Texas Health and Human Texas Health and Human Services Commission (HHSCServices Commission (HHSC))

Kyle L. Janek, Executive CommissionerKyle L. Janek, Executive Commissioner

VENDOR CONFERENCEVENDOR CONFERENCEEmployee Assistance ProgramEmployee Assistance ProgramRequest for Proposals # 529 – Request for Proposals # 529 –

14 – 000314 – 0003Vendor Conference May 17, Vendor Conference May 17,

20132013

WelcomeWelcome IntroductionsIntroductions

Lyn Peters, Enterprise Contract and Lyn Peters, Enterprise Contract and Procurement Services (ECPS)Procurement Services (ECPS)

Dena Riede, Director, Health and Dena Riede, Director, Health and Human Services (HHS) Training & Human Services (HHS) Training & Organizational DevelopmentOrganizational Development

Chester Beattie, Assistant General Chester Beattie, Assistant General CounselCounsel

Michael Parks, Historically Underutilized Michael Parks, Historically Underutilized Business (HUB) Business (HUB)

HousekeepingHousekeeping Items Items

HHSC Procurement RolesHHSC Procurement Roles

ECPS ECPS - Responsible for procurement - Responsible for procurement activityactivity

Program Program - Responsible for project scope, - Responsible for project scope, requirements, performance, results, requirements, performance, results, contract management/monitoringcontract management/monitoring

HUB HUB - Responsible for HUB activity - Responsible for HUB activity Legal Legal - Questions/answers and legal - Questions/answers and legal

activityactivity

Vendor Conference OverviewVendor Conference Overview

Procurement ActivitiesProcurement Activities

RFP OverviewRFP Overview

HUB ItemsHUB Items

Questions SubmittalQuestions Submittal

Break Break

Preliminary Responses to QuestionsPreliminary Responses to Questions

Closing CommentsClosing Comments

Procurement ActivitiesProcurement Activities

Questions & Answers Questions & Answers Sole Contact, Lyn Peters - Steve Bailey, Sole Contact, Lyn Peters - Steve Bailey,

ECPSECPS Procurement Schedule Procurement Schedule Solicitation Access Solicitation Access Submission RequirementsSubmission Requirements Solicitation ChangesSolicitation Changes Screening & EvaluationScreening & Evaluation Award InformationAward Information

Sole Point of ContactSole Point of ContactLyn Peters – Steve BaileyLyn Peters – Steve Bailey

Texas Health and Human Services Texas Health and Human Services CommissionCommission

Enterprise Contract and Procurement Enterprise Contract and Procurement ServicesServices

4405 North Lamar Blvd., Mail Code 20204405 North Lamar Blvd., Mail Code 2020

Austin, TX 78756Austin, TX 78756

Voice (512) 424-6976Voice (512) 424-6976

Fax (512) 424-6590Fax (512) 424-6590lyn.peters@hhsc.state.tx.us

Procurement ScheduleProcurement Schedule

RFP Release DateRFP Release Date May 10, 2013May 10, 2013

Vendor Conference Vendor Conference May 17, 2013May 17, 2013

Vendor Questions DueVendor Questions Due May 20, 2013May 20, 2013

HHSC Posts Responses toHHSC Posts Responses to

Vendor QuestionsVendor Questions May 28, 2013May 28, 2013

Proposals DueProposals Due June 10, 2013June 10, 2013

Deadline for ProposalDeadline for Proposal

WithdrawalWithdrawal June 11, 2013June 11, 2013

Tentative Award AnnouncementTentative Award Announcement July 22, July 22,

20132013

Anticipated Contract Start DateAnticipated Contract Start Date September 1, 2013September 1, 2013

Solicitation AccessSolicitation Access

The HHSC website is located at: The HHSC website is located at: http://www.hhsc.state.tx.us/about_hhsc/BusOpp/BO_opportunities.asp

The ESBD is located at: The ESBD is located at: http://esbd.cpa.state.tx.us/

RFP Overview

Purpose Our Workforce

Employee Assistance Program

EAP PurposeEAP Purpose

Assist Health and Human Services Assist Health and Human Services employees with issues that may employees with issues that may impact their job performance or work impact their job performance or work behavior.behavior.

Promote emotional health and Promote emotional health and wellness at work and at home. wellness at work and at home.

HHS AgenciesHHS AgenciesHealth and Human Services CommissionHealth and Human Services Commission

11,963 11,963

Department of Aging and Disability Services Department of Aging and Disability Services 16,11816,118

Department of State Health ServicesDepartment of State Health Services 11,85511,855

Department of Family and Protective Services Department of Family and Protective Services 10,72310,723

Department of Assistive and Rehabilitative Department of Assistive and Rehabilitative

Services: Services: 2,934 2,934

Number of HHS EmployeesNumber of HHS Employees * * 53,59353,593  

*As of April 19, 2013*As of April 19, 2013

HUB Subcontracting PlanHUB Subcontracting Plan(HSP) Requirements(HSP) Requirements

AgendaAgenda Topics Topics

• RFP Section 4.0 Historically Underutilized RFP Section 4.0 Historically Underutilized

Business Business Participation RequirementParticipation Requirement

• HUB Subcontracting Plan Development and HUB Subcontracting Plan Development and

SubmissionSubmission

HSP Quick ChecklistHSP Quick Checklist

HSP MethodsHSP Methods

• HSP Prime Contractor Progress Assessment HSP Prime Contractor Progress Assessment

ReportReport

● HUB Participation GoalsHUB Participation Goals

● Potential Subcontracting OpportunitiesPotential Subcontracting Opportunities

● Vendor Intends to Subcontract Vendor Intends to Subcontract

● Centralized Master Bidders List and HUB DirectoryCentralized Master Bidders List and HUB Directory

RFP Section 4.0 Historically RFP Section 4.0 Historically

Underutilized Business Participation Underutilized Business Participation

RequirementsRequirements

● Minority or Women Trade Organizations Minority or Women Trade Organizations

● Self PerformanceSelf Performance

● HSP Changes After Contract AwardHSP Changes After Contract Award

● Reporting and Compliance with the HSPReporting and Compliance with the HSP

RFP Section 4.0 Historically RFP Section 4.0 Historically

Underutilized Business Participation Underutilized Business Participation

RequirementsRequirements

HUB Participation Requirements

HUB Subcontracting Plan (HSP) HUB Subcontracting Plan (HSP) Development and SubmissionDevelopment and Submission

If HSP is inadequate, response will be rejected

HUB GOALS

Special reminders and

instructions

HSP Information Page

HUB Participation Requirements

HSP Quick ChecklistHSP Quick Checklist

HUB Participation Requirements

HSP MethodsHSP Methods

METHOD I

If all (100%) of your subcontracting opportunities will be performed using only HUB vendors, complete:

• Section 1 - Respondent and Requisition Information;

• Section 2 a. – Yes, I will be subcontracting portions of the contract;

• Section 2 b. – List all the portions of work you will subcontract, and

indicate the percentage of the contract you expect to award to HUB

vendors; • Section 2 c. – Yes;

• Section 4 – Affirmation; and,

• HSP GFE Method A (Attachment A) – Complete this attachment for each subcontracting opportunity.

Respondent and Requisition Information

HSP Information Page

Company Name and Requisition #

SubcontractingIntentions:Complete Section 2-a; Yes, I will be subcontracting portions of the contract.

Complete Section 2-c; Yes if you will be using only HUBs to perform all Subcontracting Opportunities in 2-b.

Complete Section 2-b; List all the portions of work you will subcontract, and indicate the % of the contract you expect to award to all HUBs.

Section 4; Affirmation

Signature Affirms that Information Provided isTrue and Correct.

Complete this attachment (Sections A-1 and A-2) and List Line # and Subcontracting Opportunity.

HSP GFE Method A (Attachment A)

HUB Subcontractor Selection for this Subcontracting Opportunity

Reminders: Notice to subcontractors and HHSC.

METHOD II

If any of your subcontracting opportunities will be performed using HUB protégés, complete:

• Section 1 - Respondent and Requisition Information; • Section 2 a. – Yes, I will be subcontracting portions of the

contract;

• Section 2 b. – List all the portions of work you will subcontract, and

indicate the percentage of the contract you expect to award to HUB

vendors; • Section 4 – Affirmation; and, • HSP GFE Method B (Attachment B) – Complete Section B-1 and

Section B-2 only for each subcontracting opportunity as applicable.

Respondent and Requisition Information

HSP Information Page

Company Name and Requisition #

SubcontractingIntentions:Complete Section 2-a; Yes, I will be subcontracting portions of the contract.

Skip Sections 2-c and 2-d.

Complete Section 2-b; List all the portions of work you will subcontract, and indicate the % of the contract you expect to award to HUB Protégés.

Section 4; Affirmation

Signature Affirms that Information Provided isTrue and Correct.

HSP GFE Method B (Attachment B)

Complete Sections B-1; and

B-2 only for each HUB Protégé subcontracting opportunity.

HSP GFE Method B

(Attachment B)

List the HUB Protégé(s)

METHOD III

If you are subcontracting with HUBs and Non-HUBs, and the aggregate percentage of subcontracting with HUBs, holding an existing contract with HUBs for 5 years or less, which meets or exceeds the HUB Goal identified in the solicitation, complete:

• Section 1 - Respondent and Requisition Information;

• Section 2 a. – Yes, I will be subcontracting portions of the contract;

• Section 2 b. – List all the portions of work you will subcontract, and indicate the percentage of the contract you expect to award to HUB vendors and Non HUB vendors;

• Section 2 c. – No;

• Section 2 d. – Yes;

• Section 4 – Affirmation; and,

• HSP GFE Method A (Attachment A) – Complete this attachment for each subcontracting opportunity.

Respondent and Requisition Information

HSP Information Page

Company Name and Requisition #

SubcontractingIntentions:Complete Section 2-a; Yes, I will be subcontracting portions of the contract.

Complete Section 2-c; No to using only HUBs to perform all Subcontracting Opportunities in 2-b.

Complete Section 2-b; List all the portions of work you will subcontract, and indicate the % of the contract you expect to award to HUBs and Non-HUBs.

Complete Section 2-d; Yes, to the Aggregate % of the contract expected to be subcontracted to HUBs to meet or exceed the HUB goal, which you have a contract agreement in place for five (5) years or less.

Section 4; Affirmation

Signature Affirms that Information Provided isTrue and Correct.

Complete this attachment (Sections A-1 and A-2) for each subcontracting opportunity.

HSP GFE Method A (Attachment A)

Subcontractor Selection (HUBs and Non-HUBs)

Reminders: Notice to subcontractors and HHSC.

METHOD IV

If you are subcontracting with HUBs and Non-HUBs, and the aggregate percentage of subcontracting with HUBs, holding an existing contract with HUBs for 5 years or less, does not meet or exceed the HUB Goal identified in the solicitation, complete:

• Section 1 - Respondent and Requisition Information; • Section 2 a. – Yes, I will be subcontracting portions of the

contract;

• Section 2 b. – List all the portions of work you will subcontract, and indicated the percentage of the contract you expect to award to HUB vendors and Non HUB vendors;

• Section 2 c. – No; • Section 2 d. – No; • Section 4 – Affirmation; and, • HSP GFE Method B (Attachment B) – Complete this attachment

for each subcontracting opportunity/

Respondent and Requisition Information

HSP Information Page

Company Name and Requisition #

SubcontractingIntentions:Complete Section 2-a; Yes, I will be subcontracting portions of the contract.

Complete Section 2-c; No, to using only HUBs to perform all Subcontracting Opportunities in 2-b.

Complete Section 2-b; List all the portions of workyou will subcontract, and indicated the % of the contract you expect to award to HUBs and Non-HUBs.

Complete Section 2-d; No, to the Aggregate % of the contract expected to be subcontracted to HUBs to meet or exceed the HUB goal, which you have a contract agreement in place for five (5) years or less.

Section 4; Affirmation

Signature Affirms that Information Provided isTrue and Correct.

HSP GFE Method B (Attachment B)

Complete Section B-1; and

Section B-2 only for each subcontracting opportunity.

Good Faith Efforts to find Texas Certified HUB Vendors

HSP GFE Method B (Attachment B)

Written Notification Requirements

List 3 HUBs Contacted for this Subcontracting Opportunity

HSP GFE Method B (Attachment B)

Written Notification To Trade Organizations

HSP GFE Method B (Attachment B)

List Trade Organizations Notified with Dates Sent/Accepted.

Provide written justification why a HUB was not selected for this Subcontracting Opportunity

HSP GFE Method B (Attachment B)

Reminders: Notice to subcontractors and HHSC.

METHOD V

If you are not subcontracting any portion of the contract and will be fulfilling the entire contract with your own resources (i.e., equipment, supplies, materials, and/or employees), complete:

• Section 1 – Respondent and Requisition Information; • Section 2 a. – No, I will not be subcontracting any portion of

the contract, and I will be fulfilling the entire contract with my own resources;

• Section 3 – Self Performing Justification; and, • Section 4 – Affirmation

Respondent and Requisition Information

HSP Information Page

Company Name and Requisition #

SubcontractingIntentions:Complete Section 2-a; No, I will not be subcontracting any portion of the contract.

List the specific page(s)/section(s) of your proposal response, OR in the space provided, which explains how your company will perform the entire contract with its own equipment, supplies, materials and/or employees.

Section 3; Self Performing Justification

Section 4; Affirmation

Signature Affirms that Information Provided isTrue and Correct.

HUB Participation Requirements

HUB Subcontracting HUB Subcontracting Opportunity Opportunity

Notification FormNotification Form

Sample for Respondent’s Use.

Texas Health and Human Texas Health and Human Services Commission (HHSCServices Commission (HHSC))

Questions SubmittalQuestions SubmittalFollowed by BreakFollowed by Break

Employee Assistance ProgramEmployee Assistance Program

Non-binding verbal answers to vendor Non-binding verbal answers to vendor questions are provided.questions are provided.

Binding responses are posted on the Binding responses are posted on the procurement website by May 28, 2013.procurement website by May 28, 2013.

Closing CommentsClosing Comments

Office of General CounselOffice of General Counsel

Collusion Collusion

Conflict of InterestConflict of Interest

Permissible contactsPermissible contacts