1. Kyle L. Janek, M.D., Executive Commissioner
VENDOR CONFERENCE
Public Awareness, Education and Communication Services
Request for Proposal No. E
May 27, 2014 , 11:30 p.m.

2. Welcome Introductions Housekeeping Items
Elizabeth Ward, Procurement and Contracting Services (PCS)
____?______, Enterprise Program Representative -title
_____?_____, Legal Title
______?____, HUB Administrator (PCS)
Housekeeping Items

3. HHSC Procurement Roles
PCS - Responsible for procurement activity
Program - Responsible for project scope, requirements, performance, results, contract management/monitoring
HUB - Responsible for monitoring HUB activity
Legal – Questions/answers regarding legal issues

4. Vendor Conference Overview
Procurement Activities
RFP Overview
HUB Overview
Question Submittal
Break
Preliminary Responses to Questions
Closing

5. PCS Procurement Overview
Sole Point of Contact
Questions & Answers
Procurement Schedule
Solicitation Access- HHSC Business Opportunities website:
Submission Requirements
Solicitation Amendments
Screening & Evaluation
Award Information

6. Procurement Schedule RFP Release Date May 12, 2014
Vendor Conference May 27, 2014
Vendor Questions Due (COB) May 29, 2014
Response to Questions Posted (est.) June 4, 2014
Proposals Due (2:00 PM Central Time) June 19, 2014
Tentative Award Posting (est.) July 15, 2014
Anticipated Contract Start Date Sept. 1, 2014

7. Request for Proposal Number E529-15-0004
RFP Overview
Mission and Background
Overview
Objectives
Contract Terms
Scope of Work
Performance Measures

8. Mission and Background
The role of the Texas Health and Human Services agencies is to promote and protect the health of all Texans. Integral to this role is effective marketing of health-related programs. HHSC recognizes the critical importance that research plays in effectively marketing its health and human services-related programs.

9. Mission and Background
It is the intent of the State of Texas to solicit proposals from qualified marketing research and evaluation firms to assist HHS agencies in effectively conducting marketing research and evaluation for its programs in accordance with all requirements stated herein and any subsequent project requirements and purchase orders.

10. Mission and Background
The requirements for each project will vary, based upon the type of learning required to meet program goals. By way of illustration, however, the nature of the research is likely to include a range of formative research for marketing campaigns (e.g., audience research, concept/message testing) as well as evaluation research that measures the effectiveness of such campaigns (e.g., pre- and post-test survey research).

11. Public Awareness, Education and Communication Services Overview
Proposals that are deemed responsive will be evaluated on a Best Value basis as outlined in this RFP. Upon final evaluation scoring, HHSC may reject any or all Respondents, or enter into final negotiations with one or more Respondents for award. The resultant contract may be a multi-vendor award. If the award results in a multi-vendor contract, the method of accessing the contract between the Awarded Contractors will be fully explained at the mandatory in-service training meeting.

12. Public Awareness, Education and Communication Services Overview
An Awarded Contractor may be asked to provide to any HHS agency various publicity, outreach, or promotional campaigns.
A task order is an opportunity for Awarded Contractor to submit a proposal in response to a task order request for a specific campaign. A task order may include but is not limited to budget, strategies, presentations and other items as may be related.

13. Public Awareness, Education and Communication Services Overview
Individual task orders may include any or all of the services listed in the RFP or other services or tasks that are not listed. The services and deliverables that HHS agencies will seek are undetermined at the time of release of this RFP and will vary according to the specifications of the statement of work for each campaign.

14. Public Awareness, Education and Communication Services Overview
Vendors selected through this RFP process will make up the pool of vendors that are eligible to submit proposals for services supporting individual HHS agency public awareness campaigns during the term of the blanket contract. These vendors will have the opportunity to submit proposals for orders for individual HHS agency campaigns, but are not guaranteed any specific level of work.

15. Public Awareness, Education and Communication Services Overview
Vendors selected through this RFP process will make up the pool of vendors that are eligible to submit proposals for services supporting individual HHS agency public awareness campaigns during the term of the blanket contract.

16. HUB Subcontracting Plan (HSP) Requirements

17. 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

18. 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

19. 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

20. HUB Participation Requirements
HUB Subcontracting Plan (HSP) Development and Submission

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

22. HUB Participation Requirements
HSP Quick Checklist

23. HUB Participation Requirements
HSP Methods

24. 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.

25. HSP Information Page
Respondent and Requisition
Information

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

27. 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.

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

29. 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.

30. 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.

31. HSP Information Page
Respondent and Requisition
Information

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

33. 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.

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

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

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

37. 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.

38. HSP Information Page
Respondent and Requisition
Information

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

40. 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.

41. 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.

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

43. 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.

44. 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/

45. HSP Information Page
Respondent and Requisition
Information

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

47. 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.

48. 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.

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

50. 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

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

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

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

54. HSP GFE Method B (Attachment B)
Provide written justification why HUB was not selected for this Subcontracting Opportunity
Reminders: Notice to subcontractors and HHSC.

55. 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

56. HSP Information Page
Respondent and Requisition
Information

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

58. 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.

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

60. 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)

61. HUB Participation Requirements HUB Subcontracting Opportunity
Notification Form

62. Sample for Respondent’s Use.

63. HUB Participation Requirements
HSP Prime Contractor Progress
Assessment Report

64. HSP Prime Contractor Progress Assessment Report
Required with
ALL Pay Requests
List ALL Sub
payments
(HUBs & Non-HUBs)
Required even if
not subcontracting

65. _____________, HUB Administrator
HUB Program Office
_____________, HUB Administrator
(512) 206-____

66. Title of Attorney (& agency)
HHSC General Counsel
Name of Attorney
Title of Attorney (& agency)

67. TOPICS COVERED
Collusion
Conflict of Interest
Former Agency Employees
Permissible Contact with HHSC

68. 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.

69. 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.

70. 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 § 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.

71. Permissible Contact
The sole point of contact for inquiries concerning this RFP is Elizabeth Ward.
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.

72. Texas Health and Human Services Commission
Question Submittal
Followed by Break

73. Responses to Vendor Questions
HHSC may provide non-binding verbal answers to vendor questions. Verbal responses are non-binding, however, the binding, written addendum will be posted on the HHSC web site.
Additional questions must be submitted in writing to the HHSC Sole Point of Contact (see RFP Section 1.2) by the date noted in the procurement schedule (see RFP Section 1.3).
HHSC Responses are tentatively scheduled to post by the date noted in the procurement schedule (see RFP Section 1.3). Access- HHSC Business Opportunities website:

74. Texas Health and Human Services Commission
Closing Comments