ESBD_File_348758_HHS0013588_Addendum 2_Attachment2_Pre-Proposal Conference.pdf

Pre-Proposal Conference & HUB Subcontracting Plan Training

Storage, Order Fulfillment and Distribution Services Fiscal Year 2024

Request for Proposals No. HHS0013588

February 6, 2024, at 2:30 p.m. Central Time

Introductions Speakers

• Jennifer Fidler, Contract Specialist, HHSC Procurement and Contracting Services

• Cheryl Bradley, HUB Coordinator, HHSC Procurement and Contracting Services

Topics 1.Communication 2.Schedule of Events 3.Procurement Access 4.Procurement Requirements 5.Proposal Screening and Evaluation 6.Reminders 7.HUB Subcontracting (HSP) Training

Communication

Sole Point of Contact

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

Jennifer Fidler, CTCD Email: Jennifer.fidler@hhs.texas.gov

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

• Any communication between Respondents and other HHSC staff members concerning the RFP is strictly prohibited.

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

• Exception to the Sole Point of Contact (RFP Section 3.3.3):

• An exception to the sole point of contact is to contact HUB coordinator, Cheryl Bradley.

• Should Respondents have questions regarding proper completion of the HUB Subcontracting Plan, HUB Coordinator Cheryl Bradley, may be contacted at:

Cheryl.Bradley@hhs.texas.gov. (RFP Section 6.8).

Schedule of Events (Section 3.1) Event Date/Time

RFP Release Date January 30, 2024

Deadline for Submitting Questions January 7, 2024, by 5:00 p.m. Central Time

HSP Courtesy Review Due Date February 14, 2024, by 2:00 p.m. Central Time

Tentative Date to Post Answers to Questions on ESBD February 15, 2024

Deadline for Submission of Responses March 1, 2024, by 10:30 a.m. Central Time

Evaluation Period March 2024

Site Visits April 2024

Anticipated Notice of Award July 2024

Anticipated Contract Award Date August 2024

Procurement Access

• HHSC will post all official communication regarding this RFP, including the Notice of Award, on the following Texas ESBD website: http://www.txsmartbuy.com/esbd

• HHSC reserves the right to cancel this RFP or to make no award if it determines such action is in the best interest of the state.

HHSC may, in its discretion, reject any, and all proposals or portions thereof.

Note: Google Chrome is the recommended browser when navigating the Electronic State Business Daily (ESBD) website.

Procurement Access State of Texas ESBD Webpage

• The RFP and application materials are posted to the State of Texas ESBD webpage at:https://www.txsmartbuy.com/esbddetails/view/HHS0013588

• It is the responsibility of the Respondent to periodically check the ESBD website for updates.

• All addenda, modifications, and changes to the Schedule of Events will be posted on the ESBD website.

• For updates on the Anticipated Notice of Award, once the ESBD posting has closed, visit the Procurement Forecast. This link can be found in RFP Section 3.1 Schedule of Events.

Note: Google Chrome is the recommended browser when navigating the Electronic State Business Daily (ESBD) website.

Procurement Requirements Submitting Proposal & Supporting Documents

Options for submission (RFP Section 3.6.2):

Option 1: Online Bid Room Option 2: USBs, mailed or hand delivered.

Overnight/Express/Priority Mail Hand Delivery HHS Online Bid Room

Health and Human Services Commission

ATTN: Jennifer Fidler Tower Building Room 108 1100 W. 49th St., MC 2020

Austin, Texas 78756

Health and Human Services Commission ATTN: Jennifer Fidler

Procurement & Contracting Services Building

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

Refer to RFP Section 3.6.2, Submission Option & Exhibit L, HHS Online Bid Room

Deadline for submissions: March 1, 2024, by 10:30 a.m. Central Time

Procurement Requirements Submitting Proposal & Supporting Documents

Submissions must be received by HHSC no later than:

March 1, 2024, by 10:30 a.m. Central Time

Submission Requirements

Reminders

• Read the RFP thoroughly and include all required documents.

• Deadline to submit questions: January 7, 2024, by 5:00 p.m.

Central Time

• Tentative date responses to questions will be posted on ESBD: January 15,

• Deadline to request HSP Courtesy Review: February 14, 2024, by 2:00 p.m. Central Time

• Proposals due: March 1, 2024, by 10:30 a.m. Central Time

• Late submissions will not be considered.

Submission Requirements Items to submit for a RESPONSIVE proposal:

1. Narrative/Technical Proposal (Article V)

2. Minimum Qualifications and Documentation (Sections 4.2.2)

3. Company Information (Section 6.1)

4. Exhibit A: HHS Solicitation Affirmations [Ensure the document is signed] .

5. Exhibit H: Assurances - Non-Construction Programs

6. Exhibit I: Certification Regarding Lobbying

7. Major Subcontractor Information (Section 6.4)

8. Exhibit F: 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.

Proposal Screening & Evaluation

• Initial Screening of Minimum Qualifications (see RFP

Section 4.2.2)

• Responses that 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 Written Response Evaluation Criteria).

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.

HSP Courtesy Review

It is highly recommended to submit your HUB Subcontracting Plan (HSP) to HUB Coordinator, Cheryl Bradley, for courtesy review. The deadline for this review is February 14, 2024, at 2:00 p.m. CT.

Note: An incomplete or incorrect HSP will result in a non-responsive proposal.

Questions

• All questions must be submitted in writing to the Contract Specialist at: jennifer.fidler@hhs.texas.gov.

• Refer to RFP Section 3.3.4, Solicitation Questions, 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 February 7, 2024 by 25:00 p.m. Central Standard Time.

Closing Comments

• 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.

Historically Underutilized Business (HUB)

HUB Subcontracting Plan (HSP) Training

06/24/21

Click to add textClick to add text Click to add text

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

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:

• CMBL/HUB Vendor Detail 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. Fax logs *7 business days to respond 11

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.

HUB Contact Information

HHSC_HUB@hhs.texas.gov

(512) 406-2570

*Active solicitation HSP questions contact designated HUB Coordinator.

HUB Coordinator Contact Information

Cheryl Bradley

Cheryl.Bradley@hhs.texas.gov

Thank You

Webinar ID Actual Start Date/Time # Attended

812-831-731 02/06/2024 02:58 PM CST 10

Attendee Details Last Name First Name Email Address Organization Adegbuyi Bola adegbuyibola@gmail.com Flinz Holdings LLC Boller Spenser sboller@printmailpro.com PrintMailPro Dixon Traci tdixon@tacticsgrp.com PGL Dorn Hannah hannah.dorn@shippgl.com PGL Kesee Olga olga.kesee@keassociate.com Kesee & Associates LLC

Kukoyi Tramell tramell.kukoyi@prontoshippingandstorage.com Pronto Shipping and Packaging Services Inc.

Samson Olumide samson@thegalleryoflights.com Flinz Holding LLC Thomas Nina nina@boatnerlogistics.com Boatner Logistics Whisonant Nicky nicky@specialbee.com Beehive Specialty Zisk Jeff jeff.zisk@cart.com Cart.com

Attendee Report: RFP HHS0013588 - Storage, Order Fulfillment and Distribution Services