HHS0016585 Attachment No. 1 to Addendum No. 1.pdf
PDF 401 KB Posted
- Solicitation number
- HHS0016585
- Issued by
- Travis County, Austin City, Texas
About this file
This document is Attachment No. 1 to Addendum No. 1 for Request for Offers (RFO) No. HHS0016585, issued by the Texas Health and Human Services Commission (HHSC) on behalf of the Department of State Health Services (DSHS) Public Health Laboratory Division. The procurement seeks a qualified contractor to provide comprehensive maintenance and operations support and integration services for the LabWare Laboratory Information Management System (LIMS) v.8 and Clinical Health Template v.5.1, coupled with integration of the Texas Laboratory Online (TLO) electronic test ordering and reporting system. Services include software licensing, system integration, configuration, development services, helpdesk support (Monday through Friday, 7:00 a.m. to 7:00 p.m. Central Time), and supplemental administrative support at 2,080 hours annually. The contractor must deliver 21 defined work products with due dates ranging from 14 to 60 business days after contract commencement, including a Project Management Plan, Change Management Plan, Test Plan, Disaster Recovery and Business Continuity Plan, System Security Plan, and Technical Design Document, along with weekly status reporting and annual updates. Critical deadlines include a pre-proposal conference on May 29, 2026, written questions deadline of June 3, 2026, and proposal submissions due June 19, 2026 at 10:30 a.m. Central Time. The contract will commence on September 1, 2026, with an anticipated award in August 2026, encompassing an initial three-year term with options for up to two additional one-year renewal periods plus one supplemental option period of up to one year, potentially extending the total contract period to sixty months.
Respondents must demonstrate five years of business experience or equivalent ownership/executive management experience in LIMS environments, financial solvency, and HIPAA and FISMA compliance with HHS MODERATE security baseline equivalent to NIST SP 800-53R5 standards. Evaluation will be conducted using weighted scoring criteria of 20 percent for narrative proposal, 35 percent for qualifications and experience, 15 percent for technical proposal, and 30 percent for cost on a best-value basis. Historical compensation for similar contracts has been approximately $407,192 per State Fiscal Year, though HHSC reserves the right to adjust this amount based on state funding availability and does not guarantee volume, usage, or total compensation. Pricing must be submitted in Microsoft Excel Workbook format (.xlsx) and remain firm and constant throughout the contract term, with all-inclusive unit prices covering labor, materials, tools, supplies, equipment, personnel, travel expenses, and all incidental costs. No HUB subcontracting plan or disadvantaged enterprise set-asides are required. The LabWare system supports approximately 450,000 samples annually from over 8,000 entities for public health testing including virology, serology, advanced molecular analysis, biothreat analysis, and chemical threat analysis. Service Level Agreements establish maximum response and resolution times ranging from one clock hour for Critical severity issues to 36 clock hours for Low severity issues, with liquidated damages of $200 per calendar day for missed deliverable due dates and $1,000 per percentage point above 5 percent for unresolved low-severity defects at Go-Live on February 28, 2027.
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Text version
Pre-Proposal Conference May 29, 2026
LabWare M&O / TLO Integration Fiscal Year 2026 Request for Offer No. HHS0016585
Version 1.20 Review Date 10/02/2025
Introductions
Speakers
• Mario Gutierrez, Contract Specialist V, HHSC Procurement and Contracting Services
Topics
• Communication
• Schedule of Events
• Procurement Access
• Procurement Background
• Procurement Requirements
• Proposal Screening and Evaluation
• Reminders
Communication
Sole Point of Contact
All requests, questions, and other communication about the RFO must be made in writing to:
Mario Gutierrez, CTCD, CTCM HHSC Contract Specialist V 1100 W. 49th Street, Mail Code 2020 Austin, TX 78756 Email: mario.gutierrez@hhs.Texas.gov
• All communication related to the RFO must be directed to the sole point of contact, Mario Gutierrez.
• 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 3.3.1) are as follows:
Where it is expressly directed by the Sole Point of Contact that another designated HHSC representative may speak to the Respondent, such as during Contract negotiations.
Respondents are required to ensure that communications have been authorized by the Sole Point of Contact before engaging in such communication. Failure to comply with this requirement may result in the disqualification of a Respondent’s Solicitation Response.
Schedule of Events Event Date/Time
RFO Release Date May 21, 2026
Deadline for Submitting Questions June 3, 2026, at 1 PM Central Time Tentative Date to Post Answers to Questions on ESBD June 10, 2026
Deadline for Submission of Responses June 19, 2026, at 10:30 AM Central Time
Evaluation Period June 2026
Anticipated Notice of Award August 2026
Anticipated Contract Start Date September 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/HHS0016585
HHSC and DSHS reserve 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 their 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/HHS0016585
Procurement Access State of Texas ESBD Webpage
• The RFO and official materials are posted to the State of Texas ESBD webpages at: http://www.txsmartbuy.com/esbd/HHS0016585
• 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.
http://www.txsmartbuy.com/esbd/HHS0016585
Procurement Background
LabWare M&O / TLO Integration RFO – HHS0016585
• The Health and Human Services Commission (HHSC), for and on behalf of the Department of State Health Services
(DSHS), seeks a qualified Contractor to provide Maintenance and Operations (M&O) services for LabWare software in support of the DSHS Public Health Laboratory Division (PHLD) Laboratory Information Management Systems (LIMS). A complete list of required Services is defined in Exhibit F, Scope of Work (SOW).
• PHLD is undertaking an effort to enhance its current LabWare LIMS, by implementing an interface with the iConnect application to allow electronic test ordering and reporting for clinical chemistry and public health microbiological testing.
• The newly developed Texas Laboratory Online (TLO) system will interface with the existing DSHS PHLD LabWare LIMS to provide secure reporting of test results and other patient-specific data. The enhanced (existing) LIMS system will help to ensure the newly developed TLO System will align the capacity of DSHS PHLD to provide a modernized supply, order, and test reporting standard capable of handling the State’s growing epidemiological needs, as demonstrated during the COVID- 19 pandemic.
• Note: HHSC believes that the requested items in this RFO may be proprietary to one vendor however HHSC encourages offers from all qualified respondents that may be able to provide the requested items.
Submission Requirements Submission Options
Option 1 - USBs Option 2-Online Bid Room
Overnight / Express / Priority Mail Delivery HHS Online Bid Room
HHSC Procurement and Contracting Services
(PCS)
Bid Room Attn: Response Coordinator
1100 West 49th Street; Mail Code 2020
Austin, TX 78756
See Exhibit P, HHS Online Bid Room https://iamonline.hhs.state.tx.us/ https://iamonline.hhs.state.tx.us/
Items to submit for a RESPONSIVE response:
1. Exhibit A: HHS Solicitation Affirmations
Ensure the document is SIGNED.
2. Exhibit O: Cost Proposal This is a fillable form which must be completed.
Items to submit for a RESPONSIVE proposal:
3. Exhibit L: Assurances – Non-Construction Programs Ensure the document is SIGNED.
4. Exhibit M: Certification Regarding Lobbying Ensure the document is SIGNED.
Submissions must be received by HHSC no later than:
JUNE 19, 2026, at 10:30 AM CT
Deadline for Submission of Solicitation Responses
Proposal Screening & Evaluation
Evaluation and Award Process
• Initial Screening of Minimum Qualifications (see RFO Section
4.2.3)
• Responses which meet the Minimum Qualifications shall be consistently evaluated and scored in accordance with the evaluation criteria per Exhibit N, Evaluation Tool (See RFO Section 4.2.5)
• Final Written Response Score may not always determine best value or selection for negotiation and award (See RFO Sections 4.2.7 and 4.2.8)
Reminders
• Read the RFO thoroughly and include all required documents.
• Deadline to Submit Questions: June 3, 2026, @ 1:00 p.m. CT
• Date Responses to Questions Posted on ESBD: June 10,
• Solicitation Responses due: June 19, 2026, at 10:30 a.m.
CT
• Late submissions will not be considered.
Vendor Questions
• All questions must be submitted in writing to the Contract Specialist at: mario.gutierrez@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 June 3, 2026, by 1:00 p.m.
Central Standard Time.
Solicitation Questions
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 should be signed and submitted with the original response.
• Vendor questions and answers will be posted to the ESBD webpage.
| Pre-Proposal Conference�May 29, 2026 |
| Introductions |
| Topics |
| Communication |
| Communication |
| Communication |
| Schedule of Events |
| Procurement Access |
| Procurement Access |
| Procurement Background |
| Submission Requirements |
| Submission Requirements |
| Submission Requirements |
| Submission Requirements |
| Proposal Screening & Evaluation |
| Reminders |
| Vendor Questions |
| Closing Comments |
| Slide Number 19 |
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