PCS 550 HHS RFO Version 2.30 RFO No. HHS0016853 Page 1 of 44 Revision Date 02/27/2026

Stephanie Muth, Executive Commissioner

Request for Offer (RFO) for

Oracle Enterprise Product License(s) and Maintenance Services

RFO No. HHS0016853

Date of Release: August 31, 2026

Responses Due: See Section 3.1 for Schedule of Events

NIGP Class/Item Codes

Class/ Item Code AIS Description

208-11 Yes Application Software, (Not Otherwise Classified), Microcomputer

208-37 Yes Database Software, Microcomputer

920-07 Yes Applications Software for Microcomputer Systems: Business, Mathematical and Statistical, Medical, Scientific, etc.

920-45 Yes Software Maintenance and Support Services and Updates and Data Hosting Services

920-47 Yes Support Services, Computer, Includes Computer Warranties

920-49 Yes Systems and Executive Software, Mainframe and Servers

920-66 Yes System, Network, Database, DBA Administration Services

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

1.1 Introduction

1.2 Definitions

1.3 Authority

Article II. Scope of Work

2.1 Description of Services

2.1.1 Overview

2.1.2 Contractor Requirements

2.1.3 Service Level Requirements

2.1.4 Key Performance Measures and Associated Remedies

2.1.5 HHSC Operational Points of Contact

2.1.6 Invoicing

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

Article III. Administrative Information

3.1 Schedule of Events

3.2 Ambiguity, Conflict, or Discrepancy

3.3 Inquiries

3.3.1 Sole Point of Contact

3.3.2 Prohibited Communication

3.3.3 Exception to Sole Point of Contact

3.3.4 Solicitation Questions

3.4 Pre-proposal Conference

3.4.1 Attendance

3.4.2 Conference Logistical Information

3.4.3 Questions at Pre-Proposal Conference

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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 Instruction

3.6.3 Submission Checklist

3.6.4 Labeling and Delivery for USB Drive 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 Best and Final Offer (BAFO)

4.2.7 Final Written Response Score

4.2.8 Summary of Best Value Determination

4.3 Questions or Requests for Clarification

Article V. Narrative Proposal

5.1 Executive Summary

5.2 Services to be Provided

5.3 Product Availability and Capacity

5.4 Product Support and Maintenance

5.5 Disaster Recovery

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5.6 Licensing

5.7 ULA Exit Process

5.8 Contractor Point of Contact

Article VI. Required Respondent Information

6.1 Company Information

6.1.1 Company Narrative

6.1.2 Company Profile

6.2 Authorization to Conduct Business in Texas

6.3 References

6.4 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 Subcontracting Plan

Article VII. Cost Proposal

7.1 Cost Proposal

Article VIII. General Terms and Conditions

8.1 General Conditions

8.1.1 Changes, Modifications, and Cancellation

8.1.2 Offer Period

8.1.3 Costs Incurred

8.1.4 Contract Responsibility

8.1.5 Public Information Act - Respondent Requirements Regarding Disclosure

8.1.6 Respondent Waiver – Intellectual Property

8.1.7 Standards of Conduct for Vendors

8.1.8 Disclosure of Interested Parties

8.2 Insurance

8.2.1 Required Coverage

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8.2.2 Alternative Insurability

8.3 Protest

Article IX. List of Exhibits

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Table of Tables Table 1- Contractor Requirements Table 2 - Service Levels Table 3 - Key Performance Measures and Liquidated Damages

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ARTICLE I. INTRODUCTION, DEFINITIONS, AND AUTHORITY

1.1 INTRODUCTION

The issuing office believes that the requested items in this request for offers may be proprietary to one vendor under Section 2155.067 of the Government Code; however, the issuing office strongly encourages offers from all qualified respondents that may be able to provide the requested items.

The State of Texas, by and through the Texas Health and Human Services Commission (HHSC), seeks a qualified Contractor to provide the Oracle suite of software products under an Unlimited License Agreement (ULA) and associated maintenance and technical support services. Contractor must provide software and services in accordance with Article II (Scope of Work), and other requirements contained in this Solicitation.

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

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

Information regarding HHSC and its programs is available online and can currently be accessed at https://www.hhs.texas.gov.

1.2 DEFINITIONS

Refer to Exhibit B, Health and Human Services (HHS) Uniform Terms and Conditions (UTC) – Vendor; Exhibit C, Health and Human Services (HHS) Additional Provisions; and Exhibit D, HHS Data Use Agreement (DUA); for additional definitions.

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

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

“Award” means the act of communicating acceptance of a Solicitation Response to the Respondent, thereby forming a Contract.

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

https://statutes.capitol.texas.gov/?tab=1&code=GV&chapter=GV.2155&artSec=2155.067 https://www.hhs.texas.gov/

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“Business Day” means Monday through Friday, 7:30 am – 5:30 pm CT, excluding all days designated as “All agencies closed” on the State Holiday Schedule(s) posted on the Texas State Auditor’s Office website located at https://hr.sao.texas.gov/holidays/.

“Calendar Day” includes Saturday, Sunday, a skeleton crew day, and a national, State, and optional holiday listed in Section 662.003 of the Texas Government Code.

“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.

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

“DSHS” means the Department of State Health Services.

“Enterprise” means the organization for which HHSC provides oversight or administrative support. HHSC oversees operations of the entire Health and Human Services System in Texas and, as authorized by applicable statute, provides administrative support to certain State agencies including DSHS and DFPS. HHSC’s internal business use includes any activities consistent with its statutory authority and such activities shall not be construed to be a service bureau, application service provider, provider of services to third parties, distribution outside of HHSC’s organization, or similar activity.

“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 https://www.txsmartbuy.gov/esbd.

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

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

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

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

“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.

https://hr.sao.texas.gov/holidays/ https://statutes.capitol.texas.gov/Docs/GV/htm/GV.662.htm#662.003 https://www.txsmartbuy.gov/esbd https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm#2161.252

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

“True Up” means an activity which may occur quarterly, or as determined by HHSC. This activity involves verification and validation of all active and inactive software deployed across Enterprise.

“Unlimited License Agreement” or “ULA” means an arrangement in which HHSC obtains an unlimited quantity of specified products during a defined deployment period i.e., the Contract Term. At the end of the deployment period, HHSC will be granted a fixed quantity license based on usage. A ULA model permits HHSC to activate and download via online means any Oracle product on the ULA product list or any fixes, feature packs, new releases or new versions of Oracle products on the ULA product list.

“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 2157.006(a)(2) and 2157.068(e-2).

https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/ https://statutes.capitol.texas.gov/?tab=1&code=GV&chapter=GV.2157&artSec=2157.006 https://statutes.capitol.texas.gov/?tab=1&code=GV&chapter=GV.2157&artSec=2157.068

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ARTICLE II. SCOPE OF WORK

2.1 DESCRIPTION OF SERVICES

2.1.1 Overview

Contractor shall provide services to HHSC that include the following:

a. Oracle ULA Products. Contractor shall provide to HHSC unlimited licensing, maintenance and technical support services, as applicable, for HHSC’s current inventory of Oracle products (i.e., software). During the Contract Term, these products will be used for various purposes in both server side and desk side environments, which span across Enterprise including, but not limited to, the following: HHSC, DSHS, DFPS and Texas Integrated Eligibility Redesign System (TIERS). Reference Exhibit I, Existing Oracle Products.

b. Maintenance and Technical Support. Contractor shall provide helpdesk and technical support services (e.g., answers to deployment, patching, releases, migration, troubleshooting and access to knowledge centers) to HHSC as outlined in each product’s license detail or other related Contractor documentation.

c. Savings and Discounts. Contractor shall provide a detailed description of cost savings and available discounts for any products and services including, but not limited to, end of life and end of support products, that will apply and carry forward year over year throughout the Contract Term.

d. Credit Upon ULA Termination. Provided HHSC provides at least thirty (30) Calendar Days prior written notice to Contractor, HHSC may terminate the ULA and receive credit for any services associated with previously paid software licenses and maintenance and technical support following the ULA termination date.

2.1.2 Contractor Requirements

Contractor shall also provide the services set forth in Table 1 (Contractor Requirements).

Table 1- Contractor Requirements

Req. No. Contractor Requirements Description

REQ-001 Contractor shall provide support for HHSC upon HHSC’s initiation of an inventory True Up activity of all Oracle products in use by HHSC within the first 30 Calendar Days of the Effective Date of the Contract.

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Req. No. Contractor Requirements Description

REQ-002 Contractor shall coordinate with the HHSC IT contract manager or their designee to provide detailed proof of product license including, but not limited to, proof of entitlements (POE) and associated Oracle licensing documents no later than 90 Calendar Days after a True Up activity.

REQ-003 Contractor shall provide options for HHSC to apply the appropriate dollar credit balance amounts to the ULA license fee for any Oracle ULA product that is deemed not required by HHSC. The credit balance is applied on the first day of the following month after notification by HHSC.

REQ-004 Contractor shall provide options for HHSC to apply Oracle product credits (e.g., Oracle Cloud Credits) to future product use by HHSC.

REQ-005 Contractor shall provide Oracle training credits to HHSC for Enterprise staff to be trained on Oracle products under this ULA.

REQ-006 Contractor shall provide a support method for HHSC to install and configure any third-party software products or hardware not owned by Oracle yet required by HHSC for interoperability and federation with any Oracle software products.

REQ-007 Contractor shall provide details of the extended support options and a roadmap for end of life or end of support Oracle products to HHSC annually. The details shall include maintenance and technical support features available for any of the end of life or end of support product versions in current use by Enterprise.

REQ-008 Contractor shall adhere to all maintenance and technical service delivery terms and their associated Key Performance Measures (KPMs). Refer to Section 2.1.4 (Key Performance Measures and Associated Remedies).

REQ-009 On a quarterly basis following the anniversary of the Effective Date of the Contract, the Contractor will provide to the HHSC IT contract manager the contact information (e.g., name, title/role, business location, email address, phone number) for each Key Personnel of Contractor. For purposes of this quarterly submission, Key Personnel are defined as individuals employed by Contractor or engaged by Contractor (e.g., subcontractors) that are considered by either Contractor or HHSC to be essential to the Services performed under the Contract.

REQ-010 Contractor shall provide HHSC with Oracle certified products as part of the Oracle ULA, which enable HHSC to deploy Oracle products to either the native Oracle cloud service provider platform or Bring Your Own License (BYOL) to a third-party cloud service provider.

REQ-011 Contractor shall provide HHSC with Oracle reference documents and knowledge base documents to assist Enterprise staff in use of Oracle products and how to obtain Oracle maintenance and technical support.

REQ-012 Contractor shall provide HHSC with detailed description of how to obtain and use a Customer Support Identification Number (CSI) when Enterprise staff have questions on Oracle products.

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Req. No. Contractor Requirements Description

REQ-013 Contractor shall provide a detailed description of how HHSC designated staff may navigate the Oracle maintenance and technical support portal once a CSI is obtained.

REQ-014 Contractor shall provide a descriptive list of available helpdesk and technical support services.

REQ-015 Contractor shall provide details of terms of use for Oracle ULA products such as distribution of runtime components packaged with or embedded as part of Information Technology solutions across Enterprise.

REQ-016 Contractor shall ensure that all Confidential Information, as defined in Exhibit D, HHS Data Use Agreement (DUA), including such information residing on back-up systems, remains within the contiguous United States and is not accessed, received, stored, processed, or disposed via information technology systems or Contractor personnel outside of the contiguous United States.

REQ-017 Contractor shall designate a qualified technical resource who must meet with HHSC staff on a biweekly basis (i.e., every other week). Such meeting shall be conducted for the purpose of reviewing all open tickets, monitoring resolution progress, and discussing any outstanding technical issues or escalations. The technical resource shall possess sufficient technical expertise and delegated authority to provide substantive status updates and facilitate the timely resolution of open ticket items on behalf of Contractor.

2.1.3 Service Level Requirements

Contractor shall respond to HHSC requests within the support response time frames documented in Table 2 (Service Levels).

Table 2 - Service Levels

Req. No. Support Level

Severity Description Support Response

SL-001 One Critical– High

An incident that results in a critical business impact. This could include loss of service, data loss or corruption, or the inability to complete processing or workflows within the application.

Within two (2) hours from HHSC initial e-mail or phone call.

SL-002 Two Non- Critical - Significant

An incident that results in a significant business impact. The system is operational, with workarounds or partial services.

Within one (1) Business Day from HHSC initial email or phone call.

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2.1.4 Key Performance Measures and Associated Remedies

a. HHSC will monitor the performance of Contractor. Although all requirements of the Contract are subject to performance evaluation by HHSC, HHSC has identified certain KPMs in Table 3 (Key Performance Measures and Liquidated Damages).

Table 3 - Key Performance Measures and Liquidated Damages

KPM No. KPM Description Liquidated Damages KPM-001 Contractor shall adhere to all maintenance and technical support delivery and reporting requirements outlined in Table 1 (Contractor Requirements), Req. No. REQ-008. If HHSC identifies any deficiency in service delivery that results in degradation of HHSC system liquidated damages may be assessed by HHSC.

$1,000.00 per Calendar Day with a total cap of not to exceed $10,000.00 per month for each deficiency.

KPM-002 Contractor shall adhere to service levels and respond to HHSC requests within the support response time frames documented in Table 2 (Service Levels), Req. No. SL-001 and SL-002.

If HHSC identifies any deficiency in service delivery that results in degradation of HHSC system performance liquidated damages may be assessed by HHSC.

$1,000.00 per Calendar Day with a total cap of not to exceed $10,000.00 per month for each deficiency.

b. For the contractual obligations subject to a KPM, the KPM will be used to gauge the

Contractor’s commitment to successful performance, its willingness to stand behind its products and services during the Contract Term, as well as its confidence in its ability to perform.

c. In the event Contractor fails to perform or complete its obligations in a timely manner, HHSC may impose remedies which include the following:

1. Compliance by Contractor, at no cost to HHSC, with the performance improvement activities and timelines specified in written corrective action plan(s) approved by HHSC;

2. Additional or ad hoc reporting by Contractor, at no cost to HHSC, to address performance issues;

3. Accelerated monitoring of Contractor’s performance by HHSC, including access to Contractor’s facilities, records, data, information systems and personnel; and

4. Assessment of liquidated damages in accordance with Texas law.

d. HHSC shall timely respond to Contractor’s inquiries regarding Contractor’s development of a corrective action plan.

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e. HHSC is not required to provide Contractor with notice and opportunity to resolve issues prior to HHSC’s assessment of liquidated damages in accordance with Texas law.

f. Contractor agrees that (1) the liquidated damages and any amounts assessed in connection therewith are neither a penalty nor a forfeiture, (2) the amount of liquidated damages are a reasonable forecast of just compensation, (3) and Contractor shall compensate HHSC for HHSC's inability to use or benefit from the Goods or Services to be provided under the Contract.

2.1.5 HHSC Operational Points of Contact

a. HHSC’s Customer Primary Operational Contact (CPOC) is the individual appointed by the HHSC IT contract manager to act as principal interface with the Contractor with respect to any operational aspect, request, or operational service discussions such as interface between various agency technical SMEs regarding Oracle product questions, and/or services, maintenance, and/or technical support issues and/or agency inventory and True Up activities with agency license holders/stakeholders.

b. HHSC Customer Operational Service Owner Contact (COSOC) is the individual appointed by the HHSC IT contract manager as determined by the CPOC representative’s department, to act as principal interface with the CPOC and/or other agency resources with respect to facilitating timely resolution of any operational aspect or operational service risk or issue.

The COSOC is an agency escalation point of contact who will focus on supporting the CPOC with any noncontractual operational issues or delays related to operational items such as interface between various agency departments and technical SMEs regarding Oracle product questions and/or services, maintenance, and/or technical support issues and/or agency inventory and True Up activities with agency program area license holders.

c. Following the Effective Date of the Contract, HHSC shall provide points of contact information for the CPOC and COSOC to Contractor along with routine communication procedures.

2.1.6 Invoicing

Contractor shall submit an invoice to HHSC on an annual basis in a format consistent with the line-item descriptions of Exhibit H, Cost Proposal.

Each invoice submitted must identify the Purchase Order number, the HHSC Contract number, and the time period (i.e., year) and line-item description in Exhibit H, Cost Proposal. Failure to submit required information may result return of invoices and delay of payment.

Chapter 2251 of the Texas Government Code shall govern remittance of payment and remedies for late payment and non-payment.

Invoices must be sent to:

https://statutes.capitol.texas.gov/?tab=1&code=GV&chapter=GV.2251&artSec=

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Health and Human Services Commission Attn: Invoice-HHSC Information Technology Business Operations Health and Human Services Commission 4900 North Lamar Blvd.

Austin, TX 78751 Email: itsainvoices@hhsc.state.tx.us

2.2 CONTRACT AWARD, TERM, AND HISTORICAL COMPENSATION

2.2.1 Contract Award and Execution

HHSC intends to award one (1) Contract 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 Contract cannot be executed with a Respondent selected for award within 15 Business Days of HHSC’s determination to seek to contract with that Respondent, HHSC may avail itself of any option permissible under applicable law including, but not limited to, negotiate a contract with the next highest-scoring Respondent, make a partial award, or modify this Solicitation.

2.2.2 Contract Term

The term of the Contract resulting from this Solicitation will be for a period of five (5) years with no optional renewal periods.

2.2.3 Historical Compensation

Historical compensation under contracts with similar scope and size to this Solicitation has been approximately $8,000,000.00 per State Fiscal Year. Historical costs are provided for information purposes only.

2.3 DATA USE AGREEMENT AND SECURITY PRIVACY INQUIRY

By entering into a Contract with HHSC as a result of this Solicitation, Contractor agrees to be bound by the terms of the HHS Data Use Agreement (DUA), attached as Exhibit D. Respondents must complete and return with their Solicitation Response Exhibit D-1, Attachment 2 to the DUA, Security and Privacy Inquiry (SPI).

mailto:itsainvoices@hhsc.state.tx.us

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2.4 NO GUARANTEE OF VOLUME, USAGE, OR COMPENSATION

HHSC makes no guarantee of volume, usage, or total compensation to be paid to any vendor 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.

ARTICLE III. ADMINISTRATIVE INFORMATION

3.1 SCHEDULE OF EVENTS

EVENT DATE/TIME

Solicitation Posting Date to ESBD (Date of Release) August 31, 2026

Pre-proposal Conference and SP Training Attendance is Optional

September 4, 2026, at 2:00 PM Central Time

Deadline for Submitting Questions or Requests for Clarification

September 9, 2026, at 2:00 PM Central Time

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

September 18, 2026

Deadline for Courtesy SP Review September 21, 2026, at 2:00 PM Central Time

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

October 5, 2026, at 10:30 AM Central Time

Evaluation Period October 2026 – November 2026

Anticipated Notice of Award July 2027

Anticipated Contract Effective Date August 2027

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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 at https://www.hhs.texas.gov/doing-business-hhs/contracting-hhs/procurement-opportunities. Each Respondent is responsible for checking the ESBD and Procurement Forecast for updates.

By submitting a Solicitation Response, Respondent represents and warrants that any individual submitting the Solicitation Response and any related documents on behalf of the Respondent is authorized to do so and to bind the Respondent under any Contract that may result from this Solicitation.

3.2 AMBIGUITY, CONFLICT, OR DISCREPANCY

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

Respondent submits a Solicitation Response at its own risk.

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

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

b. Must not contest the interpretation by HHSC 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 https://apps.hhs.texas.gov/procurement-calendar/procurement-forecast.pdf https://www.hhs.texas.gov/business/contracting-hhs/procurement-opportunities https://apps.hhs.texas.gov/procurement-calendar/procurement-forecast.pdf

PCS 550 HHS RFO Version 2.30 RFO No. HHS0016853 Page 18 of 44 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 Chastity Marion, CTCD, CTCM

Title Purchaser

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

Phone (512) 834-6719

Email chastity.marion@hhs.texas.gov

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

3.3.2 Prohibited Communication

Except as provided in Section 3.3.1 (Sole Point of Contact) and Section 3.3.3 (Exception to Sole Point of Contact), potential Respondents and Respondents are prohibited from any communication with HHSC regarding the Solicitation. HHSC, 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:

a. Respondents with questions relating to the VetHUB Subcontracting Plan are permitted to direct those questions to the VetHUB coordinator at cheryl.bradley@hhs.texas.gov.

mailto:cheryl.bradley@hhs.texas.gov

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

Respondents are required to ensure that communications have been authorized by the Sole Point of Contact before engaging in such communication. Failure to comply with this requirement may result in the disqualification of a Respondent’s Solicitation Response.

3.3.4 Solicitation Questions

HHSC 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 (Schedule of Events)). 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.

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 H, 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.

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3.4 PRE-PROPOSAL CONFERENCE

3.4.1 Attendance

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

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

3.4.2 Conference Logistical Information

HHSC PCS will hold the pre-proposal 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 Call [or Webinar] Information:

https://attendee.gotowebinar.com/register/1774049270807126880

1 (914) 614-3221

At prompt enter passcode: 360-381-298

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

c. During the 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.

https://attendee.gotowebinar.com/register/1774049270807126880

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d. 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).

e. 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 (see 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 described in Article V must not exceed 40 pages in length, not including supporting documentation provided as appendices or attachments to the Narrative Proposal. The Narrative Proposal may be submitted with supporting documentation if (1) complete and concise responses cannot be provided within the Narrative Proposal, without referencing the supporting documentation, (2) the applicable Narrative Proposal clearly specifies the location (e.g., file, page, section, and/or paragraph) where the supporting information can be found, and (3) such supporting documentation is submitted as part of the Solicitation Response. The Narrative Proposal must not include other documents embedded as electronic files within the text.

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

3.5.3 Discrepancies

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

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If the Respondent submits a redacted Solicitation Response as the “Original,” HHSC will disqualify the Solicitation Response and it will not be evaluated. HHSC will not accept submissions after the “Deadline for Submission of Solicitation Responses” in the Schedule of Events (Section 3.1) to remedy discrepancies or variations in Solicitation Response submissions.

3.5.4 Exceptions

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

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

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

3.5.5 Assumptions

Respondent must identify on Exhibit F, Assumptions Form any business, economic, legal, programmatic, or practical assumptions that underlie the Respondent’s Solicitation Response.

HHSC reserves the right to accept or reject any assumptions. All assumptions not expressly identified, accepted, and incorporated into any Contract resulting from this Solicitation are deemed rejected by HHSC.

3.5.6 Binding Offer

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

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

If a Respondent’s ability to enter into a Contract is contingent upon any exception or assumption provided in accordance with Section 3.5.4 (Exceptions) or Section 3.5.5 (Assumptions), the Respondent may be disqualified from further consideration for Contract award.

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3.6 SOLICITATION RESPONSE SUBMISSION AND DELIVERY

3.6.1 Deadline

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

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

3.6.2 Submission Instruction

a. Submission Option #1 - USB Flash Drive: Respondent shall submit two (2) USB drives— one (1) labeled “Original Solicitation Response” and one (1) labeled “Copy”—containing the following documents:

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

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

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

4. In accordance with Section 6.8 (Subcontracting Plan), each USB drive must contain one (1) file named “Subcontracting Plan” in searchable PDF, that contains the Respondent’s Subcontracting Plan and all supporting documentation.

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

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

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

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

4. In accordance with Section 6.8 (Subcontracting Plan), one (1) file named “Subcontracting Plan” in searchable PDF, that contains the Respondent’s Subcontracting Plan and all supporting documentation.

3.6.3 Submission Checklist

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

The Solicitation Response must be submitted using one of the approved methods identified in Section 3.6 (Solicitation Response Submission and Delivery). Below are the documents required to be submitted with the Solicitation Response. Where searchable PDF files are required, submission of non-searchable (image only) PDF files may result in disqualification from further consideration for Contract award.

A. Narrative Proposal and Respondent Information

1. Narrative Proposal (Article V) SC ____

2. Company Narrative (Section 6.1.1) SC ____

3. Company Profile (Section 6.1.2) AC ____

4. Certificate of Fact and, if applicable, Franchise Tax Exemption Status

(Section 6.2) AC ____

5. References (Section 6.3) AC ____

6. Major Subcontractor Information (Section 6.4) SC ____

7. HHS Solicitation Affirmations (Section 6.5, Exhibit A)

SC ____

8. Assurances – Non-Construction Programs (Section 6.5, Exhibit K)

AC ____

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9. Certification Regarding Lobbying (Section 6.5, Exhibit L)

AC ____

10. HHS FFATA Certification Form (Section 6.5, Exhibit M)

AC ____

11. Exceptions (if applicable) (Section 3.5.4, Exhibit E)

AC ____

12. Assumptions (if applicable) (Section 3.5.5, Exhibit F)

AC ____

13. Other Reports (Section 6.6) AC ____

14. Corporate Guarantee (Section 6.7) AC ____

15. SPI (Section 2.3, Exhibit D-1)

16.

Solicitation Addendum Acknowledgement Form(s) for Solicitation Addenda issues

(Section 8.1.1)

B. Cost Proposal (Article VII, Exhibit H)

SC ____

C. Subcontracting Plan Requirements

(Section 6.8, Exhibit O)

SC ____

3.6.4 Labeling and Delivery for USB Drive Submission and Other Materials

Respondent must deliver Solicitation Responses submitted via USB drives by one of the methods below.

Overnight/Express/Priority Mail Hand Delivery

Health and Human Services Commission

ATTN: Response Coordinator Tower Building Room 108 1100 W. 49th St., MC 2020

Austin, Texas 78756

Health and Human Services Commission ATTN: Response Coordinator

Procurement and Contracting Services Building

1100 W. 49th St., MC 2020 Austin, Texas 78756

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

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Each Respondent is solely responsible for ensuring its Solicitation Response is submitted in accordance with all Solicitation requirements, including, but not limited to, proper labeling of packages, sufficient postage or delivery fees, and ensuring timely receipt by HHSC. In no event will HHSC be responsible or liable for any delay or error in delivery. Solicitation Response must be RECEIVED by HHSC PCS by the Solicitation Response Deadline identified in Section 3.1 (Schedule of Events).

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

Solicitation No: HHS0016853

Solicitation Name Oracle Enterprise Product License(s) and Maintenance Services

Solicitation Response Deadline October 5, 2026, at 10:30 AM CT

Purchaser Name: Chastity Marion, CTCD, CTCM

Respondent Name: [Respondent Name]

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

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

3.6.5 Modifications and Withdrawals

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

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ARTICLE IV. SOLICITATION RESPONSE EVALUATION AND AWARD

PROCESS

4.1 CONFORMANCE WITH STATE LAW

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

2157.003. HHSC shall not be obligated to select the lowest priced Solicitation Response but shall make an award to the Respondent that provides the best value to the State of Texas.

4.2 BEST VALUE DETERMINATION

4.2.1 Selection Methodology

Solicitation Responses that meet the minimum qualifications will be submitted to the evaluation team for review and scoring. Each member of the evaluation team will receive a copy of each responsive Solicitation Response. The evaluators will review the Solicitation Responses considering the criteria listed in Section 4.2.5 (Written Response Evaluation Criteria).

Evaluators will individually score the Solicitation Responses.