Transcript Doing Business with UTEP

Kyle Janek, M.D. Executive Commissioner
VENDOR CONFERENCE
Texas Disaster Case Management
RFP No. 529-12-0077
April 4, 2013
Welcome

Introductions

Alice Hanna, Enterprise Contract and Procurement
Services (ECPS)

Gina Marie Muniz, Emergency Services Program

Kathleen Anderson, Office of General Counsel

Sherice Williams, Historically Underutilized
Business (HUB)

Housekeeping Items
Vendor Conference Agenda






Procurement Activities
RFP Overview
HUB Overview
Break
Preliminary Responses to Questions
Closing
3
Sole Point of Contact
Alice Hanna, CTPM
Texas Health and Human Services Commission
Enterprise Contract and Procurement Services
4405 North Lamar Blvd., Mail Code 2020
Austin, TX 78756
Voice (512) 206-5277
Fax (512) 206-4605
[email protected]
4
Vendor Questions

HHSC has the option to provide non-binding verbal answers to
vendor questions. The binding responses will in an addendum that
will be posted on the HHSC web site.

Vendor questions must be submitted in writing to the HHSC Sole
Point of Contact (Alice Hanna) by the date noted in the
procurement schedule (April 5, 2013).

HHSC Responses are estimated to be post on April 19, 2013 on the
HHSC website at:
http://www.hhsc.state.tx.us/contract/529120077/announcements.s
html
5
Procurement Schedule

RFP Release
March 14, 2013

Vendor Conference
April 4, 2013

Vendor Questions Due
April 5, 2013

Response to Questions Posted (est.)
April 19, 2013

Proposals Due (2:00 PM Central Time) May 9, 2013

Tentative Award Posting
To be Announced

Anticipated Contract Start Date
To be Announced
6
ECPS Procurement Activities


Solicitation Access and Updates will be posted on:
http://www.hhsc.state.tx.us/contract/529120077/announc
ements.shtml
Submission Requirements
 Submit one original and eight copies of each the
business and cost proposal.



Submit 2 electronic identical copies of the original
proposal on a portable media, such as a compact disk,
compatible with Microsoft Office 2000
Screening & Evaluation
Award Information
Health and Human Services Commission
RFP Scope of Work
8
Statement of Work

Mission Objectives

Background

Strategic Elements
9
Mission Objectives

Provide needed case management services to
households suffering documented long-term adverse
impact from a Presidentially declared disaster;

Commence the delivery of services no later than the
date set forth by HHSC Emergency Services Program
Director in recognition that the need for services is
critical;

Compliment and build on the ongoing work of
numerous local governmental units and community
and faith based organizations already involved in the
recovery efforts;
Mission Objectives




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Ensure the knowledge and perspective of local
governments and local stakeholders are fully utilized in
the program;
Ensure services provided under the program reflect a
collaborative effort between the case manager and the
client;
Ensure functional needs populations and persons with
limited English proficiency receive particular attention;
Implement a regimen of data collection and analysis to
monitor service provision quality and consistency, and
provide a basis for the evaluation of the program, and
Ensure fiscal and program accountability in the program.
Background

Enter into multiple Disaster Case Management Blanket
Contracts, which are readily accessible in order to meet
identified and potential program requirements.

Maintain an available pool of pre-qualified subject
matter experts in a variety of case management services,
which will allow HHSC to better plan for helping to
meet the health and safety needs of the state’s residents.
12
Background

The project goal is to enter into multiple Disaster Case
Management Blanket Contracts, which are readily
accessible in order to meet identified and potential
program requirements.

A blanket planner services contract will improve
contract planning, productivity, and management by
streamlining the process and allowing HHSC to meet
Federal and State legislative mandates, federal grant
requirements, and other program requirements
efficiently.
13
Strategic Elements

Award multiple contracts to the most successful
proposing individual(s), firm(s), or entities for a period
of 2 years with 3 one-year options

Vendors will enter into the disaster case management
pool

No dollar amount associated with these awards

Service fees unless the contractor is awarded a Project
Task/Order
14
Strategic Elements


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The Project Task/Order period will be from dates to be
determined in accordance with progression of response
to the federally declared disaster.
Case management services are expected to be provided
until all cases are closed or transferred to a Long Term
Recovery Committee.
Funding is assumed to be unavailable beyond the time
period ending 18 months after the disaster declared
date.
The basis for payment under subgrants issued pursuant
to this RFP is based on a cost reimbursement
approved by FEMA.
15
Office Of General Counsel
Kathleen Anderson
Special Counsel for Contracts
Health and Human Services Commission
16
TOPICS COVERED

Collusion

Conflict of Interest

Former Agency Employees

Permissible Contact with HHSC
17
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.
18
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 HHSC’s disqualification of a proposal
or termination of the contract.
19
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.
20
Permissible Contact

The sole point of contact for inquiries concerning
this RFP is Alice Hanna.

As a reminder, all communications relating to this
RFP must be directed to the sole HHSC contact
person for this procurement. Otherwise failure to
comply with these requirements may result in
proposal disqualification.
21
HUB Subcontracting Plan
(HSP) Requirements
22
Agenda Topics
• RFP Section 4.0 Historically Underutilized Business
Participation Requirement
• HUB Subcontracting Plan Development and
Submission
 HSP Quick Checklist
 HSP Methods
• HSP Prime Contractor Progress Assessment Report
23
RFP Section 4.0 Historically Underutilized
Business Participation Requirements
● HUB Participation Goals
● Potential Subcontracting Opportunities
● Vendor Intends to Subcontract
● Centralized Master Bidders List and HUB Directory
24
RFP Section 4.0 Historically Underutilized
Business Participation Requirements
● Minority or Women Trade Organizations
● Self Performance
● HSP Changes After Contract Award
● Reporting and Compliance with the HSP
25
HUB Participation Requirements
HUB Subcontracting Plan (HSP)
Development and Submission
26
If HSP is
inadequate,
response will be
rejected
HUB GOALS
Special
reminders and
instructions
HSP
Information
Page
27
HUB Participation
Requirements
HSP Quick Checklist
28
HUB Participation
Requirements
HSP Methods
29
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.
30
HSP
Information
Page
Respondent and
Requisition
Information
31
Company Name
and Requisition #
Subcontracting
Intentions:
Complete Section
2-a; Yes, I will be
subcontracting
portions of the
contract.
32
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.
33
Section 4;
Affirmation
Signature
Affirms that
Information
Provided is
True and
Correct.
34
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
Reminders: Notice
to subcontractors
and HHSC.
35
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, Section
B-2, and Section B-4 only for each subcontracting opportunity as
applicable.
36
HSP
Information
Page
Respondent and
Requisition
Information
37
Company Name
and Requisition #
Subcontracting
Intentions:
Complete Section
2-a; Yes, I will be
subcontracting
portions of the
contract.
38
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.
39
Section 4;
Affirmation
Signature
Affirms that
Information
Provided is
True and
Correct.
40
HSP GFE Method B
(Attachment B)
Complete
Sections B-1;
B-2 only for each
HUB Protégé
subcontracting
opportunity.
41
HSP GFE Method B
(Attachment B)
List the
HUB Protégé(s)
42
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.
43
HSP
Information
Page
Respondent and
Requisition
Information
44
Company Name
and Requisition #
Subcontracting
Intentions:
Complete Section
2-a; Yes, I will be
subcontracting
portions of the
contract.
45
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-c; No to using only
HUBs to perform all
Subcontracting
Opportunities in 2-b.
46
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.
47
Section 4;
Affirmation
Signature
Affirms that
Information
Provided is
True and
Correct.
48
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)
Reminders: Notice
to subcontractors
and HHSC.
49
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/
50
HSP
Information
Page
Respondent and
Requisition
Information
51
Company Name
and Requisition #
Subcontracting
Intentions:
Complete Section
2-a; Yes, I will be
subcontracting
portions of the
contract.
52
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.
53
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.
54
Section 4;
Affirmation
Signature
Affirms that
Information
Provided is
True and
Correct.
55
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
56
HSP GFE Method B
(Attachment B)
Written
Notification
Requirements
List 3 HUBs
Contacted
for this
Subcontracting
Opportunity
57
HSP GFE Method B
(Attachment B)
Written
Notification To
Trade
Organizations
58
HSP GFE Method B
(Attachment B)
List Trade
Organizations
Notified with
Dates
Sent/Accepted.
59
HSP GFE Method B
(Attachment B)
Provide written
justification why
HUB was not
selected for this
Subcontracting
Opportunity
Reminders: Notice
to subcontractors
and HHSC.
60
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
61
HSP
Information
Page
Respondent and
Requisition
Information
62
Company Name
and Requisition #
Subcontracting
Intentions:
Complete Section
2-a; No, I will not
be subcontracting
any portion of the
contract.
63
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.
64
Section 4;
Affirmation
Signature
Affirms that
Information
Provided is
True and
Correct.
65
HSP ASSISTANCE FROM CPA
HUB Subcontracting Plan (HSP) Forms
How to Complete an HSP:
Step-by-step instructions and an audio on “How to Complete an HSP ” is
located on the Texas Comptroller of Public Account’s (CPA’s) website at:
(TO BE UPDATED)
HSP Quick Checklist:
http://www.hhsc.state.tx.us/about_hhsc/BusOpp/BO_HUB.shtml
HSP Instructions:
http://www.hhsc.state.tx.us/about_hhsc/Contracting/rfp_attch/HUB_
Info_Inst.html#info
66
HUB Participation Requirements
HUB Subcontracting Opportunity
Notification Form
67
Sample for
Respondent’s
Use.
68
HUB Participation Requirements
HSP Prime Contractor Progress
Assessment Report
69
HSP Prime
Contractor
Progress
Assessment
Report
• Required with
ALL Pay Requests
HUB Subcontracting Plan (HSP)
Prime Contractor Progress Assessment Report
This form must be completed and submitted to the contracting agency each month to document compliance with your HSP.
Contract/Requisition Number:
Date of Award:
Object Code:
(mm/dd/yyyy)
(Agency Use Only)
Contracting Agency/University Name:
Contractor (Company) Name:
State of Texas VID #:
Point of Contact:
Phone #:
Reporting Period:
- Jan.
- Feb.
- Mar.
- Apr.
- May
- Jun.
- Jul.
- Aug.
- Sept.
- Oct.
- Nov.
- Dec.
(Check only one Month)
Total Contract Amount Paid this Reporting Period to Contractor:
$
Report HUB and Non-HUB subcontractor information
• List ALL Sub
payments
(HUBs & Non-HUBs)
Subcontractor’s Name
Subcontractor’s VID or
HUB Certificate Number
• Required even if
not subcontracting
TOTALS:
Signature:
Total Contract $
Amount from HSP
with Subcontractor
Total $ Amount
Paid This Period
to Subcontractor
Total Contract
$ Amount Paid
to Date to
Subcontractor
$
$
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Title:
Object Code
(agency use only)
Date:
HSP-PAR Rev. 9/05
70
Texas Health and Human Services Commission
Question Submittal
Followed by Break
71
Responses to Vendor Questions
HHSC has the option to choose to or not to provide nonbinding verbal answers to any or all vendor questions.
72
Texas Health and Human Services Commission
Closing Comments
73