Transcript Doing Business with UTEP

Texas Health and Human Services Commission (HHSC)
Procurement and Contracting Services (PCS)
Vendor Conference
Children’s Asthma Management Initiative
(CAMI)
Request for Proposals # 537-16-143268
Date: May 11, 2015
Time: 1:00 pm
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Welcome
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Introductions
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Vonda White, HHSC Procurement and Contracting
Services (PCS)
Roberto Rodriguez, Section Medical Director, Texas
Asthma Control Program, DSHS
Michael Herman, HUB Coordinator, HHSC
Procurement and Contracting
Mary Salluce, General Counsel
Housekeeping Items
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HHSC Procurement Roles
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PCS- Responsible for procurement activity
Program- Responsible for project scope,
requirements, performance, results, contract
management/monitoring
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HUB- Responsible for HUB activity
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Legal – Questions/answers and legal activity
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Vendor Conference Overview
Procurement Activities
 Program Overview
 Legal Overview
 HUB Items
 Questions Submittal
 Break
 Preliminary Responses to Questions
 Closing Comments
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Procurement Activities
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Sole Point of Contact – Section III.A., pg.17
Questions & Answers – Section III.A., pg. 17
Solicitation Access
http://www.hhsc.state.tx.us/about_hhsc/BusOpp/contract-opportunities.asp
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RFP Amendment and Announcements –
Section V.B, pg. 23
Submission Requirements – Section III.D.
Evaluation Criteria & Screening – Section
IV., pg 19
Schedule of Events – Section I.E., pg 11
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Schedule of Events
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RFP Release Date
04/21/2015
Pre-proposal Conference
05/11/2015
Deadline for Submitting Questions
05/15/2015
HHSC Post Answers to Vendor Questions
05/22/2015
Deadline for Submission of Proposals 05/29/2015
Post Tentative Award Announcement 07/15/2015
Anticipated Contract Begin Date
10/01/2015
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The Texas Asthma Control
Program
Chronic Disease Branch
Health Promotion and Chronic Disease Prevention Section
Texas Department of State Health Services
TACP Overview
In collaboration with other state organizations
and community partners, TACP strives to improve
the quality of life for Texans living with asthma.
Activities include conducting asthma surveillance,
supporting and promoting state and local
partnerships, promoting policies that address and
improve asthma outcomes, funding effective
interventions that increase asthma selfmanagement and reduce the burden of asthma in
Texas, and evaluating activities to guide the use
of program resources and interventions.
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TACP Mission
•Reduce the severity of asthma symptoms
•Decrease preventable asthma morbidity
•Decrease the number of emergency
department, hospital visits, and deaths due
to asthma in Texas
•Improve the quality of life for Texans living
with asthma
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www.dshs.state.tx.us
•“In the spotlight” current events
•Facts, data and statistics
•Asthma Action Plan templates
•Educational materials for patients and providers
•Links to organizations and partners
•Medical assistance resources
•Contact information for program, to request data
reports, and join Texas Asthma News Alerts
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The Children’s Asthma
Management Initiative
Request for Proposals 2015
Background
•In 2013, approximately 617,000 Texan children
had asthma= 1 in 11
•In 2012, Texan asthma related pediatric
hospitalization = $190 million
•Other costs include school absenteeism, long
term health effects, lost work for
parents/caregivers
•No cure for asthma but control and management
of symptoms are achievable
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Background
•In 2013, approximately 617,000 Texan children
had asthma= 1 in 11
•In 2012, Texan asthma related pediatric
hospitalization = $190 million
•Other costs include school absenteeism, long
term health effects, lost work for
parents/caregivers
•No cure for asthma but control and management
of symptoms are achievable
13
Scope of Work
CAMI seeks to provide evidence-based
asthma self-management education,
individualized case management
services in coordination with a medical
home, and environmental home
assessments and trigger control for
uninsured children with poor asthma
control and their families.
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Overall Goals
1. Integration of national asthma guidelines into health care
services.
2. Decrease in asthma related ED visits by at least 20 percent.
3. Decrease in asthma related hospitalizations by at least 40
percent.
4. Decrease in asthma symptom days of 21 days on average
annually.
5. Increase of school attendance by 12 days on average annually.
6. Decrease in the number of days parents and caretakers of
children with asthma missed work or work training.
7. Decrease in asthma-related emergency department visits and
hospitalizations costs from previous service area levels.
8. Decrease in uncompensated asthma related costs.
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CAMI Objectives
1. Integrate the NHLBI, NAEPP, 2007 EPR-3 Guidelines for the
Diagnosis and Management of Asthma into healthcare
provider systems
2. Identify and recruit uninsured children and their families to
participate in the project
3. Offer services:
1. Individualized case management
2. Environmental assessment, control services and supplies
3. Medication management
4. Smoking cessation resources
5. Referrals for consistent care
4. Collect data and monitor progress
5. Report and disseminate results
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Counties with high pediatric asthma
hospitalization discharge rates
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Target population
• Children age 3-18 at time of enrollment
• Having at least one incident within the past 12 months where asthma
related issues required the child to access ED and/or hospital services
located in the 20 eligible counties.
• Uninsured when they accessed ED or hospital services within the last 12
months OR upon enrollment for services.
• Uninsured = Not covered by the following types of health insurance or health
coverage plans:
– Insurance through a current or former employer or union (of this person
or another family member)
– Insurance purchased directly from an insurance company (by this person
or another family member)
– Medicaid, Medical Assistance, or any kind of government-assistance
plan for those with low incomes or a disability
– VA, TRICARE or other military health care
– Other type of health insurance or health coverage plan (user specified) 18
Proposal Content
• Background
– Cost of average pediatric asthma related (1) hospitalization and
(2) ED visit in 2014 dollars for proposed service area
– Mission & history
– Experience with asthma
– Community relationships that will contribute to success
– Capacity to conduct project activities
– Program oversight, data protection and reporting abilities
– Financial management
– Sustainability
• Executive Summary
– Sufficient trained staff
– Sustainability of activities
– Cultural competency
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Proposal Content continued
• Performance Measures
– Targets
– Capacity to meet the measures
– Additional performance measures (optional)
• Work Plan
– Steps/Activities to achieve goals and objectives
– Timelines
– Staff
– Evaluation elements
• Letters of support
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DSHS Office of General Counsel
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Legal Overview
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Texas Public Information Act: Proprietary
Information & Trade Secrets
Consistency in Submission of Vendor
Proposals
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Collusion
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Apparent or Actual Conflicts of Interest
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Revolving Door
Permissible Contact
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Texas Public Information Act
General Requirement for the Release of Proposals
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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
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Vendors must Protect their Trade Secrets and
Proprietary Data when submitting a Proposal
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Read & Review Texas Gov’t Code §552.104
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Read & Review Texas Gov’t Code §552.110
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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.
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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).
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The Importance of Consistency
in Vendor Proposal Submission
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Please read all instructions to complete Vendor
Proposal.
Apply common sense.
When in doubt, apply consistent actions throughout
the preparation of the Vendor Proposal
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The Importance of Consistency
in Vendor Proposal Submission
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Please read all instructions to complete Vendor
Proposal.
Apply common sense.
When in doubt, apply consistent actions throughout
the preparation of the Vendor Proposal
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Definition of Collusion
(This is not exhaustive but merely representative)
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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.
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CONFLICT OF INTEREST
RFP Form D.
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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. 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 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.
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FORMER EMPLOYEES OF A STATE AGENCY
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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.
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Permissible Contact
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The sole point of contact for inquiries concerning this
RFP is:
Vonda White
[email protected]
(512) 206-4798
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HUB Subcontracting Plan
(HSP) Requirements
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HUB Topics
I. RFP Section 5-F Historically Underutilized
Business Participation Requirements
II. HUB Subcontracting Plan Development
and Submission – Section 5.4, page 26
III. HSP Quick Checklist – Handout
IV. HSP Methods – Section 6.3-6.7,
pages 28-30
V. HSP Prime Contractor Progress
Assessment Report – Section 5.7 ,
page 30
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I. Historically Underutilized
Business Participation
Requirements
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I. RFP Section 5(F) Historically
Underutilized Business
Participation Requirements
•
HUB Participation Goals – Section 5.3, page 26
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Potential Subcontracting Opportunities – Section
5.5, page 27
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Centralized Master Bidders List and HUB Directory –
Section 5.5, page 27, page 27
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Vendor Intends to Subcontract – Section 5.6
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I. RFP Section 5.0 Historically
Underutilized Business Participation
Requirements (cont.)
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Minority or Women Trade Organizations – Section
6.6, page 29
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Self Performance – Section 6.7, page 29
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HSP Changes After Contract Award – Section 7,
page 30
•
Reporting and Compliance with the HSP – Section
7, page 30
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II. HUB Subcontracting Plan (HSP)
Development and Submission
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If HSP is
inadequate,
response will be
rejected
HUB GOALS
Special
reminders and
instructions
HSP
Information
Page
39
III. HSP Quick Checklist
** See Checklist Handout**
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IV. HSP Methods
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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;
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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.
• Method V - if the Respondent intends to self perform
all of the work utilizing their own resources,
equipment, employees, and supplies.
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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
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HSP
Information
Page
Respondent and
Requisition
Information
45
Company Name
and Requisition #
Subcontracting
Intentions:
If Yes, Complete
Section 2a
If No, Complete
Section 2b
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Section 4;
Affirmation
Signature
Affirms that
Information
Provided is
True and
Correct.
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METHOD I
If all (100%) of your subcontracting
opportunities will be performed using only
HUB vendors, complete:
• Section 1;
• 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.
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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.
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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
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METHOD II
If any of your subcontracting opportunities
will be performed using HUB protégés,
complete:
• Section 1;
• 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 and Section B-2 only for each
subcontracting opportunity as applicable.
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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.
52
HSP GFE Method B
(Attachment B)
Complete
Sections B-1; and
B-2 only for each
HUB Protégé
subcontracting
opportunity.
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HSP GFE Method B
(Attachment B)
List the
HUB Protégé(s)
54
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:
•
Section 1;
•
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.
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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.
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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.
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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)
58
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;
•
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.
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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.
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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 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
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HSP GFE Method B
(Attachment B)
Written
Notification
Requirements
List 3 HUBs
Contacted
for this
Subcontracting
Opportunity
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HSP GFE Method B
(Attachment B)
Written
Notification
To Trade
Organizations
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HSP GFE Method B
(Attachment B)
List Trade
Organizations
Notified with
Dates
Sent/Accepted.
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HSP GFE Method B
(Attachment B)
Provide written
justification why
a HUB was not
selected for this
Subcontracting
Opportunity
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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 Slides Section ;
Section 3 – Self Performing Justification
67
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.
68
HUB Subcontracting Opportunity
Notification Form
69
Sample for
Respondent’s
Use.
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V. HSP Prime Contractor Progress
Assessment Report
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HSP Prime
Contractor
Progress
Assessment
Report
• Required with
ALL Pay Requests
• List ALL Sub
payments
(HUBs & Non-HUBs)
• Required even if
not subcontracting
72
Texas Health and Human Services Commission (HHSC)
Procurement and Contracting Services (PCS)
Questions Submittal
Followed by Break
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Children’s Asthma Management Initiative
RFP
Non-Binding responses to Vendor Questions
Responses given at the Vendor Conference
are non-binding verbal responses to vendor
questions. Binding responses will be posted
on the HHSC Contract Opportunity website by
or around May 22, 2015.
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Texas Health and Human Services Commission
Closing Comments
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