Exhibit E, Scope of Work (SOW).pdf

RFP No. HHS0016430 Exhibit E

RFP No. HHS0016430

Exhibit E, Scope of Work (SOW)

Contents Scope of Work

1. Project Scope

2. Contractor Requirements

2.1 Training Series Schedule and Session Information

2.2 Access, Coordination, Logistics, and Registration

2.3 Training Plan and Materials

2.4 Training Content Requirements

2.5 Deliverables

2.6 System Agency Requirements

2.7 Performance Measures and Liquidated Damages

2.8 Payment and Invoicing

Scope of Work

1. Project Scope

The Contractor must provide virtual (live webinar) future planning training(s) in both Spanish and English to Participants who have active cases with the HHSC’s Blind Children’s Vocational Discovery and Development Program (BCVDDP).

BCVDDP training is available to Participants up to 22 years of age or to the parent(s) or guardian of Participants who are Texas residents and receive BCVDDP services. The purpose of the training series is to help families and their BCVDDP Participants establish a future plan in accordance with the BCVDDP included in Title 26 of the Texas Administrative Code (TAC), Part 1, Chapter 359, Subchapter A.

BCVDDP offers a wide range of services to its population that focuses on six (6) major skill areas.

These areas help eligible Participants lead independent, productive, and satisfying lives. These skill areas include:

a. Adjustment to Blindness;

b. Independent Living Skills;

c. Travel;

d. Communication;

e. Support Systems; and

f. Vocational Discovery and Development.

2. Contractor Requirements

2.1 Training Series Schedule and Session Information

a. The Contractor must provide at a minimum, a series of four (4) training sessions per State fiscal quarter, four (4) series per State Fiscal Year (English sessions) for a total of sixteen

(16) sessions annually.

b. The Contractor must provide at a minimum, a series of four (4) trainings session every six (6) months, two (2) series per State Fiscal Year (Spanish session) for a total of eight

(8) sessions annually.

c. The minimum duration of each training session shall be no less than one (1) hour and no more than two (2) hours long.

d. Training sessions must be conducted either Monday through Friday 9:00 a.m. to 5:00 p.m., after business hours Monday through Friday 5:00 p.m. to 9:00 p.m., or Saturdays 9:00 a.m.

to 5:00 p.m.

e. A series must be completed within three (3) months of the first training session for that State Fiscal Year, if this performance standard is not met, the Contractor must submit the following:

https://texas-sos.appianportalsgov.com/rules-and-meetings?chapter=359&interface=VIEW_TAC&part=1&subchapter=A&title=26 https://texas-sos.appianportalsgov.com/rules-and-meetings?chapter=359&interface=VIEW_TAC&part=1&subchapter=A&title=26

1. The Contractor must submit a root cause and corrective action plan to HHSC explaining why the performance measure will not be met.

2. HHSC will review the corrective action plan to determine whether the corrective measures are acceptable. Failure to submit, or refusal or inability to implement acceptable corrective measures, may result in assessed liquidated damages in accordance with Section 2.7 (Performance Measures and Liquidated Damages).

2.2 Access, Coordination, Logistics, and Registration

a. Contractor must comply with Texas Government Code Chapter 469. elimination of architectural barriers and Texas Administrative Code (TAC) Section 206.

b. Contractor must provide a website for online registration that complies with ADA, WCAG and section 508 of the Rehabilitation Act and must be approved for use by BCVDDP.

c. Contractor must ensure website compatibility with the most commonly used browsers, such as Chrome, Safari, and Edge.

d. Contractor must ensure online registration website has current security and controls procedures to ensure data and data transport is protected including maintaining up-to-date security procedures.

e. Contractor must provide BCVDDP staff with login access to review Participants registered to attend training on the online registration website.

f. Contractor must manage all logistical components related to the virtual training including, but not limited to:

1. Documenting Participant attendance using an electronic sign-in sheet and shall ensure the ability to accurately track and record the attendance duration of each attendee;

2. Training information and registration;

3. Training agendas;

4. Scheduling and booking trainers, panelists, guests, and speakers;

5. Conference schedules or calendars; and

6. Limit to 20 individual Participants per training (not including BCVDDP staff).

g. Contractor must ensure the online registration website allows for an inclusion of a Participant satisfaction survey and integration of polls for questions related to training content.

h. Contractor must develop and submit the Participants satisfaction survey template for review and approval by BCVDDP as outlined in Section 2.5 (Deliverables).

i. Contractor must submit all completed Participant satisfaction surveys as outlined in Section 2.5 (Deliverables).

j. Contractor must maintain the online registration website to include, names of the registered Participants, name of the child enrolled in BCP, email address used to register, and all current information (recorded training, videos, training materials, evaluations, etc.) for the term of the Contract.

https://statutes.capitol.texas.gov/Docs/GV/htm/GV.469.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.469.htm https://texas-sos.appianportalsgov.com/rules-and-meetings?$locale=en_US&interface=VIEW_TAC_SUMMARY&queryAsDate=08%2F22%2F2025&recordId=187575 https://www.ada.gov/resources/web-guidance/ https://www.access-board.gov/about/law/ra.html#section-508-federal-electronic-and-information-technology

k. Contractor must ensure the online registration website has repository capabilities to record and share training sessions with BCVDDP staff.

l. Contractor must submit attendance records as outlined in Section 2.5 (Deliverables).

m. Contractor will host virtual trainings, which include services such as controlling the beginning of the virtual training sessions and advancing the virtual training presentation slides.

n. All hosting websites or platforms that will be used to present the future planning training to the Participants and their families/guardian must be accessible and compliant with ADA, WCAG and section 508 of the Rehabilitation Act.

2.3 Training Plan and Materials

a. All online content and electronic training material (PowerPoints, PDF, Word Document, Etc.) must be accessible and compliant with ADA, WCAG and section 508 of the Rehabilitation Act requirements.

b. Contractor must manage all technological elements of the virtual training such as displaying training materials, admitting Participants, and providing technical support to Participants.

c. Contractor will develop and submit a training plan to BCVDDP via BCP_vendors_contracts@hhs.texas.gov. Contractor must submit a training plan as outlined in Section 2.5 (Deliverables).

d. Contractor must provide online registration website link to Participants fifteen (15) Business Days prior to scheduled training sessions.

e. Contractor must provide a contingency plan within sixty (60) Calendar Days prior to first scheduled trainings sessions for cancelling training sessions due to disaster declaration from the State of Texas Governor’s Office. After initial submission, the Contractor and System Agency may update the contingency plan as needed.

f. Contractor must provide all necessary labor, materials, supplies, equipment, and Services to perform training.

g. Contractor must provide training materials in English and Spanish. Training materials will include virtual presentation slides and handouts.

h. Contractor must provide copies of the completed training(s) and of the documentation or content of training upon request by the System Agency contract manager.

i. Contractor may provide alternative topics or additional topics with prior approval of the System Agency contract manager. Any topics covered must help Participants establish a future plan and will define additional steps to take after the training series ends.

j. Contractor must develop and provide BCVDDP staff-specific training once a year on future planning training sessions to be provided to Participants or their families receiving Services. BCVDDP-specific training will be provided during the business hours, of 9:00 a.m. to 5:00 p.m. on Business Days.

https://www.ada.gov/resources/web-guidance/ https://www.ada.gov/resources/web-guidance/ https://www.access-board.gov/about/law/ra.html#section-508-federal-electronic-and-information-technology https://www.ada.gov/resources/web-guidance/ https://www.access-board.gov/about/law/ra.html#section-508-federal-electronic-and-information-technology https://www.access-board.gov/about/law/ra.html#section-508-federal-electronic-and-information-technology mailto:bcp_vendors_contracts@hhs.texas.gov

2.4 Training Content Requirements

After the Effective Date of the Contract, the Contractor and System Agency will meet to evaluate and incorporate all required training as specified by BCVDDP, within ten (10) Business Days of the Effective Date of the Contract to include, but not be limited to:

a. Contractor will provide training agenda, presentation slides (if applicable), and materials to BCVDDP.

b. Future planning training will provide families with training and knowledge about how to create an individualized plan for adult life for individuals with disabilities. Future planning training shall include:

1. Future Planning:

A. Future planning training creates a plan for a person with an intellectual or developmental disability (I/DD) to live as independently as possible throughout their life, especially when a parent or guardian can no longer provide support.

A future plan must include the person's wishes and information about their strengths and needs. This includes obtaining employment, volunteering, community involvement, and options for living in the community independently or with support.

B. Explain what a future plan is and when families should implement one for their child. Future planning must also include an approach that focuses on the individual, ensuring that their preferences, needs, and goals guide the planning and decision-making process.

C. Describe what should be included in a child’s future plan, including long-term support services and aspects of a child’s life.

D. Provide financial planning information.

E. Discuss options for program planning which may include, but not limited to:

i. Day habilitation;

ii. Supported employment; and

iii. Residential program.

F. Discuss information on housing planning.

2. Guardianship:

A. Explain guardianship and the types of guardianship available, which may include but not limited to:

i. Guardianship of the person;

ii. Guardianship of the Estate;

iii. Limited Guardianship;

iv. Temporary Guardianship;

v. The process for obtaining each type of guardianship; and

vi. Explaining alternatives to guardianship such as legal knowledge of guardianship options (power of attorney, supported decision making, etc.).

B. Establish a timeline on when a family should pursue guardianship.

3. Special Sessions:

A. Provide training on navigating the admission, review, and dismissal (ARD) process.

B. Individualized education plan meetings.

C. Provide additional assistive technology training sessions to help people with disabilities learn about statewide services, including:

i. Short-term device loans;

ii. Technology demonstrations; and

iii. Funding sources for purchases.

2.5 Deliverables

The Contractor must perform the requested Services and provide the Deliverables as specified in the table below.

Item No. Activity Deadline

The Contractor and HHSC will evaluate and incorporate all required training content as specified in Section 2.4 (Training Content Requirements).

Ten (10) Business Days after Effective Date of the Contract.

Submit virtual training plan schedules.

Ten (10) Business Days after the Effective Date of the Contract and no later than ten

(10) Business Days after each virtual training schedule change.

3 Submit virtual training content for review and approval.

Sixty (60) Calendar Days prior to scheduled training sessions.

Submit online registration website link for review and approval.

Thirty (30) Calendar Days prior to scheduled training sessions.

Item No. Activity Deadline

Conduct sixteen (16) English and eight (8) Spanish virtual Future Planning Training(s) per State Fiscal Year, as specified in Section 2.1(a) and (b).

Provide a series of four (4) trainings per State fiscal quarter, four (4) series per State Fiscal Year (English sessions) sixteen (16) sessions total.

Provide a series of four (4) training every six

(6) months, two (2) series per State Fiscal Year (Spanish session) eight (8) session total.

Submit Participants satisfaction survey template.

Sixty (60) Calendar Days before scheduled training sessions.

Submit all completed Participant satisfaction survey.

Sixty (60) Calendar days after the training is held.

Submit accurate and complete attendance records containing all required Participant information.

Within thirty (30) Calendar Days from date of Service.

BCVDDP staff-specific training.

Provided once a year during business hours, Monday – Friday, 9:00 a.m. to 5:00 p.m., as agreed upon by System Agency and the Contractor.

The Contractor must provide a contingency plan for cancelling training sessions due to the disaster declaration from the State of Texas Governor’s Office.

Sixty (60) Calendar Days prior to first scheduled training sessions.

2.6 System Agency Requirements

a. BCVDDP staff will be responsible for referring Participants to the online registration website provided by the Contractor to register for the series of trainings.

b. System Agency will provide a notice to Participants within three (3) Business Days in the event of virtual training cancellation.

c. System Agency is responsible for fifty percent (50%) of the payment to the Contractor for a no-show training. Training is considered a no-show training when no registered Participants attend a training session within fifteen (15) minutes of the training start time.

d. System Agency is responsible for twenty-five percent (25%) of the payment to the Contractor for sessions that are canceled by HHSC and not rescheduled within two (2) Business Days of the canceled session.

e. Cancellations made by System Agency three (3) or more Business Days prior to scheduled session will be at no charge to System Agency.

f. BCVDDP will be responsible for recruiting and sharing the online registration website with individuals attending the series of training sessions.

g. BCVDDP staff will be present at every training to provide support to the Participants during and after each training session to establish a future plan.

2.7 Performance Measures and Liquidated Damages

The Contractor must meet all performance standards and benchmarks as described below, failure to meet may result in the liquidated damage identified below which may be imposed for each occurrence of noncompliance with performance standards of the Contract, at the sole discretion of HHSC.

Performance ID/Performance

Type

Performance Standard Performance Benchmark

When Assessed

Liquidated Damages

Value

LD-001

Training Delivery

– English Sessions

Section 2.1(a)

Delivery of, a series of four (4) training sessions per State fiscal quarter, four (4) series per State Fiscal Year (English sessions) for a total of sixteen (16) sessions.

100% of scheduled sessions delivered on time.

30 Calendar Days after not meeting performance standard.

One-time payment of $250.00 as Cost of Sessions not delivered in State fiscal quarter.

LD-002

Training Delivery

– Spanish Sessions

Section 2.1(b)

Delivery of, a series of four (4) trainings session every six (6) months, two (2) series per State Fiscal Year (Spanish session) for a total of eight (8) sessions.

100% of scheduled sessions delivered on time.

30 Calendar Days after not meeting performance standard.

One-time payment of $250.00 as Cost of Sessions not delivered.

Performance ID/Performance

Type

Performance Standard Performance Benchmark

When Assessed

Liquidated Damages

Value

LD-003

Accessibility Compliance

Section 2.2(b)(m)

Section 2.3(a)

Trainings, materials, and virtual platforms meet ADA requirements and accommodate Participants requiring accessibility.

100% compliance for all training events.

30 Calendar Days after not meeting performance standard.

$250.00 per ADA Non - Compliance Infraction - any requirement in the Contract that does not meet ADA requirements in a training session.

LD-004

Training Content Submission

Section 2.3(c)

The Contractor will submit training agendas, materials, and presentation content for approval within required timelines:

• Sixty (60) Calendar Days prior to training date for content,

• Sixty (60) Calendar Days for platform approval, and

• Thirty (30) Calendar Days for Participant access.

100% of submissions meet required timelines.

30 Calendar Days after not meeting performance standard.

$250.00 per day.

2.8 Payment and Invoicing

The Contractor must submit invoices for completed training sessions and include the record of attendance for each training session.

a. Records of attendance must include the following information:

1. Participants (parent’s) name;

2. Email address used for registration;

3. Child’s name;

4. Name of child’s Blind Children’s Specialist (BCS);

5. Session attended;

6. Session date; and

7. Session time.

The Contractor will submit a monthly invoice based on the Services provided, no later than 30 Calendar Days from the date of Service:

a. Payment will be set to a fixed fee which includes: the number of sessions provided and duration of each session;

b. Invoice for payment must include:

1. The Contract number;

2. Invoice date;

3. Invoice number;

4. Purchase Order; and

5. Description of Services and dates.

c. Contractor must submit invoices to the following address:

TX HHSC BCVDDP

ATTN: BCP Vendors & Contractors 701 W 51st Street

MC 1502

Austin, Texas 78751; or email address as listed below:

BCP_Vendors_Contracts@hhs.texas.gov mailto:BCP_Vendors_Contracts@hhs.texas.gov