kin with whom a Child in DFPS legal Conservatorship is placed.

“Kinship Caregiver Home Assessment” means an assessment used to assess the Kinship’s past and present levels of functioning to determine his/her ability to provide a home that is in the best interest of the Child supporting safety, permanency, and the wellbeing for the Child.

“Late Assessment” means any service deliverable that is not delivered in an acceptable manner on or prior to the due date specified in this Solicitation or resulting Contract, regardless of the reason.

“Liaison” means a person who initiates and maintains Contact or connection.

“Mediation” is a process for resolving existing or potential disputes, or for mitigating the negative effects of such disputes. It is a problem-solving process and is not adversarial. It is an alternative to resolving a case through litigation. During Mediation, issues are discussed, facts are clarified, and resolutions to the problem are proposed. Mediation helps the parties communicate their positions, determine the issues to be resolved, develop options for settlement, and negotiate a final solution.

“No Longer Useful Home Study or Report” means any service deliverable that is not completed or otherwise delivered in an acceptable manner after the due date specified in this RFP’s resulting Contract that due to its late delivery can no longer be used for its intended purpose by DFPS. DFPS will be sole and final party to determine usefulness.

“Operational Start Date” means the first day on which the Contractor is responsible for providing services under the operations phase of the Contract and occurs after the transition phase is completed.

https://statutes.capitol.texas.gov/Docs/FA/htm/FA.162.htm https://statutes.capitol.texas.gov/Docs/FA/htm/FA.162.htm https://statutes.capitol.texas.gov/Docs/FA/htm/FA.162.htm https://texas-sos.appianportalsgov.com/rules-and-meetings?chapter=700&interface=VIEW_TAC&part=19&subchapter=S&title=40 https://texreg.sos.state.tx.us/public/readtac%24ext.TacPage?sl=R&app=9&p_dir&p_rloc&p_tloc&p_ploc&pg=1&p_tac&ti=40&pt=19&ch=700&rl=1901

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“Organizational Cultural Competence” means a set of values, behaviors, attitudes, and practices within a system, organization, program or among individuals, which enables staff, Subcontractors and volunteers to work effectively with families from other cultures. Furthermore, it refers to their ability to honor and respect the beliefs, language, interpersonal styles, and behaviors of individuals and families receiving services.

“Placement” means an event that authorizes placement of a Child.

“Policy” means the principles, rules, and guidelines formulated or adopted by an organization to assist it in reaching long-term goals, reflect the requirements of the Contract and to influence and determine all major decisions, actions, and activities that take place within their set boundaries.

“Proposal” means a set of documents submitted in response to an RFP by a Respondent.

“Race” means one of the five categories for Race as established by U.S. Census Bureau standards:

American Indian or Alaska Native, Asian, Black or African American, Native Hawaiian or Other Pacific Islander, and White.

“Referral” means to assign or direct a Child or Caregiver for services by a DFPS Service Authorization Form 2054.

“Relative” means a person related to a Child by consanguinity (a close relation or connection) as determined under Texas Government Code § 573.022.

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

“Service Provider” means a person conducting a home study or assessment, which can also be child Placement management staff, CPMS.

“Sibling(s)” are Children having one or both parent in common.

“Solicitation” means this RFP 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 or DFPS, and any other state agency, its officers, employees, or authorized agents.

“Subcontract” is a written agreement between the original Contractor and a third party to provide all or a specified part of the goods, services, work, and materials required in the original contract.

https://www.census.gov/topics/population/race/about.html https://statutes.capitol.texas.gov/Docs/GV/htm/GV.573.htm

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“Subcontractor” means any individual or entity that has entered into a Subcontract with a Contractor.

“Transition Phase” means a period from Contract Effective Date to the Operational Start Date.

“Transition Plan” means a plan to transition all deliverables, activities, materials, products, services, and reports to be generated during the Contract Term, from the current, incumbent contractor to the selected Contractor in order to timely commence operations on the Operational Start Date.

“Turnover Plan” means a plan developed by Contractor that describes Contractor’s policies and procedures that will ensure the least disruption in the delivery of the work during turnover to System Agency or its designee.

“Uncooperative” means unwilling to help others or do what is asked.

“VPTS” means 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

HHSC is soliciting the services stated in this Solicitation on DFPS’s behalf under the authority of Texas Government Code Section 2155.061 and delegated by 34 Texas Administrative Code 20.82 (d)(4)(D). DFPS will enter into a Contract that results from this RFP under its authority in Texas Human Resources Code Chapter 40.

ARTICLE II. STATEMENT OF WORK

2.1 STATEMENT OF WORK

DFPS will use Home Study, Assessment, and Report Services in accordance with the specifications and requirements provided in this RFP to make Placement decisions in the best interests of Children. Refer to Exhibit F, Statement of Work (SOW) .

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

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2.2 CONTRACT AWARD, TERM, AND HISTORICAL COMPENSATION

2.2.1 Contract Award and Execution

HHSC or DFPS intends to award one (1) or more Contracts per Map of DFPS Regions as a result of this Solicitation to ensure adequate delivery and service HHSC or DFPS has determined that to increase provider options, quality of services, capacity, and timeliness of services, it is necessary to have at least two (2) providers per Region. The criteria for an award are specified in Sections

4.2.4 (Written Solicitation Response Evaluation), 4.2.5 (Written Response Evaluation Criteria), and 4.2.6 (Competitive Range). Any award is contingent upon approval of the DFPS executive commissioner or their designee.

If, for any reason, a final Contract cannot be executed with a Respondent selected for award within 60 calendar days of HHSC or DFPS’s determination to seek to contract with that Respondent, HHSC or DFPS may negotiate a Contract with the next highest-scoring Respondent or may withdraw, modify, or partially award this Solicitation.

2.2.2 Contract Term

The initial term of any Contract resulting from this Solicitation will be three (3) years. HHSC or DFPS, at its sole option, may extend any Contract awarded pursuant to this Solicitation for up to two (2) additional one (1) year terms.

Following the initial term and any allowable renewals or extensions, HHSC or DFPS may extend any resulting Contract for not more than one additional option period to address immediate operational or service delivery needs. If the resulting Contract does not include a defined option period, the extension is limited to one (1) year.

2.2.3 Historical Compensation

Historical compensation under Contracts with similar scope and size to this Solicitation has been approximately $3,500,000.00 per State fiscal year. The following is the expenditures for FY 2024.

It is included as historical data and is not a guarantee of future expenditures.

Notwithstanding Section 2.2.3 (Historical Compensation), HHSC or DFPS reserves the right to adjust any projected amount based on state and/or federal funding during the term of a resulting Contract.

The remainder of this page intentionally left blank.

https://www.dfps.texas.gov/Contact_Us/map.asp

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2.3 NO GUARANTEE OF VOLUME, USAGE, OR COMPENSATION

HHSC or DFPS makes no guarantee of volume, usage, or total compensation to be paid to any Respondent under any awarded Contract, if any, resulting from this Solicitation. Any awarded Contract is subject to appropriations and the continuing availability of funds.

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

Total Expenditures by Service by Region

FY2024

Service Authorization Region TOTAL

01 $0.00 02 $0.00 03 $241,926.57 04 $222,281.52 05 $132,269.05 06 $411,855.51 07 $517,300.74 08 $534,225.40 09 $177,809.00 10 $93,412.23 11 $520,041.63

GRAND

TOTAL $2,851,121.80

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ARTICLE III. ADMINISTRATIVE INFORMATION

3.1 SCHEDULE OF EVENTS

EVENT DATE/TIME

Solicitation Date of Release

February 12, 2026

Pre-proposal Teleconference Attendance is Optional

February 25, 2026 at 10:30 a.m. Central Time

Deadline for Submitting Questions or Requests for Clarification

March 2, 2026 by 10:30 a.m. Central Time

Tentative Date Responses to Questions or Requests for Clarification Posted on ESBD

March 13, 2026

Deadline for Courtesy HSP Review March 18, 2026 by 10:30 a.m. Central Time

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

March 30, 2026 by 10:30 a.m. Central Time

Evaluation Period April 2026

Anticipated Notice of Award May 2026

Anticipated Contract Start Date September 2026

Respondents must submit their Solicitation Responses to HHSC in accordance with the due date and time indicated in this Schedule of Events or as changed via an Addendum posted to the ESBD.

NOTE: All dates are tentative and HHSC reserves the right to modify these dates at any time. At the sole discretion of HHSC, events listed in the Schedule of Events are subject to scheduling changes and cancellation. Scheduling changes or cancellation determinations made prior to the Deadline for Submission of Solicitation Responses will be published by posting an Addendum to the ESBD. After the Deadline for Submission of Solicitation Responses, if there are delays that significantly impact the anticipated award date, HHSC, at its sole discretion, may post updates regarding the anticipated award date to the Procurement Forecast on the HHS Procurement https://hhs.texas.gov/doing-business-hhs/contracting-hhs/procurement-opportunities

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Opportunities web page. Each Respondent is responsible for checking the ESBD and Procurement Forecast for updates.

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.

3.2 AMBIGUITY, CONFLICT, OR DISCREPANCY

Respondent must notify the Sole Point of Contact (Section 3.3.1) 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.

If Respondent fails to properly and timely notify the Sole Point of Contact (Section 3.3.1) 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 or DFPS 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 about this Solicitation shall be made in writing to HHSC PCS, addressed to the person listed below (Sole Point of Contact). Additionally, a phone number is provided for purposes such as instructing a potential Respondent through an IT system or website referenced in this Solicitation. Communications via telephone are not binding.

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. Respondents seeking to contact the Sole Point of Contact should do so via e-mail in order to receive updated contact information.

Name Stacy Elizondo, CTCD, CTCM Title PCS Purchaser Address Procurement and Contracting Services Building

1100 W 49th St. MC: 2020

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Austin, TX 78756 Phone (512) 406-2526 Email stacy.elizondo@hhs.texas.gov

See also, Section 3.3.3 (Exception to Sole Point of Contact) below.

3.3.2 Prohibited Communication

Except as provided in Section 3.3.1 (Sole Point of Contact) and Section 3.3.3 (Exception to Sole Point of Contact), potential Respondents and Respondents are prohibited from any communication with HHSC regarding the Solicitation. HHSC or DFPS, its representative(s), and partners will not answer any questions or otherwise discuss the contents of this Solicitation with any potential Respondent or its representative(s). Attempts to ask questions by phone or in person will not be allowed or recognized as valid. Respondent shall rely only on written statements issued by or through HHSC or DFPS designated staff as provided by Section 3.3 (Inquiries). This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this Solicitation. Failure to comply with these restrictions may result in disqualification of Respondent's Solicitation Response.

3.3.3 Exception to Sole Point of Contact

Exceptions to Section 3.3.1 are as follows:

A. Respondents with questions relating to the HUB Subcontracting Plan are permitted to direct those questions to the HUB coordinator at dfpshub@dfps.texas.gov.

B. Where it is expressly directed by the Sole Point of Contact that another designated HHSC representative may speak to the Respondent, such as during Contract negotiations.

Respondents are required to ensure that communications 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.

3.3.4 Solicitation Questions

HHSC or DFPS will allow written questions and requests for clarification regarding this Solicitation. Questions must be submitted by e-mail to the Sole Point of Contact (Section 3.3.1) by the Deadline for Submitting Questions or Requests for Clarification established in Section 3.1 (Schedule of Events). Responses to questions or other written requests for clarification will be consolidated and posted to the ESBD and will not be provided individually to requestors.

HHSC or DFPS reserves the right to amend answers previously posted, prior to the Deadline for Submission of Solicitation Responses Section 3.1 (Schedule of Events). Amended answers will be posted on the ESBD. It is the Respondent's responsibility to check the ESBD. HHSC or DFPS mailto:stacy.elizondo@hhs.texas.gov mailto:dfpshub@dfps.texas.gov

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Revision Date 04/28/2025 also reserves the right to provide a single consolidated response to all similar questions at the agency’s sole discretion.

A. All questions and requests for clarification must include the following information:

1. Solicitation number;

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

3. Question topic (e.g., “Schedule of Events,” or “Exhibit N – Cost Proposal”); and

4. Question for HHSC or DFPS.

B. Requestor contact information below must be included in the body of the e-mail and submitted with the question(s):

1. Company name;

2. Company representative name;

3. Phone number; and

4. E-Mail address.

Questions or requests for clarification received after the Deadline for submitting Questions or Requests for Clarification in Section 3.1 (Schedule of Events), may be reviewed by HHSC or DFPS but may not be answered. Only answers to questions submitted to the Sole Point of Contact in writing, in accordance with this section, are binding.

3.4 PRE-PROPOSAL TELECONFERENCE

3.4.1 Attendance

HHSC PCS will conduct a pre-proposal teleconference. Attendance is optional but highly recommended.

Attendees to virtual pre-proposal conferences are required to send an email to the Sole Point of Contact (Section 3.3.1), advising of participation in the pre-proposal conference. Attendees must provide their name, phone number, and name of the company they are representing .

3.4.2 Teleconference Logistical Information

HHSC PCS will hold the Pre-proposal Teleconference via Microsoft Teams, on the date and time set out in Section 3.1 (Schedule of Events).

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People with disabilities who wish to attend the teleconference and require auxiliary aids or services should contact the Sole Point of Contact identified in Section 3.3.1 (Sole Point of Contact), at least 72 hours before the meeting in order to have reasonable accommodations made by HHSC.

Pre-proposal Microsoft Teams Link: CPS Home Study and Report Services Teleconference HHS0016552 | Meeting-Join | Microsoft Teams

HHSC will broadcast the Pre-proposal Teleconference via Microsoft Teams at the date and time listed in Section 3.1 (Schedule of Events).

Participants must register for the Pre-proposal Teleconference via Microsoft Teams prior to the event according to Section 3.4.1 (Attendance).

Participants may call in to the Pre-proposal Teleconference using the information below and use a telephone as the speaker and microphone.

United States: +1 (512) 580-4366

Pre-proposal conference phone ID: 947 007 791#

3.4.3 Questions at Pre-Proposal Teleconference

A. Reference Section 3.3.4 (Solicitation Questions) for the required format and information to be provided for submission of questions and requests for clarification.

B. Attendees may submit questions in writing at the conference. All questions must be in the required format and include the information as referenced in Section 3.3.4 (Solicitation Questions).

C. During the teleconference, HHSC may provide responses to questions and requests for clarification, but only written responses posted by HHSC PCS as an Addendum to the Solicitation on the ESBD will be considered an official, binding update to the Solicitation.

D. HHSC or DFPS reserves the right to amend, prior to the Solicitation Response Deadline, answers previously posted. Amended answers will be posted on the ESBD. Notification of posting will be in accordance with Section 3.1 (Schedule of Events).

E. Conversations with HHSC or DFPS program area staff before or after the pre-proposal conference are prohibited.

3.5 SOLICITATION RESPONSE COMPOSITION

3.5.1 General Information

Failure to submit all required Solicitation Response documents in the required format(s) may result in disqualification of the Solicitation Response without further consideration Section 3.6.3 https://events.teams.microsoft.com/event/5fbd7cbe-3d66-4d32-be28-5d097360bc85@9bf97732-82b9-499b-b16a-a93e8ebd536b https://events.teams.microsoft.com/event/5fbd7cbe-3d66-4d32-be28-5d097360bc85@9bf97732-82b9-499b-b16a-a93e8ebd536b

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(Submission Checklist). Respondent shall 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. Respondent should focus on the instructions and requirements of the Solicitation.

3.5.2 Page Limit and Supporting Documentation

The narrative proposal must not exceed twenty (20) pages and 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. Large organizational charts, diagrams, or technical schematics may be formatted as an 11” x 17” page.

Times New Roman font is preferred.

3.5.3 Discrepancies

In the event of any discrepancies or variations between copies, HHSC or DFPS 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 or DFPS, 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 or DFPS will disqualify the Solicitation Response and it will not be evaluated.

HHSC or DFPS will not accept submissions after the “Deadline for Submission of Solicitation Responses” in the Schedule of Events (Section 3.1) to remedy discrepancies or variations in Solicitation Response submissions.

3.5.4 Exceptions

Respondents are highly encouraged, in lieu of including exceptions in their Solicitation Responses, to address all issues that might be advanced by way of exception by submitting such issues as questions or requests for clarification pursuant to Section 3.3.4 (Solicitation Questions).

Any exception included in a Solicitation Response may result in a Respondent not being awarded a Contract. If a Respondent includes exceptions in its Solicitation Response, Respondent is required to use the Exhibit J, Exceptions to this Solicitation and provide all information requested on the form. Any exception that does not provide all required information in the format set forth in Exhibit J, Exceptions may be rejected without consideration.

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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 any Contract resulting from this Solicitation unless expressly made a part of the Contract in writing by HHSC or DFPS.

3.5.5 Binding Offer

A Solicitation Response should be responsive to the Solicitation as worded and without any assumption that any or all terms, conditions, or provisions of the Solicitation will be negotiated.

Furthermore, all Solicitation Responses constitute binding offers. Any Solicitation Response that includes any type of disclaimer or other statement indicating that the response does not constitute a binding offer may be disqualified.

If a Respondent’s ability to enter into a Contract is contingent upon any exception provided in accordance with Section 3.5.4 (Exceptions), the Respondent may be disqualified from further consideration for Contract award.

3.6 SOLICITATION RESPONSE SUBMISSION AND DELIVERY

3.6.1 Deadline

Solicitation Responses must be received at the address in Section 3.6.4 (Labeling and Delivery for USB Submission and Other Materials) and time-stamped by HHSC PCS no later than the date and time specified in Section 3.1 (Schedule of Events).

Solicitation Responses received after the Deadline for Submission of Solicitation Responses specified in Section 3.1 (Schedule of Events) will be rejected and not considered for Contract award.

3.6.2 Submission Option

A. Submission Option #1: Respondent shall submit two (2) USB drives—one (1) labeled “Original Proposal” and one (1) labeled “Copy”—containing the following documents:

1. Each USB must contain one (1) file named “Original” that contains the Respondent’s entire Solicitation Response (except the cost proposal and HUB Subcontracting Plan) in searchable portable document format (PDF), unless otherwise specified for a particular attachment or exhibit.

2. If applicable in accordance with Section 8.1.5 (Public Information Act – Respondent Requirements Regarding Disclosure), each USB must contain one (1) file named “Public Information Act Copy” that contains the Respondent’s entire Solicitation Response, including all exhibits and attachments, in searchable PDF.

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3. In accordance with Section 7.1 (Cost Proposal), each USB must contain one (1) file named “Cost Proposal” that contains the Respondent’s cost proposal in Excel format with active formulas (compatible with Microsoft Office 2016).

4. In accordance with Section 6.7 (HUB Subcontracting Plan), each USB must contain one (1) file named “HUB Subcontracting Plan” in searchable PDF, which contains the Respondent’s HUB Subcontracting Plan and all supporting documentation.

B. Submission Option #2: Respondent shall submit the following through the Online Bid Room utilizing the procedures in Exhibit K, HHS Online Bid Room Information:

1. One (1) file named “Original” that contains the Respondent’s entire Solicitation

Response (except the cost proposal and HUB Subcontracting Plan) in searchable portable document format (PDF), unless otherwise specified for a particular attachment or exhibit.

2. If applicable in accordance with Section 8.1.5 (Public Information Act – Respondent Requirements Regarding Disclosure), one (1) file named “Public Information Act Copy” that contains the Respondent’s entire Solicitation Response, including all exhibits and attachments, in searchable PDF.

3. In accordance with Section 7.1 (Cost Proposal), one (1) file named “Cost Proposal” that contains the Respondent’s cost proposal in Excel format with active formulas (compatible with Microsoft Office 2016).

4. In accordance with Section 6.7 (HUB Subcontracting Plan), one (1) file named “HUB Subcontracting Plan” in searchable PDF, which contains the Respondent’s HUB Subcontracting Plan and all supporting documentation.

3.6.3 Submission Checklist

Solicitation Consideration and Award Consideration Documents, reference Section 1.2 (Definitions) must be submitted by the deadline for Solicitation Response submissions, reference 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.

The Solicitation Response must be submitted using one of the approved methods identified in Section 3.6, (Solicitation Response Submission and Delivery). 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 from further consideration for Contract award.

A. Proposal and Respondent Information

1. Narrative Proposal Section 5.1

SC ____

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2. Company Information

Section 6.1

SC ____

3. Minimum Qualification Verification

Section 4.2.2

SC ____

4. Franchise Tax Information

Section 6.2

AC ____

5. References Section 6.3

AC ____

6. Major Subcontractor Information

Section 6.4

SC ____

7. HHS Solicitation Affirmations, Version 2.9

Section 6.5, Exhibit A

8.

Assurances - Non- Construction Programs

Section 6.5, Exhibit M

AC

9. Certification Regarding Lobbying

Section 6.5, Exhibit L

AC ____

10. Exceptions (if applicable)

Section 3.5.4, Exhibit J

AC ____

11. Dun and Bradstreet Reports

Section 6.6.1

AC ____

12. Financial Statements and Financial Solvency

Section 6.6.2

AC ____

13. Certificate of Fact Section 6.8

AC ____

14. All Posted Addenda, Signed

AC ____

B. Cost Proposal Article

VII,

Exhibit N

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C. HUB

Subcontracting Plan

Section

6.7 and Exhibit H

3.6.4 Labeling and Delivery for USB Submission and Other Materials

Respondent must deliver Solicitation Responses submitted via USB by one (1) of the methods 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

BE ADVISED, all Solicitation Responses become the property of HHSC after submission and will not be returned to the Respondent. It is the Respondent’s responsibility to appropriately mark and deliver the Solicitation Response to HHSC PCS by the specified date. A dated shipping label, invoice of receipt from USPS or commercial carrier, or any other documentation in lieu of the on-site time stamp WILL NOT be accepted.

Each 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. In no event will HHSC or DFPS be responsible or liable for any delay or error in delivery. Solicitation Response must be RECEIVED by HHSC PCS by the Solicitation Response Deadline identified in Section 3.1 (Schedule of Events).

Solicitation Responses submitted via USB by mail or hand delivery shall be placed in a sealed package. The sealed package and the USB drives shall be clearly labeled on the outside as follows:

SOLICITATION NO: HHS0016552

SOLICITATION NAME CPS Home Study and Report Services

DEADLINE FOR SUBMISSION OF

SOLICITATION RESPONSES

March 30, 2026 by 10:30 a.m. Central Time

PURCHASER NAME: Stacy Elizondo, CTCD, CTCM

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RESPONDENT NAME: [Respondent Name]

It is Respondent’s sole responsibility to ensure that packaging is sufficient to prevent damage to contents. HHSC or DFPS will not be responsible or liable for any damage, and damaged Solicitation Responses will not be considered at HHSC’s or DFPS’ sole discretion.

HHSC or DFPS will not be held responsible for any Solicitation Response that is mishandled prior to receipt by HHSC PCS. It is the Respondent’s sole responsibility to mark appropriately and deliver the Solicitation Response to HHSC PCS by the specified date and time. HHSC or DFPS will not be responsible for late delivery, inappropriately identified documents, or other submission errors that may lead to disqualification or nonreceipt of the Respondent’s Solicitation Response.

3.6.5 Modifications and Withdrawals

Prior to the Solicitation Response submission deadline in Section 3.1 (Schedule of Events), Respondent may: (1) withdraw its Solicitation Response by submitting a written request to the Sole Point of Contact identified in Section 3.3.1 (Sole Point of Contact); or (2) modify its Solicitation Response by submitting a written amendment to the Sole Point of Contact identified in Section 3.3.1 (Sole Point of Contact). When modifying its Solicitation Response, Respondent must include in writing the section(s) of its submission that will be replaced or removed by the amendment.

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 § 2155.144(d). HHSC or DFPS shall not be obligated to select the lowest priced Solicitation Response but shall make an award to the Respondent that provides the best value to the State of Texas.

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

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Revision Date 04/28/2025 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 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

Respondents must meet the minimum qualifications listed below.

A. Respondents must have been in business for a minimum of one (1) year, or the principals/owners must have had recent ownership/executive management experience in a previous company that provided Home Studies;

B. Respondents must be financially solvent and adequately capitalized, as determined based on a review of documentation required by Section 6.6 (Other Reports);

C. Respondents have 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); and

D. Respondents who receive an overall score on the VPTS of less than a “C” may be disqualified from consideration for award.

4.2.3 Initial Compliance Screening

HHSC or DFPS will review Solicitation Responses for compliance with the Submission Checklist (Section 3.6.3) and for demonstrated ability to meet the Minimum Qualifications (Section 4.2.2) required to advance to evaluations. Failure to meet the Minimum Qualifications (Section 4.2.2), will result in the disqualification of the Solicitation Response.

HHSC will automatically disqualify any Solicitation Response that does not include one (1) or more of the…