ESBD_File_342834_HHS0013608_Attachment to Addendum 1.pdf

Pre-proposal Conference and HSP Training

WIC Dietetic Internship Coordinator

RFP No. HHS0013608

December 15, 2023, at 1:00 PM Central Time

Introductions

Speakers

• Bianca Hernandez, Contract Specialist V, HHSC Procurement and Contracting Services

• Kayla Ferguson, HUB Coordinator

Topics

• Communication

• Schedule of Events

• Procurement Access

• Procurement Requirements

• Proposal Screening and Evaluation

• Reminders

• HUB Subcontracting (HSP) Training

Communication

Sole Point of Contact ( RFP Section 3.3.1)

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

Katrina Chester, CTCD HHSC Contract Specialist

1100 W. 49th Street, Mail Code 2020

Austin, TX 78756

Email: Katrina.Chester@hhs.texs.gov

Sole Point of Contact

• All communication related to the RFP must be directed to the sole point of contact, Katrina

Chester.

• All communications between Respondents and other HHSC staff members concerning the RFP are strictly prohibited.

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

Sole Point of Contact

• Exceptions to the Sole Point of Contact (RFP

Section 3.3.3):

The only exceptions to the Sole Point of Contact is the HUB coordinator, Kayla Ferguson.

Should Respondents have questions regarding proper completion of the HUB Subcontracting

Plan, (RFP Section 6.8) the HUB Coordinator may be contacted at Kayla.Ferguson@hhs.texas.gov.

Schedule of Events

Event Date/Time

RFP Release Date December 12, 2023

Deadline for Submitting Questions December 19, 2023, at 5:00 PM Central Time

Tentative Date to Post Answers to Questions on ESBD December 22, 2023

HSP Courtesy Review Due Date January 5, 2024, at 5:00 PM Central Time

Deadline for Submission of Responses January 16, 2024, at 10:30 AM Central Time

Evaluation Period January - February 2024

Anticipated Notice of Award May 2024

Anticipated Contract Start Date September 1, 2024

Procurement Access

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

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

HHSC reserves the right to cancel this RFP, 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 RFP and application materials are posted to the State of Texas ESBD webpages at:

https://www.txsmartbuy.com/esbddetails/view/HHS0013608

• 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.

https://www.txsmartbuy.com/esbddetails/view/HHS0013608

Submitting Proposal & Supporting Documents

Options for submission:

Option 1 - USBs Option 2-Online Bid Room

U.S. Postal Service Express/

Overnight Delivery HHS Online Bid Room

HHSC Procurement & Contracting Services (PCS)

Bid Room Attn: Response Coordinator 1100 West 49th Street; Mail

Code 2020 Building S

Austin, TX 78756

HHSC Procurement and Contracting Services (PCS)

Bid Room Attn: Response Coordinator

1100 West 49th Street;

Mail Code 2020

Building S Austin, TX 78756

See Exhibit I, HHS Online Bid Room https://hhs.texas.gov/doin g-business-hhs/contracting-hhs/hhs-online-bid-room https://hhs.texas.gov/doing-business-hhs/contracting-hhs/hhs-online-bid-room https://hhs.texas.gov/doing-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:

January 16, 2024, at 10:30 AM Central Time

12/15/2023

Submitting Proposal & Supporting Documents

Procurement Background

Texas WIC Dietetic Internship

• ACEND* an accredited program which began in 2000.

• Provides 1060+ hours of supervised practice for up to

12 interns per year.

• Interns are nutritionists that are employed in various

Local WIC Agencies across the State of Texas.

• The dietetic internship coordinator assists the internship director in all aspects of the internship.

*ACEND = Accreditation Council for Education in Nutrition and Dietetics

Submission Requirements

Reminders

• Read the RFP thoroughly and include all required documents.

• Deadline to Submit Questions or Requests for Clarification:

December 19, 2023, at 5:00 PM Central Time

• Date Responses to Questions Posted on ESBD: December 22,2023

• Deadline to Request HSP Courtesy Review: January 5, 2024, at

5:00 PM Central Time

• Proposals due: January 16, 2024, at 10:30 AM Central Time

• 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 L: 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 RFP Section 6.8 HUB Subcontracting Plan.

3. Exhibit K: Cost Proposal

This is a fillable form which must be completed.

Items to submit for a RESPONSIVE proposal:

4. Narrative Proposal

Please see, Section 5.1

5. Company Information

Please see, Section 6.1

6. Major Subcontractor Information

Please see, Section 6.4

Proposal Screening & Evaluation

Evaluation and Award Process

• Initial Screening of Minimum Qualifications (see RFP

Section 4.2.2).

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

RFP Section 4.2.5).

• 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.

No Guarantee of Volume, Usage or Compensation

It is highly encouraged, to submit for HSP review to HUB Coordinator, Kayla Ferguson prior to

January 5, 2024, by 5:00 PM Central Time.

It’s strongly recommended to use this resource, as an incomplete or incorrect HSP can result in a non-responsive proposal.

HSP Courtesy Review

• All questions must be submitted in writing to the

Contract Specialist at:

Katrina.Chester@hhs.texas.gov

• Refer to RFP Section 4.3, 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 December 19, 2023, by 5:00 PM Central Time.

Questions

Closing Comments

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

• Respondents must check the ESBD webpage frequently for any addenda 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.

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

Click to add text

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

Kayla.ferguson@hhs.texas.gov

(512) 438-2419

*Active solicitation HSP questions contact designated HUB Coordinator.

mailto:hhschuboutreach@hhs.texas.gov