PCS 134 HHS Responses to Questions

Effective Date 06/26/2015 Page 1 of 14 Reviewed Date 09/18/2025

Solicitation Title: TANF Analysis

Solicitation Number: HHS0016822

# Reference Question Response

1. N/A Will the state consider extending the due date?

Refer to Attachment 1 to Addendum 2.

2.

Section 2.1.2 (page 9), Section

2.2 (Page 10)

Can HHSC clarify whether the Contractor’s role with DFPS, TEA, and TWC is advisory only, or whether HHSC expects the Contractor to obtain formal concurrence or approvals from those agencies on methodologies, controls, or recommended process changes?

As stated in Section 2.1.2 (a)"Contractor shall provide analysis of HHSC’s TANF reporting and compliance with TANF regulations and guidance. This includes an analysis of the interagency TANF funding and interrelated reporting methods to ensure all state agencies receiving TANF funding comply with federal and State regulations and statutes. Contractor shall map out and document the policies and procedures around managing and monitoring TANF funding for each state agency that receives TANF funding as well as the correct processes and procedures for financial reporting and data submission of interagency information." The state agencies receiving TANF funding are DFPS, TEA, TWC, and HHSC. Additionally, all information will be available to the Contractor after the Contract Effective Date.

Effective Date 06/26/2015 Page 2 of 14 Reviewed Date 09/18/2025

3.

Section 2.1.2 (Page 9), Section

2.2 (Page 10)

Will HHSC confirm that DFPS, TEA, and TWC will provide timely access to personnel, documentation, and data required to satisfy ANL-09 and IAC requirements, and that any delays attributable to those agencies will be treated as HHSC-managed dependencies?

As stated in Section 2.4 (a)(HHS Responsibilities), “a. HHSC will provide access (remote and physical) to necessary documentation, data, and/or HHSC staff for the purpose of performing the Services of the Contract. Access to necessary resources will not contain PII or confidential information. HHSC and Contractor will collaborate with IT to determine appropriate methods for providing such access, which may include establishing a separate, partitioned site location for Contractor use. Contractors will use these documents solely for the purpose of determining compliance, training needs, and financial analysis required to perform the Services under this Contract. Publicly available reporting and expenditure data (e.g., USAspending.gov, HHSC reporting documents, TEA data) will be used where applicable.

Any noted delays will be addressed on a case-by-case basis.

4.

Section 2.2 - Contractor Requirements (Page 10)

For interagency cost allocation and benefit methodologies (e.g., TWC/TEA allocations supporting TANF or MOE), will HHSC confirm that acceptance by HHSC alone constitutes Deliverable acceptance, even if individual agencies disagree with recommended approaches?

The Contract is with HHSC. HHSC will accept all Deliverables.

Effective Date 06/26/2015 Page 3 of 14 Reviewed Date 09/18/2025

5.

Section 2.2 - Contractor Requirements (Page 10)

Please confirm whether “ensure compliance” in IAC-05 is satisfied through documentation and assessment of agency-level procedures, rather than remediation or enforcement actions at the subrecipient level

Confirmed. As stated in Section 2.2 (Contractor Requirements) (IAC-05) of the Solicitation, “Contractor must ensure all subrecipients comply with Charitable Choice (45 CFR § 260.34) and document each state agency’s procedures to comply with this requirement.”

6.

Section 2.2 - Contractor Requirements (Page 11)

Will HHSC confirm whether historical TANF reporting data (including legacy files and documentation supporting prior submissions) is complete and centrally available, or should the Contractor assume data gaps and inconsistent documentation as part of its analysis?

As stated in Section 2.4 (a) (HHS Responsibilities), “a. HHSC documentation, data, and/or HHSC staff for the purpose of performing the Services of the Contract. Access to necessary resources will not contain PII or confidential information. HHSC and Contractor will collaborate with IT to determine appropriate methods for providing such access, which may include establishing a separate, partitioned site location for Contractor use. Contractors will use these documents solely for the purpose of determining compliance, training needs, and financial analysis required to perform the Services under this Contract. Publicly available reporting and expenditure data (e.g.,USAspending.gov, HHSC reporting documents, TEA data) will be used where applicable.

This won't be known until after the available documentation is accessed and reviewed by the Contractor.

Effective Date 06/26/2015 Page 4 of 14 Reviewed Date 09/18/2025

7.

2.2 Contractor

Requirements (Page 11)

ANL-02(h) and (i):

Please confirm how many years of ACF-199 and ACF-196R reports are included in this analysis.

The requested information is not known at this time; however, if it is available after the Contract Effective Date, that will be communicated.

8.

2.2 Contractor

Requirements (Page 11)

Contractor requirements – scope clarification:

ANL-02. Can HHSC clarify the expected historical lookback period for reviewing ACF-196R and ACF-199 submissions (e.g., specific federal fiscal years or maximum number of years), and confirm whether legacy submissions prior to current systems/processes are in scope?

The requested information is not known at this time; however, if it is available after the Contract Effective Date, that will be communicated.

9.

2.2 Contractor

Requirements (Page 11)

Contractor requirements – scope clarification:

ANL-04. Can HHSC confirm that this scope item is limited to the identification of potential additional controls that result from work performed as part of ANL-01, ANL-02 and ANL- 03? If not, can HHSC please clarify the full expected scope of the additional controls identification?

This won't be known until after the available documentation is accessed and reviewed by the Contractor.

Effective Date 06/26/2015 Page 5 of 14 Reviewed Date 09/18/2025

10.

2.2 Contractor

Requirements (Page 11)

Contractor requirements – scope clarification:

ANL-09. Can HHSC confirm that HHSC, TWC or TEA will be responsible for providing the "regional or local level data" called for in this scope item?

As stated in Section 2.4 (a) (HHS Responsibilities), “a. HHSC documentation, data, and/or HHSC staff for the purpose of performing the Services of the Contract. Access to necessary resources will not contain PII or confidential information. HHSC and Contractor will collaborate with IT to determine appropriate methods for providing such access, which may include establishing a separate, partitioned site location for Contractor use. Contractors will use these documents solely for the purpose of determining compliance, training needs, and financial analysis required to perform the Services under this Contract. Publicly available reporting and expenditure data (e.g.,USAspending.gov, HHSC reporting documents, TEA data) will be used where applicable.

Effective Date 06/26/2015 Page 6 of 14 Reviewed Date 09/18/2025

11.

2.2 Contractor

Requirements (Page 12)

Contractor requirements – scope clarification:

IAC-04. Can HHSC confirm that HHSC, TWC or TEA will be responsible for providing the "regional or local level data" called for in this scope item?

As stated in Section 2.4 (a)(HHS Responsibilities), “a. HHSC documentation, data, and/or HHSC staff for the purpose of performing the Services of the Contract. Access to necessary resources will not contain PII or confidential information. HHSC and Contractor will collaborate with IT to determine appropriate methods for providing such access, which may include establishing a separate, partitioned site location for Contractor use. Contractors will use these documents solely for the purpose of determining compliance, training needs, and financial analysis required to perform the Services under this Contract. Publicly available reporting and expenditure data (e.g.,USAspending.gov, HHSC reporting documents, TEA data) will be used where applicable.

12.

2.2 Contractor

Requirements (Page 12)

Contractor requirements – scope clarification:

IAC-05. Can HHSC confirm that this scope item refers to an assessment of the existing policies and procedures used by HHSC (or the other agencies) for determining subrecipient compliance with Charitable Choice? If not, is it HHSC's intent that the Contractor perform a compliance assessment of all existing subrecipients for compliance with Charitable Choice, and if so, can HHSC provide the known or estimated number of subrecipients that would be subject to such assessment?

As stated in Section 2.2 (Contractor Requirements)(IAC-05) of the Solicitation, “Contractor must ensure all subrecipients comply with Charitable Choice (45 CFR § 260.34) and document each state agency’s procedures to comply with this requirement.”

TEA, TWC, and DFPS are the subrecipients of HHSC’s TANF award.

Effective Date 06/26/2015 Page 7 of 14 Reviewed Date 09/18/2025

13.

2.2 Contractor

Requirements (Page 12)

Deliverable Clarification:

DEL-03. Can HHSC please clarify or confirm that "90 Calendar Days after the completion of the Project Work Plan" refers to the delivery of the Project Work Plan itself and not the completion of all tasks in the Project Work Plan?

As stated in Section 2.2.2 (Contract Deliverables), Table 4, DEL- 03,"90 Calendar Days after the completion of the Project Work Plan" refers to the delivery of the Project Work Plan itself and not the completion of all tasks in the Project Work Plan.

14.

Section 2.2.1 (Page 12)

Will HHSC confirm whether extensive supplemental training or materially new content triggered by new federal guidance would be addressed via a Contract amendment or change order rather than absorbed as part of base scope?

[ESBD_49517...alysis.pdf | PDF]

As stated in Section 11.1 (Amendment) of Exhibit B, HHS Uniform Terms and Conditions – Vendor Version 3.4, “The Contract may only be amended by an Amendment executed by both Parties.”

If new federal guidance necessitates extensive supplemental training or materially new content, then this will be addressed on a case-by-case basis and a Contract amendment or change order will be issued, if needed.

15.

2.2 Contractor

Requirements (Page 13)

TRN-01 and TRN-02:

Please confirm whether the training for HHSC staff described in TRN-01 and TRN-02 will occur in person or virtually. Approximately how many people would be in each session?

The training will be held virtually. Refer to Section 2.2.1 (Training Requirements) (TRN-03 and TRN-05) of the Solicitation.

Effective Date 06/26/2015 Page 8 of 14 Reviewed Date 09/18/2025

16.

Section 2.2.2 – Contractor Deliverables (Page 14)

Can HHSC confirm that Deliverable due dates will be equitably adjusted if delays are caused by HHSC or interagency dependencies (e.g., delayed data access or stakeholder availability)?

HHSC cannot confirm at this time. Any adjustment to due dates caused by unforeseen circumstances will be addressed on a case-by-case basis.

17.

Section 2.2.2 – Contractor Deliverables and

2.2.3 - KPMs and LDs (Page 16)

Will HHSC provide acceptance criteria for the Project Work Plan and Gap Assessment Memo, including review timeframes and revision limits, to manage liquidated damages exposure?

The requested information is undetermined at this time. As stated in Section 2.2.3 (Key Performance Measures (KPM) and Liquidated Damages (LDs) (DEL-02) of the Solicitation, “The Contractor shall update and resubmit the Project Work Plan in accordance with HHSC feedback. Work associated with the TANF Funds Analysis shall not proceed until HHSC has reviewed and approved the final Project Work Plan.”

18. 2.2.3 - KPMs and LDs (Page 16)

Can HHSC clarify how “material errors” will be defined and measured for purposes of assessing LDs related to accuracy and completeness of Deliverables?

The requested information is undetermined at this time. As stated in Section 2.2.3 (Key Performance Measures (KPM) and Liquidated Damages (LDs) (2.) of the Solicitation, “Requirement:

Deliverables, including, but not limited to, reports, written materials, and training content, must be complete, accurate, and meets scope of this Contract.”

19. 2.2.3 - KPMs and LDs (Page 16)

Will HHSC confirm that LDs apply only to final submitted Deliverables and not to interim or draft versions provided for review and collaboration?

[ESBD_49517...alysis.pdf | PDF]

Liquidated Damages will be assessed in accordance with Section

2.2.3 (Key Performance Measures (KPM) and Liquidated Damages (LDs) of the Solicitation.

Effective Date 06/26/2015 Page 9 of 14 Reviewed Date 09/18/2025

20.

2.3 Contractor

Key Personnel (Page 20)

2.3.4 Training & Knowledge Transfer Specialist:

Please confirm that a skilled trainer with broader but still applicable training experience would be acceptable to HHSC, i.e. experience with train-the-trainer models in public assistance programs or other public sector functions?

Alternatively, could two people with complementary experience share the duties of that role?

Key personnel experience will be evaluated in accordance with Article IV (Solicitation Response Evaluation and Award Process) of the Solicitation. The proposed Training and Knowledge Transfer Specialist must meet the requirements of Section 2.3.4 (Training & Knowledge Transfer Specialist) of the Solicitation.

As stated in Section 2.3.4 (Training & Knowledge Transfer Specialist) of the Solicitation, “The Contractor may provide one

(1) position that serves to design and deliver training programs, including materials, to support HHSC staff in understanding TANF compliance and independently training partner agencies.

Training & Knowledge Transfer Specialist shall:

a. Possess a minimum of five (5) years of experience in instructional design or adult learning;

b. Demonstrate experience with train-the-trainer models in public finance or compliance fields;

c. Demonstrate strong writing and facilitation skills; and

d. Possess a background in education, public administration, or organizational development.”

Yes, more than one person can share the duties of the role.

Effective Date 06/26/2015 Page 10 of 14 Reviewed Date 09/18/2025

21. Section 2.8 (Page 24)

Can HHSC confirm that financial and reporting data provided for analysis will be de-identified and classified as non-PII, and outline any expected exceptions requiring enhanced security controls beyond the DUA?

As stated in Section 2.4 (a) (HHS Responsibilities), “a. HHSC will provide access (remote and physical) to necessary documentation, data, and/or HHSC staff for the purpose of performing the Services of the Contract. Access to necessary resources will not contain PII or confidential information. HHSC and Contractor will collaborate with IT to determine appropriate methods for providing such access, which may include establishing a separate, partitioned site location for Contractor use. Contractors will use these documents solely for the purpose of determining compliance, training needs, and financial analysis required to perform the Services under this Contract. Publicly available reporting and expenditure data (e.g.,USAspending.gov, HHSC reporting documents, TEA data) will be used where applicable.

Effective Date 06/26/2015 Page 11 of 14 Reviewed Date 09/18/2025

22.

5.1.2 Project

Work Plan (Page 40)

The TANF Efficiency Audit referenced appears to relate to a report from November 1, 2022 with findings and observations, many of which have agency responses suggesting that the corrective actions would have already occurred. Can HHSC please clarify which findings and observations from the efficiency audit are and are not in scope for the contemplated services, and in particular, that the Contractor should plan to address and include as part of the Project Work Plan which per the RFP is required to include details on how it will "achieve compliance for audit findings reported through the efficien[cy] audit"?

Refer to Article II, Scope of Work of the Solicitation for the scope of requested Services. See also Section 5.1.2 (Project Work Plan) of the Solicitation for project work plan submission requirements.

23. 3.5.2, 5.1.1, 5.1.3 (Pages 29, 40, 41)

Please clarify what is and is not included in the 30-page limit for the Narrative Proposal.

• Is the Executive Summary counted?

• If full resumes are required, do those count toward the 30-page limit or could they be included as an attachment?

The narrative proposal includes Section 5.1.1 (Executive Summary), 5.1.2 (Project Work Plan),5.1.3. (Key Staffing Profile), and 5.2 (Respondent Experience).

Refer to Attachment 1 to Addendum No.2 for additional details.

24.

Section 5.2 (Page 41)

Given that the RFP does not request audit or attest services, can HHSC clarify the intent of the independence and performance audit experience requirements in Section 5.2, and confirm that compliance, advisory, and remediation experience satisfies this criterion?

Refer to Attachment 1 to Addendum No. 2.

Effective Date 06/26/2015 Page 12 of 14 Reviewed Date 09/18/2025

25.

5.2 Respondent

Experience (Page 41)

This section requires that the "[r]espondent…demonstrate ability to meet independence standards, including a schedule of all non-audit services performed for the audited agencies and explanation of why independence is not affected". Based on our read of the requested scope of services, no audit or attest services are being sought. If the respondent is not currently providing any audit or attest services to HHSC or the other in scope agencies, how should the respondent address this requirement?

Refer to Attachment 1 to Addendum No.2.

26. 6.1.2 Company Profile (Page 42)

Can HHSC please confirm what it considers to be a "local" location for purpose of responding to item d.? Is this limited to Austin Texas or does it include a larger geographically area?

Refer to Attachment 1 to Addendum No.2.

27. 6.1.2 Company Profile (Page 42)

Can HHSC please clarify if there is a time limit applicable to responding to item g. (current/prior contracts with Texas state agencies)?

There is not a specific time limit.

28. 6.3 References (Page 43)

Please confirm that we can include both current and completed projects as references, provided they are within the past five years.

Confirmed.

Effective Date 06/26/2015 Page 13 of 14 Reviewed Date 09/18/2025

29.

6.8 HUB

Subcontracting Plan (Page 45)

Exhibit G section 1.2 lists a HUB utilization goal of 26%. Is that a requirement or a goal for this specific solicitation?

Are there any evaluation points awarded for having a HUB partner?

In the HUB Training offered as part of the bidders’ conference, Method V Self-Performance was described as an option wherein the bidder could opt not to subcontract if they are fully capable of doing the work in house with W-2 employees. Please confirm that this is acceptable for this solicitation and will not result in a loss of evaluation points.

The subcontracting Goal is 26%.

No, there are no evaluation points awarded for having a HUB partner and the HSP is not considered in the Written Response evaluation criteria. Refer to Article IV. Solicitation Response Evaluation and Award Process.

In the HUB Subcontracting Plan, Method V, Section 3, Self- Performing Justification: The Prime Contractor performs all work related including equipment, materials, supplies, transportation, delivery, and W-2 employees.

Refer to Addendum No.1

Effective Date 06/26/2015 Page 14 of 14 Reviewed Date 09/18/2025

30. Exhibit G

In the context of the HUB Subcontracting Plan requirement for RFP HHS0016822 – TANF Analysis, would the use of independent 1099 contractors sourced via an internal talent platform be classified as subcontracting that necessitates a HUB subcontracting solicitation? On the occasions when we engaged individual specialists as 1099 resources (not subcontracting to any firm) to augment an engagement team, we have historically received guidance that they are not to be included in an HSP nor reported on a PAR. If these do require inclusion in the HUB Subcontracting Plan, please clarify the rationale and provide official citation supporting the requirement. If they do not, please confirm that engaging 1099 employees does not trigger the HUB subcontracting requirement.

In the HUB Subcontracting Plan, Method V, Section 3, Self- Performing Justification: The Prime Contractor performs all work-related including equipment, materials, supplies, transportation, delivery, and W-2 employees.

Refer to Addendum No.1