HHS0014612v2_Pre-proposal Conference and HSP Training Slide Deck.pdf

Pre-Proposal Conference and HSP Training

Request for Offer No. HHS0014612v2

Take Charge Texas Support Services

November 12, 2025, at 2:00 p.m. CST Version 1.20 Review Date 10/02/2025

Introductions

Speakers

• Fernando Garcia, Contract Administration Manager, HHSC Procurement and Contracting Services

• Cheryl Bradley, HUB Coordinator

Topics

• Communication

• Schedule of Events

• Procurement Access

• Procurement Background

• Procurement Requirements

• Proposal Screening and Evaluation

• Reminders

• Vendor Questions

• Closing Comments

• HUB Subcontracting (HSP) Training

Communication

Sole Point of Contact

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

Fernando Garcia, CTCD, CTCM HHSC Contract Specialist

1100 W. 49th Street, Mail Code 2020

Austin, TX 78756

Email: Fernando.garcia03@hhs.Texas.gov mailto:Fernando.garcia03@hhs.Texas.gov

• All communication related to the RFO must be directed to the sole point of contact, Fernando Garcia.

• All communications between Respondents and other HHS staff members concerning the RFO are strictly prohibited.

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

• Exceptions to the Sole Point of Contact (RFO

Section 3.3.3):

The only exceptions to the Sole Point of Contact is the HUB coordinator, Cheryl Bradley.

Should Respondents have questions regarding proper completion of the HUB Subcontracting

Plan, (RFO Section 6.8) the HUB Coordinator may be contacted at Cheryl.Bradley@hhs.Texas.gov.

mailto:Cheryl.Bradley@hhs.Texas.gov

Schedule of Events Event Date/Time

Solicitation Posting Date to ESBD November 5, 2025

Deadline for Submitting Questions or Request for Clarification

November 14, 2025, at 2:30 p.m. Central

Time

Tentative Date Response to Questions or Request for Clarification Posted on ESBD November 21, 2025

Deadline for Submission for Courtesy HSP Review November 26, 2025, at 2:30 p.m. Central

Time

Deadline for Submission of Solicitation Responses

December 8, 2025, at 10:30 a.m. Central

Time

Evaluation Period December 2025 – January 2026

Anticipated Notice of Award March – April 2026

Anticipated Contract Effective Date June 2026

Procurement Access

HHSC will post all official communication regarding this RFO on the following website, including the Notice of Award:

Texas ESBD website at http://www.txsmartbuy.com/esbd

HHSC and DSHS reserves the right to cancel this RFO, or to make no award if it determines such action is in the best interest of the State. HHSC and DSHS may, in its discretion, reject any and all proposals or portions thereof.

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

http://www.txsmartbuy.com/esbd

Procurement Access

State of Texas ESBD Webpage

• The RFO and official materials are posted to the State of Texas ESBD webpages at: https://www.txsmartbuy.gov/esbd/HHS0014612v2

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

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

Note: Google Chrome is recommended when navigating the Electronic State

Business Daily (ESBD) website.

https://www.txsmartbuy.gov/esbd/HHS0014612v2

Procurement Background The Department of State Health Services (DSHS), by and through the Texas Health and

Human Services Commission (HHSC), is seeking a qualified vendor to provide support services and maintenance for the DSHS Take Charge Texas (TCT) application hosted in

Texas Department of Information Resources – Data Center Services.

DSHS is required, pursuant to Texas Health and Safety Code Sections 81.041, 81.043 and 81.044 to maintain a repository and report on all infectious diseases in Texas. TCT is an online system for Clients, DSHS staff, providers, and pharmacists across Texas.

TCT allows Clients and DSHS staff to reduce paperwork and clerical tasks that take time away from connecting Clients to services. TCT allows Clients to complete one (1) application and upload supporting documents one (1) time for several programs, instead of completing an application for each service or benefit. TCT includes an agency portal, pharmacy portal, and Client portal. The Contractor will maintain and support TCT.

The Contractor must provide on-going TCT support and maintenance services, including the following:

a. Client portal;

b. Agency portal;

c. Application workflow;

d. Eligibility;

e. Contracts;

f. Pharmacy portal;

g. Reporting;

h. Interfaces;

i. TCT ongoing maintenance and security updates; and

j. On-going Enhancement services, as needed.

The Contractor must provide resources sufficient to meet all levels of support detailed in RFO Section 2.4.4.1 (Levels of Support). When the Contractor is not working on critical or high Incidents the Contractor must use its resources for system improvement activities that include any DME services (see RFO Section 2.4.3 (DME Services)) and supplemental services (see RFO Section 2.6 (Supplemental Services)). See procurement library for additional reference information regarding historical Enhancement and maintenance hours.

Note that the ability to address Service Requests (SRs) is essential for maintenance and operations as well as system Enhancements in order to implement all software patches and/or required system integrations.

The Contractor must respond to information requests and the ability to address Incidents, allow for additional SRs while ensuring TCT is monitored and maintained on a regular basis to prevent breakdowns and costly repairs in the future.

HHSC will provide all software and licenses to the Contractor in support of the requirements of the Contract. Contractor's personnel must abide by Artifact C, Information Security Acceptable Use Policy (a copy of which is located in the Procurement Library for reference) in utilizing these provided resources.

For additional clarifications and information regarding the Solicitation, refer to RFO Section 3.7 (Procurement Library), and other documents expressly designated by HHSC as part of this Solicitation.

Procurement Requirements

Submission Options

Option 1 - USBs Option 2 - Online Bid Room

Overnight/Express/Priority Mail

Hand Delivery HHS Online Bid Room

Health and Human Services Commission

ATTN: Response Coordinator Tower Building Room 108 1100 W. 49th St., MC 2020

Austin, Texas 78756

Health and Human Services Commission

ATTN: Response Coordinator Procurement & Contracting

Services Building 1100 W. 49th St., MC 2020

Austin, Texas 78756

See Exhibit O, HHS Online Bid Room

Information https://hhs.texas.gov/doin g-business-hhs/contracting-hhs/hhs-online-bid-room https://hhs.texas.gov/doing-business-hhs/contracting-hhs/hhs-online-bid-room https://hhs.texas.gov/doing-business-hhs/contracting-hhs/hhs-online-bid-room https://hhs.texas.gov/doing-business-hhs/contracting-hhs/hhs-online-bid-room https://hhs.texas.gov/doing-business-hhs/contracting-hhs/hhs-online-bid-room https://hhs.texas.gov/doing-business-hhs/contracting-hhs/hhs-online-bid-room https://hhs.texas.gov/doing-business-hhs/contracting-hhs/hhs-online-bid-room https://hhs.texas.gov/doing-business-hhs/contracting-hhs/hhs-online-bid-room https://hhs.texas.gov/doing-business-hhs/contracting-hhs/hhs-online-bid-room https://hhs.texas.gov/doing-business-hhs/contracting-hhs/hhs-online-bid-room https://hhs.texas.gov/doing-business-hhs/contracting-hhs/hhs-online-bid-room https://hhs.texas.gov/doing-business-hhs/contracting-hhs/hhs-online-bid-room

Items to submit for a RESPONSIVE response:

1. Exhibit A: HHS Solicitation Affirmations

Ensure the document is SIGNED.

2. Exhibit H: 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 RFO Section 6.8, HUB Subcontracting Plan.

3. Exhibit F: Cost Proposal

This is a fillable form which must be completed.

Items to submit for a RESPONSIVE proposal:

4. Exhibit G: Assurances – Non-Construction

Programs

Ensure the document is SIGNED.

5. Exhibit E: Certification Regarding Lobbying

Ensure the document is SIGNED.

6. Exhibit M: Exceptions Form

Ensure this document is completed with as much detail as possible if a Respondent has Exceptions. (Refer to RFO Section 3.5.4)

Items to submit for a RESPONSIVE proposal:

7. Exhibit N: Assumptions Form

Ensure this document is completed with as much detail as possible if a Respondent has Assumptions. (Refer to RFO Section 3.5.5)

*For additional Solicitation Consideration and Award Consideration

Documents, refer to RFO Section 3.6.3 (Submission Checklist).

Submissions must be received by HHSC no later than:

Monday, December 8, 2025, at 10:30 a.m.

Central Time

Proposal Screening & Evaluation

Evaluation and Award Process

• Initial Screening of Minimum Qualifications (see RFO

Section 4.2.2)

• Responses which meet the Minimum Qualifications shall be consistently evaluated and scored in accordance with the evaluation criteria per Exhibit J, Evaluation Tool

(See RFO Section 4.2.5)

Reminders

• Read the RFO thoroughly and include all required documents.

• Deadline to Submit Questions: November 14, 2025, at

2:30 p.m. Central Time

• Responses to Questions Posted on ESBD: November 21, 2025

• Deadline to Request HSP Courtesy Review: November 26, 2025, at 2:30 p.m. Central Time

• Proposals are due: December 8, 2025, at 10:30 a.m.

Central Time

• Late submissions will not be considered.

Vendor Questions

• All questions must be submitted in writing to the Sole Point of

Contact at: Fernando.garcia03@hhs.Texas.gov

• Refer to RFO Section 3.3.4, 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 November 14, 2025, at 2:30 p.m. Central Time.

Closing Comments

• Respondents are responsible for meeting the RFO requirements, including any addenda.

• 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.

Thank You

Historically Underutilized Business (HUB)

HUB Subcontracting Plan (HSP)

Training 06/24/21

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

https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=20&rl=285 https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=20&rl=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:

• HUB Vendor Profiles 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 33

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.

https://mycpa.cpa.state.tx.us/commbook/ https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do

HUB Coordinator Contact Information

Cheryl Bradley

Cheryl.Bradley@hhs.texas.gov

(512) 406-2529 mailto:Cheryl.bradley@hhs.texas.gov

Thank You