Exhibit C, Health and Human Services (HHS) Additional Provisions, Version 1.0.pdf
PDF 213 KB Posted
- Attached to
- TANF Analysis
- Solicitation number
- HHS0016822
- Issued by
- Travis County, Austin City, Texas
About this file
This is Exhibit C of a Request for Proposals issued by the Texas Health and Human Services Commission (HHSC) under RFP No. HHS0016822, establishing additional provisions for financial analysis and compliance review services related to the Temporary Assistance for Needy Families (TANF) program. The scope of work includes comprehensive financial reporting analysis for federal forms ACF-196R, ACF-199, and ACF-204; interagency coordination assessment across HHSC, the Department of Family and Protective Services (DFPS), Texas Education Agency (TEA), and Texas Workforce Commission (TWC); and development of detailed training programs comprising step-by-step process documents, PowerPoint presentations, PDF guides, and recorded training sessions. Key deliverables include a Project Work Plan due within 30 calendar days of contract execution, a Gap Assessment Memo due within 90 calendar days after Project Work Plan completion, a Summary of Recommendations due 30 days thereafter, monthly status reports due by the 15th of each month, and training materials due 90 days prior to contract expiration. The pre-proposal conference is scheduled for April 22, 2026, at 10:00 a.m. Central Time, with proposal submission deadline of May 15, 2026, at 10:30 a.m. Central Time. The anticipated notice of award is in June 2026, with contract start date in August 2026. The initial contract term is one year, with HHSC holding the option to extend for up to one additional year and potentially one more option period for immediate operational needs.
Exhibit C establishes five critical contractual requirements: (1) HHSC approval of staffing, prohibiting employment of unfit or unqualified personnel and granting HHSC sole discretion to demand immediate removal of any employee; (2) turnover plan requirements ensuring minimal disruption during transition and full cooperation in transferring work obligations; (3) notification requirements regarding discounts, with contractors providing at least ten calendar days' written notice prior to discount implementation; (4) notification requirements for insolvency or outstanding unpaid obligations to the Internal Revenue Service or Texas agencies, due within five days of contractor awareness; and (5) notification requirements for any license actions impacting the contractor's ability to provide services, due within five days and including reason, agency contact information, action date, and reference number. The total compensation shall not exceed $1,000,000, with HHSC reserving the right to increase this amount if additional state or federal funding becomes available. Payment will be made within 30 days of receipt of correct invoices following satisfactory service delivery, in accordance with the Texas Prompt Payment Act. The contractor must meet performance standards including 95% on-time deliverable submission, no more than 5% material errors per deliverable, and responsiveness within one business day for communications.
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Text version
RFP No. HHS0016822 Exhibit C
Health and Human Services (HHS) Additional Provisions
Version 1.0 Effective: November 7, 2019
Table of Contents
1. HHSC APPROVAL OF STAFFING
2. TURNOVER PLAN
3. DISCOUNTS
4. NOTICE OF IRS OR TWC INSOLVENCY
5. NOTICE OF A LICENSE ACTION
Health and Human Services
Additional Provisions V.1.0 – November 7, 2019
ADDITIONAL PROVISIONS
The terms and conditions of these Additional Provisions are incorporated into and made a part of the Contract. Capitalized items used in these Additional Provisions and not otherwise defined have the meanings assigned to them in HHSC Uniform Terms and Conditions.
1. HHSC APPROVAL OF STAFFING
A. Contractor shall not employ or contract with or permit the employment of unfit or unqualified persons or persons not skilled in the tasks assigned to them. The Contractor shall at all times employ sufficient labor to carry out functions and services in the manner and time prescribed by the Contract. The Contractor shall be responsible to HHSC for the acts and omissions of the Contractor’s employees, agents (including, but not limited to, lobbyists) and Subcontractors and the Contractor shall enforce strict discipline among the Contractor’s employees, agents (including, but not limited to, lobbyists) and Subcontractors performing the services under the Contract.
B. Any person employed by the Contractor shall, at the written request of HHSC, and within HHSC’s sole discretion, be removed immediately by the Contractor from work relating to the Contract.
2. TURNOVER PLAN
HHSC, in its sole discretion, may require Contractor to develop and submit a Turnover Plan at any time during the term of the Contract. Contractor must submit the Turnover Plan to HHSC for review and approval. The Turnover Plan must describe Contractor’s policies and procedures that will ensure:
i. The least disruption in the delivery of the Work during Turnover to HHSC or its designee; and
ii. Full cooperation with HHSC or its designee in transferring the Work and the obligations of the Contract.
3. DISCOUNTS
If Contractor at any time during the term of the Contract provides a discount on the final contract costs, Contractor will notify HHSC in writing at least ten (10) calendar days prior to the effective date of the discount. HHSC will generate a Purchase Order Change Notice and send a revised Purchase Order to Contractor.
4. NOTICE OF IRS OR TWC INSOLVENCY
Contractor shall notify in writing its assigned HHSC contract manager of any insolvency, incapacity or outstanding unpaid obligations of Contractor owed to the Internal Revenue Service or the State of Texas, or any agency or political subdivision of the State of Texas within five days of the date of Contractor’s becoming aware of such.
Health and Human Services
Additional Provisions V.1.0 – November 7, 2019
5. NOTICE OF A LICENSE ACTION
Contractor shall notify its assigned HHSC contract manager of any action impacting Contractor’s license to provide services under this Contract within five days of becoming aware of the action and include the following:
i. Reason for such action;
ii. Name and contact information of the local, state or federal department or agency or entity;
iii. Date of the license action; and
iv. License or case reference number.
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
| 1. HHSC Approval of Staffing |
| A. Contractor shall not employ or contract with or permit the employment of unfit or unqualified persons or persons not skilled in the tasks assigned to them. The Contractor shall at all times employ sufficient labor to carry out functions and service... |
| B. Any person employed by the Contractor shall, at the written request of HHSC, and within HHSC’s sole discretion, be removed immediately by the Contractor from work relating to the Contract. |
| 2. Turnover Plan |
| 3. Discounts |
| 4. Notice of IRS or TWC Insolvency |
| 5. Notice of a License Action |
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