ESBD_File_338970_HHS0013404_DSHS Texas Youth Risk Behavior Survey_RFP.pdf

RFP No. HHS0013404 Page 1 of 47

Cecile E. Young, Executive Commissioner

Request for Proposals (RFP) for

Department of State Health Services (DSHS) Texas Youth Risk Behavior Survey (YRBS)

RFP No. HHS0013404

Date of Release: October 20, 2023

Responses Due: November 28, 2023 by 10:30 a.m. Central Time

NIGP Class/Item Codes:

915-58 Mailing Services: Addressing, Collating, Packaging, Sorting and Delivery 920-21 *Data Entry Services 920-24 *Data Conversion Services 946-77 Statistical Services 961-53 *Marketing Service, Including Distributing, Public Opinion Surveys, Research, Sales Promotions, etc.

966-18 Copying Service, Reproduction 966-36 Forms Printing, Not Continuous Key: (*) Automated Information System (AIS) NIGP Codes

RFP No. HHS0013404 Page 2 of 47

Table of Contents

Article I. Executive Summary, Definitions, and Authority

1.1 Executive Summary

1.2 Definitions

1.3 Authority

Article II. Scope of Work

2.1 Description of Services

2.1.1 Project Background

2.1.2 Project Schedule

2.1.3 Contractor Responsibilities

2.1.4 DSHS Responsibilities

2.1.5 Performance Measures

2.1.6 Deliverables

2.1.7 Invoice and Payment

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

2.5 Governmental Entities

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 HSP Training

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3.4.1 Attendance

3.4.2 Conference Logistical Information

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

3.5.5 Assumptions

3.5.6 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

4.2.8 Summary of Best Value Determination

4.3 Questions or Requests for Clarification

Article V. Narrative Proposal

5.1 Narrative Proposal

5.1.1 Executive Summary

5.1.2 Relevant Qualifications and Experience

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5.1.3 Project Work Plan

5.1.4 Key Staffing Profile

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 Subcontractor Information

6.5 Affirmations and Certifications

6.6 Other Reports

6.6.1 Dun and Bradstreet Reports

6.6.2 Financial Statements and Financial Solvency

6.6.3 Alternate Report

6.7 Corporate Guarantee

6.8 HUB Subcontracting Plan

6.9 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

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8.2.2 Alternative Insurability

8.3 Protest

Article IX. List of Exhibits

List of Tables:

Table 1: Project Schedule

Table 2: Task 1 – Electronic Survey Administration Preparation

Table 3: Task 2 – Independent School District (ISD) Recruitment

Table 4: Task 3 – Classroom Selection

Table 5: Task 4 – Survey Administration

Table 6: Task 5 – Data Processing

RFP No. HHS0013404 Page 6 of 47

ARTICLE I. EXECUTIVE SUMMARY, DEFINITIONS, AND AUTHORITY

1.1 EXECUTIVE SUMMARY

The State of Texas, by and through the Texas Health and Human Services Commission (HHSC) and on behalf of the Center for Health Statistics (CHS) of the Texas Department of State Health Services (DSHS), seeks to establish a contract with an entity to implement and coordinate the statewide and biennial paper-based Texas YRBS in accordance with the specifications contained in this RFP.

The YRBS will collect statewide information from a representative sample of public and charter high school students by using a survey process that strictly adheres to the Centers for Disease Control and Prevention (CDC) protocols and standards for quality assurance.

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, HHS Solicitation Affirmations Version 2.4, and provide all other required information and documentation as set forth in this Solicitation.

Information regarding DSHS and its programs is available online and can currently be accessed at https://www.dshs.texas.gov/.

1.2 DEFINITIONS

Refer to Exhibit B, Health and Human Services (HHS) Uniform Terms and Conditions – Vendor Version 3.3, for additional definitions.

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

“Addendum” means a written clarification or revision to this Solicitation issued by HHSC PCS and posted to the ESBD.

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

“Business Day” means all days from Monday to Friday during which normal business operations are carried out.

https://www.dshs.texas.gov/

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“Calendar Day” means every day on the calendar, including weekends and public holidays.

“Contract Term” means the period of time beginning with the commencement date or Effective Date of a Contract and ending when the Contract expires in accordance with its terms, or when it has been terminated.

“DSHS” means the Department of State Health Services.

“Effective Date” has the same meaning as the definition in Exhibit B, Health and Human Services (HHS) Uniform Terms and Conditions – Vendor Version 3.3.

“ESBD” means 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.

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

“HHSC” means the Health and Human Services Commission.

“HHSC PCS” means Procurement and Contracting Services (PCS), a division of HHSC.

“HUB” has the same meaning as the definition in Exhibit B, Health and Human Services (HHS) Uniform Terms and Conditions – Vendor Version 3.3.

“HUB Subcontracting Plan” or “HSP” means written documentation regarding the use of subcontractors, which is required to be submitted with all responses to State agency contracts with an expected value of $100,000 or more where the State agency has determined subcontracting opportunities are probable. The HSP subsequently becomes a provision of the awarded Contract and shall be monitored for compliance by the State agency during the Contract Term.

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

“Solicitation” has the same meaning as the definition in Exhibit B, Health and Human Services (HHS) Uniform Terms and Conditions – Vendor Version 3.3.

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

http://www.txsmartbuy.com/esbd

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“Survey Administrator” means someone hired by the Contractor who is trained to go into the schools to conduct survey data collection within school classrooms.

“VPTS” means Vendor Performance Tracking System, as defined under Section 2262.055 of the Texas Government Code and Title 34 of the Texas Administrative Code Part 1, Chapter 20, Subchapter B, Division 2, Rule §20.115 and Subchapter F, Division 2, Rule §20.509.

1.3 AUTHORITY

HHSC is soliciting the services stated in this Solicitation under of the authority Section 2155.144(a), (b-1)(2) of Texas Government Code and Chapter 12 of Texas Health and Safety Code.

ARTICLE II. SCOPE OF WORK

2.1 DESCRIPTION OF SERVICES

The YRBS was developed by the CDC to monitor priority health risk behaviors that contribute to the leading causes of morbidity, mortality, and social problems among youth and adults in the United States. These behaviors fall into the following six (6) categories:

A. Behaviors that result in violence and unintentional injuries;

B. Tobacco use;

C. Alcohol and other drug use;

D. Sexual behaviors that result in Human Immunodeficiency Virus (HIV) infection, other Sexually Transmitted Diseases (STDs), and unintended pregnancies;

E. Unhealthy dietary behaviors; and

F. Physical inactivity.

In addition, the YRBS estimates measures of general health status and the prevalence of obesity and asthma.

A coordinated effort between the DSHS Community Assessment Team (CAT) within CHS and the CDC implements and manages the Texas YRBS. DSHS works directly with both the CDC and the CDC's contractors. DSHS may receive direction and counsel from either their program officer at CDC or the CDC contractor statisticians.

https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2262.htm#2262.055 https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=20&rl=115 https://texreg.sos.state.tx.us/public/readtac$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=509

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The 2021 Texas YRBS included a sample of approximately fifty (50) public and charter high schools throughout Texas.

For additional information on CDC protocols concerning sampling and clearance, please review Exhibit K, Handbook for Conducting Youth Risk Behavior Surveys 2023.

For additional information on the methodology used in the 2013 Texas YRBS survey, please review Exhibit L, Methodology of the Youth Risk Behavior Surveillance System – 2013, (published on March 1, 2013, Morbidity and Mortality Weekly Report).

2.1.1 Project Background

Since 1991, Texas has participated in a cooperative agreement with CDC to administer the Texas YRBS. In 2001, the DSHS began collecting the data using a Contractor.

The goal of this project is to collect uniform, generalizable, comparable prevalence data on the leading causes of morbidity and mortality among Texas public and charter high school students.

The survey is also conducted on the national level in 47 States and the District of Columbia, five

(5) territories, two (2) tribal governments, and over 20 large urban school districts.

Data collection occurs in the odd years (e.g., 2025) in the spring, with preparatory work occurring in the later months of the even years (e.g., 2024).

In addition to the national and local YRBSs, coordination is required with two (2) other youth surveys: Texas Youth Tobacco Survey (Texas YTS) and National Youth Tobacco Survey (YTS), originally in the even years, but now in the odd years.

The cities of Houston and Ft. Worth also conduct local YRBSs, and coordination by Contractor is required with these localities. If a school is selected for more than one (1) survey, the Contractor is required to collaborate with these entities to reduce school burden as much as possible. Schools will be approached only once as part of this coordinating effort.

Schools are sampled without replacement; therefore, it is essential to get as many school districts as possible and schools to agree to participate and actually participate in the survey. Schools may not be approached prior to being cleared at the district level.

By the end of May 2025, the Contractor shall complete the administration of at least 3,000 total surveys of public and charter high school students for the Texas YRBS. Historically, the Texas YRBS administers around 3,000 to 4,000 surveys for each year the survey is conducted.

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2.1.2 Project Schedule

The Contractor’s tasks for YRBS data collection will overlap one another. The Contractor must meet the following milestone goals no later than the completion dates listed in Table 1, Project Schedule.

Table 1: Project Schedule

Milestone Estimated Completion Date

Submit application for electronic administration and finalized questionnaire.

9/13/2024

Send clearance package to all school districts. 3/21/2025

Obtain clearance from 75% of selected schools. 4/04/2025

Obtain clearance from 85% of selected schools. 4/25/2025

Set data collection dates for each school. 5/02/2025

Conclude data collection. 5/16/2025

Send answer sheets for scanning to CDC’s contractor.

5/30/2025

2.1.3 Contractor Responsibilities

During the Contract Term, the Contractor shall:

A. Conduct the Texas YRBS in accordance with procedures and specifications provided by CDC and DSHS, established in Exhibit K, Handbook for Conducting Youth Risk Behavior Surveys 2023. Data collection is ongoing throughout the spring semester of each odd-numbered school year;

B. Provide at minimum, semi-monthly updates to DSHS on recruitment of Independent School Districts (ISD) and schools, student participation, and other data collection activities by e-mail, telephone, or as directed by DSHS;

C. Coordinate with one (1) person from DSHS Contractor’s office to be designated as a primary contact person for working with DSHS and the CDC contractor;

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D. Prepare packets of questionnaires and answer sheets for each participating school, establish tracking system for monitoring returned of answer sheets;

E. Provide and maintain an electronic survey platform (e.g., Qualtrics) that will be used to configure the questionnaire, at no cost to DSHS, based on Exhibit K, Handbook for Conducting Youth Risk Behavior Surveys 2023.

F. Print the Portable Document Format (.pdf) version of the Texas YRBS questionnaire that is provided to DSHS by the CDC contractor and order scannable answer sheets from the CDC contractor (free of charge to Contractor);

G. Following DSHS’s modifications to the survey in July 2024 and prior to administration of the survey, not add, delete, or alter questions in any way to or from the Texas YRBS questionnaire without prior approval from DSHS CAT;

H. Administer the survey only in English;

I. Acknowledge and agree that DSHS and CDC retain all rights to the completed studies and reports. The Contractor may not release any surveillance information or results without prior written approval from DSHS;

J. Create quality assurance based on Exhibit K, Handbook for Conducting Youth Risk Behavior Surveys 2023;

K. Report any complaints to the DSHS Texas YRBS Coordinator by phone or email within twenty-four (24) hours of receipt;

L. Identify all current information regarding district and school addresses, telephone numbers, and contacts after Contractor has received the sample;

M. Contact schools to enlist their participation in survey;

N. Establish and secure district-level clearance through the superintendent’s office prior to contacting schools;

O. Establish mechanism for documenting participation of schools, classes, and students;

P. Administer surveys according to prepared schedule;

Q. Follow CDC’s best practices for selection of classrooms after school clearance is established;

R. Use only Survey Administrators who have been cleared through a criminal background check;

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S. Protect State information and property, and do not destroy, falsify, or cause another to falsify, remove, steal, conceal, or otherwise misuse State information (including documents and oral information) or property;

T. Not purport to represent DSHS without having such authority;

U. Not engage in relationships with the DSHS’ clients, service providers, Contractors, or vendors that would impair objectivity in performing contractual duties or endanger confidentiality;

V. Exhibit courtesy, respect, and professional conduct in all interactions with clients, peers, coworkers, vendors, school staff, students, other Contractors, and any other person with whom an employee meets or works in relation to contractual activities;

W. Adhere to the required turnaround times to complete survey activities so that all reports are delivered timely as outlined in Section 2.1.2 (Project Schedule);

X. Provide accurate and timely reporting as evidenced by the ability to verify information contained in the reports based upon timeframes established in Section 2.1.2 (Project Schedule);

Y. Have one (1) team member attend at least one (1) CDC training held in August of each even year (e.g., 2024, 2026, 2028) prior to the administration of the survey and provide documentation of participation to the DSHS Texas YRBS Coordinator;

Z. Prepare written instructions or training agenda for Survey Administrators; and

AA. Invite DSHS to participate in or review one (1) Survey Administrator training per each data collection year.

2.1.4 DSHS Responsibilities

During the Contract Term, DSHS will:

A. Provide a primary point of contact for contract management matters;

B. Perform preparatory work , detailed in Exhibit K, Handbook for Conducting Youth Risk Behavior Surveys 2023, in the fall of 2024;

C. Provide desired tracking sheet to record status on survey administration;

D. Provide modified CDC high school questionnaire for the Texas YRBS;

E. Review and revise sampling plan and provide revisions to CDC contractor;

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F. Provide review and approval of materials;

G. Provide assistance with district and school clearances as needed; and

H. Perform data analysis.

2.1.5 Performance Measures

A. DSHS will monitor the performance of the Contract issued under this RFP. All services and deliverables under the Contract must be 100% free of typographical errors and content error.

B. Performance is characterized by the Contractor meeting all standards and guidelines established by the CDC in Exhibit K, Handbook for Conducting Youth Risk Behavior Surveys 2023. DSHS will determine whether the standard has been met.

2.1.6 Deliverables

The tasks listed in Sections 2.1.6.1 (Task 1 –Electronic Survey Administration Preparation) through 2.1.6.5 (Task 5 – Data Processing) below describe the deliverables required under the Contract that Contractor shall provide and estimated due dates.

2.1.6.1 Task 1 – Electronic Survey Administration Preparation

Table 2: Task 1 – Electronic Survey Administration Preparation

Task Deliverable Estimated Deliverable Due Date

Submit the application for electronic administration and finalized questionnaire to CDC contractor.

Email the application for electronic administration and final questionnaire to CDC contractor.

September 2024

Configure or program Texas YRBS questionnaire in electronic survey platform, create a test data file, and submit both to CDC contractor for review.

E-mail login information or links to questionnaire(s) along with 10 test IDs per questionnaire, and test data file(s) to CDC contractor.

October 2024

Submit a final questionnaire and test file to CDC contractor.

E-mail final questionnaire and test file to CDC contractor.

November 2024

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2.1.6.2 Task 2 – Independent School District (ISD) Recruitment

Table 3: Task 2 – Independent School District (ISD) Recruitment

Task Deliverable Estimated Deliverable Due Date

Track ISD clearance, state sample status, ISD and school participation status, and other information necessary to manage project, and determine response rate.

Email copy of spreadsheet to track ISD and school participation to DSHS.

November 2024

Email copies of updated spreadsheets to DSHS at least semi-monthly.

October 2024 through May 2025

Prepare ISD and school recruitment letters for superintendents and principals, as supplied by DSHS.

Merge letter for DSHS Commissioner signature.

October 2024

Mail recruitment packets to district superintendents by October 25, 2024. Packet must include, at minimum:

1. Copy of recruitment letter to superintendent from DSHS;

2. Copies of letters of support provided by DSHS;

3. Rationale and survey content form from the current CDC, Handbook for Conducting Youth Risk Behavior Surveys 2023 (Exhibit K);

and

4. Copy of questionnaire.

Email copy of district recruitment packet to DSHS.

October 2024

Mail recruitment packets to schools by one (1) week after completion of district

Email copy of school recruitment packet to DSHS.

One (1) week after completion of district recruitment.

RFP No. HHS0013404 Page 15 of 47 recruitments. Packet must include, at minimum:

1. Recruitment letter indicating district clearance had been obtained;

2. Copies of letters of support;

3. Rationale and survey content form from the current CDC, Handbook for Conducting Youth Risk Behavior Surveys 2023 (Exhibit K);

and

4. Copy of questionnaire.

Research and follow all ISD and school policies regarding parental consent. Determine if active or passive consent is necessary.

E-mail spreadsheet to DSHS, indicating types of consent used for each school.

Two (2) weeks after school is recruited.

Draft and distribute parental permission forms in English and Spanish using samples from the current CDC Handbook for Conducting Youth Risk Behavior Surveys 2023 (Exhibit K), providing FAQs for parents on reverse side along with contact name and telephone number.

E-mail copy of permission forms used for each school to DSHS for review and approval prior to distribution.

Four to six (4-6) weeks prior to data collection.

Monitor permission form returns throughout data collection.

N/A October 2024 through May 2025

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2.1.6.3 Task 3 – Classroom Selection

Table 4: Task 3 – Classroom Selection

Task Deliverable Estimated Deliverable Due Date

Obtain and develop classroom frame from selected school list provided by CDC contractor and select classes.

Email list of selected classes in spreadsheet to DSHS in semi-monthly update.

Within two (2) weeks after completion of school recruitment.

Establish tracking system and assign identification numbers to schools and classes in consultation with DSHS.

Email list of selected classes in spreadsheet to DSHS in semi-monthly update.

Within two (2) weeks of completion of school recruitment.

2.1.6.4 Task 4 – Survey Administration

Table 5: Task 4 – Survey Administration

Task Deliverable Estimated Deliverable Due Date

Establish survey administration dates for each selected school.

E-mail copies of updated spreadsheets to DSHS semi-monthly.

November 2024 through May

Survey Administration Training Materials:

If community of school personnel are used for survey administration, plan and design training materials for all Survey Administrators according to CDC protocols.

E-mail copy of training materials to DSHS for review and approval.

February 2025

If Contractor provides Survey Administrators, plan and design refresher training materials for all qualified Survey

E-mail DSHS a copy of training materials or resumes of

February 2025

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Administrators or provide resumes of experienced Survey Administrators.

experienced Survey Administrators.

Order answer sheets (at no cost to Contractor) from CDC contractor.

E-mail number of answer sheets ordered to DSHS.

January 2025

Questionnaire printing completed.

Send copy of final questionnaire to DSHS in electronic and paper format.

January 2025

Instructions developed for Survey Administrators.

E-mail copy of instructions to DSHS for review and approval.

February 2025

Confidentiality agreement developed and signed by Survey Administrators.

E-mail copy of signed confidentiality agreements to

DSHS.

February 2025

Scripts for Survey Administrators developed based on the example provided in the CDC Handbook for Conducting Youth Risk Behavior Surveys 2023 (Exhibit K).

E-mail copy of scripts to DSHS for review and approval.

February 2025

Incentives:

Once Contractor has surveys in hand, it will send the school an incentive check for five hundred dollars ($500.00). Incentives will be part of the Contractor budget.

Report on status in semi-monthly update with DSHS, to include schools that have completed survey administration.

Two (2) weeks after surveys are received.

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2.1.6.5 Task 5 – Data Processing

Table 6: Task 5 – Data Processing

Task Deliverable Estimated Deliverable Due Date

Prepare answer sheets for scanning by erasing stray marks, coloring over ink/light pencil marks with number (#) two (2) pencils, and, if answer sheet is folded or rumpled, transposing answers to clean sheet.

Report on status and process of consistency and quality assurance checks in semi-monthly update with DSHS, to include number of answer sheets checked for scanning.

November 2024 through May

Prepare and send answer sheets for scanning to CDC contractor by:

1. Creating header answer sheets for each participating class bundle;

2. Arranging order of paperwork and answer sheets by CDC protocol; and

3. Sending bundled answer sheets to CDC’s contractor for scanning.

E-mail to DSHS when answer sheets are sent to CDC contractor.

May 2025

CDC contractor sends raw data file (unedited and un-weighted) to Contractor for review.

E-mail CDC contractor (with e-mail copy (CC) to DSHS) and report any problems; if there are no problems, e-mail to DSHS reporting such.

One (1) week after delivery of raw data file.

2.1.7 Invoice and Payment

The Contractor shall submit an invoice to DSHS on a monthly basis in a format consistent with the line-item descriptions of Exhibit J (Cost Workbook).

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Submit invoices using one of the following methods, and any supporting documentation to:

A. Mail to the following address:

Department of State Health Services Claims Processing Unit, MC 1940 1100 West 49th Street P.O. Box 149347 Austin, TX 78714-9347

B. E-mail to the following addresses:

invoices@dshs.texas.gov CC: cmsinvoices@dshs.texas.gov

2.2 CONTRACT AWARD, TERM, AND HISTORICAL COMPENSATION

2.2.1 Contract Award and Execution

DSHS intends to award one (1) contract as a result of this Solicitation. Any award is contingent upon approval of DSHS executive commissioner or their designee.

If, for any reason, a final Contract cannot be executed with a Respondent selected for award within 30 Calendar Days of DSHS’s determination to seek to contract with that Respondent, DSHS 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 initial term of any Contract resulting from this Solicitation will be two (2) years, which is expected to begin September 1, 2024 through August 31, 2026. DSHS, at its sole option, may extend any Contract awarded pursuant to this Solicitation for up to three (3) additional one (1) year periods.

Notwithstanding the limitation in the preceding paragraph and with at least 30 Calendar Days advance written notice to Contractor, at the end of the initial term or any renewal period, DSHS, at its sole discretion, may extend this Contract as necessary to ensure continuity of service, for purposes of transition, or as otherwise determined by DSHS to serve the best interest of the State for up to 12 months, in one-month intervals, at the then-current contract rate or rates (if applicable) as modified during the Contract Term.

mailto:invoices@dshs.texas.gov mailto:cmsinvoices@dshs.texas.gov

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2.2.3 Historical Compensation

Historical compensation under Contracts with similar scope and size to this Solicitation has ranged from approximately $131,500.00 to $136,500.00 per fiscal year. Notwithstanding Section 2.2.3 (Historical Compensation), HHSC or DSHS reserves the right to adjust any projected amount based on State funding during the Contract Term.

2.3 DATA USE AGREEMENT AND SECURITY PRIVACY INQUIRY

By entering into a Contract with DSHS as a result of this Solicitation, Respondent agrees to be bound by the terms of the Exhibit C, HHS Data Use Agreement (DUA), Version 8.5 or Exhibit C-2, Governmental Entity Version, HHS Data Use Agreement v.8.5, if applicable.

Respondents must complete and return with their Solicitation Response Exhibit C-1, Texas HHS System- Data Use Agreement- Attachment 2 Security and Privacy Inquiry (SPI), Version 2.1.

2.4 NO GUARANTEE OF VOLUME, USAGE, OR COMPENSATION

DSHS 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.

DSHS reserves the right to cancel, make partial award, or decline to award a Contract under this Solicitation at any time at its sole discretion.

2.5 GOVERNMENTAL ENTITIES

If Respondent is responding to this Solicitation in its capacity as a governmental entity, Respondent must complete and return Exhibit C-2, Governmental Entity, HHS Data Use Agreement v.8.5, as certain terms and conditions found in this Solicitation, including all exhibits and attachments, may not be applicable. Furthermore, to the extent permitted by law, if a Solicitation Response is received from a governmental entity, HHSC or DSHS reserves the right to enter into an interagency or interlocal agreement with the governmental entity.

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ARTICLE III. ADMINISTRATIVE INFORMATION

3.1 SCHEDULE OF EVENTS

EVENT DATE/TIME

Solicitation Posting Date to ESBD October 20, 2023

HSP Training - Attendance is Optional October 27, 2023 at 1:00 p.m. Central Time

Deadline for Submitting Questions or Requests for Clarification

November 3, 2023 by 5:00 p.m.

Central Time

Tentative Date Responses to Questions or Requests for Clarification Posted on ESBD

November 10, 2023 by 5:00 p.m.

Central Time

Deadline for Courtesy HSP Review November 14, 2023 by 5:00 p.m.

Central Time

Deadline for Submission of Solicitation Responses [NOTE: Responses must be RECEIVED by HHSC by the deadline.]

November 28, 2023, by 10:30 a.m.

Central Time

Evaluation Period December 2023 – January 2024

Anticipated Notice of Award April - May 2024

Anticipated Contract Start Date September 1, 2024

Respondents must submit their Solicitation Responses to HHSC in accordance with the due date and time indicated in this Schedule of Events or as changed via an Addendum posted to the ESBD.

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NOTE: All dates are tentative and HHSC reserves the right to modify these dates at any time. At the sole discretion of HHSC, events listed in the Schedule of Events are subject to scheduling changes and cancellation. Scheduling changes or cancellation determinations made prior to the deadline for submission will be published by posting an Addendum to the ESBD. After the deadline for submission, if there are delays that significantly impact the anticipated award date, HHSC, at its sole discretion, may post updates regarding the anticipated award date to the Procurement Forecast on the HHS Procurement Opportunities web page. Each Respondent is responsible for checking the ESBD and Procurement Forecast for updates.

By submitting a Solicitation Response, Respondent represents and warrants that any individual submitting the Solicitation Response and any related documents on behalf of the Respondent is authorized to do so and to bind the Respondent under any Contract that may result from this Solicitation.

3.2 AMBIGUITY, CONFLICT, OR DISCREPANCY

Respondent must notify the Section 3.3.1 (Sole Point of Contact) of any ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error in the Solicitation in the manner and by the deadline described in Section 3.3.4 (Solicitation Questions).

Respondent submits a Solicitation Response at its own risk.

If Respondent fails to properly and timely notify the Section 3.3.1 (Sole Point of Contact) of any ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error in the Solicitation, Respondent, whether awarded a Contract or not:

A. Waives any claim of error or ambiguity in the Solicitation and any resulting Contract;

B. Must not contest the interpretation by HHSC or DSHS of such provision(s); and

C. Is not entitled to additional compensation, relief, or time by reason of ambiguity, conflict, discrepancy, exclusionary specification, omission, or other error or its later correction.

3.3 INQUIRIES

3.3.1 Sole Point of Contact

All requests, questions, or other communication about this Solicitation shall be made in writing to HHSC PCS, addressed to the person listed below (Sole Point of Contact). Additionally, a phone number is provided for purposes such as instructing a potential Respondent through an IT system or website referenced in this Solicitation. Communications via telephone are not binding.

https://hhs.texas.gov/doing-business-hhs/contracting-hhs/procurement-opportunities https://hhs.texas.gov/doing-business-hhs/contracting-hhs/procurement-opportunities

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The Sole Point of Contact will authorize a secondary Sole Point of Contact in the event of their absence and, in such an event, will include the contact information for the secondary Sole Point of Contact in their automatic reply out-of-office e-mail message. Respondents seeking to contact the Sole Point of Contact should do so via e-mail in order to receive updated contact information.

Name Fernando Garcia, CTCD, CTPM

Title PCS Purchaser

Address Procurement and Contracting Services Building

1100 W 49th St. MC: 2020

Austin, TX 78756

Phone (512) 406-2545

Email Fernando.garcia03@hhs.texas.gov

See also, Section 3.3.3 (Exception to Sole Point of Contact) below.

3.3.2 Prohibited Communication

Except as provided in Section 3.3.1 (Sole Point of Contact) and Section 3.3.3 (Exception to Sole Point of Contact), potential Respondents and Respondents are prohibited from any communication with HHSC regarding the Solicitation. HHSC or DSHS, its representative(s), and partners will not answer any questions or otherwise discuss the contents of this Solicitation with any potential Respondent or its representative(s). Attempts to ask questions by phone or in person will not be allowed or recognized as valid. Respondent shall rely only on written statements issued by or through HHSC or DSHS designated staff as provided by Section 3.3 (Inquiries). This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this Solicitation. Failure to comply with these restrictions may result in disqualification of Respondent's Solicitation Response.

3.3.3 Exception to Sole Point of Contact

Exceptions to Section 3.3.1 (Sole Point of Contact) are as follows:

A. Respondents with questions relating to the HUB Subcontracting Plan are permitted to direct those questions to the HUB coordinator at bob.mccurdy@hhs.texas.gov.

mailto:Fernando.garcia03@hhs.texas.gov mailto:bob.mccurdy@hhs.texas.gov

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B. Where it is expressly directed by the Sole Point of Contact that another designated HHSC representative may speak to the Respondent, such as during Contract negotiations.

Respondents are required to ensure that communications have been authorized by the Sole Point of Contact before engaging in such communication. Failure to comply with this requirement may result in the disqualification of a Respondent’s Solicitation Response.

3.3.4 Solicitation Questions

HHSC or DSHS will allow written questions and requests for clarification regarding this Solicitation. Questions must be submitted by e-mail to the Section 3.3.1 (Sole Point of Contact) by the deadline established in Section 3.1 (Schedule of Events). Responses to questions or other written requests for clarification will be consolidated and posted to the ESBD and will not be provided individually to requestors.

HHSC and DSHS reserves the right to amend answers previously posted, prior to the Solicitation response deadline (Section 3.1 (Schedule of Events)). Amended answers will be posted on the ESBD. It is the Respondent's responsibility to check the ESBD. HHSC or DSHS also reserves the right to provide a single consolidated response to all similar questions at the agency’s sole discretion.

A. All questions and requests for clarification must include the following information:

1. Solicitation number;

2. Solicitation package reference (page number, section, and exhibit or attachment, if applicable;

3. Question topic (e.g., “Schedule of Events,” or “Exhibit J, Cost Workbook”); and

4. Question for HHSC or DSHS.

B. Requestors contact information below must be included in the body of the e-mail and submitted with the question(s):

1. Company name;

2. Company representative name;

3. Phone number; and

4. E-Mail address.

Questions or requests for clarification received after the deadline in Section 3.1 (Schedule of Events), may be reviewed by HHSC or DSHS but may not be answered. Only answers to questions submitted to the Sole Point of Contact in writing, in accordance with this section, are binding.

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3.4 HSP TRAINING

3.4.1 Attendance

HHSC PCS will conduct an HSP Training. Attendance is optional but highly recommended.

3.4.2 Conference Logistical Information

HHSC PCS will hold the HSP Training webinar on the date and time set out in Section 3.1 (Schedule of Events).

People with disabilities who wish to attend the meeting and require auxiliary aids or services should contact the Sole Point of Contact identified in Section 3.3.1 (Sole Point of Contact), at least seventy-two (72) hours before the meeting in order to have reasonable accommodations made by HHSC.

For further information regarding the webinar, see below;

Webinar Information:

https://register.gotowebinar.com/register/6918199061835951451

3.5 SOLICITATION RESPONSE COMPOSITION

3.5.1 General Information

Failure to submit all required Solicitation Response documents in the required format(s) may result in disqualification of the Solicitation Response without further consideration (see Section 3.6.3 (Submission Checklist)). Respondent shall prepare a Solicitation Response that clearly and concisely represents its qualifications and capabilities. Expensive bindings, colored displays, promotional materials, etc. are not necessary or desired. Respondent should focus on the instructions and requirements of the Solicitation.

3.5.2 Page Limit and Supporting Documentation

The narrative proposal should not exceed ten (10) pages and should be formatted for 8 ½" x 11" paper with 1-inch margins and typed in Times New Roman, 12-point font. If complete responses cannot be provided without referencing supporting documentation, such documentation must be provided with the Solicitation Response, with specific reference made to the file, page, section, and/or paragraph where the supporting information can be found.

https://register.gotowebinar.com/register/6918199061835951451

RFP No. HHS0013404 Page 26 of 47

3.5.3 Discrepancies

In the event of any discrepancies or variations between copies, HHSC or DSHS is under no obligation to resolve the inconsistencies and may make its scoring and selection decisions accordingly, including the decision to potentially disqualify a Solicitation Response. If Respondent is required to designate an “Original” Solicitation Response but fails to do so, HHSC or DSHS, in its sole discretion, will determine the version to be used as the original or may disqualify the Solicitation Response. If the Respondent submits a redacted Solicitation Response as the “Original,” HHSC or DSHS will disqualify the Solicitation Response and it will not be evaluated.

HHSC or DSHS will not accept submissions after the “Deadline for Submission of Solicitation Responses” in the Schedule of Events (Section 3.1) to remedy discrepancies or variations in Solicitation Response submissions.

3.5.4 Exceptions

Respondents are highly encouraged, in lieu of including exceptions in their Solicitation Responses, to address all issues that might be advanced by way of exception by submitting such issues as questions or requests for clarification pursuant to Section 3.3.4 (Solicitation Questions).

Any exception included in a Solicitation Response may result in a Respondent not being awarded a Contract. If a Respondent includes exceptions in its Solicitation Response, Respondent is required to use the Exceptions Form included as Exhibit D to this Solicitation and provide all information requested on the form. Any exception that does not provide all required information in the format set forth in Exhibit D may be rejected without consideration.

No exception, nor any other term, condition, or provision in a Solicitation Response that differs, varies from, or contradicts this Solicitation will be considered to be part of any Contract resulting from this Solicitation unless expressly made a part of the Contract in writing by HHSC or DSHS.

3.5.5 Assumptions

Assumptions must not be included in a Solicitation Response. All issues or questions that might be advanced or addressed by way of assumption must be submitted as questions or requests for clarification pursuant to Section 3.3.4 (Solicitation Questions). A Solicitation Response that includes assumptions may be rejected and the Respondent disqualified without further consideration. All assumptions included in a Solicitation Response are deemed rejected by HHSC or DSHS.

3.5.6 Binding Offer

A Solicitation Response should be responsive to the Solicitation as worded and without any assumption that any or all terms, conditions, or provisions of the Solicitation will be negotiated.

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Furthermore, all Solicitation Responses constitute binding offers. Any Solicitation Response that includes any type of disclaimer or other statement indicating that the response does not constitute a binding offer may be disqualified.

If a Respondent’s ability to enter into a Contract is contingent upon any exception or assumption provided in accordance with Section 3.5.4 (Exceptions) or Section 3.5.5 (Assumptions), the Respondent may be disqualified from further consideration for Contract award.

3.6 SOLICITATION RESPONSE SUBMISSION AND DELIVERY

3.6.1 Deadline

Solicitation Responses must be received at the address in Section 3.6.4 (Labeling and Delivery for USB Submission and Other Materials) and time-stamped by HHSC PCS no later than the date and time specified in Section 3.1 (Schedule of Events).

Solicitation Responses received after the deadline specified in Section 3.1 (Schedule of Events) will be rejected and not considered for Contract award.

3.6.2 Submission Option

A. Submission Option #1: Respondent shall submit two (2) USB drives—one (1) labeled “Original Proposal” and one (1) labeled “Copy”—containing the following documents:

1. Each USB must contain one (1) file named “Original” that contains the Respondent’s entire Solicitation Response (except the cost proposal and HUB Subcontracting Plan) in searchable portable document format (PDF), unless otherwise specified for a particular attachment or exhibit.

2. If applicable in accordance with Section 8.1.5 (Public Information Act – Respondent Requirement Regarding Disclosure), each USB must contain one (1) file named “Public Information Act Copy” that contains the Respondent’s entire Solicitation Response, including all exhibits and attachments, in searchable PDF.

3. In accordance with Section 7.1 (Cost Proposal), each USB must contain one (1) file named “Cost Proposal” that contains the Respondent’s cost proposal in Excel format with active formulas (compatible with Microsoft Office 2016).

4. In accordance with Section 6.8 (HUB Subcontracting Plan), each USB must contain one

(1) file named “HUB Subcontracting Plan” in searchable PDF, that contains the Respondent’s HUB Subcontracting Plan and all supporting documentation.

RFP No. HHS0013404 Page 28 of 47

B. Submission Option #2: Respondent shall submit the following through the Online Bid Room utilizing the procedures in Exhibit I, HHS Online Bid Room:

1. One (1) file named “Original” that contains the Respondent’s entire Solicitation Response (except the cost proposal and HUB Subcontracting Plan) in searchable portable document format (PDF), unless otherwise specified for a particular attachment or exhibit.

2. If applicable in accordance with Section 8.1.5 (Public Information Act – Respondent Requirements Regarding Disclosure), one (1) file named “Public Information Act Copy” that contains the Respondent’s entire Solicitation Response, including all exhibits and attachments, in searchable PDF.

3. In accordance with Section 7.1 (Cost Proposal), must contain one (1) file named “Cost Proposal” that contains the Respondent’s cost proposal in Excel format with active formulas (compatible with Microsoft Office 2016).

4. In accordance with Section 6.8 (HUB Subcontracting Plan), must contain one (1) file named “HUB Subcontracting Plan” in searchable PDF, that contains the Respondent’s HUB Subcontracting Plan and all supporting documentation.

3.6.3 Submission Checklist

Solicitation Consideration and Award Consideration Documents, reference Section 1.2 (Definitions) must be submitted by the deadline for Solicitation Response submissions, reference Section 3.1 (Schedule of Events). Solicitation Consideration Documents will be reviewed as received, and Respondent will not have an opportunity to remedy missed requirements. At its sole discretion, HHSC may request some or all of the Respondents to remedy missing elements of Award Consideration Documents. Those marked “SC” are Solicitation Consideration Documents and those marked “AC” are Award Consideration Documents.

The Solicitation Response must be submitted using one of the approved methods identified in Section 3.6 (Solicitation Response Submission and Delivery). Below are the documents required to be submitted with the Solicitation Response. Where searchable PDF files are required, submission of non-searchable (image only) PDF files may result in disqualification from further consideration for Contract award.

A. Proposal and Respondent Information

1. Narrative Proposal (Section 5.1) SC ____

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2. Company Information (Section 6.1) SC ____

3. Franchise Tax Information (Section 6.2) AC ____

4. References (Section 6.3) AC ____

5. Major Subcontractor Information (Section 6.4) SC ____

6. HHS Solicitation Affirmations (Section 6.5, Exhibit A) SC ____

7. Assurances – Non-Construction Programs (Section 6.5, Exhibit F) AC ____

8. Certification Regarding Lobbying (Section 6.5, Exhibit G) AC ____

9. Exceptions (if applicable) (Section 3.5.4, Exhibit D) AC ____

10. Dun and Bradstreet Report (Section 6.6.1) AC ____

11. Financial Statements and Financial Solvency

(Section 6.6.2) AC ____

12. Corporate Guarantee (Section 6.7) AC ____

13. HHS Data Use Agreement and Security Privacy Inquiry

(Section 2.3, Exhibits C, C-1, and C-2)

AC ____

14. Certificate of Authority (Section 6.9) AC ____

15. Addenda (if applicable) AC ____

B. Cost Workbook (Section 7.1, Exhibit J) SC ____

C. HUB Subcontracting Plan (Section 6.8, Exhibit E) SC ____

3.6.4 Labeling and Delivery for USB Submission and Other Materials

Respondent must deliver Solicitation Responses submitted via USB by one of the methods below.

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Overnight/Express/Priority Mail Hand Delivery

Health and Human Services Commission ATTN: Response Coordinator

Tower Building Room 108 1100 W. 49th St., MC 2020

Austin, Texas 78756

Health and Human Services Commission ATTN: Response Coordinator

Procurement & Contracting Services Building

1100 W. 49th St., MC 2020 Austin, Texas 78756

BE ADVISED, all Solicitation Responses become the property of HHSC after submission and will not be returned to the Respondent. It is the Respondent’s responsibility to appropriately mark and deliver the Solicitation Response to HHSC PCS by the specified date. A dated shipping label, invoice of receipt from a from USPS or commercial carrier, or any other documentation in lieu of the on-site time stamp WILL NOT be accepted.

Each Respondent is solely responsible for ensuring its Solicitation Response is submitted in accordance with all Solicitation requirements, including, but not limited to, proper labeling of packages, sufficient postage or delivery fees, and ensuring timely receipt by HHSC. In no event will HHSC be responsible or liable for any delay or error in delivery. Solicitation Response must be RECEIVED by HHSC PCS by the Solicitation Response Deadline identified in Section 3.1 (Schedule of Events).

Solicitation Responses submitted via USB by mail or hand delivery shall be placed in a sealed package. The sealed package and the USB drives shall be clearly labeled on the outside as follows:

SOLICITATION NO: HHS0013404

SOLICITATION NAME Texas Youth Risk Behavior Survey (YRBS)

SOLICITATION RESPONSE DEADLINE November 28, 2023, by 10:30 a.m. Central Time

PURCHASER NAME: Fernando Garcia, CTCD, CTCM

RESPONDENT NAME: [Respondent Name]

It is Respondent’s sole responsibility to ensure that packaging is sufficient to prevent damage to contents. HHSC will not be responsible or liable for any damage, and damaged Solicitation Responses will not be considered at HHSC or DSHS’ sole discretion.

HHSC will not be held responsible for any Solicitation Response that is mishandled prior to receipt by HHSC PCS.