ESBD_File_347857_HHS0013354_Addendum 1_Vendor Conference and Attendee List.pdf

Preproposal Conference and HSP Training

Texas BRFSS Annual Telephone Survey Fiscal Year 2024 Request for Proposal No. HHS0013354

Introductions

Speakers

• Joseph Recio, Contract Specialist, CTCD

HHSC Procurement and Contracting Services

• Bob McCurdy, HUB Coordinator

Topics

• Communication

• Schedule of Events

• Procurement Access

• Procurement Background

• Procurement Requirements

• Proposal Screening and Evaluation

• Reminders

• HUB Subcontracting (HSP) Training

Communication

Sole Point of Contact

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

Joseph Recio, CTCD HHSC Contract Specialist 1100 W. 49th Street, Mail Code 2020 Austin, TX 78756 Email: joseph.recio@hhs.texas.gov

• All communication related to the RFP must be directed to the sole point of contact, Joseph Recio.

• 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.

• Exceptions to the Sole Point of Contact (RFP Section 3.3.1):

The only exceptions to the Sole Point of Contact is the HUB coordinator, Bob McCurdy.

Should Respondents have questions regarding proper completion of the HUB Subcontracting Plan, RFP Section 6.8 the HUB Coordinator may be contacted at bob.mccurdy@hhs.texas.gov.

Schedule of Events Event Date/Time

RFP Release Date January 11 , 2024

Deadline for Submitting Questions January 23, 2024, at 5:00 p.m. Central

Time

HSP Courtesy Review Due Date January 30, 2024, at 2:00 p.m. Central

Time Tentative Date to Post Answers to Questions on ESBD January 29, 2024

Deadline for Submission of Responses February 12, 2024, at 10:30 a.m. Central

Time

Evaluation Period March 2024

Anticipated Notice of Award May 2024

Anticipated Contract Start Date November 2024

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

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

HHSC and DSHS 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 and DSHS 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/HHS0013354

• 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.

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: Constance Conerly

P.O. Box 149166 Austin, TX 78714-9166

HHSC Procurement and Contracting Services (PCS)

Bid Room Attn: Constance Conerly 1100 West 49th Street;

Mail Code 2020 Building S

Austin, TX 78756

See Exhibit M, 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:

February 12, 2024, at 10:30 a.m. Central Time

1/17/2024

Submitting Proposal & Supporting Documents

Procurement Background

Texas BRFSS Annual Telephone Survey

• The Texas BRFSS, initiated in 1987, is a cooperative effort between the Centers for Disease Control and Prevention (CDC) and the DSHS BRFSS Program. The Texas BRFSS is an annual telephone survey that collects data about non-institutionalized adult Texas residents regarding their health-related risk behaviors, chronic conditions, and use of preventive health services.

• The Texas BRFSS began as a landline telephone survey and was expanded to include cellular telephone surveys in 2011. In 2011, cell phone surveys accounted for 10% of the sample and increased to 80% of the sample in 2022.

In 2022, TX collected 2,622 landline interviews and 10,986 cell phone interviews. In upcoming years during the proposed Contract Term, the CDC and DSHS may be expanding surveys utilizing other methods of data collection to include but not limited to SMS notifications/text messaging or web-based questionnaires. Number of surveys will vary per year.

Submission Requirements

Reminders

• Read the RFP thoroughly and include all required documents.

• Deadline to Submit Questions: January 23, 2024 @ 5:00 p.m.

Central Time

• Tentative Date Responses to Questions Posted on ESBD: January 29,

• Deadline to Request HSP Courtesy Review: January 30, 2024 @ 2:00 p.m.

• Proposals due: February 12, 2024, at 10:30 a.m. 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. Narrative/Technical Proposal: Article V

3. Minimum Qualifications: (Section 4.2.2)

Items to submit for a RESPONSIVE proposal:

4. Exhibit D, D-1 and D-2: Data Use Agreement and Security Privacy Inquiry Ensure the document is SIGNED.

5. Exhibit H: Assurances – Non-Construction Programs Ensure the document is SIGNED.

6. Exhibit I: Certification Regarding Lobbying Ensure the document is SIGNED.

Items to submit for a RESPONSIVE proposal:

7. Major Subcontractor Information: (Sections 6.4)

8. Exhibit G: 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

9. Exhibit K: Cost Proposal This is a fillable form which must be completed.

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)

• Project Work Plan (See Section 5.4)

• HHSC and 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.

• HHSC and 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.

No Guarantee of Volume, Usage or Compensation

It is highly encouraged, to submit for HSP review to HUB Coordinator, Bob McCurdy, prior to January 30, 2024, by 2:00 p.m. 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: joseph.recio@hhs.texas.gov

• Refer to RFP Section 3.3.4, 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 January, 23 2024 by 5:00 p.m. 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 addendum 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.

1/17/2024

Historically Underutilized Business (HUB)

HUB Subcontracting Plan (HSP)

Training 06/24/21

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

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 hhschuboutreach@hhs.texas.gov

(512) 406-2570

*Active solicitation HSP questions contact designated HUB Coordinator.

mailto:hhschuboutreach@hhs.texas.gov

HUB Coordinator Contact Information

Bob McCurdy bob.mccurdy@hhs.texas.gov

(512) 406-2534 mailto:hhschuboutreach@hhs.texas.gov

Thank You

Attendee Report: HHS0013354 - Texas Behavioral Risk Factor Surveillance System (BRFSS) Texas Annual Telephone Survey - Proposal Conference

Report Generated:

01/17/2024 12:12 PM CST

Webinar ID Actual Start Date/Time Duration # Registered # Attended 306-305-947 01/17/2024 10:53 AM CST 52 minutes 6 4

Staff Details Attended Interest Rating Last Name First Name Email Address Yes Not applicable for staff Contract Specialist PCS colette.norman@hhsc.state.tx.us Yes Not applicable for staff Amanda Herrera amanda.herrera@hhs.texas.gov Yes Not applicable for staff Joseph Recio joseph.recio@hhs.texas.gov No Not applicable for staff Bob McCurdy bob.mccurdy@hhs.texas.gov No Not applicable for staff Erin Silva erin.silva@hhs.texas.gov No Not applicable for staff Holly Muir holly.muir@hhs.texas.gov

Attendee Details

Attended Interest Rating Last Name First Name Email Address Organization Yes 41 Brody Mark Mark@trachmar.com TrachMar, LLC Yes 90 Ford Darrell dford@vergerdevelopment.com

Yes 77 Phillips Mia mia@promarkresearch.com Promark Research Corporation Yes 42 Simmons Ashley bids@eliteresearch.com Elite Research, LLC

No 0 Leggett Mary mleggett@rtg-tech.com Rose Technologies Group, LLC No 0 Tovar Ricardo "Richard" Richard.Tovar@lodstaffing.com LOD Staffing