ESBD_File_335536_GPO Program Application_ESBD.pdf

Application Group Purchasing Organizations Program

Version 1.00 Page 1 of 9 Effective Date 09/28/2022 Revision Date 09/27/2022

Application Instructions

1. Submit your completed Application by September 27, 2023 , at 10:30AM (CST) to PCSbids@hhsc.state.tx.us. The full application must be completed with all accompanying materials submitted via email by the required deadline.

2. Responses to questions that require a written explanation, or an attachment, should be numbered correctly to the corresponding question and attached to this application.

3. All policy and procedure documents responsive to the application questions should be attached. If the information is publicly accessible via the internet, a link to the location would be acceptable as an alternative to attaching the information to the application.

4. The application will be evaluated based on the information provided in the application responses regarding the following standards:

5. Established organization with value-added portfolio of contracts;

6. Transparent and competitive procurement process;

7. Best value evaluation and award criteria;

8. Contract management program; and

9. Historically underutilized business (HUB) policy.

10.Refer to supplemental document, GPO Program Procedures, for additional information about the application process.

11.If you have any questions about completing this application, please contact the HHSC GPO Liaison at GPO_Liaison@hhs.texas.gov.

mailto:PCSbids@hhsc.state.tx.us mailto:GPO_Liaison@hhs.texas.gov

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Organization Profile

1. Organization name:

2. Street address:

3. City: State: Zip Code:

4. Contact person:

5. Title:

6. Telephone No.:

7. Email:

8. Organization type:

Corporation

Partnership

Government Agency

Other

9. Federal Employer Identification Number (FEIN):

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Established Organization with a Value-Added Portfolio of Contracts Provide the following information regarding your portfolio. Attach responsive documents or provide links if applicable.

1. What is the number of years your organization has been in business?

2. What is the parent company, including affiliates and subsidiaries, of your organization?

3. Indicate the number of entities and type of entities utilizing your GPO contracts.

4. Indicate the total number of contracts and approximate spend in your portfolio that are available to entities that use your GPO contracts:

Total Number: Total Spend: $

Your response must include a listing of the commodities/categories (e.g., IT, Telecom, Clinical/Patient Care, Research, Business & Administrative, Facilities, etc.) covered by your contract portfolio and the number of contracts per each category. Attach a separate page if necessary.

5. What percentage of these contracts are multiple awarded contracts?

6. What percentage of these contracts are single source contracts?

7. What are the standards for awarding a single-source contract vs. a multi-source contract?

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Transparent and Competitive Procurement Process Provide the following information regarding your procurement processes.

Attach responsive documents or provide links if applicable.

1. Are your solicitations publicly advertised and open to all bidders? Of these solicitations provide your public advertisement policies and/or procedures, and the location for the public advertisements. Please include the website URL address.

2. Are your solicitations only advertised to pre-screened or pre-qualified suppliers?

3. What screening and qualification processes does your organization apply to suppliers bidding on your solicitations?

4. What percentage of your contracts were competitively bid and awarded by your organization?

5. What percentage of these contracts were non-competitively awarded?

6. What solicitation documents are made available to prospective suppliers that utilize your contracts?

7. What are the processes for reviewing and updating the solicitation policies and procedures processes? Please provide the timelines for when these processes occur.

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8. What are the processes for auditing your solicitation processes?

9. Are these audits handled internally or externally?

10.How often are solicitation processes audited?

11.Are there ethics policies available for both employees and suppliers? Are these ethics policies required to be signed by the employees and the suppliers?

12.Are there conflicts of interest documents required to be signed and maintained by your organization? What are the policies and procedures for personnel required to sign these documents?

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Best Value Evaluation and Award Criteria Provide the following information regarding your contract evaluation and awarding processes. Attach responsive documents or provide links if applicable.

1. What are the standards your organization follows for awarding contract on a competitively bid contract?

2. What are your organization’s solicitation evaluation and selection procedures?

3. Prior to the award of a contract, describe the approval process and/or management review processes your organization uses.

4. Does your organization utilize a selection award committee? If your organization utilizes an award committee, what are the policies that your organization follows for this process?

5. What is the term limit on your contract awards?

6. What is the maximum limit on your contract awards?

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Contract Management Program Provide the following information regarding your contract management processes. Attach responsive documents or provide links if applicable.

1. What policies/procedures are in place to manage your organizations contract management processes?

2. Are there policies/procedures in place to monitor supplier and subcontractor performances on a regular basis? Please provide the procedures and policies for this process.

3. Are there procedures in place to ensure contract pricing remains aligned to the market during the term of the contract? Please provide the procedures and policies for this process.

4. Are there procedures to ensure conflicts of interest are avoided during the procurement cycle and awarding of contracts? Please provide the procedures and policies for this process.

5. What procedures are in place to suspend or disbar a supplier?

6. Do your organization's GPO supplier contracts allow for scope changes and negotiated goods/services by organizations that utilize them?

7. Are there restrictions in place on organizations that utilize your GPO supplier contracts?

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Historically Underutilized Business (HUB) Provide the following information regarding your processes for historically underutilized businesses1 owned by one or more economically disadvantaged persons.2 Attach responsive documents or provide links if applicable.

1. What policies and/or procedures does your organization have in place to provide opportunities for Historically Underutilized Businesses (HUBs)?

If your organization does provide opportunities for HUBs, is there dedicated staff to assist these businesses?

Does your organization conduct outreach to HUBs?

2. What policies and/or procedures does your organization have in place for your prime vendors to directly engage with HUBs as subcontractors? If your organization does have these policies/procedures in place, what performance measures/goals are to be reached?

3. What percentage of your contracts provide opportunities for Historically Underutilized Businesses (HUBs)? If your organization does have contracts with HUBs, how many are with HUBs?

1 Tex. Gov't Code § 2161.001(2); "Historically underutilized business" means an entity with its principal place of business in [Texas] that is: (A) a corporation formed for the purpose of making a profit in which 51 percent or more of all classes of the shares of stock or other equitable securities are owned by one or more economically disadvantaged persons who have a proportionate interest and actively participate in the corporation's control, operation, and management; (B) a sole proprietorship created for the purpose of making a profit that is completely owned, operated, and controlled by an economically disadvantaged person; or, (C) a partnership formed for the purpose of making a profit in which 51 percent or more of the assets and interest in the partnership are owned by one or more economically disadvantaged persons who have a proportionate interest and actively participate in the partnership's control, operation, and management.

2 Tex. Gov't Code § 2161.001(3); “Economically disadvantaged person” means a person who: is economically disadvantaged because of the person’s identification as a member of a certain group, including Black Americans;

Hispanic Americans; Women; Asian Pacific Americans; Native Americans; and Veterans as defined by 38 U.S.C.

Section 101(2) who have suffered at least a 20 percent service-connected disability as defined by 38 U.S.C.

Section 101(16); and has suffered the effects of discriminatory practices or other similar insidious circumstances over which the person has no control.

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CERTIFICATION

In completing the above GPO application, the undersigned organization ("Applicant") certifies that the above responses are current, complete, true and accurate, and that the individual providing this certification is authorized to do

so. Applicant acknowledges that the Texas Health and Human Services Commission will rely on such statements, information, and representations in evaluating whether to approve the Applicant as a potential supplier of GPO contracts to the Texas Health and Human Services Commission.

Organization:

Signed:

X

Printed Name:

Title:

Date: