ESBD_551822_1787244323915_RFQ HHS0017782 Federal Award Compliance Assessments (FACAs).pdf

PCS 570 HHS RFQ Template RFQ No. HHS0017782 Page 1 of 34

Version 2.0 (02/27/2026)

Stephanie Muth, Executive Commissioner

Request for Qualifications (RFQ) for

Federal Award Compliance Assessments

RFQ No. HHS0017782

Date of Release: August 20, 2026

See Section 3.1 for Schedule of Events

NIGP Class/Item Codes

909-33 Contractor Compliance Monitoring Services

918-25 Compliance Consulting. Including American Disabilities Act (ADA)

924-00 Educational and Training Services

946-11 Accounting Services (Not Otherwise Classified)

946-31 Certified Public Accountant (CPA) Services

958-16 Business Management Services

958-39 Financial Management Services

972-55 Training, Non-State Employees

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TABLE OF CONTENTS

Table of Contents

Article I. Introduction, Definitions, and Authority

1.1 Introduction

1.2 Definitions

1.3 Procurement Authority

Article II. Scope of Work

2.1 Description of Services

2.2 Contract Award and Term

2.2.1 Contract Award and Reservation of Rights

2.2.2 Contract Term

2.3 No Guarantee of Volume, Usage, or Compensation

2.4 HHS Data Use Agreement and Security Privacy Inquiry

2.5 Governmental Entities

Article III. Administrative Information

3.1 Schedule of Events

3.2 Ambiguity, Conflict, or Discrepancy

3.3 Inquiries

3.3.1 Sole Point of Contact

3.3.2 Exceptions to Sole Point of Contact

3.3.3 Prohibited Communication

3.3.4 Solicitation Questions

3.4 Pre-proposal Conference and SP Training

3.4.1 Attendance

3.4.2 Pre-proposal Conference and SP Training Logistical Information

3.5 Solicitation Response Composition

3.5.1 General Information

3.5.2 Page Limit and Supporting Documentation

3.5.3 Discrepancies

3.5.4 Exceptions

3.5.5 Binding Offer

3.6 Solicitation Response Submission and Delivery

3.6.1 Deadline

3.6.2 Delivery

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3.6.2.1 General Instructions

3.6.2.2 Solicitation Response – Component Parts

3.6.2.3 Submission Options

3.6.3 Submission Checklist

3.6.4 Modifications and Withdrawals of Solicitation Response

3.6.5 Retention of Solicitation Responses

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 Final Written Response Score

4.2.7 Additional Selection Considerations

4.2.8 Summary of Best Value Determination

4.3 Questions or Requests for Clarification

Article V. Statement of Qualifications

5.1 Executive Summary

5.2 Minimum Qualification Documentation

5.3 Availability and Capabilities on Similar Projects

5.4 Staff Experience and Competence

5.5 Specialized Expertise with Healthcare Providers and Health-Care Related Entities

5.6 Project Work Plan

Article VI. Required Respondent Information

6.1 Company Information

6.1.1 Company Profile

6.2 Authorization to Conduct Business in Texas

6.3 References

6.4 Affirmations and Certifications

Article VII. Subcontracting Plan Requirement

7.1 Subcontracting Plan Submission Instructions

Article VIII. General Terms and Conditions

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8.1 General Conditions

8.1.1 Changes, Modifications, and Cancellation of the Solicitation

8.1.2 Offer Period

8.1.3 Costs Incurred

8.1.4 Contract Responsibility

8.1.5 Public Information Act - Respondent Requirements Regarding Disclosure

8.1.6 Respondent Waiver – Intellectual Property

8.1.7 Standards of Conduct for Vendors

8.1.8 Disclosure of Interested Parties

8.2 Insurance

8.2.1 Required Coverage

8.2.2 Alternative Insurance

8.3 Protest

Article IX. List of Exhibits

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ARTICLE I. INTRODUCTION, DEFINITIONS, AND AUTHORITY

1.1 INTRODUCTION

The Texas Health and Human Services Commission (HHSC) is soliciting responses from qualified certified public accounting firms to conduct Federal Award Compliance Assessments (FACAs) as part of the Rural Texas Strong program in accordance with the requirements stated in this Request for Qualifications (RFQ).

The Rural Texas Strong program is a statewide initiative administered by HHSC under the Rural

Health Transformation Program, which is supported by the Centers for Medicare & Medicaid

Services (CMS) of the U.S. Department of Health and Human Services (USDHHS) as part of a financial assistance award to the State of Texas with 100 percent of funding provided by

CMS/USDHHS. The contents are those of HHSC and do not necessarily represent the official views of, nor an endorsement by CMS/USDHHS, or the U.S. Government.

Pursuant to 2 CFR §200.331, HHSC is responsible for evaluating and monitoring RTS Awardees’ risks, compliance with federal standards, authorized use of federal funds, and verifying accurate record-keeping practices. To meet these obligations, HHSC seeks to engage an independent third-party to conduct FACAs and make training modules available to support RTS Awardees for various initiatives of the Rural Texas Strong Program.

Additional information regarding the Texas Rural Strong Program may be accessed at https://pfd.hhs.texas.gov/rural-health-transformation-program.

HHSC PCS will administer the procurement process for this Solicitation and will manage

Respondent communications as well as the receipt of Solicitation Responses for review and evaluation.

1.2 DEFINITIONS

As used in this Solicitation, unless a different definition is specified or the context clearly indicates otherwise, the terms and conditions have the meanings assigned below. Refer to Exhibit B, Health and Human Services (HHS) Uniform Terms and Conditions – Vendor, Version 3.4 and

Exhibit D, HHS Data Use Agreement (DUA), Version 8.5, for additional definitions (e.g., Contract, Contractor, Confidential Information, Deliverable, Effective Date, GAAP, GASB, Project, Services, Solicitation Response, Subcontractor, System Agency, and Work).

“Addendum” means a written clarification or revision to this Solicitation posted on the ESBD.

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

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

https://pfd.hhs.texas.gov/rural-health-transformation-program

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“Business Day” unless otherwise defined by applicable law or rule, is any day except a Saturday, Sunday, or a national or state holiday as defined in Section 662.003 of the Texas Government

Code.

“Certified Public Accountant” or “CPA” means, as stated in Section 901.002(4) of the Texas

Occupations Code, “a person who holds a certificate issued under [Chapter 901 of the Texas

Occupations Code] or who practices in this state under Section

901.462.”https://statutes.capitol.texas.gov/?tab=1&code=OC&chapter=OC.901&artSec=901.002

“Contract Term” means the duration of the Contract, commencing on the Effective Date and ending when the Contract expires in accordance with its terms, or when it has been terminated.

“CMS” means Centers for Medicare and Medicaid Services, a federal agency within the United

States Department of Health and Human Services, which oversees federal health coverage programs.

“CFR” means Code of Federal Regulations which is the codification of the general and permanent rules published in the Federal Register by the executive departments and agencies of the Federal

Government.

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

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

“RTS Awardee” means the entity or organization that is receiving federal funds via an HHSC grant award agreement under the Rural Health Transformation Program in Texas.

“HHSC” means the Texas Health and Human Services Commission.

“HHSC PCS” means the Procurement and Contracting Services division of HHSC. HHSC PCS provides purchasing support services to DSHS and the Department of Family and Protective

Services pursuant to Section 531.00553 of the Texas Government Code.

“Subcontracting Plan” or “SP” means the written documentation regarding the use of

Subcontractors that 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 Subcontracting Plan subsequently becomes a provision of the

Contract and Contractor’s compliance with the Subcontracting Plan will be monitored during the

Contract Term.

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

“Solicitation” means this RFQ including all exhibits, attachments, forms, and Addenda, if any.

“Solicitation Consideration (SC) Documents” means documents that must be submitted by

Respondent with the Solicitation Response in order to be considered for evaluation and cannot be https://statutes.capitol.texas.gov/?tab=1&code=OC&chapter=OC.901&artSec=901.002 http://www.txsmartbuy.com/esbd

PCS 570 HHS RFQ Template RFQ No. HHS0017782 Page 7 of 34 resubmitted or have errors remedied after the submission due date and time in the Schedule of

Events has passed.

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

“Statement of Qualifications” means the portion of the Solicitation Response that comprises a

Respondent’s qualifications and skills as set out in Article V of the Solicitation.

“VetHUB” means Veteran Heroes United in Business, which is a program that focuses on certification of service-disabled veterans to facilitate their growth and development.

“VPTS” means the 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 PROCUREMENT AUTHORITY

This Solicitation is issued pursuant to Texas Government Code Chapter 2254, Subchapter A as an emergency procurement in accordance with 34 TAC Part 1, Chapter 20, Subchapter B, Division

1, Rule §20.82(a)(2) and (d)(2)(B).

(Remainder of page intentionally left blank) https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/

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ARTICLE II. SCOPE OF WORK

2.1 DESCRIPTION OF SERVICES

Refer to Exhibit E, Scope of Work.

2.2 CONTRACT AWARD AND TERM

2.2.1 Contract Award and Reservation of Rights

As a result of this Solicitation, HHSC intends to award one (1) Contract. 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 fifteen (15) Business Days of HHSC 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 cancel the Solicitation.

HHSC reserves the right to cancel, make partial award, or decline to award a Contract under this

Solicitation at any time at its sole discretion.

2.2.2 Contract Term

The term of the Contract will be two (2) years, unless sooner terminated pursuant to the terms and conditions of the Contract. There will be no extensions or renewals to the Contract.

2.3 NO GUARANTEE OF VOLUME, USAGE, OR COMPENSATION

HHSC makes no guarantee of volume, usage, or total compensation to be paid under the Contract.

The Contract is subject to appropriations and the continuing availability of funds.

2.4 HHS DATA USE AGREEMENT AND SECURITY PRIVACY INQUIRY

A. By submitting a Response to the Solicitation, Contractor acknowledges that it will be bound by the terms of the HHS Data Use Agreement (DUA) Version 8.5, attached as Exhibit D.

B. As part of its Solicitation Response, Respondent must complete and return Exhibit D-

1, Attachment 2 to the DUA, Security and Privacy Inquiry (SPI) Version 2.1

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2.5 GOVERNMENTAL ENTITIES

If Respondent is responding to this Solicitation in its capacity as a governmental entity, certain terms and conditions found in this Solicitation, including the exhibits and attachments, may not be applicable. Furthermore, to the extent permitted by law, if a Solicitation Response is received from a governmental entity, HHSC reserves the right to enter into an interagency or interlocal agreement with the governmental entity.

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ARTICLE III. ADMINISTRATIVE INFORMATION

3.1 SCHEDULE OF EVENTS

EVENT DATE/TIME

Solicitation Posting Date on the ESBD See Date of Release on Page 1 of the Solicitation

Pre-proposal Conference and Subcontracting Plan

Training

Attendance is Optional

August 24, 2026, at 10:00 a.m.

Central Time

Deadline for Submitting Questions August 25, 2026, at 5:00 p.m.

Central Time

Tentative Date Responses to Questions Posted on the

ESBD

August 26, 2026

Deadline for courtesy Subcontracting Plan review, if applicable

August 28, 2026, at 5:00 p.m.

Central Time

Deadline for Submission of Solicitation Responses

[NOTE: Responses must be RECEIVED by HHSC by the deadline.]

September 2, 2026, at 10:30 a.m. Central Time

Evaluation Period September 2026

Tentative Date for Notice of Award Posted on the ESBD October 2026

Anticipated Contract Effective Date October 2026

All dates specified in the Schedule of Events are tentative and HHSC reserves the right to modify the dates or cancel the scheduled events at any time. Scheduling changes or cancellation determinations made by HHSC prior to the Solicitation Response deadline will be posted as an

Addendum on the ESBD. If, after the Solicitation Response deadline, there are delays that significantly impact the anticipated award date, HHSC, at its sole discretion, may publish updates regarding the anticipated award date in the Procurement Forecast located on the HHS Procurement

Opportunities webpage currently accessed at https://www.hhs.texas.gov/business/contracting-hhs/procurement-opportunities.

Each Respondent is responsible for periodically checking the ESBD and the HHSC Procurement

Forecast for updates.

https://www.hhs.texas.gov/business/contracting-hhs/procurement-opportunities https://www.hhs.texas.gov/business/contracting-hhs/procurement-opportunities https://apps.hhs.texas.gov/procurement-calendar/procurement-forecast.pdf https://apps.hhs.texas.gov/procurement-calendar/procurement-forecast.pdf

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3.2 AMBIGUITY, CONFLICT, OR DISCREPANCY

Respondent must notify the individual specified in Section 3.3.1 (Sole Point of Contact) 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 individual specified in Section 3.3.1 (Sole

Point of Contact) 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 regarding this Solicitation shall be made in writing to HHSC PCS and addressed to the person identified below (Sole Point of Contact), except as permitted in Section 3.3.2 (Exceptions to Sole Point of Contact). If a telephone number is provided by the Sole Point of Contact, its use is limited to administerial matters such as instructing a potential Respondent on accessing an IT system or locating a website referenced in the

Solicitation. Communications via telephone are not binding. Respondent shall rely only on written statements issued by or through HHSC PCS designated staff as provided by Section 3.3

(Inquiries).

Name Bianca Hernandez, CTCD, CTCM

Title PCS Purchaser

Address Procurement and Contracting Services Building

1100 W 49th St. MC: 2020

Austin, TX 78756

Phone 512-231-5785

Email bianca.hernandez01@hhs.texas.gov https://txhhs.sharepoint.com/sites/PCS_Procurement_Complex/Complex%20Special%20Projects/HHS0017782_RTS-RFQ%20RTS%20Desk%20Audits/1%20Development%20Phase/1%20RFA%20Template,%20Exhibits,%20Forms/bianca.hernandez01@hhs.texas.gov

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3.3.2 Exceptions to Sole Point of Contact

Exceptions to Section 3.3.1 (Sole Point of Contact) are as follows:

A. A Respondent with a question relating to the Subcontracting Plan is permitted to direct its written question(s) to the VetHUB coordinator via email at:

Kayla.Ferguson@hhs.texas.gov.

B. The Sole Point of Contact may expressly direct another designated HHSC representative to speak to the Respondent, such as during contract negotiations. It is the Respondent’s responsibility to ensure that communications with an individual other than the Sole Point of Contact 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 as provided in Section

3.3.3 (Prohibited Communication).

C. The Sole Point of Contact will authorize an alternate or backup Sole Point of Contact in the event of their extended absence from the office and, in such an event, the contact information for the secondary Sole Point of Contact will be placed in an automatic reply out-of-office email message. A Respondent seeking to contact the Sole Point of

Contact should do so via email in order to timely receive updated contact information.

3.3.3 Prohibited Communication

Except as provided in Section 3.3.1 (Sole Point of Contact) and Section 3.3.2 (Exceptions to

Sole Point of Contact), a Respondent or potential Respondent is prohibited from communicating with HHSC regarding this Solicitation. HHSC, including its representative(s) and partners, will not answer any verbal or written questions or otherwise discuss the contents of this Solicitation with any Respondent, potential Respondent, or their associated representative(s). This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this Solicitation. Failure to comply with this restriction may result in disqualification of Respondent's Solicitation Response.

3.3.4 Solicitation Questions

Written questions regarding this Solicitation must be submitted by email to the individual specified in Section 3.3.1 (Sole Point of Contact) by the deadline specified in Section 3.1 (Schedule of

Events). Responses to the Solicitation questions will not be emailed to the individual requestors.

Responses to all Solicitation questions timely received will be posted on the ESBD by the deadline specified in Section 3.1 (Schedule of Events). If same or similar Solicitation questions are submitted, a single consolidated answer may be posted on the ESBD.

All questions regarding the Solicitation must include the following information:

A. Solicitation number;

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

mailto:Kayla.Ferguson@hhs.texas.gov

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C. Question topic (e.g., “Schedule of Events,” or “Exhibit A, HHS Solicitation

Affirmations Version 2.10”); and

D. Question.

In addition, the following contact information must be provided by the requestor with its submission of the Solicitation question(s):

A. Business entity name;

B. Business entity representative name;

C. Phone number; and

D. Email address.

Solicitation questions received after the deadline specified in Section 3.1 (Schedule of Events) may not be answered. Prior to the Solicitation Response deadline specified in Section 3.1

(Schedule of Events), HHSC PCS reserves the right to amend answers previously posted on the

ESBD. Amended answers will be posted on the ESBD. It is the Respondent's responsibility to periodically check the ESBD.

3.4 PRE-PROPOSAL CONFERENCE AND SP TRAINING

3.4.1 Attendance

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

3.4.2 Pre-proposal Conference and SP Training Logistical Information

HHSC PCS will hold the pre-proposal conference concurrent with a Subcontracting Plan training by webinar on the date and time specified 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 individual identified in Section 3.3.1 (Sole Point of Contact) at least seventy-two (72) hours before the pre-proposal conference in order to have reasonable accommodations made by HHSC.

Webinar Information for Pre-proposal Conference and Subcontractor Plan Training:

https://teams.microsoft.com/HHS0017782, Federal Award Compliance Assessment (FACA)

1-512-580-4366

At prompt enter passcode: 891 359 1857# https://teams.microsoft.com/meet/240445611871282?p=Bji5kPzzm63kW0w5Dg

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3.5 SOLICITATION RESPONSE COMPOSITION

3.5.1 General Information

Respondent should focus on the instructions and requirements of the Solicitation. Respondent should prepare a Solicitation Response that clearly and concisely represents its qualifications and capabilities. Expensive bindings, colored displays, promotional materials, and the like are not necessary or desired. Failure of Respondent to submit all required information and documents within its Solicitation Response in the required format(s) may result in disqualification of the

Solicitation Response without further consideration.

3.5.2 Page Limit and Supporting Documentation

The Statement of Qualifications, described in Article V, must not exceed twenty-five (25) pages, not including supporting documentation provided as appendices or attachments to the Statement of Qualifications. A Statement of Qualifications may be submitted with supporting documentation if (1) complete and concise responses cannot be provided within the Statement of Qualifications without referencing the supporting documentation, (2) the Statement of Qualifications 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 Statement of Qualifications must be properly paginated, formatted as an 8 ½" x 11" page with

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

The Statement of Qualifications must not include other documents embedded as electronic files within the text and must not include hypertext links. The Statement of Qualifications, including supporting documentation, submitted as an electronic file should be pre-formatted for printing on

8 ½" x 11" paper.

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.

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” specified in the Section 3.1 (Schedule of

Events) to remedy discrepancies or variations in Solicitation Response submissions.

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3.5.4 Exceptions

Respondent is highly encouraged, in lieu of including exceptions in its Solicitation Response, to submit any inquiries regarding the Solicitation in accordance with Section 3.3.4 (Solicitation

Questions).

An exception includes any business, economic, legal, programmatic, or practical assumptions that underlie the Respondent’s Solicitation Response.

If Respondent takes an exception to any provisions of this Solicitation, Respondent must specifically and clearly identify each exception on Exhibit L, Exceptions Form, in its Solicitation

Response and provide all information requested on the form. Any exception that is not submitted on the form and in the format prescribed by Exhibit L, Exceptions Form, will be rejected without consideration.

Respondent must complete Exhibit L, Exceptions Form, if Respondent takes an exception to any exhibit located in Article IX (List of Exhibits). When completing Exhibit L, Exceptions Form, Respondent must explain the basis for the exception as it relates to this Solicitation. Nonresponsive explanations include references to (1) a prior version of the exhibit published by System Agency and (2) different terms in a previous transaction with System Agency or another State of Texas agency.

Respondent represents that it takes no exceptions to any part of this Solicitation if the Solicitation

Response does not include a completed Exhibit L, Exceptions Form.

A Solicitation Response that is not responsive to the Solicitation requirements may result in disqualification. 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 the Contract unless specifically identified and expressly accepted by System Agency in writing in the Contract.

3.5.5 Binding Offer

A Solicitation Response constitutes a binding offer to contract based upon the terms, conditions, and specifications set forth in this Solicitation. 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.

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

Solicitation Response may be disqualified as non-responsive to the Solicitation if it includes any disclaimer asserting a conditional offer (e.g., Respondent’s ability to contract is contingent on an exception provided in accordance with Section 3.5.4 (Exceptions)) or other similar statement indicating that the Solicitation does not constitute a binding offer.

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3.6 SOLICITATION RESPONSE SUBMISSION AND DELIVERY

3.6.1 Deadline

Respondent is solely responsible for ensuring timely delivery of its Solicitation Response by the date and time specified in Section 3.1 (Schedule of Events). HHSC PCS will timestamp each

Solicitation Response. 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 Delivery

3.6.2.1 General Instructions

It is the Respondent’s responsibility to appropriately mark and deliver the Solicitation Response to HHSC PCS by the date and time specified in Section 3.1 (Schedule of Events). HHSC will not be responsible for submission errors that may lead to disqualification due to nonreceipt or late delivery of a Solicitation Response. In no event will HHSC be responsible or liable for any delay or error in delivery.

3.6.2.2 Solicitation Response – Component Parts

Respondent shall submit its Solicitation Response in component parts as described below:

A. One file or folder named “Original” that contains the Respondent’s entire Solicitation

Response (except the Subcontracting Plan) in searchable portable document format

(PDF), unless otherwise specified for a particular attachment or exhibit.

B. In accordance with Section 7.1 (Subcontracting Plan Submission Instructions), one file or folder named “Subcontracting Plan” in searchable PDF, that contains the

Respondent’s Subcontracting Plan and all supporting documentation.

C. If applicable, one file or folder named “Public Information Act Copy” that contains the

Respondent’s entire Solicitation Response, including all exhibits and attachments, in searchable PDF prepared in accordance with Section 8.1.5 (Public Information Act –

Respondent Requirements Regarding Disclosure).

3.6.2.3 Submission Options

Respondent must submit the Solicitation Response using one of the following submission options.

A Solicitation Response submitted by any other method will not be considered.

A. Submission Option No. 1: HHS Online Bid Room. Respondent shall submit the

Solicitation Response packet through the Online Bid Room utilizing the procedures below:

1. Use of the HHS Online Bid Room requires registration for the Enterprise Portal using the Enterprise Portal Link located at https://hhsportal.hhs.state.tx.us/iam/portal/Home/portalHome/. Respondent should allow up to five (5) Business Days to receive a username and password. If username https://hhsportal.hhs.state.tx.us/iam/portal/Home/portalHome/

PCS 570 HHS RFQ Template RFQ No. HHS0017782 Page 17 of 34 and password isn’t received within five Business Days, Respondent should email pcsbids@hhsc.state.tx.us.

A Respondent who already has access to the Enterprise Portal for other applications, must complete a new registration to receive access to the HHS Online

Bid Room. The new registration must be completed with a different email than the original account as the Enterprise Portal does not allow the same email address to be used for two different accounts.

2. After the Enterprise Portal login credentials have been received via email, Respondent must request the necessary HHS Online Bid Room username and password; this second username and password is required to electronically submit a Solicitation Response through the HHS Online Bid Room.

3. Additional information including a tutorial, guidebook, and other resources can be found on the HHS Online Bid Room webpage located at https://www.hhs.texas.gov/business/contracting-hhs/hhs-online-bid-room.

4. Respondent should allow enough time for the registration process to ensure timely delivery of its Solicitation Response by the date and time specified in Section 3.1

(Schedule of Events).

5. The use of the HHS Online Bid Room and any resulting technical difficulties which may prevent a successful, responsive electronic submission of a Solicitation

Response shall not be sufficient basis for a protest of a contract award.

B. Submission Option No. 2: USB Drive. Respondent shall submit the Solicitation

Response using the procedures specified in this section.

Respondent must place the Solicitation Response on two USB drives. The content on each USB drive must be identical. One USB drive must be labeled “Original.” The second USB drive must be labeled “Copy.”

Respondent must deliver the Solicitation Response by one of the methods specified below.

Overnight/Express/Priority Mail Hand Delivery

Health and Human Services Commission

ATTN: Response Coordinator

Tower Building Room 108

1100 W. 49th St., MC 2020

Austin, Texas 78756

Health and Human Services Commission

ATTN: Response Coordinator

Procurement & Contracting Services

Building

1100 W. 49th St., MC 2020

Austin, Texas 78756 mailto:pcsbids@hhsc.state.tx.us https://www.hhs.texas.gov/business/contracting-hhs/hhs-online-bid-room

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A Solicitation Response delivered by mail or hand delivery must be placed in a sealed package. It is Respondent’s sole responsibility to ensure that packaging is sufficient to prevent damage to contents. HHSC will not be held responsible for any Solicitation

Response that is mishandled prior to receipt by HHSC PCS.

The sealed package and each USB drive must be clearly labeled on the outside as follows:

Solicitation No: [Respondent to include Solicitation Number from Page 1 of this Solicitation.]

Solicitation Name: [Respondent to include Solicitation Name from Page 1 of this Solicitation.]

Solicitation Response Deadline: [Respondent to include Date and Time from

Section 3.1 (Schedule of Events).]

Purchaser Name: [Respondent to include purchaser name from

Section 3.3.1 (Sole Point of Contact).]

Respondent Name: [Respondent to include its name.]

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. A dated shipping label, invoice of receipt from the delivery carrier, or any other documentation in lieu of the HHSC PCS time stamp WILL NOT be accepted.

3.6.3 Submission Checklist

Solicitation Consideration and Award Consideration Documents, defined in Section 1.2

(Definitions), must be submitted by the deadline for Solicitation Response submissions specified in 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.

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 of the Solicitation Response.

A. Statement of Qualifications and Respondent Information

1. Statement of Qualifications (Article V) SC ____

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A. Statement of Qualifications and Respondent Information

2. Minimum Qualification

Documentation

(Sections 4.2.2 and 5.2) SC ____

3. SPI (Section 2.4, Exhibit D-1) AC ____

4. Exceptions (if applicable) (Section 3.5.4, Exhibit L) AC ____

5. Company Information (Section 6.1) AC ____

6. Authorization to Conduct Business in Texas and Franchise Tax

Exemption

(Section 6.2) AC ____

7. References (Section 6.3) AC ____

8. HHS Solicitation Affirmations (Section 6.4, Exhibit A) SC ____

9. Assurances – Non-Construction

Programs

(Section 6.4, Exhibit J)

AC

10. Certification Regarding Lobbying (Section 6.4, Exhibit I) AC ____

11. Signed Addenda (if applicable) AC ____

B. Subcontracting Plan (Article VII, Exhibit H) SC ____

3.6.4 Modifications and Withdrawals of Solicitation Response

Prior to the Solicitation Response submission deadline specified in Section 3.1 (Schedule of

Events), Respondent may either (1) withdraw its Solicitation Response by submitting a written request to the individual identified in Section 3.3.1 (Sole Point of Contact), or (2) modify its

Solicitation Response by submitting a written amendment to the individual identified in Section

3.3.1 (Sole Point of Contact). When modifying its Solicitation Response, Respondent must provide written notice signed by an authorized representative that specifically identifies the portion(s) of the Solicitation Response that will be replaced or removed by the amendment.

3.6.5 Retention of Solicitation Responses

A Solicitation Response becomes the property of HHSC after submission and will not be returned to the Respondent.

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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

2254.003.

HHSC will make the selection of one or more Respondents (if any) to contract with HHSC on the basis of demonstrated competence and qualifications to perform the required Services and for a fair and reasonable price.

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. This procurement will utilize an aggregated individual evaluation methodology as outlined by this section

The following subsections describe the evaluation process, including any criteria for advancement to the various phases of evaluation, if applicable.

4.2.2 Minimum Qualifications

Respondent must meet the minimum qualifications listed below.

A. Respondent shall certify that it is a certified public accountancy firm and is in good standing;

B. Respondent shall certify that at least one person that is part of the key personnel for the

Project is a CPA and is in good standing;

C. Respondent shall certify it has been in business for a minimum of five (5) years;

D. Respondent shall certify it has at minimum three (3) years’ relevant experience related to federal compliance standards or similar experience;

E. Respondent must have a minimum of three (3) years’ experience, within the last five

(5) years evaluating or assessing recipient or subrecipients of federal grant funding for compliance with 2 CFR Part 200; and

F. Respondent has submitted the Solicitation Response in accordance with Section 3.6

(Solicitation Response Submission and Delivery) including all Solicitation

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Consideration and Award Consideration Documents, see Section 3.6.3 (Submission

Checklist).

4.2.3 Initial Compliance Screening

HHSC will review Solicitation Responses for compliance with Section 3.6.3 (Submission

Checklist) and for demonstrated ability to meet the minimum qualifications specified in Section

4.2.2 (Minimum Qualifications) required to advance to evaluations. Failure to meet the minimum qualifications specified in Section 4.2.2 (Minimum Qualifications), will result in the disqualification of the Solicitation Response.

HHSC will automatically disqualify any Solicitation Response that does not include one or more of the completed and signed (as applicable) Solicitation Consideration Documents listed in Section

3.6.3 (Submission Checklist).

At its sole discretion, HHSC may disqualify any Solicitation Response that does not include all required Award Consideration Documents. Reference Section 3.6.3 (Submission Checklist).

HHSC may contact references provided in response to this Solicitation. HHSC may contact

Respondent’s clients or solicit information from any available source. Any information received may be grounds for disqualification if that information, in HHSC’s sole discretion, suggests that the Respondent may perform poorly if selected.

Pursuant to Section 2262.055 of the Texas Government Code, HHSC will review the VPTS. For any Respondent having an overall score in the VPTS of less than a “C,” based on HHSC review, HHSC in its sole discretion may determine the Respondent is disqualified from consideration for award.

4.2.4 Written Solicitation Response Evaluation

Each member of the evaluation team will read the Solicitation Responses in preparation for evaluation. The evaluation team will score all Solicitation Responses that pass initial screening, Section 4.2.3 (Initial Compliance Screening). Solicitation Responses will be scored against the criteria in Section 4.2.5 (Written Response Evaluation Criteria).

Solicitation Responses will be evaluated utilizing aggregated individual scoring and any other methods outlined in Article IV, Solicitation Response Evaluation and Award Process. The individual evaluators’ scores will be aggregated and weighted, resulting in the Final Written

Response Scores.

4.2.5 Written Response Evaluation Criteria

A Solicitation Response shall be consistently evaluated and scored in accordance with the criteria set forth below. See also, Exhibit F, Evaluation Tool.

A. Availability and Capabilities on Similar Projects (30%)

B. Staff Experience and Competence (20%)

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C. Specialized Expertise with Healthcare Providers and Health-Care Related Entities

(15%)

D. Project Work Plan (35%)

4.2.6 Final Written Response Score

A Respondent’s Final Written Response Score is the score from Section 4.2.4 (Written

Solicitation Response Evaluation). Final Written Response Score may not always determine best value or selection for negotiation and award, see Section 4.2.7 (Additional Selection

Considerations) and Section 4.2.8 (Summary of Best Value Determination) for more information.

4.2.7 Additional Selection Considerations

Solicitation Responses should not include any information regarding Respondent's fees, pricing, or other compensation. Pricing will not be considered during the evaluation process.

Exhibit K, Pricing Sheet, is included in this Solicitation as a courtesy and will be requested and required for negotiation purposes only.

If Respondent is selected for negotiations, it will need to provide (i) a one-time inclusive dollar amount for the training and training materials and (ii) an all-inclusive fixed fee per desk review and assessment conducted per RTS Awardee. Any other reports, Deliverables, or Services required under Exhibit E, Scope of Work, must be provided at no additional or separate cost.

If pricing negotiations are unsuccessful, negotiations will be terminated with the selected

Respondent, and HHSC will move to the next highest scoring Respondent.

4.2.8 Summary of Best Value Determination

The final selection for award will be based on best value, as determined by this section. This includes any scoring adjustments for outliers or other additional considerations as specified by this

Solicitation. Respondents are encouraged to thoroughly review the processes outlined in this section, as it documents the best value considerations to be made by HHSC when selecting a

Respondent for negotiation and Contract award.

4.3 QUESTIONS OR REQUESTS FOR CLARIFICATION

By submitting a Solicitation Response, Respondent grants HHSC the right to ask questions, request clarifications and to obtain any information from any lawful source regarding the past history, practices, conduct, ability, and eligibility of the Respondent to supply Services and to fulfill requirements under this Solicitation, and the past history, practices, conduct, ability, and eligibility of any director, officer, or key employee of the Respondent. By submitting a Solicitation Response, the Respondent generally releases from liability and waives all claims against any party providing

PCS 570 HHS RFQ Template RFQ No. HHS0017782 Page 23 of 34 information about the Respondent at the request of HHSC. Such information may be taken into consideration in evaluating the Solicitation Response.

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ARTICLE V. STATEMENT OF QUALIFICATIONS

5.1 EXECUTIVE SUMMARY

Respondent must provide an executive summary of its qualifications as well as a full and concise summary of the contents of the Solicitation Response. The overview should highlight key aspects of the Solicitation Response including Respondent’s understanding of any stated goals or objectives for this Solicitation. Respondent must include a statement in the executive summary that the Solicitation Response is responsive to all the requirements of this Solicitation, including

Exhibit E, Scope of Work. The executive summary must not exceed one (1) page.

If Respondent is providing services beyond those specifically required by this Solicitation, those services must be identified in the Solicitation Response. If Respondent is offering services that do not meet the specific requirements of this Solicitation, but in the opinion of the Respondent are equivalent or superior to those specifically requested, any such differences must be noted in the executive summary. Failure to submit a Solicitation Response that is responsive to the requirements of the Solicitation may result in disqualification of the Solicitation Response.

5.2 MINIMUM QUALIFICATION DOCUMENTATION

Respondent must provide documentation that demonstrates it meets the minimum qualifications set forth in Section 4.2.2 (Minimum Qualifications).

5.3 AVAILABILITY AND CAPABILITIES ON SIMILAR PROJECTS

A. Respondent shall describe Respondent’s ability and availability to undertake the

Project, including a narrative describing Respondent’s qualifications, focusing on

Respondent’s key strengths and competitive advantages providing services for projects of similar scope related to federal compliance standards, 2 CFR Part 200, generally acceptable accounting practices, evaluating internal controls, assessing risks, and performing the types of reviews described in Exhibit E, Scope of Work.

B. For the three (3) most relevant recently completed projects within the past five (5) years, Respondent shall identify and describe its experiences providing federal compliance assessment services and training that are most closely related to the types of services being performed under the Project.

C. Respondent shall describe three (3) years of demonstrated experience on prior government or public-sector contracts. Description must specifically demonstrate and speak to the successful performance by the Respondent; and

D. Respondent shall describe their experience and capabilities in applying adult learning principles and in developing curriculum and training on federal compliance standards.

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5.4 STAFF EXPERIENCE AND COMPETENCE

A. Respondent shall describe the relevant experience and competence of any key personnel and additional staff who will be responsible for the performance of the

Services.

B. Respondent shall provide staffing profiles, resumes, and licensing information for all key personnel who will be responsible for the performance of the Services required by this Solicitation; staffing profiles, resumes and licensing information may be provided as attachments to the Statement of Qualifications.

C. Respondent shall describe any relevant experience of the key personnel and additional staff in conducting financial post-award compliance reviews or audits and working with small healthcare providers, including organizations with 10 or fewer employees.

5.5 SPECIALIZED EXPERTISE WITH HEALTHCARE PROVIDERS AND HEALTH-CARE

RELATED ENTITIES

A. Respondent shall identify and describe its specialized expertise in providing services related to federal compliance standards, 2 CFR Part 200, generally acceptable accounting practices, evaluating internal controls, assessing risks, and performing financial reviews for healthcare providers and healthcare related entities.

B. Respondent shall identify and describe its specialized expertise in developing curriculum and training on federal compliance standards for healthcare providers and health-care related entities.

C. Respondent shall identify and describe any specialized expertise of key personnel providing the required Services for healthcare providers and health-care related entities.

5.6 PROJECT WORK PLAN

Respondent shall describe its proposed processes and methodologies for providing all components of the requirements specified in Exhibit E, Scope of Work, including its approach to meeting the

Project schedule. Respondent shall identify all tasks to be performed, including all Project activities, materials and other products, Services, and reports to be generated during the Contract

Term and relate them to the stated purpose(s) and specifications described in this Solicitation. As part of its work plan, Respondent shall also describe its approach to how it will manage and coordinate the Work with RTS Awardees.

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ARTICLE VI. REQUIRED RESPONDENT INFORMATION

6.1 COMPANY INFORMATION

In its Solicitation Response, Respondent must include the information required by this section.

6.1.1 Company Profile

Respondent must provide a company profile that includes the following:

A. Respondent’s ownership structure (e.g., corporation, partnership, LLC, or sole proprietorship), including any wholly owned subsidiaries, affiliated companies, or joint ventures. Information must be provided in both a narrative and a graphical representation. If Respondent is an affiliate of, or has a joint venture or strategic alliance with, another company, Respondent must identify the percentage of ownership of each joint venture member or affiliate and the percentage of the parent’s ownership;

B. Respondent’s proposed operating structure for the Services requested under this

Solicitation and which entities (e.g., parent company, affiliate, subcontractor) will be performing them must be identified. A Solicitation Response that proposes a joint venture of two or more business entities, a joint response from more than one business entity, or other similar group arrangement is not responsive to this Solicitation. A

Respondent may team with multiple business entities to provide the requested Services under a prime…