ESBD_568349_1792590699053_HRPTLLS RFP HHS0017150.pdf

RFP No. HHS0017150 Page 1 of 56

Stephanie Muth, Executive Commissioner

Request for Proposals (RFP) for

Human Resources Payroll, Time, Labor, and Leave Services

RFP No. HHS0017150

Date of Release: October 21, 2026

Responses Due: See Section 3.1, Schedule of Events

915-20: Call Center Services 920-66: System, Network, Database, DBA Administration Services 952-58: Human Resources Development Services 952-93: Try-out Employment Services 958-74: Human Resources Management Services 207-32: Computer Instructional Aids and Training Devices 208-10: Accounting/Financial: Bookkeeping, Billing and Invoicing, Budgeting, Payroll, Taxes, etc., Microcomputer 208-51: Human Resources Software, Microcomputer

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

1.1 Executive Summary

1.2 Definitions

1.2.1 Acronyms

1.3 Authority

Article II. Scope of Work

2.1 Description of Services

2.2 Contract Award, Term, and Historical Compensation

2.2.1 Contract Award and Execution

2.2.2 Contract Term

2.2.3 Historical Compensation

2.3 Data Use Agreement and Security Privacy Inquiry

2.4 No Guarantee of Volume, Usage, or Compensation

Article III. Administrative Information

3.1 Schedule of Events

3.2 Ambiguity, Conflict, or Discrepancy

3.3 Inquiries

3.3.1 Sole Point of Contact

3.3.2 Prohibited Communication

3.3.3 Exception to Sole Point of Contact

3.3.4 Solicitation Questions

3.4 Pre-proposal Conference

3.4.1 Attendance

3.4.2 Conference Logistical Information

3.4.3 Questions at Pre-Proposal Conference

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

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3.5.5 Binding Offer

3.6 Solicitation Response Submission and Delivery

3.6.1 Deadline

3.6.2 Submission Option

3.6.3 Submission Checklist

3.6.4 Labeling and Delivery for USB Submission and Other Materials

3.6.5 Modifications and Withdrawals

Article IV. Solicitation Response Evaluation and Award Process

4.1 Conformance with State Law

4.2 Best Value Determination

4.2.1 Selection Methodology

4.2.2 Minimum Qualifications

4.2.3 Initial Compliance Screening

4.2.4 Written Solicitation Response Evaluation

4.2.5 Written Response Evaluation Criteria

4.2.6 Best and Final Offer (BAFO)

4.2.7 Final Written Response Score and Total Score

4.2.8 Summary of Best Value Determination

4.3 Questions or Requests for Clarification

Article V. Narrative and Technical Proposals

5.1 Narrative Proposal

5.1.1 Executive Summary

5.1.2 Project Work Plan

5.1.3 Key Staffing Profile

5.2 Technical Proposal

5.2.1 Technology Architecture

5.2.2 System Availability and Capacity

5.2.3 Software and Hardware Components

5.2.4 System Integration

5.2.5 System Administration, Support, and Maintenance

5.2.6 System Security and Disaster Recovery

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5.2.7 Performance Monitoring and Management

5.2.8 Accessibility Requirement Documentation

Article VI. Required Respondent Information

6.1 Company Information

6.1.1 Company Narrative

6.1.2 Company Profile

6.2 Franchise Tax – Right to Transact Business in Texas

6.3 References

6.4 Major Subcontractors’ Information

6.5 Affirmations and Certifications

6.5.1 Dun & Bradstreet Reports

6.5.2 Financial Statements and Financial Solvency

6.5.3 Alternate Report

6.6 HUB Subcontracting Plan

6.7 Secretary of State Certification

Article VII. Cost Proposal

7.1 Cost Proposal

Article VIII. General Terms and Conditions

8.1 General Conditions

8.1.1 Changes, Modifications, and Cancellation

8.1.2 Offer Period

8.1.3 Costs Incurred

8.1.4 Contract Responsibility

8.1.5 Public Information Act - Respondent Requirements Regarding Disclosure

8.1.6 Respondent Waiver – Intellectual Property

8.1.7 Standards of Conduct for Vendors

8.1.8 Disclosure of Interested Parties

8.2 Insurance

8.2.1 Required Coverage

8.2.2 Alternative Insurability

8.3 Bonds

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8.3.1 Performance Bond

8.3.2 Other Requirements Pertaining to Bonds

8.3.3 The Penal Sum of the Bonds

8.3.4 Replacement of Surety

8.4 Protest

Article IX. List of Exhibits

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ARTICLE I. EXECUTIVE SUMMARY, DEFINITIONS, AND AUTHORITY

1.1 EXECUTIVE SUMMARY

The Texas Health and Human Services Commission (HHSC), on behalf of HHSC, the Department of State Health Services (DSHS), the Department of Family and Protective Services (DFPS), (collectively, the "Agencies"), seeks a qualified Contractor to provide Human Resources, Payroll, Time, Labor, and Leave (HRPTLL) managed services for approximately 50,000 State employees. Services include operation of HR and payroll business processes, employee support services, call center operations, reporting, records management, training support, and related administrative functions.

The Agencies currently utilize CAPPS HCM/PeopleSoft and related supporting technologies.

The Contractor will perform services within, administer, maintain, and support the existing technology environment, including approved enhancements, interfaces, reporting solutions, case management tools, knowledge management tools, and call center technologies. This Solicitation is not intended to procure a replacement enterprise HR/payroll system.

HHSC seeks a Contractor that can provide reliable, secure, compliant, and customer-focused service delivery while maintaining system stability, supporting Agency operations, meeting performance standards, and achieving the service levels identified in the Contract. HHSC will administer the resulting Contract on behalf of the Agencies and serve as the primary point of contact for contract management and performance oversight.

The goal of HHSC in this procurement is to provide efficiently delivered, high-quality HRPTLL Services that support the mission of the Agencies in Texas. This includes:

A. Leveraging PeopleSoft Human Capital Management (HCM) to provide efficient, reliable HRPTLL Services;

B. Using an efficient combination of processes, strategies, and modern technologies to provide designated Agencies’ staff access to data to ensure informed, accurate, and effective decision-making processes;

C. Processing daily human resources, payroll, time, labor and leave related transactions and handling documents to allow for efficient customer service;

D. Realizing maximum efficiency (e.g., the highest possible performance achievable) and ensuring accuracy, effectiveness, and minimized cost of human resources, payroll and time, labor and leave Services using technology such as workflow and web deployment; and

E. Providing interoperable, compatible systems that can adapt to changing business needs, ensure security, privacy, and data accuracy.

HHSC will not accept any Proposals that do not address the requirements of this RFP. This RFP describes what is required of the Contractor in terms of Services, Deliverables, performance measures and outcomes.

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

To be considered for award, a Respondent must execute Exhibit A, Health and Human Services (HHS) Solicitation Affirmations, Version 2.10 and provide all other required information and documentation as set forth in this Solicitation.

Information regarding HHSC, DSHS, DFPS, and CPRIT is available online and can be accessed at hhs.texas.gov, dshs.texas.gov, dfps.texas.gov, and cprit.texas.gov.

1.2 DEFINITIONS

Refer to Exhibit B, Health and Human Services (HHS) Uniform Terms and Conditions – Vendor, Version 3.4 for additional definitions.

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

“Acceptable” means product or service meets all minimum mandatory requirements, specifications and standards in the Solicitation and resulting Contract.

“Accident/Incident Reporting” means the recording of data pertinent to an Accident/Incident which provides details of the Accident/Incident, and the persons involved.

“Acknowledgement” means a written statement delivered to the requestor indicating that the request has been received and a date provided for a targeted resolution.

“Active Employee” refers to when an employee is not on a leave of absence or in a separated status.

“Addendum” means a written clarification or revision to this Solicitation issued by HHSC PCS and posted to the Electronic State Business Daily (ESBD).

“Ad hoc” means an unpredictable, usually non-recurring, request.

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

“Administrative Exception Request” or “AER” means a written request sent to the Employees Retirement System (ERS) asking to make certain changes to a member’s coverage due to an administrative error.

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“Agencies” means Health and Human Services Commission (HHSC), Department of State Health Services (DSHS), Department of Family and Protective Services (DFPS), and Cancer Prevention and Research Institute of Texas (CPRIT).

“Annual Enrollment” refers to an annual opportunity for employees and retirees to make changes to their benefit elections (with ERS) without experiencing a Qualifying Life Event.

“Annual Enrollment Statement” refers to a statement sent by ERS to employees detailing current and available benefits and costs.

“Audited Financial Statements” refers to a cash flow statement, statement of retained earnings, a balance sheet, and an income statement as of the end of each such fiscal year, together with the related report from an independent certified public accountant.

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

“Benefit Election Form” or “BEF” means and refers to an ERS form that is completed by employees to indicate initial benefit elections, post hire changes, or Qualifying Life Event elections.

“Benefit Replacement Pay” or “BRP” means and refers to compensation paid to current eligible employees who were State employees on August 31, 1995, and were receiving State-paid employee social security contributions.

“Benefits Coordinator” or “BC” means the Contractor functions as the Benefits Coordinator for employees. This role is responsible for assisting employees with their benefits.

“Biennium” refers to a two-year period that starts on September 1 and ends August 31 of odd-numbered years, for which general state appropriations are made. A Biennium is identified by the two fiscal years of which it consists, e.g., 2024-2025 Biennium.

“Business Days” refers to any day other than a Saturday, a Sunday, or a day in which Texas state offices are authorized or obligated by law or executive order to be closed.

‘Business Unit” refers to a unit within an Agency.

“Calendar Days” means all the days of the year, including, weekdays, weekends, and holidays.

“Corrective Action Plan” or “CAP” refers to the specific steps to be taken by the Contractor to resolve identified deficiencies and/or to address concerns that an Agency or Agencies may have regarding the Contractor’s compliance with Contract terms or other applicable laws, rules, or regulations causing the assessment of a liquidated damage against the Contractor. The Corrective Action Plan may also focus on improving Contractor performance as it relates to service delivery, reporting, and/or financial stability.

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“CAPPS HCM” or “CAPPS Portal” means the Centralized Accounting and Payroll/Personnel System Human Capital Management which is the statewide Enterprise Resource Planning (ERP) system. CAPPS HCM is built on the Oracle PeopleSoft Application.

“CAPPS ASP” means Centralized Accounting and Payroll/Personnel System (CAPPS) Application Service Provider (ASP) and refers to the vendor contracted by HHSC who provides PeopleSoft functional and technical support.

“Centralized Accounting and Payroll/Personnel System (CAPPS) Hub” or “CAPPS Hub” refers to Texas Agencies that receive their own copy and regular updates of the CAPPS HR/Payroll baseline application to implement on their own infrastructure.

“Change” refers to any alteration, adjustment, exchange, substitution, or modification of the Services under the Contract that are authorized in accordance with the Contract.

“Change Order Request” or “COR” refers to an authorization to make a Change in the Services or Deliverables under the Contract.

“Code of Federal Regulations” or “CFR” is the codification of the general and permanent rules and regulations (sometimes called administrative law) published in the Federal Register by the executive departments and agencies of the federal government of the United States.

“Commitment Accounting” means Services that support payroll processing by ensuring employee payroll expenses are accurately mapped to valid funding sources, cost centers, and general ledger accounts.

“Communications” refers to all Communications between the Contractor and HHSC during the performance of the Scope of Work of the Contract. The single point of contact for Communications is the CM unless specifically provided otherwise in this RFP. See definitions for “Operational Issue Communications” and “Routine Communications” below.

“Confidential Information” has the same meaning as the definition in Exhibit D, Data Use Agreement (DUA), Version 8.5.

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

“Contract Initial Term” refers to the period between the Effective Date and the original Expiration Date of the Agreement or Contract. This does not include any renewal option periods.

“Contract Manager ” or “CM” is the person that serves as the key point of contact for Agencies and Contractor to ensure timely review and approval of any variations. Ensures compliance with the terms and conditions of the Contract, as well as documenting and agreeing on any Changes or amendments that may arise during its implementation or execution.

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

“Contractual Issue” refers to issues regarding Contract performance; including but not limited to Contract interpretation, invoicing, Deliverables, Service Level Agreements, and reports.

“Contractual Issue Communications” refers to Contractor Communications regarding Contractual Issues. The HHSC designated CM is the single point of contact for Contractual Issue Communications.

“Correspondence” refers to mail and notices generated when the need for Communication between Contractor and the Agencies is identified.

“Data Source” refers to any of the following types of sources for digitized or electronic data:

1. Database

2. Computer File

3. Data Stream

Data from such sources is usually formatted and contains a certain amount of metadata.

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

“Dependent Child Certification” or “DCC” refers to an Employee Retirement System (ERS)-required form used by employees to certify that their dependent(s) meets eligibility rules.

“Disability” refers to a physical or mental impairment that substantially limits one or more of the major life activities of an individual.

“DWC 1S” means Department of Workers’ Compensation 1S (First Report of Injury) which refers to data from the form, or from online entry in CAPPS, is entered by the Contractor staff into the State Office of Risk Management (SORM) system to inform SORM of a claim and to begin an investigation.

“DWC 3” means Department of Workers’ Compensation 3 (Wage Statement) which refers to data entered by the Contractor staff into the State Office of Risk Management (SORM) system to provide earned income for 13 weeks prior to the date of injury including wages and fringe benefits.

“DWC 6” means Department of Workers’ Compensation 6 (Supplemental Report of Injury) which refers to data entered by the Contractor staff into the State Office of Risk Management (SORM) system to provide changes in work status.

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“DWC 73” means Department of Workers’ Compensation 73 (Work Status Report) which refers to a Form completed by a treating doctor indicating employee’s ability to return to work and listing any restrictions that may apply. A copy is provided by the doctor to the employee and the State Office of Risk Management ( SORM). Employee provides a copy to his/her manager and faxes the form to the Contractor. Health and Specialty Care System (HSCS) facility employees provide the form to a case manager who routes to the Contractor. Non-HSCS facility employees provide a copy to his/her manager and fax a copy to the Contractor.

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

“EIR Accessibility” refers to all electronic documents, websites, and other forms of information technology must comply fully with all provisions of Section 508 of the 1973 Rehabilitation Act 29 U.S.C. §794d; 36C.F.R. Part 1194 and Section 255 of the Telecommunications Act of 1934, as amended 47 U.S.C §255. Web based applications, web sites, and other electronic documents conforming to all Level A and Level AA of the Web Content Accessibility Guidelines 2.0 published by the World Wide Web consortium shall be considered to meet the requirements of Section 508 of the 1973 Rehabilitation Act.

“eLearning” refers to electronic technologies utilized to access educational curriculum outside the traditional classroom.

“Electronic Information Resources” as defined in Title 1 TAC Part 10, Chapter 213, Subchapter A, Rule §213.1(6), electronic and information resources include “information technology and any equipment or interconnected system or subsystem of equipment that is used in the creation, conversion, duplication, or delivery of data or information.” The term includes but is not limited to “telecommunications products (such as telephones), information kiosks and transaction machines, World Wide Web sites, multimedia, and office equipment such as copiers and fax machines.”

“Employees Retirement System” or “ERS” refers to the State agency which administers the Texas Employees Group Benefits Program (GBP). Refer to the ERS website for more information. http://www.ers.texas.gov.

“Employees Retirement System Online” or “ERS Online” refers to an automated system that allows employees and retirees to manage certain benefits administered by ERS.

“Enrollment” refers to the action of enrolling or being enrolled in, e.g., benefits, and/or an Active (class).

“Enterprise Learning Management” or ELM” refers to a learning management application that delivers items (courses) and content to Learners from a variety of sources.

http://www.ers.texas.gov/

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“Enterprise Resource Planning” or “ERP” refers to business process management Software that integrates various business functions into one complete system to streamline processes.

“Enterprise Risk Management” or “ERM” refers to HHS Risk Management and Safety who is responsible for developing, implementing, coordinating and continually evaluating programs designed to mitigate and manage losses incurred by all HHS Agencies. These programs include risk management, safety, workplace violence, insurance, fire safety, workers' compensation, and facility inspection programs.

“Evaluations” refers to feedback on the value, nature, character, or quality of something or someone, e.g., training.

“Evidence of Insurability” or “EOI” refers to an application submitted to an ERS third-party benefits provider requesting additional coverage or to add a dependent to coverage outside the initial election period. The purpose of the EOI process is for the employee to provide “evidence of good health.”

“Facility Case Manager” or “FCM” refers to specially trained liaison that assists the employee with reporting obligations and communicates with treating doctors and SORM, performing case management functions for State Supported Living Centers (SSLC) and State Hospitals (SH).

“Facility Support Services Risk Management” or “FSSRM” is responsible for oversight of all facility risk management, safety, and employee injury Services/workers’ compensation programs. FSSRM provides oversight of facility Risk Managers, safety officers, and employee injury Services case managers.

“Family Status Change” or “FSC” refers to a change to employee’s benefit elections made within thirty-one (31) Calendar Days of a Qualifying Life Event. These changes will take effect from the first of the month following the entry.

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

“Full-time Equivalent” or “FTE” refers to a unit equivalent to an employee working a forty-hour work week. The total work hours used to calculate FTEs may come from full- time or part-time positions.

“HHS Employee Service Center” means the branded term for all Services and support provided by the Contractor.

“Health and Human Services - Human Resources” refers to the department supporting HHS Agencies in matters dealing with policy, Training, benefits, separations, employee relations, and other human resource management functions.

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“Health and Human Services - Payroll Services” or “HHS Payroll” refers to the department supporting HHS Agencies, DFPS, and CPRIT in matters dealing with pay, pay impacting functions, and policy.

“Health and Human Services - Time, Labor and Leave (HHS TLL)” refers to the department supporting HHS Agencies, DFPS, and CPRIT in matters dealing with time, labor and leave functions, and policy.

“Hiring Authority” refers to a hiring manager, hiring specialist, or an employee with the Non-HR Recruit role. Hiring authorities are Agencies’ employees who are granted Role Security to perform recruitment and hiring activities on behalf of managers.

“Hours of Operation” refers to HHS Employee Service Center operating hours - 7:00 AM until 7:00 PM Central Time, Monday through Friday, excluding State recognized holidays unless otherwise approved by HHSC.

“HUB Subcontracting Plan” or “HSP” refers to 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 HSP subsequently becomes a provision of the Contract and Contractor’s compliance with the HSP will be monitored during the Contract Term.

“Incident Report” refers to a detailed report on a major outage of a system controlled by the Contractor.

“Instructor” refers to individuals that are assigned to teach activities (classes) and can be designated as a coordinator for a program.

“Instructor Led Training” or “ILT” refers to a course that is taught by an Instructor in a classroom setting.

“Insurance Salary” refers to the employee’s monthly salary, at the time of hire or as of September 1 of each year.

“Interface” refers to a shared boundary across which two or more separate components of a computer system exchange information.

“Internal Candidate” refers to a candidate that is considered an employee within CAPPS HCM.

This individual can log in and access the internal careers page through self-service functionality to search and apply for jobs.

“Interviewer” refers to individuals identified as interviewers for a job opening.

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

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“Involuntary Deduction” refers to a payroll deduction that is imposed by state statute or federal law.

“Interactive Voice Response” or “IVR” refers to a dial-in inquiry system that provides access to automated account information via a telephone to current and former employees, and employment applicants.

“Job Posting” refers to an advertisement for a Job Requisition. The Job Posting records details about the request, such as the position information, licensure and certification requirements for applicants.

“Job Requisition” refers to a request to fill one or multiple positions. The Job Requisition records details about the request, such as the position information, licensure and certification requirements, screening and interview questions, Job Posting details, and the interviewing team.

“Job Requisition Status” refers to the status of the Job Requisition includes, but is not limited to, the following statuses:

A. Draft B. Pending Approval C. Denied D. Open E. Hold F. Filled/Closed G. Cancelled

“Key Personnel” refers to Contractor’s executives, directors, management level positions, and technical leads assigned to this Contract.

“Knowledge Management System” or “KMS” refers to an application compatible with the PeopleSoft 9.2, delivering web-based content for CAPPS HCM help/user guides as well as HR forms and policies.

“Learners” refers to individuals enrolled in Training.

“Learning Assessment” refers to a measure of the transfer of knowledge and skill related to the course content.

“Learning Management System” or “LMS” refers to an application that allows for online education, course development, content management, tracking interactions, reporting, and integration with other systems including a virtual learning environment.

“Letter of Authorization” or “LOA” refers to a request for the approval of retroactive pay processed through the Texas Comptroller of Public Accounts (CPA).

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“Major System Outage” refers to a system outage that results in a disruption of the workflow or degradation of Services performed by the Contractor.

“Miscellaneous Claim” or “MC” refers to a retroactive claim for payment that has passed the statute of limitation for fiscal year appropriation authority.

“Manual Payment Request” or “MPR” refers to a document submitted to the Agencies to request an exception payment for a payroll payment missed.

“Medical Support Order” or “MSO” refers to a court order directing an employee to provide health coverage for a designated child or spouse.

“Occupational Category” refers to a method utilized to sort various types of jobs on the Texas Workforce Commission’s https://twc.texas.gov/ website.

“Office of Inspector General” or “OIG” refers to the office within HHSC responsible for the investigation of fraud, waste, and abuse. Responsible for ensuring program integrity within the Texas Medicaid program, other health and human services provided by the State, and the enforcement of state law relating to the provision of those services.

“Office of the Attorney General” or “OAG” refers to the Office of the Attorney General who serves as legal counsel to all boards and Agencies of state government, issues legal opinions when requested by the Governor, heads of state Agencies and other officials and Agencies as provided by Texas statutes, sits as an ex-officio member of state committees and commissions, and defends challenges to state laws and suits against both state Agencies and individual employees of the State.

“Offline Application” refers to a State of Texas application for employment submitted outside of the Recruiting and Hiring System. This includes applications submitted by email.

“Operational Issue” refers to unexpected or non-routine problems, production issues, and other situations requiring immediate response arising during the Contract Term.

“Operational Issue Communications” refers to Contractor Communications regarding Operational Issues.

“Operational Start Date” refers to the date that operational activities must commence, after all transitional activities have been completed.

“Operational Year” refers to the first full year following the transitional period.

“Operations Phase” refers to the activities that take place after the Transition Phase has concluded through the Turnover Phase.

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“Organization” refers to any entity (e.g., business, non-profit, governmental, or faith based) that operates facilities providing Services, benefits, or eligibility determination.

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

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

“Procurement and Contracting Services” or “PCS” refers to the Centralized office for HHS that handles procurement and contracting services for the HHS System.

“PeopleSoft HCM” refers to PeopleTools which provides the underlying technology for PeopleSoft, consists of proprietary application Software originally developed by PeopleSoft Corporation, an Enterprise Resource Planning (ERP) Software vendor acquired by Oracle Corporation in 2004. Applications include human resource management systems (HRMS), customer relationship management (CRM), financials and supply chain management (FSCM), and enterprise performance management (EPM).

“Profile Manager” refers to PeopleSoft HCM feature that allows authorized users to create content types and content sections for jobs, positions, job codes, job families, or persons from the content catalog. A feature in PeopleSoft that allows authorized users to create job classification profiles.

“Proposal” refers to the proposed offer submitted by a Respondent in response to the RFP.

“Qualifying Life Event” or “QLE” refers to a life event which allows an employee to make changes to their benefits within thirty (30) Calendar Days of the date of the event. Examples are marriage, divorce, and the birth of a child.

“Readiness Review” refers to a review process conducted to assess a contractor’s capacity and capability to perform the duties and responsibilities required under the contract.

“Ready to Hire” refers to an action applied after an applicant has accepted an offer. This function transfers the applicant data to the “Hire Candidate” page in CAPPS in order to complete new hire onboarding.

“Recruiting and Hiring System” refers to an applicant tracking system Software that automates and streamlines the entire recruitment process, acting as a central database to manage Job Requisitions, postings, applications, candidate information, and communications from initial Job Posting to final offer.

“Reports To Position” refers to a position that is directly above the employee’s position in the department security identification tree. This position is often identified as the employee’s direct supervisor. The “Reports To” position is used to route workflows up the management chain.

“Repository” refers to a place where records or files are kept.

“Request” means an inbound call, email from a customer including emails to the general support mailboxes that includes a request, inquiry, complaint or similar message that anticipates an appropriate response from the Contractor.

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“Request for Proposal” or “RFP” means Request for Proposal and refers to the Solicitation document used to procure the Services described herein.

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

“Return-to-Work Coordinator” refers to the Agencies’ or facility level coordinator of the Agencies’ return-to-work program.

“RTW Retiree” means Return-to-Work Retiree and refers to an employee who retired from state service, then returned to work at an agency or institution of higher education who may participate in the Texas Employees GBP as a retiree or Active Employee.

“Rights and Responsibilities” refers to a document outlining in plain language the rights and expectations of injured workers with regard to the workers’ compensation process according to the Texas Department of Insurance.

“Risk Manager” refers to the Agencies’ or facility level Risk Manager.

“Role Security” refers to a way to group one or more permission lists and assign them to a user or multiple users, simplifying security management and ensuring consistent access control across a particular system.

“Routine Communications” refers to Communications between the Contractor and the Contract end users regarding the ongoing and expected day-to-day performance of the Scope of Work of the Contract.

“Safety Office Recommendation” refers to a recommendation added, when appropriate, by the Agencies’ safety officer or FSSRM or facility-level safety officer based on the circumstances of the accident.

“Salary Overpayment” refers to various conditions and administrative errors caused by incorrect data entry and timing differences.

“SAP SuccessFactors Recruiting” refers to a cloud-based solution for talent acquisition that helps HHS Agencies attract, engage, and hire candidates by streamlining the recruitment process. It combines an Application Tracking System, Candidate Relationship Management tools, and recruitment marketing to manage tasks like Job Posting, applicant tracking, interviewing, and offer management.

“Selection Packet” refers to documentation used to support the selection of an applicant for hire.

Documents may include, but are not limited to, initial and final screening criteria, interview questions and notes, proficiency/skills test results, position screening questions, and optional screening/hiring matrices. Selection Packets are subject to requests under the Texas Public Information Act, Texas Government Code Chapter 552.

https://statutes.capitol.texas.gov/docs/GV/htm/GV.552.htm https://statutes.capitol.texas.gov/docs/GV/htm/GV.552.htm

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“Selection Summary” refers to an online form completed by the Hiring Authority and utilized to support the selection of an applicant.

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

“Service Level Agreement” or “SLA” refers to specific service requirement(s) used to measure the Contractor’s performance of specified obligations during the course of the Contract.

“Software” refers to all operating systems and applications Software used by the Contractor to provide the Services under the Contract.

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

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

“State Office of Risk Management 16 (Authorization for Release of Information)” or “SORM 16” refers to the form completed by the employee and faxed to the service center and forwarded to SORM to authorize the claims adjuster to obtain medical information specifically related to injury treatment.

“State Office of Risk Management 74 (Witness Statement)” or “SORM 74” refers to the form provided either by the Contractor staff case manager to witnesses named in the Accident/Incident Report for the purpose of obtaining witness testimony.

“State Office of Risk Management 80 (Employee Leave Election Statement)” or “SORM 80” refers to the form completed by employee indicating their choice of financial compensation for lost time due to an injury and faxed to the Contractor. The form may indicate using personal leave or declining to use personal leave and accepting workers’ compensation benefits.

“State Office of Risk Management 90” or “SORM 90” refers to multipurpose additional information form. Data is entered by the Contractor online in SORM to provide changes in contact information, notice about child support garnishments, expiration of personal leave, awards of additional leave, and the suspension of fringe benefits.

“SORM Packet” means State Office of Risk Management Packet and refers to a collection of documents requiring employee action (SORM 80 and SORM 16), provided to employees reporting an accident that includes the SORM 80, SORM 16, SORM 74, SORM29 (HSCS facilities only), Supervisor’s Report of Injury (HSCS facilities only), Care Works Comp Key Plus Healthcare Network (HCN) Notification Packet, and the Rights and Responsibilities.

RFP No. HHS0017150 Page 19 of 56

“State Property Accounting System” or “SPA” refers to the personal property fixed asset component of the Uniform Statewide Accounting System. The State Property Accounting System is intended to serve as a government tool to track all personal property owned by the State.

“Standardized Payroll/Personnel Reporting System” or “SPRS” refers to a component of the Uniform Statewide Accounting System (USAS). SPRS is the system maintained by the CPA as the reporting database that state Agencies, that do not use USAS as their internal payroll and human resources system, utilize to report required information in the format and by the timeframes required by the CPA.

“Staffing Coordinator” refers to Contractor staff who specialize in the recruitment and hiring function. The Staffing Coordinator will be the main contact and is responsible for providing support to hiring authorities in completing recruiting activities.

“Staffing Coordinator Supervisor” refers to Contractor staff responsible for duties such as running Ad hoc recruiting processes, overriding approvals, setting up hiring teams, and processing duplicate applicants.

“Stakeholder” refers to an individual or group that has an interest in or is impacted by the outcome of any business activity, including HHSC staff, other State Agency staff, vendors, providers, clients, and community members.

“Standard Job Posting” refers to a job opening that is open for a minimum of ten (10) Calendar Days and extended, if necessary, in accordance with the particular Agencies’ policy. The Hiring Authority must provide specific data regarding the position number.

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

“State Appropriation Year” refers to the General Appropriations Act which takes effect on September 1 of each odd numbered year following the regular legislative session. Funds are appropriated to Agencies based on this two-year budget act. Funds include the dollars or associated Full-time Equivalent positions authorized for specific fiscal years, and to the provisions for spending authority.

“Statewide Procurement Division” refers to the division of the CPA charged with the responsibility for the establishing of contracts, leases, purchase orders or other agreements for the procurement of commodities (supplies, materials and equipment) and services for other Agencies of the state, and for overseeing statewide contracts. SPD is also responsible for the administration of the Centralized Master Bidders List (CMBL) and the certification of HUBs.

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

RFP No. HHS0017150 Page 20 of 56

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

“System Downtime” refers to any service interruption that occurs outside of the defined required availability.

“Tentative Award” refers to an award to the selected Respondent that is contingent upon HHSC and/or selected Respondent finalizing the resulting Contract, including the submission of any required documents by the selected Respondent that may or may not be incorporated into the Contract, but necessary before the Parties can execute the resulting Contract.

“Texas Workforce Commission” or “TWC” refers to the State government agency charged with overseeing and providing workforce development services to employers and job seekers of Texas. TWC uses an online job matching system, WorkInTexas.com, that serves as the State workforce network online job search resource and matching system.

“Tier 1 Support” refers to the Contractor specialists assigned to solve basic issues and have a general understanding of the product and Services. They gather customer information, analyze symptoms, and determine the basic problem(s).

“Tier 2 Support” refers to the Contractor specialists assigned to solve advanced and/or complex issues escalated by Tier 1 Support.

“Tobacco User Certification” refers to a certification by the employee to ERS used to support the tobacco user premium differential, paid in monthly installments through payroll deduction.

“Training” refers to a learning activity that leads to an employee’s acquisition of knowledge, skills and ability.

“Training Programs” refer to an assignment process with a structured grouping of courses designed for employees to take specific courses to gain skills and competencies. Training Programs are used for certifications, required/compliance Training, career development learning pathways, job skills, and competencies for specific job roles. Bundles are structured course groupings or learning activities that simplify Enrollment and tracking, enabling employees to complete the required steps to receive course credit.

“Transition Phase” refers to the activities that must take place between the Effective Date of the Contract and the Contractor’s Operational Start Date.

“Transition Plan” refers to the written plan developed by the Contractor, approved by HHSC, that includes activities the Contractor must conduct between the Effective Date of the Contract

RFP No. HHS0017150 Page 21 of 56 and the Contractor’s Operational Start Date. The plan must describe the Contractor’s role and responsibilities.

“Turnover Plan” refers to the written plan developed by the Contractor, approved by HHSC, and to be employed in the event that the Work described in the Contract transfers to another contractor. The Turnover Plan describes the Contractor’s policies and procedures as defined by the State.

“TX-RAMP” means the Texas Risk and Authorization Plan established by DIR that provides a standardized approach for security assessment, authorization, and continuous monitoring of cloud computing services that process the data of a State agency. To become TX-RAMP certified, entities must submit prescribed documentation to DIR. Information regarding TX- RAMP is currently located at: https://dir.texas.gov/texas-risk-and-authorization-management-program-tx-ramp.

“Unemployment Initial Claim” refers to an unemployment insurance claim filed by individuals seeking to receive jobless benefits where the State is the last employer of record.

“Uniform Contract Terms and Conditions” or “UTCs” refers to terms and conditions that are expressly required by state or federal laws, rules or regulations, and any other provision that HHSC determines is necessary or beneficial to the State of Texas, included in this RFP as Exhibit B, Health and Human Services (HHS) Uniform Terms and Conditions – Vendor, Version 3.4.

“Uniform Statewide Accounting System” or “USAS” means and is the integrated financial system of record for the State of Texas. USAS is a profile- driven system that captures accounting activities supplied by State Agencies and institutions of higher education.

“Vendor” refers to an individual or business entity that offers goods or services to the State for sale, lease, lease-purchase, or contract.

“vILT” means Instructor Led Training and refers to a course that is taught by an Instructor virtually.

“Voluntary Separation” refers to an employment separation event that is initiated by the employee. This includes separation due to retirement.

“Voluntary Deduction” refers to a payroll deduction self-imposed by an employee (e.g., optional health benefits, State Employee Charitable Campaign (SECC) contributions, Texas State Employees Union (TSEU), Texas Public Employees Association (TPEA) deductions, etc.).

https://dir.texas.gov/texas-risk-and-authorization-management-program-tx-ramp https://dir.texas.gov/texas-risk-and-authorization-management-program-tx-ramp

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“Vendor Performance Tracking System” or “VPTS” is maintained by the Texas Comptroller of Public Accounts (CPA). The VPTS may be currently accessed at https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/.

“Web-Based Training” or “WBT” refers to instruction delivered over public or private computer networks and displayed by a Web browser.

“WCHCN Notification Packet” means Workers’ Compensation Health Care Network Notification Packet and refers to documentation describing the certified network that delivers a form of managed care designed to make it easier for employees to obtain care from providers experienced in back- to-work treatment and therapy. The Packet is provided to the employee, and signed acknowledgement is returned to the service center to be forwarded to SORM.

1.2.1 ACRONYMS

“CPRIT” stands for Cancer Prevention and Research Institute of Texas, which is a separate State Agency HHS supports via an interagency contract.

“DCS” stands for Data Center Services.

“DDS” stands for Disability Determination Services.

“DFPS” stands for the Department of Family and Protective Services, which is a stand-alone State Agency.

“DIR” stands for the Department of Information Resources, which is the State agency that provides statewide leadership and oversight for management of government information and communications technology.

“DSHS” stands for the Department of State Health Services and has the same meaning as the definition in Exhibit B, Health and Human Services (HHS) Uniform Terms and Conditions

– Vendor, Version 3.4.

“EC” stands for Executive Commissioner and refers to the Executive Commissioner of the Texas Health and Human Services Commission.

“EEOC” stands for Equal Employment Opportunity Commission which refers to the federal agency that administers and enforces civil rights laws against workplace discrimination.

“EEO” stands for Equal Employment Opportunity which refers to equal opportunity in employment. Freedom from discrimination on the basis of protected classes such as race, color, sex, religion, age, Disability, or national origin.

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

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“EL” stands for Enterprise Learning and refers to the core learning data management module of PeopleSoft HCM.

“ESBD” stands for the Electronic State Business Daily, the electronic marketplace where State of Texas bid opportunities over $25,000 are posted. The ESBD may currently be accessed at http://www.txsmartbuy.com/esbd.

“FFY” stands for Federal Fiscal Year and has the same meaning as the definition in Exhibit B, Health and Human Services (HHS) Uniform Terms and Conditions – Vendor, Version 3.4.

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

“HSCS” stands for Health and Specialty Care System and refers to Campus-based direct services for people with intellectual and developmental disabilities.

“HUB” stands for Historically Underutilized Business and has the same meaning as the definition in Exhibit B, Health and Human Services (HHS) Uniform Terms and Conditions

– Vendor, Version 3.4.

“SOW” stands for Scope of Work and has the same meaning as the definition in Exhibit B, Health and Human Services (HHS) Uniform Terms and Conditions – Vendor, Version 3.4

“SFY” stands for State Fiscal Year and has the same meaning as the definition in Exhibit B, Health and Human Services (HHS) Uniform Terms and Conditions – Vendor, Version 3.4.

“SH” stands for State Hospitals.

“SORM” stands for State Office of Risk Management.

“SSLC” stands for State Supported Living Centers.

1.3 AUTHORITY

HHSC is soliciting the Services stated in this Solicitation under the authority Texas Govt. Code, Section 2155.061 .

http://www.txsmartbuy.com/esbd https://statutes.capitol.texas.gov/?tab=1&code=GV&chapter=GV.2155&artSec=2155.061 https://statutes.capitol.texas.gov/?tab=1&code=GV&chapter=GV.2155&artSec=2155.061

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ARTICLE II. SCOPE OF WORK

2.1 DESCRIPTION OF SERVICES

Refer to Exhibit F, Scope of Work.

2.2 CONTRACT AWARD, TERM, AND HISTORICAL COMPENSATION

2.2.1 CONTRACT AWARD AND EXECUTION

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

If, for any reason, a final Contract cannot be executed with a Respondent selected for award within forty-five (45) Business Days of HHSC’s determination to seek to contract with that Respondent, HHSC may negotiate a Contract with the next highest-scoring Respondent or may withdraw, modify, or partially award this Solicitation.

2.2.2 CONTRACT TERM

The term of any Contract resulting from this Solicitation will be eight (8) years.

Following the term, HHSC may extend any resulting Contract for not more than one additional option period to address immediate operational or service delivery needs. If the resulting Contract does not include a defined option period, the extension is limited to one year.

2.2.3 HISTORICAL COMPENSATION

Historical compensation under Contracts with similar scope and size to this Solicitation has been approximately $13,000.000.00 per fiscal year. Notwithstanding Section 2.2.3 (Historical Compensation), HHSC reserves the right to adjust any projected amount based on State funding during the term of a resulting Contract.

2.3 DATA USE AGREEMENT AND SECURITY PRIVACY INQUIRY

By entering into…