ESBD_File_335536_GPO Program Procedures (for ESBD Posting)_CDR approved.pdf

GPO Program Procedures Group Purchasing Organizations Program

Version 1.00 Page 1 of 3 Effective Date 09/01/2022 Revision Date 09/01/2022

This procedure describes the general process the Texas Health and Human Services Commission (HHSC) Procurement and Contracting Services (PCS) follows when they intend to accept applications from Group Purchasing Organizations (GPOs) to become an HHSC-approved GPO.

Determination of Need and Application Posting

If a determination is made to solicit new GPOs, GPO Application Materials are posted to the ESBD in September for at least thirty (30) days to invite business entities to apply to become an HHSC-approved GPO.

Application Submission

Applications must be submitted by e-mail on or before the required deadline specified in the Application Instructions to the HHSC PCS Bids email account at PCSbids@hhsc.state.tx.us.

1. All policy and procedure documents responsive to the application questions should be attached in the email. 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.

2. The application will be evaluated based on the information provided in the application responses.

Evaluation Criteria

Applications submitted by GPOs to become an HHSC-approved GPO are evaluated on the following standards:

1. Established organization with a value-added portfolio of contracts;

2. Transparent and competitive procurement process;

3. Best value evaluation and award criteria;

4. Contract management program; and

5. Historically underutilized business (HUB) policy.

mailto:PCSbids@hhsc.state.tx.us

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Application Receipt and Minimum Qualifications Review

At the end of the thirty-day application period the GPO Liaison collects all submitted applications and performs an initial review of minimum qualifications, then prepares a summary overview of each eligible application.

1. Minimum Qualifications Review

The GPO Liaison performs a minimum qualifications review. The minimum qualifications review will entail a review of each GPO’s portfolio of contracts to make a determination as to whether the GPO adds value to the HHSC GPO portfolio by offering goods and services that HHSC does not currently have access to under existing GPO contracts. GPO Liaison may contact applicants to resolve deficiencies or ask clarifying questions. GPO Liaison identifies the applications with value-added portfolios to move forward in the approval process. GPO Liaison will compile a summary document that details which GPOs are moving forward in the approval process and those that are no longer being considered.

2. Application Summaries

Following the initial review, the GPO Liaison prepares an overview for each eligible application summarizing the applicant's offerings, and strengths and weaknesses in relation to the evaluation criteria.

GPO Applications - Initial Review

Eligible applications and summaries of strengths and weaknesses are forwarded to the HHSC GPO Application Review Team ("Review Team") to review individually.

The Review Team members independently review each eligible application provided by the GPO Liaison.

GPO Applications - Consensus Review Meeting

The purpose of the Consensus Review Meeting is to conduct the consensus review and scoring of GPO applications. The Review Team will arrive at a consensus regarding the assignment of points on each evaluation criterion of each application response during the Consensus Review Meeting.

Scoring Guidelines

Applications must be evaluated against the criteria posted in the GPO Application Materials.

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Awarding Points

In deciding how well an applicant scored, all applications start off with zero points and are awarded points based on how well the applicant's responses addressed the criteria of the GPO Application Materials.

ESBD Posting Approved Applicants

Not later than January 1, the list of HHSC-approved GPO applicants is posted on the

ESBD.

Notice to Approved Applicants

As soon as possible, but not later than January 1, the GPO Liaison sends individual notices to approved applicants via email.

Notice to Rejected Applicants

As soon as possible, but not later than January 1, the GPO Liaison sends individual notices to rejected applicants via email. The correspondence to rejected applicants may include information about why the applicant did not meet HHSC approval standards.