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Texas Health and Human Services Commission (HHSC ) Kyle L. Janek, Executive Commissioner VENDOR CONFERENCE Employee Assistance Program Request for Proposals.

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Presentation on theme: "Texas Health and Human Services Commission (HHSC ) Kyle L. Janek, Executive Commissioner VENDOR CONFERENCE Employee Assistance Program Request for Proposals."— Presentation transcript:

1 Texas Health and Human Services Commission (HHSC ) Kyle L. Janek, Executive Commissioner VENDOR CONFERENCE Employee Assistance Program Request for Proposals # 529 – 14 – 0003 Vendor Conference May 17, 2013

2 Welcome Introductions Introductions Lyn Peters, Enterprise Contract and Procurement Services (ECPS) Lyn Peters, Enterprise Contract and Procurement Services (ECPS) Dena Riede, Director, Health and Human Services (HHS) Training & Organizational Development Dena Riede, Director, Health and Human Services (HHS) Training & Organizational Development Chester Beattie, Assistant General Counsel Chester Beattie, Assistant General Counsel Michael Parks, Historically Underutilized Business (HUB) Michael Parks, Historically Underutilized Business (HUB) Housekeeping Items Housekeeping Items

3 HHSC Procurement Roles ECPS - Responsible for procurement activity ECPS - Responsible for procurement activity Program - Responsible for project scope, requirements, performance, results, contract management/monitoring Program - Responsible for project scope, requirements, performance, results, contract management/monitoring HUB - Responsible for HUB activity HUB - Responsible for HUB activity Legal - Questions/answers and legal activity Legal - Questions/answers and legal activity

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

5 Procurement Activities Questions & Answers Questions & Answers Sole Contact, Lyn Peters - Steve Bailey, ECPS Sole Contact, Lyn Peters - Steve Bailey, ECPS Procurement Schedule Procurement Schedule Solicitation Access Solicitation Access Submission Requirements Submission Requirements Solicitation Changes Solicitation Changes Screening & Evaluation Screening & Evaluation Award Information Award Information

6 Sole Point of Contact Lyn Peters – Steve Bailey Texas Health and Human Services Commission Enterprise Contract and Procurement Services 4405 North Lamar Blvd., Mail Code 2020 Austin, TX Voice (512) Fax (512)

7 Procurement Schedule RFP Release Date May 10, 2013 RFP Release Date May 10, 2013 Vendor Conference May 17, 2013 Vendor Conference May 17, 2013 Vendor Questions DueMay 20, 2013 Vendor Questions DueMay 20, 2013 HHSC Posts Responses to HHSC Posts Responses to Vendor QuestionsMay 28, 2013 Vendor QuestionsMay 28, 2013 Proposals Due June 10, 2013 Proposals Due June 10, 2013 Deadline for Proposal Deadline for Proposal Withdrawal June 11, 2013 Withdrawal June 11, 2013 Tentative Award Announcement July 22, 2013 Tentative Award Announcement July 22, 2013 Anticipated Contract Start Date September 1, 2013 Anticipated Contract Start Date September 1, 2013

8 Solicitation Access The HHSC website is located at: The HHSC website is located at: The ESBD is located at: The ESBD is located at:

9 RFP Overview Purpose Our Workforce Employee Assistance Program

10 EAP Purpose Assist Health and Human Services employees with issues that may impact their job performance or work behavior. Assist Health and Human Services employees with issues that may impact their job performance or work behavior. Promote emotional health and wellness at work and at home. Promote emotional health and wellness at work and at home.

11 HHS Agencies Health and Human Services Commission11,963 Department of Aging and Disability Services 16,118 Department of State Health Services 11,855 Department of Family and Protective Services 10,723 Department of Assistive and Rehabilitative Services: 2,934 Number of HHS Employees * 53,593 *As of April 19, 2013

12 HUB Subcontracting Plan (HSP) Requirements

13 Agenda Topics RFP Section 4.0 Historically Underutilized Business Participation Requirement RFP Section 4.0 Historically Underutilized Business Participation Requirement HUB Subcontracting Plan Development and SubmissionHUB Subcontracting Plan Development and Submission HSP Quick Checklist HSP Quick Checklist HSP Methods HSP Methods HSP Prime Contractor Progress Assessment Report HSP Prime Contractor Progress Assessment Report

14 HUB Participation Goals HUB Participation Goals Potential Subcontracting Opportunities Potential Subcontracting Opportunities Vendor Intends to Subcontract Vendor Intends to Subcontract Centralized Master Bidders List and HUB Directory Centralized Master Bidders List and HUB Directory RFP Section 4.0 Historically Underutilized Business Participation Requirements

15 Minority or Women Trade Organizations Minority or Women Trade Organizations Self Performance Self Performance HSP Changes After Contract Award HSP Changes After Contract Award Reporting and Compliance with the HSP Reporting and Compliance with the HSP RFP Section 4.0 Historically Underutilized Business Participation Requirements

16 HUB Participation Requirements HUB Subcontracting Plan (HSP) Development and Submission

17 If HSP is inadequate, response will be rejected HUB GOALS Special reminders and instructions HSP Information Page

18 HUB Participation Requirements HSP Quick Checklist

19 HUB Participation Requirements HSP Methods

20 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.

21 Respondent and Requisition Information HSP Information Page

22 Company Name and Requisition # Subcontracting Intentions: Complete Section 2-a; Yes, I will be subcontracting portions of the contract.

23 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.

24 Section 4; Affirmation Signature Affirms that Information Provided is True and Correct.

25 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.

26 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.

27 Respondent and Requisition Information HSP Information Page

28 Company Name and Requisition # Subcontracting Intentions: Complete Section 2-a; Yes, I will be subcontracting portions of the contract.

29 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.

30 Section 4; Affirmation Signature Affirms that Information Provided is True and Correct.

31 HSP GFE Method B (Attachment B) Complete Sections B-1; and B-2 only for each HUB Protégé subcontracting opportunity.

32 HSP GFE Method B (Attachment B) List the HUB Protégé(s)

33 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.

34 Respondent and Requisition Information HSP Information Page

35 Company Name and Requisition # Subcontracting Intentions: Complete Section 2-a; Yes, I will be subcontracting portions of the contract.

36 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.

37 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.

38 Section 4; Affirmation Signature Affirms that Information Provided is True and Correct.

39 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.

40 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/

41 Respondent and Requisition Information HSP Information Page

42 Company Name and Requisition # Subcontracting Intentions: Complete Section 2-a; Yes, I will be subcontracting portions of the contract.

43 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 indicated the % of the contract you expect to award to HUBs and Non-HUBs.

44 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.

45 Section 4; Affirmation Signature Affirms that Information Provided is True and Correct.

46 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

47 HSP GFE Method B (Attachment B) Written Notification Requirements List 3 HUBs Contacted for this Subcontracting Opportunity

48 HSP GFE Method B (Attachment B) Written Notification To Trade Organizations

49 HSP GFE Method B (Attachment B) List Trade Organizations Notified with Dates Sent/Accepted.

50 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.

51 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

52 Respondent and Requisition Information HSP Information Page

53 Company Name and Requisition # Subcontracting Intentions: Complete Section 2-a; No, I will not be subcontracting any portion of the contract.

54 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

55 Section 4; Affirmation Signature Affirms that Information Provided is True and Correct.

56 HUB Participation Requirements HUB Subcontracting Opportunity Notification Form

57 Sample for Respondents Use.

58 Texas Health and Human Services Commission (HHSC ) Questions Submittal Followed by Break

59 Employee Assistance Program Non-binding verbal answers to vendor questions are provided. Non-binding verbal answers to vendor questions are provided. Binding responses are posted on the procurement website by May 28, Binding responses are posted on the procurement website by May 28, 2013.

60 Closing Comments Office of General Counsel Collusion Collusion Conflict of Interest Conflict of Interest Permissible contacts Permissible contacts


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