ESBD_497748_1773927167766_HHS0016728 Music Therapy Services.pdf

PCS 550 HHS RFP RFP No. HHS0016728 Page 1 of 48 Version 2.30 Revision Date 04/28/2025

Stephanie Muth, Executive Commissioner

Request for Proposals (RFP) for

Music Therapy Services for The Blind Children’s Vocational Discovery and Development Program (BCVDDP)

RFP No HHS0016728.

Date of Release: March 19, 2026

Responses Due: See, Section 3.1 (Schedule of Events)

924-00 Educational and Training Services

948-86 Therapy and Rehabilitation Services

952-65 Musical Awareness Services

952-90 *Training and Instruction Services, Clients, Not Staff

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Table of Contents Article I. Executive Summary, Definitions, and Authority

1.1 Executive Summary

1.2 Definitions

1.3 Authority

Article II. Scope of Work

2.1 Description of Services

2.1.1 Service Areas

2.1.2 Facility Requirements

2.1.3 Contractor Responsibilities

2.1.4 Cancellations or No-Show Session(s)

2.1.5 Contractor Staff Requirements

2.1.6 Payment and Invoicing

2.1.7 BCVDDP Responsibilities

2.1.8 Remedies

2.1.9 Turnover Plan

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 Data Use Agreement and Security Privacy Inquiry

2.4 No Guarantee of Volume, Usage, or Compensation

2.5 Governmental Entities

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

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3.4 Pre-proposal Conference

3.4.1 Attendance

3.4.2 Conference Logistical Information

3.4.3 Questions at Pre-Proposal Conference

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 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 Advancement Criteria

4.2.7 Best and Final Offer (BAFO)

4.2.8 Final Written Response Score

4.2.9 Summary of Best Value Determination

4.3 Questions or Requests for Clarification

Article V. Narrative Proposal

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5.1 Narrative Proposal

5.1.1 Executive Summary

5.1.3 Facility Requirements

5.1.4 Experience

5.1.5 Staffing Plan

5.1.6 Project Work Plan

5.1.7 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

6.6.1 Dun and Bradstreet Reports

6.6.2 Financial Statements and Financial Solvency

6.6.3 Alternate Report

6.7 Corporate Guarantee

6.8 HUB Subcontracting Plan

6.9 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

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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

Remainder of Page Left Intentionally Blank

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ARTICLE I. EXECUTIVE SUMMARY, DEFINITIONS, AND AUTHORITY

1.1 EXECUTIVE SUMMARY

The Blind Children’s Vocational Discovery and Development Program (BCVDDP) seeks to award four contracts to qualified Contractor(s) located in the State of Texas to provide specialized individual and group Music Therapy Session(s) to blind and visually impaired Eligible Individual (eligibility criteria are enumerated in Texas Administrative Code (TAC) 359.53 from birth to age 22 in four regional service areas, see Section 2.1.1 (Service Area). In-home Music Therapy Session(s) are an optional service. Eligible Individual must be who enrolled in the BCVDDP and have a documented need for Music Therapy Services assessed and determined by the BCVDDP.

HHSC 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 2.10 and provide all other required information and documentation as set forth in this Solicitation by the required deadline.

Information regarding HHSC and its services and programs are available online and can currently be accessed at Texas Health and Human Services.

1.2 DEFINITIONS

Refer to Exhibit B, Health and Human Services (HHS) Uniform Terms and Conditions (UTC) – Vendor, Version 3.4, 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:

“Accessibility” means the design and implementation of products, services, and environments that are usable and accessible to people with disabilities.

“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.

https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=01%2F08%2F2026&recordId=207561 https://www.hhs.texas.gov/

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“Board-Certified Music Therapist (MT-BC)” means a certified professional who uses music interventions to help clients meet therapeutic goals related to their visual impairment, such as improving motor skills, spatial awareness, communication, and emotional regulation.

“Certification Board for Music Therapists or (CBMT)” means the organization that provides the Music Therapist-Board Certified (MT-BC) credential, which validates the expertise and clinical competence of music therapists. The CBMT defines the professional standards for music therapists, requiring candidates to meet educational requirements and pass a comprehensive exam to earn the credential.

“Contractor” means the Party selected to provide the goods or Services to the State under this Contract.

“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).

“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.

“Effective Date” has the same meaning as the definition in Exhibit B, Health and Human Services (HHS) Uniform Terms and Conditions – Vendor, Version 3.4.

“Eligible Individual” means individual’s eighteen (18) years of age or younger who reside in Texas and who are blind or visually impaired, as defined by the eligibility criteria in the Texas Administrative Code (TAC) §359.53.

“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.

“Facility” means a climate-controlled warehouse, place, or amenity, ranging from hospitals to private practices which utilize tailored Music Therapy Services, such as playing, listening, or composing to improve patient wellness, manage pain, and enhance communication for Eligible Individual who are blind or with multiple disabilities.

“Family Service Plan” A plan developed by BCVDDP staff and the Eligible Individual and family that identifies needs, outlines goals, and determines services to meet the Eligible Individual and family’s needs and goals. Music therapy is documented on a family service plan by BCVDDP staff.

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

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 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 https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=01%2F08%2F2026&recordId=207561 https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=01%2F08%2F2026&recordId=207561 http://www.txsmartbuy.com/esbd

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“Group Session(s)” means a Music Therapy Session(s) that includes two (2) or more Eligible Individual or families participating simultaneously.

“HHSC” means the Health and Human Services Commission.

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

“Individual Session(s)” means a Music Therapy Session(s) that is a live one on one with an Eligible Individual. Session(s) are tailored to the Eligible Individual needs.

“Music Kits” means specialized collections of musical instruments, adaptive technology, or instructional materials designed to facilitate musical engagement, expression, and therapeutic goals for individuals with visual impairments. Instruments can include egg shakers, tambourine, cluster bells, rhythm sticks, musical snail, and cymbals or other Music Therapy instruments to ensure completion of session(s).

“Music Therapy Services” means therapy for the blind and visually impaired in the use of music to achieve therapeutic goals, leveraging the auditory sense to support emotional, cognitive, social, and physical development. It helps individuals improve motor skills, spatial orientation, communication, and emotional regulation, while also fostering social engagement and a sense of autonomy through music-based experiences that rely on sound, rhythm, and vibration instead of sight.

“Music Therapy Session(s)” means group, individual, or in-home session(s) (in-home session(s) are an optional service) which are tailored to the individual(s) and use auditory, tactile, and rhythmic elements to aid in cognitive, emotional, and physical development, helping individuals to adapt and interact with their environment more effectively.

“Parties” means the System Agency and Contractor, collectively.

“Party” means either the System Agency or Contractor, individually.

“Policy and Program Development Manager” an HHSC employee responsible for overseeing the planning, creation, and implementation of the BCVDDP projects to ensure they align with BCVDDP’s strategic goals.

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

“Service Authorization” is a purchase order and authorization of service issued by BCVDDP staff to a vendor as a promised to pay for goods or services that meet program specifications once received.

“Services” means the tasks, functions, and responsibilities assigned and delegated to Contractor under the Contract.

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“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 and any other state agency, its officers, employees, or authorized agents.

“Subcontractor” means any individual or entity (including a subcontractor of a subcontractor) that enters a contract with the Contractor to perform part or all of the obligations of Contractor under this Contract.

“The Blind Children’s Vocational Discovery and Development Program” or “BCVDDP” means The Blind Children's Vocational Discovery & Development Program assists Eligible Individual between the ages of birth and 22 years who live in Texas who are blind or visually impaired.

Information regarding the Blind Children's Vocation Discovery and Development Program can be found on the Texas Health and Human Services Website.

“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 under the authority Texas Government Code 2155.144(b)(b-1)(2), Human Resources Code §91.028, and Title 26 Texas Administrative Code Chapter 359.

https://www.hhs.texas.gov/services/disability/blind-visually-impaired/blind-childrens-vocational-discovery-development-program https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/

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ARTICLE II. SCOPE OF WORK

2.1 DESCRIPTION OF SERVICES

Music Therapy Services must be accessible, multisensory, and adaptive to each Eligible Individual and family’s unique needs, which may include visual impairments, hearing impairments, and multiple disabilities. The Music Therapy Services should promote the development of cognitive, motor, speech, language, and social-emotional skills through music-based interventions. Families should receive strategies and techniques to continue skill development with their Eligible Individual at home, and between the Music Therapy Session(s) completion.

The Contractor(s) shall provide all necessary personnel to perform the Services, unless specifically stated as the responsibility of HHSC. Contractor(s) shall ensure all its employees and Subcontractors are properly trained, certified or licensed, and are qualified by education and experience to perform the required Services as outlined in Section 2.1.5 (Contractor Staff Requirements). A Board Certified Music Therapist (MT-BC) certification is preferred for the Music Therapist providing the Music Therapy Services. Contractor(s) shall provide personnel to perform all Services within the timeframe(s) specified in the Contract. Contractor(s) shall, at a minimum, provide the following Services as described in this Statement of Work.

The Contractor(s) will provide live, in-person individual, group and in-home (in-home sessions are an optional service) Music Therapy Session(s). If in-person Services are not possible, virtual session(s) may be considered as an alternative delivery method, upon mutual agreement with the Eligible Individual’s family and approval by BCVDDP. Once in-person Services become available, virtual session(s) should be discontinued.

2.1.1 Service Areas

2.1.1.1 Service Delivery Area

The Contractor(s) will be awarded by Service delivery area within the State of Texas, according to the table below. This preference aims to accommodate The Blind Children’s Vocational Discovery and Development Program (BCVDDP) families by providing live in-person individual, group, and in-home (optional service) session(s). The Contractor(s) may select 1 or more Service areas as listed in the table below and must indicate those Service areas within the Exhibit I – Cost Proposal.

The Services delivery areas consist of the following:

Service Delivery Area HHSC Regions Included Central Regions 7 & 8

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North Regions 3 & 4 South Regions 5, 6 & 11 West Regions 1, 2, 9 & 10

Texas HHSC Regional map can be located via link:

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

2.1.1.2 Individual, Group, and In-home Services

For individual, group and in-home Music Therapy Services, the preference of BCVDDP is for the Contractor(s) to provide in-person Music Therapy Session(s) with the following: (All in-home session(s) are optional and may be provided if appropriate)

a. In-person individual and group Music Therapy Session(s) may take place at a location secured by the agency, or the Contractor(s) Facility as approved by BCVDDP.

b. Contractor’s Facility preferably shall be located within the Service delivery area corresponding to the awarded Contract region as per Section (2.1.1.1 Service Delivery Area). Contractor doesn’t need to be located in each region’s location but must be able to provide services as per this solicitation. The Facility must be accessible and equipped to meet the needs of visually impaired Eligible Individual and families, ensuring a safe and supportive environment as per Section 2.1.2 (Facility Requirements).

c. For in-home Music Therapy Session(s), the cost per Music Therapy Session(s) includes travel expenses for the Contractor(s). Contractor(s) must meet the state travel guidelines set forth by the Texas Comptroller located at:

https://comptroller.texas.gov/purchasing/programs/travel-management/. For additional travel reimbursement see Section 2.1.6 (Payment and Invoicing).

d. In-home Music Therapy Session(s) locations, time, and dates will be approved at least 14(fourteen) business days in advance of session and in agreement with BCVDDP and the Eligible Individual family.

2.1.1.3 Virtual Services

If applicable, virtual session(s) will be conducted using Google Meets or Microsoft Teams.

BCVDDP and the Contractor(s) will mutually agree on the materials required for virtual session(s).

BCVDDP and the Contractor(s) shall agree on each virtual session(s).

2.1.2 Facility Requirements

Contractor(s) will provide a Facility that offers the following:

a. Air-conditioned/heated Facility (depending on weather needs) with Accessibility for Eligible Individual who are in the BCVDDP. All facilities must have an area for ramped https://www.hhs.texas.gov/sites/default/files/documents/about-hhs/hhs-regional-map.pdf https://comptroller.texas.gov/purchasing/programs/travel-management/

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Revision Date 04/28/2025 sidewalks accessible to wheelchairs. All bathrooms must be Americans with Disabilities Act (ADA) compliant.

b. Multiple meeting rooms or open space that can vary in sizes which can accommodate one on one (individual) and group Music Therapy Session(s) for blind and visual impaired.

c. Therapy rooms and Facility must be secured to keep the Eligible Individual safe from the public.

d. Contractor’s Facility must have Wi-Fi readily available for virtual attendees, if applicable.

2.1.3 Contractor Responsibilities

2.1.3.1 Service Planning and Session(s) Components

All Music Therapy Session(s) individual, group, virtual and in-home will range in time depending on the needs of the Eligible Individual with approval from BCVDDP. Music Therapy Session(s) will be a minimum of thirty (30) minutes, but no more than a one (1) hour and thirty (30) minutes.

a. Individual Session(s) (in-home session(s) may be offered as an optional service)

Contractor(s) shall:

1. Develop and implement a registration process that best fits their organizational structure for participants receiving BCVDDP services. Registration process must be approved by BCVDDP and the Eligible Individual(s) family.

2. Process referral for Services BCVDDP within seven (7) business days of receipt.

3. If Services cannot be provided by the Contractor for any reason, notice shall be sent to the BCVDDP Purchasing and Contracts team via email (BCP_Vendors_Contracts@hhs.texas.gov) within 14 business days.

4. Determine location of each session(s). Session(s) can be at the contractor facility, Eligible Individual’s home, or a location reserved by BCVDDP.

5. Conduct live, one-on-one, in-person Music Therapy Session(s) involving the Eligible Individual and the Eligible Individual’s family.

i. Virtual Service delivery must be approved by BCVDDP and the Eligible Individual’s family and is only allowable if in-person service delivery is not feasible. Must follow all requirements as per Section 2.1.1.3 (Virtual Services).

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6. Schedule and receive approval from BCVDDP staff on an individual assessment upon referral for Services to determine if Music Therapy Services is appropriate for the Eligible Individual. Contractor(s) must assess the following:

i. Planned interventions with goals,

ii. The recommended instruments or Music Kits based on the Eligible Individual's needs, cognitive and physical abilities, and

iii. Frequency and duration of Services.

7. Facilitate an initial meeting with the Eligible Individual’s guardian(s) and BCVDDP to review and discuss the initial assessment results within 10 business days after delivery of the initial assessment. If Music Therapy Services are recommended, the following topics should be discussed and agreed upon by all Parties to ensure successful delivery of Services and to avoid a lapse in session(s) which could lead to regression for the Eligible Individual:

i. The Eligible Individual’s assessed need and goal,

ii. The frequency and duration of Music Therapy Session(s),

iii. The Service setting: In-person or virtual and location,

iv. BCVDDP approval requirements after initial 3 months of Services,

v. Instruments needed/Music Kit,

vi. Requirement of progress notes from Contractor(s) after each session(s),

vii. Requirement for BCVDDP staff to follow up with the family to assess the effectiveness of the Services and assessment of the Eligible Individual's progress, and

viii. Any accommodations (hearing impairment, Spanish materials, etc.).

8. Provide a personalized lesson plan for each Eligible Individual, including the Eligible Individual's goals, curriculum, recommended musical instruments, and incorporate strategies for families to sustain learning at home between session(s) and after session(s) concludes. Personalized lesson plans are subject to approval by BCVDDP.

9. Provide progress notes to BCVDDP within 10 business days after each Music Therapy Session(s), detailing the skills and concepts taught that align with the goals and objectives listed on the Eligible Individual's Family Service Plan (FSP) and personalized lesson plan.

Referral to the Contractor will include the Eligible Individual’s FSP.

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b. Group Session(s)

Contractor(s) shall:

1. BCVDDP will refer Eligible Individual to the Contractor, and the Contractor is responsible for registering the Eligible Individual for Music Therapy Session(s) for participants with

BCVDDP.

2. Conduct 2 to 5 live (in-person or virtual) Music Therapy Session(s) per group series.

3. Ensure in-person session(s) are limited to ten (10) per instructor; virtual session(s) are limited to 30 Eligible Individual participants per instructor.

4. Conduct in-person session(s) prior to providing virtual, group therapy. Virtual group sessions should be utilized to reinforce skills and concepts learned during in-person sessions(s).

5. Conduct a Q&A survey during or after the Music Therapy Session(s) and provide feedback to BCVDDP throughout the entire Contract term. Survey must be approved by BCVDDP Contract Manager. Upon Contract execution, the first sixty (60) Calendar Days BCVDDP will collaborate on the survey with the Contractor to determine session(s) and implement necessary Music Therapy. Future collaboration on surveys with BCVDDP and the Contractor will be relayed to Contractor within forty-eight hours.

6. Provide BCVDDP with an attendance report within three business days of each Group Session(s).

7. Provide BCVDDP with progress notes or summary after each Group Session(s), detailing the skills and concepts taught that align with the goals and objectives of the Group Session(s).

2.1.3.2 Curriculum Focus Areas

Contractor(s) will provide evidence-based Music Therapy Services that are developmentally appropriate for the Eligible Individual and their specific needs.

Contractor(s) will provide individualized and adaptive music Services to participants to foster skill development in key areas of Eligible Individual development, including but not limited to:

a. Literacy and Language Skills: Enhance communication proficiency, including echoing words and phrases, memory recall, word identification, and understanding. Encourage spontaneous communication and effective expression of wants and needs.

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b. Social and Emotional Skills: Foster self-regulation, turn-taking, and sharing abilities.

Encourage positive caregiver-Eligible Individual interactions to foster emotional bonding and shared enjoyment.

c. Musicality: Develop and improve vocal skills, singing abilities, auditory processing, and rhythmic skills. Encourage exploration of various musical instruments to enhance auditory discrimination, fine and gross motor skills, and personal musical preferences.

d. Cognitive Skills: Strengthen expressive and receptive language comprehension through interactive musical exercises focused on body part identification, listening skills, and following instructions. Support intentional movement development and spatial awareness through rhythm-based activities and movement exercises.

e. Creativity and Imagery Skills: Encourage creative storytelling and musical improvisation to encourage self-expression and original composition.

f. Math Skills: Reinforce early math concepts including counting abilities, pattern recognition, sequencing, and creation of rhythmic and melodic patterns to support cognitive and numerical development.

2.1.3.3 Materials and Accessibility

a. Contractor(s) may offer a standard Music Kit for general use. Additionally, the provider may furnish a Music Kit that the Eligible Individual can borrow during each session(s) and return at the session(s) conclusion at no cost to the program. The option of borrowing a kit is BCVDDP’s preference when it adequately meets the Eligible Individual's needs.

b. Music Kits for virtual session(s) will be provided by BCVDDP. Music Kits are mailed or provided in person. If the Eligible Individual(s) are scheduled for in-person session(s) then the Eligible Individual may take the Music Kits home to be used later for virtual session(s).

c. Contractor(s) must have the capability to train and provide educational session materials in English and Spanish. All Therapy session(s) and session(s) materials must be accessible to the Eligible Individual and family, including, but not limited to Eligible Individual with visual or hearing impairments.

2.1.3.4 Contractor Qualifications

a. The Contractor(s) must provide topics listed in the session(s) requirements, experience working with Eligible Individual diagnosed with visual impairments, hearing impairments and other disabilities, and experience working with guardians who may also be diagnosed with visual or hearing impairments or other disabilities.

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b. The Contractor(s) must ensure compliance with all rules governing the Texas Blind Children’s Vocational Discovery and Development Program included in Title 26 Health and Human Services Part 1 Texas Health and Human Services Commission Chapter 359 Division for Blind Services, that is available at: Texas SOS.

2.1.4 Cancellations or No-Show Session(s)

2.1.4.1 Individual Session(s)

a. BCVDDP is liable for 50 percent of the payment to the Contractor(s) in the event of a no-show session(s), defined as when all participants fail to attend within 15 minutes of the scheduled start time.

b. If a session(s) is canceled by the Contractor and not rescheduled within two business days, BCVDDP is responsible for 25 percent of the payment.

c. BCVDDP bears no responsibility for payment if the Contractor cancels a session(s) within three or more business days’ notice and reschedules it. Any deviations from these cancellation or no-show policies must be agreed upon by both BCVDDP and Contractor.

2.1.4.2 Group Session(s)

a. In the event that families register for Group Session(s) in advance but fail to attend on the scheduled date, BCVDDP shall not be held financially responsible for the no-show session(s) which is defined as all participants failing to attend within fifteen (15) minutes of the scheduled start time.

b. Contractor is solely responsible for accounting for potential participant no-shows or cancellations when proposing rates and developing their Service delivery model.

c. If only one (1) Eligible Individual or family attends a scheduled Group Session(s), Contractor(s) may invoice BCVDDP at the approved Individual Session(s) rate, provided that the session(s) was delivered in full. BCVDDP staff members are excluded from participants.

2.1.5 Contractor Staff Requirements

Contractor must employ directly or sub-contract with an employment agency for the following positions as outlined below:

a. Board Certified Music Therapist(s) must have the following credentials:

1. Must be a Board-Certified Music Therapist (MT-BC);

https://texas-sos.appianportalsgov.com/rules-and-meetings?chapter=359&interface=VIEW_TAC&part=1&subchapter=A&title=26 https://texas-sos.appianportalsgov.com/rules-and-meetings?chapter=359&interface=VIEW_TAC&part=1&subchapter=A&title=26

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2. A four-year degree in a Music Therapy and/or degree in working with Eligible Individual with disabilities;

3. Contractor must have at least two years of experience providing music therapy to Eligible Individual(s) with multiple disabilities in a group and Individual Session(s).

b. Direct-care staff, who shall attend to Eligible Individual throughout the one on one (Individual and Group Session(s), and comply at all times with the following:

1. Direct-care staff should be supervising all Eligible Individual whose parents/guardians are not present.

2. Before providing Music Therapy Services, all direct-care staff must:

i. Be trained to provide educational Music Therapy for Eligible Individual as outlined in Section 2.1.3 (Contractor Requirements);

ii. Have experience working with Eligible Individual who are blind, visually impaired, or have other disabilities;

iii. Have status in good standing with the following as defined by lack of debarment from employment by state law:

a) No criminal convictions (as per Chapter 250 of the Texas Health & Safety Code),

b) Nurse Aide Registry, and

c) Employee Misconduct Registry;

3. Interpreters to accommodate the Eligible Individual and parents/guardians of the BCVDDP program.

4. Documentation of qualifications must be provided to HHSC upon request.

2.1.6 Payment and Invoicing

a. Contractor(s) must obtain a Service Authorization prior to initiating or providing Services.

In accordance with BCVDDP policy, Services may not be rendered for more than three (3) consecutive months without BCVDDP review and manager approval.

b. Contractor traveling to conduct work associated with this Contract will be reimbursed in accordance with the Textravel rates provided on the Texas Comptroller of Public Accounts website: https://fmx.cpa.texas.gov/fmx/travel/textravel/rates/current.php.

https://fmx.cpa.texas.gov/fmx/travel/textravel/rates/current.php

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c. Contractor(s) must submit an invoice for the completed session(s) and provide documentation confirming participant attendance no later than thirty (30) days after the date of Service. For Individual Session(s), progress notes for each Eligible Individual are required. For Group Session(s), an attendance report and a summary with progress notes are required.

d. Contractor(s) must ensure the invoice complies with HHSC accounting requirements specified by BCVDDP for payment processing. Failure to include this information with the invoice will result in delayed payment. The invoice for payment must include:

i. Invoice date,

ii. Invoice number,

iii. Service Authorization (Purchase Order) number,

iv. Description of Services included dates of Services.

e. BCVDDP will provide electronic mail confirmation to Contractor(s) upon invoice processing and payment. This communication includes client information, Service Authorization number, payment amount and date processed.

2.1.7 BCVDDP Responsibilities

a. BCVDDP will provide points of contact to Contractor(s)’ including the BCP Contracts and Purchasing inbox: BCP_Vendors_Contracts@hhs.texas.gov.

b. BCVDDP staff will refer Eligible Individual to the contractor.

c. BCVDDP may utilize a Comptroller of Public Accounts (CPA) Vendor Performance Form to report awarded Contractor's performance to HHSC Procurement and Contracting Services (PCS) staff. PCS staff may report Contractor's performance to the Texas Comptroller of Public Accounts-Vendor Performance Section.

2.1.8 Remedies

Should Contractor(s) fail to perform at the level defined in the contract requirements, any or all of the following corrective actions may take place:

a. At the request of the Contract Manger, submit a Corrective Action Plan by the designated date, subject to review and approval by BCVDDP;

b. Maintain the approved Corrective Action Plan until performance is met;

c. Withholding of payment until the Contract terms are met and maintained;

mailto:BCP_Vendors_Contracts@hhs.texas.gov

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d. Termination as defined by the Contract; and

e. Repeated failure to maintain the Contract terms and repeated failure to meet the approved Corrective Action Plan as submitted by Contractor may result in termination with default.

2.1.9 Turnover Plan

Contractor shall provide the following turnover services:

a. Six (6) months prior to the end of the base Contract Term or any extension thereof, Contractor must develop, submit, and implement an HHSC approved Turnover Plan covering the transition of Contract requirements to HHSC, its designee(s), or a successor vendor.

b. The Turnover Plan must be supplied in the manner and format required by HHSC and must contain comprehensive information detailing the proposed schedule, activities, operational support, and resource requirements associated with the turnover tasks outlined below.

HHSC reserves the right to have the Contractor submit an updated Turnover Plan one (1) month prior to the end of the base contract or any extension thereof. HHSC reserves the right to require additional information or modify the turnover schedule, as necessary.

Proprietary software programs will not be required to be delivered to HHSC pursuant to these Turnover Requirements.

c. As part of the Turnover Plan, the Contractor must provide HHSC with copies of all relevant data and documentation related to the contract, including:

1. Copies of working papers, including procedures, programs, reports, and schedules;

2. Status and documentation of any outstanding reviews, actions, or items; and

2.2 CONTRACT AWARD, TERM, AND HISTORICAL COMPENSATION

2.2.1 Contract Award and Execution

HHSC intends to award four Contracts as a result of this Solicitation. Any award is contingent upon approval of the HHSC executive commissioner or their designee.

If, for any reason, a final Contract cannot be executed with a Respondent selected for award within Thirty (30) days of HHSC’s determination to seek to contract with that Respondent, HHSC may negotiate a Contract with the next highest-scoring Respondent or may withdraw, modify, or partially award this Solicitation.

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2.2.2 Contract Term

The initial term of any Contract resulting from this Solicitation 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.

Following the base term and any allowable renewals or extensions, HHSC 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 year.

2.2.3 Historical Compensation

Historical compensation under Contracts with similar scope and size to this Solicitation has ranged from approximately $40,000 per fiscal year. Notwithstanding Section 2.2.3 (Historical Compensation), HHSC reserves the right to adjust any projected amount based on state funding during the term of a resulting Contract.

2.3 DATA USE AGREEMENT AND SECURITY PRIVACY INQUIRY

By entering into a Contract with HHSC as a result of this Solicitation, Respondent agrees to be bound by the terms of the Data Use Agreement (DUA), Version 8.5, attached as Exhibit C.

Respondents must complete and return with their Solicitation Response Exhibit C-1, Attachment 2 to the DUA, Security and Privacy Inquiry (SPI), Version 2.1.

2.4 NO GUARANTEE OF VOLUME, USAGE, OR COMPENSATION

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

2.5 GOVERNMENTAL ENTITIES

If Respondent is responding to this Solicitation in its capacity as a governmental entity, certain terms and conditions found in this Solicitation, including all exhibits and attachments, may not be applicable. Furthermore, to the extent permitted by law, if a Solicitation Response is received from

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ARTICLE III. ADMINISTRATIVE INFORMATION

3.1 SCHEDULE OF EVENTS

EVENT DATE/TIME

Solicitation Posting Date to ESBD March 19, 2026

Pre-proposal Conference Attendance is Optional

March 20, 2026, at 10:00AM Central Time

Deadline for Submitting Questions or Requests for Clarification

March 23, 2026, at 5:00 PM Central Time

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

April 03, 2026

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

April 17, 2026, at 10:30 AM Central Time

Evaluation Period MAY 2026

Anticipated Notice of Award AUGUST 2026

Anticipated Contract Start Date SEPTEMBER 1, 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 will be published by posting an Addendum to the ESBD. After the deadline for submission, 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 Opportunities web page. Each Respondent is responsible for checking the ESBD and Procurement Forecast for updates.

https://apps.hhs.texas.gov/procurement-calendar/procurement-forecast.pdf https://apps.hhs.texas.gov/procurement-calendar/procurement-forecast.pdf

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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 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 Estefan Rodriguez CTCD

Title Estefan Rodriguez

Address Procurement and Contracting Services Building

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

Phone 512- 776-2169

Email Estefan.Rodriguez@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), potential Respondents are prohibited from any communication with HHSC regarding the Solicitation. HHSC, 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 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:

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 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 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 reserves the right to amend answers previously posted, prior to the Solicitation response deadline (Section 3.1). Amended answers will be posted on the ESBD. It is the Respondent's responsibility to check the ESBD. HHSC also reserves the right to provide a single consolidated response to all similar questions at the agency’s sole discretion.

mailto:Estefan.Rodriguez@hhs.texas.gov

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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; may also reference procurement library documents in this manner, if applicable);

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

4. Question for HHSC.

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 in Section 3.1 (Schedule of Events), may be reviewed by HHSC 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 CONFERENCE

3.4.1 Attendance

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

3.4.2 Conference Logistical Information

HHSC PCS will hold the pre-proposal Teams webinar on the date and time set out 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 Sole Point of Contact identified in Section 3.3.1 (Sole Point of Contact), at least seventy-two (72) hours before the meeting in order to have reasonable accommodations made by HHSC.

Conference Teams Webinar link Information:

HHS0016728 - Music Therapy Services for BCVDDP - Pre-Proposal Conference https://events.teams.microsoft.com/event/c34702c6-96c1-4288-9a91-b475b2f59290@9bf97732-82b9-499b-b16a-a93e8ebd536b https://events.teams.microsoft.com/event/c34702c6-96c1-4288-9a91-b475b2f59290@9bf97732-82b9-499b-b16a-a93e8ebd536b

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3.4.3 Questions at Pre-Proposal Conference

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. During the conference, 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.

c. HHSC 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).

d. Conversations with HHSC 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, 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 thirty (30) 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 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

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If the Respondent submits a…