Texas Health and Human Services Commission (HHSC ) Procurement and Contracting Services (PCS) Customer Relationship Management (CRM) System Request for Proposals # 529-16-0005 Vendor Conference Date: March 10, 2015 Time: 1:00 pm Daylight Saving Time

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Welcome

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Introductions

     Alice Hanna Purchaser, Procurement and Contracting Services (PCS) Ryan Ward, Database Resource Manager, 2 1-1 TIRN Veronica Villanueva, Contract Manager, 2-1-1 TIRN John Wesley HUB Coordinator, HHS Agency James Ramirez , General Counsel

Housekeeping Items

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HHSC Procurement Roles

 PCS- Responsible for procurement activity  Program- Responsible for project scope,

requirements, performance, results, contract management/monitoring

 HUB- Responsible for HUB activity  Legal- Questions/answers and legal activity 3

Vendor Conference Overview

Procurement Activities RFP Overview HUB Items Questions Submittal Break Preliminary Responses to Questions Closing Comments 4

Procurement Activities

        Questions & Answers Solicitation Access Sole Point of Contact Procurement Timeline RFP Amendment and Announcements Submission Requirements Evaluation Criteria & Screening Award Information 5

2-1-1 Texas Information and Referral Network

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Customer Relationship Management (CRM) System

RFP Overview

      Background Mission Scope of Work Performance Goals Performance Measures Compensation 7

Background

   Texas Government Code, Chapter 531, designates the responsibility for developing, coordinating, and implementing a statewide information and referral network to HHSC. As a result, HHSC developed the 2-1-1 Texas Information & Referral Network which provides a single, statewide number consumers can dial for information about community resources. A major success of this effort has been the 2-1-1 dialing code – single, statewide number consumers can dial for information about community resources. In the past two years 2-1-1 TIRN has handled over six million calls for comprehensive information and referral statewide. 2-1-1 TIRN works with other state agencies and statewide organizations to improve customer access to information regarding all health and human services available in Texas. In addition to comprehensive information and referral services, 2-1-1 TIRN works as part of the Governor’s Homeland Security Strategic Plan to provide hazard and emergency information to the public. 8

Mission

 HHSC’s mission for this procurement is to secure a fully developed, functional and proven Customer Relationship Management (CRM) and Information and Referral Database software system to offer comprehensive information and referral services across the state. This system must adhere to the AIRS Standards for Professional Information and Referral, Version 7.0, Revised April 2013 (Standards) as published by the Alliance of Information and Referral Systems (AIRS) as well as the AIRS Style Guide and the AIRS XSD 3.1 Data Standards. 9

Scope of Work

• • • • • • • • • • System Requirements: Agency Management Site/Program Management Service Management Client Management/Referral Searching Website Management/Resource Data Profile Visibility Taxonomy Management Data Analysis and Reporting Dashboards Security Availability 10

Scope of Work

• • • • • • • • • Technical Requirements: Application Access Web Access Data User Interface/Documents Library Languages and Accessibility Security Documentation, Training and Support Data Conversion (Migration) Integration Capabilities 11

Scope of Work

• • • • • • • • • • Functional Requirements Data Resource Data Management Taxonomy Resource Data Maintenance Referral Search Client Data Reporting Dashboards Analysis Emergency Management 12

Performance Goals

Performance Goals 1. Ensure that all technical, functional, and general requirements are met.

2. Ensure that system is available on a constant basis with rare exception, and that technical assistance is available at all times.

3. Ensure that 2-1-1 TIRN staff have access to necessary training materials to ensure successful system use.

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Performance Measures

Performance Measures The contractor will periodically provide -or keep persistently available- detailed records of technical assistance requests and resolutions, as well as system downtime.

The HHS agency will utilize monthly reports to monitor and track contractor performance of the objectives in the solicitation.

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Compensation

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Cost Proposal

 Submit (fixed fee, hourly rates etc.) as Attachment A   Identify any value add, cost savings, cost avoidance methods Applicable cost reimbursement 

Payment

 Invoice submission  Payment per Prompt Payment Act 15

HHS Office of General Council

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Closing Comments Office of General Counsel

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Collusion

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Conflict of Interest

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Permissible contacts

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HUB Subcontracting Plan (HSP) Requirements

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HUB Topics

I. RFP Section 4.0 Historically Underutilized Business Participation Requirements II. HUB Subcontracting Plan Development and Submission III. HSP Quick Checklist – Handout IV. HSP Methods – Section 4.6.3-4.6.6 V. HSP Prime Contractor Progress Assessment Report – Section 4.8

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I. Historically Underutilized Business Participation Requirements

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I. RFP Section 4.0 Historically Underutilized Business Participation Requirements

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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 4.6

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I. RFP Section 4.0 Historically Underutilized Business Participation Requirements

(cont.)

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Minority or Women Trade Organizations – Section 4.6.6 Self Performance – Section 4.6.7

HSP Changes After Contract Award – Section 4.8 Reporting and Compliance with the HSP – Section 4.8

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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

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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:

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Method I – if 100% of your subcontracting opportunities will be performed using only HUB vendors;

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Method II – if one or more of the subcontracting opportunities identified will be performed using HUB protégé’s;

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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.):

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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.

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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:

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Page 1 - Section 1 - Respondent and Requisition Information;

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Page 2 - Company and Requisition Information

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Page 2 - Section 2(a) – Subcontracting Intentions

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Section 4 – Affirmation and Sign

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HSP Information Page Respondent and Requisition Information

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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:

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Section 1;

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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;

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Section 2 c. – Yes;

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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:

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Section 1;

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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;

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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.

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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)

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• • • • •

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)

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• • • • •

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:

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All of the steps in Slides Section 1;

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Section 3 – Self Performing Justification

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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.

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HUB Subcontracting Opportunity Notification Form

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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

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Required with ALL Pay Requests

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List ALL Sub payments (HUBs & Non-HUBs)

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Required even if not subcontracting

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Texas Health and Human Services Commission

Closing Comments

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Texas Health and Human Services Commission (HHSC ) Procurement and Contracting Services (PCS)

Questions Submittal Followed by Break

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Customer Relationship Management 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 March 13, 2015.

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