ESBD_File_347857_HHS0013354 Texas BRFSS Annual Telephone Survey.pdf

PCS 550 HHS RFP/RFO Template, Version 2.10 Revision Date 09/12/2023

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Cecile E. Young, Executive Commissioner

Request for Proposals (RFP) for

Texas Behavioral Risk Factor Surveillance System (BRFSS) Texas Annual Telephone Survey

RFP No. HHS0013354

Date of Release: January 11, 2024

Deadline for Submission of Solicitation Responses :

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

NIGP Class/Item Codes 915-20 - Call Center Services 915-44 – *Fulfillment, Including Data Processing, Packaging, Labeling and Mailing of Literature as a Package 915-76 – Telephone Services, Including Installation, Moves, Changes, Adds, Programming, Removal, Training, etc., Including Pay Telephones 915-77 – *Telephone Services, Long Distance and Local, Including 800, Telex, Watts Services, and offender Telephone Systems 917-27 - Contracted Services, Research Subject 918-12 – Analytical Predictive Studies and Surveys Consulting 920-21 – *Data Entry Services 961-53 - *Marketing Service, Including Distribution, Public Opinion Surveys, Research, Sales

Promotions, etc.

962-69 – *Personnel Services, Temporary

* denotes Automated Information Systems

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Table of Contents Article I. Introduction, Definitions, and Authority

1.1 Introduction

1.2 Definitions

1.3 Authority

Article II. Scope of Work

2.1 Statement of Work

2.1.1 Background

2.1.2 Texas BRFSS Questionnaire

2.1.3 Possibility to Split into Multiple Surveys

2.1.4 Sampling Differs by Year

2.1.5 Additional Projects

2.1.6 Description of Services

2.1.7 Contractor Requirements and Preferences

2.1.8 Agency Requirements

2.1.9 Project Work Plan

2.1.10 Project Deliverables

2.1.11 Performance Measures and Associated Remedies

2.1.12 Acceptance Criteria

2.1.13 Transition Period Activities

2.1.14 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

2.2.4 Funding Period

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

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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

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 Final Written Response Score

4.2.7 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

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5.2 Experience

5.3 Contractor Requirements

5.4 Project Workplan

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

8.2.2 Alternative Insurability

8.3 Protest

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Article IX. List of Exhibits, Forms, and Attachments

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ARTICLE I. INTRODUCTION, DEFINITIONS, AND AUTHORITY

1.1 INTRODUCTION

The Texas Health and Human Services Commission (HHSC) on behalf of the Texas Department of State Health Services (DSHS) is seeking qualified entities for the collection of landline telephone and cellular telephone surveys for the Texas Behavioral Risk Factor Surveillance System

(BRFSS).

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

1.2 DEFINITIONS

Refer to Exhibit B, Texas Health and Human Services (HHS) Uniform Terms and Conditions (UTC) – Vendor, Version 3.4, and Exhibit C, Texas Health and Human Services (HHS) Additional Provisions, Version 1.0, 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 any day except any Saturday, any Sunday, or any day which is a legal holiday or any day on which banking institutions are authorized or required by law or other governmental action to close.

“CATI System” or “Computer-Assisted Telephone Interviewing” means a telephone surveying technique in which the interviewer follows a script provided by a software application.

“Cleaned” means process of detecting and correcting corrupt, duplicate, incomplete, or inaccurate data.

https://www.dshs.texas.gov/ https://en.wikipedia.org/wiki/Telephone https://en.wikipedia.org/wiki/Statistical_survey

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“Cognitive Test” means to investigate how well questions perform when asked of survey respondents and to see how well the respondents understand the questions and provide accurate answers.

“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, Texas Health and Human Services (HHS) Uniform Terms and Conditions – Vendor, Version 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” means Historically Underutilized Business, as defined by Chapter 2161 of the Texas Government Code.

“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.

“Programmed Version” means version of survey compiled by contractor before DSHS approval.

“Randomized-digit dialing” means the method for selecting people for involvement in telephone statistical surveys by generating telephone numbers at random.

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

“Solicitation” means this RFP including all exhibits, and Addenda(s).

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.

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

“Uniform Terms and Conditions” or “(UTCs)” or “Exhibit B, Texas Health and Human Services (HHS) Uniform Terms and Conditions – Vendor, Version 3.4” means the terms and conditions that govern any application to this RFP. Also, is an know as Exhibit B, Texas Health and Human Services (HHS) Uniform Terms and Conditions – Vendor, Version 3.4

“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 or DSHS is soliciting the services stated in this Solicitation under of the authority Texas Government Code Tex. Gov’t § 2155.144 (a), (b-1) (2).

ARTICLE II. SCOPE OF WORK

2.1 STATEMENT OF WORK

2.1.1 Background

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. Amount of surveys will vary per year.

https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2262.htm#2262.055 https://texreg.sos.state.tx.us/public/readtac%24ext.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%24ext.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 Texas BRFSS is an important tool for decision-making throughout DSHS and the public health community. It is used to identify public health problems, set priorities and goals, design policies and interventions, and evaluate the long-term impact of those efforts.

2.1.2 Texas BRFSS Questionnaire

The Texas BRFSS questionnaire is developed each year in collaboration with CDC and DSHS, with a finalized version of the questionnaire available about two to three months before administration of the annual calendar year survey administered January through December. The annual questionnaire comprises of three parts listed below:

A. Standard and Rotating Core Questions:

1. The standard core portion of the questionnaire is included each year and must be asked by all states. The standard core questions may include emerging core questions about “late-breaking” health issues that may be added during the survey year at the CDC’s direction.

After one year of inclusion, emerging core questions are either discontinued, incorporated back into the standard core questions, become part of the rotating core questions, or become optional modules;

2. The rotating core portion of the questionnaire is asked by all states on a biennial basis.

These rotating core questions regularly appear in even- and odd-numbered years. States may use rotating core questions as optional modules in off-year questionnaires. Some questions are on three- or four-year rotating schedules;

B. Optional Modules: Optional modules are sets of standardized questions on various topics that each state may select and include in its questionnaire. Once selected, a module must be used in its entirety and asked of all eligible respondents. If an optional module is modified in any way (e.g., if a question is omitted), then the questions will be treated as state-added questions;

C. State-added Questions: CDC encourages states to add their own questions to their questionnaire, so they can gather data on additional topics related to their specific health priorities. State-added questions may not be inserted into the text of the core questionnaire or optional modules without approval from CDC.

2.1.3 Possibility to Split into Multiple Surveys

The annual Texas BRFSS Telephone Survey may have more than one version of the survey in a given year. In the past, some Texas BRFSS surveys contained many questions and therefore multiple versions (splits) of the survey were used to keep the time to answer the survey at a reasonable length and ensure respondent cooperation. The number of questions included in the Texas BRFSS Survey is decided year by year and depends on stakeholder needs and the availability of funding.

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2.1.4 Sampling Differs by Year

The sampling plan for the Texas BRFSS is also decided on an annual basis. The state is divided into geographic strata (sampling areas) for both landline and cellular telephone surveys so that a minimum number of surveys can be collected for each area. The number of sampling areas can change from year to year based on recommendations from CDC, the addition of extra sampling requested for a particular area (oversample), and the availability of funding.

2.1.5 Additional Projects

Additional projects may also be included as part of the annual Texas BRFSS. Such projects may include additional funding, asking additional questions among the entire sample, or calling back and asking additional questions among a subsample. Callback Surveys have historically been administered with additional funding. Other health specific surveys may be included on a year-by-year basis.

2.1.6 Description of Services

Contractor will provide telephone call center services to administer the Texas BRFSS surveys continuously through each year (January through December). Contractor will conduct the surveys for both landline and cell phone participants. The state uses a standardized core questionnaire, optional modules, and Texas specific questions. Randomized digital-dialing is used for calls.

Contractor may assist DSHS with Texas based questions only. An example of the 2022 Texas BRFSS Questionnaire is found in Exhibit L, 2022 BRFSS Data Collection Protocol with Disposition Table pages 21 to 173. Contractor will collect data and provide results to DSHS that will, in turn, submit this information to the CDC for Texas' BRFSS program.

2.1.7 Contractor Requirements and Preferences

2.1.7.1 Contractor Requirements

Contractor shall:

A. Have a minimum of five (5) years’ experience providing large, statewide, population-based, Randomized digit-dialed surveys;

B. Have a minimum of three (3) years’ experience providing BRFSS-specific, Randomized digital-dialed surveys;

C. Have the capacity to collect at least 10,000 completed surveys (disposition code 1100) and a maximum of 20,000 completed surveys (disposition code 1100) for both landline and cellular telephone surveys;

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D. Have interviewers with previous telephone survey or BRFSS survey experience on the Texas BRFSS landline and cellular telephone surveys;

E. Train its personnel to administer Texas BRFSS Questionnaire;

F. Conduct phone interviews to administer the annual Texas BRFSS Questionnaire and collect resulting data;

G. Conduct the annual Texas BRFSS Questionnaire using Randomized Digital Dialing (RDD) techniques on both landlines and cellphones;

H. Provide Texas BRFSS Coordinator with an English and Spanish version of the survey, in the format provided by the survey system, with all survey notes, as well as a DSHS-preferred format prior to the beginning of the survey year;

I. Provide bilingual English/Spanish speakers to make phone call and collect data;

J. Assign a management-level employee to be responsible for the state account and provide one

Project Manager assigned to all Texas projects with communication available by phone or email Monday-Friday between 8:00 a.m. – 4:00 p.m. CST;

K. Follow Data Collection Protocols in Exhibit L, 2022 BRFSS Data Collection Protocol with

Disposition Table p. 9;

L. Follow Survey Protocol in Exhibit L, 2022 BRFSS Data Collection Protocol with Disposition Table p. 10;

M. Follow Callback Rules in Exhibit L, 2022 BRFSS Data Collection Protocol with Disposition Table p. 175-193;

N. Provide collected data to DSHS in an agency approved format;

O. Allow DSHS to monitor and evaluate interviewers;

P. Support additional projects, as requested by the DSHS program per Section 2.1.5, Additional

Projects; and

Q. Schedule and attend required weekly progress meetings via conference call with DSHS.

2.1.7.2 Preferences for Contractor

DSHS prefers the Contractor has the following:

A. The capability to expand survey data collection modes to include but not limited to SMS notifications/text messaging or web-based questionnaires; and

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B. The Contractor’s organization has three (3) years’ experience collecting surveys via text messaging notifications or web-based questionnaires.

2.1.8 Agency Requirements

DSHS will:

A. Provide core questions and optional modules to the Contractor;

B. Provide State-added questions to the Contractor; Input may be requested from Contractor;

C. Set up the surveys according to Section 2.1.1, Background;

D. Design samples for both landline and cellular phone respondents according to Section 2.1.1, Background;

E. Get CDC approvals for the data collection procedures;

F. Provide approvals for Contractor’s deliverables including, but not limited to, final work plans, interviewer training materials and English-Spanish translations;

G. Provide layout for collected data to be submitted to DSHS; and

H. Provide an agency contract for the Contractor.

2.1.9 Project Work Plan

Contractor shall include the following requirements in its work plan:

Work Plan Requirement

(WPR) ID

Category

Description

WPR-001

General

Submit a final Work Plan to the Texas BRFSS Coordinator at BRFSS@dshs.texas.gov, including a specific timeline for the delivery of all data collection tasks, within five Business Days of the Effective Date of the awarded contract.

WPR-002

General

Operate or open a call center or data collection office in Texas or bring business and jobs to Texas through the utilization and training of qualified local call centers.

WPR-003

Procedure

Provide a toll-free number for telephone contact to call for verification of the legitimacy of the survey and to take the survey at the respondent’s convenience.

mailto:BRFSS@dshs.texas.gov

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Work Plan

WPR-004

Procedure

Develop and maintain procedures to:

A. Ensure the confidentiality of respondents;

B. Ensure and document the quality of the interviewing process; and C. Supervise and monitor the interviewers.

WPR-005

Procedure

Meet or exceed data collection policies, procedures, and recommendations in the CDC’s yearly BRFSS Data Collection Protocol, as stated in Exhibit L, 2022 BRFSS Data Collection Protocol with Disposition Table.

WPR-006

Procedure

Provide Texas BRFSS Coordinator with a completed state data layout to be sent to CDC by January 31 of the data collection year.

WPR-007 Question Preparation

Assist the Texas BRFSS Program with the development of new state-added questions and annual sampling design.

WPR-008 Question Preparation

Have the ability to field or Cognitive Test up to 5 additional questions at the end of a survey year for the next year’s survey administration.

WPR-009

Question Preparation

Translate the Texas BRFSS questionnaire to Spanish versions that meet Texas regional dialects, provide Hispanic variable coding, and use bilingual interviewers to call Hispanic-flagged records.

WPR-010

Provide Texas BRFSS Coordinator with an English and Spanish version of the survey, in the format provided by the survey system, with all survey notes, as well as a DSHS-preferred format prior to the beginning of the survey year.

WPR-011 Survey Preparation

Provide a Programmed Version of the survey questionnaire to DSHS prior to the beginning of the survey year for DSHS approval to test within the DSHS specified timeframe.

WPR-012 Survey Preparation

Develop interviewer training materials by January 31of the data collection year.

WPR-013

Have the capability to print and mail out advance survey notification letters, with an Austin, Texas postmark, to the landline and cellular telephone samples containing an address match if advance letters are required by the Texas BRFSS Program for a data collection year.

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WPR-014 Conducting Surveys

Work with the Texas BRFSS Program to determine adjustments in calling protocol, such as:

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Work Plan

A. eliminating duplicate numbers in the sample, B. number of calling attempts;

C. dialing pre-calls;

D. answering machine scripts; and E. callback refusals, prior to the beginning of the survey year CDC’s 2022 BRFSS Data Collection Protocol with Disposition Table, as shown in Exhibit L,2022 BRFSS Data Collection Protocol with Disposition Table.

WPR-015

Conducting Surveys

Make adjustments to the cell phone sample, during the course of the year, to take into account cell phone completed surveys that are transferred to a different geographic stratum than originally selected.

WPR-016

Conducting Surveys

Respond to Texas BRFSS Coordinator with any data collection issues, within one week of the DSHS inquiry, by email or phone call, and discuss how to correct the reported issues. Texas BRFSS Coordinator will follow up as necessary to resolve any reported issues.

WPR-017 Conducting Surveys

Have the capacity to make modifications, including the addition of questions or special surveys, during each survey year.

WPR-018 Monitoring Hold weekly meetings via conference call with the Texas BRFSS Coordinator to discuss project and survey progress.

WPR-019

Monitoring

Respond to Texas BRFSS Coordinator within one Business Day with the calling disposition history of a respective record if a respondent calls or emails DSHS to be removed from the calling database.

WPR-020

Monitoring

Have the ability for DSHS to monitor live interviews offsite. This includes DSHS being able to view the interviewer’s data entry screen and hear the interview in progress.

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2.1.10 Project Deliverables

The Contractor will:

Project

Deliverables

(PDR) ID

Due Dates

PDR-001

Submit a final work plan to the Texas BRFSS coordinator at BRFSS@dshs.texas.gov, that includes a specific timeline for the delivery of all data collection tasks.

Within five (5) Business Days of the Effective Date of the Contract.

PDR-002

DSHS approved completed state data layout will be sent to CDC.

Five (5) Business Days before beginning of data collection.

PDR-003

Develop and provide annual training materials for all surveys to the Texas BRFSS Coordinator for approval at BRFSS@dshs.texas.gov.

Five (5) Business Days before beginning of data collection.

PDR-004

Provide Texas BRFSS Coordinator with an English and Spanish version of the survey in the CATI System format, survey notes, and in the DSHS preferred format of .PDF or .DOC.

Prior to the beginning of the survey year.

PDR-005

Provide a Programmed Version of all survey questionnaires to the Texas BRFSS Coordinator for testing.

Seven (7) Business Days prior to the beginning of the survey year.

PDR-006

Schedule meetings via conference call with the Texas BRFSS Coordinator to discuss project and survey progress.

Weekly.

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Project Deliverables

PDR-007

Collect targeted number of completed interviews by geographic stratum for:

A. Landline telephone samples;

B. Cellular telephone samples; and C. Samples for additional projects as required by

DSHS.

Monthly.

PDR-008

Provide the CDC with monthly final landline telephone survey data files and monthly Cleaned cellular telephone survey data files via CDC’s upload/download site.

By the last day of the month following the previous month’s data collection.

PDR-009

Provide the Texas BRFSS Coordinator with monthly Cleaned landline telephone survey data files and monthly Cleaned cellular telephone survey data files in the DSHS-preferred format, which will be specified at the beginning of each project year.

Monthly data files must include all call histories from the sample with DSHS-preferred variable names and variable labels.

By the last day of the month following the previous month’s data

PDR-010

Provide the CDC with quarterly Cleaned Asthma Callback Survey data files, using CDC-specified formats via CDC’s upload/download site.

By the last day of the month following the previous quarter’s data

PDR-011

Provide the Texas BRFSS Coordinator with quarterly Cleaned Asthma Callback Survey data files in the DSHS preferred format.

By the last day of the month, following the previous quarter’s data

PDR-012

Submit weekly technical reports to the Texas BRFSS coordinator for all surveys that include, but are not limited to:

A. Landline and cellular telephone surveys by mode of survey and stratum by month:

1. Number of Completes;

2. Response Rate;

3. Refusal Rate;

4. Contact Rate;

5. Cooperation Rate;

Weekly.

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Project Deliverables

6. Failed Dials;

7. Percent Partial Completes;

8. Replicates per Complete; and

9. Interview Length; (including by language)

B. Callback surveys for additional projects as specified by DSHS:

1. Number Qualified;

2. Percent Qualified;

3. Number Consented;

4. Percent Qualifying that Consent;

5. Number Completing that Consent;

6. Percent Completing that Consent; and

7. Percent of BRFSS Completing Asthma

Callback.

PDR-013

Submit annual technical report to the Texas BRFSS coordinator for all surveys that include, but are not limited to:

A. Overall metrics as described in PDR-012;

B. An overall description of the sampling plan;

C. An overall description of the data collection protocols; and D. Any issues of changes that developed during the year for the Texas BRFSS.

Annually at the end of project completion.

2.1.11 Performance Measures and Associated Remedies

DSHS will monitor Contractor’s performance of the requirements in this RFP and compliance with the Contract’s Exhibit B, Texas HHSC Uniform Terms and Conditions – v3.4 and Exhibit C, Texas Health and Human Services (HHS) Additional Provisions. All services and deliverables under the awarded contract shall be provided at an acceptable quality level and in a manner consistent with acceptable industry standard, custom, and practice.

The Contractor’s performance will be evaluated against the standards set out under Exhibit L, 2022 BRFSS Data Collection Protocol and Disposition Table. DSHS will determine in its sole discretion whether the standards have been met.

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2.1.12 Acceptance Criteria

DSHS will review files and reports before payment of an invoice is made. If the number of targeted surveys completed are under the monthly target of the monthly invoice period, DSHS works on ensuring all target surveys are met by the end of the year, rather than adjusting the monthly payment. This ‘acceptance’ applies to each deliverable outlined in this RFP.

2.1.13 Transition Period Activities

Contractor shall perform pre-survey activities, including the transfer of knowledge from the incumbent (if applicable), during the Transition Period from November 1, 2024, through December 31, 2024. The Transition Period ensures that there is a continuity of services, and the incumbent Respondent shall work with DSHS to diligently transfer all knowledge to the Contractor necessary to ensure a continuity of services. Contractor shall begin interviewing Texas residents on January 1, 2025. Contractor shall not invoice DSHS for any work performed during the Transition Period. Any invoices received from Contractor for work performed during the Transition Period will not be honored by DSHS unless previously approved by the DSHS authority to ensure business needs are met.

2.1.14 Invoice and Payment

Contractor must:

A. Request payments using the State of Texas Purchase Voucher. Contractor can download Form

#B-13, State of Texas Purchase Voucher as shown in link and instructions with this link:

INSTRUCTIONS FOR MONTHLY REIMBURSEMENT REQUEST USING A STATE OF

TEXAS PURCHASE VOUCHER (https://www.dshs.texas.gov/sites/default/files/contract-management/B-13-Invoice.xlsx) .

B. Submit State of Texas Purchase Voucher, using one of the following methods, and any supporting documentation to:

1. 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

2. E-mail to the following addresses: invoices@dshs.texas.gov

CC: CMSInvoices@dshs.texas.gov https://www.dshs.texas.gov/sites/default/files/contract-management/B-13-Invoice.xlsx https://www.dshs.texas.gov/sites/default/files/contract-management/B-13-Invoice.xlsx https://www.dshs.texas.gov/sites/default/files/contract-management/B-13-Invoice.xlsx mailto:invoices@dshs.texas.gov mailto:CMSInvoices@dshs.texas.gov

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C. Be paid in monthly installments and in accordance with the awarded Contract. Request for reimbursement will be submitted following submission of the monthly data file.

2.2 CONTRACT AWARD, TERM, AND HISTORICAL COMPENSATION

2.2.1 Contract Award and Execution

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

If, for any reason, a final Contract cannot be executed with a Respondent selected for award within five (5) days of HHSC or DSHS’s determination to seek to contract with that Respondent, HHSC or 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 one (1) year. HHSC or DSHS, at its sole option, may extend any Contract awarded pursuant to this Solicitation for up to four (4) additional, one-year renewals.

2.2.3 Historical Compensation

Historical compensation under Contracts with similar scope and size to this Solicitation has been/ranged from approximately $906,972 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 term of a resulting Contract.

2.2.4 Funding Period

The initial funding period is for November 1, 2024 through December 31, 2025. Subsequent funding for the following periods are dependent on renewal of the Contract:

A. January 1, 2026 through December 31, 2026.

B. January 1, 2027 through December 31, 2027.

C. January 1, 2028 through December 31, 2028.

D. January 1, 2029 through December 31, 2029.

2.3 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 attached HHS Data Use Agreement (DUA), Version 8.5, attached as

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Exhibit D or Governmental Entity Version HHS Data Use Agreement v.8.5, attached as Exhibit D-2.

The 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), Version 2.1.

2.4 NO GUARANTEE OF VOLUME, USAGE, OR COMPENSATION

HHSC or 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 or 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, 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 January 11, 2024

Pre-proposal Conference Attendance is Optional

January 17, 2024 at 11:00 a.m.

Central Time

Deadline for Submitting Questions or Requests for Clarification

January 23, 2024 by 5:00 p.m.

Central Time

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

January 29, 2024 by 5:00 p.m.

Central Time

Deadline for courtesy HSP review January 30, 2024 by 2:00 p.m.

Central Time

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

February 12, 2024 by 10:30 a.m.

Central Time

Evaluation Period March 2024

Anticipated Notice of Award May 2024

Anticipated Contract Start Date November 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 Procurement Forecast on the HHS Procurement Opportunities web page. Each Respondent is responsible for checking the ESBD and Procurement Forecast for updates.

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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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 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.

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 Joseph Recio, CTCD

Title Contract Specialist IV

Address Procurement and Contracting Services Building 1100 W 49th St. MC: 2020 Austin, TX 78756

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Phone (512) 438 5695

Email joseph.recio@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 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.

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 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 or DSHS reserves the right to amend answers previously posted, prior to the Deadline for Submission of Solicitation Responses (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 mailto:joseph.recio@hhs.texas.gov mailto:bob.mccurdy@hhs.texas.gov

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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 K, Cost Proposal”); and

4. Question for HHSC or DSHS.

B. Requestor’s 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.

3.4 PRE-PROPOSAL CONFERENCE

3.4.1 Attendance

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

3.4.2 Conference Logistical Information

HHSC PCS will hold the pre-proposal teleconference 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:

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Attendees must register for the webinar no later than January 16, 2024 by 4:00 p.m. Central Time at the following link:

https://attendee.gotowebinar.com/register/7545198865071755357

** After registration, participants will receive another email with the actual link to the webinar.**

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 or DSHS 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 or DSHS 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).

E. Conversations with HHSC or DSHS 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 (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 Fifteen (15) 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 https://attendee.gotowebinar.com/register/7545198865071755357

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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 E 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 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 or DSHS.

3.5.5 Assumptions

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

HHSC or DSHS 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 or DSHS.

3.5.6 Binding Offer

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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:

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 the original 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.

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

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),…