ESBD_515780_1778790062604_Open Enrollment (OE) Diabetes Self-Management 3202600156.pdf

Joe Esparza, Chairman and Commissioner

Representing Employers

Alberto Treviño III, Commissioner

Representing Labor

Brent Connett, Commissioner

Representing the Public

Steve Pier, Executive Director

Open Enrollment (OE) For

Diabetes Self-Management Education Services

Open Enrollment No. 3202600156

Date of Release: May 14, 2026

Responses Due: November 10, 2026, by 10:00 a.m. CST

924-86 Vocational Training, All Types, Including Vocational Rehabilitation and

Technical Education

952-40 Elderly Assistance Services

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

Sole Point of Contact for this OE

Meghan Osborn, CTCD

TWC Procurement Portal https://twc-texas-gov.bonfirehub.com/portal/?tab=openOpportunities

Open Enrollment No. 3202600156 OE for Diabetes Self-Management v. 1.1

Table of Contents Article I Purpose

Article II Scope of Work

2.1 Overview/Background

2.2 Provider Requirements, Responsibilities, and TWC Policies

2.3 VR Standards for Providers (VR-SFP) Manual

2.4 Staff Qualifications and Training

2.5 Assessment of Diabetes Self-Management

2.6 Diabetes Skills Training

2.7 Post-Training Assessment

2.8 Diabetes Self-Management Education Service Fees

2.9 Service Area

2.10 Background Checks

2.11 Transportation of VR Customers

2.12 Provider’s Director

2.13 Provider Staff Providing Services to VR Customers

Article III General Information

3.1 Authority

3.2 Schedule of Events

3.3 Contract Documents

3.4 Attachments and Forms

3.5 Sole Point of Contact

3.6 Addenda

Article IV Application Process

4.1 Deadline

4.2 General Information

4.3 Discrepancies

4.4 Submission Method

4.5 Required Application Documents

4.6 Binding Offer

4.7 Franchise Tax – Right to transact business in Texas

4.8 Ambiguity, Conflict, or Discrepancy

4.9 TWC Rights

Article V Application Evaluation

5.1 Application Screening

5.2 Review of Applications

5.3 Public Information Act

Article VI General Terms and Conditions

6.1 Contract Award

6.2 Contract Term

6.3 Payments

6.4 Contract Amendments

6.5 No Guarantee of Volume, Usage or Compensation

6.6 Governmental Entities

6.7 Costs Incurred

6.8 Applicant Waiver-Intellectual Property

6.9 Required Insurance

6.10 FAILURE TO PERFORM

6.11 Remedies

6.12 Change of Ownership or Financial Condition

6.13 Severability

Definitions Table 1: Definitions

Term/Acronym Definition

Addendum;

Addenda;

Amendment

A written addition, change, or supplement to this Solicitation that is posted to the ESBD and issued prior to the response due date.

Applicant An entity or individual who submits a Provider Enrollment Packet in response to this Open Enrollment.

Business Day The day and hours (Monday through Friday, 7 a.m. to 6:00 p.m.

Central Time) at which TWC is open for business.

TWC is closed for business on the scheduled holidays indicated by the State Auditor’s Office available at https://hr.sao.texas.gov/holidays/.

The terms “Working Day” and “Business Day” may be used interchangeably. All uncapitalized references to “day” shall mean calendar day.

https://hr.sao.texas.gov/holidays/

Term/Acronym Definition

Confidential Information

Any communication or record (whether oral, written, electronically stored or transmitted, or in any other form) provided to or made available to Contractor or that Contractor may create, receive, maintain, use, disclose or have access to on behalf of TWC that consists of or includes any or all the following:

a. Customer Information;

b. Protected Health Information (PHI), in any form including, without limitation, Electronic Protected Health Information or Unsecured Protected Health Information;

c. Sensitive Personal Information, as defined by Texas Business and Commerce Code, § 521.002(a)(2);

d. Federal Tax Information;

e. Personally Identifiable Information (PII) as defined by Texas Business and Commerce Code § 521.002(a)(1);

f. Social Security Administration Data, including, without limitation, Medicaid information;

g. All privileged work product; all information designated as confidential under the constitution and laws of the State of Texas and of the United States, including the Texas Health and Safety Code and the Texas Public Information Act, Texas Government Code, Chapter 552;

h. Personally Identifiable Information defined by 2 CFR 200.1;

and

i. Information deemed confidential under The Rehabilitation Act of 1973, 29 U.S.C. Chapter 16, as amended, and implementing regulations 34 C.F.R. Parts 361 through 396.

Term/Acronym Definition

Conflict of Interest

A situation that creates a risk that professional judgment or actions will be unduly influenced by a personal interest or relationship and creates substantial conflicts with the proper discharge of duties required by a contract and the public interest.

Each Applicant must comply with the content on Conflict of Interest located in the VR-SFP Manual, Chapter 3 Basic Standards.

Contract The written agreement entered into by TWC and Provider, which will incorporate the contents of this Open Enrollment and the Provider’s Application, except as may be provided in the Contract and any amendments thereto.

Contractor (also Provider)

A legal entity or individual who TWC is contracted with to provide goods and/or services for TWC Customers. Contractor can be used interchangeably with Provider, Service Provider, or Vendor.

Contract Term The definite period of time that the Contract will remain in effect, including all stated renewals and extensions.

Customer An individual that has met the TWC eligibility criteria and has been approved to receive TWC Vocational Rehabilitation (VR) services.

CTCD Certified Texas Contract Developer.

CTCM Certified Texas Contract Manager.

https://www.twc.texas.gov/sites/default/files/vr/policy/vr-sfp-03-twc.docx

Term/Acronym Definition

ESBD The Electronic State Business Daily. An online platform administered by the Statewide Procurement Division (SPD) of the Comptroller of Public Accounts (CPA). The ESBD may be accessed as http://www.txsmartbuy.com/esbd.

IFA or Invitation for Applications

This document including all exhibits, attachments, forms, and Addenda, if any.

Fiscal Year (FY) Texas State Fiscal Year, September 1 through August 31.

Older Individuals who are Blind

(OIB)

An individual age 55 or older whose significant visual impairment makes competitive employment extremely difficult to attain but for whom independent living goals are feasible.

PCS or Procurement and Contract Services

A department within TWC’s Business Operations division.

PS Procurement Services, a section within TWC.

Provider The Applicant(s) with whom TWC executes a Contract to provide the goods and/or services that this Solicitation requires.

SME Subject Matter Expert

Solicitation This IFA (formerly Open Enrollment) including all exhibits, attachments, forms, and Addenda, if any.

http://www.txsmartbuy.com/esbd

Term/Acronym Definition

State The State of Texas and its instrumentalities, including TWC, its officers, employees, or authorized agents, and any other state agencies.

Subcontractor Any entity(ies) or person(s) providing goods or services under the Contract on Provider’s behalf, whether or not the entity(ies) or person(s) has/have a written agreement with the Provider.

The term does not include a state agency; rather a subcontractor may be an officer or employee of a state agency when the officer or employee contracts with a vendor in a private capacity.

TWC Texas Workforce Commission.

Vocational Rehabilitation Division (VRD)

The TWC Vocational Rehabilitation Division (VRD) administers the Vocational Rehabilitation Services Program, which is a joint state and federally funded program to assess, plan, develop, and provide VR services for eligible individuals with disabilities, consistent with their unique strengths, resources, priorities, concerns, abilities, capabilities, interests, and informed choice so that these individuals can prepare for and engage in competitive integrated employment and achieve economic self-sufficiency. In accordance with the Rehabilitation Act of 1973, as amended by Title IV of WIOA (29 U.S.C. § 720 et seq.). VRD is the single designated state unit for the VR program.

Term/Acronym Definition

Vocational Rehabilitation Standards for Providers Manual (VRSFP)

The VR Standards for Providers (VR-SFP) Manual focuses on the business practices, processes, and policies that must be followed for TWC and the Contractor to comply with federal and state laws and TWC rules and requirements. The VR-SFP Manual ensures TWC-VR Customers receive quality services. Each Contractor should review the VR-SFP Manual and forms for changes every thirty (30) calendar days. Each Contractor is expected to be familiar with and comply with the most recently published VR- SFP Manual and use the most recently published forms applicable to their Contract.

VPTS Vendor Performance Tracking System, as described under Texas Government Code § 2262.055 and 34 TAC § 20.115. Reporting requirements and vendor performance factors considered in VPTS are described in Texas Government Code § 2155.089 and 34 TAC § 20.509. The VPTS is available at:

https://www.txsmartbuy.gov/vpts.

ARTICLE I PURPOSE

The Texas Workforce Commission (TWC) is seeking Applications from qualified

Service Providers to deliver services to be provided to Vocational Rehabilitation

(VR) Customers served by TWC’s VR division. This is an Open Enrollment (OE) opportunity.

Opportunities are available to provide Diabetes Self-Management Education

Services in the state of Texas. Applicants must meet all requirements and specifications outlined herein to be eligible to provide Diabetes Self-

Management services.

The TWC Procurement Services (PS) section will administer the procurement https://twc.texas.gov/partners/vocational-rehabilitation-standards-providers-manual http://www.texasworkforce.org/partners/vocational-rehabilitation-standards-providers-manual http://www.texasworkforce.org/partners/vocational-rehabilitation-standards-providers-manual http://www.texasworkforce.org/partners/vocational-rehabilitation-standards-providers-manual http://www.texasworkforce.org/partners/vocational-rehabilitation-standards-providers-manual https://www.txsmartbuy.gov/vpts process for this OE, which includes OE publication, handling of communications from Applicants, as well as managing the receipt of Applications for review.

Information regarding TWC and its programs is available online and can be currently accessed at www.twc.texas.gov.

ARTICLE II SCOPE OF WORK

2.1 OVERVIEW/BACKGROUND

TWC’s mission is to promote and support a workforce system that creates value and offers employers, families, individuals and communities the opportunity to achieve and sustain economic prosperity.

This Open Enrollment is for Diabetes Self-Management Education Services.

Diabetes self-management education is the process of developing the customer's knowledge, skills, and abilities that are necessary to manage diabetes and improve his or her health outcomes. Vocational Rehabilitation

(VR) customers might require education about diabetes to address the cause of the disease. Diabetes self-management education provides adaptive techniques and/or equipment to help the customer self-manage his or her diabetes.

Assessment and teaching of blood sugar monitoring, medication delivery, and other self-care skills related to diabetes self-management require close, hands-on evaluation and training when working with individuals who are blind or visually impaired.

Diabetes self-management education services are based on the Association of

Diabetes Care and Education Specialist’s 7 Self-Care Behaviors™, which are:

• healthy eating;

• being active;

http://www.twc.texas.gov/

• monitoring;

• taking medications;

• healthy coping;

• problem solving; and

• reducing risk.

Diabetes self-management education services are for customers who:

• are newly diagnosed;

• need surgery or a medical procedure and are at risk of further complications because of poor diabetes management;

• are unable to maintain employment because of their diabetes;

• need additional training about diabetes management after losing their sight;

• must self-manage diabetes for admittance to training programs and for full participation in training such as that offered by the Criss Cole

Rehabilitation Center;

• cannot benefit from community-based educational programs; and/or

• have unique needs that cannot be met through medical providers paid through the Maximum Affordable Payment Schedule.

2.2 PROVIDER REQUIREMENTS, RESPONSIBILITIES, AND TWC

POLICIES

Providers must be knowledgeable about their responsibilities, the service requirements, and TWC policies applicable to them.

2.3 VR STANDARDS FOR PROVIDERS (VR-SFP) MANUAL

The VR Standards for Providers (VR-SFP) Manual focuses on the business https://twc.texas.gov/partners/vocational-rehabilitation-standards-providers-manual practices, processes, and policies that must be followed for TWC and the

Provider to comply with federal and state laws and TWC rules and requirements. Providers must adhere to the current VR-SFP Manual when providing services to VR Customers.

An Applicant applying for a contract must comply with the following VR-SFP

Manual chapters in addition to the OE SOW.

• Chapter 1: Introduction to Vocational Rehabilitation

• Chapter 2: Obtaining a Contract for Goods and Services

• Chapter 3: Basic Standards

Notice of upcoming changes to the VR-SFP Manual are published on the

Vocational Rehabilitation Providers’ Resources page at least thirty (30) calendar days in advance of the effective date of the changes. Each Provider is contractually responsible for maintaining compliance with the most current VR-

SFP Manual.

2.4 STAFF QUALIFICATIONS AND TRAINING

Before any services are provided, the service provider director must approve the VR3455, Provider Staff Information Form, completed by staff such as a trainer and aides, and submit the approved form to the provider's assigned contract manager and assigned regional program specialist. A sample VR3455

Provider Staff Information Form is included with this solicitation as

Attachment 7, VR3455 Provider Staff Information Form. The VR3455 documents the provider's qualifications and provides evidence of meeting those qualifications by providing the:

• provider’s staff résumé demonstrating diabetes education experience as an essential function of the job; and

• documentation of required continuing education hours on diabetes https://www.twc.texas.gov/programs/vocational-rehabilitation/sfp http://www.twc.state.tx.us/partners/vocational-rehabilitation-standards-providers-manual http://www.twc.state.tx.us/partners/vocational-rehabilitation-standards-providers-manual https://www.twc.texas.gov/programs/vocational-rehabilitation/sfp https://www.twc.texas.gov/programs/vocational-rehabilitation/provider-resources https://www.twc.texas.gov/programs/vocational-rehabilitation/sfp education topics.

2.4.1 Diabetes Educators

A diabetes educator must have the following criteria:

• at least one year of paid experience or two years of documented voluntary experience providing diabetes education as an essential function of the job or responsibilities while holding a current, active, unrestricted license in Texas as one of the following:

o A clinical psychologist;

o A Licensed Professional Counselor (LPC);

o An occupational therapist;

o An optometrist;

o A pharmacist;

o A physical therapist (PT);

o A physician (MD or DO);

o A podiatrist;

o A registered nurse (RN) (includes nurse practitioners and clinical nurse specialists);

o A dietitian or dietitian nutritionist holding active registration with the Commission on Dietetic Registration (CDR);

o A physician assistant (PA) holding active registration with the

National Commission on Certification of Physician Assistants

(NCCPA);

o An exercise physiologist holding active certification as an American

College of Sports Medicine Certified Clinical Exercise Physiologist

(ACSM-CEP®);

o A health educator holding active certification as a Master Certified

Health Education Specialist (MCHES®) from the National

Commission for Health Education Credentialing (NCHEC);

o A health professional with a minimum of a master’s degree in social work;

o A certified diabetes care and education specialist (CDCES); or o A holder of the Board Certified – Advanced Diabetes Management

(BC-ADM) credential;

• 15 hours of continuing education units (CEUs) within the 12 months immediately preceding the application for contract and/or the submission of the individual VR3455, Provider Staff Information Form as outlined in

VR-SFP Manual, 7.2.2; and

• Completed the Texas Confidence Builders as outlined in VR-SFP Manual, 7.2.3.

Note: In lieu of paid diabetes education experience, evidence of two years of documented voluntary diabetes education experience will be considered.

Examples of appropriate documentation include training on an evidence-based diabetes education curriculum; letters of recommendation describing the volunteer work from two individuals who oversaw the diabetes education, including the program leader; or evaluations of the diabetes education with the volunteer’s name visible and the protected information redacted.

2.4.2 Annual Training

The diabetes educator must maintain the qualifications in VR-SFP Manual,7.2.1 and maintain continuing education units (CEUs) in diabetes self-management education topics from an agency approved by the diabetes educator's licensing https://www.twc.texas.gov/programs/vocational-rehabilitation/sfp https://www.twc.texas.gov/programs/vocational-rehabilitation/sfp or certifying body. The CEUs may not include the Texas Confidence Builder training.

Table 2: Diabetes Educator Required CEUs

Diabetes Educator CEUs

Required Frequency

• Clinical psychologist o Occupational therapist o Optometrist o Pharmacist o Physical Therapist o Physician (MD or

DO)

o Podiatrist;

o RN (includes nurse practitioners and clinical nurse specialists) o Dietitian or dietitian nutritionist holding active registration with the CDR o PA holding active registration with the

NCCPA

o Exercise physiologist holding active certification as an

ACSM-CEP®

• Within the 12 months immediately preceding the application for contract and/or submission of the individual’s

VR3455, Provider Staff

Information Form; and

• 15 hours every 2 years beginning on the date the contract is awarded

Diabetes Educator CEUs

Required Frequency o Health educator holding active certification as an

MCHES® from the

NCHEC

o A health professional with a minimum of a master’s degree in social work

• CDCES

• BC-ADM

Within the 12 months immediately preceding the contract date and an additional 10 hours every two years beginning on the date the contract is awarded

2.4.3 Texas Confidence Builder Training

All diabetes educators must attend and participate in the VR Texas Confidence

Builder Training. This 14-hour training is completed before a contract is awarded or before services are provided by the diabetes educator, and the training must be retaken every two years.

If the Texas Confidence Builder training is not available at the two-year renewal date, the VR diabetes program specialist and the contract manager must request that the requirement be waived or postponed. The request must be documented and approved by the VR director using VR3490, Temporary

Waiver of Qualifications. Attachment 9, VR3490 Temporary Waiver of

Qualifications is provided as an example to this solicitation.

VR does not pay the provider's travel costs for transportation, food, and lodging to attend Texas Confidence Builder Training or other trainings.

2.5 ASSESSMENT OF DIABETES SELF-MANAGEMENT

The following sections detail Assessment of Diabetes Self-Management, including the information gathered, the recommended equipment, and the resulting education and support plan.

2.5.1 Assessment of Diabetes Self-Management Service Description

A diabetes self-management assessment is the diabetes educator's evaluation of a customer's ability to manage the diabetes. The assessment must gather information about the customers:

• medical history;

• age;

• cultural influences;

• beliefs and attitudes about maintaining good health; and

• knowledge about diabetes.

A diabetes self-management assessment is provided in person with the trainer and customer at the same location. The diabetes self-management assessment may be provided remotely only with a VR director approved VR3472, Contracted Service Modification Request, which is provided as Attachment 8 to this solicitation. Remote services must follow VR-SFP 3.4.8 Remote Service

Delivery.

It is recommended that the diabetes educator use adaptive equipment and disposable supplies for demonstration during the assessment. The suggested items include:

• a talking blood-glucose meter;

• an insulin-measuring device, such as Count-A-Dose, which allows a blind or vision-impaired individual with diabetes to fill an insulin syringe without assistance;

• a syringe magnifier;

• a portion-control plate, such as Meal Measure;

• an insulin pen (or other injectable device for demonstration purposes);

• a talking blood-pressure monitor; and

• disposable supplies such as test strips, syringes, and insulin.

The customer and instructor develop an education and support plan that is created from evidence-based approaches for effective health communication and education while taking into consideration the customer's barriers to self-management, abilities, and expectations as well as information from the diabetes self-management assessment. (ADA, 2016)

The initial diabetes self-management assessment helps the diabetes educator recommend the skills training from which the customer would benefit. The training areas include information and skills relating to:

• an overview of the pathophysiology of diabetes;

• nutrition;

• exercise and activity;

• blood-glucose monitoring and how to use the monitoring results;

• diabetes-related complications;

• management of sick days;

• medical treatment;

• medication;

• foot, skin, and dental care;

• preconception care, pregnancy, and gestational diabetes, if applicable;

• insulin;

• use of the health care system;

• community resources;

• stress and psychosocial adjustment;

• goal setting;

• employment aspects and/or barriers related to diabetes; and

• adaptive diabetes self-management equipment and tools.

The initial assessment should evaluate all the above topics. The training plan should recognize the partial or complete deficits in self-management knowledge and identify the specific deficits that should be addressed. If the results of the initial diabetes self-management assessment warrant, training may begin immediately if:

• an initial diabetes self-management assessment was conducted in the previous 12 months;

• no significant change to the customer's medical status, including no new medications or new complications, has occurred;

• a service authorization has been issued; and

• the service provider has adequate information to begin skills training based on the results of the Initial Diabetes Self-Management

Assessment.

Should the provider of the diabetes education training be different from the provider who conducted the initial assessment, the VR2888, Diabetes Self-

Management Education Assessment (Attachment 4), and the VR2901, Diabetes Self-Management Pre- and Post-Assessment (Attachment 6), should be reviewed by the new provider prior to initiating diabetes education training.

If the new diabetes educator does not agree with the original assessment recommendations, a consultation between the VR counselor, new diabetes educator, and state office program specialist for diabetes education is scheduled to establish an agreement on appropriate diabetes education for the

VR customer.

2.5.2 Process and Procedure

The initial diabetes self-management assessment may be conducted before or after eligibility is determined.

The diabetes self-management assessment provider begins services once a signed VR service authorization and a VR5000, Referral for Provider Services form (Attachment 10), completed by the VR counselor, or the Independent

Living Services for Older Individuals Who Are Blind (ILS-OIB) worker, have been received.

The VR5000, Referral for Provider Services form:

• indicates why the customer is referred for diabetes education evaluation;

and

• describes issues and/or questions that are addressed in the diabetes educator's report.

The initial diabetes self-management assessment must not exceed two hours and must be held for each customer individually.

The provider must discuss additional hours with the VR counselor or the ILS-

OIB worker and the VR diabetes program specialist. The request must be documented and approved by the VR director using VR3472, Contracted

Service Modification Request for Blind and Visually Impaired Services.

2.5.3 Education and Support Plan

The diabetes educator develops a written education and support plan in the

Overall Recommendations section of VR2888, Diabetes Self-Management

Education Assessment.

VR staff and the diabetes educator ensure that the education and support plan is appropriate, based on the customers:

• age;

• type of diabetes (1 or 2);

• history of diabetes;

• cultural influences;

• learning abilities; and

• disability.

Diabetes educators must use the talking blood-glucose meter recommended by the VR state office diabetes program specialist to:

• assess the customer's glucose (blood sugar) level;

• assess the customer's understanding of how to check blood sugar properly; and

• provide skills training to the customer.

If the diabetes educator recommends using a different type of talking meter, the VR diabetes program specialist must authorize the purchase before the equipment is purchased, and skills training occurs.

The diabetes educator completes the assessment of the customer's ability to manage the diabetes and makes recommendations for training, equipment, and services using VR2888, Diabetes Self-Management Education Assessment.

The assessment report must be submitted to VR within 35 days of completion of the assessment.

Behavior change goal setting empowers the customer to fully engage in personal problem solving to change behavior and improve outcomes. Using person centered, informed decision making, the diabetes educator guides the customer in the skill of goal setting by assisting them to

• select an activity that best suits the customer’s self-management needs,

• help the customer identify strategies and resources for success as well as barriers, and

• plan a course to achieve the goal.

An initial behavior change goal must be set at the initial assessment. This is the customer’s goal and action plan.

If the diabetes educator cannot schedule the visit with the customer to initiate the assessment within three calendar weeks, then the educator must notify the

VR counselor by email, paper mail, or fax. VR may determine that it is necessary to cancel the service authorization and identify a new provider.

2.5.4 Outcomes Required for Payment

The diabetes educator documents the two-hour initial diabetes self-management assessment and other findings for each customer on the:

• VR2888, Diabetes Self-Management Education Assessment; and

• VR2901, Diabetes Pre- and Post-Assessment.

All forms must be completed in their entirety for the provider to be paid. As appropriate, the provider uses the following notations:

• N/A for "not applicable"

• N/D for "not disclosed by customer"

• N/E for "not evaluated"

The initial assessment fields are completed on the VR2901. The form is saved electronically so that the post-assessment fields can be completed later.

The VR2888, Diabetes Self-Management Education Assessment, reports the information that the diabetes educator captured during the initial assessment as well as the recommendations for equipment and training.

The VR2901, Diabetes Pre- and Post-Assessment, allows a comparison of the customer's knowledge of diabetes management before and after training.

2.6 DIABETES SKILLS TRAINING

The following section describes the expectations of the Diabetes Skills training after the client assessment.

2.6.1 Diabetes Skills Training Service Description

Diabetes skills training is provided by a diabetes educator who instructs and counsels the customer and family by means of individual and/or group skills training sessions that have been authorized by means of a service authorization.

Initial Diabetes skills training is provided in person with the trainer and customer at the same location and covers the following topics:

• Equipment training (whether purchased by TWC or using comparable benefits)

• The first hour of healthy eating

• The first hour of discussing patterns and trends

• The first half hour of being active

• The first quarter hour of foot care

The initial diabetes skills training may be provided remotely only with a

VR3472, Contracted Service Modification Request for Blind and Visually

Impaired Services approved by the VR director before services begin. Remote services must follow VR-SFP 3.4.8 Remote Service Delivery.

After initial diabetes skills training is provided, additional teaching for review or reinforcement may be completed in person, by phone, or by video conference.

Training topics may include the following:

• Introduction to diabetes or prediabetes

• Healthy coping

• Taking medication

• Reducing risk

• Problem solving

Diabetes skills training is intended to:

• provide self-management education;

• identify best methods for managing diabetes medication(s); and

• help the customer identify barriers, solve problems, and develop coping skills to achieve effective self-care and behavior changes.

Diabetes skills training helps customers set goals and make effective health and care decisions that fit their values and lifestyles. Diabetes educators help customers:

• develop a plan to improve their health;

• develop goals through individualized problem solving;

• provide motivation; and

• incorporate health recommendations into daily life.

The number of training hours recommended for individual diabetes self-management is based on:

• the initial assessment; and

• the topics covered that are related to the customer's vocational goals.

Up to 12 hours of skills training for diabetes self-management can be provided:

• individually;

• in a group of two to eight customers; or

• as a combination of one-on-one and group training sessions

Diabetes educators are reimbursed only for the time spent teaching customers.

Trainers are not reimbursed for:

• planning time, such as attending meetings or talking with VR staff; or

• time spent completing and submitting the required paperwork.

2.6.2 Process and Procedure

The VR counselor or the Independent Living Services for Older Individuals Who

Are Blind (ILS-OIB) worker submits a referral and issues service authorizations for diabetes skills training.

The diabetes educator must divide all diabetes skills training into one to two-hour segments to ensure that the segments do not fatigue the customer and consequently reduce the benefit of the skills training. If a segment is less than two hours, the provider must document on the VR2884, in the Observations and Comments section, how this meets the customer’s individual needs.

The diabetes educator helps the customer develop specific, measurable, achievable, realistic, and timely (SMART) goals.

A new behavior-change goal should be set at each visit between the educator and the customer and achievements evaluated at the next visit. The diabetes educator helps the customer overcome barriers to success and employ problem-solving strategies.

It is recommended that the diabetes educator use adaptive equipment and disposable supplies for demonstration during training such as:

• a talking blood-glucose meter;

• an insulin measuring device, such as Count-A-Dose, that allows a blind or vision-impaired individual with diabetes to fill an insulin syringe without assistance;

• a syringe magnifier;

• a portion-control plate, such as Meal Measure;

• an insulin pen (or other injectable device for demonstration purposes);

• a talking blood pressure monitor; and

• disposable supplies such as test strips, syringes, and insulin.

The diabetes educator documents the provision of education materials, resources, and referrals on VR2884, Diabetes Self-Management Educator

Notes.

The VR counselor or the ILS-OIB worker is responsible for approving the purchase of the recommended equipment or supplies. Documentation should identify:

• what was taught;

• what the customer gained from the instruction; and

• any barriers or gaps in knowledge.

If the customer is unable to participate in skills training on diabetes self-management because of his or her health, the diabetes educator must inform the VR counselor by email, paper mail, or fax within three business days. The diabetes educator must document such notification in the customer's file.

https://www.twc.texas.gov/vocational-rehabilitation-service-forms

2.6.3 Outcomes Required for Payment

Service providers must document each two-hour skills training session provided to each customer using VR2884, Diabetes Self-Management Educator

Notes.

A complete and accurate invoice may be submitted after completion of the services. All required documentation must be submitted within 35 calendar days of the date that the service is provided, including initial assessment, skills training, and post-training assessment.

If the diabetes self-management education services include providing the customer with a talking blood-glucose meter or other diabetes equipment, the diabetes educator must:

• coordinate receipt of the equipment with the local field office that purchased the service;

• submit a VR2889, Diabetes Self-Management Education Services

Adaptive Diabetes Equipment Receipt;

• deliver the equipment or supplies to the customer;

• have the customer sign the VR2889 to acknowledge receipt of equipment or supplies;

• fill out the manufacturer's warranty card by mail or online; and

• document on VR2889 that the warranty card has been submitted.

2.7 POST-TRAINING ASSESSMENT

The post-training assessment is the final meeting provided for diabetes services. In this one-hour assessment, the customer and diabetes educator develop a follow-up plan for ongoing support. The plan includes information about goals, educational and equipment outcomes, and ongoing needs.

2.7.1 Post-Training Assessment Service Description

The diabetes educator conducts post-training assessments no sooner than 30 calendar days after the skills training is complete.

As part of the post-training assessment, the diabetes educator:

• reviews the skills training provided; and

• reinforces the behavioral changes.

The post-training assessment must be completed for all customers 30 days after the last training session. The post-training assessment may be completed in person, by phone, or by video conferencing with the customer as described in VR-SFP 3.4.8 Remote Service Delivery. The preferred method to complete the post-training assessment is in person. If a post-training assessment must be provided sooner than 30 calendar days after the skills training, the trainer must request approval from the referring VR counselor or the OIB worker before the post assessment being completed. The VR counselor or OIB worker requests approval from the VR director using VR3472, Contracted Service

Modification Request for Blind and Visually Impaired Services.

2.7.2 Post-Training Assessment Process and Procedure

To document the one-hour post-training assessment, the diabetes educator completes the:

• VR2900, Diabetes Self-Management Education Post-Training

Assessment; and

• VR2901, Diabetes Pre- and Post-Assessment.

To evaluate the customer's progress, the post-assessment fields are completed on the same VR2901, Diabetes Pre-and Post-Assessment that was submitted at the initial assessment.

2.7.3 Outcomes Required for Payment

The following documentation must be submitted within 35 calendar days of completion of the post-training assessment:

• Initial assessment

• Skills training

• Post-training assessment

The provider documents all conversations that he or she has had with the VR counselor, the OIB worker, and other staff about customers whom that provider is serving.

2.8 DIABETES SELF-MANAGEMENT EDUCATION SERVICE FEES

The following table outlines the approved service fees for Diabetes Self-

Management Education Services. These fees are subject to change as updates are made to the Vocational Rehabilitation Standards for Providers Manual.

Table 3: Diabetes Self-Management Education Services Fee Schedule

Diabetes Self-

Management Education

Services

Unit Rate Comment

Diabetes Self-

Management

Assessment

$117.00 per hour

• Two-hour initial assessment

• Includes only the time spent assessing the customer

Diabetes Skills Training

(Individualized Services

Only)

$117.00 per hour

• Includes only the time spent teaching skills to the customer

• Each session should be two hours

Diabetes Self-

Management Education

Services

Unit Rate Comment

Diabetes Skills Training

(Group Services Only)

$60.00 per hour

• Includes only the time spent teaching skills to the customer

• Group services require a minimum of two customers and no more than eight customers per group

Post-training

Assessment

$117.00 per hour

• One-hour post-assessment session 30 days after completion of training

• Includes only the time spent assessing the customer

2.9 SERVICE AREA

This is a statewide open enrollment solicitation. All Texas counties are included in this solicitation. If awarded a contract for these services, the Provider(s) may serve VR Customers throughout the state of Texas upon receipt of an approved service authorization issued on behalf of a VR Customer.

2.10 BACKGROUND CHECKS

VR-SFP Manual, Chapter 3 Basic Standards requires each Provider to run background checks on each Provider staff member who will interact with any

VR Customer. This includes any Provider staff who have any communication or other contact whether in person, on paper, by voice, by sign language, electronically or any other method. The only exception is for Provider staff who never communicate with or are physically present with a VR Customer.

Background checks must be completed by the Provider before the Provider staff interacts with any VR Customer.

Applicants and Providers are responsible for obtaining a background check for all applicable Provider staff. A background check consists of running a name-based search from the Texas Department of Public Safety and checking the

National Public Sex Offender public website.

Contractors that will provide goods or services directly to VR customers must run a criminal background check on each staff member who will interact with any VR customer. This includes any staff who have any communication or other contact whether in person, on paper, by voice, by sign language, electronically or any other method. The only exception is for staff who never communicate with or are physically present with a VR customer. Background checks must be completed by the contractor before the employee interacts with any VR customer. If a contractor elects not to conduct background check on a staff member, the contractor must demonstrate that the staff member has never interacted with any VR customer in any way on any subject. Refer to the Background Check FAQ for additional questions. All provisions in this section apply equally to any subcontractor.

Contractors are responsible for purchasing and conducting a background check. A background check consists of running a name-based search from the

Texas Department of Public Safety and checking the National Public Sex

Offender public website. How To Use the Conviction Name Search - Criminal

History Conviction Name Search (texas.gov) provides instruction in how to use the Texas Department of Public Safety website, and the National Public Sex

Offender website provides information on the program and use of the registry.

Contractors may also conduct a more comprehensive background check on https://publicsite.dps.texas.gov/ConvictionNameSearch/ https://www.nsopw.gov/?AspxAutoDetectCookieSupport=1 https://www.twc.texas.gov/partners/vocational-rehabilitation-providers-resources https://publicsite.dps.texas.gov/ConvictionNameSearch/ https://www.nsopw.gov/?AspxAutoDetectCookieSupport=1 https://www.nsopw.gov/?AspxAutoDetectCookieSupport=1 https://publicsite.dps.texas.gov/ConvictionNameSearch/Home/Default/HowToSearch https://publicsite.dps.texas.gov/ConvictionNameSearch/Home/Default/HowToSearch https://www.nsopw.gov/?AspxAutoDetectCookieSupport=1 their staff. A more comprehensive background check may substitute for the

Texas DPS name-based search.

Contractors must maintain a record of all background checks conducted, including a screenshot or printed copy from the Texas DPS name-based search and from the National Public Sex offender registry if no results are found.

Contractors must also complete the Background Checks Attestation and

Release Form for all staff, which includes:

• The staff person’s first name and last name;

• Type of background search conducted;

• Date background search was conducted;

• If the search returns a conviction;

• Date the national public sex offender website search was conducted; and

• If the search returned a result.

If the background search returned a conviction, the contractor must also document:

• If the conviction is barred per the Convictions Barring Vendor Staff from

Performing Services for TWC list;

• Whether an exception has been sought;

• If an exception was granted, by whom, and on what date.

Contractors must maintain the Background Checks Attestation and Release

Form and background check records on file for a minimum of 7-years. TWC may request to review background check records at any time. If background check records are not available to review at time of request, the contractor must recreate the search.

Any contractor staff who appear in the National Public Sex Offender database https://www.twc.texas.gov/vocational-rehabilitation-service-forms https://www.twc.texas.gov/vocational-rehabilitation-service-forms https://www.twc.texas.gov/partners/vocational-rehabilitation-providers-resources https://www.twc.texas.gov/partners/vocational-rehabilitation-providers-resources https://www.twc.texas.gov/vocational-rehabilitation-service-forms are immediately barred from providing services with TWC.

Any contractor staff member who has a conviction listed on the Convictions

Barring Vendor Staff from Performing Services for TWC list must not have any interactions with TWC-VR customers. TWC will consider an exception in some cases to offenses listed under subsection (b) and (c) of the list. Contractors are responsible for requesting an exception. To request an exception, follow the Exception to Background Check Instructions. Any exception must be approved by the VR Director or designee before any interactions with VR customers occur.

A background check is only valid for 3 years. An updated background check must be obtained no later than the 3-year anniversary date of the original background check, or the contractor must remove the employee from interacting with VR customers on and after the date the background check expires.

For a contractor to self-report noncompliance with background checks refer to

VR-SFP 3.2.11 Incident Reporting.

Limited contracted services are exempt from the background check requirement, such as for certain types of entities, procurements, services, or goods. See Contracted Services Exempt from Background Checks for a full list of contracted services that are exempt from the background checks requirement.

For more information on required background checks refer to the following resources:

• VR-SFP Manual, Chapter 3 Basic Standards, Section 2.18 Background

Checks o Convictions Barring Contractor Staff from Performing Services for

TWC

https://www.twc.texas.gov/partners/vocational-rehabilitation-providers-resources https://www.twc.texas.gov/partners/vocational-rehabilitation-providers-resources https://www.twc.texas.gov/partners/vocational-rehabilitation-providers-resources https://www.twc.texas.gov/programs/vocational-rehabilitation/sfp https://www.twc.texas.gov/partners/vocational-rehabilitation-providers-resources o Contracted Service Exempt from Background Checks o Exception to Background Check Instructions o Background Check FAQ

• Form VR1307 Background Checks Attestation and Release Form found at https://www.twc.texas.gov/programs/vocational-rehabilitation/forms

• Webinar: Background and National Public Sex Offender Requirements

2.11 TRANSPORTATION OF VR CUSTOMERS

Transportation of VR Customers by a Provider (or Provider’s staff) is not required. However, if a Provider (or Provider’s staff or Provider’s subcontractors) do transport a VR Customer in the Provider’s vehicle or

Provider’s staff personal vehicle, they must meet the minimum liability requirements of the Texas Department of Insurance. The Provider must maintain current proof of insurance for any Provider staff who transports VR

Customers. When Provider staff transports VR Customers in personal vehicles, the Provider staff must submit to VR proof of auto liability insurance as required by the Texas Department of Insurance with Form VR3455.

Verification statements on Form VR3455 must be signed by the Provider staff represented on the form and the Provider’s Director appointed by the legal authorized representative.

2.12 PROVIDER’S DIRECTOR

Each Provider/Entity must have a Director who meets the qualification as stated in the VR-SFP Manual, Chapter 3 Basic Standards. The

Provider’s/Entity’s legally authorized representative must appoint Director(s) using Form VR3441A. The Provider’s/Entity’s Director must also have a VR

3455 included in the Application. Anytime the VR3455 is completed and/or https://www.twc.texas.gov/programs/vocational-rehabilitation/forms https://www.youtube.com/watch?reload=9&v=ehh1h4_GeFY&feature=youtu.be updated the Provider must keep a copy on file and submit it to VR. For additional information refer to VR-SFP Manual, Chapter 3 Basic Standards.

2.13 PROVIDER STAFF PROVIDING SERVICES TO VR CUSTOMERS

For any service selected by the Applicant on VR3441B, the Applicant must have at least one (1) person who meets the qualifications to provide the service(s) as described in Article II Scope of Work.

Each Provider staff must have VR3455 with the supporting documentation

(resumes, transcripts, proof of insurance, and credentials) included in the

Application.

After contract award, a VR3455 with supporting documentation must be submitted for each person who will be providing services under the Contract.

Each Provider must submit Form VR3455 and the supporting evidence that the staff member meets the required qualifications within 30 days of:

• hiring new staff member;

• making a significant change to a staff member's job duties such as fundamentally altering the nature of the job, requiring new skills, responsibilities, or a substantial time commitment;

• changing staff qualifications and/or credentials; or

• terminating a staff member.

For additional information refer to the VR-SFP Manual.

ARTICLE III GENERAL INFORMATION

3.1 AUTHORITY

TWC is soliciting the services stated in this Solicitation under the statutory authority of Texas Labor Code §352.060.

All official communication (including, but not limited to, Schedule of Event changes, and Addenda will be posted to the Electronic State Business Daily

(ESBD). TWC has no responsibility to communicate personally with each potential Applicant for this OE. Each interested party is solely responsible for checking the ESBD for official TWC communication regarding this OE.

3.2 SCHEDULE OF EVENTS

The dates in this Schedule of Events are tentative, and TWC reserves the right to modify these dates at any time. At the sole discretion of TWC, events listed in the Schedule of Events are subject to changes and cancellation. Scheduling changes or cancellation made prior to the Deadline for Submission of Applications will be published as an Addendum posted to the Electronic State Business Daily (ESBD) and the TWC Procurement Portal.

Applicant is required to sign and return all Addenda related to the Open

Enrollment.

Table 4: Schedule of Events

EVENT DATE and TIME

Open Enrollment Period Start Date: May 14, 2026

End Date: November 10, 2026, by 10 a.m. CST

NOTE: This solicitation may be closed sooner than the published end date if TWC receives sufficient applications to cover all required needs.

Applicant must submit their Application to TWC within the open enrollment period in accordance with Schedule of Events shown above, or as changed via a notification of an Addendum posted to the ESBD.

NOTE: TWC reserves the right to close this solicitation at any time prior to the published deadline. If TWC determines that a sufficient number of applications or awarded contracts exist, this solicitation will be closed.

3.3 CONTRACT DOCUMENTS

The Contract(s) resulting from this solicitation may consist of the provisions in this OE (including its attachments, forms, exhibits, and any Addenda); the

Provider’s Application, any TWC Request for Revised Application, the Provider’s

Response to the Request for Revised Application, and TWC’s Service

Authorization (SA). No prior agreement or understanding, oral or otherwise, of the parties or their agents will be valid or enforceable unless embodied in these documents. In the event of a conflict between the provisions of these documents, the documents are given the following order of priority: (1) TWC

SA; (2) most recent Request for Revised Application (if any); (3) Provider’s

Response to the Request for Revised Application; (4) Request for Application

(OE); and (5) Provider’s Application.

TWC may elect to have the Contract(s) resulting from this OE consist of a single document. This document will contain all rights and duties of the parties extracted from the relevant terms and conditions of the OE (including its attachments, forms, exhibits, and any Addenda), the Provider’s Response, the

Request for Revised Response, if any, and Provider’s Response to the Request for Revised Response, if any. Prior to award, TWC will prepare the Contract for review by the Provider.

Discussions may be had concerning possible revisions to the draft Contract to clarify points, further define Contract text, or to correct minor technicalities.

These discussions are to be finalized and all requests for revisions resolved within…