ESBD_File_342834_HHS0013608 RFP WIC Dietetic Internship Coordinator.pdf

PCS 550 HHS RFP/RFO RFP No. HHS0013608 Page 1 of 41 Version 2.10 Revision Date 09/12/2023

Cecile E. Young, Executive Commissioner

Request for Proposals (RFP) for

Dietetic Internship Coordinator for the

Texas Women, Infants and Children (WIC) Dietetic Internship

RFP No. HHS0013608

Date of Release: December 12, 2023

Responses Due: January 16, 2024 by 10:30 a.m. Central Time

948-32 Dietician Services

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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 Project Background

2.2 Project Activities

2.3 Project Deliverables

2.4 Performance Measures

2.5 Travel Costs

2.6 Controlled Correspondence

2.7 Contract Award, Term, and Historical Compensation

2.7.1 Contract Award and Execution

2.7.2 Contract Term

2.7.3 Historical Compensation

2.8 Data Use Agreement and Security Privacy Inquiry

2.9 No Guarantee of Volume, Usage, or Compensation

2.10 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 Pre-proposal Conference

3.4.1 Attendance

3.4.2 Conference Logistical Information

3.4.3 Questions at Pre-Proposal Conference

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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/Technical Proposal

5.1 Narrative Proposal

5.1.1 Executive Summary

5.1.2 Project Work Plan

5.1.3 Key Staffing Profile

Article VI. Required Respondent Information

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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

7.2 Invoice Information

7.3 Invoice Submission

7.4 Dispute of Invoice(s)

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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8.3 Protest

Article IX. List of Exhibits

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ARTICLE I. EXECUTIVE SUMMARY, DEFINITIONS, AND AUTHORITY

1.1 EXECUTIVE SUMMARY

The Texas Health and Human Services Commission (HHSC) requests proposals from qualified Respondents to act as a coordinator for the HHSC Special Supplemental Nutrition Program for Women, Infants and Children (WIC) Dietetic Internship. The coordinator will work with the Texas WIC Dietetic Internship Director to complete all activities necessary for continuous maintenance of accreditation and quality improvement of the WIC Dietetic Internship.

HHSC Procurement and Contracting Services (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 v. 2.4 and provide all other required information and documentation as set forth in this Solicitation.

Information regarding HHSC’s WIC program is available online and can currently be accessed at:

https://www.hhs.texas.gov/providers/wic-providers. Information regarding the Texas WIC Dietetic Internship is available online and can currently be accessed at:

https://www.hhs.texas.gov/providers/wic-providers/wic-dietetic-internship.

1.2 DEFINITIONS

Refer to Exhibit B, HHS Uniform Terms and Conditions – Vendor v. 3.4 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:

“ACEND” means Accreditation Council for Education in Nutrition and Dietetics of the Academy of Nutrition and Dietetics, the accrediting agency for education programs preparing students for careers as registered dietitian nutritionists or nutrition and dietetics technicians, registered.

“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.

“Contract” has the same meaning as the definition in Exhibit B, HHS Uniform Terms and Conditions – Vendor v. 3.4.

https://www.hhs.texas.gov/providers/wic-providers https://www.hhs.texas.gov/providers/wic-providers/wic-dietetic-internship

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“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.

“Contractor” has the same meaning as the definition in Exhibit B, HHS Uniform Terms and Conditions – Vendor v. 3.4.

“CDR” means Commission on Dietetic Registration, the credentialing agency for the Academy of Nutrition and Dietetics, responsible for issuing the Registered Dietitian (RD), Registered Dietitian Nutritionist (RDN), Dietetic Technician Registered (DTR), and Nutrition Dietetic Technician Registered (NDTR) credentials.

“Effective Date” has the same meaning as the definition in Exhibit B, HHS Uniform Terms and Conditions – Vendor v. 3.4.

“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, HHS Uniform Terms and Conditions – Vendor v. 3.4.

“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 term of the Contract.

“ISPP” means Individual Supervised Practice Program. ISPP is an ACEND accredited program that allows internships to enroll a certain number of qualified interns outside of its regular supervised practice program.

“PDR” means project deliverable requirement.

“RD” means registered dietitian.

“RDN” means registered dietitian nutritionist.

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

“Solicitation” has the same meaning as the definition in Exhibit B, HHS Uniform Terms and Conditions – Vendor v. 3.4.

http://www.txsmartbuy.com/esbd

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“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.

“Special Supplemental Nutrition Program for Women, Infants and Children” means HHSC WIC, a nutrition program for pregnant, breastfeeding women and families with children younger than five (5).

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

“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 the authority of Texas Government Code Title 10, Subtitle D, Chapter 2155, Sections 2155.144(a), (b-1)(2), and (c); and Title 1 of the Texas Administrative Code, Part 15, Chapter 391, Subchapter B, Rule 391.201(a); and 42 U.S.C.

§1786, the Special Supplemental Nutrition Program for Women, Infants and Children.

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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ARTICLE II. SCOPE OF WORK

2.1 PROJECT BACKGROUND

The Texas WIC Dietetic Internship is housed in the HHSC WIC program and is currently granted full accreditation with the Accreditation Council for Education in Nutrition and Dietetics (ACEND) of the Academy of Nutrition and Dietetics. The Texas WIC Dietetic Internship is designed to train qualified nutritionists employed within HHSC’s WIC program or local Texas WIC agencies to become Registered Dieticians (RD) or Registered Dietitian Nutritionists (RDN).

Prospective interns in the Texas WIC Dietetic Internship submit applications in late spring of each year and, after consideration by the Texas WIC Dietetic Internship Selection Committee, are selected by July 1st. Internships begin in January and end with intern graduation in July or August of each year. Newly selected interns will complete numerous preparation assignments from September through December before beginning the official internship in January. Successful graduates are eligible to take the Commission on Dietetic Registration’s (CDR) credentialing exam to become a Registered Dietician (RD) or Registered Dietitian Nutritionist (RDN).

2.2 PROJECT ACTIVITIES

Contractor shall serve as the internship coordinator for the Texas WIC Dietetic Internship. In coordination with the Texas WIC Dietetic Internship Director, Contractor shall provide all activities necessary to ensure maintenance of the program according to the accreditation standards of the ACEND. Contractor’s performance of the activities and deliverables described in this section and Section 2.3, Project Deliverables will ensure quality improvement of the program.

Contractor shall coordinate, conduct, and complete all project activities and deliverables as outlined in Table 1: Project Activities. All project activities and materials are subject to oversight, review, and approval by the Texas WIC Dietetic Internship Director. HHSC may add, delete, or revise activities and deliverables throughout the term of any Contract awarded under this RFP to reflect quality improvements in the Texas WIC Dietetic Internship. Any such revisions will require a formal Contract amendment signed by both parties. Contractor’s activities shall be conducted virtually, however in person attendance is required for certain seminars in Austin, Texas, certain site visits to facilities in various cities across Texas, and occasional meetings with the Texas WIC Dietetic Internship Director in Austin, Texas.

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Table 1: Project Activities

1 Secure qualified preceptors and appropriate facilities (school districts, acute care hospitals, pediatric hospitals, WIC local agencies, lactation centers, and outpatient clinics), for placement of up to twelve (12) WIC dietetic interns and two (2) ISPP interns in food service management, medical nutrition therapy (adult and pediatric) and community nutrition rotations.

2 Ensure all intern facility on-boarding is completed in a timely manner. This includes coordinating and attending pre-rotation site visits and coordinating any additional background checks, drug screenings, facility pre-rotation assignments, and additional immunization documentation.

3 Review and update internship documents, including, intern and preceptor manuals, and additional related documents with guidance of the Texas WIC Dietetic Internship Director.

Updates may include staff contact information, internship rotation schedule, preceptor expectations, and changes related to current ACEND accreditation requirements such as planned supervised practice hours, competency descriptions, and policy updates.

4 Review, update, and post the preparation assignments to the intern SharePoint site throughout the preparation phase. Preparation assignments may include but are not limited to: nutrition assessment skills; medical nutrition therapy case-studies on various health conditions such as diabetes, heart disease, kidney disease, malnutrition, and cancer; menu planning assignment; school nutrition resources, and other assignments as determined based upon intern skills and learning needs. Review, update, and conduct webinars throughout the preparation phase. Webinars may include, but are not limited to: orientation, case study and research guidelines, and tutorials on various subjects per intern learning needs. Secure preparation resources and materials, as necessary.

5 Assess intern performance during the preparation period and provide ongoing feedback to interns. Provide weekly updates on intern performance to the Texas WIC Dietetic Internship Director.

6 Ensure each intern completes internship orientation and satisfies all internship requirements including background checks, immunizations, liability insurance, and other requirements as needed.

7 Review and revise curriculum for food service management, medical nutrition therapy, pediatric, and community nutrition rotations to ensure compliance with current ACEND accreditation standards (website: ACEND accreditation standards) and secure textbooks and educational resources, as necessary.

https://www.eatrightpro.org/acend/accreditation-standards-fees-and-policies/2022-standards-and-templates

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Table 1: Project Activities

8 Organize and conduct one-to-two-week pre-rotation seminars on food service management, medical nutrition therapy-adult, medical nutritional therapy-pediatrics, and community nutrition. Secure meeting space and speakers and provide feedback to interns on seminar activities.

9 Organize and conduct a one-week graduation seminar and graduation ceremonies. Secure meeting space and speakers and provide feedback to interns on seminar activities, secure textbooks and educational resources, as necessary.

10 Assess intern performance throughout the supervised practice experience and provide ongoing feedback to interns. Conduct performance assessments through grading learning activities, conducting comprehensive intern evaluations for each rotation and incorporating preceptor feedback. Provide weekly updates on intern performance to the Texas WIC Dietetic Internship Director.

11 Participate with Texas WIC Dietetic Internship Director in continuous quality improvement of curriculum, practice sites, and preceptors to ensure interns are developing expected ACEND competencies.

12 Track and document progress towards earning a graduate degree for interns that have not earned at least a master’s degree to ensure that all interns are eligible to take the CDR exam within a certain timeframe after graduating from the internship. Ensure transcripts are received once interns complete their graduate degree.

13 Implement the ACEND required RDN Core Competency Assessment Plan by tracking individual intern demonstration of core competencies. Review and update the plan as needed throughout the year.

14 Ensure maintenance of all ACEND required internship staff trainings.

15 Ensure maintenance of the Individualized Supervised Practice Program (ISPP) and modify as needed.

16 Participate on the Texas WIC Dietetic Internship Selection Committee to select interns including review of applications, interview of applicants, and evaluation of applicants’ critical thinking exercise. Participate in prospective intern recruitment activities including attendance at internship fairs at various colleges as opportunities arise.

17 Meet with the Texas WIC Dietetic Internship Director on a regular basis to plan, develop, and coordinate internship activities.

https://www.eatrightpro.org/acend/accreditation-standards-fees-and-policies/2022-standards-and-templates

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2.3 PROJECT DELIVERABLES

Contractor shall complete all project deliverable requirements as follows:

Table 2: Project Deliverable Requirements

Requirement ID# Project Deliverable Requirement Frequency

PDR 001 Complete and submit revised intern manual. August

PDR 002 Complete and submit revised preceptor manual for each rotation:

1. Food Service Management Rotation (Due December).

2. Medical Nutrition Therapy Rotation (Adult) (Due December).

3. Medical Nutrition Therapy Rotation (Pediatric) (Due March).

4. Community Nutrition Rotation (Due April).

December, March, April

PDR 003 Complete and submit revised curriculum in MS Word format for each of the four rotations:

1. Food Service Management Rotation (Due January).

2. Medical Nutrition Therapy Rotation (Adult) (Due

February).

3. Medical Nutrition Therapy Rotation (Pediatric) (Due April).

4. Community Nutrition Rotation Due (Due May).

The curriculum shall include detailed instructions and identify the associated ACEND competencies for each learning activity.

January, February, April, May

PDR 004 Complete and submit seminar agenda for each of the following:

1. Food Service Management Seminar (Due January).

2. Medical Nutrition Therapy Seminar (Adult) (Due February).

3. Medical Nutrition Therapy Seminar (Pediatric) (Due April).

4. Community Nutrition Seminar (Due May).

5. Graduation Seminar (Due July).

January, February, April May, July.

PDR 005 Complete and submit preparation assignment list and associated due dates.

August

PDR 006 Complete and submit preparation webinar agendas. August, September, October

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Requirement ID# Project Deliverable Requirement Frequency

PDR 007 Complete and submit a written report for each intern summarizing overall internship performance and confirming each rotation was successfully completed.

July

PDR 008 Complete and submit an intern application process timeline. December

PDR 009 Complete and submit minutes from meetings with the Texas WIC Dietetic Internship Director.

each month of the Contract Term

2.4 PERFORMANCE MEASURES

HHSC will monitor the performance of any Contract awarded under this Solicitation. All services and deliverables under the Contract shall be provided at an acceptable quality level and in a manner consistent with acceptable industry standards, custom, and practice. If requested by HHSC, Contractor shall report on the progress towards completion of the deliverable requirements and other relevant information as determined by HHSC to demonstrate that their activities and services effectively address and achieve the program’s stated purpose.

Noncompliance with performance requirements will be addressed as outlined in Exhibit B, HHS Uniform Terms and Conditions – Vendor v. 3.4, Article IX, Contract Remedies and Early Termination.

2.5 TRAVEL COSTS

Travel expenses (lodging, food, rental car use or mileage for personal car use, parking, tolls) will be reimbursed at the State of Texas travel reimbursement rates which are available on the Texas Comptroller of Public Account’s Textravel website at:

https://fmx.cpa.texas.gov/fmx/travel/textravel/rates/current.php. Travel reimbursement does not include tips.

HHSC may require Contractor to attend meetings in Austin, Texas, conduct site visits at facilities across Texas, attend the Texas Academy Food & Nutrition Conference & Expo, and other meetings or conferences. The Contractor will be reimbursed for approved travel expenses at the Textravel reimbursement rates.

The Texas WIC Dietetic Internship Director must approve all out-of-state travel in advance, in writing.

The Contractor shall use reasonable efforts to secure airline, hotel, and ground transportation most advantageous to the State of Texas.

Travel costs may be reimbursed up to a maximum of $3,000 per Contract Term year.

https://fmx.cpa.texas.gov/fmx/travel/textravel/rates/current.php

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2.6 CONTROLLED CORRESPONDENCE

To track and document requests for decisions and/or information, and the subsequent response to those requests, HHSC and the Contractor will use controlled correspondence. To be effective, each controlled correspondence document must be signed by both the designated HHSC Contract Manager (or designees) and the Contractor’s representative identified in the Contract. Controlled correspondence documents will be maintained by both HHSC and Contractor in an on-going log and will become part of the standard status reporting process. The controlled correspondence process may be used to document mutually agreeable operational departures from the specifications and/or changes to the specifications, provided such specifications are not expressly set forth in the Contract. Controlled correspondence may be used to document the cost impacts of proposed changes; however, controlled correspondence cannot be the basis of a claim for any pricing adjustment, (e.g., equitable adjustment). Controlled correspondence may be used to memorialize the utilization of a rate that is less than the not-to-exceed pricing specified in the Contract. Any change that involves an increase in pricing must be addressed in a formal Contract amendment. For the avoidance of doubt, controlled correspondence may not be used to affect a material obligation of the Contract including, but not limited to, pricing, project deliverables, or contract duration.

2.7 CONTRACT AWARD, TERM, AND HISTORICAL COMPENSATION

2.7.1 Contract Award and Execution

HHSC intends to award one Contract as a result of this Solicitation. Any award is contingent upon approval of the HHSC Executive Commissioner or their designee.

If, for any reason, a final Contract cannot be executed with a Respondent selected for award within sixty (60) days of HHSC’s determination to seek to contract with that Respondent, HHSC may negotiate a Contract with the next highest-scoring Respondent or may withdraw, modify, or partially award this Solicitation.

2.7.2 Contract Term

The initial term of any Contract resulting from this Solicitation will be for four (4) years. HHSC, at its sole option, may extend any Contract awarded pursuant to this Solicitation for up to one (1) additional year.

Following the base term and any allowable renewals or extensions, HHSC may extend any resulting Contract for not more than one additional option period to address immediate operational or service delivery needs. If the resulting Contract does not include a defined option period, the extension is limited to one year.

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2.7.3 Historical Compensation

Historical compensation under Contracts with similar scope and size to this Solicitation has been approximately $925,519.20 for the period of September 1, 2019, through August 31, 2023.

Notwithstanding Section 2.2.3, Historical Compensation, HHSC reserves the right to adjust any projected amount based on state funding during the term of a resulting Contract.

2.8 DATA USE AGREEMENT AND SECURITY PRIVACY INQUIRY

By entering into a Contract with HHSC as a result of this Solicitation, Respondent agrees to be bound by the terms of the HHS Data Use Agreement v. 8.5, attached as Exhibit D.

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

2.9 NO GUARANTEE OF VOLUME, USAGE, OR COMPENSATION

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.

2.10 GOVERNMENTAL ENTITIES

If Respondent is responding to this Solicitation in its capacity as a governmental entity, 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 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 December 12, 2023

Pre-proposal Conference-Attendance is Optional

December 15, 2023, at 1:00 p.m. Central Time

Deadline for Submitting Questions or Requests for Clarification

December 19, 2023, at 5:00 p.m. Central Time

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

December 22, 2023

Deadline for courtesy HSP Review January 5, 2024, at 5:00 p.m. Central Time

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

January 16, 2024, at 10:30 a.m. Central Time

Evaluation Period January – February 2024

Anticipated Notice of Award 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.

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

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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 Sole Point of Contact (Section 3.3.1) 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 Sole Point of Contact (Section 3.3.1), 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 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.

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.

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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Name Katrina Chester, CTCD

Title PCS Purchaser

Phone (512) 406-2539

Address Procurement and Contracting Services Building

1100 West 49th Street, MC: 2020

Austin, Texas 78756

Email Katrina.Chester@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, 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 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 are as follows:

a. Respondents with questions relating to the HUB Subcontracting Plan are permitted to direct those questions to the HUB coordinator at Kayle.Ferguson@hhs.texas.gov.

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.

mailto:Kayle.Ferguson@hhs.texas.gov

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3.3.4 Solicitation Questions

HHSC will allow written questions and requests for clarification regarding this Solicitation.

Questions must be submitted by e-mail to the Sole Point of Contact (Section 3.3.1) 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 reserves the right to amend answers previously posted, prior to the Solicitation response deadline referenced in 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 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; may also reference procurement library documents in this manner, if applicable);

3. Question topic (e.g., “Schedule of Events,” or “Exhibit I, HHS Online Bid Room Instructions”); and

4. Question for HHSC.

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 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 PRE-PROPOSAL CONFERENCE

3.4.1 Attendance

HHSC PCS will conduct a pre-proposal conference. Attendance is optional but highly recommended.

In-person attendees are required to sign an attendance log prior to leaving the pre-proposal conference. Attendees to virtual pre-proposal conferences are required to send an email to the Sole Point of Contact (Section 3.3.1), advising of participation in the pre-proposal conference.

Attendees must provide their name, phone number, and name of the company they are representing regardless of whether the pre-proposal conference is in-person or virtual.

3.4.2 Conference Logistical Information

HHSC PCS will hold the pre-proposal 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.

Webinar Information:

Registration URL: https://attendee.gotowebinar.com/register/1223571059467809626

Webinar ID: 540-148-467

3.4.3 Questions at Pre-Proposal Conference

a. Reference Section 3.3.4 (Solicitation Questions) for the required format and information to be provided for submission of questions and requests for clarification.

b. Attendees may submit questions in writing at the conference. All questions must be in the required format and include the information as referenced in Section 3.3.4 (Solicitation Questions).

c. During the conference, HHSC may provide responses to questions and requests for clarification, but only written responses posted by HHSC PCS as an Addendum to the Solicitation on the ESBD will be considered an official, binding update to the Solicitation.

d. HHSC reserves the right to amend, prior to the Solicitation Response Deadline, answers previously posted. Amended answers will be posted on the ESBD. Notification of posting will be in accordance with Section 3.1 (Schedule of Events).

https://attendee.gotowebinar.com/register/1223571059467809626

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e. Conversations with HHSC program area staff before or after the pre-proposal conference are prohibited.

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 in 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/technical proposal should not exceed (50) 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.

3.5.3 Discrepancies

In the event of any discrepancies or variations between copies, HHSC 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, 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 will disqualify the Solicitation Response and it will not be evaluated. HHSC will not accept submissions after the “Deadline for Submission of Solicitation Responses” in 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 E to this Solicitation and provide all

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Revision Date 09/12/2023 information requested on the form. Any exception that does not provide all required information in the format set forth in Exhibit E 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.

3.5.5 Assumptions

Respondent must identify on Assumptions Form, Exhibit F any business, economic, legal, programmatic, or practical assumptions that underlie the Respondent’s response to the Solicitation.

HHSC reserves the right to accept or reject any assumptions. All assumptions not expressly identified and incorporated into any Contract resulting from this RFP are deemed rejected by

HHSC.

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.

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 USB drives—one (1) labeled “Original Proposal” and one (1) labeled “Copy”—containing the following documents:

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1. Each USB must contain one 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 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 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 file named “HUB Subcontracting Plan” in searchable PDF, that contains the Respondent’s HUB Subcontracting Plan and all supporting documentation.

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

1. One 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 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 submission must contain one 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 submission must contain one file named “HUB Subcontracting Plan” in searchable PDF, which 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

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Revision Date 09/12/2023 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 ____

2. Company Information (Section 6.1) SC ____

3. Franchise Tax – Right to Transact Business in Texas

(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. Security and Privacy Inquiry (SPI) (Section 2.8, Exhibit D-1) AC ____

8. Exceptions (if applicable) (Section 3.5.4, Exhibit E) AC ____

9. Assumptions (if applicable) (Section 3.5.5, Exhibit F) AC ____

10. Assurances – Non-Construction Programs (Section 6.5, Exhibit G) AC ____

11. Certification Regarding Lobbying (Section 6.5, Exhibit H) AC ____

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

13. Financial Statements and Financial Solvency (Section 6.6.2) AC ____

14. Corporate Guarantee (Section 6.7) AC ____

15. Certificate of Authority (Section 6.9) AC ____

B. Cost Proposal (Article VII, Exhibit K) SC ____

C. HUB Subcontracting Plan (Section 6.8, Exhibit L) 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.

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

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Revision Date 09/12/2023

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 an 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: HHS0013608

SOLICITATION NAME Dietetic Internship Coordinator for the Texas Women, Infant and Children (WIC) Dietetic Internship

SOLICITATION RESPONSE DEADLINE January 16, 2024

PURCHASER NAME: Katrina Chester, CTCD

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’ sole discretion.

HHSC will not be held responsible for any Solicitation Response that is mishandled prior to receipt by HHSC PCS. It is the Respondent’s sole responsibility to mark appropriately and deliver the Solicitation Response to HHSC PCS by the specified date and time. HHSC will not be responsible for late delivery, inappropriately identified documents, or other submission errors that may lead to disqualification or nonreceipt of the Respondent’s Solicitation Response.

3.6.5 Modifications and Withdrawals

Prior to the Solicitation Response submission deadline in Section 3.1 (Schedule of Events), Respondent may: (1) withdraw its Solicitation Response by submitting a written request to the Sole Point of Contact identified in Section 3.3.1 (Sole Point of Contact); or (2) modify its Solicitation Response by submitting a written amendment to the Sole Point of Contact identified in Section 3.3.1 (Sole Point of Contact). When modifying its Solicitation Response, Respondent

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ARTICLE IV. SOLICITATION RESPONSE EVALUATION AND AWARD

PROCESS

4.1 CONFORMANCE WITH STATE LAW

Solicitation Responses shall be evaluated in accordance with Texas Government Code, Title 10, Subtitle D, Chapter 2155.144(d). HHSC shall not be obligated to select the lowest priced Solicitation Response but shall make an award to the Respondent that provides the best value to the State of Texas.

4.2 BEST VALUE DETERMINATION

4.2.1 Selection Methodology

Solicitation Responses that meet the minimum qualifications will be submitted to the evaluation team for review and scoring. Each member of the evaluation team will receive a copy of each responsive Solicitation Response. The evaluators will review the Solicitation Responses considering the criteria listed in Section 4.2.5 (Written Response Evaluation Criteria).

Evaluators will individually score the Solicitation Responses. This procurement will utilize an aggregated individual evaluation or other methodology as outlined by this section.

The following…