ESBD_File_331365_Addendum 3_Attachment 3_Answer to Questions.pdf

HHS0013349

HIV-STD Prevention – Attachment 3 of Addendum 3

1 Exhibit M:

Cost Proposal

Please describe the anticipated activities and deliverables associated with the “Readiness Assessment Plan” and “Acceptance of All Plans”.

Neither appears in the work plan requirements in section 2.1.3. Additional information is needed to determine the required level of effort.

Refer to Addendum No. 2 of the RFP: Addendum 2_Attachment 1_Revised RFP HHS0013349.pdf, Section 2.1.3

WPR 07.

2 RFP Section

2.1.1 (c)

Does DSHS have a preferred measure of increased awareness of STD testing among adolescents, young adults MSM, and pregnant women? Or is the selected vendor going to determine that during discovery and strategy?

Refer to Addendum No. 3 of the RFP: Addendum 3_Attachment 1_Revised RFP HHS0013349.pdf, Section 2.1.6 WKP No. 8. See also, Section

2.1.1 (Background) (c) of Addendum 2_Attachment 1_Revised RFP HHS0013349.pdf.

3 RFP, Section

2.1.3 WPR

06:

WPR 06:Focus groups

How many focus groups?

Are these online or in-person?

Refer to Addendum No. 3 of the RFP: Addendum 3_Attachment 1_Revised RFP HHS0013349.pdf, Section 2.1.3

WPR 06.

4 RFP Section

2.1.3 a Description of Services and Work Plan WPR 05

WPR05 please describe the extent of responsibility for the three annual presentations to be held in Austin, Dallas, Fort Worth, and the Texas-Mexico border region.

Refer to Addendum No. 3 of the RFP: Addendum 3_Attachment 1_Revised RFP HHS0013349.pdf, Section 2.1.3

WPR 05.

5 RFP Section

2.1.1 (d)

Does DHSH have a preferred method to measure and increase awareness of education among MSM and their providers on the importance of extra genital testing?

Refer to Addendum No. 3 of the RFP: Addendum 3_Attachment 1_Revised RFP HHS0013349.pdf, Section 2.1.6 WKP No. 8.

6 RFP, Section

2.1.3 WPR

WPR 04: Produce and distribute outreach materials

Historically, During the final quarter of 2022, the contractor finalized designs and produced over 50,000 items (e.g., brochures, posters, T-shirts, conversation starters) for 150 community outreach toolkits in https://www.txsmartbuy.com/esbddetails/view/HHS0013349 https://www.txsmartbuy.com/esbddetails/view/HHS0013349 https://www.txsmartbuy.com/esbddetails/view/HHS0013349 https://www.txsmartbuy.com/esbddetails/view/HHS0013349 https://www.txsmartbuy.com/esbddetails/view/HHS0013349 https://www.txsmartbuy.com/esbddetails/view/HHS0013349 https://www.txsmartbuy.com/esbddetails/view/HHS0013349 https://www.txsmartbuy.com/esbddetails/view/HHS0013349 https://www.txsmartbuy.com/esbddetails/view/HHS0013349 https://www.txsmartbuy.com/esbddetails/view/HHS0013349 https://www.txsmartbuy.com/esbddetails/view/HHS0013349 https://www.txsmartbuy.com/esbddetails/view/HHS0013349 https://www.txsmartbuy.com/esbddetails/view/HHS0013349 https://www.txsmartbuy.com/esbddetails/view/HHS0013349 https://www.txsmartbuy.com/esbddetails/view/HHS0013349 https://www.txsmartbuy.com/esbddetails/view/HHS0013349 https://www.txsmartbuy.com/esbddetails/view/HHS0013349

Based on previous experiences, how often do assets need to be produced? Is there an approximate quantity of materials?

Are these materials just printed out on paper?

Or are there any other specs to be considered?

Should the shipping cost be included?

Should we consider a coordination team to organize booths and materials distribution for events?

HIV tests are not included in the budget, correct?

English and Spanish. Materials also included digital banners, videos, and digital campaign messages.

The contractor is responsible for shipping costs.

As stated in RFP Section 2.1.3, WPR 05, “DSHS requires, but is not limited to, a minimum of three presentations per year.”

The Solicitation does not require the Respondent to have a coordination team, nor does it prohibit the Respondent from having one. The current contractor collaborates with local outreach and testing partners for awareness and testing events.

See also, Section 2.1.3, WRP 05 of Addendum 2_Attachment 1_Revised RFP HHS0013349.pdf.

The direct provision of HIV testing services is not within the scope of the Contract.

7 RFP Section 2.2.3

This section mentions a maximum contract sum of $1.6 million. For purposes of completing Exhibit M (Budget) and the HUB Plan, should respondents assume up to $800,000 will be available for each of the first two years, or $320,000 for each of five years, or is there a different amount of funding expected to be available?

Refer to Addendum No. 2 of the RFP: Addendum 2_Attachment 1_Revised RFP HHS0013349.pdf, Section 2.2.3.

8 RFP Section 2.2.3

What is the budget for this initiative? If you do not have one for this project, can you share the budget for a project of a similar size that DSHS has funded previously?

Refer to Addendum No. 2 of the RFP: Addendum 2_Attachment 1_Revised RFP HHS0013349.pdf, Section 2.2.3.

https://www.txsmartbuy.com/esbddetails/view/HHS0013349 https://www.txsmartbuy.com/esbddetails/view/HHS0013349 https://www.txsmartbuy.com/esbddetails/view/HHS0013349 https://www.txsmartbuy.com/esbddetails/view/HHS0013349 https://www.txsmartbuy.com/esbddetails/view/HHS0013349 https://www.txsmartbuy.com/esbddetails/view/HHS0013349 https://www.txsmartbuy.com/esbddetails/view/HHS0013349

9 RFP Section 2.2.3

Is this total per year, for the initial two-year term, or the total of 5 years? See Response to Question 7

10 RFP, Section 2.2.3

Is 1.6MM the total budget for two years?

Does the budget include media, production, and experiential marketing budget?

See Response to Question 7

Yes, the total compensation includes the media, production, and experiential marketing budget.

11 RFP, Section

2.1.3 WPR

Testing, prevention, and treatment media messages

Is there any additional production budget included?

No, the total compensation includes the production budget.

See Response to Question 7 regarding total contract value.

12 RFP Section 2.1.3 Description of Services and Work Plan WPR 04

Is there a separate budget for outreach materials or is this included in the $1,600,000.00 contract maximum?

Is there an estimate of how many items are to be produced and distributed annually and to how many organizations?

No, the total compensation includes the outreach materials budget. See also, Section 2.2.3 (Compensation) Addendum 2_Attachment 1_Revised RFP HHS0013349.pdf.

The program anticipates coordination with approximately 50-75 HIV/STD service providers across Texas. DSHS current contract supports this number based on current activities.

13 RFP, Section

2.1.3 WPR

WPR 02: Implement media plan

Should we consider media planning, negotiation, buying, optimization, and reporting as part of the scope?

Yes, the budget and implementation plan will be reviewed in the Respondent’s response and is subject to negotiations during pre-award and contract renewals. The overall media investments may change from year to year as the program’s needs are subject to change.

https://www.txsmartbuy.com/esbddetails/view/HHS0013349

What’s the budget for media investment per year?

The total compensation includes the total media investment budget. See also, Section 2.2.3 (Compensation) Addendum 2_Attachment 1_Revised RFP HHS0013349.pdf

14 RFP Section

2.1.3 a Description of Services and Work Plan WPR 05

Is the respondent required to host the conferences or are these conferences that are currently ongoing where the respondent will be a presenter?

No, the Contractor is not required to host the conferences.

However, the Contractor shall work in collaboration with DSHS to identify conference or other community engagement opportunities to reach relevant audiences, local health departments, or community-based organizations that provide HIV/STD services. See also, Section 2.1.3 WRP 05 of Addendum 2_Attachment 1_Revised RFP HHS0013349.pdf

15 RFP Section 2.1.1, On page 7, points A-D

Does DSHS have existing strategies for this campaign, or are you looking for a vendor to bring ideas to the table?

As stated in RFP Section 2.1.4.2 (Contractors Responsibilities), “Contractor will assist DSHS in developing a local iteration of an existing, national HIV prevention social marketing and community engagement campaign.”

16 RFP Section 2.1.1, Pillar

On page 8, pillar one: diagnose all people with HIV as early as possible. Am I correct to assume that DSHS wants to raise the awareness of all Texans living with HIV by 6% by 2030?

As stated in RFP Section 2.1.1 (Background), Pilar one, “[t]he DSHS goal is for 90 percent of people living with HIV to be aware of their status by 2030.”

17 RFP Section 2.1.6 Deliverables

Is the respondent required to conduct the HIV testing and campaign-associated testing events

The direct provision of HIV testing services is not within the scope of the Solicitation. The https://www.txsmartbuy.com/esbddetails/view/HHS0013349 https://www.txsmartbuy.com/esbddetails/view/HHS0013349 https://www.txsmartbuy.com/esbddetails/view/HHS0013349 https://www.txsmartbuy.com/esbddetails/view/HHS0013349 and Performance Measures WKP No 4 or will this be done in conjunction with the local health department?

If the respondent is required to perform the HIV testing who is responsible for the purchase of HIV test kits, HIV testing reporting, and follow-up?

Is there a target for how many testing events should occur and how many tests should be performed?

Contractor shall collaborate with DSHS, local health departments, and community-based organizations to promote HIV testing activities in alignment with specific campaign events (e.g., National HIV Testing Day).

The local health departments and community-based organizations conduct the HIV testing and STD screenings. The testing kits are purchased by DSHS or the local health departments and community-based organizations.

The Contractor is required to promote the events. There is no set number of testing events.

The number of events is based on the needs of the local health departments and community-based organizations. Historically, During the last quarter of 2022, the contractor produced over 15 awareness and testing events across the state providing 150 community toolkits. Each toolkit included one vinyl banner, 12 posters, 25 balloons, 10 tabletop cards, 10 T-shirts, 25 buttons, 25 fans, 100 brochures, 10 backpacks, and 100 stickers.

Bulk items included 205 water bottles, 2,500 Chapstick’s, 150 T-shirts, and 500 pens.

18 RFP Section 2.1.6, Table 2 Work Plan Deliverables

Provision of number of HIV tests, inquiries, clinic visits and/or new positives identified would be contingent upon local partners providing data. As a deliverable related to services that are not funded by this agreement and not under control of the Contractor, is it

Yes, that is correct.

understood that these deliverables would be based on best effort to collect information when available from local service providers and not be considered as non-performance if third-parties do not respond?

19 RFP Section

2.1.7 WKP

No 6

How many local entities are anticipated? or are we strictly concerned with the organizations that provide outreach event support?

Who is responsible for contracting with local entities and ensuring their compliance with reporting requirements and metrics?

The program anticipates coordination with approximately 50-75 HIV/STD service providers across Texas. DSHS current contract supports this number based on current activities.

DSHS contracts with local entities. DSHS oversees local entities' compliance. However, the Contractor will communicate with the local entities to gather the information.

20 RFP, Section

2.1.3 WPR

03 and

RFP Section

2.1.6 WKP

No. 2

Does DSHS currently track any visit activities or conversions on its website?

No. The Contractor reports any visit activities or conversion on its website.

21 RFP, Section

2.1.3 WPR 03

and

RFP Section

2.1.6 WKP

No. 2

We are confused by the phrase “HHSC owns data on the website”, which contradicts the ownership of the website by the Contractor described in the prior line. Ownership of national data and information does not seem feasible. Does the phrase refer to HHSC owning the metrics described on page 12 WKP No.2 regarding website traffic? If not, please clarify or revise the phrasing.

As stated in RFP Section 2.1.3, WPR 03, “[t]he website shall be managed and owned by the Contractor.” HHSC owns the campaign resources that are developed under the Contract.

Campaigns that are created by a third party but are shared on the website are not owned by HHSC.

See also, Section 5.1 of Exhibit B, HHS Uniform Terms and Conditions – Vendor, Version 3.3, to the Solicitation (concerning Ownership of Work

Product). Each exception and assumption regarding Section

2.1.3 of the Solicitation or Exhibit B to the Solicitation must be submitted with the Solicitation Response in accordance with Section 3.5.4 (Exceptions) and Section 3.5.5 (Assumptions) of the Solicitation.

22 RFP, Section

2.1.3 WPR

WPR 03: Update website content (Eng + Spa)

How many websites need to be created? Based on previous experiences, do we know the web extension and how often does it need to be updated?

Only one website is required as long as the informational resources are available in English and Spanish. See Section 2.1.3 of RFP

HHS0013349, WPR 03.

The Contractor determines the web extension. The Contractor should review the content on a regular basis and update as needed.

23 RFP, Section

2.1.3 WPR

Please describe any technical requirements for the website regarding what platform it can be built on or any preferred coding language. (Do you prefer besides being 508 & WCAG 2.0 compliant)

There is not a specific platform or coding language for the website.

The Contractor will not use a DSHS site, it will be managed and owned by the Contractor. Content is a federally approved program that DSHS will assist Contractor to ensure content is accurate and appropriate.

24 RFP, Section

2.1.6 WKP

No. 3

Can you explain further the expectation for WKP No 3?

Contractor may participate or support an HIV awareness event related to the Campaign work required by DSHS. At these event if material is distributed, the Contractor is to report the number of attendees and how much material was distributed.

25 RFP, Section

2.1.3 WPR

WPR04 ? to what extent will the vendor be responsible for distributing information and outreach materials for use by the local health department and CBOs? Is it strictly the design and production of the materials?

Refer to Addendum No. 3 of the RFP: Addendum 3_Attachment 1_Revised RFP HHS0013349.pdf, Section 2.1.3 WPR 04.

26 RFP, Section

2.1.6 WKP

No. 4

Can you explain further the expectation for WKP No 4?

Contractor may support or participate in a testing event related to the Campaign. If testing is conducted at the Contractor’s event a report of how many individuals were tested would be provided to DSHS.

27 RFP, Section 2.1.4.1

Social media

Which social platforms should be included?

Is community moderation included?

The Contractor shall identify which social media sites should be included in order to reach the described target population and service areas.

Content moderation is not required by the Solicitation.

28 RFP, Section 2.1.9

This section requires Contractor to transfer information and media components to next awarded Contractor when their Contract ends.

Is this provision intended for the end of the Contract currently being solicited?

DSHS is requesting use of a national campaign that is not owned by DSHS. Therefore, can we assume that transferable elements may be limited to final reports and other deliverables like focus group reports, previous media plans, etc. Aside from ownership limitations, please describe how an outgoing Contractor could be responsible for assessing “resource requirements” and “all necessary knowledge and materials” for an unknown incoming service

Yes, this turnover plan is for the end of the Contract being solicited. This may include providing reports, deliverables, addressing questions, and anything related to the Scope of Work that would ease the transition to a new vendor.

As stated in RFP Section 2.1.9 (Turnover Plan), “Contractor shall ensure that all necessary knowledge and materials for the tasks completed are transferred to the custody of DSHS personnel or a third party, as directed by DSHS.”

provider? This deliverable seems broadly stated. Please clarify more specifically such that level of effort can be calculated and requirements of other parties are no incumbent on the Contractor.

29 RFP Section

2.1.3 c Description of Services and Work Plan WPR 05

May the respondent provide multiple speakers in order to fully cover the topics?

Yes, the Contractor may provide multiple speakers to fully cover topics.

30 RFP Section 2.1.3 Description of Services and Work Plan WPR 07

WPR07 is DSHS open to being included in the vendor's project management system for real-time updates? Does DSHS foresee needing more than a once-a-week project update video call meeting for regular status updates?

Yes, DSHS is open to being included in the project management system for real-time updates. DSHS anticipates needing more than a weekly status update.

31 General What is the expected run time of this campaign?

Campaigns may run concurrently or consecutively throughout the contract year. The expected run time may vary based on program needs. Implementation of the marketing plan will be reviewed by the DSHS Coordinator and discussed at the beginning of the Contract Term.

32 General Does DSHS have a partner/incumbent for similar marketing/advertising-type projects?

If so, is the incumbent in good standing?

Have they been invited to this RFP?

Kaiser Family Foundation is the current incumbent and is in good standing.

Yes, they have been notified of this RFP.

33 General Could you let me know if DSHS has a matrix of approved vocabulary that we can use when

The Contractor localizes previously approved national media campaigns. The designing a campaign, or will a point of contact be available to help with this?

Contractor does get DSHS approval for asset placement and targets (i.e., target populations, geographic areas). The Contractor will obtain the approved national media campaigns from DSHS.

34 Exhibit M:

Cost Proposal

This section explains the lowest total cost will receive the highest available rating for cost.

How will donated costs be factored into this formula?

Line Item #5 to provide/place media messages does not quantify the number of messages or formats anticipated. How will the value of video content versus static images, or breadth and diversity of proposed messages, be factored into the overall value of the cost proposal? For instance, if one applicant offers 100 different assets for the same cost as one that offers 10

Section 4.2.5 (Written Response Evaluation Criteria) states:

“Solicitation Responses shall be consistently evaluated and scored in accordance with the following criteria. See also, Exhibit L, Evaluation Tool.

a. Scope of Work (30%)

b. Work Plan (20%)

c. Qualification and Experience (20%)

d. Cost (30%)”

As stated in Exhibit L – Evaluation Tool, the Cost subcriteria is:

4.1 Evaluate the Respondent's

proposed costs with respect to its Work Plan and Deliverables.

15%

4.2 Evaluate the Respondent's

total proposed cost (Transition + Initial Term + Optional Renewals + Turnover). 15%

In the response, line item #5 costs should correspond with a detailed description in the narrative portion of the response. The strength of this response will be evaluated with the narrative portion of the response.

assets, how will the value be reflected in the lowest total cost explained in Section 5.

Line Item #6 for media plan implementation could be scaled to deliver the lowest cost and commensurately lower value. For instance, $10,000 would buy far less visibility than $300,000. How will the scale of the proposed media buy be factored into the overall value of the cost proposal?

In the response, line item #6 costs should correspond with a detailed description in the narrative portion of the response. The strength of this response will be evaluated with the narrative portion of the response.

35 Exhibit M:

Cost Proposal

Questions: Respondents “MUST” provide unit prices, failure to submit may be grounds for disqualification. If a respondent is donating the full cost of a required deliverable and enters $0.00 as the unit price, would this be considered responsive?

Is there a budget narrative or other opportunity to provide more detail regarding calculated costs and in-kind or donated resources?

Do not leave any of the designated cells blank. If costs are included in other field(s), Respondent must enter zero ($0).

Exhibit M, Cost Proposal Instructions #1 states: “The respondent must enter their proposed All-Inclusive Unit Price(s) in Columns E - I in the “yellow” highlighted cells.”

No, there is no budget nor budget narrative. Compensation structure for the Solicitation is an All-inclusive Unit Price(s) basis.

Section 7.1, Cost Proposal, of the Solicitation states that:

“Respondents must state their pricing for all Goods and Services rendered during the course of any Contract resulting from this Solicitation, including any and all costs involved that are to be paid or reimbursed by HHSC or DSHS. The pricing for the required Goods and Services is to be presented only in the format set forth in Exhibit M of the RFP. Pricing information shall include all costs associated with providing the required Goods and Services and must be submitted and labeled as specified in Section 3.6

(Solicitation Response Submission and Delivery). No reimbursement is available to the successful Respondent beyond the amount agreed to be paid for the Goods and Services provided. Pricing agreed to in any resulting Contract shall be firm and remain constant through the life of the Contract.

The cost proposal provided is for the Goods and/or Services as specified in this Solicitation and shall include all labor, materials, tools, supplies, equipment, and personnel, including but not limited to, travel expenses, associated costs, and incidental costs necessary to provide the products and Services according to the minimum specifications, requirements, provisions, terms, and conditions set forth in this

RFP.”

36 Exhibit H:

Insurance

Section B, Subsection 2

Which coverages does Texas HHSC need to be added as Additional Insured? Our insurance broker says that this status usually applies to General Liability, Auto and Umbrella coverage.

Is that the case? Will Texas HHSC accept a Blanket Additional Insured Endorsement? Is Additional Insured Required by Written Contract wording acceptable?

Yes, a blanket Additional Insured would be acceptable; the wording “by Written Contract” is also acceptable as it is a requirement in the Contract.

37 Exhibit H:

Insurance

Section B, Subsection 3

Which coverages does Texas HHSC need a waiver of subrogation endorsement? The nature of our work does not require that we hold professional liability insurance. Our insurance carrier advises that our media/cyber insurance coverage is more appropriate for the services we provide. Our insurance broker advises that a waiver of subrogation is not applicable to media/cyber coverage.

A waiver of subrogation applies to all insurance coverage lines required including Cyber Liability.

38 Exhibit H:

Insurance

Section B, Subsection 4

Our liability coverage, while extensive, does not allow the coverage specified in the RFP for subcontractors, with the exception of media/cyber coverage. We are concerned that smaller/HUB vendors will be unable to meet the insurance coverage limits required in the RFP.

Given the limited nature of the services being provided (social marketing and community engagement campaign), can subcontractors be waived from being required to have the full list of insurance requirements that are needed for the contractor?

Subcontractors are required to carry the same coverage as the Contractor. The Contractor can choose to add a Subcontractor as an additional named insured to ensure all coverage lines have met the requirements.

39 Exhibit H:

Insurance

Section C, Subsection 5

The nature of our work does not require that we hold professional liability insurance. Our insurance carrier advises that our media/cyber insurance coverage is more appropriate for the services we provide. Given the limited nature of the services being provided (social marketing and community engagement campaign), would TX DSHS agree to a substitution of media/cyber insurance coverage of not less than $1,000,000 and umbrella liability insurance for $1,000,000 instead of professional liability insurance?

Exhibit H, Insurance, to the Solicitation requires that the Contractor carry Cyber and an umbrella policy with limits of $1,000,000 each, so this would apply, and no additional amount would be required.

Professional liability would apply to this Contract, as materials are being created by the Contractor.

40 Exhibit C:

Additional Provisions

Section 1

Please explain the purpose/intent of this provision. Also please confirm the access is specific only to the work under this Contract.

If another HHSC solicitation is dependent upon services provided by the Contractor, this provision requires the Contractor to provide the specified information and access so that interested entities may respond to the other HHSC issued solicitation.

Each exception and assumption regarding Exhibit C, Additional Provisions, to the Solicitation must be submitted with the Solicitation Response in accordance with Section 3.5.4 (Exceptions) and Section 3.5.5 (Assumptions) of the Solicitation.

41 RFP, Section 3.6.3

Please confirm if Exhibit D (FFATA Certification) is required to be submitted. It is not listed in this section.

The Solicitation does not currently include an Exhibit D, see Article IX of the Solicitation.

Refer to Addendum No. 3 of the

RFP.