ESBD_File_332641_Addendum 1_Attachment 1_Preproposal and HSP Conference.pdf

Preproposal Conference and HSP Training

Forensic Accounting Services Fiscal Year 2024 Request for Qualifications No. HHS0012599

August 18, 2023.

Introductions

Speakers

• Carole Woodard, Contract Specialist, HHSC Procurement and Contracting Services

• Cheryl Bradley, HUB Coordinator - HHSC

August 18, 2023

Topics

• Communication

• Schedule of Events

• Procurement Access

• Procurement Background

• Procurement Requirements

• Proposal Screening and Evaluation

• Reminders

• HUB Subcontracting (HSP) Training

Communication

Sole Point of Contact

All requests, questions, and other communication about the RFQ must be made in writing to:

Carole Woodard, CTCD, CTCM HHSC Contract Specialist 1100 W. 49th Street, Mail Code 2020 Austin, TX 78756 Email: carole.woodard@hhs.Texas.gov

• All communication related to the RFQ must be directed to the sole point of contact, Carole Woodard.

• All communications between Respondents and other HHSC staff members concerning the RFQ

• are strictly prohibited.

• Failure to comply with these requirements may result in disqualification of the Respondent’s proposal.

• Exceptions to the Sole Point of Contact (RFQ Section 3.3.3):

The only exceptions to the Sole Point of Contact is the HUB coordinator, Cheryl Bradley.

Should Respondents have questions regarding proper completion of the HUB Subcontracting Plan, (RFQ Article VII) the HUB Coordinator may be contacted at cheryl.bradley@hhs.Texas.gov mailto:cheryl.bradley@hhs.Texas.gov

Schedule of Events Event Date/Time

Solicitation Posting Date to ESBD August 14, 2023 Deadline for Submitting Questions or Requests for Clarification August 21, 2023 at 4:00 p.m. Central Time

Tentative Date Responses to Questions or Request for Clarification Posted on ESBD August 28, 2023 at 3:00 p.m. Central Time

Deadline for Courtesy HSP Review August 30, 2023 at 2:00 p.m. Central Time

Deadline for Submission of Solicitation Responses (responses must be received by the HHSC deadline)

September 13, 2023 at 10:30 a.m.

Central Time

Evaluation Period October, 2023

Anticipated Notice of Award November, 2023

Anticipated Contract Start Date December, 2023

Procurement Access

HHSC will post all official communication regarding this RFQ on the following website, including the Notice of Award:

Texas ESBD website at http://www.txsmartbuy.com/esbd

HHSC reserves the right to cancel this RFQ, or to make no award if it determines such action is in the best interest of the State. HHSC may, in its discretion, reject any and all proposals or portions thereof.

Note: Google Chrome is recommended when navigating the Electronic State Business Daily (ESBD) website.

http://www.txsmartbuy.com/esbd

State of Texas ESBD Webpage

• The RFQ and application materials are posted to the

State of Texas ESBD webpages at:

ESBD Details (txsmartbuy.com)

• It is the responsibility of the Respondent to periodically check the ESBD website

• All addenda, modifications, and changes to the schedule of events will be posted on ESBD website

Note: Google chrome is recommended when navigating the Electronic State Business Daily (ESBD) website.August 18, 2023 https://www.txsmartbuy.com/esbddetails/view/HHS0011451

Submitting Proposal & Supporting Documents

Options for submission:

Option 1 - USBs Option 2-Online Bid Room

August 18, 2023

Overnight/Express Mail/Priority Hand Delivery HHS Online Bid Room

Health & Human Services Commission

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

Austin, TX 78756

Health and Human Services Commission

ATTN: Response Coordinator Procurement & Contracting

Services Building 1100 W. 49th St., MC 2020

Austin, Texas 78756

See Exhibit M, HHS Online Bid Room https://hhs.texas.gov/doi ng-business-hhs/contracting-hhs/hhs-online-bid-room https://hhs.texas.gov/doing-business-hhs/contracting-hhs/hhs-online-bid-room

Submissions must be received by HHSC no later than:

Thursday, September 13,2023 at 10:30 a.m. CT

Submitting Proposal & Supporting Documents

Procurement Background

Statement of Work Overview

• Purpose

• a. The purpose of this Solicitation is to provide Adult Protective Services (APS) staff with Forensic Accounting Services (FAS) that include investigation of allegations, reports and evidence to determine if Financial Exploitation on APS Clients exists, and to what extent it adversely affects them.

• b. Respondent will provide a FAS that is supported by a WBS or online Portal for receiving, processing, and tracking APS Client forensic referrals and assessments.

Submission Requirements Reminders

• Read the RFQ thoroughly and include all required documents.

• Deadline to Submit Questions: August 21, 2023 @ 4:00 p.m. CT

• Date Responses to Questions Posted on ESBD: August 28, 2023

• Deadline to Request HSP Courtesy Review: August 30, 2023 @

2:00 p.m. CT

• Solicitation Responses due: September 13, 2023 at 10:30 a.m. CT

• Late submissions will not be considered.

Items to submit for a RESPONSIVE proposal:

1.Exhibit A: HHS Solicitation Affirmations Ensure the document is SIGNED.

2. Exhibit G: HUB Subcontracting Plan Reminder: A courtesy review of a Respondent’s HSP is available to assist Respondents in providing a complete responsive HSP and to determine whether any deficiencies exist, as per RFQ Article VII HUB Subcontracting Plan

Items to submit for a RESPONSIVE proposal:

1. Evidence of Minimum Qualifications: Section 4.2.2 & 5.2

2. Statement of Qualifications: Article 5

3. Company Profile: Section 6.1

4. Exceptions (if applicable) Section 3.5.4, Exhibit D

5. Assumptions (If applicable) Section 3.5.5, Exhibit E

6. Major Subcontractor Information: Section 6.7

August18, 2023

7. Authoriation to Conduct Business in Texas

8. References

9. Other Reports

10. Corporate Guarantee – Section 6.6

11. HSP Requirement

12. Solicitation Addendum Acknowledgement Form(s) – (when applicable)

Proposal Screening & Evaluation

Evaluation and Award Process

• Initial Screening of Minimum Qualifications (see RFQ Section 4.2.2)

• Responses which meet the Minimum Qualifications shall be consistently evaluated and scored in accordance with the evaluation criteria per Exhibit F, Evaluation Tool (See RFQ Section 4.2.5)

• Best Value Determination (See section 4.2.7)

• 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.

August 18, 2023

No Guarantee of Volume, Usage or Compensation

All Respondent’s are highly encouraged to submit for a HSP review to the HUB Coordinator, Cheryl Bradley, prior to August 30, 2023 by 2:00 p.m. CT.

The use of this resource is strongly recommended; as an incomplete or incorrect HSP can result in a non-responsive proposal.

August18, 2023

HSP Courtesy Review

• All questions must be submitted in writing to the Contract Specialist at:

carole.woodard@hhs.texas.gov

• Refer to RFQ Section 3.3.4, for the format of submitting questions

• Do not submit in PDF, do not password protect.

• Reminder: All additional questions, requests for clarification, etc., are due in writing no later than August 21, 2023 by 4:00 p.m. Central Standard Time.

Questions

Closing Comments

• Respondents are responsible for meeting the RFQ requirements, including any addenda.

• Respondents must check the ESBD webpage frequently for any addendum that may have been added to this solicitation.

• All Addenda must be signed and submitted with the original response.

• Vendor questions and answers will be posted to the ESBD webpage.

Historically Underutilized Business (HUB)

HUB Subcontracting Plan (HSP) Training

06/24/21

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Agenda

1. HSP Method Options

2. Required HSP Pages

3. Method V: Section 3

4. GFE Attachment A

5. GFE Attachment B

6. Additional Information

7. Special Reminders

8. HUB Contact Information

Responses that do not include a completed HSP shall be

Rejected pursuant to:

TGC §2161.252(b) and

34 TAC 20.285

https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=20&rl=285

HSP Method Options

Subcontracting Method Options

Subcontracting Method Definition

I: All HUB(s) Utilizing only Texas certified HUB(s).

See GFE Attachment A.

II: Mentor-Protégé Relationship Utilizing an approved M/P agreement. See GFE Attachment B.

III: Meeting/Exceeding HUB Goal

Subcontracting goal met by HUB(s).

See GFE Attachment A.

IV: Solicitation Method Subcontracting utilization goal not met. See GFE Attachment B:

Contact 3+ HUBs & 2 minority/trade organizations in writing.

V: Self Performing Contractor performs all work with own resources. No GFE Attachment.

HSP Required Pages Continued

All subcontracting method options require:

Page 1, Section 1: Respondent & Bid Information

Page 2, Section 2: Respondent's Subcontracting Intentions oYes – fill out part b., c., & d (if applicable) oNo – see next slide/Section 3

Page 3, Section 4: Affirmation signature

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Method V: Section 3

The Prime contractor performs ALL work-related activities

Equipment Materials Supplies

Transportation Delivery W-2 Employees

Agency may request additional information.

GFE Attachment A

1. Contractor Name / Solicitation #

2. Subcontracting Opportunity

3. Subcontractor Selection

a. Company Name

b. TX HUB: Y/N

c. TX VID or Federal EIN #

d. % & $:

*“TBD” is NOT acceptable

Method I or III:

GFE Attachment B -

Written Notices:

*Minimum 7 Working days.

*Supporting documents (email, fax, etc.).

Method II or IV:

• 3+ "Active" Certified HUBs

• 2 Trade Org./Bus. Development Centers

GFE Attachments B -

Method II or IV:

a. Company Name

b. Texas Certified HUB (Y) or (N)

c. Texas VID or Federal EIN #

d. % & $

• Note “TBD” is NOT acceptable *Please provide justification for all Non-HUB Subcontractors

1. Contractor Name / Solicitation #

2. Subcontracting Opportunity

3. Subcontractor Selection

Additional Information

Subcontracting method options I-IV require:

• HUB Vendor Profiles on CMBL/HUB Directory

i. HUB’s VID#

ii. Contact information

iii. “A” = Active status

iv. Expiration date

• Written GFE notification (Method IV only)

1. Sent emails

2. Certified Letters

3. Fax logs

*7 business days to respond

Special Reminders

Review HSP Checklist for guidance.

Check the Solicitation HUB Subcontracting Goal %.

Choose an HSP method & provide documentation.

The Commodity Book is the only resource for NIGP or class/item codes.

The CMBL/HUB Directory is a resource to seek out certified active Texas HUBs.

HSP Courtesy Reviews are available upon written request.

No HSP changes are allowed until after contract award.

https://mycpa.cpa.state.tx.us/commbook/ https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do

HUB Contact Information hhschuboutreach@hhs.texas.gov

(512) 406-2570

*Active solicitation HSP questions contact designated HUB Coordinator.

mailto:hhschuboutreach@hhs.texas.gov

HUB Coordinator Contact Information

Cheryl Bradley

Cheryl.bradley@hhs.texas.gov mailto:Cheryl.bradley@hhs.texas.gov

Thank You

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