Transcript Doing Business with UTEP

Kyle L. Janek M.D., Executive Commissioner
VENDOR CONFERENCE
Texas Home Visiting Program
Request for Proposal (RFP)
No. 529-16-0003
March 25, 2015 10:00 AM CST
Welcome

Introductions
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Andrick Reese, Procurement and Contracting
Services (PCS)
Donna Wood, Program Manager, Texas Home
Visiting
Cathy Doggett, Team Lead, Nurse Family
Partnership
Sherice Williams, HHSC HUB Administrator
Kent Hardin, Special Counsel for Enterprise
Contracts, Office of General Counsel
2
Vendor Conference Overview

Procurement Activities

Program/Project Overview

HUB Overview
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


Legal Overview
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Break
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Preliminary Responses to Questions
Closing
3
PCS Procurement Activities
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Sole Point of Contact
Source for Questions and Answers
Solicitation Access
http://www.hhsc.state.tx.us/contract/529160003/annou
ncements.shtml
Submission Requirements
Solicitation Addendums
Oversees Screening and Evaluation Process
Award Information
Procurement Schedule
4
Procurement Schedule
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RFP Release Date
Vendor Conference
Vendor Questions Due
HHSC Posts Responses to Vendor Questions
Proposals Due
Tentative Award Announcement
Anticipated Contract Effective Date
March 16, 2015
March 25, 2015
March 30, 2015
April 9, 2015
April 23, 2015
June 5, 2015
September 1, 2015
5
Program/Project Overview
Cathy Doggett
and
Kyle Trzaskalski
6
RFP Mission
HHSC’s mission in this procurement is:
To solicit proposals from qualified entities
within the State of Texas to foster the
development and operation of local NFP
programs in Texas that provide educational,
health, and other resources for low-income,
first-time pregnant women during pregnancy
and during the first two years of their infant’s
life in communities throughout Texas. This
mission will be accomplished through the
utilization of the Nurse-Family Partnership
National Service Office (NFPNSO) model.
7
RFP Objectives
Improve
pregnancy outcomes
Improve
child health and
development
Improve
family economic selfsufficiency and stability
8
Project Overview
Nurse
Family Partnership model
Voluntary,
evidence-based nurse home
visitation program
Serve
first time moms during pregnancy
through first 2 years of child’s life
Provide
a range of support services
9
Who Can Apply
Public
or private entities
Pre-approved
by NFP National Service
Office as Implementing Agency

Current NFP contractors or entities that
seek to implement new NFP programs
10
Contract Type and Term


Contract execution: September 1, 2015
Initial contract period: September 1, 2015 to
August 31, 2016

Contract Extensions: Up to 6 years

Cost –Reimbursement Contract

Super Circular
11
Funding/Life of Procurement

Key Funding Info: Section 1.7.2, Pg. 7
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$8.695 million total

10-13 Anticipated number of awards
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
HHSC Contract funds will cover no more than 90% of the
contractors total annual base budget
HHSC does not guarantee funding at any level and may
increase or decrease funds at any time during the term of
12
a contract
HHSC Philosophy:
Contracting for Results

Defined, measurable, & beneficial outcomes
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Best value
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Strong accountability
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Cooperative relationship with the State

quality approach to client services
13
Project Schedule &
Program Options
 2.1,
p. 11
3
different schedules for 3
different options
 Key
dates
14
Evaluation Criteria
5.1, p. 33

The extent to which the vendor's proposed services meet
the needs of HHSC and the client(s)

Project Work Plan
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Respondent Background and Experience
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Project Cost with a focus on cost per family served

Financial Capacity
15
Evaluation of Eligible Respondents
Section 2.2.1, Pg. 12
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Successfully implement projects similar in
scope and complexity
Provide a letter from the NFPNSO
Demonstrate availability of qualified nurses
to hire
Demonstrate the community need
16
Evaluation of Eligible Respondents
Section 2.2.1, Pg. 12
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Demonstrate that there are enough families
eligible for services
Demonstrate the likelihood that families
would voluntarily participate
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Integrate and collaborate
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Build community readiness and ownership17
Evaluation of Eligible Respondents
Section 2.2.1, Pg. 12
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Build and maintain program capacity
Demonstrate a clear understanding of the
program cost per family
Deliver the program in a timely manner
Leverage resources/ Demonstrate
commitment to sustainability
18
Project Implementation


No proposal will be accepted that does
not serve at minimum 100
families/year.
All staffing, client, home visiting,
training, & data collection requirements
must be followed.
19
Staff Requirements

2.2.2.1

Nurse Home Visitors

Nurse Supervisors
20
Client Requirements

Must voluntarily enroll and participate

No previous live births


Enrolled the end of the 28th week of
gestation
Below 185 percent of the Federal Poverty
Level.
21
Home Visiting Requirements

Follow NFPNSO Home Visit Guidelines

Use approved NFP curriculum
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Follow NFP home visit schedule
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Nurse Home Visitor makes referrals
22
Training Requirements


NFP Education Unit 1-4
Dyadic Assessment of Naturalistic
Caregiver-Child Experiences (DANCE)
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Data entry training
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Administrator training

HHSC required training
23
Data Collection & Evaluation
Requirements
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Use the NFPNSO provided documentation and
data management system
Use the reports available in the data system to
monitor progress
Complete data forms within 24 hours of the
visit; entered within one week (7 days) of the
visit
24
Data Collection & Evaluation
Requirements (continued)

Collect all data required by the NFP model and
HHSC
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Use the NFP Electronic Documentation System
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Perform data quality checks
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Participate in evaluations
25
Data Collection & Evaluation
Requirements (continued)
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Adhere to the HHSC ongoing monitoring and
evaluation process
Provide any other relevant information as
determined by HHSC.
26
Community Advisory Board
Requirement
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Establish and maintain an NFP
Community Advisory Board (CAB)
27
Contracting with NSO

Requirement

NSO will provide technical assistance

Average fees for FY15= $25,000-29,000

HHSC will not award additional funds to
support fee increases.
28
HHSC Support
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Consultation on nursing practices
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Assistance in attaining NFP nursing competence
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Share successful practices
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Address implementation challenges
29
HHSC Support (continued)

Offer support, resources & education
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Financial and program management support
30
Deliverables/
Performance Measures

Attachment A: Performance Measures
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Corrective Measures
31
Other Contract Requirements
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Implement NFP in accordance with model
elements as provided by the NFPNSO
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Complete ongoing trainings
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Submit monthly and/or quarterly reports
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Complete required subcontractor
monitoring processes
32
Other Contract Requirements
(continued)
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Fill staffing vacancies within 4 months
Leverage local cash resources to support
implementation
Adhere to the HHSC NFP Clinical Policies &
Procedures
Comply with audit requirements
33
Other Contract Requirements
(continued)
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Provide flexible schedules to NHV and NS
Retain client records for a minimum of
seven years
34
Project Cost

Must submit one (1) 12 month
budget

One running from September 1, 2015 to
August 31, 2016
 Instructions
can be found in Attachment C
35
Budget Forms
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One budget form (Attachment D) to
complete – one twelve-month (September
1, 2015-August 31, 2016)
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Attach D has multiple tabs
36
Budget Forms
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Budget Forms
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Budget Forms
39
Historically Underutilized Business
(HUB) Requirements
Sherice Williams
HHSC HUB Administrator
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Agenda Topics
I.
RFP Section 4 Historically Underutilized Business
Participation Requirements
II.
HUB Subcontracting Plan Development and
Submission
i.
HSP Quick Checklist – Handout
ii.
HSP Methods
iii.
HUB Subcontracting Notification Form
III. HSP Prime Contractor Progress Assessment
Report
41
I. Historically Underutilized
Business Participation
Requirements
42
I. RFP Section 4.0 Historically
Underutilized Business
Participation Requirements
HUB Participation Goals – Section 4.3
Potential Subcontracting Opportunities –
Section 4.5
Centralized master Bidders List and HUB
directory – Section 4.5
Vendor Intends to Subcontract – Section 4.7
43
I. RFP Section 4.0 Historically
Underutilized Business Participation
Requirements (cont.)
Minority or Women Trade Organizations – Section
4.7.2
Self Performance – Section 4.8
HSP Changes After Contract Award – Section 4.9
Reporting and Compliance with the HSP – Section 4.9
44
II. HUB Subcontracting Plan (HSP)
Development and Submission
Note: All Respondents must submit a HSP regardless if its intent
is to subcontract or self perform all the work under the Contract.
45
If HSP is
inadequate,
response will be
rejected
HUB GOALS
Special
reminders and
instructions
HSP
Information
Page
46
i.
HSP Quick Checklist
** See Checklist Handout**
47
ii
HSP Methods
Note:
There are five (5) Method Options to choose from in
order to develop and submit the HSP.
Respondent’s should indicate their response which
Method Option was selected.
48
METHOD OPTIONS
A Respondent may choose from one of the
following methods when completing the
HSP:
• Method I – if 100% of your subcontracting
opportunities will be performed using only HUB
vendors;
• Method II – if one or more of the subcontracting
opportunities identified will be performed using HUB
protégé’s;
• Method III – if a combination of HUBs and Non-HUBs
are used to perform the subcontracting work identified
AND the HUB goal identified in the solicitation is met
or exceeded;
49
METHOD OPTIONS
A Respondent may choose from one of the
following methods when completing the HSP
(cont.):
• Method IV – if a combination of HUBs and Non-HUBs
are used to perform the subcontracting work identified
AND the HUB goal identified in the solicitation is not
met or exceeded; and
• Method V - if the Respondent intends to self perform
all of the work utilizing their own resources,
equipment, employees, and supplies.
50
ALL METHODS
For ALL Methods the following steps are
required to be completed on the HSP Form:
• Page 1 - Section 1 - Respondent and Requisition
Information.
• Page 2 - Company and Requisition Information.
• Page 2 - Section 2(a) – Subcontracting Intentions.
• Section 4 – Affirmation and Sign.
51
Step by Step
HSP
Information
Page
Respondent and
Requisition
Information
52
Company Name
and Requisition #
Subcontracting
Intentions:
Declaration:
Check – “Yes”
if you plan to
subcontract
Check – “No”
if you will not be
subcontracting
any portion of the
contract
53
Step by Step
Section 4;
Affirmation
Signature
Affirms that
Information
Provided is
True and
Correct.
54
METHOD I
If all (100%) of your subcontracting
opportunities will be performed using only
HUB vendors, complete:
• All of the steps in Sections 1, 2, and 4 of the HSP.
• 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.
• HSP GFE Method A (Attachment A) – Complete
this attachment for each subcontracting
opportunity.
55
Step by Step
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.
Complete Section
2-c; Yes if you will
be using only HUBs
to perform all
Subcontracting
Opportunities in 2-b.
56
HSP GFE Method A
(Attachment A)
Complete this
attachment
(Sections A-1 and
A-2) and List Line #
and Subcontracting
Opportunity.
HUB Subcontractor
Selection for this
Subcontracting
Opportunity
57
METHOD II
If any of your subcontracting opportunities
will be performed using HUB protégés,
complete:
• All of the steps in Section 1, 2 and 4 of the HSP.
• 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.
• HSP GFE Method B (Attachment B) – Complete
Section B-1, B-2 and B-4 only for each
subcontracting opportunity as applicable.
58
Step by Step
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.
Skip Sections
2-c and 2-d.
59
HSP GFE Method B
(Attachment B)
Complete
Sections B-1; and
B-2 only for each
HUB Protégé
subcontracting
opportunity.
60
HSP GFE Method B
(Attachment B)
B-4
List the
HUB Protégé(s)
Selected to perform the
subcontracting opportunity
61
METHOD III
If you are subcontracting with HUBs and Non-HUBs,
and the aggregate percentage of subcontracting with
HUBs in which the HUB Goal identified in the
solicitation is met or exceeded , complete:
•
All of the steps in Section 1, 2, and 4 of the HSP.
•
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.
•
HSP GFE Method A (Attachment A) – Complete this
attachment for each subcontracting opportunity.
62
Step by Step
Complete Section
2-b; List all the
portions of work
you will subcontract,
and indicated the %
of the contract you
expect to award to
HUBs and Non-HUBs.
Complete Section
2-c; No, to using
only HUBs to
perform all
Subcontracting
Opportunities in 2-b.
63
Step by Step
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.
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HSP GFE Method A
(Attachment A)
Complete this
attachment
(Sections A-1 and
A-2) for each
subcontracting
opportunity.
Subcontractor
Selection (HUBs and
Non-HUBs)
65
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:
•
All of the steps in Section 1, 2, and 4 of the HSP;
•
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;
•
HSP GFE Method B (Attachment B) – Complete this
attachment for each subcontracting opportunity.
66
Step by Step
Complete Section
2-b; List all the
portions of work
you will subcontract,
and indicated the %
of the contract you
expect to award to
HUBs and Non-HUBs.
Complete Section
2-c; No, to using
only HUBs to
perform all
Subcontracting
Opportunities in 2-b.
67
Step by Step
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.
68
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
69
HSP GFE Method B
(Attachment B)
Written
Notification
Requirements
List 3 HUBs
Contacted
for this
Subcontracting
Opportunity
70
HSP GFE Method B
(Attachment B)
Written
Notification
To Trade
Organizations
71
HSP GFE Method B
(Attachment B)
List Trade
Organizations
Notified with
Dates
Sent/Accepted.
72
HSP GFE Method B
(Attachment B)
Provide written
justification why
a HUB was not
selected for this
Subcontracting
Opportunity
73
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:
•
All of the steps in Section 1, 2, and 4 of the HSP.
•
Section 3 – Self Performing Justification,
74
Section 3; Self
Performing
Justification
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.
75
iii HUB Subcontracting Opportunity
Notification Form
76
Sample for
Respondent’s
Use.
77
III. HSP Prime Contractor Progress
Assessment Report
Section 4.9
78
HSP Prime
Contractor
Progress
Assessment
Report
• Required with
ALL Pay Requests
• List ALL Sub
payments
(HUBs & Non-HUBs)
• Required even if
not subcontracting
79
Legal Overview
Kent Hardin
HHSC Office of General Counsel
80
Legal Overview


Texas Public Information Act: Proprietary
Information & Trade Secrets
Consistency in Submission of Vendor
Proposals

Collusion

Apparent or Actual Conflicts of Interest


Revolving Door
Permissible Contact
81
Texas Public Information Act
RFP Section 3.13.1
General Requirement for the Release of Proposals

Proposals will be subject to the Texas Public Information Act (the
Act), located in Chapter 552 of the Texas Government Code, and
may be disclosed to the public upon request. Subject to the Act,
vendors may protect trade secret and confidential information from
public release. If the vendor asserts that information provided in
the proposal is trade secrets or other confidential information, it
must clearly mark such information in boldface type and include the
words “confidential” or “trade secret” at top of the page.
Furthermore, the vendor must identify trade secret or confidential
information, and provide an explanation of why the information is
excepted from public disclosure, on the Vendor Information and
Disclosures form
82
Vendors must Protect their Trade Secrets and
Proprietary Data when submitting a Proposal

Read & Review Texas Gov’t Code §552.104

Read & Review Texas Gov’t Code §552.110

Vendors are responsible to review the requirements of the Texas Public
Information Act. Vendors should consult the Texas Attorney General’s
website (www.oag.state.tx.us) for information concerning the Act’s
application to proposals and potential exceptions to disclosure.

The Attorney General makes the final determination of what is and is not
exempted from the Open Records Act. The Attorney General will also
determine what is and is not proprietary and trade secret.
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Gov’t Code §552.104
Information Relating to Competition or Bidding
(a) Information is excepted from the requirement of
Section 552.021 if it is information that, if released,
would give advantage to a competitor or bidder.
(b) The requirement of Section 522.022 that a category of
information listed under Section 522.022(a) is public
information and not excepted from required disclosure
under this chapter unless expressly confidential under
law does not apply to information that is excepted from
required disclosure under this section.
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Gov’t Code §552.110
Trade Secrets and Certain Commercial or Financial
Information
(a) A trade secret obtained from a person and privileged or
confidential by statute or judicial decision is excepted from
[required public disclosure].
(b) Commercial or financial information for which it is demonstrated
based on specific factual evidence that disclosure would cause
substantial competitive harm to the person from whom the
information was obtained is excepted from [required public
disclosure].
(c) However, the Texas Legislature enacted The Texas Uniform Trade
Secrets Act effective as of September 1, 2013. This Act may
impact former common law Trade Secrets protections and
requirements. See, Senate Bill 953, Tex. Leg, Regular Session
(2013).
85
The Importance of Consistency
in Vendor Proposal Submission



Please read all instructions to complete Vendor
Proposal.
Apply common sense.
When in doubt, apply consistent actions throughout
the preparation of the Vendor Proposal
86
Definition of Collusion
(This is not exhaustive but merely representative)




Collusion occurs when two persons or representatives of an entity or
organization make an agreement to deceive or mislead another.
Such agreements are usually secretive, and involve fraud or gaining
an unfair advantage over a third party, competitors, consumers or
others with whom they are negotiating.
The collusion, therefore, makes the bargaining process inherently
unfair.
Collusion can involve price or wage fixing, kickbacks, or
misrepresenting the independence of the relationship between the
colluding parties.
87
RFP Section 1.8.2
CONFLICT OF INTEREST


A vendor must certify that it does not have personal or business
interests that present a conflict of interest with respect to the RFP
and resulting contract (see the Required Certifications form).
Additionally, if applicable, the vendor must disclose all potential
conflicts of interest.
The vendor must describe the measures it will take to ensure that
there will be no actual conflict of interest and that its fairness,
independence and objectivity will be maintained (see the Vendor
Information and Disclosures form) over the course of the contract.
HHSC will determine to what extent, if any, a potential conflict of
interest can be mitigated and managed during the term of the
contract. Failure to identify potential conflicts of interest
may result in Health and Human Services Commission
disqualification of a proposal or termination of the contract.
88
RFP Section 1.8.3
FORMER EMPLOYEES OF A STATE AGENCY

Vendors must comply with Texas and federal laws and
regulations relating to the hiring of former state
employees (see e.g., Texas Government Code §572.054
and 45 C.F.R. §74.43). Such “revolving door” provisions
generally restrict former agency heads from
communicating with or appearing before the agency on
certain matters for two years after leaving the agency.
The revolving door provisions also restrict some former
employees from representing clients on matters that the
employee participated in during state service or matters
that were in the employees’ official responsibility.
89
Permissible Contact

The sole point of contact for inquiries concerning this
RFP is:
Andrick Reese
[email protected]
(512) 206-4841
90
Texas Health and Human Services Commission
Question Submittal
Break
Answers to Questions and
Closing Comments
93
Thank You!
94