Exhibit G, Deliverables.pdf
PDF 228 KB Posted
- Attached to
- Document Processing Services
- Solicitation number
- HHS0015252
- Issued by
- Travis County, Austin City, Texas
About this file
This is Exhibit G, Deliverables, from RFP No. HHS0015252 issued by the Texas Health and Human Services Commission (HHSC) for Document Processing Services. The exhibit outlines 39 specific deliverables that the contractor must submit throughout the contract lifecycle, spanning operational requirements, staffing, facility planning, security, financial management, and quality assurance. Key deliverables include the Contract Monitoring Questionnaire (due within 30 calendar days of the effective date and annually thereafter), document processing procedures and business processes (due within 30 business days of contract effective date), a training plan (due at least 60 calendar days prior to operational start), an organizational chart (due within 30 calendar days after operational start), risk management and readiness assessment plans, business operations plans, configuration management procedures, security management processes, disaster recovery and business continuity plans, quality management plans, communication and coordination plans, and comprehensive turnover and knowledge transfer plans. The contractor must also provide weekly transition phase status reports, quarterly training delivery and organizational chart updates, monthly status and quality management reports, and daily reconciliation reports. Financial deliverables include an accounting policy manual, tangible net worth statements (updated annually between September 1-30), nonexpendable capital item lists, and monthly invoices with detailed supporting documentation.
The deliverables are structured to ensure continuous oversight throughout the contract term, with submission frequencies ranging from one-time submissions for initial plans to daily, weekly, monthly, quarterly, semiannual, and annual reporting requirements. Critical incident and outage notifications must be reported within five minutes of occurrence, with formal incident reports due by close of business the next day. Several deliverables are tied to specific Key Performance Requirements (KPRs), including incident/outage notifications (DP KPR 9), incident reports (DP KPR 10), security management reports (DP KPR 12), and key personnel change notifications (DP KPR 14). The exhibit does not specify pricing, set-asides, or funding amounts; these details are contained in other RFP documents. The contract anticipated start date is September 2026, with the historical contract value estimated at approximately $4.5 million per State Fiscal Year.
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RFP No. HHS0015252 Exhibit G
Exhibit G, Deliverables
Deliverable ID & Description
KPR
No.
Requirements Due Date Frequency
DP 005-D
Contract
Monitoring Questionnaire (CMQ) and
Requirements
RFP
N/A
Contractor shall submit a Contract Monitoring Questionnaire (CMQ).
The Contractor shall include all requirements outlined in Exhibit E, Scope of Work (SOW), Section 2.4, Contract Monitoring Questionnaire (CMQ) and Requirements.
Within thirty (30) calendar days after effective date and annually thereafter within sixty (60) calendar days prior to the end of each State
Fiscal Year
One-time then annually
DP 016-D
Document Processing
Procedures and Business Processes
Contractor shall submit document processing procedures and business processes.
Contractor shall include all requirements outlined in Exhibit E, Scope of Work (SOW), Section 3, Operational Requirements.
business days after
Contract Effective Date and anytime thereafter when specified by
HHSC
One-time, or as requested by HHSC
DP 017-D
Document Processing
Procedures and Business Processes
Contractor shall submit annual updates to the document processing procedures and business process.
Contractor shall include all requirements outlined in Exhibit E, Scope of Work (SOW), Section 3, Operational Requirements.
No less than thirty (30) calendar days prior to the end of each operational year of the
Annually
Deliverable ID & Description
KPR
DP 022-D
Training Plan RFP
Contractor shall submit a Training Plan.
Contractor shall ensure to include all requirements outlined in Exhibit E, Scope of Work (SOW), Section 3.3.1, Training Plan.
No less than sixty (60) calendar days prior to the operational start date or by the date specified by HHSC and anytime thereafter when specified by HHSC
DP 023-D
The Contractor shall submit all initial curricula, training materials, and tools for review and approval.
HHSC reserves the right to request training material and tools at its discretion.
The Contractor shall ensure to include all requirements outlined in Exhibit E, Scope of Work (SOW), Section 3.3.1, Training Plan.
Thirty (30) calendar days prior to initial training delivery dates
DP 028-D
The Contractor shall submit a quarterly Training Delivery Completion and Status Report.
(SOW), Section 3.3.1, Training Plan.
Tenth (10th) business day of each calendar quarter
(i.e., Jan – March due by the tenth (10th) business day of April).
Quarterly
Deliverable ID & Description
KPR
DP 034-D
Key Personnel & Organizational
DP
KPR 14
Contractor shall submit notification to HHSC in writing for a Key Personnel vacancy for any reason or prior to making any changes in Key Personnel other than changes due to resignation, death, or military recall. Notification must include a plan to recruit Key Personnel.
The Contractor shall ensure to include all requirements outlined in Exhibit E, Scope of Work (SOW), Section 3.4, Key Personnel and Organizational Requirements.
Fourteen (14) calendar days prior to a Key Personnel vacancy will occur for any reason or prior to making any changes in Key Personnel
As Required
DP 037-D
Key Personnel Resumes and References
The Contractor shall submit resumes and references of proposed replacement Key Personnel for HHSC review prior to making a job offer.
The Contractor shall ensure to include all requirements
Within seven (7) calendar days from notification of a resignation or request for removal
DP 038-D
Initial Organizational
Chart
The Contractor shall submit an initial organizational chart.
Contractor shall include names and positions of all personnel assigned to this Contract. The organizational chart must designate who are Key Personnel and indicate which positions are eligible for telework.
The Contractor shall ensure to include all requirements
Within thirty (30) calendar days after the operational start date
One-time
Deliverable ID & Description
KPR
DP 039-D
Quarterly Updated
Organizational Chart
Contractor shall submit an updated organizational chart on a quarterly basis identifying the names and positions of all personnel assigned to this Contract. The organizational chart must designate who are Key Personnel, and indicate which positions are eligible for telework. List the date any vacancy occurred for a given position and include an identifier for any changes to the organizational chart from the previous submission (i.e., Jan – March due by the tenth (10th) business day of April).
The Contractor shall ensure to include all requirements
Tenth (10th) business day of each calendar quarter
Quarterly
DP 040-D
Notification of Key
Personnel Redirected
The Contractor shall submit notification to HHSC in writing and request approval to Key Personnel being temporarily redirected to perform functions other than the responsibilities of their current position.
The Contractor shall ensure to include all requirements
Ten (10) calendar days prior to Key Personnel being temporarily redirected to perform functions other than the responsibilities of their current position
DP 043-D
Transition Phase
Work Plan
The Contractor shall submit a Transition Phase Work Plan.
The Contractor shall ensure to include all requirements
3.5, Transition Phase Requirements.
Within forty-five (45) calendar days after the
Contract’s Effective Date
Deliverable ID & Description
KPR
DP 046-D
Weekly Transition
Phase Status Report
The Contractor shall submit a weekly Transition Phase Status Report. HHSC will inform the Contractor when the weekly transition phase status report submission period begins and ends.
The Contractor shall ensure to include all requirements
3.5, Transition Phase Requirements.
By 5:00 p.m. CST, the
Monday following the last day of the week covered by the report
Weekly
DP 049-D
Facility and Business Structure Transition
Plan
The Contractor shall submit a Facility and Business Structure Transition Plan.
The Contractor shall ensure to include all requirements
3.5.4, Facility and Business Structure Transition Plan.
Within sixty (60) calendar days after the Effective Date or by the date
DP 051-D
Risk Management
The Contractor shall submit a Risk Management Plan, including an Issue Resolution and Notification Process.
The Contractor shall ensure to include all requirements
3.6, Risk Management and Issue Resolution Plan.
days prior to the operational start date or by the date specified by HHSC and anytime thereafter when specified by HHSC
Deliverable ID & Description
KPR
DP 059 -D
Readiness Assessment
The Contractor shall submit a Readiness Assessment Plan for the operations and systems.
The Contractor shall ensure to include all requirements
3.7, Readiness Assessment Process.
Effective Date or by the date specified by HHSC
DP 067-D
Report
The Contractor shall submit the results of the Readiness Assessment Plan in a Readiness Assessment Report.
The Contractor shall ensure to include all requirements
3.7, Readiness Assessment Process.
Within fifteen (15) completion of the
Process
DP 070-D
Business Operations
The Contractor shall submit an initial Business Operations
The Contractor shall ensure to include all requirements
3.8.1, Business Operations Plan.
Thirty (30) calendar days prior to the scheduled operational start date or by the date specified by HHSC and anytime
Deliverable ID & Description
KPR
DP 072-D
Contractor shall submit a detailed six-month (6) evaluation report of the Business Operations Plan. The reporting period begins on the operational start date.
The Contractor shall ensure to include all requirements days after the end of the six-month (6) reporting period covered by the report
Semiannually
DP 073-D
The Contractor shall submit a daily reconciliation report via e-mail providing an end-to-end count of transactions.
The Contractor shall ensure to include all requirements
By noon, 12:00 p.m. CST, the next business day
Daily
DP 074-D
The Contractor shall submit a Monthly Status Report.
HHSC will inform the Contractor when the monthly status report submission period begins.
The Contractor shall ensure to include all requirements
Within ten (10) business days following the last day of the previous month
Monthly
Deliverable ID & Description
KPR
DP 079-D
Configuration Management
Contractor shall submit a Configuration Management Plan including an overall approach for tracking and managing hardware and software inventories including version control.
Contractor shall ensure to include all requirements
3.9.2, Configuration Management.
days after Effective Date or by the date specified by HHSC and anytime
DP 084-D
Security Management
The Contractor shall submit a Security Management Process Plan.
The Contractor shall ensure to include all requirements
3.10, Security Management.
Within thirty-five (35)
Effective Date or by the date specified by HHSC and anytime thereafter when specified by HHSC
DP 088-D
Security Management
KPR 12
The Contractor shall submit a report of security systems issues detailing the security violation, when and how discovered, operational impacts, and corrective measures to detect and prevent future violations.
The Contractor shall ensure to include all requirements
3.10, Security Management.
Within one (1) calendar day of discovery
Deliverable ID & Description
KPR
DP 089-D
Disaster Recovery and Business Continuity
The Contractor shall submit a Disaster Recovery Plan and a Business Continuity Plan specific to the transition and on-going operations.
The Contractor shall ensure to include all requirements
3.11, Disaster Recovery and Business Continuity.
Effective Date or by the date specified by HHSC
DP 090-D
Disaster Recovery and Business Continuity
The Contractor shall submit annual updates to the Disaster Recovery Plan and the Business Continuity Plan.
The Contractor shall ensure to include all requirements
Thirty (30) calendar days prior to the end of the operational year of the
Contract or within thirty
(30) days following a
Disaster Recovery exercise
Annually/As Required
DP 093-D
Incident/Outages
Notification
KPR 9
Contractor must report all incidents/outages to HHSC via e-mail or telephone if e-mail is unavailable.
The Contractor shall ensure to include all requirements
Within five (5) minutes of an incident/outage occurring
Deliverable ID & Description
KPR
DP 094-D
Incident/Outage
Report
KPR 10
Contractor shall submit an Incident Report to HHSC via the formal communications process detailing the incident, when and how discovered, system and operational impacts, and corrective measures to detect and prevent future incidents.
The Contractor shall ensure to include all requirements
By closing of next business day of reported incident/outage notification
DP 095-D
Quality Management
The Contractor shall submit an initial Quality Management Plan.
The Contractor shall ensure to include all requirements
3.12.1, Quality Management Plan.
Forty-five (45) calendar days prior to the scheduled operational start date
DP 096-D
Quality
Contractor shall submit an Annual Quality Management
Forty-five (45) calendar days prior to the end of each operational year of the
Deliverable ID & Description
KPR
DP 097-D
Quality
Contractor shall submit a monthly Quality Management Report to HHSC.
The Contractor shall ensure to include all requirements business days following the end of the reporting month
DP 110-D
Communication and Coordination
The Contractor shall submit an initial Communication and Coordination Plan.
(SOW), Section 3.13, Communication and Coordination Plan.
days after Effective Date or by the date specified by
HHSC
DP 111-D
Communication and Coordination Plan
The Contractor shall submit an annual Communications and Coordination Plan.
outlined in Exhibit E, Scope of Work (SOW), Section 3.13, Communication and Coordination
Every twelve (12) months from the approval date of the initial Communication and Coordination Plan
Deliverable ID & Description
KPR
DP 112-D
Turnover Plan
Contractor shall submit an Operations Turnover Plan.
(SOW), Section 3.14.2, Turnover Plan.
days after the Transition Phase is complete or date
DP 113-D
The Contractor shall submit annual revisions of the Operations Turnover Plan.
(SOW), Section 3.14.2, Turnover Plan.
Sixty (60) calendar days prior to the end of each operational year of the
Six (6) months prior to the end of the Contract or upon request by HHSC
Annually/ or as
DP 119-D
Contractor shall submit a comprehensive Knowledge Transfer Plan, including all materials useful and necessary to perform all job duties, along with identifying subject matter experts.
3.14.2, Turnover Plan.
prior to the end of the
Deliverable ID & Description
KPR
DP 122-D
Facilities and Business Structure
The Contractor shall submit a Facilities and Business Structure Turnover Plan.
3.14.3, Facilities and Business Structure Turnover days after the Transition
Phase is complete
DP 124-D
Facilities and Business Structure
The Contractor shall submit an Annual Facilities and Business Structure Turnover Plan.
3.14.3, Facilities and Business Structure Turnover prior to the end of each operational year of the
Contract
Six (6) months prior to the end of the Contract or upon request by HHSC
Annually, or as
DP 125-D
Turnover Results
The Contractor shall submit a Turnover Results Report.
3.14.4, Turnover Results.
completion of turnover activities or by the date
Deliverable ID & Description
KPR
DP 133-D
Financial Accounting
The Contractor shall submit a final Accounting Policy Manual which includes any modifications necessary due to contract negotiations and all the proposed accounting policies and procedures the Contractor must follow during the duration of any Contract resulting from the RFP.
(SOW), Section 4.2.3, Financial Accounting Requirements.
Effective Date
DP 144-D
Financial Report
Contractor shall submit a tangible net worth prepared by a Certified Public Accountant for the most recent State Fiscal Year end and for each State Fiscal Year during the term of the Contract Term resulting from this RFP. The Contractor must submit their annual updates to their statement of tangible net worth between September 1 and September 30 of each State Fiscal Year.
4.2.6, Financial Report Requirements.
Effective Date
No later than thirty (30) calendar days after the end of each State Fiscal Year
One-time, revised annually
DP 145-D
The Contractor shall submit a list of all nonexpendable capital items acquired under the Contract.
4.2.6, Financial Report Requirements.
end of the transition period end of each State Fiscal quarter when
One time, Quarterly as required
Deliverable ID & Description
KPR
No.
Requirements Due Date Frequency nonexpendable capital items are acquired
DP 146-D
Prepare an invoice for payment for each month during the term of the Contract Term. In addition, Contractor will supply detailed information in an electronic format that supports the monthly invoice. HHSC reserves the right to request financial information and supporting information in a format that will allow HHSC to verify reported costs most efficiently and comply with its State and federal financial reporting requirements.
The Contractor shall ensure to include all requirements outlined in Exhibit E, Scope of Work (SOW), Section 4, Financial Requirements.
calendar days following the end of the previous month.
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