ESBD_561159_1791405468508_HHS0017108_Dental_Services.pdf

PCS 550 HHS RFP RFP No HHS0017108 Page 1 of 55 Version 2.30 Revision Date 02/27/2026

Stephanie Muth, Executive Commissioner

Request for Proposals (RFP) for

Medicaid and

Children’s Health Insurance Program Dental Services

RFP No. HHS0017108

Date of Release: October 7, 2026

Responses Due: See Section 2.1, Schedule of Events

958-56 Health Care Management Services, Including Managed Care Services

915-20 Call Center Services

948-07 Administration Services, Health

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Contents Article I. Program Summary, Definitions, and Authority

1.1 Program Summary

1.1.1 Scope of Work

1.1.2 Contract Award, Term, and Historical Compensation

1.1.2.1 Contract Award and Execution

1.1.2.2 Contract Term

1.1.2.3 Historical Compensation

1.1.3 No Guarantee of Volume, Usage, or Compensation

1.2 Definitions

1.3 Authority

Article II. Administrative Information

2.1 Schedule of Events

2.2 Ambiguity, Conflict, or Discrepancy

2.3 Inquiries

2.3.1 Sole Point of Contact

2.3.2 Prohibited Communication

2.3.3 Exception to Sole Point of Contact

2.3.4 Solicitation Questions

2.3.5 Pre-proposal Conference

2.4 Proposal Composition Requirements

2.4.1 General Information

2.4.2 Page Limit and Supporting Documentation

2.4.3 Discrepancies

2.4.4 Exceptions

2.4.5 Assumptions

2.4.6 Binding Offer

2.4.7 Modifications and Withdrawals

2.5 Proposal Submission and Delivery

2.5.1 Deadline

2.5.2 Submission Option

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2.5.3 Labeling and Delivery for USB Submission and Other Materials

2.5.4 Submission Checklist

Article III. Proposal Evaluation and Award Process

3.1 Evaluation Criteria

3.1.1 Conformance with State Law

3.1.2 Mandatory Contracts

3.1.3 Selection Methodology

3.1.4 Best Value Evaluation Criteria

3.1.5 Oral Presentation Criteria

3.1.6 Final Weighted Score

3.1.7 Final Consideration for Award

3.1.8 Final Award Determination

Article IV. Executive Summary and Technical Questions

4.1 Executive Summary

4.2 Technical Questions

Article V. Additional Required Documentation

5.1 Affirmations and Certifications

5.2 Subcontracting Plan

5.3 Authorization to Conduct Business in Texas

5.4 Company Profile

5.5 Required Financial Information

5.5.1 Company Organization

5.5.2 Material Subcontractor Information

5.5.3 Dun and Bradstreet Reports

5.5.4 Financial Statements and Financial Solvency

5.5.5 Alternate Report

5.5.6 Disclosures

5.5.7 Corporate Guarantee

5.6 Key Personnel

5.7 Breach and Security Incident Disclosure

Article VI. General Terms and Conditions

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6.1 General Conditions

6.1.1 Changes, Modifications, and Cancellation

6.1.2 Offer Period

6.1.3 Costs Incurred

6.1.4 Contract Responsibility

6.1.5 Public Information Act - Respondent Requirements Regarding Disclosure

6.1.6 Respondent Waiver – Intellectual Property

6.1.7 Standards of Conduct for Vendors

6.1.8 Disclosure of Interested Parties

6.2 Insurance

6.2.1 Required Coverage

6.2.2 Alternative Insurability

6.3 Bonds

6.4 Protest

Article VII. List of Exhibits, Forms, and Attachments

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ARTICLE I. PROGRAM SUMMARY, DEFINITIONS, AND AUTHORITY

1.1 PROGRAM SUMMARY

The principal objectives of Medicaid and Children’s Health Insurance Program (CHIP) managed care children’s dental services are to provide quality, comprehensive dental services in a manner that improves the oral health of the Members through preventive care, health education, early intervention, and to promote improved access to quality care, thereby significantly improving health outcomes for the target populations.

Members’ primary and preventive Medicaid and CHIP dental services are provided statewide through Dental Contractors. Each Dental Contractor is responsible for contracting with general dentists, pediatric dentists, and dental specialists to create a robust delivery Network.

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

To be considered for award, a Respondent must execute Exhibit H, HHS Solicitation Affirmations v. 2.10 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

1.1.1 SCOPE OF WORK

Refer to Exhibit G, Medicaid and Children's Health Insurance Program (CHIP) Dental Services Statement of Work (SOW) for information concerning the programs and eligible population.

1.1.2 CONTRACT AWARD, TERM, AND HISTORICAL COMPENSATION

1.1.2.1 Contract Award and Execution

HHSC intends to award two or more Contracts as a result of this Solicitation. In this RFP, there is a single, statewide Service Area (SA). Any award is contingent upon approval of the HHSC executive commissioner or their designee.

If, for any reason, a final Contract cannot be executed with a Respondent selected for award within 60 Days of HHSC’s determination to seek to contract with that Respondent, HHSC may negotiate https://www.hhs.texas.gov/

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Revision Date 02/27/2026 a Contract with the next highest-scoring Respondent or may withdraw, modify, or partially award this Solicitation.

1.1.2.2 Contract Term

a. The initial term of any Contract resulting from this Solicitation will be six (6) years. HHSC, at its sole option, may extend or renew the resulting Contract awarded pursuant to this Solicitation for a maximum of three (3) additional periods of two (2) years each. Except as provided in Subsection (b), the maximum Contract term, including the Initial Contract Period and allowable renewals or extensions, is 12 years.

b. Following the initial Contract term and allowable extensions and renewals, HHSC may, if authorized by applicable law, extend the resulting Contract to address immediate operational or service delivery needs. A Contract extension under this section is subject to all requirements and limitations as may be provided under applicable law.

1.1.2.3 Historical Compensation

The cumulative annual compensation under prior contracts resulting from a Medicaid Children’s Dental program solicitation was approximately $1,519,814,333.00.

1.1.3 NO GUARANTEE OF VOLUME, USAGE, OR COMPENSATION

HHSC makes no guarantee of volume, usage, or total compensation to be paid to any Respondent under any awarded Contract, if any, resulting from this Solicitation. Any awarded Contract is subject to appropriations and the continuing availability of funds.

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

1.2 DEFINITIONS

Refer to Exhibit A, Dental Contract Terms and Conditions, Exhibit B, Uniform Managed Care Manual, and Exhibit G, Medicaid and Children’s Health Insurance Program (CHIP) Dental Services Statement of Work (SOW), 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:

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“540.0206 Claim” is a Respondent’s request to be considered for a Contract awarded pursuant to Texas Government Code Section 540.0206, as provided by Section 3.1.2 (Mandatory Contracts).

“540.0206 Claim Rejected” or “Rejected 540.0206 Claim” is a Respondent’s 540.0206 Claim that HHSC, in its sole discretion, determines does not meet the requirements of contract award under Texas Government Code Section 540.0206(a). If a Respondent’s 540.0206 Claim is denied, the Respondent will proceed through the procurement process as though they made no 540.0206 Claim.

“540.0206 Claim Validated by HHSC” or “Valid 540.0206 Claim” is a Respondent’s 540.0206 Claim that HHSC, in its sole discretion, determines qualifies the Respondent to be considered for a Contract awarded pursuant to Texas Government Code Section 540.0206, based on the Respondent’s demonstration and HHSC’s determination that the Respondent is described by Texas Government Code Sections 540.0206(a)(1), (2), or (3). May also be referred to as “Validated

540.026 Claim.”

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

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

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

“Competitive Range” has the same meaning as the definition under Title 1 of the Texas Administrative Code Part 15, Chapter 391, Subchapter A, Rule §391.107(3)

“Consensus Scoring Meeting” means the process whereby the HHSC evaluation team members meet to collectively discuss Technical Question or Oral Presentation responses, select a score, and justify their decision.

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

“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 Weighted Score” means the combination of the Weighted Technical Question Score and the Weighted Oral Presentation Score.

“HHSC” means the Health and Human Services Commission.

https://statutes.capitol.texas.gov/?tab=1&code=GV&chapter=GV.540&artSec=540.0206 https://statutes.capitol.texas.gov/?tab=1&code=GV&chapter=GV.540&artSec=540.0206 https://statutes.capitol.texas.gov/?tab=1&code=GV&chapter=GV.540&artSec=540.0206 https://statutes.capitol.texas.gov/?tab=1&code=GV&chapter=GV.540&artSec=540.0206 https://statutes.capitol.texas.gov/?tab=1&code=GV&chapter=GV.540&artSec=540.0206 https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=04%2F14%2F2025&recordId=208793 https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=04%2F14%2F2025&recordId=208793 https://www.txsmartbuy.gov/esbd

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

“Oral Presentation” means a secondary evaluation method following the evaluation of the written responses. The method is utilized for the purpose of distinguishing between Respondents that meet the Advancement Criteria specified in this Solicitation.

“Oral Presentation Score” means the score provided to a Respondent following the evaluation of the Respondent’s Oral Presentation.

“Points” means the unit of measurement for the Weighted Technical Question Score and the Weighted Oral Presentation Score, as provided by Exhibit Q, Evaluation Tool and Scoring Example.

“Proposal” means the entire written response to the Technical Questions and all documents listed in Section 2.5.4 (Submission Checklist) as submitted by Respondent.

“Respondent” means the individual or entity responding to this Solicitation, regardless of whether the individual or entity is making a 540.0206 Claim.

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

“Solicitation Consideration (SC) Documents” means documents that must be submitted by Respondent with the Proposal in order to be considered for evaluation and cannot be resubmitted or have errors remedied after the submission due date and time in the Schedule of Events has passed.

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

“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.

“Technical Questions” means the questions in Article IV which will be used to assess the Respondent’s ability to meet the Best Value Evaluation Criteria in Section 3.1.4 (Best Value Evaluation Criteria).

“Technical Question Score” means the 0-5 score from the evaluation of Section 4.2 (Technical Questions) as described by Section 3.1.3.2 (Proposal Evaluation) and conducted in accordance with the criteria in Section 3.1.4 (Best Value Evaluation Criteria) and Exhibit O, Medicaid and Children’s Health Insurance Program (CHIP) Dental Services Scoring Guides.

https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm#2161.252

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“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/.

“Weighted Oral Presentation Score” means the sum of the number of Points earned by a Respondent based on the Oral Presentation Score received for each scenario, in accordance with Exhibit O, Medicaid and Children’s Health Insurance Program (CHIP) Dental Services Scoring Guides, and the Points available for each scenario in Exhibit Q, Evaluation Tool and Scoring Example.

“Weighted Technical Question Score” means the sum of the number of Points earned by a Respondent based on the Technical Question Score received for each Technical Question, in accordance with Exhibit O, Medicaid and Children’s Health Insurance Program (CHIP) Dental Services Scoring Guides, and the Points available for each Technical Question in Exhibit Q, Evaluation Tool and Scoring Example.

1.3 AUTHORITY

HHSC is soliciting the services stated in this Solicitation under the authority of Texas Government Code Chapters 531, 532, 540, and 543A and Section 2155.144.

https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/

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ARTICLE II. ADMINISTRATIVE INFORMATION

2.1 SCHEDULE OF EVENTS

EVENT DATE/TIME

Solicitation Posting Date to ESBD October 7, 2026

Pre-proposal Conference Attendance is Optional

October 27, 2026, at 2:30 PM, CST

Deadline for Submitting Questions or Requests for Clarification

October 30, 2026, at 5:00 PM, CST

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

November 19, 2026, at 5:00 PM, CST

Deadline for courtesy SP review November 20, 2026, at 5:00 PM, CST

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

December 7, 2026, at 10:30 AM, CST

Evaluation Period December 2026 – March 2027

Respondent Oral Presentation February 2027 – March 2027

Anticipated Notice of Award August 2027

Anticipated Contract Start Date September 2027

Respondents must submit their Proposals 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

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Revision Date 02/27/2026 changes and cancellation. Scheduling changes or cancellation determinations made prior to the deadline for submission will be published by posting an Addendum to the ESBD. After the deadline for submission, if there are delays that significantly impact the anticipated award date, HHSC, at its sole discretion, may post updates regarding the anticipated award date to the Procurement Forecast on the HHS Procurement Opportunities web page. Each Respondent is responsible for checking the ESBD and Procurement Forecast for updates.

By submitting a Proposal, Respondent represents and warrants that any individual submitting the Proposal 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.

2.2 AMBIGUITY, CONFLICT, OR DISCREPANCY

Respondent must notify the Sole Point of Contact (Section 2.3.1) of any ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error in the Solicitation in the manner and by the deadline described in Section 2.3.4 (Solicitation Questions).

Respondent submits a Proposal at its own risk.

If Respondent fails to properly and timely notify the Sole Point of Contact (Section 2.3.1) 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.

2.3 INQUIRIES

2.3.1 Sole Point of Contact

All requests, questions, or other communication about this Solicitation shall be made in writing to HHSC PCS, addressed to the person listed below (Sole Point of Contact). Additionally, a phone number is provided for purposes such as instructing a potential Respondent through an IT system or website referenced in this Solicitation. Communications via telephone are not binding.

The Sole Point of Contact will authorize a secondary Sole Point of Contact in the event of their absence and, in such an event, will include the contact information for the secondary Sole Point of Contact in their automatic reply out-of-office e-mail message. Respondents seeking to contact the Sole Point of Contact should do so via e-mail in order to receive updated contact information.

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

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Name Iris Triana- Zuniga #1900001233

Title Contract Administration Manager

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

Phone 512-406-2489

Email iris.triana-zuniga@hhs.texas.gov

See also, Section 2.3.3 (Exception to Sole Point of Contact) below.

2.3.2 Prohibited Communication

Except as provided in Section 2.3.1 (Sole Point of Contact) and Section 2.3.3 (Exception to Sole Point of Contact), potential Respondents are prohibited from any communication with HHSC regarding the Solicitation. HHSC, its representative(s), and partners will not answer any questions or otherwise discuss the contents of this Solicitation with any potential Respondent or its representative(s). Attempts to ask questions by phone or in person will not be allowed or recognized as valid. Respondent shall rely only on written statements issued by or through HHSC designated staff as provided by Section 2.3 (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 Proposal.

2.3.3 Exception to Sole Point of Contact

Exceptions to Section 2.3.1 (Sole Point of Contact) are as follows:

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

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 Proposal.

mailto:firstlastname@hhs.texas.gov

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2.3.4 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 identified in Section 2.3.1 (Sole Point of Contact), by the deadline established in Section 2.1 (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 Proposal deadline in Section 2.1 (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, library documents, and exhibit or attachment, if applicable);

3. Question topic (e.g., “Schedule of Events,” or “Technical Question #_”); 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 2.1 (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.

2.3.5 Pre-proposal Conference

HHSC PCS will conduct a pre-proposal conference. Attendance is optional but highly recommended as the pre-proposal conference will include the training on the proper completion of the Subcontracting Plan. See Section 5.2 (Subcontracting Plan).

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In-person attendees are required to sign an attendance log prior to leaving the pre-proposal conference. Attendees to virtual pre-proposal conferences are required to send an email to the Sole Point of Contact identified in Section 2.3.1 (Sole Point of Contact), 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.

2.3.5.1 Conference Logistical Information

HHSC PCS will hold the pre-proposal conference on the date and time set out in Section 2.1 (Schedule of Events). Attendance is optional but highly recommended as the pre-proposal conference will include the training on the proper completion of the Subcontracting Plan. See Section 5.2 (Subcontracting Plan). 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

2.3.1 (Sole Point of Contact), at least seventy-two (72) hours before the meeting to have reasonable accommodations made by HHSC.

Location of the pre-proposal conference:

1100 W. 49th Street

Street, Building

Room 224

Austin, Texas 78756

Webinar Information:

https://events.teams.microsoft.com/event/

At prompt enter passcode: +1 512-580-4366, 463731667#

Phone conference ID: 463 731 667#

2.3.5.2 Questions at Pre-proposal Conference

a. Reference Section 2.3.4 (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 2.3.4 (Solicitation Questions).

https://events.teams.microsoft.com/event/4b444050-e9a3-4e7a-8349-5a528a1d2773@9bf97732-82b9-499b-b16a-a93e8ebd536b?source=copyLinkLegacyShareEventDialog%20 https://events.teams.microsoft.com/event/4b444050-e9a3-4e7a-8349-5a528a1d2773@9bf97732-82b9-499b-b16a-a93e8ebd536b?source=copyLinkLegacyShareEventDialog%20 tel:+15125804366,,463731667

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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.

d. HHSC reserves the right to amend, prior to the Proposal Deadline, answers previously posted. Amended answers will be posted on the ESBD. Notification of posting will be in accordance with Section 2.1 (Schedule of Events).

e. Conversations with HHSC program area staff before or after the pre-proposal conference are prohibited.

2.4 PROPOSAL COMPOSITION REQUIREMENTS

2.4.1 General Information

Failure to submit all Proposal documents in the required format(s) may result in disqualification of the Proposal without further consideration, see Section 2.5.4 (Submission Checklist).

Respondent shall prepare a Proposal that clearly and concisely represents its qualifications and capabilities. Colored displays, promotional materials, etc. are not necessary or desired.

Respondent should focus on the instructions and requirements of the Solicitation.

2.4.2 Page Limit and Supporting Documentation

The number of pages for the responses to the Technical Questions must not exceed the page limitations specified in Section 4.2 (Technical Questions). All documents submitted with the Proposal except as expressly provided in this section, including the Technical Questions, 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. Supporting documents that cannot be altered may be submitted in their native format as long as the supporting documents are submitted electronically in accordance with Section 2.5.2 (Submission Instructions). Large organizational charts, such as those required by Section 4.1 (Executive Summary) may be formatted as an 11” x 17” page.

The responses to the Technical Questions must not include other documents embedded as electronic files within the text. The responses to the Technical Questions, submitted as an electronic file, should be pre-formatted for printing on 8 ½" x 11" paper.

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2.4.3 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 Proposal. If Respondent is required to designate an “Original Proposal” but fails to do so, HHSC, in its sole discretion, will determine the version to be used as the “Original Proposal” or may disqualify the Proposal (see Section 6.1.5 (Public Information Act – Respondent Requirements Regarding Disclosure) regarding redacted Public Information Act copies). If the Respondent submits a redacted Proposal as the “Original Proposal,” HHSC will disqualify the Proposal and it will not be evaluated. HHSC will not accept submissions after the “Deadline for Submission of Proposals” (see Section 2.1 (Schedule of Events)) to remedy discrepancies or variations in Proposal submissions.

2.4.4 Exceptions

Although permitted, exceptions are disfavored. Respondents are highly encouraged, in lieu of including exceptions in their Proposals, 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

2.3.4 (Solicitation Questions).

Changes or exceptions to RFP requirements or exceptions to Solicitation or Contract terms required by law or otherwise required by HHSC policy or practice, as determined by the agency in its sole discretion, may disqualify a potential Respondent If a Respondent includes exceptions in its Proposal, Respondent is required to use the Exceptions Form included as Exhibit K, Exceptions Form 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 K, Exceptions Form may be rejected without consideration.

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

2.4.5 Assumptions

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

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

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2.4.6 Binding Offer

A Proposal 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 Proposals constitute binding offers. In accordance with Section 6.1.2 (Offer Period) and Exhibit H, HHS Solicitation Affirmations v. 2.10, Proposals shall be binding for 240 Days after the submission due date. Any Proposal that includes any type of disclaimer or other statement indicating that the response does not constitute a binding offer will be disqualified.

If a Respondent’s ability to enter into a Contract is contingent upon any exception or assumption provided in accordance with Section 2.4.4 (Exceptions) or Section 2.4.5 (Assumptions), the Respondent may be disqualified from further consideration for Contract award.

By submitting a Proposal, 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 fulfill requirements under this RFP, and the past history, practices, conduct, ability, and eligibility of any director, officer, or key employee of the Respondent. Such information may be taken into consideration in evaluating the Proposal. By submitting a Proposal, the Respondent releases from liability and waives all claims against any party providing information about the Respondent at the request of HHSC.

2.4.7 Modifications and Withdrawals

Prior to the Proposal submission deadline in Section 2.1 (Schedule of Events), Respondent may:

(1) withdraw its Proposal by submitting a written request to the Sole Point of Contact identified in Section 2.3.1 (Sole Point of Contact); or (2) modify its Proposal by submitting a written amendment to the Sole Point of Contact identified in Section 2.3.1 (Sole Point of Contact). When modifying its Proposal, Respondent must include in writing the section(s) of its submission that will be replaced or removed by the amendment.

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2.5 PROPOSAL SUBMISSION AND DELIVERY

2.5.1 Deadline

Proposals must be received at the address in Section 2.5.3 (Labeling and Delivery for USB Submission and Other Materials) and time-stamped by HHSC PCS no later than the date and time specified for the “Deadline for Submission of Proposals” in Section 2.1 (Schedule of Events).

Proposals received after the deadline specified in Section 3.1 will be rejected and not considered for Contract award.

2.5.2 Submission Option

Submission Option #1: Respondents must submit only one Proposal in accordance with this section; see also Sections 2.4.1 (General Information) and 2.4.3 (Discrepancies). Respondent shall submit two (2) USB drives—one (1) labeled “Original Proposal” and one (1) labeled “Copy of Proposal”—containing the following documents:

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

2. If applicable in accordance with Section 6.1.5, (Public Information Act – Respondent Requirement Regarding Disclosure), each USB must contain one (1) file named “Public Information Act Copy” that contains the Respondent’s entire Proposal, including all exhibits and attachments, in searchable PDF, if applicable.

3. In accordance with Section 5.2, (Subcontracting Plan), each USB must contain one (1) file named “Subcontracting Plan” in searchable PDF, that contains the Respondent’s Subcontracting Plan and all supporting documentation.

4. Respondent may submit a Proposal with electronic signatures (e.g., a handwritten signature on a paper document that is converted to electronic format, or a digital signature placed on an electronic document using a software application).

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2.5.3 Labeling and Delivery for USB Submission and Other Materials

Respondent must deliver Proposals submitted via USB 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 & Contracting Services

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

BE ADVISED, all Proposals 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 Proposal 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.

Each Respondent is solely responsible for ensuring its Proposal 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. Proposal must be RECEIVED by HHSC PCS by the Proposal Deadline identified in Section 2.1 (Schedule of Events).

Proposal submitted via USB drive(s) by mail or hand delivery shall be placed in a sealed package.

Hand deliveries will not be accepted outside normal business hours, which are Monday-Friday 8:00 am – 5:00 pm, not including state and federal holidays. The sealed package and the USB drive(s) shall be clearly labeled on the outside as follows:

SOLICITATION NO: HHS0017108

SOLICITATION NAME Medicaid and Children’s Health Insurance Program Dental Services

PROPOSAL DEADLINE See, Section 2.1, Schedule of Events

PURCHASER NAME: Iris Triana-Zuniga, CTCD and CTCM

RESPONDENT NAME: Respondent Name

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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 Proposals will not be considered at HHSC’s sole discretion.

HHSC will not be held responsible for any Proposal that is mishandled prior to receipt by HHSC PCS. It is the Respondent’s sole responsibility to mark appropriately and deliver the Proposal 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 Proposal. Respondent USB drive submissions that contain a Solicitation Consideration Document (see Section 2.5.4 (Submission Checklist)) that is corrupted or otherwise inaccessible to HHSC in both the “Original Submission” and the “Copy of Submission,” as required by Section 2.5.2 (Submission Option), will be disqualified.

2.5.4 Submission Checklist

Solicitation Consideration and Award Consideration Documents, reference Section 1.2 (Definitions), must be submitted by the deadline for Proposal submissions, reference Section 2.1 (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 Proposal must be submitted using one of the approved methods identified in Section 2.5 (Proposal Submission and Delivery) and labeled and delivered in accordance with Section 2.5.3 (Labeling and Delivery for USB Submission and Other Materials). Proposals submitted through any other method will not be accepted or considered for Contract award. Below are the documents required to be submitted with the Proposal. Where searchable PDF files are required, submission of non-searchable (image only) PDF files may result in disqualification from further consideration for Contract award.

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A. Proposal and Respondent Information

1. Executive Summary (Section 4.1) SC ____

2. Technical Question (Section 4.2) SC ____

3. HHS Solicitation Affirmations v. 2.10 (Section 5.1(a), Exhibit H)

SC ____

4. Subcontracting Plan (Section 5.2, Exhibit M)

SC ____

5. Authorization to Conduct Business in Texas/Secretary of State Certification

(Section 5.3) AC ____

6. Copy of Franchise Tax Exemption, if applicable

(Section 5.3) AC ____

7. Copy of Respondent's licensure, certifications, or approval from TDI to operate as HMO or copy of application for the above.

(Section 5.3) AC ____

8. TDI Certificate of Authority Table (Section 5.3, Exhibit S)

AC ____

9. Exceptions (if applicable) (Section 2.4.4, Exhibit K)

AC ____

10. Assumptions (if applicable) (Section 2.4.5, Exhibit L)

AC ____

11. Certification Regarding Lobbying (Section 5.1(c), Exhibit J)

AC ____

12. Supporting Documentation for

540.0206 Claim

(Section 3.1.2) AC ____

13. Federal Assurance Non-Construction Programs

(Section 5.1(b), Exhibit I)

AC ____

14. Company Profile Section 5.4 AC ____

15. Required Financial Information (Section 5.5) AC ____

16. Key Personnel (Section 5.6) AC ____

17. Breach and Security Incident Disclosure (Section 5.7) AC ____

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ARTICLE III. PROPOSAL EVALUATION AND AWARD PROCESS

3.1 EVALUATION CRITERIA

3.1.1 Conformance with State Law

Proposals shall be evaluated in accordance with Texas Government Code Chapters 531, 532, 540, 543A, and 2155. HHSC will also review the reports available in the VPTS for each responsive Respondent in accordance with Texas Government Code Section 2262.055(d). HHSC shall not be obligated to select the lowest priced Proposal but shall make an award to the Respondent that provides the best value to the State of Texas as set out in this Solicitation.

3.1.2 Mandatory Contracts

Respondent making a 540.0206 Claim must include, in its Proposal, supporting documentation (e.g., organization charter, city ordinance, commissioners court order) that evidences its eligibility under Texas Government Code Section 540.0206(a). Respondent must include such documentation in which Respondent asserts a 540.0206 Claim. Respondent claiming eligibility under Texas Government Code Section 540.0206(a)(1) must provide a certificate of fact (or similar document) showing Respondent is “wholly owned and operated by a hospital district in that region.” Respondent claiming eligibility under Texas Government Code Section 540.0206(a)(2) must provide a copy of the “contract, agreement, or other arrangement with a hospital district in that region or with a municipality in that region that owns a hospital licensed under Chapter 241, Health and Safety Code.” Respondent claiming eligibility under Texas Government Code Section 540.0206(a)(3) must provide a copy of “the contract, agreement, or other arrangement with a hospital district in that region.” HHSC will reject Respondent’s 540.0206 Claim if HHSC determines Respondent does not meet the eligibility criteria of Section 540.0206(a)(1), (2), or (3).

In that event, Respondent will proceed through the procurement process as though it made no

540.0206 Claim.

3.1.3 Selection Methodology

Proposals that satisfy the initial compliance screening, Section 3.1.3.1 (Initial Screening), will be submitted to the HHSC evaluation team for review and scoring. Each member of the HHSC evaluation team will receive a copy of each Proposal that satisfies the initial compliance screening for review. The HHSC evaluators will not individually score the Technical Questions or Oral Presentations. This procurement will utilize a consensus scoring methodology as outlined by this section.

The HHSC evaluators will score the responses to the Technical Questions in accordance with the Exhibit O, Medicaid and Children’s Health Insurance Program (CHIP) Dental Services https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2262.htm#2262.055 https://statutes.capitol.texas.gov/?tab=1&code=GV&chapter=GV.540&artSec=540.0206 https://statutes.capitol.texas.gov/?tab=1&code=GV&chapter=GV.540&artSec=540.0206 https://statutes.capitol.texas.gov/?tab=1&code=GV&chapter=GV.540&artSec=540.0206 https://statutes.capitol.texas.gov/?tab=1&code=HS&chapter=HS.241&artSec= https://statutes.capitol.texas.gov/?tab=1&code=GV&chapter=GV.540&artSec=540.0206 https://statutes.capitol.texas.gov/?tab=1&code=GV&chapter=GV.540&artSec=540.0206 https://statutes.capitol.texas.gov/?tab=1&code=GV&chapter=GV.540&artSec=540.0206

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Scoring Guides. Respondents meeting the Advancement Criteria in Section 3.1.3.3 (Advancement Criteria) will be invited to Oral Presentations in Section 3.1.3.4 (Oral Presentations).

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

3.1.3.1 Initial Screening

During the initial screening of the Proposals, HHSC will review Proposals for compliance with the submission requirements in Article II (Administrative Information) of this RFP (“initial compliance screening”). Failure to meet the submission requirements in Article II (Administrative Information) may, at any time, result in the disqualification of the Proposal.

HHSC will automatically disqualify any Proposal that does not include one or more of the completed and signed (as applicable) Solicitation Consideration Documents listed in Submission Checklist. Reference Section 2.5.4 (Submission Checklist).

At its sole discretion, HHSC may disqualify any Proposal that does not include all required Award Consideration Documents. Reference Section 2.5.4 (Submission Checklist).

HHSC will also identify Respondents making any 540.0206 Claims in accordance with Section

3.1.2 (Mandatory Contracts). HHSC may contact references provided in response to this Solicitation. HHSC may contact Respondent’s clients, or solicit information from any available source, including the Comptroller’s VPTS. 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.

3.1.3.2 Proposal Evaluation

Each member of the HHSC evaluation team will read their assigned Technical Question responses in the Proposals in preparation for evaluation. In accordance with Section 4.2 (Technical Questions), each Technical Question response must be a complete response to the Technical Question at issue and Respondents should not assume the evaluators will consider or look for additional information in the response to other Technical Questions not at issue. The HHSC evaluation team will score the responses to the Technical Questions (Article IV) for all Proposals that pass initial compliance screening in Section 3.1.3.1 (Initial Screening) against the criteria in Section 3.1.4 (Best Value Evaluation Criteria) using the Technical Question Scoring Guide in Exhibit O, Medicaid and Children’s Health Insurance Program (CHIP) Dental Services Scoring Guides. Each one of these 0-5 scores given to a Respondent’s Technical Question is known as a Technical Question Score.

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There will not be individual scores from each HHSC evaluation team member. Rather, the HHSC evaluation team will participate in one or more Consensus Scoring Meetings. At the Consensus Scoring Meetings, the HHSC evaluation team will come to a consensus on the Technical Question Scores for responses to each Technical Question. The Consensus Scoring Meetings will be led by a team who will facilitate the discussion and record the scores. The HHSC evaluation team may be assisted by non-scoring technical advisors as needed.

3.1.3.3 Advancement Criteria

After the evaluation of the Proposal responses to the Technical Questions, certain Respondents will be selected for invitation to Oral Presentations using the Competitive Range Advancement Criteria specified by this section.

As defined in Texas Administrative Code, Title 1, Part 15, Chapter 391, Subchapter A, Rule § 391.107(3), the Competitive Range consists of the “Proposals that have a reasonable chance of being selected for award taking into account the evaluation criteria and basis for award as stated in the Solicitation.” A Respondent meeting the Competitive Range must receive a Technical Evaluation Score that has, in the sole determination of HHSC based on the Respondent’s highest possible Final Weighted Score if all available Oral Presentation points were awarded to that Respondent, a reasonable chance of being selected for award when considered.

After HHSC’s consideration of the factors set out in this section, all Respondents without a reasonable chance for award will be eliminated from the Competitive Range and will not advance to Oral Presentations. Notwithstanding the factors stated in this section, all Respondents with a Validated 540.0206 Claim will advance to Oral Presentations.

3.1.3.4 Oral Presentations

To further identify the Respondent providing best value, Oral Presentations may be requested. The Advancement Criteria, as described by Section 3.1.3.3 (Advancement Criteria), will be utilized to determine which Respondents will advance to Oral Presentations. Failure to participate in Oral Presentations will result in disqualification from further consideration for Contract award

Respondents selected for Oral Presentations will be the final group of Respondents eligible for potential Contract award. A Consensus Scoring Meeting will take place following each presentation, to score Respondent’s Oral Presentation. Information from the Oral Presentation will be used to score the scenarios using the Oral Presentation Scenario Scoring Guide in Exhibit O, Medicaid and Children’s Health Insurance Program (CHIP) Dental Services Scoring Guides and Section 3.1.4 (Best Value Evaluation Criteria) in accordance with Points available for Oral Presentation scenarios specified by Exhibit Q, Evaluation Tool and Scoring Example.

Respondents will be provided with advance notice of any such Oral Presentation and are responsible for their own presentation equipment. All Respondents will be provided the same

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Revision Date 02/27/2026 scenarios and given the same amount of time to prepare and respond. HHSC plans to conduct the Oral Presentations in-person, however HHSC reserves the right to conduct Oral Presentations virtually. This policy may change as needed and logistical information will be provided to invited Respondents prior to their presentation.

Advance notice will include an agenda, ground rules, and any other logistical information HHSC wishes to provide. The specific scenarios for the topic areas listed in Section 3.1.5 (Oral Presentation Criteria) will be provided on the day of the presentation, as outlined below.

Each Oral Presentation will be scheduled for a block of time to be used as follows:

a. Introductions and Provision of Question(s) 15 minutes

b. Respondent Prep Time 60 minutes

c. Respondent Presentation 90 minutes

Respondent’s presentation team will be limited to individuals identified as Key Personnel or those who are responsible for direct oversight of the program in Texas if awarded a Contract; no other consultants or staff, including Respondent corporate executives, will be allowed to participate in Oral Presentations.

HHSC will ask each Respondent to confirm the Respondent’s intent to participate in the Oral Presentation and provide names, current positions, length of employment with the organization, areas of responsibility within the organization, and role under the Medicaid and CHIP Dental Services Contract (if awarded), which must be submitted by the deadline provided in any invitation to Oral Presentations.

Respondents will be given a maximum of ninety (90) minutes to provide a comprehensive response to the questions. If any visual aids are presented, Respondents must e-mail the visual aids to the Sole Point of Contact immediately following the presentation. Visual aids will be considered part of Respondent’s Oral Presentation and will be retained by HHSC.

HHSC is not responsible for any costs incurred by Respondents in preparation for any Oral Presentation.